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HomeMy WebLinkAbout9018 - Contract Executed DocuSign Transmittal Coversheet File Name Purchasing Contact Docusign Envelope ID: 8FDE628C-A187-4047-8D9B-975E71FD3EE5 Kayla Clark 9018- City Website Page 1 of 3 CivicPlus 302 South 4th St. Suite 500 Manhattan, KS 66502 US Statement of Work Quote #: Q-116406-1 Date: 2/4/2026 3:03 PM Expires On: 4/5/2026 Client: City of Denton, TX Bill To: DENTON CITY, TEXAS SALESPERSON Phone EMAIL DELIVERY METHOD PAYMENT METHOD Maggie Brown maggie.brown@civicplus.com Net 30 Recurring Service(s) QTY PRODUCT NAME DESCRIPTION 1.00 Website Platinum Hosting & Security Renewal Platinum Hosting & Security per domain http://www.cityofdenton.com/ 1.00 Annual - Municipal Websites Central Renewal Municipal Websites 5 Annual 1.00 Hosting & Security Annual Fee - Websites Central Renewal Hosting & Security Annual Fee 1.00 Website: Platform IdP Integration Annual Fee Renewal Custom IdP Integration Annual Fee 1.00 48 Month Redesign Ultimate Annual - Websites Central 4yr Redesign Ultimate Annual 1.00 SSL Management CivicPlus Provided Renewal SSL Management CP Provided Only 1 per domain (Annually Renews) Initial Term 4/13/2026 - 4/12/2029, Renewal Term 4/13 each calendar year Initial Term Invoice Schedule Year One Annual Total invoiced upon the signature date of this Agreement, subject to proration if the term begins at signing. Subsequent Annual Totals invoiced every 12 months starting at Renewal Term. Annual Subscription One Time Fees Annual Total Year One USD 21,199.24 USD 0.00 USD 21,199.24 Year Two USD 22,259.20 USD 22,259.20 Year Three USD 23,372.16 USD 23,372.16 Docusign Envelope ID: 8FDE628C-A187-4047-8D9B-975E71FD3EE5 Page 2 of 3 Subtotal USD 66,830.60 Annual Recurring Services Startin Year 4 USD 24,540.77 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 negotiated terms in the CivicPlus Master Services Agreement Contract # 7456 as well as Municipal Websites (CivicEngage) Terms (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. Please note that this document is a SOW and not an invoice. Upon signing and submitting this SOW, Client will receive the applicable invoice according to the terms of the invoicing schedule outlined herein. Client may issue purchase orders for its internal, administrative use only, and not to impose any contractual terms. Any terms contained in any such purchase orders issued by the Client are considered null and will not alter the Binding Terms, the Agreement or this SOW. Docusign Envelope ID: 8FDE628C-A187-4047-8D9B-975E71FD3EE5 Page 3 of 3 Acceptance of Quote # Q-116406-1 The undersigned acknowledges having read, understood, and agreed to be bound by the binding terms and conditions incorporated into this SOW. This SOW shall become effective as of the date of the last signature below (“Effective Date”). For CivicPlus Billing Information, please visit https://www.civicplus.com/verify/ Authorized Client Signature CivicPlus By (please sign): ___________________________________ By (please sign): ___________________________________ Printed Name: ___________________________________ Printed Name: ___________________________________ Title: ___________________________________ Title: ___________________________________ Date: ___________________________________ Date: ___________________________________ Organization Legal Name: ___________________________________ Billing Contact: ___________________________________ Title: ___________________________________ Billing Phone Number: ___________________________________ Billing Email: ___________________________________ Billing Address: ___________________________________ ___________________________________ Mailing Address: (If different from above) ___________________________________ ___________________________________ PO Number: (Info needed on Invoice (PO or Job#) if required) ___________________________________ Amy Vikander Senior VP of Customer Success 03/19/2026 Docusign Envelope ID: 8FDE628C-A187-4047-8D9B-975E71FD3EE5 Buyer Accountspayable@cityofdenton.com Kayla Clark City of Denton 3/20/2026 Municipal Websites (CivicEngage) Terms General Municipal Website (CivicEngage) Terms Due to the multiparty dependency of Project Development, CivicPlus will not migrate, convert, or port content or information that could reasonably be construed as time- sensitive, such as calendar or blog content, during Project Development. The Customer allows CivicPlus to display a “Government Websites by CivicPlus” insignia, and a web link at the bottom of the completed web pages. The Customer understands that the pricing structure provided under this Statement of Work "SOW" assumes such perpetual permission. CivicPlus Mobile App The Customer is responsible for the registration and account management of the Customer’s app account on the respective distribution platform (App Store, Google Play). CivicPlus may manage the Google Play distribution platform. CivicPlus, in its sole discretion, may transfer management and ownership responsibilities to Customer or an approved third party of any mobile app platform used by Customer after providing thirty (30) days’ written notice to Customer of such change. If the Customer desires to use the App Store, the Customer is responsible for the set up the Apple Developer Account as follows: 1.Set up an Apple Developer Account 2.Identify CivicPlus and OneBlink as a developer on the account 3.Work with CivicPlus Implementation team to customize the App Store descriptions, settings and content. 4.Work with CivicPlus Implementation team to update the App Store descriptions, settings and content. 5.If the Customer identifies as a non-profit organization, Apple will waive the annual fee. However, if the Customer is identified as a for-profit organization and must pay Docusign Envelope ID: 8FDE628C-A187-4047-8D9B-975E71FD3EE5 the annual fee, the payment must be set up to auto-renew. CivicPlus shall not manage the Customer account. CivicPlus shall only use the Customer’s Apple Developer Account to deploy the Customer’s CivicPlus Mobile App. 6.If the Customer receives emails or requests from Apple regarding the Customer’s Apple Developer Account, it is the Customer’s responsibility to respond directly to Apple. In the event the communication specifically involves the deployment of the CivicPlus Mobile App, the Customer shall immediately forward such communication to CivicPlus to ensure the CivicPlus Mobile App remains live and up-to-date. The Customer represents that it has all intellectual property rights in any the Customer data and content to be added to the Services. It is solely the Customer’s responsibility to seek the permission of any third-party data and/or content owner used by the Customer. The Customer understands that the hosting for the Services are provided by the app distribution platform and not CivicPlus. CivicPlus shall not be liable for any downtime of the Services provided to the Customer. Design Center Pro If the Customer’s use of the Design Center Pro module results in a loss in website or software function or other issue requiring CivicPlus resources to remedy, the Customer will be charged CivicPlus's standard hourly rate at such time for such resources. CivicPlus Pay / Process Automation Pay / Pay CivicPlus Payments Services enables the Customer to receive online credit card payments for certain services or products the Customer provides via the Customer websites or recreation management system supported by CivicPlus. As such, through the Services, CivicPlus facilitates an automated process for redirecting credit card payments to the Customer’s chosen payment gateways / merchant account processors (“Gateway”). For card payments, CivicPlus will redirect any payments processing to the Customer’s Gateway, and the 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 Payment Card Industry (PCI) compliant controls for the system components and applications that provide the redirection services only. The Customer will enter into a merchant account agreement with a Gateway provider that is within CivicPlus’s network of integrated Gateways. (“Integrated Partner”). Such agreement’s terms and conditions will solely enure to the benefit and obligation of the Customer; CivicPlus shall not be a party to such agreement.  CivicPlus will facilitate Docusign Envelope ID: 8FDE628C-A187-4047-8D9B-975E71FD3EE5 contact between the Customer and the selected Integrated Partner for contracting purposes and shall integrate the Integrated Partner’s Gateway system into the Customer’s Services. The Customer agrees to assume responsibility for ensuring execution of a Gateway contract with the Customer’s select Gateway provider, to comply with all terms and conditions of such contract, and pay all fees required to maintain the services. The Customer acknowledges that the fees set forth in the applicable SOW do not include any transaction, processing, or other fees imposed by the Customer’s Gateway. The Customer is solely responsible for their relationship with their selected Gateway. In no event will CivicPlus: 1.take part in negotiations, 2.pay any fees incumbent on the Customer or merchant account, or 3.acquire any liability for the performance of services of any chosen Gateway, including those Integrated Partners. The Customer acknowledges switching to a different Gateway after signing this SOW may incur additional fees and require a written and signed modification to this SOW. The Customer shall continue to be responsible for negotiating and executing any Gateway agreement as described herein for any additional Gateway changes. The Customer understands and agrees that CivicPlus is not liable for any failure of service or breach of security by any Gateway provider selected by the Customer, whether such provider is an Integrated Partner or not. Chatbot The Customer understands that the Chatbot Services are not intended to collect, and CivicPlus discourages the Customer from soliciting and collecting, any personally identifiable information (“PII”), protected health information (“PHI”), payment card industry information (“PCI”) or any other financial data from its users. CivicPlus cannot monitor and control the Customer’s actions; therefore, in the event the Customer solicits and stores any PII, PHI, PCI, or other financial data, it is at the Customer’s sole discretion and risk. The Customer as the data owner, and not CivicPlus, is solely responsible for the applicable laws and regulations regarding any data breach involving such data, including breach notification and credit monitoring requirements. The Customer understands that the Services must crawl over the Customer’s entire site and scrape information for successful performance. The Customer shall be solely responsible for obtaining permission from any third party whose content may be crawled and/or scraped by the usage of the Services. In no event shall CivicPlus be liable to the Docusign Envelope ID: 8FDE628C-A187-4047-8D9B-975E71FD3EE5 Customer or any third-party, for any claim, action, liability, or damages, arising out of or related to the Services crawling over and/or scraping any third-party system and/or content. The cost of the Services listed in the applicable SOW is for one domain, limited to ten crawled websites, if the Customer requires more domains or crawled websites, the Customer should reach to the Customer’s designated CivicPlus representative.CivicPlus and/or its partners shall have the right to collect and analyze data and other information relating to the provision, use, and performance of various aspects of the Services and related systems and technologies (including, without limitation, information concerning the Customer data and data derived therefrom), and CivicPlus and/or its partners will be free (during and after the term hereof) to: 1.use such information and data to improve and enhance the Services and for other development, diagnostic and corrective purposes in connection with the Services and other CivicPlus offerings, and 2.disclose such data solely in aggregate or other de-identified form in connection with its business. No rights or licenses are granted except as expressly set forth herein. CivicPlus shall not be responsible or liable for the content of messages created by the Customer, or by end-users who access the Service. Recurring Redesign Starting after continuous service for the period of months explicitly stated in the Recurring Redesign line item on the applicable SOW (the “Redesign Term”), the Customer shall be entitled to receive a website redesign at no additional cost. The Customer may initiate the website redesign any time after completion of a Redesign Term. Upon the initiation of an eligible redesign project, the Customer may begin accumulating eligibility towards a subsequent redesign after continuous service of a subsequent Redesign Term. Redesigns that include additional features not purchased on the original website SOW 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 encompassed in the Customer’s website at the time of recurring redesign was purchased or included in the applicable SOW in which the redesign was purchased. Any subsequently purchased website, subsite, and department header may be included in the Customer’s redesign at an additional fee. Encrypted Forms Docusign Envelope ID: 8FDE628C-A187-4047-8D9B-975E71FD3EE5 The Customer acknowledges and understands use of the Encrypted Forms Services is contingent on a current, valid subscription of CivicPlus’ Platinum Hosting & Security upgrade for the CivicPlus Municipal Websites (CivicEngage), and that any termination or suspension of such Platinum Hosting & Security upgrade shall likewise immediately terminate or suspend the use of the Encrypted Forms. The Customer is responsible for the updating and accuracy of their public-facing privacy policy. The Customer acknowledges that any forms to be used in the Services must be created in the Encrypted Forms module, and such forms cannot be unencrypted or exported to unencrypted modules. CivicPlus strongly recommends the Customer completes a Privacy Impact Statement (PIA), which shall detail the Customer’s privacy practices and policies surrounding the use of, and any data stored within or collected by the Services. The Customer further warrants appropriate employees will be adequately trained on the use and deployment of the Services. The Customer and CivicPlus each jointly acknowledge that for the duration of the applicable SOW, CivicPlus shall serve as the “Data Custodian” and is solely responsibility for the appropriate security controls, including safe custody, transport, and storage of data. The Customer shall serve as the “Data Owner”, and is solely responsible for the operational and privacy specific controls, including data collection, content, context, and use. Notwithstanding the foregoing, the Customer acknowledges that CivicPlus cannot detect or prevent unauthorized individuals accessing any CivicPlus system through use of valid log-in credentials as set up by the Customer. The Customer has sole responsibility for maintaining the security of such log-in credentials, and assigning and defining roles and permission to each individual end-users. The Customer acknowledges that due to the nature of the encryption employed in the Services, CivicPlus staff are unable to access any data submitted or stored within the Services. The Customer understands and agrees that the Services are not intended to collect or store any credit card information, or related identifiable or financial information and that the Customer shall not collect or store any such information in the Encrypted Forms. For the sake of clarity, the Encrypted Forms are not Payment Card Industry Data Security Standards (PCI DSS) or HIPAA compliant, and the Customer shall not use it for PCI DSS or HIPAA purposes. Docusign Envelope ID: 8FDE628C-A187-4047-8D9B-975E71FD3EE5 Certificate Of Completion Envelope Id: 8FDE628C-A187-4047-8D9B-975E71FD3EE5 Status: Completed Subject: ***Purchasing Approval*** 9018- City Website Source Envelope: Document Pages: 9 Signatures: 1 Envelope Originator: Certificate Pages: 5 Initials: 3 Kayla Clark AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) 901B Texas Street Denton, TX 76209 kayla.clark@cityofdenton.com IP Address: 198.49.140.10 Record Tracking Status: Original 3/19/2026 11:33:35 AM Holder: Kayla Clark kayla.clark@cityofdenton.com Location: DocuSign Signer Events Signature Timestamp Kayla Clark kayla.clark@cityofdenton.com Buyer City of Denton Security Level: Email, Account Authentication (None) Completed Using IP Address: 198.49.140.10 Sent: 3/19/2026 11:35:46 AM Viewed: 3/19/2026 11:35:54 AM Signed: 3/19/2026 11:35:58 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Lori Hewell lori.hewell@cityofdenton.com Purchasing Manager City of Denton Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 198.49.140.104 Sent: 3/19/2026 11:36:00 AM Viewed: 3/20/2026 6:14:45 AM Signed: 3/20/2026 6:15:16 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Leah Bush leah.bush@cityofdenton.com Assistant City Attorney Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 198.49.140.104 Sent: 3/20/2026 6:15:18 AM Viewed: 3/20/2026 8:10:40 AM Signed: 3/20/2026 9:07:08 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Dustin Sternbeck Dustin.Sternbeck@cityofdenton.com Chief Communications Officer Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 198.49.140.10 Sent: 3/20/2026 9:07:10 AM Viewed: 3/20/2026 9:10:37 AM Signed: 3/20/2026 9:13:41 AM Electronic Record and Signature Disclosure: Accepted: 3/20/2026 9:10:37 AM ID: cfe3417d-e79a-46e3-9cb5-ca63ab74f4a3 Signer Events Signature Timestamp Kayla Clark kayla.clark@cityofdenton.com Buyer City of Denton Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 198.49.140.10 Sent: 3/20/2026 9:13:44 AM Viewed: 3/20/2026 9:14:34 AM Signed: 3/20/2026 9:14:44 AM 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 Cheyenne Defee cheyenne.defee@cityofdenton.com Procurement Administration Supervisor City of Denton Security Level: Email, Account Authentication (None) Sent: 3/20/2026 9:14:46 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Justin Harmon Justin.Harmon@cityofdenton.com Security Level: Email, Account Authentication (None) Sent: 3/20/2026 9:14:47 AM Viewed: 3/20/2026 9:18:28 AM Electronic Record and Signature Disclosure: Accepted: 11/5/2024 2:13:05 PM ID: 35c25f47-9f1e-41fa-a64b-8580de533538 Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 3/19/2026 11:35:46 AM Certified Delivered Security Checked 3/20/2026 9:14:34 AM Signing Complete Security Checked 3/20/2026 9:14:44 AM Completed Security Checked 3/20/2026 9:14:48 AM Payment Events Status Timestamps Electronic Record and Signature Disclosure ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, City of Denton (we, us or Company) may be required by law to provide to you certain written notices or disclosures. 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Please also see the paragraph immediately above that describes the consequences of your electing not to receive delivery of the notices and disclosures electronically from us. Electronic Record and Signature Disclosure created on: 7/21/2017 1:59:03 PM Parties agreed to: Dustin Sternbeck, Justin Harmon How to contact City of Denton: You may contact us to let us know of your changes as to how we may contact you electronically, to request paper copies of certain information from us, and to withdraw your prior consent to receive notices and disclosures electronically as follows: To contact us by email send messages to: purchasing@cityofdenton.com To advise City of Denton of your new e-mail address To let us know of a change in your e-mail address where we should send notices and disclosures electronically to you, you must send an email message to us at melissa.kraft@cityofdenton.com and in the body of such request you must state: your previous e-mail address, your new e-mail address. 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