05-18-21 City Council AgendaREGULAR MEETING AGENDA
This meeting will be held via Webex in accordance with the local emergency declaration made by
the City under Minn. Stat. § 12.37. The public may monitor this meeting by watching on Comcast
cable channel 16, by streaming on CCXmedia.org, or by calling 1-415-655-0001 and entering the
meeting code 133 894 2378. The public may participate in this meeting during public comment
sections, including the public forum beginning at 6:20 pm, by calling 763-593-8060. Additional
information about monitoring electronic meetings is available on the City website. For technical
assistance, please contact the City at 763-593-8007 or webexsupport@goldenvalleymn.gov. If
you incur costs to call into the meeting, you may submit the costs to the City for reimbursement
consideration.
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1.Call to Order
A.Pledge of Allegiance
B.Roll Call
C.Proclamation Recognizing the 10th Anniversary of the Golden Valley Community
Foundation
D.Proclamation Recognizing Public Works Week
2.Additions and Corrections to Agenda
3.Consent Agenda
Approval of Consent Agenda - All items listed under this heading are considered to be routine
by the City Council and will be enacted by one motion. There will be no discussion of these
items unless a Council Member so requests in which event the item will be removed from the
general order of business and considered in its normal sequence on the agenda.
A.Approval of City Check Register
B.Licenses:
1.Gambling License Exemption and Waiver of Notice Requirement – Chester Bird
American Legion 523
2.General Business License – Fireworks Sales
3.General Business License – Gas Stations and Gas Dispensers
C.Approval of Bids, Quotes and Contracts:
1.Approve Contract for Hydrant Painting with B & B Commercial Coating, LLC
2.Authorize City Manager to Sign a Purchase Agreement for Replacement Dasher
Boards at the Wesley Park Hockey Rink
3.Authorize Professional Services Agreement with CivicPlus for Implementation of the
2021 Website Redesign and Development Services
37-97
May 18, 2021 – 6:30 pm
Meeting Held Virtually
City of Golden Valley City Council Regular Meeting
May 18, 2021 – 6:30 pm
2
4. Theodore Wirth Park Public Safety Memorandum of Understanding with
Minneapolis Park Police
98-105
D. Grants and Donations:
1. Approve Resolution No. 21-36 - Accepting Donation for a Tree in Brookview Park 106-110
2. Approve Resolution No. 21-37 - Authorizing Application for the 2020 Metropolitan
Council Municipal Publicly Owned Infrastructure Inflow/Infiltration Grant Program
111-113
E. Approve City Classification Structure Adjustments, Resolution No. 21-38 114-119
4. Public Hearing
A. Public Hearing to Vacate Alley Easements West of Hillsboro Avenue North Between Earl 120-123
Street and Duluth Street, Resolution No. 21-39
5. Old Business
6. New Business
All Ordinances listed under this heading are eligible for public input.
A. Discussion of Proposed Meadowbrook PUD Amendment – 5400 Glenwood Avenue 124-131
B. First Consideration of Ordinance No. 714, Amending City Code Chapter 2 - Replacing the
Human Rights Commission with a Diversity, Equity, and Inclusion Commission
132-142
C. Review of Council Calendar 143
D. Mayor and Council Communications
1. Other Committee/Meeting updates
7. Adjournment
Golden Valley City Council Meeting
May 18, 2021
Agenda Item
1. C. Proclamation Recognizing the 10th Anniversary of the Golden Valley Community Foundation
Prepared By
Tim Cruikshank, City Manager
Summary
The Golden Valley Community Foundation (GVCF) is celebrating its tenth anniversary on May 20,
2021. The GVCF is a self-governed community foundation that serves the residents of Golden
Valley and its surrounding communities. Through charitable giving, the GVCF has helped
strengthen Golden Valley by investing in various programs and initiatives. Furthermore, the GVCF
has helped residents during times of need, including in the past year when many individuals and
families have struggled during the COVID-19 pandemic. Attached is a proclamation recognizing
the tenth anniversary celebration of the Golden Valley Community Foundation. Dean Penk,
Founding Member and Board Chair, will be in attendance.
Supporting Documents
• Proclamation in Recognition of the 10th Anniversary Celebration for the Golden Valley
Community Foundation (1 page)
CITY OF GOLDEN VALLEY
PROCLAMATION IN RECOGNITION OF THE
10TH ANNIVERSARY CELEBRATION FOR THE
GOLDEN VALLEY COMMUNITY FOUNDATION
WHEREAS, the Golden Valley Community Foundation (GVCF) was formed in May 2011
resulting from a citizen-led community initiative called Envision Golden Valley; and
WHEREAS, the GVCF is a self-governed community foundation and 501(c)(3) non-profit
organization that functions as a channel for charitable giving that receives, manages, and
distributes funds that benefit Golden Valley residents and surrounding communities; and
WHEREAS, since 2011 GVCF donors have given more than $500,000 back to the
community through grants, programs, and other donations and have also engaged over 10,000
community members in that time; and
WHEREAS, the GVCF has strengthened the community with their investment in
important programs that serve the community in the areas of Community, Education,
Sustainability, Health, and Arts including the Golden Valley Arts & Music Festival, Market in the
Valley Farmer’s Market, Pride Festival, and Global Golden Valley; and
WHEREAS, the GVCF remains steadfast in its mission to Do More Good in Golden Valley.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Golden Valley
does hereby recognize the tenth anniversary celebration of the Golden Valley Community
Foundation on May 20, 2021, proclaim our appreciation for their commitment to the wellbeing
of the community, and encourage them to continue their work and Do More Good in Golden
Valley in the next ten years and beyond.
IN WITNESS WHEREOF, that I, Shepard M. Harris, Mayor of the City of Golden Valley
have hereunto set my hand and caused the seal of the City to be affixed this 18th day of May,
2021.
___________________________
Shepard M. Harris, Mayor
Golden Valley City Council Meeting
May 18, 2021
Agenda Item
1. D. Proclamation Recognizing Public Works Week
Prepared By
Tim Kieffer, Public Works Director
Summary
National Public Works Week is May 16 through May 22, 2021. Public Works Week recognizes public
works professionals that provide services that are essential to sustainable and resilient communities
and to the public health, safety, high quality of life and well-being of people.
Additionally, it is to attract attention to the ongoing needs and efforts of infrastructure maintenance
and renewal and the importance of public interest and support for public works programs.
Financial Or Budget Considerations
NA
Supporting Documents
• Proclamation Recognizing Public Works Week (1 page)
CITY OF GOLDEN VALLEY
PROCLAMATION RECOGNIZING PUBLIC WORKS WEEK
MAY 16 - 22, 2021
WHEREAS, public works dedication to infrastructure, facilities and services is of
vital importance to a sustainable and resilient community and to the public health, high
quality of life and well-being of our citizens and guests’ everyday lives; and
WHEREAS, these infrastructure, facilities and services could not be provided
without the devoted efforts of public works professionals, who are responsible for
engineering and construction, transportation, street maintenance, snow removal, water
supply, water treatment, storm water management, park maintenance, public buildings,
and other structures and facilities essential for our citizens; and
WHEREAS, it is in the public interest for citizens, civic leaders, and children to
gain knowledge of and to maintain an ongoing interest and understanding of the
importance of public works and public works programs.
NOW, THEREFORE, BE IT RESOLVED, that I, Shepard M. Harris, Mayor of the
City of Golden Valley, have proclaimed the week of May 16 through May 22, 2021 as
Public Works Week in the City of Golden Valley, and I call upon all citizens and civic
organizations to pay tribute to our public works professionals, and to recognize the
substantial contributions they make to protecting our health, safety, and quality of life.
IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal of
the City of Golden Valley to be affixed on this 18th day of May, 2021.
___________________________
Shepard M. Harris, Mayor
Golden Valley City Council Meeting
May 18, 2021
Agenda Item
3. A. Approval of City Check Register
Prepared By
Sue Virnig, Finance Director
Summary
Approval of the check register for various vendor claims against the City of Golden Valley.
Financial Or Budget Considerations
The check register has a general ledger code as to where the claim is charged. At the end of the
register is a total amount paid by fund.
Recommended Action
Motion to authorize the payment of the bills as submitted.
Supporting Documents
Document is located on city website at the following location:
http://weblink.ci.golden-valley.mn.us/WebLink/DocView.aspx?id=885757&dbid=0&repo=GoldenValley
The check register for approval:
• 05-14-21 Check Register
Golden Valley City Council Meeting
May 18, 2021
Agenda Item
3. B. 1. Gambling License Exemption and Waiver of Notice Requirement – Chester Bird American
Legion 523
Prepared By
Theresa Schyma, City Clerk
Summary
As per State Statute organizations that conduct gambling within the City limits have to submit an
application for a lawful gambling permit to the State after the permit has been approved or denied by
the City. Depending upon the timing of the permit the applicants may request the City to waive the 30-
day waiting period.
Financial Or Budget Considerations
Not applicable
Recommended Action
Motion to receive and file the gambling license exemption and approve the waiver of notice
requirement for Chester Bird American Legion 523.
Attachments
• Application for Exempt Permit (2 pages)
Golden Valley City Council Meeting
May 18, 2021
Agenda Item
3. B. 2. General Business Licenses - Fireworks Sales
Prepared By
John Crelly, Fire Chief
Jill Lund, Administrative Assistant
Summary
The following establishment has applied for renewal of their fireworks sales license for the 2021-2022
license term. The applicant has met City Code requirements for the renewal of their license and staff is
recommending approval.
Menard’s Fireworks Sales $100.00
6800 Wayzata Boulevard
Financial Or Budget Considerations
NA
Recommended Action
Motion to authorize the renewal of the above fireworks sales license for a period of May 1, 2021
through April 31, 2022.
Supporting Documents
NA
Golden Valley City Council Meeting
May 18, 2021
Agenda Item
3. B. 3. General Business Licenses – Gas Stations and Gas Dispensers
Prepared By
John Crelly, Fire Chief
Jill Lund, Administrative Assistant
Summary
The following establishments are up for renewal of their gas station and gas dispenser license for the
2021-2022 license term. The applicants have met City Code requirements for the renewal of their
license and staff is recommending approval.
Applicant License Type Fee
Freddie’s Petroleum, Inc. Gas Station/4 Dispensers $ 300
DBA: Amstar
9405 Medicine Lake Road
Feist Automotive Gas Station/4 Dispensers $ 300
1875 Lilac Drive North
General Mills Gas Station/6 Dispensers $ 400
1 General Mills Boulevard
Golden Valley Country Club Gas Station/2 Dispensers $ 150
7001 Golden Valley Road
Gregg and Jim’s Service, Inc. Gas Station/4 Dispensers $ 300
1900 Douglas Drive North
Holiday Stationstores, Inc. Gas Station/5 Dispensers $ 350
7925 Wayzata Boulevard
Linn Retail Centers, Inc. Gas Station/6 Dispensers $ 400
DBA: Holiday Station
600 Boone Avenue North
City Council Regular Meeting Executive Summary
City of Golden Valley
May 18, 2021
2
Jim Lupient Oldsmobile Gas Station/1 Dispenser $ 75
7100 Wayzata Boulevard
Mainline Transportation, Inc. Gas Station/4 Dispensers $ 300
835 Decatur Avenue North
Morrie’s Cadillac SAAB Gas Station/1 Dispensers $ 75
7400 Wayzata Boulevard
Regency Hospital Gas Station/1 Dispenser $ 75
1300 Hidden Lakes Parkway
Speedway #4497 Gas Station/6 Dispensers $ 400
6955 Market Street
Speedway #4443 Gas Station/4 Dispensers $ 300
1930 Douglas Drive North
Theodore Wirth Par 3 Gas Station/2 Dispensers $ 150
1313 Theodore Wirth Parkway
Financial Or Budget Considerations
NA
Recommended Action
Motion to authorize the renewal of the above gas dispenser licenses for a period of April 1, 2021
through March 31, 2022.
Supporting Documents
NA
Golden Valley City Council Meeting
May 18, 2021
Agenda Item
3. C. 1. Approve Contract for Hydrant Painting with B & B Commercial Coating, LLC
Prepared By
Tim Kieffer, Public Works Director
Joe Hansen, Utility Maintenance Superintendent
Summary
The coating on fire hydrants deteriorates over time from exposure to weather and winter de-icing
chemicals causing the hydrants to rust. Periodic painting is needed to keep the hydrants maintained
and in working condition.
Staff annually contracts approximately half the hydrants in a maintenance district to be painted, which
is 158 hydrants this year. This schedule allows every hydrant to be repainted on a 10-year rotation.
Staff received quotes to remove surface defects and repaint 158 fire hydrants. The results are as
follows:
Al's Handy Man Services, LLC $35,550.00
Aspects Construction $18,012.00
B & B commercial Coating, LLC $25,122.00
Bogar Construction $49,900.00
Janovia Painting, LLC $26,812.60
Miller Striping & Services $12,324.00
Ultra Painting, Inc. $27,650.00
Unfortunately, the contractors that submitted the two lowest quotes declined after being awarded the
contract so staff proposes to award the contract to the third lowest quote, which is B & B Commercial
Coating.
Financial Or Budget Considerations
Funding for the hydrant painting will come from the Water Maintenance operating budget (7123.6340)
which has $90,000 dedicated for contractual services.
City Council Regular Meeting Executive Summary
City of Golden Valley
May 18, 2021
2
Recommended Action
Motion to authorize the Mayor and City Manager to execute the Contract for Hydrant Painting with B
& B Commercial Coating, LLC in the form approved by the City Attorney.
Supporting Documents
• Contract for Hydrant Painting with B & B Commercial Coating, LLC (14 pages)
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CONTRACT FOR HYDRANT PAINTING
WITH B & B COMMERCIAL COATING, LLC
THIS AGREEMENT is made this 18th day of May, 2021 (the “Effective Date”) by and between B & B
Commercial Coating, LLC, a painting company located at 11276 Duffield Avenue NW, Maple Lake, MN
55358 (“Contractor”), and the City of Golden Valley, Minnesota, a Minnesota municipal corporation
located at 7800 Golden Valley Road, Golden Valley, MN 55427 (the “City”):
RECITALS
A. Contractor is engaged in the business of removing old paint, priming, and painting.
B. The City desires to hire Contractor to remove old paint, prime, and paint fire hydrants.
C. Contractor represents that it has the professional expertise and capabilities to provide the City
with the requested work.
D. The City desires to engage Contractor to provide the work described in this Agreement and
Contractor is willing to provide such work on the terms and conditions in this Agreement.
NOW, THEREFORE, in consideration of the terms and conditions expressed herein, the City and
Contractor agree as follows:
AGREEMENT
1. The Work. Contractor shall perform the work more fully described in the attached Exhibit A (the
“Work”). The Work includes all work and services required by this Agreement, whether completed or
partially completed, and includes all labor, materials, equipment, and services provided or to be provided
by Contractor to fulfill Contractor’s obligations. All Work shall be completed according to the
specifications set forth in the attached Exhibit B. Contractor shall at all times keep the premises free from
accumulation of waste materials and debris caused by Contractor’s operations.
2. Time for Completion. The Contractor shall proceed diligently and shall complete the Work to the
satisfaction and approval of the City’s authorized agent according to the length of time set forth in Exhibit
A (the “Contract Time”). Contractor shall notify the City in writing of any cause of delay of the Work within
24 hours after such cause of delay arises. If Contractor fails to complete the Work during the Contract
Time, the City may immediately, or at any time thereafter, proceed to complete the Work at the
Contractor’s expense. If Contractor gives written notice of a delay over which Contractor has no control,
the City may at its discretion, extend the Contract Time.
3. Consideration. In consideration of the performance of the Work, the City shall pay to Contractor
the amount set forth herein Exhibit C (the “Contract Price”). The consideration shall be for both the Work
performed by Contractor and the expenses incurred by Contractor in performing the Work. Contractor
shall submit statements to the City containing a detailed list of project labor and hours, rates, titles, and
amounts undertaken by Contractor during the relevant billing period. The City shall pay Contractor within
thirty (30) days after receiving a statement from Contractor.
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4. Extra Work. Unless approved by the City in writing, Contractor shall make no claim for extra work
done or materials furnished, nor shall Contractor do any work or furnish any materials not covered by the
plans and specifications of this Agreement. Any such work or materials furnished by Contractor without
written City approval shall be at Contractor’s own risk and expense. Contractor shall perform any altered
plans ordered by the City; if such alteration reduces the cost of doing such work, the actual amount of
such reduction shall be deducted from the contract price for the Work.
5. Contract Documents. The Contract Documents shall consist of this Agreement; all exhibits to this
Agreement, which are incorporated herein by reference; any supplementary drawings, plans, and
specifications; and other documents listed herein.
In the event of a conflict among the various provisions of the Contract Documents, the terms shall be
interpreted in the following order of priority:
a. Modifications to this Agreement
b. This Agreement, including all exhibits
c. Supplementary drawings, plans, specifications
d. Other documents listed in this Agreement
Drawings shall control over Specifications, and detail in drawings shall control over large-scale drawings.
All capitalized terms used and not otherwise defined in this Agreement, but defined elsewhere in the
Contract Documents, shall have the meaning set forth in the Contract Documents.
6. Expense Reimbursement. Contractor shall not be compensated separately for necessary
incidental expenses. All expenses of Contractor shall be built into Contractor’s fixed compensation rate,
unless reimbursement is provided for an expense that received the prior written approval of the City,
which approval may be provided via electronic mail.
7. Approvals. Contractor shall secure the City’s written approval before making any expenditures,
purchases, or commitments on the City’s behalf beyond those listed in the Work. The City’s approval
may be provided via electronic mail.
8. Protection of Persons and Property. Contractor shall be responsible for initiating, maintaining
and supervising all safety precautions and programs in connection with the performance of the Work.
Contractor shall take reasonable precautions for the safety of, and shall provide reasonable protection to
prevent damage, injury, or loss to:
a. Persons performing the Work and other persons who may be affected by the Work;
b. The Work and materials and equipment to be incorporated therein; and
c. Other property at the site or adjacent to the site, such as trees, shrubs, lawns, walks,
pavement, roadways, structures and utilities.
Contractor shall promptly remedy damage and loss to property caused in whole or in part by Contractor
or any of its subcontractors, agents, or anyone directly or indirectly employed by any of them.
9. Acceptance of the Work. All of the Contractor’s work and labor shall be subject to the inspection
and approval of the City. If any materials or labor are rejected by the City as defective or unsuitable, then
the materials shall be removed and replaced with other approved materials and the labor shall be done
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to the satisfaction and approval of the City at the Contractor’s sole cost and expense. Contractor shall
replace at Contractor’s expense any loss or damage to the Work, however caused, which occurs during
the construction thereof or prior to the final delivery to and acceptance of the Work by the City. Any
payment made to Contractor, shall not be construed as operating to relieve Contractor from responsibility
for the construction and delivery of the Work.
10. Warranty. Contractor represents and warrants that it has the requisite training, skills, and
experience necessary to complete the Work, is appropriately licensed by all applicable agencies and
governmental entities, and will complete the Work in a manner consistent with the level of care and skill
ordinarily exercised by professionals currently providing similar work. Contractor further represents and
warrants to the City that the materials and equipment furnished under this Agreement are of good quality
and new, unless this Agreement requires or permits otherwise. Contractor further warrants that the Work
will conform to the requirements of this Agreement and will be free from defects. Work, materials, or
equipment not conforming to these requirements may be considered defective. Contractor shall promptly
correct any defective Work. Costs of correcting such defective Work, including additional testing and
inspections, the cost of uncovering and replacement, and compensation for any additional services and
expenses made necessary thereby, shall be at Contractor’s expense. Contractor’s warranty shall exclude
remedy for damage or defect caused by abuse, alterations to the Work not executed by Contractor or its
subcontractors, agents, or anyone hired or employed by any of them, improper or insufficient
maintenance, improper operation or normal wear and tear under normal usage.
11. Guarantee. Contractor guarantees and agrees to maintain the stability of the Work and materials
furnished and installed under this contract for a period of one year after the Final Completion Date (the
“Guarantee Period”). Contractor agrees to perform fully all other guarantees as set forth in the
specifications. If any of the Work is found to be not in accordance with the requirements of the Contract
during the Guarantee Period, Contractor shall correct it promptly after receipt of notice from the City to
do so. The City shall give such notice promptly after discovery of the condition. If Contractor fails to correct
nonconforming Work within a reasonable time after receipt of notice from the City, the City may correct
the Work at Contractor’s expense.
The Guarantee Period shall be extended with respect to portions of Work first performed after the Final
Completion Date by the period of time between final payment and the actual completion of that portion
of the Work. The one-year period for correction of Work shall not be extended by corrective Work
performed by Contractor pursuant to this Section.
Nothing contained in this Section shall be construed to establish a period of limitation with respect to
other obligations Contractor has under the Contract Documents. Establishment of the one-year period for
correction of Work as described in this Section relates only to the specific obligation of Contractor to
correct the Work, and has no relationship to the time within which the obligation to comply with the
Contract Documents may be sought to be enforced, nor to the time within which proceedings may be
commenced to establish Contractor’s liability with respect to Contractor’s obligations other than
specifically to correct the Work.
12. Termination. This Agreement shall remain in force and effect commencing from the effective
date and continuing until the completion of all of the parties’ obligations hereunder, unless terminated
by the City or amended pursuant to the Agreement. Notwithstanding any other provision hereof to the
contrary, this Agreement may be terminated as follows:
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a. The parties, by mutual written agreement, may terminate this Agreement at any time;
b. Contractor may terminate this Agreement in the event of a breach of the Agreement by the
City upon providing thirty (30) days’ written notice to the City;
c. The City may terminate this Agreement at any time at its option, for any reason or no reason
at all; or
d. The City may terminate this Agreement immediately upon Contractor’s failure to have in force
any insurance required by this Agreement.
In the event of a termination, the City shall pay Contractor for Work performed to the date of termination
and for all costs or other expenses incurred prior to the date of termination.
13. Amendments. No amendments may be made to this Agreement except in a writing signed by
both parties.
14. Remedies. In the event of a termination of this Agreement by the City because of a breach by
Contractor, the City may complete the Work either by itself or by contract with other persons or entities,
or any combination thereof. These remedies provided to the City for breach of this Agreement by
Contractor shall not be exclusive. The City shall be entitled to exercise any one or more other legal or
equitable remedies available because of Contractor’s breach.
15. Records/Inspection. Pursuant to Minnesota Statutes § 16C.05, subd. 5, Contractor agrees that
the books, records, documents, and accounting procedures and practices of Contractor, that are relevant
to the contract or transaction, are subject to examination by the City and the state auditor or legislative
auditor for a minimum of six years. Contractor shall maintain such records for a minimum of six years
after final payment. The parties agree that this obligation will survive the completion or termination of this
Agreement.
16. Indemnification. To the fullest extent permitted by law, Contractor, and Contractor’s successors
or assigns, agree to protect, defend, indemnify, save, and hold harmless the City, its officers, officials,
agents, volunteers, and employees from any and all claims; lawsuits; causes of actions of any kind, nature,
or character; damages; losses; and costs, disbursements, and expenses of defending the same, including but
not limited to attorneys’ fees, professional services, and other technical, administrative or professional
assistance resulting from or arising out of Contractor’s (or its subcontractors, agents, volunteers, members,
invitees, representatives, or employees) performance of the duties required by or arising from this
Agreement, or caused in whole or in part by any negligent act or omission or willful misconduct by Contractor,
or arising out of Contractor’s failure to obtain or maintain the insurance required by this Agreement.
Nothing in this Agreement shall constitute a waiver or limitation of any immunity or limitation on liability to
which the City is entitled. The parties agree that these indemnification obligations shall survive the
completion or termination of this Agreement.
17. Insurance. Contractor shall maintain reasonable insurance coverage throughout this
Agreement. Contractor agrees that before any work related to the approved project can be performed,
Contractor shall maintain at a minimum:
a. Worker’s Compensation Insurance as required by Minnesota Statutes, section 176.181;
b. Business Auto Liability covering vehicles owned by Contractor and non-owned vehicles used
by Contractor, with policy limits not less than $1,000,000.00 per accident, for bodily injury,
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death of any person, and property damage arising out of the ownership, maintenance, and
use of such motor vehicles, along with any statutorily required automobile coverage;
c. Commercial General Liability in an amount of not less than $1,000,000.00 per occurrence,
$2,000,000 general aggregate, and $2,000,000 for products-completed operations hazard,
providing coverage for claims including:
i. Damages because of bodily injury, sickness or disease, including occupational sickness
or disease, and death of any person;
ii. Personal and advertising injury;
iii. Damages because of physical damage to or destruction of property, including loss of
use of such property;
iv. Bodily injury or property damage arising out of completed operations; and
v. Contractor’s indemnity obligations under this Agreement.
To meet the Commercial General Liability and Business Auto Liability requirements, Contractor may use a
combination of Excess and Umbrella coverage. Prior to commencement of the Work, Contractor shall
provide the City with a current certificate of insurance including the following language: “The City of
Golden Valley is named as an additional insured with respect to the commercial general liability, business
automobile liability and umbrella or excess liability, as required by the contract. The umbrella or excess
liability policy follows form on all underlying coverages.” Such certificate of liability insurance shall list the
City as an additional insured and contain a statement that such policies of insurance shall not be canceled
or amended unless 30 days’ written notice is provided to the City, or 10 days’ written notice in the case
of non-payment.
18. Compliance with State Withholding Tax. Before final payment is made for the Work on this
project, Contractor must make a satisfactory showing that it has complied with the provisions of
Minnesota Statutes, section 290.92 requiring the withholding of State Income Tax for wages paid
employees on this project by providing to the City Engineer a Certificate of Compliance from the
Commissioner of Taxation. Contractor is advised that before such Certificate can be issued, Contractor
must first place on file with the Commissioner of Taxation an affidavit, in the form of an IC-134, that
Contractor has complied with the provisions of Minnesota Statutes Section 290.92.
19. Assignment. Neither the City nor Contractor shall assign this Agreement or any rights under or
interest in this Agreement, in whole or in part, without the other party’s prior written consent. Any
assignment in violation of this provision is null and void. Neither the City nor Contractor shall assign, or
transfer any rights under or interest (including, but without limitation, moneys that may become due or
moneys that are due) in the Agreement without the written consent of the other except to the extent that
the effect of this limitation may be restricted by law. Unless specifically stated to the contrary in any
written consent to an assignment, no assignment will release or discharge the assignor from any duty or
responsibility under this Agreement. Nothing contained in this paragraph shall prevent Contractor from
employing such independent consultants, associates, and subcontractors, as it may deem appropriate to
assist it in the performance of the Work required by this Agreement. Any instrument in violation of this
provision is null and void.
20. Independent Contractor. Contractor is an independent contractor. Contractor’s duties shall be
performed with the understanding that Contractor has special expertise as to the Work which Contractor
is to perform and is customarily engaged in the independent performance of the same or similar work for
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others. Contractor shall provide or contract for all required equipment and personnel. Contractor shall
control the manner in which the Work is performed; however, the nature of the Work and the results to
be achieved shall be specified by the City. The parties agree that this is not a joint venture and the parties
are not co-partners. Contractor is not an employee or agent of the City and has no authority to make any
binding commitments or obligations on behalf of the City except to the extent expressly provided in this
Agreement. All Work provided by Contractor pursuant to this Agreement shall be provided by Contractor
as an independent contractor and not as an employee of the City for any purpose, including but not limited
to: income tax withholding, workers' compensation, unemployment compensation, FICA taxes, liability
for torts and eligibility for employee benefits.
21. Compliance with Laws. Contractor shall exercise due professional care to comply with applicable
federal, state and local laws, rules, ordinances and regulations in effect as of the Effective Date.
Contractor’s guests, invitees, members, officers, officials, agents, employees, volunteers, representatives,
and subcontractors shall abide by the City’s policies prohibiting sexual harassment and tobacco, drug, and
alcohol use as defined on the City’s Tobacco, Drug, and Alcohol Policy, as well as all other reasonable work
rules, safety rules, or policies, and procedures regulating the conduct of persons on City property, at all
times while performing duties pursuant to this Agreement. Contractor agrees and understands that a
violation of any of these policies, procedures, or rules constitutes a breach of the Agreement and sufficient
grounds for immediate termination of the Agreement by the City.
22. Entire Agreement. The Contract Documents shall constitute the entire agreement between the
City and Contractor, and supersede any other written or oral agreements between the City and
Contractor.
23. Third Party Rights. The parties to this Agreement do not intend to confer any rights under this
Agreement on any third party.
24. Choice of Law and Venue. This Agreement shall be governed by and construed in accordance with
the laws of the state of Minnesota. Any disputes, controversies, or claims arising out of this Agreement
shall be heard in the state or federal courts of Hennepin County, Minnesota, and all parties to this
Agreement waive any objection to the jurisdiction of these courts, whether based on convenience or
otherwise.
25. Work Products and Ownership of Documents. All records, information, materials and other work
products, including, but not limited to the completed reports, drawings, plans, and specifications prepared
and developed in connection with the provision of the Work pursuant to this Agreement shall become the
property of the City, but reproductions of such records, information, materials and other work products
in whole or in part may be retained by Contractor. Regardless of when such information was provided,
Contractor agrees that it will not disclose for any purpose any information Contractor has obtained arising
out of or related to this Agreement, except as authorized by the City or as required by law. These
obligations survive the termination of this Agreement.
26. Conflict of Interest. Contractor shall use reasonable care to avoid conflicts of interest and
appearances of impropriety in representation of the City. In the event of a conflict of interest, Contractor
shall advise the City and, either secure a waiver of the conflict, or advise the City that it will be unable to
provide the requested Work.
7
27. Agreement Not Exclusive. The City retains the right to hire other professionals, contractors and
service providers for this or other matters, in the City’s sole discretion.
28. Data Practices Act Compliance. Any and all data provided to Contractor, received from Contractor,
created, collected, received, stored, used, maintained, or disseminated by Contractor pursuant to this
Agreement shall be administered in accordance with, and is subject to the requirements of the Minnesota
Government Data Practices Act, Minnesota Statutes, Chapter 13. Contractor agrees to notify the City within
three business days if it receives a data request from a third party. This paragraph does not create a duty
on the part of Contractor to provide access to public data to the public if the public data are available from
the City, except as required by the terms of this Agreement. These obligations shall survive the termination
or completion of this Agreement.
29. No Discrimination. Contractor agrees not to discriminate in providing the Work under this
Agreement on the basis of race, color, sex, creed, national origin, disability, age, sexual orientation, status
with regard to public assistance, or religion. Violation of any part of this provision may lead to immediate
termination of this Agreement. Contractor agrees to comply with Americans with Disabilities Act as
amended (“ADA”), section 504 of the Rehabilitation Act of 1973, and the Minnesota Human Rights Act,
Minnesota Statutes, Chapter 363A. Contractor agrees to hold harmless and indemnify the City from costs,
including but not limited to damages, attorneys’ fees and staff time, in any action or proceeding brought
alleging a violation of these laws by Contractor or its guests, invitees, members, officers, officials, agents,
employees, volunteers, representatives and subcontractors. Upon request, Contractor shall provide
accommodation to allow individuals with disabilities to participate in all Work under this Agreement.
Contractor agrees to utilize its own auxiliary aid or service in order to comply with ADA requirements for
effective communication with individuals with disabilities.
30. Authorized Agents. The City’s authorized agent for purposes of administration of this contract is
Tim Kieffer, or designee. Contractor’s authorized agent for purposes of administration of this contract is
Bruce Prevost, or designee who shall perform or supervise the performance of all Work.
31. Notices. Any notices permitted or required by this Agreement shall be deemed given when
personally delivered or upon deposit in the United States mail, postage fully prepaid, certified, return
receipt requested, addressed to:
CONTRACTOR THE CITY
B & B Commercial Coating, LLC
11276 Duffield Avenue NW
Maple Lake, MN 55358
bruce@bbcoat.com
City of Golden Valley
7800 Golden Valley Road
Golden Valley, MN 55427
tkieffer@goldenvalleymn.gov
or such other contact information as either party may provide to the other by notice given in accordance
with this provision.
32. Waiver. No waiver of any provision or of any breach of this Agreement shall constitute a waiver
of any other provisions or any other or further breach, and no such waiver shall be effective unless made
in writing and signed by an authorized representative of the party to be charged with such a waiver.
33. Headings. The headings contained in this Agreement have been inserted for convenience of
reference only and shall in no way define, limit or affect the scope and intent of this Agreement.
8
34. Severability. In the event that any provision of this Agreement shall be illegal or otherwise
unenforceable, such provision shall be severed, and the balance of the Agreement shall continue in full
force and effect.
35. Signatory. Each person executing this Agreement (“Signatory”) represents and warrants that they
are duly authorized to sign on behalf of their respective organization. In the event Contractor did not
authorize the Signatory to sign on its behalf, the Signatory agrees to assume responsibility for the duties
and liability of Contractor, described in this Agreement, personally.
36. Counterparts and Electronic Communication. This Agreement may be executed in two or more
counterparts, each of which shall be deemed an original, but all of which taken together shall constitute
one and the same instrument. This Agreement may be transmitted by electronic mail in portable
document format (pdf) and signatures appearing on electronic mail instruments shall be treated as
original signatures.
37. Recitals. The City and Contractor agree that the Recitals are true and correct and are fully
incorporated into this Agreement.
IN WITNESS WHEREOF, the City and Contractor have caused this Independent Contractor Agreement to
be executed by their duly authorized representatives in duplicate on the respective dates indicated
below.
B & B COMMERCIAL COATING, LLC: CITY OF GOLDEN VALLEY:
By: _________________________________
Bruce Prevost, Manager
By: _________________________________
Shep Harris, Mayor
By: _________________________________
Timothy J. Cruikshank, City Manager
EXHIBIT A
SCOPE OF WORK
1. Work. The Work shall include furnishing all labor, tools, and equipment to remove all defective
paint or corrosion, apply one coat of primer, and two coats of paint. The Work shall include the following:
A. Surface Preparation – Loose, peeling, cracking, or defective paint shall be removed. All
surface contaminants shall be removed including grease and oil. Recover, remove, and
dispose of properly, all spent or excess abrasives, dust, dirt, paint chips, spent solvent and
paint containers. Use proper equipment and abrasives when blast cleaning to produce the
mil profile, within the range of 2.0 to 3.5 mils or as recommended by the coating
manufacturer.
The abrasive shall be free of contaminants and not embed itself in the blasted surface. Prior
to start-up of the project, samples of the Contractor’s selected abrasive and/or
abrasive/admixture shall be submitted to the Authorized Agent for testing and approval.
Random field testing of the abrasive shall be done, as directed by the Authorized Agent to
ensure the abrasive used complies with these requirements.
B. Primer Coat – A primer coat shall be applied uniformly within four (4) hours after blast
cleaning. When the humidity exceeds 80%, the prime coat shall be applied within one (1) hour
after blast cleaning. If conditions are questionable, the Authorized Agent shall make the
decision, and the Contractor shall accept his interpretation as final and binding. The primer
coat shall be within the range of 2.5 to 3.5 mils throughout the entire surface area.
C. Intermediate Coat – An intermediate coat shall be applied uniformly after proper cure of the
primer coat matching existing color “Curry” or approved equal. The intermediate coat shall
be within the range of 2.5 and 3.5 mils throughout the entire surface are.
D. Finish Coat – A finish coat shall be applied uniformly after proper cure of the intermediate
coat matching existing color “Curry” or approved equal. The finish coat shall be within the
range of 2.5 and 3.5 mils throughout the entire surface are.
The total dry film thickness including the primer, intermediate, and finish coats shall be 7.5 mils minimum
– 10.5 mils with average of 9.0 mils. The minimum dry film thickness of the coating system at any individual
spot location shall be 7.5 mils.
2. Location. Location maps are herein Exhibit A.
3. Contract Time. The Work shall commence on June 1, 2021 and conclude before October 1, 2021.
EXHIBIT B
SPECIAL CONDITIONS
1. Safety Precautions and Accident Prevention. The Contractor shall observe and comply with all
requirements to the safety of the workforce to be employed on the project. Contractor shall comply with all
safety measures recommended and required by any governmental agency, including the Department of Labor
and Industry, Division of Accident Prevention of the Industrial Commission of Minnesota, and with the
requirements of the Workmen's Compensation Act and any amendments thereof. Attention is called to the
other paragraphs of these Special Conditions covering safety precautions and accident prevention. The
Contractor shall be responsible for all safety issues on this project. The Contractor shall comply with instructions
from the City for implementing any additional requirements for safety concerns.
2. Notification. The Contractor shall notify the City within 24 hours after discovering irrigation or tree
maintenance issues or needed repairs.
3. Permits and Licenses. Contractor shall procure all permits and licenses as required, pay all charges and
fees and give all notices necessary and incidental to the due and lawful prosecution of the Work.
4. Mobilization. The mobilization shall be included in the base price in all aspects of the Work per unit
price herein Exhibit C. No additional compensation will be considered for mobilization.
5. Hours of Operation. Work shall occur Monday through Friday from 7:00 a.m. to 7:00 p.m., excluding
holidays. On streets designated as high-volume or County roadways, Contractor’s Work shall be restricted to the
hours of 9:00 a.m. to 3:30 p.m., or after 6:00 p.m. for any Work within the traveled portion of the roadway.
High Volume Roadways
A. Betty Crocker Boulevard between US 169 and General Mills Blvd
B. Boone Avenue North between TH 55 and Plymouth Ave
C. General Mills Boulevard between Wayzata Blvd and TH 55
D. Golden Hills Drive between Wayzata Blvd and Turners Crossroad
E. Golden Valley Road between Boone Avenue and Douglas Drive
F. Laurel Avenue between Winnetka Avenue and Xenia Avenue
G. Louisiana Avenue South between Laurel Avenue and I-394
H. Noble Avenue North between Golden Valley Road and 34th Ave N
I. North and South Frontage Roads of I-394
J. Olympia Street between Winnetka Avenue and Douglas Drive
K. Plymouth Avenue between US 169 and Winnetka Avenue
L. Regent Avenue North between Duluth Street and 34th Ave N
M. Rhode Island Avenue between 10th Avenue and TH 55
N. Wayzata Boulevard all portions in Golden Valley City Limits
O. Winnetka Avenue between TH 55 and I-394
P. Xenia Avenue South between Glenwood Avenue and I-394
Q. Zenith Avenue North between 26th Ave N and Theodore Wirth Pkwy
6. Noise Elimination. The Contractor shall eliminate noise to as great an extent as possible at all times. Air
compressing plants shall be equipped with silencers, and the exhausts of all gasoline motors or other power
equipment shall be provided with mufflers approved by the manufacturer.
7. Care of Work. All work under this contract shall be accomplished with reasonable care and minimal
damage to affected properties. The Contractor shall provide quality cleanup after removal and repair of any
damage done by the Contractor’s equipment.
8. Abrasives. The abrasive used shall be of the type that is graded as to proper size, shape, and hardness.
Silica sand, Flint, Garnet, or Quartz type abrasives shall be chemically washed, dried, dust, dirt, fines, and
contaminant free, resistant to fracture (shattering), and contain no leachable contaminates. Synthetic
(nonmetallic and non-siliceous) abrasives such as Silicon Carbide, Aluminum Oxide and Refractory Slag products
shall meet the above criteria. The use of reduced or dust free abrasive blasting is required.
9. Recyclable Abrasive. The use of recyclable abrasive, such as steel grit, sand or flint, is neither specifically
encouraged nor prohibited. Contractor’s requesting the use of recyclable abrasive must comply with the specified
mil profile. Waste generated by this method of abrasive blasting may be considered Hazardous Waste and as such
must be disposed of accordingly. Additional care is required during cleanup to insure all abrasive residual is
removed prior to coating application.
10. Compressed Air Supply. Compressed air supply shall be properly equipped with suitable after coolers, oil,
and moisture separators to prevent contamination of abrasives and/or blasted surfaces. These separators shall
be of the continuous bleeding or automatic dumping type. In order to prevent contamination of abrasives and/or
blasted surfaces, it is recommended that the separators be installed between the compressor air outlet and the
blasting pot compressed air inlet. Stop abrasive blast cleaning in sufficient time to remove all dust, spent abrasive
and other foreign matter from and around all blasted surfaces to allow the atmosphere to clear before any coating
is done. Removal of these materials shall be by clean brush or suitable industrial vacuum with particular attention
given to welds, pockets, or poorly accessible areas. A daily inspection of the separators and compressed air supply
will be required to ensure cleanliness of all compressed air supplied for abrasive blasting. This test will be
performed by a blotter test. A clean white Blotter is held, no more than 18 inches, from the air supply, downstream
of moisture and oil separators. The air supply is directed at the Blotter for approximately (2) two minutes. The
Blotter is then examined visually for signs of oil and moisture. A clean blotter at test completion means a successful
passing of the air supply test.
11. Traffic Control and Maintenance. Contractor, at its own expense, shall furnish and maintain traffic at all
times while performing the Work in accordance with the current Minnesota Manual of Uniform Traffic Control
Devices (MMUTCD) Field Manual and its supplements, or as deemed necessary by the Engineer, when the Work
occurs on or adjacent to any street, alley or public place. Contractor shall, at Contractor’s own cost and expense,
provide all construction signage and traffic control devices for the protection of persons, property and the Work.
Contractor shall be responsible for maintaining traffic control devices during the Work. In the event that the City
must install additional signs for traffic control for safety purposes, the cost for such measures shall be billed to
Contractor or withheld from monies due. The Contractor shall be held responsible for all damaged from failure
to protect the work zone. When single lane traffic is necessary, flagmen must be provided to direct traffic.
Contractor shall provide certifications of all flagmen that will be working on this project.
12. Manual References. The Specifications which apply to the Work shown in the Plans shall be as follows:
A. Special Conditions herein Exhibit A and B.
B. The most current edition of the Minnesota Manual on Uniform Traffic Control Devices and its
supplements.
C. Division I, 1512 (Unacceptable and unauthorized work) of the Minnesota Department of Highways
Standard Specification for Construction, 2018 Edition and its supplements, shall apply, except as
modified or supplemented herein.
D. Division II (Construction Details) and Division III (Materials) of the Minnesota Department of
Highways Standard Specification for Construction, 2018 Edition and its supplements, shall apply,
except as modified or supplemented herein.
E. ANSI A300 Manual.
13. Measurement and Payment. Payment for all items for this project shall be by the unit price as stated
herein Exhibit C. The estimated quantities on the Proposal form are for determination of the lowest cost for the
Work. The City reserves the right to increase or decrease quantities shown on the Proposal to stay within the
amount budgeted by the City. No claims for extra compensation due to increased or decreased quantities shall
be considered. Contractor shall submit all final quantities to the City within one month after completion of the
Work.
14. Contract Extension. Contractor shall perform fully, entirely, and in an acceptable manner, the Work
contracted for within the time stated herein Exhibit A. Contractor shall, not less than ten (10) days prior to said
date, make written request to the City for an extension of time for completion, setting forth fully in its request
the reasons which Contractor believes justify the granting of the request. If the City finds that the Work has
been delayed on account of unusual conditions beyond the control of Contractor, or the quantities of the Work
done or to be done are in excess of the Contract quantities in sufficient amount to warrant additional time; the
City may, in its sole discretion, grant an extension of time for the completion to such date as may seem
reasonable and proper. In case such extension is not granted, the right to proceed with the Work may be
considered as forfeited as of the Contract Time, including all agreed upon adjustments, and the City, without
violating the Contract, may proceed immediately to take over the Work, materials and equipment and make
final settlement of costs incurred, except that it shall not be necessary to give Contractor written ten (10) days’
notice for such forfeiture.
EXHIBIT C
PROPOSAL
The undersigned hereby certifies that an examination has been made of the scope and location of
work and hereby proposes to furnish all necessary machinery, equipment, tools, labor and other
means of construction and to furnish all materials specified in the manner and at the time prescribe;
and understands that the quantities of work shown herein are approximate only and are subject to
increase or decrease; and further understands all quantities of work, whether increased or decreased,
are to be performed at the following unit prices.
Description Units
Estimated
Quantity Price/Unit
Bid Amount
Hydrant Painting Each 158 $ 159.00
$ 25,122.00
Total Base Quote $ 25,122.00
Golden Valley City Council Meeting
May 18, 2021
Agenda Item
3. C. 2. Purchase Replacement Hockey Rink Dasher Boards for Wesley Park.
Prepared By
Al Lundstrom, Parks Superintendent
Rick Birno, Parks & Recreation Director
Summary
The Wesley Park hockey rink dasher boards are 35 years old and need replacing.
Staff is recommending Becker Arena Products for the replacement through the Sourcewell Cooperative
Purchasing Program contract #120320-ATH which the City of Golden Valley is a member.
The Sourcewell Cooperative Purchasing Program is a municipal contracting government agency that
serves education and government agencies nationally through competitively bid and awarded contract
purchasing solutions.
The purchase agreement has been reviewed by the City Attorney.
Financial Or Budget Considerations
The 2021-2030 Parks Capital Improvement Program includes $75,133.00 for the surface improvements,
fencing and rink dasher board replacement purchase.
Recommended Action
Motion to authorize City Manager to sign purchase agreement for the replacement of the Wesley Park
Hockey Rink.
Supporting Documents
• Becker Arena Products purchase agreement (6 pages)
beckerarena.com
Customer #: 207731
Quotation #: Golden Valley 4.0 Outdoor
Revision #:
Date: April 22, 2021
Proposal Expiration Date: May 31, 2021
Your Sales Consultant: Dan Mehren
Prepared For: Project Location:
Al Lundstrom Golden Valley, City of
Golden Valley, City of 7800 Golden Valley Rd
7800 Golden Valley Rd Golden Valley MN 55427
Golden Valley MN 55427
Thank you for considering Becker Arena Products, Inc., we appreciate the opportunity…
Benefits of Choosing to Partner with Becker Arena Products
• A stable and reliable company since 1988
• A staff with in-depth knowledge of the industry and products
• Quality products that last
• Experienced and professional installers
• Excellent customer service
• Worry Free Projects – Guaranteed
This system is available through the Sourcewell Cooperative Purchasing Program at discounted pricing. BECKER
ARENA PRODUCTS, INC – VENDOR CONTRACT #120320 - ATH
• Sourcewell is a municipal contracting government agency tha t serves education and government agencies
nationally through competitively bid and awarded contract purchasing solutions. Over 47,000 Member
agencies enjoy the value and commitment of the world -class Sourcewell awarded Vendors. Take advantage
of the cooperative purchasing discounts shown here in this quotation mentioning our contract #120320 - ATH
when ordering. You must be a member and contracting authority. Ask your salesperson for a copy of the
Sourcewell Contract Purchasing information
Per our recent discussions, below please find pricing to reflect the Sourcewell program for the following dasher board
system.
Revised to reflect May 31, 2021 quote expiration.
BAP4.0 DASHER BOARD SYSTEM
Becker Arena Products, Inc. shall furnish one BAP4.0 Outdoor hockey dasher board system. The pricing is based on
the information furnished and will include the following items and features.
DASHER MATERIALS
Rink size 195’ x 85’ x 28’ radius
- 48” high galvanized steel frame components only [Ring only]
- Vertical dasher supports to be anchored directly into grade, Steel posts pounded in, approximately 4’
embedment
beckerarena.com Page 2
- 10’ high 2” schedule 40 galvanized pipe dasher board supports for the ends and radius corners of rink
and the chain link fence
- One (1) frame only for a 10'-0" straight “Lift Out” gate system (planks)
- All steel framing components hot dip galvanized after fabrication
- 2 x 10 x 10’ long treated lumber for the sides and straight ends
- 2 x 6 x 4’ long treated lumber for the radius corners (Positioned vertically)
- Dasher panels to be assembled on site
- Includes all hardware required for installation
CHAIN LINK FENCING
- Support posts for 6’ high fence fabric
- 75 lineal feet - 29’ on each end zone (straight sections behind goals) and 44’ for one adjacent radius
corner
- 6’ high x 9-gauge galvanized chain link fabric with three horizontal support rails and all hardware for a
complete installation
- Four (4) each shield termination pads
INSTALLATION
- Becker Arena Products, Inc. will furnish an experienced and professional installation crew that meets all
requirements to be considered a Qualified Becker Arena Products, Inc. Employee or Partner. This
approved team will complete the installation of the dasher system and chain link fencing as described
above. Price includes labor (Non-union labor / non prevailing wage rate) required fork lift and all
equipment for installing chain link fence.
DELIVERY
Freight to Golden Valley, MN. Customer is responsible for unloading all materials.
Total Price including Sourcewell Discount (material, freight, installation) Accept ______ $75,133.00
Material Price Escalation & De-Escalation Clause (Due to the volatility of all components of the above dasher
board system)
• In the event that the price of any of the material(s) used in the Becker Arena Products, Inc. production of the
above product increase or decrease by 3% or greater from the price used for that material(s) at the time the
quote was signed, then the price for the material(s) in the contract between Becker Arena Products, Inc. and
the purchaser shall be increased or decreased to reflect the additional or reduced cost to obtain that material
or materials. Purchaser agrees that Becker Arena Products, Inc. shall be entitled to an adjustment to the
contract price to reflect and price increases of material(s) that occur as a result of Becker Arena Products, Inc.
incurring additional costs when ordering materials.
Please Note: Taxes are the responsibility of the purchaser. Prices do not include special insurance requirements,
bonding, or applicable permits and/or license fees. Prices subject to site visit and/or receipt of final construction
drawings and specifications. If sales tax is applicable, it will be added to the proposal totals and noted on a Contract
Summary Sheet that will be sent back with your executed contract.
All payment terms are based on credit approval.
beckerarena.com Page 3
Our Standard Payment terms are:
45% due upon placement of order ($___33,809.85____)
45% due 10 days prior to shipment ($___33,809.85____)
10% due upon completion ($___ 7,513.30____)
The above payment amounts will be filled in based on total contract price and any applicable sales tax and sent back
on the Contract Summary Sheet with your executed contract.
We are looking forward to the opportunity of working with you on your project and if we can be of further assistance
please do not hesitate to call.
This proposal is subject to Becker Arena Products, Inc. Standard Terms and Conditions and Limited Warranty and may
be withdrawn without penalty at any time before contract execution. If accepted, please sign and return this copy to
Becker Arena Products. When approved and signed by one of our officers a fully executed copy will be forwarded for
your records. This proposal is subject to change, withdrawal or cancellation until accepted by you. If Becker Arena
Products, Inc. have not received your acceptance within 60 days from the date hereof, this proposal shall automatically
expire. Becker Arena Products, Inc. retains a security interest in all products covered in this agreement until all payment
terms have been met. In addition, the purchaser agrees to sign any additional documents for Becker Arena Products,
Inc. to perfect its security interest in the products.
Proposal/Contract # Golden Valley 4.0 Outdoor is accepted with initialed options:
____________________________________ _____________________________
Purchaser Signature Becker Arena Products, Inc.
____________________________________ ___General Manager____________
Title Title
____________________________________ ____Jeff Brosz_________________
Print Name Print Name
____________________________________ _____________________________
Today’s Date Today’s Date
____#2129 __________________________ ___#120320 - ATH _____________
Sourcewell ID Sourcewell Contract ID
beckerarena.com Page 4
BECKER ARENA PRODUCTS INC. STANDARD TERMS AND CONDITIONS OF SALE ‐ EFFECTIVE JANUARY 2021
1. Definitions. In these terms ‐"Seller" means the seller of the Goods as defined herein; "Buyer" means the entity purchasing the Goods, incl uding any successors
thereof; "Goods" means the goods, products and materials manufactured, imported, supplied and/or delivered for or by Seller to Buyer, as such were approved by
Seller in reply to Buyer's order and accordingly listed in the Approval of Order; "Approval of Order", in respect of any Buye r's order, means the instrument issued by
Seller, bearing the same reference number of such order and
specifying, among any other terms, the items of Goods, including their respective price and quantity, which shall be supplied to Buyer upon such order; "Contr act"
means the contract for the supply of Goods which have been ordered by Buyer and specified in Seller's Approval of Order, which contract is concluded based on thes e
Terms and Conditions of Sale unless otherwise specified in the Approval of Order.
2. Payment. Payment for Goods shall be due on or prior to the delivery date of Goods and no discount may be taken. Payments received after the due date thereof
shall bear a service charge from their due date, at the maximum lawful interest rate applicable, and if none – at the annual rate of 5% above the base rate from time
to time of the central bank of the place of Buyer's incorporation. All payments shall be made to Seller's designated bank acc ount in the same currency and for the
same amounts as specified in the Approval of Order.
3. Prices, Duties and Taxes. Prices specified in the Approval of Order are net, excluding packaging, and shall be deemed Ex‐works (Incoterms 2000 as amend ed). Prices
are based, inter alia, on production costs for supplies, labor, deliveries, duties, and services current o n the order date. In the event of material increase in any such
costs, Seller reserves the right either to adjust the prices for Goods accordingly, or to cancel any certain part of the sale s relating to undelivered Goods. Duties, taxes,
fees, levies and other compulsory payments applicable to the sale of Goods any time, as well as freight, express, insurance and delivery charges , shall all be borne and
paid in full by Buyer, unless otherwise expressly stipulated.
4. Delivery. Delivery dates noted on the Approval of Order are estimates only, and are not guaranteed, and are all subject to adjustment as determined by the Seller
acting reasonably. The acceptance of shipment by a common carrier or by any licensed public truckman shall constitute proper delivery. Risk associated with the
Goods shall pass to Buyer on delivery or with the passing of title in the Goods, whichever occurs first; provided however, th at where delivery is delayed due to
circumstances caused by or within the responsibility of Buyer, risk of loss shall pass to Buyer upon Seller's notification that Goods are ready for dispatch.
5. Retention of Title. Title shall pass to Buyer only upon full payment by Buyer for the Goods and following payment of any other outstanding debt b y Buyer to Seller.
Buyer shall, at Seller's request, take any measures necessary under applicable law to protect Seller's title in the Goods, an d lawfully notify Buyer’s present or potential
creditors of Seller's title on and interest in the Goods. Buyer acknowledges that so long as title has not been transferred in the Goods, it holds the Goods as bailee and
fiduciary agent for the Seller and shall safely and securely store and keep the Goods separate and in good condition, clearly showing the Seller’s ownership of the
Goods and shall respectively record the Seller’s ownership of the Goods in its books. Notwithstanding the above, Buyer may us e Goods for its own use, or sell Goods,
as fiduciary agent for the Seller, to a third party in the normal course of business by bona fide sale at market value, whereby proceeds of such usage or sale of Goods,
as the case may be, shall, to the extent of the amount being owed by Buyer to Seller at the time of receipt of such proceeds, be held by Buyer on trust for Seller and
specifically ascertained, until payment in full for all payable debts by Buyer to Seller.
6. Warranty.
a) If applicable, Seller warrants that Goods as set out in the warranty applicable thereto given by Seller to Buyer, subject always to the terms and conditions thereof,
and subject to use, storage and application thereof in accordance with and based on Seller's standard tolerances, instruction s of use and recommendations. b) Unless
otherwise restricted by mandatory applicable law, THE WARRANTY SET FORTH HEREIN IS EXPRESSLY IN LIEU OF ALL OTHER WARRANTIES, WHETHER EXPRESSED OR
IMPLIED, INCLUDING, WITHOUT LIMITATION, ANY AND ALL WARRANTIES OF MERCHANTABILITY, QUALITY AND FITNESS FOR USE AND FOR PURPOS E, ANY ADVICE
AND RECOMMENDATION AND ANY OBLIGATIONS OR LIABILITIES WHICH MAY BE IMPUTED TO SELLER, ANY AND ALL OF WHICH ARE HEREBY EXPRESSLY DISCLAIMED,
DENIED AND EXCLUDED. BUYER EXPRESSLY AGREES THAT NO WARRANTY THAT IS NOT SPECIFICALLY STATED IN THIS AGREEMENT WILL BE CLAIMED OR OTHERWISE
ADHERED TO BY BUYER AND/OR BY ANYONE ACTING ON BUYER’S BEHALF AND/OR BY ANYONE DERIVING THE LEGALITY OF ITS
CLAIM FROM BUYER, NOR THAT WILL ANY SUCH WARRANTY BE VALID. SELLER NEITHER ASSUMES NOR AUTHORIZES ANY OTHER PERSON TO ASSUME FOR IT, ANY
OTHER LIABILITY IN CONNECTION WITH THE SALE, USE OR HANDLING OF ANY AND ALL GOODS SPECIFIED OR CONTEMPLATED BY THIS CONTRACT. NO WARRANTY IS
MADE WITH RESPECT TO ANY OF THESE GOODS WHICH HAVE BEEN SUBJECT TO ACCIDENT, NEGLIGENCE, ALTERATION, IMPROPER CARE, IMPROPER STORAGE,
IMPROPER MAINTENANCE, ABUSE OR MISUSE.
7. Claims and Liability.
a) Unless Seller shall within 30 days after delivery of the Goods, receive from Buyer written notice of any matter or thing b y reason whereof it is alleged that Goods
are not in accordance with the Contract, Goods delivered shall be deemed to have been supplied, delivered and accepted in all respects in full conformity with the
Contract and Buyer shall be entitled neither to reject the same nor to raise any claim for damages or for other remedy in res pect of any alleged negligence and/or
breach of warranty and/or any condition. b) In any claim, brought subject to the conditions above, Buyer must prove to the sa tisfaction of Seller that it followed
Seller's instructions for use, care, storage, maintenance, handling and application of the Goods. c) Unless otherwise specifically restricted by mandatory applicable
law, Seller's liability under any claim and in connection with any possible allegation, whether based on negligence, contract , or any other cause of action, shall, if the
Seller shall be liable hereunder, be limited to either (i) the replacement of the Goods or the supply of equivalent goods; (i i) the repair, or payment of the cost of repair,
of the Goods; or (iii) credit in an amount equal to the purchase p rice specified in Seller's pertinent invoice, or in an amount of equivalent goods, all at Seller's sole
option. Buyer acknowledges that the remedy available to him as specified herein, is in lieu of any remedies that may be other wise available to him, now or in the
future, whether in law or in equity, relating to any loss or damage, whether directly or indirectly, arising from the purchas e and/or the use of Goods, including without
limitation, any actual or contingent damages, loss of production, loss of pr ofit, loss of use, loss of contracts or any other consequential or indirect loss whatsoever,
whether pecuniary or non‐pecuniary, and it is acknowledged and agreed by Buyer that in no circumstances shall Seller be liabl e for any such damages. Should any
limitation on Seller's liability hereunder be held ineffective under applicable law, than Seller's liability shall in any event be limited to the
minimum amount of damages to which Seller may limit its liability, where such is greater than the purchase price as specified in Seller's pertinent invoice. Additionally,
any action against Seller must be commenced within one year after the cause of action accrues. d) Buyer, for himself and for any other party which may claim either
under or through Buyer, or independently of Buyer, including Buyer's employees, directors, officers, representatives and personnel, shall indemnify and hold Se ller
harmless, from and against any claim or liability for damages in any way relating to the supply or use of the Goods, includin g claims for negligence and including but
not limited to, any claim in connection with the design, manufacture, use, care, storage, delivery, application or maintenanc e of any Goods sold hereunder, whether
alleged to have been committed by Seller or by any other person whatsoever. Buyer's undertaking as specified in this subsection shall extend and inure to the benefit
of Seller and of Seller's successors at any time, as well as to Seller's personnel, representatives, managers, directors and officers. Nothing contained herein shall take
effect to exclude or limit liability where liability may not be excluded or limited under applicable law, including, without limitation, for death, personal injury and
fraudulent misrepresentations. e) Any and all warranties, undertakings, guarantees, or assurances provided herein by Seller, are specifically limited to Buyer herein,
and not imputed by Seller, whether directly or indirectly, expressly or impliedly, to any other person or entity, including a ny subsequent buyer or user, bailee, licensee,
assignee, employee and agent of Buyer.
beckerarena.com Page 5
8. Default. Upon failure of Buyer to pay any amounts due to Seller, or in the event of any breach or anticipated breach by Buyer of any C ontract with Seller, or if Buyer
shall either (i) become insolvent, (ii) call a meeting of its creditors, or (iii) make any assignment for the benefit of creditors, or if (iv) a b ankruptcy, insolvency,
reorganization, receivership or reorganization proceeding shall be commenced by or against Buyer, then, in e ach such occasion, Seller may, at its sole discretion, opt
to (1) cancel this and any other Contract with Buyer (without waiving any of
Seller's rights to pursue any remedy against Buyer); (2) claim return of any Goods in the possession of Buyer, the title of which has not passed to Buyer, and enter
Buyer’s premises (or the premises of any associated company or agent where such Goods are located), without liability for tre spass or any alleged damage, to retake
possession of such Goods; (3) defer any shipment hereunder; (4) declare forthwith due and payable all outstanding bills of Buyer under this or any Contract; and/or
(5) sell all or part of the undelivered Goods, without notice at public and/or on
private sale, while Buyer shall be responsible for all costs and expenses of such sale and be liable to Seller for any shortfall in the discharge of the amounts due to
Seller. 9. Independent Delivery. Each delivery of Goods shall (without prejudice to Seller's rights under clause 8
hereinabove) be considered a separate contract and the failure of any delivery shall not vitiate any contract as to deliveries of other Goods and payment t herefor.
10. Cancellation. Orders manufactured in whole or in part, pursuant to Buyer's specifications, may not be cancelled excep t with Seller's prior written consent, on
terms which will compensate Seller for any resulting losses.
11. No‐Assignment. No rights or obligations of Buyer arising out of this Contract may be assigned without the express prior written consent of S eller.
12. Force Majeure. Should Seller be prevented from effecting deliveries of the Goods or any of them by reason of either an act of god, insurrect ion, riot, war hostilities,
terror attacks, warlike operations, piracy, arrests, restraints or detainments by any competent authority, strikes or combinations or lock‐out of workmen, fire, floods,
droughts, earthquakes, permanent or temporary delay or inability to obtain labor, material or services through Seller's usual and regular sources, or any other
circumstances (whether of a nature similar to those specified, or not) beyond the absolute control of the Seller, then, in each such ca ses, the obligation of the Seller
to effect deliveries hereunder shall be suspended until after such prevention shall cease to cont inue. Should any deliveries under this Contract be suspended under
this clause for more than 90 days – either party may withdraw from this Contract and be relieved from any liability; provided however, that Buyer shall neverthel ess
accept delivery and pay for such Goods once the Seller is able to deliver in accordance with the period(s) of shipment named in this Contract. Seller shall not be liable
for, and be relieved from, any loss or damages of any kind resulting from the causes mentioned hereinabove.
13. Advice. Any provisions specified or implied by herein or elsewhere notwithstanding, any advice, recommendation, information, assistan ce or service provided by
Seller in relation to the Goods or in respect of their use or application is given in good faith, shall be deemed accepted by Buyer without imputation of any liability to
Seller, and it shall be the responsibility of Buyer to confirm the accuracy and reliability of the same in light of the use o f which Buyer makes or intends to make of the
Goods.
14. Entire Agreement. This Contract merges the entire terms and conditions for sale of the Goods. In the event of any conflict between the terms he rein and any
provisions included in the Approval of Order, the latter shall govern and prevail. Subject to th e foregoing, nothing specified in, or referred to by, any other document,
record or instrument whatsoever, which relates to and/or which otherwise subsists in connection with the sale of Goods herein , whether expressly or impliedly,
including any written order, request or other standard or specific terms of any entity, shall or may be interpreted to attribute to Seller and/or to Seller's affiliates or
representatives (i) any liability, obligation, commitment and/or undertaking, and/or (ii) any waiver in con nection with or of any right, whether contractual, proprietary,
in‐person am and/or equitable, including but not limited to, any and all intellectual property rights in connection with the Goods, which are and shall always remain
in the Seller's exclusive and complete ownership under all circumstances whatsoever, notwithstanding any sale of Goods hereunder and
whether the Goods shall be standard Goods or manufactured to a specific order. No modification or waiver of any provision her eof shall become valid and effective
except upon a written instrument duly signed beforehand by Seller. No waiver by either party of any default of the other part y shall be deemed a waiver of any
subsequent or other default. If any provision of this Contract becomes or is declared by a court of competent jurisdiction to be illegal, unenforceable, or void, the
balance of this Contract shall continue in full force and effect without the
provision.
15. Law and Arbitration. This Contract shall be governed by and construed in accordance with the laws of the state of Seller's incorporation. Any dispute arising out
of or in connection with this Contract shall, if so determined by the Seller, be finally settled by arbitration in accordance with the Rules of Conciliation and Arbitration
of the International Chamber of Commerce ("ICC"), as shall be in effect from time to time, and if so determined, the balance of this Section shall apply. The arbitration
shall be held at such location in the state of Seller's incorporation as shall be determined by Seller, in its sole discretion. The arbitrator shall be mutually appointed by
Seller and Buyer within 21 (twenty‐one) days following a written demand for arbitration by either of the parties. Failing to reach an agreement regarding the
nomination of an arbitrator, the head of the relevant ICC national committee (located in the Seller's country of incorporation; a nd absent such local committee in that
specific country – the ICC UK Committee (www.iccuk.net)) shall appoint an arbitrator at the request of any of the parties, a copy of which request.
for the appointment of an arbitrator shall be provided by the requesting party to the other party. Awards may be enforced in accordance with the 1958 New York
Convention and judgment may be entered upon any award in any court having jurisdiction over the parties and/or their assets. The arbitrator's fees shall be paid by
both parties in equal parts unless otherwise determined by the arbitrator. This provision shall survive any termination of any of the terms and conditions herein and
shall be deemed to constitute an independent arbitration agreement between Buyer and Seller for all purposes and intents.
16. Dasher Board Systems
1. Seller may choose whether or not to produce the rink according to its production schedule. If they produce the rink on schedule, it will be stored at
Becker Arena Product’s location of business and storage fees will be charged to the Purchaser at the rate of US $300 per week . All payments will be due
according to the terms from the original ship date. If the Seller chooses to delay production to coincide with the new ship date, no storage fee s will apply,
and payment will be due according to the terms from the original ship date. If contract terms are paid in full prior t o shipping, the time will start from the
original ship date and not the adjusted ship date.
2. A new shipping installation date will be coordinated with Seller's installation department and confirmed with the Purchaser. The Seller will reschedule
the installation for the next available date according to the Seller’s installation schedule. In some cases, the site delay may cause ad ditional charges. This
includes, but is not limited to, wages, remobilization, and equipment rental, to be paid by the Purchaser.
3. If the Purchaser's site is not ready when the Seller's installation crew arrives, additional costs will be charged to the Pur chaser. This includes, but is not
limited to wages, travel, lodging, meals, equipment rental and changes in Becker Arena Product’s installation schedule.
17. General Site Requirements.
The following criteria must be met, or extra charges may apply, and delays will be incurred, if the site is not in compliance when Seller is ready to deliver and install
the goods:
beckerarena.com Page 6
1.Concrete and Floor Work: All concrete work is to be completed and allowed to cure, according to job specifications and/or refrigeration contract ors
requirements, before the date installation is scheduled to begin.
2.The levelness of the perimeter concrete, where the rink is to be installed, must be within 1/8" of levelness for every 10' in length and no more than 1/4”
difference in height over the length and width of the perimeter surface.
3.For sand floors, the first 6" from the front of the curb, where the rink is to be insta lled, must be within 1/16" of flatness from the inside edge outward
and meet the levelness and flatness conditions specified above, Sand floors are not to be final graded prior to dasher board installation.
4.Expansion joints, which are to be covered completely by the rink, are to be within 1/2” of straightness from end to end and side to side. The distance
from side to side and end to end of the outside edge of the expansion joint is to be within 1/2” of the required dimension fo r the frame to cover it.
5.If, upon arrival, the perimeter concrete is inspected and does not meet the specifications for levelness, flatness, straightnes s and size, the following will
occur:
6.Seller's Representative will determine if rink can be shimmed or adjusted/cut to achieve desired levelness, fit and/or expansion joint coverage while
maintaining the structural integrity of the rink. If so, the additional time and materials to do this will be paid by the Pur chaser. A change order must be
filled out by the Seller's Representative and signed by the Purchaser before any work commences.
7.If the rink cannot be shimmed or adjusted to the desired levelness and/or coverage while maintaining the structural integrity of the rink, the Purchaser
will be responsible for fixing the surface to meet specifications. All associated costs for this are the sole responsibility of the Purchaser.
8.The Seller will accept contracts that are retrofit projects with the understanding that the condition of the underlying perim eter concrete work meets the
specifications stated above. If, after removal of the existing rink, the concrete does not meet these conditions, points “1” and “2” from above will apply.
18. Requirements for Rink Installations:
(Refer to the enclosed Site Requirements)
1.Walk Through Inspection. When Seller's work is complete or near complete, Purchaser or the Purchaser's Representative (includ ing general contractors
and architects) must be available for a final walk-through inspection with the Seller's Representative. Any parties who do not attend the walk through
will forfeit their right to submit punch list items. A final punch list of items to be completed or repaired will be prepared as a result of this walk through.
Any item not included on the final “punch list” will not be the responsibility of the Seller unless it is covered by the Seller's Warranty.
2.Shop Drawings and Non-standard Shielding. Preparation of shop drawings will not commence until after the signed contract has been delivered to Sell er.
Production will not commence until Seller receives approved shop drawings. Field measured; tempered glass (non -standard sizes) may require an
additional 3-4 weeks for delivery after completion of installation. Any field measured tempered glass to be installed by purchas er.
3.Polyethylene. All polyethylene used to manufacture the rink shall be virgin material. All colors shall match within manufactu rer's tolerance.
4.Seller will not be responsible for replacing polyethylene that conforms to manufacturers color tolerance. D uring manufacturing, all panels shall have the
polyethylene overhang past the frame a minimum of 1/16” on each end to allow for contraction of the material due to temperatu re change in the field.
Seller shall not be responsible for material contraction gap s between panels due to temperature change if it adheres to these manufacturing
requirements.
5.Material Check-in. (Installation supervision and supply only contracts) The Purchaser shall be responsible to verify the shipment for quanti ties and any
damage caused from shipping for jobs that include installation supervision or are supply only. Any quantity variances and/or damage must be noted and
reported to the Project Manager by filling out the Material Check-in Form and faxing it to the Project Manager. Missing/damaged items must be reported
within 24 hours of receipt to receive credit. All boxes will be clearly marked by the Seller. The Ship list will clearly iden tify the contents and quantities of
the shipment. It is the responsibility of the Purchaser to verify that all box numbers in the hardware crate are accounted for, not to open and count each
individual item per box. The Purchaser must count anything that is not boxed.
Golden Valley City Council Meeting
May 18, 2021
Agenda Item
3. C. 3. Authorize Professional Services Agreement with CivicPlus for Implementation of the 2021
Website Redesign and Development Services
Prepared By
Cheryl Weiler, Communications Director
Summary
City staff seeks to hire CivicPlus for professional services to manage and implement the redesign of the
City of Golden Valley website at www.goldenvalleymn.gov. Staff sent RFQs to 15 vendors (of which six
responded) and posted the RFQ on the City website, garnering a total of 18 responses. Base costs
ranged from $13,674.96 to $60,000, annual hosting fees ranged from $600 to $9,644, and costs for
additional features ranged from $0 to $54,600+. Staff used a five-point scoring system to evaluate all
proposals for strengths, weaknesses, and probability of successfully meeting RFQ needs. CivicPlus
received the highest ranking for its ability to meet all of the City’s required elements and deliverables.
Website development and implementation includes a redesigned, task-focused website that is mobile
friendly, ADA compliant, and can be translated to multiple languages. An additional feature is an AI-
driven ChatBot with a language translator. Other highlights include two rounds of task-oriented user
testing, content development and consulting with an eye toward plain language, and staff training in
the cloud-based content management system. An annual fee includes all website hosting and
maintenance, updates, security, and technical support.
Financial Or Budget Considerations
The base fee for one-time development and implementation is $39,393.12. The annual hosting fee is
$9,644 for year one, with a 5 percent technology uplift beginning in year two and an option for a
fourth-year free redesign. The $50,000 budgeted for this project will be taken from Fund Balance.
Recommended Action
Motion to Authorize Professional Services Agreement with CivicPlus for Implementation of the 2021
Website Redesign and Development Services in the amount of $39,393.12, plus an annual hosting fee
of $9,644 with a 5 percent annual technology uplift.
Supporting Documents
• Professional Services Agreement For Website Development (60 pages)
1
PROFESSIONAL SERVICES AGREEMENT FOR WEBSITE DEVELOPMENT
THIS AGREEMENT is made this May 18, 2021 (Effective Date) by and between CivicPlus, a Kansas
corporation with its principal office located at 302 S 4th St , Ste. 500, Manhattan, Kansas 66502
(“Contractor”), and the City of Golden Valley, Minnesota , a Minnesota municipal corporation located at
7800 Golden Valley Road, Golden Valley, MN 55427 (the “City”):
RECITALS
A. Contractor is engaged in the business of providing integra ted technology solutions for
government.
B. The City desires to hire Contractor to provide website redesign services as part of its
Communications services.
C. Contractor represents that it has the professional expertise and capabilities to provide the City
with the requeste d services.
D. The City desires to engage Contractor to provide the services described in this Agreement and
Contractor is willing to provide such services on the terms and conditions in this Agreement.
NOW, THEREFORE, in consideration of the terms and conditions expressed in this Agreement, the City and
Contractor agree as follows:
AGREEMENT
1. Services. Contractor agrees to provide the City with the services as described in the attached
Exhibit A (the “Services”). Exhibit A shall be incorporated into this Agreement by reference. All Services
shall be provided in a manner consistent with the level of care and skill ordinarily exercised by
professionals currently providing similar services. Contractor may reasonably rely on information and
documents provided by or through the City.
2. Time for Completion. The Services shall be completed on or before November 1, 2021, provided
that the parties may extend the stated deadlines upon mutual written agreement. The project timeline,
to the extent possible shall comply with the deadlines set forth in the attached Exhibit B. This Agreement
shall remain in force and effect commencing from the effective date and continuing until the completion
of the project, unless terminated by the City or amended pursuant to the Agreement.
3. Consideration. The City shall pay Contractor for the Services according to the terms on the
attached hereto as Exhibit A. The consideration shall be for both the Services performed by Contractor
and any expenses incurred by Contractor in performing the Services. Contractor shall submit statements
to the City upon completion of the Services. The City shall pay Contractor within thirty (30) days after
Contractor’s statements are submitted.
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4. Approvals. Contractor shall secure the City’s written approval before making any expenditures,
purchases, or commitments on the City’s behalf beyond those listed in the Services. The City’s approval
may be provided via electronic mail.
5. Termination. Notwithstanding any other provision hereof to the contrary, this Agreement may
be terminated as follows:
a. The parties, by mutual written agreement, may terminate this Agreement at any time;
b. Contractor may terminate this Agreement in the event of a breach of the Agreement by the City
upon providing thirty (30) days’ written notice to the City;
c. The City may terminate this Agreement at any time at its option, for any reason or no reason at
all; or
d. The City may terminate this Agreement immediately upon Contractor’s failure to have in force
any insurance required by this Agreement.
In the event of a termination, the City shall pay Contractor for Services performed to the date of
termination and for all costs or other expenses incurred prior to the date of termination.
6. Amendments. No amendments may be made to this Agreement except in a writing signed by
both parties.
7. Remedies. In the event of a termination of this Agreement by the City because of a breach by
Contractor , the City may complete the Services either by itself or by contract with other persons or
entities, or any combination thereof. These remedies provided to the City for breach of this Agreement
by Contractor shall not be exclusive. The City shall be entitled to exercise any one or more other legal or
equitable remedies available because of Contractor’s breach.
8. Records/Inspection. Pursuant t o Minnesota Statutes § 16C.05, subd. 5, Contractor agrees that
the books, records, documents, and accounting procedures and practices of Contractor, that are relevant
to the contract or transaction, are subject to examination by the City and the state auditor or legislative
auditor for a minimum of six years. Contractor shall maintain such records for a minimum of six years after
final payment. The parties agree that this obligation will survive the completion or termination of this
Agreement.
9. Indemnification. To the fullest extent permitted by law, Contractor, and Contractor’s successors
or assigns, agree to protect, defend, indemnify, save, and hold harmless the City, its officers, officials,
agents, volunteers, and employees from any and all claims; lawsuits; causes of actions of any kind, nature,
or character; damages; losses; or costs, disbursements, and expenses of defending the same, including but
not limited to attorneys’ fees, professional services, and other technical, administrative or professional
assistance resulting from or arising out of Contractor’s (or its subcontractors, agents, volunteers, members,
invitees, representatives, or employees) performance of the duties required by or arising from this
Agreement, or caused in whole or in part by any negligent act or omission or willful misconduct by Contractor,
or arising out of Contractor’s failure to obtain or maintain the insurance required by this Agreement.
Nothing in this Agreement shall constitute a waiver or limitation of any immunity or limitation on liability to
which the City is entitled. The parties agree that these indemnification obligations shall survive the completion
or termination of this Agreement.
10. Insurance. Contractor shall maintain reasonable insurance coverage throughout this Agreement.
Contractor agrees that before any work related to the approved project can be performed, Contractor
shall maintain at a minimum: Worker’s Compensation Insurance as r equired by Minnesota Statutes,
section 176.181; Business Auto Liability in an amount not less than $1,000,000.00 per occurrence;
Professional Liability in an amount not less than $1,000,000.00 per occurrence; and Commercial General
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Liability in an amount of not less than $1,000,000.00 per occurrence for bodily injury or death arising out
of each occurrence, and $1,000,000.00 per occurrence for property damage, $2,000,000.00 aggregate. To
meet the Commercial General Liability and Business Auto Liability requirements, Contractor may use a
combination of Excess and Umbrella coverage. Contractor shall provide the City with a current certificate
of insurance including the following language: “The City of Golden Valley is named as an additional insured
with respect to the commercial general liability, business automobile liability and umbrella or excess
liability, as required by the contract. The umbrella or excess liability policy follows form on all underlying
coverages.” Such certificate of liability insurance shall list the City as an additional insured and contain a
statement that such policies of insurance shall not be canceled or amended unless 30 days’ written notice
is provided to the City, or 10 days’ written notice in the case of non-payment.
11. Subcontracting. Neither the City nor Contractor shall assign, or transfer any rights under or
interest (including, but without limitation, moneys that may become due or moneys that are due) in the
Agreement without the written consent of the other except to the extent that the effect of this limitation
may be restricted by law. Unless specifically stated to the cont rary in any written consent to an
assignment, no assignment will release or discharge the assignor from any duty or responsibility under
this Agreement. Nothing contained in this paragraph shall prevent Contractor from employing such
independent consultant s, associates, and subcontractors, as it may deem appropriate to assist it in the
performance of the Servic es required by this Agreement. Any instrument in violation of this provision is
null and void.
12. Assignment. Neither the City nor Contractor shall assign this Agreement or any rights under or
interest in this Agreement, in whole or in part, without the other party’s prior written consent. Any
assignment in violation of this provision is null and void.
13. Independent Contractor. Contractor is an independent contractor. Contractor’s duties shall be
performed with the understanding that Consultant has special expertise as to the services which
Contractor is to perform and is customarily engaged in the independent performance of the same or
similar services for others. Contractor shall provide or contract for a ll required equipment and personnel.
Consultant shall control t he manner in which the services are performed; however, the nature of the
Services and the results to be achieved shall be specified by the City. The parties agree that this is not a
joint venture and the parties are not co-partners. Contractor is not an employee or agent of the City and
has no authority to make any binding commitments or obligations on behalf of the City except to the
extent expressly provided in this Agreement. All services provided by Contractor pursuant to this
Agreement shall be provided by Contractor as an independent contractor and not as an employee of the
City for any purpose, including but not limit ed to: income tax withholding, workers' compensation,
unemployment compensation, FICA taxes, liability for torts and eligibility for employee benefits.
14. Compliance with Laws. Contractor shall exercise due professional care to comply with applicable
federal, state and local laws, rules, ordinances and regulations in effect as of the date Contractor agrees
to provide the Services. Contractor’s guests, invitees, members, officers, officials, agents, employees,
volunteers, representatives, and subcontractors shall abide by the City’s policies prohibiting sexual
harassment a nd tobacco, drug, and alcohol use as defined on the City’s Tobacco, Drug, and Alcohol Policy,
as well as all other reasonable work rules, safety rules, or policies, and procedures regulating the conduct
of persons on City property, at all times while performing duties pursuant to this Agreement. Contractor
agrees and understands that a violation of any of these policies, procedures, or rules constitutes a breach
of the Agreement and sufficient grounds for immediate termination of the Agreement by the City.
15. Entire Agreement. This Agreement, any atta ched exhibits, and any addenda signed by the parties
shall constitute the entire agreement between the City and Contractor , and supersedes any other written
4
or oral agreements between the City and Contractor. This Agreement may only be modified in a writing
signed by the City and Contractor. If there is any conflict between the terms of this Agreement and the
referenced or attached items, the terms of this Agreement shall prevail. If there is any conflict between
this Agreement and Exhibits A or B, the terms of this agreement shall prevail.
16. Third Party Rights. The parties to this Agreement do not intend to confer any rights under this
Agreement on any third party.
17. Choice of Law and Venue. This Agreement shall be governed by and construed in accordance with
the laws of the state of Minnesota. Any disputes, controversies, or claims arising out of this Agreement
shall be mediat ed with a mutually acceptable third-party neutral within 90 days of either party giving
notice to the other of a dispute, controversy or claim. If such mediation is unsuccessful, the dispute,
controversy, or claim shall be heard in the state or federal courts of Hennepin County, Minnesota, and all
parties to this Agreement waive any objection to the jurisdiction of these courts, whether based on
convenience or otherwise .
18. Conflict of Interest. Consultant shall use reasonable care to avoid conflicts of interest and
appearances of impropriety in representation of the City. In the event of a conflict of interest, Contractor
shall advise the City and, either secure a waiver of the conflict, or advise the City that it will be unable to
provide the requested Services.
19. Work Products and Ownership of Documents. All records, information, materials, and work
produc t, including, but not limited to the completed reports, data collected from or created by the City or
the City’s employees or agents, raw market data, survey data, market analysis data, and any other data,
work product, or reports prepared or developed in connection with the provision of the Services
pursuant to this Agreement shall become the property of the City, but Contractor may retain
reproductions of such records, information, materials and work product . Regardless of when such
information was provided or created, Contractor agrees that it will not disclose for any purpose any
information Contractor has obtained arising out of or related to this Ag reement, except as authorized by
the City or as required by law. Notwithstanding the foregoing, nothing in this Agreement shall grant or
transfer any rights, title or interests in any intellectual property created by Contractor prior to the
effective date of this Agreement; however, to the extent Contractor generates reports or
recommendations for the City using proprietary processes or formula s, Contractor shall provide the City
(1) factual support for such reports and recommendations; (2) a detailed expla nation of the method used
and data relied upon to arrive at the recommendation; and (3) a detailed explanation of the rationale
behind the methodology used. All of the obligations in this paragraph shall survive the completion or
termination of this Agreement.
20. Agreement Not Exclusive. The City retains the right to hire other professional consultant service
providers for this or other matters, in the City’s sole discretion.
21. Data Practices Act Compliance. Any and all data provided to Contractor , received from
Contractor’s, created, collected, received, stored, used, maintained, or disseminated by Contractor pursuant
to this Agreement shall be administered in accordance with, and is subject to the requirements of the
Minnesota Government Data Pra ctices Act, Minnesota Statutes, Chapter 13. Contractor agrees to notify the
5
City within three business days if it receives a data request from a third party. This paragraph does not
create a duty on the part of Contractor to provide access to public data to the public if the public data are
available from the City, except as required by the terms of this Agreement. These obligations shall survive
the termination or completion of this Agreement.
22. No Discrimination . Contractor agrees not to discriminate in community engagement or in
providing products and services under this Agreement on the basis of race, color, sex, creed, national origin,
disability, age, sexual orientation, status with regard to public assistance, or religion. Violation of any part of
this provision may lead to immediate termination of this Agreement. Contractor agrees to comply with the
Americans with Disabilities Act as amended (“ADA”), section 504 of the Rehabilitation Act of 1973, and
the Minnesota Human Rig hts Act, Minnesota Statutes, Chapter 363A. Contractor agrees to hold harmless
and indemnify the City from costs, including but not limited to damages, attorneys’ fees and staff time, in
any action or proceeding brought alleging a violation of these laws by Contractor or its guests, invitees,
members, officers, officials, agents, employees, volunteers, representatives and subcontractors. Upon
request, Contractor shall provide accommodation to allow individuals with disabilities to participate in all
Services under this Agreement. Contractor agrees to utilize its own auxiliary aid or service in order to
comply with ADA requirements for effective communication with individuals with disabilities.
23. Authorized Agents. The City’s authorized agent for purposes of administration of this contract is
Cheryl Weiler, the Communications Director of the City, or designee. Contractor’s authorized agent for
purposes of administration of this contract is ___________________, or designee who shall perform or
supervise the performance of all Services.
24. Notices. Any notices permitted or required by this Agreement shall be deemed given when
personally delivered or upon deposit in the United States mail, postage fully prepaid, certified, return
receipt requested, addressed to:
CONSULTANT THE CITY
CivicPlus
______________________
302 S 4th St
Manhattan, KS 66502
Contact email
City of Golden Valley
Cheryl Weiler
7800 Golden Valley Road
Golden Valley, MN 55427
cweiler@goldenvalleymn.gov
or such other contact information as either party may provide to the other by notice given in accordance
with this provision.
25. Waiver. No waiver of any provision or of any breach of this Agreement shall constitute a waiver
of any other provisions or any other or further breach, and no such waiver shall be effective unless made
in writing and signed by an authorized representative of the party to be charged with such a waiver.
26. Headings. The headings contained in this Agreement have been inserted for convenience of
reference only and shall in no way define, limit or affect the scope and intent of this Agreement.
6
27. Publicity . At the City’s request, the City and Contractor shall de velop language to use when
discussing the Services. Contractor agrees that Contractor shall not release any publicity regarding the
Services or the subject matter of this Agreement without prior consent from the City. Contractor shall not
use the City’s logo or state that the City endorses its services without the City’s advanced written approval.
28. Severability . In the event that any provision of this Agreement shall be illegal or otherwise
unenforceable, such provision shall be sever ed, and the balance of the Agreement shall continue in full
force and effect.
29. Signatory. Each person executing this Agreement (“Signatory”) represents and warrants that they
are duly authorized to sign on behalf of their respective organization. In the event Contractor did not
authorize the Signatory to sign on its behalf, the Signatory agrees to assume responsibility for the duties
and liability of Contractor , described in this Agreement, personally.
30. Counterparts and Electronic Signatures. This Agreement may be executed in two or more
counterparts, each of which shall be deemed an original, but all of which taken together shall constitute
one and the same instrument. This Agreement may be transmitted by electronic mail in portable document
format (“pdf”) and signatures appearing on electronic mail instruments shall be treated as original
signatures.
31. Recitals. The City and Contractor agree that the Recitals are true and correct and are fully
incorporated into this Agreement.
[Remainder of page left blank intentionally. Signature page follows.]
7
IN WITNESS WHEREOF, the City and Consultant have caused this Professional Services Agreement to be
executed by their duly authorized representatives in duplicate on the respective dates indicated below.
CIVICPLUS, LLC: CITY OF GOLDEN VALLEY:
By: _________________________________
Name: ______________________________
Title: _______________________________
By: _________________________________
Shepard M. Harris, Mayor
By: _________________________________
Timothy J. Cruikshank, City Manager
EXHIBIT A
CIVICPLUS STATEMENT OF WORK, AMENDED FEE SCHEDULE. AND MASTER SERVICES AGREEMENT
V. PD 06.01.2015-0048
Page 1 of 5
CivicPlus
302 South 4th St. Suite 500
Manhattan, KS 66502
US
Quote #: Q-09635-1
Date: 6/8/2020 1:36 PM
Expires On: 6/30/2021
Product: CivicEngage
Client:
Golden Valley MN - CivicEngage
Bill To:
Golden Valley MN - CivicEngage
SALESPERSON Phone EMAIL DELIVERY METHOD PAYMENT METHOD
Hector Ortega x hector.ortega@civicplus.com Net 30
CivicEngage - Statement of Work
QTY PRODUCT NAME DESCRIPTION PRODUCT
TYPE
1.00 On-Site User Testing -
CivicEngage
Includes two (2) rounds of on-site testing.
2.00 User Testing - CivicEngage User Testing - 2 Rounds One-time
3.00 Travel Days - CivicEngage On-Site Days One-time
1.00 Annual - CivicEngage Central CivicEngage 5 Annual Renewable
1.00 Hosting & Security Annual Fee -
CivicEngage Central
Hosting & Security Annual Fee Renewable
1.00 SSL Management – CP Provided
Only
SSL Management – CP Provided Only 1 per domain
(Annually Renews)
Renewable
1.00 DNS and Domain Hosting Setup
(http://URL)
DNS Hosting Setup (http://URL) One-time
1.00 DNS and Domain Hosting Annual
Fee (http://URL)
DNS Hosting Annual Fee (http://URL) Renewable
1.00 Premium Implementation -
CivicEngage
Premium Implementation One-time
1.00 4yr Redesign Premium Annual -
CivicEngage Central
4yr Redesign Premium Annual Renewable
250.00 Content Development - 1 Page -
CivicEngage
Content Development - 1 Page One-time
4.00 System Training (4h, virtual) -
CivicEngage
System Training - Virtual, Half Day Block One-time
1.00 Agendas & Minutes Migration
- PDF - 100 Meetings -
CivicEngage
Content Migration : Agendas & Minutes - Per 100
Meetings (Approx. 1 year)
One-time
V. PD 06.01.2015-0048
Page 2 of 5
QTY PRODUCT NAME DESCRIPTION PRODUCT
TYPE
1.00 CivicPlus Non-Tier Chatbot
Subscription
CivicPlus Non-Tier Chatbot Subscription with Translate
Functionality
Renewable
1.00 Recommended Navigation -
CivicEngage
Recommended#restructure of global navigation#and graphic
buttons
One-time
4.00 Virtual Content Consulting -
CivicEngage
CivicEngage Virtual Content Consulting 1/2 day block One-time
1.00 Expedited Timeline Expedited Timeline "24" Weeks One-time
Total Investment - Year 1 USD 49,037.12
Annual Recurring Services - Year 2 USD 11,176.33
Total Days of Quote:365
1. This Statement of Work ("SOW") shall be subject to the terms and conditions of the CivicPlus Master Services
Agreement located at https://www.civicplus.com/master-services-agreement (“MSA”), to which this SOW is
hereby attached as the CivicEngage Statement of Work. By signing this SOW, Client expressly agrees to the
terms and conditions of the 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 to as the “Term”.
3. The Total Investment - Year 1 will be invoiced as follows:
a. 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 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. 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
V. PD 06.01.2015-0048
Page 3 of 5
their web pages. Client understands that the pricing and any related discount structure provided under this SOW
assumes such perpetual permission.
8. Client understands that the services contracted for herein (the “Services”) do not collect, and CivicPlus
discourages Client from soliciting and collecting, any personally identifiable information (“PII”), personal health
information (“PHI”), payment card industry information (“PCI”) or any other financial data from its users.
CivicPlus cannot monitor and control Client’s actions; therefore, in the event Client solicits and stores any PII,
PHI, PCI or other financial data, it is at Client’s sole discretion and risk. Client 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.
9. EXCEPT AS OTHERWISE EXPRESSLY PROVIDED IN THIS AGREEMENT, CIVICPLUS MAKES NO
REPRESENTATION OR EXTENDS ANY WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, TO
THE CLIENT WITH RESPECT TO ANY TECHNOLOGY OR OTHER SUBJECT MATTER OF THIS
AGREEMENT AND HEREBY DISCLAIMS ALL IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS
FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT WITH RESPECT TO ANY AND ALL OF THE
FOREGOING.
10. Client agrees to use the Service in ways that conform to all applicable laws and regulations. Client agrees not to
make any attempt to gain unauthorized access to the Services and/or any of CivicPlus’ systems or networks.
Client agrees that CivicPlus shall not be responsible or liable for the content of messages created by Client, or
by those who access Service.
11. Client understands that the Services must crawl over Client’s entire site and scrape information for successful
performance. Client 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 Client 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 this SOW is for one
domain, limited to ten crawled websites, if Client requires more domains or crawled websites, please reach out
to your CivicPlus representative.
12. Notwithstanding anything to the contrary, 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 Client data and data
derived therefrom), and CivicPlus and/or its partners will be free (during and after the term hereof) to (i) 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 (ii) 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.
Signature Page to Follow
V. PD 06.01.2015-0048
Page 4 of 5
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: https://www.civicplus.com/master-services-agreement.
IN WITNESS WHEREOF, the parties have caused this SOW to be executed by their duly authorized representatives as of
the dates below.
Client CivicPlus
By: By:
Name: Name:
Title: Title:
Date: Date:
V. PD 06.01.2015-0048
Page 5 of 5
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
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CivicPlus
Master Services Agreement
This Master Services Agreement (this “Agreement”) governs all Statements of Work (“SOW”) entered into by and between
CivicPlus, LLC (“CivicPlus”) and the client entity identified on the SOW (“Client”). This Agreement governs the use and
provision of any Services purchased by Client, as described in any signed SOW, and the effective date of this Agreement shall
commence on the date of signature of the SOW (“Effective Date”). If a SOW has not been executed, then the Effective Date shall
be determined as the start date of implementation of any software solution by CivicPlus for Client. CivicPlus and Client referred
to herein individually as “Party” and jointly as “Parties”.
Recitals
I. WHEREAS, CivicPlus is engaged in the business of developing and providing access to proprietary community
engagement and government content management software solutions, platforms and associated services (the “Services”); and
II. WHEREAS, Client wishes to engage CivicPlus for the procurement of the Services and/or receive a license subscription
for the ongoing use of the Services, as set forth in the SOW;
NOW, THEREFORE, Client and CivicPlus agree as follows:
Agreement
Term & Termination
1. This Agreement shall commence on the Effective Date and shall remain in full force and effect for as long as any SOW is
in effect between CivicPlus and Client, or Services are being provided by CivicPlus to Client, unless terminated in accordance
with this §1 or as otherwise provided in this Agreement (the “Term”). Either Party may terminate this Agreement or any SOW
as set forth in such SOW, or at its discretion, effective immediately upon written notice to the other Party, if the other Party
materially breaches any provision of this Agreement and does not substantially cure the breach within thirty (30) days after
receiving notice of such breach. A delinquent Client account remaining past due for longer than 90 days is a material breach by
Client and is grounds for CivicPlus termination.
2. Upon termination of this Agreement or any SOW for any reason, (a) the licenses granted for such relevant SOW by §11
below will terminate and Client shall cease all use of the CivicPlus Property and Services associated with the terminated SOW
and (b) any amounts owed under outstanding invoices or future planned billing for the completed development and
implementation of the Client’s Services, as defined in the SOW (“Project Development”), shall immediately become due in full
and payable. Sections 7, 8, 10, 14, 15, 18, 29 -31, 39, and 40 will survive any expiration or termination of this Agreement.
3. At any time during the Term, CivicPlus may, immediately upon notice to Client, suspend access to any Service due to a
threat to the technical security or technical integrity of the Services.
Invoicing & Payment Terms
4. Client will pay the amounts owed to CivicPlus for the Project Development, subscription and licensing, and annual hosting,
support and maintenance services (“Annual Recurring Services”) in accordance with the payment schedule set forth on the
applicable SOW. Invoices shall be sent electronically to the individual/entity designated in the SOW’s contact sheet that is
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required to be filled out and submitted by Client (the “Contact Sheet”). Client shall provide accurate, current and complete
information of Client’s legal business name, address, email address, and phone number in the Contact Sheet upon submission of
a signed SOW. Client will maintain and promptly update the Contact Sheet information if it should change. Upon Client’s request,
CivicPlus will mail hard-copy invoices for a $5.00 convenience fee.
5. Each SOW will state the amount of days from date of invoice payment is due. Unless otherwise limited by law, a finance
charge of 1.5 percent (%) per month or the maximum rate permitted by applicable law, whichever is less, will be added to past
due accounts from due date until paid. Payments received will be applied first to finance charges, then to the oldest outstanding
invoice(s). If the Client's account exceeds 60 days past due, support will be discontinued until the Client's account is made current.
If the Client's account exceeds 90 days past due, Annual Recurring Services will be discontinued, and the Client will no longer
have access to the Services until the Client's account is made current. Client will be given 15 days’ notice prior to discontinuation
of Services for non-payment.
6. During the performance of services during Project Development, if the Client requests a change in the timeline agreed upon
at the beginning of the Project Development or a change that requires repeated efforts to previously approved work product and
such change causes CivicPlus to incur additional expenses (i.e. airline change fees, resource hours, consultant fees), Client agrees
to reimburse CivicPlus for such fees, not to exceed $1,000 per CivicPlus employee. CivicPlus shall notify Client prior to incurring
such expenses and shall only incur those expenses which are a pproved by Client.
Ownership & Content Responsibility
7. Upon full and complete payment of amounts owed for Project Development under the applicable SOW, Client will own the
website graphic designs, webpage or Services content, module content, importable/exportable data, and archived information
(“Client Content”) created by CivicPlus on behalf of Client pursuant to this Agreement. “Client Content” also includes any
elements of text, graphics, images, photos, designs, artworks, logos, trademarks, services marks, and other materials or content
which Client provides or inputs into any website, software or module in connection with any Services. Client Content excludes
any content in the public domain; and any content owned or licensed by CivicPlus, whether in connection with providing Services
or otherwise.
8. Upon completion of the Project Development, Client will assume full responsibility for Client C ontent maintenance and
administration. Client, not CivicPlus, shall have sole respons ibility for the accuracy, quality, integrity, legality, reliability,
appropriateness, and intellectual property ownership or right to use of all Client Content. Client hereby grants CivicPlus a
worldwide, non-exclusive right and license to reproduce, distribute and display the Client Content as necessary to provide the
Services. Client represents and warrants that Client owns all Client Content or that Client has permission from the rightful owner
to use each of the elements of Client Content; and that Client has all rights necessary for CivicPlus to use the C lient Content in
connection with providing the Services.
9. At any time during the term of the applicable SOW, Client will have the ability to download the Client Content and export
the Client data through the Services. Client may request CivicPlus to perform the export of Client data and provide the Client
data to Client in a commonly used format at any time, for a fee to be quoted at time of request and approved by Client. Upon
termination of the applicable SOW for any reason, whether or not Client has retrieved or requested the Client data, CivicPlus
reserves the right to permanently and definitively delete the Client Content and Client data held in the Services thirty (30) days
following termination of the applicable SOW. During the thirty (30) day period following termination of the SOW, regardless of
the reason for its termination, Client will not have access to the Services.
10. Intellectual Property in the software or other original works created by or licensed to CivicPlus , including all source code,
documents, and materials used in the Services (“CivicPlus Property”) will remain the property of CivicPlus. CivicPlus Property
specifically excludes Client Content. Client shall not (i) license, sublicense, sell, resell, reprod uce, transfer, assign, distribute or
otherwise commercially exploit or make available to any third party any CivicPlus Property in any way, except as specifically
provided in the applicable SOW; (ii) adapt, alter, modify or make derivative works based upon any CivicPlus Property; (iii) create
internet “links” to the CivicPlus Property software or “frame” or “mirror” any CivicPlus Property administrative access on any
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other server or wireless or internet-based device that may allow third party entities, other than Client, to use the Services; (iv)
reverse engineer, decompile, disassemble or otherwise attempt to obtain the source code to all or any portion of the Services; or
(v) access any CivicPlus Property in order to (a) build a competitive product or service, (b) build a product using similar ideas,
features, functions or graphics of any CivicPlus Property, or (c) copy any ideas, features, functions or graphics of any CivicPlus
Property. The CivicPlus name, the CivicPlus logo, and the product and modu le names associated with any CivicPlus Property are
trademarks of CivicPlus, and no right or license is granted to use them outside of the licenses set forth in this Agreement.
11. Provided Client complies with the terms and conditions herein, the relevant SOW, and license restrictions set forth in §10,
CivicPlus hereby grants Client a limited, nontransferable, nonexclusive, license to access and use the CivicPlus Property
associated with any valid and effective SOW, for the term of the respective SOW.
12. All CivicPlus helpful information and user’s guides for the Services (“Documentation”) are maintained and updated
electronically by CivicPlus and can be accessed through the CivicPlus “Help Center”. CivicPlus does not provide paper copies
of its Documentation. Client and its Users are granted a limited license to access Documentation as needed. Client shall not copy,
download, distribute, or make derivatives of the Documentation.
13. Client acknowledges that CivicPlus may continually develop, alter, deliver, and provide to the Client ongoing innovation
to the Services, in the form of new features, functionality, and efficiencies. Accordingly, Civi cPlus reserves the right to modify
the Services from time to time. Any modifications or improvements to the Services listed on the SOW will be provided to the
Client at no additional charge. In the event that CivicPlus creates new products or enhancements to the Services (“New Services”),
and Client desires these New Services, then Client will have to pay CivicPlus the appropriate fee for the access to and use of the
New Services.
14. CivicPlus in its sole discretion, may utilize all comments and suggestions, whether written or oral, furnished by Client to
CivicPlus in connection with its access to and use of the Services (all reports, comments and suggestions provided by Client
hereunder constitute, collectively, the “Feedback”). Client hereby grants to CivicPlus a worldwide, non -exclusive, irrevocable,
perpetual, royalty-free right and license to incorporate the Feedback in the CivicPlus products and services.
Indemnification
15. Unless prohibited by the law of Client’s state, the Parties shall defend, indemnify and hold the other Party, its partners,
employees, and agents harmless from and against any and all third party lawsuits, claims, demands, penalties, losses, fines,
liabilities, damages, and expenses, including attorney’s fees, of any kind, without limitation, arising out of the negligent actions
and omissions, or intentionally malicious actions or omissions of the indemnifying Party or its affiliates, partners, employees,
and agents, directly associated with this Agreement and the installation and ongoing operations of Services contemplated by th e
SOW. This section shall not apply to the extent that any lawsuits, claims, demands, penalties, losses, fines, liabilities, damages,
and expenses is caused by the negligence or willful misconduct on the part of the indemnified Party.
Responsibilities of the Parties
16. CivicPlus will not be liable for any act, omission of act, negligence or defect in the quality of service of any underlying
carrier, licensor or other third-party service provider whose facilities or services are used in furnishing any portion of the Service
received by the Client.
17. CivicPlus will not be liable for any failure of performance that is caused by or the result of any act or omission by Client or
any entity employed/contracted on the Client’s behalf. During Project Development, Client will be responsive and cooperative
with CivicPlus to ensure the Project Development is completed in a timely manner.
18. Client agrees that it is solely responsible for any solicitation, collection, storage, or other use of end-user’s personal data on
any Service provided by CivicPlus. Client further agrees that CivicPlus has no responsibility for the use or storage of end -users’
personal data in connection with the Services or the consequences of the solicitation, collection, storage, or other use by Client
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or by any third party of personal data.
19. Client is responsible for all activity that occurs under Client's accounts by or on behalf of Client. Client agrees to (a) be
solely responsible for all designated and authorized individuals chosen by Client (“User”) activity, which must be in accordance
with this Agreement and the CivicPlus Terms of Use; (b) be solely responsible for Client data; (c) obtain and maintain during the
term all necessary consents, agreements and approvals from end-users, individuals or any other third parties for all actual or
intended uses of information, data or other content Client will use in connection with the Services ; (d) use commercially
reasonable efforts to prevent unauthorized access to, or use of, any User’s log-in information and the Services, and notify
CivicPlus promptly of any known unauthorized access or use of the foregoing; and (e) use the Services only in accordance with
applicable laws and regulations.
20. The Parties shall comply with all applicable local, state, and federal laws, treaties, regulations, and conventions in
connection with its use and provision of any of the Services or CivicPlus Property.
Data Security
21. CivicPlus shall, at all times, comply with the terms and conditions of its Privacy Policy. CivicPlus will maintain
commercially reasonable administrative, physical, and technical safeguards designed to protect the security and confidentiality
of Client data. Except (a) in order to provide the Services; (b) to prevent or address service or technical problems in connection
with support matters; (c) as expressly permitted in writing by Client; or (d) in compliance with our Privacy Policy, CivicPlus will
not modify Client data or disclose Client data, unless specifically directed by Client or compelled by law. Notwithstanding the
foregoing, CivicPlus reserves the right to delete known malicious accounts without Client authorization.
22. Client acknowledges and agrees that CivicPlus utilizes third -party service providers to host and provide the Services and
store Client data and the protection of such data will be in accordance with such third party’s safeguards for the protection and
the security and confidentiality of Client’s data.
23. CivicPlus may offer Client the ability to use third-party applications in combination with the Services. Any such third-party
application will be subject to acceptance by Client. In connection with any such third -party application agreed to by Client, Client
acknowledges and agrees that CivicPlus may allow the third-party providers access to Client data as required for the interoperation
of such third-party application with the Services. The use of a third -party application with the Services may also require Client
to agree to a separate agreement or terms and conditions with the provider of the third -party application, which will govern
Client's use of such third-party application.
CivicPlus Support
24. CivicPlus will use commercially reasonable efforts to perform the Services in a manner consistent with applicable industry
standards, including maintaining Services availability 24 hours a day, 7 days a week. Client will have 24/7 access to the online
CivicPlus Help Center (civicplus.help) to review use articles, software best practices, receive maintenance release notes, as well
as submit and monitor omni-channel support tickets and access solution specific support contact methods
(https://www.civicplus.help/hc/en-us/requests/new).
25. CivicPlus provides live support engineers based in the domestic United States to respond to basic questions concerning use
and configuration, to diagnose code-related errors, and proactively identify potential systems issues. CivicPlus support engineers
serve a preliminary function in the agile development process and escalate defects to software developers or architects for
remediation. For security purposes, CivicPlus support engineers are not permitted to modify user accounts, and permissions nor
distribute access outside of accounts established by means of a support interaction for testing. Client delegated Users may receive
tutorials and guidance on account modifications but will perform the action themselves.
26. CivicPlus live support engineers are available to respond to User requests between 7:00 am to 7:00 pm CST Monday through
Friday, excluding holidays and temporary closures for staff development, of which Client will be provided prior notice. Client is
responsible for providing CivicPlus with all User contact updates. After-hours support is available by toll-free phone call only.
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Non-emergency support requested outside of support hours will be subject to additional fees , such fees will be quoted to Client
at the time of the request and will be subject to Client acceptance and invoiced the next business day following the non-emergency
support. CivicPlus shall have the sole discretion to determine whether support requests qualify as an emergency, exceed
reasonable use or are outside the scope of services outlined in any SOW.
27. If a reported problem cannot be solved during the first support interaction, Client will be provided a ticket number that will
be used as communication method throughout ticket escalation until a solution is provided. Support service does not include
support for errors caused by third party products or applications for which CivicPlus is not responsible.
Marketing
28. Client hereby authorizes CivicPlus to use Client's name and logo on CivicPlus's website and in sales and marketing
presentations. Such authorization may be withdrawn by Client at any time for any reason or no reason at all upon written notice
to CivicPlus. Client may publicly refer to itself as a customer of the CivicPlus Services, including on Client's website and in sales
presentations. Notwithstanding the foregoing, Each Party hereby grants the other a limited, worldwide, license to use the other’s
logo in conformance with such Party’s trademark usage guidelines and solely for the purpose set forth in this §28. In no event
will either party issue a press release publicly announcing this relationship without the approval of the other party, such approval
not to be unreasonably withheld.
Limitation of Liability
29. CivicPlus’ liability arising out of or related to this Agreement, or any associated SOW, will not exceed the Annual Recurring
Services amounts paid by Client in the year prior to such claim of liability.
30. In no event will CivicPlus be liable to Client for any consequential, indirect, special, incidental, or punitive damages arising
out of or related to this Agreement.
31. The liabilities limited by Section 29 and 30 apply: (a) to liability for negligence; (b) regardless of the form of action, whether
in contract, tort, strict product liability, or otherwise; (c) even if Client is advised in advance of the possibility of the damages in
question and even if such damages were foreseeable; and (d) even if Client’s remedies fail of their essential purposes. If applicable
law limits the application of the provisions of this Limitation of Liability section, CivicPlus’ liability will be limited to the
maximum extent permissible.
Warranties and Disclaimer
32. Each person signing the SOW, or otherwise agreeing to the terms of this Agreement, represents and warrants that he or she
is duly authorized and has legal capacity to execute and bind the respective Party to the terms and conditions of the SOW and
this Agreement. Each Party represents and warrants to the other that the execution and delivery of the SOW and the performance
of such Party’s obligations thereunder have been duly authorized and that this Agreement is a valid and legal agreement bindi ng
on such Party and enforceable in accordance with its terms.
33. CivicPlus warrants that the Services will perform substantially in accordance with documentation and marketing proposals,
and free of any material defect. CivicPlus warrants to the Client that, upon notice given to CivicPlus of any defect in design or
fault or improper workmanship, CivicPlus will remedy any such defect. CivicPlus makes no warranty regarding, and will have
no responsibility for, any claim arising out of: (i) a modification of the Services made by anyone other than CivicPlus, even in a
situation where CivicPlus approves of such modification in writing; or (ii) use of the Services in combination with a third party
service, web hosting service, or server not authorized by CivicPlus.
34. EXCEPT FOR THE EXPRESS WARRANT IES IN THIS AGREEMENT, CIVICPLUS HEREBY DISCLAIMS ALL
WARRANTIES, WHETHER EXPRESS, IMPLIED, STATUTORY OR OTHERWISE, INCLUDING ANY IMPLIED
WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR ARISING FROM A PRIOR
COURSE OF DEALING.
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35. EACH PROVISION OF THIS AGREEMENT THAT PROVIDES FOR A LIMITATION OF LIABILITY, DISCLAIMER
OF WARRANTIES, OR EXCLUSION OF DAMAGES IS TO ALLOCATE THE RISKS OF THIS AGREEMENT BETWEEN
THE PARTIES. THIS ALLOCATION IS REFLECTED IN THE PRICING OFFERED BY CIVICPLUS TO CLIENT AND IS
AN ESSENTIAL ELEMENT OF THE BASIS OF THE BARGAIN BETWEEN THE PARTIES. EACH OF THESE
PROVISIONS IS SEVERABLE AND INDEPENDENT OF ALL OTHER PROVISIONS OF THIS AGREEMENT.
Force Majeure
36. No party shall have any liability to the other hereunder by reason of any delay or failure to perform any obligation or
covenant if the delay or failure to perform is occasioned by force majeure, meaning any act of God, storm, pandemic, fire,
casualty, unanticipated work stoppage, strike, lockout, labor dispute, civic disturbance, riot, war, national emergency, act of public
enemy, or other cause of similar or dissimilar nature beyond its control.
Taxes
37. The amounts owed for the Services exclude, and Client will be responsible for, all sales, use, excise, withholding and any
other similar taxes, duties and charges of any kind imposed by any federal, state or local governmental entity in connection with
the Services (excluding taxes based solely on CivicPlus’s income). If the Client is tax-exempt, the Client must provide CivicPlus
proof of their tax-exempt status, within fifteen (15) days of contract signing, and the fees owed by Client under this Agreement
will not be taxed. If such exemption certificate is challenged or held invalid by a taxing authority then Client agrees to pay for all
resulting fines, penalties and expenses.
Other Documents
38. This Agreement, including all exhibits, amendments, and addenda hereto and all SOWs, constitutes the entire agreement
between the Parties and supersedes all prior and contemporaneous agreements , proposals or representations, written or oral,
concerning its subject matter. No modification, amendment, or waiver of any provision of this Agreement or an y SOW will be
effective unless in writing and signed by each Party. However, to the extent of any conflict or inconsistency between the provision
in the body of this Agreement and any exhibit, amendment, or addenda hereto or any SOW, the terms of such exhi bit, amendment,
addenda or SOW will prevail. Notwithstanding any language to the contrary therein, no terms or conditions stated in a Client
purchase order or other order documentation (excluding SOWs) will be incorporated into or form any part of this Agreement, all
such terms or conditions will be null and void, unless such term is to refer and agree to this Agreement .
Interlocal Purchasing Consent/ Cooperative Purchasing
39. With the prior approval of CivicPlus, which may be withheld for any or no reason within CivicPlus’s sole discretion, this
Agreement and any SOW may be extended to any public entity in Client’s home -state to purchase at the SOW prices and
specifications in accordance with the terms stated herein.
40. To the extent permitted by law, the terms of this Agreement and set forth in one or more SOW(s) may be extended for use
by other local government entities upon execution of a separate agreement, SOW , or other duly signed writing by and between
CivicPlus and the such entity, setting forth all of the terms and conditions for such use, including applicable fees and billing
terms.
Miscellaneous Provisions
41. The invalidity, in whole or in part, of any provision of this Agreement shall not void or affect the validity of any other
provision of this Agreement.
42. The Parties negotiated this Agreement with the opportunity to receive the aid of counsel and, accordingly, intend this
Agreement to be construed fairly, according to its terms, in plain English, without constructive presumptions against the drafting
Party. The headings of Sections of this Agreement are for convenience and are not to be used in interpreting this Agreement. As
7 of 7
used in this Agreement, the word “including” means “including but not limited to.”
43. The Parties will use reasonable efforts to resolve any dispute between them in good faith prior to initiating legal action.
44. This Agreement and any SOW, to the extent signed and delivered by means of a facsimile machine or electronic mail, shall
be treated in all manner and respects as an original agreeme nt or instrument and shall be considered to have the same binding
legal effect as if it were the original signed version thereof delivered in person. The Parties agree that an electronic sign ature is
the legal equivalent of its manual signature on this Agreement and any SOW. The Parties agree that no certification authority or
other third party verification is necessary to validate its electronic signature and that the lack of such certification of t hird party
verification will not in any way affect the enforceability of the Parties’ electronic signature or any resulting agreement between
CivicPlus and Client.
45. Due to the rapidly changing nature of software as a service and digital communications, CivicPlus may unilaterally update
this Agreement from time to time. In the event CivicPlus believes such change is a material alteration of the terms herein,
CivicPlus will provide Client with written notice describing such change via email or through its website. Client’s continued use
of the Services following such updates constitutes Client’s acceptance of the same. In the event Client rejects the update to the
terms herein, Client must notify CivicPlus of its objection within ten (10) days receipt of notice of such update.
Acceptance
The Parties agree to the terms and conditions of this Agreement by their signature on the SOW . If the SOW does not exist, then
the inclusion of these terms in the Client’s purchase order, or CivicPlus’s provision of these terms to the Client prior to the start
of implementation of the Services and Client’s ongoing cooperation of implementation of the Services and subsequent use of the
CivicPlus Services by the Client shall be deemed acceptance and agreement to the terms and conditions in this Agreement.
EXHIBIT B
CIVICPLUS EXPEDITED SAMPLE PROJECT TIMELINE
4/30/2021 Golden Valley MN | CivicEngage Central Premium Expedited SAMPLE | CivicPlus, LLC Project Timeline
1/3
Golden Valley MN
CivicEngage Central Premium Expedited | SAMPLE Project Timeline
INITIATE DESCRIPTION NOTES START DATE DUE DATE
Project Initiation CivicEngage completes administrative work to prepare
for project.5/10/2021 5/14/2021
Project Kickoff Meeting
CivicEngage meets with client to set expectations for
website implementation process and assign Client
Deliverables.
5/17/2021 5/21/2021
Planning & Scheduling CivicEngage coordinates project timeline and
resources.5/24/2021 5/28/2021
Site Map Creation CivicEngage creates site map documenting existing
website.5/31/2021 6/4/2021
Project Timeline Approval Client submits Project Timeline Approval Form.
http://civicplusdemo.com/timelineapproval 5/24/2021 6/4/2021
ANALYZE DESCRIPTION NOTES START DATE DUE DATE
Client Deliverables Client submits deliverables as outlined.
http://civicplusdemo.com/deliverablesguide 5/24/2021 6/4/2021
Design Discovery Form Client submits Design Discovery Form.
http://civicplusdemo.com/designdiscovery 5/24/2021 6/4/2021
Website Analytics If available, client uploads current website analytics to
SharePoint.5/24/2021 6/4/2021
Photos for Design Client uploads photos to SharePoint.5/24/2021 6/4/2021
Logo & Branding Materials Client uploads logo and / or branding materials to
SharePoint.5/24/2021 6/4/2021
DNS Form Client submits DNS Form.
http://civicplusdemo.com/dnsform 5/24/2021 6/4/2021
Website Content Review CivicEngage conducts review of existing website.6/7/2021 6/11/2021
Design Discovery Meeting CivicEngage meets with client to discuss design
preferences and strategy.6/7/2021 6/11/2021
Content Process Meeting
CivicEngage meets with client to provide overview of
content development process and assign tasks for
content preparation.
6/14/2021 6/18/2021
Mood Board & Layout
Creation CivicEngage prepares layout and mood board.6/14/2021 6/18/2021
Mood Board & Layout
Approval
Client submits Layout & Mood Board Approval Form.
http://civicplusdemo.com/layoutapprovalpremium 6/21/2021 6/25/2021
CONSULTING DESCRIPTION NOTES START DATE DUE DATE
Consulting Engagement
Coordination
Consultant will review documentation and connect with
client to discuss Consulting schedule, logistics and
technology requirements to prepare for engagement.
Consultant completes internal coordination for
engagement.
5/17/2021 6/18/2021
Consultant Engagement Consultant delivers product consulting.Virtual 2 days 6/21/2021 8/13/2021
DESIGN & CONFIGURE DESCRIPTION NOTES START DATE DUE DATE
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Content Preparation &
Updates
Client reviews and updates existing website in
preparation for content development. *Updates must be
made prior to due date to be included in Content
Implementation.
6/21/2021 7/16/2021
Design
Creation/Prep/Setup CivicEngage creates design concept.6/28/2021 7/2/2021
Quality Control -
Design/Setup CivicEngage reviews website design.7/5/2021 7/9/2021
Design Concept Meeting CivicEngage meets with client to review design concept
in working production environment.7/12/2021 7/16/2021
Design Concept Revisions
If applicable, CivicEngage makes requested changes to
Design Concept. *Allow five business days from
request to receive completed changes.
7/19/2021 7/23/2021
Design Concept Approval
Client submits Design Concept Approval Form.
http://civicplusdemo.com/designapproval *Formal
approval must be received by due date of this task.
Submit requested changes to design as soon as
possible. Allow five business days from request to
receive completed changes.
7/19/2021 7/23/2021
Design Templates & Tools CivicEngage creates templates and design tools for
website maintenance.7/26/2021 7/30/2021
Content Change Tracking Client keeps record of changes made to existing
website during Content Implementation.7/19/2021 8/13/2021
Content Implementation CivicEngage migrates content from existing website to
production website and applies best practices.7/26/2021 8/6/2021
Content Implementation
Setup CivicEngage prepares project for migration process.7/19/2021 7/23/2021
Quality Control - Content CivicEngage reviews completed work on production
website.8/9/2021 8/13/2021
Final Content Report
Creation CivicEngage creates Final Content Report.8/9/2021 8/13/2021
Quality Control - Production
Website CivicEngage reviews completed production website.8/16/2021 8/20/2021
OPTIMIZE DESCRIPTION NOTES START DATE DUE DATE
Website Reveal Meeting CivicEngage meets with client to present completed
website.8/23/2021 8/27/2021
DNS Configuration
CivicEngage prepares domain name transfer or setup
according to submitted DNS Form. https://cp-
salesbase5.civicplus.com/FormCenter/1-CivicPlus-
Project-Forms-23/DNS-Form-180
8/23/2021 9/3/2021
Website Finalization Client evaluates completed website and confirms
expectations met in accordance with contract.8/30/2021 9/3/2021
Website Corrections If needed, CivicEngage team fulfills requests to fix
errors.9/6/2021 9/10/2021
EDUCATE DESCRIPTION NOTES START DATE DUE DATE
Training Engagement
Coordination
Trainer connects with client to discuss training
schedule, logistics and technology requirements for
engagement.
7/19/2021 7/30/2021
Training Engagement Trainer delivers product training.Virtual 2 days 9/13/2021 9/17/2021
Training Engagement Onsite User
Testing 2 days 9/20/2021 9/24/2021
LAUNCH DESCRIPTION NOTES START DATE DUE DATE
Website Launch
Confirmation Meeting
CivicEngage meets with client to review launch
process.9/27/2021 10/1/2021
4/30/2021 Golden Valley MN | CivicEngage Central Premium Expedited SAMPLE | CivicPlus, LLC Project Timeline
3/3
Website Launch
Preparation Client completes final updates for Website Launch.10/4/2021 10/8/2021
Website Acceptance Client submits Website Acceptance Form.
http://civicplusdemo.com/websiteapproval 10/11/2021 10/15/2021
Website Launch New website is scheduled to be made available to
public with live domain name.10/18/2021 10/22/2021
Project Close Procedures CivicEngage completes administrative tasks to
transition project from implementation to client care.10/25/2021 10/29/2021
CIVICPLUS RFQ RESPONSE AND WEBSITE PROPOSAL
PAGE 100
REQUEST FOR QUOTES | CITY WEBSITE REDESIGN
Contact: Hector Ortega, CivicEngage Account Executive
P: 785.370.7811 | E: hector.ortega@civicplus.com
Golden Valley, Minnesota
DATE OF PROPOSAL: APRIL 9, 2021
302 South 4th Street | Manhattan, KS 66502 | 888.228.2233 | civicplus.com
civicplus.com | 302 South 4th Street, Suite 500 | Manhattan, KS 66502 | 888.228.2233
April 9, 2021
Cheryl Weiler, Communications Director
City of Golden Valley, MN
submitted via email: cweiler@goldenvalleymn.gov
RE: Request for Quotes | City Website Redesign
Dear Ms. Weiler and the Golden Valley Selection Committee:
Meeting the need of society’s expectation of instant access to news and communication can be a challenge when you
don’t have the tools and resources to get the job done right. As your partner, that’s where CivicPlus, LLC (CivicPlus)
can help. We are passionate about our mission to help make local government better.
With the CivicEngage content management system (CMS) Golden Valley won’t simply be getting a website – you’ll
also obtain the tools to build a trusted and long-term relationship between you and your citizens. By partnering with
CivicPlus, you’ll receive:
• Responsive design that is available to your citizens from anywhere on any device
• Site navigation structure optimized for easy maintenance by administrators and intuitive use by visitors
• Comprehensive suite of modules and tools tailored to the functionality you need most
• Guaranteed redesign after four years of service to keep your website fresh and innovative
• Hands-on migration of existing content by our team of experts
• 24/7/365 support with secure hosting and maintenance
Your new site will be developed on the most robust and flexible CMS available. CivicEngage is an easy-to-use suite of
cloud-based tools built specifically for local government. You’ll be able to inform and empower your citizens and staff
in more efficient ways.
I welcome the opportunity to discuss our proposed solution for Golden Valley and answer any questions you may have
about partnering with CivicPlus and the CivicEngage CMS.
Sincerely,
HECTOR ORTEGA
CivicEngage Account Executive
hector.ortega@civicplus.com
785.370.7811
Table of Contents
1 Company Background & Qualifications
2 Appendix 1
7 CivicPlus, LLC Background
9 Project Executive Summary
10 Design Examples
11 CivicEngage CMS
Features & Functionality
11 Section B - Required Elements &
Deliverables
19 Implementation
24 Ongoing Services, Hosting, & Security
25 Proposed Fee Statement
31 References
PAGE 1
REQUEST FOR QUOTES | CITY WEBSITE REDESIGN
Company Background &
Qualifications
PAGE 2
COMPANY BACKGROUND & QUALIFICATIONS
Appendix 1
1. Describe your company’s mission, vision, and
values and how they align with the mission, vision,
and values of the City of Golden Valley (www.
goldenvalleymn.gov/about/pyramid-of-success/
pyramid-of-success.php).
Just as Golden Valley strives to connect people and
places, CivicPlus strives to connect communities and
governments. CivicPlus’ over 20 years of experience
working with municipal organizations helps local
governments streamline their daily work and better
inform and communicate with their communities.
CivicPlus’ mission has been, and will always be, to
help local governments work better, work smarter, and
engage their communities and is exemplified in our vision
statement: Ensure citizens and government staff can
accomplish anything they need online by 2024. CivicPlus
continues its commitment to provide exceptional
customer service and innovative solutions that help bring
the best user experience to our clients.
Our operating philosophy is based on our core values
that support our vision, shape our culture, and reflect
what the company values. They are the essence of the
company’s identity – the principles, beliefs, or philosophy
of values.
• Purpose Driven - Making an impact and doing
something meaningful
• Ambitious - Driven to
succeed
• Trustworthy - Honest, ethical,
and actively pursuing truth
• Team Player - Working well
with others and relating to
them
• Innovative - Continuously
search for better solution
2. Describe your experience developing websites
for government entities or public agencies? Please
include URL examples.
CivicPlus has over 20 years of experience working with
municipal organizations across the US and Canada. We
strive to help local government streamline their daily work
and better inform and connect their communities. With
such experience, we are confident that we can provide
the best solution for Golden Valley. The CivicEngage
CMS will more than satisfy Golden Valley’s needs for
an easy-to-use content management system that will
empower your staff to be able to update the website as
needed as well as provide a convenient resource for your
audience. With over 4,000 clients, we have included just
a few examples below of current client sites that can
provide you with an idea of the different directions we
can approach the architecture and design of your new
website.
• Indian Trail, North Carolina indiantrail.org
• Andover, Minnesota andovermn.gov
• Columbia, Illinois columbiaillinois.com
• Bluffdale, Utah bluffdale.com
• Bay City, Texas cityofbaycity.org
• Radford, Virginia radfordva.gov
3. Describe how you would balance
the required functionality of municipal
website with the addition of including a
marketing focus.
Each of our clients have unique needs, goals,
and visions and we deliver customized,
personalized websites each time. As part of
our process, our implementation team works
closely with you to determine the goals of
your vision and intended key use of the new
P.A.T.T.I.Chief Morale OfficerCivicPlus
PAGE 3
website. We will have a dedicated pre-design meeting to
listen to your desires and assess your needs so we can
provide a unique concept that represents your distinct
image, message, marketing needs, and branding. Your
CivicPlus Art Director will collaborate with you to develop
a website that best visually represents your community
while taking advantage of the CivicEngage functionality
to meet your technical needs.
4. Describe your work with websites designed to
be search-first and mobile-friendly.
Search-First
Search Engine Optimization (SEO) is a vital element in
developing a successful website. In today’s world, it
must be viewed as ongoing, a way of life rather than a
one-time deal. The days of just including “keywords” has
passed. Through the CivicEngage CMS and the talented
professionals helping you craft your message online,
we will include not only optimal keywords, but clear,
direct, and descriptive content that search engines such
as Google and Firefox now employ to rank their search
results. Relevant descriptors and keywords are used
as part of the setup of each new page in our process
– making your site easier to find and keeping it top-of-
mind for your visitors. During the content migration and
training phases of your implementation, we will work
with you to determine the best practices of including
searchable terms and descriptors and train your staff on
best practices to do the same for future pages. As part
of your project, we will submit all this information for you
to multiple search engines so your site will be ready to be
searched and found as it goes live.
Mobile-Friendly
CivicPlus will use a
mobile-first design
approach to ensure
your website is
fully responsive,
using design that is
optimized for any
device, screen size,
and orientation.
We also implement
a mobile-friendly menu configuration for easy page
navigation. A responsive design also provides centralized
website maintenance, eliminating the need to update
both a desktop and mobile version of your website.
5. How would your design meet the demands
of a service-based government website? Please
explain new and innovative approaches you would
suggest for organizing current and future content
services and information for the site.
With over 20 years of experience working with local
governments, CivicPlus has honed its implementation
process to maximize service-based websites. CivicPlus
designers use time-tested best practices to create
distinct, visually appealing, and scalable designs,
focusing on user-centric experiences. This innovative
approach is aimed at jump-starting civic pride while
solving the old stigma that government websites are
“hard to use and boring.” Golden Valley will receive an
innovative, citizen-focused, interactive communication
system.
To assist with current and future optimal content
placement and structure, CivicPlus’ navigation and
content development processes are laid out involving
these key factors:
• Current usability methods and WCAG compliance
(usability.gov is one of our main references).
• Research on analytics and Tapestri to determine
which pages should be prominent based on the
demographics of the municipality.
• Best Practices – alphabetization and “buckets” to put
like information together under searchable headings.
• Global navigation items based on customer
preference and user accessibility (Services,
Residents, How Do I…etc.).
The design and layout for your website is determined by
you and the designer. The placement of navigation and
dynamic areas are important in guiding site visitors to
key information quickly and easily. Our consultants make
recommendations based upon website-user studies and
research on best practices. We have also included a
PAGE 4
redesign of your website after four years of service so
we can help your website evolve as Golden Valley’s goals
evolve.
We have included with your project our Recommended
Navigation (RecNav) service to assist the City in
creating a logical and sustainable navigation structure. A
proposed sitemap created by a Lead Content Developer,
will consist of the first three tiers of navigation. The
RecNav is created using site analytics, CivicPlus Best
Practices, and past CivicPlus experience. The purpose of
the RecNav is to assist the CIty with task completion and
to clean up the site structure.
CivicEngage CMS if built with the forward-thinking
capabilities including dynamic site map and breadcrumbs
functionality. Dynamic breadcrumbs show a visitor’s
location within the site and are automatically generated
by our system. The dynamically generated site map
functionality automatically updates to reflect your
new navigation if changes are made. The use of the
CivicEngage mega menu structure also provides quick
and easy 1-click access to the most frequently used
pages on your site.
6. Please describe your company’s process
for conducting community engagement as
described in Section II. Part D and how you use the
information.
We approach our development for our clients to ensure
their websites are as important to their community as
they are to us. Usability plays a role in each stage of our
design process. To identify a website’s most important
usability concerns, user testing is the most useful. We
have included User Testing sessions with your project
so you can launch your new website with confidence
that your audience can find the content they seek. User
testing will verify that the website is easy to navigate and
provides residents with the information they need before
you launch.
During our User Testing sessions, we will work with your
staff and end-users to complete online tasks and gauge
the ease in finding information on the new website. After
completion, you will have improved the usability of your
website’s page structure, site map, and menu navigation
based on specific user feedback. The objectives and
deliverables of your CivicPlus User Testing will include:
• Evaluating efficacy of your website design and
informational architecture from a user perspective
• Facilitating testing using sample scenarios chosen
by your organization
• Adjusting needed components based on user
feedback prior to website launch
• Verifying website users will be able to find the
information they want at launch
7. Please explain the process your company will
use to provide design mockups and to arrive at a
final design.
CivicPlus will have one-on-one meetings with Golden
Valley throughout the project with open communication
and multiple points of approval built into the process.
Your Art Director is the creative voice, and will work
with you to clarify your vision into a cohesive look and
layout. Projects are broken into multiple phases, the
first primarily consisting of information gathering. From
this point, we put together the building blocks for the
website, including proposed navigation, design mood
board, and grayscale layout. The next phase involves
collaboration with you to perfect the presented elements
before combining them to create the prototype of the
website. Once design files are agreed on, we again
collaborate with you to finalize the website design.
Based on the results and goals outlined, your project
team will collaborate and present one color palette and
the most effective layout for your website, ensuring a
responsive structure that’s optimized to display in any
PAGE 5
format – now and in the future. You will receive unlimited
revisions to the color palette and responsive layout,
but more than three revisions could result in delays to
your timeline. Style guidelines are set within the design
and layout of your website. Our online Help Center
also provides guides for updating, maintaining, and
administering sites.
8. Please list the project team that would
work on the website design or programming
and include their experience, education,
certifications, diversity of work, or other relevant
information.
Each CivicPlus client is provided with a dedicated
project team that are highly qualified in their field,
professionally trained, and perform at a high standard.
This ensures each client has a smooth and productive
implementation process that results in a website that
meets their specific needs. Based on our years of
experience administering projects, it has become our
policy to assign individual team members at the project
start. This way we can be sure they will be available to
begin your project immediately and work directly with
you throughout the entire process. As such, we do not
provide names or resumes of team members during the
RFP process.
The City will be assigned a dedicated Project Manager
and appropriate project team, who will guide you
through scheduled meetings and tasks with the
aid of our project management system. Our project
management system will hold the City’s detailed project
schedule, task list, and communication. Most project
contact will be via remote methods, including video
conferencing, phone calls, and email. Rest assured
that your project team, once assigned, will deliver the
attention and effort you need and deserve to create a
website that achieves your vision of success.
9. If the City selects your company to develop
the website, what percent of the development
work will be done by your internal staff and what
percent through contract programmers and
designers?
Your website will be designed, developed, implemented,
and hosted by CivicPlus trained professionals. No
aspect of the development or implementation of your
project will be outsourced or subcontracted.
10. What is your process for handling routine
maintenance, upgrades, website problems,
downtime, etc?
Maintenance
Our typical maintenance window is from 10 p.m. CST
Saturday nights to 6 a.m. CST Sunday mornings. Any
maintenance on servers are regularly scheduled to occur
during this time unless an out-of-band maintenance is
warranted. All critical updates are applied after testing
unless they are a very high security risk in which they
will be applied out of band. All others are evaluated and
installed if needed.
Upgrades
The CivicPlus Development Team develops software
using the Agile development methodology. We currently
work in 2-week sprints with several teams addressing
new functionality and services and additional teams
and select members dedicated to software fixes and
minor enhancements. Prior to any software update or
rollout, all code changes go through an internal testing
process which includes an alpha testing phase, a beta
PAGE 6
testing phase, and a final Release Candidate testing
phase. Separate internal servers, isolated from our client
hosts, are used for these various stages of testing. A
separate and isolated testing environment that mirrors
our production servers is maintained for internal testing
of not only our own codebase, but any updates to the
host operating system as well. All updates are logged
and tested prior to rollout to ensure compatibility with
our CMS.
Downtime, Website Problems
Because CivicPlus guarantees a 99.9% uptime in our
Service Level Agreement, there is rarely downtime for
our client sites. In the event of a website problem specific
to Golden Valley, the CivicPlus Technical Support Team
is your first contact to assess the situation. If the team
is unable to solve a concern, the issue is reported to the
appropriate CivicPlus Product Development Team.
All technical concerns or defects with associated
application errors are reported to CivicPlus’ Technical
Support Team through CivicPlus’ issue tracking and
ticket management system to be addressed in a priority
order to be determined by CivicPlus’ Support Team. All
other requests that do not meet these criteria will be
forwarded to appropriate personnel within CivicPlus’
organization at the discretion of the Technical Support
Team.
11. What are the characteristics of an outstanding
website?
Today’s most successful local governments need to
foster collaboration and communication channels not
just among their community, but among the systems
and software that power their administrations.
Innovative and forward-thinking design combined with
easy maintenance, intuitive navigation, and mobile
responsiveness are the cornerstones of an outstanding
service-based government website.
CivicPlus delivers all the elements of outstanding
service-based websites because our focus has been,
and will always be, to help local governments work
better.
PAGE 7
COMPANY BACKGROUND & QUALIFICATIONS
At CivicPlus, we have one goal: to empower the public
sector to accomplish impactful initiatives using innovative
solutions that save them time while connecting them
to the citizens they serve. We began in 1998 when our
founder, Ward Morgan, decided to focus on helping
local governments work better and engage their citizens
through their web environment. CivicPlus continues to
implement new technologies and services to maintain
the highest standards of excellence and efficiency for
our clients, including solutions for website design &
content management, recreation management, mass
communications, agenda & meeting management,
employee management, 311 & citizen requests, and digital
optimization.
Our commitment to deliver the right solutions in design and
development, end-user satisfaction, and secure hosting
has been instrumental in making us a world leader in
government web technology. We consider it a privilege to
partner with our clients and provide them with solutions
that will serve their needs today and well into the future.
CivicPlus, LLC Background
Contact Information
Hector Ortega
CivicEngage Account Executive
E: hector.ortega@civicplus.com
P: 785.370.7811
CivicPlus, LLC Primary Office
302 S. 4th Street, Suite 500, Manhattan, KS 66502
Toll Free: 888.228.2233 | Fax: 785.587.8951
civicplus.com
years of experience with a focus to
help local governments
20 +
employees, many with experience
in local government
350 +
local government clients across
the United States and Canada
4,000 +
10-time Inc.
5000 Honoree govtech.com/100
Recognition
Recognized with
multiple, global
Stevie® Awards
for sales and
customer service
excellence
Technical Support
PAGE 8
CivicRec® is the most powerful software solution available in the recreation
industry. With an interface that is easy to use for both staff and citizens, and
robust tools for managing activities, facilities, and point-of-sale, CivicRec
offers integrated functionality to manage memberships, instructors, sports
leagues, volunteers, and ticketing.
CivicClerk® is the fastest, most intuitive way to streamline the entire agenda management process— from creating
agenda items to managing live meetings and creating post-meeting follow-up tasks. It provides time-saving automation,
while allowing clerks to balance such convenience with manual controls and overrides. Internal collaboration with
CivicClerk is easy with customized workflows, version tracking, and built-in communication tools.
SeeClickFix powered by CivicPlus is your guaranteed solution to handle the communications,
workflows, and data for every request from the moment they’re opened to the moment they’re
closed. With SeeClickFix, you can handle request management, work management, and
integrate your systems to streamline your processes and better serve your community.
CivicHR® is a cloud-based human resource software solution specifically for local government. Our cloud-based
software integrates and organizes data, automates job postings, collects applications, simplifies employee onboarding,
and manages performance.
CivicReady® is a multi-channel communication solution that allows you to communicate
routine or emergency news to citizens within seconds with actionable information using a
single interface, saving you time and amplifying your reach.
CivicOptimize Productivity allows you to easily create efficiency-centric applications, including a scalable software
suite of deployment-ready apps, forms, integrated systems, and the ability to integrate your favorite CivicPlus solutions.
Additional Products Offered by CivicPlus
PAGE 9
COMPANY BACKGROUND & QUALIFICATIONS
Project Executive Summary
Content
Management
System
• Streamline your processes and add self-service options to reduce
calls and walk-ins with our easy-to-use content management system
specifically designed for local government.
• Provide access to your website from any device, screen size, and
orientation with CivicEngage’s responsive and optimized design.
• Ensure your citizens can access information with a website that is highly
compliant with the accessibility standards outlined within Section 508
and WCAG Level A & AA at go live.
Implementation • Rely on a dedicated team of industry experts as they guide you through
implementation.
• Lean on your Consultant as they evaluate your specific needs and make
recommendations for solutions to meet your goals.
• Collaborate with your Art Director to develop a design that captures your
unique community and takes advantage of CivicEngage’s tools.
• Enhance your content for usability and accessibility with intuitive
navigation as our Content Development Team performs a hands-on
migration of content, documents, and images to your new website.
• Participate in personalized education led by a CivicPlus Trainer so you
can confidently update your website long after launch.
Hosting,
Security, &
Support
• Maintain peace of mind with an enterprise-level hosting environment
monitored 24/7/365 and backed by a guaranteed 99.9% uptime
(excluding maintenance).
• Access your website from nearly any device with an internet connection
with our cloud-based solution.
• Reach out to our award-winning, in-house support available via chat,
phone, and email with your questions or access self-service tutorials and
user guides on the CivicPlus Help Center 24/7/365.
• Receive continuous system updates to keep your system running at the
optimal capacity.
• Partner with your Client Success Manager who will help you use the tools
and products CivicPlus offers to create an ongoing strategy to better
engage your citizens.
PAGE 10
COMPANY BACKGROUND & QUALIFICATIONS
Design Examples
The included design portfolio will provide you with an idea of the different directions we can take your creative
design. Please note that not all parties listed have agreed to be contacted for reference.
Jamestown BPU, New York
jamestownbpu.com
Port Angeles, Washington
cityofpa.us
Malta, New York
malta-town.org
Bloom Township, Illinois
bloomtownship.org
Sidney, Ohio
sidneyoh.com
Auburn, Massachusetts
auburnguide.com
PAGE 11
COMPANY BACKGROUND & QUALIFICATIONS
The CivicEngage CMS is robust and flexible with all the
features and functionality you need today and in the future.
Developed for organizations that need to update their site
frequently, CivicPlus provides a powerful government content
management structure and website menu management
system. The easy-to-use system allows non-technical
employees to efficiently update any portion of your website.
Each website begins with a unique design developed to meet
your specific communication and marketing goals, while
showcasing the individuality of your community. Features and
capabilities are added and customized as necessary, and all
content is organized in accordance with web usability standards.
Section B - Required Elements & Deliverables
CivicPlus’ CivicEngage CMS can deliver all of the required elements listed in Section B and Subsections 2 & 3 of the
Scope of Work in your current RFP. Below are details on the modules and functionality that can address your identified
required needs. We have also outlined the additional features and functionality standard with CivicEngage and system
enhancements included with your project following the Required Elements details.
Detailed information on our Hosting and Maintenance services (Section B, Subsection 1) is included on page 24.
Our Design Style information (Section B, Subsection 4) is provided on page 22 in our Implementation discussion.
Additional Features information is included on Appendix 2.
Current Browsers
Websites built by CivicPlus are viewable in all common
browsers. They are optimized for administrative use
with Windows 2000+ and supported in the two most
recent versions of any major browser including: Internet
Explorer, Firefox, Safari, and Chrome.
Task-focused User Management
You can assign staff members to groups with different
levels of permissions of access and authority throughout
the CMS. There are several permission levels for users to
control user tasks. Each permission level adds additional
actions that can be performed on associated content.
Creating Custom URLs
Instead of sending your users to http://civicplus.com/248/
Awards-and-Recognition, you can send them to http://
civicplus.com/awards. You can also generate a unique
URL for each landing page.
Search Engine
CivicEngage is built with a powerful, predictive site
search for all pages, documents, and images, so your
citizens will be able to find what they need quickly and
easily. Additional information on our search optimization
functionality is included with #4 in Appendix 1.
CivicEngage CMS
Features & Functionality
“I’m confident that any service our
citizens need can now be found in one
to two clicks.”
— Lana Beck, Government Relations and
Communications Administrator for Pinellas
Park, Florida
PAGE 12
Google Analytics
Google Analytics can be implemented as the analytics
tool for the City.
Integration with GIS Mapping
Maps can easily be embedded or linked from Google,
ESRI, GIS, and more using the CivicEngage HTML widget.
Alert Messages
The CivicEngage Alert Center allows you to post
emergency or important information on your website to
notify citizens via email and SMS. It provides an efficient
and noticeable way to get important news out to your
community. With one click, graphics and information can
be activated on your website from a variety of layouts
that best fit the importance of the alert with public
notifications.
Image and Video Management
CivicEngage supports over 400 different file types for
upload, including, but not limited to, common types
of plain text, web-related, images, audio, video, print
documents, Microsoft Office, Google, ESRI, e-books,
calendars, security, and more.
The Photo Gallery module allows you to store and display
photographs in a central location to showcase what your
community has to offer and to attract new citizens and
visitors to your area.
You can also embed videos or
other HTML features in your site
with our built-in functionality.
Calendar
You can create multiple
calendars types to fit all of your
needs. The Calendar Module
allows administrators to set
up items to help keep your
community informed about
upcoming events and meetings.
The calendar supports multiple
views, including a monthly view that displays all the
events in a month. Events can be set on a one-time basis
or as recurring events for multiple months in advance,
with short descriptions and hyperlinks to display the event
details.
Agenda & Minutes Feature
The CivicPlus Agenda Center is an all-inclusive agenda
creation module. No longer will you have to build your
agendas in a word-processing program, print it out, pass
it around the office for approval, export the final version
to a PDF, and then upload it to the website. Agenda
Center allows for the creation and management of the
entire agenda process using a robust and easy-to-use
work flow, from submitting preliminary items at the
departmental level, to the publishing of the agenda live to
the public – one smooth and seamless process.
Agenda Center not only offers a one-stop-shop for
agenda creation, but upon publish of the approved
agenda, a template for the minutes of that meeting can
also be generated.
Social Media Integration
CivicPlus understands the importance of how social
networking sites like Facebook and Twitter help
governments connect with their residents in unique
and innovative ways. From community-centric pages
on Facebook to real-time Twitter feeds that can deliver
emergency alerts, we are dedicated to helping our clients
integrate their web content into the most dynamic social
media sites and make their marks
in the world of Gov 2.0. Other
social networking sites (such as
LinkedIn, YouTube, Pinterest, etc.)
can be featured on your website as
links to your organization’s profile
on those particular websites.
CivicEngage can also incorporate
available, compatible social media
feeds and widgets into the design
of your new website to create a
social media hub.
PAGE 13
Translation
Integration with Google Translate instantly translates web
pages between English and over 100 other languages.
WordPress Blog Integration
CivicEngage provides a built-in Blog functionality that the
City can utilize if desired. With this module, you can post
opinions/information about various community topics and
allow citizen comments and subscriptions.
We understand that the City is currently utilizing
WordPress for your blogging. Should the City wish to
continue this practice, most WordPress blogs have an
RSS feed that CivicPlus can pull onto any webpage with
our RSS or the Custom HTML widgets.
In addition, your archived blogs can be uploaded into our
Document Center if they are in .pdf format with optical
character recognition, which then can then be searched.
We will need to discuss the current process in more detail
to determine the best approach for the City.
Additional CivicEngage Modules & Widgets
Engagement
CivicEngage offers several effective and easy-to-use
citizen engagement features. These tools easily integrate
with the other key CivicEngage features.
• Citizen Request Tracker (CRT) – Allow users
to report a problem and provide follow-up
communication with the point of contact (includes 5
user licenses & 10 request types).
• Community Voice – Interact with citizens about
projects in your community.
• My Dashboard – Allow users to personalize their
dashboard to stay updated on news, events, and
information they care about.
• News Flash – Post organizational news items that are
important to your citizens.
• Notify Me® – Send out SMS messages and mass
emails to list subscribers (includes up to 500 SMS
users).
Document Management
CivicEngage comes fully-equipped with a robust set of
document management tools that work with other key
features of our CMS and making it easy to build dynamic
content that is easy for citizens to navigate and access.
• Archive Center – Store agendas, minutes,
newsletters, and other data-driven documents.
• Document Center – Organize and house documents
in one central location.
• Form Center – Create custom, online forms via
simple drag-and-drop functionality. Receive
notifications via email and track within the CMS.
• Staff Directory – Share detailed contact information
for your staff and offices.
Information & Navigation
Organize your content and pages to make it easy to
locate the information you and your citizens need most
with modules that help you update information quickly.
• Frequently Asked Questions (FAQs) – Answer the
most frequently asked questions to reduce phone
and foot traffic for staff.
• Graphic Links – Place graphics on your site as links
to other pages.
• Info Advanced – Display important information on
pages in a compact and easy-to-update module that
provides detailed formatting.
PAGE 14
Department-Specific
There are several function-specific features and
modules for government departments. These tools are
integrated into the CivicEngage CMS and offer the ability
to complete multiple steps in one action.
• Activities – Create, organize, and track activities.
• Facilities & Reservations – Showcase community
facilities and allow reservations online.
• Job Postings – Post available jobs online and accept
online applications.
• Bids – Post sortable and subscribable bids.
Helpful Widgets
Widgets help your staff visually organize content on your
site and tailor the look to meet the page’s needs. A few
of the most helpful widgets are:
• Carousel Widget – Group and display widgets in one
location with arrow navigation functionality.
• Editor Widget – Edit text with word processing tools,
plus web tools like code view and the Accessibility
Checker.
• Image Widget – Add images to a page.
• Related Documents Widget – Create a dynamic list
of documents referenced in the Document Center.
• Slideshow Widget – Add a slideshow of images.
“It’s extremely easy for nontechnical
users to use, giving them confidence
early on. The modules are well-
thought-out for use by a government
entity. That’s extremely helpful – you
wouldn’t get that with an off-the-
shelf, generic CMS.”
— Angie Kilbourne, Web Content
Specialist for Irving, Texas
PAGE 15
Administrative Features
The administration of your CivicEngage site is browser based, with no installation of software needed. You’ll be able
to update the site from an internet connection on any platform (Mac or PC). Administrators can control the access to
pages and manipulation of content as well as use automated features to streamline processes.
• Admin Dashboard – A home base for messages and
quick access to your recent activities and time-
sensitive action items such as pending approvals and
expiring items.
• Content Scheduling & Versioning – Set your content
to auto-publish and auto-expire, with an archive of all
published content and previous versions.
• Dynamic Breadcrumbs & Site Map – Breadcrumbs
(used to show a visitor’s location within the site)
and the site map are dynamically generated and
automatically update reflecting any changes made.
• Dynamic Page Components – Modules such as
Calendar, FAQs, and News Flash, may be included as
dynamic page components on any page.
• History Log – Track changes made to your website.
• Intranet – Use permissions to set a secure location
on your website that allows employees to login and
access non-public resources and information.
• Pending Approval Items – Admins have access to a
queue of pending items to be published or reviewed.
• Website Statistics – Piwik or Google Analytics
provides web statistics for analysis.
User-Friendly Features
Not only is the CivicEngage CMS easy for your staff to
use, various administrative features help your staff make
a more attractive, engaging, and intuitive for your citizens.
• Automatic Alt Tags – Built-in features allow ongoing
ADA compliance of your site.
• Design Essentials® – Tools that allow your staff to
build, modify, and manage your website’s look within
the design and structure parameters of your website.
• Live Edit – See where your information will be posted
on a page before you make any changes with our
WYSIWYG editor and drag-and-drop tools.
• Mega Menu – A main navigation menu makes it easy
to get to any page on your site quickly.
• Predictive Site Search & Log – A powerful site search
automatically indexes all content making it easy for
visitors to find information across pages, documents,
and images. All search words are kept in a log.
• Printer Friendly – Separates critical content from the
site template to provide a clean print without menu
structure and banner information included.
• Real Simple Syndication (RSS) Feeds – Allow
patrons to sign up to receive email notifications.
• Third-Party Access – Utilize iframes, embeds, and/
or links to most of your third-party services. Or use our
growing list of APIs as well as options from Zapier to
build applications right from your website.
PAGE 16
Credit Card Processing
CivicPlus Pay (“Pay”) is our secure, PCI-compliant, utility
application integrated within the CivicPlus Platform.
Local governments can use Pay within the CivicEngage,
CivicRec®, and CivicOptimize® 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 client experience through a streamlined
relationship between the CivicPlus solution and the
gateway that processes the payments.
If a partner payment gateway is utilized by Golden Valley,
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. Contact your
sales representative for more details on our approved
partner network and other supported gateway providers.
To utilize any of the approved gateways, an agreement
will need to be executed directly between Golden Valley
and the vendor, who 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 leverage 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.
Functionality Disclosure
As CivicPlus continues to evolve and improve our solution
to support our clients’ needs and goals, we reserve the
right to upgrade, replace, modify, or terminate any of
the features and functionality elements listed, at our
sole discretion, and when feasible, providing reasonable
notice to our clients of any changes. These features and
functionality are offered on a gratuitous basis to our
clients, with no monetary value per feature, and should
any changes be enacted, will not affect any terms in a
signed agreement with CivicPlus.
ADA Section 508 Compliance
We provide highly compliant sites based on WCAG 2.0 A
and AA guidelines, which encompass and surpass ADA
accessibility requirements. This maximizes accessibility
for all users while providing freedom to create a visually
rich and appealing site. Our approach for each website
includes the following steps to provide you a compliant
and accessible website:
• We will deliver you a site that meet ADA (Section
508) and WCAG 2.0 A and AA levels.
• Your staff can use the Accessibility Checker within
the CMS to scan content in the editor widget, News
Flash, and FAQs for any accessibility issues so you
can correct them before publishing.
• Our trainers will teach your staff best practices to keep
your content and design elements accessible and up-
to-date with the latest ADA/WCAG standards.
• Any new regulations that require code changes
are done automatically, at least quarterly, with no
additional effort required from you.
• In addition to updating the code, our product team
also updates our best practices and provides regular
updates to clients via our CivicPlus website, blog
articles, webinars, and other publications.
AudioEye Partnership
CivicPlus also partners with AudioEye to provide
a suite of accessibility tools and services at a
discounted rate to our clients. Additional details and
a quote can be provided upon request.
PAGE 17
System Enhancement - Included with Project
Our Chatbot crawls your website and
other linked databases to create a
continually, automatically updated,
AI-powered knowledgebase that you
don’t have to maintain separately. The
result is less time spent on common
transactional citizen inquiries and
happier citizens who know they can
quickly and effortlessly receive what
they need from their municipality.
CivicPlus Chatbot
Powered by Frase
AI-Powered Customer Service to Delight
Your Citizens
You want to give your citizens the highest quality,
most responsive, and personalized customer
service experiences. However, with less staff and
fewer resources than ever before and building
pressure to enable contactless government, how
can you continue to delight your citizens? With
smart customer service automation.
CivicPlus Chatbot is designed to convincingly
simulate the way a human would behave during
a customer service interaction. Our advanced
technology combines the power of site search
and artificial intelligence (AI) to deliver exceptional
customer experiences to citizens using your
CivicEngage website.
Automated Citizen Service
Chatbot simulates the quality service experiences your
staff has with citizens, saving you time from answering
common questions by email, phone, and walk-in.
Answers from Multiple Sources
Chatbot crawls your CivicEngage® website and other
linked databases to create a continually updated,
AI-powered knowledgebase.
No Manual Content Management
You’ll never have to update your question-and-
answer database manually. Our smart Chatbot scans
your content and routinely refines its responses for
improved results.
Insightful Analytics
Use Chatbot’s reports to identify content gaps on your
website and add the information, tools, and resources
that citizens are searching for most frequently.
An Experience Designed for the Public
Sector
Unlike chatbots intended to facilitate retail sales, the
CivicPlus Chatbot is designed to simulate government-
citizen interactions.
The CivicPlus
Chatbot Provides:
PAGE 18
The CivicPlus Platform
CivicEngage is part of the CivicPlus Platform, the
integrated technology platform for local government,
which means local governments minimize the need
to rely on various third-party providers for multiple
technology solutions.
• Single Sign-On (SSO) to all of your CivicPlus
products supporting two-factor authentication and
PCI Level password compatibility
• Easily access all purchased CivicPlus products and
integrated solutions from one dashboard and toolbar
• Access to a continually growing and fully
documented set of APIs in order to better connect
your organization’s processes and applications
• Centralized data store built on the HCMS with robust
data automation and integration capabilities
Integration Hub
In today’s world, your website has become the new
city hall. To effectively reach the public of today, it is
imperative that you integrate your data and systems,
streamline your operations, and consolidate your
messaging channels. Integration Hub is a tool that can
help you unify your disparate cloud-based solutions and
your CivicPlus solutions, assemble powerful workflows,
and setup complex automations – without the need for a
developer.
With Integration Hub’s easy-to-use drag-and-drop
interface, non-technical users can build integrations for
syncing content and data between CivicPlus products or
with third parties (for an additional fee) without the need
for a developer. You can even easily create integrations
using manual import, polling, and webhooks (for an
additional cost).
The possibilities are endless with Integration Hub, but
here are a few examples of integrations you can create
with CivicEngage today:
• An integration that will take a News Flash update in a
specific category and immediately post it to the Alert
Center.
• An integration that will push a new Calendar Event to
post directly in the News Flash module.
The Integration Hub will reduce the amount of manual
work your staff needs to do in the course of their daily
work. This will save valuable time by automating your
most time-consuming manual workflows.
PAGE 19
COMPANY BACKGROUND & QUALIFICATIONS
Design creation, content development, professional consulting, configuration for usability and accessibility, dedicated
training − CivicPlus delivers all of this and more during the development of your new website.
A typical project timeline ranges from 16 – 28 weeks. Golden Valley’s exact project timeline will be created based on
detailed project scope, project enhancements purchased, availability for meeting coordination, action item return
and completion, approval dates, and other factors. Your project timeline, tasks, due dates, and communication will be
managed and available in real-time via Mavenlink project management software.
Implementation
Initiate
TWO TO FOUR WEEKS
• Project Kickoff Meeting
• Planning & Scheduling
Analyze
FOUR TO SIX WEEKS
• Client Deliverable Submission
• Consulting Engagements
• Design Discovery Meeting
• Content Process Meeting
Design & Configure
SIX TO TEN WEEKS
• Design Concept Development
• Design Concept Meeting
• Content Development
• Recommended Navigation
• Agendas & Minutes Migration
• Website Completion
Optimize
ONE TO TWO WEEKS
• Website Finalization
Educate
ONE TO TWO WEEKS
• Training Engagement
Launch
TWO TO FOUR WEEKS
• Website Launch
1
PROJECT START
2
3
4
5
6
GO LIVE
PAGE 20
Communication & Management
Communication between you and your CivicEngage team
will be continuous throughout your project. Sharing input
and feedback through email, virtual meetings, phone
calls, and our project management software, Mavenlink,
will keep all stakeholders involved and informed.
Mavenlink offers task management transparency with a
multi-level work breakdown structure, Gantt Chart-based
project plan, and a focused communication channel.
• Centralized project communication and task
management tools are located in a cloud-based
project workspace
• Conversations are linked to files and tasks for easy
reference
• Tasks, deliverables, and milestones are aligned to
your specific scope of work
The tools available through Mavenlink combined with
regular check-ins with your Project Manager provide you
ample opportunities to quickly and efficiently review your
project, check deliverables, and communicate feedback.
Consulting Engagement
Content Consulting
Without usable and accessible information, you will
simply have a pretty website that doesn’t help you
serve your constituents. Great content transforms your
website into a useful tool you can utilize to effectively
communicate with your community and do business
with your constituents. During your Content Consulting
engagement, one of our expert web consultants will
help you perfect your website content to meet current
usability and accessibility standards. We can do
the heavy lifting – protecting your valuable time and
reducing the effort needed from your team to prepare
your website for launch.
With Content Consulting, we will work collaboratively
with you to:
• Establish and confirm goals for your new website
• Map the approval process to be used during your
website project
• Explain the content migration process
• Outline website architecture, global navigation,
graphic buttons, and other navigational elements
• Assess current content and create an action plan to
address value-added content, content to remove,
content gaps, best practices, and usability and
accessibility
Content Migration
Recommended Navigation
Recommended Navigation (RecNav) is a proposed
sitemap, created by a Lead Content Developer,
consisting of the first three tiers of navigation. RecNav is
developed using site analytics, CivicPlus Best Practices,
and past CivicPlus experience.
Implementation
“This was hands down the easiest
and most intuitive group I have ever
worked with for a website redesign.
Other website development companies
I have worked with do not respond as
quickly. My CivicPlus team read my mind
whenever I needed something. Plus, our
website’s launch was flawless.”
— Nicole Smestad, Marketing Director
for Grand Forks, North Dakota Library
PAGE 21
Content Development
Our Content Development team will migrate the agreed
upon number of pages of content (including text,
documents, and images) from your current website
to your new, CivicEngage website. Content will be
enhanced for usability and accessibility, and we will
organize your website pages to make them easy to
navigate.
Agendas & Minutes Migration
The Content Development Team will download, upload,
and organize an agreed upon number of meetings to the
Agenda Center module.
Training
Our goal with your training plan is to give your staff the
skills and tools they need to quickly and easily keep
your website current. Your Trainer will deliver virtual
training sessions for both administrators and users.
These sessions will be customized to equip your staff
with the knowledge and comfort level needed to prepare
your website for launch and maintain it in the future. The
training session will utilize your production website, so
users are familiar with your specific configuration and
you get real, hands-on learning opportunities.
Testing
A testing period (approximately one month) is provided
between the completion of training and your site’s
launch date. This will allow you to add, create, and
make adjustments to content as well as ensure overall
satisfaction with your website. CivicEngage is browser
based, which means content changes will display and
function the same way before and after launch.
PAGE 22
Design Style
Flexible Layout Design
You will meet with your Art Director to discuss your
website vision based on the goals and needs of your
users. This process involves selecting the order,
placement, and format of your homepage content from a
library of over 1,200 vetted layout configurations aimed
at achieving your usability goals. This layout wireframe
will provide the structural blueprint for the visual design
application.
We will then collaborate with you to customize your
design to represent your community using your logo,
chosen colors, and imagery. We will focus on including
the functionality to meet your website needs, including
an option for up to one advanced design component– a
layout or design element that requires significant time
to style and implement. Working with your Art Director,
you’ll identify the appropriate component to achieve or
enhance the usability goals for your site.
CivicPlus designers use time-tested best practices to
create distinct, visually appealing designs and user-
centric experiences to solve visual communication
problems. Golden Valley will receive a citizen-focused,
interactive communication system.
CivicPlus designs are aimed at jump-starting civic pride
while solving the old stigma that government websites
are “hard to use and boring.” Our designers solve
these visual communication problems and help build a
citizen-focused, interactive communication system. We
blaze the creative trail to come up with visual styles to
help encourage interaction. Rather than only providing
a “cool” website design, we provide a well organized
system to intuitively deliver content for community
engagement.
Our creative approach to design strategy combines a
working knowledge of creative and new media methods.
We’re always looking for better and more creative ways
to push design forward, using all of the established tools
of our industry as a launching pad to propel our designs
into the stratosphere. As the habits of users change, we
seek new ways of encouraging citizen interaction and
engagement within each of our client’s communities.
Working with the City
We will develop visual communication strategies working
with your preliminary design and artwork if provided.
During implementation and after your design concept
and direction has been finalized with your Art Director,
one overall design template featuring your branding and
chosen aesthetics will be created incorporating both a
homepage layout and an interior page layout.
Page layout options are available within the Online Page
Editor content creation functionality. Those layouts are
separate from the overall design of the site, though
they do reflect font sizes and styles associated with
the various heading levels and content types. Unlimited
pages can be created with the CivicEngage CMS.
PAGE 23
Golden Valley’s Role
We will need your help to create the strongest possible website for your community. We will need you to:
Perform reviews and provide official
approvals throughout the project
Update the content on your current website
and delete any pages you no longer need
Track website updates to be completed
during your training session
Ensure you have the most up-to-date web
browsers installed on your organization’s
computers
Compile a list of your website users and
desired permission levels
Reserve training location and necessary
resources (computers, conference phone, etc.)
Gather photos and logos that will be used in
the overall branding and design of your new
website
Provide website statistics to be utilized
in reorganizing your website content,
navigation, and design (if available)
Complete the Design Form to communicate
design preferences
Provide technical information in the DNS form
for the set-up of your website domain name(s)
PAGE 24
COMPANY BACKGROUND & QUALIFICATIONS
Ongoing Services, Hosting, & Security
Award-Winning Support
Over the past three years, our Technical Support Team
has been honored with multiple awards by the globally
reknowned Stevie Awards for Sales and Customer
Service for service excellence.
The Stevie Awards are the world’s top honors for
customer service, contact center, business development,
and sales professionals.
Maintenance
• Regular review of site logs, error messages, servers,
router activity, and the internet in general
• Full backups performed daily
• Regularly scheduled upgrades, fixes, enhancements,
and OS patches
Technical Support
• Live support personnel based in the U.S.
• Weekday business hours: 7 a.m. – 7 p.m. (CST)
• Contact via phone, email, and live chat
• 4-hour response during business hours
• 24/7 emergency support
• Self-Service Help Center for tutorials and user guides
and ENGAGEXCHANGE for client connection
• Assigned Client Success Manager to ensure your
complete and ongoing satisfaction
Hosting & Security
• 24/7/365 system monitoring
• Guaranteed 99.9% uptime (excluding maintenance)
• Highly reliable data center with a fully redundant
network
• Software updates and security patches
• Multiple, geographically diverse data centers
• Disaster recovery with emergency, after-hours, live-
agent support
• Guaranteed Recovery Time Objective of 8 hours
• Guaranteed Recovery Point Objective of 24 hours
• DDoS Mitigation
• DDoS Advanced Security Coverage at time of attack
(additional fees)
Password Security for City Staff
CivicEngage websites are developed to be secure from
both the administrative side and end-users. The system
requires passwords that don’t match the four previously
used passwords. CivicEngage password security
protocols also include:
• separate backend login
• complexity requirements
• password expires every 90 days
• failed attempt lockout
“It’s your people that make you good at what
you do. Every time I call my Client Success
Manager, it seems like he drops everything
to help me. If I contact the Technical Support
Team, they are right there to answer my
questions and get it figured out. I’ve always had
very responsive experiences when I’ve reached
out to CivicPlus. I’ve worked with some great
customer service reps at CivicPlus, and it’s that
relationship that matters.”
— Jean Carder, Communications Coordinator for
Louisburg, Kansas
PAGE 25
REQUEST FOR QUOTES | CITY WEBSITE REDESIGN
Proposed Fee Statement
PAGE 26
Request for Quotes: City Website Redesign
12
Appendix 2. Proposed Fee Statement
Base Fee
Base Fee includes all items listed in Section II (“Scope of Work”), with the exception of Section II, Part C
(“Additional Features”).
Vendor name
Base fee amount
Annual hosting fee
Additional Features (Add-Ons)
Provide the cost for items identified in Section II, Part C “Additional Features” (items are listed in order
of priority). The individual pricing will help the City determine whether to add on to the scope of the
project now or pursue some of the services a t a later date, depending on the City’s budget. If Vendor
has a general fee schedule for other products or services, please attach it to the RFQ. If any items are
already included in Vendor’s base website fee, please indicate.
Service Amount
integration of meeting agendas and minutes
integration of created blog content
secure online form management with payment capabilities
advanced/refined search function with filters (include/exclude archived documents,
PDFs, etc) that can also integrate City’s Laserfiche archive
citizen request management
event management and online registration
image and video management system
secure online payment for various programs or processes
intranet
private area for police, fire, and public works staff to set and view work schedules
customer service interaction (chat, forms, etc)
included with
CivicEngage
included with
CivicEngage
included with
CivicEngage
included with
CivicEngage
included with
CivicEngage
included with
CivicEngage
Contact Account
Executive for pricing
included via
CivicPlus Chatbot
Contact Account
Executive for details
Available via CivicPlus Pay with approved payment gateway
included via
CivicEngage Intranet
CivicPlus, LLC
Appendix 2.
Our proposed project and pricing is valid for 60 days from April 9, 2021.
Available with multiple storage options
$38,393 one-time development & implementation fees
$9,644 Year 1 annual fee; 5% technology uplift beginning Year 2
Additional discussion will be required to define specific needs
Contact Account
Executive for details
PAGE 27
PROPOSED FEE STATEMENT
Project Fee Details
Features & Functionality
• CivicEngage CMS tools, widgets, and features
• One SSL certificate
• DNS setup & hosting for URL goldenvalleymn.gov
• 100 GB of storage
• CivicPlus Chatbot
Design & Content
• One website layout built using available flexible layout
options
• One custom website design built using approved
layout and up to one advanced design component
• 250 pages Content Development from URL
goldenvalleymn.gov
• Up to 100 meetings worth of Agendas and Minutes
PDF/DOC Migration
• Four-year premium website redesign
Professional Services
• On-site User Testing (two rounds)
Travel & Lodging included
• Recommended Navigation
• Two days virtual Content Consulting
• Two days virtual training (limit eight attendees/
session)
Annual Recurring Services
• Hosting and Security
• Software maintenance including service patches and
system enhancements
• 24/7 Technical support and access to the CivicPlus
Help Center
• Dedicated Client Success Manager
Year 1 (one-time + annual) $48,037
Year 2 (annual recurring services) $10,126
PAGE 28
CivicPlus Project Pricing & Invoicing
CivicPlus prices on a per-project, all-inclusive basis (stated in US dollars). This type of pricing structure eliminates
surprise costs, the uncertainty of paying by the hour, and is overall more cost effective for our clients. It provides
you with a price based on the products and features listed in this proposal that only varies if additional functionality,
custom development, security, escrow requirements, or other design or project enhancements, outside of the
included scope, are added prior to contract signing.
CivicPlus Offers:
Standard CivicEngage Invoicing
• 30% of Year 1 fees due at contract signing –
remaining 70% due at project completion or at the
six-month mark in the implementation process –
whichever date is earlier
• The first-year Annual Services fee is included with
your Year 1 cost
• Subsequent annual invoicing occurs on the
anniversary of the contract signing date, and is
subject to a five percent technology fee uplift each
year starting Year 2 of your contract. First uplift is
shown in the Year 2 Annual Recurring Services fee
Customized Billing/Invoicing
• We can discuss other billing options with you
before contract signing and, if feasible, develop a
plan that works for all parties
• Not available with all CivicPlus products – please
contact your sales representatives for more details
CivicPlus Advantage Invoicing
• Zero-interest payments that divide the One-Time
Implementation expense of your project over the
first three years of your contract
• Each payment will also include your Annual
Services and any other fees if applicable
• May not be available with all products offered by
CivicPlus
Payment Gateway Account
• Your chosen Payment Gateway will collect and
disburse all credit card monies
• If selected, any of our partner Payment Gateway
Vendors will conduct a rate analysis upon
discovery to provide the most competitive
percentage + fee per transaction rate
• CivicPlus Pay integrates with several Payment
Gateways to provide maximum flexibility to our
clients’ needs
CivicPlus wants our clients to succeed in delivering a viable, sustainable, and flexible technology solution to their
communities. We will work with you before contract signing to determine which of our billing processes will meet
both your needs for budget planning and our accounting processes.
Right to Negotiate
A successful project begins with a contract that meets the needs of both parties. This proposal (including all
supporting, technical, or specification documents required for submittal with the current RFP) is intended as a
non-binding document, and the contents hereof may be superseded by an agreement for services. Its purpose is
to provide information on a proposed project we believe will meet your needs based on the information available.
If awarded the project, CivicPlus reserves the right to negotiate the contractual terms, obligations, covenants, and
insurance requirements as provided in the RFP before a final agreement is reached. We look forward to developing
a mutually beneficial contract with Golden Valley.
PAGE 29
PROPOSED FEE STATEMENT
To be respectful of your budget, the following items have not been included in our proposed project, however, we
believe they could be of considerable benefit to the City as you enhance your web technology. They can be included
with your initial project or added at a later date. CivicEngage also offers multiple other enhancements that can be
implemented as your online environment evolves. Please speak with your Account Executive, Hector Ortega, for more
information regarding available enhancements and details on pricing options for Golden Valley.
Optional Enhancements
CivicSend
CivicSend is a visually rich communication module for
government, used to efficiently distribute general (non-
emergency) communication to citizens. CivicSend is
more than a simple email newsletter tool − it provides
CivicPlus clients with a single point of access, via
integration with CivicEngage, to multiple communication
channels, including email, SMS/text, Facebook, and
Twitter. CivicSend centralizes communication, saves
administrative users time, and improves overall
productivity.
Additional benefits of the CivicSend module include:
• Content auto-posts to your website
• Unlimited communication – there is no limit to the
number of emails you can send (text messaging
rates do apply)
• Template options to make customizing your
message quick and easy
• Access to all subscriber lists in your CivicEngage
website, including the ability to select multiple lists
PAGE 30
CivicPlus Media
CivicPlus offers a robust mobile video experience as
part of our media solution. Consumption of video is
continuing to grow, and providing this option as part
of your overall experience is a must-have to drive
engagement for anything from board meetings to
community events.
Management of your videos is easy with dedicated
storage space (separate from your website) and the
ability to embed your videos within any page with
the easy-to-use drag and drop tool. In addition, your
citizens can:
• Access videos anywhere and anytime
• Watch high definition playback on most mobile
devices
• Engage with real-time videos
• Live stream video with clear and crisp high
definition viewing quality
CivicPlus Media offers multiple storage options based
on intended use and needs. Your Account Executive
Hector Ortega can provide additional information and
the pricing options available.
Optional Enhancement
PAGE 31
REQUEST FOR QUOTES | CITY WEBSITE REDESIGN
References
CONFIDENTIAL | PAGE 32
Request for Quotes: City Website Redesign
13
Appendix 3. References
1) Reference Company
Address
City, State, Zip
Contact Name
Title
Phone
Service(s) Purchased
2) Reference Company
Address
City, State, Zip
Contact Name
Title
Phone
Service(s) Purchased
3) Reference Company
Address
City, State, Zip
Contact Name
Title
Phone
Service(s) Purchased
Appendix 3.
MORRISON COUNTY, MINNESOTA
Amy Middendorf
IT Manager
320.632.2941
213-1st Avenue SE
Little Falls, Minnesota 56345
contract signed - January 23, 2020
LITTLE CANADA, MINNESOTA
Bryce Shearen
Parks & Recreation/Community Services Manager
651.766.4045
515 Little Canada Road E
Little Canada, Minnesota 55117
contract signed - July 19, 2017
EAST GRAND FORKS, MINNESOTA
Megan Nelson
City Clerk
218.773.2483
PO Box 373
East Grand Forks, Minnesota 56721
original contract signed - March 22, 2019
Golden Valley City Council Meeting
May 18, 2021
Agenda Item
3. C. 4. Theodore Wirth Park Public Safety Memorandum of Understanding
Prepared By
Jason Sturgis, Police Chief
Maria Cisneros, City Attorney
Summary
This Memorandum of Understanding (MOU) is between the Minneapolis Park Police Department and
the City of Golden Valley to coordinate 911 calls to Theodore Wirth Park. Staff from the City of Golden
Valley worked with staff from the Minneapolis Park Police Department on the attached MOU outlining
a dispatch policy for calls for service into Theodore Wirth Park. The MOU also establishes addresses
for areas of the park that did not have one prior to the MOU. These new agreed upon addresses
include a separate address for the beach area. Staff also coordinated with the two agencies dispatch
centers, Hennepin County Dispatch and Minneapolis Dispatch, to ensure they were part of the
discussion and to have the new addresses updated.
Financial Or Budget Considerations
None
Recommended Action
Motion to approve the Theodore Wirth Park Public Safety Memorandum of Understanding with the
Minneapolis Park Police
Supporting Documents
• Memorandum of Understanding with the Minneapolis Park Police (7 pages)
Theodore Wirth Park Public Safety
Memorandum of Understanding
This Memorandum of Understanding (MOU) is between the Minneapolis Park Police
Department and the City of Golden Valley to coordinate 911 calls to Theodore Wirth Park.
RECITALS
A. Whereas, Theodore Wirth Park (“Wirth Park”) is owned and operated by the Minneapolis
Park & Recreation Board and is located within the municipal boundaries of both the cities of
Minneapolis and Golden Valley.
B. Whereas, the entirety of Wirth Park is the property of the Minneapolis Park and Recreation
Board (“MPRB”), which is responsible for the management of the park lands and
establishing ordinances governing those who use the park and parkways.
C. Whereas, the boundaries of the park and the municipal boundaries of Golden Valley and
Minneapolis are shown on the attached map (Attachment 1).
D. Whereas, the Minneapolis Park & Recreation Board Police Department (“Minneapolis Park
Police”) has police authority in Wirth Park based on: first, State Laws 440.37, 440.38,
440.40, 448.54, and 448.56; and second, the Charter of the city of Minneapolis Chapter 16,
Section 14.
E. Whereas, the Golden Valley Police Department (“GVPD”) has jurisdictional authority in that
part of Wirth Park located within the Golden Valley city limits to the same extent it has on
any property located in Golden Valley and GVPD has no more responsibility for serving that
part of Wirth Park that lies outside of Golden Valley city limits than it does for any other
non-Golden Valley property.
F. Whereas, the parties previously drafted an agreement as a means of managing calls to 9-1-1
but circumstances have changed and aspects of that agreement have become obsolete or
are in need of review.
G. Whereas, Golden Valley residents have observed public safety issues regarding activities
occurring along the shoreline of Twin Lake and within the boundaries Wirth Park.
H. Whereas, in the interest of providing the highest levels of public safety and protection of
park users, park neighbors, and the community at large, the parties believe it is appropriate
to enter into this Agreement to establish a method of cooperating and collaborating toward
the resolution of the public safety issues observed at Wirth Park.
Now, therefore, the parties agree as follows:
Theodore Wirth Park Public Safety Agreement
Page 2 of 7
The parties shall collaborate to implement the following response plan, which may be modified
by mutual agreement of the parties pursuant to paragraph 11 herein and in accordance with
the requirements of the MOU.
1. 9-1-1 Dispatch Operations
a. Response Address. To ensure accurate 911 emergency response, the Park Board shall
post the following addresses at the following locations in Wirth Park:
Location Address
Twin Lakes Beach 1131 Theodore Wirth Parkway
Chalet 1301 Theodore Wirth Parkway
The Trailhead 1221 Theodore Wirth Parkway
Wirth Beach 3300 Glenwood Ave
Quaking Bog Kiosk 200 Theodore Wirth Parkway
Wirth Park Kiosk 1115 Theodore Wirth Parkway
Wirth Park Maintenance Building 1241 Theodore Wirth Parkway
Wirth Beach Picnic Shelter 3275 Glenwood Avenue
b. Dispatch Policy. All calls for police service in the Golden Valley portion of Wirth Park,
other than landline calls, shall be dispatched according to the Police Dispatch Response
Protocols set forth in the attached Table 1.
Upon receipt of an any call for police service from any location in Wirth Park,
Minneapolis PSAP and Hennepin County Sheriff’s Office PSAP shall determine which
agency should respond to the call according to Table 1. It is the intent of the parties that
situations where the personal safety of an individual is at immediate or imminent risk
will result in a dual dispatch of both GVPD and Minneapolis Park Police to ensure the
fastest possible response to the incident.
In all cases where there are no Minneapolis Park Police on duty, including between the
hours of 1:00 am and 7:00 am, or Minneapolis Park Police are unable to respond within
a timely manner, Minneapolis PSAP and Hennepin County Sheriff’s Office PSAP shall
dispatch Golden Valley Police.
Theodore Wirth Park Public Safety Agreement
Page 3 of 7
2. Law Enforcement
a. Police Service Responsibility. GVPD and the Minneapolis Park Police shall respond to
calls for service in the Golden Valley portion of Wirth Park according to the protocols set
forth in Table 1.
If necessary, GVPD or the Minneapolis Park Police can request the assistance of one of
the other departments to help respond to a police incident occurring in Wirth Park. If
for any reason, a police department cannot respond to a call to Wirth Park with enough
resources as quickly as may be needed, one of the other departments should be notified
and dispatched immediately. Both departments shall track all such requests.
The Minneapolis Park Police is responsible for responding to all calls for police service
occurring in Wirth Park that are located within the corporate limits of Minneapolis.
b. Jurisdiction Determination. At an appropriate juncture following the initial response to
an incident located in or near Wirth Park, the responding agency should determine if the
incident is the primary responsibility of the Minneapolis Park Police or GVPD. If the
responding agency determines that another agency should have been the primary
agency, the report will be forwarded to that agency for follow-up or investigation.
Exception: If a crime scene located on Wirth Park property is believed to be a
continuation of a crime or related to another crime initially committed in either Golden
Valley or in Minneapolis, the jurisdiction where the crime originated may, after
consultation, control the Wirth Park investigation and complete the necessary reports.
The investigating department shall share status and progress updates regarding the
incident with the department with jurisdiction.
c. Reporting/Information Management. Crime reports for incidents in Wirth Park and
responded to by GVPD are the responsibility of Golden Valley. Golden Valley shall
forward copies of these offense/incident reports or an appropriate summary to the
Minneapolis Park Police. The Minneapolis Park Police shall provide similar information
to GVPD regarding incidents that it responds to in the portions of Wirth Park located in
Golden Valley.
d. Patrol. Minneapolis Park Police will provide periodic patrol of Wirth Park during its
regular patrol hours. GVPD will also patrol the park as part of its regular operations.
e. Ordinance Enforcement. Minneapolis Park Police Officers and GVPD Officers have police
power authority in the portion of Wirth Park located in Golden Valley, including the
authority to enforce ordinances adopted by the City of Golden Valley or the Minneapolis
Park and Recreation Board.
Theodore Wirth Park Public Safety Agreement
Page 4 of 7
3. Emergency Medical Service
GVPD will provide First Responder emergency medical service to the portion of Wirth Park
located in Golden Valley. North Memorial Ambulance is the primary provider of ambulance
service for all of Wirth Park.
4. Fire/Rescue/Hazardous Materials
a. Fire Service Responsibility. The Golden Valley Fire Department shall be dispatched to all
fire, rescue, and hazardous material incidents occurring in Wirth Park that are located
within the corporate limits of Golden Valley.
The Minneapolis Fire Department shall be dispatched to all fire, rescue, and hazardous
material incidents occurring in Wirth Park that are located within the corporate limits of
Minneapolis.
If necessary, the fire department of either Golden Valley or Minneapolis may request
the assistance of the other to help respond to a fire, rescue, or hazardous material
incident occurring in Wirth Park.
b. Jurisdiction Determination. At an appropriate juncture following the initial response to
an incident located in or near Wirth Park, the responding agency should determine if the
incident is located in the municipal jurisdiction of Minneapolis or Golden Valley. This
effort should in no way interfere with the need to take immediate action. If the location
of the incident is found not to be in the jurisdiction of the responding agency, the
appropriate agency should be notified as soon as practicable and that agency shall
assume control of the incident or crime scene as soon as reasonably possible.
In locating the appropriate municipal jurisdiction for an incident, agencies should use
maps, aerial photos, and surveyors depending on the lack of landmarks, the need for
precision, and the relative importance of the incident.
c. Fire Investigations. Origin and cause investigations will be conducted by the fire
department of the city in which the fire occurred. That fire department will also request
arson investigations as needed.
d. Building and Fire Code Compliance Inspections. The City of Golden Valley shall enforce
state and municipal fire and building codes in that part of Wirth Park that lies within the
corporate limits of Golden Valley. Notification of hazardous materials stored or used in
Wirth Park shall be directed to both the Minneapolis and Golden Valley Fire
Departments.
Theodore Wirth Park Public Safety Agreement
Page 5 of 7
In witness whereof, the authorized representative of the City of Golden Valley and the
Minneapolis Park and Recreation Board have entered into this MOU as of the date stated
above.
CITY OF GOLDEN VALLEY MINNEAPOLIS PARK AND RECREATION
BOARD
By: ______________________________ By: ______________________________
Its: Shepard M. Harris, Mayor Its:
By: ______________________________
Its: Timothy J. Cruikshank, City Manager
Theodore Wirth Park Public Safety Agreement
Page 6 of 7
Attachment 1: Map
Theodore Wirth Park Public Safety Agreement
Page 7 of 7
Table 1: Police Dispatch Response Protocols
PRIORITY DEFINITION RESPONSE RESPONSIBILITY
1 High priority/In progress: imminent risk
to someone’s health or safety, or severe,
high-risk, high-value, property damage.
Immediate response desired
Golden Valley Police and Minneapolis Park
Police respond.
2 Medium priority/In progress: No
immediate threat to life/safety but fast
response desired.
Golden Valley Police and Minneapolis Park
Police respond.
3 Low priority: No threat to life/safety or
event may be handled by phone. Respond
when available
Minneapolis Park Police is the primary
responder, Golden Valley may respond if
Minneapolis Park Police is unavailable
4 Report only needed: Respond when
available
Minneapolis Park Police is primary response,
Golden Valley may respond if Minneapolis
Park Police is unavailable.
Golden Valley City Council Meeting
May 18, 2021
Agenda Item
3. D. 1. Acceptance of donation for a tree in Brookview Park honoring Violet Osbeck, Resolution No.
21-36
Prepared By
Rick Birno, Director of Parks & Recreation
Summary
As adopted in the Donation/Gift Policy, a gift of real or personal property must be accepted by the City
Council by resolution and be approved by a two-thirds majority of the Council. A cash donation must
be acknowledged and accepted by motion with a simple majority. We have prepared the following
resolution detailing the specific donor and their fiscal gift for your consideration.
Financial Or Budget Considerations
Not applicable
Recommended Action
Motion to adopt Resolution accepting the donation from the Osbeck Family for the addition of a tree in
Brookview Park to honor of Violet Osbeck.
Supporting Documents
• Resolution No. 21-36 - accepting a donation of $350.00 from the family of Violet Osbeck
for a tree to be located in Brookview Park (1 page)
City Council Regular Meeting Executive Summary
City of Golden Valley
September 5, 2019
2
City Council Regular Meeting Executive Summary
City of Golden Valley
September 5, 2019
3
City Council Regular Meeting Executive Summary
City of Golden Valley
September 5, 2019
4
RESOLUTION NO. 21-36
RESOLUTION ACCEPTING THE DONATION OF A TREE FROM THE
OSBECK FAMILY FOR BROOKVIEW PARK
WHEREAS, the City Council adopted Resolution 04-20 on March 16, 2004, which
established a policy for the receipt of gifts; and
WHEREAS, the Resolution states that a gift of real or personal property must be
accepted by the City Council by resolution and be approved by a two-thirds majority of the
Council. A cash donation must be acknowledged and accepted by motion with a simple
majority.
NOW , THEREFORE, BE IT RESOLVED that the City Council accept the following
donations on behalf of its citizens:
$350.00 donation from the Osbeck family for the addition of a tree to honor Violet
Osbeck at Brookview Park.
Adopted by the City Council of Golden Valley, Minnesota this 18th day of May, 2021.
_____________________________
Shepard M. Harris, Mayor
ATTEST:
_____________________________
Theresa Schyma, City Clerk
Golden Valley City Council Meeting
May 18, 2021
Agenda Item
3. D. 2. Approve Resolution No. 21-37 - Authorizing Application for the 2020 Metropolitan Council
Municipal Publicly Owned Infrastructure Inflow/Infiltration Grant Program
Prepared By
Jeff Oliver, PE, City Engineer
R.J. Kakach, PE Assistant City Engineer
Summary
The Minnesota Legislature appropriated $5,000,000 in 2020 for the Metropolitan Council Public
Infrastructure Inflow/Infiltration Grant program. The purpose of this program is to provide
reimbursement to municipalities for capital improvements for public municipal wastewater collection
systems, which reduces the amount of inflow and infiltration into the Metropolitan Council’s sanitary
sewer treatment system.
The City participated in this grant program in 2012, 2014, and 2017 receiving $71,563 as part of the
2012 grant, $66,017.63 from the 2014 grant, and $197,322.72 as part of the 2017 grant. The grant runs
on an approximately biennial basis and therefore the grant was not available in 2018 or 2019.
Of the $5,000,000 available from 2020, the City is anticipated to receive up to $312,000.
Staff recommends application for the reimbursement grant directly related to inflow and infiltration
reduction improvements in the City’s municipal sanitary sewer lines. Some of the work that is eligible
for reimbursement under this program includes lining of public sewer mains, joint grouting, and
manhole rehabilitation which are all included in the Golden Valley Inflow and Infiltration Reduction
Program. The grant schedule is outlined below:
Grant Application due from cities Spring 2021
End date for eligible I/I Grant work December 31, 2022
Cities’ submit pay claims for completed projects March 31, 2023
Met Council sends agreements including Final Reimbursement Amount May 1, 2023
Met Council processes reimbursement Upon receipt of signed agreement
Council/Manager Meeting Executive Summary
City of Golden Valley
May 18, 2021
G:\City Council agendas\Agenda Packets\2021\05-18-21\+-3D2 - Grant application - Met Council I&I\3D2a - Auth Application for MCES I&I
Grant.docx
2
Financial or Budget Considerations
The City anticipates spending up to $1,200,000 on Inflow/infiltration mitigation efforts over the next
two construction seasons, of which approximately $312,000 is eligible for reimbursement through this
grant. The funding for the Inflow /Infiltration mitigation originates from the Sewer and Water fund and
the grant money would be received as a revenue in the same fund.
Recommending Action
• Motion to approve Resolution No. 21-37 to authorize application for the Metropolitan Council
Municipal Publicly Owned Infrastructure Inflow/Infiltration Grant Program for the Reimbursement
of Project Costs Associated with Inflow/Infiltration Improvements.
Supporting Documents
• Resolution No. 21-37 authorizing application fornthe Metropolitan Council Municipal Publicly
Owned Infrastructure Inflow/Infiltration Grant Program for the Reimbursement of Project Costs
Associated with Inflow/Infiltration Improvements.
RESOLUTION NO. 21-37
RESOLUTION AUTHORIZING APPLICATION FOR THE METROPOLITAN COUNCIL
ENVIRONMENTAL SERVICES (MCES) INFLOW AND INFILTRATION (I&I) GRANT
PROGRAM FOR THE REIMBURSEMENT OF PROJECT COSTS ASSOCIATED WITH
INFLOW/INFILTRATION IMPROVEMENTS
WHEREAS, funding is available from the Metropolitan Council Municipal Publicly
Owned Infrastructure Inflow/Infiltration Grant Program for the reimbursement of project
costs associated with inflow/infiltration improvements; and
WHEREAS, the City of Golden Valley anticipates making improvements to the
municipal sanitary sewer system which will reduce the amount of inflow and infiltration
entering the Metropolitan Council Environmental Services system.
NOW, THEREFORE, BE IT RESOLVED that the Golden Valley City Council hereby
authorizes the Physical Development Director or her designee to prepare and submit the
Metropolitan Council Inflow/Infiltration Grant Program application on behalf of the City of
Golden Valley.
Adopted by the City Council of Golden Valley, Minnesota this 18th day of May 2021
_____________________________
Shepard M. Harris, Mayor
ATTEST:
_____________________________
Theresa Schyma, City Clerk
Golden Valley City Council Meeting
May 18, 2021
Agenda Item
3. E. City Classification Structure Adjustments, Resolution No. 21-38
Prepared By
Kirsten Santelices, Deputy City Manager/Human Resources Director
Summary
Since the City Council’s approval of the City’s Compensation and Classification structure in December
2020, the City experienced two staffing changes, which resulted in the reclassification of the following
positions:
• Accounting Coordinator, proposed as Accounting Supervisor
• Facilities Coordinator, proposed as Brookview Events Coordinator
To ensure consistency within its compensation and classification structure, the City engaged its
consultant David Drown and Associates (DDA) to review each position and grade them accordingly.
Accounting Supervisor
To meet the needs of the Administrative Services department, the Finance Director, Deputy City
Manager/HR Director, and City Manager propose replacing the Accounting Coordinator position with
an elevated role of Accounting Supervisor. Along with general accounting duties, the supervisor will
fulfill the management responsibilities of the general services division, which frees the Finance Director
to complete other high-level responsibilities. As a result, DDA reclassified the position from grade 11 to
grade 14.
Brookview Events Coordinator
The Facility Coordinator position was vacant at the time of the Compensation and Classification study,
and as a result was graded at 1. Since that time, the supervisor and department director re-evaluated
the job responsibilities, especially the problem-solving and autonomous decision-making, which
resulted in an increase in DDA grading the position at 3.
Financial Or Budget Considerations
2021 Impact
• Accounting Supervisor: Approximately $11,329, absorbed by Finance department budget
• Brookview Event Coordinator: No 2021 budget impact
City Council Regular Meeting Executive Summary
City of Golden Valley
May 18, 2021
2
Recommended Action
Motion to Approve Resolution No. 21-38, Approving Updates to the Compensation Grid and
Classification Table
Supporting Documents
• Resolution No. 21-38, Approving Updates to the Compensation Grid and Classification Table
RESOLUTION NO. 21-38
RESOLUTION APPROVING UPDATES TO THE
COMPENSATION GRID AND CLASSIFICATION TABLE
WHEREAS, in 2020, the City conducted a full compensation and classification study
(the “Study”) to ensure the City is paying competitive and fair wages to its employees; and
WHEREAS, on December 15, 2020 the City Council approved implementation of
the Study; and
WHEREAS, on December 15, 2020, the City Council adopted the following
compensation grid for the City:
Grade
Compensation Grid
4.9% 4.9% 4.9% 4.9% 4.9% 4.9%
1 2 3 4 5 6 7
1 $18.67 $19.58 $20.54 $21.55 $22.60 $23.71 $24.87
2 $19.79 $20.75 $21.77 $22.84 $23.96 $25.13 $26.36
3 $20.97 $22.00 $23.08 $24.21 $25.39 $26.64 $27.94
4 $22.23 $23.32 $24.46 $25.66 $26.92 $28.24 $29.62
5 $23.79 $24.95 $26.17 $27.46 $28.80 $30.21 $31.69
6 $25.45 $26.70 $28.01 $29.38 $30.82 $32.33 $33.91
7 $26.72 $28.03 $29.41 $30.85 $32.36 $33.95 $35.61
8 $27.79 $29.16 $30.58 $32.08 $33.65 $35.30 $37.03
9 $28.91 $30.32 $31.81 $33.37 $35.00 $36.72 $38.51
10 $30.35 $31.84 $33.40 $35.03 $36.75 $38.55 $40.44
11 $34.30 $35.98 $37.74 $39.59 $41.53 $43.56 $45.70
12 $36.35 $38.14 $40.00 $41.96 $44.02 $46.18 $48.44
13 $38.17 $40.04 $42.00 $44.06 $46.22 $48.49 $50.86
14 $39.70 $41.64 $43.68 $45.82 $48.07 $50.43 $52.90
15 $41.68 $43.73 $45.87 $48.12 $50.47 $52.95 $55.54
16 $44.18 $46.35 $48.62 $51.00 $53.50 $56.12 $58.87
17 $46.84 $49.13 $51.54 $54.06 $56.71 $59.49 $62.41
18 $51.05 $53.55 $56.18 $58.93 $61.82 $64.84 $68.02
19 $53.60 $56.23 $58.98 $61.87 $64.91 $68.09 $71.42
20 $56.28 $59.04 $61.93 $64.97 $68.15 $71.49 $74.99
21 $59.10 $61.99 $65.03 $68.22 $71.56 $75.07 $78.74
22 $62.64 $65.71 $68.93 $72.31 $75.85 $79.57 $83.47
23 $66.40 $69.66 $73.07 $76.65 $80.40 $84.34 $88.48
WHEREAS, the City also adopted a Classification Table that assigned a grade to
each position within the City; and
WHEREAS, since the Classification Table was originally adopted, the Classification
Table was updated on March 16, 2021 by Resolution No. 21-13; and
WHEREAS, since the Classification Table was updated, an additional two positions
have been reclassified;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Golden
Valley, Minnesota, that:
1. The City hereby adopts the following updated Classification Table:
New Grade Title
1
2 Community Service Officer
Guest Services Specialist
Recreation Coordinator (.50)
3 Administrative Assistant – Fire Department
Brookview Events Coordinator
Lead Community Service Officer
4 Administrative Assistant – Parks And Recreation
Engineering Assistant
Inspections & Development Assistant
Lead Cook
Turf Maintenance Assistant
5 Accounting Technician
Assessments/Accounts Payable Technician
Motor Vehicle License Clerk
Planning Assistant
Police Assistant
Public Works Assistant
6 Custodial Maintenance Specialist
Executive Assistant - City Manager’s Office
Head Chef/Kitchen Supervisor
Inspections Administrative Specialist
Physical Development Assistant/Deputy City Clerk
Utility Billing Specialist
7 Communications Specialist
Golf Operations Coordinator
Maintenance Worker/Mechanic
Park Maintenance Worker
Street Maintenance Worker
Turf Equip Technician /Mechanic
Utilities Maintenance Worker
Web/Graphic Designer
8 Environmental Specialist
Fire Inspector I
Information Technology Technician
Public Works Inspector
Utilities Specialist
Vehicle Maintenance Worker/Mechanic
9 City Forester
Engineering Technician II
Water Distribution Specialist
Park Maintenance Field Supervisor
Street Maintenance Field Supervisor
Utilities Maintenance Field Supervisor
Vehicle Maintenance Field Supervisor
10 Assistant Golf Operations Manager
Engineering Technician III
GIS Specialist
Planner
Police Operations Supervisor
11 Accountant
Building Inspector
Crime Analyst Supervisor
Deputy Registrar Supervisor
Equity and Inclusion Manager
Greens & Turf Specialist
Information Technology Specialist
Patrol Officer
Recreation & Facilities Supervisor
Recreation Supervisor
12 Golf Maintenance Supervisor
Restaurant & Catering Manager
13 City Clerk
14 Accounting Supervisor
Assistant City Engineer
Environmental Resources Supervisor
Golf Operations Manager
Park Superintendent
Street And Vehicle Maintenance Superintendent
Utilities Superintendent
15 Assistant Fire Chief
Building Official
Sergeant
16 Information Technology Supervisor
Planning Manager
17 Police Commander
18 City Engineer
Communications Director
19 Finance Director
Fire Chief
Parks & Recreation Director
Physical Development Director
Public Works Director
21 City Attorney
Deputy City Manager/Human Resources Director
Police Chief
23 City Manager
2. The Council shall approve all classification changes that increase the budget.
Changes to job title and other modifications that do not increase the budget shall not
require Council approval. The most current Job Classification Grid shall be kept on
file with the Human Resources Department.
Adopted by the City Council of Golden Valley, Minnesota this 18th day of May, 2021.
______________________
Shepard M. Harris, Mayor
ATTEST:
_______________________
Theresa Schyma, City Clerk
Golden Valley City Council Meeting
May 18, 2021
Agenda Item
4. A. Public Hearing to Vacate Alley Easements West of Hillsboro Avenue North Between Earl Street
and Duluth Street, Resolution No. 21-39
Prepared By
R.J. Kakach, Assistant City Engineer
Summary
In the fall of 2020, the property owner at 2001 Hillsboro Avenue North requested the alleyway
adjacent to their property be vacated. Staff evaluated the request and determined that it was also
appropriate to include all adjacent alleyways along this block between Hillsboro Avenue and
Independence Avenue. Staff generated a petition for the property owner at 2001 Hillsboro Avenue
North to route to their neighbors for support of the alleyway vacation. The petition was returned with
eleven of seventeen signatures supporting the vacation.
A notice of public hearing regarding the proposed easement vacation was published and posted and
letters were sent to the affected property owners. Staff sent a letter to all private utility companies
requesting their review and comment, and there have been no objections to this easement vacation.
Since the easements are not adjacent to a public water, notice to the Commissioner of Natural
Resources is not required.
In accordance with state statutes, a four-fifths majority vote in favor of the resolution is required to
approve this easement vacation.
Attachments
• Easement Vacation Exhibit (1 page)
• Resolution No. 21-39 Vacating Alley Easements West of Hillsboro Avenue North Between Earl
Street and Duluth Street (2 pages)
Recommended Action
Motion to adopt Resolution No. 21-39 Vacating Alley Easements West of Hillsboro Avenue North
between Earl Street and Duluth Street.
Earl St
Duluth St
Hillsboro Ave NIndependence Ave N2017 2016 2016201320132012
20082009 2009
2004200520042005
2001
1916
191619171917
1913 1912 19121915
1909 1904 19081913
1905 1902 1905 1904
9400 9350 9300 9250
1821 9385 9345
0 80 16040Feetby the City of Golden Valley, 3/2/2021 I
Proposed ROW Vacation,Retain Drainage and UtilityEasement over vacated Alley
RESOLUTION NO. 21-39
RESOLUTION VACATING ALLEY EASEMENT
WEST OF HILLSBORO AVENUE NORTH BETWEEN
EARL STREET AND DULUTH STREET
WHEREAS, a petition signed by the majority of property owners abutting an alley
easement on the property described as west of Hillsboro Avenue North between Earl
Street and Duluth Street (the “Alley”) was received by the City Clerk on March 9, 2021; and
WHEREAS, the petition requested that the City Council, pursuant to Minnesota
Statutes, section 412.851 vacate the Alley, which is legally described as follows:
All alleys adjacent to Lots 1 through 10 and Lots 11 through 20, Block 3, Lakeview
Heights, Hennepin County, Minnesota
WHEREAS, the City Engineer reviewed and examined the signatures on said
petition and determined that such signatures constituted a majority of the landowners
abutting upon the alley to be vacated; and
WHEREAS, the City Engineer reviewed and examined City records related to the
Alley and determined that no public utilities exist within the area proposed for vacation; and
WHEREAS, a public hearing to consider the vacation of such street was held on
May 18, 2021 before the City Council virtually in accordance with the local emergency
declaration made by the City of Golden Valley under Minnesota Statue, section 12.37 after
due published and posted notice had been given, as well as personal mailed notice to all
affected property owners by the City Clerk on the 10th day of May, 2021 and all interested
and affected persons were given an opportunity to voice their concerns and be heard; and
WHEREAS, the Council has evaluated its interest and use of the property and has
determined that the vacation will benefit the public interest because the vacation reduces
maintenance costs and liability to the City and is predicted to foster economic growth in the
City of Golden Valley by allowing adjacent property owners to make improvements to their
properties and by increasing tax revenue and general prosperity.
NOW THEREFORE, BE IT RESOLVED, by the City Council of the City of Golden
Valley that:
1. The petition for vacation is hereby granted and the Alley described as follows is
hereby vacated:
All alleys adjacent to Lots 1 through 10 and Lots 11 through 20, Block 3, Lakeview
Heights, Hennepin County, Minnesota
2. The City of Golden Valley reserves to and for itself a drainage and utility easement
over the vacated Alley, including the right to install, maintain, and operate facilities
in the vacated right-of-way and to enter upon the right-of-way at any time to
reconstruct, inspect, maintain, or repair the facilities.
Adopted by the City Council of Golden Valley, Minnesota this 18th day of May, 2021.
_____________________________
Shepard M. Harris, Mayor
ATTEST:
_____________________________
Theresa Schyma, City Clerk
Golden Valley City Council Meeting
May 18, 2021
Agenda Item
6. A. Discussion of Proposed Meadowbrook PUD Amendment – 5400 Glenwood Avenue
Prepared By
Jason Zimmerman, Planning Manager
Summary
Hopkins Public Schools, represented by Neil Tessier, is applying for a Major Planned Unit Development
(PUD) Amendment in order to expand the boundary of the PUD and to incorporate additional land area
currently addressed as 5300 Glenwood Avenue. This expansion would allow for the completion of a
traffic control plan initiated as part of Amendment #4 in 2018 as well as provide future space for district
offices or other educational programming.
Along with this amendment, Hopkins School District is requesting an amendment to the Future Land Use
Map and an amendment to the Zoning Map for 5300 Glenwood Avenue, in order to change the use from
Office to Institutional.
At its meeting on April 26, the Planning Commission unanimously (6-0) recommended denial of the PUD
Amendment (though they recommended approval of the land use and zoning changes on 4-2 votes).
They felt the information provided as part of the proposal was insufficient to perform a complete
evaluation of the 5300 building, including clarity around the future use of the property and how this
might change the layout of the parking lot and potentially impact traffic congestion on Glenwood at peak
times.
Public hearings on the land use change, the rezoning, and the PUD Amendment have tentatively been
scheduled for the June 1 City Council meeting. Staff is interested in discussing with the Council if the
proposals should move forward or if the Council would prefer to send the PUD Amendment back to the
Planning Commission for further analysis.
Background
PUD No. 90 was adopted by the City Council on December 19, 2000. The PUD was established to allow
the City and the School District to build the Davis Community Center following the relocation of
Turners Crossroad and Xenia Avenue. The first amendment to the PUD was approved in May 2012 to
allow a small addition to the building. The second amendment, approved in November 2012, allowed
for modifications to be made to the parking area. A third amendment was approved in October 2013
to consolidate the Meadowbrook School parcel, the Davis Community Center parcel, and the former
City Council Regular Meeting Executive Summary
City of Golden Valley
May 18, 2021
2
Crisis Nursery parcel (which was connected to the main school building via a newly constructed
tunnel). The latest amendment (number five) was approved in May 2018. This modification allowed for
the addition of nine new classrooms on the west side of the building and modified both the east and
west parking lots as well as right-of-way improvements with new turn lanes to improve traffic flow.
Existing Conditions
The size of the current Meadowbrook PUD is roughly 10.5 acres. It is bounded on the west by Turners
Crossroad North, on the east by Highway 100, and to the south by Glenwood Avenue. An office building
sits adjacent to the PUD to the east at 5300 Glenwood Avenue – the property that would be included in
the PUD if it is expanded.
The entire Meadowbrook School site is guided for Institutional use in the Comprehensive Plan and is
zoned Institutional (I-1), the category reserved for schools and places of worship. The 5300 property is
guided and zoned for Office.
There are currently four access points to the school campus—two on Turners Crossroad and two on
Glenwood Avenue. The northern driveway on Turners provides access to the loading and unloading area
for buses. The southern driveway provides access to a small circular drive and parking area which is
utilized for student drop-offs and pick-ups for the school and the community center. Along Glenwood,
the western driveway is limited to exiting the site. All vehicles entering the site (teachers, staff, and
parents) currently utilize an eastern driveway that loops through the 5300 Glenwood property and
threads its way through an upper and lower parking area.
Enrollment at the school is capped at 890 students through a condition of the existing PUD Permit.
Proposal
In response to feedback from the City as part of Amendment #4, the Hopkins School District purchased
5300 Glenwood Avenue and has been testing a new circulation pattern for the eastern parking lot. The
new proposal would officially incorporate this property into the PUD. Separately, the school district has
submitted applications to change the land use and the zoning of this property.
In addition to 5300 Glenwood, the expansion of the PUD would also include land along Highway 100,
along Glenwood Avenue, and near the exit ramp from Highway 100 onto Glenwood. This excess right-of-
way is not needed by MnDOT, Hennepin County, or the City and would help to ensure all school uses
(such as the running track) are located on school grounds. The City supports transferring responsibility
for some existing infrastructure to the school as part of this arrangement.
As part of this project, the parking lot at 5300 would be improved to provide a more direct circulation
pattern and to better capture and treat stormwater runoff. New lighting and landscaping around the
parking lot would also be provided.
The existing narrow drive that connects the two properties would be widened and improved to create a
direct route for queueing vehicles. The northeast corner of the existing east Meadowbrook lot would
also be expanded slightly in order to recapture some of the parking stalls lost during this realignment.
Overall, between the two parking lots, the parking count would drop from 211 to 197.
City Council Regular Meeting Executive Summary
City of Golden Valley
May 18, 2021
3
As a carry-over from the last PUD amendment, the school has also provided a letter confirming the
process for verifying student enrollment annually as well as a description of the site logistics for the
dropping-off and picking-up of students.
Finally, the applicant has provided a deposit for the City’s traffic engineering consultant to evaluate the
current traffic levels and ensure that future use of the 5300 building by the school district will not
generate congestion on Glenwood Avenue. The results of this traffic study are not expected to be
available until early June.
Analysis and Evaluation
Staff supports the incorporation of the 5300 property into the Meadowbrook PUD, as it will provide a
potential solution to the congestion that has resulted on Glenwood Avenue during drop-off and pick-up
times. The new route for vehicles was tested informally during the end of the 2019-20 school year and
appeared to provide adequate queueing space off of the public right-of-way.
The improvements in and around the parking lot at 5300 Glenwood are also welcomed, as they will
provide needed stormwater treatment, new landscaping, and improved lighting consistent with the
City’s outdoor lighting regulations.
However, the unknowns surrounding the future use and operations of the 5300 building have left the
Planning Commission and staff concerned about how this might necessitate a change in the layout of the
parking lot and potentially impact traffic congestion on Glenwood at peak times. The school district has
provided various concepts for the building, initially indicating it might be used for district offices or
“specialized services to small satellite programs.” After questions were raised from the Planning
Commission, the school district provided a narrative (attached) that raise the possibility of work-based
learning for special education students or a lab school for students involved with project-based learning
for part of the school day. Staff continue to have questions about the operational mechanics of these
uses, and have requested additional information.
Given the variety of uses that might be established in the building, the Planning Commission was unable
to comment on the adequacy of the parking being proposed. Additionally, some uses could involve
students walking back and forth between the main Meadowbrook building and the 5300 building, raising
questions around pedestrian facilities. Finally, depending on the use, the traffic patterns (arrivals and
departures) could conflict with the presence of vehicles waiting to drop-off or pick-up children. Without
certainty regarding the future use, none of these outstanding questions can be adequately addressed.
With a recommendation of denial from the Planning Commission, staff believes the proper course of
action for the City Council would be to refer the item back to the Planning Commission until the traffic
study is completed and the full range of future uses of the 5300 property can be clarified and evaluated.
Recommended Action
Motion to refer Amendment #5 for Meadowbrook PUD No. 90 back to the Planning Commission for
additional evaluation, pending the results of the ongoing traffic study.
City Council Regular Meeting Executive Summary
City of Golden Valley
May 18, 2021
4
Supporting Documents
• Meadowbrook East Parking Lot and 5300 Glenwood Improvements (2 pages)
• Hopkins School District letter addressing Planning Commission concerns (2 pages)
GLENWOOD AVENUETURNERS CROSSROADSTATE HIGHWAY NO. 100(LILAC DRIVE N.)GLENWOOD AVENUESCALE IN FEET80'60'040'TRAFFIC STUDYEXISTING CONDITIONSENTRANCE/EXIT ONTO TURNERS CROSSROAD QUEUE = 5 CARSWEST PARKING LOT QUEUE = 26 CARSEAST PARING LOTS INGRESS QUEUE = 44 CARSEAST PARKING LOT EGRESS QUEUE = 30 CARS105 CARS TOTALLEGENDVEHICLE INGRESSVEHICLE EGRESSINITIAL DATEDPORPMDESDRW Engineering Associates, Inc.CEI PROJECT NO.SAFEngineering, PLLC3200 122nd Avenue NEBlaine, MN 55449612-213-9859nrtessier@gmail.comSite and Athletic Facility EngineeringI HEREBY CERTIFY THAT THIS SET OF PLANS AND SPECIFICATIONS WAS PREPAREDBY ME OR UNDER MY DIRECT SUPERVISION, AND THAT I AM A DULY LICENSEDPROFESSIONAL ENGINEER UNDER THE LAWS OF THE STATE OF MINNESOTA.NEIL TESSIER, PE. DATE REGISTRATION NO.2636424EXHEXHIBIT4/6/2018TRAFFIC EXHIBIT EXISTING(651)452-1149(651)452-8960MENDOTA HEIGHTS, MN 551202025 CENTRE POINTE BLVD., SUITE 210JTAJTANTNT4/6/2018304485430 GLENWOOD AVE.MNGOLDEN VALLEYMeadowbrook Elementary 2018 Northwest Addition
FENCE
HENN. CO. MONUMENT
SE COR. S. 33, T.118, R.21
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(PER CURRENT RECORDS ON FILE IN THE HENNEPIN COUNTY SURVEYOR'S OFFICE)WEST LINE OF THE SW1/4 OF SEC. 19, T. 29, R. 24 (PER PLAT OF MEADOWBROOK SCHOOL,MEADOWBROOK SCHOOL 2ND ADDN.,AND MEADOWBROOK SCHOOL P.U.D. NO. 90)NOT TANGENTWEST LINE OF THE SW1/4 OF SEC. 19, T. 29, R. 24 (PER PLAT OF MEADOWBROOK SCHOOL,MEADOWBROOK SCHOOL 2ND ADDN.,W. LINE OF THE SW1/4 OF SEC. 19, T. 29, R. 24(PER CURRENT RECORDS ON FILE IN THE HENNEPIN AND MEADOWBROOK SCHOOL P.U.D. NO. 90HENN. CO. MONUMENT
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(FOUND CAST IRON MON.)HENN. CO. MONUMENTW1/4 COR. SEC. 19, T.29, R.24 (FOUND CAST IRON MON.)AMENDED CORNERHENN. CO. MONUMENTW1/4 COR. SEC. 19, T.29, R.24 (FOUND CAST IRON MON.)T
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60'45'30'0 Know what'sbelow.Callbefore you dig.
INITIAL DATE DPOR PM DES DRWPROJECT NO.
I HEREBY CERTIFY THAT THIS SET OF PLANS AND SPECIFICATIONS WAS PREPARED
BY ME OR UNDER MY DIRECT SUPERVISION, AND THAT I AM A DULY LICENSED
PROFESSIONAL ENGINEER UNDER THE LAWS OF THE STATE OF MINNESOTA.
NEIL TESSIER, PE. DATE REGISTRATION NO.
26364
SAFEngineering, PLLC
3200 122nd Avenue NE
Blaine, MN 55449
612-213-9859
nrtessier@gmail.com
Site and Athletic Facility Engineering
EXHREV-0
11/26/18TRAFFIC EXHIBIT OVERALL
MCRJPBNTNT11/26/1830448
5430 GLENWOOD AVE.
MNGOLDEN VALLEY
MEADOW BROOK ELEMENTARY
LEGEND
VEHICLE INGRESS
VEHICLE EGRESS
TRAFFIC STUDY
EXISTING CONDITIONS
ENTRANCE/EXIT ONTO TURNERS CROSSROADS EGRESS QUEUE:9 CARS
WEST PARKING LOT INGRESS QUEUE:32 CARS
EAST PARKING LOT INGRESS QUEUE:44 CARS
EAST PARKING LOT EGRESS QUEUE:30 CARS
105 CARS TOTAL
OPTION A
WIDEN ENTRANCE/EXIT ONTO TURNERS CROSSROADS
PROPOSED ADDITIONAL INGRESS QUEUE:5 CARS
OPTION C
EAST PARKING LOT MODIFICATIONS
PROPOSED INGRESS QUEUE:44 CARS
PROPOSED EGRESS QUEUE:40 CARS
OPTION D
ADD TURN LANE OFF OF TURNERS CROSSROADS
PROPOSED ADDITIONAL INGRESS QUEUE:7 CARS
OPTION E
ADDITIONAL BUILDING AND ASSOCIATED PARKING LOT
TO EAST OF EXISTING SITE
PROPOSED ADDITIONAL INGRESS QUEUE:53 CARS
OVERALL PROPOSED QUEUE
INGRESS QUEUE:131 CARS
EGRESS QUEUE:49 CARS
180 CARS TOTAL
75 CAR INCREASE
Hopkins Public Schools
1001 Highway 7
Hopkins, MN 55305
HopkinsSchools.org
May 11, 2021
Mr. Jason Zimmerman
Planning Manager
City of Golden Valley
7800 Golden Valley Road
Golden Valley, MN 55427
RE: ISD #270 - Meadowbrook ES Parking Lot Improvements – City Council Meeting
We provide this letter and supporting plans to clarify our position on the proposed project to
facilitate approval for the project. We ask that this letter be provided to the City Council for
consideration on May 18, 2021. We wish to address some questions raised at the Planning
Commission meeting that were not adequately addressed. We welcome the chance to provide
additional information and be available for further dialogue as would be helpful to the Council.
PLANNING COMMISSION MEETING CONCERNS
1. The status of the former Boy Scout building use remains unclear.
A. The purchase of the Boy Scout property is (1) to mitigate the traffic impact
of the drop off and pick up times for parents dropping off and picking up
students; and (2) to find opportunities to use the space in an educational
manner that provides additional services that will not exacerbate traffic flow
to the area.
B. The School District will use the Boy Scout property to provide specialized
services to small satellite programs. Examples of these programs include
our T Plus program (work-based learning for part of the day to special
education students who are transitioning to work upon graduation) and our
lab school that would consist of a small group of high school students
involved with project based learning for part of the school day in the building.
C. Neither of these examples of small program use will increase traffic issues
during Meadowbrook drop off and pick up times, as they would not be
congruent with each other. Meadowbrook parent pick up hours are
presently: 9:15AM – 9:30AM drop off and 3:30PM – 4:10PM. Program hours
for small programs are for part of the day and would be adjusted as to not
interfere with scheduled Meadowbrook drop off and pick up times.
2. Ongoing Collaboration.
A. The project has been a collaboration between the School District and the
City for 2-1/2 years. We have had numerous meetings with city staff and
their consultants on multiple options to reduce or mitigate the traffic on city
streets. We look forward to the continued partnership and have contributed
to the traffic flow management through the commitment of additional fiscal
and physical resources, including the most recent modifications to traffic
lanes. Should further modifications be required, we stand ready to be in
partnership with any future needs.
3. Concluding Considerations
A. We appreciate the ongoing dialogue to ensure that the improvements will
address the traffic, queuing, and green space needs. We feel that the
specific programming we will provide at the Boy Scout property will minimize
any traffic impact, will provide additional queuing (please reference the
attached document), and will preserve the green space that has been added
to the unified plat.
B. The partnerships that we have been able to develop through the course of
constructing the provided documents and the ability to further dialogue have
added great value to what we submit for Council review. We believe the
total improvements and the added level of service will continue to enhance
the value of the property and improve the experiences residents will have
with the Meadowbrook campus and programming.
SUMMARY
If you have any questions, please contact us at your convenience.
Sincerely,
Dr. Rhoda Mhiripiri-Reed (Superintendent)
Dr. Nik Lightfoot (Assistant Superintendent)
Mr. Tariro Chapinduka (Director of Business Services)
Golden Valley City Council Meeting
May 18, 2021
Agenda Item
6. B. First Consideration of Ordinance No. 714, Amending City Code Chapter 2 – Replacing the Human
Rights Commission with a Diversity, Equity and Inclusion Commission
Prepared By
Kirsten Santelices, Human Resources Director/Human Rights Commission Staff Liaison
Kiarra Zackery, Equity and Inclusion Manager
Summary
The City of Golden Valley has a deep commitment to dismantling systemic racism and all forms of
oppression. The City currently has two bodies who support initiatives in the areas of human rights,
diversity, equity, and inclusion: a standing Human Rights Commission and a temporary Rising TIDES
task force. In June 2020, the City Council approved a twelve-month extension of the Task Force and it
will end in June 2021. The Task Force’s recommendations and work plans are instrumental to the City’s
diversity, equity and inclusion work and cannot end once the Task Force appointed time is completed.
There is a natural alignment between the work of the Human Rights Commission and the Rising TIDES
Task Force. Therefore, staff and committee members recommend that the City form a new commission
that embodies the work of both groups, focused on integrating the work of human rights and diversity,
equity and inclusion.
Human Rights Commission
The Human Rights Commission is a tenured commission with a significant history in the City, which was
created to promote human rights issues, create spaces for dialogue regarding issues of human rights
and educate the community. The Human Rights Commission has embodied this work in a variety of
ways, including the Bill Hobbs Award, sponsoring diverse speakers and exhibits, recommending
proclamations, supporting PRIDE events, and initiating the Just Deeds Project.
Rising TIDES Task Force
In January 2019 the City Council approved and appointed the Rising TIDES Task Force. Its mission was
to provide input on objectives within the City’s Equity Plan. For 18 months the Task Force explored six
critical topics through discussion and research at its monthly meetings and by hosting two community
forums. In June 2020 the Task Force presented a comprehensive recommendations report to the City
Council. The City approved the requested extension of the Task Force to develop coordinated action
plans with staff to fulfill the recommendations.
City Council Regular Meeting Executive Summary
City of Golden Valley
May 18, 2021
2
HRC and Rising TIDES Integration
As the Rising TIDES Task Force approaches the completion of its appointed work (June 2021), City staff
and TIDES members believe it is crucial that the spirit of the Task Force continue. The mission of the
HRC aligns closely with the purpose of the TIDES Task Force. However, there is a distinct difference
between human rights and diversity, equity and inclusion (DEI). DEI is a framework to combat systems
of oppression that create disparate life outcomes based on social identities. These disparities may, but
not always impede a groups’ ability to access to matters associated with human rights – there is
broader application for the framework. Therefore, the City recommends the creation of a new
commission to replace the existing HRC and includes a DEI framework.
New Proposed Commission
Over the past few months a subcommittee of members from both the Rising TIDES Task Force and the
Human Rights Commission have met with City staff to discuss the creation of a new commission to
combine the work of the HRC and the Rising TIDES Task Force. During these meetings, the
subcommittee members and staff identified important details to include in the new commission
structure.
Name: Diversity, Equity and Inclusion Commission (DEIC)
Membership:
The DEIC will have 9 voting members and two youth members. The DEIC seeks to reflect the diversity
of Golden Valley and create inclusive space for those closest to matters of diversity, equity and
inclusion as listed below:
• Individuals who have professional, volunteer, or personal experiences with communities
that have historically experienced or presently experience the stress and trauma of
discrimination, for example, individuals with work or volunteer experience in the field of
diversity, equity and inclusion, or personal involvement in advocacy or activism;
• Individuals who have professional, volunteer, or personal experiences with healing of
marginalized communities; and
• Individuals with personal experience involving discrimination.
At a minimum the DEIC membership shall consist of:
• One member with a connection to multi-family or group housing; and
• One member of a community group that has demonstrated commitment to the values of
racial equity, inclusion, social justice, and human rights.
Overview of Purpose/Mission
The Commission’s mission is to promote and nurture a safe and welcoming community dedicated
to the values of social equity, inclusion, and justice.
The Commission shall advise and make recommendations to the Council in matters relating to
diversity, equity, inclusion, and human rights.
City Council Regular Meeting Executive Summary
City of Golden Valley
May 18, 2021
3
Sampling of Specific Work Plan Items:
• Bill Hobbs Award
• Building an Equitable Golden Valley Quarterly Conversations
• Land Acknowledgement
• CEDAW Educational Event
• Recommendations for City Procurement Process
Proposed Timeline:
Staff and subcommittee propose the timeline below:
May 25: Final HRC Meeting
June 9: Final Rising TIDES Task Force Meeting
July 2021: First New Commission Meeting
Supporting Documents
• Diversity, Equity and Inclusion Commission Bylaws (6 pages)
• Ordinance No. 714 - Creating a Diversity, Equity and Inclusion Commission (2 pages)
BYLAWS – Diversity, Equity, and Inclusion Commission 1
BYLAWS
Diversity, Equity, & Inclusion Commission (DEIC)
Article I: Purpose, Mission, and Prescribed Duties
The Commission shall be an advisory commission to the City Council.
A. Mission, Vision, Values
The Commission’s mission is to promote and nurture a safe and welcoming community dedicated to the
values of social equity, inclusion, and justice.
The Commission shall advise and make recommendations to the Council in matters relating to diversity,
equity, inclusion, and human rights.
B. Duties
In accordance with its bylaws and annual work plan, and through the collaboration and cooperation of City
staff, the DEI Commission shall:
(1) Analyze the City’s processes, procedures, policies, and ordinances as directed by the City Council on
matters of diversity, equity, inclusion, human rights.
(2) Present the results of programs of research and recommend changes to processes, procedures,
policies, and ordinances to the City Council based on those results.
(3) Regularly review and evaluate the City’s community outreach methods and activities to ensure
messaging reaches diverse populations and provides inclusive participation opportunities.
(4) Annually provide input on the City’s Equity Plan and, as requested by City Manager, their designee,
or City equity staff:
a. Analyze City systems to identify systems of inequality (including systemic racism), and
b. Make recommendations relating to changes in ordinance, policy, or practice to dismantle
those systems.
(5) Communicate the City’s diversity, equity, and inclusion (DE&I) work and facilitate community
engagement and feedback.
(6) Collaborate with organizations to host and promote events that educate the community on issues
of diversity, equity, inclusion, and human rights, and other issues and to promote awareness and
appreciation of diversity.
Article II: Membership, Appointments, Terms, and Officers
A. Membership
Initially, any current member of the existing Human Rights Commission or Rising Tides Task Force who
submits an application, shall be automatically appointed to the Commission. After the initial
appointments, the Commission shall consist of nine regular members, and two youth voting members.
The reduction in membership size shall happen gradually over the first three years as initial appointment
terms expire so that there are 11 members by May 2023. Youth members shall live or attend school within
Golden Valley, the Robbinsdale Area District or Hopkins School District and be enrolled in school grades 9
BYLAWS – Diversity, Equity, and Inclusion Commission 2
through 12.
In accordance with the City’s values and Welcome Statement, the Council shall seek to have said
appointments reflect the diverse voices and perspectives in the community, including:
• Individuals who have professional, volunteer, or personal experiences with communities that have
historically experienced or presently experience the stress and trauma of discrimination, for
example, individuals with work or volunteer experience in the field of diversity, equity and
inclusion, or personal involvement in advocacy or activism;
• Individuals who have professional, volunteer, or personal experiences with healing of marginalized
communities; and
• Individuals with personal experience involving discrimination.
At a minimum the DEIC membership shall consist of:
• One member with a connection to multi-family or group housing; and
• One member of a community group that has demonstrated commitment to the values of racial
equity, inclusion, social justice, and human rights.
If the City does not receive qualified applications from one of the above categories, the remaining spots may be
filled with any person who lives, works, attends school, volunteers, or worships in the City of Golden Valley.
B. Appointments and Terms
Appointments are made effective May 1 of each year. The Council shall appoint regular members of the
Commission for three-year staggered terms. Youth members shall be appointed for a one-year term. The
terms of Commission members shall be fixed and determined at the time of appointment by the governing
ordinance. The City Council shall appoint the members of the Commission and to fill vacancies for
unexpired terms. A vacancy shall be deemed to exist if a regular member ceases to meet the residency
requirements or a youth member who ceases to meet the residency, age, or school requirements.
C. Officers
The Commission shall elect officers of Chair and Vice-Chair from the Commission membership by its voting
members at its regular annual meeting, (no later than the second meeting after May 1 in each year). The
Chair and Vice Chair positions rotate, and members may only serve two consecutive years as the Chair or
Vice-Chair. Should the office of Chair or Vice-Chair become vacant, the Commission shall elect a successor
from its membership at the next regular meeting and such election shall be for the unexpired term of said
office. Officers may also delegate the duties of their position to other Commissioners as deemed
appropriate by the Commission.
Chair responsibilities include:
• work with staff liaison to develop meeting agendas • conduct and preside at all meetings in a productive and time-efficient manner
• ensure the Commission conducts its activities within the stated mission and bylaws of the
Commission
• appoint Commissioners to subcommittees
• monitor and ensure the progress of the Commission
• report to the City Council
Vice-Chair responsibilities:
• perform the duties of the Chair in the absence or incapacity of the Chair
• perform all other duties as prescribed by the Commission
BYLAWS – Diversity, Equity, and Inclusion Commission 3
Article III: Meetings and Attendance
A. Meetings
All meetings of the Commission shall be conducted in accordance with the Minnesota Open Meeting Law
and City code. This means all business and discussion occurs at a meeting which has been posted and is
open to the public.
The presence of a majority of all regular members currently appointed to the Commission shall constitute
a quorum for the purpose of conducting its business and exercising its powers and for all other purposes.
In the event a quorum is not reached, a smaller number of members may meet to have informal
discussion, however, formal action shall not be taken and must be reserved for such time as when a
quorum of the Commission is reached. A quorum of the members should not discuss Commission business
by email, forms of social media, telephone, or informal meetings. Commission meetings may be cancelled
by the staff liaison if there are no items on the agenda for discussion.
The proceedings of meeting should be conducted using standard parliamentary procedure.
i. Regular Meeting
The regular meeting of the Commission shall be held on the fourth Tuesday of the month at City Hall
at 6:30 pm. The Commission may, by a majority vote, change its regular meeting dates for any reason
provided proper public notice of the changed meeting is provided.
ii. Annual Meeting
The Annual Meeting of the commission shall be a regular meeting, typically the first meeting after May
1 of each year, at which time elections will be held.
iii. Special Meetings
A special meeting of the Commission may be called by the Chair or two commissioners, or by the City
Council, for the purpose of transacting any business designated in the meeting notice. The notice for a
special meeting shall be posted in compliance with the Minnesota State Statutes governing public
meetings. The staff liaison shall notify Commissioners at least three days prior to the meeting of the
date, time, place and purpose of the special meeting. A special meeting must also be posted in
accordance with the requirements of the Minnesota Open Meeting Law.
B. Attendance
Members are expected to attend all meetings, including the annual board and commission joint meeting. If
a member is unable to attend a meeting, they should contact the staff liaison, who will inform the chair. If
a quorum cannot be attained, the meeting will be canceled. Staff liaisons will track attendance at each
meeting. Each April, the City Manager’s office will review attendance records for the preceding calendar
year (April-March) and send a standardized letter of warning to any member that has missed:
• two consecutive or three total meetings for groups that meet once a month; or
• two consecutive or five total meetings for groups that meet twice a month.
Because attendance is so important to the work of the City’s boards and commissions, the City Manager
may ask the member to explain the reasons for their absences. If circumstances prevent the member
from committing to consistently attending future meetings, the member may be asked to step down. The
City Manager will not ask the member to step down if their inability to attend meetings is due to health
reasons. If the member’s attendance does not improve within 3 months after receiving a warning, the
City Manager or their designee shall ask the member to step down. If the member chooses not to step
down, the Council may take action to remove the member.
BYLAWS – Diversity, Equity, and Inclusion Commission 4
Article IV: Rules
A. Agenda
The agenda for regular and special meetings of the Commission shall be prepared by the staff liaison.
Items to be placed on the agenda may be proposed by the Chair, a Commission member, the staff liaison
or at the request of the City Council. Residents, businesses, or other interested parties may contact the
staff liaison to request that an item be placed on the agenda for consideration. All agenda topics
presented by the City Council will be placed on an appropriate agenda; requests from other parties will be
placed on an appropriate future agenda at the discretion of the staff liaison.
The agenda shall be approved at each meeting prior to discussion of any item on the agenda. At the time
of agenda approval, items may be removed and the order of business may be modified by a majority vote
of members present at the meeting. No items shall be added to the agenda unless deemed as urgent by
the staff liaison. Prior to adjournment, members present may communicate items recommended for
inclusion on future agendas.
B. Recordkeeping
All minutes and resolutions shall be in writing and shall be kept in accordance with City procedures,
Minnesota Statute and Rules regarding preservation of public records and the Minnesota Data Privacy Act.
C. Work Plan
The Commission will draft an annual work plan that details activities and projected timelines for the
upcoming year.
• The Chair may appoint Commissioners to be primarily responsible for each work plan activity.
• The Commission may establish subcommittees to oversee work plan activities. The subcommittees
will be chaired by Commissioners appointed by the Chair.
• The Commission’s work plan will be submitted to the City Council, typically during the first quarter
of the calendar year. The Chair and/or Commissioners will attend a Council/Manager meeting to
discuss the annual work plan with the City Council.
• The Commission’s work plan must be agreed upon by the City Council.
D. Annual Report
The Commission shall submit an annual report to the City Council summarizing the past year's activities.
The report may highlight information the Commission feels appropriate to convey to the City Council.
• The Chair or Vice-Chair will prepare the report for approval by the Commission. Commission
members may submit signed addenda presenting alternative conclusions or perspectives.
• The report and addenda are submitted to Council with the current year work plan in the first
quarter of the calendar year or as soon thereafter as possible.
E. Subcommittees
The Commission may create subcommittees to plan and direct activities related to topics of interest to the
Commission and to oversee work plan activities.
• Subcommittees will be chaired by Commissioners appointed by the Chair and shall not consist of a
majority or more of currently appointed Commission members.
• A majority of the subcommittee must be present to conduct business, including the subcommittee
chair.
• The Commission may consolidate or dissolve subcommittees at any time.
• The subcommittee chair may appoint other Commissioners and representatives from the broader
community to the subcommittee, provided that the subcommittee at no time consists of a
majority or more of currently appointed Commission members.
BYLAWS – Diversity, Equity, and Inclusion Commission 5
• The subcommittee chair shall report back to the Commission about its activities as an agenda item
at regular Commission meetings.
• Subcommittee meetings shall be held at a date and time that does not conflict with the
Commission’s regular and special meetings. The staff liaison shall be notified of the date, time,
location and topic of all Subcommittee meetings.
F. Performance of Duties
Commissioners are expected to adequately prepare for meetings. Commissioners unable to complete an
assigned task should notify the commission chair or subcommittee chair as soon as possible. The
Commission staff liaison may ask the City Council to review a Commissioner’s appointment based upon its
assessment of significant lack of performance.
Article V: Amendments and Revisions
The Commission will review these bylaws no later than the second meeting after May 1 every three years.
Members may present recommendations for changes and amendments. These bylaws can be altered or
amended at any regular monthly Commission meeting with a majority of members present, provided that
notice of the proposed changes and amendments is provided to each member at least 10 business days before
the meeting. The Council must review and approve any changes to, and has final authority regarding, these
bylaws.
Appendix: Glossary
This glossary is a set of terms adopted by the City to ensure common language and understanding regarding
diversity, equity and inclusion. When discussing the diversity, equity and inclusion efforts, use these terms and
definitions in all contexts:
Accountability: Processes and procedures that ensure the centering of equity in the decision-making process
Barrier: Social, economic and physical impediments constructed to decrease access to resources essential for
positive life outcomes
BIPOC: An acronym for Black, Indigenous, People of Color
Bias: A mental process that evaluates and classifies others by their appearance and/or behaviors based on
personal schemata. Bias influences our actions, beliefs and attitudes about others positively and negatively.
There are two types of bias in regards to equity and justice:
• Explicit: Bias we are aware of and act in the name of
• Implicit: Subconscious feelings, perceptions, attitudes and stereotypes developed over timei
Capacity Building: Exercises and trainings developed to ensure all members of a community work towards
equity
Community Engagement: Employment of a range of tools and strategies to ensure successful, accountable
relationships between an organization and the people it serves
Community Indicator: An impact on a life-outcome influenced by public policy
Disparity: A pattern of disproportionate life outcomes based on a social identity
Diversity: A measurement of individuals’ differences from one another in the form of social identities and lived
experiences; all the ways in which people differ.ii
Equity: Fair treatment, access, opportunity and advancement for all people; one’s social identity cannot
predict the outcome.
• Racial Equity: practices and policies to mitigate adverse impacts one’s race has on life outcomes
BYLAWS – Diversity, Equity, and Inclusion Commission 6
Equality: Evenly distributed tools and assistance to access resources and opportunities
Human Rights: Rights inherent to all human beings, regardless of race, sex nationality, ethnicity, language,
religion or any other status. Human rights include the right to life and liberty, freedom from slavery and
torture, freedom of opinion and expression, the right to work and education, and many more.iii
Inclusion: Systems that allow for access to all spaces regardless of social identity; a variety of people have
power, a voice, and decision-making authority.
Inequality: Unequal access to opportunities and resources
Justice: Fixing the system to offer equal access to both tools and opportunity
Oppression: Intentional harm, construction and upholding of access to human and civil rights
• Personal: Thoughts, beliefs, and attitudes about yourself, coworkers, supervisors, customers, residents,
etc. based on their social identity
• Interpersonal: Negatively expressed words and actions based on social identity
• Institutional: Golden Valley (or other agency) enforced practices, policies and procedures that create
barriers to resources and opportunities
• Structural/Systemic: Golden Valley (or other agency) enforced practices, policies and procedures
created by larger entities (local, state, federal government and agencies)
Racialized Violence: An instance of bodily/mental harm as a result of systemic racism
Social Identity: All of the ways people are grouped and stratified in society e.g. race, socioeconomic status,
gender, gender identity, sexual orientation, ability, nation/language of origin, family structure, age, religion,
immigration status, marital status, etc.
Systemic Racism: A collection of institutions that create unequal access to resources and opportunities
i Source: US Justice Department
ii Source: City of Portland Office of Equity and Human Rights
iii Source: United Nations
ORDINANCE NO. 714
AN ORDINANCE AMENDING THE CITY CODE
AMENDING CHAPTER 2 OF THE CITY CODE RELATED TO
BOARDS AND COMMISSIONS
The City Council of the City of Golden Valley hereby ordains as follows:
Section 1. City Code Chapter 2, Article V, Section 128 is repealed, replaced,
renamed, and shall read as follows:
Sec. 2-128. – Diversity, Equity, and Inclusion Commission.
(a) Establishment and Composition. A Diversity, Equity, and Inclusion
Commission is hereby established, composed of eleven (11) members, nine
(9) who shall serve three-year staggered terms and two (2) voting youth shall
serve a one (1) year term. Youth members shall live or attend school within
Golden Valley, the Robbinsdale Area School District, or the Hopkins Area
School District and be enrolled in grades 9 through 12.
(1) In accordance with the City’s values and Welcome Statement, the
Council shall seek to have said appointments reflect the diverse
voices and perspectives in the community, including:
a. Individuals who have professional, volunteer, or personal
experiences with communities that have historically
experienced or presently experience the stress and trauma
of discrimination, for example, individuals with work or
volunteer experience in the field of diversity, equity and
inclusion, or personal involvement in advocacy or activism;
b. Individuals who have professional, volunteer, or personal
experiences with healing of marginalized communities; and
c. Individuals with personal experience involving discrimination.
(2) At a minimum the DEIC membership shall consist of:
a. One member with a connection to multi-family or group
housing; and
b. One member of a community group that has demonstrated
commitment to the values of racial equity, inclusion, social
justice, and human rights.
If the City does not receive qualified applications from one of the above
categories, the remaining spots may be filled with any person who lives,
works, attends school, volunteers, or worships in the City of Golden Valley.
(b) Mission. The DEI Commission’s mission is to promote and nurture a safe and
welcoming community dedicated to the values of social equity, inclusion, and
justice.
(c) Duties and Responsibilities. The Commission shall advise and make
recommendations to the Council in matters relating to diversity, equity,
inclusion, and human rights. In accordance with its bylaws and annual work
plan, and through the collaboration and cooperation of City staff, the DEI
Commission shall:
(1) Analyze the City’s processes, procedures, policies, and ordinances
as directed by the City Council on matters of diversity, equity,
inclusion, human rights.
(2) Present the results of programs of research and recommend
changes to processes, procedures, policies, and ordinances to the
City Council based on those results.
(3) Regularly review and evaluate the City’s community outreach
methods and activities to ensure messaging reaches diverse
populations and provides inclusive participation opportunities.
(4) Annually provide input on the City’s Equity Plan and, as requested
by City Manager, their designee, or City equity staff:
a. Analyze City systems to identify systems of inequality
(including systemic racism), and
b. Make recommendations relating to changes in ordinance,
policy, or practice to dismantle those systems.
c. Communicate the City’s diversity, equity, and inclusion
(DE&I) work and facilitate community engagement and
feedback.
d. Collaborate with organizations to host and promote events
that educate the community on issues of diversity, equity,
inclusion, and human rights, and other issues and to
promote awareness and appreciation of diversity.
Section 2. This ordinance shall take effect from and after its passage and
publication as required by law.
Adopted by the City Council this 1st day of June, 2021.
___________________________
Shepard M. Harris, Mayor
ATTEST:
___________________________
Theresa J. Schyma, City Clerk
26 Rising TIDES Task Force Meeting 8-9AM Held Virtually
27 Police Commission Task Force Meeting 5:00 PM Held Virtually
27 Golden Valley Business Council Meeting 8:30 AM to 9:30 AM Held Virtually
31 City Offices Closed for Observance of Memorial Day
1 Facilities Study Task Force Meeting 3:30 - 5:30 PM Held Virtually
1 City Council Meeting 6:30 PM Held Virtually
8 Council Manager Meeting 6:30 PM Held Virtually
9 Building An Equitable Golden Valley Quarterly Conversation:
Closing the Disability Inclusion Gap in the Community 6:00 - 7:30 PM Held Virtually
10 Police Commission Task Force Meeting 5:00 PM Held Virtually
15 HRA Meeting 6:30 PM Held Virtually
15 City Council Meeting 6:30 PM Held Virtually
22-25 League of Minnesota Cities 2021 Annual Conference Varies Held Virtually
24 Golden Valley Business Council Meeting 8:30 AM to 9:30 AM Held Virtually
5 City Offices Closed for Observance of Independence Day
6 City Council Meeting 6:30 PM Hybrid
13 Council Manager Meeting 6:30 PM Hybrid
20 City Council Meeting 6:30 PM Hybrid
22 Golden Valley Business Council Meeting 8:30 AM to 9:30 AM Held Virtually
ANNOUNCEMENT OF MEETINGS AND EVENTS
Three or more Council Members may attend the following
MAY
JUNE
JULY