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HomeMy WebLinkAboutVIII-18 Authorize Signature - Digital Services Agreement Change Order – GHD DigitalCity Council Memorandum To:Mayor Fasbender & City Councilmembers From:Assistant City Administrator Kelly Murtaugh Date:July 7, 2025 Item:Website Agreement Change Order Council Actions Requested: Authorize signature on digital services agreement change order for content management services (website hosting) with GHD Digital/Govstack. Background Information: The agreement authorized at the June 5, 2025 Council meeting was missing a module that is important to the structure and user experience. The Forms Module will ensure that the website can continue serving visitors to the site effectively. Amortized over 5 years, this will add $1611.60 to the annual expenses. GHD Digital provides a platform that is compliant with federal accessibility requirements while assisting staff in migrating content in an accessible manner. The platform has capabilities to automatically adjust content for mobile, tablet and computer viewing and access.Shifting the website platform now allows for a transition to the new site by the end of the calendar year, matching the timeframe for releasing the new and expiring the current platform. Financial Impact: Funds for implementation accounted for within existing budgets. Committee Discussion: NA Attachments: GHD Digital Services Agreement change order VIII-18 Transform the way you serve and connect with your community PRODUCT Digital Solution 2025 Docusign Envelope ID: EF0F3957-3984-4AA8-9619-1C14389209C8 0OVSTC1^y byGHD Digital VIII-18 A scalable platform that puts the control into your hands → Transform for good. Public sector organizations need to keep pace with the demands of their residents for online information and service delivery, especially in the face of rapid community growth. They also need to provide up-to-date information, but don’t always have the technical resources to do this. Digital Solution 2025 Docusign Envelope ID: EF0F3957-3984-4AA8-9619-1C14389209C8 aovsTack by GHD Digital VIII-18 Govstack Terms and Conditions v.5 (5.21.25)Govstack.com Digital Solution 2025 Introducing Govstack®, a platform built for the public sector. Govstack is a modular and scalable digital platform that enables you to engage, inform, serve, and connect with your community online, while cutting down on the cost and resources necessary to do so. Govstack® Content Management System (CMS), a robust website CMS that puts you in control of the way your content is presented. Govstack® Events, an interactive tool to easily manage your events both paid and free. Create multiple calendars, aggregate them for a single master view, plan and publish in collaboration with other departments. Govstack® products → Govstack® Govstack® Forms, a customizable forms integration that cuts your operating costs by digitally collecting feedback, and allowing your residents to transact business online. Govstack® Citizen Portal, a personalized, citizen engagement portal that provides quick access to key information and services tailored to the unique needs of your residents, wherever and whenever they need it. Learn more Govstack® CMS Website content management made easy Learn more Govstack® Forms Conveniently deliver your municipal services Learn more Govstack® Events Create community interactions Learn more Govstack® Citizen Portal Provide personalized access to your services Docusign Envelope ID: EF0F3957-3984-4AA8-9619-1C14389209C8 aovsiack VIII-18 Govstack Terms and Conditions v.5 (5.21.25)Govstack.com Digital Solution 2025 Tailored to meet your unique needs Why Govstack®? Powerful flexible intuitive Content Management System Self-serve CMS with low code / no code site builder Create subsites, landing pages, control CSS and brand Easy to update and publish content with workflows and rollbacks Powerful and flexible forms Timely updates, Notification and Alerts system Secure, reliable and accessible WCAG 2.1 Level AA ➀ Grow as you go Evolve with the needs of your community and your organization ➁ Power with one password Increase efficiency and centralize your systems on a single platform to deliver city services to your residents through secure, single sign-on (SSO) access. ➂ Increase transparency and improve trust Provide your residents with timely information, automated email notifications and feedback forms to enhance trust and foster connection. ➃ Reduce your inquiry cost methods We understand the pressures and expectations for Council to provide faster, easier, and cost-effective services to the public. And we also recognize the labor shortages that challenge the public sector. That’s why we made Govstack, value-driven platform that helps you optimize your workforce and reduce costs, while meeting the online service expectations of your community. Docusign Envelope ID: EF0F3957-3984-4AA8-9619-1C14389209C8 aovsiack by GHD Digital 53 <- E© VIII-18 Govstack Terms and Conditions v.5 (5.21.25)Govstack.com Digital Solution 2025 Features of the platform →Subsites →Multilingual support →Accessibility →Responsive on all devices →Website themes →Website advanced search →Upcoming calendar events feed →Events calendar →Recent news →News listing page →News article detail page →Contact Directory →Alert banners & pop-ups →Embedded social media feeds →News subscriptions →Forms →CMS access with single sign-on →Site builder →Preview mode editable across multiple device screens →Calendar events widget →News widget →News article →News subscriptions →Alerts →Contact Directory management →Landing pages →Search engine optimization (SEO) General Figure 1.2 - Govstack template CMS CMS Back Office (Admin view) Docusign Envelope ID: EF0F3957-3984-4AA8-9619-1C14389209C8 aovsiack by GHD Digital VIII-18 → Transform for good Govstack.com Part 3 Part 2 Part 1 ACCEPTANCE CRITERIA PURPOSE CHANGE ORDER DELIVERY SCHEDULE Schedule will be provided upon approval of this Statement of Work. Docusign Envelope ID: EF0F3957-3984-4AA8-9619-1C14389209C8 Please see quote. Implementation fees will be billed annually over a 5 year period along with annual fees for the Forms product. To be included with website build. aovsTackbyGHDDigital VIII-18 Products &Services Name Billing Frequency Quantity Unit Price Total 1 Govstack Forms Standard - Implementation One-Time 1 $1,659.00 $1,493.10 2 Govstack Forms Standard - Subscription Annually 1 $1,313.00 /year $1,313.00 /year Annual subtotal $1,313.00 One-time subtotal $1,493.10 Total $2,806.10 Customer:City of Hastings MN Contact:Kelly Murtaugh,Assistant City Administrator/Human Resources Director,kmurtaugh@hastingsmn.gov, 651-480-2355 Address:101 4th Street East ,Hastings Minnesota,United States 55033 License Term:60 months Payment Terms:Net 30 days,USD*Applicable taxes and annual increase the greater of 5%and Inflationary Index not included Quote Expiry Date:July 24,2025 Additional Terms: Part 4 PRODUCTS &SERVICES after 10%discount after $165.90 discount Docusign Envelope ID: EF0F3957-3984-4AA8-9619-1C14389209C8 aovsTack by GHD Digital VIII-18 Questions?Contact me Mike Skufc Account Executive mike.skufca@ghd.com +15193404453 Statement of Work .Setup and Configuration Project Management Access to regularly scheduled training webinars,unlimited registration for your organization's domain Go live activities .50 Forms 20,000 submissions (total per year) Reports Workflow Automation Status Tracking Docusign Envelope ID: EF0F3957-3984-4AA8-9619-1C14389209C8 VIII-18 → Transform for good Govstack.com Part 7 Part 6 PAYMENT SCHEDULE CHANGE REQUESTS 1.An invoice will be issued to the Customer by GHD for all Implementation or One-Time fees 2.An invoice will be issued to the Customer by GHD for Year’s Annual fees *DSA does not include applicable taxes. The fees quoted are based on GHD executing the services on a specific, mutually agreed upon, schedule that allows both GHD and Customer reasonable time to perform their tasks. Any deviation from the scope or schedule could result in corresponding changes to the estimated price, dates, responsibilities, or other provisions of the project. Changes that have material impact to any of the foregoing will be accommodated with a Change Order form or a separate Statement of Work as deemed appropriate by both parties. GHD will make reasonable efforts to mitigate the costs associated with the change, with Customer bearing only that portion of costs that cannot be mitigated or otherwise avoided. GHD’s Terms and Conditions are applicable to this Change Order. The offer to perform the Statement of Work for the fees quoted shall expire if not accepted and signed by an authorized representative of Customer on Quote Expiry Date. IN WITNESS WHEREOF, GHD and Customer have caused this Agreement to be executed by their authorized representatives as of the date of last signature below (“Effective Date”). Customer GHD digital Ali Carden, PMP | A GHD Principal Vice President & Global Practice Director, Products and Platforms Change Order 2024 Part 5 EXCLUSIONS, ASSUMPTIONS, AND ADDITIONAL TERMS Docusign Envelope ID: EF0F3957-3984-4AA8-9619-1C14389209C8 per custom Milestone Schedule. Please see quote. 1 30 days following Effective Date of this Agreement. aovsTack VIII-18