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11162020 City Council Packet ext
Administration 55 West Tompkins Street Galesburg, IL 61401 CITY OF GALESBURG Illinois, USA November 16 City Council Agenda __________________________________________________________________________________________________________________________________________________________________________________________________________________________ Page 1 of 2 City Council Meeting Agenda City of Galesburg, Illinois City Council Chambers November 16, 2020 Due to social distancing necessitated by COVID-19, members of the public who would like to view or participate in the Galesburg City Council meeting are encouraged to utilize remote attendance options. Citizens can view the council meetings on Comcast channel 7 or stream the meeting live on the City’s website. Citizens can submit public comments in advance of the meetings by emailing public@ci.galesburg.il.us. Comments must be received one hour prior to the posted start time of the meeting to be addressed at the meeting and all comments will be subject to the time requirements and standards established for public comment. 5:20 p.m. Public Hearing 12/31/2021 Annual City Budget Public Hearing 12/31/2021 Annual Township Budget 5:30 p.m. Roll Call Pledge of Allegiance Invocation Approve Minutes from November 2, 2020 Consent Agenda #2020-22 20-4092 Approve State bid for supply of bulk rock salt for 2020-2021 winter season 20-4093 Approve City Financial Policies 20-4094 Approve Purchasing Policies & Procedures 20-4095 Approve Trillium Delle LLC. Subordination Agreement 20-6005 Approve Appointment Memo 20-8021 Bills and Advance Checks Approval and warrants drawn in payment of same Passage of Ordinances and Resolutions 20-1027 Special Ordinance Property tax levy (First Reading) 20-1028 Special Ordinance SSA #1 property tax levy (First Reading) 20-1029 Ordinance Fiscal year 2021 revenue adjustments (First Reading) 20-1030 Special Ordinance Authorizing the sale of 833 E. Brooks Street to an adjacent property owner (First Reading) __________________________________________________________________________________________________________________________________________________________________________________________________________________________ Page 2 of 2 20-1031 Ordinance Restrict parking on both sides of S. Farnham Street from Clay Street to the BNSF railroad tracks (First Reading) 20-2030 Resolution Waiver of the City license fee due in 2020 for video gaming terminals Bids, Petitions and Communications Public Comment City Manager’s Report A. November TAC Report Miscellaneous Business (Agreements, Approvals, Etc.) 20-4096 Approve City website proposal from Revize Town Business 20-9028 Bills 20-9029 Ordinance Township Budget & Appropriation Ordinance (First Reading) 20-9030 Ordinance Tax Levy Ordinance (First Reading) Closing Comments Executive Session Executive Session Convene into closed door Executive Session for the purpose of discussing: A. Collective Bargaining, 5 ILCS 120/2 (c) (2) B. Approval of September 21, 2020 executive session minutes, 5 ILCS 120/2 (c) (21) Adjournment Vision Statement “The City of Galesburg will be a dynamic community featuring a full range of public amenities to serve a diverse citizenry. The City Council will play a pro-active role in providing leadership to its citizens, neighborhoods, and other public bodies and enact policies which ensure the existence of a broad based economy.” CITY OF GALESBURG Administration Operating Under Council – Manager Government Since 1957 _________________________________________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________________________________________________________________________________________________________________________________ Page 1 of 3 CITY COUNCIL MEETING City Manager’s Report November 16, 2020 CONSENT AGENDA #2020-22 Item 20-4092 Bulk Rock Salt for 2020 – 2021 Winter Season Staff recommends approval of the use of the 2020-21 state bid for bulk rock salt in the amount of $40.63 per ton from Cargill, Inc. The proposed rate for approval covers the period from November 2020 through April 2021. This rate is almost 44% lower than last year’s rate and will save the City approximately $80,000 in Motor Fuel Tax funds from the previous winter season. Item 20-4093 Annual City Financial Policies Staff recommends approval of City’s updated financial policies. Each year the City’s Financial Policies are reviewed and updated as necessary to take account for changes in Generally Accepted Accounting Principles (GAAP), Government Audit Standards Board (GASB) and the budget process. Item 20-4094 Purchasing Policies & Procedures Staff recommends approval of the updated purchasing policies and procedures dated November 16, 2020. Item 20-4095 Trillium Delle LLC. Subordination Agreement Staff recommends approval of a Subordination Agreement with Trillium Delle LLC and Morton Community Bank. In April, the City completed the sale of the former National Guard Armory (125/149 North Broad St.) to Trillium Delle. The agreement required the purchaser to complete a number of improvements on the building within five years of purchase. Trillium Delle has secured additional financing for these improvements. The lender will not proceed with the loan unless the City agrees to subordinate these agreements to their loan. The City is not owed any funds by Trillium Delle, so subordination would only affect the right of repurchase and right of first refusal. If approved, these agreements would be junior to the bank’s mortgage. Item 20-6005 Appointment Memo Appointments to various boards and commission are submitted by Mayor Pritchard for Council consideration. Item 20-8021 Bills Bills and Advanced Checks are submitted for approval; please direct questions to Gloria Osborn, Director of Finance and Information Systems. ORDINANCES AND RESOLUTIONS Item 20-1027 Property Tax Levy (First Reading) Staff recommends approval of the 2020 Property Tax Levy Ordinance. The 2020 tax levy request has been established at $9,457,940 which is an increase of .20% when compared to the total amount of the current year tax levy (2019) extension. Based on the current information on the CITY OF GALESBURG Administration Operating Under Council – Manager Government Since 1957 _________________________________________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________________________________________________________________________________________________________________________________ Page 2 of 3 Estimated Assessed Value (EAV) for the 2020 tax levy, the estimated property tax rate for the City will be approximately $2.660 or .005 cents less than the 2019 tax levy rate. The property tax rate is applied to individual tax bills. Item 20-1028 SSA #1 Property Tax Levy (First Reading) Staff recommends approval of a special ordinance to approve the 2020 levy for the Special Service Area #1 (Downtown Area). On November 18, 2013, the City Council approved a ten-year extension of the $1.50 tax for the Special Service Area tax commencing on the 2014 property tax levy (payable in 2015). The tax levy must be approved in time to be filed with the Knox County Clerk by the last Tuesday in December 2020. Item 20-1029 Fiscal Year 2021 Revenue Adjustments (First Reading) Staff recommends approval of the schedule of adjustments for rates and fees collected by the City. Only one adjustment is included for fiscal year 2021, which is an increase to the refuse fund of $0.85 per month, per dwelling for solid waste disposal. The rates and fees will be budgeted for fiscal year 2021 and will become effective January 1, 2021. Item 20-1030 Sale of 833 E. Brooks Street (First Reading) Staff recommends approval of an ordinance authorizing the sale of 833 E. Brooks Street to an adjacent property owner. The City demolished the structure on this property through a court order in 2018 and purchased the property from the Knox County Trustee in 2019. Item 20-1031 Restrict Parking on S. Farnham Street (First Reading) Staff recommends approval of an ordinance to restrict parking during school hours on both sides of Farnham Street, between the railroad tracks and Clay Street. City staff and Galesburg CUSD #205 recently partnered to conduct a traffic study on S. Farnham Street near King School in an effort to improve the traffic flow and safety during pick-up and drop-off of students. The new parking lot has a designated lane for school traffic that will store vehicles waiting to unload and load students. The District’s goal is to utilize this lane and prevent parents and guardians from parking on either side of the street in front of the school to load and unload students. The intention is to increase safety by decreasing the risk of pedestrians and vehicles being in conflict on Farnham Street and ease congestion during these times. Item 20-2030 Waiver of City License Fee for Video Gaming Terminals Staff recommends approval of resolution waiving the city license fee due in 2020 for video gaming terminals. In consideration of the severe economic hardship on food and beverage businesses (liquor license establishments) as a result of the COVID-19 virus, it is recommended that the new video gaming terminal fee of $250 per machine be waived. It would be anticipated that annual invoicing would resume in April 2021. BIDS, PETITIONS AND COMMUNICATIONS CITY MANAGER’S REPORT A. November TAC Report CITY OF GALESBURG Administration Operating Under Council – Manager Government Since 1957 _________________________________________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________________________________________________________________________________________________________________________________ Page 3 of 3 MISCELLANEOUS BUSINESS (Agreements, Approvals, Etc.) Item 20-4096 City Website Proposal Staff recommends approval of proposal from Revize in the amount of $29,400.00 to redesign, develop, and migrate the city’s website. The last update of the city website was approved in 2010 at a cost of $29,000. Since that time, the technology, and the way the public gets information has changed. Revize provided the most economical proposal, as well as best met the needs of the City. TOWN BUSINESS Item 20-9028 Town Bills Item 20-9029 Township Budget & Appropriation Ordinance (First Reading) Item 20-9030 Tax Levy Ordinance (First Reading) Respectfully submitted, Todd Thompson City Manager Galesburg City Council Regular Meeting City Council Chambers 55 West Tompkins Street, Galesburg, Illinois November 2, 2020 5:30 p.m. Called to order by Mayor John Pritchard at 5:30 p.m. Roll Call #1:Physically Present:Mayor John T.Pritchard,Council Members Bradley Hix,Corine Andersen,Wayne Allen,and Larry Cox,5.Present via Telephone:Council Members Wayne Dennis and Peter Schwartzman,2.Absent:Council Member Lindsay Hillery,1.Also Present: City Manager Todd Thompson (via telephone),City Attorney Bradley Nolden,and City Clerk Kelli Bennewitz. Mayor Pritchard declared a quorum present. The Pledge of Allegiance was recited. A moment of silence was observed in lieu of an invocation. Council Member Hix moved,seconded by Council Member Cox,to approve the minutes of the City Council meetings from October 19, 2020. Roll Call #2: Ayes:Council Members Hix, Dennis, Andersen, Schwartzman, Allen, and Cox, 6. Nays:None Absent:Council Member Hillery, 1. Chairman declared motion carried. CONSENT AGENDA #2020-21 All matters listed under the Consent Agenda are considered routine by the City Council and will be enacted by one motion. 20-2026 Approve MFT Resolution for the purchase of salt,hot mix asphalt,concrete,CA-6 gravel,and high performance patching mixture for the 2021 calendar year. 20-2027 Approve Resolution 20-23 ceding the City’s 2020 private activity bonding authority to the Quad Cities Regional Economic Development Authority. 20-3033 Approve the bid from Laverdiere Construction Company in the amount of $51,390 for the installation of the new campground restroom facility and related sidewalk work at Allison Campground. November 2, 2020 Page 1 of 5 20-4090 Approve a mutual aid agreement with the Quad Cities Chief’s organization. 20-5010 Receive the Police Pension Fund Municipal Compliance Report for the fiscal year ended December 31, 2019. 20-5011 Receive the Firefighters’Pension Fund Municipal Compliance Report for the fiscal year ended December 31, 2019. 20-5012 Receive the September 30, 2020, Investment Schedule. 20-8020 Approve bills in the amount of $759,577.05 and advance checks in the amount of $1,228,114.56. Council Member Cox moved,seconded by Council Member Hix,to approve Consent Agenda 2020-21. Roll Call #3: Ayes:Council Members Hix, Dennis, Andersen, Schwartzman, Allen, and Cox, 6. Nays:None Absent:Council Member Hillery, 1. Chairman declared motion carried by omnibus vote. PASSAGE OF ORDINANCES AND RESOLUTIONS 20-1026 Council Member Andersen moved,seconded by Council Member Cox,to approve Ordinance 20-3622 on final reading amending Section 113.043 (C)of the Galesburg Municipal Code increasing the number of Class C liquor licenses. Roll Call #4: Ayes:Council Members Hix, Dennis, Andersen, Schwartzman, Allen, and Cox, 6. Nays:None Absent:Council Member Hillery, 1. Chairman declared motion carried. 20-2028 Council Member Andersen moved,seconded by Council Member Cox,to approve Resolution 20-24 determining the 2020 Property Tax Levy,which is not more than 105 percent and therefore will not require a truth in taxation public hearing.The tax levy request will not exceed $9,910,760. Roll Call #5: November 2, 2020 Page 2 of 5 Ayes:Council Members Hix, Dennis, Andersen, Schwartzman, Allen, and Cox, 6. Nays:None Absent:Council Member Hillery, 1. Chairman declared motion carried. 20-2029 Council Member Hix moved,seconded by Council Member Cox,to approve Resolution 20-25 authorizing the execution and amendment of the Federal CARES Act Grant Agreement for Transit operation costs. Roll Call #6: Ayes:Council Members Hix, Dennis, Andersen, Schwartzman, Allen, and Cox, 6. Nays:None Absent:Council Member Hillery, 1. Chairman declared motion carried. BIDS, PETITIONS, AND COMMUNICATIONS PUBLIC COMMENT Brittany Grimes,NAACP president,gave the City Clerk a report on systemic racism in the City of Galesburg for distribution to the City Council members. CITY MANAGER’S REPORT A.The December 31, 2021, budget is available for inspection at City Hall. B.Stuff the Bus Food Drive Campaign MISCELLANEOUS BUSINESS (Agreements, Approvals, Etc.) 20-4091 Council Member Andersen moved,seconded by Council Member Cox,to approve the waiving of normal purchasing policies and accept a sole source proposal from iWorQ Systems in an annual amount of $17,500 plus a $10,000 first year cost for inspections,licensing,and permitting software for the Community Development Department. Roll Call #7: Ayes:Council Members Hix, Dennis, Andersen, Schwartzman, Allen, and Cox, 6. Nays:None Absent:Council Member Hillery, 1. Chairman declared motion carried. Council Member Allen moved,seconded by Council Member Cox,that the City Council sit as the Town Board. The motion carried by voice vote. TOWN BUSINESS November 2, 2020 Page 3 of 5 20-9026 Trustee Andersen moved,seconded by Trustee Cox,to approve Town bills and warrants be drawn in payment of same. Roll Call #8: Ayes:Trustees Hix, Dennis, Andersen, Schwartzman, Allen, and Cox, 6. Nays:None Absent:Trustee Hillery, 1. Chairman declared motion carried. 20-9027 Trustee Andersen moved,seconded by Trustee Cox,to approve Resolution 20-01 determining the 2020 Property Tax Levy,which is not more than 105 percent and therefore will not require a truth in taxation public hearing. The tax levy request will not exceed $531,000. Roll Call #9: Ayes:Trustees Hix, Dennis, Andersen, Schwartzman, Allen, and Cox, 6. Nays:None Absent:Trustee Hillery, 1. Chairman declared motion carried. Trustee Allen moved,seconded by Trustee Cox,to resume sitting as the City Council.The motion carried by voice vote. CLOSING COMMENTS Council Member Hix encouraged the public to participate in the Stuff the Bus campaign by Transit.He added that being on the United Way Board of Directors has shown him that food insecurity is a large issue in our community. Council Member Andersen thanked the NAACP for their report and is looking forward to discussing the issues and making suggestions in the near future. Council Member Schwartzman also thanked the NAACP for the report.He also asked for clarification on the Mayor’s comments in the media that the City will not be enforcing the Governor’s orders regarding bars and restaurants for our region’s enhanced mitigation rules. November 2, 2020 Page 4 of 5 Fund Title Amount Town Fund $1,173.13 General Assistance Fund $3,562.26 IMRF Fund Social Security/Medicare Fund Liability Fund Audit Fund Total $4,735.39 The Mayor stated that he would be discussing his reasonings and the City Attorney would be sending information to the Council. Council Member Allen reminded everyone to exercise their right to vote tomorrow and that he hoped that the national election is settled in a timely manner. Mayor Pritchard stated that he was recently on a call with Chicago Mayor Lightfoot,as well as other mayors,regarding the Governor’s mitigation orders.He noted that our region,Region 2, was the last to receive orders from the Governor.After talking to other mayors across the state and learning that the rise of COVID cases are more from private and residential gatherings,he is electing not to enforce or penalize bars and restaurants if they decide to remain open.He stated that in his opinion there is no real data to support that cases are being spread through these establishments.He also noted that many of the “safety nets”like stimulus checks,PPP loans,and enhanced unemployment,are not in place at this time to help these businesses.He further stated that for these businesses,the Governor’s cure will likely be worse than the current situation. He encouraged everyone to continue to be cautious and to socially distance when it’s necessary, wear a mask, wash their hands, and above all else, stay home if they are ill. The Mayor also thanked the NAACP for the report and is looking forward to reading it and he also encouraged people to help with the Stuff the Bus event. Council Member Andersen added that she had recently visited a restaurant and she feels that most of them are being very careful and meeting all the guidelines put in place to help stop the spread of COVID. There being no further business,Council Member Cox moved,seconded by Council Member Hix, to adjourn the regular meeting at 6:00 p.m. Roll Call #10: Ayes:Council Members Hix, Dennis, Andersen, Schwartzman, Allen, and Cox, 6. Nays:None Absent:Council Member Hillery, 1. Chairman declared motion carried. John Pritchard, Mayor Kelli R. Bennewitz, City Clerk November 2, 2020 Page 5 of 5 ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: WEC Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG NOVEMBER 16, 2020 AGENDA ITEM: State Bid Approval recommendation, 2020-2021 winter supply of bulk rock salt for the City of Galesburg. SUMMARY RECOMMENDATION: The City Manager, Director of Public Works, and the Purchasing Agent recommend that the City Council approve the use of the 2020-21 State Bid for Bulk Rock Salt in the amount of $40.63 per ton from Cargill, Inc. BACKGROUND: Annually, the City requests to be included in the State of Illinois Central Management Services bid for the purchase of Bulk Rock Salt. The benefits of this type of inclusion are: 1) the City purchases rock salt at a discount due to being included in a volume purchase and 2) the City reduces the risk of not being able to obtain rock salt in a timely manner. Contract pricing for this material is based upon the winter season. The rate charged for rock salt changes each August. Rates fluctuate based on anticipated demand for salt. The proposed rate for approval covers a period from November 2020 through April 2021. This new rate is almost 44% lower than last year’s rate and will save the City approximately $80,000 in Motor Fuel Tax funds from the previous winter season. For historical purposes, prior year rates: Year Vendor Rate 2019-2020 Compass $72.48 2018-2019 Cargill $55.979 2017-2018 Cargill $50.89 2016-2017 Cargill $68.65 2015-2016 Cargill $68.65 2014-2015 Cargill $53.77 BUDGET IMPACT: The City budgets annually for anticipated bulk salt use through the Motor Fuel Tax Fund. The City has budgeted sufficient funds for the winter season. SUPPORTING DOCUMENTS: 1. 2020-21 CMS Rock Salt Bid Tab 20-4092 Compass Minerals America IncCargill, Inc. Salt Road Safety Morton Salt IncItem NumberPrint Sequence DescriptionQuantity UOM Unit Cost Unit Cost Unit Cost364 364SALT, ROCK, BULK ‐ Fulton County, District # 4, Fulton Co. Hwy. Dept., Canton, 430 E. Oak St.‐‐‐‐80% Minimum Purchase Commitment1000.0 TON 64.9841.365.84365 365SALT, ROCK, BULK ‐ Henderson County, District # 4, Henderson County Hwy. Dept., Stronghurst, 112 N. Mary St. ‐ PO Box 119‐‐‐‐80% Minimum Purchase Commitment400.0 TON 62.8245.190.0366 366SALT, ROCK, BULK ‐ Henderson County, District # 4, Oquawka, Village of, Oquawka, PO Box 496‐‐‐‐100% Minimum Purchase Commitment180.0 TON 63.7247.990.0367 367SALT, ROCK, BULK ‐ Knox County, District # 4, Carl Sandburg College, Galesburg, 2400 Tom Wilson Blvd‐‐‐‐80% Minimum Purchase Commitment65.0 TON 61.241.6283.47368 368SALT, ROCK, BULK ‐ Knox County, District # 4, Galesburg, City of, Galesburg, 55 W. Tompkins St. ‐ PO Box 1387‐‐‐‐80% Minimum Purchase Commitment2500.0 TON 58.240.6383.47369 369SALT, ROCK, BULK ‐ Knox County, District # 4, Knox Road District, Knoxville, 200 Carr Street‐‐‐‐80% Minimum Purchase Commitment600.0 TON 61.7741.2372.84370 370SALT, ROCK, BULK ‐ Knox County, District # 4, Persifer Township, Dahinda, 1206 Knox Hwy 11‐‐‐‐100% Minimum Purchase Commitment300.0 TON 65.0939.1172.43JPMC Rock Salt Bulk, FY21 (B‐16193) ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: GPO Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG NOVEMBER 16, 2020 AGENDA ITEM: Annual approval of the City’s Financial Policies. SUMMARY RECOMMENDATION: The City Manager and Director of Finance and Information Systems recommend approval of the updated City’s Financial Policies. BACKGROUND: Each year the City’s Financial Policies are reviewed and updated where necessary to take account for changes in Generally Accepted Accounting Principles (GAAP), Government Audit Standards Board (GASB) and the budget process. The current policies include a definition of the financial reporting entity, measurement focus and basis of accounting, operating revenue policies, operating expense policies, balance sheet policies, budget policies, capital improvement policies, vehicle replacement plan policies, building repair and maintenance plan policies, computer replacement plan policies, debt policies, federal funding in relation to OMB Uniform Guidance, pension policies, risk management policies, economic development fund and GASB 34. The major changes include the following: In the replacement program sections, the useful lives tables were removed as the lives may be modified for equipment or improvements. If the scheduled equipment or improvements are still reliable and it is cost effective to continue to own the equipment or postpone the improvements then the lives are increased. If the cost of maintaining the equipment or improvements become cost prohibitive then the lives are decreased. Also, the replacement cost or values are reviewed and, at times, modified based on recent purchase experience, vendor information or current trending replacement costs. The section, Pensions Policies, has been modified to reflect that the City will commit funding the police and fire pension funds, at a minimum, at or between the State actuarial level and the actuarial firm’s recommend amount. An update in the section, Risk Management Fund, clarifies that the City Attorney/Administrative Services Director completes the risk management fund analysis in regards to the status of the self- insurance fund and the fees charged to participating divisions. BUDGET IMPACT: Sound financial policies help to ensure funds are spent and managed in the most cost-effective manner based on the services provided while ensuring the financial records are maintained in accordance with GAAP, Government Auditing Standards and state and federal laws. SUPPORTING DOCUMENTS: 1.Financial Policies draft version with recommended changes 20-4093 Financial Policies—Red Lined Finance Department 55 West Tompkins Street Galesburg, IL 61401 Approved November 16, 2020 CITY OF GALESBURG Illinois, USA This page intentionally left blank. Page 1 of 24 Approved November 16, 2020 18, 2019 Table of Contents Table of Contents ............................................................................................................................ 1 FINANCIAL REPORTING ENTITY ............................................................................................ 3 MEASUREMENT FOCUS, BASIS OF ACCOUNTING AND BASIS OF PRESENTATION .. 3 Fund Financial Statements........................................................................................................... 3 OPERATING REVENUE POLICIES ............................................................................................ 5 Property Tax Revenue ................................................................................................................. 5 Other Tax Revenue ...................................................................................................................... 5 Restricted Revenues .................................................................................................................... 5 Fees, Licenses, Permits and other Miscellaneous Items .............................................................. 6 Intergovernmental Assistance ...................................................................................................... 6 Fees - Enterprise Funds ............................................................................................................... 6 Fees - Internal Service Funds ...................................................................................................... 6 Refund for Use of Recreation Services and/or Facilities ............................................................ 6 OPERATING EXPENDITURE POLICIES ................................................................................... 6 Inventories ................................................................................................................................... 6 Payment to Vendors..................................................................................................................... 7 Payroll Costs and Compensated Absences .................................................................................. 7 Capital Asset Expenditures/Expenses ......................................................................................... 7 Contingency ................................................................................................................................. 7 Administrative Fee Policy ........................................................................................................... 7 Contributions to External Agencies ............................................................................................. 8 BALANCE SHEET POLICIES ...................................................................................................... 8 Governmental Accounting Standards Board (GASB) Statement No. 54 .................................... 8 Order of Spending of Funds ...................................................................................................... 10 General Fund and Park & Recreation Fund Balance Policy ..................................................... 10 Debt Service – Assigning Fund Balance ................................................................................... 10 Water Fund – Operating Cash and Investment Policy .............................................................. 11 Cash Reserve ............................................................................................................................. 11 Investments ................................................................................................................................ 11 Inventories ................................................................................................................................. 11 Capital Assets ............................................................................................................................ 11 Due To/Due From ...................................................................................................................... 12 BUDGET POLICIES .................................................................................................................... 12 CAPITAL IMPROVEMENT POLICIES ..................................................................................... 13 VEHICLE REPLACEMENT PROGRAM................................................................................... 13 Contributions ............................................................................................................................. 14 Interest Allocations .................................................................................................................... 14 Estimated Useful Lives .............................................................................................................. 14 Estimated Replacement Costs ................................................................................................... 14 Replacement of Equipment & Vehicles .................................................................................... 15 Pool Car ..................................................................................................................................... 15 Documentation........................................................................................................................... 15 BUILDING REPAIR & MAINTENANCE PROGRAM ............................................................. 15 Page 2 of 24 Approved November 16, 2020 18, 2019 Contributions ............................................................................................................................. 15 Interest Allocations .................................................................................................................... 16 Estimated Useful Lives .............................................................................................................. 16 Estimated Replacement Costs ................................................................................................... 16 Documentation........................................................................................................................... 16 COMPUTER REPLACEMENT PROGRAM .............................................................................. 17 Contributions ............................................................................................................................. 17 Interest Allocations .................................................................................................................... 17 Estimated Useful Lives .............................................................................................................. 17 Estimated Replacement Costs ................................................................................................... 17 Documentation........................................................................................................................... 18 DEBT POLICIES.......................................................................................................................... 18 Revenue Bonds .......................................................................................................................... 19 General Obligation Refunding Bonds, Series 2011C (Prior Taxable General Obligation Bonds, Series 2003) ............................................................................................................................... 20 FEDERAL FUNDING – OMB UNIFORM GUIDANCE ........................................................... 20 Implementation of OMB Uniform Guidance ............................................................................ 20 OMB Uniform Guidance Documentation ................................................................................. 20 Use of Federal Funds and Oversight of Federal Funding Projects ............................................ 21 PENSION POLICIES ................................................................................................................... 21 Pension Funding Policies........................................................................................................... 21 RISK MANAGEMENT POLICIES ............................................................................................. 22 Benefit Policy on Military Duty ................................................................................................ 22 Risk Management Fund ............................................................................................................. 22 ECONOMIC DEVELOPMENT FUND .......................................................................................... 23 GASB 34 ....................................................................................................................................... 23 Page 3 of 24 Approved November 16, 2020 18, 2019 FINANCIAL REPORTING ENTITY The City of Galesburg (City) is a municipal corporation governed by a mayor and city council, which are elected by the public and have the exclusive responsibility and accountability for the decisions it makes. The City has the statutory authority to adopt its own budget, to levy taxes, and to issue bonded debt without the approval of another government. It has the right to sue and be sued, and has the right to buy, sell, lease, or mortgage property in its own name. The City is bound by Generally Accepted Accounting Principles (GAAP), Government Auditing Standards promulgated by the Governmental Accounting Standards Board (GASB), all applicable state statutes and the Office of Management and Budget (OMB) Uniform Guidance. All financial, reporting, and accounting policies will be reviewed and maintained in accordance with these requirements. MEASUREMENT FOCUS, BASIS OF ACCOUNTING AND BASIS OF PRESENTATION The City of Galesburg implemented GASB 34 during fiscal year end March 31, 2002. GASB 34 requires government wide financial statements as well as fund financial statements. While the measurement focus and basis of accounting will remain the same for the fund financial statements, the government-wide statements will be completed using the flow of economic resources measurement focus and the full accrual basis of accounting. The financial policies outlined below are based on fund financial statements. Fund Financial Statements The accounts of the City are organized on a basis of funds. A fund is an independent fiscal and accounting entity with a self-balancing set of accounts. Fund accounting segregates funds according to their intended purpose and is used to aid management in demonstrating compliance with finance related legal and contractual provisions. A minimum number of funds are maintained consistent with legal and managerial requirements. General fixed assets and long-term liabilities of the City are reported in a separate GASB 34 Fund. The City has the following funds: Governmental Funds are used to account for the City’s general government operating activities. Governmental fund types use the flow of current financial resources measurement focus and the modified accrual basis of accounting. Under the modified accrual basis of accounting revenue is recognized when it becomes susceptible to accrual or “measurable and available”. Measurable means the amount of the transaction can be determined and available means collectible within the current period or soon enough thereafter to pay liabilities of the current period. Expenditures are recognized when the related fund liability is incurred, except for interest incurred but not yet payable on general long-term debt which is recognized when due, and certain compensated absences which are recognized when the liabilities are expected to be liquidated with available financial resources. Property and personal property replacement taxes, special assessments, charges for services and interest are susceptible to accrual. Sales taxes collected and held by the state Page 4 of 24 Approved November 16, 2020 18, 2019 at year-end on behalf of the City are also recognized as revenue, to the extent they are received within 60 days of the fiscal year end. Miscellaneous revenue items, which are not susceptible to accrual, are recognized only as they are received in cash. Entitlements and grants are recognized as revenue at the time of receipt or earlier if susceptible to modified accrual criteria is met. Expenditure driven grants are recognized as revenue when the qualifying expenditures have been incurred and all other grant requirements have been met and monies have been received during the fiscal year or within 60 days of the fiscal year end. Governmental fund types include the general fund, special revenue funds, capital projects funds, debt service funds, and permanent funds. The funds are defined as follows: • General Fund The general fund should be used to account for and report all financial resources not accounted for and reported in another fund. • Special Revenue Funds Special revenue funds are used to account for and report the proceeds of specific revenue sources that are restricted or committed to expenditures for specific purposes other than debt service or capital projects. The restricted or committed proceeds of the specific revenue sources should be expected to continue to comprise a substantial portion of the inflows reported in the fund. Other resources, such as investment earnings and transfers from other funds, also may be reported in the fund if those resources are restricted, committed or assigned to the specified purpose of the fund. The City should discontinue reporting a special revenue fund, and instead report the fund’s remaining resources in another fund type as the general fund, if the government no longer expects that a substantial port of the inflows will derive from restricted or committed revenue sources. • Capital Project Funds Capital projects funds are used to account for and report financial resources that are restricted, committed, or assigned to expenditure for capital outlays, including the acquisition of construction of capital facilities and other capital assets. Capital projects funds exclude those types of capital-related outflows financed by proprietary funds or for assets that will be held in trust for individuals, private organizations or other governments. • Debt Service Funds Debt service funds are used to account for and report financial resources that are restricted, committed or assigned to expenditure for principal and interest, even if it is being accumulated for future years’ payments. Debt service funds should be used to report resources if legally mandated. • Permanent Funds Page 5 of 24 Approved November 16, 2020 18, 2019 Permanent funds should be used to account for and report resources that are restricted to the extent that only earnings, and not principal, may be used for purposes that support the reporting government’s programs. Permanent funds do not include private-purpose trust funds, which should be used to report situations in which the government is required to use the principal or earnings for the benefit of individuals, private organizations or other governments. Proprietary Funds are accounted for using the flow of economic resources measurement focus and the accrual basis of accounting. Under this method, revenues are recognized when earned and expenses are recognized at the time the liabilities are incurred. Fiduciary Funds are used to account for assets held by the City in a trustee capacity or as an agent on behalf of others. The fiduciary funds include trust and agency funds. OPERATING REVENUE POLICIES The City will strive to maintain a diversified and stable revenue system to shelter the government from short-term fluctuations in any one-revenue source to ensure its ability to provide ongoing services. The Finance Department will prepare and maintain both short and long-term revenue projections to be used for development of future projects and service opportunities and to identify future short falls in order to allow for time to develop alternate revenue sources. Property Tax Revenue Property taxes are recognized as a receivable at the time they are levied. Property taxes are levied each year on all taxable real property in the city. Property taxes are assessed in December and attach as an enforceable lien on the property as of the proceeding January 1. These taxes become due and collectible in June and September of the following year, and are collected by the county collector, who in turn remits to the City its respective share. The City receives these remittances approximately one month after the collection dates. Property tax revenue needs are addressed using a target rate and in monitoring un-collectable amounts. Other Tax Revenue All other tax revenue is recognized when measurable and available. Accounts receivable are adjusted at year-end according to tax amounts received during the fiscal year or relating to that fiscal year and received within 60 days of the fiscal year end. Restricted Revenues The City receives and will aggressively pursue many types of restricted funds. These revenues shall be used only for the purposes legally permissible and in a fiscally responsible manner. All federally funded grant revenues will be spent and managed in accordance with Office of Management and Budget (OMB) Uniform Guidance. Acceptance of these types of funds will include a review of matching fund requirements, related operating expenditures, the length of the program and consequential disposition of the program. All grant revenue is recognized when the Page 6 of 24 Approved November 16, 2020 18, 2019 actual expenditure financed by the grant is made. Other restricted revenue is recorded when measurable and available. Fees, Licenses, Permits and other Miscellaneous Items All fees for licenses, permits, fines, and other miscellaneous charges shall be set to recover related costs and are recognized when measurable and available. These fees shall be reviewed and adjusted accordingly during the annual budget process. Intergovernmental Assistance Intergovernmental assistance will be used to finance only those items that are consistent with approved capital improvement plans and/or other approved programs/agreements. Intergovernmental revenue is recognized when measurable and available. Fees - Enterprise Funds Enterprise fund fees and rates will be reviewed annually through the budget process. All charges and fees will be set to ensure all costs of providing those services are provided for including related debt obligations and depreciation of property and equipment. Fees - Internal Service Funds Internal Service fund fees charged to various City funds and departments will be reviewed annually during the budget process to ensure all costs of providing those services are provided for including related debt obligations and depreciation of property and equipment. The amounts paid for past claims, the number of employees by department and fund and reserve requirements are some of various factors which may be used as the basis for estimating fees paid to the Risk Management Fund (see Risk Management Policies). Refund for Use of Recreation Services and/or Facilities When refunds for the use of recreation facilities or services are permitted and approved by the department head, in order to cover expenses which are incurred in processing the refund, the amount submitted back to the customer will be reduced by 10 percent of the amount collected for the service and/or facility. The refund will be submitted to the customer through ACH and credited to the customer’s bank account. OPERATING EXPENDITURE POLICIES The City will conduct business by following a sound cash management policy employing a pay- as-you-go basis. All attempts will be made to reduce costs where appropriate. All current operating, maintenance, depreciation, direct and indirect costs will be funded through the use of current revenues. All operating expenditures will be approved by City Council as they become payable. See Fund Balance Policies for acceptable uses of fund balance reserves. Inventories Page 7 of 24 Approved November 16, 2020 18, 2019 Miscellaneous inventories maintained by the City will be recognized as expenditures at the time of consumption rather than at the time of purchase. All items and services received prior to year- end will be recognized during that fiscal year as expenditures. Payment to Vendors In order to decrease costs in processing vendor payments, the City will require payments to vendors through ACH or automatic credit to the vendor’s checking or savings account. By utilizing ACH, the City can reduce the cost for check stock, avoid the need and costs to reissue lost checks, reduce stop payment fees for lost checks and decrease staff time in the task of bank reconciliation. Payroll Costs and Compensated Absences All payroll costs will be based on Council approved salary ordinances, union contracts, and personnel policies. It is the policy of the City to permit employees to accumulate earned but unused vacation and sick leave benefits. Those benefits expected to be liquidated with expendable available financial resources of the governmental funds are reported as expenditures and a fund liability of the fund that will pay it. Amounts not expected to be liquidated with expendable available financial resources are reported in the government-wide GASB 34 Fund. Proprietary funds recognize the expense when the benefits vest and are accrued. Capital Asset Expenditures/Expenses All capital asset purchases by governmental funds are accounted for and budgeted as expenditures at the time of their acquisition. Proprietary fund acquisitions are capitalized with depreciation used as the tool to recognize the related expense. All attempts will be made to fund the purchase and maintenance of capital assets with current revenues. Depreciation will be used as a tool to estimate replacement needs for current and future fiscal years. Operating and capital leases and other miscellaneous financing opportunities will be addressed at the time of purchase to ensure the assets are acquired using the most cost-effective method. Contingency In order to protect the services provided by the City; a contingency in an amount designated by City Council will be built into the operating budget. This amount is budgeted for purpose of providing for non-recurring unanticipated expenditures. During the budget process, Administration will recommend a budget amount, at the minimum, of one percent of the budgeted revenue amount. Every attempt will be made to keep the contingency to a minimum. This amount is independent of the fund balance reserve amounts and will not be used as such. Administrative Fee Policy Enterprise and Internal Service Funds are required, by GAAP, to be self-supporting. The City uses personnel paid for in the General Fund to assist in the administration of the Enterprise Fund activities. Because the General Fund provides this assistance, an administrative fee is charged to the fund to cover these costs. The purpose of the fee is to ensure the funds are self-supporting. The fee will be calculated to reflect a percentage of indirect/direct costs associated in the General Fund. The calculation will be based on the most recent full year completed during the budget process. The indirect/direct cost approach was initially utilized in fiscal year 2012 to determine the administrative fee from the Water Fund to the General Fund. The indirect/direct cost approach Page 8 of 24 Approved November 16, 2020 18, 2019 was initially utilized in fiscal year 2013 to determine the administrative fee to the General Fund for the Refuse Fund. Administrative fees are considered a quasi-external transaction for accounting purposes meaning that the transactions are treated as revenues and expenditures if they would have involved organizations external to the government unit and not as transfers. Contributions to External Agencies In order to benefit the community and its residents and visitors, the City Council may approve an expenditure to contribute funds and/or resources to an external agency in order to allow that agency to accomplish its goal and/or mission. If an expenditure is approved, prior to releasing the funds and/or resources to the external agency, the agency must provide in writing how the funds/resources will be utilized by the agency. This will allow the City to record the community benefit offered to the community by the agency with the assistance of funds/resources received by the City. If an external agency is approved to receive funding by the City, the following requirements will need to be addressed by the external agency: 1. Submit an invoice for payment requesting the amount awarded to the agency and a due date which serves as an invoice for audit purposes. 2. Complete a. A W-9 Form b. An External Agency Agreement 3. Submit the invoice, W-9, and External Agency Agreement to the City of Galesburg Administration Office. 4. Include the City of Galesburg, and its logo where possible, as a sponsor on any advertising or promotional items for the event. BALANCE SHEET POLICIES Governmental Accounting Standards Board (GASB) Statement No. 54 In February 2009, the GASB issued statement number 54, Fund Balance Reporting and Governmental Fund Type Definitions, which requires the City to make certain decision regarding the use of resources and classifications of ending fund balance in order for the annual financial reports (audits) to be in compliance with generally acceptable accounting principles (GAAP). Fiscal year 2011 was the first year the city was required to and must implemented GASB 54. The intent of GASB 54 is to improve the usefulness of the amounts reported in ending fund balances on the year-end financial reports by providing clearer fund balance classifications that can be more consistently applied and by clarifying the existing government fund type definitions. With GASB 54, a hierarchy of fund balance classifications has been created. These classifications are based primarily on the extent to which governments are bound by the constraints placed on resources reported in those funds. This approach is intended to provide users more consistent and understandable information about a fund’s new resources. Previously, the city reported fund balances that were reserved, designated or unreserved. With the implementation of GASB 54, there are five categories required for ending fund balances: Page 9 of 24 Approved November 16, 2020 18, 2019 Nonspendable Fund Balance • Amounts that cannot be spent due to form that are in either short term or longer term; for example, inventories and prepaid amounts. Also, long-term loan and notes receivables, and property held for resale would be reported here unless the proceeds are restricted, committed or assigned. • Amounts that must be maintained intact legally or contractually such as principal of a permanent fund. Restricted Fund Balance The restricted fund balance category includes amounts that can be spent only for the specific purposes stipulated by constitution, external resource providers, or through enabling legislation. • The portion of a Governmental Fund’s fund balance that is subject to external enforceable legal purpose restrictions as to what the fund balance can be spent on. Committed Fund Balance The committed fund balance classification includes amounts that can be used only for the specific purposes determined by a formal action of the government’s highest level of decision-making authority. • Action would be required by the same group to remove or change the constraints placed on the resources. • Action to constrain the resources must occur prior to yearend; however, the amount can be determined in the subsequent period. Assigned Fund Balance Amounts in the assigned fund balance classification are intended to be used by the government for specific purposes but do not meet the criteria to be classified as restricted or committed. In governmental funds other than the general fund, assigned fund balance represents the remaining amount that is not restricted or committed. • The portion of a Governmental Fund’s balance to denote management’s intended use of resources • For all governmental funds other than the general fund, any remaining positive amounts not classified as nonspendable, restricted or committed. • For the general fund, amounts constrained for the intent to be used for a specific purpose by a governing board or body or official that has been delegated authority to assign amounts. Amount reported as assigned should not result in a deficit in unassigned fund balance. Unassigned Fund Balance Unassigned fund balance is the residual classification for the government’s general fund and includes all spendable amounts not contained in the other classifications. Governments are required to disclose information about the processes through which constraints are imposed on amounts in the committed and assigned classifications • Available expendable financial resources in a governmental fund that are not the object of a tentative management plan (i.e., assigned). • For the general fund, amounts not classified as nonspendable, restricted, committed or assigned. The general fund is the only fund that would report a positive amount in unassigned fund balance. Page 10 of 24 Approved November 16, 2020 18, 2019 • For all governmental funds other than the general fund, amount expended in excess of resources that are nonspendable, restricted, committed or assigned (a residual deficit). In determining a residual deficit, no amount should be reported as assigned. Positive unassigned fund balance can only be reported in the General Fund. Note: In non-governmental funds (e.g., water fund); management may decide to “assign” funds for a specific purpose. This will be done as an internal budgeting procedure rather than as a formal accounting entry. Order of Spending of Funds The City will spend the most restricted dollars before less restricted, in the following order: Restricted Committed Assigned Unassigned The Director of Finance and Information Systems will determine if a portion of fund balance should be assigned. General Fund and Park & Recreation Fund Balance Policy To maintain the City’s ability to provide services during emergencies and unexpected declines in the economy, the City will maintain a General Fund, fund balance of 16 weeks, or approximately 30 percent of operating expenses. In 2015, the special revenue fund, Parks and Recreation, was established to record revenues and expenditures for City recreation and park sites. After the initial transfer of funds from the General Fund to the Park and Recreation Fund, the Park and Recreation Fund must maintain, at a minimum, 3 weeks or 5 percent of operating expenditures of the divisions within the fund. The fund balance shall be exclusive of all other reserves and contingencies and shall be reported as unassigned. The use of these funds shall be limited to emergencies and unexpected declines in the economy. The use of fund balance to cover unexpected declines in the economy will be temporary pending identification of new revenue sources or a reduction of services. Should the balance fall below the minimum fund balance level, a plan will be submitted to City Council for building the fund balance to the appropriate level. Such a plan would include the time frame needed to replenish the fund balance. The Director of Finance and Information Systems, upon approval by the City Manager, shall annually transfer any General Fund unreserved balance in excess of the required reserve to the Planning Fund which was established in fiscal year 2007. The Planning Fund balance shall be held and utilized for future needs of the City, including capital improvements, economic development; long-range planning or one-time expenditures that do not increase the City’s operating expenses. Debt Service – Assigning Fund Balance Page 11 of 24 Approved November 16, 2020 18, 2019 It is also the policy of the City to assign a portion of Fund Balance in the amount of debt service payments for revenue bonds and/or for general obligation alternate revenue source for governmental debt for the following year. These funds may be assigned in the General Fund, Economic Development Fund or the debt service fund in which the debt will be paid from in the following year. Water Fund – Operating Cash and Investment Policy This policy shall apply to the City’s Water Fund. The policy shall address the minimum amount of operating cash and investment which shall be set aside for operations. The minimum operating cash and investments shall be 30 percent of the current annual budgeted expenses for the Water Fund. Cash Reserve The average amount of expenditures over a 12-month period will be computed annually. At a minimum, 1/12 of the amount will be held as liquid cash through the use of IL Funds or other short-term investments as deemed appropriate. All other cash shall be invested using a sound cash management policy and in accordance with the Council approved investment policy. Investments The City shall invest all idle cash 100 percent of the time in accordance with the Council approved investment policy. In accordance with GASB, all investments will be reported at fair value. Short- term investments are reported at cost, which approximates fair value. Securities traded on a national or international exchange are valued at the last reported sales price at current exchange rates. Mortgages are valued on the basis of future principal and interest payments and are discounted at prevailing interest rates for similar instruments. Investments that do not have an established market are reported at estimated fair value. Inventories Inventories are valued at cost using the first in first out (FIFO) method. The costs of governmental fund type inventories are recorded as expenditures when consumed rather than when purchased. Capital Assets Capital assets, which include property, plant, equipment and infrastructure assets (e.g., roads, bridges, sidewalks and similar items), are reported in the applicable governmental or business-type columns in the government-wide financial statements. Capital assets are defined by the City as assets with an initial, individual cost in excess of the following and an estimated useful life in excess of five years. Asset Class Land Building & Land Improvements, Infrastructure Intangible Assets Vehicles, Machinery, Furniture & Equipment Works of Art, Historical Artifacts Capitalization Threshold $ - 50,000 50,000 25,000 25,000 Page 12 of 24 Approved November 16, 2020 18, 2019 Capital assets purchased by governmental funds are accounted for as expenditures of the funds at the time of their acquisition and are then capitalized at cost in the government-wide financial statements. Donated assets in the governmental and enterprise funds are capitalized at the estimated fair value at the date of the donation. Depreciation is computed by the straight-line method over the estimated useful lives of the respective government and enterprise fund assets. Sales of capital assets are recognized as revenue at the time of the sale. Interest costs incurred before the end of a construction period of a capital asset will not be capitalized and will be recognized as an expenditure or expense in the period in which the cost is incurred. Infrastructure assets are capitalized in the government-wide financial statements. The cost of normal maintenance and repairs, including street overlays, that do not add to the value of the asset or materially extend the assets’ lives are not capitalized. The estimated useful lives of each fixed asset types are as follows: Description Years Land Improvements 10-50 Buildings & Improvements 8-50 Machinery & Equipment 3-30 Streets & Roads 20-40 Brick Streets 50 Water Mains 100 Bridges 60 Asphalt Sidewalk 25 Brick Sidewalk 50 Concrete Sidewalk 40 Traffic Signals 40 Metal Street Lighting 20 Concrete Street Lighting 60 Dams 70 See Capital Improvement Policies for further information relating to property and equipment. Due To/Due From Due to/Due from: A separate due to and due from account will be maintained where necessary. The balances of these accounts will be addressed on a consistent basis with the balances paid off where appropriate. BUDGET POLICIES The City’s annual budget is adopted on a basis consistent with generally accepted accounting principles for all governmental funds. All appropriations lapse at fiscal yearend. Page 13 of 24 Approved November 16, 2020 18, 2019 Development of the annual budget begins in April and follows the municipal budget system as defined by State Statutes. The municipal budget system is a well-rounded comprehensive approach to budgeting. The State Statutes require the budget to be completed in a financially sound manner and in conformity with a chart of accounts. The budget is prepared by fund, function, department and division. For example, fund (General); function (public safety); department (police); division (communications and records). A one-year balanced budget is prepared annually and formally adopted by City Council. The budget process includes an update of capital improvement plans, an update of the City’s financial policies, strategic planning sessions and public hearings. Department Heads manage their departmental budgets on a division level and in a fiscally responsible manner. During the financial and annual audit review of the financial reports for the divisions, the review is at the division level budget as a whole and not at the account number or line item level of the division budget. Budget to actual performance is reviewed and measured at both the department and division level by the Director of Finance. When a division is over budget as a whole, City Council will approve all needed budget adjustments for the specific division. Encumbrance accounting is employed in all funds. Encumbrances at year-end are closed and where necessary presented to City Council during the subsequent budget year as a budget adjustment. CAPITAL IMPROVEMENT POLICIES Capital improvement plans shall be updated annually and incorporated into the budget. The capital improvement plans are planning documents and do not authorize or fund projects. Capital projects will be prioritized according to the following guidelines: 1. The extent to which the project addresses a health or safety need. 2. The extent to which the project accomplishes essential preventative maintenance. 3. The extent to which the project utilizes matching funds. 4. The extent to which the project achieves a beneficial cost/benefit ratio. 5. The extent to which the project enhances development opportunities. 6. The extent to which the project addresses a critical community recreational need. Replacement of capital outlay items shall be timed at fairly stable intervals so as not to spend excessively in one year and restrictively in the next. Standards of maintenance to adequately protect the City’s capital investments shall be developed and periodically updated. The annual budget will be prepared to meet established maintenance schedules. VEHICLE REPLACEMENT PROGRAM Page 14 of 24 Approved November 16, 2020 18, 2019 The purpose of the Vehicle Replacement Program is to plan for and provide the means for the replacement of all City owned vehicles and equipment. Contributions Those departments and divisions who use the vehicles and equipment included in the Vehicle Replacement Fund will make contributions. Contributions will be calculated prior toduring the budget season by the Finance Department staff. The contribution amounts will be communicated to Department Heads for inclusion in their budget requests. Contributions will be calculated using a straight-line method based on the remaining estimated useful life of the fleet and the estimated replacement cost of the fleet. Interest Allocations Interest earned in the Vehicle Replacement Program will be allocated at the end of each fiscal year based on the division’s cumulative contributions. Estimated Useful Lives The estimated useful lives used for equipment and vehicles will be standardized where appropriate. and are as follows: Description Years Squad Cars 3 Sedans 8 Pick-up Trucks less than 1 ton 10 3 Ton Pick-up Trucks 15 Tractors 20 Backhoes 15 Fire Trucks 15 Riding Mowers 8 Street Sweepers 10 Boom Trucks 15 Estimated useful lives may be increased if the equipment continues to be reliable and cost effective to own or decreased changed if the cost of maintaining the equipment becomes prohibitive. These changes should be requested in the form of a recommendation to the Director of Finance based on the expertise of the Garage Superintendent and the approval of the Department Head responsible for the equipment or vehicle. Changes to the useful lives on the specific equipment will be noted during the budget process. Estimated Replacement Costs The replacement costs of the fleet will be based on cost and value factors related to the equipment. updated on an annual basis prior to budget season. During the budget process, equipment values will be reviewed and, when appropriate, Uupdated replacement costs will be based on the City’s experience with recent purchases, and/or vendor information, and/or current trending replacement Formatted: Justified Page 15 of 24 Approved November 16, 2020 18, 2019 costs. If current replacement costs are not determinable an inflation factor will be applied to the prior year replacement cost where appropriate. Replacement of Equipment & Vehicles The entire City fleet will be standardized as much as is reasonable. Standard specifications will be developed and maintained by the Garage Superintendent. The replacement of equipment and vehicles will be made based on like unit for like unit. Department and division input will be considered during the budgeting process. Any change in the type of vehicle and/or equipment that results in an increase in the replacement cost of the equipment will require approval by the Department Head, Director of Finance and ultimately City Council through their approval of the Vehicle Replacement Fund budget. All changes should be requested during the budget process to ensure proper contribution amounts are budgeted. All equipment and vehicles purchased will be bid based on the bid guidelines established in City Ordinances. The following items will be considered during the development of the specifications for the bid process: lease versus purchase, optimum replacement point and the trade value of equipment or vehicles handed down to other departments. Pool Car For purposes of minimizing liability and travel expenditures a pool car will be kept and maintained by the Central Garage. City employees will be asked to use the car, when it is available, for all travel outside City limits. Use of the car will be scheduled by the Central Garage and will be scheduled on a first come first serve basis. Out of town travel will be given priority over those that need the car for in town travel. Each division will be charged for miles used based on the effective IRS rate paid. Documentation The Finance Department will maintain documentation of actual contributions made during the prior and current fiscal years. BUILDING REPAIR & MAINTENANCE PROGRAM The purpose of the Building Repair & Maintenance Program is to plan and prepare for future capital improvements to City owned buildings. Contributions Contributions will be made by the departments and divisions who are responsible for maintaining city owned buildings. Contributions will be calculated during theprior to budget season by the Finance Department staff. The contribution amounts will be communicated to Department Heads for inclusion in their budget requests. Page 16 of 24 Approved November 16, 2020 18, 2019 Contributions will be calculated using a straight-line method based on the remaining estimated useful life of the capital improvement. Interest Allocations Interest earned in the Building Repair and Maintenance Program will be allocated at the end of each fiscal year based on the division’s cumulative contributions. Estimated Useful Lives The estimated useful lives used for capital improvements will be standardized where appropriate. and are as follows: Description Years Heating & Air Conditioning Systems 20 Metal Roof 40 Shingled Roof 20 Pneumatic Roof (membrane or oil & chip) 20 Carpet 10 Estimated useful lives may be increased if the structure or system is in good or acceptable condition or decreased changed if the cost of maintaining the structure or system becomes prohibitive. These changes will be requested in the form of a recommendation to the Director of Finance based on the expertise of the Purchasing Agent and the approval of the Department Head responsible for the structure or system. Changes to the useful lives will be noted during the during the budget process. Estimated Replacement Costs The replacement costs of the improvements will be based on cost and value factors related to the improvementsupdated on an annual basis prior to budget season. During the budget process, improvement costs will be reviewed and, when appropriate, updated replacement costs Updated replacement costs will be based on the vendor information and/or current trending replacement costs industry standards. If current replacement costs are not determinable an inflation factor will be applied to the prior year replacement cost where appropriate. Department and division input will be considered during the budgeting process. Any change in the type of improvement that results in an increase in the replacement cost of the improvement will require approval by the Department Head, Director of Finance and ultimately City Council through their approval of the budget. All changes should be requested during the budget process to ensure proper contribution amounts are budgeted. All improvements will be bid based on the bid guidelines established by City Ordinances. Documentation The Finance Department will maintain documentation of actual contributions made during the prior and current fiscal years. Formatted: Justified Page 17 of 24 Approved November 16, 2020 18, 2019 COMPUTER REPLACEMENT PROGRAM The purpose of the Computer Replacement Program is to plan and provide for the replacement of computer hardware and software. Contributions Contributions will be made by the departments and divisions who use the computer hardware and software. Contributions will be calculated prior to budget season by the Finance Department staff. The contribution amounts will be communicated to Department Heads for inclusion in their budget requests. Contributions will be calculated using a straight-line method based on the remaining estimated useful life of the capital improvement. Interest Allocations Interest earned in the Computer Replacement Program will be allocated at the end of each fiscal year based on the division’s cumulative contributions. Estimated Useful Lives The estimated useful lives used for computer hardware and software will be standardized where appropriate. and are as follows: Description Years PCs (desktop & laptops) 3-4 Printers 4-8 Servers 4-8 Proprietary Software (Springbrook, Laserfiche, GIS, PLC, etc. Various Misc. Network Equipment (hubs, switches) Various Software License Upgrades 2-4 Estimated useful lives may be increased if the equipment or software continues to be reliable and cost effective to own or decreased changed if the cost of maintaining the equipment or software becomes prohibitive. These changes will be requested in the form of a recommendation to the Director of Finance based on the expertise of the Network Administrator and the approval of the Department Head responsible for the computer equipment and software. Changes to the useful lives will be noted during the during the budget process. Estimated Replacement Costs The replacement costs of the equipment will be based on cost and value factors related to the equipmentupdated on an annual basis prior to budget season. During the budget process, equipment will be reviewed and, when appropriate, uUpdated replacement costs will be based on the vendor information and/or current trending replacement costsindustry standards. If current replacement costs are not determinable an inflation factor will be applied to the prior year replacement cost where appropriate. Formatted: Justified Page 18 of 24 Approved November 16, 2020 18, 2019 Department and division input will be considered during the budgeting process. Any change in the type of computer hardware or software that results in an increase in the replacement cost of the hardware or software will require approval by the Department Head, Director of Finance and ultimately City Council through their approval of the budget. All changes should be requested during the budget process to ensure proper contribution amounts are budgeted. All improvements will be bid based on the bid guidelines established by City Ordinances. Documentation The Finance Department will maintain documentation of actual contributions made during the prior and current fiscal years. DEBT POLICIES The City of Galesburg shall use long-term debt for capital projects that cannot be financed using current revenues within the Revenue Policy guidelines. Debt financing shall generally be limited to one-time capital improvement projects and only under the following circumstances: 1. The project’s useful life will exceed the term of the financing. 2. The project’s revenue or specific resources will be sufficient to service the debt. 3. The project will benefit the citizens of Galesburg. 4. Debt financing shall not be appropriate for any recurring purpose. Tax anticipation debt will be retired annually, and bond anticipation notes will be retired within six months of the completion of the project. Refunding bonds may be authorized by the City Council provided such refunding does not result in an increase in the interest rate and does result in a savings over the life of the bonds. The City shall maintain good communications with bond rating agencies about its financial condition. The City will follow a policy of full disclosure on every financial report and bond prospectus. A debt analysis will be maintained annually by the Director of Finance and will encompass all debt of the City including but not limited to: 1. The source of funding for all City debt. 2. Current and future debt capacity analysis. 3. A contingency debt plan should any of the funding sources become unavailable in the foreseeable future. 4. Compliance with all City debt policies and covenants. Page 19 of 24 Approved November 16, 2020 18, 2019 Notification of Reportable Events On August 20, 2018, the Securities and Exchange Commission (SEC) amended Rule 15c2-12. Based on the rule, there are sixteen reportable events for which an issuer must provide notice to the Municipal Securities Rulemaking Board’s Electronic Municipal Market Access (EMMA) website. In a timely manner, not in excess of ten business days after the occurrence of the event, notice of any of the following events will be required for: 1) Principal and interest payment delinquencies 2) Non-payment related defaults, if material 3) Unscheduled draws on debt service reserves reflecting financial difficulties 4) Unscheduled draws on credit enhancements reflecting financial difficulties 5) Substitution of credit or liquidity providers, or their failure to perform 6) Adverse tax opinions, the issuance by the Internal Revenue Service of proposed or final determinations of taxability, notices or determinations with respect to the tax status of the security, or other material events affecting the tax status of the security 7) Modifications to rights of security holders, if material 8) Bond calls, if material, and tender offers 9) Defeasances 10) Release, substitution, or sale of property security repayment of the securities, if material 11) Rating changes 12) Bankruptcy, insolvency, receivership, or similar event of the organization 13) The consummation of a merger, consolidation, or acquisition involving an obligated person or the sale of all or substantially all of the assets of the obligated person, other than in the ordinary course of business, the entry into a definitive agreement to undertake such an action or the termination of a definitive agreement relating to any such actions, other than pursuant to its terms, if material 14) Appointment of a successor or additional trustee or the change of name of a trustee, if material 15) For new bond issues, as of February 27, 2019, incurrence of a financial obligation of the obligated person, if material, or agreements to covenants, events of default, remedies, priority rights, or other similar terms of a financial obligation of the obligated person, any of which affect security holders, if material; and 16) For new bond issues, as of February 27, 2019, default, event of acceleration, termination event, modification of terms, or other similar events, under the terms of a financial obligation of the obligated person, any of which reflect financial difficulties. The following table provides continuing disclosure undertaking requirements for different types of issuance scenarios. New Issuance Is Continuing Disclosure Notes Sold directly to bank No Generally Less than $1M No At least $1M and issuer has < $10M of debt Yes • Audited financial statements • Reportable events At least $1M and issuer has > $10M of debt Yes • Annual financial report Page 20 of 24 Approved November 16, 2020 18, 2019 • Audited financial statements • Reportable events Revenue Bonds New revenues sources should not be pledged towards a bond issue until there is a historical trend that establishes the credit worthiness of the revenue stream. The City will increase any related rate in order to attain the revenue necessary to achieve the required coverage ratio specified in the related revenue bond ordinance. General Obligation Refunding Bonds, Series 2011C (Prior Taxable General Obligation Bonds, Series 2003) Per Resolution 03-2007, approved March 3, 2003, the funds derived from the one-quarter percent (.25%) increase in the home rule tax approved on March 3, 2003, shall be used for the payment of debt service on the general obligation bonds for the Galesburg Business Park located between the city of Galesburg and the city of Knoxville. On September 6, 2011, City Council approved the issuance of the Taxable General Obligation Refunding Bonds, Series 2011C, which refunded the Taxable General Obligation Series 2003 Bonds. The one-quarter percent increase in the home rule tax, approved in March 2003, will be utilized for the payment of the debt service on the general obligation bonds for the Galesburg Business Park located between the City of Galesburg and the City of Knoxville. FEDERAL FUNDING – OMB UNIFORM GUIDANCE Implementation of OMB Uniform Guidance In December 2013, the US Office of Management and Budget (OMB) issued comprehensive grant reform rules titled “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.” With theat issuance, there were important updates were made to specific areas of Uniform Guidance. Procurement is one of the areas that had significant changes. While the new Uniform Guidance is effective for new federal awards and changes to funding increments with changed terms and conditions issued after December 26, 2014, there is a grace period after the effective date of the Uniform Guidance for implementing the new procurement requirements. All 2016 and later single audits will be performed only under the Uniform Guidance requirements. OMB Uniform Guidance Documentation The Purchasing Agent will have documented procurement procedures that will reflect federal law, Uniform Guidance standards and any state regulations. The department receiving federal funds will follow the procurement steps and activities required to be completed when using federal funds with the oversight of the Purchasing Agent. The procurement steps will be documented and all documentation applicable to the procurement and to following the procurement steps shall be provided to the Purchasing Agent. This includes requests for federal funding, correspondence for notice of award and formal agreements. The Purchasing Agent will work with the department in Page 21 of 24 Approved November 16, 2020 18, 2019 determining the basis for the type of procurement, contract type, and the basis for the contractor selection and price. Use of Federal Funds and Oversight of Federal Funding Projects The City department and divisions will focus on the most economical solution during the procurement process and must avoid using federal funds for the acquisition of unnecessary items. The departments and divisions are encouraged to consider the use of shared services and intergovernmental agreements to foster greater economy and efficiency. The division or department that is the recipient of the federal awards must maintain an appropriate level of oversight to ensure that contractors perform in accordance with the terms of their contract. The City departments and divisions should work closely with the Purchasing Agent to ensure compliance is met. PENSION POLICIES In 2012, The GASB approved two standards that will substantially improves the accounting and financial report of public employee pensions by state and local governments. Statement No. 67, Financial Reporting for Pension Plans, reviseds and establisheds new financial reporting requirements for most governments that provide their employees with pension benefits. The new standards will improved the way state and local governments report their pension liabilities and expenses, resulting in a more faithful representation of the full impact of these obligations. Other improvements include net pension liabilities will be reported on the balance sheet, providing citizens and other users of financial reports with a clearer picture of the size and nature of the financial obligations to current and former employees for past services rendered. Pension plans are distinguished for financial reporting purposes in two ways. First, plans are classified by whether the income or other benefits that the employee will receive at or after separation from employment are defined by the benefit terms (a defined benefit plan) or whether the pensions an employee will receive will depend only on the contributions to the employee’s account, actual earnings on investments of those contributions, and other factors (a defined contribution plan). In addition, defined benefit plans are classified based on the number of governments participating in a particular pension plan and whether assets and obligations are shared among the participating governments. Categories include plans where only one employer participates (single employer); plans in which assets are pooled for investment purposes, but each employer’s share of the pooled assets is legally available to pay the benefits of only its employees (agent employer); and plans in which participating employers pool or share obligations to provide pensions to their employees and plan assets can be used to pay the benefits of employees of any participating employer (cost- sharing employer). Pension Funding Policies The City should have a pension funding policy that is based upon an actuarially determined annual required contribution (ARC), and that meets the following five policy objectives in an integrated Page 22 of 24 Approved November 16, 2020 18, 2019 way. The City will need to strike a balance between competing objectives and determine the most appropriate time frame in which to meet its goals. • Actuarially Determined Contributions. A pension funding plan should be based upon an actuarially determined annual required contribution (ARC) that incorporates both the cost of benefits in the current year and the amortization of the plan’s unfunded actuarial accrued liability. State statute requires that the City’s Police and Fire pension funds to be fully funded by 2033. In order to achieve this level of funding by the desired date, the City will commit to funding the pension funds, at a minimum, at or between the State actuarial level and the actuarial firm’s recommended amount. • Funding Discipline. The City will make a commitment to make timely, actuarially determined contributions to the retirement system is needed to ensure that sufficient assets are available for all current and future retirees. Unless another source of funding is available, funding will be derived from the property tax levy specifically dedicated for the purpose of funding the pensions. When the designated property tax or, if applicable, another other source of revenue is received by the City, the funds will be transferred in a timely manner to the corresponding pension funds. • Intergenerational equity. Annual contributions should be reasonably related to the expected and actual cost of each year of service so that the cost of employee benefits is paid by the generation of taxpayers who receives services from those employees. • Contributions as a stable percentage of payroll. Contributions should be managed so that the City’s costs remain consistent as a percentage of payroll over time. • Accountability and transparency. Clear reporting of pension funding should include an assessment of whether, how, and when the plan sponsor will ensure sufficient assets are available for all current and future retirees. RISK MANAGEMENT POLICIES The City is exposed to various risks related to torts, theft of, damage to and destruction of assets; errors and omissions; and natural disasters for which the City is self-insured and carries supplemental commercial insurance. The City maintains one internal service fund, the Risk Management Fund, for self-insurance. Benefit Policy on Military Duty Federal and State laws require the City to continue to provide health insurance coverage to an employee for the duration of his active military service under the same terms and conditions as applied while an active employee of the City. Risk Management Fund The Risk Management Fund will account for general liability, property, worker’s compensation insurance, and unemployment claims. Each year, an analysis will be completed by the Risk Manager City Attorney/Administrative Services Director regarding the status of the self-insurance funds and fees charged to participating divisions. The City will strive to accumulate retained Page 23 of 24 Approved November 16, 2020 18, 2019 earnings to serve as a reserve base on recommendations made by the City Attorney/Administrative Services Director or third-party administrators. This amount will be computed during the annual budget process. A reserve of retained earnings is deemed necessary to protect the City from catastrophic events. A contingent liability will be recognized and maintained on the books for claims incurred but not paid. The liability will be based on past claim history and information provided by the City Attorney/Administrative Services Director or third-party administrators. ECONOMIC DEVELOPMENT FUND On March 3, 2003, the City Council approved to increase the Home Rule Municipal Retailers Occupation Tax and the Home Rule Municipal Service Occupation Tax (together commonly referred to as the sales tax), from three-quarter percent (.75%) to one percent (1.00%), in order to provide funding for the purpose of promoting economic development; The funds derived from the one-quarter percent (.25%) increase in the city sales tax will be used for purposes of promoting economic development within the city of Galesburg and in areas in close proximity to the city of Galesburg, including, but not limited to the payment of debt service on the general obligation bonds issued for the Galesburg Business Park located between the city of Galesburg and the city of Knoxville. Given the direction of Council to utilize the one-quarter percent sales tax for payment of the Series 2011C general obligation bonds, the Economic Development Fund will have on reserve the value of one year’s debt payment to ensure sufficient funds will be available when needed for the following year principal and interest bond payments. GASB 34 In June 1999, the GASB issued GASB 34 – Basic Financial Statements and Management’s Discussion and Analysis for State and Local Governments. This project took over a decade and a half has significantly changed the accounting and financial reporting for the City of Galesburg. The most significant changes included in GASB 34 are: • Government-wide reporting – In addition to reporting at the fund level, the City will beis required to consolidate the financial information for the City as a whole and present City- wide financial statements. This type of consolidation is required for private entity financial reporting and includes booking depreciation and eliminating entries for internal type transactions. This change in effect requires closing the books twice using two different basis’ of accounting. • Infrastructure reporting – All capital assets, including general infrastructure assets, will beis capitalized in the financial statements at their historical cost or estimated historical cost. This rule applieds retroactively to assets that were acquired in fiscal years beginning after June 15, 1980. In addition to recording all capital assets, the City is required to record depreciation on all capital assets subject to depreciation including infrastructure assets. • Major Fund focus – In the past, reporting at fund level was completed based on the type of fund (governmental, enterprise, agency). GASB 34 requires entities to report major funds rather than by fund type. Those funds that do not qualify as major are consolidated and Page 24 of 24 Approved November 16, 2020 18, 2019 presented as “others”. This will significantly affects how budgetary information is presented in the financial statements. • New focus for governmental activities – Traditionally, the focus has beenwas on changes in current spendable resources; the new entity wide statements will focuses on changes in total resources or net assets. Net Assets is the new term for Fund Balance at the entity- wide level. The accounting equation used to be Assets = Liability + Equity. The new equation is Assets – Liabilities = Net Assets. • Management’s Discussion & Analysis (MD&A) – GASB 34 requires each organization to provide a narrative that gives an overview and addresses and analyzes the financial activities of the City. This area of the report is considered “required supplementary information” but not included within the scope of the audit. • Fiduciary Fund Changes – These changes included limitations on the use of the fund type, elimination of Expendable Trust Funds and creation of Permanent Funds. • Elimination of contributed capital amounts and account groups at the government-wide level. • Cash Flow Statement Reporting – GASB 34 requires the direct method of reporting cash flows. Historically governments have used the indirect method, which is a reconciliation of changes in balance sheet account amounts. The direct method on the other hand, reconciles net income to cash. The required implementation date was dependent upon the dollar amount received in revenues during a specific time frame. The City of Galesburg is a tier 2 municipality and therefore required to implement GASB 34 by fiscal year ending 3/31/04. Administration implemented the new GASB one year early or fiscal year ending 3/31/03. Administration took a proactive approach to implementing GASB 34 and completed the implementation in-house rather than using consultants and other third parties. This page intentionally left blank. _____________________________________________________________________________________ Prepared by: KDB Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG NOVEMBER 16, 2020 AGENDA ITEM: Approve updated purchasing policies and procedures dated November 16, 2020. SUMMARY RECOMMENDATION: The City Manager, Director of Finance & Information Systems, and Purchasing Agent recommend that the City Council approve the updated purchasing policies and procedures dated November 16, 2020. BACKGROUND: The Purchasing Policies and Procedures manual is reviewed on an annual basis by the Purchasing Agent and the Director of Finance and Information Systems. This updated policy and procedure manual is being presented for approval as after the recent annual review it was found that one section of language in the policy had not been updated to reflect the updated purchasing thresholds approved in 2019 and was in conflict. The attached redline document corrects this language so that the policy and procedures are in agreement with the ordinance. BUDGET IMPACT: There is no budget impact for this policy update. SUPPORTING DOCUMENTS: 1.Redline draft of 11-16-20 Draft Updated Purchasing Policies & Procedures. 20-4094 Updated 110/169/2020 City of Galesburg Operating Under Council – Manager Government Since 1957 City Hall • 55 West Tompkins Street • Galesburg, IL 61401 • 309/343-4181 PURCHASING POLICIES AND PROCEDURES Contents PURPOSE ................................................................................................................................................... 5 Policy ...................................................................................................................................................... 5 Procedures ............................................................................................................................................... 5 POLICIES ................................................................................................................................................... 5 Responsibility for Purchasing Functions ................................................................................................ 5 Standardization of Procedures Based on Policies ................................................................................... 6 Bidders List ............................................................................................................................................. 6 Federal, State and Cooperative Programs ............................................................................................... 6 Conflict of Interest .................................................................................................................................. 6 Competitive Buying ................................................................................................................................ 7 Local Buying ........................................................................................................................................... 7 Records ................................................................................................................................................... 7 Receiving and Interviewing Salesmen .................................................................................................... 7 Correspondence with Vendors ................................................................................................................ 7 Cooperation with Department/Division Heads ....................................................................................... 7 Changes to IFB’s, RFP’s, RFQ’s, Contracts, and Purchase Orders ....................................................... 7 Systems Review ...................................................................................................................................... 8 Advantages of Centralized Procurement ................................................................................................ 8 Conflict of Regulations ........................................................................................................................... 8 Advertisement ......................................................................................................................................... 8 Waiver of Public Notice .......................................................................................................................... 8 Waiver of Competition ........................................................................................................................... 8 Unlawful Purchases ................................................................................................................................ 9 Council Prerogative ................................................................................................................................ 9 Objectives ........................................................................................................................................... 9 Buying Proper Quality ............................................................................................................................ 9 Updated 110/169/2020 City of Galesburg Purchasing Policies 2 Forms of Specifications .......................................................................................................................... 9 Products or Acceptable Brands List .................................................................................................... 9 Specification by Brand or Trade Name ............................................................................................ 10 Specification by Blueprints, Specification Sheet, or Dimension Sheet ............................................ 10 Specification by Chemical Analysis or Physical Properties. ............................................................ 10 Specification by Description of Material and Method of Manufacture ............................................ 10 Specification by Performance, Purpose of Use ................................................................................. 10 Specification by Identification with Standard Specification Known to the Trade Generally and to the Vendor............................................................................................................................................... 10 Specification by Sample ................................................................................................................... 10 Prerequisites of a Good Specification ................................................................................................... 10 Inspection as an Evaluation of Specifications ...................................................................................... 11 “Lowest and Best” Philosophy ............................................................................................................. 11 Price Monitoring ................................................................................................................................... 11 Transportation Costs ............................................................................................................................. 11 Cash Discounts...................................................................................................................................... 11 PROCEDURES......................................................................................................................................... 11 Vendor Selection Procedure ................................................................................................................. 11 Selection of Vendors and Concentration of Purchases ..................................................................... 11 Changes of Suggested Vendor by Purchasing .................................................................................. 12 Suggestions of Supply Sources for Unusual Items ........................................................................... 12 Previous History for Most Commodities .......................................................................................... 12 Vendor Complaint Form ................................................................................................................... 12 Interview Hours ................................................................................................................................ 12 Prequalification of Bidders and Offerors .......................................................................................... 12 Bidder’s List...................................................................................................................................... 13 Back Door Selling ............................................................................................................................. 13 Vendor Visits .................................................................................................................................... 14 Vendor Performance and Evaluation ................................................................................................ 14 Request for Purchase Order through Financial Software System ......................................................... 14 Purchase Order Process ..................................................................................................................... 14 Insufficient Funds ............................................................................................................................. 15 Insufficient Information .................................................................................................................... 15 Normal Time to Approve and Process a Purchase Order ................................................................. 15 Review of Solicitations ......................................................................................................................... 16 Authority to Reject or Return Solicitations ...................................................................................... 16 Updated 110/169/2020 City of Galesburg Purchasing Policies 3 Purchase Orders Issued for Department Solicitations ...................................................................... 16 Purchase Order Processing ................................................................................................................... 16 Purchase Order Processing ............................................................................................................... 17 Distribution of Purchase Orders........................................................................................................ 17 Change of Purchase Order ................................................................................................................ 17 Receiving and Inspection ...................................................................................................................... 17 Procedure for Acceptable Deliveries ................................................................................................ 18 Procedure for Unacceptable Deliveries ............................................................................................ 18 Resolving Delivery Problems ........................................................................................................... 18 Vendor Cooperation – Rejected Goods ............................................................................................ 19 Vendor Invoices and Payments ......................................................................................................... 19 Vendor Samples ................................................................................................................................ 19 Control of Road & Bridge Work ...................................................................................................... 19 Service Contracts .............................................................................................................................. 20 Bid Procedure ........................................................................................................................................ 20 Preparation of Request for Bid (RFB) .............................................................................................. 20 Instruction to Bidders ........................................................................................................................ 20 Bid Guarantee Requirement .............................................................................................................. 21 Performance Bonds ........................................................................................................................... 21 Pre-Bid or Pre-Proposal Conferences ............................................................................................... 22 Notification of Prospective Bidders and Distribution of Invitation for Bid or Request for Proposal ........................................................................................................................................................... 23 Public Opening and Reading of Bids ................................................................................................ 23 Public Disclosure of Bids.................................................................................................................. 23 Evaluation of Bids ............................................................................................................................. 23 Waiver of Public Notice .................................................................................................................... 25 Control of Purchase Order/Contract ................................................................................................. 26 Request for Proposals ........................................................................................................................... 26 Instruments Used for Requesting Bids or Proposals ......................................................................... 26 Multiple Step Sealed Proposals and Bidding .................................................................................... 27 Sole Source Purchases .......................................................................................................................... 27 Other Types of Purchases ..................................................................................................................... 28 Petty Cash ......................................................................................................................................... 28 Emergency Orders ............................................................................................................................ 28 Credit Card Purchases ....................................................................................................................... 28 Blanket Orders .................................................................................................................................. 29 Updated 110/169/2020 City of Galesburg Purchasing Policies 4 Inventory Management ......................................................................................................................... 29 Definition .......................................................................................................................................... 29 Responsibility ................................................................................................................................... 29 Transfer & Disposition ..................................................................................................................... 29 Annual Public Auction ...................................................................................................................... 30 Other Disposition Methods ............................................................................................................... 30 Sales to Employees ........................................................................................................................... 30 Records Control ................................................................................................................................ 30 Conflict of Interest ................................................................................................................................ 30 Unlawful Purchases .............................................................................................................................. 31 Adherence to Policy .............................................................................................................................. 31 Ethics..................................................................................................................................................... 31 Changes to Policy or Procedure ............................................................................................................ 31 Changes to Policies ........................................................................................................................... 31 Changes in Procedures ...................................................................................................................... 31 EXHIBIT "0" ........................................................................................................................................ 31 TERMS & CONDITIONS ................................................................................................................ 31 Updated 110/169/2020 City of Galesburg Purchasing Policies 5 PURPOSE Policy The purpose of these purchasing policies is to provide authority and guidelines for the purchases of equipment, materials, supplies, and services for the operational requirements of Galesburg, Illinois, insuring competitive and unbiased selection of vendors. Procedures The purpose of these procedures is to affect purchasing policy and provide for prompt and professional procurement of equipment, materials, supplies and services, which will: • Provide maximum service to all offices in the area of contracts, negotiation, placement of orders, expediting delivery, and follow-up on orders in such manner that the maximum value will be obtained per dollar expended. • Prepare and issue Invitation for Bids (IFB), Request for Proposals (RFP), Request for Quotes (RFQ), Purchase Orders and addenda or corrections thereto. • Conduct pre-bid conferences as necessary. • Evaluate vendor’s bids or proposals, present recommendations for award, issue contracts and purchase orders • Maintain a complete record of all purchasing transactions. • Periodically report status of contracts and purchases through the implementation of a purchasing bid calendar and other related reports. • Utilize all known contacts and sources to expedite deliveries of needed supplies, services and equipment. • Develop and maintain a current list of qualified vendors. • Maintain vendor and product performance records. • Coordinate and control inventory systems for city storerooms and central supply. • Inspect, delegate, or supervise, the inspection of all deliveries of supplies, equipment or contractual services. • Function as the City’s representative on all matters pertaining to purchasing. • Dispose of City property which has become obsolete and unusable upon terms advantageous to the City. POLICIES Responsibility for Purchasing Functions • Central Purchasing requires clear and adequate authority to carry out its responsibilities. Therefore, all rights, powers, duties and authority relating to the acquisition of supplies, materials, equipment, and contractual services, now imposed upon or exercised by any city department under the several statutes relating thereto, are hereby transferred to the Purchasing Agent, and hereafter shall be exercised by the Purchasing Agent under the provisions of this Policy. • The Purchasing Agent shall report to the Director of Finance and, subject to rules and regulations, have the authority to purchase and contract for needed goods and services, to have general supervision over inventories of equipment and supplies belonging to the Updated 110/169/2020 City of Galesburg Purchasing Policies 6 jurisdiction, to prescribe forms and require information from using departments relating to the purchase and management of goods and services, to transfer or sell any items that are excess or surplus, and to delegate authority to staff and to using departments to perform these duties. • The Purchasing Agent shall be required, as per City Administrative Ordinance, Ordinance No. 62-643 as amended, to have all purchases or contracts in excess of the minimum bid threshold as determined by the State of Illinois (currently $25,000) be approved by the City Council. • The Purchasing Agent shall have the authority to refer any disagreements between Central Purchasing and a using department concerning a purchase requisition or a violation of any purchasing policy, rule or regulation to the Finance Director, the respective Department Head, and/or to the City Manager, for resolution. • Central Purchasing shall maintain overall legal authority, responsibility, and accountability for implementing the purchasing program and establishing the policies, procedures, and controls for delegation. Standardization of Procedures Based on Policies Purchasing procedures and administrative practices developed from these policies shall be standardized, but sufficiently flexible to provide for unique requirements. Items commonly used in the various departments or units thereof shall be standardized whenever consistent with City goals and in the interest of efficiency and economy. Bidders List All responsible vendors, as defined in the Purchasing Policy and Procedure Manual, upon written request, may request a bid or proposal document. The Purchasing Agent has the authority to disqualify vendors who default on quotations and restrict them from being considered for procurement services until the conditions of default are demonstrated to have been corrected. The City Council has the authority to debar any vendor based upon substandard performance. The Purchasing Agent shall inform the Council in writing of any such requests and the specific facts substantiating such request. Federal, State and Cooperative Programs Purchases may be made through available government contracts and/or cooperative purchase agreements whenever such purchases are in the best interest of the City of Galesburg. Conflict of Interest Any Elected Official or Employee who has any financial or other interest in a supplier company either directly, or indirectly through members of his immediate family, shall so report such financial or other interest, in writing, to the Purchasing Agent through his respective Department Head. The Purchasing Agent and the Director of Finance will consult with legal counsel in determining whether the alleged or potential conflict in question is of sufficient magnitude as to take restrictive action on the employee or restrict purchase from the associated vendor. Updated 110/169/2020 City of Galesburg Purchasing Policies 7 Competitive Buying Competitive bids will be solicited in connection with all procurement whenever required by policy and in other instances where price comparisons may be advantageous. Purchase Orders will be awarded without prejudice or favoritism. Contracts will be awarded to the lowest responsive and responsible bidder whose bid is most economical for the purpose intended, as per the terms and conditions of the Invitation for Bid or Request for Quotation. Purchase Orders will be awarded to the offeror whose proposal best suits the objectives of the City’s Request for Proposal (i.e. consultant services) and is most advantageous to the City within the budget restraints. Local Buying Bids are solicited from a reasonable number of interested and qualified suppliers. Local vendors and service firms will be utilized wherever and whenever possible. However, preference for a local supplier, by which goods and/or services would be obtained at other than the lowest unit price, or the lowest total cost of operation, or highest value per dollar, will not be considered unless a valid justification is provided and approved by the Purchasing Agent. Records Records of all purchase transactions will be carefully and completely compiled and maintained as required by State and/or City regulations and policy. Receiving and Interviewing Salesmen Salesmen may be interviewed and demonstrate their products in the departments; however, anyone who is not a member of the Purchasing Department staff should recommend to the salesman that he visit the Purchasing Department to advise them of his products and pricing. Visits/demonstrations regarding any active IFB’s, RFP’s, and/or RFQ’s shall be reported to the Purchasing Department to maintain an atmosphere of fairness in procurement and vendor relations. Correspondence with Vendors The Purchasing Agent shall be copied on all correspondence with vendors relating to any purchasing activities. Cooperation with Department/Division Heads The goals of the City can only be met through the actions of a group of people. Each Department shall work with Purchasing, and Purchasing with each Department, in a professional manner intended to effectively and economically accomplish the goals of the City. Changes to IFB’s, RFP’s, RFQ’s, Contracts, and Purchase Orders The Purchasing Department will execute all modifications to IFB's, RFP's, RFP's, Purchase Orders and Contracts, prior to the actual delivery of the goods or services. Changes to purchase orders are to be made only by authorized personnel in the Purchasing Department with approval by the Director of Finance, Department Head, or City Manager, as required by Policy. Updated 110/169/2020 City of Galesburg Purchasing Policies 8 Systems Review The Purchasing personnel shall periodically review systems and procedures to determine improved methods which result in efficiencies in performance. Periodic review of commodity types shall be made to provide for cost-efficient procurement. Advantages of Centralized Procurement • Professional purchasing. • Control of source of supply, evaluation of quality, services, price, and authorized fund and line item appropriations. • Procurement on a competitive basis. • Monitoring of market trends and new developments. • Vendor representatives have a central contact point; vendor contacts with other City Departments are reduced. • Centralized contract administration. • Inventories reduced through standardization of products used by more than one department. • Reduced costs through volume buying. • Duplication of effort is avoided. • Legal Protection for the City. Conflict of Regulations All Federal, State of Illinois and local laws shall prevail over these rules & regulations. All contracts shall be bound by the laws of the State of Illinois. Advertisement The Purchasing Department will advertise all Invitation for Bids or Request for Proposals, which meet or exceed $25,000.00, in a daily newspaper with a local circulation at least ten calendar days prior to the bid/proposal opening, giving notice to all interested parties. Said notice shall state when, how, and where bid/proposal packets can be obtained and submitted. If Prevailing wages are applicable, they must be stated in the bid advertisements along with any bonding requirements. Waiver of Public Notice There are circumstances other than emergencies which call for quick procurement action. Upon written determination of necessity for valid operational or financial conditions by the Purchasing Agent, the Director of Finance may authorize immediate purchasing action. This policy is not intended to reduce competition and the Purchasing Agent shall give to the City Manager and City Council a full written explanation including competitive costs and the reasons the waiver was deemed necessary. Waiver of Competition Competitive solicitations may be waived by the Purchasing Agent, with the approval of the Director of Finance, whenever conditions and/or circumstances dictate that such actions are legal and advantageous to the City. Competition will be required wherever practicable, except where it applies to small purchases, and the basis and reasons for each waiver shall be documented by the Purchasing Updated 110/169/2020 City of Galesburg Purchasing Policies 9 Agent as a public record. Whenever such action exceeds the Purchasing Agent's authorized dollar approval limit, he shall be required to give a written report to the City Manager and City Council explaining the specific circumstance and the reason for such waiver. Unlawful Purchases When it is found that a solicitation is unlawful, it shall be cancelled. Unless altogether unfeasible, a purchase made or contract awarded contrary to law or applicable rules and regulations shall be terminated. Council Prerogative The City Council reserves the right to waive any technicalities and to reject any and all bids and offers, in whole or in part, or to take any action regarding an existing purchase order or contract, as the Council shall deem advantageous in the public interest. Objectives Buying Proper Quality It is the objective of the Purchasing Department to secure the best quality commodity or service for the purpose intended, at the best price. Quality buying is the buying of materials, goods or services that will fulfill but not exceed the requirements for which the goods are intended. Buying proper quality depends upon: • Having proper specifications and • Checking material bought against specifications Forms of Specifications A specification is an accurate description of the material to be purchased. There are many forms of specifications, such as: Products or Acceptable Brands List Acceptable brands lists are used in lieu of the preparation of detailed specifications in instances where the latter process is neither possible nor practical. Among the considerations which favor the development of "acceptable brands list" are the following: a. The difficulty of developing detailed specifications for products manufactured by patented processes. b. The difficulty of developing detailed specifications in such manner as to eliminate inferior products. c. The variable of designs, features, or compositions of products acceptable for a common end use purpose, which makes product standardization difficult. d. Minor quantities or dollar volume involved. e. The absence of adequate facilities, or extreme cost, or the time involved in testing against a detailed specification for compliance. Updated 110/169/2020 City of Galesburg Purchasing Policies 10 Specification by Brand or Trade Name Should be used where brand name products have been found to be superior to others for the purpose intended and when the composition is proprietary. A quality standard may be established but it should not be intended to limit or eliminate competition. This method should be generally limited to open market purchases where quantities are limited or where time does not permit the development of alternatives. Specification by Blueprints, Specification Sheet, or Dimension Sheet Such specifications are advisable for, but not limited to, the purchase of buses, automobiles, trucks, tools, furniture, equipment, construction of or remodeling facilities. Blueprints, specification sheets, or dimension sheets supply a safe method of checking against sp ecifications when material is received and inspected. Specification by Chemical Analysis or Physical Properties. This method is ideal for many materials since such specifications can be checked accurately by laboratory tests and other methods. Specification by Description of Material and Method of Manufacture This type of specification should be used infrequently and only for unusual requirements. Specification by Performance, Purpose of Use This form of specification places the responsibility on the vendor to meet the City’s requirements. Specification by Identification with Standard Specification Known to the Trade Generally and to the Vendor This is a satisfactory form of specification, provided it meets requirements and can be accepted without undue or unnecessary expense. Examples of this are the ASME, ASA, ASTM Specifications, and Lumber Grading Rules. Specification by Sample The use of a sample is a good method to identify special requirements. However, samples are subject to physical change or substitution and their use as standards sometimes limits competitive procurement. Prerequisites of a Good Specification • Is as simple as is consistent with exactness, but sufficiently specific to not permit a bidder to evade any of the procurement requirements, take advantage of his competitors, or the City. • Is identified, when possible, with some brand or specification already on the market. • Is capable of being evaluated. It should describe the criteria for evaluation which will govern acceptance or rejection. • Is reasonable in its tolerances. • Is fair to the seller. Updated 110/169/2020 City of Galesburg Purchasing Policies 11 • Is capable, wherever possible, of being met by several bidders to maximize competition. • Is clear. • Is flexible to invite vendors to suggest cost-saving alternatives or substitutions. Inspection as an Evaluation of Specifications Goods and services must be inspected to determine if specificat ions criteria have been met. Inspection is the responsibility of the receiving departments, with assistance of the Purchasing Department, and testing laboratories as required. “Lowest and Best” Philosophy Delivery, quality, and service as well as price must be considered in determining the value of goods and services purchased. The Purchasing Department is expected to get the best value possible for the City. Price Monitoring Proper records of previous purchases must be kept and used for price monitoring. Purchase price alone is not and should not be the governing factor in placing an order unless all other factors are equal. Price differences may be due to differences in quality, or vendor performance. Occasionally, the terms of payment offer a sufficient cash discount to justify placing the order at a higher unit price which will result in the lowest net price when the invoice is paid and the cash discount deducted. A number of vendors may quote identical prices and terms. When this occurs, the order may be placed on the basis of quality, service, availability of the required item, and responsibility of the bidders. Transportation Costs Continuing increases in transportation costs have become an important factor in evaluating vendor quotations. Higher transportation costs and/or time lost in transit could negate a lower price from a distant vendor in favor of a higher price from a nearer vendor. The cost of freight and/or delivery to destination must be included in any tabulation of prices if a fair comparison is to be made. Therefore, all purchasing transactions should be conducted to attain transportation costs F.O.B. destination. Cash Discounts Unless otherwise designated in the specifications, a discount for prompt payment of invoice will be considered in the evaluation of bids to determine the lowest bidder. PROCEDURES Vendor Selection Procedure Selection of Vendors and Concentration of Purchases Potential vendors are selected for their ability to serve the needs of the City in the most economical and efficient manner possible on a continuing basis. Past performance of vendors and cooperation with the City are important factors in vendor selection. Updated 110/169/2020 City of Galesburg Purchasing Policies 12 Changes of Suggested Vendor by Purchasing The Purchasing Department may abstract an item listed and buy from a source other than suggested by the ordering department to take advantage of special circumstances: the supplier who will be providing better prices, service, or delivery. The standard of quality will not be changed, however, except when necessary and with consultation by the buyer and the using department. No commitments, expressed or implied should be made by City departments. Suggestions of Supply Sources for Unusual Items Using departments are encouraged to suggest sources of supply with complete addresses, particularly for unusual or standardized items. Final selection of the vendor, however, shall be left to the Purchasing Department and the specification requirements. Previous History for Most Commodities Current vendors and their service capabilities and product availability is on hand in the records of the Purchasing Department, which should be kept current and expanded as appropriate. Vendor Complaint Form Each and every vendor for the City is expected to live up to their respective contractual agreements. When a vendor fails to deliver on time or delivers marginal quality or fails to provide service after the sale, or fails to meet any contractual commitment, the Division Head or Department Head should submit a memo to the Purchasing Office detailing what was expected of the purchase and what the actual result was. This will allow for the Purchasing Office to review and determine if further action is necessary. Interview Hours Sales representatives are requested to schedule appointments to enable Purchasing to perform their purchasing functions efficiently, and to avoid conflict with bid openings, meetings, or internally imposed deadlines. Prequalification of Bidders and Offerors Vendors submitting bids for road and bridge construction shall be pre-qualified with the State of Illinois. All vendors providing construction work or services for the City of Galesburg shall be registered with the City Clerk’s office. If a vender is debarred from bidding with the State of Illinois, they are not eligible to bid on City projects. Road and Bridge Contractors Contractors should be qualified before plans and proposal documents will be provided for bidding. In general, contractors qualified by the State of Illinois Department of Transportation to perform the work indicated in the proposal will be acceptable in the City of Galesburg Engineering Division; but the City Engineer reserves the right to refuse to accept a bid from a State qualified contractor and will state his reasons in writing for said refusal if requested by the contractor. Contractors who have done similar work in an improvement of similar size for the City during the past five years normally are qualified by their past performances. Contractors not qualified as indicated above shall be required to submit a listing of jobs of a similar nature with an indication of the dollar value of said jobs and the Updated 110/169/2020 City of Galesburg Purchasing Policies 13 person or company for whom the work was performed so that a check of the quality of the work can be made, as well as a performance of financial ability of the C ontractor. The City Engineer will approve or disapprove the Contractor and the decision shall be final. If desired by the Contractor, the City Engineer will provide his reasons for disapproving any Contractor from bidding on the proposed improvement. Vendors Vendors providing various services to the City shall be qualified prior to doing any business with the City of Galesburg by registering with the City Clerk’s office. Additional information above and beyond this registration may be required by the City. Failure to supply the additional information requested shall be grounds for refusal to do business with the particular vendor in question. Issuance of Quotations, Bids or Proposals The City reserves the right to refuse to accept quotations, bids or proposal forms for any of the following reasons: (1) Lack of competency and adequate machinery, plant and other equipment as revealed by the financial statement and experience questionnaires. (2) Uncompleted work which, in the judgment of the City might hinder or prevent the prompt completion of additional work. (3) False information provided on the bidder’s affidavit of availability. (4) Failure to pay or satisfactorily settle all bills due for labor and material on former contacts. (5) Failure to comply with any prequalification regulations of the City. (6) Default under previous contracts. (7) Unsatisfactory performance record as shown by past work for the City. (8) When the Contractor or Vendor is suspended from eligibility to bid at any public letting for any other governmental unit. (9) When a determination of a conflict of interest by the Purchasing Office has been determined. Bidder’s List The Bidder's List is not a mass mailing list; rather a listing of vendors with work history with the City of Galesburg. Only qualified bidders who consistently respond and perform to the needs of the City of Galesburg will be retained on the Bidders List. Department/Division Heads may recommend the addition, suspension, or deletion of a particular supplier to or from the Bidders List, but Purchasing will make the final decision based upon professional judgment, fairness, performance records, as well as the original input suggested. Whether or not on the bidders list, vendors are allowed to download bid or proposal documents that are posted to the City website. Vendors are responsible for contacting City Purchasing should a staffing change occur and a new point of contact is named for the vendor. Back Door Selling Frequently, in the process of gathering information about potential services, supplies or equipment, one particular salesman may be very helpful in obtaining technical data and other information. By the time Central Purchasing receives a requisition to buy, the division or department has already been sold on a certain item or supplier. Sometimes the requisition is accompanied by specifications that Updated 110/169/2020 City of Galesburg Purchasing Policies 14 are unduly restrictive, will accept no substitutes or requires a lead time that can only be met by the favored supplier, or has some other attempted justification for eliminating competition. When the purchasing system opens the process to competition, and the favored supplier or items is not given the award, friction may develop toward the purchasing process itself. One of the goals and role of Purchasing is to obtain competition. This must be done fairly and the award made on the basis of competition and volume. The Purchasing Department will work in close cooperation with all divisions to supply them the quality necessary to accomplish their respective tasks within the framework of accepted purchasing practices, as directed by Policy. Vendor Visits There are times when Division Heads schedule a trip to the vendors' facilities for the purpose of viewing a proposed new piece of equipment or to see a demonstration or to obtain some other information. The proper procedure to be followed is to advise the Purchasing Agent as far in advance as possible so that a member of Purchasing may make the trip also, and a shared basis of information can be obtained. Moreover, Purchasing may be aware of another division interested in the same type or kind of equipment and one scheduled trip may be made by all. Under no circumstances shall an employee make a commitment to purchase a specific item of supplies, equipment or services which exceed their delegated dollar limit. In instances where a member of Purchasing cannot make the scheduled trip, the respective Division Head should advise the Purchasing Department of the outcome of the trip, both negative and positive. These types of trips should be limited to instances where Federal or State grants require such inspection. Vendor Performance and Evaluation The Purchasing Department has some of the tools necessary to evaluate a specific vendor, but it is only through the feedback of the Department/Division Heads, or their respective employees, who ultimately use the goods or services purchased, that a complete evaluation of a supplier can be accomplished. Your input is crucial in maintaining a viable vendor basis while at the same time eliminating suppliers who lack the ability to perform. Marginal suppliers shall be warned of their unsatisfactory performance and declared non-responsive if their performance fails to improve. If a supplier is declared non-responsive, the City shall suspend his firm from doing any business with the City for a minimum of one year or take further action if necessary. Request for Purchase Order through Financial Software System The entry of a purchase order from staff through the financial software system informs the Purchasing Department of the needs of the departments and is Purchasing’s authority to begin procurement process. Purchase Order Process Purchase Orders must be completed online utilizing the City’s financial software far enough in advance of the date that the goods or services will be needed to ensure adequate processing and delivery lead time. Applicable supporting documentation (required quotes) must be attached to the request to allow for proper processing. The software package i s designed so that proper approvals of the Division Head and Purchasing Agent will be required in order for the request to be converted to a purchase order. Updated 110/169/2020 City of Galesburg Purchasing Policies 15 Insufficient Funds When a submitted request's appropriation limit for the division’s budget as a whole, has been exhausted, the Purchasing Office does not have the legal authority to act unless further approvals are provided in writing to the Purchasing Office. If a submitted request exceeds the authorized appropriated limit, it will be returned to the Department Head accompanied with further instructions. Department Heads are not required to stay within budget for each line item. They will have to stay within the bottom line of each area. They may be over on one line item and able to make it up on another. However, the Purchasing Office is to be notified concerning the area in which the Department Head wishes to make up the overage. Insufficient Information Most of the submitted requests contain the necessary information for immediate processing. However, for those few times when additional information or clarification is needed, the Purchasing Agent will reach out to the person entering the purchase order and request additional information so that the order can be processed. Normal Time to Approve and Process a Purchase Order These Policies and Procedures recognize that procurement often has to be conducted under abnormal conditions, and as such, gives sufficient flexibility to act when the Purchasing Agent determines it would be advantageous for the City. To avoid any misunderstandings, however, it must be made clear that purchases will be made by normal competitive means whenever possible. The normal time to process a particular purchase order is dependent on receiving the proper information and approval signatures, the estimated dollar amount of the purchase, unencumbered funds, the complexity of the specifications, the number of items, if the goods are below the formal bid dollar level, if the sources are all local or non-local sources, and the needs of the Division. If a submitted request contains the proper information, approvals and unencumbered funds, the following time frames, although not absolute, may be used as guidelines: Under $5,000.00 – Verbal Quotations Purchase Orders are not issued for this threshold unless required by the company in which the City is making the purchase. In this instance, City staff should attempt to purchase with P-Card. If this is not an option, the City will pay for the purchase off of invoice with regularly approved bills submitted to the City Council for approval. Written Quotations – Purchase Orders for $5,000.00 to $24,999.99 If written quotations are not supplied by the requesting department, the Purchasing Office will request written quotations from a minimum of three vendors and often to four or more vendors. Response time from vendors at this threshold should be limited to a maximum of two weeks. Once a selection is determined, a formal request for approval is presented to the City Council for approval. Upon approval, the purchase order can be entered into the financial software system for requireddepartment and purchasing approvals. Updated 110/169/2020 City of Galesburg Purchasing Policies 16 Purchase Requests for $25,000.00 or more All suppliers, services, or equipment totaling $25,000.00 or more, unless acted upon within the latitude of these Policies & Procedures, shall require formal sealed bids (SEE BID PROCEDURE) or formal sealed REQUEST FOR PROPOSALS (SEE REQUEST FOR PROPOSAL). Any exception to this established procedure shall require a written letter of explanation from the department and approval of the City Manager. Acknowledgments When the City requests a verbal or written quotation, it is legally known as an “offer”. Acceptance of the purchase order by the vendor constitutes a contract. Occasionally, however, a supplier may submit a written acknowledgment which may or may not alter our terms and conditions. All acknowledgments received by non-purchasing personnel shall be immediately sent to the Central Purchasing Office. Review of Solicitations Authority to Reject or Return Solicitations The Purchasing Agent shall have the authority to reject any and all solicitations based upon market knowledge, price, value, or any other valid legal or business reason. The Purchasing Division, like all other City functions, has both the responsibility to control and service. In this capacity, whenever the Purchasing Agent rejects all solicitations or questions the return quotes in relation to the decision-making process of award, he shall a ttempt to consult with the requisitioner or advise the requisitioner that all quotes are being rejected. If the requisitioner cannot produce satisfactory evidence to change the Purchasing Agent's basis of award, the Purchasing Agent's decision shall stand. Purchase Orders Issued for Department Solicitations Every Department Head is a member of the management team of the City and, as such, is vested with their own respective responsibilities and authorities. The Purc hasing Office has no objection to issuing purchase orders from requests submitted by the Department Heads wherein a minimum of three sources and their prices are noted on the request, and the purchase order amount is $5,000 to $24,999. If an objection should occur, the Purchasing Agent shall discuss such objections and their remedies with the appropriate Department Head prior to processing the request. Purchase Order Processing A written Purchase Order is an offer to buy, an acceptance of an offer to sell, or a confirmation between two or more parties. The Purchase Order is a legal document and, upon acceptance by a vendor, becomes a binding contract. The Purchase Order is the most important of all purchasing documents utilized. Any purchase made in excess of the specific delegated dollar amount and procedures contained herein (SEE PETTY CASH, FIELD ORDERS, EMERGENCY ORDERS, CLAIM VOUCHERS AND CENTRAL STORES) by a Department without the approval of the Purchasing Agent, or without issuance of a Purchase Order, Updated 110/169/2020 City of Galesburg Purchasing Policies 17 is hereby declared to be an unauthorized purchase (SEE POLICY SECTION – UNAUTHORIZED PURCHASES). Purchase Order Processing Due to operational restrictions, purchase orders are normally processed two times a week. The computer generated copy of the purchase orders are reviewed and signed by the Purchasing Agent. Distribution of Purchase Orders The completed Purchase Order is distributed electronically as follows: a. Approval Copy (Stays in Finance) b. Vendor Copy c. Receiving Copy (provided to requestor) Change of Purchase Order All change of purchase order requests must be self-explanatory, accompanied by an internal memo supporting the change and/or any written communication from the respective vendor, approved by Council where necessary, and submitted to the Central Purchasing Office well in advance of the receipt of goods or the signing off on the receiving copy. Fail ure to submit the change order in a timely fashion may be grounds to consider the requested change an unauthorized purchase. When a purchase order is processed, the D ivision Head should destroy the previous receiving copy and submit only the latest dated receiving copy to the Finance Department. Any change order issued for an original purchase order with a value of $100,000 or more must also be approved by the City Council if the change or combination of changes result in a net increase of 10% or more of the originally approved purchase. Projects originally approved by the City Council but totaling less than $100,000 will not require formal approval of change orders unless the increased change in value is due to a change of scope of the originally approved project. However, changes of this nature will require review by and approval by both the City Manager and Purchasing Agent through the financial software prior to work being performed. Receiving and Inspection The receiving step of the purchasing process is extremely important and requires careful attention. Deliveries should be inspected immediately upon receipt. When the shipment arrives, the driver will ask for a signature. Do not sign the delivery ticket on the assumption everything is acceptable. If the shipment is visually damaged, it, should not be accepted. If the shipment is damaged, but the goods are critical and needed immediately, open the cartons before signing and describe the damage, if any, on the driver's receipt. Failure to put this information in writing when you sign the driver's delivery receipt will result in a denial of claim. The best-procedure to follow when the shipment is damaged in any way is to tell the driver you refuse to accept the shipment. It is each Department's responsibility to examine and count the cartons when being unloaded and if there are any cartons that are damaged or any short, you are to have the delivery bill properly marked with the number of cartons damaged or short and signed by the delivery carrier. Updated 110/169/2020 City of Galesburg Purchasing Policies 18 Procedure for Acceptable Deliveries If upon inspection, the delivery is completed and acceptable, the receiving copy must be filled out showing the date, the exact quantity received, and signed off by the Division Head. The receiving copy, with bills of lading, packing slips, etc., is then forwarded to the Finance Department, where the information is entered in the financial software and matched against both the purchase order and the vendor's invoice. Closing an Order Short If a delivery is acceptable, but the quantity is shipped short, and the item is relatively inexpensive or this is the only shipment that will be received, mark the quantity received on the receiving copy and note “close order short”. Procedure for Unacceptable Deliveries Concealed Damages If there is no visual damage, and the using Department cannot inspect the delivery immediately, the delivery ticket can be signed, but a notation must be made that the shipment is accepted subject to inspection. This protects the City and provides time to unpack and properly inspect and count the items delivered. In these cases, the using Department must make the inspection within fifteen days. In cases of concealed damage where the carton looked good but when opened, the item(s) are found to be damaged, the item(s) must placed back in the carton and the delivery carrier called to return to make an inspection and prepare a Concealed Damage Report. Failure to open within fifteen days may be grounds or denial of a claim. Quantity Insufficient City staff authorized to sign off on the receiving copy of the purchase order shall verify that all items are received and receive any insufficient orders with the vendor directly prior to submitting the receiving copy of the purchase order to Finance. Quality Unacceptable Notify Purchasing immediately and forward any findings if an order is received with unacceptable product. If the quality delivered is inferior to that ordered, the vendor is responsible and must correct the deficiency. If the fault is with the quality ordered, then the vendor is not responsible. In these cases, Purchasing will negotiate with the vendor an accommodation to an acceptable quality level. Wrong Commodity A determination must be made as to whether the vendor did not supply what was ordered or whether the City did not properly specify what was needed. In the former case, the vendor must correct the deficiency. In the latter situation, the vendor may or may not agree to correct the problem. In any case, use the procedure listed in "c" above. Resolving Delivery Problems The using Department should not attempt to resolve delivery problems by itself. If the shipment is accepted as is, and the delivery ticket is signed with no exception listed, it will be impossible to file a claim. Failure to follow proper Updated 110/169/2020 City of Galesburg Purchasing Policies 19 inspection procedures will result in the division’s budget being charged for incorrect quantities or deficient goods. However, when the pro per procedures are followed, Purchasing will notify the vendor of the issue. When the problem is resolved, the vendor and the Division Head will be notified in writing of the disposition of the parts. Vendor Cooperation – Rejected Goods It is important that Purchasing be involved in the rejection of any goods or services. Purchasing must know the agreement that was reached to insure proper payme nt. Moreover, the feedback that the Divisions give to Purchasing helps in assessing the reliability of using a particular vendor for future purchase orders. All of the various forms used in these procedures will be retained in the respective vendor files in Purchasing, Good vendors will generally obtain more business and marginal or poor vendors will either improve or face suspension or debarment. Your help is vital in determining quality vendors. Vendor Invoices and Payments Vendor Invoices All invoices should be mailed directly to the Finance Department and not to the USING DEPARTMENTS. If t h i s should occur, send the invoice directly to the Purchasing Office and we will notify the vendor. The Finance Department will only make payments to the vendor from the "Original Invoice" and not from a copy or statement. Vendor Payments As general information, the Thursday, two weeks prior to each Council Meeting, is considered cut- off day in Finance. Only those partial payment requests or those invoices that are properly matched by a receiving copy and purchase order are processed and listed on the Council bills for the Council's approval. Therefore, it is essential that all departments complete their respective paperwork in a timely manner to allow for prompt payment to vendors. Prompt payment protects the City's credit standing and maintains good relations with its vendors. Vendor Samples If a vendor ships a no charge sample for use in testing, the Division Head should test the sample and notify Purchasing of its findings. If the vendor charges the City for a sample and it is to be returned for credit, the Division Head shall inform Finance of an impending credit due, the company, amount, anticipated credit, and fund, division, and account to which the sample was originally charged. Control of Road & Bridge Work All work shall be done under the supervision of the City Engineer or his authorized representative and to his satisfaction. He shall decide all questions which arise as to the quality and acceptability of materials furnished, work performed, manner of performance, rate of progress, the interpretations of the plans and specifications, the acceptable fulfillment of the contract compensations, and disputes and mutual rights between Contractors under the specifications. Updated 110/169/2020 City of Galesburg Purchasing Policies 20 Service Contracts The using department shall insure that all the terms and conditions of the specifications of any service contract are complied with in full, prior to signing off on the receiving copy. Bid Procedure The time to process a particular bid is dependent on both the funding sources and complexity of the bidding specifications, as well as the clarity of the drafted specifications submitted to Purchasing. If the funding source involves Federal monies, the process is longer. If the specifications require redrafting or research, the process will naturally be longer. It is not uncommon for the bidding process to run four to eight weeks duration. Preparation of Request for Bid (RFB) The purchase or contract of any item or contractual service which is estimated to be meeting or exceeding the State Bid Threshold (currently $25,000) shall be submitted to the Purchasing Department for bidding and shall be covered by a purchase order. a. Purchasing and the Department Head, unless the requirement is clear, shall determine whether the item or service shall be bid or a Request for Proposal (RFP) shall be used. b. Unencumbered funds shall be provided in the approved budget; or if not specifically provided in the approved budget, shall require the written prior approval of the Finance Director and City Manager. c. Public advertisement for Sealed Bids shall be required unless the Purchasing Agent shall determine that a Waiver of Public Notice (SEE POLICIES) is more advantageous to the City. d. The bids are to be opened at a time and place designated prior to the letting of the bids. Such notice will be contained in the public advertisement and shall be published ten days prior to the Bid Opening. The advertisement shall also state where the Bid Packets may be obtained and at what cost, if any, for the plans. e. Bid and Performance Bonds may be required. f. Awards are to be made to the responsive and responsible bidder or offeror whose bid or proposal is most economical and advantageous to the City for the purpose intended. g. In order to accommodate the various needs of the City, broad discretion is allowed in the award process, including, but not limited to, partial awards, progressive or incremental awards, life cycle costing, multiple awards, and awards by line items or groups of items. h. If the bid award is made for other than low initial price, the reasons must be documented for public record and maintained in the office of the Purchasing Agent. i. These procedures recognize certain conditions exist where competition can be waived (SEE SOLE SOURCE) Instruction to Bidders (Required for, but not limited to, all purchases meeting or exceeding the State Bid Threshold ( currently $25,000.00). The instructions to bidders will include but not be limited to: a. Delivery time b. Bid Opening Date and Place c. Terms and Conditions d. Method of Award e. Bond requirements Updated 110/169/2020 City of Galesburg Purchasing Policies 21 Bid Guarantee Requirement Definition Bid guarantee is a form of security accompanying a bid or proposal as assurance that the bidder, (1) will not withdraw his bid within the period specified therein for acceptance. (2) Will execute a written contract as required and furnish such bonds, certificates of insurance and other data as required within the period specified in the bid after receipt of notice of award and appropriate contract forms. Recognized bid guarantees by the City (1) A bid bond acceptable to the City (2) Bank Cashier’s Check, or, (3) Certified Check, made payable to the City of Galesburg, Illinois Amount Required When a bid guarantee is deemed necessary, the Purchasing Agent shall determine the percentage or amount which in his best judgment, when applied to the bid price, will produce a bid guarantee amount adequate to protect the City from loss should the successful bidder fail to execute such further contractual documents and bonds as may be required. Forfeiture of Bid Guarantee The Bid Guarantee of all bidders shall be held by the City until all bids, or proposals, submitted have been analyzed and the bids have either been rejected as a whole , or in part, or the award of the contract(s) has been determined. When award determination has been made, the Bid Guarantee of the two low responsive bids will be held until the contract(s) is duly executed. All other Bid Guarantees, except bonds, shall be returned to the unsuccessful bidders within fifteen (15) days after contract award(s). Performance Bonds Definition A performance bond is a bond which is executed in connection with a contract and which secures the performance and fulfillment of all the undertakings, covenants, terms, conditions, and agreements contained in the contract. Recognized Performance Bond or Performance Guarantees by the City The primary method of performance guarantee recognized by the City is a performance bond from a reputable insurance company. At the discretion of the Purchasing Agent or the Finance Director, the other forms of performance guarantees listed below may be used. (1) A certified or cashier’s check made payable to the City of Galesburg, Illinois, which shall be retained by the City until completion of the contract. Updated 110/169/2020 City of Galesburg Purchasing Policies 22 Amount Required Construction Contracts The amount of each performance bond shall be 100% of the contract price at the time of the award. Additional performance bond protection may be required in connection with any modification affecting an increase in price under any contract for which a bond is required. In addition to the performance bond if specified in the Invitation for Bid, the contractor will be required to furnish a labor & material bond, a waiver of lien and required insurance certificates as required in the bid document. Service & Supply Contracts The Purchasing Agent will determine when and in what amounts a performance bond or guarantee will be required with certain service or supply contracts. Limitations A performance guarantee will not be required unless, (1) it is specified in the Invitation for Bid, (2) The estimated bid amount for a construction contract exceeds $25,000. The decision for application of a performance guarantee below the $25,000 minimum rests with the Purchasing Agent. Return of Performance Guarantee Performance bonds will be retained by the City. Performance guarantees will be returned within 30 working days after successful completion and acceptance of the contract. In the event that the Invitation for Bid requires a final audit, or a dispute arises regarding the performance of the work or the payments made, the performance guarantee will be returned within 30 days after the resolution. Pre-Bid or Pre-Proposal Conferences The pre-bid or proposal conference is a procedure which may be used as a means of briefing prospective bidders and/or offerors and explains complicated specifications and requirements to them as early as possible after the invitation has been issued and before the bids or proposals are opened. The conference shall be conducted by the Purchasing Agent and be attended by the appropriate technical personnel of the department initiating the purchase request. Remarks and explanations at the conference shall not qualify the terms of the solicitation and specifications. All conferees are to be advised that unless the solicitation is amended in writing, it will remain unchanged. If an addendum is issued, the normal procedures relating to the receipt and acknowledgement of an addendum will be followed. When the conference is linked to a site examination or a tour of premises, the Purchasing Agent may designate that attendance at the conference is a pre-requisite to the consideration of any bid or offer submitted. Any written summary of the conference should be furnished to each respective bidder or offeror and be made a part of the public bid file. Updated 110/169/2020 City of Galesburg Purchasing Policies 23 Notification of Prospective Bidders and Distribution of Invitation for Bid or Request for Proposal Advertisement The Purchasing Agent shall submit the advertisement prior to 12:00 noon three days preceding the first publication date of the advertisement. All bids with an estimated cost meeting or exceeding the current State of Illinois Bid Threshold will require advertisement. Generally, these formal bids or proposals will remain open for a period of 15 days from the first advertisement date. Distribution of Invitation for Bid or Request for Proposal The Purchasing Department will post the bid package to the City website. All of those vendors who have registered on the website to receive bid notifications will automatically receive an email indicating the bid is available for download. Public Opening and Reading of Bids The Invitation for Bid shall set forth the time and place of the bid opening. The Purchasing Agent or his duly authorized representative shall conduct the bid opening pr ocess as per the following procedures. a. The bidder's name and prices bid shall be read aloud. When there are a number of unit prices bid, it is acceptable to read only the total price bid by each bidder. b. The inclusion or omission of a bid guarantee where required, shall also be indicated. c. A record of the bid opening shall be made. d. No bids will be accepted or withdrawn after the start of the bid opening, or after the previously announced date and time, whichever is earlier. e. Late bids received by mail or delivery service are filed in the bid file and clearly marked as “received late” by the Purchasing Agent and one witness. Purchasing will note this item on the bid tabulation if this situation occurs. Hand delivered late bids shall not be accepted and the Purchasing Agent shall so state to any bidder that his bid is late and unacceptable. f. In the event of inclement weather, Purchasing may, at its discretion delay a bid opening by one business day up to one hour before the scheduled bid opening. If this occurs, vendors in which bids have been received will be contacted that the delayed opening has been authorized due to inclement weather in the area and that the bids will be opened the next business day at the same time allowing for safe delivery of bids. This option should only be used on rare occasions. Public Disclosure of Bids Records, tabulations, or abstracts made of bids at the time of the bid opening should be available as public information at all times. Bid documents themselves should be made public information following award of a contract, subject to provisions for confid entiality or proprietary and related data. Evaluation of Bids General Criteria for Award The evaluation of bids or offers for award of a contract must be made equitably with economy and fairness as the objectives. Otherwise, favoritism and waste results. Broad criteria for award are Updated 110/169/2020 City of Galesburg Purchasing Policies 24 designated in the State Statutes and the City ordinances, as well as in these policies and procedures. Two of the criteria responsiveness and responsibility are overriding. Award cannot be made of a bid or offer that is not in keeping with the provisions of the solicitation or to a bidder or offeror who lacks the ability to perform satisfactorily. Other criteria appropriately used in the decision-making process are price or cost, quality, suitability, delivery and advantageousness. Determination of Responsiveness of Bidders The Purchasing Agent or his duly authorized representative shall determine the bidder's responsiveness to the terms and conditions of the Invitation for Bid. To be considered for award, the bid must comply in all material respects with the Invitation for Bid so that both as to the method and timeliness of submission, and as to the substance of any resulting contract, all bidders are afforded equal opportunity of award. Telegraphic or telephone bids shall not be considered. Bids are to be filled out, executed, and submitted in accordance with the instructions which are contained in the Invitation for Bid. A bidder is not to use his own form or letter to submit a bid. Evaluations of Elements of Price The various elements of price are to be considered in the bid award: (1) net price bid, (2) payment discount, if any, (3) F.O.B. point. Determination of Bidder’s Responsibleness The prospective bidder must; (1) have adequate financial resources or the ability to obtain such resources as required during performance of this contract (2) be able to comply with the required or proposed delivery or performance schedule (3) have a satisfactory record of performance (4) be otherwise qualified and eligible to receive an award under applicable laws and regulations (5) is a manufacturer of or regular dealer in or can provide supplies or services of the general character to be furnished (6) In addition to the above criteria, proposals for professional services will be evaluated based on experience and other factors such as demonstrated staff capabilities to perform specific services requested. Award Recommendation The ability of a prospective bidder to perform a contract will be evaluated by the Purchasing Agent with participation of the requesting department. When the low responsive bid determination is made, the Purchasing Agent shall forward to the City Manager his written recommendation together with the tabulation sheet. Occasionally, a joint letter of recommendation from the Purchasing Agent and the Division or Department Head shall be made to the City Manager. If sufficient funds are not available for the award, the Purchasing Agent shall so inform the City Manager that funds for the project, equipment, services, or supplies are not available; and the City Manager shall determine if the award is made where the funding shall come from. Award & Issuance of P.O. and/or Contract Unless all bids are rejected, awards shall be made by the City Council within the time for acceptance specified in the bids or extension thereof, to the lowest responsible bidder whose bids, conforming to the Invitation for Bids will be most advantageous to the City. The City shall retain the right to reject any and all bids and/or proposals and to obtain additional information to clarify one or more matters contained in a bid or proposal after it has been opened and prior to award and to waive any Updated 110/169/2020 City of Galesburg Purchasing Policies 25 informality or irregularity in the bids received when deemed in the best interest of the City. The best interest of the City shall include but not be limited to those factors that (1) lessen the cost to the City, (2) increase proficiency, (3) enhance the City’s public image, or (4) have an improved design. In cases of tie bids where all other factors are equal, the Purchasing Agent shall inform the bidders of the tie and name a time, place and date where he shall conduct a coin toss in the presence of at least one witness. The Purchasing Agent, prior to the coin toss, shall designate Vendor A as heads and Vendor B as tails. Although extremely rare, if there are three ties and all other factors are equal, the names of the bidders shall be written on slips of paper, placed in a container, and a drawing shall be conducted to determine the award. Confidentiality The purchasing process has to request or require information from time to time that can be correctly construed as proprietary. Such information may relate to financial records and responsibility, manufacturing drawings, formulas and processes, agreements with suppliers, and subcontractors, test data, etc. To promote competition and protect valid interests, the purchasing procedures clearly authorize that such data can remain confidential. When submitting bids or proposals, bidders and offerors may request that certain material they submit remain confidential, but the final decision as to the validity of a request shall rest with the Purchasing Agent. Termination of Contract/Purchase Order Contracts or purchase orders will be terminated by (1) successful completion of the contract or delivery of the equipment or supplies (2) termination for default (3) termination for convenience by the City, if explicitly stated in a written contract. Protest of Bidders The purchasing process is subject to complaints, protests, and controversies. The creditability of the purchasing program is affected by the manner in which disputes are received and treated. If a bidder should have a protest or complaint or a claim, his first step shall be to direct his problem to the attention of the Purchasing Agent. If the problem is not resolved, then the claim of the prospective bidder or bidder shall be referred to the Director of Finance. The last step shall involve the consultation of the City Attorney and the bidder may meet with the City Manager. Waiver of Public Notice As stated in the policy section of this manual, there are certain circumstances other than emergencies which call for quick procurement action. The Purchasing Agent has a procedure which authorizes him with prior approval to determine the necessity for the operational or financial conditions which may necessitate obtaining quotations which exceed the $25,000.00 limit. This procedure is not intended to reduce competition and the Purchasing Agent shall give to the City Manager and the City Council a full written explanation including competitive costs where possible, and the reasons that the waiver was deemed necessary. Updated 110/169/2020 City of Galesburg Purchasing Policies 26 Control of Purchase Order/Contract These procedures authorize the Purchasing Agent to prescribe the procedures for testing commodities and/or services for any equipment, materials, supplies, or services in case of any quality assurance problems. The Purchasing Agent shall consult with the respective Division or Department Heads in arriving at his determination. Final determination of rejection of any article shall rest with the Purchasing Agent. In cases involving construction work, however, the Purchasing Agent shall be subservient to the City Engineer and/or Public Works Director in arriving at determinations of quality problems. The inspection of construction work involves unique a ctivities to the extent of necessitating employment of licensed professionals, either on staff or by contract. It demands compliance with building codes and similar legal mandates, as well as or in add ition to compliance with the purchaser's specifications. Inspection, test and acceptance testing of construction and Public Works projects, therefore, warrant special conditions. Request for Proposals Instruments Used for Requesting Bids or Proposals The instrument for soliciting competitive sealed bids is commonly designated as a Request for Bids (RFB). The instrument for soliciting competitive negotiations is referred to as a Request for Proposal (RFP). The principal distinction between sealed bidding and negotiations is that the bidding process requires that tenders be evaluated, and awards made solely on the information contained in the bids at the time of the opening. No substantive changes, or any changes which would affect determination of award are permitted in the nature of the offer or in the price. Negotiation, on the other hand, allows modification and alteration of both content and price after offers are submitted and during the evaluation process. Many procedural characteristics are common to both competitive bidding and competitive negotiation. For example, both involve public notice and the issuance of a solicitation, which establishes the time and place at which the proposals or bids will be open. There are, however, also differences. The Request for Proposals may be open publicly, but only the names of the proposers should be revealed; not the prices or other information. And, the contents of neither the successful or unsuccessful proposals are available as public information either before or after the award of the contract. The RFP shall be drafted by both the using department and the Purchasing Agent and shall include a description of the item or service desired, the criteria given in order of the relative importance that will be used in evaluating proposals and the statement as to when and to what manner prices are to be submitted. The RFP shall also provide that after proposals are opened, they may be discussed with the offeror if the purchaser deems it advantageous to do so, in this context, discussion means clarification, modification and negotiations or any of these. If discussions are conducted, all offerors whose proposals are found to be acceptable must be given equal opportunity to negotiate and revise their proposals. Awards may be made on the basis of the proposals as initially submitted without negotiation, but if this is not done, no information from a competing proposal may be revealed to another competitor during the course of discussion. Negotiations should be conducted individually with each qualified offeror and should be documented by minutes of each session. The offeror may modify or withdraw his proposal at any time prior to the submission of a best and final offer. Updated 110/169/2020 City of Galesburg Purchasing Policies 27 Following negotiations, the time must be set for all offerors whose proposals have been deemed acceptable to submit proposals including their prices. Changes are not allowed in proposals of prices after best and final offers are received unless it’s in the public's best interest. Following award of a contract, explanation should be available to any unsuccessful proposer as to why his proposal was not acceptable. The common evaluation factors used in evaluating any Request for Proposal usually fall into three main categories: (1) technical capability and the approach for meeting performance requirements, (2) the competitiveness and reasonableness of price, and (3) managerial capability. All Request for Proposals shall be reviewed by the Purchasing Agent prior to their distribution and to be distributed by the Central Purch asing Office. The Purchasing Agent shall participate on the evaluation committee reviewing all Request for Proposals issued by the City of Galesburg. Multiple Step Sealed Proposals and Bidding This procedure usually involves two steps, combining certain aspects of competitive sealed bidding and competitive negotiations. It can be effective for some of the more complex procurements, where different approaches for doing the work can be offered and evaluated together with the relative performance capabilities of the bidders. This method can be advantageous in the acquisition of certain specialized services, Multiple step bidding uses a Request for Bids to which the response in the first step consists of a technical proposal stating how the task would be accomplished and the bidder’s experience and resources for carrying it out. The proposal does not include prices. Prices are submitted as a second step. In preparing an invitation for multiple step bidding, the specifications, product description, or statement of work should be written in terms of the purpose for which the product or services needed and the results desired. The technical proposals may be opened publicly but only to disclose the names of the bidders, not any information contained in the proposals. Evaluation of the technical proposals is the same as for competitive negotiations, except there is no discussion of price. Following evaluation, prices are invited from all bidders whose technical proposals are acceptable. Negotiation regarding technical proposals is not necessary if fully acceptable proposals are received initially. The procedure then moves directly to the next step of obtaining and considering prices with award made as under competitive sealed bidding. Sole Source Purchases It is important to emphasize that sole source refers to the supplier, not a product or service. Thus, the ability to meet a delivery date, or to make on call repairs at a particular location, can create a sole source condition. These procedures require, however, that although a certain item or service may be needed or a condition met, price competition is to be solicited if the requirement can be obtained from more than one source. Justification for a sole source purchase, depends upon a needed item being available from only a single supplier under certain circumstances. These circumstances shall include, but not be limited to the following types of purchases; (1) the purchase of equipment for which there is no competitive product and which is available from only one supplier (2) the purchase of electricity, natural gas and other public utility services (3) the purchase of a component or replacement part for which there is no commercially available substitute and which can only be obtained from one manufacturer (4) the purchase of an item where compatibility is the overriding consideration (5) the purchase of a used item which becomes immediately available and is subject to prior sale (6) the purchase of an item for resale or the purchase of a particular product for trial and testing or under certain circumstances the additional needs developed during the course of a project Updated 110/169/2020 City of Galesburg Purchasing Policies 28 (7) purchases from other governmental units (8) subscriptions, leases, maintenance agreements, and rentals. These orders and services should be set up to expire a t the same time each year if possible, as all such numbers will be transferred to a new block of purchase order numbers annually. Any contract or agreements which include an option to buy are classified as purchases and shall be processed under a regular purchase order. If an unsolicited offer is accepted, it constitutes a waiver of competition and depending upon a number of factors could be a purchase from a single available supplier. No employee of the City shall accept an unsolicited o ffer, nor evaluate or make any commitment as to the respect of an offer without the prior approval of the Purchasing Agent. All lease agreements, rental agreements, and maintenance agreements will be reviewed and signed by the Purchasing Agent only, unless approved by City Council and, if so, the Mayor will sign the agreement, and a purchase order will be issued to cover the vendor’s invoices. Other Types of Purchases Petty Cash The intended usage of petty cash is to provide authorized City personnel with a convenient method of purchasing minor supplies or services of a non-recurring nature. Petty cash is not intended to be used for the frequent purchase of minor supplies or services of a like nature which should be purchased on the basis of competitive quotations. Petty cash purchases will not normally exceed $25.00 in cost and each petty cash purchase must be supported by a properly completed petty cash voucher. Petty cash vouchers can be obtained at the employee’s designated reimbursement office. Evidence of a petty cash purchase such as a receipted invoice must be attached to the petty cash voucher and signed by an authorized Department or Division Head. A request for reimbursement with petty cash must be made not later than 7 calendar days from the date of purchase. Emergency Orders Emergency purchases are not to be made unless true and justifiable emergencies exist. The full cooperation of all departments is important in the observance of this procedure. Emergencies are defined as a "Need for parts, supplies or services required in connection with repairs due to the breakdown of equipment that must be kept running, or other requirements which critically impact the City's objectives, responsiveness, and public image." A waiver of the normal procurement requirements can be made for purchases in an emergency or hazardous situation. True emergencies do exist, and the management staff of the City must be able to act swiftly for the public good. Each Division Head should attempt to contact his respective Department Head regarding the emergency, and the Department Head should contact the City Manager in emergencies which will exceed the $5,000 limit, when possible. The Department Head shall obtain written or email approval from the City Manager to move forward with the emergency order prior to authorizing a vendor to proceed with work. Credit Card Purchases Credit card purchases are allowable by City Staff on all purchases under $5,000 unless purchasing guidelines are followed for purchases over $5,000. Updated 110/169/2020 City of Galesburg Purchasing Policies 29 Blanket Orders This is a purchase order covering supplies of a nature that are used on a recurring basis for a stipulated period of time. Blanket purchase orders should be used for repetitive orders for a given quantity of the same item at a constant unit price from a single vendor. Blanket purchase orders greater than $5,000.00; but less than $25.000.00 must be comply with quoting procedures. Blanket purchase orders in excess of $25,000.00 must comply with the bidding procedures. Blanket Order Release A blanket order is an arrangement under which the City contracts with a vendor to provide the City’s requirements for an item or service on an as-required basis. The blanket order is for a limited period of time and is subject to a maximum dollar limit within the specified period. Only one purchase order number is issued to the vendor for a specified quantity at the same unit price for a period of time (i.e. 700 tons of fill sand for the fiscal year) and quantities are ordered and released against the master purchase order. Inventory Management Definition Inventory management refers to the responsibility for equipment, material and supplies after they are acquired. This responsibility involves storing and distribution, transferring unused items between divisions, departments and funds and disposing of surplus property, as well as general supervision of storerooms and warehouses. Responsibility Central Purchasing has general supervision and ultimate control over discontinued inventory and surplus property. The Purchasing Department is responsible to arrange for the periodic sale, auction, or other form of disposition for articles that are no longer deemed necessary or in the best interest of the City. Transfer & Disposition As a general rule, the most gainful method for handling an item no longer needed by one using division is to transfer it to another using division that has a, need an d a use for it. The disposition process deals with three categories of items: excess, surplus, and obsolete. For the purpose of these procedures, excess items are those no longer needed by the using division, but suitable for transfer, surplus items are those still useful, but the jurisdiction no longer has a reasonable need for them. Obsolete property is inventory without utility, due usually to technological development, wear and tear, or damage, or scrap metal which have no value except its basic material content. When items become excess, surplus, or obsolete, it shall be the duty of the using division to report them promptly to the Central Purchasing Office. Updated 110/169/2020 City of Galesburg Purchasing Policies 30 Annual Public Auction The Purchasing Office holds an annual public auction usually scheduled for late May or June or each succeeding year whereby all items that have not been transferred or traded in can be sold after an advertised public announcement. Prior to the advertisement, the Purchasing Division shall distribute a listing to the Division Heads of the surplus property in the City's possession for their review and possible transfer. After review by the respective Division Heads, the Purchasing Agent shall determine which surplus property shall be listed and sold at pu blic auction. Other Disposition Methods The Purchasing Agent shall have the responsibility and discretion of determining whether surplus items shall be listed in the public auction or sold by sealed bids, or through the commercial market, or posted prices or through any procedure which the City Council approves as a normal means of conducting business. Whatever method of disposition is chosen, the Purchasing Agent shall set the terms and conditions of the sale. Sales to Employees The non-competitive sale of any City surplus property to any City employee is prohibited. Records Control Records control and the overall responsibility for the efficient management for personal property in the equipment rest with the Finance Department. As per City ordinance and accepted accounting practices, the Finance Department has established procedures for maintaining the records on acquisition, transfers, and disposition of equipment or other property. The records control function serves several central purposes. It fixes upon those with actual physical control the responsibility for custody and care of each item of property. The accuracy of the records and the dollar values are used in various financial reporting tool, provides a method of reducing losses and inefficiencies as much as possible, it provides a means of adding or deleting proper charges to the respective divisions, and to the extent that the City protects, manages, and takes good care of its property, replacement expenditures will not be necessary. Conflict of Interest Any elected official or employee who has any financial or other interest in a supplier company either directly or indirectly through members of his immediate family, shall so report such financial or other interest in writing to the Purchasing Agent or his respective Department Head, The Purchasing Agent and the Finance Director will consult with legal counsel in determining whether the alleged or potential conflict in question is of sufficient magnitude as to take restrictive actions on the employee, or restrict purchase from the associated vendor. In all cases of a reported alleged or potential conflict of interest, the Purchasing Agent shall issue a written letter of determination to the employee or vendor as to the decision of the City within ten days of the receipt o f the reported alleged or potential conflict of interest. If the Purchasing Agent should discover a real or potential violation of this conflict of interest policy and procedure, he shall immediately suspend business with the vendor, and shall give a written report of his findings to the Director of Finance and City Manager, and they shall jointly decide on the proper course of action to be taken regarding the vendor. Updated 110/169/2020 City of Galesburg Purchasing Policies 31 Unlawful Purchases When it is found that a solicitation is unlawful, it shall be cancelled. Unless altogether unfeasible, a purchase made or contract awarded contrary to law or applicable rules and regulations shall be terminated, any unused merchandise returned, and the employees who are responsible held personally liable for any costs involved. The Purchasing Agent shall report all unlawful solicitations or purchases to the Director of Finance and City Manager, and they shall jointly decide on the course of action to be taken regarding any unlawful purchase Adherence to Policy Departments will be required to strictly adhere to all policies and procedures contained in this manual. It will be the Department Head's responsibility to ensure compliance within their department. Ethics All employees involved in the procurement activities will strive to maintain the City's image by their personal conduct and methods of doing business and shall practice good public relations at all times. Changes to Policy or Procedure Changes to Policies The Policies as outlined in this manual are the City’s formulation and publication of administrative policies for all Departments and Divisions. Changes in Procedures The procedures as outlined in this manual are the methods used by Central Purchasing in internal procedures. Changes to the procedures section can be made by the Central Purchasing Office only and only if they do not exceed or conflict with any POLICY as established by the City Council. All changes in procedures shall be in writing and distributed to th e Department and Division Heads. EXHIBIT "0" TERMS & CONDITIONS The following terms and conditions shall apply to all contracts or purchase orders unless specifically superseded by the Instructions to Bidders, Special Provisions, or any particular Request for Bid, or Request for Proposal. The words order and contract are used interchangeably to mean a purchase order, a written contract, or the use of either as a legal contract. The words Seller, Vendor, Bidder, and Contractor are used interchangeably to mean Seller. The word Buyer is used to mean the City of Galesburg, Illinois. The word bid is used to mean quotation, bid or proposal. Updated 110/169/2020 City of Galesburg Purchasing Policies 32 Acceptance of Contract Seller shall be bound by this order and its' terms and conditions when it delivers to Buyer any of the items ordered, or renders for Buyer any of the items ordered, or renders for Buyer any of the services ordered herein. If a written contract is used, the Buyer shall not be bound by this contract until the Seller executes and returns to the Buyer both copies of the contract and it is signed by the Mayor of the City of Galesburg and returned with a written purchase order to the Seller. No contract shall exist except as herein above provided. Affirmative Action, The City of Galesburg has adopted an Affirmative Action Policy. Vendors are encouraged to review the City policy and incorporate this policy into any service they may be providing to the City. Amendments No agreement or understanding to modify this contract or order shall be binding upon Buyer unless in writing and signed by Buyers' authorized agent. All specifications, drawings, and data submitted to Seller with this order are hereby incorporated herein and made a part hereof. No claim based on oral change orders will be allowed. Assigning or Subcontracting The Contractor shall give his personal attention to the fulfillment of the contract and shall keep the work under his control. Except as agreed in evidence by the amendments or addenda to the contract documents, the Contractor shall not sublet, sell, transfer, assign or otherwise dispose of the contract or any portion of payments due thereof, or of its' rights, title or interest therein, without prior written consent of the City. No subcontracts, or transfer of this contract, shall in any case release the Contractor of his liability under the contract and bonds. Any consent by the City to sublet any part of the work shall not be construed to be an approval of the said subcontract or of any of its' terms and shall operate only as an approval of a making of a subcontract between the Contractor and subcontractor. The Contractor and subcontractor shall be jointly and severally liable to the City for any failure of a subcontractor to comply with the provisions of these contract documents. A subcontractor will be recognized only in the capacity of an employee, independent Contractor, or agent of the Contractor, and not as employee of the City. The Contractor shall direct the attention of its subcontractors to the requirements of all Federal, State , and Municipal laws, Ordinances, Rules & Regulations as they apply. Audits and Inspections The Seller shall permit, and shall require any subcontractor to permit, the City and its representatives to have access, at any reasonable time, to the premises used by the Seller or its subcontractor or to any plant or place where materials, work or any part thereof, will be made, performed, or stored. The Seller shall permit and shall require any subcontractor to permit the City to have access at any reasonable time, to inspect the records and documents of the Seller and its suppliers, relating to any labor, materials, plant and equipment used in the performance of this contract. Access shall be given or obtained both before and after completion of this contract for the duration of the warranty period or as prescribed by law. Updated 110/169/2020 City of Galesburg Purchasing Policies 33 Changes The Buyer reserves the right at any time to make changes in any one of the following: a. Specifications, drawings, and data incorporated in this contract where the items to be furnished are to be specifically manufactured for the Buyer. b. Methods of shipment or packaging c. Place of delivery d. Time of delivery If any such change causes an increase or decrease in the cost of or the time required for performance of this contract, an equitable adjustment shall be made in the contract price or delivery schedule, or both. Any claim by Seller for adjustment under this clause shall be deemed waived unless asserted in writing within 10 days from receipt by Seller of the change. Price increase or extensions in time for delivery shall not be binding on Buyer unless evidenced by a purchase order change notice issued and signed by the Buyer. Compliance with Statutes and Government Requirements Seller warrants and certifies that all materials or articles listed hereunder have been and will be produced in compliance with and subject to A. All applicable Federal and State Statutes, Amendments thereto and regulations issued pursuant thereto, and B. All applicable orders and regulations of the executive and other departments, agencies, and instrumentalities of the United States. By acceptance hereof, Seller certifies compliance with the Fair Labor Standards Act of 1938 (as amended) in the performance of this order and that any equipment or machinery sold hereunder complies with the requirements of the Occupational Safety and Health Act (as amended). Delivery Schedule Time is of the essence of this contract, and if delivery of acceptable items or rendering of services is not completed by the time promised, the Buyer reserves the right without liability, in addition to its' other rights and remedies to terminate this contract by notice effective when received by Seller, as to stated items not yet shipped or services not yet rendered, and to purchase substitute items for services elsewhere and charge the Seller with any loss incurred. Any provisions herein for the delivery of articles or the rendering of services by installments shall not be construed as making the obligations of the Seller severable, Delivery Terms Shipments sent C.O.D. without Buyers' written consent will not be accepted and will at Sellers' risk and expense, be returned to Seller. Excess unauthorized shipments are subject to rejection and return at Sellers' expense. Unless specifically stated to the contrary, on the face of this order, Seller shall pay all freight charges to the ship to address of the Buyer. In all events, title to the goods purchased, or additions or modifications to goods, shall pass to the Buyer upon receipt and inspection by the Buyer. Updated 110/169/2020 City of Galesburg Purchasing Policies 34 Equal Employment Opportunity Clause The City has adopted an Equal Employment Opportunity Clause which is incorporated into all specifications, purchase orders and contracts, whereby a vendor agrees not to discriminate against any employee or applicant for employment because of his race, color, religion, sex, national origin or ancestry. A copy of this clause may be obtained and viewed at the City Clerk's Office, City Hall. Galesburg, Illinois. Governing Law This purchase order and/or contract shall be governed by and construed according to the laws of the State of Illinois. Immigration Reform and Control Act of 1986 The Seller hereby agrees to comply with all relevant provisions of the Immigration Reform and Control Act of 1986, with particular reference to the 1-9 requirements. Inspection Materials or equipment purchased hereunder are subject to inspection and approval at the Buyer's destination. Buyer reserves the right to reject and refuse acceptance of items which are not in accordance with the instructions, specifications, drawings and data of Seller's warranty (expressed or implied). Buyer may charge sell for the cost of inspecting merchandise rejected. Items not accepted will be returned to Seller at Seller’s expense. Payment for any article hereunder shall not be deemed in acceptance thereof. Invoices - Order Numbers Invoices in duplicate with prices set out and giving the correct purchase order, together with the original bill of lading or express receipt must be sent at the time of each shipment, otherwise payment of Seller's account may be delayed. The purchase order number shall appear on all invoices, boxes, packages, shipping documents and correspondence, and the list of contents shall be enclosed in each box or package. Late Bids Any bid or proposal received after the stated time in the Instructions to Bidders shall be rejected and will be returned unopened. Mistakes in Bids Prior to bid opening, a bidder may correct a mistake or withdraw the bid. After bids are opened, but before award, a mistake may be corrected only if it is minor and the intent of the bid is obvious; that is only if the bid is in substantial compliance and the correction does not improve the bidder's competitive position. Where a mistake or omission is not evident on the face of the bid and the bidder points out an error with clear and objective evidence prior to award, it is in order to allow the bid to be withdrawn but not corrected. Where bid security applies, permitting withdrawal would normally be without forfeiture of the security. Public policy does not seek public gain for mistakes by bidders. To help prevent unnecessary problems, when the Purchasing Agent sees an apparent error in a bid. he shall bring it to the attention of the bidder and resolve the matter before further consideration of the bid for award. Updated 110/169/2020 City of Galesburg Purchasing Policies 35 After award, any mistake in a bid which comes to light will not relieve the Contractor from performance in accordance with the contract award. Non-Appropriation of Funds A contract or order shall be terminated in any year in which the City Council fails to appropriate or otherwise make available funds necessary to make payments under the terms and conditions of the respective contract documents. Notice to Surety In the event of any contract termination, the Buyer shall immediately serve notice thereof upon the Surety and the Contractor and the Surety shall have the right to take over and perform the contract, provided however that if the Surety does not commence performance thereof within thirty days from the date of the mailing to such Surety notice of termination, the Buyer may take over the work and prosecute the same to completion by contract for the amount and at the expense of the Contractor, and the Contractor and his surety shall be liable to the Buyer for any excess cost occasioned by the Buyer thereby. be directed by the City. The Contractor shall not commit or permit any act which will interfere with the performance of work by any other Contractor as scheduled. If, through acts or neglect on the part of the Contractor, any other Contractor or any subcontractor shall suffer loss or damage on the work, the Contractor shall settle with such other Contractor or subcontractor by agreement or arbitration, if such other Contractor or subcontractor will so settle. If such other Contractor or subcontractor shall assert any claim against the City on account of any damage alleged to have been so sustained, the City will notify this Contractor, who shall defend at his own expense any suit based upon such claim, and if any judgment or claims against the City shall be allowed, the Contractor shall pay or satisfy such judgment or claim and pay all costs and expenses in connection therewith. Patents Seller undertakes and agrees to defend at Seller’s own expense, all suits, actions, or proceedings against Buyer in which Buyer, and of Seller’s distributors or dealers, or the users of any Seller’s products are made defendants for actual or alleged infringement of any U.S. or foreign letters patent resulting from the use or sale of the items purchased hereunder (except infringement necessarily resulting from adherence to specifications or drawings, other than those of Seller's design or selection originally submitted to Seller by Buyer). And further agrees to pay and discharge any and all judgments or decrees which may be rendered in any such suit, action, or proceedings against Buyer therein. Permits and Licenses The Contractor shall procure all permits and licenses, pay all charges and fees, and give all notices necessary and incident to the due and lawful prosecution of the work. Further, prevailing wages shall be paid if applicable and certified payrolls shall be collected and submitted to the City. Price Buyer shall not be billed at prices higher than stated on this purchase order unless authorized by a purchase order change notice issued and signed by the Buyer. Seller agrees that prices comply with all applicable government regulations in effect at the time of the quotation, sale or delivery. Seller further agrees that any price reduction made in merchandise covered by this order subsequent to the Updated 110/169/2020 City of Galesburg Purchasing Policies 36 placement of this order will be applicable to this order. No charge shall be made against the Buyer for boxing and crating unless otherwise agreed in writing. Property Furnished to the Seller by Buyer All property furnished to the Seller by the Buyer, or specifically paid for by the Buyer, for use in the performance of this contract, shall be and remain the property of the Buyer, shall be subject to removal upon the Buyer's instructions, shall be used only in filling orders from the Buyer, shall be held at the Seller’s risk, shall be kept insured by the Seller at the Seller’s expense while in its' custody or control in an amount equal to the replacement cost thereof, with, loss payable to the Buyer, and upon recall by Buyer shall be packaged at Seller's expense for shipment to Buyer in accordance with Buyer's instructions. Copies of policies or certificates of such insurance will be furnished to the Buyer upon demand. It is agreed that any and all specifications, drawings or data furnished by Buyer shall, (1) Remain the Buyer's sole and exclusive property, (2) Be considered and treated by Seller as Buyer's confidential information, and not be copied, reproduced or duplicated in any manner, or disclose to any other person or party, except as is necessary in the performance of this order contract: (3) Be returned upon request. Further, it is agreed that specific order information and details shall not be published or disclosed to any third party without the Buyer's written permission. Sales Tax Exemption The City has an active sales tax exemption certificate number assigned by the Illinois Department of Revenue which indicates that the City does not pay the Illinois Retailer's Occupation Tax, the Service Occupation Tax, the Service Use Tax, or the Use Tax. Telephone Bids The Buyer shall not accept telephone bids. Termination for Breach In the event that any of the provisions of the contract are violated by the Seller, the Buyer may serve a written notice upon the Seller of the intention to terminate such contract, such notice to contain the reasons for such termination intention: and unless within ten days after serving of such notice upon the Seller such violation shall cease and satisfactory arrangements for corrections be made, the contract shall, upon expiration of said ten days, cease and terminate. Termination for Convenience The City reserves the right to terminate this contract at any time for any reason by giving written notice to the Contractor of such termination and specifying the effective date of the termination which may be immediate. In the event of termination, all finished and unfinished documents and other materials shall at the option of the City become its' property. If this contract is terminated as provided herein, the Contractor will be compensated for services actually performed in accordance with the payment sections of the contract. The Contractor shall promptly submit his termination claim to the Buyer and the parties shall negotiate a termination settlement to be paid to the Contractor. Notwithstanding the above, the Contractor shall not be relieved of any liability to the City for damages sustained by the City by virtue of any breach or termination for convenience of this contract by the Contractor and the City may withhold any payments to the Contractor until such time as the amount of such damages due the City from the Contractor shall be determined. Updated 110/169/2020 City of Galesburg Purchasing Policies 37 Termination for Cause If the Contractor shall fail to fulfill in a timely and proper manner its’ obligations under this contract, or if the Contractor shall violate any of the covenants, agreements, or stipulations of this contract, the Buyer shall thereupon have the right immediately to terminate this contract by giving written notice thereof to the Contractor. In the event of such termination all finished and unfinished drawings, specifications, estimates and data prepared by the Contractor shall at the option of the City become the property of the City; and if such option is exercised, the Contractor shall be entitled to receive just an equitable compensation in accordance with the terms for compensation for any satisfactory work completed prior to the termination date and accepted by the Buyer. If a contract is terminated, the Buyer in addition to any other rights provided, may require the Contractor to transfer title and deliver to the Buyer in the manner and to the extent directed by the Buyer completed work, partially complete supplies, materials, parts, plans, drawings, information and contract rights. The Contractor shall upon direction of the Buyer, protect and preserve property in the possession of the Seller in which the Buyer may assert an interest. Payment for all such materials delivered to and accepted by the Buyer and for the protection and preservation of property, shall be in an amount agreed upon by the Seller and the Buyer. The Buyer may withhold from amounts otherwise due the Seller for such completed work or materials such sums as the Buyer determines to be necessary to protect the Buyer against loss because of outstanding liens or claims of former lien holders. If, after notice of termination of a contract, it is determined for any reason that the Contractor was not in default, or that the default was excusable under any provisions of this contract, the rights and obligations of the parties shall be the same as if the notice of termination had been issued pursuant to termination for convenience. The rights and remedies of the Buyer provided in this section shall not be exclusive or in addition to any other rights and remedies provided by law or under this contract. Title and Risk of Loss Any risk of loss or damage prior to acceptance thereof or thereafter while in the possession of the Contractor or under his control is assumed and shall be borne by the Contractor, and any such loss or damage shall be made good by the Contractor at his own cost and the performance of the contract shall be carried forward by him in accordance with this contract without additional cost to the Buyer by reason of such loss or damage. Notwithstanding the foregoing, any such loss or damage prior to acceptance thereof shall not be borne by the Contractor if such loss or damage was caused solely through the negligent act or omission of the Buyer or their employees. Transit Purchases for Galesburg Transit Any transit items purchased by the City of Galesburg which cost $10,000 or more will be require IDOT concurrence for pre-bid and pre-award authority. Any third-party contracts related to transit goods or services will be required to have a maximum term limit of five years or less. Purchases in Which Federal Transit Authority (FTA) Funds are Utilized • Include evaluation of lease versus purchase options in procurement history, if applicable. • Acceptance, to the extent practicable and economically feasible, of products and services dimensioned in the metric system of measurement. Updated 110/169/2020 City of Galesburg Purchasing Policies 38 • Preference, to the extent practicable and economically feasible, for products and services that conserve natural resources, protect the environment, and are energy efficient. • The Comptroller General, or any of their representatives, shall have access to and the right to examine and inspect all records, documents, and papers relating to these type purchases. Warranty Seller warrants to Buyer that all goods and services furnished hereunder will conform in all respects to the terms of this order including any drawings, specifications, or standards incorporated herein, and that they will be free from latent and patent defects in materials, workmanship and title, and will be free from such defects in design. In addition, Seller warrants that said goods and services are suitable for, and will perform in accordance with, the purpose for which they were purchased, fabricated, manufactured and designed and for such other purposes as are expressly specified in this order. The foregoing warranties shall survive any inspection by, delivery to, acceptance of and payment by Buyer and shall run to Buyer, its’ successors and assigns of said goods and services and shall not be deemed to be exclusive. Withdrawal of Bid No bid may be withdrawn after the time of the bid opening. Any withdrawal requested before this time shall be acceptable only when such request is made in writing to the Purchasing Agent and actually received prior to the time of the bid opening. Reviewed/updated by Purchasing 10/19/20 KDB ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: BAN Page 1 of 1 CITY OF GALESBURG COUNCIL LETTER NOVEMBER 16, 2020 AGENDA ITEM: Subordination Agreement with Trillium Delle LLC and Morton Community Bank. SUMMARY RECOMMENDATION: The City Manager, Director of Community Development, and City Attorney/Administrative Services Director recommend approval of the Agreement. BACKGROUND: In April, the City completed the sale of the former National Guard Armory (125/149 North Broad St.) to Trillium Delle. The Agreement required the purchaser to complete a number of improvements on the building within five years of purchase. If not completed, the City could repurchase the building at an agreed upon price. The City also received a right of first refusal if the property were resold during the 25 year period after the date of sale. Trillium Delle has secured additional financing for these improvements. The lender will not proceed with the loan unless the City agrees to subordinate these agreements to their loan. The City is not owed any funds by Trillium Delle, so subordination would only affect the right of repurchase and right of first refusal. If approved, these agreements would be junior to the bank’s mortgage. BUDGET IMPACT: None. SUPPORTING DOCUMENTS: 1. Subordination Agreement. 20-4095 4823-3653-6783, v. 2 RECORDATION REQUESTED BY: Morton Community Bank Branch #42 PO Box 104 Morton, IL 61550 WHEN RECORDED MAIL TO: Morton Community Bank Branch #42 PO Box 104 Morton, IL 61550 FOR RECORDER'S USE ONLY This Subordination of Agreements prepared by: Morton Community Bank PO Box 104 Morton, IL 61550 ________________________________________________________________________ NOTICE: THIS SUBORDINATION OF AGREEMENTS RESULTS IN YOUR AGREEMENTS AND RIGHTS IN THE PROPERTY BECOMING SUBJECT TO THE LIEN OF SOME OTHER OR LATER SECURITY INSTRUMENT. SUBORDINATION OF AGREEMENTS THIS SUBORDINATION OF AGREEMENTS dated October 23, 2020, is made and executed among Trillium Delle LLC ("Borrower"); City of Galesburg ("Holder"); and Morton Community Bank ("Lender"). SUBORDINATED AGREEMENTS. The Agreements are evidenced by (i) a certain Real Estate Purchase Agreement dated April 8, 2020, from the Borrower to the Holder (unrecorded) and the following recorded Agreements from Borrower to Holder (collectively the "Subordinated Agreements") and recorded in Knox County, State of Illinois as follows: Agreement dated April 17, 2020 and recorded as Document #1062579 on April 17, 2020. Right of First Refusal Agreement dated April 17, 2020 and recorded as Document #1062580 on April 17, 2020. REAL PROPERTY DESCRIPTION. The Subordinated Agreements cover the following described real property (the "Real Property") located in Knox County, State of Illinois: See Exhibit "A", which is attached to this Subordination and made a part of this Subordination as if fully set forth herein. The Real Property or its addresses are commonly known as 125 and 149 N Broad Street, Galesburg, IL 61401. The Real Property tax identification numbers are 99-10-459-004 and 99-10-459-005. SUPERIOR INDEBTEDNESS. Lender has extended or has agreed to extend the following described financial accommodations to Borrower, secured by the Real Property (the "Superior Indebtedness"): ______________________________________________________________________________________________________________ 4823-3653-6783, v. 2 ______________________________________________________________________________________________________________ LENDER'S LIEN. The Superior Indebtedness is or will be secured by the Real Property and evidenced by a mortgage, dated October 23, 2020, from Borrower to Lender (the "Lender's Lien"). As a condition to the granting of the requested financial accommodations, Lender has required that the Lender's Lien be and remain superior to the Subordinated Agreements. REQUESTED FINANCIAL ACCOMMODATIONS. Borrower and Holder each want Lender to provide financial accommodations to Borrower in the form of the Superior Indebtedness. Borrower and Holder each represent and acknowledge to Lender that Holder will benefit as a result of these financial accommodations from Lender to Borrower, and Holder acknowledges receipt of valuable consideration for entering into this Subordination. NOW THEREFORE THE PARTIES TO THIS SUBORDINATION HEREBY AGREE AS FOLLOWS: SUBORDINATION. The Subordinated Agreements are subject to and shall be subordinated in all respects to Lender's Lien and the Superior Indebtedness, and it is agreed that Lender's Lien shall be and remain, at all times, prior and superior to the Subordinated Agreements, including, but not limited to the Holder’s right to purchase Real Property under paragraph 7 of the Agreement dated April 17, 2020 and recorded as Document #1062579 on April 17, 2020. Holder also subordinates to Lender's Lien all other Agreements, interests and rights whatsoever in the Real Property held by Holder, whether now existing or hereafter acquired, whether created by law, contract, or otherwise. The Holder agrees and acknowledges that the Lender’s Lien and Superior Indebtedness are not subject to or bound by the terms, conditions, agreements, and covenants of the Subordinated Agreements. HOLDER'S REPRESENTATIONS AND WARRANTIES. Holder represents and warrants to Lender that: (A) no representations or agreements of any kind have been made to Holder which would limit or qualify in any way the terms of this Subordination; (B) this Subordination is executed at Borrower's request and not at the request of Lender; (C) Lender has made no representation to Holder as to the creditworthiness of Borrower; and (D) Holder has established adequate means of obtaining from Borrower on a continuing basis information regarding Borrower's financial condition. Holder agrees to keep adequately informed from such means of any facts, events, or circumstances which might in any way affect Holder's risks under this Subordination, and Holder further agrees that Lender shall have no obligation to disclose to Holder information or material acquired by Lender in the course of its relationship with Holder. HOLDER WAIVERS. Holder waives any right to require Lender: (A) to make, extend, renew, or modify any loan to Borrower or to grant any other financial accommodations to Borrower whatsoever; (B) to make any presentment, protest, demand, or notice of any kind, including notice of any nonpayment of any Superior Indebtedness secured by Lender's Lien, or notice of any action or nonaction on the part of Borrower, Lender, any surety, endorser, or other guarantor in connection with the Superior Indebtedness, or in connection with the creation of new or additional indebtedness; (C) to resort for payment or to proceed directly or at once against any person, including Borrower; (D) to proceed directly against or exhaust any collateral held by Lender from Borrower, any other guarantor, or any other person; (E) to give notice of the terms, time, and place of any public or private sale of personal property security held by Lender from Borrower or to comply with any other applicable provisions of the Uniform Commercial Code; (F) to pursue any other remedy within Lender's power; or (G) to commit any act or omission of any kind, at any time, with respect to any matter whatsoever. LENDER'S RIGHTS. Lender may take or omit any and all actions with respect to Lender's Lien without affecting whatsoever any of Lender's rights under this Subordination. In particular, without limitation, Lender may, without notice of any kind to Holder, (A) make one or more additional secured or unsecured loans to Borrower; (B) repeatedly alter, compromise, renew, extend, accelerate, or otherwise change the time for payment or other terms of the Superior Indebtedness or any part of it, including increases and decreases of the rate of interest on the Superior Indebtedness; extensions may be repeated and may be for longer than the original loan term; (C) take and hold collateral for the payment of the Superior Indebtedness, and exchange, enforce, waive, and release any such collateral, with or without the substitution of new collateral; (D) release, substitute, agree not to sue, or deal with any one or more of Borrower's sureties, endorsers, or guarantors on any terms or manner Lender chooses; (E) determine how, when and what application of payments and credits, shall be made on the Superior Indebtedness; (F) apply such security and direct the order or manner of sale of the security, as Lender in its discretion may 4823-3653-6783, v. 2 determine; and (G) transfer this Subordination to another party. DEFAULT BY BORROWER. If Borrower becomes insolvent or bankrupt, this Subordination shall remain in full force and effect. Any default by Borrower under the terms of the Subordinated Agreements also shall constitute an event of default under the terms of the Superior Indebtedness in favor of Lender. MISCELLANEOUS PROVISIONS. The following miscellaneous provisions are a part of this Subordination: Amendments. This Subordination constitutes the entire understanding and agreement of the parties as to the matters set forth in this Subordination. No alteration of or amendment to this Subordination shall be effective unless given in writing and signed by the party or parties sought to be charged or bound by the alteration or amendment. Attorneys' Fees; Expenses. If Lender institutes any suit or action to enforce any of the terms of this Subordination, Lender shall be entitled to recover such sum as the court may adjudge reasonable as attorneys' fees at trial and upon any appeal. Whether or not any court action is involved, and to the extent not prohibited by law, all reasonable expenses Lender incurs that in Lender's opinion are necessary at any time for the protection of its interest or the enforcement of its rights shall become a part of the Indebtedness payable on demand and shall bear interest at the Note rate from the date of the expenditure until repaid. Expenses covered by this paragraph include, without limitation, however subject to any limits under applicable law, Lender's attorneys' fees and Lender's legal expenses, whether or not there is a lawsuit, including attorneys' fees and expenses for bankruptcy proceedings (including efforts to modify or vacate any automatic stay or injunction), appeals, and any anticipated post-judgment collection services, the cost of searching records, obtaining title reports (including foreclosure reports), surveyors' reports, and appraisal fees and title insurance, to the extent permitted by applicable law. Holder also will pay any court costs, in addition to all other sums provided by law. Authority. The person who signs this Subordination as or on behalf of Holder represents and warrants that he or she has authority to execute this Subordination and to subordinate the Subordinated Agreements. Caption Headings. Caption headings in this Subordination are for convenience purposes only and are not to be used to interpret or define the provisions of this Subordination. Governing Law. This Subordination will be governed by federal law applicable to Lender and, to the extent not preempted by federal law, the laws of the State of Illinois without regard to its conflicts of law provisions. This Subordination has been accepted by Lender in the State of Illinois. Choice of Venue. If there is a lawsuit, Holder agrees upon Lender's request to submit to the jurisdiction of the courts of Knox, Tazewell or Peoria County, State of Illinois. Successors. This Subordination shall extend to and bind the respective heirs, personal representatives, successors and assigns of the parties to this Subordination, and the covenants of Holder herein in favor of Lender shall extend to, include, and be enforceable by any transferee or endorsee to whom Lender may transfer any or all of the Superior Indebtedness. No Waiver by Lender. Lender shall not be deemed to have waived any rights under this Subordination unless such waiver is given in writing and signed by Lender. No delay or omission on the part of Lender in exercising any right shall operate as a waiver of such right or any other right. A waiver by Lender of a provision of this Subordination shall not prejudice or constitute a waiver of Lender's right otherwise to demand strict compliance with that provision or any other provision of this Subordination. No prior waiver by Lender, nor any course of dealing between Lender and Holder, shall constitute a waiver of any of Lender's rights or of any of Holder's obligations as to any future transactions. Whenever the consent of Lender is required under this Subordination, the granting of such consent by Lender in any instance shall not constitute continuing consent to subsequent instances where such consent is required and in all cases such consent may be granted or withheld in the sole discretion of Lender. Waive Jury. All parties to this Subordination hereby waive the right to any jury trial in any action, proceeding, or counterclaim brought by any party against any other party. 4823-3653-6783, v. 2 EACH PARTY TO THIS SUBORDINATION ACKNOWLEDGES HAVING READ ALL THE PROVISIONS OF THIS SUBORDINATION, AND EACH PARTY AGREES TO ITS TERMS. THIS SUBORDINATION IS DATED OCTOBER 23, 2020. Signature pages follow 4823-3653-6783, v. 2 BORROWER: TRILLIUM DELLE LLC By: _____________________________________________ Richard K Collins, Manager of Trillium Delle LLC By: _____________________________________________ Nicole M Collins, Manager of Trillium Delle LLC HOLDER: CITY OF GALESBURG By: _____________________________________________ Authorized Signer for City of Galesburg By: _____________________________________________ Authorized Signer for City of Galesburg LENDER: MORTON COMMUNITY BANK X _____________________________________________ Don Schwegel, Community Banker 4823-3653-6783, v. 2 _________________________________________________________________ LIMITED LIABILITY COMPANY ACKNOWLEDGMENT STATE OF ___________________________________ ) ) SS COUNTY OF ___________________________________ ) On this _____________________ day of ____________________________, __________ before me, the undersigned Notary Public, personally appeared Richard K Collins, Manager of Trillium Delle LLC and Nicole M Collins, Manager of Trillium Delle LLC, and known to me to be members or designated agents of the limited liability company that executed the Subordination of Agreements and acknowledged the Subordination to be the free and voluntary act and deed of the limited liability company, by authority of statute, its articles of organization or its operating agreement, for the uses and purposes therein mentioned, and on oath stated that they are authorized to execute this Subordination and in fact executed the Subordination on behalf of the limited liability company. By______________________________________________________ Residing at ____________________________________________________ Notary Public in and for the State of __________________________ My commission expires ____________________________________ _________________________________________________________________ _________________________________________________________________ GOVERNMENT ACKNOWLEDGMENT STATE OF ___________________________________ ) ) SS COUNTY OF ___________________________________ ) On this _____________________ day of ____________________________, __________ before me, the undersigned Notary Public, personally appeared __________________________________________________________________________________________________________________ , and known to me to be (an) authorized agent(s) of the governmental entity that executed the Subordination of Agreements and acknowledged the Subordination to be the free and voluntary act and deed of the governmental entity, by authority of its enabling laws or by resolution of its governing body, for the uses and purposes therein mentioned, and on oath stated that he or she/they is/are authorized to execute this Subordination and in fact executed the Subordination on behalf of the governmental entity. By______________________________________________________ Residing at ____________________________________________________ Notary Public in and for the State of __________________________ My commission expires ____________________________________ _________________________________________________________________ 4823-3653-6783, v. 2 LENDER ACKNOWLEDGMENT STATE OF ___________________________________ ) ) SS COUNTY OF ___________________________________ ) On this _____________________ day of ____________________________, __________ before me, the undersigned Notary Public, personally appeared Don Schwegel and known to me to be the Community Banker, authorized agent for Morton Community Bank that executed the within and foregoing instrument and acknowledged said instrument to be the free and voluntary act and deed of Morton Community Bank, duly authorized by Morton Community Bank through its board of directors or otherwise, for the uses and purposes therein mentioned, and on oath stated that he or she is authorized to execute this said instrument and in fact executed this said instrument on behalf of Morton Community Bank. By______________________________________________________ Residing at ____________________________________________________ Notary Public in and for the State of __________________________ My commission expires ____________________________________ ________________________________________________________________________ ________________________________________________________________________ LaserPro, Ver. 20.2.0.143 Copr. Finastra USA Corporation 1997, 2020. All Rights Reserved. - IL D:\HARLAND\CFI\LPL\G211.FC TR-48971 PR-14 (M) CITY OF GALESBURG City Clerk Memo Operating Under Council – Manager Government Since 1957 ______________________________________________________________________________ TO: City Council FROM: Mayor John Pritchard DATE: November 16, 2020 SUBJECT: New Commission Appointments COMMISSION TERM EXPIRES Youth Commission Ashley Moore December 2023 Courtney Wallace December 2023 Prepared by: KRB Page 1 of 1 20-6005 User: Printed:11/10/2020 - 2:35PM tmiller Transactions by Account Batch:00014.11.2020 Accounts Payable Account Number Vendor AmountDescription PO NoDate 001-0000-10407-00 Amanda Jennings Cell Phone Allow - AJennings 19.50 19.5010/31/2020 001-0000-10407-00 Illinois Fire Safety Alliance Dale May Memorials 17.50 17.5011/10/2020 001-0000-10407-00 Stratus Networks, Inc 11/20 Service - Election 37.02 37.0211/10/2020 001-0000-10407-00 Stratus Networks, Inc 11/20 Service - General Assistance 39.49 39.4911/10/2020 001-0000-10407-00 Stratus Networks, Inc 11/20 Service - Teen Court 12.35 12.3511/10/2020 001-0000-10407-00 Stratus Networks, Inc 11/20 Service - Township Assessor 69.93 69.9311/10/2020 001-0000-10407-00 Stratus Networks, Inc 11/20 Service 469.62 469.6211/10/2020 001-0000-10701-00 Supreme Radio Communications, Inc.01/21 Maint of Equip 1,637.55 1,637.5511/10/2020 001-0000-10701-00 Supreme Radio Communications, Inc.01/21 Maint of Equip 1,022.50 1,022.5011/10/2020 001-0000-10701-00 Supreme Radio Communications, Inc.01/21 Maint of Equip 967.50 967.5011/10/2020 001-0000-10801-00 Nichols Diesel Service, Inc.Fuel filters 236.88 236.8810/31/2020 001-0000-10801-00 Nichols Diesel Service, Inc.Wiper arms 33.48 33.4810/31/2020 001-0000-10801-00 Napa Auto Parts Backup alarm 28.12 28.1211/10/2020 001-0000-10802-00 Herr Petroleum Corp 4199 gal diesel #2, 1800 gal diesel #1 11,000.70 0000091583 11,000.7011/10/2020 001-0000-10802-00 Herr Petroleum Corp 6003 gal reg n/l eith 9,877.51 0000091583 9,877.5111/10/2020 001-0000-37900-00 Stratus Networks, Inc 11/20 Service -14.44-14.4411/10/2020 $25,455.21Subtotal for Division: 0000 001-0105-54000-00 Stratus Networks, Inc 11/20 Service 11.23 11.2311/10/2020 001-0105-54000-00 Bradley Hix Cell Phone Allowance 39.00 39.0010/31/2020 001-0105-54000-00 Wayne Allen Internet Allowance 30.00 30.0010/31/2020 $80.23Subtotal for Division: 0105 001-0110-54000-00 Stratus Networks, Inc 11/20 Service 30.68 30.6811/10/2020 001-0110-54000-00 Todd Thompson Cell Phone Allowance 39.00 39.0010/31/2020 $69.68Subtotal for Division: 0110 001-0115-54000-00 Kelli Bennewitz Cell Phone Allowance 39.00 39.0010/31/2020 AP-Transactions by Account (11/10/2020 - 2:35 PM)Page 1 20-8021 Account Number Vendor AmountDescription PO NoDate 001-0115-54000-00 Stratus Networks, Inc 11/20 Service 67.39 67.3911/10/2020 $106.39Subtotal for Division: 0115 001-0120-54000-00 Stratus Networks, Inc 11/20 Service 22.46 22.4611/10/2020 $22.46Subtotal for Division: 0120 001-0145-51000-00 Petentler Investigations Summons 55.50 55.5011/10/2020 001-0145-51000-00 Timothy J Slavin 09/20 Mediation 1,849.59 1,849.5911/10/2020 001-0145-54000-00 Stratus Networks, Inc 11/20 Service 11.23 11.2311/10/2020 001-0145-54000-00 Bradley Nolden Cell Phone Allowance 39.00 39.0010/31/2020 $1,955.32Subtotal for Division: 0145 001-0160-51500-00 Register Mail, Inc.Notice to bidders #2014022 126.14 126.1411/10/2020 001-0160-59516-00 Jeffrey R Cervantez 10/20 AV Services for City Meetings 230.00 230.0011/10/2020 001-0160-59521-00 Knox County Humane Society 12/20 Animal Control Contract 20,698.00 0000091576 20,698.0011/10/2020 001-0160-59523-00 Galesburg Downtown Council 2019 Property Tax Levy Pmt - Maint 284.35 284.3511/10/2020 001-0160-59523-00 Galesburg Downtown Council 2019 Property Tax Levy Pmt - Addl Maint 426.52 426.5211/10/2020 $21,765.01Subtotal for Division: 0160 001-0205-54000-00 Stratus Networks, Inc 11/20 Service 101.09 101.0911/10/2020 001-0205-54000-00 Gloria Osborn Cell Phone Allowance 39.00 39.0010/31/2020 $140.09Subtotal for Division: 0205 001-0207-54000-00 Lewis Doney II Cell Phone Allowance 39.00 39.0010/31/2020 001-0207-54000-00 Oneida Network Services, Inc 11/20 Internet - Kerzi 50.00 50.0011/10/2020 001-0207-54000-00 Kerzi Peterson Cell Phone Allowance 39.00 39.0010/31/2020 001-0207-54000-00 Stratus Networks, Inc 11/20 Service 33.69 33.6911/10/2020 001-0207-54000-00 Orlando Lucero Cell Phone Allowance 39.00 39.0010/31/2020 $200.69Subtotal for Division: 0207 001-0305-54000-00 Stratus Networks, Inc 11/20 Service 39.31 39.3111/10/2020 $39.31Subtotal for Division: 0305 001-0306-54000-00 Richard Slagel Cell Phone Allowance 33.00 33.0010/31/2020 001-0306-54000-00 Rory Speidel Cell Phone Allowance 33.00 33.0010/31/2020 001-0306-54000-00 Stratus Networks, Inc 11/20 Service 95.47 95.4711/10/2020 001-0306-54000-00 Robert Elsbury Cell Phone Allowance 33.00 33.0010/31/2020 AP-Transactions by Account (11/10/2020 - 2:35 PM)Page 2 Account Number Vendor AmountDescription PO NoDate 001-0306-55400-00 Werner Restoraton Services, Inc.Board up 1214 E Berrien 172.02 172.0211/10/2020 001-0306-55400-00 Kendall Zimmerman Pick up trash/debris - 787 E South St 80.00 80.0011/10/2020 001-0306-55400-00 Kendall Zimmerman Pick up trash/debris, dispose of tires - 1625 E Fremont 819.60 819.6011/10/2020 001-0306-55400-00 Werner Restoraton Services, Inc.Board up 739 Peck 557.50 557.5011/10/2020 001-0306-55400-00 Kendall Zimmerman Pickup and remove trash from outside storage - 764 N Farnham St 250.00 250.0011/10/2020 001-0306-55400-00 Werner Restoraton Services, Inc.Board up 475 W Brooks 304.50 304.5011/10/2020 001-0306-55400-00 Werner Restoraton Services, Inc.Board up 437 Clark 223.52 223.5211/10/2020 001-0306-55400-00 Werner Restoraton Services, Inc.Board up 1150 W Carl Sandburg Dr 603.86 603.8611/10/2020 001-0306-55400-00 Kendall Zimmerman Cut down tall weeds and trees - 1215 E Losey St 80.00 80.0011/10/2020 001-0306-55400-00 Kendall Zimmerman Mowing - 133 Edwards 150.00 150.0011/10/2020 001-0306-55400-00 Kendall Zimmerman Cut down tall weeds and trees - 543 Liberty 255.00 255.0011/10/2020 001-0306-55400-00 Kendall Zimmerman Pick up trash/debris - 437 Clark 225.00 225.0011/10/2020 001-0306-55400-00 Kendall Zimmerman Cut down tall weeds and trees - 334 N Chambers 50.00 50.0011/10/2020 001-0306-55400-00 Kendall Zimmerman Pickup and remove trash from outside storage - 481 E Third St 400.00 400.0011/10/2020 001-0306-55400-00 Kendall Zimmerman Pick up trash/debris - 844 Arnold 75.00 75.0011/10/2020 001-0306-55400-00 Werner Restoraton Services, Inc.Board up 213 Pine 1,165.00 1,165.0011/10/2020 $5,605.47Subtotal for Division: 0306 001-0410-54000-00 Wayne Carl Cell Phone Allowance 33.00 33.0010/31/2020 001-0410-54000-00 Jamie West Cell Phone Allowance 33.00 33.0010/31/2020 001-0410-54000-00 Aaron Gavin Cell Phone Allowance 33.00 33.0010/31/2020 001-0410-54000-00 Brian Vorva Cell Phone Allowance 33.00 33.0010/31/2020 001-0410-54000-00 Malinda Davis Cell Phone Allowance 33.00 33.0010/31/2020 001-0410-54000-00 Stratus Networks, Inc 11/20 Service 89.85 89.8511/10/2020 $254.85Subtotal for Division: 0410 001-0445-52500-00 Galesburg Sanitary Dist.09/20 Sewer User Charges 6.11 6.1111/10/2020 001-0445-54000-00 Stratus Networks, Inc 11/20 Service 47.13 47.1311/10/2020 001-0445-55700-00 Four Seasons Pest Control 10/20 Service 15.00 15.0011/10/2020 001-0445-57500-00 Aramark Uniform Serv. Inc.11/20 Service 48.16 48.1611/10/2020 001-0445-57500-00 Aramark Uniform Serv. Inc.10/20 Service 50.46 50.4611/10/2020 001-0445-57500-00 Aramark Uniform Serv. Inc.10/20 Service 50.46 50.4611/10/2020 001-0445-63000-00 Kimball Midwest Cleaner 103.80 103.8011/10/2020 001-0445-63000-00 Advance Auto Parts Adhesive remover 29.42 29.4211/10/2020 001-0445-63000-00 Advance Auto Parts Razor blades 2.76 2.7611/10/2020 001-0445-63000-00 Kimball Midwest Drill bits 56.64 56.6411/10/2020 001-0445-63000-00 Napa Auto Parts Cable ties 34.47 34.4711/10/2020 001-0445-66500-00 Napa Auto Parts Carlyle booster pack 339.00 339.0011/10/2020 $783.41Subtotal for Division: 0445 AP-Transactions by Account (11/10/2020 - 2:35 PM)Page 3 Account Number Vendor AmountDescription PO NoDate 001-0450-52500-00 Galesburg Sanitary Dist.09/20 Sewer User Charges 61.11 61.1111/10/2020 001-0450-54000-00 Stratus Networks, Inc 11/20 Service 41.92 41.9211/10/2020 001-0450-54000-00 Justin McNaught Cell Phone Allowance 33.00 33.0010/31/2020 001-0450-54000-00 JR Knaack Cell Phone Allowance 33.00 33.0010/31/2020 $169.03Subtotal for Division: 0450 001-0505-51000-00 Stanard & Associates, Inc Battalion Chief Assessment Center 5,463.04 0000091633 5,463.0411/10/2020 001-0505-67000-00 Stanard & Associates, Inc Entry level firefighter selection test 475.00 475.0011/10/2020 $5,938.04Subtotal for Division: 0505 001-0510-52500-00 Galesburg Sanitary Dist.09/20 Sewer User Charges 3.06 3.0611/10/2020 001-0510-54000-00 Russell Idle Cell Phone Allowance 39.00 39.0010/31/2020 001-0510-54000-00 Kevin Legate Cell Phone Allowance 33.00 33.0010/31/2020 001-0510-54000-00 Steffanie Cromien Cell Phone Allowance 33.00 33.0010/31/2020 001-0510-54000-00 Ryne Sage Cell Phone Allowance 33.00 33.0010/31/2020 001-0510-54000-00 Jason Shaw Cell Phone Allowance 33.00 33.0010/31/2020 001-0510-54000-00 Daniel Hostens Cell Phone Allowance 33.00 33.0010/31/2020 001-0510-54000-00 Bryan Anderson Cell Phone Allowance 33.00 33.0010/31/2020 001-0510-54000-00 William T. Boynton Cell Allowance 33.00 33.0010/31/2020 001-0510-54000-00 Stratus Networks, Inc 11/20 Service 226.83 226.8311/10/2020 001-0510-54000-00 Darrin Worsfold Cell Phone Allowance 33.00 33.0010/31/2020 001-0510-54500-00 Paul Vannaken Fuel - FBI Internal Affairs - Sprfld - PVannaken 27.00 27.0011/10/2020 001-0510-54500-00 Kevin Legate Fuel - Police Firearm Instructor Course-Chmpgn-KLegate 28.00 28.0011/10/2020 001-0510-55500-00 Supreme Radio Communications, Inc.11/20-12/20 Maint of Equip 3,275.10 3,275.1011/10/2020 001-0510-55500-00 Supreme Radio Communications, Inc.11/20-12/20 Maint of Equip 1,935.00 1,935.0011/10/2020 001-0510-57000-00 Envision Insurance Group Bond - RSage 30.00 30.0011/10/2020 001-0510-57000-00 Envision Insurance Group Bond - PKisler 30.00 30.0011/10/2020 001-0510-62500-00 Yemm Ford, Inc Trans fluid #23 63.24 63.2411/10/2020 001-0510-62500-00 Yemm Ford, Inc Muffler #24 550.50 550.5011/10/2020 001-0510-62500-00 Napa Auto Parts Alternator #24 340.65 340.6511/10/2020 001-0510-66500-00 Intoximeters, Inc Dry gas 205.25 205.2511/10/2020 001-0510-67500-00 Ray O'Herron Co., Inc.Dlx trpcl shirt - NLewis 85.98 85.9811/10/2020 001-0510-67500-00 Ray O'Herron Co., Inc.Navy dress coat, navy pants - DHostens 265.91 265.9111/10/2020 001-0510-67500-00 Ray O'Herron Co., Inc.Navy pants, Dlx trpcl shirts - DWorsfold 222.97 222.9711/10/2020 001-0510-67500-00 Ray O'Herron Co., Inc.2 pr navy pants - BCarr 177.98 177.9811/10/2020 001-0510-67500-00 Midwest Uniform Supply, Inc Tactical pants - Winbigler 39.99 39.9911/10/2020 001-0510-67500-00 Ray O'Herron Co., Inc.3 pr navy pants - RCampbell 275.94 275.9411/10/2020 001-0510-67500-00 PH&S Products, LLC Gloves 280.00 280.0011/10/2020 $8,366.40Subtotal for Division: 0510 AP-Transactions by Account (11/10/2020 - 2:35 PM)Page 4 Account Number Vendor AmountDescription PO NoDate 001-0550-54000-00 Amanda Jennings Cell Allowance 19.50 19.5010/31/2020 001-0550-54000-00 Stratus Networks, Inc 11/20 Service 100.27 100.2711/10/2020 001-0550-54000-00 Cameron Lemaster Cell Phone Allowance 39.00 39.0010/31/2020 001-0550-61000-00 Office Specialists, Inc.Paper 164.50 164.5011/10/2020 001-0550-61000-00 Office Specialists, Inc.Folders, envelopes 92.95 92.9511/10/2020 001-0550-61000-00 Office Specialists, Inc.Envelope moistener, tape dispenser 16.82 16.8211/10/2020 001-0550-61000-00 Office Specialists, Inc.Toner 151.04 151.0411/10/2020 001-0550-67500-00 Midwest Uniform Supply, Inc Masks 90.00 90.0011/10/2020 $674.08Subtotal for Division: 0550 001-0605-52500-00 Galesburg Sanitary Dist.09/20 Sewer User Charges 73.33 73.3311/10/2020 001-0605-54000-00 Stratus Networks, Inc 11/20 Service 261.11 261.1111/10/2020 001-0605-54000-00 Derek Perry Cell Phone Allowance 33.00 33.0010/31/2020 001-0605-54000-00 Randy Hovind Cell Phone Allowance 39.00 39.0010/31/2020 001-0605-54000-00 David Farrell Cell Phone Allowance 33.00 33.0010/31/2020 001-0605-54000-00 Bradley Stevenson Cell Phone Allowance 33.00 33.0010/31/2020 001-0605-55500-00 Supreme Radio Communications, Inc.11/20-12/20 Maint of Equip 2,045.00 2,045.0011/10/2020 001-0605-55700-00 Four Seasons Pest Control 10/20 Service 15.00 15.0011/10/2020 001-0605-55700-00 Four Seasons Pest Control 10/20 Service 15.00 15.0011/10/2020 001-0605-55700-00 Four Seasons Pest Control 10/20 Service 20.00 20.0011/10/2020 001-0605-62500-00 MFC Hose #54 14.82 14.8211/10/2020 001-0605-62500-00 Yemm Ford, Inc Oil pan #55 46.81 46.8111/10/2020 001-0605-62500-00 Alexis Fire Equipment Co., Inc.VDC module #51 745.90 745.9011/10/2020 001-0605-62500-00 Advance Auto Parts Oil fitler #55 8.98 8.9811/10/2020 001-0605-65000-00 Office Specialists, Inc.Detergent 97.52 97.5211/10/2020 001-0605-65000-00 Office Specialists, Inc.Towels, jumbo tissue 78.03 78.0311/10/2020 001-0605-65000-00 Office Specialists, Inc.Facial tissue 18.75 18.7511/10/2020 001-0605-66000-00 Galesburg Electric, Inc.Blubs 23.34 23.3411/10/2020 001-0605-66000-00 Galesburg Electric, Inc.PVC 26.54 26.5411/10/2020 001-0605-66500-00 Galesburg Electric, Inc.Fan, cable cutter, pliers 144.13 144.1311/10/2020 001-0605-66500-00 Alexis Fire Equipment Co., Inc.Reflective straps, radio holder 73.00 73.0011/10/2020 001-0605-67500-00 Midwest Uniform Supply, Inc Perf tees, ball caps - Lenz 127.50 127.5011/10/2020 001-0605-67500-00 Midwest Uniform Supply, Inc Jobshirt - Cypert 74.99 74.9911/10/2020 001-0605-67500-00 Midwest Uniform Supply, Inc Stocking cap - Gleason 10.00 10.0011/10/2020 001-0605-67500-00 Midwest Uniform Supply, Inc Stocking cap logo - Gleason 2.00 2.0011/10/2020 001-0605-67500-00 Midwest Uniform Supply, Inc Jobshirt, perf tees, SS crewneck - BJohnson 126.48 126.4811/10/2020 001-0605-67500-00 Midwest Uniform Supply, Inc RIP stop EMS - BJohnson 119.98 119.9811/10/2020 001-0605-67500-00 Midwest Uniform Supply, Inc Perf tees, SS crewnecks- Nelson 249.97 249.9711/10/2020 001-0605-67500-00 Midwest Uniform Supply, Inc Polos, jobshirt - AODaniel 161.97 161.9711/10/2020 001-0605-67500-00 Alexis Fire Equipment Co., Inc.Gloves 84.00 84.0011/10/2020 $4,802.15Subtotal for Division: 0605 AP-Transactions by Account (11/10/2020 - 2:35 PM)Page 5 Account Number Vendor AmountDescription PO NoDate 001-0630-52500-00 Galesburg Sanitary Dist.09/20 Sewer User Charges 3.06 3.0611/10/2020 $3.06Subtotal for Division: 0630 $76,430.88Subtotal for Fund: 001 013-0000-20103-00 JC Dillion Inc - Syrberus Retainage - Lead Service Line Replacement - Rnd 4 -25,164.50-25,164.5011/10/2020 013-0000-83100-00 JC Dillion Inc - Syrberus Lead Service Line Replacement - Rnd 4 251,645.00 0000091640 251,645.0011/10/2020 $226,480.50Subtotal for Division: 0000 $226,480.50Subtotal for Fund: 013 014-0000-51000-00 Geotechnics Consultant engineering services for asphalt and concrete materia 542.25 0000091627 542.2511/10/2020 014-0000-51000-00 Western Illinois Regional Council Professional & Technical services for the grant to reconstruct P 7,500.00 0000091764 7,500.0011/10/2020 014-0000-52000-00 Ameren Illinois 10/20 Electricity #9048316063 35.08 35.0810/31/2020 014-0000-62500-00 Mack Sales & Service of Morton Rear brake shoes, air dryer #114 352.00 352.0011/10/2020 014-0000-62500-00 Centre State International Trucks, Inc Dust shield #114 99.32 99.3211/10/2020 014-0000-62500-00 Advance Auto Parts Oil filer #114 23.30 23.3011/10/2020 014-0000-62500-00 Napa Auto Parts Cutoff wheel #114 8.99 8.9911/10/2020 014-0000-62500-00 Napa Auto Parts Drill bit #114 16.96 16.9611/10/2020 014-0000-62500-00 Nichols Diesel Service, Inc.Slack adjuster #114 103.30 103.3011/10/2020 014-0000-62500-00 Nichols Diesel Service, Inc.Union #114 7.46 7.4611/10/2020 014-0000-62500-00 Pomp's Tire - Galesburg Tires #114 1,073.00 1,073.0011/10/2020 014-0000-62500-00 Koenig Body & Equipment, Inc.Valve body #114 2,186.72 2,186.7211/10/2020 014-0000-62500-00 Mack Sales & Service of Morton Brake shoes core #114 48.00 48.0011/10/2020 014-0000-62500-00 Nichols Diesel Service, Inc.Fuel pressure sensor #114 122.98 122.9810/31/2020 014-0000-78010-00 Lee Hood Academy Street road reconstruction 16,870.29 0000091435 16,870.2911/10/2020 $28,989.65Subtotal for Division: 0000 $28,989.65Subtotal for Fund: 014 016-0000-54000-00 Paul Vannaken Cell Phone Allowance 33.00 33.0010/31/2020 016-0000-54000-00 Lane Mings Cell Phone Allowance 33.00 33.0010/31/2020 016-0000-54000-00 Travis Smith Cell Phone Allowance 33.00 33.0010/31/2020 016-0000-54000-00 Mark McLaughlin Cell Allowance 33.00 33.0010/31/2020 016-0000-61800-00 Office Specialists, Inc.Refund of labor -225.00-225.0011/10/2020 016-0000-61800-00 Office Specialists, Inc.Labor correction for install of desk and chair on 1088661-0 225.00 225.0011/10/2020 016-0000-62500-00 Southern Computer Warehouse Smart rack wall mount enclosure 308.80 308.8011/10/2020 AP-Transactions by Account (11/10/2020 - 2:35 PM)Page 6 Account Number Vendor AmountDescription PO NoDate $440.80Subtotal for Division: 0000 $440.80Subtotal for Fund: 016 018-0000-52000-00 Ameren Illinois 10/20 Electricity #2553132016 149.92 149.9210/31/2020 018-0000-55500-00 Martin Equipment of Illinois, Inc.Service to correct hard start #125 3,316.68 3,316.6811/10/2020 018-0000-62500-00 Advance Auto Parts Fuel filter #131 20.64 20.6411/10/2020 $3,487.24Subtotal for Division: 0000 $3,487.24Subtotal for Fund: 018 019-0000-33385-00 Knox County Cattlemens Association Reissue rfnd of alcohol security deposit-2/15/20 Pavilion rental 300.00 300.0011/10/2020 $300.00Subtotal for Division: 0000 019-1905-51500-00 WMOI - FM Radio ads 250.00 250.0011/10/2020 019-1905-54000-00 Anthony Oligney-Estill Cell Phone Allowance 39.00 39.0010/31/2020 019-1905-54000-00 Stratus Networks, Inc 11/20 Service 56.16 56.1611/10/2020 019-1905-54000-00 Chelsea Moberg Cell Phone Allowance 33.00 33.0010/31/2020 019-1905-54000-00 Lauren Dynes Cell Allowance 33.00 33.0010/31/2020 019-1905-59511-00 Galesburg Tourism Fund 10/20 Tourism Agreement 15,833.33 15,833.3311/10/2020 $16,244.49Subtotal for Division: 1905 019-1910-52500-00 Galesburg Sanitary Dist.09/20 Sewer User Charges 48.89 48.8911/10/2020 019-1910-54000-00 Stratus Networks, Inc 11/20 Service 19.45 19.4511/10/2020 019-1910-55700-00 Four Seasons Pest Control 10/20 Service 30.00 30.0011/10/2020 019-1910-66000-00 Galesburg Electric, Inc.Misc supplies 5.41 5.4111/10/2020 $103.75Subtotal for Division: 1910 019-1911-52500-00 Galesburg Sanitary Dist.09/20 Sewer User Charges 100.83 100.8311/10/2020 019-1911-54000-00 Stratus Networks, Inc 11/20 Service 77.81 77.8111/10/2020 019-1911-55700-00 Helm Mechanical / Helm Service Misc service 645.00 645.0011/10/2020 019-1911-55700-00 Four Seasons Pest Control 10/20 Service 30.00 30.0011/10/2020 019-1911-57500-00 Aramark Uniform Serv. Inc.11/20 Service 15.00 15.0011/10/2020 019-1911-57500-00 Aramark Uniform Serv. Inc.10/20 Service 15.00 15.0011/10/2020 019-1911-65000-00 Office Specialists, Inc.Sanitizer 133.46 133.4611/10/2020 $1,017.10Subtotal for Division: 1911 AP-Transactions by Account (11/10/2020 - 2:35 PM)Page 7 Account Number Vendor AmountDescription PO NoDate 019-1915-52500-00 Galesburg Sanitary Dist.09/20 Sewer User Charges 7,253.35 7,253.3511/10/2020 019-1915-54000-00 Travis Huffman Cell Phone Allowance 33.00 33.0010/31/2020 019-1915-54000-00 Jason Asbury Cell Phone Allowance 33.00 33.0010/31/2020 019-1915-54000-00 Michael Markley Cell Phone Allowance 33.00 33.0010/31/2020 019-1915-54000-00 Don Miles Cell Phone Allowance 33.00 33.0010/31/2020 019-1915-54000-00 Stratus Networks, Inc 11/20 Service 41.92 41.9211/10/2020 019-1915-55500-00 Martin Sullivan, Inc Repair deductible #525 500.00 500.0011/10/2020 019-1915-56000-00 Terry Allen, Inc Pickard Road - Toilet Rental 75.00 0000091586 75.0011/10/2020 019-1915-57500-00 Aramark Uniform Serv. Inc.11/20 Service 45.40 45.4011/10/2020 019-1915-57500-00 Aramark Uniform Serv. Inc.10/20 Service 45.40 45.4011/10/2020 019-1915-62500-00 Pomp's Tire - Galesburg Tire #531 112.50 112.5011/10/2020 019-1915-62500-00 Advance Auto Parts Fuel filter #572 14.76 14.7611/10/2020 019-1915-62500-00 Altorfer Inc.Fender bracket #507 596.19 596.1911/10/2020 019-1915-62500-00 Yemm Ford, Inc Glow plug relay #572 70.88 70.8811/10/2020 019-1915-62500-00 Pomp's Tire - Galesburg Tire #503 205.00 205.0011/10/2020 $9,092.40Subtotal for Division: 1915 019-1920-52500-00 Galesburg Sanitary Dist.09/20 Sewer User Charges 45.83 45.8311/10/2020 019-1920-54000-00 Bryan Luedtke Cell Phone Allowance 33.00 33.0010/31/2020 019-1920-54000-00 Stratus Networks, Inc 11/20 Service 30.68 30.6811/10/2020 019-1920-55500-00 LTL Partners, Inc Toro green units 255.00 255.0011/10/2020 019-1920-57500-00 Aramark Uniform Serv. Inc.10/20 Service 7.00 7.0011/10/2020 019-1920-57500-00 Aramark Uniform Serv. Inc.11/20 Service 7.00 7.0011/10/2020 019-1920-63500-00 Helena Agri-Enterprises, Inc 4 gal Tebuconazole 232.00 232.0011/10/2020 019-1920-64000-00 HORNUNG'S GOLF PRODUCTS, INC Misc supplies 329.75 329.7511/10/2020 019-1920-64000-00 HORNUNG'S GOLF PRODUCTS, INC Misc supplies 300.53 300.5311/10/2020 $1,240.79Subtotal for Division: 1920 019-1925-52500-00 Galesburg Sanitary Dist.09/20 Sewer User Charges 113.05 113.0511/10/2020 019-1925-54000-00 Stratus Networks, Inc 11/20 Service 11.23 11.2311/10/2020 019-1925-56000-00 Terry Allen, Inc Campground - Toilet Rental 360.00 0000091586 360.0011/10/2020 $484.28Subtotal for Division: 1925 019-1935-52500-00 Galesburg Sanitary Dist.09/20 Sewer User Charges 39.72 39.7211/10/2020 019-1935-54000-00 Stratus Networks, Inc 11/20 Service 44.93 44.9311/10/2020 019-1935-57500-00 Aramark Uniform Serv. Inc.10/20 Service 176.90 176.9011/10/2020 019-1935-57500-00 Aramark Uniform Serv. Inc.11/20 Service 176.90 176.9011/10/2020 $438.45Subtotal for Division: 1935 AP-Transactions by Account (11/10/2020 - 2:35 PM)Page 8 Account Number Vendor AmountDescription PO NoDate 019-1945-52500-00 Galesburg Sanitary Dist.09/20 Sewer User Charges 6.11 6.1111/10/2020 019-1945-55700-00 Howe Overhead Doors, Inc.Cleaned out wall button from bugs 120.00 120.0011/10/2020 019-1945-66000-00 Galesburg Electric, Inc.Misc supplies 102.17 102.1711/10/2020 019-1945-66000-00 Galesburg Electric, Inc.Misc supplies 20.52 20.5211/10/2020 $248.80Subtotal for Division: 1945 019-1950-52500-00 Galesburg Sanitary Dist.09/20 Sewer User Charges 6.11 6.1111/10/2020 019-1950-54000-00 Stratus Networks, Inc 11/20 Service 11.23 11.2311/10/2020 $17.34Subtotal for Division: 1950 019-1955-52500-00 Galesburg Sanitary Dist.09/20 Sewer User Charges 45.83 45.8311/10/2020 019-1955-55700-00 J.P. Benbow, Inc.Remove and install butterfly valve 383.30 383.3011/10/2020 019-1955-55700-00 J.P. Benbow, Inc.Start up steam boiler 98.00 98.0011/10/2020 $527.13Subtotal for Division: 1955 019-1965-51000-00 Lacky Monument Co.Dates of passing 1,750.00 1,750.0011/10/2020 019-1965-52500-00 Galesburg Sanitary Dist.09/20 Sewer User Charges 6.11 6.1111/10/2020 019-1965-54000-00 Aaron Young Cell Phone Allowance 33.00 33.0010/31/2020 019-1965-55700-00 Four Seasons Pest Control 10/20 Service 20.00 20.0011/10/2020 019-1965-57500-00 Aramark Uniform Serv. Inc.10/20 Service 29.98 29.9811/10/2020 019-1965-57500-00 Aramark Uniform Serv. Inc.11/20 Service 32.28 32.2811/10/2020 019-1965-59300-00 Getz Fire Equipment Co., Inc.First aid supplies 77.80 77.8011/10/2020 $1,949.17Subtotal for Division: 1965 019-1975-52500-00 Galesburg Sanitary Dist.09/20 Sewer User Charges 3.06 3.0611/10/2020 019-1975-55700-00 Midland-Davis Corporation 2020 Summer Brush Clean Up 1,715.25 0000091748 1,715.2511/10/2020 $1,718.31Subtotal for Division: 1975 $33,382.01Subtotal for Fund: 019 020-0000-55700-00 Howe Overhead Doors, Inc.Installed 3 Lift Master operator heads w/break 3,750.00 3,750.0011/10/2020 $3,750.00Subtotal for Division: 0000 $3,750.00Subtotal for Fund: 020 AP-Transactions by Account (11/10/2020 - 2:35 PM)Page 9 Account Number Vendor AmountDescription PO NoDate 024-0000-52000-00 Ameren Illinois 10/20 Electricity #5244167035 42.75 42.7510/31/2020 024-0000-52000-00 Ameren Illinois 10/20 Electricity #5346260034 39.97 39.9710/31/2020 024-0000-52300-00 Ameren Illinois 10/20 Heat #3293493011 65.82 65.8210/31/2020 $148.54Subtotal for Division: 0000 $148.54Subtotal for Fund: 024 030-0320-52500-00 Galesburg Sanitary Dist.09/20 Sewer User Charges 23.83 23.8311/10/2020 030-0320-54000-00 Stratus Networks, Inc 11/20 Service 38.91 38.9111/10/2020 030-0320-55700-00 AMP Electrical Services, Inc.Unplugged drain 29.18 29.1810/31/2020 030-0320-66000-00 Galesburg Electric, Inc.Bulbs, wire 11.40 11.4010/31/2020 $103.32Subtotal for Division: 0320 030-0370-52500-00 Galesburg Sanitary Dist.09/20 Sewer User Charges 55.61 55.6111/10/2020 030-0370-54000-00 Stratus Networks, Inc 11/20 Service 109.25 109.2511/10/2020 030-0370-55500-00 Getz Fire Equipment Co., Inc.Vehicle system inspection 2,178.00 2,178.0010/31/2020 030-0370-55500-00 Safetylane Equipment Corp.Inground hoist repair 1,794.20 1,794.2010/31/2020 030-0370-55700-00 AMP Electrical Services, Inc.Unplugged drain 68.07 68.0710/31/2020 030-0370-57500-00 Cintas, Inc 10/20 Service 140.42 140.4210/31/2020 030-0370-62500-00 Eastern Iowa Tire Tires 549.40 549.4010/31/2020 030-0370-62500-00 Gillig Transmission oil 1,544.21 1,544.2110/31/2020 030-0370-62500-00 Gillig Spring assys 101.94 101.9410/31/2020 030-0370-62500-00 Mack Sales & Service of Morton Replacement cartridges 185.80 185.8010/31/2020 030-0370-62500-00 Napa Auto Parts Oil filters 27.24 27.2410/31/2020 030-0370-62500-00 Napa Auto Parts Stripe off wheel kit 42.49 42.4910/31/2020 030-0370-62500-00 Napa Auto Parts Stripe off wheel kit 46.49 46.4910/31/2020 030-0370-62510-00 Herr Petroleum Corp 508.6 gal diesel #2, 221 gal reg unleaded 1,296.72 0000091709 1,296.7210/31/2020 030-0370-62510-00 Herr Petroleum Corp 776.6 diesel #2, 307 gal reg unleaded 1,958.28 0000091709 1,958.2810/31/2020 030-0370-62510-00 Herr Petroleum Corp 769 gal diesel #2, 297.4 gal reg unleaded 1,918.39 0000091709 1,918.3910/31/2020 030-0370-65500-00 Napa Auto Parts Fuel tank treatment 30.98 30.9810/31/2020 030-0370-66500-00 Galesburg Electric, Inc.Bulbs, wire 4.89 4.8910/31/2020 030-0370-66500-00 Napa Auto Parts Cable ties 16.49 16.4910/31/2020 030-0370-66500-00 Napa Auto Parts Heat gun 122.30 122.3010/31/2020 030-0370-66500-00 Napa Auto Parts Blade 3.64 3.6410/31/2020 $12,194.81Subtotal for Division: 0370 $12,298.13Subtotal for Fund: 030 049-0000-55700-00 Otto Baum Company, Inc Repairs to wall at 120 E Main Street as per agreed upon work. 6,885.00 0000091760 6,885.0011/10/2020 AP-Transactions by Account (11/10/2020 - 2:35 PM)Page 10 Account Number Vendor AmountDescription PO NoDate 049-0000-83100-00 MEA on Main, LLC TIF Incentive Reimbursement per agreement 3,500.00 3,500.0011/10/2020 049-0000-83100-00 La Cantinita LLC TIF Incentive Reimbursement per agreement 23,867.12 23,867.1211/10/2020 $34,252.12Subtotal for Division: 0000 $34,252.12Subtotal for Fund: 049 053-0000-20103-00 Hein Construction Co, Inc Retainage - rehab existing storage building for inside storage -38,076.27-38,076.2711/10/2020 053-0000-55700-00 Mangieri Electric, Inc Electrical work for PSB elevator upgrade 9,685.00 0000091597 9,685.0011/10/2020 053-0000-71000-00 Mechanical Service Inc.Replace City Hall Boiler as per Bid Proposal 40,990.00 0000091712 40,990.0011/10/2020 053-0000-76000-00 Hein Construction Co, Inc Rehabilitation of an existing storage building for inside storag 380,762.70 0000091682 380,762.7011/10/2020 $393,361.43Subtotal for Division: 0000 $393,361.43Subtotal for Fund: 053 059-0000-51000-00 Klingner & Associates, P.C. - Architectural Group Bunker Links Drainage Engineering/Architectural/Surveying Work 346.00 0000091573 346.0011/10/2020 059-0000-55700-00 Otto Baum Company, Inc Masonry repairs - Central Fire 1,268.11 1,268.1111/10/2020 059-0000-55700-00 Lockwood Excavating & Construction, Inc.Labor to replace driveway pavement at Central Fire 7,246.72 0000091757 7,246.7211/10/2020 $8,860.83Subtotal for Division: 0000 $8,860.83Subtotal for Fund: 059 061-0000-15401-00 Farnsworth Group, Inc.Construction Engineering - Gravel Pack Well #5 874.55 0000091393 874.5511/10/2020 061-0000-15401-00 Klingner & Associates, P.C. - Architectural Group Construction observation of the test well for Gravel Pack Well # 2,821.58 0000091727 2,821.5811/10/2020 061-0000-15401-00 Trotter General Contracting, Inc Test well for proposed new gravel pack well #6 at the Oquawka tr 84,800.00 0000091731 84,800.0011/10/2020 061-0000-15501-00 Leander Construction, Inc.Gravel Pack Well #5 - Division B work 7,348.60 0000091391 7,348.6011/10/2020 061-0000-15501-00 Leander Construction, Inc.Additional Supervision due to extended project duration 7,640.06 0000091391 7,640.0611/10/2020 061-0000-15501-00 Farnsworth Group, Inc.Additional Construction Observation - Gravel Pack Well #5 2,871.91 0000091393 2,871.9111/10/2020 061-0000-15501-00 Farnsworth Group, Inc.Construction Engineering - Gravel Pack Well #5 264.44 0000091393 264.4411/10/2020 061-0000-15501-00 Farnsworth Group, Inc.Construction Engineering - Gravel Pack Well #5 2,392.75 0000091393 2,392.7511/10/2020 061-0000-15501-00 Core & Main 1 - 12" 125LB FLANGED PRATT CHECK VALVES, MODEL 1200-821G, GLOBE 3,083.47 0000091756 3,083.4711/10/2020 061-0000-15501-00 Core & Main 2 - 16" 125LB FLANGED PRATT CHECK VALVES, MODEL 1600-821G, GLOBE 11,941.53 0000091756 11,941.5311/10/2020 061-0000-15501-00 Klingner & Associates, P.C. - Architectural Group Clearwell cover at the Oquawka Water Treatment Plant 675.75 0000091386 675.7511/10/2020 061-0000-20101-00 DAISY SELSER Refund Check 98.16 98.1611/03/2020 061-0000-20101-00 DAISY SELSER Refund Check 0.53 0.5311/03/2020 061-0000-20101-00 ANITA BATCHELDER Refund Check 32.14 32.1411/03/2020 061-0000-20101-00 HANNAH HYATT Refund Check 69.76 69.7611/03/2020 061-0000-20101-00 LINDA ASBURY Refund Check 32.91 32.9111/03/2020 061-0000-20101-00 SANDI BRINIG Refund Check 80.45 80.4511/03/2020 AP-Transactions by Account (11/10/2020 - 2:35 PM)Page 11 Account Number Vendor AmountDescription PO NoDate 061-0000-20101-00 RICHARD SWANSON Refund Check 24.55 24.5511/03/2020 061-0000-20101-00 JON SCHULTZ Refund Check 81.81 81.8111/03/2020 061-0000-20101-00 STEVENS PROPERTY SERVICE LLC Refund Check 69.93 69.9311/03/2020 061-0000-20101-00 KND DISCOUNTS LLC Refund Check 101.42 101.4211/03/2020 061-0000-20101-00 SANDRA KILBY Refund Check 76.49 76.4911/03/2020 061-0000-20101-00 REBECCA GONZALES Refund Check 11.04 11.0411/03/2020 061-0000-20101-00 KEVIN MORRISON Refund Check 80.91 80.9111/03/2020 061-0000-20101-00 RAYLYN PICKREL Refund Check 39.69 39.6911/04/2020 061-0000-20101-00 KENNETH SPRINGER Refund Check 63.97 63.9711/03/2020 061-0000-20101-00 JAMES ROBERTSON Refund Check 46.40 46.4011/04/2020 061-0000-20101-00 GUTIERREZ Refund Check 4.38 4.3811/04/2020 061-0000-20101-00 GUTIERREZ Refund Check 1.00 1.0011/04/2020 061-0000-20101-00 EBBIE SCOTT Refund Check 40.00 40.0011/04/2020 061-0000-20101-00 WILLIAM BALBINOTTI Refund Check 51.89 51.8911/04/2020 061-0000-20101-00 MARY DAVIES Refund Check 17.91 17.9111/03/2020 061-0000-20101-00 SANDRA MEHL Refund Check 52.15 52.1511/03/2020 061-0000-20101-00 JAMES COURSON Refund Check 127.27 127.2711/03/2020 061-0000-20101-00 JANE ALLEN Refund Check 46.40 46.4011/04/2020 061-0000-20101-00 MARK MORAVEK Refund Check 47.08 47.0811/04/2020 061-0000-20101-00 CHLOE WILSON JONES Refund Check 25.85 25.8511/03/2020 061-0000-20101-00 ANNA MOORE Refund Check 49.85 49.8511/03/2020 061-0000-20101-00 LINDA KNISS Refund Check 101.10 101.1011/03/2020 061-0000-20101-00 ESTATE OF WILLARD G HEALEY Refund Check 64.54 64.5411/03/2020 061-0000-20101-00 RAYMOND ROSENBERRY Refund Check 4.54 4.5411/03/2020 061-0000-20101-00 DEWEY TAYLOR Refund Check 46.40 46.4011/04/2020 061-0000-20101-00 CYNTHIA HARTMAN-BENSON Refund Check 42.65 42.6511/04/2020 061-0000-20101-00 MANDY MOWEN Refund Check 55.68 55.6811/03/2020 061-0000-20101-00 BRIDGET CROUCH Reissue UB refund ck #092475 79.38 79.3811/10/2020 061-0000-20101-00 KNOX COUNTY VETERANS ASSISTANCE COMMISSIONRefund Check 13.27 13.2711/06/2020 061-0000-20101-00 SHARON GILBERT Refund Check 45.08 45.0811/04/2020 061-0000-20101-00 STEVE HENLEY Refund Check 54.96 54.9611/03/2020 061-0000-20101-00 DUANE DIXON Refund Check 59.89 59.8911/04/2020 061-0000-20103-00 Leander Construction, Inc.Release retainage - Well #5 project 32,434.98 32,434.9811/10/2020 061-0000-51000-00 PDC Laboratories, Inc.Water testing 84.00 84.0011/10/2020 061-0000-51000-00 PDC Laboratories, Inc.Water testing 84.00 84.0011/10/2020 061-0000-51000-00 PDC Laboratories, Inc.Water testing 16.50 16.5011/10/2020 061-0000-51000-00 Donohue & Associates, Inc GENERAL CONSULTING SERVICES AGREEMENT - SCADA CHANGES AND MAINTE 1,768.84 0000091646 1,768.8411/10/2020 061-0000-51000-00 US Sterling Capital Corp., Inc.Sawyer Savings Bank 336.46 336.4611/10/2020 061-0000-52000-00 American Electric Power 10/20 Electricity 7,263.82 7,263.8210/31/2020 061-0000-52000-00 Illinois Power Marketing 09/20 Electricity #GMCGAL1002 20,304.58 20,304.5809/30/2020 061-0000-52000-00 Illinois Power Marketing 10/20 Electricity #GMCGAL1002 19,817.00 19,817.0010/31/2020 061-0000-52000-00 Ameren Illinois 10/20 Electricity #0405132039 6,734.20 6,734.2010/31/2020 061-0000-52300-00 Ameren Illinois 10/20 Heat #1017455691 88.90 88.9010/31/2020 AP-Transactions by Account (11/10/2020 - 2:35 PM)Page 12 Account Number Vendor AmountDescription PO NoDate 061-0000-52500-00 Galesburg Sanitary Dist.09/20 Sewer User Charges 15.28 15.2811/10/2020 061-0000-54000-00 Shelby Simmons Cell Phone Allowance 33.00 33.0010/31/2020 061-0000-54000-00 Mark Schwieter Cell Phone Allowance 33.00 33.0010/31/2020 061-0000-54000-00 Michael Mackey Cell Phone Allowance 33.00 33.0010/31/2020 061-0000-54000-00 Eric Heiden Cell Allowance 33.00 33.0010/31/2020 061-0000-54000-00 Timothy Fey Cell Phone Allowance 33.00 33.0010/31/2020 061-0000-54000-00 Stratus Networks, Inc 11/20 Service 128.76 128.7611/10/2020 061-0000-55500-00 Layne Christensen Company GP WELL 1 REHAB - MOBILIZATION/DEMOBILIZATION 3,525.00 0000091768 3,525.0011/10/2020 061-0000-55500-00 Layne Christensen Company GP WELL 1 REHAB - WELL GP 1 CHEMICAL TREATMENT 25,630.00 0000091768 25,630.0011/10/2020 061-0000-55500-00 Layne Christensen Company GP WELL 1 REHAB - DISCHARGE LINE MODIFICATION & FABRICATION 3,340.00 0000091768 3,340.0011/10/2020 061-0000-55500-00 AMP Electrical Services, Inc.Unhook and re-hook well motor gp-1 293.79 293.7911/10/2020 061-0000-55700-00 Four Seasons Pest Control 10/20 Service 45.00 45.0011/10/2020 061-0000-55700-00 Four Seasons Pest Control 10/20 Service 30.00 30.0011/10/2020 061-0000-55800-00 PDC Laboratories, Inc.Guard Dog Program Management Fee 250.00 250.0011/10/2020 061-0000-61000-00 Office Specialists, Inc.Calendar 18.81 18.8111/10/2020 061-0000-65000-00 Office Specialists, Inc.Aerosol, wipes 130.31 130.3111/10/2020 061-0000-66000-00 Core & Main Misc supplies 441.60 441.6011/10/2020 061-0000-66000-00 Galesburg Electric, Inc.Bulbs, interm p/c 887.49 887.4911/10/2020 061-0000-66700-00 Core & Main Misc. Meter Needs 2020 for Water Division 19,800.00 0000091660 19,800.0011/10/2020 061-0000-68500-00 Microtech Scientific Water testing supplies 754.70 754.7011/10/2020 $271,045.09Subtotal for Division: 0000 $271,045.09Subtotal for Fund: 061 067-0000-20101-00 CYNTHIA HARTMAN-BENSON Refund Check 3.50 3.5011/04/2020 067-0000-20101-00 DAISY SELSER Refund Check 0.70 0.7011/03/2020 067-0000-20101-00 GUTIERREZ Refund Check 2.00 2.0011/04/2020 067-0000-55700-00 Midland-Davis Corporation 2020 Summer Brush Clean Up 9,719.75 0000091748 9,719.7511/10/2020 $9,725.95Subtotal for Division: 0000 $9,725.95Subtotal for Fund: 067 078-0000-56535-00 Midwest Orthopaedic Center Work comp dos 9/9/20 #365835-010023 98.68 98.6811/10/2020 078-0000-56535-00 OSF Occupational Medicine Work comp dos 10/21/20 #0009986000 212.85 212.8511/10/2020 078-0000-56597-00 Dave Dunn's Auto Body, Inc.Repairs to #6 - Collision with a deer 3,874.08 3,874.0811/10/2020 078-0000-56597-00 Nichols Diesel Service, Inc.Repair rear cab corner #502 660.00 660.0011/10/2020 $4,845.61Subtotal for Division: 0000 $4,845.61Subtotal for Fund: 078 AP-Transactions by Account (11/10/2020 - 2:35 PM)Page 13 Account Number Vendor AmountDescription PO NoDate 091-0000-20101-00 CYNTHIA HARTMAN-BENSON Refund Check 0.67 0.6711/04/2020 091-0000-20102-00 Galesburg Sanitary Dist.11/20 Sanitary District Fees less 3% collection fee -8,506.40-8,506.4011/10/2020 091-0000-20102-00 Galesburg Sanitary Dist.11/20 Sanitary District Fees less 10/20 Credit Card Fees -1,848.74-1,848.7411/10/2020 091-0000-20102-00 Galesburg Sanitary Dist.11/20 Sanitary District Fees less 07/20&08/20 Lien Fees -134.41-134.4111/10/2020 091-0000-20102-00 Galesburg Sanitary Dist.11/20 Sanitary District Fees less 08/20 Postage for Liens -0.49-0.4911/10/2020 091-0000-22003-00 Galesburg Sanitary Dist.11/20 Sanitary District Fees 283,546.64 283,546.6411/10/2020 $273,057.27Subtotal for Division: 0000 $273,057.27Subtotal for Fund: 091 Report Total:$1,380,556.05$1,380,556.05 AP-Transactions by Account (11/10/2020 - 2:35 PM)Page 14 Date Check #Vendor Name Description Account #Amount 10/29/2020 93862 TLR LLC Refund Check 061-0000-20101 120.00 10/29/2020 93862 TLR LLC Refund Check 061-0000-20101 27.00 10/29/2020 93855 Knox County Recorders Office File 22 weed/trash/demo liens 001-0160-51300 213.00 10/29/2020 93856 Knox County Recorders Office Recording fee 001-0160-51300 63.00 10/29/2020 93857 Knox County Recorders Office Recording fee 001-0160-51300 63.00 10/29/2020 93853 Illinois Dept of Natural Resources Boat and title registration 061-0000-51000 60.00 10/29/2020 93848 Alice Calkins 10/20 Health Plan Premium Rebate due to COVID19 078-0000-20315 89.97 10/29/2020 93849 Kenneth Camper 10/20 Health Plan Premium Rebate due to COVID19 078-0000-20315 24.85 10/29/2020 93850 James Cordle 10/20 Health Plan Premium Rebate due to COVID19 078-0000-20315 24.85 10/29/2020 0 Lawrence Cox 10/20 Health Plan Premium Rebate due to COVID19 078-0000-20315 121.06 10/29/2020 93851 Carol Devlin 10/20 Health Plan Premium Rebate due to COVID19 078-0000-20315 24.85 10/29/2020 93847 Becky Benson 10/20 Health Plan Premium Rebate due to COVID19 078-0000-20315 24.85 10/29/2020 0 Michael Haynes 10/20 Health Plan Premium Rebate due to COVID19 078-0000-20315 76.40 10/29/2020 93852 Jennifer Hennenfent 10/20 Health Plan Premium Rebate due to COVID19 078-0000-20315 76.40 10/29/2020 93854 Gary Johnson 10/20 Health Plan Premium Rebate due to COVID19 078-0000-20315 20.34 10/29/2020 0 Kenneth Jones Meals - MABAS Disptach Training-Spgfld-KJones 001-0000-10706 27.00 10/29/2020 93858 Janice Martinez 10/20 Health Plan Premium Rebate due to COVID19 078-0000-20315 75.85 10/29/2020 93859 Brian Mason 10/20 Health Plan Premium Rebate due to COVID19 078-0000-20315 121.06 10/29/2020 93860 Vicki Miller 10/20 Health Plan Premium Rebate due to COVID19 078-0000-20315 24.85 10/29/2020 0 Wendy Stipp Meals - MABAS Disptach Training-Spgfld- WStipp 001-0000-10706 27.00 10/29/2020 0 Samantha Swanson Meals - MABAS Disptach Training-Spgfld-SSwanson 001-0000-10706 27.00 10/29/2020 93861 Thomas Tate 10/20 Health Plan Premium Rebate due to COVID19 078-0000-20315 116.49 10/29/2020 0 Brooke Ingles Meals - MABAS Disptach Training-Spgfld-BIngles 001-0000-10706 27.00 11/4/2020 0 Wells Fargo Paying Agent Fee Gale1011CGOT Series 2011C 046-0000-51000 250.00 11/4/2020 0 Wells Fargo Paying Agent Fee Gale1013AGO Series 2013 047-0000-51000 750.00 11/4/2020 0 Quadient Leasing USA, Inc Postge for machine 061-0000-10702 500.00 11/4/2020 0 Bluefin Payment Systems 10/20 UB Webpayment Credit Card 061-0000-51000 2,777.77 11/4/2020 0 Bluefin Payment Systems 10/20 UB Webpayment Credit Card 067-0000-51000 1,388.88 11/4/2020 0 Merchant Transact 10/20 UB Webpayment Fees 061-0000-51000 685.33 11/4/2020 0 Merchant Transact 10/20 UB Webpayment Fees 067-0000-51000 342.67 11/4/2020 0 Wells Fargo Merchant Services 10/20 Credit Card Fees 001-0205-51000 117.18 11/4/2020 0 Wells Fargo Merchant Services 10/20 Credit Card Fees 061-0000-51000 234.38 11/4/2020 0 Wells Fargo Merchant Services 10/20 Credit Card Fees 067-0000-51000 117.19 11/4/2020 0 Wells Fargo Merchant Services 10/20 Credit Card Fees 019-1920-51000 983.97 11/4/2020 0 Wells Fargo Merchant Services 10/20 Credit Card Fees 001-0306-51000 34.05 11/4/2020 0 Wells Fargo Merchant Services 10/20 Credit Card Fees 001-0410-51000 34.05 11/4/2020 0 Wells Fargo Merchant Services 10/20 Credit Card Fees 019-1925-51000 181.25 11/4/2020 0 Wells Fargo Merchant Services 10/20 Credit Card Fees 001-0115-51000 181.87 Advance Checks and ACH Payments as of 11/10/2020 11/4/2020 0 Wells Fargo Merchant Services 10/20 Credit Card Fees 019-1905-51000 5.00 11/5/2020 93928 Knox County Recorders Office Release 1 water/sewer/refuse lien 061-0000-51000 63.00 11/5/2020 93928 Knox County Recorders Office Release 32 property maint liens 001-0160-51300 288.00 11/6/2020 0 David Helvey Non Safety Toe Boots 001-0605-67500 48.99 11/6/2020 0 Drew Rogers Non Safety Toe Boots 001-0605-67500 67.49 11/6/2020 0 Ben Gleason Non Safety Toe Boots 001-0605-67500 199.98 11/6/2020 0 Michael Carlson Non Safety Toe Boots 001-0605-67500 19.09 11/9/2020 0 Vantiv Integrated Payment Solutions 10/20 Park & Rec Credit Card Fees 019-1905-51000 180.70 11/9/2020 0 Quadient Leasing USA, Inc Postage for machine 061-0000-10702 500.00 Grand Total 11,426.66$ _________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: GPO Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG, ILLINOIS NOVEMBER 16, 2020 AGENDA ITEM: 2020 Property Tax Levy Ordinance SUMMARY RECOMMENDATION: The City Manager and Director of Finance and Information Systems recommend the City Council approve the 2020 Property Tax Levy Ordinance. BACKGROUND: Annually, the City Council establishes a dollar amount needed from property tax extensions by the County Clerk. This amount is then aggregated with other taxing districts resulting in individual tax bills on individual property. The City should receive the majority of the money collected from this levy in June and September of 2021. The 2020 tax levy request has been established at $9,457,940 which is an increase of .20% when compared to the total amount of the current year tax levy (2019) extension. The following table displays the levy request by use: DESCRIPTION 2020 LEVY AMOUNT $ CHANGE FROM 2019 LEVY EXTENSION % CHANGE FROM 2019 LEVY EXTENSION % OF TOTAL LEVY REQUEST Corporate $2,498,289 $280,004 33% 26% G.O. Bonds 0 0 0% 0% Social Security 250,024 1 0% 3% IMRF 284,832 0 0% 3% Police Pension 2,294,124 (133,509) (6%) 24% Fire Pension 2,554,521 (146,495) (5%) 27% Public Library 1,576,150 19,120 1% 17% Based on the current information on the Estimated Assessed Value (EAV) for the 2020 tax levy, the estimated property tax rate for the City will be approximately $2.660 or .005 cents less than the 2019 tax levy rate. The property tax rate is applied to individual tax bills. BUDGET IMPACT: The property tax levy will fund a portion of the City’s General Fund and Park & Recreation Fund general operations; IMRF obligations in the General Fund; the majority of the Public Library’s general operations; and the police pension and firefighters’ pension funds. SUPPORTING DOCUMENTS: 1. 2020 Property Tax Levy Estimation 2. 2021 Appropriations for Tax Levy 20-1027 Estimated Taxable Value (EAV)355,551,253$ Description Estimated Rate 2020 Levy Request 2019 Levy Extension $ Change in Levy % Change in Levy Galesburg City Corporate 0.316$ 1,122,163$ 842,159$ 280,004$ 33.25% Bonds - 0 0 - #DIV/0! IMRF 0.080 284,832 284,832 - 0.00% Social Security 0.070 250,024 250,023 1 0.00% Policemens Pension 0.645 2,294,124 2,427,633 (133,509) -5.50% Library 0.443 1,576,150 1,557,030 19,120 1.23% Body Totals 1.555$ 5,527,293$ 5,361,677$ 165,616$ 3.09% Galesburg City Fire Corporate 0.387$ 1,376,126 1,376,126$ -$ 0.00% Firemens Pension 0.718 2,554,521 2,701,016 (146,495) -5.42% Body Totals 1.106$ 3,930,647$ 4,077,142$ (146,495)$ -3.59% Grand Total 2.660$ 9,457,940$ 9,438,819$ 19,121$ 0.20% Approved this ______ day of _________________________, 20____, by a roll call vote as follows: Roll Call #: ____________________________ Ayes: ___________________________________________________________________________________ ___________________________________________________________________________________ Nays: ___________________________________________________________________________________ Absent: __________________________________________________________________________________ . _______________________________ John Pritchard, Mayor ATTEST: ________________________________________ Kelli R. Bennewitz, City Clerk Estimated Real Estate Extension Report KNOX COUNTY TAX YEAR - 2020 Special Ordinance No. _____________________ AN ORDINANCE MAKING THE LEVY FOR CORPORATE PURPOSES AND SPECIAL FUNDS, FOR THE CURRENT YEAR COMMENCING ON THE FIRST DAY OF JANUARY, 2021 AND ENDING ON THE THIRTY-FIRST DAY OF DECEMBER, 2021 FOR THE CITY FOR GALESBURG, ILLINOIS BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF GALESBURG, ILLINOIS: SECTION 1. That a tax levy for the following sums of money, or as much thereof as may be authorized by law, to defray all expenses and liabilities of the City be, and the same is hereby levied for the purposes specified against all taxable property in the City for the fiscal year commencing on the first day of January, 2021, and ending on the thirty-first day of December, 2021. The specific amounts are levied for the purposes listed below, indicated by being placed in a separate column designated "Amount Raised by Taxation" which item appears at the right hand column of this ordinance. The tax so levied for the fiscal year of the City of Galesburg, and is for the appropriation amounts to be raised by taxation, the total of which has been determined as follows: Fund Description FY 21 Budget Amount Raised by Other than Taxation Amount Raised by Taxation 001 General 17,214,140 16,316,412 897,728 General Fund Fire Department 7,084,210 5,708,084 1,376,126 Various Pensions and Social Security Contributions in General Fund: IMRF (284,832) 284,832 Social Security (250,024) 250,024 Police Pension (2,294,124) 2,294,124 Fire Pension (2,554,521) 2,554,521 001 Total General Fund 24,298,350 16,640,995 7,657,355 011 Motor Fuel Tax 2,717,260 2,717,260 0 013 Grants 8,033,045 8,033,045 0 014 City Gas Tax 882,060 882,060 0 016 Special Enforcement 45,565 45,565 0 017 911 Communications 122,535 122,535 0 018 Storm Water Utility 1,058,645 1,058,645 0 019 Parks & Recreation 4,638,985 4,414,550 224,435 020 Airport Operations 234,625 234,625 0 021 Foreign Fire 11,230 11,230 0 023 Property Redevelopment 936,305 936,305 0 024 Economic Development 1,125,560 1,125,560 0 025 CDBG Repayment 350,325 350,325 0 026 UDAG Repayment 1,923,030 1,923,030 0 030 Public Transportation Services 2,254,980 2,254,980 0 043 2016 GO Bond Debt Service 637,215 637,215 0 046 2011C Business Park Bonds 314,630 314,630 0 047 Business Dstrct 2013A GO Bonds 112,080 112,080 0 048 TIF 3 Regency Cap Proj 82,725 82,725 0 049 TIF IV 820,170 820,170 0 050 TIF V 26,355 26,355 0 051 Players Fields Capital Imp 2,000 2,000 0 053 Building Repair & Maintenance 447,320 447,320 0 055 TIF Downtown 386,560 386,560 0 056 TIF East Main 908,530 908,530 0 057 Computer Replacement 613,250 613,250 0 1 Fund Description FY 21 Budget Amount Raised by Other than Taxation Amount Raised by Taxation 058 Vehicle Replacement 248,140 248,140 0 059 Utility Tax Capital Projects 1,474,860 1,474,860 0 060 Seminary St Business District 27,050 27,050 0 061 Water Operations 6,227,205 6,227,205 0 067 Refuse 2,805,655 2,805,655 0 078 Risk Management 985,620 985,620 0 085 OPEB Trust - - 0 088 Linwood Cemetery Trust 1,800 1,800 0 089 East Linwood Cemetery Trust 9,000 9,000 0 900 Public Library 2,440,950 864,800 1,576,150 Total All Other Funds 42,905,265 41,104,680 1,800,585 Total 2021 Appropriations for 2020 Tax Levy 67,203,615 57,745,675 9,457,940 SECTION 2. The City Clerk of the City of Galesburg is hereby directed to file with the County Clerk of Knox County, Illinois, a properly certified copy of the ordinance on or before the last Tuesday of December 2020. SECTION 3. The provisions of this ordinance are hereby declared to be separable, and if any section, phrase or provision shall for any reason by declared to be invalid, such declaration shall not the validity of the remainder of the sections, phrases or provisions hereof. SECTION 4. This section shall be in full force and effect after its passage and approval by the Mayor. SECTION 5. This ordinance is adopted pursuant to the state law of Illinois and the home rule authority provided pursuant to the Constitution of the State of Illinois. Approved this ______ day of _________________________, 20____, by a roll call vote as follows: Roll Call #: ____________________________ Ayes:______________________________________________________________________ Nays: ______________________________________________________________________ Absent:______________________________________________________________________ ________________________________ John Pritchard, Mayor ATTEST: ________________________________________ Kelli R. Bennewitz, City Clerk 2 _____________________________________________________________________________________________ Prepared by: GPO Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG, ILLINOIS NOVEMBER 16, 2020 AGENDA ITEM: Special Ordinance to approve the 2020 levy for the Special Service Area #1 (Downtown Area). SUMMARY RECOMMENDATION: It is recommended the City Council approve the Special Service Area Tax Levy Ordinance. BACKGROUND: On January 20, 1975, the City Council approved Special Ordinance No. 75-4 which created, from the Special Service Area #1, a flat rate of $1 per $100 equalized assessed value. Money generated from this levy is utilized to pay maintenance services in the downtown area. On May 2, 1992 the Downtown Council requested that at the time their levy for bond repayment expired, a new tax replace it in the amount of $1.50 per $100 of equalized assessed value to assist in covering operational expenses. Their request was approved and in 1995 the Downtown Council began receiving the new tax. The ordinance for the property tax stated that the tax shall not be levied for more than 10 years. On November 18, 2013, the City Council approved a ten-year extension of the $1.50 tax for the Special Service Area tax commencing on the 2014 property tax levy (payable in 2015). The tax levy must be approved in time to be filed with the Knox County Clerk by the last Tuesday in December 2020. BUDGET IMPACT: The City uses replacement taxes to make up the difference between the amount received from the levy and the contract amount. SUPPORTING DOCUMENTS: 1. SSA Tax Levy Ordinance 20-1028 ___________________________________________________________________________________________________________________________________________________________________________________________ SPECIAL ORDINANCE NUMBER ___________________ AN ORDINANCE MAKING THE LEVY FOR THE SPECIAL SERVICE AREA #1 FOR THE CURRENT FISCAL YEAR COMMENCING THE FIRST DAY OF JANUARY, 2021 AND ENDING ON THE THIRTY-FIRST DAY OF DECEMBER, 2021, FOR THE CITY OF GALESBURG, ILLINOIS. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF GALESBURG, ILLINOIS: SECTION 1: That a tax for the following sums of money, or as much thereof as may be authorized by law to defray all expenses and liabilities of the City be, and the same is, hereby levied for the purpose specified against all taxable property in the Special Service Area #1 in the City for the fiscal year commencing on the first day of January, 2021 and ending on the thirty- first day of December, 2021. SPECIAL SERVICE AREA #1 MAINTENANCE APPROPRIATED LEVIED Contractual Services SSA#1 Maintenance $164,485 Total SSA #1 Maintenance $164,485 Appropriated for the foregoing expenses of the Special Service Area #1 Maintenance from sources other than taxation. $16,150 Levied as tax for Special Service Area #1 Maintenance Fund the sum of $59,334 Levied as tax for Special Service Area #1 an Additional Maintenance Fund for Special Services $89,001 Total Levy for Special Service Area $148,335 SECTION 2. The City Clerk of Galesburg is hereby directed to file with the County Clerk of Knox County, Illinois, a properly certified copy of this ordinance on or before the last Tuesday of December 2020. SECTION 3. If any item or portion of this ordinance is for any reason held invalid, such decision shall not affect the validity of the remaining portion of this ordinance. SECTION 4. That this ordinance shall be in full force and affect after its passage and approval and recording as provided by law. ___________________________________________________________________________________________________________________________________________________________________________________________ Approved this ____ day of _________________, 20____, by a roll call vote as follows: Roll Call #:_________________ Ayes:_______________________________________________________________________ Nays:_______________________________________________________________________ Absent:_____________________________________________________________________ _______________________________________ John Pritchard, Mayor ATTEST: ___________________________________ Kelli R. Bennewitz, City Clerk _________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: GPO Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG NOVEMBER 16, 2020 AGENDA ITEM: Adjustment of various rates and fees collected by the City SUMMARY RECOMMENDATION: The City Manager; Director of Planning; and Director of Finance & Information Systems recommend the approval of the various rates and fees. BACKGROUND: One of the goals of City Council’s discussed in fiscal year 2012 was to have Administration evaluate rates and fees to ensure cost-recovery but to avoid the rates/fees being a barrier. As part of the fiscal year 2021 budget process, the Council is provided with the fee changes that are recommended in the Master Revenue Fee Schedule. The schedule provides a list of recommended changes, which only includes for fiscal year 2021, the refuse fee for the Refuse Fund. If approved by City Council, it is recommended that the rate and fee change become effective on January 1, 2021. BUDGET IMPACT: The rate and fee will be budgeted for fiscal year 2021 and will become effective January 1, 2021. SUPPORTING DOCUMENTS: 1.Summary Master Revenue Fee Schedule Changes 2.Ordinance Amendments Concerning Applicable Fees 20-1029 CITY OF GALESBURG 2021 MASTER REVENUE FEE SCHEDULE EXHIBIT A Fund #Acct #Revenue Source Notes Dept. Municipal Code Last Change (fiscal year) Current Fee Amount Recommended Fee Amount $ Change % Change Additional Notes REFUSE FUND 67 36200 Solid waste rates and charges. All one-family, two-family and three- family dwelling water users, within the city limits, shall have added to the utility bills issued by the city the sum of $21.00 $21.85 per month, per dwelling unit, to be used for the financing of the collection and disposal of solid waste; provided, however, that owners of multi- family structures containing four or more dwelling units may elect to either use the solid waste collection and disposal services provided by the city and pay at a rate of $21.00 $21.85 per month for each dwelling unit, or the owners may elect to dispose of the solid waste by private waste hauling contractor, in which latter event, they will not be charged a collection and disposal fee by the city.Refuse 50.40A 2020 21.00 21.85 0.85 4% ORDINANCE NO. _______ BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF GALESBURG, ILLINOIS, AS FOLLOWS: SECTION 1 The amendments to the various sections of the Galesburg Code of Ordinances concerning applicable fees, as shown on Exhibit A which is attached hereto and incorporated by reference thereto, are hereby adopted and approved. SECTION 2 All ordinances or parts of ordinances, in conflict with this ordinance are, to the extent of such conflict, hereby repealed. SECTION 3 This ordinance shall take effect on January 1, 2021, after its passage, approval and publication as provided by law. Approved this _______day of ____________________, 2020, by roll call vote as follows: Roll Call #: Ayes: ________________________________________________________________________ _____________________________________________________________________________ Nays: ________________________________________________________________________ _____________________________________________________________________________ Absent: ______________________________________________________________________ John Pritchard, Mayor ATTEST: Kelli R. Bennewitz, City Clerk ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: Gug Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG NOVEMBER 16, 2020 AGENDA ITEM: Ordinance authorizing the sale of 833 E Brooks St, Parcel Identification Number 99-14-178-027. SUMMARY RECOMMENDATION: The City Manager and Director of Community Development recommend adoption of the proposed ordinance. BACKGROUND: The City demolished the structures on this property through a court order in 2018. On October 7, 2019, Council approved purchasing this property from the Knox County Trustee for $823. The adjacent property owner has expressed interest in purchasing the property for additional yard space. The attached ordinance authorizes the sale of the property to Alex L. & Clara J. Shinn. The ordinance shall require approval by a vote of two-thirds of the corporate authorities then holding office. BUDGET IMPACT: There would be no anticipated impact upon the budget if the ordinance is approved. SUPPORTING DOCUMENTS: 1.Purchase Agreement 2. Ordinance 20-1030 REAL ESTATE PURCHASE AGREEMENT 1.00. RECITALS. 1. The date of this agreement is _______________ , 2020. 2. The parties to this contract shall be known as "seller" or "buyer" as required by the text. 3. Seller's name and address: City of Galesburg, an Illinois municipal corporation 55 W. Tompkins Street Galesburg, Illinois 4. Buyer's name and address: Alex L & Clara J Shinn 851 East Brooks Street Galesburg, Illinois 61401 5. The property is a vacant lot, formerly known as 833 East Brooks Street, Galesburg, Illinois, and legally described as follows: (See Exhibit A, attached hereto) 6. “The property” means the real estate described on Exhibit A and all improvements and fixtures located thereon or appurtenant thereto and as shown in the general location map on Exhibit B. 2.00. AGREEMENT OF PURCHASE AND SALE. If the buyer makes the payments and performs the covenants hereinafter mentioned on the buyer's part to be made and performed, the seller shall convey to the buyer, in fee simple absolute, free and clear of all encumbrances whatever (except those stated in Section 3.01), by warranty deed, the property described above. 3.00. THE DEED; TITLE. 1. The deed shall be a warranty deed in the form prescribed in Section 9 of An Act concerning conveyances, Illinois Compiled Statutes, Ch. 765, Act 5, subject to the following: a. Questions of Survey. b. All easements, dedications and restrictions of record. c. Building and zoning regulations, ordinances and resolutions. d. Five year sale approval contingency as referenced in Section 7.1. e. Any act of the buyer or the buyer's successors in interest. f. Seller shall furnish to buyer upon payment of the balance of the purchase price a title guarantee policy in the full amount of the purchase price in the standard printed form with the usual exceptions issued by a title insurance company authorized to do business in the State of Illinois. 4.00. PURCHASE PRICE. The buyer agrees to pay to seller the sum of FIVE HUNDRED DOLLARS ($500.00) for the property at closing. 5.00. REMEDIES FOR DEFAULT. In case either party fails to perform his or her part of this agreement, the other party may proceed by action at law or equity to enforce the same as provided by law, and the party in default shall pay all costs including attorney's fees and a receiver may be appointed. 6.00. POSSESSION AND CLOSING. 1. The closing shall be on or before xxxxxx, xx, 2020. 2. Possession of the property shall be given at closing. 7.00. ADDITIONAL TERMS 1. During the five year period immediately following the closing, buyer covenants and agrees to as follows; a. Buyer shall not convey the subject property to any third party without the express written consent of the Galesburg City Council. b. The deed given by the seller to buyer pursuant to this agreement shall contain the following language: “Pursuant to the terms of an agreement between the Grantor and the Grantee dated ________________, 2020, Grantee agrees not to convey the subject premises to any third party within five years of the date of this deed without the express written approval of the Galesburg City Council.” 8.00. BUYER'S EXAMINATION OF PROPERTY. 1. The buyer has personally examined the property and is satisfied as to its condition and all other matters pertaining to it. 2. This agreement is made as a result of the buyer's examination and through no representations other than those expressed herein, either oral or written. 9.00. ATTORNEY'S FEES. If a party defaults on any provision of this contract and the non-defaulting party employs an attorney to enforce it, the defaulting party shall pay the non-defaulting party's reasonable attorney's fees, court costs, arbitration expenses (if any), and direct out of pocket expenses. 10.00. GENERAL PROVISIONS. 1. Time of the Essence. Time is of the essence of each provision in this agreement. 2. Governing Law. This agreement is governed by and construed in accordance with the laws of the State of Illinois. 3. Severability. The unenforceability, invalidity or illegality of any provision does not affect or impair any other provision or render it unenforceable, invalid or illegal. 4. Interpretation. Wherever used in this agreement, unless the context clearly indicates otherwise, the use of the singular includes the plural, and vice versa; and the use of any gender is applicable to any other gender. The captions are for convenience only and do not affect the interpretation of this agreement. 5. Amendment. No amendment or modification of this agreement is effective unless made in writing and signed by each party. 6. Counterparts. This agreement may be signed in several counterparts, each of which will be an original and all of which will constitute one agreement. 7. Exhibits. All exhibits specified in this agreement are attached and incorporated by reference. 8. Benefits. The covenants and agreements herein contained shall extend to and be obligatory upon heirs, executors, administrators, successors and assigns of the parties. 11.00. SIGNATURES. The parties to this agreement signed it on the date specified in Section 1.01. SELLER: City of Galesburg, an Illinois municipal corporation By: ___________________________________ John Pritchard, Mayor Attest: ___________________________________ Kelli Bennewitz, City Clerk BUYER: Alex L & Clara J Shinn By: ___________________________________ Alex L Shinn By: ___________________________________ Clara J Shinn This instrument prepared by: City of Galesburg 55 West Tompkins Street, Galesburg, IL 61401 EXHIBIT A LEGAL DESCRIPTION Lot 40 and the West Half of Lot 41 in Block 65 in the City of Galesburg, Knox County, Illinois. Parcel Identification Number: 99-14-178-027 Commonly known as: Vacant Lot formerly known as 833 E Brooks Street, Galesburg, IL 61401 EXHIBIT B GENERAL LOCATION MAP ORDINANCE NO. _________________ WHEREAS, the City of Galesburg (“City”) is a home rule municipality in accordance with the 1970 Constitution of the State of Illinois; and WHEREAS, Article VII, Section 6 (a) of the Illinois Constitution grants a home rule authority to exercise any power and perform any function pertaining to its government and affairs; and WHEREAS, the City owns the real estate described in “Exhibit A” which is attached hereto and incorporated by reference; and WHEREAS, the corporate authorities find that this is surplus property and has determined that it is not necessary, appropriate or in the best interests of the City that it retain said real estate, and that the real estate is not required for the use of the City, or profitable to the City; and WHEREAS, Alex L & Clara J Shinn have presented a proposal to purchase said real estate pursuant to the terms of the contract which is attached hereto, incorporated by reference, and marked “Exhibit B”; and WHEREAS, the City Council finds that it is appropriate and in the best interests of the City of Galesburg to exercise its authority as a home rule unit pursuant to Article VII, Section 6 of the 1970 Illinois Constitution to accept said proposal to purchase real estate by the passage of this ordinance. NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF GALESBURG, ILLINOIS, A MUNICIPAL CORPORATION, AS FOLLOWS: SECTION ONE: The statements in the preamble are true in substance and in fact and are incorporated herein as findings by the City Council. SECTION TWO: The Mayor and City Clerk are hereby authorized and directed to execute and attest, respectively, any documents necessary to sell the above referenced property to Alex L & Clara J Shinn, for the price of $500. SECTION THREE: All ordinances or parts of ordinances, in conflict with this ordinance are, to the extent of said conflict, hereby repealed. SECTION FOUR: This ordinance shall be in full force and effect from and after its passage and approval as provided by law. Approved this ______ day of ____________________, 2020, by roll call vote as follows: Roll Call #: Ayes: _______________________________________________________________________ ______________________________________________________________________________ Nays: ______________________________________________________________________________ Absent: _______________________________________________________________________ ______________________________________________________________________________ ________________________ John Pritchard, Mayor ATTEST: _________________________ Kelli R. Bennewitz, City Clerk Exhibit A LEGAL DESCRIPTION Lot 40 and the West Half of Lot 41 in Block 65 in the City of Galesburg, Knox County, Illinois. Parcel Identification Number: 99-14-178-027 Commonly known as: Vacant Lot formerly known as 833 E Brooks Street, Galesburg, IL 61401 ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: AJG Page 1 of 1 CITY OF GALESBURG COUNCIL LETTER NOVEMBER 16, 2020 AGENDA ITEM: Ordinance to restrict parking on both sides of S. Farnham St. between the railroad tracks and Clay St. during school hours. SUMMARY RECOMMENDATION: The City Manager, Director of Public Works and City Engineer recommend approval of this Ordinance to restrict parking during school hours on both sides of Farnham St. between the railroad tracks and Clay St. BACKGROUND: City staff and Galesburg CUSD #205 recently partnered to conduct a traffic study on S. Farnham St. near King School. The traffic study was done in conjunction with the new site improvements at the school in effort to improve the traffic flow and safety during pick- up and drop-off of students. There will be a significant increase in elementary students at King School due to the restructuring of the school’s different facilities. This increased the importance of ensuring that the new improvements accounted for the increase in students and traffic during these times of pick-up and drop-off. To address this, the new parking lot has a designated lane for school traffic that will store vehicles waiting to unload and load students. The District’s goal is to utilize this lane and prevent parents and guardians from parking on either side of the street in front of the school to load and unload students. The intention is to increase safety by decreasing the risk of pedestrians and vehicles being in conflict on Farnham St. and ease congestion during these times. The School District has asked that the City assist in their effort of improving pick-up and drop- off and pass an ordinance restricting street parking in front of the school between the hours of 8:00 a.m. and 4:30 p.m. on school days only. The City Traffic Advisory Committee (TAC) reviewed the request to restrict parking at a meeting on Thursday, November 5, 2020. After discussion, the Committee is recommending that the parking restriction be put in place. It was agreed that restricting street parking during school hours would increase safety for the students and relieve traffic congestion. Similar parking restrictions are in place in front of other schools in the City. The limits of the restriction will be between the railroad tracks and Clay Street on both the east and west side of the street. As mentioned, this will only be in effect on weekdays during hours when school is in session. Street parking will remain unchanged outside of those times. BUDGET IMPACT: Cost of signs and posts. SUPPORTING DOCUMENTS: 1. Ordinance 20-1031 ORDINANCE NO. _________________ BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF GALESBURG, ILLINOIS, AS FOLLOWS: SECTION ONE: Appendix X of Chapter 77 of the City of Galesburg Code of Ordinances shall be, and is hereby amended by adding the following language: South Farnham Street, both sides, 50 feet north of the railroad tracks to 20 feet south of Clay Street. SECTION TWO: All ordinances or parts of ordinances, in conflict with this ordinance are, to the extent of such conflict, hereby repealed. SECTION THREE: This ordinance shall be in full force and effect following its passage, approval and publication as required by law. Approved this ______day of ____________________, 2020, by roll call vote as follows: Roll Call #: Ayes: ______________________________________________________________________________ ______________________________________________________________________________ Nays: ______________________________________________________________________________ Absent: _______________________________________________________________________ ______________________________________________________________________________ ______________________________ John Pritchard, Mayor ATTEST: ______________________________ Kelli R. Bennewitz, City Clerk COUNCIL LETTER CITY OF GALESBURG NOVEMBER 16, 2020 AGENDA ITEM:Resolution Waiving the City license fee due in 2020 for video gaming terminals. SUMMARY RECOMMENDATION: The City Clerk and Administration recommend Council approve the attached resolution. BACKGROUND:In consideration of the severe economic hardship on food and beverage businesses (liquor license establishments) as a result of the COVID-19 virus situation, we are recommending that the new video gaming terminal fee of $250 per machine be waived. We hope that this is a way to provide a small measure of relief for these customers who may be adversely impacted by the current economic circumstances and the resurgence of the state’s mitigation protocol for these specific businesses. Staff is recommending that annual invoicing resume in April 2021. BUDGET IMPACT: Approximately $40,000. SUPPORTING DOCUMENTS: 1.Resolution ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: KRB Page 1 of 1 20-2030 WHEREAS,on March 19,2020,the City Council of the City of Galesburg passed Special Ordinance 20-596,pursuant to 65 ILCS 5/11-1-6,which allowed the Mayor to declare a State of Emergency related to the COVID-19 outbreak when certain standards were met; and WHEREAS,the COVID-19 pandemic has caused unprecedented impact on local residents,businesses and visitors,including significant public health,safety and economic impacts. NOW,THEREFORE,by the powers vested in the Mayor of the City of Galesburg and by 65 ILCS 5/11-1-6 and 20 ILCS 3305-1,pursuant to Special Ordinance 20-596 and by the City’s Declaration of a State of Emergency, the City Council hereby orders the following: WHEREAS,the Galesburg Municipal Code Section 118.003 establishes an annual fee of $250 for each gaming terminal, and; WHEREAS,a temporary waiver of this fee may provide a small measure of relief for Galesburg liquor license establishments who may be adversely impacted by the economic circumstances as a result of the COVID-19 virus situation; and NOW,THEREFORE,BE IT RESOLVED BY THE CITY OF GALESBURG, ILLINOIS, AS FOLLOWS: SECTION ONE.That the Galesburg Video Gaming Licensee Fee is hereby waived for 2020 as a temporary modification and will not be invoiced until April 2021. SECTION TWO.This resolution shall be in full force and effect from and after its approval and passage as provided by law. RESOLUTION NO. Approved this day of November 2020 by a roll call vote as follows: Roll Call #: Ayes: Nays: Absent: ATTEST: John Pritchard, Mayor Kelli R. Bennewitz, City Clerk _________________________________________________________________________________________________________________________________________________________________________________________ Page 1 of 1 TRAFFIC ADVISORY COMMITTEE NOVEMBER 2020 REPORT MISSION: To provide technical recommendations for policy decisions by the City Council in order to create safe, efficient, serviceable streets for residents, visitors, and public safety operation 20-08> Request to restrict on-street parking in front of King School during school hours only (8:00 am – 4:30 pm) (Ward 3, Ald. Hillery) • Galesburg School District has requested changes to the on-street parking in front of King School on S. Farnham St. Specifically, they would like to restrict parking on both sides of Farnham St. in front of the school property during school hours only (8:00 am – 4:30 pm). • Renovations to the school grounds were recently done and included reconfiguration of the parking lots. The new parking lot configurations have been designed to include designated pick-up and drop-off lanes for parents as well as designated parking for buses, teachers, and visitors. The school district plans to implement a pick up and drop off system in which all vehicles must queue in the specified lanes within the new parking lot. All kids will then load and unload at one location in front of the school. This is being done to make the process more organized and therefore increase safety. • In the past, parents would often park in the parking lot and along both sides of Farnham St. for pick up and drop off. This resulted in kids crossing the street and the parking lot unattended. With the expected increase in enrollment at King School, the school district has placed an importance on making the process safer and more organized. • In discussions with the school district, a couple of benefits of restricting parking and how it would complement their new plan were given. Parents will no longer be allowed to park on the street to load and unload students. Signing the no parking during school hours would assist them in their goal of discouraging this practice. Also, congestion on Farnham St. will be reduced by eliminating the vehicles parked on the street during times of heavy traffic during drop-off and pick-up times. Site distance for vehicles pulling out onto Farnham from the parking lots will also be improved by eliminating parking during these times. • Currently, parking is allowed on both sides Farnham St. in front of school property. The only exceptions being on either side of the existing crosswalk in front of the school on both sides of the road. An exhibit has been attached showing the proposed limits of the no parking. • The Committee reviewed the request and agreed that the parking restriction will increase safety and help to support the School Districts plan for drop-off and pick-up, while still allowing the use of parking when school is not in session. It was also discussed that other schools in Galesburg have a similar restriction in place that works well. Recommendation: Restrict parking from 8:00 a.m. – 4:30 p.m. on school days between the railroad tracks and Clay St. Prepared by: OL Page 1 of 2 COUNCIL LETTER CITY OF GALESBURG NOVEMBER 16, 2020 AGENDA ITEM: Approval of proposal to complete city website redesign, development, and migration. SUMMARY RECOMMENDATION: The City Manager, Director of Finance & Information Systems, Information Systems Supervisor, and Purchasing Agent recommend that the City Council approve the proposal from Revize in the amount of $29,400.00 to redesign, develop, and migrate the city’s website. A committee of fifteen city staff members concur with this recommendation BACKGROUND: The last update of the city website was approved in 2010 at a cost of $29,000. Since that time, the technology, and the way the public gets information has changed. The overall look and feel of a modern city website and several other standards related to municipal websites have also changed in the last ten years and will be rectified with this redesign. Normally six years was considered a conservative life expectancy for the city’s web presence. We have considerably outlived that six year requirement. Also, due to the age of the existing content management system (CMS) internal departmental editors have a difficult time updating city information and responsive design is not part of the existing architecture. The current website was the first to be redesigned by an outside contractor and the money spent really stood the test of time. The expectation is that, going forward, there will be no need to do a redesign project of the city’s web presence. Regular minor course corrections are a part of the annual support cost and will provide a consistently updated website with current capabilities. Some of the important elements to a municipality’s website that were considered as part of this initiative are ADA compliance, ease of searching and navigation, ease of editing and updating the site, calendar and document centers, the ability to provide public requests on issues and the ability to download information on city code and city documents. The ability to pay bills, provide emergency information to the public, provide job posting and bid posting functionality to the public, and to find the information a resident may be looking for quickly and easily was also a requirement of each proposal response. Currently our website is hosted in-house and technically supported internally by Management Information Systems (MIS). Due to the changing environment in cyber security and the ability to provide regular updates and minor redesigns in a more time appropriate manner, the new site will be hosted by the developer for an annual cost. Initially we received eleven responses to our request for information earlier in the year. Of those eleven responses, we received six responses to our request for proposal. Those responses were as follows: 20-4096 Prepared by: OL Page 2 of 2 Company Proposal Cost CivicPlus $30,378.00 Granicus $35,825.00 Intrado $30,750.00 LRS $79,100.00 Municode $32,000.00 Revize $29,400.00 Those six responses were narrowed to a top three which included: CivicPlus, Granicus, and Revize. Of the top three, the Communications committee’s final recommendation was the proposal from Revize. The committee believes the proposal submitted by Revize best met the needs of the city as well as the requirements of the request. It should be noted that Revize provided the most economical proposal at a cost of only $400 more than the redesign ten years ago. In addition, Revize also provides a four year redesign of the site included in their submitted proposal. The philosophy going forward will be minor four year course corrections at no additional costs and no more large costly overhauls going forward. All three provide variations on this option but the committee thought the Revize’s redesign option seemed to be the least expensive, simpler, and more complete process. Revize’s annual cost was also the least expensive of all of the finalists at $3,900. This cost includes hosting, support, and the four year optional redesigns. Members of the Communications Committee that assisted in creation of the RFP and evaluated all proposals for this recommendation included: Orlee Lucero - MIS Abby Slagel - City Clerk’s Office Tony Oligney-Estill - Recreation Mike Doney - MIS Amanda Jennings - PSB Chelsea Moberg - Recreation Kerzi Peterson - MIS Brad Nolden - Administration Mary Foutch - Comm Dev/Transit Kelli Bennewitz - City Clerk Cathy St. George - Administration Caitlyn Juraco - Comm. Dev. Kim Groeper - Water Laura Williams - Township Assessor Lisa Watson – Elections BUDGET IMPACT: There are sufficient funds for this purchase. SUPPORTING DOCUMENTS: 1.CivicPlus Response 2.Granicus Response 3.Intrado Response 4.Municode Response 5.Revize Response PAGE 100 RFP FOR WEBSITE RE-DESIGN, DEVELOPMENT, IMPLEMENTATION, AND HOSTING OF THE CITY OF GALESBURG, IL WEBSITE Presented by | Jacob Bertram, CivicEngage Account Executive Galesburg, Illinois 302 S. 4th Street | Manhattan, KS 66502 | 888-228-2233 | www.civicplus.com October 9, 2020 Kraig Boynton Purchasing Agent 55 West Tompkins Street Galesburg, IL 61401 RE: Request for Proposal for Website Re-design, Development, Implementation, and Hosting of The City of Galesburg, IL Website Dear Mr. Boynton: Meeting the need of society’s expectation of instant access to news and communication can be a challenge when you don’t have the tools and resources to get the job done right. As your partner, that’s where CivicPlus, LLC (CivicPlus) can help. We are passionate about our mission to help make local government better. With the CivicEngage content management system (CMS) Galesburg won’t simply be getting a website – you’ll also obtain the tools to build a trusted and long-term relationship between you and your citizens. By partnering with CivicPlus, you’ll receive: • Responsive design that is available to your citizens from anywhere on any device • Comprehensive suite of modules and tools tailored to the functionality you need most • Guaranteed redesign after four years of service to keep your website fresh and innovative • Hands-on migration of existing content by our team of experts • 24/7/365 support with secure hosting and maintenance Your new site will be developed on the most robust and flexible CMS available. CivicEngage is an easy-to-use suite of cloud-based tools built specifically for local government. You’ll be able to inform and empower your citizens and staff in more efficient ways. No official or employee of the City of Galesburg is directly or indirectly interested in this proposal for any reason of personal gain. I welcome the opportunity to discuss our proposed solution for Galesburg and answer any questions you may have about partnering with CivicPlus and the CivicEngage CMS. Sincerely, JACOB BERTRAM CivicEngage Account Executive bertram@civicplus.com 785-410-5304 Table of Contents 1 Functionality Requirements/ Scope of Services 9 Security & Workflow 13 Social Media 15 Training 17 Maintenance & Support 19 Implementation 26 Performance Schedule 28 Fee & Award of Contract 31 Milestones 33 Reference & Demonstrations 35 CivicPlus Company Overview 37 Required Forms PAGE 1 RFP FOR WEBSITE RE-DESIGN, DEVELOPMENT, IMPLEMENTATION AND HOSTING OF THE CITY OF GALESBURG, IL WEBSITE Functionality Requirements/Scope of Services PAGE 2 FUNCTIONALITY REqUIREMENTS/SCOPE OF SERVICES The CivicEngage CMS is robust and flexible with all the features and functionality you need today and in the future. Developed for organizations that need to update their site frequently, CivicPlus provides a powerful government content management structure and website menu management system. The easy-to- use system allows non-technical employees to efficiently update any portion of your website. The CivicEngage CMS is able to meet all the Functionality Requirements / Scope of Services mentioned in the City of Galesburg RFP. We have provided additional information and pricing regarding a new logo design for the City. CivicEngage Modules & Widgets Engagement CivicEngage offers several effective and easy-to- use citizen engagement features. These tools easily integrate with the other key CivicEngage features. • Alert Center – Post emergency or important information on your website to notify citizens via email and SMS. • Blog – Post opinions/information about various community topics and allow citizen comments and subscriptions. • Calendar – Create multiple calendars and events to inform citizens of upcoming activities that are viewable by list, week, or month. • Citizen Request Tracker™ (CRT) – Allow users to report a problem and provide follow-up communication with the point of contact. (includes 5 user licenses & 10 request types) • Community Voice™ – Interact with citizens about projects in your community. • ePayment Center – Create a secure, PCI- compliant payment gateway for your online services with our opt-in service, CP Pay®. Additional fees apply. • My Dashboard – Allow users to personalize their dashboard to stay updated on news, events, and information they care about. • News Flash – Post organizational news items that are important to your citizens. • Notify Me® – Send out SMS messages and mass emails to list subscribers. (Includes up to 500 SMS users) CivicEngage CMS PAGE 3 Document Management CivicEngage comes fully-equipped with a robust set of document management tools that work with other key features of our CMS and making it easy to build dynamic content that is easy for citizens to navigate and access. • Agenda Center – Create and display agendas and minutes for various civic organizations. • Archive Center – Store agendas, minutes, newsletters, and other data-driven documents. • Document Center – Organize and house documents in one central location. • Form Center – Create custom, online forms via simple drag-and-drop functionality. Receive notifications via email and track within the CMS. • Photo Gallery – Store and display photos. • Staff Directory – Share detailed contact information for your staff and offices. Information & Navigation Organize your content and pages to make it easy to locate the information you and your citizens need most with modules that help you update information quickly. • Frequently Asked Questions (FAQs) – Answer the most frequently asked questions to reduce phone and foot traffic for staff. • Graphic Links – Place graphics on your site as links to other pages. • Info Advanced – Display important information on pages in a compact and easy-to-update module that provides detailed formatting. • Quick Links – Place links to often-requested information directly on the page of your choice. Department-Specific There are several function-specific features and modules for government departments. These tools are integrated into the CivicEngage CMS and offer the ability to complete multiple steps in one action. • Activities – Create, organize, and track activities. • Facilities & Reservations – Showcase community facilities and allow reservations online. • Job Postings – Post available jobs online and accept online applications. • Bids – Post sortable and subscribable bids. Helpful Widgets Widgets help your staff visually organize content on your site and tailor the look to meet the page’s needs. A few of the most helpful widgets are: • Carousel Widget – Group and display widgets in one location with arrow navigation functionality. • Custom HTML Widget – Embed videos or other HTML features in your page. • Editor Widget – Edit text with word processing tools, plus web tools like code view and the Accessibility Checker. • Image Widget – Add images to a page. • Related Documents Widget – Create a dynamic list of documents referenced in the Document Center. • Share Widget – Add a share button to your page so citizens can share content to their social media. • Slideshow Widget – Add a slideshow of images. PAGE 4 Administrative Features The administration of your CivicEngage site is browser based, with no installation of software needed. You’ll be able to update the site from an internet connection on any platform (Mac or PC). Administrators can control the access to pages and manipulation of content as well as use automated features to streamline processes. • Admin Dashboard – A home base for messages and quick access to your recent activities and time-sensitive action items such as pending approvals and expiring items. • Content Scheduling & Versioning – Set your content to auto-publish and auto-expire, with an archive of all published content and previous versions. • Dynamic Breadcrumbs & Site Map – Breadcrumbs (used to show a visitor’s location within the site) and the site map are dynamically generated and automatically update reflecting any changes made. • Dynamic Page Components – Modules such as Calendar, FAQs, and News Flash, may be included as dynamic page components on any page. • History Log – Track changes made to your website. • Intranet – Use permissions to set a secure location on your website that allows employees to login and access non-public resources and information. • Levels of Permissions – Assign staff members to groups with different levels of permissions of access and authority throughout the CMS. • Pending Approval Items – Admins have access to a queue of pending items to be published or reviewed. • Website Statistics – Piwik or Google Analytics provides web statistics for analysis. User-Friendly Features Not only is the CivicEngage CMS easy for your staff to use, various administrative features help your staff make a more attractive, engaging, and intuitive for your citizens. • Automatic Alt Tags – Built-in features allow ongoing ADA compliance of your site. • Design Essentials – Tools that allow your staff to build, modify, and manage your website’s look within the design and structure parameters of your website. • Link Redirects – Instead of sending your users to http://civicplus.com/248/Awards- and-Recognition, you can send them to http:// civicplus.com/awards. • Maps – Easily embed maps from Google, ESRI, and more using the HTML widget. • Mega Menu – A main navigation menu makes it easy to get to any page on your site quickly. PAGE 5 • Predictive Site Search & Log – A powerful site search automatically indexes all content making it easy for visitors to find information across pages, documents, and images. All search words are kept in a log. • Printer Friendly – Separates critical content from the site template to provide a clean print without menu structure and banner information included. • Real Simple Syndication (RSS) Feeds – Allow patrons to sign up to receive email notifications. • Responsive Design – With responsive design, your site adjusts to the screen size regardless of what device is being used, providing a seamless user experience. • Social Media – Set various modules to automatically post to your Facebook and/or Twitter feeds and incorporate compatible social media feeds and widgets into your site. • Supported Browsers – View your website in the two most recent versions of major browsers including Microsoft Edge, Firefox, Safari, and Chrome. • Third-Party Access – Utilize iframes, embeds, and/or links to most of your third-party services. Or use our growing list of APIs as well as options from Zapier to build applications right from your website. • Translation – Integration with Google Translate translates web pages into over 100 languages. ADA Section 508 Compliance We provide highly compliant sites based on WCAG 2.0 A and AA guidelines, which encompass and surpass ADA accessibility requirements. Our focus is to provide a high degree of compliance with WCAG 2.0 A and AA, which maximizes accessibility for all users while providing freedom to create a visually rich and appealing site. Our approach for each website includes the following steps to provide you a compliant and accessible website: • We will deliver you a site that meet ADA (Section 508) and WCAG 2.0 A and AA levels. • Your staff can use the Accessibility Checker within the CMS to scan content in the editor widget, News Flash, and FAQs for any accessibility issues so you can correct them before publishing. • Our trainers will teach your staff best practices to keep your content and design elements accessible and up-to-date with the latest ADA/ WCAG standards. • Any new regulations that require code changes are done automatically, at least quarterly, with no additional effort required from you. • In addition to updating the code, our product team also updates our best practices and provides regular updates to clients via our CivicPlus website, blog articles, webinars, and other publications. AudioEye Partnership CivicPlus also partners with AudioEye to provide a suite of accessibility tools and services at a discounted rate to our clients. Additional details and a quote can be provided upon request. PAGE 6 Credit Card Processing – CP Pay® CP Pay is our secure, PCI-compliant, standalone payment gateway that is integrated within the CivicPlus Platform. Local governments can use CP Pay within any CivicPlus solution or third-party product. Our recommended payment gateway, CP Pay Merchant, available through our partnership with Global Payments Integrated, will relieve your finance and IT teams of the risk of maintaining and monitoring merchant processing responsibilities and vendor relationships. Key benefits of CP Pay Merchant include: • Next day funding and multiple MID functionality, so that your departments can keep their money separate and get it when they need it • Take credit cards in-person through a secure fashion with EMV chip-card readers • Ability to take contactless payments such as Apple Pay or Goggle Pay • Offer alternate payment methods to citizens with bank payments through ACH • Enrollment in PCI Assure, a program to help access scope and reduce risk for PCI compliance With the Global Payments Integrated Hardware Program for CivicPlus, you’ll also be able to accept secure payments in your office. Because devices are encrypted specifically for the payment gateway, you’ll need to leverage these devices directly from Global Payments Integrated for either purchase or rent. We are happy to assist in your procurement of such devices. To utilize our recommended merchant account, CP Pay Merchant, an application and separate agreement will need to be completed directly with Global Payments Integrated, who will assess separate merchant account and transaction fees. Additional information can be provided upon request. Supported Gateway Providers If you choose not to utilize CP Pay Merchant, we provide flexible payment solutions by offering the following supported gateways for a one-time, set- up fee: Braintree, Authorize.net, Forte, Tempus, Elavon Converge, PayPal Payflow, Heartland, and Global Payments Integrated (separate gateway - not CP Pay Merchant). You’ll need to obtain gateway credentials directly from your chosen gateway and provide it to CivicPlus during implementation. Your chosen gateway may have additional fees that will be assessed and paid directly to the chosen gateway provider. Integration with ERP & SaaS Vendors Galesburg will be able to easily iframe, embed, and/ or link to most of your third-party services. We would love the chance to discuss the options with you. Functionality Disclosure As CivicPlus continues to evolve and improve our solution to support our clients’ needs and goals, we reserve the right to upgrade, replace, modify, or terminate any of the features and functionality elements listed, at our sole discretion, and when feasible, providing reasonable notice to our clients of any changes. These features and functionality are offered on a gratuitous basis to our clients, with no monetary value per feature, and should any changes be enacted, will not affect any terms in a signed agreement with CivicPlus. FUNCTIONALITY OPTION ONE-TIME ANNUAL Logo Development – Design of new logo $5,000 N/A PAGE 7 Logo Development A logo can be considered the face of an organization. It should be a reflection of the organization’s goals and values, as well as the community it represents. If your organization is in need of a new or updated identity to convey its growth and development, let us help! Through our Logo Development process we will create a logo that you can be excited about and proud to stand behind for years to come. Client Deliverables Include: • Finalized Logo in: –Full Color (.ai, .png, .jpg) –Black & White (.png, .jpg) –Greyscale (.png, .jpg) • Online Presence Guide –Vectorized Logo –Colors (RGB and HEX values) –Logo Variations (if applicable) –Fonts • Social Media Graphics –Facebook –Instagram –Twitter –YouTube Optional Enhancement LOGO COLORS LOGO VARIATIONS FONTS RGB 218240245 HEX #DAF0F5 RGB 356176 HEX #233D4C RGB 6815970 HEX #449F46 RGB 234238224 HEX #EAEEE0 RGB 24916761 HEX #F9A73D Branding done by CivicPLus Online Presence Guide PAGE 8 AudioEye Managed AudioEye offers a range of products and services from self-service to turnkey managed solutions. At the core of AudioEye, is the Digital Accessibility Platform (DAP), this powerful tool empowers auditors, designers, and developers to understand issues of accessibility and improve website infrastructure thorough the use of an innovative and easy-to-use interface. Conforming to Web Content Accessibility Guidelines (WCAG) 2.1 has never been easier. AudioEye • AudioEye Managed • Proprietary automated testing suite • Detect Section 508 & WCAG 2.1 Success Criteria violations • AudioEye engineers remediate accessibility issues • Compliance monitoring • Manual technical analysis & usability testing • Support, training, & consulting from subject matter experts • AudioEye Toolbar with Web Personalization Tools AudioEye Managed • Provides complete digital accessibility compliance auditing and resolution • End-to-end digital accessibility compliance testing, resolution, validation, and monitoring • Combines subject matter experts with technology − a team of engineers and manual testers to ensure issues of accessibility are fixed and stay fixed AudioEye Toolbar • Fully customizable user experience • Tailored to individual needs regardless of device type, language preference, or preferred method of access • Users can customize the visual display of the website, listen to the content read aloud, and command the browser using voice controls Digital Accessibility Platform • Software as a Services (SaaS), API-first technology • Offers end-to-end compliance auditing • Ability to spider, scan, and diagnose entire websites, single blocks of code, and content delivered via API • Offers flexible resources for proper identification and remediation of the detected issues Optional Enhancement PAGE 9 RFP FOR WEBSITE RE-DESIGN, DEVELOPMENT, IMPLEMENTATION AND HOSTING OF THE CITY OF GALESBURG, IL WEBSITE Security & Workflow PAGE 10 SECURITY & WORkFLOW Hosting & Security CivicPlus protects your investment and takes hosting and security of our client sites seriously. Redundant power sources and internet access ensure consistent and stable connections. You’ll find that our extensive, industry-leading process and procedures for protecting and hosting your site is unparalleled. From our secure data center facilities to constant and vigilant monitoring and updating of your system, including 99.9% guaranteed up-time (excluding maintenance). If you experience a DDoS attack or threat, CivicPlus has mitigation and DDoS Advanced Security options available to you at the time of an event. Whatever your needs are we have an option that will be a fit for your community. Data Center Bandwidth • Highly reliable data center & secure facility • Managed network infrastructure • On-site power backup & generators • Multiple telecom/network providers • Fully redundant network • System monitoring − 24/7/365 • Multiple network providers in place • Unlimited bandwidth usage for normal business operations (does not apply in the event of a cyber attack) • Burst bandwidth − 22 Gb/s Hosting • Automated CivicEngage software updates • Server management & monitoring • Multi-tiered software architecture • Server software updates & security patches • Database server updates & security patches • Antivirus management & updates • Server-class hardware from nationally recognized provider • Redundant firewall solutions • High performance SAN with N+2 reliability Disaster Recovery • Emergency after-hours support, live agent (24/7) • On-line status monitor by Data Center • 8-hour guaranteed recovery TIME objective (RTO) • 24-hour guaranteed recovery POINT objective (RPO) • Pre-emptive monitoring for disaster situations • Multiple, geographically diverse data centers DDoS Mitigation DDoS Advanced Security Coverage • Defined DDoS Attack Process • Identify attack source and type • Monitor attack for threshold* engagement Not Included. Additional coverage available at time of event. Additional fees will apply. *Thresholds: Traffic exceeds 25 Mb/s sustained for 2+ hours. Traffic over 1 Gb/s at any point during attack PAGE 11 DNS & SSL Certificates We will aid in the setup of your current domain for your new website. Also included is one SSL Certificates to protect your new website and information through encryption of sensitive data and identity verification. LDAP Integration CivicEngage’s included hosting and security covers all of the additional features requested by Galesburg with the exception of included LDAP. CivicPlus utilizes Identity Provider (IdP) Integration at an additional cost. More details about this service are featured on the following page. Levels of Rights Each department is capable of updating their own content, while the web pages, menu structure, top of page, banner, and navigation throughout the site remain consistent. System Administrators are given the ability to establish groups with specific rights and capabilities to update the website. Users are then assigned to those groups based upon the role they will have in updating the website. Users may be defined as publishers (create or publish) or authors (create but not publish) of the content, or as administrators of modules. Content Workflows Workflow and approvals are handled through Group Administration. Multiple permission levels can be set for any and all content on the website. When an Author submits something for approval, email notifications and Dashboard notifications are seen for approving members. Approving members have the ability to accept and publish, modify and publish or decline the submitted content. These actions also notify the submitter of the content. Defense Against Unauthorized Access Intrusion detection is primarily accomplished through monitoring of log files; log files are regularly reviewed and monitored, the frequency of which is determined by the environment, bandwidth being used and threats of critical attack. Other intrusion prevention methods exist within both CivicPlus’ hardware and software environments; ASA routing technology with firewalls protects ports against unwanted intrusions, and the Content Management System uses stored procedures to protect against SQL injections and other common forms of hacking. Additionally, CivicPlus employs other methods to offer protection against phishing attacks such as cross site scripting and automated spamming techniques by using hidden CAPTCHAs and other SPAM-blocking tools. Registration & Passwords Employees/users will register for accounts which can be monitored by system admins. Current employees’ user ID’s and passwords shall conform to accepted security standards. All passwords shall be changed at least annually, more often as needed (e.g. seasonally). Users will receive notice when passwords need to be changed and can utilize a system for resetting passwords and retrieving user names. PAGE 12 Identity Provider (IdP) Integration More often, local government IT teams are looking to implement single sign-on (SSO) functionality to simplify user access to all web and cloud-based applications without requiring individual authentication. The CivicPlus Platform’s Custom IdP integration capabilities provide local governments with the following conveniences: • Faster and easier access to vital third-party solutions that integrate with your CivicPlus unified applications, such as CivicEngage, CivicClerk, and CivicRec • Reduced password and account maintenance • The ability to log into your CivicPlus software accounts from any device with an Active Directory username and password • Auto-account generation • Group syncing • Customization of the design of your active directory login page We offer integration with these third-party IdPs: • Microsoft’s Azure Active Directory (AD) • Microsoft’s Active Directory Federation Services (AD FS) versions 3.0 and 4.0 • Okta Optional Enhancement PAGE 13 RFP FOR WEBSITE RE-DESIGN, DEVELOPMENT, IMPLEMENTATION AND HOSTING OF THE CITY OF GALESBURG, IL WEBSITE Social Media May 01, 2020 Regular Public Meeting PAGE 14 Social Media CivicPlus understands the importance of Gov 2.0 and how social networking sites like Facebook and Twitter help governments connect with their residents in unique and innovative ways. With third-party RSS feed services, many CivicEngage modules can be tied to your Facebook and/or Twitter profile to automatically post information like news items, calendar events, and more. CivicEngage can also incorporate available, compatible social media feeds and widgets into the design of your new website to create a social media hub. Facebook & Twitter Many governments are finding Facebook to be an essential part of their online presence, as it provides another avenue to share news, announcements, events, pictures, and videos with a wide range of regular site visitors. Twitter’s short, 140-character “tweets” offer a way to distribute information quickly and effectively. Using third- party RSS feeds, you can sync your website to your Facebook and Twitter profiles to automatically publish news, notices, and calendar events on Facebook with a link to your website for more informatio Social Media Share Widget Even further, you can activate the Share Widget, which provides the functionality of adding a share button on your site to allow your citizens to share out content to their personal social media. Additional Portal Page With CivicEngage, there isn’t a need for a separate portal as links can be placed on any page. PAGE 15 RFP FOR WEBSITE RE-DESIGN, DEVELOPMENT, IMPLEMENTATION AND HOSTING OF THE CITY OF GALESBURG, IL WEBSITE Training PAGE 16 Implementation Training A CivicPlus Trainer will deliver two days of virtual training to all web administrators and departmental users within Galesburg and equip them with the necessary knowledge and tools they need in order to maintain the new CivicEngage website. Your staff will leave training proficient in best practices and module usage, as well as how to use widgets and edit their web pages. Actions • Pages Live Edit – Your CivicPlus Trainer will introduce you to our unique front-end editing tools and our dynamic widgets. Learn how to change navigation, edit content, add and remove pages, and how to set up content for easy maintenance. • Modules – Your CivicPlus Trainer will introduce you to all of the modules included in your CivicEngage platform. All stakeholders will not only learn how to use the module, but how to use it to accomplish the common tasks they do most frequently on the website, and how to do it as efficiently as possible. • Admin Tools – All site tools, analytics, permissions, user management, and enterprise level settings will be taught in a special session with Admins and reinforced throughout the engagement. • Work Session – Our Trainers believe that learning isn’t optimal without doing, so they will incorporate work session time into each session to ensure your staff is getting the hands-on experience needed to reinforce the learning and make it stick. As an added benefit, they encourage working on real content, which means you will be that much closer to the end goal by the end of training! Optional Training CivicPlus does offer refresher training after your website launches. These can be purchased as a one-time refresher, or on a recurring, annual basis. Online, Self-Service Help Center CivicPlus clients have 24/7 access to our online Help Center where users can review articles, user guides, FAQs, and can get tips on best practices. The Help Center also provides our release notes to keep you in the loop on upcoming enhancements and maintenance. The Community Forum allows your staff to interact with each other, send CivicPlus feedback and suggestions for future system enhancements, and view trending topics. Content Training/Training Plan Your Training plan will be customized to the needs and skill levels of your site users and administrators on your CivicPlus website. All training sessions will utilize your production site so users are familiar with your new site and managing the CivicEngage content management system software. Day 1 typically consists of Administrator training in the morning and an introduction for your core group of users in the afternoon. The remaining days will be dedicated to using modules and work sessions. Work sessions are designed for groups to learn the software by working on their pages and modules as well as to consult with the trainer about their specific areas of the website. PAGE 17 RFP FOR WEBSITE RE-DESIGN, DEVELOPMENT, IMPLEMENTATION AND HOSTING OF THE CITY OF GALESBURG, IL WEBSITE Maintenance & Support PAGE 18 MAINTENANCE & SUPPORT Technical Support & Services Around-the-Clock Service & Support With technology, unlimited support is crucial. Our live support personnel based in the United States are ready to answer your staff members’ questions and ensure their confidence. The CivicPlus Help Center CivicPlus clients have 24/7 access to our online Help Center where users can review articles, user guides, FAQs, and can get tips on best practices. The Help Center also provides our release notes to keep you in the loop on upcoming enhancements and maintenance. The Community Forum allows your staff to interact with each other, send CivicPlus feedback and suggestions for future system enhancements, and view trending topics. Continuing Partnership We won’t disappear after your website is launched. You’ll be assigned a dedicated Client Success Manager. They will partner with you by providing information on best practices and how to utilize the tools of your new system to most effectively engage your citizens. Award Winning Team In February 2020, our Technical Support Team was presented with a Silver Stevie® Award in the Front- Line Customer Service Team of the Year - Technology Industries category, and a Bronze Stevie® Award in the Customer Service Training or Coaching Program of the Year - Technology Industries category. This is the second consecutive year that CivicPlus’ Technical Support Team has earned Stevie honors. Free Upgrades Every month, CivicPlus pushes new updates to your CMS and infrastructure. Last year alone, we released over 100 customer suggested feature enhancements. As part of your four-year redesign schedule, we will keep you future-proofed by keeping your website ahead of design trends and software up to date every 48 months with current versions. Technical Support • Business hours: 7 a.m. – 7 p.m. (CST) Monday – Friday • Contact via phone, email, & live chat • 4-hour response during business hours • 24/7 emergency support Maintenance • Regular review of site logs, error messages, servers, router activity, and the internet in general • Full backups performed daily • Regularly scheduled upgrades, fixes, enhancements, and OS system patches PAGE 19 RFP FOR WEBSITE RE-DESIGN, DEVELOPMENT, IMPLEMENTATION AND HOSTING OF THE CITY OF GALESBURG, IL WEBSITE Implementation PAGE 20 Communication & Management Communication between you and your CivicEngage team will be continuous throughout your project. Sharing input and feedback through email, virtual meetings, phone calls, and our project management software, Mavenlink, will keep all stakeholders involved and informed. Mavenlink offers task management transparency with a multi-level work breakdown structure, Gantt Chart-based project plan, and a focused communication channel. • Centralized project communication and task management tools are located in a cloud-based project workspace • Conversations are linked to files and tasks for easy reference • Tasks, deliverables, and milestones are aligned to your specific scope of work The tools available through Mavenlink combined with regular check-ins with your Project Manager provide you ample opportunities to quickly and efficiently review your project, check deliverables, and communicate feedback. Consulting Engagement During your consulting sessions, your Consultant will meet with you to evaluate needs and make recommendations for implementation solutions. This consulting will help your organization facilitate the tough conversations that happen when you put a microscope to your current processes, solutions, and website presence. Further, we will also guide you to set realistic timelines and tasks for implementation as well as assist you in setting goals and sustainment plans for your launch and beyond. Flexible Layout Design You will meet with your Art Director to discuss your website vision based on the goals and needs of your users. This process involves selecting the order, placement, and format of your homepage content from a library of over 1,200 vetted layout configurations aimed at achieving your usability goals. This layout wireframe will provide the structural blueprint for the visual design application. We will then collaborate with you to customize your design to represent your community using your logo, chosen colors, and imagery. We will focus on including the functionality to meet your website needs, including an option for up to one advanced design component– a layout or design element that requires significant time to style and implement. Working with your Art Director, you’ll identify the appropriate component to achieve or enhance the usability goals for your site. Implementation Plan PAGE 21 Content Migration Content Development Our Content Development team will migrate the agreed upon number of pages of content (including their text, documents, and images) from your current website to your new, CivicEngage website. Content will be enhanced for usability and accessibility, and we will organize your website pages to make them easy to navigate. Agendas & Minutes Migration The Content Development Team will download, upload, and organize an agreed upon number of meetings to the Agenda Center module. Training Our goal with your training plan is to give your staff the skills and tools they need to quickly and easily keep your website current. Your Trainer will deliver virtual training sessions for both administrators and users. These sessions will be customized to equip your staff with the knowledge and comfort level needed to prepare your website for launch and maintain it in the future. The training session will utilize your production website, so users are familiar with your specific configuration and you get real, hands-on learning opportunities. Your Role We will need your help to create the strongest possible website for your community. We will need you to: • Gather photos and logos that will be used in the overall branding and design of your new website • Provide website statistics to be utilized in reorganizing your website content, navigation, and design • Complete the Design Form to communicate design preferences • Provide technical information in the DNS form for the set-up of your website domain name(s) • Perform reviews and provide official approvals throughout the project • Update the content on your current website and delete any pages you no longer need • Track website updates to be completed during your training session • Ensure you have the most up-to-date web browsers installed on your organization’s computers • Compile a list of your website users and desired permission levels • Reserve training location and necessary resources (computers, conference phone, etc.) PAGE 22 IMPLEMENTATION Design Portfolio The included design portfolio will provide you with an idea of the different directions we can take your creative design. Please note that not all parties listed have agreed to be contacted for reference. Marble Falls, Texas www.marblefallstx.gov Port Angeles, Washington www.cityofpa.us Davie County, North Carolina www.daviecountync.gov Bloom Township, Illinois www.bloomtownship.org Sidney, Ohio www.sidneyoh.com Auburn, Massachusetts www.auburnguide.com PAGE 23 IMPLEMENTATION Your CivicEngage Team From project management to design and development to training and support, a project team will assist you throughout the development process to ensure your project’s success and your complete satisfaction. Based on our years of experience administering projects, it has become our policy to assign individual team members at the project start. This way we can be sure they will be available to begin your project immediately and work directly with you throughout the entire process. As such, we do not provide names or resumes of team members during the RFP process. Rest assured that your project team, once assigned, will deliver the attention and effort you need and deserve to create a website that achieves your vision of success. • Project Manager – Provides communication, establishes project plan, schedules project resources, facilitates project tasks, ensures requirements are met according to scope • Consultant – Examines current state, recommends solutions to challenges, provides actionable steps for implementation • Art Director – Establishes vision for website design, collaborates with graphic design team to create website design to meet your needs, coordinates design application to functioning website • Web Content Specialist – Guides content development process, ensuring application of best practices for usability and accessibility • Trainer – Educates your team to use the CivicEngage content management system, demonstrates effective use of tools and functionality Galesburg’s Project Team Client Success Manager (assigned at Go Live) Technical Support After Website Go Live Project Manager Consultant Art Director Web Content Specialist Trainer CONFIDENTIAL | PAGE 24 IMPLEMENTATION Team Leaders Our expert project leaders will coordinate qualified specialists who will work directly with you throughout your project development and beyond. MILLARD ROSE – VICE PRESIDENT/GENERAL MANAGER OF CIVICENGAGE Millard brings over 20 years of experience in the government software industry, with over 17 of those specifically working with government websites. He oversees the strategic direction and day-to-day management of all CivicPlus CMS platforms which support over 4,000 clients of all sizes and government sectors. ADAM BLOCk – DIRECTOR OF IMPLEMENTATION Adam oversees the teams responsible for creating your CivicEngage website to ensure you are satisfied with your end product and implementation experience. This includes our implementation team managers, project managers, art directors, web content specialists, and resource teams. JEREMY WILSON – MANAGER OF CLIENT SUCCESS Upon launch of your website to the public, Jeremy will assign a Client Success Manager to your account. Your dedicated Client Success Manager will partner with you to create an ongoing strategy to better engage your citizens by utilizing the tools and products that CivicPlus has to offer. CONSTANCE COOkE – DIRECTOR OF CLIENT SUPPORT & IT Constance manages all CivicPlus technical support teams and our internal IT department. The support teams operate on a three-tier, product-specific escalation process to report technical issues to the product development teams and work hand-in- hand with our Help Center to continually improve online assistance. JIM FLYNN – DIRECTOR OF INFORMATION SECURITY & 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. From data center operations to security and compliance, his team will ensure that your hosting and security needs are met. PAGE 25 Time Commitment Your CivicEngage implementation will be conducted in a professional manner throughout your project. Your plan, as finalized upon selection, will include time-tested best practices that we have developed and refined over our 22 years of experience and thousands of projects. The City will be assigned a dedicated Project Manager and project team, who will guide you through scheduled meetings and tasks with the aid of our project management system, Mavenlink. Mavenlink will hold Galesburg’s detailed schedule, task list, and communication for your project. Most of the contact will be via remote methods, including video conferencing, phone calls, and email. Your project team will dedicate the necessary time needed to complete a quality project for Galesburg. Specific time commitment by team members will depend on final scope, deadlines agreed to and met, and availability of the City’s project team throughout the project. PAGE 26 RFP FOR WEBSITE RE-DESIGN, DEVELOPMENT, IMPLEMENTATION AND HOSTING OF THE CITY OF GALESBURG, IL WEBSITE Performance Schedule PAGE 27 PERFORMANCE SCHEDULE Design creation, content development, professional consulting, configuration for usability and accessibility, dedicated training − CivicPlus delivers all of this and more during the development of your new website. A typical project timeline ranges from 16 – 28 weeks. Galesburg’s exact project timeline will be created based on detailed project scope, project enhancements purchased, availability for meeting coordination, action item return and completion, approval dates, and other factors. Your project timeline, tasks, due dates, and communication will be managed and available in real-time via Mavenlink project management software. Initiate TWO TO FOUR WEEkS • Project Kickoff Meeting • Planning & Scheduling Analyze FOUR TO SIX WEEkS • Client Deliverable Submission • Consulting Engagement • Design Discovery Meeting • Content Process Meeting Design & Configure SIX TO TEN WEEkS • Design Concept Development • Design Concept Meeting • Content Development • Agendas and Minutes Migration • Website Completion Optimize ONE TO TWO WEEkS • Website Finalization Educate ONE TO TWO WEEkS • Training Engagement Launch TWO TO FOUR WEEkS • Website Launch 1 2 3 4 5 6 GO LIVE Project Timeline PAGE 28 RFP FOR WEBSITE RE-DESIGN, DEVELOPMENT, IMPLEMENTATION AND HOSTING OF THE CITY OF GALESBURG, IL WEBSITE Fee & Award of Contract PAGE 29 FEE & AWARD OF CONTRACT Project Cost Pricing is valid for 60 days from October 9, 2020. Features & Functionality • CivicEngage CMS tools, widgets, and features • One SSL certificate • 100 GB of storage Design & Content • One website layout built using available flexible layout options • One custom website design built using approved layout and up to one advanced design component • 200 pages Content Development from URL www.ci.galesburg.il.us • Up to 300 meetings worth of Agendas and Minutes PDF/DOC Migration • Four-year premium website redesign • Six custom banners Professional Services • Two days virtual training (limit eight attendees/ session) • Two days virtual content consulting Annual Services • Hosting and security • Software maintenance including service patches and system enhancements • 24/7 Technical support and access to the CivicPlus Help Center • Dedicated Client Success Manager • Annual Services are subject to a cumulative 5% technology fee increase beginning Year 3 (for non-CPA payment projects) and beyond Year 1 (one-time + annual) $30,378 Year 2 & Beyond $5,800 Your CivicPlus purchase may be eligible for CARES reimbursement. Consult with your administration to determine if this is an opportunity for your community, and please inform CivicPlus if you will be seeking reimbursement so we can help with any of your documentation needs. PAGE 30 CivicPlus Project Pricing & Invoicing CivicPlus prices on a per-project, all-inclusive basis (stated in US dollars). This type of pricing structure eliminates surprise costs, the uncertainty of paying by the hour, and is overall more cost effective for our clients. It provides you with a price based on the products and features listed in this proposal that only varies if additional functionality, custom development, security, escrow requirements, or other design or project enhancements, outside of the included scope, are added prior to contract signing. CivicPlus Offers: Standard CivicEngage Invoicing • 30% of Year 1 fees due at contract signing – remaining 70% due at project completion or at the six-month mark in the implementation process – whichever date is earlier • The first-year Annual Services fee is included with your Year 1 cost • Subsequent annual invoicing occurs on the anniversary of the contract signing date, subject to a five percent technology fee uplift each year starting in Year 3 of your contract Customized Billing/Invoicing • We can discuss other billing options with you before contract signing and, if feasible, develop a plan that works for all parties • Not available with all CivicPlus products – please contact your sales representatives for more details CivicPlus Advantage Invoicing • Zero-interest, level payments that divide the Year 1 expense of your project over the first three years of your contract • Each payment includes your Annual Services and any other fees if applicable • May not be available with all products offered by CivicPlus CP Pay Merchant Account • CP Pay Merchant will collect and disburse all credit card monies • CP Pay will assess a percentage + transaction fee (3% + $0.30 per transaction) • Merchant account fees apply and will be paid directly to Global Payments Integrated (separate from Annual Services) CivicPlus wants our clients to succeed in delivering a viable, sustainable, and flexible technology solution to their communities. We will work with you before contract signing to determine which of our billing processes will meet both your needs for budget planning and our accounting processes. Right to Negotiate A successful project begins with a contract that meets the needs of both parties. This proposal (including all supporting, technical, or specification documents required for submittal with the current RFP) is intended as a non-binding document, and the contents hereof may be superseded by an agreement for services. Its purpose is to provide information on a proposed project we believe will meet your needs based on the information available. If awarded the project, CivicPlus reserves the right to negotiate the contractual terms, obligations, covenants, and insurance requirements as provided in the RFP before a final agreement is reached. We look forward to developing a mutually beneficial contract with Galesburg. PAGE 31 RFP FOR WEBSITE RE-DESIGN, DEVELOPMENT, IMPLEMENTATION AND HOSTING OF THE CITY OF GALESBURG, IL WEBSITE Milestones PAGE 32 CIVICPLUS WILL GALESBURG WILL Initiate Conduct Kickoff Meeting to introduce team, detail development process, and reveal tools and resources Attend Kickoff Meeting Provide a customized and comprehensive project timeline Submit Project Timeline Approval Form Analyze Conduct Consulting Engagement Submit all deliverables including photos & logos, website statistics, Design Form, and DNS Form Design & Configure Conduct Design Discovery Meeting to discuss homepage layout based on flexible layout options and advanced design components Attend Design Discovery Meeting and provide decisions regarding design options Conduct Content Process Meeting to detail content development process Attend Content Process Meeting Migrate content from client’s existing website to production website according to best practices Update content and track all changes to be completed Complete production website with approved design and migrated content and present to client during Website Reveal meeting Attend Website Review Meeting and provide feedback Optimize If needed, make requested changes to the design concept and/or make fix content errors Evaluate completed production website and confirm all expectations were met Educate Conduct Training engagement Attend training sessions Launch Launch website to the public with live domain name Submit Website Acceptance Form CivicEngage will have multiple points of approval throughout the website development process to ensure the project remains on track and in alignment with your vision. The following represents a general division of tasks and project development between you and your CivicPlus project team. A more customized and complete list will be provided to you at your Kickoff Meeting. Exact milestone dates will be developed during the project Kickoff Meeting. PAGE 33 RFP FOR WEBSITE RE-DESIGN, DEVELOPMENT, IMPLEMENTATION AND HOSTING OF THE CITY OF GALESBURG, IL WEBSITE Reference & Demonstrations CONFIDENTIAL | PAGE 34 13 Appendix A – Respondent References Contact Name: Title: Organization: Address:_______________________________________ E-mail: ____________ ______ City: State: Zip: Phone: Web address: Contact Name: Title: Organization: Address:_______________________________________ E-mail: ____________ ______ City: State: Zip: Phone: Web address: Contact Name: Title: Organization: Address:_______________________________________ E-mail: ____________ ______ City: State: Zip: Phone: Web address: Contact Name: Title: Organization: Address:_______________________________________ E-mail: ____________ ______ City: State: Zip: Phone: Web address: Contact Name: Title: Organization: Address:_______________________________________ E-mail: ____________ ______ City: State: Zip: Phone: Web address: New Trier Township 739 Elm Street Winnetka Illinois 60093 www.newtriertownship.com Diane Tye Finance Director dtye@newtriertownship.com 847-446-8253 Skokie 5127 Oakton Street Skokie Illinois 60077 www.skokie.org Ann Tennes Director of Marketing and Communications ann.tennes@skokie.org 847-933-8210 Carbondale www.ci.carbondale.il.us 200 S. Illinois Street Carbondale Illinois 62901 Krysty Gray Web Administrator kgray@explorecarbondale.com 618-457-3287 Bensenville www.bensenville.il.us 12 S Center Street Bensenville Illinois 60106 Anthony Sumner Media Relations Director asumner@bensenville.il.us 630-350-3423 Lee County www.leecountyil.com 112 E. Second Street Dixon Illinois 61021 Mike McBride IT Coordinator 815-285-8166 mmcbride@countyoflee.org PAGE 35 RFP FOR WEBSITE RE-DESIGN, DEVELOPMENT, IMPLEMENTATION AND HOSTING OF THE CITY OF GALESBURG, IL WEBSITE CivicPlus Company Overview PAGE 36 CIVICPLUS COMPANY OVERVIEW At CivicPlus, we have one goal: to empower the public sector to accomplish impactful initiatives using innovative solutions that save them time while connecting them to the citizens they serve. We began in 1998 when our founder, Ward Morgan, decided to focus on helping local governments work better and engage their citizens through their web environment. CivicPlus continues to implement new technologies and services to maintain the highest standards of excellence and efficiency for our clients, including solutions for website design & content management, recreation management, mass communications, agenda & meeting management, employee management, 311 & citizen requests, and digital optimization. Our commitment to deliver the right solutions in design and development, end-user satisfaction, and secure hosting has been instrumental in making us a world leader in government web technology. We consider it a privilege to partner with our clients and provide them with solutions that will serve their needs today and well into the future. Company Overview 20 + years of experience with a focus to help local governments 350 + employees, many with experience in local government 4,000 + local government clients across the United States and Canada 10-time Inc. 5000 Honoree www.govtech. com/100 Contact Information Jacob Bertram CivicEngage Account Executive E: bertram@civicplus.com P: 785-410-5304 Primary Office 302 S. 4th Street, Suite 500 Manhattan, KS 66502 Toll Free: 888-228-2233 Fax: 785-587-8951 www.civicplus.com PAGE 37 RFP FOR WEBSITE RE-DESIGN, DEVELOPMENT, IMPLEMENTATION AND HOSTING OF THE CITY OF GALESBURG, IL WEBSITE Required Forms PAGE 38 14 RETURN WITH BID TOTHE CITY OF GALESBURG,ILLINOIS CERTIFICATE OF COMPLIANCE EMPLOYMENT SUPERVISORY SALES OFFICE SKILLED SEMI-SKILLED NON-SKILLED WHITE BLACK OTHER MALE FEMALE (PLEASE FILL IN THE NUMBEROF EMPLOYEESIN EACH CLASS) 1.The Contractor of Company will not discriminate against any employees or applicant for employment because of race, creed, color, sex, age, national origin, handicapping condition unrelated to ability to perform the job; and, will take affirmative action to ensure that applicants are employed without regard to their race, creed, color, sex, age, handicap or national origin. Such action shall include, BUT NOT be limited to, the following: Employment, upgrading, demotion OR TRANSFER, recruitment or recruitment advertising, layoff or termination, rates of pay or other compensation, and selection for training, including apprenticeship. The Contractor or COMPANY AGREES to post, in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this non-discrimination clause. 2.The Contractor or Company will, in all solicitations or advertisements for employees or on their behalf, state that all qualified applicants will receive consideration for employment without regard to race, creed, color, sex, age, handicapping condition unrelated to ability or national origin. The same shall hold true when recruitment sources are used to secure applicants. 3.The Contractor or Company agrees to notify all of its subcontractors of their obligation to comply with the non- discrimination policy. 4.In the event of the Contractor's or Company's non-compliance with the non-discrimination clauses of the Contract or Purchase or with any of such rules, regulations or orders, the CONTRACT OR Purchase may be cancelled, terminated or suspended in whole or in part and the Contractor or Company may be declared ineligible for further City Contracts or Purchases in accordance with the Affirmative Action Program adopted by the Galesburg City Council at their meeting on August 6, 1990. By: ____________________________________________ Bidder 38 1 4 47 28 15 1 6 37 17 195 6 23 114 110 Empowering Modern Digital Government Michael Kohan Regional Sales Manager E: michael.kohan@granicus.com O: 202.919.4620 ext:1128 M: 678.410.6049 Granicus 1999 Broadway, Suite 3600 Denver, CO 80202 www.granicus.com Date: October 9, 2020 Galesburg, IL Website Design, Development & Hosting Proposal 2*Because much of our proposal contains proprietary trade secrets that could substantially harm Granicus financially if revealed, we ask the City to allow us to redact this document prior to fulfilling any public records request per 5 U.S.C. §552(b)(4) and O.C.G.A. §50-18-72. Dear Selection Committee Members, Thank you for the opportunity to submit a proposal for the upgrade of Galesburg’s website. Based on our conversations and the thoroughness of your RFP, we feel our comprehensive offering will enable you to transform your web presence into a true “Digital City Hall.” Granicus is uniquely positioned to help you serve, engage and reach –residents, visitors and businesses in the City. With Galesburg using our Agenda Management software already it will make for a seamless integration into the new website. Here is how we can help you: •Serve. Like most government organizations, you are looking to bring more services online. We’ll help you transform your website into a true service portal. We’ll start by identifying the top tasks users perform on your website –like paying a ticket –and make it easy for visitors to find and complete those tasks. •Engage. Connect with your citizens in a whole new way. With Granicus govAccess you can gather input on important issues, conduct polls, and aggregate and analyze data to inform public policy. •Reach. Extend the reach of your website with Granicus govDelivery. Send targeted campaigns to our network of more than 150M subscribers nationally. •Protect. Keep critical data safe by working with a vendor serving federal agencies that require the highest levels of security. At a time when ransomware attacks are growing in local government, you can never be too careful. We are here to help! •Mobilize. With nearly 50 percent of traffic to local government websites coming from a mobile device, responsive design is no longer enough. Granicus offers the tools to truly optimize the mobile experience for your users. We see tremendous potential for your website and would welcome the opportunity to help you achieve it. I look forward to talking with you soon about what’s next for Galesburg. Respectfully submitted, Michael Kohan Regional Sales Manager 202.919.4620 ext: 1128 Michael.Kohan@granicus.com 3 Contents Section 1 General Information/Scope of work ……………………..4 Section 2 Functionality Requirements/Scope of Services…….....20 Section 3 Security and Workflow/Social Media.....................…....30 Section 4 Training………………………………………………..…….…38 Section 5 Maintenance and Support………………………..…….….40 Section 6 Implementation……………………………………..……….44 Section 7 Performance Schedule…………………………….........…56 Section 8 Fee and Award of Contract and Milestones.…….........58 Section 9 Reference and Demonstrations………………….............64 Appendix A Master Subscription Agreement/Proposal Forms.....68 4 Section 1 General Information/ Scope of Work 5 Better Serve Your Citizens Your citizens approach their digital interactions with government in the same manner they do elsewhere on the web –as customers. Whether they are looking for information on a consumer website or a government website, they expect to find clear and understandable answers to their questions,quickly, in plain language they understand, at any time of day and via the device of their choice. Increasingly, that device is a mobile one, which requires additional thought to ensure this emerging group of site visitors can easily navigate your site. The Granicus Experience Granicus has partnered with more than 800 leading local government agencies to design, develop and host their websites. Through these partnerships we continuously evolve our processes and technology to put our government clients at the forefront of innovation in digital government. Everything we do contributes to our mission to help YOU create a superior digital customer experience including: “I’ve never worked with a vendor that has been more invested in our success.” Robert Rasmussen Assistant IT Director Amarillo, TX A CMS that powers superior digital citizen experiences. After we hand over your new website, our CMS solution is there to help you carry on the superior digital citizen experience mission. The casual user can easily update the website with fresh content and visuals, while the power user can monitor, manage, analyze and optimize the website over time. Ongoing support and continuous improvement that helps ensure your website evolves with customer expectations. The Granicus team conducts an annual analysis of your website using proprietary data and makes recommendations to improve your customer experience leveraging our flexible CMS. You’ll also benefit from a guaranteed free redesign. A citizens-focused project approach that starts with research into how your website visitors want to engage with you and what services and information is most important to them. We’ll also interview internal stakeholder to understand your goals. This research informs the design, content structure and development of your website –ultimately helping you deliver a superior digital CX. Executive Summary General Information/ Scope of Work 6 Project Vision Ultimately the goal for the City is to have a website with the capability to support online services, provide full site searchability, facilitate content creation and editing using an advanced content management and approval system, house a calendar of events system and create an overall inviting and engaging web design interface. Your Goals Our Solution >Provide full site searchability Predictive Intelligence to Save Time. Autocomplete displays suggested results as visitors type a query to preview upcoming search results to eliminate duplicate attempts with different terms >Support online services Digital Service Delivery.Move more services online, go completely paperless, and ensure your community can easily find everything that you have to offer. >Facilitate content creation Users can leverage an easy-to-use page editor to create and manage content. Advanced users can change the editor to HTML view where users can create HTML, CSS, or Javascript. What You Might Be Missing The cost of integrating current communication and agenda stacks across disparate vendors significantly increases the Total Cost of Ownership of a new site. The current RFP does not do enough to address the significant internal costs of using disparate solutions on a day-to-day basis. Many existing government websites rank below other very similar community websites in its level of security. That vulnerable situation opens the government organization up to potential risk events that the security requirements stated in the RFP may not be able to address. General Information/ Scope of Work 7 BY THE NUMBERS Granicus provides technology and services that empowers government organizations to create seamless digital experiences for the people they serve. Offering the industry’s leading cloud-based solutions for communications, content management, meeting and agenda management, and digital services to more than 4,500 public sector organizations, Granicus helps turn government missions into quantifiable realities. Granicus acquired Vision in 2018, the national leader in government website design, development and hosting. Granicus was impressed by the evolution of the Vision CMS to meet the changing needs of government and the people they serve. They were equally impressed by the process the team perfected to design and develop award-winning government websites. Michael Kohan, Regional Sales Manager E: michael.kohan@granicus.com O: 202.919.4620 ext:1128 M: 678.410.6049 Full name of legal entity Granicus, LLC Years in Business 21 Years (Vision) / 19 Years (Granicus) Company Website www.Granicus.com Office Locations: About Granicus 1999 FOUNDED 4500+ GOV CLIENTS 40 OF THE 50 MOST POPULOUS U.S. CITIES 2018 VISION ACQUIRED BY GRANICUS Washington D.C. 1152 15th Street NW Suite 800 Washington, DC 20005 Denver 1999 Broadway Suite 3600 Denver, CO 80202 St. Paul 408 St. Peter St. Suite 600 St. Paul, MN 55102 Contact Information Company Information Office Locations General Information/ Scope of Work 8 Relentless Focus on Client Satisfaction Simply saying we’re dedicated to client satisfaction isn’t enough. It’s our relentless focus, and one that we measure. In fact, across all of our client implementations over the past three years, our average client satisfaction rating is 9 on a 10-point scale. At Granicus, anything less than the best for our clients is unacceptable. •Executives –Our leadership team guides the entire company to do what is best for our clients. Each week the leadership team reviews client satisfaction survey results and discusses any proactive actions that need to be taken. Our leadership team also brings years of experience across government, software, design and technology industries to the table. •Certified Experts –Our certified experts are passionate about helping you deliver a superior digital customer experience, which is why we are constantly learning new and better ways of doing things. Many of our team members hold the following certifications: NN/g certified User Experience Specialist, Web Graphic Design certified, WebAIM WCAG 2.0 educated, Network and CCNA certified. •Project Managers and Customer Support – Our project managers and customer support team are fanatical about your success and will go above and beyond to support you. ACCOLADES 250+ AWARD WINNING SITES 9OUT OF10 PROJECT SATISFACTION COMPANY RECOGNITION General Information/ Scope of Work 9 The govAccess Content Management System Our content management system, Granicus govAccess, is designed to help you deliver a superior digital customer experience to your community. So, how do we deliver on this promise? •Ease of Use & Administrative Control –Lock down user permissions while providing drag-and-drop simplicity to users where help is never more than a click away. •Mobile Management –Offer a better experience to residents by analyzing mobile traffic before customizing the display on different screen sizes. •Digital Service Delivery–Move more services online, go completely paperless, and ensure your community can easily find everything that you have to offer. •Interior Page Design –Think past the homepage and create a plan for how you will optimize the complete end-to-end customer journey with flexible technology. •Federal-grade Security –Follow the same hosting and security best practices as The White House, Social Security Administration, and Census Bureau. •Continuous Innovation–Enjoy monthly release updates and help shape the product by joining our customer council, Labs, for prototypes, beta access and more. Granicus technology serves more than 4,500 agencies across United States, Canada, and United Kingdom. If you desire something not listed, then there is a very good chance we either still offer it or the requested functionality is on our near-term roadmap. Go ahead and connect with us; we are happy to answer any questions. 200 + Council Members “I love working with Granicus because the CMS always evolves to meet the changing dynamics of local government. They never settle and always strive to deliver the best technology in the market.” Anthony Wilson, Public Information Officer City of San Angelo, Texas General Information/ Scope of Work 10 Intelligent Site Search Built for Government Predictive Intelligence to Save Time - Autocomplete displays suggested results as visitors type a query to preview upcoming search results to eliminate duplicate attempts with different terms Knowledge Cards to Increase Usability - Search results associated with a specific content type are uniquely designed to enhance the user experience and delight the site visitor Smart Filters to Refine & Isolate Results - Faceted search allows site visitors can quickly locate content based on specific attributes like content type, meta data, or Boolean logic Real-time Indexing for Immediate Updates -Push all published content via API to the central search repository so visitors can instantly find up-to-date content regardless of time of day Synonyms to Increase Search Relevancy -Link similar terms together such as trash, waste, rubbish, and garbage to ensure site visitors find the right content regardless of vernacular Included New Features CMS, Hosting, and Security -Continued 11 Mobile Management for A Modern World Mobile responsive design is no longer a luxury; it is a requirement. With Granicus, you’ll benefit from progressive mobile web design and a CMS solution that ensures your focus on creating a mobile-first experiences does not stop at your launch date. Granicus govAccess delivers all the necessary tools required for an increasingly mobile world. •Responsive Design –Deliver responsive websites across any device at any time out-of-the-box. This means it will look great on a desktop monitor, a tablet such as an iPad, or any number of mobile devices –small or large. •Analytics and Reports –Review data supplied by Google right on your personalized dashboard. Track most visited mobile pages to better understand where you can begin to start optimizing mobile content. •Mobile Designer –Optimize content for site visitors visiting from a mobile device; reorder or hide specific content for complete control over the experience.. •App-like Mobile Homepages –Include an app-like experience in your project at no additional cost to you. Streamline the resident experience on mobile devices with our intuitive app-like mobile-specific homepages. •Native Mobile Apps –Offer super tech savvy citizens the ability to download a 100% native mobile app – no fake apps with HTML wrappers –to further transform your organization. (inquire for pricing) Did you know? Approximately 49% of traffic to a government website comes from a mobile device! Top tasks change by device type. More complex tasks like applying for a building permit are done on a desk top, whereas looking up quick info about parks and rec or paying a parking ticket are more often done from a mobile device. General Information/ Scope of Work 12 Example Sites Digital Service Delivery for Every Audience Visitors to your website are most often looking to accomplish a specific task –paying a parking ticket or learning about important information. A Granicus website helps you inform, serve, and engage residents while personalizing content to meet the unique needs of your audience. •Service Finder –Stop fighting over homepage real estate. You can now organize all available services and streamline the experience for your residents. •Geo Finders –Associate content like trash pick-up days, polling locations, or elected officials with geo-spatial information such as a resident’s home address. •Specialty Homepages –Swap the main homepage in seconds to an alternative homepage to address emergencies, election night, large events and more. •Form Transactions –Go paperless by offering 100% digital forms fully integrated with digital signatures and multiple payment gateways. •Form Library –Share best practice forms from more than 4,500 government clients ranging from small cities to larger Federal agencies. •Data Visualizations –Bring transparency to the forefront by showcasing demographic information or financial reports through animated banner displays. •Video + Image Background –Delight site visitors by showcasing your community with beautiful imagery and engaging videos; switch modes with ease. Service Finder www.Amarillo.gov Geo Finder www.Wauwatosa.net Video + Image Background www.WeHo.org General Information/ Scope of Work 13 Did you know? Serve Residents Beyond the Homepage Did you know that 65% of your website traffic lands directly on an interior page. This is why it is so important to consider the full customer journey. At Granicus, we deliver modern designs, intuitive tools and 3rd party integrations to help you achieve your organization’s mission and achieve a bigger impact all from one comprehensive CMS. •20+ Components –Enjoy our extensive library of flexible components such as News, Calendar, Image Library, Document Central and more. These components allow you to put a custom touch on any interior page. •75+ Modules –Leverage the page designer and many dynamic modules with setting configurations to address unlimited use cases. •Mega Menu Designer –Organize static content for site visitors to easily locate pages or display dynamic content such as events and job postings. •Flexible Search –Promote pages, create search synonyms, categorize content, and integrate results across multiple products like Laserfiche and Granicus. •Department Branding –Stand out from other departments and maintain your department identify to serve your unique audience. •3rd Party and Pre-built Integrations –Extend your CMS with integrations like Siteimprove, PageFreezer, Facebook, Twitter, Google Analytics, and more. •Event Registration & Facility Reservation –Collect more revenue by managing online registrations and reservations with integrated online payments. Columbia County took a unique approach to interior pages creating guides like “Starting a Business” “When the time came to completely update and transform our website, it was refreshing to find a partner like Granicus that could innovate alongside us.” Scott D. Johnson County Administrator Columbia County, GA www.columbiacountyga.gov 65% of your website traffic lands directly on an interior page. General Information/ Scope of Work 14 Better Connect the City of Galesburg Residents to Government Services Persona-driven –Organize services by common personas such as residents, visitors, or businesses to quickly deliver information to your community. Dynamic Filter –Organize services by department, category, or most frequency; support search functions as well. This option works great for larger organizations. Dynamic Filter w/Overlay –Ensure services are easily findable from any page. This style exists as part of your main navigation so services are never more than one-click away. “I Want to …” –Organize services in plain language and guide your site visitors step-by-step through the relevant service discovery process. This option works great for smaller organizations with fewer online services. “I Want to …” w/Overlay -Ensure services are easily findable from any page. This style exists as part of your main navigation so services are never more than one-click away. Choice of various “Service Finders” include: General Information/ Scope of Work 15 60% of CMS users login less than twice per month. With Granicus govAccess, the casual user can easily update the website with fresh content and visuals, while the power user can monitor, manage, analyze and optimize the website over time. Did you know?Open Government in a Modern World Your site visitors come to the website with a task or mission in mind. In today’s age, many people are seeking to better understand how an organization is performing or where money is spent. Turn the website into a self-service portal today. A few use cases to consider include; •Eliminate FOIA requests –Save money by showcasing things like revenue and operating budgets or other spending reports. •Promote economic growth –Share a preview of the community with demographic information, investment in new businesses or historical growth rates. •Highlight department success –Display how many potholes you filled or report on the number of incidents solved by public safety •Integrate 3rd party solutions –Embed data visuals from other existing systems such as Socrata, ClearGov, Junar, OpenGov and others. General Information/ Scope of Work 16 UserWay Integration to Improve Accessibility Desaturation (seen above) –Site visitors coming to your site may have a visual impairment. Great government websites offer an easy way turn an entire page greyscale. Contrast View and Highlighted Links –Similar to saturation effects, other visitors will varying visual impairments which are influenced and corrected with multiple contrasting views. Built-in Screen Reader –The average reading level is 8th grade. Other site visitors might not read at all. You can improve accessibility by including a default screen reader on your site. Legible Fonts –Stylistic designs may win awards, but they exclude some of the people you serve. Government sites are required to allow a way for automatically changing this font- style. Enlarged Cursor and Text –Increase the size of both the mouse cursor and text on the screen to make it easier to see content and possible actions on your site. INCLUDED FEATURES: General Information/ Scope of Work 17 Did you know? Optimize Your Interior Pages for Customers What makes a great journey? Content strategy best practices state the following necessities 1.Logically grouped content 2.Clear call-to-actions 3.Mobile responsiveness 4.Applied Information architecture 65% of your website traffic lands directly on an INTERIOR page. Things to Consider: “When the time came to completely update and transform our website, it was refreshing to find a partner like Granicus that could innovate alongside us.” Scott D. Johnson County Administrator Columbia County, GA www.columbiacountyga.gov General Information/ Scope of Work 18 Our design team will create custom landing pages for different use cases: •Department overview •Emergency information •Election night •Special events •And more These landing pages are 100% configurable, allowing CMS users to: •Swap images •Change settings •Choose # of buttons •Edit addresses •Manage social media links •And more Landing Pages Alternative Homepages in Time of Need Take emergency alerting one step further - emergency happen fast and banners are often overlooked. Content editors do not have time to write content –let alone design a usable page communicating key information. The govAccess eCMS allows you to prebuild landing pages. Once built a simple setting allows you to immediately change your homepage in a matter of seconds. The most common use case seen by Granicus include preparing for an emergency, but you can easily create similar pages for election night, large events such as a festival, or even swap it out each season. General Information/ Scope of Work 19 A Branded Subsite package is a cost-effective way for your departments or divisions to differentiate themselves from the main site, while still maintaining a familiar feel. Our branded subsite allows you to customize your department homepage with a unique color palette, navigation menu, logo, and more, while still utilizing the framework of the main website. The Branded Subsite Package Includes: Branded Subsite PROJECT ENHANCEMENT Unique landing page leveraging the template from the main site. Design theme, which includes a unique color pallet for the landing page and interior pages. Unique branding including department name, logo, seal or other identifier. Custom background image or slideshow Custom global navigation and custom secondary navigation (if applicable) Shared CMS making it easier for website administrators to maintain oversite. Customizable buttons including graphics Customized homepage footer with links to department social pages (if applicable) Tourism Site http://www.co.okeechobee.fl.us/i-want-to/explore Main Site http://www.co.okeechobee.fl.us General Information/ Scope of Work 20 Section 2 Functionality Requirements/ Scope of Services 21 Functionality Requirements/ Scope of Services I. Functionality Requirements / Scope of Services Response o Provide the conversion of all existing non ADA assets including a considerable library of non-ADA PDFs from the old website to the new website (consideration will be made as to how much will be migrated to the new website) This is not a part of our standard scope, and we will need to review the documents to determine the cost to convert. o Verify every aspect of the website and all assets are ADA compliant We launch the site with ADA compliance while adhering to WCAG 2.0 standards. We have also partnered with Siteimprove for pre-GoLive site scanning to confirm Level AA error (Federal) compliance for content. We have services available that can rectify any discovered WCAG 2.0 Conent Violations. We have additional user-based ADA compliance tools which we can demonstrate and offer with the project launch (e.g., UserWay). o Provide an ADA information center and status that is accessible from every page Building an ADA information center that can be linked to from every page can be accomplished using the govAccess Page Templates and Pages component. Embedding of 3rd party ADA help tools such as UserWay is also available at no additional cost. o Confirm that an upgrade system is in place to provide current ADA compliance to an unlimited point in the future The system is built to accommodate a very modular and nuanced structure allowing for coding changes as standards change down the road to keep the system in compliance with a very low level of effort. We are continually updating our CMS to comply with ADA requirements, confirming successful navigation using screen readers and implementing ADA-compliant design. § Vendor will basically assume all responsibility for ongoing ADA compliance once the site is launched The CMS makes every attempt to force user content to comply with WCAG 2.0 standards and provides all the tools for ADA/AA so the content conforms to the standards. All images can be maintained with metadata text (e.g., alt, description, long description). We can also integrate with such tools as Siteimprove to help maintain that initial compliance and keep the content under close watch for issues that could arise later. o Ability to create a Help center (FAQs) The system has a built in FAQ library component, this feature allows the admin or content contributors to have a central FAQ library which can be fully or partially displayed on any area or areas of the site. Our deployment team will evaluate your content and make suggestions and recommendations on migration of existing data as well as creation of new content for this module. o Display on any device (smartphone, tablet, computer) - HTML5 Our templates, front-end coding and some of the back-end stack uses HTML 5 and CSS 3. · ADA Compliance · General Requirements 22 Functionality Requirements/ Scope of Services o Include a Staff Directory Staff Directory features support many levels of divisions, departments, and groups such as categories. E-mail addresses, thumbnail images, and biographies are included in the details section of the module; all sensitive information includes the option to either hide or display using a system configuration. o Secured Employee website / Intranet We have created a variety of intranet sites for clients as an add- on module to our core govAccess CMS, Hosting, and Design offering. o FOIA Subject page The CMS allows for secondary level navigation within specific content subject matter areas. o Ability to post City Election results in the evening on Election day (on Election and Home page) Our specialty homepages allow you to swap the main homepage in seconds to an alternative homepage to address emergencies, election night, large events and more. o Site Map The overall information architecture (IA) and navigation design is determined during Phase 1 of the project process. Site map consultation on guidance on the final navigation structure is delivered by your dedicated project manager. o Language Translation Full translation via Google Translate provides multiple languages, including Haitian Creole and Spanish among many others, on the website with a click of a button. o Social Media Integration Native Facebook and Twitter integrations support social media feeds in addition to providing one-click publishing to various social media channels as users create and manage full social media campaigns. o Open Government Compliance (see www.ci.galesburg.il.us/government /open_government/) The content located on the Open Government pages can be migrated to your new website. § Illinois Policy Institute’s 10-Point Transparency Checklist We can migrate any content you have from your existing website onto your new website, and you will have the ability to add content to your new site as needed. □ Calendar that provides for multiple individual calendars that can also be rolled into one calendar Calendar functionality includes the ability to add, edit, copy, delete, import, and export event listings through a wizard-like user interface. □ Should have options for different views (Day, Week, Month, Year) Visual displays include a calendar grid, advanced calendar grid, mini grid, tiles, meetings view, box list, or a standard list of events that can be constrained and/or filtered by, for example, department and category. □ Should have classifications that can be used for personalization Calendar functionality includes the ability to add, edit, copy, delete, import, and export event listings through a wizard-like user interface. □ Online event information submission Registration functionality is included with the Calendar Module, and includes an option for payment through native integration to Paypal, Authorize.net, Heartland, and Stergis. User registration information will not be publicly available/accessible. · Calendar/Events 23 Functionality Requirements/ Scope of Services □ Ability to organize and manage uploaded documents (Document Center), images and mu ltimedia. We provide a variety of options including a Document Center and Image Library, bulk uploading, drag-and-drop organization, simple text name, custom alt tag, resizing and cropping, site-wide replace, reverse location lookup (instantly see where a document or image is linked to or displayed on the site), and permissions/security options. Several widgets are available to display images such as rotating slideshows, randomized banners, photo albums, and more. □ Ability to archive outdated documents and images govAccess has the ability to manually or automatically archive/expire content. □ Ability to optimize uploaded pictures and graphic files for quickest page loading. govAccess will give you information on the image size uploaded, as well as the ability to crop and optimize the images for quicker loading. The image management system also has features to help keep this content ADA-compliant. □ Interactive photo galleries to publish and display photo assets. Users can embed video and audio files such as Vimeo and YouTube in addition to Facebook and Twitter feed embeds. The system also allows you to embed standard video, photo galleries, slideshows, carousels, and other image library widgets. □ Document galleries to organize and publish documents according to subject matter. govAccess includes a comprehensive document management system allowing for beautiful document displays across the site with the ability to display a root directory, curated collection of documents, as well as the ability to display a specific folder dy namically on a page. This system features dynamic linking allowing you to change out a document without having to change pages using this document, as well as built in reporting informing you on site usage of any individual document and any pages across the site referencing or using that document. □ List module for creation and organization of logically related items into lists that can be shared o n multiple pages but managed within single list. All of the components store the data centrally and then can be displayed on pages across the site broken down by categorization. For example, the staff directory component stores all of the records for all staff members in a central component but allows the display of just a department or category contained within the staff directory on a particular page. This is true of the staff component, calendar, document management system, image management system, facility component, forms component, and all of of our other components. □ Ability to determine specify a publishing schedule for specific content We support scheduled publishing of content. □ Versioning and indexing of content to meet State of Illinois Records Retention and Retrieval requirements The proposed solution will meet this requirement. · Content Management System 24 Functionality Requirements/ Scope of Services □ Ability to centrally add and manage users and specify access rights The Granicus CMS allows unlimited role- and user-based groups to be created including Super Administrators, Departmental, and Body Administration, and user permission settings down to individual features and report permissions. □ Ability to provide approval only based publishing of changes while allowing the editor to make and see multiple changes to a specific page Administrative users can define workflows and approval cycles in conjunction with both permissions and security roles. Standard modules work with these approval cycles and admins configure either a general work process or very granular processes with specific states. Users with the appropriate permissions can approve, reject, or publish content in addition to leaving comments along the way. Every interaction is supported with email notifications and an audit log tracks all changes by every user - last modified, last published, edited by, and more. □ Ability to create groups with different access rights The Granicus CMS allows unlimited role- and user-based groups to be created including Super Administrators, Departmental, Body Administration, and user permission settings down to individual features and report permissions. □ Provide necessary templates to allow content contributor to easily create the various content types required for the City site All users will have the ability to use an existing page template so administrators can maintain branding, governance, and overall consistent usability of the website. Editors with the appropriate permissions or security roles have the ability to add or edit templates. □ Confirm the publishing approval process - Timeframes can be a problem sometimes. Administrative users can define workflows and approval cycles in conjunction with both permissions and security roles. Standard modules work with these approval cycles and admins configure either a general work process or very granular processes with specific states. Users with the appropriate permissions can approve, reject, or publish content in addition to leaving comments along the way. Every interaction is supported with email notifications and an audit log tracks all changes by every user - last modified, last published, edited by, and more. □ Ability to continue to be able to edit while waiting for approval - go back and fix a typo, etc. govAccess has an extensive workflow and approval system included that is customizable by users with the appropriate permissions and access. □ Ability for approver to edit while approving. govAccess has an extensive workflow and approval system included that is customizable by users with the appropriate permissions and access. □ Content contributors should have the option of a WYSIWYG and HTML editors for editing web pages, articles, posts, or newsletter. All users with appropriate content permissions and security roles can leverage an easy-to-use WYSIWYG editor to create and manage content. Advanced users can change the editor to HTML view to insert HTML, CSS, or Javascript. □ Ability to version pages and revert to prior versions. The system allows for autosave and manual save of content while updating pages and documents, this makes it very easy to version and roll back. □ Ability to stage and expire content by date and time. The system comes with a built in news management system complete with expiring content as well as the ability to archive or auto archive on a time table. · Editing 25 Functionality Requirements/ Scope of Services □ Content contributors have the ability to add new pages and add to website navigation. (This m ay ultimately be an administrative function in the end) All users with appropriate content permissions and security roles can leverage an easy-to-use page editor to create and manage content. □ Ability to copy and paste This is a standard feature of our govAccess CMS. □ Ability to classify any object with categories, tags, or metadata to improve search results. This is a standard feature of our govAccess CMS. □ Ability to easily attach and work with images and photos in the editor. We provide a variety of options including a Document Center and Image Library, bulk uploading, drag-and-drop organization, simple text name, custom alt tag, resizing and cropping, site-wide replace, reverse location lookup (instantly see where a document or image is linked to or displayed on the site), and permissions/security options. □ Ability to easily embed video / images into web pages - including embedding YouTube an d other Social Media video Users can embed video and audio files such as Vimeo and YouTube in addition to Facebook and Twitter feed embeds. Other native integrations with social networking platforms Facebook and Twitter allow for social media campaign management with inline editing on News and Events - if permissions and security roles are assigned. □ Ability to easily post emergency notices to the homepage. Emergency Alerts and Banner functionality displays important, timely information across the top of the website. Notifications support both plain text and hyperlinks to other important information. □ Centralized image and photo libraries for managing website assets. We provide document library functionality. Taking this a step further, you can put rights and permissions on specific document and image folders allowing access only to designated user roles. Additionally, you can make documents public or private. The sy stem will also track and display every location in which a particular document or image is used, including hyperlink to the location, whether live page or archive versions. □ The ability to have the system automatically resize images and photos into web- friendly sizes - preferably during the upload process We provide limited tools for image editing including crop, resize, align, and rotate. □ The ability to create thumbnail images of photos and images automatically without us ing its full size. We provide limited tools for image editing including crop, resize, align, and rotate. □ Ability to create photo albums/galleries that can be embedded into web pages. Several widgets are available to display images such as rotating slideshows, randomized banners, photo albums, and more. · Documents / Images and Video (Document Center) 26 Functionality Requirements/ Scope of Services □ Provide the ability to upload and store video files You can upload and store different file types, including Office documents, PDFs, and multimedia. □ Ability to display streaming video feeds. Users can embed video and audio files such as Vimeo and YouTube in addition to Facebook and Twitter feed embeds. The system also allows you to embed standard video, photo galleries, slideshows, carousels, and other image library widgets. □ Websites should provide visitors with the ability to subscribe to a variety of opt-in E-mail lists, such as E-mail newsletters, announcement lists, or discussion groups. (Example: Recreation Programs, Street construction, etc…) During the subscription process, users will enter their information and select topic subscriptions (e.g., transportation or animal welfare divisions). Depending on the action, they will receive email/SMS messages containing things like subscription confirmation, or if double opt-in has been enabled for your account, a link allowing them to complete the final steps of subscribing. Users can modify subscriptions and opt-out of notifications at any time. □ Visitors should be able to unsubscribe from lists. Users can modify subscriptions and opt-out of notifications at any time. □ Integration should exist to integrate lists with marketing service. The built in system has channel publishing which allows emails to be sent to subscribers, posts and content to be shared via social media etc. We also have a larger communication system for text and email to manage more complex communication, lists and cross subscription with federal and overlapping jurisdictions, the govDelivery product is a separate solution on the platform. □ Visitors should have “Share This Page” capability When you send an email update through the communications component, you can automatically post the bulletin to your Facebook page or to your Twitter feed (or both). From your social media site, visitors are linked to a shared bulletin page that contains the full text of your email communication and provides readers the opportunity to share the email with others or sign up for direct email updates. This ensures that your content reaches more citizens with minimal effort. RESTful APIs are available for integrations with other third-party products. □ Ability to embed other sites/applications into the website (iFrame). iFrames work seamlessly with the govAccess CMS; editors can easily switch a WYSIWYG editor to HTML view before placing the code snippet into the editor. □ Ability to communicate with other City systems to exchange data, if desired The API allows for read access to the data from major modules, the API does not allow importing of data into the system. The system does have a module that allows us to point to a data source such as a spreadsheet or other data to display it on a page and edit the records inside the system. □ Ability to send out E-mail blasts to distributions lists. Standard feature of the govAccess CMS. · Email List management · Integration 27 Functionality Requirements/ Scope of Services □ Provide tools for creating and managing news items and press releases. Items may be specific to department for departmental pages or rolled up for the home page. The system comes with a built in news management system complete with expiring content as well as the ability to archive or auto archive on a time table. □ News items may or may not contain an image or picture. The system comes with a built in news management system complete with expiring content as well as the ability to archive or auto archive on a time table. □ Ability to display department- specific items on departmental pages, identify which items will roll up to the home page and indicate which items may stick to the homepage. All of the components store the data centrally and then can be displayed on pages across the site broken down by categorization. For example, the staff directory component stores all of the records for all staff members in a central component but allows the display of just a department or category contained within the staff directory on a particular page. This is true of the staff component, calendar, document management system, image management system, facility component, forms component, and all of of our other components. □ Ability to provide an RSS feed of news items. RSS feeds are fully supported across primary content types such news, events, job posts, meeting updates, department page content and more. □ Site traffic analysis and reporting w/ability to download by each division and department. Google Analytics tracks site traffic across the website and the Granicus team will help install the tracking code, if it does not already exist. The govAccess CMS then displays these analytics directly in the custom user dashboards, if desired, for easy graphical visualization. Top pages, geography of site visitors, device type (e.g, mobile, tablet, desktop), and other metrics are all included in this integration with Google Analytics. □ Access to analytics should be part of a users role. The administrative dashboard in the CMS is capable of full customization per user account. Drag-and-drop dashboard blocks provide shortcuts to content, tutorial videos, audit trails, to- do lists, Google Analytics visualizations, and more. □ Provide a powerful integrated search engine that can index managed content. With our native Site Search visitors can easily sort and filter search results by date, content type, department, title, and relevance in addition to Boolean parameters. Predictive search, search synonyms, real-time indexing, and knowledge cards are all included at no additional cost as well. Our search engine has built- in customization features including configuring for synonyms (e.g., trash -> rubbish, garbage, recycling). Options to add keywords and metadata to CMS content can strengthen and customize the search results. □ Allow ranking or prioritization of search results. The homepage page search bar is commonly displayed with popular or suggested search topics. These topics are hyperlinked to the relevant search results. □ Searches should be across all content types (e.g., News, webpages, images, video, etc.) With our native Site Search visitors can easily sort and filter search results by date, content type, department, title, and relevance in addition to Boolean parameters. · Search · Website Analytics · News 28 Functionality Requirements/ Scope of Services □ Confirm that expired / old pages no longer show up in search results The govAccess Site Search does not add pages that have expired or was removed to the search results. Site Search is natively connected to the CMS and you will have full control of which pages show up in search results. o Logo replacement and branding: Although this is not a specific focus of this request for proposal, the city would also like to explore the possibility of including a review and development of the existing branding on the website. At a minimum we are interested in replacing the city logo. We would ask that an optional cost for this service be included on the RFP. We have options for this we could offer with specific constraints around the design process. o External Agencies (Outside Partners) - Galesburg Elections Commission / Township Assessor We have options for this we could offer with specific constraints around the design process. § In keeping with overall site design and navigation additional templates should be designed for these two agencies as independent areas on the City website. Please provide independent costs for the construction of the minimal site page requirements for both. Pricing for these sites are included in our quote. · www.ci.galesburg.il.us/government/board_of_election_commissioners · www.ci.galesburg.il.us/government/township_assessor o Recreation function to provide program cancellation (to replace Rainout line) or Public Streets construction by other means than E-mail. Web users can sign up for notifications on any desired content categories (e.g., news, alerts, events, etc.). Notification options include email (unlimited) and SMS text (500 unique messages included, packages available to extend). Single-click e-blast of content to subscription lists from the CMS, with date/time scheduling option. o Secure Public Purchasing and Bidding functionality. Many of our components feature built-in financial transaction capabilities. Several of our components have portal functionality such as our included extranet features allowing you to have restricted areas for authenticated users only. We also have support for service requests, job applications, and RFP submissions. o Internally created function integration. See below § GIS (maps of snow removal, emerald ash, etc.) Our GeoFinder can operate with uploaded data without required integration to GIS. We offer various levels of integration with GIS via API or iframe maps embedded on page. We can demonstrate examples across our 900+ government clients of GIS/ESRI integrations. · Other Considerations 29 Functionality Requirements/ Scope of Services § Search Graves You can integrate cemetary database using embed code, HTML/CSS wrapper template, iframe or direct link. Custom integrations or components are available for at additional cost. With the Granicus Developer Toolkit (available at additional cost) you can create your own databases like directories, indexes and more. § Solid Waste calendar (Interactive) The calendar component in govAccess has this functionality and many other features included. § Search Service materials - GIS app You can integrate GIS data using embed code, HTML/CSS wrapper template, iframe or direct link. Custom integrations are available at additional cost. o Integration with ERP and SaaS vendors: Currently there is a list of vendors that provide online services connected to our website. Granicus streaming video is an example. Other examples are as follows… Our solution would integrate with our video product. More details on other integrations are outlined below. § PSR (Public Service requests - www You can integrate PSR using embed code, HTML/CSS wrapper template, iframe or direct link. Custom integrations are available at additional cost. § Granicus (Video streaming and Closed captioning services) Our solution will integrate with our video product. § MaxGalaxy and other recreation software (Currently looking to replace this application) You can integrate recreation software using embed code, HTML/CSS wrapper template, iframe or direct link. Custom integrations are available at additional cost. § Springbrook (online payment services - pay water bill online) You can integrate Springbrook payments using embed code, HTML/CSS wrapper template, iframe or direct link. Custom integrations are available at additional cost. § Tyler Incode (Administrative Adjudication software - pay tickets online) You can integrate ticket pay software using embed code, HTML/CSS wrapper template, iframe or direct link. Custom integrations are available at additional cost. § MassTrack - AVL app You can integrate MassTrack using embed code, HTML/CSS wrapper template, iframe or direct link. Custom integrations are available at additional cost. § Integration of LaserFiche forms and LaserFiche WebLink There are several native integrations we can offer with systems like GIS/ESRI, Laserfiche, OpenGov, and Active Directory. § Twitter feed on homepage Native Twitter integration supports social media feeds in addition to providing one-click publishing to various social media channels as users create and manage full social media campaigns. § Possible Open Record software (NextRequest, JustFOIA) You can integrate recreation software using embed code, HTML/CSS wrapper template, iframe or direct link. Custom integrations are available at additional cost. Granicus govService Public Records Request software can also provide open records functionality at an additional cost. § Aqua BackFlow You can integrate Aqua Backflow using embed code, HTML/CSS wrapper template, iframe or direct link. Custom integrations are available at additional cost. 30 Section 3 Security and Workflow/Social Media 31 CERTS & ACCREDITATIONS Granicus serves some of the most secure agencies, such as the Department of Homeland Security, Department of Defense, and Veterans Affairs, as well as cities, counties, and states. These agencies all share a #1 priority -the security of citizen and government data. We have successfully completed several Certifications and Accreditations (as seen right). Granicus is one of only a few government technology vendors authorized by FedRAMP. We are also one of a handful of elite organizations that are ISO27001 certified and have been awarded the United Kingdom’s G-Cloud IL2 accreditation. Our data centers adhere to top certification requirements and assure that your data and citizen data is safe and kept private. •Encryption –At rest encryption of all data, always •Security Scanning –Weekly automated scanning at the application, host, and network level by a dedicated team of security experts •Physical Security –Facility protected by five concentric security rings and constant monitoring of common and restricted areas •Archiving –High performant Cache and SSD storage for archiving of video and other large files •Virtualized Servers –Facilitates minimal downtime for application improvements and superior failover protection (technical specifications available upon request) EXAMPLE CLIENTS Security and Workflow Federal-grade Hosting & Security Within Budget 32 Remote Access to the Intranet Restrict login access to the member directory No AD? No Problem Multiple Ways to Authenticate Employee Users Active Directory over LDAP •Granicus will set this up and configure it for you •Granicus installs the AD Web Service to act as amiddle man between AD the website •Granicus maintains the webs service. Client maintainsthe server. •Never forget your password –For CMS users it isalways a manual login but verifies you are able tologin with the same credentials to the website as youhave for your Microsoft Active Directory account. Inother words, it replicates those users in the CMS. Active Directory Federation Services (ADFS) •A single sign-on auto-login for front-end facing webpages •Creates membership groups for quick access tovarious sections of the Intranet This feature requires ADFS to be already installed on a server in your network and in use for other applications. If you use ADFS, you also have AD over LDAP, so you can have backend access as an option too. ADFS cannot be used without also having AD over LDAP. Note: ADFS is only available for clients with one site and domain (no subsites). Or it is available for clients with a main site and a separate CMS intranet Member Account Login We can set up membership groups for secure access if you want Granicus to host your intranet but you do not have Active Directory. Login occurs by creating member names and passwords for each of your users. Keep in mind administrative settings do exist to ensure your CMS admins approve every user who requests to access the intranet. Member Account Login Restrict login access to the member directory Security and Workflow 33 Did you know? Content Delivery Network (CDN) by Akamai 53% Of people abandon a site that takes more than three seconds to load. Millions of people visit a govAccess website each day and expectations of these site visitors continue to rise. A website re-design is the first step to deliver new rich, interactive content responsive on any device to meet this rising needs. Be careful when choosing a website partner as this approach also runs the risk of delivering a heavier site, which can slow performance and ultimately hinder the user experience. In fact, 53% of people abandon a site that takes more than three seconds to load. Granicus partners with Akamai to deliver a CDN comprised of the world’s largest and most sophisticated network which includes more than 200,000 servers across 130 countries. Our content delivery network (CDN) delivers the following benefits: Instant Scalability for Traffic Spikes A global network of more than 200,000 servers helps your site immediately scale resources to meet unexpected traffic peaks. 100% Availability A self-healing and highly resilient platform with Site Failover powered by the Akamai CDN keeps your site available to the public –even if the primary data center servers go down. Faster Page Load Times Dynamic caching, TCP optimization, and HTTP/2 support combine with SureRoute technology to find the optimal network route to improve your site performance. Increased Security with SSL All govAccess websites configured with the CDN come standard with SSL protection to deliver secure content and help prevent data theft free of charge. (technical specifications available upon request) Security and Workflow 34 60% of CMS users login less than twice per month. With Granicus govAccess, the casual user can easily update the website with fresh content and visuals, while the power user can monitor, manage, analyze and optimize the website over time. Did you know?Easy Authoring and Administrative Control At Granicus, we understand the complexities of managing the many departments and content editors contributing to your website. To give you time back in your day, we have simplified the experience for the casual user, while offering governance and administrative tools to ensure a consistent experience for website visitors. Granicus govAccess is a CMS built for government. With our solution you will have everything you need to manage content, including, but not limited to: •Live Chat & Embedded Training –Connect with our technical support team or teach yourself with self-service curriculums and training videos. •Wizard Interface –Walk through a guided content creation process with helpful tips along the way in a single, intuitive workflow. •Drag-and-drop Simplicity –Add content or customize your experience within seconds by configuring settings or leveraging inline editing mode. •Personal Dashboards –Tailor your workspace with dashboard blocks including content quick-adds, content approvals, reporting, analytics and more. •Social Media Management –Promote new content through multiple social accounts, customize and preview posts, and schedule a social campaign with a cadence of publish dates across channels. •Multi-channel Publishing –Promote custom content directly to Facebook, Twitter, email messages, and the website with a single click of a button. •Subsite Management –Consolidate sites into one single CMS instance to share user permissions, leverage common assets, and improve content transparency. Security and Workflow 35 Everything a Government CMS Requires to Succeed Granicus has served government clients for more than 20 years, developing our CMS to meet the unique needs of these agencies. Decentralized authorship across many different departments leads to ranges in skill levels and requirements around approvals. Our government CMS solution delivers everything you need and more. Embedded Training & Support •Quick links (button designer) •Inline (live) editing •Live chat support •LMS curriculum & help articles •Tool tips and instructional text •Video training materials •WYSIWYG or HTML editing •Wizard interfaces •Custom dashboards •Custom quick links •“My Favorite” pages •User account settings Webmaster Tools •Mega menu designer •Mobile editor (Mobile Designer) •Custom Content •Custom Fields •Google Analytics dashboard blocks •Page layout designer Integrations •Active Directory LDAP* •Active Directory Federation Services* •Granicus “Agenda Management” •Granicus “Communications Cloud” •Import / export functionality •Laserfiche •Maps (multiple) •Open APIs and custom programming •PageFreezer •Payment Gateways (multiple) •Siteimprove (ask for other integration examples) Digital Asset Management •Image Library (centralized) •Image rotation and cropping •Image Meta Tagging •Document Central (centralized) •Document meta tagging •“In-Use” logic •Analytics and reporting Administrative Management •Approval Cycle and workflows •Audit trail history •CAPTCHA security •Two-factor authentication •Centralized Subsite Management •Content permissions and security roles •Content Review •Content Scheduling •Content Versioning (CMS Archives) •Emergency alert banner •External Archives (via PageFreezer) •Extranet (Password protected content) •Awaiting Approval Reports •Expiring Content Reports •“My Tasks” management •Page template controls •Accessibility (WCAG 2.1/ADA) tools Reports & Analytics •Administrative analytics •Asset inventory report •Broken link reporting •Dashboard blocks •Edited content reporting •Expiring & expired content reports •Global site analytics •Page performance analytics *May incur additional charges Security and Workflow 36 Tools to Deliver a Superior Digital Customer Experience Citizen expectations are rising, and you are expected to do more with less. Our government CMS provides an easy-to-use system with all the functionality necessary to better inform, serve, engage, and personalize the experience for your community. Engagement-related •Activity registration •Audio & Video Embed •Blogging* •Community topics* •Email campaigns •Event Registration •Emergency alert banner •eNotifications •Facility Reservations •Job post and application manager •LinkedIn, Nextdoor, and Instagram •Online Polls •RSS feeds •SMS (500 subscribers) •Surveys •Social media share links •Social media management •Streaming Video •YouTube or Vimeo channels Personalization •Resident dashboard (My Dashboard) •Email and SMS subscriptions •Email and SMS digests •Geo Finder* •Service request alerts •Specialty homepages Information-based •Calendar Event & Registrations •Business (Resources) Directory •Facility directory & reservations •Frequently asked questions (FAQs) •Meetings management •News stories •Photo gallery (albums) •Site search (Granicus Search) •Site search (Google CSE) •Site search (Cludo) •Site search (Swiftype) •Staff directory Service-oriented •Digital signatures (legally binding)* •Form builder •Form calculations •Form conditional logic (If-this-then-that) •Form email notifications •Form finder •Form template library •Form security settings •Online payments •RFP, RFQ, Bid management •Service requests (CRM / 311) •Service directory •Service finder* Expecting something else? Chances are we have it. (reach out with questions) *May incur additional charges Security and Workflow 37 Leverage our community engagement solution to connect with your citizens in a whole new way. Inform your community on important issues, gauge public opinion, conduct polls and aggregate data to turn community feedback into actionable results. A Better Solution for Civic Engagement PROJECT ENHANCEMENT Promote Civic Engagement Inform your community on important issues – Easily create topics to inform residents on important issues. Let our wizard-like interface guide you through adding imagery, related links, questions, polls, up-voting and more to make your content compelling and engaging. Give your community a voice –Promote civic engagement through comment boards, polls, surveys and up-voting. Survey data can easily be analyzed and comments aggregated to inform public policy. Show you care about public opinion – Assign staff members to host a topic. Host(s) will receive automatic notifications when comments come in so they can respond quickly. Spread the word and maximize your reach – Easily publish and promote topics to popular social media channels and leverage our add- on govDelivery solution to send email campaigns to our network of 150M subscribers. Keep them coming back –Encourage residents to subscribe for updates, promote related topics through contextual web display, send targeted email campaigns and more. Culver City:https://www.culvercity.org/live/get-involved Social Media 38 Section 4 Training 39 Training 40 Section 5 Maintenance and Support 41 Our support team includes dedicated personnel to handle web, email, and phone support. Clients also have access to the Granicus Support Portal for self-training and issue submission. Scheduled Maintenance Scheduled maintenance will take place between 1:00 am –4:00 am ET every Monday. How to Contact Granicus The Customer Care staff at Granicus may be contacted by the customer via Internet, email, or telephone. Online (recommended)support.granicus.com Email support@granicus.com Phone (for urgent issues)800.314.0147 Support Hours Regular Hours 8:00 AM –10:00 PM Eastern Monday-Friday Urgent After-Hours Support is also available 24/7 800.314.0147 System Status Granicus System Status: status.granicusops.com Support Overview Maintenance and Support 42 Support –How We Rank Cases How We Rank Cases PRIORITY 1: EMERGENCY Target Initial Response: within 1 hour Severe application problem that causes productivity to cease for a large number of staff or complete loss of service to either website or intranet (application-related site outage). Examples: •Web server is running but application is non-functional • SQL-server errors not related to hardware •Page watch is not working as expected PRIORITY 2: URGENT Target Initial Response: within 4 business hours Application/service is available, but in a degraded mode. A workaround is possible or a brief loss of service is acceptable. Impacts only a small group or causes work to cease for an individual. Examples: •Site is operational, but search, calendar, or other modular functionality is non-operational or impaired •Application is operational but bulletin sending is disrupted PRIORITY 3: MEDIUM Target Initial Response: within 1 business day Moderate business impact; issues have affected productivity. A workaround may exist or the problem is for a non business-critical task. Examples: •File attachments won’t upload •Text is not rendering correctly •Bulletins are sending but sending not as quickly as expected or with higher than usual bounce rates Note: The initial response represents the ideal target time for assignment of the case to a Customer Support Engineer and the initial acknowledgement of the issue. The resolution time will depend on the severity and complexity of the issue and the nature of the resolution required. Maintenance and Support 43 PRIORITY 3: MEDIUM CALL GRANICUS SUPPORT: 800.314.0147 Or submit a case online: support.granicus.com or email: support@granicus.com Initial response within 1 business day during prime hours (M-F 8am –10pm Eastern) Staff will be notified when the issue is resolved. PRIORITY 1: EMERGENCY CALL GRANICUS SUPPORT: 800.314.0147 Initial response within 1 hour during prime hours (M-F 8am –10pm Eastern) Updates as scheduled with Granicus PRIORITY 2: URGENT CALL GRANICUS SUPPORT: 800.314.0147 Or submit a case online: support.granicus.com Initial response within 4 business hours during prime hours (M-F 8am –10pm Eastern) Updates as scheduled with Granicus Is the product non-functional? Can you complete your work in any capacity? YES NO NO Is the system working, but not to your satisfaction? YES NO Support –How We Rank Cases Maintenance and Support 44 Section 6 Implementation 45 Over the last 20-plus years, Granicus has created hundreds of award-winning local government websites. We’ll bring this expertise to your project, while also working to meet and exceed your unique goals. Here are a few things you can expect from your partnership with Granicus. Your Goals A digital city hall experience that promotes self-service across all departments. Encourage civic participation. A citizen-centric design, release early, iterate often. Data-driven approach to the website redesign. A unified web presence with apps used by the city seamlessly integrated. Project Development Approach The Granicus Difference Granicus believes your website should truly serve citizens, making it easy to find and complete common tasks, like paying a ticket. Our data- driven approach will help us identify top services and tasks so we can optimize the online customer journey. Connect with your citizens in a whole new way. With Granicus govAccess you can gather input on important issues, conduct polls, and aggregate and analyze data. You may also want to consider govDelivery, enabling you to publish content to our network of 150M people. With our public beta site offering we can launch early, gather feedback and iterate to ensure we deliver a website that truly meets the needs of your citizens. Our process takes the guesswork out of your website redesign by basing key project decisions on the data we collect about your website, not on opinions. As a result, your team will be informed and aligned. Extend the impact of your website with the Granicus platform –publish content to our network of 150M+ citizens, simplify agenda creation, stream meetings to video, and much more. You can also chose from an extensive list of pre-built integrations with best-in-class apps like Laserfiche, NeoGov, Esri, Siteimprove, Twitter, Facebook and more. > > > > > Implementation 46 Over the last 20-plus years, we’ve developed thousands of websites for some of the most progressive local government agencies. Lessons learned from this experience have helped us refine our process in order to deliver consistent, superior results. Here’s what you can expect. Research1 GOAL Conduct analysis to understand how your website is used. GOAL Develop a website that reflects your community and brand and delivers superior digital customer experience. GOAL Refine the website’s content and implement Granicus govAccess. GOAL Train your team and bring the new site live to the public. GOAL Provide ongoing support and maintain a superior digital customer experience. Timeline + Development Plan 2 Design 3 Site Development Launch4 Post Launch5 Implementation 47 Granicus’ primary objective is to develop a website that makes it easy for people to get things done online. In order to achieve this mission, our process begins with an extensive focus on customer experience (CX), which gives us an understanding of your unique community and what they’re looking to do on your website. Comprehensive Analysis We’ll compile data in a variety of ways,including: •Heatmap Analysis: Heat maps help us gain an understanding of how people are interacting with your content. The information gathered is helpful to us as we determine how to organize content and information to best attract users to your site. •Web Analytics: We leverage data from Google Analytics to understand the most frequently visited pages, top referring sources, bounce rates, etc. This data supplements our heatmap analysis to inform recommendations for your website. •Community Survey: A survey of your community will help us understand what kinds of tasks residents are most frequently looking to complete on the site. Having anecdotal feedback helps ensure we’re on the right track. •Stakeholder Survey: We also survey your internal stakeholders to gather information on the current goals and tasks of your website from an internal point of view. •Recorded User Testing: Users will be recorded as they attempt to complete tasks on your website. This method has consistently uncovered valuable insight into how a website can be confusing to those who don’t use it everyday. Site Usability Report Based on the results of our research, our NN/g Certified User Experience Specialist will compile a custom Usability Report, summarizing findings and recommendations. This document should be shared internally to provide alignment for key project decisions. Research GOAL Conduct analysis to understand how your website is used. Deliverables •Site Usability Report •Custom Wireframe Toolkits •Project Kick-off Kit Site Usability Report Research1 Implementation 48 Our design phase is highly collaborative to ensure the unique identity of your organization is reflected in the site’s look and feel. We balance aesthetics with usability, mobility and accessibility principles to ensure the final result is beautiful without compromising functionality. Web Design Implementation •Design Meeting and Mood Board: You’ll begin the process by meeting with our graphic design team for a brainstorming session. During this time, we’ll review your survey results and ask your team questions in order to better understand your desired aesthetic. The information will be compiled into a digital mood board that will summarize the overall style and direction for the design. •Mobile-First Design Methodology: We think about mobile from the onset of the design process. We work with you to determine which common tasks and key content should be easily available for mobile users. The result will be a fully responsive design that can easily be modified by staff as priorities change. •Accessibility and Usability Check: Our entire design team is versed in the latest WCAG 2.0 Accessibility requirements for color use and contrast on websites and will ensure your design adheres with the level of compliance you seek. Additionally, our designers work hand-in-hand with our NN/g certified User Experience Specialist to ensure the final design adheres to usability best practices. •Revisions and Finalization: Using our advanced design collaboration software, you will be able to easily make comments and provide direction for your design revisions. We provide unlimited revisions and won’t stop until your team is completely satisfied with the look and feel. The phase will complete with your sign-off on the final composition. Mood Board GOAL Develop a site that reflects your community, brand and delivers superior customer experience. Deliverables •Mood Board •Mobile Comp •Style Guide Graphic Design Comps Design2 Implementation 49 The site development phase has two major components: the actual technical programming of the website and finalization of content that will be added to your site. While our development team is busy, our content strategy experts will work with your staff to finalize the sitemap, and migrate and refine content. Content Preparation and Migration No one knows the City like the department heads in your organization, which is why at this phase we recommend active involvement from anyone who will be contributing to your website now and in the future. To ensure this process runs as smoothly as possible, your Granicus Project Manager will set your team lead up for success with all the tools needed to ensure your project stays on track. •Sitemap Consultation: At this stage we will finalize the site map, consulting with you to make sure all navigation is organized and labeled in an effective manner to accomplish your goals. •Work Plan: To help your team lead communicate project goals, deliverables, and deadlines, we provide a Work Plan Template. This template includes a project introduction, breakdown of individual project-related tasks and timeline for completion. •Communication Cadence: Communication templates and a recommended cadence around tasks and deadlines, meetings and agendas are also provided. These tools not only ensure a smoother project, they will help your team lead establish credibility. •Content Migration: We’ll help begin the process of populating your new website with content by migrating 700 pages. Once the migration is complete, you’ll be given access to the development website in order to review and refine the information. Great Content Should Enable a Customer Mission Site Development GOAL Refine the site’s content and implement the CMS. Deliverables •Sitemap Recommendations •1 day of online consulting •700 Pages of Migrated Content •Program Website Toolkits & Templates •Work Plan Template •Pre-Launch Preparation •Content Migration Guide •“How Do I…” Menu Guide “The writing for the web training was critical for helping our staff think about our customer and what they’re trying to accomplish in every decision we make about content.” Abbot Chambers City Librarian + Director of Comms City of Sausalito Site Development3 Implementation 50 After extensive quality assurance testing, our developers will hand over the website to your team in a staging environment. This major milestone typically brings excitement and anxiety –with extensive activity and coordination needed across the organization before your site is ready to launch. To help, Granicus has perfected the process to ensure everything on your site functions as expected and internal signoff is complete before your site goes live. Go Live Preparation •Granicus Quality Assurance Testing -The Granicus team will conduct testing to identify broken links, accessibility violations and general issues. Any issues will be flagged for your team to check before the site goes live. •CMS Training –While our team is conducting final QA testing, our trainers will work with your team to teach them about the new tools they will be able to leverage in the CMS. All users will go through Basic CMS Training, to fully prepare them to review, add and edit content. Your super users will gain a deeper understanding of specific departmental functionality and how to set up roles, permissions and workflow/approval cycles. •Staging Site –Our technical team will transfer your new site to a production environment in Rackspace. •User Acceptance Testing (UAT) -While our team has already conducted a quality assurance process against the approved design specifications and Granicus migrated content, you have the opportunity to conduct your own review during the User Acceptance Testing process. •Launch Planning Meeting –Prior to your go-live date we will conduct a launch planning meeting to prepare your team and the Granicus team for pre-and post-launch configuration activities that can only occur once the site has gone live (Granicus Search & SSL set up, for example). •Final Signoff -Once UAT has been completed and all stakeholders are comfortable, we’ll flip the switch, and your new site will make its debut. GOAL Transfer to production environment, train your team and bring the new site live to the public. Deliverables •Staging Site •CMS Training •UAT Kick-Off Meeting Toolkits •User Setup Guide •UAT Guide •Launch Planning Guide Launch4 Launch Planning Guide Implementation 51 Unlimited Technical Support: Granicus provides comprehensive, unlimited technical support including: •On Demand Videos –Step-by-step tutorial videos provide a quick overview of features and tools. These videos are particularly helpful for supplementing training, bringing new staff up to speed or providing refresher. •Live Chat –Initiate a chat from anywhere in the CMS. Dedicated Client Success Manager: In addition to technical support, you will also be assigned a dedicated Client Success Manager who will help you get the most out of your website long-term. Annual Health Check: Your Client Success Manager will proactively reach out twice a year to perform a website health check and ensure you are getting the most of your Granicus experience. Ongoing Training: Bring new staff members up to speed and stay current on the latest government website trends through free live training sessions and educational webinars. These sessions focus on CMS functionality, client best practices and general trends from the industry, such as transparency, accessibility and content strategy. Anyone from your organization that is interested may attend at no cost. Regional Events and National Summit: Granicus offers a number of free in-person events throughout the year, bringing our clients together to collaborate and share best practices. Each event features educational sessions designed to help get the most out of your website. We are at our best when we’re listening to our clients and these events provide a unique opportunity to learn and develop together. GOAL Ensure your team is effectively supported and your website evolves as needed to maintain a superior digital customer experience. Deliverables •Ongoing technical support •Guaranteed 99.9% uptime •Annual CX consultation and recommendations Guaranteed redesign after your contract term. Adapt your website to meet changing needs with our ongoing support, flexible CMS and a guaranteed redesign with no further out-of-pocket expense. Guaranteed Redesign Post Launch5 Implementation 52 Research1 •Identify web team •Complete stakeholder survey –this helps us understand your goals, expectations, audience needs, etc. •Provide access to Google analytics •Sign-off on wireframe 2 Design 3 Site Development Launch4 Post Launch5 Your Role •Share any existing brand guidelines •Gather any photos + logos + video to be used in your website design •Sign-off on mood board + design comps + style guide •Supply list of all 3rd party apps used with website •Sign-off on sitemap •Collaborate with your PM to map current pages to new site map / identify redirects •Attend writing for the web / accessibility training •Edit existing content / create content for new pages (we offer additional content writing + editing services) •Attend CMS training •Conduct User Acceptance Testing (UAT) •Create marketing plan for website launch –we offer an optional website launch promo service if interested •Final sign-off prior to go live •Setup metrics dashboard and measure results –top pages, traffic sources, etc. –optimize overtime •Keep your content fresh •Reach out to our support team with questions anytime •Meet with your Granicus success manager for annual health checks The best outcomes come with collaboration –after all, no one knows your community like you do! While we will do as much of the heavy lifting as possible, to drive the optimal level of collaboration, we will need a few things from you along the way including: Implementation 53 While the Granicus team will guide the process, we will depend on the dedication of staff and resources by the City to achieve the best result. Based on our experience, we recommend assigning staff into the following roles: Project Manager You should assign a dedicated project manager, who will serve as the main point of contact to interface with Granicus throughout the development of your website. This person will work closely with your Granicus project manager at each stage should be empowered to make final decisions on behalf of the City. Core Project Team (3-5 people) To help guide decisions, you should form a core project team. This group will work closely with your designated Project Manager in helping to gather input from your staff and guiding key decisions through the course of the project. Commonly this team includes staff from the following departments: •Communications •Administration •IT Steering Committee (varies) To help build buy-in across your organization, we recommend forming a steering committee. This larger team should include representatives from across all of your departments. They will be included in larger surveys and potentially provide input at key decision points. Gathering this group early helps engage the organization in the development, gaining buy-in for the project and providing alignment for decisions. Identifying Your Website Team “The Granicus Team went above and beyond. They were as invested in the website as we were, and we truly appreciated that!” WHAT CUSTOMERS SAID Above and Beyond Anthony Wilson City of San Angelo, TX Implementation 54 Trevor Wolter, Project Implementation Manager Trevor’s technical expertise coupled with extensive experience as a project manager enables him to guide the development of each website Granicus produces. He oversees our staff of project managers and implementation processes, creates necessary documentation and provides support to your Project Manager during the development. Year of Experience: 11 Joined Granicus Team: 2005 Reference Projects: •Weston, FL (www.westonfl.org/) •Colleyville, TX (www.colleyville.com/) •Tempe, AZ (www.tempe.gov/) An essential component of Granicus’qualification for this project is our team. Granicus enjoys the contributions of long-term,dedicated staff who guide the development of each and every project.Their expertise will ensure the success of the website development. Uriz Goldman, User Experience (UX) Manager Since joining Granicus in 2005, Uriz has guided the development of hundreds of local government websites. As a Certified User Experience Consultant, he is passionate about creating more intuitive customer experiences for our clients and will oversee the comprehensive User Experience Analysis for your website. Years of Experience: 18 Joined Granicus Team: 2005 Education: •Bachelor of Science, Management Information Systems •NN/g UX Certified Reference Projects: •Sandy, UT (www.sandy.utah.gov) •Augusta County, VA (www.co.augusta.va.us) •Wilmington, NC (www.wilmingtonnc.gov) Qualifications of Key Personnel Implementation 55 Brian Pope, Technical Trainer Brian is an experienced educator who leads technical training on our content management system. He will equip you to get the most out of Granicus govAccess, both through the initial training included in your project and on-going live training webinars. Years of Experience: 7 Joined Granicus Team: 2016 Education: •Bachelor of Arts, Education and Spanish Casey Golubieski, Client Success Manager Casey has built her career as an ardent client servant. She manages a team of Customer Success Consultants who thrive on deepening our customers’ adoption. Her team will work with you once your website launches to ensure you’re getting the most out of your relationship with Granicus, by monitoring the site’s performance, consulting with you about new features and services and providing feedback on the health of your site during your Strategic Reviews. Years of Experience:17 Joined Granicus Team: 2014 Taleah Codrington, Visual Designer Taleah Codrington is a multi-disciplinary designer & UX design manager for govAccess. She has over 13 years of experience in visual design, product design, and brand identity. Within the last 4 years, Taleah’s focus has shifted to include research and user experience to improve web accessibility and site usability. As a superior verbal and written communicator, she’s successfully built & sustained superb client relationships from design inception to design approval. This two- time Pinnacle award winner & Member’s Choice winner has a phenomenal track record of developing projects with intent, identifying problems and providing stellar solutions. Years of Experience: 13 Joined Granicus Team: 2016 Education: •Bachelor of Arts, Media Arts and Animation Reference Projects: •West Hollywood, CA (https://www.weho.org/) •La Quinta, CA (https://www.laquintaca.gov/and https://econdev.laquintaca.gov/home-econdev) •Suwanee, GA (https://www.suwanee.com/) •El Segundo, CA (https://www.elsegundobusiness.com/) Implementation 56 Section 7 Performance Schedule 57 Performance Schedule 58 Section 8 Fee and Award of Contract and Milestones* *Milestones are outlined in quote 59 60 61 62 63 64 Section 9 Reference and Demonstrations 65 Population: 34,000 Launch: 2016 URL: www.danapoint.org Dana Point is home to over 33,000 residents. The city is also a popular surfing destination, accessible via the State Route 1. To serve residents, businesses and visitors, the city knew it had to develop a one-stop-shop to help guide users to discover the city, find important community information, and navigate dining options, lodging and upcoming events. PROJECT EXPERIENCE The new site features: •A rotating homepage collage with photos and informational overlays across each image •Homepage buttons that direct users to the most popular online services and tasks •An “I Want To…” menu to make it even easier to find city information and services City of Dana Point, CA Reference and Demonstrations 66 City of La Quinta, CA Population: 38,000 Launch: 2017 www.laquintaca.gov City of Sioux City, IA Population: 82,000 Launch: 2017 www.sioux-city.org With younger families moving in and a growing number of visitors coming to town for music festivals, the City of La Quinta realized it had to find new ways to serve this evolving demographic. The new website is now a one-stop-shop to help guide users to discover what the city has to offer and to find important community. The new site features: •A homepage video background to showcase things to do in La Quinta •“The Hub”to help residents easily locate and apply for permits online •The city decreased their page count by 3,000+ before launching providing visitors with more concise information. •A Google and Amazon inspired navigation that helps users quickly find what they’re looking for As a hub for business, tourism and residents, The City of Sioux revamped its website to better serve its diverse community. The new site features: •Intuitive homepage navigation that links to frequently visited pages, including online bill payments, job openings, and license and permit applications •Elegant news and calendar widgets to notify users of planned city projects and events •An “I Want To…” menu that allows users to access the most popular city services PROJECT EXPERIENCE Reference and Demonstrations 67 Reference and Demonstrations Reference and Demonstrations 68 Appendix A Master Subscription Agreement/Proposal Forms 69 Granicus Master Subscription Agreement Because Granicus Internet specializes in web development and support services, we would recommend using the MSA that our government clients use and attaching the City’s contract, so as to make your terms part of the agreement. We can discuss any conflicting sections, and we reserve the right to object to conflicting terms in the City’s sample contract.No official or employee of the City of Galesburg is directly or indirectly interested in this proposal for any reason of personal gain. Proposal Exceptions Per Section XVII of the City’s RFP, clients need to contract with us for the implementation as well as for the future year maintenance and support. Also, clients will not become the owner of the website. They would own their content, but Granicus will own the website, including site designs and templates. The future year maintenance and support includes a license for the client to use the website. Please note that in lieu of the Certificate of Compliance, we have included our Equal Employment Opportunity Policy with our submission. Additionally, we have not completed the Vendor File Form but have included our W-9 with our submission. 70 71 72 73 74 75 76 77 78 79 80 81 82 83 THANK YOU Information to Insight Intrado Proposal for Website Re-Design, Development, Implementation and Hosting Prepared for: The City of Galesburg Prepared By: Michael Goulet, Vice President of Sales Intrado Interactive Services Corporation 1027 South Main Street, Suite 503 Joplin, MO 64801 T: 1-888-527-5225 ext. 1638 | F: 1-800-360-7732 E: mgoulet@intrado.com Page | 2 TABLE OF CONTENTS Table of Contents ........................................................................................................... 2 Cover Letter ................................................................................................................... 3 Executive Summary ........................................................................................................ 5 Company Profile ............................................................................................................. 7 Sample Websites .................................................................................................................................. 8 Response to RFP Requirements .................................................................................... 13 V. Functionality Requirements / Scope of Services............................................................................ 13 VI. Security and Workflow .................................................................................................................. 31 VII. Social Media ................................................................................................................................ 37 VIII. Training ..................................................................................................................................... 38 IX. Maintenance and Training ........................................................................................................... 38 X. Implementation ............................................................................................................................. 39 XI. Performance Schedule ................................................................................................................. 54 XII. Fee and Award of Contract ......................................................................................................... 56 XIII. Milestones ................................................................................................................................. 57 XIV. References and Demonstrations ............................................................................................... 57 CMS Overview ............................................................................................................... 59 Tools That Make Content Management Easy for Staff ...................................................................... 60 Citizen Engagement Solutions ........................................................................................................... 65 Productivity and Transparency Tools ................................................................................................ 68 Integration with 3rd Party Software .................................................................................................... 71 Attachments and Required Forms ................................................................................ 73 Page | 3 COVER LETTER 10/08/2020 Kraig Boynton, Purchasing Agent KBoynton@ci.galesburg.il.us RE: Website Re-Design, Development, Implementation and Hosting Dear Review Committee, Intrado Interactive Services Corporation is pleased to present our response to the City of Galesburg’s RFP for Website Re-Design, Development, Implementation and Hosting. At Intrado Interactive Services Corporation, our goal with CivicLive solutions has always been to ensure municipalities are able to easily connect with their communities in many languages and on any device. We are focused on delivering innovative technology supported by an award-winning service and support team. Similarly, our commitment to being highly responsive and proactive in supporting our customers has pushed the overall market forward. Highlights of our Proposal include: • A highly adaptable and intuitive CMS and website solution to address your new website requirements; • Ground-up fully custom responsive design of your website; • Full implementation services, including content migration services, at no additional cost; • Top-notch professional services, including unlimited 24/7/365 support, at no additional cost; and, • High-availability hosting with unlimited storage so your site is free to grow and expand as- needed. We share your vision for turning your website into a center of self-service and information with a citizen focus. Our proposal outlines how a partnership with Intrado will help provide an optimized online experience to your citizens. We encourage you to schedule a demo with us to personally see the benefits our comprehensive solution can offer you, from interactive web design on any device to more streamlined content management for your Web Administrators and content authors. Your primary point of contact during the proposal process is Michael Goulet, who can be reached at MGoulet@intrado.com or 1-888-527-5225 ext. 1638. Page | 4 We believe your website will benefit from our powerful, user-friendly content management system and innovative design services – both of which will help you connect better with your citizens and increase electronic availability of important information. We are thankful for having this opportunity to work with you, and look forward to forthcoming updates in your vendor evaluation process. Sincerely, Nate Brogan | President, Notification Services Page | 5 EXECUTIVE SUMMARY We are the e-government web specialists that you can trust to redesign ci.Galesburg.IL.us so that it serves your community using our powerful web software, and markets your City as a vibrant place to visit, do business, and call home. In response to your RFP, we have prepared this project proposal to showcase our industry-leading CivicLive web solution that will meet your project’s immediate goals and provide long-term value. Learn more about this winning combination in the following sections of this executive summary. CREATIVE, TECHNICAL AND PROFESSIONAL SERVICES CivicLive solutions are offered by a team of skilled creative and technical professionals who use a proven Project Implementation Methodology called SmartWork to meet your project’s goals. Highlights of our Professional Services include: Professional Project Management Working with us means benefitting from a dedicated Project Manager who isn’t just your friendly point-of-contact, but also an experienced software technical professional that leads our team and your team through our proven SmartWork Project Implementation Methodology. Web Design Services with a 100% Satisfaction Guarantee A website’s design matters. That’s why our Designing phase is completely iterative and allows your team to give actionable feedback every step of the way. In fact, we value good web design so much that we offer a 100% Satisfaction Guarantee with many of our design deliverables. We have also included a full redesign of your main site every four years! This means your website will look and feel exactly the way you want it to! Mobile-Optimization with Responsive Design and Smartphone App Our proposed solution includes Responsive Design – a versatile mobile-optimization solution that is device and platform-agnostic – as well as an optional Smartphone App, giving your end-users seamless access to information and services on-the-go to and enhancing their satisfaction. Training Sessions We’ve included Training Sessions to get your users confident and ready to use the CivicLive CMS to its fullest potential. Our training services also include offering your staff with a wealth of learning resources such as user manuals and videos for the platform, project-specific support documentation, and the choice to provide more training webinars, if desired. Page | 6 LEADING EDGE E-GOVERNMENT SOFTWARE The backbone of our CivicLive solution is our powerful, easy-to-use website Content Management System (CMS). We’ve built our CMS from the ground up to include an unbeatable range of tools and functionality specifically-designed for government application, such as: Intuitive Content Management Tools CivicLive makes routine content management a breeze with In-Context, WYSIWYG, and Drag-and-Drop editing tools that can empower even the least-technical staff to become engaged content editors who help maintain your eGovernment website. Citizen Engagement Solutions Your citizens will be able to get more information, request more services from your departments, and participate in a digital community thanks to our ever- expanding range of citizen engagement modules. Government Productivity and Transparency Modules Dozens of modules and resources such as online forms, reporting tools, and a Customizable Workflow Engine and more will turn your staff into an efficient team that uses the Internet as a tool that simplifies their jobs. SOFTWARE-AS-A-SERVICE LONG-TERM SUPPORT A partnership with Intrado goes beyond the redesign of your website. We offer all our clients a lasting alliance that includes 24/7/365 Customer Support Services, Website Hosting Services, Software Maintenance and Upgrades, and an unlimited-user Software License. Our long-term partnerships are designed to reduce your over-worked IT department and save you money by bundling crucial services into one low annual fee. Best of all, we don’t charge for our support or hosting services in the first contract year! CONCLUSION We hope that this Project Proposal shows the capabilities of CivicLive solutions and our commitment to excellence which will ensure the best outcome for your Website Re-Design, Development, Implementation and Hosting project. If you have any questions about what we’re offering, or would like us to present our solution to your team in more detail, please do not hesitate to contact me. Michael Goulet | Vice President of Sales Phone: 1-888-527-5225 ext. 1638 | Email: MGoulet@intrado.com Page | 7 COMPANY PROFILE CivicLive, offered by Intrado Corporation, is the trusted platform for government communication and engagement solutions. From smart websites to notifications, custom mobile and citizen request management, CivicLive solutions are designed to encourage community engagement and give government agencies and their constituents a unified place for communication. From our start with websites in 2001, the proposed solution has expanded to become the recognized and respected choice for web-based solutions for North American towns, cities, counties, regional municipalities, agencies, and state/provincial governments. Backed by 24/7/365 support every day of the year, and robust, secure technology, Intrado’s web solutions are regularly credited for helping public agencies better serve, connect, and engage with their stakeholders. Intrado, formerly West, is an innovative, cloud-based, global technology partner to clients around the world. Our solutions connect people and organizations at the right time and in the right ways, making those mission-critical connections more relevant, engaging, and actionable - turning Information to Insight. Intrado has sales and/or operations in the United States, Canada, Europe, the Middle East, Asia Pacific, Latin America and South America. Intrado is controlled by affiliates of certain funds managed by Apollo Global Management, LLC (NYSE: APO). BENEFITS OF PARTNERING WITH INTRADO Public institutions trust our CivicLive solutions to serve and engage with their communities. For each project we undertake, our team brings more than 18 years of experience working with governments. In other words, we’ve perfected our tools and techniques to make your project a success. • We understand municipalities and help create an easy and efficient experiences for citizens like yours. • We help governments make the best of their investment by providing leading-edge creative web design services. • We set your website free by offering no limits on hosting services and site depth, unlimited website hierarchies, and easy 3rd party integration. • We stay budget-friendly with flexible Software-as-a-Service (SaaS) solutions and streamlined project-management capabilities that save you money. Our Mission: Provide municipalities with the enterprise-grade web software solutions they need to succeed in an era where citizens are seeking more government services and information on the internet Page | 8 Sample Websites More than 100 local governments rely on CivicLive for their website/CMS services. Our solution is built to meet the needs of each client, while guaranteeing intuitive design, seamless integration, innovative technologies, and affordability. Breathtaking visual design comes standard. Check out our website design portfolio at https://www.civiclive.com/portfolio. We have included some examples below; additional sites can be provided upon request: • The City of Arlington, TX: www.ArlingtonTX.gov Population: 395,000 Client Since 2018 • The City of Glendale, AZ: www.GlendaleAZ.com Population: 240,000 Client Since 2018 • The City of Cape Girardeau, MO: www.CityofCapeGirardeau.org Population: 39,800 Client Since 2015 • The City of College Station, TX: www.csTX.gov Population: 122,000 Client Since 2017 • The City of Shawnee, KS: www.CityofShawnee.org Population: 62,000 Client Since 2017 • Lane County, OR: www.LaneCounty.org Population: 350,000 Client Since 2015 • Washington Township, OH: www.WashingtonTWP.org Population: 60,000 Client Since 2017 Page | 9 The City of Arlington, TX ArlingtonTX.gov Population: 395,000 Client Since 2018 The City of Glendale, AZ GlendaleAZ.com Population: 240,000 Client Since 2018 Page | 10 The City of Cape Girardeau, MO CityofCapeGirardeau.org Population: 39,800 Client Since 2015 The City of College Station, TX csTX.gov Population: 122,000 Client Since 2017 Page | 11 The City of Shawnee, KS CityofShawnee.org Population: 62,000 Client Since 2017 Lane County, OR LaneCounty.org Population: 350,000 Client Since 2015 Page | 12 The Township of Washington, OH WashingtonTwp.org Population: 60,000 Client Since 2017 The City of Vallejo, CA cityofvallejo.net Population: 115,000 Client Since 2015 Page | 13 RESPONSE TO RFP REQUIREMENTS V. Functionality Requirements / Scope of Services ADA Compliance Accessibility is a top priority. Accessibility depends on a combination of our website / CMS solution (CivicLive), the content generated by your staff and partners, and effective training of your staff to use available technology tools to support content accessibility. The platform generally addresses Section 508 accessibility criteria, long used by the U.S. Federal Government and by public education institutions. We recognize that WCAG 2.0 Level A builds on the core of Section 508 and today we support these common attributes of accessibility: • All images added through the content editor prompt the addition of an alternative text tag, commonly referred to as alt text, which helps visitors using a screen reader; • All CAPTCHA components use a frame and provide alternate audio playback capability for visually impaired users; • When tabular content is necessary, the content editor can be used to create accessible tables to help visitors who use screen readers; and • Website design templates can incorporate techniques—such as high-contrast ratios between text and background colors, text resizing accommodations, and larger headings—to improve the accessibility of our sites for all visitors. Our work is ongoing to enhance the features and functionality within the platform to respond to changes in technology and user needs. Even though there is an overlap between Section 508 standards and WCAG 2.0 Level A and AA, we have developed a roadmap to continue enhancing the platform’s accessibility tools towards WCAG 2.0 Level AA. Additionally, in order to help you meet Web Content Accessibility Guidelines (WCAG) best practices and ADA Section 508 requirements, we have partnered with Monsido (https://monsido.com) to offer an accessibility monitoring solution that helps municipalities and counties improve their websites. Monsido is an optional add-on which provides you with monitoring tools to check your website against the globally-recognized WCAG 2.0 and 2.1 guidelines, which help define accessibility in relevant US regulations. By checking your websites against WCAG standards, you can identify issues that may put them out of compliance with ADA Section 508 and other regulations. Thanks to this partnership, local governments can have peace of mind when it comes to their websites. Municipal officials can rest assured that they can prevent a frustrating experience for web visitors by finding and fixing errors. This ensures you have a solution for long-term website success. Page | 14 • Provide the conversion of all existing non ADA assets including a considerable library of non-ADA PDFs from the old website to the new website (consideration will be made as to how much will be migrated to the new website) During the migration process, our team will work closely with you to help your team evaluate existing content. Once your team has identified the content to be migrated, our dedicated team will transition your content from your legacy site to your new CivicLive platform. Intrado is responsible for ensuring your new CivicLive website designs are accessibility compliant. Additionally, we can partner with a service such as CommonLook to provide conversion of non- ADA assets. Please contact us to discuss your needs in further detail. • Verify every aspect of the website and all assets are ADA compliant During the design process, we will provide you with accessibility-compliant web designs. As well, with the optional Monsido Accessibility Monitoring service, you can gain advanced insight into how your site stacks up against WCAG 2.0 and 2.1 requirements. • Provide an ADA information center and status that is accessible from every page With the optional Monsido Accessibility Monitoring service, you will have access to an intuitive dashboard providing insight into your site’s accessibility. • Confirm that an upgrade system is in place to provide current ADA compliance to an unlimited point in the future o Vendor will basically assume all responsibility for ongoing ADA compliance once the site is launched We have included the Monsido Accessibility Monitoring service in our proposed pricing, which will provide you with a powerful accessibility solution for the life of your contract. If you have any questions about this service or any other aspect of our proposal, please do not hesitate to contact us to book a demonstration. Page | 15 GENERAL REQUIREMENTS • Ability to create a Help center (FAQs) Yes. CivicLive will enable you to provide searchable database of frequently asked questions. You will be able to display your resident’s FAQs with selected responses from your staff and relevant links to answers readily available on your website. • Display on any device (smartphone, tablet, computer) - HTML5 Yes. CivicLive responsive design templates are configured for optimal usability and performance on varying device screen sizes and orientations. Our responsive templates have virtually unlimited break points that can flex and fold to render a truly responsive image that fully adapts to the size/shape/orientation of any device the site visitor is using. Each design will be configured to detect and adapt to the size and orientation of the site visitors’ screen to deliver an optimized end-to-end user experience regardless of whether the site is being accessed by smartphone, tablet, iPad, or desktop. • Include a Staff Directory Yes. Our solution supports an unlimited number of searchable directories, ideal for creating listings for your staff. • Secured Employee website / Intranet Yes. One of the cornerstones of the system is its rich permissions feature. Access to any site, beyond the content that is designated as public facing, is controlled by usernames and passwords and is governed by granular permissions. These rich permission tools ensure that only selected users can view, add, edit, or delete content, preventing unauthorized users from making website changes. Using these tools, you can configure your websites with full “hidden” sections, empowering the creation of “intranet” websites for staff only collaboration. And, if the City is seeking a completely separate intranet website, please let us know and a separate pricing will be provided. Page | 16 • FOIA Subject page • Ability to post City Election results in the evening on Election day (on Election and Home page) Yes. Thanks to the intuitive What-You-See-Is-What-You-Get (WYSIWYG) editor, you can easily create a wide variety of content on virtually any subject. This editor provides numerous tools from Word Processor-style formatting, spell checking, and multimedia management, making it simple to create and update a page’s content. HTML editing is also supported, allowing users with HTML knowledge to edit in a code-based view. • Site Map Yes. The system features an automated sitemap tool that can be placed on pages as required, automatically creating a sitemap of your website’s content. Moreover, it automatically updates whenever site navigation changes. And, the system can export XML site maps for submission to external browsers to improve your website’s ranking. • Language Translation Yes. Our websites are built on the Unicode standard and can recognize any supported language. At the site level, we can also integrate Google’s translation tool, at no additional cost, which will provide site visitors with the ability to translate the site’s content into the language of their choice. • Social Media Integration Yes. The system’s one-click social networking capabilities enable page owners to send alerts to their Twitter and Facebook accounts alerting friends and followers of newly updated content in their pages. The system’s API capabilities allows page owners to integrate social media applications and widgets such as like buttons, tweet buttons, and share menus into their page’s content via scripts and codes. • Open Government Compliance (see www.ci.galesburg.il.us/government/open_government/) o Illinois Policy Institute’s 10-Point Transparency Checklist Yes. The system provides you with an easy means to create links, without needing to edit HTML markup. Page | 17 CALENDAR/EVENTS • Calendar that provides for multiple individual calendars that can also be rolled into one calendar • Should have options for different views (Day, Week, Month, Year) • Should have classifications that can be used for personalization Yes. Our calendar can present community events, meetings, holidays, etc. that can be managed from a central interface, shared across the website, and filtered by category. Calendars are equipped with an approval tool that enables Administrators to review all submitted events before they are published. Content can also be pushed/“drilled down” into sub-calendars. And, the Calendar tool integrates with any external calendar service that lets you create an iCal feed, importing events from that calendar directly onto the calendar. Your calendar is updated automatically when events are added or changed on the external calendar based on the refresh interval you choose. • Online event information submission Yes. Authorized users can create calendars and edit events, and the Calendar tool integrates with any external calendar service that lets you create an iCal feed, importing events from that calendar directly onto the calendar. Our Forms Engine provides you with an easy means for citizens to submit event information without requiring them to create an account or providing them with access to the calendar. The Workflow Designer will allow you to route citizen suggestions to the appropriate personnel, who can then create and edit events as needed. CONTENT MANAGEMENT SYSTEM • Ability to organize and manage uploaded documents (Document Center), images and multimedia. Yes. Your website contains various media managers that create a content repository that allows for the creation of assets that are available for all content editors within your website. Further, the system is built around a centralized content repository that enables the creation and management of reusable content modules as the default. Content stored in the central repository is automatically updated wherever it appears when the content is changed, cascading throughout all pages controlled by the module. Page | 18 • Ability to archive outdated documents and images Yes. Outdated content can be archived and removed from the public site, while remaining available for reference to authorized users. • Ability to optimize uploaded pictures and graphic files for quickest page loading. Yes. The system includes a built-in image-editing tool that allows users to crop, optimize, re- shape, and re-size uploaded files and includes an option that lets users save edited images as new files. • Interactive photo galleries to publish and display photo assets. Yes. The system’s photo gallery capabilities allow authorized editors to create multiple albums. Users can easily upload photos, create, and manage albums, and set view and content management permissions at the gallery and album levels. • Document galleries to organize and publish documents according to subject matter. Yes. The system’s Document Container feature will enable you to provide a central online repository where staff can upload multiple documents and media resources that can be made available for download. Users can upload multiple files simultaneously using the container’s drag- and-drop capabilities and can include brief descriptions for individual files. Documents and media files can also be organized into folders, subfolders, and renamed as required. • List module for creation and organization of logically related items into lists that can be shared on multiple pages but managed within single list. The WYSIWYG editor allows you to easily create and manage lists. With regards to central management of content, the system includes several tools that will facilitate content repurposing within your website. For example, because the platform utilizes “portlets,” it is incredibly easy to reference existing content in multiple locations within your website. For instance, we offer a portlet that displays data from our News Engine. Whenever a news item is posted, it can be displayed across multiple pages without needing to manually update each one. Any updates to the original content will propagate across all of the display portlets. We will work with you during implementation to identify the most beneficial means of sharing centrally-managed content. Page | 19 • Ability to determine specify a publishing schedule for specific content Yes. The system features a Release Schedule that allows your content editors to create webpages and schedule their go-live date. This tool also provides a “release timeline” feature, letting content authors schedule when pages should be archived (saved) and removed from the public site. • Versioning and indexing of content to meet State of Illinois Records Retention and Retrieval requirements We offer unlimited storage and bandwidth to help facilitate compliance with relevant records retention requirements. Additionally, the solution supports the ability to archive outdated content for future reference, and even provides authorized users with the ability to compare historical versions of content against one another. • Ability to centrally add and manage users and specify access rights Yes. We employ a highly granular security system, allowing administrators to control access privileges at the object level. This ensures that users only have access to the material they need to access. This control extends to nearly every aspect of the platform and allows administrators to distribute Read, Write, Create, and Delete privileges to any user on any page. Administrators can quickly check a list of all the users that have inherited or been granted access to a particular page and permissions can be given or removed rapidly. • Ability to provide approval only based publishing of changes while allowing the editor to make and see multiple changes to a specific page Yes. In order to maintain high quality and consistent published web content, the system features a Content Approval manager. These publishing approval processes support any number of checks, revisions, and multiple levels of sign-off to be custom-designed by Administrators. This ensures that content is always approved by the correct user before it is published and is visible to your whole community. This tool also supports notifications when updates have been made and Administrators can access status reports to ensure that the approval process is handled in a timely manner, no matter how complex it may be. • Ability to create groups with different access rights Yes. The permissions system supports both individual users and groups, simplifying the access management process significantly. Page | 20 EDITING • Provide necessary templates to allow content contributor to easily create the various content types required for the City site Yes. The platform’s Create Page dialogue features a number of page templates (e.g. calendar Page, news page, forms content pages, etc.) to streamline workflow and maintain consistency across the website. When creating a customized page, users have the option to save its structure as a template for future use. The base template is utilized from the central content repository, so when changes are made to it the changes will automatically cascade to all pages on the site. The platform handles identical pages across different presentations by using universal content with a separate presentation layer. This way all changes made to content are automatically made identically to different pages without having to manage sets of multiple pages. • Confirm the publishing approval process - Timeframes can be a problem sometimes. • Ability to continue to be able to edit while waiting for approval - go back and fix a typo, etc. • Ability for approver to edit while approving. With the Content Approval workflow, administrators can create multiple approval rules and assign specific individuals to review page changes before a page is published. Page changes can then be filtered through one or more authorized users. When a page owner attempts to publish a page with a rule, the system automatically triggers an email to the designated reviewer(s) alerting them of the pending page. The reviewer can then access the page through a link embedded in the email to see the page as it will be published, and can choose to approve or reject the updated changes. The tool also provides reviewers with the option to send comments and notes to page owners when pages have been rejected. • Content contributors should have the option of a WYSIWYG and HTML editors for editing web pages, articles, posts, or newsletter. Yes. The system’s What-You-See-Is-What-You-Get (WYSIWYG) Content Editor powers content creation and editing. This editor provides numerous tools from Word Processor-style formatting, spell checking, and multimedia management, making it simple to create and update a page’s content. HTML editing is also supported, allowing users with HTML knowledge to edit in a code- based view. Page | 21 • Ability to version pages and revert to prior versions. Yes. The system’s Version History tool provides content editors with the ability to access previous content versions. This tool saves a version of your content whenever a user makes a change to it, letting users revert to an older version at any time. The tool also includes a Preview window where editors can compare versions against one another in order to see their content’s evolution. • Ability to stage and expire content by date and time. Yes. The system features a Release Schedule that allows your content editors to create webpages and schedule their go-live date. This tool also provides a “release timeline” feature, letting content authors schedule when pages should be archived (saved) and removed from the public site. • Content contributors have the ability to add new pages and add to website navigation. (This may ultimately be an administrative function in the end) Yes. Any authorized user can add new pages. As your solution matures, site expansion is easily accommodated with our ability to support unlimited sub-pages. Add, archive, and delete pages and manage page order and visibility, all while the system automatically updates breadcrumb trails, drop down menus, navigation headings, and site maps to reflect your changes. • Ability to copy and paste Yes. We have integrated a number of handy pasting options, ensuring that any content brought in from other text editors will not conflict with HTML standards. Pasted content can be stripped of Word-specific formatting or posted as plain text to ensure it displays properly. All of these options help guarantee that your site looks consistent and professional from one page to the next. • Ability to classify any object with categories, tags, or metadata to improve search results. The platform offers metadata support at the page level, making it easy for site authors to pre- emptively optimize new content. Page | 22 • Ability to easily attach and work with images and photos in the editor. Yes. Content authors can easily attach and embed images into their pages. The system is equipped with an image-editing tool that provides users with the ability to edit uploaded images. Users can crop, re-shape, and re-size images as well as create thumbnail files that revert to the image’s original state. • Ability to easily embed video / images into web pages - including embedding YouTube and other Social Media video Yes. The platform provides users with the ability to embed videos from external sites on pages (such as YouTube or Vimeo) and to upload and embed videos from your local computer using the platform’s various media managers. The system’s Document Container pages can accommodate an unlimited number of video on demand files. • Ability to easily post emergency notices to the homepage. Yes. The system includes a built in Emergency Alert banner with a pop-up feature. Here, the system supports the creation of hidden areas on the home page where emergency notices and alerts can be posted and removed as needed. Simply drag and drop the “Create Alert” feature onto your webpage and begin creating your alert. DOCUMENTS / IMAGES AND VIDEO (DOCUMENT CENTER) • Centralized image and photo libraries for managing website assets. Yes. Your website contains various media managers that create a content repository that allows for the creation of assets that are available for all content editors within your website. Further, the system is built around a centralized content repository that enables the creation and management of reusable content modules as the default. Content stored in the central repository is automatically updated wherever it appears when the content is changed, cascading throughout all pages controlled by the module. Page | 23 • The ability to have the system automatically resize images and photos into web- friendly sizes - preferably during the upload process • The ability to create thumbnail images of photos and images automatically without using its full size. Yes. The system is equipped with an image-editing tool that provides users with the ability to edit uploaded images. Users can crop, re-shape, and re-size images as well as create thumbnail files that revert to the image’s original state. In addition, the platform’s Image Compression feature further simplifies image uploads by ensuring that, regardless of the picture’s shape or size, the image will automatically resize itself for optimal viewing once uploaded. Whether compressing to improve your site’s load time, enhance mobile accessibility, or simply to provide graphic consistency across the website, the CMS provides automatic image resizing. • Ability to create photo albums/galleries that can be embedded into web pages. Yes. The system’s photo gallery capabilities allow authorized editors to create multiple albums. Users can easily upload photos, create, and manage albums, and set view and content management permissions at the gallery and album levels. • Provide the ability to upload and store video files • Ability to display streaming video feeds. Yes. The platform provides users with the ability to embed videos from external sites on pages (such as YouTube or Vimeo) and to upload and embed videos from your local computer using the platform’s various media managers. The system’s Document Container pages can accommodate an unlimited number of video on demand files. Page | 24 EMAIL LIST MANAGEMENT • Websites should provide visitors with the ability to subscribe to a variety of opt- in E-mail lists, such as E-mail newsletters, announcement lists, or discussion groups. (Example: Recreation Programs, Street construction, etc…) • Visitors should be able to unsubscribe from lists. Yes. The system provides the ability to subscribe to pages and tools via RSS feeds and email notification. Users can subscribe to RSS feeds for calendars pages, content space pages, photo galleries, and newsletters. Visitors can also create an account to manage their subscriptions. The system’s RSS Manager provides administrators with the ability to view active feeds in the system, as well as the ability to enable or disable feeds. • Integration should exist to integrate lists with marketing service. Yes. The system is designed to support a wide range of integration services including iframes, RSS feed, web services, APIs, and so much more. Our CMS offers multiple points of integration with other software, devices, and solutions. We will work with you during implementation to help devise the best integration options, providing you with the best value for your technology deployment. • Visitors should have “Share This Page” capability Yes. We can easily integrate sharing features into your page templates. INTEGRATION • Ability to embed other sites/applications into the website (iFrame). • Ability to communicate with other City systems to exchange data, if desired Yes. The system is designed to support a wide range of integration services including iframes, RSS feed, web services, APIs, and so much more. Our CMS offers multiple points of integration with other software, devices, and solutions. We will work with you during implementation to help devise the best integration options, providing you with the best value for your technology deployment. Page | 25 • Ability to send out E-mail blasts to distributions lists. Yes. We offer a newsletter module, which provides users with the ability to easily create and publish newsletter using the system’s intuitive WYSIWYG editor, allowing for dynamic content such as images and audio/video clips to be embedded in the content. Newsletter authors can also schedule their messages to be sent out to subscribers at a specific date and time. Registered users can subscribe to all or selected newsletters via email or RSS, while administrators can subscribe internal and external users to newsletters, manage and delete subscribers and enable optional approval process for new subscribers. NEWS • Provide tools for creating and managing news items and press releases. Items may be specific to department for departmental pages or rolled up for the home page. Yes. The system’s News Engine is a powerful tool that allows you to publish news or announcements in one section of the site and have that content automatically appear in as many sections as you want it to. This tool makes it easy to create alerts and notifications to keep your community up-to-date on all your current news. • News items may or may not contain an image or picture. Yes. News items can contain multimedia such as images. • Ability to display department-specific items on departmental pages, identify which items will roll up to the home page and indicate which items may stick to the homepage. Yes. News items can be fed to various sections of your site. Please note that news items are displayed chronologically; should you require the ability to “stick” certain news items to your homepage, we will work with you to identify the most beneficial methods. • Ability to provide an RSS feed of news items. At present, users can subscribe to RSS feeds for calendars pages, content space pages, photo galleries, and newsletters. The system’s RSS Manager provides administrators with the ability to view active feeds in the system, as well as the ability to enable or disable feeds. Page | 26 WEBSITE ANALYTICS • Site traffic analysis and reporting w/ability to download by each division and department. The system provides administrators with the ability to generate detailed reports on system usage such as most active users, activity by user, login and logout audits, failed login attempts and more. Reports can be exported via Excel, Word, and PDF for further analysis. The system can also integrate Google Analytics, at no additional cost, to provide more detailed analytics and additional reporting capabilities. • Access to analytics should be part of a user’s role. Access to reporting is available to administrators. Google Analytics is a separately-hosted platform; access to the system can be granted as-needed through Google. SEARCH • Provide a powerful integrated search engine that can index managed content. Yes. The system provides powerful search functions that help users easily navigate the website. This tool provides visitors with the ability to search for files and content using keywords, phrases and partial phrases while listing results by relevancy and integration with your Google searching tools, if desired. • Allow ranking or prioritization of search results. Yes. The system’s search engine tool provides visitors with the ability to search for content using keywords, phrases, and partial phrases and displays results in an ascending order based on search criteria relevancy. The search engine feature also includes a “Best Bets” tool that allows administrators to create page suggestions for commonly used keywords. We can also integrate Google’s search engine into the site to provide users with even more searching power. Page | 27 • Searches should be across all content types (e.g., News, webpages, images, video, etc.) Yes. The search feature accesses page and object metadata, allowing content owners to pre- emptively categorize, optimize, and sort their content for site search. The search feature crawls all textual content, URLs, and object metadata (images, documents, etc.) to provide robust search functionality. We offer integration with Google Custom Search, at no additional cost. • Confirm that expired / old pages no longer show up in search results Yes. Internally, the City can choose whether to include hidden pages in search results. For external pages, you set the robots.txt to not index hidden pages (or manually specify other pages and areas not to crawl). OTHER CONSIDERATIONS • Logo replacement and branding: Although this is not a specific focus of this request for proposal, the city would also like to explore the possibility of including a review and development of the existing branding on the website. At a minimum we are interested in replacing the city logo. We would ask that an optional cost for this service be included on the RFP. Yes. We can easily work with you to redesign your logo. We have included this as an optional service in section XII. Fee and Award of Contract. Please see page 57 for more information. Page | 28 • External Agencies (Outside Partners) - Galesburg Elections Commission / Township Assessor o In keeping with overall site design and navigation additional templates should be designed for these two agencies as independent areas on the City website. Please provide independent costs for the construction of the minimal site page requirements for both. www.ci.galesburg.il.us/government/board_of_election_commissioners www.ci.galesburg.il.us/government/township_assessor Yes. We have included the development of customized sections, based on your main site wireframes, as an optional service to provide visitors with a consistent browsing experience. Please see section XII. Fee and Award of Contract on page 57 for more information. • Recreation function to provide program cancellation (to replace Rainout line) or Public Streets construction by other means than E-mail. We offer a number of ways for you to contact registered users. Our CMS has a built-in Emergency Alert module for site visitors, and users can subscribe to newsletters and calendars to receive updates via email and RSS. Additionally, to keep your citizens informed and engaged on-the-go, we are pleased to offer you a highly reliable mass communication solution. Whether you want to remind your residents of important dates, seek community feedback in a survey, call in volunteers, or get the word out quickly in an emergency, CivicLive Mass Notification Solution can help you reach your audience anytime, anywhere. Municipalities use our mass notification solution for: • Event Invitations • E-newsletters • Customer Service feedback • Opinion Polls and Surveys • City/County Meeting Reminders • Schedule Changes/Updates • Public Safety Announcements • Missing Person and Amber Alerts • Utility and Service Interruption Notices • Staffing and Volunteer Appeals • Parking Ticket Reminders • Public Information Hotlines • First Responder Alerts • Severe Weather Warnings • Municipal Payment Reminders • Interdepartmental Coordination Page | 29 With CivicLive, there are no limits on how many messages you can send so you can truly engage with your citizens at the right time and in the right format. Unlimited messaging, massive capacity, robust reporting, prompt technical support, and our proven track record are just some of the reasons why municipalities trust our Notification Solution for their citizen engagement, staff notification, and emergency communication needs. With the CivicLive Mass Notification Solution, you will receive: • Unlimited voice, SMS text, and email • Social media publishing (Facebook/Twitter) • Surveys through phone and web with unlimited questions • Configurable RSS widget to post messages automatically to your website(s) • Instant translation to 50+ languages with reverse translation quality assurance • Recipient portal mobile app; manage preferences and review prior messages • Unlimited self-updating groups/lists (dynamically change based on source data) • Dashboard offers at-a-glance views into overall messaging activity • User training, and unlimited 24/7/365 customer support Please refer to section XII. Fee and Award of Contract on page 57 for pricing on this optional service. • Secure Public Purchasing and Bidding functionality. The system is equipped with a built-in Bid Posting Module for managing your publicly-tendered RFPs, RFIs, and RFQs. Any number of RFPs and their related documents can be uploaded by your staff and made openly available for download or restricted to specific users. Citizens and potential vendors can subscribe to this module and be notified when bids meeting their specific parameters are released to public tender. Page | 30 INTERNALLY CREATED FUNCTION INTEGRATION. • GIS (maps of snow removal, emerald ash, etc.) • Search Graves • Solid Waste calendar (Interactive) • Search Service materials - GIS app Yes. The system is designed to support a wide range of integration services including iframes, RSS feed, web services, APIs, and so much more. Our CMS offers multiple points of integration with other software, devices, and solutions. We will work with you during implementation to help devise the best integration options, providing you with the best value for your technology deployment. INTEGRATION WITH ERP AND SAAS VENDORS Currently there is a list of vendors that provide online services connected to our website. Granicus streaming video is an example. Other examples are as follows… • PSR (Public Service requests - www.publicservicerequest.com) • Granicus (Video streaming and Closed captioning services) • MaxGalaxy and other recreation software (Currently looking to replace this application) • Springbrook (online payment services - pay water bill online) • Tyler Incode (Administrative Adjudication software - pay tickets online) • MassTrack - AVL app • Integration of LaserFiche forms and LaserFiche WebLink • Twitter feed on homepage • Possible Open Record software (NextRequest, JustFOIA) • Aqua BackFlow Yes. The system is designed to support a wide range of integration services including iframes, RSS feed, web services, APIs, and so much more. Our CMS offers multiple points of integration with other software, devices, and solutions. We will work with you during implementation to help devise the best integration options, providing you with the best value for your technology deployment. Page | 31 VI. Security and Workflow In all submitted proposals, vendors shall be able to provide an overview of security, encryption, and other website protections to ensure that the City’s website and content management systems are safe and secure. Should a breach occur, the vendor shall assist the City of Galesburg in restoring data at no cost. Additional security features shall include: Provide LDAP integration with the City’s Active Directory for single sign-on. Yes. We can integrate with Active Directory via LDAP. Provide role-based security that limits access and functionality based on a user’s logon. Yes. We employ a highly granular security system, allowing administrators to control access privileges at the object level. This ensures that users only have access to the material they need to access. This control extends to nearly every aspect of the platform and allows administrators to distribute Read, Write, Create, and Delete privileges to any user on any page. Administrators can quickly check a list of all the users that have inherited or been granted access to a particular page and permissions can be given or removed rapidly. Provide workflow for approvals of content changes. Yes. With the Content Approval workflow, administrators can create multiple approval rules and assign specific individuals to review page changes before a page is published. Page changes can then be filtered through one or more authorized users. When a page owner attempts to publish a page with a rule, the system automatically triggers an email to the designated reviewer(s) alerting them of the pending page. The reviewer can then access the page through a link embedded in the email to see the page as it will be published, and can choose to approve or reject the updated changes. The tool also provides reviewers with the option to send comments and notes to page owners when pages have been rejected. Page | 32 Must use the latest security techniques to prevent unauthorized access. Yes. We are proposing a fully-hosted Software-as-a-Service model to meet your needs. Our solution is carefully engineered to meet or exceed industry best practices, and collocated within a Tier III data center subject to annual ISO 27001 audits. In addition, at Intrado, our approach to information security, as well as our policies and procedures, are heavily governed by the information security framework outlined in ISO 27002. In short, our hosting facilities provide world-class enterprise hosting infrastructure with data protection and security as a standard part of our service offering. WEBSITE SERVICE SECURITY FEATURES: Secure Facilities Hosted Model All components of the application reside in Tier III (SSAE 16 data centers) subject to annual SOC I, Type II and SOC II, Type II audits. Rigorous physical and biometric security systems protect these facilities. All sites are engineered to survive natural disasters. Plus, redundant network, power, HVAC, and fire detection/suppression systems ensure the highest levels of system availability. Moreover, our facilities are redundantly connected via multiple different major network providers. Each of these carriers provides +10 Gbps of connectivity to our facility. All our providers have extensive transit relationships around the world, thus providing the lowest latencies possible for your websites to deliver the best possible online experience. With this configuration, we can provide maximum bandwidth and transfer capacity, ensuring that your websites are fast-loading, available, and stable. We also provide total maintenance of the hosted solution, with regularly scheduled performance checks, health checks, 24/7 monitoring, security audits and backup management to ensure your site is always secure. Intrado Hosted Servers Each customer has their own siloed environment. Our servers provide storage sufficient to give you the ability to create and maintain unlimited pages, and upload and store your websites and your documents without having to worry about constantly managing space requirements. Page | 33 Data Protection & Backup Our Managed Backup Service provides our clients with backup to prevent loss of data due to accident, hardware failure, or environmental disaster. Redundancy Redundancy is managed at power, firewall, network connectivity, server configuration, web server, and database server levels. Network Connectivity Our facilities are redundantly connected via many different network providers. Each of these carriers provides +10 Gbps connectivity to our facility. All of our providers have extensive transit relationships around the world, thus providing the lowest latencies possible. Content Distribution Network To ensure maximum availability and high performance, we rely on a Content Distribution Network (CDN) that utilizes servers deployed in 22 data centers across the United States. Firewalls Our firewalls are designed to restrict the type of traffic and originating IP addresses that can access the servers. This service is based on our shared firewall infrastructure. Power We provide redundancy in five distinct levels of the overall hosting configuration. These include redundancy at the incoming power supply, uninterruptible power supply, standby power generators, rack power, web server and database server levels. Encryption All client to server communications are encrypted. And, all data is encrypted at rest. Application Security The system is built entirely on the Microsoft frame, where numerous security measures have been instituted at the application level to maximize security. Here are some examples: • Authentication, Session Management, Security Configuration & Component Vulnerabilities: Intrado ensures all our security libraries in the application are as up-to-date as possible, while our team proactively monitors any security threats to our application’s core technologies to take immediate corrective action. • Cross-site Scripting (XSS) & Cross-site Request Forgery: The application utilizes anti- Page | 34 XSS libraries provided by Microsoft to prevent attacks that can allow a malicious agent to take over control of the user’s browser. • Insecure Direct Object References: The platform has a strong and rich hierarchical permissions system. It validates a user’s credentials on the server side before performing any CRUD (Create, Read, Update, and Delete) operations. In doing so, any URL manipulation is also verified at the server end before any response is transmitted back. • Injection Attacks: Injection attacks can be used by malicious agents to corrupt a database. Intrado uses sophisticated tools such as Rapid 7, Nessus, and others to identify such vulnerabilities and eliminate them from our application. • Data Sensitivity: All sensitive information is cryptographically encrypted in the application. • Function-level Access Control: Intrado’s active security monitoring uses its strong permissions management system. It ensures all function-level access is validated before execution. • Unvalidated Redirects and Forwards: The platform protects against unvalidated redirects and forwards by sanitizing any incoming redirect variables and maintaining a whitelist of trusted URLs. • Distributed Denial of Service (DDoS): To safeguard and mitigate attacks of this nature, Intrado relies on real-time, in-line DDoS protection through the latest mitigation appliances. This system can detect sophisticated Layer 3 through 7 attacks in addition to various types of DDoS attacks. The solution develops a traffic signature (created by monitoring regular Page | 35 traffic patterns) and then applies real-time heuristics (rules that sniff out harmful data packets) to protect against DDoS attacks. • Our Mitigation Service is a carrier agnostic solution that pulls customer traffic through route redirection onto our global mitigation network scrubbing centres for cleansing. Highlights include, but are not limited to: o Nine regional scrubbing centers with 4.5 Tbps of attack ingestion capacity o Volumetric and application layer attack mitigation o Mitigates against known forms of layer 3 – 7 attacks o Advanced behavioral analytics technology o Five‐minute Time to Mitigate for most known forms of attack after traffic is on‐ramped through scrubbing centers o Full range of proactive and reactive mitigation including traffic base lining Furthermore, monthly scans are performed against all top OWASP security risks. Examples of such scans include Rapid 7, Metasploit Pro, and Nessus scans. Monitoring Services Our team employs a wide range of 24/7/365 performance monitoring tools to ensure the integrity and availability of our services. Below is an overview of several of the primary tools, divided by category. External Application Monitoring Website and Performance Monitoring Provides advanced, remote monitoring of the system’s mission- critical business operations, reducing the risk of failed internet transactions and service interruption. Page | 36 Performance Analyzer Monitors and alerts the CivicLive team on response times, latency, and performance. It also provides HTTP/HTTPS, PING, SMTP, SNMP, and TCP port tests. Network Monitors Used to observe the overall health and well-being of the web and application servers’ input-output. Triggering alerts and notifications when thresholds are reached, these tool focuses on server components, disk space availability, memory, ports, and traffic over network connections. Database Performance Monitors and alerts the CivicLive team on the SQL Servers’ overall performance, with an emphasis on latency, wait-time trends, CPU, packet activity, and memory. Website Monitoring Intrado’s proprietary website monitoring tool simultaneously tracks the performance and availability of all client websites down to the minute through a global monitoring network. They provide full-page downloads summarizing activity, with real- time website alerts generated if web page errors or website performance problems occur. Storage Monitoring Over and above the network monitoring, the platform’s storage monitoring tools examine hardware failures, path failures, and storage issues at the individual and component level. System Availability and Firewall Monitoring Firewall / Routers Redundant stateful firewalls are installed between all client data and external connections. Provides security safeguards and traffic monitoring capabilities relating to Gateway AV, Anti-Spyware, intrusion prevention, App Control, Botnet filtering, and App visualization. System Availability Dashboard Intrado’s Data Center management team keeps availability records by recording all service affecting events. Page | 37 Must have tools for users to use self-service for registration and for reminders/resetting of forgotten IDs and passwords. Yes. You can enable the ability for users to register, optionally requiring administrator approval on all accounts. At Intrado, we know that each organization has its own security policies. That’s why you will have control over your password generation guidelines. This includes such things as: • Password strength (e.g. numerical requirements, upper and lower case requirements, etc.); • Password expiration; • Password length; • Failed log in attempts limit; and, • Password recovery options. The system stores all passwords using an irreversible one-way hash algorithm. Passwords can be verified but can never be read. This is a distinct security advantage over applications, which store passwords using only two-way encryption, or, or simply store them as plain text (where anyone with direct access to the database could also have access to passwords). VII. Social Media Provide for a separate portal/page for Social Media links. Yes. The system also includes an External Links sub-page tool that allows users to easily create and publish links to external websites that can be made available to visitors to access from directly within your website’s navigation framework. Content editors will have the means to determine what action is taken when a user selects an external subpage including setting pages to open in new windows. Provide controls for the public to share website content on various social media platforms. Provide tools to embed social media feeds into website pages. Yes. The system’s one-click social networking capabilities enable page owners to send alerts to their Twitter and Facebook accounts alerting friends and followers of newly updated content in their pages. The system’s API capabilities allows page owners to integrate social media applications and widgets such as like buttons, tweet buttons, and share menus into their page’s content via scripts and codes. Page | 38 VIII. Training Must provide a minimum of one advanced administrator training / train the trainer Must provide a minimum of one content management user training Yes. We are proposing three days of webinar-based training as part of our standard implementation. IX. Maintenance and Training Annual 24 x 7 x 365 support We are proposing a Software-as-a-Service (SaaS) solution to meet your needs. With a SaaS solution, you will enjoy: • Unlimited, 24/7/365 access to the friendly CivicLive Customer Support team • Unlimited and unrestricted access for all your staff to our Customer Support team, at no additional cost • Hassle-free software maintenance and updates • Reliable hosting in our Tier III data center, backed by a 99.9% uptime guarantee Customer Support Services Intrado’s award-winning Customer Support Services includes: • Unlimited Toll-Free Support, 24/7/365 • Unlimited Email Support • Unlimited Live Chat Support • Unlimited Access to Our Customer Resource Portal – including manuals, tips and tricks, and guides Unlimited-User Software License We don’t want to limit your website management experience by restricting the number of staff who can assume web management roles. That’s why CivicLive solutions include an unlimited-user software license. In other words, any member of your staff can contribute to your new communication strategy! Software Maintenance and Upgrades We invest considerable resources into the long-term maintenance and development of our CivicLive solutions. We give every client access to our software maintenance and upgrade services ensuring that you are always using the latest and best version of our software. Page | 39 Free 4 year complete upgrade of website as part of support package Yes. Per addendum 1, we have included a full redesign of your main site every four years. Regarding CMS updates, we are constantly improving our software. Major feature releases are scheduled every six months, and minor enhancements are scheduled every quarter. The maintenance window is one Friday night per month from 11 PM – 2 AM Eastern Time. Note that although this window is available monthly, it is only used approximately twice per quarter. All these features are built based on customer feedback and are free of charge. Updates are performed silently and transparently to end users by our team after an extensive quality assurance process. Each update is delivered in a manner to minimize disruption for end users, with many upgrades being optional and at your election. And, the City will be notified by email in advance of any updates. X. Implementation The Vendor must describe its proposed design and implementation services. The proposed solution must include a comprehensive implementation plan complete with a description of all activities, activity schedule and resources proposed for a successful product implementation. The City is seeking a single phase rollout with a new website design running on a fully functional CMS. The City is looking for a vendor to provide project management and application technical resources. The CivicLive team uses a proven 8-phase project implementation methodology called SmartWork to take your project from conceptualization planning to a complete implementation that ends with a live website. SmartWork’s 8 phases are each designed to address specific project milestones. Via our Project Manager, your Project team interacts with a number of our technical specialists throughout the SmartWork implementation. Page | 40 The Envisioning Phase The Envisioning phase kicks-off your project and is designed to create a dialogue between your Project team and your CivicLive Project Manager about the goals and constraints of your project. The purpose of the Envisioning Phase is to engage and build a shared project vision among all key stakeholders. Our kick-off meetings culminate in an understanding between your team members and the CivicLive team about the project’s key goals. After the project kick-off meeting, your CivicLive Project Manager creates a project roadmap in a Vision Scope Document which will govern the more technical project planning that occurs in the next phase. The Envisioning Phase typically only lasts for one or two days; it includes a meeting day, and a day or so for your CivicLive Project Manager to finish the Vision Scope Document - the first Website Re-Design, Development, Implementation and Hosting project deliverable you’ll receive from the CivicLive team. The Planning Phase This phase is dedicated to detailed website analysis and requirements gathering about how your CivicLive solutions will address specific aspects of your Website Re-Design, Development, Implementation and Hosting project. Together, we’ll look at your site to decide what works and what doesn’t, and then outline how your new website should function. In this crucial phase, everything from the most general creative elements to the most specific technical details will be outlined, and will include project elements like: • The CivicLive team and the City’s team roles and responsibilities by phase • CivicLive configuration functional specifications • Information architecture planning exercise • Web content strategy best practice discussions • Web content migration plan • User acceptance testing plan • Long-term software update and maintenance plan The Planning phase closes with the project’s first milestone and second deliverable: the creation and sign-off of the Master Project Plan and Project Charter – critical documents that will be used by both teams as the project progresses. Page | 41 The Designing Phase Citizen engagement, usability, and effective web presence-building all depend on quality web design work. That’s why we place so much emphasis on the Designing phase of your project. We want to ensure your project results in a beautiful, usable website! We want to make sure our design work is exactly what your staff, citizens, and stakeholders want. To meet this goal, we’ve broken down the Designing phases into 4 processes. The Design Vision and Requirements-Gathering Process We begin the Designing phase with a process focused on figuring out the unique needs of your community and gathering relevant requirements that will shape your website’s look and feel. This process is focused on developing a plan for addressing the following critical design elements: • Usability • Simplified Access to Information • Consistent, Beautiful Look-and-Feel • Search Engine Optimization • Design Web Accessibility Everything we plan, design, and build in this phase will consider those five tenets. And, to get started on the right path, the Design Vision and Requirements-Gathering Process gets our Project team and the City’s Project team thinking about – and planning – design-related deliverables with these aspects in mind. The CivicLive team will also review your existing website analytics to make best practice recommendations based on your legacy website’s user experience and users’ behavior. You have only 10 seconds to get your users’ attention before they leave your site Page | 42 The Iterative Information Architecture Design Process A good Information Architecture – how the information is structured – ensures a website’s information is structured logically and is easy to navigate. Building the best possible Information Architecture (IA) will not just offer immediate usability improvements – it’ll help your staff support and expand the website’s content for years to come. Our Iterative Information Architecture process is our Designing phase’s first collaborative step and involves our Design team, our Project Manager, and your project team. Together, this group applies the planning and analysis conducted in the Design Vision and Usability process to a site map that will outline how information is defined, structured, and linked to across the whole website in terms of page hierarchies. This process focuses on organizing webpages and other web resources in a structure that is aligned with users’ needs, your City’s organizational requirements, and search engine optimization. The Iterative Wireframe Design Process Wireframing is an iterative design process that examines page-level information architecture, as opposed to the site-wide information architecture that was planned in the previous process. Wireframing is an industry-standard web design process that is great for giving your staff the chance to see how much information is best displayed on the homepage and subpage templates. Wireframing is a highly interactive iterative process, and is our Design phase’s first opportunity for your staff to visualize the usability and accessibility improvements the CivicLive team will make to your website. The Wireframing process culminates with the following critical deliverable: Completed Wireframes. The Iterative Interface Design Process In this stage, our Design team provides color mock-ups of your homepage and subpages, giving depth to the website’s design to bring the site to life and ensure that it will build a strong, positive image for your City. This is where we create the website’s “Look and Feel.” We believe that the look and aesthetic of a website contributes a lot to its success. Your website’s look-and-feel will convey the image and appeal of your City. A robust design theme will also aid with site navigation and entice users to return in the future. Page | 43 Here are some examples of design elements we address during this process: • Proper Logos and Unifying Headers/Footers Consistent use of your logo and headers to merge appropriately with the homepage and all subpages. • Standard Navigation and Search Standard, simple, easy-to-use navigation features such as breadcrumb hyperlinks will tell users where they are, where they've been, and where they can go, while a helpful, exact search tool will be on every page to give an alternative content discovery choice. • Distinct Types of Navigation Elements A combination of mega drop-down menus, side and top waterfall drop-down menus, breadcrumb hyperlinks, graphical quick links tables, and other navigation elements will make it easy for users to track where they are and where they want to go. Our idea of successful navigation elements includes making it possible to find virtually any web content within three clicks of a user’s current location. • Tone and Coloration Contrasting tones will be used between text and background images to reduce eyestrain, while the background shall be made up of muted tones that are subtle and never overpowering. • Consistent Design Theme and Branding Consistent look and feel throughout the site will prevent users from getting overwhelmed and lost within the site. This is facilitated through consistent subpage template design(s). Page | 44 The Technical Implementation and Page Template Creation Process Once the interface design, wireframes, and information architecture have been approved by your Project team, we will begin applying those design deliverables to a selection of responsive-designed webpage templates in the CMS. These pages are what the CivicLive team will use for configuring the many modules your website will feature. Our team also uses this final implementation phase to discuss many user accessibility requirements – many of which are mandatory for public sector websites. Discussing these requirements at the page template level allows you to concentrate your maintenance efforts on ensuring content creation is compliant. • Using HTML, JavaScript, and Cascading Style Sheets (CSS) Style sheets are the primary method we use to ensure a consistent look and feel throughout the website. The design team uses HTML, JavaScript, and CSS to give the user the best possible online experience and improve the look-and-feel of a site as it is viewed across multiple browsers and devices. • Cross-browser compatibility testing CivicLive’s team conducts rigorous cross-browser compatibility and consistency testing using both traditional PCs and Macs as well as mobile devices such as smartphones and tablets. Our industry-standard range of supported and tested web browsers includes: • Network and Connection Accessibility We can design your website to accommodate the varying network connection speeds that users in your area may have. Our Design team can employ smaller file sizes for images and other multimedia, and conduct page load time testing to ensure webpages load within desired limitations on slower Internet connections. Potential tourists and investors who cannot find the information they need will not convert into revenue sources. Page | 45 • ADA Guidelines and Standards Compliance for Users with Special Needs We are committed to supporting website accessibility for all users, which is why the website templates are designed to conform to website accessibility standards at multiple levels. We can also use many language tools to offer users access to your website’s information in their preferred language, such as: o Using a Google Translate dropdown menu as part of all your webpage templates so users always have the choice to switch languages. o Landing pages that prompt users to select their preferred language from a list, or press a button corresponding to their language that then serves each page the user navigates to in the correct language. These translation choices can also be bookmarkable so that users can bypass language choice pages and go straight to what they want the next time they’re on the website. The successful completion of the Designing phase results in the following critical project deliverables: • Finalized Website Information Architecture • Finalized Responsive Website Interface Design • Finalized Website Design Wireframes • Finalized Responsive Webpage Templates Page | 46 The Configuring Phase The Configuring phase is where the CivicLive team fully configures your CMS software solution. This phase houses the bulk of our technical implementation process and requires minimal input from your staff. Our team completes this phase using a simple 4-step approach that covers everything from setting up the website to integrating external software applications. Provisioning the Environment The CivicLive team creates the server environment that is used from this phase right up to the end of the stabilizing phase. CivicLive Base Installation The CivicLive team installs the CMS with out-of-the-box functionality on the environment. CivicLive Technical Configuration The CivicLive team begins configuring your modules based on the technical specifications outlined in the Planning phase. 3rd Party Software and Social Media Integration The CivicLive team integrates the external applications that were part of your technical specifications (such as language translation tools, GIS tools, social media feeds, reporting / analytics, etc.). The deliverables of the Configuring phase are all software-related, and include: • Provisioned Environment • Installed and Configured CMS • Integration of Any Desired 3rd Party Software Page | 47 The Training Phase While CivicLive solutions are incredibly easy to learn and use, we still want to ensure your staff have everything they need to effectively manage your website. That’s why we dedicate an entire phase of our project implementation methodology to training the staff that will manage your new website. Our training plan will include sessions that are tailored to the unique needs of your staff, many of which may fall under one of our general training session types: Web Administrator Training Session Training for system Administrators on the solution's backend. Focuses on imparting top-level technical knowledge of how CivicLive works. These users will become your highest-tier webmasters and primary points- of-contact for the CivicLive team throughout the lifetime of your partnership with us. Power Users Session Training for standard tool power users such as Content Managers. Focuses on detailed skills building to enable effective and efficient use of CivicLive modules and tools. Train-the-Trainer Session Advanced training, focusing on promoting the skills and knowledge needed to train new users on the system. Participants in this course should have already taken the Administrator or Power User courses. Our Training phase marks a critical milestone in the SmartWork Implementation Methodology, and ends with these two deliverables: • Fully-trained staff ready to conduct Content Migration and User Acceptance Testing • Training documents and multimedia such as user manuals and how-to videos for specific CivicLive modules Page | 48 The Migrating Phase The goal of our Migrating phase is to transfer your existing content from your legacy website to your new CivicLive solution. Content Migration will be carried out by the CivicLive team for most of your existing content and carries no additional cost. Before beginning the migration process, your team will review your existing website and advise the CivicLive team regarding what content is to be migrated. To help this process, the CivicLive team will outline and present best practices and documentation to aid you in reviewing your own content. Examples of best practice topics include: • Social sharing tools • Referencing links to external sites • Use of PDFs and hyperlinks • User-driven content • Promotion of pages on the website • Use of images Content Migration occurs via two processes that typically occur simultaneously: Webpage Content Migration The CivicLive Content Migration conduct manual page content migration, transferring desired web content from your live legacy website to your new CivicLive solution. Automated and Manual Document Migration For high volume document and file migration, the CivicLive Project Manager may opt to implement an automated document migration process. However, this process can be handled manually by the CivicLive Content Migration Specialist and members of your project team for most projects. Once content migration is complete, your team will be responsible for reviewing the website to confirm that the information hierarchy and content aligns with the agreed upon migration framework. The Migrating step in the CivicLive Implementation Process results in the following deliverables: • Internally-Launched Beta Website • City Staff-Approved Web Content Page | 49 The Stabilizing Phase We firmly believe that testing and quality assurance are best done prior to a website’s launch. Therefore, we dedicate an entire phase for two different critical types of testing: CivicLive Quality Assurance (QA) Process The CivicLive team conduct our stringent QA process that is designed to discover problems before the site goes live to the public. Examples of QA tasks include: • Verifying Page Consistency • Verification of all Website Links • Testing to Ensure All Scripting Works • Final Cross-Browser Compatibility Testing City Staff User Acceptance Testing Period We also use the Stabilizing phase as a chance for your staff to get familiar with the new website, explore its content, and provide any final feedback that may affect the website before it goes live. As part of our user testing, we encourage your staff to invite community members to take part usability testing exercises, where participants matching the defined user personas are asked to navigate their new website to complete persona-specific tasks. Key deliverables of the Stabilizing phase are: • Fully QA’d Website Ready to Go Live • QA Testing Documentation Page | 50 The Deploying Phase In this final phase of our SmartWork Project Methodology, we launch your new website. Our team performs any remaining knowledge transfer with your staff and conducts a final quality assurance process as the website goes live. This ensure deployment goes smoothly. Now, City staff will also be introduced to our top-notch Customer Support team and meet their dedicated Account Manager, who will help support the long- term success of your new website. Key deliverables of the Deploying phase are: • A Live Website! • Introduction to the CivicLive Customer Team Page | 51 The City will provide technical, and user resources to support the City’s obligation under the project contract in accordance with the Vendor’s installation approach and associated activities. Provide your views and description (# of staff, project roles and time commitment) of the team. Your CivicLive team is a talented group of professionals that perform all the tasks needed to take your project from conception to completion. These tasks include project management, website design and implementation, CMS configuration, training, and quality assurance. The CivicLive Delivery Team Tom Quinlivan, Project Management Lead Tom is an experienced Project Manager, known for his detail-oriented approach, thorough knowledge, and ability to focus on the needs of the customer to deliver high calibre projects. Since joining the CivicLive team in 2017, Tom has successfully overseen implementation and project management services for countless CivicLive clients. Bringing more than 20 years of operations and customer engagement expertise, he leads our talented Implementation team and will oversee pairing you with the right Project Manager for your project. Tom will be the initial point of contact between your Project team and the CivicLive Project team as we begin the project – and will continue to work behind the scenes with your Project Manager to ensure your project’s success. Years of Experience: 27 Years Daniel Harris, Web Design Manager Daniel is our Web Design Manager who has over 20 years of experience in digital design, program delivery, project management, and people management. His unique combination of digital design and management skills has helped companies build successful marketing programs and digital platforms by solving unique business challenges through innovation, design, and technology. In addition to his extensive design experience, Daniel has taught college-level design courses. Mr. Harris and his design team will create a look and feel for your website that will drive user engagement and enhance your branding and identity. Years of Experience: 20 Years Page | 52 Sabrina Pierce, Account Management Lead Sabrina brings more than 15 years of expertise with a variety of our flagship clients, with an extensive background working with technical operations and sales support. She is passionate about making sure that municipalities have the tools they need and is committed to ensuring that every client maximizes the benefits of their CivicLive solutions. Years of Experience: 15 Years Amy Spence, Training Services Manager Amy is the CivicLive Training Manager with nearly 20 years of relevant experience in training, onboarding, and supporting customers. Since joining the team in 2002, Amy has led hands-on training program delivery for many high-profile public agencies. She is instrumental in developing, customizing, and delivering onsite and online training programs and documentation for your CivicLive solutions. Amy oversees the talented team of CivicLive trainers, one of whom will be assigned to your project. Under Amy’s guidance and in consultation with your Project Manager, your dedicated trainer will plan and direct the training sessions to teach your staff how to use your new CivicLive solutions and become effective Website Administrators and Content Managers. Years of Experience: 22 Years Rebecca “Becky” Haut, Manager of Customer Support Becky brings more than 10 years of customer support experience, over 8 years of which have been spent supporting Intrado solutions. She is vital to our customer support services and is recognized by customers as always going the extra mile to ensure the best customer care possible. As Customer Support Manager, Becky handles managing the day-to-day support requirements and ensuring that your needs are being met. Years of Experience: 10 Years Page | 53 Recommended City Project Team Resources In order to make your project a success, we recommend the following staffing commitments from your stakeholders and staff. Although these recommendations have been separated by roles, it is common to have the same individual fill multiple roles on your project team: • Project Manager A Project Manager will serve as the main point of contact throughout your deployment and will act as the liaison and prime partner for the CivicLive Project Manager. Although not mandatory, we highly recommend that your Project Manager be an individual with some degree of technical qualifications or experience, such as an IT Professional. • Project Implementation Team (1-4 Members, Typically) The Project Implementation team are staff members involved in the planning and management of your site’s implementation. Ideally, this team is – or will become – your web governance committee, and will offer guidance on how your long-term web content strategy will affect your new website’s design and functionality. These staff members will also be the core team that gives most of the feedback during the client-side review periods that occur during your implementation’s phases. • Content Authors At least one content author - someone who will post material to the website regularly - should attend training to gain mastery over CivicLive’s many intuitive content creation and editing tools. • Media and Digital Assets At the project commencement, we recommend that your Project team gather logos, photos, videos, documents, and other pertinent files that may be stored offline. This will help the migration of that content to your new website, which will in turn streamline the quality assurance process. Page | 54 XI. Performance Schedule A conservative schedule will be submitted and approved by the city with the primary goal of delivering the website on time and under budget. Yes. The following table offers an estimated project timeline and highlights project milestones using our SmartWork Project Implementation Methodology. Website Re-Design, Development, Implementation and Hosting Project Timeline Est. Duration THE ENVISIONING PHASE 1-4 Days Project Kick-Off Meeting THE PLANNING PHASE 15 Days Draft Master Project Plan and Charter Client Reviews Project Plan and Project Charter Finalized Project Plan and Charter Documents THE DESIGNING PHASE 125 Days Conduct Vision and Requirements-Gathering Process Conduct Iterative Information Architecture Process Conduct Iterative Wireframing Process Conduct Iterative Interface Design Process Finalized Website Design Implement Responsive Webpage Templates in CMS THE CONFIGURING PHASE 55 Days Provision Website Environment Configure CivicLive Modules Integrate 3rd Party Software Fully-Configured CivicLive Solution THE TRAINING PHASE 3 Days Conduct Training Sessions Page | 55 Fully-Trained City Staff THE MIGRATING PHASE 25 Days Collaborative Web Content Migration Collaborative Document and File Migration Internal Beta Website Launch THE STABILIZING PHASE 20 Days CivicLive Quality Assurance [QA] Process User Acceptance Testing [UAT] Period THE DEPLOYING PHASE 1 Day Website Launch! Page | 56 XII. Fee and Award of Contract The following section outlines the One-Time Implementation fee and Annual Software-as-a-Service fee structure we are proposing to meet your project’s requirements. Please contact us if you have any questions about our fixed-fee pricing model. One-Time Implementation Fee $30,750.00 Our One-Time Implementation Fee covers costs associated with designing, developing, and implementing your new website. Key deliverables per SmartWork phase include: Envisioning and Planning Phase Kick-Off Meeting Finalized Project Plan Project Charter Designing Phase A Completely New Responsive Website Design for ci.Galesburg.IL.us With Our 100% Design Satisfaction Guarantee Configuring Phase Complete CMS Software Configuration Integration of 3rd Party Software Integration With Monsido Accessibility Monitoring Service ($4,750/Year For Up To 5,000 Pages and 3,000 PDFs) Training Phase Completion of Three Webinar-Based Training Sessions User Manuals and Access to Online Resources Migrating Phase Completion of Desired Website Content Migration Stabilizing Phase A Stable Internal Beta Launch of ci.Galesburg.IL.us Completed City Staff User Acceptance Period Deploying Phase ci.Galesburg.IL.us Goes Live! Finalized Project Documents Annual Software-as-a-Service (SaaS) Fee $14,150.00 This fee is not charged in Contract Year #1! CivicLive’s Annual Software-as-a-Service [SaaS] Fee includes the following services: Data Protection and Unlimited-Bandwidth Website Hosting Services for ci.Galesburg.IL.us CMS Software Version Upgrades and Maintenance Unlimited, 24/7/365 Access to Customer Support Unlimited-User CMS Software License Full Redesign Services for ci.Galesburg.IL.us at the End of Contract Year #4 Ongoing Monsido Accessibility Monitoring Services ($4,750/Year For Up To 5,000 Pages and 3,000 PDFs) PLEASE NOTE: There is no Annual SaaS Fee charged in Contract Year #1! Page | 57 OPTIONAL SERVICES Optional Services Cost Logo Redesign $3,000 (One-Time) Development of Unique Subsite Designs (Based on Main Site Wireframes) for Township Assessor and Board of Election Sites $5,000 (One-Time) Mass Notification Services for Up To 1,000 Contacts $1,500 / Year XIII. Milestones A schedule of milestones needs to be submitted with the expectation that they will be met on time. Yes. We will develop and commit to a detailed timeline in the early phases of the project. Please refer to section XI. Performance Schedule on page 57 for an estimated timeframe. XIV. References and Demonstrations All proposers must include a minimum of 5 references. (See Appendix A) We are pleased to offer the following references for our CivicLive solutions and services, and invite your proposal evaluation committee to reach out to them: Project Contact Information City of Arlington, TX Population: 395,000 Client Since 2018 City Website Design & Development ArlingtonTX.gov Jay Warren, Director of Communication and Legislative Affairs 817-459-6412 jay.warren@arlingtontx.gov Page | 58 Township of Washington, OH Population: 60,000 Client Since 2017 Township Website Design & Development WashingtonTwp.org John Lewis, Information Systems Director 937-433-0152 john.lewis@washingtontwp.org City of Cape Girardeau, MO Population: 39,800 Client Since 2015 City Website Design & Development cityofcapegirardeau.org Nicolette Brennan, Public Information Manager 573-837-8664 nbrennan@cityofcapegirardeau.org City of Shawnee, KS Population: 62,000 Client Since 2017 City Website Design & Development CityofShawnee.org Julie Breithaupt, Communications Manager 913-742-6202 jbreithaupt@cityofshawnee.org The City of Vallejo, CA Population: 115,000 Client Since 2015 City Website Design & Development CityofVallejo.net Naveed Ashraf, Chief Innovation Officer 707-648-4468 naveed.ashraf@cityofvallejo.net In order to respect the privacy of our clients, the content of this page is proprietary and deemed confidential. It is not meant to be disclosed without the written consent of Intrado. Page | 59 CMS OVERVIEW CivicLive solutions are designed to overcome your current website’s woes and address your needs with a host of resources and functionality. This innovative solution offers dozens of modules and tools tailored to address staff and key end user groups’ requirements. Through our robust website content management system (CMS), we’re offering the necessary framework for making your website accessible on mobile devices with a range of proven mobile-optimization methods, and proposing a compelling, cost-effective partnership focused on supporting your website over the long-term. PROFESSIONAL SERVICES CONTENT MANAGEMENT SYSTEM RESPONSIVE DESIGN LONG-TERM SUPPORT SOFTWARE INTEGRATION We’ve created the right solution for meeting your project’s immediate goals, and offering a roadmap for hassle-free website maintenance over the long-term. Page | 60 Tools That Make Content Management Easy for Staff CivicLive is designed to put the power of managing government websites into the hands of non- technical staff. The platform’s browser-based tools enable easy content authoring and management, allowing your staff to create webpages with defined templates, author content with familiar editing tools, and post content within a structured review and approval process created by your Website Administrators. We can illustrate how these tools will work for you during a demo presentation. Your team can enjoy CivicLive’s content management experience with these great tools: Some tools that make content management easy: Drag-and-Drop Page Editing Image Editor with Automatic Resizing In-Context Editing Rotating Banner Module Photo Galleries Module Advanced WYSIWYG Editor All standard formatting options including indent and justification control Cut/Copy/Paste Edit in HTML Mode Font Manager Format Stripper Hyperlink Control Image Manager Insert Symbol Online Support Resources Human Readable URLs Content Scheduling Paste from Word with Formatting and Fonts Paste HTML Paste Plain Text Content Preview Spellcheck Undo/Redo Style and CSS Manager Table Maker Site-wide File Manager Page-level Document Container One-Click Social Media Sharing with Twitter Media Manager Video Embedding Tools Page Checkout Page Checkout Administrator Override Page Link Paragraph Control Paste from Word with Format Cleaning Broken Link Checker Quick Links Template-Based Layout Page | 61 Drag-and-Drop Page Designer Place any of the many widgets simply by dragging the widget you want from the solution’s drag-and-drop interface on to the section of the page where you want that content or tool to appear. This easy-to-use element places advanced page editing right into the hands of even the most non-technical user! In-Context Page Editing CivicLive offers an In-Context Editing tool. With this feature, authors can edit the content for a webpage right from the page itself. There is no need to go to a backend system; you can simply use WYSIWYG (What You See Is What You Get) editing tools to start editing your text right where it appears on the page. All updates are done in real time, with no publishing previews needed - just click ‘Publish’ when you’re satisfied and a publishing approval process begins, or the webpage updates simply go live. WYSIWYG + HTML Content Editor A WYSIWYG editor powers content creation and editing. This editor provides many tools including word processor-style formatting, spell checking, and multimedia management, making it simple to create and update a page’s content. HTML view is also supported from within the content editor, allowing users with HTML knowledge to edit in a code-based view. On-Page Social Media Publishing We’ve made it simple to unify your webpage’s content updating processes with your active social media updating processes through the system’s On- Page Social Media Publishing tool. This feature allows your Content Managers to save time by automatically posting updates to your Twitter account as you update your website, ensuring Twitter subscribers and followers can discover that fresh content faster than ever before. Image and Media Managers Since a webpage is more than just text, CivicLive also provides built-in, easy to use Image and Media Managers for simple multimedia content uploads and website editing. Simply load your files and resources to these site-wide file folders, making them available to all content editors across your site. Page | 62 Webpage Layout and CSS Editors We’re offering creative design services that will get your new website looking and feeling that way you want it to, but we’re also giving you the power to control these elements as well. CivicLive’s Layout Manager and Themes, Templates and CSS management tools allow Site Administrators to control the look-and-feel of a webpage and maintain consistency while also providing the flexiblity for subpage and department page layouts to be unique. Checkout and Lock Pages CivicLive’s Page Checkout and Page Lock tools ensure that when multiple staff need to modify a webpage no one overwrites another’s work or accidentally removes important new information. Administrators can also override the lock, just in case someone forgets to unlock a page before completing their tasks. Customize Content Publishing Approval Processes Maintaining high-quality and consistent published web content is essential. CivicLive features a Content Approval manager. Publishing approval processes support any number of checks, revisions, and multiple levels of sign-off to be custom-designed by your Administrators. They ensure that the correct user always approves content before it gets published and is visible to your whole community. This tool also supports email notifications for all approvals to ensure that the process is handled promptly, no matter how complex it may be. Content Scheduling CivicLive also offers a Content Scheduling tool that make advanced planning easy. This tool allows you to create content well in advance to when you want it to appear on your website. Further, it empowers your team to release information on a given date, remove a webpage from the public view on a given date, auto-archive a page, and send stale-content reminders to track which pages need to be updated. The Content Scheduling tool works in conjunction with the system’s Automatic Archiving and Page Hiding functionality, which streamlines archiving processes and makes it easy to keep information stored on webpages for as long as you need. Page | 63 News Content Engine The News Engine is a powerful tool that allows you to publish news or announcements in one central location and have new summary feeds summarize and feed news content to appear in multiple locations within your website. Version Control Management CivicLive’s Version Control tool enables side-by-side comparison of every version of content history. With this tool, Authors and Administrators can easily check the content history and see what has changed. With automatic rollback support to any historical version, switching back to any earlier version is simple. Document Tracking and Permissions Management Permissions and version histories for all documents and media stored in the system’s Document Container can be tracked and managed by Administrators, allowing them to set exactly who can access which documents and media, and allows authorized users to view the history of when those resources have been changed since being uploaded to your website. Audit Trails To help meet security and reporting requirements, CivicLive solutions offers Audit Trails for most system activity. Administrators can use this tool to track access and modified web content. Page | 64 Permissions Management CivicLive offers the security and access control that a government website needs. Powerful User Permissions allow your Administrators to control who can view, create, edit, or delete site content. This feature can be controlled at the individual or group level and provides highly granular control to allow you to customize and tailor your approach to meet your unique needs. Quick Links Editor Quick Links are a versatile navigation tool that can be deployed on homepages and subpages while also enhancing the look and feel of a website. CivicLive allows Content Managers to design, create, edit, or remove quick links through a widget that can be added to webpages. Page | 65 Citizen Engagement Solutions Effective government websites go beyond delivering information: they create a gateway for citizens to get access to the resources and services they need and want. People are becoming used to easy self-service options for everything from shopping for clothes to buying cars – and the proliferation of services and technology that has evolved from this phenomenon is a proof that it works. So, it only makes sense for your government to provide this level of convenience in your citizens’ lives. Examples of our Citizen Engagement Modules: News Engine Unlimited Blogs Video Upload and Embed Support Calendars with Year, Month, Week, Day views, Full Filtering, and RSS Public/Private Discussion Forums Searchable Staff Directories Site-wide Search Customizable Forms Polls and Surveys RSS-Subscription Support Emergency Homepage Banner Searchable Directories Page | 66 Polls and Surveys Polls and Survey tools let you gather feedback and community reactions on any specific topic where granular, individual citizen data is desired. Our Poll tool includes real-time results and all data captured by either our Poll or Survey tools can easily be exported in CSV format so your Administrators can analyze engagement. Private, Moderated, and/or Public Discussion Forums Start the conversation with CivicLive’s Forums modules – the perfect place for private (or public) online discussions, conversations, and debates on specific topics. Filterable Calendars CivicLive’s Calendar module supports multiple integrated calendars, allowing you to separate calendars by topic and merge calendars for stakeholder convenience. For example, a mayoral aide could post an event to every calendar in the system, while a meeting might be posted only to a specific calendar. The calendar exports iCal files to Outlook to maintain consistency and supports RSS subscription, allowing users to subscribe to the events that matter most. Blogs Make your government’s online connection to your citizens more personal by using the system’s Blogging module. With this module, your representatives can create a web blog that they can easily update and use moderated or open commenting from other users, to control the comments before they are posted. Staff Directory And Profile Pages The searchable Staff Directory tool offers searchable online listings with customizable contact information and optional profile pages for each staff member. These directories make it simple for citizens (and other staff) to find the right contact person in the shortest amount of time. Page | 67 Event Management And Event Registration Our Event Registration tool enables your users to quickly find and register for upcoming events published to the CivicLive calendar. Event coordinators and Administrators can easily set up events and limit the number of attendees, view reports on event participation, create waiting lists, and make event-specific forms. Website Search Tool CivicLive offers full built-in search capabilities with a unified Search Tool. The Search module provides ranking and results control, and full Google Integration, if desired. Video Support Easily upload and manage your video files, converting your website into a one-stop-shop for videos, audio files, and key resources. Easily embed media videos (such as content from YouTube and Vimeo) directly within your website. Moreover, with CivicLive’s Video Streaming Integration framework, we can easily integrate with your existing 3rd party video streaming engine, converting your website into a primary place to live stream videos of council meetings, announcements, events, and more. Page | 68 Productivity and Transparency Tools One of the greatest benefits of choosing the CivicLive is that it doesn’t just offer innovative ways to engage citizens and make website content management easy for your staff, it also offers innovative ways for your staff to improve how their primary roles in your government work as well. Our Productivity, Transparency, and Accessibility Management Tools include: Advanced Drag-and-Drop Workflow Manager Meeting Minutes and Agenda Manager Structured Content Publishing Approvals Granular User Permissions Group-based Permissions Activity Logs Reporting Tools Integrated Google Analytics Dynamic XML Sitemap Scheduled and Automatic Archiving ‘I Want To…’ Navigation Mega-Drop-Down Menu Navigation Automatic Breadcrumb Navigation Text-Only Page Creation Printer-Friendly Pages SSL Support Page | 69 Meeting Minutes And Agendas Nothing makes fostering transparency easier than offering community members immediate access to critical government documents and records. Since most governments uphold transparency by thoroughly documenting council meetings, we have created a Meeting Minutes and Agendas module within CivicLive, specifically designed for sharing meetings-related content such as agendas, meeting minutes, and audio/videos recordings. Advanced Drag-and-Drop Workflow Engine Making sure your solution works smoothly needs a governance structure that makes effective use of your department staff, department managers, and higher-level Administrators. To enable effective web governance structures for important website-related tasks, we offer an intuitive drag-and-drop Workflow Engine that allows your staff to easily map out custom processes and staff duties related to everything you need your website to do, such as: • Manage content development approval before content gets published anywhere on the website • Review and edit press releases and news stories before they are published • Make sure citizen requests, reports and applications are routed to the right staff and managed effectively Page | 70 Bid Posting Manage publicly-tendered RFPs, RFIs, and RFQs using our built-in Bid Posting Module. Any number of RFXs and their related documents can be uploaded by your staff and made openly available for download or restricted to specific users. Citizens and potential vendors can also subscribe to this module’s filters and be notified when bids meeting their specific parameters are released to public tender, further simplifying your bid management process. Job Postings Instead of relying on third party applications that create barriers to filling the jobs you have available, simply post those jobs through CivicLive’s Job Posting module. Intranet And Private Staff Collaboration Groups Depending on your needs, some form of private web space for inter - departmental collaboration and resource sharing will need to be created. For smaller endeavors or specific projects, sections of the site can be configured to be private and restricted so that only certain staff users can access that group’s content and resources. For larger endeavors, an entire Intranet site can be built, for an added fee. This separate website will be created complete with customized access and content management permissions restrictions. All CivicLive modules, such as Calendars, Document Containers, Blogs, and Surveys/Polls, can also be used on Intranets as well. Archiving and Records Retention As part of our commitment to fostering government transparency and information accessibility, CivicLive solutions are designed to support virtually unlimited digital archives. Accessing these archives is never inhibited; content versions and older documents can be retrieved and made accessible online again based on your needs. Page | 71 Integration with 3rd Party Software At Intrado, we want your website to offer a limitless range of functionality. In order to help your website reach its fullest potential, CivicLive includes a robust set of integration services. Some examples of how CivicLive solutions integrate with 3rd party software and applications: Google Search Integration Google Translate Integration Social Media Feed Embeds Social Media Sharing [like, tweet, +1, etc.] Direct File and Image Uploads from Various Cloud Services ArcGIS Integration Google Analytics Support YouTube and Vimeo Embedding RSS Feeds Active Directory (AD)/ADFS/LDAP/SAML/Google Single Sign-On (SSO) Google Analytics Google Analytics can be integrated into your CivicLive website, at no additional cost, to provide staff with the ability to track and analyze your web traffic. This integration will provide reporting capabilities such as page hits, user statistics, and best performing pages. Single Sign-On Support Identity providers allow for managing user authentication across multiple 3rd party products. This means that users will only have to log in once to have access to multiple applications. CivicLive supports the latest SAML Single Sign-On (SSO) standards that provide easy integration to identity providers such as Active Directory. Moreover, the solution is compatible with LDAP and Google Single Sign-On Services, further simplifying credential management. Page | 72 Social Media Feed Integration Your City already offers time-sensitive updates to followers on social media communities such as Twitter and Facebook – so why not share these content updates on your website with prominently-integrated social media feeds on your homepage? Visualize Critical Data with GIS Tools Integration with multiple GIS systems, such as Google Maps and ArcGIS, to provide diverse data mapping. Real estate, business registries, zoning, and many more services can be mapped, viewed, and tracked. Additionally, the mapping systems can integrate with other modules to allow you to track and map requests, complaints, and more. Page | 73 ATTACHMENTS AND REQUIRED FORMS Precision and excellence in all we do is a fundamental part of the Intrado culture. As such, we take great care to ensure every “i” is dotted and every “t” crossed. To that end, we’ve made every effort to fully execute the appropriate forms as required by the RFP specifications. These include: • Reference Sheet • Intrado Interactive Services Corporation W-9 Form • City of Galesburg Diversity and Inclusion Form • Addendum Form • Insurance Coverage If there are any additional forms required, please do not hesitate to let us know and we will gladly take care of them. Page | 74 REFERENCE SHEET We are pleased to offer the following references for our CivicLive solutions and services, and invite your proposal evaluation committee to reach out to them: Project Contact Information City of Arlington, TX Population: 395,000 Client Since 2018 City Website Design & Development ArlingtonTX.gov Jay Warren, Director of Communication and Legislative Affairs 817-459-6412 jay.warren@arlingtontx.gov Township of Washington, OH Population: 60,000 Client Since 2017 Township Website Design & Development WashingtonTwp.org John Lewis, Information Systems Director 937-433-0152 john.lewis@washingtontwp.org City of Cape Girardeau, MO Population: 39,800 Client Since 2015 City Website Design & Development cityofcapegirardeau.org Nicolette Brennan, Public Information Manager 573-837-8664 nbrennan@cityofcapegirardeau.org City of Shawnee, KS Population: 62,000 Client Since 2017 City Website Design & Development CityofShawnee.org Julie Breithaupt, Communications Manager 913-742-6202 jbreithaupt@cityofshawnee.org The City of Vallejo, CA Population: 115,000 Client Since 2015 City Website Design & Development CityofVallejo.net Naveed Ashraf, Chief Innovation Officer 707-648-4468 naveed.ashraf@cityofvallejo.net In order to respect the privacy of our clients, the content of this page is proprietary and deemed confidential. It is not meant to be disclosed without the written consent of Intrado. Form W-9 (Rev. October 2018) Department of the Treasury Internal Revenue Service Request for Taxpayer Identification Number and Certification a Go to www.irs.gov/FormW9 for instructions and the latest information. Give Form to the requester. Do not send to the IRS.Print or type. See Specific Instructions on page 3.1 Name (as shown on your income tax return). Name is required on this line; do not leave this line blank. 2 Business name/disregarded entity name, if different from above 3 Check appropriate box for federal tax classification of the person whose name is entered on line 1. Check only one of the following seven boxes. Individual/sole proprietor or single-member LLC C Corporation S Corporation Partnership Trust/estate Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=Partnership) a Note: Check the appropriate box in the line above for the tax classification of the single-member owner. Do not check LLC if the LLC is classified as a single-member LLC that is disregarded from the owner unless the owner of the LLC is another LLC that is not disregarded from the owner for U.S. federal tax purposes. Otherwise, a single-member LLC that is disregarded from the owner should check the appropriate box for the tax classification of its owner. Other (see instructions) a 4 Exemptions (codes apply only to certain entities, not individuals; see instructions on page 3): Exempt payee code (if any) Exemption from FATCA reporting code (if any) (Applies to accounts maintained outside the U.S.) 5 Address (number, street, and apt. or suite no.) See instructions. 6 City, state, and ZIP code Requester’s name and address (optional) 7 List account number(s) here (optional) Part I Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN, later. Note: If the account is in more than one name, see the instructions for line 1. Also see What Name and Number To Give the Requester for guidelines on whose number to enter. Social security number –– or Employer identification number – Part II Certification Under penalties of perjury, I certify that: 1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and 2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and 3. I am a U.S. citizen or other U.S. person (defined below); and 4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct. Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part II, later. Sign Here Signature of U.S. person a Date a General Instructions Section references are to the Internal Revenue Code unless otherwise noted. Future developments. For the latest information about developments related to Form W-9 and its instructions, such as legislation enacted after they were published, go to www.irs.gov/FormW9. Purpose of Form An individual or entity (Form W-9 requester) who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) which may be your social security number (SSN), individual taxpayer identification number (ITIN), adoption taxpayer identification number (ATIN), or employer identification number (EIN), to report on an information return the amount paid to you, or other amount reportable on an information return. Examples of information returns include, but are not limited to, the following. • Form 1099-INT (interest earned or paid) • Form 1099-DIV (dividends, including those from stocks or mutual funds) • Form 1099-MISC (various types of income, prizes, awards, or gross proceeds) • Form 1099-B (stock or mutual fund sales and certain other transactions by brokers) • Form 1099-S (proceeds from real estate transactions) • Form 1099-K (merchant card and third party network transactions) • Form 1098 (home mortgage interest), 1098-E (student loan interest), 1098-T (tuition) • Form 1099-C (canceled debt) • Form 1099-A (acquisition or abandonment of secured property) Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN. If you do not return Form W-9 to the requester with a TIN, you might be subject to backup withholding. See What is backup withholding, later. Cat. No. 10231X Form W-9 (Rev. 10-2018) INTRADO INTERACTIVE SERVICES CORPORATION ✔ 5 11808 MIRACLE HILLS DR OMAHA, NE 68154 63 1078197 6/4/20 14 RETURN WITH BID TO THE CITY OF GALESBURG, ILLINOIS CERTIFICATE OF COMPLIANCE EMPLOYMENT SUPERVISORY SALES OFFICE SKILLED SEMI-SKILLED NON-SKILLED WHITE BLACK OTHER MALE FEMALE (PLEASE FILL IN THE NUMBER OF EMPLOYEES IN EACH CLASS) 1. The Contractor of Company will not discriminate against any employees or applicant for employment because of race, creed, color, sex, age, national origin, handicapping condition unrelated to ability to perform the job; and, will take affirmative action to ensure that applicants are employed without regard to their race, creed, color, sex, age, handicap or national origin. Such action shall include, BUT NOT be limited to, the following: Employment, upgrading, demotion OR TRANSFER, recruitment or recruitment advertising, layoff or termination, rates of pay or other compensation, and selection for training, including apprenticeship. The Contractor or COMPANY AGREES to post, in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this non-discrimination clause. 2. The Contractor or Company will, in all solicitations or advertisements for employees or on their behalf, state that all qualified applicants will receive consideration for employment without regard to race, creed, color, sex, age, handicapping condition unrelated to ability or national origin. The same shall hold true when recruitment sources are used to secure applicants. 3. The Contractor or Company agrees to notify all of its subcontractors of their obligation to comply with the non- discrimination policy. 4. In the event of the Contractor's or Company's non-compliance with the non-discrimination clauses of the Contract or Purchase or with any of such rules, regulations or orders, the CONTRACT OR Purchase may be cancelled, terminated or suspended in whole or in part and the Contractor or Company may be declared ineligible for further City Contracts or Purchases in accordance with the Affirmative Action Program adopted by the Galesburg City Council at their meeting on August 6, 1990. By: ____________________________________________ Bidder 49 33 145 107 1 0 2 0 3 2 27 28 22 11 0 19 1 0 0 45 0 29 80 95 0 0 02219120 Intrado Interactive Services Corporation Nathaniel Brogan, President, Notification Services Holder Identifier : 7777777707070700077763616065553330742616466236755507761235442735131073762546257311230767170433365733007526233576036774077620511360567120772401157407657007720413552674330077727252025773110777777707000707007 6666666606060600062606466204446200620020426204200006222204060060022062202040422602200622220624206000006002204262260002062202242620402000620020426220062006202264202662260066646062240664440666666606000606006Certificate No :570080601074CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) 02/24/2020 IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. PRODUCER Aon Risk Services Central, Inc. Omaha NE Office 17807 Burke Street Suite 401 Omaha NE 68118 USA PHONE(A/C. No. Ext): E-MAILADDRESS: INSURER(S) AFFORDING COVERAGE NAIC # (402) 697-1400 INSURED 25623The Phoenix Insurance CompanyINSURER A: 25666The Travelers Indemnity Co of AmericaINSURER B: 25674Travelers Property Cas Co of AmericaINSURER C: INSURER D: INSURER E: INSURER F: FAX(A/C. No.):(402) 697-0017 CONTACTNAME: Intrado Corporation 11808 Miracle Hills Drive Omaha NE 68154 USA COVERAGES CERTIFICATE NUMBER:570080601074 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.Limits shown are as requested POLICY EXP (MM/DD/YYYY)POLICY EFF (MM/DD/YYYY)SUBRWVDINSR LTR ADDL INSD POLICY NUMBER TYPE OF INSURANCE LIMITS COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR POLICY LOC EACH OCCURRENCE DAMAGE TO RENTED PREMISES (Ea occurrence) MED EXP (Any one person) PERSONAL & ADV INJURY GENERAL AGGREGATE PRODUCTS - COMP/OP AGG X X X GEN'L AGGREGATE LIMIT APPLIES PER: $1,000,000 $300,000 $10,000 $1,000,000 $5,000,000 $2,000,000 A 01/01/2020 01/01/2021H6604P037079PHX20 PRO- JECT OTHER: AUTOMOBILE LIABILITY ANY AUTO OWNED AUTOS ONLY SCHEDULED AUTOS HIRED AUTOS ONLY NON-OWNED AUTOS ONLY BODILY INJURY ( Per person) PROPERTY DAMAGE (Per accident) X X X BODILY INJURY (Per accident) $1,000,000B01/01/2020 01/01/2021 COMBINED SINGLE LIMIT (Ea accident) BA-4P971616-20-I3 EXCESS LIAB X OCCUR CLAIMS-MADE AGGREGATE EACH OCCURRENCE DED $5,000,000 $5,000,000 $10,000 01/01/2020UMBRELLA LIABC 01/01/2021CUP4P97264920I3 RETENTIONX X E.L. DISEASE-EA EMPLOYEE E.L. DISEASE-POLICY LIMIT E.L. EACH ACCIDENT $1,000,000 X OTH-ERPER STATUTEC01/01/2020 01/01/2021 AOS UB0P0408432051RA 01/01/2020 01/01/2021 $1,000,000 Y / N (Mandatory in NH) ANY PROPRIETOR / PARTNER / EXECUTIVE OFFICER/MEMBER EXCLUDED?N / AN AZ, MA, NE, WI WORKERS COMPENSATION AND EMPLOYERS' LIABILITY If yes, describe under DESCRIPTION OF OPERATIONS below $1,000,000 UB0P1344782051K DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Evidence of Insurance CANCELLATIONCERTIFICATE HOLDER AUTHORIZED REPRESENTATIVEIntrado Corporation 11808 Miracle Hills Drive Omaha NE 68154 USA ACORD 25 (2016/03) ©1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. Schedule of Named Insureds AGENCY CUSTOMER ID: ADDITIONAL REMARKS SCHEDULE LOC #: ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER:ACORD 25 FORM TITLE:Certificate of Liability Insurance EFFECTIVE DATE: CARRIER NAIC CODE POLICY NUMBER NAMED INSUREDAGENCY See Certificate Number: See Certificate Number: Aon Risk Services Central, Inc. 570000031281 570080601074 570080601074 Page _ of _ Intrado Corporation Coverage applies to the following subsidiaries to the extent of the policy terms and conditions: Intrado Corporation Intrado Facilities, LLC Intrado Interactive Corporation Intrado Interactive Services Corporation Intrado International Corporation Intrado IP Communications, Inc. Intrado Digital Media, LLC Intrado Professional Services, Inc. Intrado Safety Communications, Inc. Intrado Safety Communications of Virginia, Inc. Intrado Life & Safety, Inc. Intrado Life & Safety Solutions Corporation Intrado Enterprise Collaboration, Inc. Callpointe.com, Inc. Health Advocate West, Inc. INXPO, Inc. Marketwire, LLC MeetingConnect, LLC MW Holdco (2006) Inc. West Government Systems LLC West Telecom Services Holdings, LLC West Telecom Services, LLC West Command Systems, Inc. West Health Advocate Solutions, Inc. West Receivable Services, Inc. Zferral, Inc. (dba Ambassador Software) ACORD 101 (2008/01)© 2008 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD Holder Identifier : 7777777707070700077763616065553330742616466236755507761235442735131073762546257311230767170433365733007526237572076770073620155760567520736045557047657007364017552274330077727252025773110777777707000707007 6666666606060600062606466204446200620222606006222206022026262240022062220060400620220602200406026222206222206242040020062202040622422000602222424022260006222064220660040066646062240664440666666606000606006Certificate No :570079489524CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) 12/11/2019 IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. PRODUCER Aon Risk Services Central, Inc. Omaha NE Office 17807 Burke Street Suite 401 Omaha NE 68118 USA PHONE (A/C. No. Ext): E-MAIL ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC # (402) 697-1400 INSURED AA1128623Lloyd's Syndicate No. 2623INSURER A: AA1120114Lloyd's Syndicate No. 2015INSURER B: INSURER C: INSURER D: INSURER E: INSURER F: FAX (A/C. No.):(402) 697-0017 CONTACT NAME: Intrado Corporation 11808 Miracle Hills Drive Omaha NE 68154 USA COVERAGES CERTIFICATE NUMBER:570079489524 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.Limits shown are as requested POLICY EXP (MM/DD/YYYY) POLICY EFF (MM/DD/YYYY) SUBR WVD INSR LTR ADDL INSD POLICY NUMBER TYPE OF INSURANCE LIMITS COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR POLICY LOC EACH OCCURRENCE DAMAGE TO RENTED PREMISES (Ea occurrence) MED EXP (Any one person) PERSONAL & ADV INJURY GENERAL AGGREGATE PRODUCTS - COMP/OP AGG GEN'L AGGREGATE LIMIT APPLIES PER: PRO- JECT OTHER: AUTOMOBILE LIABILITY ANY AUTO OWNED AUTOS ONLY SCHEDULED AUTOS HIRED AUTOS ONLY NON-OWNED AUTOS ONLY BODILY INJURY ( Per person) PROPERTY DAMAGE (Per accident) BODILY INJURY (Per accident) COMBINED SINGLE LIMIT (Ea accident) EXCESS LIAB OCCUR CLAIMS-MADE AGGREGATE EACH OCCURRENCE DED UMBRELLA LIAB RETENTION E.L. DISEASE-EA EMPLOYEE E.L. DISEASE-POLICY LIMIT E.L. EACH ACCIDENT OTH-ERPER STATUTE Y / N (Mandatory in NH) ANY PROPRIETOR / PARTNER / EXECUTIVE OFFICER/MEMBER EXCLUDED?N / A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY If yes, describe under DESCRIPTION OF OPERATIONS below Each Claim LimitW297B419010111/30/2019 11/30/2020 Claims-Made Coverage $1,000,000SIR Cyber Liability $5,000,000 E&O-TechnologyA SIR applies per policy terms & conditions $5,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Evidence of Coverage. CANCELLATIONCERTIFICATE HOLDER AUTHORIZED REPRESENTATIVEIntrado Corporation 11808 Miracle Hills Drive Omaha NE 68154 USA ACORD 25 (2016/03) ©1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AGENCY CUSTOMER ID: ADDITIONAL REMARKS SCHEDULE LOC #: ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER:ACORD 25 FORM TITLE:Certificate of Liability Insurance EFFECTIVE DATE: CARRIER NAIC CODE POLICY NUMBER NAMED INSUREDAGENCY See Certificate Number: See Certificate Number: 570079489524 570079489524 Aon Risk Services Central, Inc. 570000031281 ADDITIONAL POLICIES If a policy below does not include limit information, refer to the corresponding policy on the ACORD certificate form for policy limits. INSURER INSURER INSURER INSURER INSURER(S) AFFORDING COVERAGE Page _ of _ NAIC # Intrado Corporation TYPE OF INSURANCE POLICY NUMBER LIMITS OTHER A E&O-Technology W297B4190101 11/30/2019 11/30/2020 B Cyber Liab-XS FSCEO1901293 11/30/2019 11/30/2020 SIR $1,000,000 Policy Aggregate $5,000,000 Aggregate Limit $10,000,000 Claims-Made Coverage Claims-Made Coverage ADDL INSD INSR LTR SUBR WVD POLICY EFFECTIVE DATE (MM/DD/YYYY) POLICY EXPIRATION DATE (MM/DD/YYYY) SIR applies per policy terms & conditions ACORD 101 (2008/01)© 2008 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD Schedule of Named Insureds AGENCY CUSTOMER ID: ADDITIONAL REMARKS SCHEDULE LOC #: ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER:ACORD 25 FORM TITLE:Certificate of Liability Insurance EFFECTIVE DATE: CARRIER NAIC CODE POLICY NUMBER NAMED INSUREDAGENCY See Certificate Number: See Certificate Number: Aon Risk Services Central, Inc. 570000031281 570079489524 570079489524 Page _ of _ Intrado Corporation Coverage applies to the following subsidiaries to the extent of the policy terms and conditions: Intrado Corporation Callpointe.com, Inc. Clienttell Lab, LLC Clienttell, Inc. Flowroute CLEC, Inc. Flowroute, Inc. Health Advocate West, Inc. Health Champion, LLC INXPO, Inc. Marketwire, Inc. MeetingConnect, LLC Mirage Technology Holdings Limited MW Holdco, Inc. Salelytics, LLC Twenty First Century Communications of Canada, Inc. West Claims Recovery Services, LLC West Command Systems, Inc. Intrado Facilities, LLC West Government Systems, LLC West Health Advocate Solutions, Inc. Intrado Interactive Corporation Intrado Interactive Services Corporation Intrado International Corporation Intrado IP Communications, Inc. Intrado Digital Media, LLC Intrado Professional Services, Inc. West Receivable Services, Inc. West Receivables Holdings, LLC Intrado Safety Communications of Virginia, Inc. Intrado Life & Safety, Inc. Intrado Life & Safety Solutions Corporation West Telecom Services Holdings, LLC West Telecom Services, LLC Intrado Enterprise Collaboration, Inc. Intrado Safety Communications, Inc. Zferral, Inc. dba Ambassador Software ACORD 101 (2008/01)© 2008 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD Schedule of Foreign Named Insureds AGENCY CUSTOMER ID: ADDITIONAL REMARKS SCHEDULE LOC #: ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER:ACORD 25 FORM TITLE:Certificate of Liability Insurance EFFECTIVE DATE: CARRIER NAIC CODE POLICY NUMBER NAMED INSUREDAGENCY See Certificate Number: See Certificate Number: Aon Risk Services Central, Inc. 570000031281 570079489524 570079489524 Page _ of _ Intrado Corporation Coverage applies to the following subsidiaries to the extent of the policy terms and conditions: Conferencecall Services India Private Limited InterCall (Beijing) Technology Consulting Co., Ltd. InterCall Conferencing Services, Limited InterCall de Mexico, S. de R.L. de C.V. Magnetic North Software Limited Marketwired UK Limited Mirage North Software Limited Mirage Technology Holdings, Limited West (Shanghai) Communications Technology Co., Ltd. Intrado Digital Media Canada, Inc. West Cloud Contact Solutions Ireland Limited West Cloud Contact Solutions Limited West International Holdings Limited West Netherlands B.V. West Netherlands C.V. West Netherlands Cooperatief U.A. Intrado Life & Safety Canada, Inc. West Technology and Communication Services, Inc. West Technology Services (Taiwan) Limited West Teleconferencias e Communicacoes Ltda. West UC Asia Private Limited West UC Australia Pty Ltd. West UC Belgium West UC Denmark ApS West UC Europe Holdings, SAS West UC Europe SAS West UC Finland Oy West UC France Holdings SAS West UC France SAS West UC Germany GmgH West UC Hong Kong Limited West UC Israel Ltd. West UC Italy, S.R. L. West UC Japan K.K. West UC Korea Co., Ltd. West UC Limited West UC LT, UAB West UC Malaysia Sdn Bhd West UC New Zealand Limited West UC Norway AS West UC Services Spain, S.A. West UC Singapore Private Limited West UC Sweden AB West UK Holdings Limited West Unified Communications India Private Limited Intrado Canada, Inc. West Unified Communications Services Mexico, S. de R.L. de C.V. West Unified Communications Services, Ltd. ACORD 101 (2008/01)© 2008 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD Website Redesign, Hosting, and Support RFP Response for Galesburg, Illinois Gregg Huggins PO Box 2235 Tallahassee, FL 32316 850-692-7068 ghuggins@municode.com GovTech Top 100 Innovators 2016-2020 LETTER OF INTEREST September 15, 2020 Dear Website Selection Team: Thank you for the opportunity to present our quote for website redesign, hosting, and support services. It is our goal to deliver a mobile-friendly website that is professional, easy-to-use, and easy-to-maintain. Our team has developed a portfolio of online services that are tailored for local government agencies. We have worked with cities, towns, villages, counties and other local government agencies for over sixty-five years continually striving to make your job easier. When it comes to posting content on the web, our solution is simple and straight-forward. Our websites make it easier for your community to find content by providing multiple navigation paths to each page. Our designs reinforce self-service to enable 24x7 online access to your organization’s services. We create your website using Drupal, an industry-leading content management system. Since Drupal is open source, your website is truly yours unlike those of many other government redesign companies that use their own proprietary software. We are thrilled at the opportunity to partner on such an important initiative. Sincerely, Brian Gilday President, Website Division GovTech Top 100 Innovators 2016-2020 Page 3 of 20 CONTENTS Letter of Interest .............................................................................................................................................. 2 Contents ........................................................................................................................................................... 3 Company Profile ............................................................................................................................................... 4 References and Design Examples ..................................................................................................................... 6 Website Content Management System (CMS) Features ................................................................................... 9 Meeting and Agenda Management (Optional) ............................................................................................... 10 Policies and Procedures Management (Optional) .......................................................................................... 11 Project Timeline and Approach ...................................................................................................................... 12 Hosting, Maintenance, and Customer Support............................................................................................... 15 Project Costs .................................................................................................................................................. 17 Payment Schedule .......................................................................................................................................... 18 Services Agreement........................................................................................................................................ 19 GovTech Top 100 Innovators 2016-2020 Page 4 of 20 COMPANY PROFILE History, Mission, and Team With over 65 years of experience, Municode's mission is to connect public sector organizations with their communities. Our solutions promote transparency and efficiency - such as custom website design, meeting and agenda management, online payment portals, the legal codification process, and our robust suite of online legislative search tools. Municode has been in business for over sixty-five years and partners with more than 4,000 government agencies across all fifty states. Municode is a privately-owned corporation and is financially sound with no debt. Our leadership focuses on improving Municode through investments in its people and its technology. Our culture is conducive to the longevity of our employees; Our clients can establish a long- term partnership with our experienced and stable workforce. Municode is home to over 230 employees (most of whom enjoy a 10+ year tenure). Our headquarters in Tallahassee, Florida includes four buildings totaling 56,000 square feet. Our West Coast office is in Portland, Oregon. We also have individual team members working in several states across the country. Our Vision: Simple, Seamless Integration Our vision is to create seamless integration between our service offerings. The goal is to reduce staff workload, while at the same time, increasing the ability for municipalities to connect with their communities. The following example integration points are either in place today or envisioned in our future strategic roadmap. • Unified search across all platforms (website, meetings, online codes) • Auto-publish agendas and minutes from the Meetings platform to the Website • Ordinance auto-publishing from the Meetings platform to your online code, queued for supplementation, Code of ordinance cross- references to legislative voting history, minutes, and video/audio GovTech Top 100 Innovators 2016-2020 Page 5 of 20 Project Team We have a highly skilled team with a customer service focus. Jarrod - Project Sponsorship / Project Management / Customer Service Jarrod has a Bachelor of Science degree in Mathematics and Business Administration from the University of Oregon. Jarrod is the Director of Professional Services and leads all aspects of project development and customer support. Dave - Project Management / User Experience Dave has a Bachelor of Arts degree in Communications from California State University. In addition to project and design leadership, Dave will participate in various analytical, site configuration, content migration, and training activities. Mary Joy – Project Management / User Experience Mary Joy has that unique ability to put technical concepts into easy-to- understand terms with clients such as Dunkin Donuts, Gillette, Fidelity, and Osram Sylvania. A Bentley graduate with a Bachelor of Science in CIS, Mary Joy leads our customer support efforts and content migration. Paul – Development / Systems Architecture / QA Paul has been working on software systems for years and is a strong member of our team. We will turn to Paul for any custom development work that might be required. In addition, Paul has many years of experience in quality assurance testing, so he will be acting as Municode’s lead tester for the engagement. Drago - Graphic Design Drago's work speaks for itself. He has the unique ability to capture the essence of your branding and communication requirements and transform them to stunning web designs. GovTech Top 100 Innovators 2016-2020 Page 6 of 20 REFERENCES AND DESIGN EXAMPLES Custom Designs There is a reason why we have loyal customers! It is because we have a great solution, we take care of our customers, and we are committed to working with you for the long haul. When you pick up the phone and call us, we answer! When you email, we respond quickly – usually within 30 minutes. When you need us, we will be there for you. But don’t take our word for it, ask our clients. East Palo Alto California https://www.cityofepa.org Population: 28,155 Walfred Solorzano, City Clerk 6508533127 wsolorzano@cityofepa.org Waupun Wisconsin https://www.cityofwaupun.org Population: 11,340 Tyler Struzl, Management Analyst Intern 920-345-1656 intern@cityofwaupun.org Escanaba Michigan https://www.escanaba.org/ Population: 12,616 Phil DeMay, City Clerk / IT Admin. 906-786-1194 pdemay@escanaba.org White Bear Lake Minnesota http://www.whitebearlake.org Population: 23,769 Kara Coustry, City Clerk 651-429-8508 kcoustry@whitebearlake.org GovTech Top 100 Innovators 2016-2020 Page 7 of 20 Hartland Michigan https://www.hartlandtwp.com/ Population: 14,663 Lynn Vollbrecht, Comm. Director 810-632-7498 LVollbrecht@hartlandtwp.com Kyle Texas http://www.cityofkyle.com Population: 28,016 Jerry Hendrix, Chief of Staff 512-262-3921 jhendrix@cityofkyle.com Mercer Island Washington http://www.mercerisland.gov Population: 22,699 Deborah Estrada, City Clerk 206-275-7793 deb.estrada@mercergov.org Dawson County Georgia http://www.dawsoncounty.org Population: 22,330 Laura Fulcher, Public Relations Specialist 706-344-3501 lfulcher@dawsoncounty.org Bluefield West Virginia https://www.cityofbluefield.com/ Population: 10,447 Billy Hester, IT Manager 304-327-2401 x2424 ibilly.hester@cityofbluefield.com GovTech Top 100 Innovators 2016-2020 Page 8 of 20 Specialty Sub-Site Graphic Designs We also offer the option of having graphic designs for sub-sites that require specialized branding. We call these ‘specialty sub-sites’. We leverage your main CMS and database, which allows us to offer these sub-sites with the same functionality as your main site yet with a completely different look and feel. Economic Development www.choosewoodstock.com https://addisontexas.net/econ-dev Airports https://www.cityofprineville.com/airport https://addisontexas.net/airport Police and Fire www.quincypd.org https://addisontexas.net/police Golf Courses www.meadowlakesgc.com https://www.cottagegrove.org/golf Parks & Recreation https://www.wilsonvilleparksandrec.com/parksrec https://www.brookhavenga.gov/pcg Libraries www.woodstockpubliclibrary.org https://www.hendersoncountync.gov/library Event Centers / Cultural Centers https://addisontexas.net/actc www.sherwoodcenterforthearts.org Tourism www.gofruita.com http://www.wrangell.com/visitorservices GovTech Top 100 Innovators 2016-2020 Page 9 of 20 WEBSITE CONTENT MANAGEMENT SYSTEM (CMS) FEATURES Municode Web was designed for local governments by experts in local government. It utilizes Drupal, an open source platform, that powers millions of websites and is supported by an active, diverse, and global community. We are the Drupal experts for local government! Key Project Deliverables WEBSITE DESIGN CONTENT MIGRATION TRAINING HOSTING SUPPORT Standard Features Responsive Mobile Friendly Design Simple Page Editor Best-in-Class Search Engine ADA/WCAG 2.1 AA HTML Compliance Social Media Integration Web Page Categories - create a page once, have it show up in multiple places Department Micro-sites (sites-within-a-site) Rotating Banners and Headline Articles Online Job Postings Online Bid/RFP Postings Photo Album Slideshows Google Maps Integration Resource/Document Center Image auto-scaling and resizing Site Metrics (Google Analytics) Scheduled Publish On/Off Dates Unlimited User logins Unlimited Content Word-like WYSIWYG Editor Private Pages – staff view only Email Subscriptions / Notifications Projects Directory Unlimited Online Fillable Forms Emergency Alerts Meeting Agendas/Minutes/Videos Event Calendar Page Versioning / Audit Trail Latest News / Press Releases Anti-spam controls Email Harvesting Protection Broken Link Finder Dynamic Sitemap Support for Windows, Mac, Linux Video integration (YouTube, Vimeo, etc.) Client owns rights to all data Organization/Staff Directory Frequently Asked Questions (FAQs) Ordinances and Resolutions Share This Button (Facebook/Twitter) Secure Pages / SSL Printer Friendly Pages RSS Feeds Inbound/Outbound Property Directory (Commercial/Industrial) Parks and Trails Directory Optional Features/Services Facility Reservations Business Directory Specialty Sub-site Graphic Designs Custom Feature Development GovTech Top 100 Innovators 2016-2020 Page 10 of 20 MEETING AND AGENDA MANAGEMENT (OPTIONAL) Municode Web includes a standard feature to post meeting agendas and minutes. Many organizations seek the additional features of an agenda management solution such as agenda item approval workflow, auto-generated PDF/Word agendas, live council voting/roll call, and audio/video integration. Municode Meetings is the easiest-to-use and most modern agenda management system in the industry. It is a 100% cloud-based offering that will greatly reduce the staff time and effort required to create and publish online agendas and minutes. Key Project Deliverables BOARD/COMMITTEE SETUP - configure as many boards as you need - no limit MEETING TEMPLATE DESIGN - design one or more meeting templates to your custom specifications TRAINING WORKFLOW - setup custom agenda item approval workflows USERS/ROLES/PERMISSIONS - create and configure unlimited user accounts ANNUAL SERVICE - 99.95% up-time guarantee, data backups, disaster recovery SUPPORT - 8AM to 8PM Eastern phone and email support; 24x7x365 emergency support Standard Features Unlimited Meetings and Agenda Templates Unlimited Meeting Agenda Templates Unlimited Users Create Meetings Submit/Add Agenda Items Attach agenda item files Create Agendas Create Agenda Packets Create Meeting Minutes Approve Items with Approval Workflow Auto Publishing Agenda, Agenda Packet, Minutes to the web Self-service YouTube video time stamping Integration with Swagit Video (coming soon) Voting/Roll Call Integration with Municode Web calendar Service and Support Guaranteed Uptime We will guarantee service uptime of 99.95%. In the event this service level is not met within a given month, you will receive a credit for that month's service. 24x7 Customer support: We will provide you contact numbers to reach us 24x7x365 for catastrophic site issues. We will also be available from Monday to Friday 8AM-8PM EST via email and phone to handle routine questions from staff. Security upgrades: We will perform security upgrades and other optimizations during off-hours, typically between the hours of 12-3AM PST, if such work requires your meetings to be off-line. We will provide at least 14 days’ notice for any non-emergency maintenance that requires down-time. Site Monitoring and Site Recovery: Our auto-monitoring software continually monitors performance and instantly alerts us when problems occur. We act as soon as possible and no later than two hours after problems are detected. GovTech Top 100 Innovators 2016-2020 Page 11 of 20 POLICIES AND PROCEDURES MANAGEMENT (OPTIONAL) Municode Web includes a standard feature to post policy and procedure documents. Many organizations seek the additional features of a policy and procedures management solution, such as approval workflow, automated PDF generation, and historical tracking. Examples of policy and procedure manuals include fire codes, general plans, financial reports, and proclamations. Municode’s Self-Publishing Software facilitates these needs. Key Project Deliverable SOFTWARE LICENSE – Annually, includes up to five (5) authorized users CONVERSION – Convert your current Word/Folio manuals to our software database for in-house publication, updates and maintenance WORKFLOW – Provides organized, systematic execution of updates, corrections, new clauses, new codes, etc. ONLINE BOOK HOSTING – Published in HTML format SERVICE LEVEL - 99.95% up-time guarantee, data backups, disaster recovery SUPPORT - 8AM to 8PM Eastern phone and email support; 24x7x365 emergency support Standard Features Policy/Amendment drafting tool Automated code, policy and publication updates Automated approval and signature workflow Automated PDF generation for backup/printing Historical tracking tool Online training and customer service Service and Support Guaranteed Uptime We will guarantee service uptime of 99.95%. In the event this service level is not met within a given month, you will receive a credit for that month's service. 24x7 Customer support: We will provide you contact numbers to reach us 24x7x365 for catastrophic site issues. We will also be available from Monday to Friday 8AM-8PM EST via email and phone to handle routine questions from staff. Security upgrades: We will perform security upgrades and other optimizations during off-hours, typically between the hours of 12-3AM PST, if such work requires your meetings to be off-line. We will provide at least 14 days’ notice for any non-emergency maintenance that requires down-time. Site Monitoring and Site Recovery: Our auto-monitoring software continually monitors performance and instantly alerts us when problems occur. We act as soon as possible and no later than two hours after problems are detected. GovTech Top 100 Innovators 2016-2020 Page 12 of 20 PROJECT TIMELINE AND APPROACH The typical project takes from 3 to 7 months. The high-level timeline below is an approximation. We will finalize the schedule once we meet with you: Project Timeline Sample Client Responsibilities The client’s responsibility and the key to a smooth on-time deployment is providing the initial information and approving proofs quickly. The Client will make available to Municode relevant images, photos, logos, colors, and other branding material as well as an inventory of existing applications, websites, and content at the start of this effort. The Client will create new content copy as needed. The Client will assign a single point of contact for Municode to interact with that will be responsible for coordinating the schedules of other project stakeholders. The Client will review any deliverables requiring formal approval within 5 business days and return all comments/issues at or before those 5 days have elapsed. The Client will assign one person who will act as the "ultimate decision maker" in the case where consensus among the team cannot be reached. The Client must agree to applicable terms of services for Google related services such as Google Analytics and Google Maps to access those features. Municode is not responsible for Google’s decisions related to discontinuing services or changing current APIs. PHASES MONTH 1 MONTH 2 MONTH 3 MONTH 4 Analyze and Confirm Hosting, Maintenance and Support Testing Train Design and Build Migrate Content GO-LIVE GovTech Top 100 Innovators 2016-2020 Page 13 of 20 Project Phase Descriptions Deliverables Website Assessment: Municode will complete an analysis of your current website(s) to assess the existing navigation, features/functions, and quality of content. Summary assessment sheet Organizational Overview Inventory/Survey: Municode will provide an organizational overview document for you to complete as part of this assessment. Organization Survey Website Design Meeting: Municode will conduct a design meeting with a client-defined web advisory team. We recommend the advisory team be limited to a maximum of 6 members. This design meeting will allow the website advisory team to provide input regarding the overall design of the new website, including the site branding as well as high-level site navigation. This team will act as the initial review team for website design concepts. In addition, this team will act as the final review team for the website before it is approved for go-live. Website design specification sheet (graphic design and information / navigation design) Deliverables Design Concept Creation and Approval (Custom Designs): Municode will complete home page design concepts for the Home Page and inner pages. These design concepts will incorporate all the graphical elements as well as the high-level sitemap. You will select a winning concept after going through a series of iterative design revision meetings. We allow for a total of 6 revisions. Design concepts Finalized design (Sketch, Figma, or Photoshop) Website Setup, Configure, and Customization: Municode will create a fully functional website that includes the functional elements described in this proposal. As part of the website setup, Municode will finalize any remaining elements to the approved design and navigation. Functional beta website with approved design Content migration Phase 1: Analyze and Confirm Requirements Phase 2: Design and Build phase GovTech Top 100 Innovators 2016-2020 Page 14 of 20 Deliverables Content Finalization and Departmental Acceptance Municode migrates initial content and your trained staff finalizes prior to go-live. See pricing section for specific number of included pages. Meeting Agendas and Minutes: Client completes an excel template with information regarding each meeting plus corresponding files. Municode will then auto-import that content. Files must be provided with a standard naming convention to allow for auto parsing of date. (i.e. minutes_061516.pdf, etc.) Standard Web Pages: A standard web page is defined as a page that contains a title, body text, and up to a total of 5 links, file attachments, or images. If you require migration of more complex pages, we can provide a custom quote. Directory pages (Staff Directory, Projects, Commercial/Industrial Properties, Business Directory, Ordinances/Resolutions): Client completes manually or may request a custom quote. For custom quotes, client completes an excel template with directory data and Municode auto-imports directory content. Content creation and migration Departmental content ‘signoff’ Deliverables Staff Training Throughout the development and after launch, our customers have access to training, resources and educational opportunities that help them thrive. Our initial training is offered to administrators and content contributors. On-site (if applicable) Web teleconference Videos and User guides Deliverables Municode Functional Testing Municode will perform a series of tests across multiple browser and operating system versions to confirm site functionality. These tests will confirm proper functionality of all features documented in this proposal. Completing Testing Checklists Acceptance Testing Staff will review the website for completeness. Municode will have completed functional testing and cross-browser compatibility testing. Site acceptance by client Deliverables Go-Live We will work with you to make the appropriate ‘A’ Record DNS entry changes to begin the process of propagating the new production web server IP address. Accepted Final Live Website Phase 3: Migrate Content Phase 4: Staff Training Phase 5: Testing Go Live GovTech Top 100 Innovators 2016-2020 Page 15 of 20 HOSTING, MAINTENANCE, AND CUSTOMER SUPPORT Hosting We provide first-class hosting services in a secure data center. We take cyber security seriously. Your website will be secure from multiple perspectives: Data Center We host your website in a secure data center. The data center is manned 24x7x365. Your website is maintained using firewalls, load balancers, multiple web application servers, and a database server. We apply security updates to the entire web server stack on a regular basis. Data transmission We guarantee up to 1 Terabyte of data transfer per month. Redundant high-availability failover (optional): We have the capability of providing premium hosting service levels by offering a mirrored copy of your site on a separate infrastructure and geographic location. We would need to talk through the required service levels and bandwidth to provide pricing for this item. Web CMS software security We apply security updates to your Drupal-based CMS whenever updates are posted. Your website is built on Drupal software that has the confidence of millions of websites in both the private sector and public sector, including whitehouse.gov, the City of Boston and the City of Los Angeles. Several built-in security mechanisms are in place to prevent cross-site scripting attacks. Web transmission security Your website is secured with SSL to encrypt transmission of data. We SSL-enable every page on your website for maximum security. User authentication security Our solution is configured with granular role-based permissions, and each user is required to login with a unique user id and password. We also offer a two-factor authentication option using Google Authenticate if that should be something you are interested in pursuing. Data Backup We back up your data in multiple geographic locations. We backup daily, weekly, monthly, and up to 7 years of annual data backups. Guaranteed Uptime Municode guarantee web server uptime of 99.95%. In the event this service level is not met within a given month, you will receive a credit for that month's service GovTech Top 100 Innovators 2016-2020 Page 16 of 20 Maintenance and Customer Support 24x7 Customer support: We will provide you contact numbers to reach us 24x7x365 for catastrophic site issues. We will also be available from Monday to Friday 8AM-8PM EST via email and phone to handle routine website operation questions from staff. Security upgrades: Municode will apply security upgrades to your solution’s core and contributed modules ensuring that your website stays secure. Municode will perform security upgrades and other web server and website optimizations during off-hours, typically between the hours of 9PM-3AM Pacific, if such work requires taking the website off-line. We will provide at least 14 days’ notice for any non-emergency maintenance that requires down-time. Site Monitoring and Site Recovery: Municode will install auto-monitoring software routines that continually monitor website performance and alert us when problems occur. We will act as soon as possible and no later than two hours after problems are detected. Free feature upgrades: As we update our base Municode features, you receive those upgrades for FREE. GovTech Top 100 Innovators 2016-2020 Page 17 of 20 PROJECT COSTS Design, Development, and Implementation Phase • Fully functional Municode CMS with all base features • Responsive mobile-frie ndly website with custom design • Content migration; up to 1500 pages and 5 years meeting minutes • Training: on-site 2day, web teleconference, video, user guides $28,500 Annual Hosting, Maintenance, and Customer Support • 80GB disk space and up to 1 terabyte data transfer per month • 99.95% up-time guarantee, telephone support 8AM-8PM Eastern • Email support with one-hour response time during working hours • Emergency 24x7 support • Up to 3 hours’ webinar refresher trainings per year Township Assessor and Galesburg Election Commission • Option 1 – Separate Microsites • Option 2 – 2 Specialty Subsites • Township Assessor Specialty Subsite • Galesburg Election Commission $6,000 / year No Additional Cost $3,500 X 2 set up + $600/year X 2 Total Year 1 Costs $34,500 (option 1) $42,700 (option 2) Select Additional Website Options Facility Reservations $1500 setup + $900 per year Business Directory $750 setup + $600 per year Specialty sub-site graphic designs $3500 + $600 per year (per design) Site graphic redesign every 4th year $600 per year (per design) Additional on-site visits (training, consultation, etc.) $1500 day 1, $1000 per day (days 2+) Custom Feature Development $150 per hour or fixed bid quote Meeting and Agenda Management (Municode Meetings) $6,400 per year Policies and Procedures Management ` ask for quote GovTech Top 100 Innovators 2016-2020 Page 18 of 20 PAYMENT SCHEDULE Year 1 Sign contract 50% of one-time costs Implement design and features 50% of one-time costs Conduct training (site moved to production / annual support begins) annual hosting and support Notes • No long-term commitments required. We will earn your trust. You may cancel service at any time. • Guaranteed pricing. Hosting and Support fees will not increase for first three years. • Annual hosting and support fees starting year four will increase according to the previous year-ending Consumer Price Index (CPI) for All Urban Consumers. • Payment schedule will be adjusted accordingly based on selected optional features. • 2, 3, or 4-year interest-free payment plan available upon request GovTech Top 100 Innovators 2016-2020 Page 19 of 20 SERVICES AGREEMENT This agreement (“AGREEMENT”) is entered between Galesburg, Illinois (“CLIENT”) and Municipal Code Corporation (“CONSULTANT”). 1. Term of AGREEMENT. This AGREEMENT shall commence effective the date signed by the CLIENT. It shall automatically renew annually. This AGREEMENT shall terminate upon the CLIENT's providing CONSULTANT with sixty (60) days' advance written notice. 2. Compensation. It is understood and agreed by and between the parties hereto, that the CLIENT shall pay the CONSULTANT for services based on the payment schedule provided as set forth in the section marked “Payment Schedule”. Payment will be made to CONSULTANT within thirty (30) days of the receipt of approved invoices for services rendered. 3. Scope of Services. CONSULTANT’s services under this AGREEMENT shall consist of services as detailed in the attached proposal including appendices (“SERVICES”). SERVICES may be amended or modified upon the mutual written AGREEMENT of the parties. 4. Integration. This AGREEMENT, along with the SERVICES to be performed contain the entire agreement between and among the parties, integrate all the terms and conditions mentioned herein or incidental hereto, and supersede all prior written or oral discussions or agreements between the parties or their predecessors-in- interest with respect to all or any part of the subject matter hereof. 5. Warranty. CONSULTANT warrants that any services provided hereunder will be performed in a professional and workmanlike manner and the functionality of the services will not be materially decreased during the term. 6. Liability. CONSULTANT’s total liability arising out of any acts, omissions, errors, events, or default of CONSULTANT and/or any of its employees or contractors shall be limited by the provisions of the AGREEMENT and further limited to a maximum amount equal to the fees received by CONSULTANT from CLIENT under this AGREEMENT. 7. Termination. This AGREEMENT shall terminate upon the CLIENT's providing CONSULTANT with sixty (60) days' advance written notice. In the event the AGREEMENT is terminated by the CLIENT's issuance of said written notice of intent to terminate, the CONSULTANT shall pay CLIENT a pro-rated refund of any prepaid service fees (for the period from the date of the termination through to the end of the term). If, however, CONSULTANT has substantially or materially breached the standards and terms of this AGREEMENT, the CLIENT shall have any remedy or right of set-off available at law and equity. 8. Independent Contractor. CONSULTANT is an independent contractor. Notwithstanding any provision appearing in this AGREEMENT, all personnel assigned by CONSULTANT to perform services under the terms of this AGREEMENT shall be employees or agents of CONSULTANT for all purposes. CONSULTANT shall make no representation that it is the employee of the CLIENT for any purposes. 9. Confidentiality. (a) Confidential Information. For purposes of this AGREEMENT, the term "Confidential Information" means all information that is not generally known by the public and that: is obtained by CONSULTANT from CLIENT, or that is learned, discovered, developed, conceived, originated, or prepared by CONSULTANT during the process of performing this AGREEMENT, and relates directly to the business or assets of CLIENT. The term "Confidential Information" shall include, but shall not be limited to: inventions, discoveries, trade secrets, and know-how; computer software code, designs, routines, algorithms, and structures; product information; research and development information; lists of clients and other information relating thereto; financial data and information; business plans and processes; and any other information of CLIENT that CLIENT informs CONSULTANT, or that CONSULTANT should know by virtue of its position, is to be kept confidential. GovTech Top 100 Innovators 2016-2020 Page 20 of 20 (b) Obligation of Confidentiality. During the term of this AGREEMENT, and always thereafter, CONSULTANT agrees that it will not disclose to others, use for its own benefit or for the benefit of anyone other than CLIENT, or otherwise appropriate or copy, any Confidential Information except as required in the performance of its obligations to CLIENT hereunder. The obligations of CONSULTANT under this paragraph shall not apply to any information that becomes public knowledge through no fault of CONSULTANT. 10. Assignment. Neither party may assign or subcontract its rights or obligations under this AGREEMENT without prior written consent of the other party, which shall not be unreasonably withheld. Notwithstanding the foregoing, either party may assign this AGREEMENT in its entirety, without consent of the other party, in connection with a merger, acquisition, corporate reorganization, or sale of its assets. 11. Cooperative Purchasing. CONSULTANT and CLIENT agree that other public agencies may purchase goods and services under this solicitation or contract at their own cost and without CONSULTANT or CLIENT incurring any financial or legal liability for such purchases. 12. Governing Law. This AGREEMENT shall be governed and construed in accordance with the laws of the State of Illinois without resort to any jurisdiction’s conflicts of law, rules or doctrines. Submitted by: Municipal Code Corporation By: __________________________________ Title: Brian Gilday - President, Website Division Accepted by: By: __________________________________ Title: Date: 13 Appendix A – Respondent References Contact Name: Title: Organization: Address:_______________________________________ E-mail: ____________ ______ City: State: Zip: Phone: Web address: Contact Name: Title: Organization: Address:_______________________________________ E-mail: ____________ ______ City: State: Zip: Phone: Web address: Contact Name: Title: Organization: Address:_______________________________________ E-mail: ____________ ______ City: State: Zip: Phone: Web address: Contact Name: Title: Organization: Address:_______________________________________ E-mail: ____________ ______ City: State: Zip: Phone: Web address: Contact Name: Title: Organization: Address:_______________________________________ E-mail: ____________ ______ City: State: Zip: Phone: Web address: References included on pp. 6-7 of the RFI response 14 RETURN WITH BID TOTHECITYOFGALESBURG,ILLINOIS CERTIFICATE OF COMPLIANCE EMPLOYMENT SUPERVISORY SALES OFFICE SKILLED SEMI-SKILLED NON-SKILLED WHITE BLACK OTHER MALE FEMALE (PLEASE FILLIN THE NUMBEROF EMPLOYEES IN EACH CLASS) 1. The Contractor of Company will not discriminate against any employees or applicant for employment because of race, creed, color, sex, age, national origin, handicapping condition unrelated to ability to perform the job; and, will take affirmative action to ensure that applicants are employed without regard to their race, creed, color, sex, age, handicap or national origin. Such action shall include, BUT NOT be limited to, the following: Employment, upgrading, demotion OR TRANSFER, recruitment or recruitment advertising, layoff or termination, rates of pay or other compensation, and selection for training, including apprenticeship. The Contractor or COMPANY AGREES to post, in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this non-discrimination clause. 2. The Contractor or Company will, in all solicitations or advertisements for employees or on their behalf, state that all qualified applicants will receive consideration for employment without regard to race, creed, color, sex, age, handicapping condition unrelated to ability or national origin. The same shall hold true when recruitment sources are used to secure applicants. 3. The Contractor or Company agrees to notify all of its subcontractors of their obligation to comply with the non- discrimination policy. 4. In the event of the Contractor's or Company's non-compliance with the non-discrimination clauses of the Contract or Purchase or with any of such rules, regulations or orders, the CONTRACT OR Purchase may be cancelled, terminated or suspended in whole or in part and the Contractor or Company may be declared ineligible for further City Contracts or Purchases in accordance with the Affirmative Action Program adopted by the Galesburg City Council at their meeting on August 6, 1990. By: ____________________________________________ Bidder 17 11 6 0 0 18 1 1 10 10 105 7 13 39 86 1 1 1 1 0 0 0 0 0 0 0 0 0 0 0 The Government Website Experts The Government Website Experts Website Proposal for The City of Galesburg, Illinois Ph: 248-269-9263 x16 Fax: 866-346-8880 www.revize.com January 31, 2020 Prepared by Thomas J. Jean Thomas.Jean@revize.com Ph: 248-269-9263 x8035 Fax: 866-346-8880 www.revize.com March 25, 2020 Revize Government Websites Proposal 2 of 70 Revize Clients! 3 About Us 7 Our Innovative Responsive Web Design (RWD) and Web Apps 7 Government Project Experience 11 Government Account References 19 Project Planning and Setup 25 Timeline 27 Phase 1: Initial Meeting, Communication Strategy, SOW 28 Phase 2: Discovery & Design 28 Phase 3: Template Development, CMS Integration 34 Phase 4: CMS Modules Setup 34 Phase 5: Custom Functionality Development 34 Phase 6: Quality Assurance Testing 34 Phase 7: Content Development / Content Migration 35 Phase 8: Training Your Staff (in-person or web based training) 35 Final Phase: You Go Live! 38 Marketing & Ongoing Consultation 38 Search Engine Registration and Marketing 38 Revize Cloud Hosting, Disaster Recovery, & Security 39 Application Security Authentication 43 Revize Website Analytics 45 Revize Quote 53 Included Features 55 Revize Government Websites Proposal 3 of 70 Revize Illinois Clients! • • • • • • • • • • Colleen Roberts, New Bern, NC – Public Information Officer “Revize is a beehive of creative thinkers who are interested in putting your organization's communication objectives front and center. They're extremely easy to work with and they're engaged every step of the way. Before, during and after Revize did our site build, they were super responsive any time we had questions or concerns. & they're always open to new ideas too. We couldn't be happier!” Revize Government Websites Proposal 4 of 70 Revize Clients! • • • • • • • • • • • Michael Bruckner, Assistant to the City Manager, City of Arcadia, CA “Revize has done it again! Another game changing, cutting edge website that moves the industry forward by connecting citizens to services in as few clicks as possible.” Revize Government Websites Proposal 5 of 70 Dear City of Galesburg Website Selection Committee Thank you for considering Revize as your web development partner. For nearly two decades, Revize has been a leader in providing high quality, government-compliant web solutions. A myriad of industry awards and hundreds of satisfied clients stand as testament to the quality and value of our work. Every member of the Revize team understands that your website is more than a website. It’s a valuable resource that can help you build a better community. Visitors are drawn to websites that are appealing yet functional, user friendly with a plethora of services, and accessible on a wide range of devices. A Revize website will allow your residents and businesses to easily fill out and submit documents, review and pay bills and taxes, perform searches to answer frequently asked questions and perform a suite of other tasks that would otherwise require staff assistance. What’s more, a Revize website will enable you to increase staff productivity and decrease costs by reducing off-line departmental operations. Some of our great clients in include: • City of Largo, FL www.largo.com • New Bern, NC www.newbern-nc.org • City of Arcadia, CA www.arcadiaca.gov • City of St. Petersburg, FL www.stpete.org • City of Des Moines, IA www.dsm.city • And Many More! We will work closely with you to design and develop a dynamic, functional and easy to navigate website that will perfectly fit your community. Then we empower you to control your digital presence with the industry’s best administrative management applications. Revize training ensures that your team has the skills needed to expertly update and manage website content and delivery. Revize Government Websites Proposal 6 of 70 Government clients select Revize because we can help them • Effectively engage residents. • Enhance their web presence and build an online communications center. • Empower non-technical web content editors and administrators to easily execute changes. • Implement a scalable solution that allows them to affordably grow their web presence for the long term. “Revize Websites build engagement with your constituents.” We have worked hard to establish a reputation for creating online community websites that engage, inform, and increase participation of your community. With our help, your community’s website can serve your residents better, inspire them more, and get them actively involved in your government. Please contact me if you have any questions at all. Sincerely, Thomas J. Jean Project Manager 248-269-9263 x8035 Thomas.Jean@revize.com Revize Government Websites Proposal 7 of 70 Executive Summary Thank you for considering Revize Software Systems for your new website project. We understand the importance of this undertaking and know how motivated your government/community is to selecting the right vendor; one who will work with you through all the steps required to build the perfect website featuring a plethora of high quality online services that your constituents will want to use regularly. In more than two decades of working with government leaders, as well as through nationwide surveys, we have learned that the key to choosing a website vendor is finding the right balance between the total cost of the solution and the quality of the design, online apps and user functionality. In simpler terms, you need a solution that works for you and serves yo ur constituents. About Us With more than 1,800 government clients nationwide, Revize Software Systems is one of the industry’s leading providers. We credit our rapid growth to our 20-year track record of building award-winning government websites and content management systems. When you work with Revize, you’re not just a client, you become part of the Revize family and will receive the service and support you need and expect! We are among the most highly respected government website experts in the United States and we proudly stand by our work. Our Innovative Responsive Web Design (RWD) and Web Apps Revize has been a pioneer in implementing the latest trends in design by using Responsive Web Design (RWD). This technology ensures that site visitors have an optimal viewing experience — easy reading and navigation with a minimum of resizing, panning, and scrolling — across a wide range of devices, from desktop monitors to mobile phones. RWD provides flexible and fluid website layouts that adapt to almost any screen. When you implement a dynamic new website powered by Revize, you will not only get an outstanding look, layout and navigation, but you also receive 24/7 access to our Government Communication Center for residents, business and visitors. Revize Government Websites Proposal 8 of 70 Here you will find the communication tools you need such as • Public Service Request App • Calendar of Events • E-Notification Modules • On-Line Payment Portal • Facilities Reservations • News Center with Facebook/Twitter Integration • Emergency Alerts • Online Forms / Survey Tools • E-Newsletter Applications • Job Posting and Tracking Module • Public Records Request Track Our Award-Winning Government CMS Revize is renowned as a leader in providing practical, high-value, easy to use content management software Government CMS. This simple-to-use yet powerful solution enables clients to manage their online presence with high functionality and style. With applications such as an online document center, public service request app, public records request tracker, agendas and minutes, frequently asked questions and more, Revize ensures that our clients have the tools they need to make information and services available for website users at the click of a mouse. Quick Deployment, Personalized Training and Support Revize addresses time concerns by completing websites in considerably less time than our competitors. And because our software is so easy to use, we are also able to effectively train our clients in less than half the time it takes our competitors. Our training program is customized based on each client’s needs, and we provide hands on training the way you want it - either onsite or off site through web conferencing tools. We pride ourselves on the skills of our support staff, who are responsive, knowledgeable and helpful. Our online support portal is available 24X7X365 for issue tracking and management. We also provide phone and email support during regular business hours. Did you know? Our technical support staff are trained developers. When you call for tech support, you’ll be speaking to staff with direct knowledge of development! Revize Government Websites Proposal 9 of 70 Company Profile FOUNDED 1995 HEADQUARTERS 150 Kirts Blvd. Troy, MI 48084 PHONE 248-269-9263 WEB SITE www.revize.com Revize Software Systems was founded in June, 1995 as a "new media" development company specializing in the creation of interactive web design, multimedia content delivered on CD-ROM, and video production. Since then, Revize has made an unsurpassed name for itself in the web/internet industry as THE master of government website design, which remains our specialty. We now boast more than 1200 clients in North America and have created acclaimed website designs for hundreds of municipalities and counties, as well as government departments and agencies. In September, 1996 as the Internet was becoming a world-wide reality, Revize began developing a Web Content Management System (CMS) for the government market to enable non-technical contributors to quickly and easily update content on their websites. The result was the creation of our state-of-the-art Revize Government CMS. Our mission has always been to enhance the communications of government organizations nationwide with their varied and valued audiences. This is based on our vision statement, which reads: “The empowerment of people through simplified information management technologies.” Focused exclusively on creative web design, government web apps and content management technologies, Revize continues to invest in its technology, continually adding new capabilities and features that manifest our vision. While many municipalities choose Revize to develop and cost-effectively manage their website Revize Government Websites Proposal 10 of 70 content, clients also use Revize as an information-sharing platform. Our suite of Revize Government web-based solutions has proven valuable as a powerful technology that empowers clients to build and maintain sophisticated web sites, all while using the Internet and internal Intranets/Extranets to acquire, analyze, process, summarize and share information – ensuring that the right people always have the right information at the right time. “We are proud of our award winning web designs, technologies, continued innovations to build government centric modules and apps, web content management, training and support capabilities. We are especially proud of being recognized as one of the industry’s top government website experts and innovators. We are committed to pursuing the continued evolution of all our services to provide increased value to our government clients.” Did you know? Revize has won national awards for our websites! Revize Government Websites Proposal 11 of 70 Government Project Experience The City of Arcadia, California www.arcadiaca.gov Horizon Interactive Award Winner Details: The City of Arcadia, California chose Revize because they wanted a website that stood out from all of the others in Los Angeles County. In this site, we built unique designs for the city, recreation department, and library. Each one has its own unique look and feel while maintaining the brand. This site also includes our proprietary “curated search” feature. This feature puts you in control of the search results on the site. You get to decide which results display based on the search criteria your users input into the search. This allows them to find the results they are looking for instantly! Revize Government Websites Proposal 12 of 70 The City of New Bern, North Carolina www.newbernnc.gov Details: New Bern, North Carolina wanted a design unlike any City out there. With this design we pushed the limit of what people think when they see a City website. We integrated a drone video that plays on the full width homepage. In addition, this site features more scrolling than you may notice on more traditional websites. That is a good thing! Users are now, more than ever, viewing websites on their hand-held devices. Some estimates say this is as high as 60% of all internet usage! With more scrolling we are able to give the user a lot of information, without having to squeeze it into such a small space. We use images, icons, and interactive features to create an experience for the user. This type of design also allows us to extend the City’s brand in a way that is unmatched in the industry! Revize Government Websites Proposal 13 of 70 Tipton County, Tennessee www.tiptonco.com Details: Tipton County is located on the Mississippi River north of Memphis and is one of the fastest growing counties in the state. Because of this fact, the website needed to refocus its attention. In addition to resident services, this website has a focus on economic development. To achieve this, we started off by integrating a drone video. That video instantly showcases the growth in industry that Tipton is experiencing. As you scroll down the website, this business-friendly atmosphere is intertwined with resident engagement features. Each department has their own icon that is used to identify them uniquely. The interior pages have distinctive features that make them stand out as if they were stand-alone websites. With its service for residents and its appeal to the business community, this is the next generation of government websites. Revize Government Websites Proposal 14 of 70 The Village of Glencoe, Ilinois www.villageofglenceo.org Details: The Village of Glencoe is beautiful community on the shores of Lake Michigan just north of Chicago. This website brings together an amazing design with a full suite of web apps to engage Village residents. Smooth transitions from the home page to interior pages of this website allow users to find exactly what they are looking for easily. The Revize Public Service Request App, Village Manager’s Blog, fillable online form database, and a high traffic featured news and headlines area round out this website! Revize Government Websites Proposal 15 of 70 The City of St. Petersburg, Florida www.stpete.org Details: As Florida’s 5th largest, St. Petersburg is an iconic City with something to offer everyone. Because St. Pete is a longtime Revize client, their team worked very closely with ours and actually provided their own design concepts. We did the integration/pre-launch work and their staff was with us every step of the way. Inner pages are flexible to allow departments to have dedicated pages with a cohesive feel across all pages. Social media feeds from Instagram, Flickr, Facebook, Twitter, and YouTube all on the homepage! St. Petersburg also users the Revize API to develop their own templates. This website is an elite representation of the power and beauty of the Revize process. Revize Government Websites Proposal 16 of 70 City of Des Moines, Iowa www.dsm.city Details: The City of Des Moines, Iowa came to Revize for a website that was completely different. Coming from an internally developed site, they wanted to work with a vendor that could lead them to a new way of interacting with their users. Page layouts were created to allow unique interaction with the City. This included board listings, Q&As, interactive park directories, plain language, and a resident focused navigation. We also incorporated some of their internal databases and features that had been built internally. This site improves the online experience for residents, business owners, and visitors! Revize Government Websites Proposal 17 of 70 City of Largo, Florida www.largo.com Details: Largo, Florida wanted a website like no other. Through a collaboration between the city marketing team and Revize, we were able to create this award winning website. Each page in this website was designed to uniquely fit the needs of the community. We also built unique designs for the city parks, library, and theater. The navigation within this site is built based on services rather than department silos. Overall this website brings together an amazing mix of design expertise and functional clarity to create a great user experience! Revize Government Websites Proposal 18 of 70 The City of Troy, Michigan www.troymi.gov Details: The City of Troy wanted a website to increase ease of communication to all of their audiences. In addition, the city has been experiencing an economic resurgence particularly in the technology sector. In fact, Revize headquarters are in the City of Troy! This project included custom designs for The City, Library, and Recreation Department. Integration with the City’s existing 3rd party software was a major linchpin of this project. Included is a live-searchable “How Do I” section that narrows down results as the user is typing. This allows any user to easily find what they are looking for regardless of which department it exists under. Revize Government Websites Proposal 19 of 70 Government Account References Craig Kelly, Public Information Officer Office: (972) 516-6016 Email: craig.kelly@wylietexas.gov Website: www.ci.wylie.tx.us Shawn Anderson, GISP Director Phone: (901) 476-0234 Email: sanderson@tiptonco.com Website: www.tiptonco.com Julie Murphy, Public Information Officer Phone: (386) 313-4039 Email: JMurphy@FlaglerCounty.org Website: www.FlaglerCounty.org Keith Wilson, IT Manager Office: (770) 974-8844 Email: kwilson@acworth.org Website: www.acworth.org Michael Bruckner, Assistant to the City Manager Office: (626) 574-5433 Email: mbruckner@ArcadiaCA.gov Website: www.arcadiaca.gov Revize Government Websites Proposal 20 of 70 Revize Organization Chart Revize Government Websites Proposal 21 of 70 Why Choose Revize? We Have Government Specific Experience and Outstanding Client Testimonials You can rely on Revize and our 20 years of experience building and maintaining websites for municipal, county and government agencies of all sizes throughout North America, to deliver a customized site design that improves layout, navigation, usability and content. Using Revize ensures that your website will be reliable, W3C and ADA compliant, and allow for easy integration with existing or future web applications and third-party software. But there’s no need to take our word for it -- we encourage you to peruse our massive file of testimonials from our many satisfied clients. We Will Build a Government Communication Center that Works for Your Community! The Revize website design, Government CMS and interactive tool sets have been developed exclusively for our government clients to help them effectively communicate with their key target audiences such as residents, businesses and visitors. Some of our most popular website and Government applications and modules include: a new and improved Online Calendar, the comprehensive Forms Center, our News Center with real-time social media connectivity, Emergency Alerts, E-Notifications, Citizen Request Tracker, Parks & Shelter Reservations System, Document Center, and Online Payment Portal. “We Build Superior Technology into Every Website with CMS Performance & Reliability That’s Second to None.” Revize Government Websites Proposal 22 of 70 What sets Revize apart from other companies? Revize’s superior technical architecture, unsurpassed staff expertise and highly effective publishing engine provide our government clients with the most reliable website solutions in the industry today. By ensuring our client’s data security and providing redundant server architecture and back-up data centers, Revize has a nearly 100% up -time rate. Plus, our clients never have to worry about data loss or data corruption because of our instantaneous back-up process and our data center’s tape back-up processes. Revize believes that investing a higher percentage of our profits into our technology and security makes us the best choice for the short and long term for governments seeking the best value for their community’s website. “We Always Provide Knowledgeable, Friendly and Responsive Service!” All this, and a reliable IT partner too! Our website development is superior, and our Government CMS and suite of online apps is easy to learn and administer, but our 24/7 technical support will also be there for you to help you get over the hurdles! Our technical support team is widely considered to be among the industry’s best. We also provide a sophisticated backup infrastructure which allows us to guarantee 99.99 percent uptime. Plus regular updates and improvements to ensure that your site will remain current with industry standards and keep running smoothly for years to come. The Client Owns the CMS License and the Code! We often hear the question: “What happens if we want to move the website to another vendor? Do we lose all access or any of our website data?” The answer is 100% NO! As our client, you own the template source code, the CMS, and any data that you put onto the website. We understand that clients may come and they go, but we always make sure they know they are just as important to us at the end of our tenure as they were at the beginning. If you decide to run the CMS in your own server, we can transfer the CMS license and software to your server as you own the license and you can run it from your server as long as you want. Revize Government Websites Proposal 23 of 70 Top Ten Reasons Why Revize gives you the Greatest Value! • Modern, timeless and unique website design integrated with online Government apps • On-time delivery • Competitive pricing • Responsible stewardship of the organization’s stakeholders • Full functionality to update and manage your website • All the tools/apps needed to increase communications with citizens • An easy CMS to train employees quickly • Extended phone and email support • Unlimited Upgrades: Revize provides unlimited FREE upgrades to new and existing modules at no additional cost to you. • Unlimited Upgrades: Revize provides unlimited upgrades to new and existing modules at no additional cost to you. Once you invest in Revize, you will receive free upgrades and feature enhancements for life. “The Revize responsive website design is second to none for us providing an excellent experience for the growing number of residents, visitors and businesses accessing WylieTexas.gov on mobile devices. Our website’s progressive look captures the vibrant culture of our community. — Craig Kelly, Public Information Officer, City of Wylie, TX Did you know? Revize CMS is one of the most advanced CMS in the government web design industry with over 15 years of development. Revize Government Websites Proposal 24 of 70 Awards & Accolades “The project was a collaboration between Revize, who understood our vision and had the technical expertise to make it happen” - MaryLee Woods, Deputy Chief Information Officer for the City Revize Government Websites Proposal 25 of 70 The Revize Solution Project Planning and Setup What makes Revize unique in its project approach and experience is our thorough preparation for each individual community combined with the range of website deployments and creative, customized fit we implement for each client. From small to large, rural to urban, the Revize project management process guarantees a perfect fit between the concept of the deployment and the expectations of the client’s level of engagement preferences. We don’t use a “one size fits all” approach because it doesn’t make sense. However we do use a standard, proven effective process methodology. Each client is unique and we tailor our process to fit their unique needs. For as long as you are our client you will have staff dedicated to your account and access to an on-line portal for communication, design process and on-going support. Dedicated Accounts Manager: Your dedicated Account Manager will handle all issues related to your contract, pricing, future product add-ons, and general account satisfaction. During the initial kick-off meeting, your Account Manager will introduce you to the team, explain roles and responsibilities, and place you in the very capable hands of your Dedicated Project Manager and Designer. Dedicated Project Manager: Your dedicated Project Manager will handle all issues related to the website design, development, navigation, content, training, timelines and deliverables, as well as ensuring that feedback and communication occurs promptly in order to keep the project on-track. Also, the dedicated project manager will be the point of contact for any future technical support or issues that need to be addressed during the deployment and post deployment of the site. Revize Government Websites Proposal 26 of 70 24/7/365 Project Portal Access: From day one, your project and on-going support is tracked in the Revize On-line Project Portal. The main point of contact you select for the project will receive an invitation to register, including setting up a secure user name and password. The Project Portal serves as a communication tool for any matter pertaining to your website design, development and on-going support even after your website is launched. “We guarantee the best support in the industry that’s 24/7 365 by the trained developers & technicians” Did you know? Revize will provide a project portal that allows you to check in on the status of your project at any time! Revize Government Websites Proposal 27 of 70 Timeline Project Timeline Phase When Duration Phase 1: Initial Meeting, Communication Strategy, SOW Weeks 1 thru 3 3 Weeks Phase 2: Discovery & Design Weeks 4 thru 8 5 Weeks Phase 3: Template Development, CMS Integration Weeks 9 thru 11 3 Weeks Phase 4: Module Setup Weeks 12 thru 14 3 Weeks Phase 5: Custom Development Weeks 15 thru 16 2 Weeks Phase 6: Quality Assurance Testing Week 17 1 Weeks Phase 7: Sitemap Development / Content Migration Weeks 18 thru 20 3 Weeks Phase 8: Content Editor and Web Administrator Training on your new website, final content changes and Go Live preparation Week 21 1 Weeks Go-Live (Average) 16-21 Weeks Did you know? The project planning process is designed to fit your needs. We will adapt our timeline if your schedule requires. Revize Government Websites Proposal 28 of 70 Revize Project Life Cycle Phase 1: Initial Meeting, Communication Strategy, SOW Your Revize Account Manager will set up the initial internal project planning meeting where we will talk about the overall management of your project, establish a timeline, and devise a Revize-Client Communication Strategy that will keep everyone engaged and up-to-date on the progress of the project. We will also discuss specific technical requirements of the project and determine the phases through which those requirements will be addressed. In addition, Revize will address the content strategy of the new site, any new content that needs to be written and how to fit the existing content into the new site, Additionally, as an optional item, Revize will discuss the process of conducting online surveys to gather feedback from your constituents for the new website layout and requirements. After this meeting, Revize will develop a Statement of Work and provide it to the client for review and approval. Prior to the design kick-off meeting, you will receive our questionnaire to complete with various answers that will help our designers gather information regarding your needs and preferences. Our team will also brainstorm ideas and suggestions with you during the meeting. The questionnaire addresses various issues such as: • As a result of a new website design and navigation, what are the main improvements you hope to achieve? • What are some key points and areas you may want featured on the Home Page? • Do you need help with logo design? Image? Marketing & branding? • What key modules do you want featured in your web site, like Document Center, Report a Request, News & Events, Events Calendar etc. • Do you need social media features need to be highlighted in the new site? etc.. Phase 2: Discovery & Design If there is client approval, we will collect feedback from the residents on the new design layout by setting up an online survey with a set of standard questions. The survey questions need to be approved by the client prior to our adding a link from your current website. This link can also be distributed through other channels like email, newsletter or any other form of communications you might be using to stay in touch with your residents. Usually there is a 1- to 2-week survey period. Revize Government Websites Proposal 29 of 70 Once survey results have been tabulated and your needs have been determined, you and your Revize team will participate in a Design Kick-Off Meeting. A senior designer and team will conduct an in-depth interview, and brainstorm ideas with you about your vision for the look and feel of your custom website. Our efforts on this project will extend far beyond placement of provided information within a stunning design. It’s about uncovering how your audience wants to be informed, and applying our 20+ years of web design and development expertise to create the most effective ways of displaying that information and getting users to access and use your website. We always strive for nothing less than an award winning design! Revize Design Principles The Revize Web Application Developers are not only responsible for the look, functionality, and performance of your website. They are also responsible for the security of the web content and web-based applications they create. They ensure that the code supports secure authentication and authorization, and provides access control mechanisms as required. Good design principles are always based on readability, taking into consideration appropriate font type and size for headlines and text area, as well as line height – ensuring all page elements are balanced. Our designers also pay meticulous attention to their use of shadows and gradients. To the layman’s eye there may not appear to be a shadow, however on the website the font will appear sharper (or maybe softer depending on the amount of shadow used). Of course color cannot be overlooked. Our designers first take the client’s preferences, official logo colors, and pictures into consideration to create a color scheme consisting of no more than three colors. We then use variants and hues to create visual appeal, contrast, eye-catching allure and invoke the overall feeling that the client desires. Last but not least is effective use of page elements such as call to action buttons, social sharing icons, email newsletter sign-up, and promotion areas. The ultimate goal is to provide an easy to navigate webpage that is informative without being overwhelming. Therefore, it is the designer’s job to guide the client in making appropriate placement choices for needed items. Revize Government Websites Proposal 30 of 70 Revize Design Trends There are some exciting new design trends, and Revize is always on the cutting edge, implementing the best of these innovations in our websites. We are especially pleased at how effectively they are proving to be in increasing engagement in government websites. #1 Responsive Web Design – The most important development in website design in years, Responsive Web Design (RWD) automatically conforms and optimizes websites for any screen size. With the substantial increase in smartphone and tablet users today, people are going online using a vast number of devices with wildly different screen sizes. Our websites offer this very important feature of easily and cleanly conforming to computer, tablet and mobile device screens. #2 Liquified Content – This is another important trend that address the fact that information is no longer static or concrete. Instead, content is specifically customized for each unique user. Liquidity of content enhances the immediacy and flexibility of content. The more liquid your community’s content, the easier it is for residents and businesses to access this information in ways and via the channels of their choice: fixed or mobile, interactive and live. Revize is able to effectively make your content liquid. This will make it adaptable to various situations and, therefore, easy to reuse in different contexts distributed for a variety of display formats and communication channels. #3 Image Tiles – This is a trend that enables developers to display content in a pin board style of display. Revize now offers this feature, which creates a very visually appealing display of content, such as pictures or social streams. Image tiles also help promote engagement by encouraging site visitors to comment or reply to items from directly within the image tile. This is an especially useful option for web pages promoting tourism. #4 Parallax Scrolling – This is a highly advanced, innovative design technique for sophisticated websites. Parallax Scrolling allows Revize to build websites in multiple layers, with content that moves across the screen at different speeds as visitors scroll. This unique design technique is very visually engaging and can help improve time-on-site metrics. Revize Government Websites Proposal 31 of 70 #5 Innovative Typography – This plays a very important role in website design, image and branding, and is especially important for maximizing the look and feel of the website when accessing it from mobile devices. Our designers are experts in effective typography and take many factors into consideration when selecting the type of fonts, font sizes, and colors to be used for a website. #6 Social Feeds – With the proven ability to strengthen and deepen interpersonal connections, social networks present a wonderful opportunity for government organizations to increase community engagement and make governments more accessible to the people they serve. One method already mentioned for improving social activity is using pin boards; another is creating a social area or social wall that combines activity from multiple social networks, like Facebook, LinkedIn, YouTube and Pinterest. Revize offers a comprehensive line of popular social media applications and networking. “Over the past 20 years, Revize has mastered the art of designing government websites.” Key Phase Objectives & Deliverables: The following steps are followed while designing new sites • Establish Needs and Creative Direction: Understand your objectives and requirements, and provide recommendations for effective online branding pertinent to your requirements, existing branding and your web audience’s needs. The Revize designer will also conduct his own research in order to capture the character and “feel” of your area, which will inspire ideas for the overall Revize Government Websites Proposal 32 of 70 design direction of the website. • Main Menu Navigation & Home Page Wireframes: Work with you to establish a main-level navigational architecture and identify key items accessible from your home page. This establishes a baseline for the navigational structure, as well as the preferred content structure (wireframe*) for the home page. • Page Layout and module placement: We will follow all the best practices to layout the different features and modules so that they can be easily accessed by your residents. For example, on the home page there will be sliding picture gallery and quick link buttons for Notify Me, Report a Concern, Document Center, FAQs etc. Also the news and announcements module and events calendar would be integrated into the website, along with the Social Media Center. Did you know? Revize will provide a 100% from scratch design with a satisfaction guarantee! Please Note: The home page “wireframe” will simply serve as a realistic guideline in terms of content placement, but will not include the final text nor final imagery for this phase. Please see a sample wireframe to concept development snapshot in the next page. Revize Government Websites Proposal 33 of 70 Wire Frame to Concept • Design Deliverable: The design concepts for this phase will be based on one or possibly two home page layouts. The client will review and provide design feedback to the designer for changes. Revize asks that clients have no more than three iterations of changes up to the point that the final concept is approved. • Final Home Page Sign Off: When all changes have been made, Revize will present your final home page design and layout for approval. Customer approval is required to proceed to the next phase, the inner pages of the website, and the process repeats itself before the actual HTML & CSS is written. • Final Inner Page Sign Off: When all changes have been made, Revize will present your final inner page designs and layouts for approval. Customer approval is required to proceed to the next phase, when the actual HTML & CSS is written. Revize Government Websites Proposal 34 of 70 Phase 3: Template Development, CMS Integration First, the Revize development team will transform the approved designs from mere pictures into fully-functioning HTML/CSS and Revize Smart Tag enabled web page templates using the Revize Dreamweaver Extension. The Revize Smart Tags are fully customizable and allow customers to expand functionality as needed. To maximize this extensibility, the full Revize Java API is provided to clients with our Advanced Training Program. Phase 4: CMS Modules Setup In this phase, all of the features and modules the client has requested will be set up, e.g. calendar, document center, picture galleries, alert center, e-Notify, etc. are all brought to life and made functional while also being tested in the Revize CMS. Revize enhances current modules and adds new modules continuously, and you will receive all future updates to modules at no additional cost. Phase 5: Custom Functionality Development In this phase and according to your specifications, custom functionality of existing CMS modules, database scripting and programming, as well as any custom application development will be executed. The Revize development team will be interfacing directly with your technical staff to obtain information and test information exchange and application functionality. This phase may overlap phases 2 – 4. Phase 6: Quality Assurance Testing In our testing phase, we ensure that your website meets functionality, performance and security standards. Our QA team uses mock data to test navigation and interfaces of the templates, along with any custom developed applications or modules. Additionally, through a series of tests, we perform input validation to ensure that security mechanisms cannot be bypassed if anybody tampers with data he or she sends to the application, including HTTP requests, headers, query strings, cookies, and form fields. We also ensure that when errors do occur, they are processed in a secure manner to reduce or eliminate exposure of sensitive implementation information. Revize Government Websites Proposal 35 of 70 Phase 7: Content Development / Content Migration Revize will develop all of the pages for your site to make the initial content available upon site deployment. Our content development and migration experts use the latest standard formatting practices to develop the navigation and create the most effective content possible for your website. This includes spelling and style corrections into the new website. There are no limits to the number of pages you can create after you have gone through training. Revize will implement an effective website architecture with the latest technology and usability trends so your website visitors can find information in an instant. We will also assess your current website content and incorporate what you currently have with additional content to maximize interest and excitement for your readers. Our content experts are educated in proper writing and terminology, and will use correct grammar, spelling and punctuation. Our web designers use creative typography which makes the website more visually appealing and also plays a role in defining the hierarchy of content to be placed on the web page. Variations in size and color are used, as well as strategic placement on the page to highlight certain site areas so the visitors can easily navigate the site. Effective typography also ensures that your website will look good on desktop, laptop, mobile and tablet devices. Phase 8: Training Your Staff (in-person or web based training) Once your website is ready for you to begin editing, you will be able to easily revise your content as often as needed. Revize will train you on how to operate the Administrative and Content Editor functions so you can manage your website. We typically provide this training on-site; however, we can also provide on-line training for your staff if you prefer. For your convenience, training materials can be downloaded from the Revize website. After training, our friendly and responsive Revize Government Websites Proposal 36 of 70 support staff is always here to answer questions and provide training refreshers as needed. Standard Training Agendas Basic Administrator Training (How to) • Sign-in • Create users • Assign roles • Set page level permissions • Set section level permissions • Configure and set up workflow approval process Content Editor Training (How to) • Sign-in • Edit page content • Copy/paste content or add new • Create a file link • Create a link to another web page or external web site • Create a new page and link to it • Insert/update a picture • Insert/update a table • Spell check • Save and Save as Draft • History of the page content (content archive) • Create a survey form or any other type of online web form • Create navigation pages (top/left menus) • Create new calendar and create/edit calendar events • Edit metadata Advanced Administrator Training (How to) • Run back-end reports • Run Google Analytics reports Training on use of specific Modules included, such as • Emergency Notification Center • Public Service Request App • Web Calendar • E-Notify • Quick Links • Document Center • Form Center Revize Government Websites Proposal 37 of 70 • News Center • Frequently Asked Questions • Request Center • Bid Posting Center • Job Posting Application • RSS • And more…. Revize Maintenance Covers • 4 CMS upgrades per year • Software and modules upgrades (Automatic Install) • Server Hardware & OS upgrades • Immediate bug fixes/patches • Round the clock server monitoring • Data Center network upgrades • Security and antivirus software upgrades • Firewall and router upgrades • Bandwidth and network infrastructure upgrades • Remote backup of all website assets • Tape backup of all website assets • Quarterly newsletters on major feature updates • Regular Webinars on CMS features and usage Did you know? Revize has launched hundreds of municipal and county websites large and small! Revize Government Websites Proposal 38 of 70 Final Phase: You Go Live! At last, your website content is complete and your staff is sufficiently trained! The final phase in the process is to redirect your website domain name from your old site to your beautiful new one. Once this is completed, Revize will closely monitor the transfer for the first 24 hours to ensure that everything is working properly. Any issues that arise will be immediately resolved. Marketing & Ongoing Consultation Revize seizes on every effort to make our clients’ sites highly visible. We draft press releases for posting on our website and for distribution locally, and will continuously monitor your site after it goes live so that you can take advantage of all marketing opportunities. We also look to submit your site for different awards and recognition competitions to further maximize your site’s exposure. Search Engine Registration and Marketing Revize will input all the targeted keywords to make your web pages search engine friendly, thus enabling users to find targeted information when they do a Google, Yahoo or any other search on your site. Revize Government Websites Proposal 39 of 70 Revize Cloud Hosting, Disaster Recovery, & Security Resilient Hosting: Revize uses Amazon Web Services (AWS) Hosting Infrastructure that is offered in multiple Regions in the United States and around the World. Each Region is a separate geographic area completely isolated one from another. AWS Regions are connected to multiple Internet Service Providers (ISPs) and to a private global network backbone to offer lower cost and more consistent cross-region network latency when compared with the public internet A region has multiple, isolated locations known as Availability Zones (AZ). Availability Zones are inter-connected through low-latency links. A Virtual Private Center (VPC) spans across multiple availability zones. Revize Web Sites are hosted on a Virtual Machine running Windows Server operating system with Internet Information Service (IIS) as a Web Server. Virtual Machine is an EC2 instance in AWS terms is hosted inside a VPC in an availability zone of a pre- selected region. A number of EC2 are provisioned in multiple locations across the Revize Government Websites Proposal 40 of 70 United States inside a Virtual Private Center isolated from the Internet and the rest of Amazon Web Services infrastructure to offer faster access to the end-users and to minimize the impact of an outage, whether of a specific EC2 instance, an availability zone or an entire AWS region. Disaster Recovery: Windows Web Server virtual disk or EC2 Elastic Block Storage (EBS) is backed up on evry night at 10 PM EST. Additionally, the snapshots or virtual disk backups are subsequently automatically copied between regions to enable cross-region recovery capabilities. Should a Web Site hosted by Revize and monitored in automated fashion become unavailable, another EC2 instance can be restarted. When that proves insufficient EC2 instance will be reprovisioned in the same availability zone, a different availability zone, or, in a different region using the latest snapshot in the matter of a couple of minutes. The incoming request, from the Internet traffic, is bound to a static IP address or Elastic IP in AWS terms that leverages NAT to forward traffic to a running EC2 instance private IP address. In the case of an EC2 instance re-provisioned in the same region, whether in the same or a different availability zone, Elastic IP is re-assigned to the new EC2 instance. Elastic IP is represented to the public internet using CName or A-Host domain name services entry. In case of an EC2 instance or an availability zone failure, no adjustment to domain name service is required. In the case of a regional, wide-spread AWS outage, an EC2 instance is reprovisioned in a different region, re-using the latest snapshot preserving the content as of the last automated backup. However, an Elastic IP is specific to the region and, therefore a change to CName or A-Host configuration is required to point to the disaster recovery regional Elastic IP. Revize Government Websites Proposal 41 of 70 Revize Disaster Recovery Infrastructure Diagram. AZ stands for Availability Zones Revize Government Websites Proposal 42 of 70 Security: Revize takes website security very seriously and we provide our clients with the very best website protection protocols. Our data centers are located on secure premises equipped with card-reader access, security cameras and guards on duty 24/7 to ensure the physical protection from unauthorized entry. Revize/AWS complies with SOC 1/ISAE 3402, SOC 2, SOC 3, FISMA, DIACAP, and FedRAMP, PCI DSS Level 1, ISO 9001, ISO 27001, ISO 27017, ISO 27018 and other programs. Revize is responsible for securing the content, access to the content on the web server, to snapshots, configurations and infrastructure as a whole. Our web and network administrators monitor network activity 24-hours-a-day to ensure system integrity and protection against threats such as Denial of Service (DoS) attacks that could corrupt your website or block user access. Maintaining the secure configuration of our web servers is managed through application of appropriate patches and upgrades, security testing, vulnerability scans, monitoring of Revize Government Websites Proposal 43 of 70 Security Controls, SSL, and Active Directory (LDAP) • Anti-malware software such as antivirus software, anti-spyware software, and rootkit detectors • Shield Plus Security Bundle to prevent DDoS attacks • Intrusion detection and prevention software (such as file integrity checking software) • Host-based firewalls to protect CMS servers from unauthorized access • Patch management software • Security and Authentication Gateways • Content filters, which can monitor traffic to and from the web server for potentially sensitive or inappropriate data and take action as necessary • HTTPS (Hypertext Transfer Protocol over SSL), which provides encryption and decryption for user page requests that require more secure online transactions • SSL (Secure Socket Layer) provides an encrypted end-to-end data path between a client and a server regardless of platform or OS • If you have an existing SSL Certificate we can transfer it to the new website. Otherwise, if included, we will install a new SSL Certificate upon go live. • Active Directory (LDAP) is compatable with the Revize CMS. It can be set up in a variety of configurations. As part of the process we will work with you to determine which configuration will best meet your needs. Application Security Authentication • Role-Based Security: Role-based authentication to add individual user accounts and assign them system roles like Editor, Developer, Administrator, Workflow Approvers, etc., or department roles and empower the department to assign specific roles to users. • Permission-Based Security: Ability to set up Content Owners/Editors and restrict which site pages they are authorized to update ▪ Global & Department Workflow Management: Create workflow management and approval processes where authorized department personnel become approvers Did you know? Revize will host your website and CMS in at least two completely separate geographic locations! Revize Government Websites Proposal 44 of 70 Maximum Response Times • 1 hour for crisis issues • 4-6 hours for critical issues • 24 hours for normal issues Revize Support • 8 a.m. – 8 p.m. EST Phone Support (Monday thru Friday) • 24X7X365 Portal & Email Support • Dedicated support staff to provide assistance and answer all questions • New and existing user training • Training refreshers • Video tutorials and online training manual • Automatic integration of enhancements • E-Newsletter module support • Automatic upgrades of CMS Modules such as Calendar, Document Center, etc… Software Maintenance Revize rolls out two new versions of the Revize CMS, and six to eight product updates every year. The Revize CMS is continuously enhanced to keep pace with cutting edge technologies and industry trends. When a software update or new version is rolled out, Revize will automatically update all servers used by our subscription service clients. “As a Revize client, you will receive full access to all enhancements to the core components and modules in the Revize CMS at no additional charge.” Revize Government Websites Proposal 45 of 70 Revize Website Analytics Revize has Custom APIs for Google Web Analytics that is integrated in each of our client’s websites. Analytics makes it easy to understand how your site and app users are engaging with your content, so you know what’s working and what’s not. Revize CMS dashboard for Analytics provides an overall picture of how residents are interacting with your site, which pages/documents are being viewed most, how much traffic you are getting in your site across different geographic regions etc. You can filter and download all sorts of analytics reports for your IT Team and Management to analyze the data and effectiveness of your website content and services offered. Below is a graphical view of our analytics dashboard interface, the data shown is for our own website but this will be replaced by your site data when it’s integrated. Revize Government Websites Proposal 46 of 70 Revize Technology Architecture The Revize Government CMS is a standards-based, open architecture software product without any proprietary restrictions. Revize uses leading technologies to avoid integration problems with existing systems and comes complete with its own Integrated Publishing Engine, Embedded Relational DB, JSP/Servlet Engine, and Application Server. Revize Intelligent Publishing WCM “Security, Performance, Redundancy” Revize Government Websites Proposal 47 of 70 Revize Project Team Revize understands the importance of having a talented and experienced staff. We are proud of our well-respected team of top notch experts in the field of government website design, development, analysis, content management, training and support. From the first creative concepts through to the design phases, and from site launch to training of personnel and continued support of your website project, we have the right group of seasoned professionals to work with you through the website process and beyond. We are pleased to introduce them: Thomas Jean Project Manager As a project manager, Thomas has managed award winning website projects for our clients including Des Moines, AI – Arcadia, CA – Largo, FL - Oswego County, NY – Kentwood, MI! Thomas has brought to Revize a very special skill set. Not only does he manage some of our highest priority projects, he is also a genuine subject matter expert when it comes to the inner workings of government. As an elected Township Trustee in a Michigan Township, he knows the advantages that come with modernizing the way government does business. Additionally, he serves as President of a non-profit organization, Genesee Forward, that promotes community development. With his unique background and education from one of the nation’s top universities, Thomas has managed nearly Thomas is uniquely experienced to give an honest and accurate assessment of your community’s website needs. • Philosophy: Learn as much as possible about our clients and use that knowledge to help build an amazing website. • Education: BA degree in Political Science from University of Michigan; • Expertise: Government procedure, special projects, public affairs, community development. • Role on your website project: Project Manager Revize Government Websites Proposal 48 of 70 Joseph J Nagrant Business Development Director Joseph is an accomplished professional internet and website design consultant with more than 20 years of successful business development and account management leadership experience. He has worked with well over 400 townships, cities, counties, educational institutions, companies, and non-profit organizations. He’s a foremost expert in translating technical solutions into compelling living websites and other online community building opportunities. Additionally, he is a board member for Mott Community College (Flint, MI) MTEC Center, IT Advisory Council, Education Advisory Group. He also participates in many government discussions regarding the Internet for government use, including being a frequent guest on WDET (NPR) public radio and in The Detroit News. He has an excellent reputation for building and sustaining effective, long lasting client relationships. • Philosophy: “Put yourself in the client’s shoes and do what is best for them.” • Education: BS in Electrical Engineering, Lawrence Tech University, MS in Business, Central Michigan University. • Expertise: 29+ years of project, sales and marketing experience with government, education, corporate, and non-profit organizations. • Role on your website project: Supervisor of account management between client and project team. Revize Government Websites Proposal 49 of 70 Ray Akshaya Technical Director Ray has 20+ years of extensive technical experience with internet and website solutions. He has worked on hundreds of government, non-profit and educational websites and has a keen eye for web visitor requirements, information architecture, and usability. He is also a long-time veteran of Revize Software Systems and our clients enjoy working with him. In his career, he has deployed and/or assisted with technical solutions for more than 500 websites. When working on a project, Ray always visualizes himself in the client’s chair at the closing stages of the project and makes sure that all decisions made on a project are in alignment with the client’s vision and best practices for developing the system. • Philosophy: “Work Hard, Help People and Live Honest." • Education: MS in Engineering Science, Louisiana State University, Baton Rouge • Expertise: Client Management, Project Management, Technology Development for CMS & Web Apps • Role on your website project: Technical Director Samir Alley Creative Director Samir has more than a decade of experience in managing web site design projects. He has deployed 360+ municipal websites and has a solid background in web design and the latest web technologies. Formerly with Google, Samir is a leader equipped to handle any kind of sophisticated web project. He is an exceptional communicator with an innate listening skill that gives him the ability to understand and deploy a client’s unspoken needs. Samir’s blend of creativity, proficiency, and technical knowledge is unsurpassed in the industry. • Philosophy: “Empathy, Focus, and… Impute” • Expertise: Web Project Management - Adobe Design Premium CS5.5: Photoshop, Illustrator, InDesign, Flash, DreamWeaver, Fireworks, HTML, CSS, CSS3, SEO, PHP, JavaScript, MySQL, JQuery and HTML5. • Role on your website project: Graphic design of website and backup support. Revize Government Websites Proposal 50 of 70 Denise Brazier Project Manager/Trainer Denise is an educator by nature. Her 20 years of experience in the public school system has made her a master of engaging participants during training. She effortlessly builds effective relationships with all clients. Denise has served as Advisory Counselor, Coordinator, Publicity Director, and Project Manager for several organizations in the education, non-profit and public sectors. She has been appointed to the state’s quality committee evaluating organizational policies and procedures for recognition. • Philosophy: “Always explain things in the terms of your audience to ensure their understanding” • Education & Training: MS in the Art of Education from Marygrove College. Certification in Secondary Education • Expertise: Training, education, teaching, public affairs and project management. • Role on your website project: Trainer for the Content Management toolset and project manager Did you know? Revize will put together a project team based on the unique needs of your project! Revize Government Websites Proposal 51 of 70 Revize Government CMS User Interface 1. Revize CMS User Interface Home Page 2. Users simply browse to a page that they want to edit, select the Login button, and then insert their Login Name and Password into a login screen as shown below. Revize Government Websites Proposal 52 of 70 3. Edit buttons appear on the page after the Login executes. Based on users roles/permissions, the appropriate buttons are displayed. The input form appears as shown below. Content Editors can change banner, page heading and the content displayed in the center of the page. Notice the content is changed using a “Word Like” editor. After the page is “saved”, the page can be sent to an approver for review or immediately published to the web site. Revize Government Websites Proposal 53 of 70 Revize Quote Phase 1: Project Planning and Analysis, SOW $1,500 Phase 2: Discovery & Design from scratch - One concept, three rounds of changes, home page template and inner page design and layout, includes Responsive Web Design for great viewing on any size handheld internet viewing device complete with pictures and no need to zoom in on the text! $6,500 Phase 3 & 4: Revize Template Development - Set-up all CMS modules listed on the following page with linking to any additional 3rd party web application. You also receive all updates to all CMS modules for the life of your Revize relationship. And you own the technology, design and content! $9,200 Phase 5: QA Testing $1,900 Phase 6: Site map development and content migration from old website into new website including spell checking and style corrections – up to 600 webpages and 1,000 documents $5,500 Phase 7: Content editing and site administration trainin $900 Phase 8: Go live! Included Annual tech support, CMS software updates (unlimited users), and website health checks. website hosting Included free of charge (Unlimited storage space): $3,900 Grand Total (1st year) Second year and onward investment $29,400 $3,900/year Revize Government Websites Proposal 54 of 70 Payment Options The Revize Client First Plan offers local governments an alternative payment plan that makes it easier to purchase a new website on your budget and spreads the one- time project design and development costs over a longer period of time. Through a minimum three-year contract, The Revize Client First Plan dramatically lowers the one-time project development and start-up costs of launching a new website. What Revize does is combine the one-time and recurring fees and spreading them over the life of the contract. And because we value our continuing relationships with our customers, those who extend their contract beyond the three- year minimum will receive a redesign at the end of their fourth year with Revize Free of Charge. Revize provides a free website redesign during year four of service! Revize Government Websites Proposal 55 of 70 Included Features The Following Applications & Features will be integrated into Your Website: In addition to the Government Content Management System that enables non- technical staff to easily and quickly create/update content in the new web site, Revize provides a suite of applications and features specifically designed for municipalities. All of those apps and features are fully described in the following section. The applications and features are grouped into five categories: • Citizen’s Communication Center Apps • Citizen’s Engagement Center Apps • Staff Productivity Apps • Site Administration and Security Features • Mobile Device and Accessibility Features Citizen’s Communication Center Apps • Notification Center with Text/Email Alerts • Bid Posting • Document Center • Email Notify • FAQs • Job Posting • Multi use Business Directory • News Center with Facebook/Twitter Integration • Online Forms • Photo Gallery • Quick Link Buttons • Revize Web Calendar • “Share This” Social Media Flyout App • Sliding Feature Bar • Language Translator Citizen’s Engagement Center Apps • Citizen Request Center with Captcha • Public Service Request • Public Records Request App • Online Bill Pay • RSS Feed Revize Government Websites Proposal 56 of 70 Staff Productivity Apps • Agenda Posting Center • Job Posting App • Image Manager • iCal Integration • Intranet • Link Checker • Menu Manager • Online Form Builder • Staff Directory • Website Content Archiving • Website Content Scheduling Site Administration and Security Features • Audit Trail • Auto Site Map Generator • History Log • URL Redirect Setup • Roles and Permission-based Security Mode • Secure Site Gateway • Unique Login/Password for each Content Editor • Web Statistics and Analytics • Workflows by Department Mobile Device and Accessibility Features • Font Size Adjustment • Alt-Tags • Responsive Website Design (RWD) Revize Government Websites Proposal 57 of 70 Revize Support Includes • 8 AM – 8PM EST Phone Support (Monday thru Friday) • 24X7X365 Portal and Email Support • Staff provides assistance and answers all questions • Dedicated support staff • New/existing user training • Free Training Refreshers • Video tutorials and online training manual • Automatic integration of enhancements • E-Newsletter Module support • Automatic upgrade of CMS modules, such as Calendar, Document Center, etc. • Four major CMS upgrades per year • Software and modules upgrades (automatic install) • Server hardware and OS upgrades • Immediate bug fixes/patches • Round the clock server monitoring • Data Center Network upgrades • Security and antivirus software upgrades • Firewall and router upgrades • Bandwidth and network infrastructure upgrades • Remote backup of all website assets • Tape backup of all website assets • Quarterly Newsletters on major feature updates • Regular webinars on CMS features and usage Did you know? Revize updates your Content Management System an average of 4 times per year! Revize Government Websites Proposal 58 of 70 Citizen’s Communication Center Apps DOCUMENT CENTER APP Revize helps clients save thousands of dollars each year in employee time and resources with our Document Management Center. Using this module you can create and archive the documents your site visitors need: applications, brochures, manuals, policy and data sheets, research papers, meeting minutes, and more. By providing all of your documents online, your site visitors can access them 24/7 – usually within two clicks -- and you won’t incur any printing or postage costs. FAQ FAQ’s make it easy for site visitors to find answers to common questions and will greatly decrease the number of calls coming into your switchboard each day. In fact, within six weeks of a Revize website launch, our clients typically experience a significant decrease in the number of daily phone calls… some by as much as 23%! Revize Government Websites Proposal 59 of 70 E-NOTIFY Many of our municipal clients include an email/text notification option on their Meeting Minutes and Meeting Agendas pages so that interested citizens can sign up for automatic updates anytime there is a new posting. JOB POSTING Revize’s job postings app allows your site visitors to view and apply for open positions online. Postings are removed automatically based on the job expiration date input by your HR personnel. You can provide as much detail as you like and link to or upload any number of files that fully describe the job position. Best of all, with the form fill interface, new openings can be posted in minutes by non-technical staff. Revize Government Websites Proposal 60 of 70 INTERACTIVE MAP Not only does the Revize CMS ensure that your site is easy for visitors to navigate, we’ve made it even easier for them navigate the real world surrounding your location. Specific buildings, parks, bike paths, mass transit stations, nearby businesses, tourist attractions, parking lots, voter polling locations, and more are incredibly easy to identify with the familiar Google Maps highlighted with Pins. CALENDAR APP The Master/Sub Calendar provides an easy-to-use tool to enhance usability and encourage the communication of events both internally and externally. It provides visibility and transparency into activities, meetings, and events with a visually appealing display and easy to find event contact information. The ability to insert recurring events saves time by allowing you to create the event once then repeat automatically; great for Board and City Council meetings. Revize Government Websites Proposal 61 of 70 NOTIFICATION CENTER You can’t fool or control Mother Nature. But you can protect members of your community from her wrath. Posting e mergency notifications on your home page, any other page, or throughout your site, this module allows your content editor to accurately explain the situation and instruct members of your community on the next steps to take. BID POSTING The Bid Postings App provides a simple and easy-to-use method for organizing and presenting bids, RFPs and RFQs online for vendors or local contractors interested in providing products and services to your community. BUSINESS DIRECTORY Ideal for municipalities, chambers of commerce or any membership organization, this module allows you to easily create and maintain a searchable directory for either members or businesses within the website. Listings can be added, removed and categorized by non-technical staff in a simple table interface. NEWS CENTER WITH FACEBOOK INTEGRATION Many of our municipal clients include an email/text notification option on their Meeting Minutes and Meeting Agendas pages so that interested citizens can sign up for automatic updates anytime there is a new posting. ONLINE FORMS Using this module, you can create -- from scratch -- an unlimited number of online forms on any page of your site using various field options such as long answers, radio buttons, drop-down lists, multiple choice, etc. Having online web forms provides a quick and easy alternative for users to communicate with you and provide important feedback, opinions or complete tasks online. These forms can be used to have web visitors contact you with questions, comments and requests, give feedback, volunteer, or to sign-up for various events, activities or programs. Revize Government Websites Proposal 62 of 70 QUICK LINKS The Quick Links module allows site visitors to navigate to their areas of interest, much like FAQs. Examples for users: Where do I… Get Registered for Summer Camp Where do I… Get a Marriage License. SHARING APP Provides a one click drop down to multi-social media and utility buttons. A common widget used on the web, it is intuitive and easy to use. SLIDING FEATURE BAR This feature is a mainly for visual appeal. It helps to break up pages with an interesting slide bar that can be populated with any subjects or areas that you want to draw attention to. For example, you may want to feature Parks & Rec, Landmarks and Tourist Attractions. TRANSLATOR Revize integrates the Google Translator into your website templates and translates from English to over 40 other international languages. Provides users a large visual display at the top of the web page to choose any language to convert the text into. Revize Government Websites Proposal 63 of 70 Citizen’s Engagement Center Apps PUBLIC SERVICE REQUEST APP This app allows residents to submit requests based on a map view. Each time an issue is submitted, a staff member will receive an email notification. From there they are able to respond directly to the requests. Photo submission, automatic esclation, mobile app integration, and archived reporting make this one of our most powerful features! CITIZEN REQUEST CENTER This app allows customers, residents, participants, students, or any website visitor to post requests online. By the use of a drop down menu, individuals can forward the request, idea, or comment to the party of interest. That item is then forwarded via email to the proper recipient. You can add or delete department names as well as individuals in the drop down menu at any time. Captcha is integrated to ensure each request is genuine and not a spam. PUBLIC RECORDS REQUEST TRACKER This app allows public to order copies of the public records maintained by a municipality. The request is routed to the record custodian within a department and automated response is generated with a unique tracking number. The system allows the full tracking, correspondence and online handling of all types of public record request. The record request form is very flexible and customizable for every municipality. CITIZEN CONNECT This app helps open up the lines of communication between administrators and their constiuents, increasing transparency and contiuent interaction. It is a blog that features the option to allow constiuent comments for feedback (comments can be moderated before being published to the website). Revize Government Websites Proposal 64 of 70 PARKS RESERVATION This app allows the display of parks shelters and their amenities and to manage their availability to the public. A website visitor can search for facilities by type available, review the amenities for each facility and easily reserve the facility including the option to pay for its use. ONLINE BILL PAY Allows clients to set-up secure on-line payment processing for credit card transactions. Can be used for utility and tax payments; Purchasing items on-line; or making donations to non-profit organizations. RSS FEED Site visitors will be eating out of the palm of your hand with our RSS feeds module. Revize’s CMS allows customers to generate RSS (Real Simple Syndication) feeds for any genre of news or events. RSS feeds are a trusted way to communicate important information to site visitors while ensuring that they remain engaged with your organization and regularly return to your site. Revize Government Websites Proposal 65 of 70 Staff Productivity Apps AGENDA POSTING CENTER Using this app, you can upload agendas, meeting packets, meeting minutes, proposals for review, and more, all into one area on your website for easy access and review before, during, or after each meeting. Old meeting agendas and information are archived per meeting for quick access at any time. JOB POSTING APP This app allows you to post a job and receive resume submissions online. Candidates can fill in all the fields and submit the job application online. Once the job application is submitted, a link to the filled in application form will be emailed to the responsible HR person which they can view, print and file for their records. IMAGE MANAGER Allows approved staff to upload images from their computer or network folders. This very simple interface allows you to upload new pictures and stores uploaded pictures for reuse. Each department can create their own image folders and organize image libraries by department. Also, obsolete images can be deleted from the image library. INTRANET Provides a Dynamic CMS-enabled area with secure login to build out an entire Intranet for employee specific information only. It benefits your employees to have an internal organization landing page that can be updated with news, events, alerts and many of the same modules used on the extranet. LINK CHECKER When a new link is created, the Revize system checks if the URL (link) is valid or not. If not, an error message will be displayed. This benefits the Content Editor by double checking bad links before they are saved on your website. Revize Government Websites Proposal 66 of 70 MENU MANAGER Allows approved content editors to add or edit site-wide top navigation, department or section specific links (e.g. left or right navigation). This feature gives you control to change and update the Navigation menus of your website for continuous improvement. NEWS LETTER APP The system allows non-technical staff to build attractive, informative newsletters and disseminate them with one click to everyone on your distribution list. Activity metrics include emails sent successfully to help you validate email addresses. The application provides the ability to import contact lists, upload images, add groups, assign contact lists to groups, as well as export lists. ONLINE FORM BUILDER Having online web forms provides a quick and easy alternative for users to communicate with you and provide important feedback, or complete tasks online. These forms can be used to have web visitors contact you with questions, comments and requests, give feedback, volunteer, or to sign-up for various events, activities or programs. WEB CONTENT ARCHIVE Your site history will never be a mystery because all content edits for your site are archived on the Revize CMS database. Your content editors can click on the History button to view previous versions of a particular page or content block from your site. WEB CONTENT SCHEDULE This feature eliminates the possibility of having dated or past events being promoted on your site AFTER the event has passed, thus potentially undermining the perceived accuracy and currency of the site’s content in the minds of your audience. Revize Government Websites Proposal 67 of 70 AUDIT TRAIL This is a powerful administrative tracking tool that provides reports on the content change activities of any webpage within the system. The administrator can gauge how often the site is updated, which departments are most active; and also use the audit trail for recovery of data if necessary. AUTO SITEMAP TOOL Revize CMS provides this tool to automatically generate a sitemap. Anytime a new page is added or deleted from the system, the sitemap will republish to show the change. An up-to-date sitemap is very critical to boost the ranking of your website in different search engines. HISTORY LOG Administrators can view all the archived versions of any web page and restore any old/archived page. It is a very useful feature for referring to any archived legal documents or press releases. ROLES/PERMISSION SETUP Our CMS uses a role based authentication system where you can add individual user accounts and assign them system roles like Editor, Developer, Administrator, Workflow Approvers etc., or you can add roles for each department and assign department-specific roles to each user. SECURE SITE GATEWAY Provides a secure login area for either users of an intranet or users to access information not available to the general public. Once users are set-up with a secure login ID, they can manage their own password changes as necessary. WEBSITE STATISTICS Revize integrates Google’s Web Analytics tool to track number of site visits, website traffic sources, etc. Your website administrator can run various reports to collect important data on the usage of your website. Revize Government Websites Proposal 68 of 70 WORKFLOWS BY DEPARTMENT Provides a method for Supervisory Oversight of content updates. The process allows an authorized “approver” to compare the current page with the proposed new page content (side-by-side) for easy review and comparison. “Our innovative solutions are custom-tailored to meet the needs of each individual client.” Did you know? Revize installs new features into your content management system on a rolling basis! Revize Government Websites Proposal 69 of 70 Mobile Device and Accessibility Apps ALT-TAGS Use of alt tags for images, a required part of the Revize CMS image manager feature, allows vision impaired individuals to understand the content of the image. FONT SIZE ADJUSTMENT Provides the ability for users to change font size by clicking button to reach their desired size. Helps those with low vision to easily read information on your website. RESPONSIVE WEB DESIGN Revize uses pixel rendering Responsive Web Design to accommodate better viewing of text and graphics for any size screen, i.e., smart phones, tablets, iPads and iPhones. Revize Government Websites Proposal 70 of 70 Thank you For Considering Revize Prepared by Thomas J. Jean 150 Kirts Blvd. Troy, MI 48084 Ph: 248-269-9263 x8035 Fax: 866-346-8880 www.revize.com TOWN OF THE CITY OF GALESBURG Date:November 16, 2020 Agenda Number:20-9028 TOWN FUND $8,770.17 GENERAL ASSISTANCE FUND $3,137.68 IMRF FUND $2,633.59 SOCIAL SECURITY/MEDICARE FUND $3,215.40 LIABILITY FUND AUDIT FUND TOTAL $17,756.84 ORDINANCE NO. An ordinance appropriating for all town purposes for Township, Knox County, Illinois, for the fiscal year beginning January 1, 2021, and ending December 31, 2021. BE IT ORDAINED by the Board of Trustees of the Town of the City of Galesburg Township, Knox County, Illinois. SECTION 1: That the amounts hereinafter set forth, or so much thereof as may be authorized by law, and as may be needed or deemed necessary to defray all expenses and liabilities of the Town of the City of Galesburg Township, be and the same are hereby appropriated for the town purposes of the Town of the City of Galesburg Township, Knox County, Illinois, as hereinafter specified for the fiscal year beginning January 1, 2021, and ending December 31, 2021. SECTION 2: That the following budget containing an estimate of revenues and expenditures is hereby adopted for the following funds, Town Fund General Assistance Fund IMRF Fund Social Security & Medicare Fund Liability Fund Audit Fund 1.General Town Fund Beginning Balance 1/1/2021 $607,000 Revenues Property Tax $312,000 Replacement Tax $60,000 Interest Income $5,000 Total Revenues $377,000 Total Funds Available $984,000 Expenditures Administration $166,530 Assessor $336,700 Total Expenditures $503,230 Ending Balance 12/31/2021 $480,770 1.11 Administration 20-9029 Personnel Salaries $112,830 Total $112,830 Contractual Services Legal & Professional Service $2,500 Travel Expenses - Other $2,000 Janitor Supplies & Service $5,000 Utilities $5,000 Telephone $3,000 Total $17,500 Commodities Office Supplies/Postage/Publications $3,500 Operating Supplies Total $3,500 Other Expenditures Building - Maintenance $20,000 Town Hall $4,000 Miscellaneous Expense $200 Contingencies $1,000 Capital Outlay - Equipment $5,000 Maintenance Agreement $1,500 Bonds $1,000 Total $32,700 Total Administration $166,530 1-12 Assessor Personnel Salaries $218,000 Health Insurance $61,000 Total $279,000 Contractual Services Maintenance Service - Equipment $6,700 Maintenance Service - Vehicle $3,000 Travel & Training - Assessor $2,500 Travel & Training - Office $5,500 Legal & Professional $10,000 Total $27,700 Commodities Office Supplies & Postage $6,500 Total $6,500 Capital Outlay Equipment $12,000 Vehicle Total $12,000 Other Expenditures Miscellaneous Expense $500 Contingencies $4,000 Other Post Employment Benefits $7,000 Total $11,500 Total Assessor $336,700 Total Town Fund $503,230 11 Audit Fund Beginning Balance 1/1/2021 $9,942 Revenues: Property Tax $9,000 Interest Income $78 Total Revenues $9,078 Total Funds Available $19,020 Contractual Services Accounting Service $9,000 Office Supplies $0 Total Expenditures $9,000 Ending Balance 12/31/2021 $10,020 12 Liability Fund Beginning Balance 1/1/2021 $20,658 Revenues: Property Tax $8,000 Interest Income $97 Total Revenues $8,097 Total Funds Available $28,755 Expenditures Unemployment Insurance $600 Worker’s Compensation - Town $1,800 Worker’s Compensation - General Assistance $300 Office Supplies $100 Contractual Services Liability Insurance $5,000 General Insurance Risk Management Total Expenditures $7,800 Ending Balance 12/31/2021 $20,955 Illinois Municipal Retirement Fund Beginning Balance 1/1/2021 $72,835 Revenues Property Tax $34,000 Replacement Tax Interest Income $500 Total Revenues: $34,500 Total Funds Available $107,335 Expenditures Personnel Retirement Contribution $34,000 Office Supplies $0 Total Expenditures $34,000 Ending Balance 12/31/2021 $73,335 Social Security/Medicare Fund Beginning Balance 1/1/2021 $41,203 Revenues Property Tax $34,000 Replacement Tax Interest Income $214 Total Revenues $34,214 Total Funds Available $75,417 Expenditures Personnel Social Security/Medicare $34,000 Office Supplies $0 Total Expenditures $34,000 Ending Balance 12/31/2021 $41,417 General Assistance Fund Beginning Balance 1/1/2021 $568,000 Revenues Property Tax $134,000 Interest Income $4,000 Other Townships $24,000 Total Revenues $162,000 Total Funds Available $730,000 Expenditures 15.11 Administration $157,400 15.31 Home Relief $310,000 Total Expenditures $467,400 Ending Balance 12/31/2021 $262,600 15.11 Administration Personnel Salaries $110,000 Health Insurance $21,000 Total Expenditures $131,000 Contractual Services Professional Services - Legal $200 Travel Expenses $1,000 Bonds $1,000 Total Expenditures $2,200 Commodities Maintenance Supplies-Equipment Maintenance Agreements $5,000 Office Supplies & Postage $3,500 Total Expenditures $8,500 Capital Outlay Equipment $10,000 Total Expenditures $10,000 Other Expenditures Miscellaneous Expense $200 Contingencies $5,000 Other Post Employment Benefits $500 Total Expenditures $5,700 Total Administration $157,400 15.31 Home Assistance Contractual Services Medical and Dental Services $40,000 Shelter $83,000 Utilities $24,000 Funeral & Burial Service $4,000 Ambulance $1,500 Total Expenditures $152,500 Commodities Food $35,000 Personal/Household Needs/Clothing $40,500 Client Misc./Insurance/Bus Passes/Laundry $12,000 Total Expenditures $87,500 Other Expenditures Assistance Transportation/Misc. $3,000 Emergency Assistance $67,000 $70,000 Total Home Relief $310,000 Total General Assistance $467,400 SECTION 3:That the amount appropriated for town purposed for the fiscal year beginning January 1, 2021, and ending December 31, 2021, by fund shall be as follows: General Town Fund $503,230 Audit Fund $9,000 Liability Fund $7,800 Social Security/Medicare Fund $34,000 Illinois Municipal Retirement Fund (IMRF) $34,000 General Assistance Fund $467,400 Total Appropriations $1,055,430 Approved this day of December 2020 by a roll call vote as follows: Roll Call #: Ayes: Nays: Absent: Christine Eik Winick, Township Supervisor ATTEST: John Pritchard, Trustee Kelli R. Bennewitz, Township Clerk ORDINANCE NO. An ordinance levying taxes for all town purposes for the Town of the City of Galesburg, Knox County, Illinois, for the tax year 2020, collectable in 2021. BE IT ORDAINED by the Board of Trustees of the Town of the City of Galesburg Township, Knox County, Illinois. SECTION 1: That the sum of Five Hundred Thirty One Thousand Dollars ($531,000) are hereby levied upon all property subject to taxation within the Townships that property is assessed and equalized, in order to meet and defray all necessary expenses and liabilities of the Township as required by statute or voted by the people in accordance with the law, for such purposes as: Town Fund General Assistance Fund IMRF Fund Social Security & Medicare Fund Liability Fund Audit Fund SECTION 2: That levied for each object and purpose shall be as follows: Amount Levied GENERAL TOWN FUND ADMINISTRATION Personnel $92,000 Contractual Services $2,000 Commodities $2,000 Other Expenditures $2,000 TOTAL ADMINISTRATION: $98,000 ASSESSOR Personnel $166,000 Contractual Services $4,000 Commodities $7,000 Capital Outlay $6,000 Other Expenditures $4,000 TOTAL ASSESSOR: $187,000 TOTAL GENERAL TOWN FUND: $285,000 AUDIT FUND Contractual Services $7,000 20-9030 TOTAL AUDIT FUND: $7,000 INSURANCE FUND Personnel $0 Contractual Services $8,000 TOTAL INSURANCE FUND: $8,000 ILLINOIS MUNICIPAL RETIREMENT FUND (IMRF) Personnel $34,0000 TOTAL IMRF FUND: $34,000 SOCIAL SECURITY FUND Personnel $34,000 TOTAL SOCIAL SECURITY FUND: $34,000 GENERAL ASSISTANCE FUND ADMINISTRATION Personnel $79,000 Contractual Services $2,000 Commodities $2,000 Other Expenditures TOTAL ADMINISTRATION: $83,000 HOME RELIEF Contractual Services $29,000 Commodities $28,000 Other Expenditures $23,000 TOTAL HOME RELIEF: $80,000 TOTAL GENERAL ASSISTANCE FUND: $163,000 TAX LEVY SUMMARY General Corporate Tax $285,000 Audit Tax $7,000 Insurance Tax $8,000 Illinois Municipal Retirement Tax $34,000 Social Security Tax $34,000 Public Assistance Tax $163,000 TOTAL TAXES LEVIED: $531,000 SECTION 3:That the Town Clerk shall make and file with the County Clerk of Knox County, on or before the last Tuesday of December, a duly certified copy of this ordinance. SECTION 4:That if any section,subdivision,or sentence of this ordinance shall for any reason be held invalid or unconstitutional,such finding shall not affect the validity of the remaining portion of this ordinance. SECTION 5:That this ordinance shall be in full force and effect after its adoption,as provided by law. Approved this day of December 2020 by a roll call vote as follows: Roll Call #: Ayes: Nays: Absent: Christine Eik Winick, Township Supervisor ATTEST: John Pritchard, Trustee Kelli R. Bennewitz, Township Clerk