Item 08 Approval to Reallocate Unused Budget Funds to Purchase CivicRec for Online Facility Rentals/Events ocoee
florida
AGENDA ITEM COVER SHEET
Meeting Date: March 1, 2022
Item #: g
Reviewed By:
Contact Name: Jack A Butler Department Director: Jack A Butle/'
Contact Number 407-554-7063 City Manager: Robert Fr
Subject: Reallocation of unused budget to fund acquisition and deployment of CivicRec for online
facility,rentals and public events at a capital cost of$33,296 plus the cost of leasing credit card
readers.
Background Summary:
When the City Commission initiated the enhanced facility program that resulted in building the Lakeshore
Center and modifying the Withers-Maguire House to support a variety of public and private events, it authorized
staff to acquire RecTrac software from Vermont Systems, Inc., as a mechanism for managing facility rentals. It
is now time to replace this software with a better product that is designed to work in a more integrated fashion
with the city's general website, which is operated by CivicPlus (Manhattan, KS). There is also the consideration
that RecTrac is a complex product to manage, which makes its utilization more difficult as a result of staff
turnover and internal transfers reducing in-house knowledge of the product. To meet the city's need for a
sustainable facility rental online platform, staff explored the CivicRec module that is available for CivicPlus and
found that it was a cost-effective way to meet the city's goal for website integration while also being easier to
configure and manage than RecTrac. In addition, CivicRec is capable of being extended to use as the online
platform for selling tickets for public events and paying fees for participating in city recreational programs.
Issue:
Should the City Commission authorize staff to reallocate budget remaining from other capital projects to fund the
acquisition and deployment of CivicRec and online payments?
Recommendations:
City staff recommends that the City Commission authorize the reallocation of unused budget from other
technology-related capital projects to fund the acquisition, configuration, and deployment of the CivicRec module
as an extension of the city's ocoee.org website, which runs on the CivicPlus platform. Migrating from RecTrac, a
stand-alone product that runs on city server hardware, to CivicRec is consistent with the city's goal of maximizing
the use of cloud-based software-as-a-service (SaaS) and the prior additions of the CivicHR, CivicOptimize, and
CivicClerk modules for other operational support functions. SaaS reduces the number of opportunities for website
hackers to access the city's network and lowers the computational load on city hardware and network resources.
Concurrent with this modification, staff recommends that the city also acquire and deploy an integrated online
mechanism for people to make rental deposits and other payments. The CivicRec price proposal includes
deploying CivicPlus Pay as a means of taking online and in-house payments for facility rentals and other activities
managed through that platform. Staff wants to additionally examine whether we can extend CivicPlus Pay to
other uses, such as making utility payments, and to exploring competing products that may offer better options or
lower costs for these additional purposes. Staff recommends that the City Commission authorize the City
1
Manager to utilize other available budgeted funds to acquire and deploy a more comprehensive online payment
mechanism up to the limit of his purchasing authority, as provided in the current Purchasing Rules, if that option
appears to be the most advantageous.
The attached statements of work and agreement addenda include the same language provided by the City
Attorney for previous CivicPlus modules that were recently acquired.
Attachments:
1. CivicRec Statement of Work and agreement addendum. This is the proposal for the one-time and
recurring annual costs for CivicRec and CivicPlus Pay (noted on some line items as `CivicRec Pay'to
reflect its initial use). The costs shown include moving existing data from RecTrac to CivicRec.
2. CivicEngage Statement of Work and addendum agreement. This is the proposal to create a special
ocoee.org website landing page, called a Departmental Header, for the CivicRec platform.This is a
common approach to provide a unique, but consistent website design that ties CivicRec into the overall
look and feel of the ocoee.org website while still alerting the user to a change in functionality. It also
provides flexibility with domain names.We did the same thing for the CRA website at ocoeecra.com.
Financial Impact:
The initial acquisition, configuration, and deployment cost of CivicRec, including data transfers from RecTrac, is
$29,620. Adding the department header option costs $3,676. The annual cost of CivicRec will be$9,933; the
annual cost of the departmental header is $717.15. Both annual cost figures will include a small annual cost
adjustment, as described in the general agreement we already have with CivicPlus. There will also be a small
initial cost of up to $1,500 related to acquiring credit card readers and other hardware needed to deploy CivicRec
as an in-house payment mechanism for facility rentals and program fees. An initial project budget amount of
$35,000 is recommended to accommodate all initial costs.
The budget required for the project would be covered by reallocating unused funds from other technology-related
capital projects, as may be selected by the City Manager at the time the funds are needed. Such possible funding
sources include the Laserfiche upgrade project, where we were able to save more than $29,500 by substituting
CivicOptimize for Laserfiche Forms, and the savings of$7,031 we realized by making design changes to the
Lakefront Center audiovisual system modifications needed to be able to broadcast events at that location. Other
projects have the potential to supply any budget needed in the future for deploying a new general-purpose online
payment mechanism.
Type of Item: (please mark with an"x')
E3 Public Hearing For Clerk's Dept Use:
O Ordinance First Reading Consent Agenda
O Ordinance Second Reading 0 Public Hearing
O Resolution 0 Regular Agenda
Commission Approval
0 Discussion&Direction
D Original Document/Contract Attached for Execution by City Clerk
C3 Original Document/Contract Held by Department for Execution
Reviewed by City Attorney Click or tap here to enter text.
Reviewed by Finance Dept. .?•,s-Actc• cQ
Reviewed by
2
C- P
Quote#: C-22226'1
CivUcPUus Date: 2/ /2O221:5OPK8
xo2 South*m St.Suite suu Expires On: 4/30/2022
Manhattan,nae6502 Product: CivicQec
U8
Client: Bill To:
Ocoee FL cwmneo Ocoee rL'owmnoo
o4Lempsnaom phone EMAIL DELIVERY METHOD PAYMENT METHOD
Craig Roach x�os> �mom��ciwcp|um.cvm ' w,xao
222-4985
CivioFleo-StatemnentofVVbrk
QTY Product Name DESCRIPTION PRODUCT TOTAL
TYPE
1.00 CkioRanPnsmium Premium Package-Project Coordination One-time UGD3.OD5.00
-Branded Public Portal-Help Center
Accoaa-AcuaoohoLivaPnojectSuppod
'Nonned Implementation Consultant
`
4.00 CkvioReo Virtual Training(Half Training(Vidua|)-half day, upto4 One-time UGD3.00O.0O
Day Block) hours
1.00 CivioRaoVihua| Consulting(Half Consulting(Viduo|)'half day,upto4 One-time UGD75O.00
Day Block) hours
1.00 CivicRan Annual Fee QvicRen Annual Fee Renewable UGD7.98O.OU
1.00 CivioRec Pay-G|oba| Poyments CivicReo Pay-Global Payments UGDO.DO
Integrated Integrated
1.00 CivioRao Pay Annual Fee-Global CivioRao Pay Annual maintenance and Renewable U8O1.5OO.00
Payments Integrated support fee
1.00 CivinReo Pay Implementation' Includes setting OivioP|uePay One-time USD1.5UO.00
Global Payments Integrated configuration, configuring CiviuP|uo
products for accepting poymente,
advanced troubleshooting with our
padner'oeuppo±
1.00 CkvinRecG|G Integration Q|S Integration'Integrate with G|G One-time USD3,625.00
software bn continually provide updated
address information into the new
system.AroG|S from E8RJiaonly
option.VVado not support other G|S
options.
1.00 User Import User Import-Imports current public One-time USD3.15U.UO
users into the new system.
xpoos.o/.uo1moo«u
Page of
CITY Product Name DESCRIPTION PRODUCT TOTAL
TYPE
1.00 K0emborahipo0z00000|mport K0embenshipo/Paooao |mpod One-time UGD3.15O.00
'
1.00 Future Facility Reservation Import Future Facility Rentals Import One-time USD2.100.00
Total Invest mnt'Year 1 UGD2S.82U.DO
Annual Recurring Services-Year 2 ` USO9.933.8D
Total Days ofCJuote:3G5 '
1. This Statement of Work("SOW')shall be subject to the terms and conditions of the CivicPlus Master Services
Agreement located at hftps://www.civicr)lus.com/master-services-agreement("MSA"),and its Addendurnas agreed to
between the Parties on November 8.2O21. to which this SOW is hereby attached os the CiviuRec Statement ofWork.
By signing this SOW, Client expressly agrees to the terms and conditions ofthe MSA throughout the Term of this SOW.
2. This SOW shall remain in effect for an initial term equal to 365 days from the date of signing("Initial Term"). In the
event that neither party gives 60 days'notice to terminate prior to the end of the Initial Term or any subsequent Renewal
Term,this SOW will automatically renew for an additional 1-year renewal term ("Renewal Term"). The Initial Term and all
Renewal Terms are collectively referred tmas the~Tenn^
3. The Total Investment'Year 1 Fees shall bo invoiced aufollows:
o. Upon signing of this SOW—one half(5096)of the Total Investment-Year 1 Fees;
b The earlier of 6 months from signing or upon completed implementation of the CivicRec Recreation Management
Software—the remaining half of the Total Investment-Year 1 Fees.
4. Annual Recurring Services shall ba invoiced onthe start date of each Renewal Term.Annual Recurring Services,
including but not limited to hosting,support and maintenance services,shall be subject to a 5%annual increase beginning
in year 2 of service. Client will pay all invoices within 30 days of the date of such invoice.
5. The Client's Annual Recurring Services Fees agreed upon herein are based on Client processing up to USD
400,000.00 of revenue per year CPredicted Processing Volume"). Starting with the first Renewal Term ofthis SOW,
CivicPlus reserves the right(but not the obligation)to audit Client once every 12 months to determine Client'o m�uo|
processing vdume(''/��uo| Processing Vo|umo^). |n the event C|ienCoActual Processing Volume exceeds thaPnadi�ad
Processing Volume, Ci�oP|uox�UnoU �fyc|iant� hin3OdoyoofthoeuditofthaActuo|Pnoc000ingVo|umaandtha
applicable increase in the Annual Fees resulting from such Actual Processing Volume.The increase in the Annual Fees
aho|| bo implemented the first of the month following the notice.
. G. For the purposes of obtaining merchant account services through CivIcP|us Pay, Client may choose to utilize the
designated merchant account for CivicRec through an integrated partnership with a merchant providers that is within
CivicP|uo'o network("Partner Network"). In the event Client chooses e merchant account from the Partner Network
(''|nbagratodPartnor"). Client will enter into o merchant account such Integrated Partner.Such agreement's terms and
conditions will solely enure to the benefit and obligation of Client; CivicPlus shall not be a party to such agreement. In
the event Client chooses an Integrated Partner merchant account provider, CivicPlus will provide Client and Integrated
Partner contact information to the other party for contracting purposes, and shall integrate the Integrated Partner
merchant account system at no additional charge to Client. If Client desires to use an-integrated merchant account
processor gateway besides one of the Integrated Partners designated as members of the Partner Network, CivicPlus
will provide Client with a list of approved processors and an integration fee will be charged to Client. Client agrees to
assume responsibility for ensuring execution of a merchant account contract with Client's select merchant account
provider,to comply with all terms and conditions of such contract and pay all fees required to maintain the services. Client
xPDO0u1.2o15-ou4u
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acknowledges that the fees set forth in this SOW do not include any transaction, processing or other fees imposed by
Client's merchant account processor. Client is fully responsible for their relationship with their selected processor. In no
event will CivicPlus: (i)take part in negotiations, (ii)pay any fees incumbent on the Client or merchant account,or(iii)
acquire any liability for the performance of services of any chosen merchant account processor, including those in the
Partner Network. Client acknowledges switching to a different merchant account processor after signing this SOW may
incur additional fees and require a written and signed modification to this SOW. Client shall continue to be responsible
for negotiating and executing any merchant account agreement as described herein for any additional merchant account
processor changes.
7. When Client uses CivicPlus Pay,then Client may take online credit card payments for certain services or products they
provide via the Client websites supported by CivicPlus.As such,through CivicPlus Pay,CivicPlus facilitates an automated
process for redirecting credit card payments to Client's chosen payment gateways/merchant account processors. For
card payments,CivicPlus will redirect any payments processing to the Client's merchant account processor gateway, and
the merchant account processor gateway presents the payment form page and processes the card payment.CivicPlus
does not transmit, process or store cardholder data and does not present the payment form.CivicPlus implements and
maintains PCI compliant controls for the system components and applications that provide the redirection services only.
8. Client understands and agrees that CivicPlus is not liable for any failure of service or breach of security by any
merchant account processor gateway provider selected by Client,whether such provider is an Integrated Partner or not.
Signature Page to Follow
V.PD 06.01.2015-0048
Page 3 of 5
Acceptance
By signing below, the parties are agreeing to be bound by the covenants and obligations specified in this SOW and the
[NSA terms and conditions found at:hftps://www.civicplus.com/master-services-agreement, and its Addendum as agreed
tn between the Parties nn November 8. 2O21.
IN WITNESS WHEREOF,the parties have caused this SOW to be executed by their duly authorized representatives as of
the dates below.
Client Civiup1uu
See Client Signature Page Below By:
Nome:
Title:
Date:
KFl)06.01205-0Q48
Page 4uf4
CITY OF OCOEE SIGNATURE PAGE
CivicRec- CivicPlus
APPROVED:
ATTEST: CITY OF OCOEE, FLORIDA
Melanie Sibbitt, City Clerk Rusty Johnson, Mayor
DATE:
(SEAL)
FOR USE AND RELIANCE ONLY BY APPROVED BY THE OCOEE CITY
THE CITY OF OCOEE, FLORIDA; COMMISSION AT A MEETING HELD
APPROVED AS TO FORM AND , 20
LEGALITY this day of UNDER AGENDA ITEM NO.
,20 .
SHUFFIELD, LOWMAN & WILSON, P.A.
By:
City Attorney
Contact Information
'all documents must be returned:Master Service Agreement,Statement of Work,and Contact Information Sheet.
Organization URL
Street Address
Address 2
City State Postal Code
CivicPlus provides telephone support for all trained clients from 7am—7pm Central Time,Monday-Friday(excluding holidays).
Emergency Support is provided on a 24/7/365 basis for representatives named by the Client. Client is responsible for
ensuring CivicPlus has current updates.
Emergency Contact&Mobile Phone
Emergency Contact&Mobile Phone
Emergency Contact&Mobile Phone
Billing Contact E-Mail
Phone Ext. Fax
Billing Address
Address 2
City State Postal Code
Tax ID# Sales Tax Exempt#
Billing Terms Account Rep
Info Required on Invoice(PO or Job#)
Are you utilizing any external funding for your project(ex.FEMA,CARES): Y [ ] or N [
Please list all external sources:
Contract Contact Email
Phone Ext. Fax
Project Contact Email
Phone Ext. Fax
Qoote#: Q'22225-1
CivicPKus Date: 2Y1/20321:41 PM
on2 South*m St.suite 000 'Expires On: 4/30/2022
Manhattan,nGs6502 Product: CivicErgage
us
Client: Bill To:
Ocoee Parks and Recreation FL'ommsnuuoo Ocoee Parks and Recreation pL cwmsnnuna
SALESPERSON Phone EMAIL �e���nT�e�e�� PAYMENT METHOD
Craig Roach xVaW roa
ch@civicplus.com ' me,00
ou2400s
CivioEngaQe-EtsdamentofVVork
OTY PRODUCT NAME DESCRIPTION PRODUCT TOTAL
TYPE
1.00 Standard Department Header Page specific Site ID, Navigation, U8DO.00
Package' CivinEngeQm Banner,Graphic Links;follows main site
layout/colors.
1.00 Standard Department Header Standard Department Header Annual Renewable U8OGD3.DO
Amnua| Fee-QvinEnQoge Fes
1.00 Standard Department Header Standard Department Header One-time UGD2.8Q3.O0
|mp|ementoUon-CivicEngaQo Implementation
Total Investment'Year 1 USD3.G7G.00
Annual Recurring Services'Year 2 USD717.15
Total Days ofQuobe:3G5
1. This Statement ofWork("SOW')shall besubject to the terms and conditions of the CivinP|uaMaster
Services Agreement located at hftr)s:/hvww.civicplus.com/master-services-aqreement(W-SX), and its
Addendum as agreed to between the Parties on November 8, 2021, to which this SOW is hereby
attached as the CivioEngag6 Statement of Work. By signing this SOW, Client expresslyagrees to the terms
and conditions nf the N1SA throughout the Term of this SOW.
2. This SOW s hall remain in effect for an initial term equal to 365 days from the date of signing("Initial Term").
In the event that neither party gives 60 days' notice to terminate prior to the end of the Initial Term, or
any subsequent Renewal Term,this SOWwill automatically renew for an additional 1-year renewal term
('Renawa|Term").The Initial Term and all Renewal Terms are collectively referred toas the"Term^.
3. The Total Investment-Year 1 will be invoiced asfollows:
m. Upon signing this SOW,thirty percent(30%)of the Total Investment Year 1 Fees;
b. The earlier of 6 months from signing or upon completion of CivicEngage Implementation(completion of
training), the remaining seventy percent(70%) of the Total Investment Year 1.
4. Annual Recurring Services shall be invoiced on the start date of each Renewal Term.Annual Recurring
Services, including but not limited to hosting, support and maintenance services, shall ba subject tne5Y6
xpoo6.V1.o01s-0O48
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annual increase beginning in year 2 of service.Client will pay all invoices within 30 days of the date of such
invoice.
5. Client agrees that CivicPlus shall not migrate,convert, or port content or information that could reasonably be
construed as time sensitive,such as calendar or blog content, during the Project Development.
6. If a Recurring Redesign line item is included with the Client's quote in this SOW, starting after 48 months of
continuous service under this SOW, Client shall be entitled to receive a redesign at no additional cost. Client
may initiate such redesign any time after 48 months of continuous service. Upon the initiation of an eligible
redesign project, Client may begin accumulating eligibility towards a subsequent redesign after another
48 months of continuous service. Redesigns that include additional features not available on the original
website may be subject to additional charges. Additional features include,but are not limited to,additional
modules and integration of third-party software. Recurring Redesigns are eligible for the website,subsite,
and department headers included in this SOW only. Any subsequently purchased website,subsite, and
department header shall not be included in a redesign hereunder.
7. Client allows CivicPlus to display a"Government Websites by CivicPlus"insignia, and web link at the bottom
of their web pages. Client understands that the pricing and any related discount structure provided under this
SOW assumes such perpetual permission.
Signature Page to Follow.
V.PD 06.01.2015-0048
Page 2 of 4
Acceptance
By signing below, the parties are agreeing to be bound by the covenants and obligations specified in this SOW and the
MSA terms and conditions found at:hftps://www.civicplus.com/master-services-agreement,and its Addendum as agreed
tn between the Parties on November O. 3021.
IN WITNESS WHEREOF,the parties have caused this SOW to be executed by their duly authorized representatives as of
the dates below.
Client CivicP1uu
See Client Signature Page Below By:
Name:
Tide:
Dote:
V.PD06.0.2M5-0O48
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CITY OF OCOEE SIGNATURE PAGE
CivicRec- CivicPlus
APPROVED:
ATTEST: CITY OF OCOEE, FLORIDA
Melanie Sibbitt, City Clerk Rusty Johnson, Mayor
DATE:
(SEAL)
FOR USE AND RELIANCE ONLY BY APPROVED BY THE OCOEE CITY
THE CITY OF OCOEE, FLORIDA; COMMISSION AT A MEETING HELD
APPROVED AS TO FORM AND , 20
LEGALITY this day of UNDER AGENDA ITEM NO.
, 20_.
SHUFFIELD,LOWMAN & WILSON, P.A.
By:
City Attorney
Contact Information
*all documents must be returned:Master Service Agreement,Statement of Work,and Contact Information Sheet.
Organization URL
Street Address
Address 2
City State Postal Code
CivicPlus provides telephone support for all trained clients from 7am—7pm Central Time,Monday-Friday(excluding holidays).
Emergency Support is provided on a 24/7/365 basis for representatives named by the Client. Client is responsible for
ensuring CivicPlus has current updates.
Emergency Contact&Mobile Phone
Emergency Contact&Mobile Phone
Emergency Contact&Mobile Phone
Billing Contact E-Mail
Phone Ext. Fax
Billing Address
Address 2
City State Postal Code
Tax ID# Sales Tax Exempt#
Billing Terms Account Rep
Info Required on Invoice(PO or Job#)
Are you utilizing any external funding for your project(ex.FEMA,CARES): Y [ ] or N [
Please list all external sources:
Contract Contact Email
Phone Ext. Fax
Project Contact Email
Phone Ext. Fax