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Home My WebLink About24-109 Approving Grant Agreement Colorado Statewide Internet Portal Authortiy (SIPA) 11-13-2024RESOLUTION NO.24-109 A RESOLUTION OF THE BOARD OF TRUSTEES OF THE TOWN OF FIRESTONE, COLORADO, APPROVING A GRANT AGREEMENT BETWEEN THE TOWN OF FIRESTONE AND THE COLORADO STATEWIDE INTERNET PORTAL AUTHORITY WHEREAS, the Colorado Statewide Internet Portal Authority ("SIPA") created the SIPA GovGrants Program which provides assistance to governmental entities to pursue technology projects; and WHEREAS, the Town of Firestone ("Town") was awarded GovGrants Program funding in the amount of $30,416.00 for its Resident Experience Software Project ("Project"); and WHEREAS, the Project's goals are to improve the performance of the Town by using technology to dramatically increase the amount of online transaction payments, reduce the time to respond to public information requests, increase the number of online services available to residents, improve digital accessibility and security, and improve overall customer service provided by the Town; and WHEREAS, acceptance of the grant requires that the parties enter into and abide by the terms of SIPA's Grant Agreement. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF FIRESTONE, COLORADO: The Grant Agreement between the Town of Firestone and the Colorado Statewide Internet Portal Authority is approved in substantially the same form as the copy attached hereto and made a part of this resolution and the Mayor is authorized to execute the Grant Agreement on behalf of the Town of Firestone. INTRODUCED, READ AND ADOPTED this IV-hday of ov v— , 2024. TOWN OF F ONE, COLORADO on Co ac Jr, Mayor AT EST: gTONF Missy Carranco, Deputy Town Clerk �c�toW� O 10 APPROVE AS TO FAar R`ti So ASP- ON" William P. Hayashi, To Attorney Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 P SIPA GovGrants Program GRANT AGREEMENT BETWEEN THE COLORADO STATEWIDE INTERNET PORTAL AUTHORITY AND TOWN OF FIRESTONE This Grant Agreement ("Agreement") is by and between the Colorado Statewide Internet Portal Authority ("SIPA"), and Town of Firestone ("Grantee"). I. BACKGROUND AND PURPOSE A. SIPA's mission under its authorizing statute includes facilitating Electronic Information, Products, and Services ("EIPS"). See C.R.S. § 24-37.7-101(3). B. SIPA supports the expansion and improvement of the delivery of EIPS to the public throughout Colorado. C.R.S. §§ 24-37.7-105(1)(b), (h), and (i). C. SIPA created the SIPA GovGrants Program ("GovGrants" or the "Program") to provide funding and technical assistance to eligible government entity recipients in Colorado to pursue innovative technology projects. The Program is governed by the SIPA GovGrants Program Manual. D. Grantee has an active Eligible Government Entity Agreement with SIPA and is eligible to receive funds under the Program. Grantee was awarded a grant for the amount of $30,416.00 ("Grant Funds") to be used for the purposes described in Grantee's proposal for Resident Experience Software (the "Project"). II. AGREEMENT A. Grant: SIPA will provide the Grant Funds to Grantee in the amount and according to the schedule in the Grant Plan, attached as Exhibit A to this Agreement. SIPA, in its sole discretion, may withhold any payment or modify the payment schedule based on Grantee's compliance with this Agreement or the completion or satisfaction of any milestones or conditions in the Grant Plan. B. Scope of Work: Grantee shall use the Grant Funds and any income earned on the Grant Funds in accordance with this Agreement, including all exhibits that may be attached to this Agreement, and for the purposes described in Grantee's GovGrants Application, attached as Exhibit B to this Agreement. Grantee may not make any material changes to Grantee's use of the Grant Funds without the prior written consent of SIPA, to be memorialized in an updated Grant Plan. C. Term: Grantee shall expend all Grant Funds in accordance with the Grant Plan. No later than ten business days following the termination or expiration of this Agreement, Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 SIPA GovGrants Grant Agreement Town of Firestone Resident Experience Software Grantee shall return to SIPA any Grant Funds released to Grantee by SIPA and not expended for the purposes of the Project. D. Reporting: Grantee shall provide SIPA with narrative and financial reports no less than quarterly. Financial reports must detail Grantee's expenditure of Grant Funds, including the recipient and purpose of each expenditure. Narrative reports must include a summary of the project status, the benefits realized, and the obstacles encountered, as well as the status of all metrics identified for the Project as part of the Grant Plan. Grantee shall provide SIPA with copies of any external marketing or publicity communications, such as press releases, social media posts, newsletters, website content, etc., related to the Grant or the Project. Grantee shall ensure that appropriate Grantee personnel are available for meetings as reasonably requested by SIPA and that Grantee personnel respond promptly to communications from SIPA regarding the Grant or the Project. E. Records and Audit: Grantee shall maintain records that provide a complete audit trail of Grant Funds received and expended, and Grantee shall cooperate and participate in any audit of the Grant Funds conducted under the authority of SIPA or other duly authorized body. Grantee shall make, keep, and maintain, all records, documents, communications, notes and other written materials, electronic media files, and communications, pertaining in any manner to this Grant or the Project for a period of three years following the completion of the Scope of Work. Grantee shall permit SIPA, its designee, or a duly authorized body, to audit, inspect, examine, excerpt, copy and transcribe all such records during normal business hours at Grantee's office or place of business, unless SIPA determines that an audit or inspection is required without notice at a different time to protect the interests of SIPA. If any audit is performed that relates to Grantee's expenditure of Grant Funds, Grantee will provide SIPA a copy of such audit within 14 days after any such audit becomes final. F. Authorized Documentation and Communications: Grantee authorizes SIPA to observe, record, photograph, or otherwise document activities related to the Grant Funds or the Project, provided that SIPA gives Grantee reasonable advance notice. Grantee authorizes SIPA to collect, analyze, and share any information or documentation collected from SIPA observations or other sources. Grantee authorizes SIPA to use Grantee's name, logo, or other brand elements, as well as any photographs or other documentation, in SIPA's communications or promotional activities regarding the Grant or the Program. SIPA shall use reasonable care to avoid publicizing any confidential or otherwise sensitive information relating to Grantee, the Grant Funds, or the Project. Grantee shall acknowledge SIPA and the Program in all public communications regarding the Grant or the Project. G. Impermissible Activities: Grantee shall not engage in any business or activities, or maintain any relationships, that conflict in any way with the full performance of the obligations of Grantee under this Agreement. Grantee will not use any Grant Funds to participate or intervene in any political campaign or in relation to any candidate for public office. Grantee shall not use any Grant Funds in a way that would result in improper private inurement or private benefit, or that would otherwise violate any applicable law or public policy. 2 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 SIPA GovGrants Grant Agreement Town of Firestone Resident Experience Software H. Grantee Authority and Acknowledgement of No Liability of SIPA: 1. Authority: Grantee represents and warrants that it has all necessary approvals and authority to accept and expend the Grant Funds. Grantee acknowledges that it is solely responsible for ensuring that its expenditure of Grant Funds is authorized and legal, that it is using the Grant Funds in a legal manner and compliant with the terms of this Agreement, and that SIPA shall have no liability concerning Grantee's acceptance and use of the Grant Funds. Grantee shall not hold itself out as an agent or representative of SIPA, or purport to speak or act on behalf of SIPA. SIPA assumes no liability for any of Grantee's activities using the Grant Funds, including any Project expenses, expenses related to Grantee's employees, or performance or payment under any third -party contract entered into by Grantee. SIPA and Grantee are acting as independent contracting parties, and no partnership, joint venture, fiduciary, or other similar relationship is created under this Agreement. 2. Responsibility for Incident Response: If any incident arises that threatens Grantee's ability to use Grant Funds in compliance with this Agreement, Grantee shall be solely responsible for the resolution of such incident, including all costs associated with such incident response. Grantee shall notify SIPA within two business days of Grantee becoming aware of any such incident having occurred or being likely to occur. Governmental Immunity: Liability for claims for injuries to persons or property arising from the negligence of the Parties, their departments, boards, commissions committees, bureaus, offices, employees and officials shall be controlled and limited by the provisions of the Colorado Governmental Immunity Act, C.R.S. § 24-10-101, et seq.; the Federal Tort Claims Act, 28 U.S.C. Pt. A Ch. 171 and 28 U.S.C. 1346(b), and the State's risk management statutes, C.R.S. § 24-30-1501, et seq. No term or condition of this Agreement shall be construed or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits, protections, or other provisions, contained in these statutes. Insurance: Grantee shall maintain at all times during the term of this Agreement such liability insurance, by commercial policy or self-insurance, as is necessary to meet its liabilities under the Colorado Governmental Immunity Act, C.R.S. § 24-10-101, et seq., and upon request, shall provide SIPA with evidence of such insurance. Grantee shall ensure that all contractors or vendors performing any portion of the Scope of Work or receiving any amount of the Grant Funds maintain all insurance customary for the industry in which such third -party operates, or as required by SIPA or the Governmental Immunity Act. SIPA does not provide any insurance coverage of any kind to Grantee under the terms of this Agreement. K. Remedies: If Grantee fails to comply with any term or condition of this Agreement, SIPA may terminate some or all of the award of Grant Funds and require Grantee to repay all or any portion of the Grant Funds to SIPA. SIPA may also terminate this Agreement and any award of Grant Funds at any time if SIPA has determined, in its sole discretion, that Grantee has used any Grant Funds for an impermissible purpose, has ceased performing the work promised under Exhibit A without intent to resume performance, or has otherwise had a material change in circumstances that would reasonably be expected to 3 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 SIPA GovGrants Grant Agreement Town of Firestone Resident Experience Software impact the Project. Any termination of this Agreement or any amount due to be repaid to SIPA by Grantee under this paragraph will be effective upon SIPA's delivery of a written notice of the same to Grantee. L. Dispute Resolution: In the event of disputes concerning this Agreement, the Parties will first seek to resolve them at the level of SIPA's Executive Director and the executive director or chief executive officer of Grantee. If the issue cannot be resolved at that level, Grantee may pursue resolution with SIPA's Board of Directors. SIPA's Board of Directors' decision on the issue shall be final and unappealable. M. Notices: Grantee's principal representative for receiving notices will be the individual identified in the Grant Plan. Either party may change its representative by providing written notice to the other party. An amendment to this Agreement will be required to change a party's representative. Notices to SIPA shall be as follows: Statewide Internet Portal Authority Attn: SIPA GovGrants Program 950 South Cherry Street, Suite 900 Denver, CO 80246 GovGrants@cosipa.gov III. General Provisions A. Assignment: Grantee's rights and obligations under this Agreement are personal and may not be transferred or assigned without the prior, written consent of SIPA. Any attempt at assignment or transfer without such consent shall be void. Any assignment or transfer of Grantee's rights and obligations approved by SIPA shall be subject to the provisions of this Agreement. B. Entire Understanding: This Agreement represents the complete integration of all understandings between the Parties related to the Scope of Work, and all prior representations and understandings related to the Scope of Work, oral or written, are merged into this Agreement. C. Modification: The Parties may agree to modification of the terms and conditions of this Agreement in a formal amendment, properly executed and approved. D. Severability: The invalidity or unenforceability of any provision of this Agreement shall not affect the validity or enforceability of any other provision of this Agreement, which shall remain in full force and effect, provided that the Parties can continue to perform their obligations under the Agreement in accordance with the intent of the Agreement. E. Survival of Certain Terms: Any provision of this Agreement that imposes an obligation on a Party after termination or expiration of the Agreement shall survive the termination or expiration and shall be enforceable by the other Party. F. Third Party Beneficiaries: Except for the Parties' respective successors and assigns described above, this Agreement and the corresponding award of Grant Funds does not and is not intended to confer any rights or remedies upon any person or entity other than the Parties. Any services or benefits which third parties receive as a result of this 2 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 SIPA GovGrants Grant Agreement Town of Firestone Resident Experience Software Agreement or the award of Grant Funds are incidental, and do not create any rights for such third parties. G. Waiver: A Party's failure or delay in exercising any right, power, or privilege under this Agreement, whether explicit or by lack of enforcement, shall not operate as a waiver, nor shall any single or partial exercise of any right, power, or privilege preclude any other or further exercise of such right, power, or privilege. H. Governing Law and Venue: The laws of the State of Colorado (except Colorado laws related to choice of law or conflict of law) and rules and regulations issued pursuant thereto shall be applied in the interpretation, execution, and enforcement of this Agreement. Any legal action related to this Agreement shall be brought in either a state or federal court within the City and County of Denver, Colorado. IV. SIGNATURES Each person signing below represents and warrants that the signer is duly authorized to execute this Agreement and bind each Party authorizing such signature. Grantee: Town of Firestone Colorado Statewide Internet Portal Authority: E Signed DocuSigned by: 5t FRQFDE2 By: A.]. Krieger Town Manager Ajay Bagal, Executive Director Date: November 6, 2024 Date: November 6, 2024 5 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 SIPA GovGrants Grant Plan Town of Firestone Resident Experience Software Exhibit A to SIPA GovGrants Grant Agreement: Grant Plan 1. Grantee's Principal Representative: Ivy Pitts Administrative Operations Coordinator Town of Firestone (303) 531-6283 ipitts@firestoneco.gov 2. Maximum Grant Amount: The maximum amount payable by SIPA to Grantee under this Grant Agreement is $30,416.00. 3. Grant Term: The term of this Grant Agreement is one calendar year, beginning on the date of execution and terminating on the same date of the subsequent calendar year. 4. Funding Disbursement Schedule: Disbursement of Grant Funds will be made on a reimbursement basis. Grantee will submit all contractor invoices and documentation of payment as part of Grantee's required reports to SIPA. Within 30 days of SIPA's acceptance of Grantee's report, SIPA will disburse Grant Funds to the Grantee to reimburse all approved expenses. Grant Funds will be disbursed using the payment method selected by Grantee. Expected Disbursements: • Q4 2024: $21,291.20 • Q1 2025: None • Q2 2025: $9,124.80 5. Scope of Work: Grantee will contract with CivicPlus to implement CivicPlus Pay, NextRequest, and CivicOptimize. The details of the contractor engagement are included as Exhibit B to the Grant Agreement. Grantee acknowledges that Grantee was solely responsible for the process of identifying and selecting appropriate contractors for the purposes of the Grant Project and for defining the scope and activities related to the Grant Project. Grantee will be responsible for all contractor management associated with the Grant Project. C: Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 SIPA GovGrants Grant Plan Town of Firestone Resident Experience Software Grantee will be responsible for all "post -implementation process improvement" activities as described in Exhibit B. Grantee acknowledges and understands that failure to complete the post -implementation steps as described in Exhibit B may be grounds for termination of the Grant Agreement and repayment of the Grant Funds, within SIPA's sole discretion. 6. Key Performance Indicators: KPI Description 1 Percentage of town payment transactions completed online increased from 2% to 75% 2 Average time to respond to a public information request reduced by 2 working days 3 Percentage of town forms completed and submitted online increased by 20% 4 National Community Survey Ratings for "public information services" and "overall customer service provided by Firestone employees" increased by 2% 7. Required Reporting: Grantee will provide financial and narrative reports to SIPA on a quarterly basis through the SIPA Grant Portal. SIPA will provision Grantee with one user account for the portal. The user account must be for a designated individual, and Grantee may not share credentials or otherwise grant access to the SIPA Grant Portal to anyone other than the designated reporting account holder. Grantee reports should also include all supporting documentation for expenses incurred during the reporting period. To the extent feasible, Grantee reports should include copies of all public communications regarding the Project or the Grant. Reporting Due Dates: • Q4 2024: December 6, 2024 • Q1 2025: March 7, 2025 • Q2 2025: June 6, 2025 • Q3 2025: September 5, 2025 7 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 Exhibit B - Town of Firestone - Resident Experience Software CivicPlus Pay 1 Week CP Pay Implementation Finance, IT, Communications 1 .......................................................................................................................................................................................................................................................................................................... 2 1 Week Process Mapping: info gathering, team roles defined Communications, Town Clerk, Administration, IT .......................................................................................................................................................................................................................................................................................................... 1 Week Kickoff Call Communications, Town Clerk, 3 Administration, IT ....... ......................................................................................... 2 Weeks Portal Info Gathering Town Clerk, Administration, IT NextRequest1.......................................................................................................................................................................................................................................................................................................... Town Clerk, Communications, 1 Week Admin Training 4 .............................................................................................................................................................................................................................................................................. Administration, IT 1 Week Staff User Training Town Clerk, Directors & Key Staff .......................................................................................................................................................................................................................................................................................................... 1 Week Go Live Communications, Town Clerk, 5 Administration, IT ....... ......................................................................................... 4 Weeks Implementation: assess and adjust Town Clerk ........................................................................................................................................................................................................................................................................................................................................................................................ Total Project Duration: 12 Weeks 1 2 Weeks Project Initiation; System Configuration Communications, Administration, IT .......................................................................................................................................................................................................................................................................................................... Design & Configure: branding, template form 2 3 Weeks development, workflow design, technical Communications, Administration, IT implementation CivicOptimize 2........................................................ .................................................................................................................................................................................................................................................. 3 .......................................................................................................................................................................................................................................................................................................... 1 Week User Training Communications, Directors & Key Staff 4 .......................................................................................................................................................................................................................................................................................................... 1 Week Launch: CivicPlus assistance until project closeout Communications, Administration, IT 5 4 Weeks Post -Implementation Process Improvements Communications, Key Staff 6 4 Weeks Post -Implementation Process Improvements (pt. 2) Communications, Directors Total Project Duration: 13 Weeks System configured to accept CP Pay; advanced troubleshooting support provided by Forte ............................................................................................................................... Complete customer success plan w/ CP; send initial information on users, department structure and Outline expectations and set go -live date Town Clerk defines workflows and provides content for CP tc build out system Detailed training provided by CP for admin/technical users ...................................................................................................................................................... High-level training provided by CP for key users ...................................................................................................................................................... Communications: website updated, public education/outreach ...................................................................................................................................................... Measure success against baseline metrics; CP support provided throushout implementation CP set up initial system and users ...................................................................................................................................................... Submit any deliverables due to CP, CP applies design/branding elements, initial forms created by CP (see Forms tab),. workflow structure created by. CP CP provides training for staff website users and directors Re -design existing forms and associated processes (see Forms tab) ....................................................................................................................................................... Engage directors in process improvement exercise to identify opportunities to further improve customer experience with the new technologv ;7 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 Exhibit B - Town of Firestone - Resident Experience Software or New? DepartmentExisting Firestone Resident Experience Projlect Plan - Software Forms Timing New technology will allow automated data extraction and enable quicker Existing Events 4th at Firestone Parade Application Quick response time from staff to applicants ExistingFIR ADA Complaint/Grievance Form Quick ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. New process will be implemented, divide into two and directed to appropriate Existing ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. E&U Adopt a Place Medium owner/recipient Secure payment ability with CP Pay addition; new technology will allow Existing CSO Animal License Application Quick automated data extraction and enable quicker response time from staff to ................................................................................................................................................................................................................................................................................................................................... applicants .............................................................................................................................................................................................. Existing Clerk Board/Commission/Committee Application Medium Form will be updated initially; process will be updated later Existing ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. Administration Parks Trails Recreation and Open Space Community Input Quick Existing Clerk Community Scholarship Application Medium Longer, in-depth form; process will remain the same ExistingPolice ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. Business Emergency Information Form g Y Quick Existing Administration Central Park Development Questions Quick departments for more e assi dated to include n all de efficient Workflow will be updated / g P Existing Administration We're Listening (public question/comment) Medium internal process and faster response to inquiring resident Existing ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. Engineering StormwaterQuality Permit Application Quick Current process requires in -person visit or phone call to complete payment and Existing Events Holiday Festival Booth Application Quick cannot be completed fully online; new process can be completed fully online with implementation of CP Pay; new technology will allow automated data extraction and enable quicker response time from staff to applicants New technologywill allow automated data extraction and enable quicker Existing Events Resource Fair Application Quick response time from staff to applicants Current process requires in -person visit or phone call to complete payment and Existing Events Summer Event Booth Application Quick cannot be completed fully online; new process can be completed fully online with implementation of CP Pay; new technology will allow automated data ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. extraction and enable quicker response time from staff to applicants New technology will allow automated data extraction and enable quicker Existing Events Event Food Vendor Application Quick ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. response time from staff to applicants Complete overhaul of process and workflow; will streamline back -and -forth with Existing Events External Special Events Application Lengthy applicant, internal stakeholders and external stakeholders ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. New technology will allow automated data extraction and enable quicker Existing Events Art & Music Show Application Quick ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. response time from staff to applicants Existing CSO Day of Service Volunteer Application Quick Existing Police Police Department Volunteer Application Quick ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. Existing Police Police Department Complaint/Compliment Form Quick ExistingPolice Police Department Officer Interest Card P Quick ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. Current process requires in -person proof of identity and cannot be completed Existing Police Police Department Request for Criminal Justice Records Lengthy fully online; new process can be completed fully online with submission of a ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. single, secure form Current process requires in -person proof of identity and cannot be completed Existing Police Police Department Request for Criminal Justice Digital Evidence Lengthy fully online; new process can be completed fully online with submission of a ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. single, secure form New technology will allow automated data extraction and enable quicker Existing SRO Cram the Cruiser Program Quick ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. response time from staff to submitters Existing Police Police Department Residents and Business Watch Request Quick Current process requires in -person visit or phone call to complete payment and Existing Events Event and Program Sponsorship Request Form Quick cannot be completed fully online; new process can be completed fully online with implementation of CP Pay New technologywill allow automated data extraction and enable quicker Existing Events Trunk or Treat Application Quick response time from staff to applicants Existing Clerk Municipal Election Judge Application Form Quick ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. Existing Clerk Open Records Request Lengthy This will transitioned to NextRequest Existing Finance Final Water/Stormwater Request Quick Current process lacks clarity for submitter• new process will allow for clear P � expectations and reduce customer frustration Existing Finance Commercial Water/Stormwater Application Quick Current process lacks clarity for submitter• new process will allow for clear P � expectations and reduce customer frustration Current process requires in -person visit or phone call to complete payment and Existing Finance Water/Stormwater Deposit Application Quick cannot be completed fully online; new process can be completed fully online with implementation of CP Pay Existing Finance Barefoot Lakes Residential Stormwater Application Quick Current process lacks clarity for submitter• new process will allow for clear P � expectations and reduce customer frustration Existing Finance Renter/Occupant Water/Stormwater Contact Form Quick Current process lacks clarity for submitter• new process will allow for clear P � expectations and reduce customer frustration Current process lacks clarity for submitter• new process will allow for clear P � Existing Finance Water Account Status Request Quick expectations and reduce customer frustration Outdated ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. CSO Da of Service Pro'ectA Application Y 1 PP Quick Q Will be re -implemented now that SSI can be securely uploaded/included Outdated Events Event and Program Volunteer Application and Waiver Quick Will be re -implemented now that SSI can be securely uploaded/included Outdated ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. Police Police Department Ride Along Request Quick Will be re -implemented now that SSI can be securely uploaded/included Outdated W&CR Toilet Rebate Program Quick Will be re -implemented now that SSI can be securely uploaded/included Outdated W&CR Smart Program Irrigation Controller Retrofit g B Quick Q Will be re -implemented now that SSI can be securely uploaded/included New Administration Community Room Reservation Request Lengthy Request process is not currently online, one must call/email; new process will include webpage, room information/specs, and online request form Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 Exhibit B - Addendum 1 - Town of Firestone - Resident Experience Software C� CivicPlus Statement of Work 302 South 4th St. Suite 500 Quote #: Q-44624-1 Manhattan, KS 66502 Date: 6/13/2023 2:15 PM us Expires On: 10/31/2024 Client: Bill To: Town of Firestone, CO Firestone CO - CivicOptimize SALESPERSON Phone EMAIL DELIVERY METHOD PAYMENT METHOD Megan White mwhite@civicplus.com Net 30 One-time(s) QTY PRODUCT NAME DESCRIPTION TOTAL 1.00 Process Automation The CivicPlus team will document your process workflow, USD 1,250.00 Implementation & Setup and will work with your team to build, configure, and style your solution. Recurring Service(s) QTY PRODUCT NAME DESCRIPTION TOTAL 1.00 Forms & Apps Forms & Apps USD 4,000.00 1.00 Data Manager Module Data Manager Module USD 2,000.00 1.00 OB Connectors, PA OB Connectors, PA USD 1,500.00 1.00 Workflow & Approvals Module Workflow & Approvals Module USD 2,000.00 1.00 Annual Professional Services - 5 Hours Annual Professional Services - 5 Hours USD 1,075.00 1.00 Scheduling Module Scheduling Module USD 1,000.00 1.00 Integration Hub : 1 Integration Single third party integration for Integration Hub. - Laserfiche USD 1,500.00 1.00 SDK & Developer Tool Module SDK & Developer Tool Module USD 2,000.00 V. PD 06.01.2015-0048 Page 1 of 3 10 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 QTY PRODUCT NAME DESCRIPTION TOTAL 1.00 Process Automation Ultimate Package Process Automation Ultimate Package USD 0.00 Total Investment - Initial Term USD 16,325.00 Annual Recurring Services (Subject to Uplift) USD 15,075.00 Initial Term 12 Months Initial Term Invoice Schedule 70% invoiced at signing and 30% invoiced 6 months from signing or completion of implementation of Services if earlier Renewal Procedure Automatic 1 year renewal term, unless 60 days notice provided prior to renewal date Annual Uplift 5% to be applied in year 2 This Statement of Work ("SOW") shall be subject to the terms and conditions of the CivicPlus Master Services Agreement and the applicable Solution and Services terms and conditions located at https://www.civicplus.help/hc/en-us/p/legal- stuff (collectively, the "Binding Terms"), By signing this SOW, Client expressly agrees to the terms and conditions of the Binding Terms throughout the term of this SOW. V. PD 06.01.2015-0048 Page 2 of 3 11 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 Acceptance The undersigned has read and agrees to the following Binding Terms, which are incorporated into this SOW, and have caused this SOW to be executed as of the date signed by the Customer which will be the Effective Date: For CivicPlus Billing Information, please visit https://www.civicplus.com/yerif�r/ Authorized Client Signature By (please sign): Printed Name: Title: Date: Organization Legal Name: Billing Contact: Title: Billing Phone Number: Billing Email: Billing Address: Mailing Address: (If different from above) CivicPlus By (please sign): Printed Name: Title: Date: PO Number: (Info needed on Invoice (PO or Job#) if required) V. PD 06.01.2015-0048 Page 3 of 3 12 :IVICOPTIMIZE process automation end digital services Ultimate Package or 60 days from date of receipt PS07162024 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 Company Overview CivicPlus History CivicPlus began in 1998 when our founder, Ward Morgan, decided to focus on helping local governments work better and engage their residents through their web environment. Over the years, CivicPlus has continued to implement new technologies and merge with industry forerunners to maintain the highest standards of excellence and efficiency for our customers. Our portfolio includes solutions for website design and hosting, parks and recreation management, emergency and mass communications, agenda and meeting management, 311 and CRM, process automation and digital services, codification, licensing and permits, web governance and ADA remediation, social media archiving, and FOIA management. 25+ Years EXPERIENCE 10,000+ Customers 850+ Employees Inc. 5000 11-time Honoree RECOGNITION GovTech 2024 Top 100 Company Stevie® Awards Recognized with multiple, global awards for sales and customer service excellence Our commitment to deliver the right solutions in design and development, end -user satisfaction, and secure hosting has been instrumental in making us a leader in government web technology. We are proud to have earned the trust of our over 10,000 customers and their 100,000+ administrative users. In addition, over 340 million residents engage with our solutions daily. Primary Office 302 S. 4th Street, Suite 500 Manhattan, KS 66502 Toll Free: 888.228.2233 1 Fax: 785.587.8951 civicplus.com O 0 civicplus.com Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 Powering & Empowering Government We empower municipal leaders to transform interactions between residents and government into consistently positive experiences that elevate resident satisfaction, increase revenue, and streamline operations. Government leaders tell us that one of their most pressing needs is to improve how residents access and experience municipal services; however, they struggle with budget cutbacks and technology constraints. CiviclDlus enables civic leaders to solve these problems, making consistently positive interactions between residents and government possible. CiviclDlus is the only government technology company exclusively committed to powering and empowering governments to efficiently operate, serve, and govern using our innovative and integrated technology solutions built and supported by former municipal leaders and award -winning support teams. With it, municipalities increase revenue and operate more efficiently while fostering trust among residents. Codification Open Records Request I J Community Development Agenda and Meeting Mangement Municipal Websites Mass Notification System I , Governing Serving C Operating I Social Media Archiving Web Accessibility Recreation nn... —ent civicplus.com Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 Features & Functionality Gone are the days of paper processes and manual workflows. Instead, today's residents expect on -demand, digital access to their local government, which means administrations need customizable, scalable, easy -to -implement tools to meet these expectations. CivicPlus' Process Automation and Digital Services solution lets you automate tasks and daily processes to free up more time to govern, serve, and operate your administration. It also allows you to provide resident -facing digital services, increasing revenue and reducing time spent by both staff and residents. Digital Government Access •— Ready -to -Use Form Templates for Departments • VVC UI ICI UVCI IJV UUIIIIIIVII IUIIII LCI1I�.J Id LCJ I./1 C-V UHL dI I ICc1UY LU I II I I./ICII ICI IL, UUJLUIIIILC, III IU deploy instantly. Get your most common resident and staff requests online fast. Create a Seamless Government Experience Make transactions easier for your residents and staff with online payments, e-signature, and _ digitized documents and processes. Allow residents to access the services they need from anywhere, on any device. Integrate Critical Systems Use our tools and out -of -the -box API integrations to connect your software systems, automate data flow, and more efficiently streamline your processes. • Accessible Forms Replace your inaccessible and non -compliant PDFs and move to online forms to better serve all your residents with equitable access and services. Build Mobile App Solutions with No Coding Non -technical staff can create progressive web applications (PWAs) using easy drag -and -drop functionality. \ Customize and Configure Approval Workflows /> Automatically route requests and applications to departments across your municipality for review and processing. civicplus.com 3 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 Key Features FORMS & APPS Stop fumbling with paper. Instead, connect your critical software systems to simplify and automate your day-to-day processes. With the system's Forms & Apps, you can eliminate inefficient paper and PDF forms and serve your residents online and provide staff an easier way to do business. Create unlimited forms and workflows, allowing residents to contact you, sign up for various events and activities, pay bills, submit licenses and applications, and more. Various field options include multi -line text input, radio buttons, drop -down lists, and checkboxes, among others, with formatting options, CSS control, text alignment, and more. You can add '.,mb'.,1h. advanced components to your forms as well including calculations, location positioning, and signatures. Further, staff can preview forms as they are created, in real time. Any staff member can develop these online forms with no programming knowledge necessary through a simple interface. Forms can be submitted by either residents or staff via a webpage, link, or app. The submission data is sent via email to designated recipient(s) and is viewable in a .pdf format in the submission history. Data is encrypted in transit and at rest. Our solution's simple app tools allow users to group forms in one downloadable app. The platform is accessible online or even off-line for residents to complete when out of the range of an internet connection. Non -technical employees can easily customize key app components such as icons, splash screens, app names, banner images, and color themes —all without coding. DATA MANAGER MODULE The Data Manager Module option provides up-to-date data reporting on form submissions. The feature includes two key features: the Data Manager view in the console for administrative users (those who are creating and managing forms); and the Data Manager Applet where other users can view submission data without having access to the console where the system is administered. Either view allows the users to view the submission data in a tabular Examples of Built-in Solutions • License applications and renewals • Inspections and audits • Online payments, e-signature, and digitized documents • Incident reporting • Requests for information (spreadsheet like) layout, sort data, filter data and export data to a .csv file. POWER AUTOMATE CONNECTOR The Power Automate Connector extends data movement functionality of our Process Automation system to feed data directly out to Office 365 products like SharePoint, Excel, etc. This easy, no code solution can automate many of your staff's daily routines and functions. civicplus.com 4 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 WORKFLOW & APPROVALS MODULE Make transactions for your residents and staff easier by automatically routing resident requests and applications to stakeholders across your municipality for review and processing. With the Workflow & Approvals Module, you can: • Review and accept resident submissions • Allow residents access to their applications • Provide forms with electronic signature capabilities • Approve, deny, comment upon, or request clarification on submissions —allowing the original submitter to make changes without having to start over • Simplify multi -department approval processes • Set up conditional routing and notifications • Connect an approval workflow to any of our 150+ government form templates to launch and deliver online services in minutes SCHEDULING No more hassle of scheduling, rescheduling, and canceling appointments through mail or phone calls. Your residents can now book appointments with government entities 24/7 by utilizing the online booking service that automatically syncs calendars with relevant employees. You can also collect and validate data and payment prior to scheduling, something you can't do with other scheduling services. Scheduling Provides: • A Branded, Local Experience - Customize your booking pages with your logo, brand colors, and collect/verify all relevant information you require for the appointment booking. • Empowerment - Allow your residents to book their appointments online, at their convenience. You reduce unwanted walk-in traffic by showing availability online, and it can be used for any in -person or virtual appointment. • A Ready -To -Go Solution Out -of - the -Box - It's simple to configure from the Process Automation Schedule Inspection Appointment StM1[dide lnapCecn ApppinircNu console. • A Mobile -first Experience - Scheduling is optimized for ease- of -use from a computer or mobile device. • Efficiency & Transparency - Automated appointment scheduling eliminates walk-ins looking to book appointments and also ensures the data/payment information that is required is handled prior to their appointment time. civicplus.com 5 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 INTEGRATION HUB A key aspect of bringing your solutions online includes integrating existing systems, so CivicPlus has built a tool to easily create integrations between products. CivicPlus' Integration Hub provides an easy -to -use drag -and -drop interface allowing non -technical users to build integrations for syncing content without the need for a developer. Included is one integration with more available for purchase. • Common CivicPlus integrations with our Process Automation solution include: websites, content management systems, and alerts and notifications. All CivicPlus to CivicPlus integrations are unlimited and free. • Common third -party integrations include the following, with one included in your project with more available for purchase: o Automating location data through Esri, for example when filling out a form. o Feeding submission data directly to another system, such as Laserfiche. SDK & DEVELOPER TOOL MODULE The SDK & Developer Tool Module will enable your more tech -savvy staff to perform their own technical modification to the system, forms, and data flow. It provides developers with access to source code and API documentation for product development using our software as the foundation for their desired solution. Examples include: • SDK Developer Access • CLI Tools - Custom API Hosting • CLI Tools - Web or CDN Hosting • Webhooks for Form Submission CREDIT CARD PROCESSING WITH CIVICPLUS PAY CivicPlus Pay (Pay) is our integrated, secure, PCI-compliant, utility application. Local governments can use Pay within many of our solutions to enable seamless payment capabilities. Pay acts as the connector to facilitate a transaction between the CivicPlus solution and the selected payment gateway. Pay offers integrations with several common payment gateways to provide flexible payment solutions. CivicPlus has partnered with several integrated gateways to enhance the customer experience through a streamlined relationship between the CivicPlus solution and the gateway that processes the payments. If a partner payment gateway is utilized by you, CivicPlus can assist with the facilitation, set-up, support, and troubleshooting services. Pay can also integrate with many other supported gateway providers in addition to our partner network, on a more limited fashion, to assist you in developing a successful system. Additional details on our approved partner network and other supported gateway providers is available upon request. To utilize any of the approved gateways, an agreement will need to be executed directly between you and the vendor, that will assess separate merchant account and transaction fees. Additional information can be provided upon request. Because EMV and Card -Swipe devices are encrypted specifically for individual payment gateways, you'll need to procure any required devices directly from your selected gateway provider for either purchase or rent. We are happy to assist in your procurement of such devices. civicplus.com 6 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 Implementation Project Timeline Design creation, content development, configuration for usability and accessibility, dedicated training - CivicPlus delivers all of this and more during the development of your new system. A typical project timeline ranges from 3-6 weeks. Your exact project timeline will be created based on detailed project scope, project enhancements purchased, availability for meeting coordination, customer deliverable return and completion, approval dates, and other factors. PHASE 1: INITIATE PHASE 2: DESIGN & CONFIGURE PHASE 3: LAUNCH Project Approach SYSTEM SETUP • Project Initiation & Customer Deliverables 1-2 Weeks Identified • System Creation & Configuration • Customer Identified Deliverables Due • Standard Training & Consulting Engagements 1-4 Weeks • Branding & Design Development • Form Development • Technical Implementation (Structure & Workflow) 1 Week • Launch Assistance & Project Close The CivicPlus team will document your process workflow, and will work with your team to provide the following: • System set up and user configuration • Form development (from template library or custom) • Apply graphics in a logo/icon and banner • User Training civicplus.com 7 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 Phase Tasks PHASE 1 - INITIATE • Your Implementation Consultant will meet with you to initiate the project and schedule any training and consulting engagement(s) needed • The Implementation Consultant will also create and configure your system per package specifications PHASE 2 - DESIGN & CONFIGURE • All deliverables identified are submitted by customer • The Implementation Consultant will provide required system configuration, training, and consulting • The CivicPlus design team will apply branding elements and complete CSS styling • The content development team will develop included template (or custom) forms in your portal • CivicPlus implementation team members will customize the technical structure and/or workflow of your system and finalize PHASE 3 - LAUNCH • Your new system launches to the public • Your Implementation Consultant closes out the project 9 40 A Z &� 1` r►I civicplus.com 8 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 Continuing Services Technical Support & Services With technology, unlimited support is crucial. Our live technical support engineers based in North America are ready to answer your staff members' questions and ensure their confidence. CivicPlus' support team is available 7 a.m. - 7 p.m. CST to assist with any questions or concerns regarding the technical functionality and usage of your new solution. CivicPlus Technical Support will provide a toll -free number as well as an online email support system for users to submit technical issues or questions. Emergency technical support is available 24/7 for designated, named points -of - contact, with members of CivicPlus' support teams available for urgent requests. CIVICPLUS HELP CENTER Support at a Glance • Technical support engineers available 7 a.m. - 7 p.m. (CST) Monday - Friday (excluding holidays) • Accessible via phone and email • 4-hour response during normal hours • 24/7 emergency technical support for named points of contact • Dedicated customer success manager • Online self-service help with the CivicPlus Help Center (civicplus.help) CivicPlus customers have 24/7 access to our online Help Center where users can review articles, user guides, FAQs, and can get tips on best practices. Our Help Center is continually monitored and updated by our dedicated Knowledge Management Team to ensure we are providing the information and resources you need to optimize your solution. In addition, the Help Center provides our release notes to keep your staff informed of upcoming enhancements and maintenance. AWARD -WINNING Over the past six years, CivicPlus Technical Support has been recognized by the globally respected Stevie@ Awards for Sales and Customer Service. CivicPlus has been honored with three Gold Stevie@ Awards, six Silver Stevie@ Awards, and eight Bronze Stevie@ Awards in the categories of Front -Line Customer Service Team of the Year - Technology Industries, Customer Service Training or Coaching Program of the Year - Technology Industries, Customer Service Department of the Year - Computer Software - Up to 1,000 Employees and 100 or More Employees, Most Valuable Response by a Customer Service Team (COVID-19), Best Customer Satisfaction Strategy, Remote Customer Service Innovation of the Year, and Achievement in Customer Experience. The Stevie Awards are the world's top honors for customer service, contact center, business development, and sales professionals. 0 civicplus.com 9 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 CONTINUING PARTNERSHIP We won't disappear after your website is launched. You'll be assigned a dedicated customer 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 residents. MAINTENANCE CivicPlus is responsible for the ongoing maintenance of your Process Automation solution. This includes: • Regular review of site logs, error messages, servers, router activity, and the internet in general • Full backups performed daily • Regularly scheduled upgrades including fixes and other enhancements • Operating system patches • Testing and Development Hosting & Security Redundant power sources and internet access ensures consistent and stable connections. We invest over 1.01VI annually to ensure we adapt to the ever -changing security landscape while providing maximum availability. CivicPlus' extensive, industry -leading process and procedures for protecting and hosting your site is unparalleled. AMAZON S3 (AWS) Your information and data is in secure hands with AWS in our Ohio AWS Availability Zone. Amazon S3's web service interface allows you to store and retrieve any of your data, at any time, from anywhere on the web. It gives you access to the same highly scalable, and reliable, data storage infrastructure Amazon uses to run its own global network of websites. You can easily manage the AWS features to organize your data and configure finely -tuned access controls to meet your specific business, organizational, and compliance requirements. Amazon S3 is designed for 99.999% of durability, and stores data for millions of applications for companies all around the world. Amazon S3 secures your data from unauthorized access with encryption features and access management tools and allows you to block public access to all of your objects at the bucket or the account level if needed. AROUND -THE -CLOCK PROTECTION CivicPlus is proactive in identifying any potential system issues. Through regularly scheduled reviews of logs, error messages, servers, router activity, and the internet in general, our personnel often identify and correct issues before they ever affect our customers' solutions. civicplus.com 10 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 Optional Enhancements ANNUAL PROFESSIONAL SERVICES Get the most out of your Process Automation solution year after year. Purchase blocks of five hours of dedicated attention per year from a CivicPlus staff member who will be able to help out with items like: • Defining business process and/or workflow for your solution • Developing forms, either custom or working from a template • Customizing the technical structure and/or workflow of your system • Configuring the graphics or custom CSS styling • Providing consulting and/or training on how to use the system for your unique situation CUSTOM IDENTITY PROVIDER ODP) INTEGRATION CivicPlus offers IdP integration capabilities, which means you'll benefit from easier integration between your CivicEngage website your favorite third -party solutions. Provide single sign -on (SSO) functionality to streamline managing and supporting user credentials and identify management solutions. CivicPlus IdP partners include Microsoft's Entra ID (formerly Azure AD), Microsoft's Active Directory Federation Services (AD FS) versions 3.0, 4.0, and 5.0, and Okta. Disclaimer Proposal as Non -Binding Document A successful project begins with a contract that meets the needs of both parties. This proposal 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 before a final agreement is reached. We look forward to developing a mutually beneficial contract with you. 0 civicplus.com 11 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 Exhibit B - Addendum 3 - Town of Firestone C� CivicPlus 302 South 4th St. Suite 500 Manhattan, KS 66502 us Client: Town of Firestone, CO Statement of Work Quote #: Q-84958-1 Date: 9/24/2024 4:07 PM Expires On: 10/31/2024 Bill To: FIRESTONE TOWN, COLORADO SALESPERSON Phone EMAIL DELIVERY METHOD PAYMENT METHOD Kemp Wyatt kemp.wyatt@civicplus.com Net 30 Discount(s) QTY PRODUCT NAME DESCRIPTION TOTAL 1.00 NextRequest Year 1 Annual Fee Discount Year 1 Annual Fee Discount USD-2,697.00 One-time(s) QTY PRODUCT NAME DESCRIPTION TOTAL 1.00 NextRequest Standard NextRequest Standard Implementation (Virtual Only) USD 1,500.00 Implementation 1.00 NextRequest Pay Includes setting CivicPlus Pay configuration, configuring USD 3,000.00 Implementation - Forte CivicPlus products for accepting payments, advanced troubleshooting with our partner's support. Recurring Service(s) QTY PRODUCT NAME DESCRIPTION TOTAL 1.00 NextRequest Standard NextRequest Standard with up to 10 Admin-Publisher USD 10,788.00 Users and 2TB of Storage 1.00 NextRequest Pay Annual Fee - NextRequest Pay Annual maintenance and support fee USD 1,500.00 Forte V. PD 06.01.2015-0048 Page 1 of 3 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 Total Investment - Initial Term USD 14,091.00 Annual Recurring Services (Subject to Uplift) USD 12,288.00 Initial Term 10/14/2024 - 10/13/2025, Renewal Term 10/14 each calendar year Initial Term Invoice Schedule 70% invoiced at signing and 30% invoiced 6 months from signing or completion of implementation of Services if earlier Renewal Procedure Automatic 1 year renewal term, unless 60 days notice provided prior to renewal date Annual Uplift 5% to be applied in year 2 This Statement of Work ("SOW") shall be subject to the terms and conditions of the CivicPlus Master Services Agreement and the applicable Solution and Services terms and conditions located at https://www.civicplus.help/hc/en-us/p/legal- stuff (collectively, the "Binding Terms"), By signing this SOW, Client expressly agrees to the terms and conditions of the Binding Terms throughout the term of this SOW. V. PD 06.01.2015-0048 Page 2 of 3 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 Acceptance The undersigned has read and agrees to the following Binding Terms, which are incorporated into this SOW, and have caused this SOW to be executed as of the date signed by the Customer which will be the Effective Date: For CivicPlus Billing Information, please visit https://www.civicplus.com/yerif�r/ Authorized Client Signature By (please sign): Printed Name: Title: Date: Organization Legal Name: Billing Contact: Title: Billing Phone Number: Billing Email: Billing Address: Mailing Address: (If different from above) CivicPlus By (please sign): Printed Name: Title: Date: PO Number: (Info needed on Invoice (PO or Job#) if required) V. PD 06.01.2015-0048 Page 3 of 3 ,-^J N ext Req u est POWERED BY CIVICPLUS Standard Package Is PS03052024 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 Company Overview CivicPlus History CiviclDlus began in 1998 when our founder, Ward Morgan, decided to focus on helping local governments work better and engage their residents through their web environment. Over the years, CiviclDlus has continued to implement new technologies and merge with industry forerunners to maintain the highest standards of excellence and efficiency for our customers. Our portfolio includes solutions for website design and hosting, parks and recreation management, emergency and mass communications, agenda and meeting management, 311 and CRM, process automation and digital services, codification, licensing and permits, web governance and ADA remediation, social media archiving, and FOIA management. 25+ Years EXPERIENCE 10,000+ Customers 850+ Employees Inc.5000 11-time Honoree RECOGNITION GovTech 2024 Top 100 Company Stevie® Awards Recognized with multiple, global awards for sales and customer service excellence Our commitment to deliver the right solutions in design and development, end -user satisfaction, and secure hosting has been instrumental in making us a leader in government web technology. We are proud to have earned the trust of our over 10,000 customers and their 100,000+ administrative users. In addition, over 340 million residents engage with our solutions daily. Primary Office 302 S. 4th Street, Suite 500 Manhattan, KS 66502 Toll Free: 888.228.2233 1 Fax: 785.587.8951 civicplus.com O 0 civicplus.com Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 Powering & Empowering Government We empower municipal leaders to transform interactions between residents and government into consistently positive experiences that elevate resident satisfaction, increase revenue, and streamline operations. Government leaders tell us that one of their most pressing needs is to improve how residents access and experience municipal services; however, they struggle with budget cutbacks and technology constraints. CivicPlus enables civic leaders to solve these problems, making consistently positive interactions between residents and government possible. What sets us apart is our Civic Experience Platform. CivicPlus is the only government technology company exclusively committed to powering and empowering governments to efficiently operate, serve, and govern using our innovative and integrated technology solutions built and supported by former municipal leaders and award -winning support teams. With it, municipalities increase revenue and operate more efficiently while fostering trust among residents. Codification Open Records Request I J Community Development Agenda and Meeting Mangement Municipal Websites Mass Notification System I , Governing Serving C Operating I Social Media Archiving Web Accessibility Recreation nn... —ent civicplus.com Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 NextRequest at a Glance Serious About Security SOC 2 Type II Audit, AES-256 encryption, and more rXBatch Redaction Draft redaction, bulk redaction, and more Experts in Record Records requests software is all we do Requests FOIA-Specific All customers assigned a Customer Support Specialists Customer Service 0)+ 750+ Customers And growing fast 01111 F±1 Customers Love Us Check out our glowing Capterra & G2Crowd reviews "The batch redaction tool is life -changing." Robby Conteras, National City, CA civicplus.com 3 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 Standard Plan Overview License • Unlimited Staff Users • Up to 10 Admin-Publisher Users • Up to 2 TB of storage Core Features • Public Request Portal • Public Reading Room • Premier Security Package • Email Monitoring Suite • Email Notifications • Automatic Reminders • Task Assignment and Tracking • Time Tracking Payments • Invoicing and Online Payments (*Approved payment processors) Review and Redaction Features • Redaction with Unlimited Users • Rapid Review (Batch and Draft Redaction) • OCR (Optical Character Recognition) IT & Compliance Features • Retention • Single Sign -On • Agency Specific Portal URL • SOC 2 Type II Audit • CJIS Attestation Available • HIPAA Compliance Available with BAA civicplus.com 4 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 Plan Details ADMINISTRATIVE TOOLS • Staff user roles allow controlled access to specific feature sets • Configurable departments and related request routing • User -configurable alerts • User -configurable templates for responses and request closures • Customizable tags to categorize requests MESSAGING AND COMMUNICATION r • Private messages for internal staff communication • Private documents facilitate internal review and redaction before release • Email bridge that allows users to send personal messages via email without logging into the application • Automatic email notifications for "request received;' "due soon," "overdue;' and other actions and statuses related to a request PUBLISHING AND PERMISSIONS • Publish individual requests to the public or only the requester • Control staff permissions • Review documents internally before release • Time -based publishing • Publish requests • Visibility by department REQUEST DIVERSION • Real-time keyword search that deflects requests by routing people to existing information online • The ability to review and reference past requests and documents to reduce duplicates REDACTION • Area and text -based redaction in browser • Auto -generates an exemption annotation • Search -based batch redaction • Automatically generates both redacted and original versions of your documents NEXTREQUEST BY THE NUMBERS 2M+ Requests Fulfilled 20M+ Documents Processed civicplus.com 5 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 DOCUMENT HOSTING • Supports any file type, including PDF, email extracts, audio, and video • Document viewer in application ROUTING AND ROLES • Automatically send requests to predefined user groups or departments • Set roles within a group or department • Define global user abilities with roles COST, INVOICING, AND PAYMENTS • Time tracking and cost calculation • Send and track invoices • Receive payments online via credit card (PCI compliant) • Option to create custom invoicing templates RAPID REVIEW MODULE • Extract PST and MSG files for review directly in the NextRequest platform • Rapidly review documents and emails in context and create document workflows • Redact hundreds of documents at once • Take bulk actions on documents to release, delete, and move, all at once • Optical character recognition (OCR) available to decipher the text on scanned documents DRAFT REDACTION • Autosaves redactions so you won't lose your work • Share and collaborate on redactions before finalizing and releasing • Leave comments on documents for internal review civicplus.com 6 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 Public Access and Information BULK DOWNLOAD • Honor requests so requesters can download some or all documents published for their requests in two clicks CUSTOM FORMS • Staff can customize requester forms on the public side to select by department, requester subject, etc. • It makes requests more accessible and easy to understand for requesters • Saves time to get requests to the correct department or connect requester with necessary resources Our records request software empowers organizations to collaborate remotely and asynchronously. civicplus.com 7 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 Implementation Standard Plan Overview The success of your onboarding is a priority to CivicPlus. Over the course of four stages, we'll work with you to: Configure the portal to match your agency's process for responding to public records requests and set up agency - specific information such as: • Users and Departments 0 Instructions for the Requester • Message Templates 0 Tags Train users on how to manage and respond to public records requests. All training is recorded, so you can rewatch and share it at any time or join any of our ongoing bi-weekly virtual training webinars. • One Admin training with a Launch Manager for One Staff training via Webinar for staff users those administering the portal responding to records requests Keys to a Successful Rollout Designate a Primary Contact Choosing someone who is involved in responding to public records requests frequently is ideal. Clearly Map Out Processes This is a vital step. Mapping out current processes as well as desired changes is the foundation of a great rollout. Set Training Dates Early This will help ensure maximum attendance for your Admin & Staff trainings. civicplus.com 8 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 Standard Project Timeline A typical Standard NextRequest onboarding rollout takes —8-12 weeks. Process Mapping: Fill out customer success plan, STAGE 1 Week 1 Key Stakeholders gather information, and add users, departments, and portal images. Kickoff Call: 30-60 minute meeting to outline the Week 2 Key Stakeholders onboarding and training process as well as set a Go Live date. STAGE 2 Gather Info for Portal: Finalize users and Weeks 2-3 Portal Admins departments list. Update templates, alerts, tags, and custom text. Admin Training: 60-90 minute meeting for users Week 4 Portal Admins who will be administering the portal and managing records requests as an Admin. STAGE 3 Staff Training: 60 minute training for staff who will be responding to record requests within the Week 6 All Staff Users portal. Note: This staff training is via webinar only. Communication Go Live: Your agency's portal is now live and Week 7 Team available to the public. STAGE 4 Check -in Review: Compare the first month of Weeks 8-12 Portal Owner(s) NextRequest usage against 30-day success goals and how you are using NextRequest. OUR PROMISE TO YOU Our team is dedicated to giving you the best experience in customer support. If your team changes, if your process changes, or if your agency evolves we're here to help you transition and get you back on track civicplus.com 9 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 Continuing Services Technical Support & Services With technology, unlimited support is crucial. Our live technical support engineers based in North America are ready to answer your staff members' questions and ensure their confidence. CivicPlus' support team is available 8 a.m. — 5 p.m. CST to assist with any questions or concerns regarding technical functionality and usage of your solution CivicPlus Technical Support will provide a toll -free number, chat, and an online email support system for users to submit technical issues or questions. If the customer support specialist is unable to assist with the question or issue, the three-tier escalation process will begin to report issues to our product engineering team for resolution. AWARD -WINNING CivicPlus has been honored with two Gold Stevie' Awards, three Silver Stevie' Awards, and seven Bronze Stevie° Awards. The Stevie Awards are the world's top honors for customer service, contact center, business development, and sales professionals. Support at a Glance • Technical support 8 a.m. — 5 p.m. (CST) Monday — Friday (excluding holidays) • Accessible via phone, email, and chat • 4-hour response during normal hours • Dedicated customer success manager • Online self-service help with the CivicPlus Help Center (civicplus.help) CIVICPLUS HELP CENTER CivicPlus customers have 24/7 access to our online Help Center where users can review articles, user guides, FAQs, and can get tips on best practices. Our Help Center is continually monitored and updated by our dedicated Knowledge Management Team to ensure we are providing the information and resources you need to optimize your solution. In addition, the Help Center provides our release notes to keep your staff informed of upcoming enhancements and maintenance. CONTINUING PARTNERSHIP We won't disappear after your website is launched. You'll be assigned a dedicated customer success manager who 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 residents. civicplus.com 10 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 Hosting & Security Application Security - NextRequest servers and databases are hosted on Amazon Web Services. All data is hosted in the United states. Storage Security- Customer image assets and documents are stored in Amazon S3. Infrastructure Backups - Your data is backed up daily, weekly, and monthly. Redundancy -We maintain redundancy to prevent single points of failure, are able to replace failed components, and utilize multiple data centers designed for resiliency. Disaster Recovery - We have a step-by-step plan in place to take precautions and minimize the effects of a disaster. SOC 2 Type II Audit- NextRequest has successfully completed a SOC 2 Type II audit. CJIS- NextRequest enables agency Criminal Justice Information Services (CJIS) compliance by mapping features and the organization to CJIS security controls. Encryption - All data is encrypted at rest using AES-256 and in transit using TLS v1 .2. Documents can only be accessed through a valid token that expires. For data, we encrypt in transit using TLS 1.2 and AES-256 at rest. Codebase- The NextRequest codebase is built on the latest version of Ruby and Ruby on Rails. Changes are made to repositories via GitHub Pull Requests (PRs). Compliance HTTPS & SSL - All web requests between web clients and NextRequest are secured by TLS version 1.2. Monitoring- Standard application logs are collected daily and weekly. Individual user access is logged within the application and kept in application logs. System status reports are available 24/7 here: https://bit.ly/2YGxbhZ Security Updates - NextRequest's architecture allows security updates to be made to all customers in real-time, preventing delays in the patching of security vulnerabilities. Data Destruction - At the request of a customer, we will expunge all customer data from NextRequest servers. Updates & Patches - NextRequest uses a software -as -a -service (SaaS) delivery model. This means customers are always using the most up-to-date version of the application and don't have to wait for new releases, including security updates. Development is conducted on a 2-week cycle. Single Sign -On (SSO) - NextRequest can add SSO integrations including Active Directory and OAuth to improve password security and access controls across the Additional enterprise organization. Information Data Exports - Your agency can export your NextRequest data at any time. If you were to leave NextRequest in the future, we can provide a data dump for you. Password Standards- We enforce strong passwords based on the NIST 800-63B guidelines. Browser Compatibility- NextRequest is optimized for Chrome but works with 01 and up and other modern web browsers. civicplus.com 11 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 Optional Add-Ons Credit Card Processing CivicPlus Pay (Pay) is our integrated, secure, PCI-compliant, utility application. Local governments can use Pay within many of our solutions to enable seamless payment capabilities. Pay acts as the connector to facilitate a transaction between the CivicPlus solution and the selected payment gateway. Pay offers integrations with several common payment gateways to provide flexible payment solutions. CivicPlus has partnered with several integrated gateways to enhance the customer experience through a streamlined relationship between the CivicPlus solution and the gateway that processes the payments. If you utilize a partner payment gateway, CivicPlus can assist with the facilitation, set-up, support, and troubleshooting services. Pay can also integrate with many other supported gateway providers in addition to our partner network, in a more limited fashion, to assist you in developing a successful system. Additional details on our approved partner network and other supported gateway providers are available upon request. To utilize any of the approved gateways, an agreement will need to be executed directly between you and the vendor, that will assess separate merchant account and transaction fees. Additional information can be provided upon request. Because EMV and Card -Swipe devices are encrypted specifically for individual payment gateways, you'll need to procure any required devices directly from your selected gateway provider for either purchase or rent. We are happy to assist in your procurement of such devices. Risk Module • Personally Identifiable Information, like full names, phone numbers, SSNs, mailing addresses, passport numbers, and much more • Credentials, including many common API and encryption keys • Financial Information, like credit card and bank account numbers • Personal Health Information, including identification numbers associated with health insurance, prescription drugs, and medical devices • An extra layer of security to help keep track of how many documents have been reviewed and understand their'Risk Level' on a scale from Low to High, based on the information identified civicplus.com 12 Docusign Envelope ID: B4456E2E-2750-47F5-AD90-151C566B70E1 Disclaimer Proposal as Non -Binding Document A successful project begins with a contract that meets the needs of both parties. This proposal 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 before a final agreement is reached. We look forward to developing a mutually beneficial contract with you. civicplus.com 13 DocuSign Certificate Of Completion Envelope Id: B4456E2E275047F5AD90l5lC566B70E1 Status: Completed Subject: Docusign: SIPA GovGrants Grant Agreement - Town of Firestone, Resident Experience Software Source Envelope: Document Pages: 41 Signatures: 2 Envelope Originator: Certificate Pages: 5 Initials: 0 Noah Kaplan AutoNav: Enabled 1300 Broadway Envelopeld Stamping: Enabled Suite 440 Time Zone: (UTC-07:00) Mountain Time (US & Canada) Denver, CO 80203 noah@cosipa.gov IP Address: 76.154.165.212 Record Tracking Status: Original Holder: Noah Kaplan Location: DocuSign 11/6/2024 1:53:43 PM noah@cosipa.gov Signer Events Signature Timestamp A.J. Krieger by: Sent: 11/6/2024 1:59:43 PM akrieger@firestoneco.gov .�. tzki V' Viewed: 11/6/2024 4:08:03 PM er E&,d 9 Town Manager EB6FDB5E5A494B6 Signed: 11 /6/2024 4:08:30 PM 9 Security Level: Email, Account Authentication (None) Signature Adoption: Pre -selected Style Using IP Address: 65.133.48.194 Electronic Record and Signature Disclosure: Accepted: 11/6/2024 4:08:03 PM ID:81a27fe4-61bd-4f78-b4b5-Oa60cba6de13 Ajay Bagal 5ja. DOCUSig-dby: Sent: 11/6/2024 4:08:32 PM ajay@cosipa.gov tJa9Y, Viewed: 11/6/2024 7:51:14 PM Executive Director B5EFB5D277A84E2 Signed: 11/6/2024 7:51:23 PM Statewide Internet Portal Authority Security Level: Email, Account Authentication Signature Adoption: Pre -selected Style (None) Using IP Address: 76.130.125.38 Electronic Record and Signature Disclosure: Not Offered via DocuSign In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Ivy Pitts Sent: 11/6/2024 7:51:25 PM ipitts@firestoneco.gov ED Viewed: 11/7/2024 8:39:30 AM Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Envelope Sent Certified Delivered Signing Complete Completed Status Hashed/Encrypted Security Checked Security Checked Security Checked Timestamps 11/6/2024 1:59:43 PM 11/6/2024 7:51:14 PM 11/6/2024 7:51:23 PM 11/6/2024 7:51:25 PM Payment Events Status Timestamps Electronic Record and Signature Disclosure Electronic Record and Signature Disclosure created on: 1/2/2015 9:36:15 AM Parties agreed to: A.J. 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