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Blanchard
Agenda Packet
10 August 2021
6:00 p.m.
___________________________
SPECIAL MEETING
of
The City Council of Blanchard, Oklahoma
___________________________
Municipal Court House | 300 North Main Street | Blanchard, OK 73010
CITY COUNCIL
___________________________
Eddie Odle ~ At-Large Councilman
Joe Davis ~ Ward 1 Councilman
Michael Scalf ~ Ward 2 Councilman
Albert Ryans ~ Ward 3 Councilman
Chuck Kemper ~ Ward 4 Councilman
STAFF
___________________________
Robert L. Floyd ~ City Manager
David L. Perryman ~ City Attorney
Kenny Sullivan ~ City Engineer
Emily Pehrson ~ Public Works Director
Diana Daniels ~ City Clerk
Daniel Ofsthun ~ Finance Director
___________________________
NOTICE AND AGENDA
THE CITY COUNCIL OF BLANCHARD, OKLAHOMA
SPECIAL MEETING
6:00 P.M. Tuesday, August 10, 2021
Municipal Courthouse, 300 N. Main Street
Blanchard, Oklahoma 73010
IN COMPLIANCE WITH THE STATUTES OF THE STATE OF OKLAHOMA, THE
CITY COUNCIL OF THE CITY OF BLANCHARD, WILL HOLD A SPECIAL MEETING
ON TUESDAY, AUGUST 10, 2021, TO BE HELD AT 6:00 P.M., IN
THE MUNICIPAL COURTHOUSE LOCATED AT 300 N. MAIN STREET,
BLANCHARD, OKLAHOMA, AS CALLED BY THE MAYOR OF THE CITY OF
BLANCHARD ON WEDNESDAY, JULY 28th, 2021 AT 1:00 P.M. TO DISCUSS AND
TAKE APPROPRIATE ACTION ON ITEM NO. 3, 4 and 5a BELOW:
1. CALL TO ORDER OF SPECIAL MEETING.
2. ROLL CALL:
3. DISCUSSION, CONSIDERATION AND POSSIBLE ACTION, INCLUDING BUT
NOT LIMITED TO, THE APPROVAL, DENIAL, AMENDMENT, REVISION OR
CONDITIONAL APPROVAL, IN WHOLE OR IN PART OF A MOTION
ESTABLISHING POLICIES PERTAINING TO THE DELTA VIRUS VARIANT OF
COVID-19.
4. DISCUSSION, CONSIDERATION AND POSSIBLE ACTION, INCLUDING BUT
NOT LIMITED TO, THE APPROVAL, DENIAL, AMENDMENT, REVISION OR
CONDITIONAL APPROVAL, IN WHOLE OR IN PART OF A MOTION
REGARDING A WEBSITE RE-DESIGN AND MANAGEMENT.
5. DISCUSSION, CONSIDERATION AND POSSIBLE ACTION, INCLUDING BUT
NOT LIMITED TO, THE APPROVAL, DENIAL, AMENDMENT, REVISION OR
CONDITIONAL APPROVAL, IN WHOLE OR IN PART OF A MOTION TO GO
INTO EXECUTIVE SESSION TO DISCUSS ONLY THE FOLLOWING AGENDA
ITEM:
1|P a g e
Special Meeting Agenda
10 August 2021
a) the expenditure of public funds for purposes of conferring on
matters pertaining to economic development, including the
transfer of property, financing, or the creation of a proposal to
entice a business to remain or to locate within the Blanchard
jurisdiction, if public disclosure of the matter discussed would
interfere with the development of products or services or if
public disclosure would violate the confidentiality of the business
[pursuant to 25 OS Section 307(C)(11)].
b) RECONVENE IN OPEN SESSION [Any action taken by the City
Council on the above matter will be in Open Session at the
conclusion of the Executive Session with a public vote thereon].
c) MOTION to take appropriate action regarding Agenda Item 5(a).
6. ADJOURNMENT.
2|P a g e
Special Meeting Agenda
10 August 2021
MEETING CONVENED ___________________________ 1. CALL TO ORDER. 2. ROLL CALL. a. DETERMINATION OF QUORUM
BUSINESS AGENDA ___________________________
AGENDA NO. - 3 ___________________________
Covid-19 Guidance 8/5/2021
Key Words Definitions Source
If you were within 6 feet of someone for a cumulative
https://www.cdc.gov/coronavirus/2019-ncov/php/contact-
Exposure (close contact) total of 15 minutes or more over a 24 hour period.
tracing/contact-tracing-plan/appendix.html#contact
Must quarantine.
1. Stay isolated for 14 days after last contact if you
develop symptoms.
https://www.cdc.gov/coronavirus/2019-ncov/if-you-are-
Quarantine 2. Stay isloated for 10 days if no symptoms develop.
sick/quarantine.html
3. Stay isolated 7 days total after receiving a negative
test result after day 5 from exposure.
Fever or chills, cough, shortness of breath or difficulty
breathing, fatigue, muscle or body aches, headache,
https://www.cdc.gov/coronavirus/2019-ncov/symptoms-
Symptoms new loss of taste or smell, sore throat, congestion or
testing/symptoms.html
runny nose, nausea or vomiting, diarrhea. (can be
more)
Situation / Scenarios For Vaccinated Individuals For Unvaccinated Individuals Source
https://www.cdc.gov/coronavirus/2019-
Indoor public places where social distancing isn't Wear a mask if located within an area of substantial or
Wear a mask ncov/vaccines/fully-vaccinated-
possible high transmission (map provided on County basis)
guidance.html
1. Stay isolated for 14 days after last contact if you develop
Wear a mask in public indoor settings for 14 days or symptoms.
https://www.cdc.gov/coronavirus/2019-
After direct exposure with a known Covid-19 case until getting a negative test after 3-5 days from 2. Stay isloated for 10 days if no symptoms develop.
ncov/if-you-are-sick/quarantine.html
exposure. 3. Stay isolated 7 days total after receiving a negative test
result after day 5 from exposure.
After secondary exposure (contact with someone
Monitor for symptoms, follow guidance as stated
who has had contact with a suspected or Monitor for symptons, follow guidance as stated above. https://www.usu.edu/covid-
above.
confirmed case) 19/operations/contact-suspectedFactSheet
Protecting Workers during a Pandemic
A pandemic is a global disease outbreak and can be caused by a variety of agents,
including influenza and coronaviruses. During a pandemic, transmission can be
anticipated in the workplace not only from patients to workers in healthcare
settings, but also among co-workers and between members of the general public
and workers in other types of workplaces.
Workers who believe that their employer
provides a safe and healthy workplace are more Principles of worker protection:
likely to report for work during a pandemic. ✓ Consistently practice social distancing.
Clear communication promotes confidence in ✓ Cover coughs and sneezes.
the employer’s ability to protect workers and ✓ Maintain hand hygiene.
reduces absenteeism. ✓ Clean surfaces frequently.
Employers should ensure that their
workers understand: Training
• Differences between seasonal epidemics and Following the Centers for Disease Control
worldwide pandemic disease outbreaks; and Prevention (CDC) recommendations,
• Which job activities may put them at risk for employers should provide worker training on
exposure to sources of infection; infection controls, including the importance
• What options may be available for working of avoiding close contact (within 6 feet) with
remotely, or utilizing an employer’s flexible others. Employers should provide adequate
leave policy when they are sick; supplies and ready access to soap and running
• Social distancing strategies, including water, tissues, alcohol-based hand sanitizers
avoiding close physical contact (e.g., shaking and cleaning agents. Some worksites may need
hands) and large gatherings of people; PPE (e.g., gloves, face shields, and respirators).
• Good hygiene and appropriate disinfection Frequent visual and verbal reminders to workers
procedures; can improve compliance with hand hygiene
• What personal protective equipment (PPE) practices and thus reduce rates of infection.
is available, and how to wear, use, clean and Handwashing posters are available from the
store it properly; CDC: www.cdc.gov/features/handwashing.
• What medical services (e.g., vaccination, post-
exposure medication) may be available to Control Measures
them; and Employers may modify the work environment
• How supervisors will provide updated and/or change work practices to provide
pandemic-related communications, and where additional protection to workers and clients.
to direct their questions. For example, employers may install physical
barriers (e.g., clear plastic sneeze guards),
Sick Leave conduct business in a different manner (e.g.,
Employers may consider providing sick leave use drive-through service windows, implement
so that workers may stay home if they are sick. telework arrangements), improve ventilation
Flexible leave policies help stop the spread of (e.g., install high-efficiency air filters, increase
disease, including to healthy workers. ventilation rates), install additional handComparison of Surgical Masks and Respirators
Surgical Masks Respirators (e.g., filtering facepiece)
• Used by workers to protect themselves • Used by workers to prevent inhalation
against splashes and sprays containing of small particles, including airborne-
infectious agents. transmissible infectious agents.
• Placed on sick individuals to prevent • To be effective, should have the proper
respiratory infections that spread by filter material (e.g., N95 or better), be
large droplets; worn by surgeons to avoid NIOSH-certified, and must fit tightly to
contaminating surgical sites. prevent air leaks.
• May not protect against airborne- • For use, require proper training, fit
transmissible infectious agents due to loose testing, availability of appropriate medical
fit and lack of seal. evaluations and monitoring, cleaning and
• Can be used by almost anyone, regardless oversight by a knowledgeable staff member.
of training. • Employer must establish a respiratory
• Should be properly disposed of after use. protection program that is compliant with
OSHA’s Respiratory Protection standard,
29 CFR 1910.134. OSHA consultation staff
can assist with understanding respiratory
protection requirements.
sanitizer dispensers, provide facial tissues, health histories. Workers with job-related
and have workers use PPE. Employers should exposure to infections who voluntarily disclose
select equipment, such as surgical masks and personal health risks should be considered
respirators as described below, that will protect for job accommodations and/or additional
workers against infectious diseases to which protective measures, e.g., use of PPE.
they may be exposed.
Higher risk work settings include those healthcare
For additional information, see OSHA’s Fact workplaces where: infected patients may
Sheet “Respiratory Infection Control: Respirators congregate; clinical specimens are handled or
versus Surgical Masks” at www.osha.gov/ transported; or materials contaminated with blood
Publications/respirators-vs-surgicalmasks- or infectious wastes are handled. These settings
factsheet.pdf. warrant: use of physical barriers to control the
spread of infectious disease; worker and client
Depending on the pandemic, a vaccine may or
management to promote social distancing;
may not be available to protect people from illness.
and adequate and appropriate PPE, hygiene
If available, employers may offer appropriate
and cleaning supplies. Additional information,
vaccines to workers to reduce the number of those
including an OSHA Fact Sheet on exposure
at risk for infection in their workplace.
risks in healthcare workplaces, can be found
Risk Communication on OSHA’s Publications page: www.osha.gov/
publications. Employers and workers can also
Workers should be aware of the exposure risk
learn about preparedness for pandemics and
level associated with their job duties. In addition,
other events at OSHA’s Emergency Preparedness
a pandemic may disproportionately affect
and Response page: www.osha.gov/SLTC/
people in certain age groups or with specific
emergencypreparedness.Very High & Medium Lower Exposure Risk
High Exposure Risk Exposure Risk (Caution)
Healthcare workers, particularly Workers with high-frequency Workers who have minimal
those working with known or interaction with the general contact with the general
suspected pandemic patients. public (e.g., those working in public and other coworkers
schools, restaurants and retail (e.g., office workers).
establishments, travel and
mass transit, or other crowded
environments).
Assistance for Employers
OSHA’s On-Site Consultation Program offers free • File a complaint asking OSHA to inspect their
and confidential advice to small and medium- workplace if they believe there is a serious
sized businesses in all states across the country, hazard or that their employer is not following
with priority given to high-hazard worksites. OSHA’s rules. OSHA will keep all identities
On-Site Consultation services are separate from confidential.
enforcement and do not result in penalties or • Exercise their rights under the law without
citations. Consultants from state agencies or retaliation, including reporting an injury or
universities work with employers to identify raising health and safety concerns with their
workplace hazards, provide advice on compliance employer or OSHA. If a worker has been
with OSHA standards, and assist in establishing retaliated against for using their rights, they
safety and health management systems. To must file a complaint with OSHA as soon as
locate the OSHA On-Site Consultation Program possible, but no later than 30 days.
nearest you, call 1-800-321-OSHA (6742) or visit
For additional information, see OSHA’s Workers
www.osha.gov/consultation.
page (www.osha.gov/workers).
Workers’ Rights
How to Contact OSHA
Workers have the right to:
Under the Occupational Safety and Health
• Working conditions that do not pose a risk Act of 1970, employers are responsible for
of serious harm. providing safe and healthful workplaces
• Receive information and training (in a for their employees. OSHA’s role is to help
language and vocabulary the worker ensure these conditions for America’s working
understands) about workplace hazards, men and women by setting and enforcing
methods to prevent them, and the OSHA standards, and providing training, education,
standards that apply to their workplace. and assistance. For more information, visit
• Review records of work-related injuries www.osha.gov or call OSHA at 1-800-321-OSHA
and illnesses. (6742), TTY 1-877-889-5627.
Note: This document provides guidance for employers during a pandemic, but is not intended to
cover all OSHA standards that may apply. State Plans adopt and enforce their own occupational
safety and health standards at www.osha.gov/stateplans.
This is one in a series of informational fact sheets highlighting OSHA programs, policies or standards.
It does not impose any new compliance requirements. For a comprehensive list of compliance
requirements of OSHA standards or regulations, refer to Title 29 of the Code of Federal Regulations.
This information will be made available to sensory-impaired individuals upon request. The voice phone
is (202) 693-1999; teletypewriter (TTY) number: (877) 889-5627.
DTSEM FS-3747 08/2014The ARPA Extends and Expands the
FFCRA Paid Leave and Tax Credit for
Employers Who Opt To Use It
Buried in the American Rescue Plan Act (ARPA), the massive COVID relief
bill signed into law on March 11, 2021, is a provision allowing employers to
continue to provide, voluntarily, Families First Coronavirus Response Act
(FFCRA) paid leave and claim the corresponding tax credits through
September 30, 2021. As the FFCRA expired on December 31, 2020, no
employers are required to provide the FFCRA paid leave anymore.
Previously, the Consolidated Appropriations Act of 2021, gave employers the
option to provide FFCRA voluntarily to employees and claim the tax credits
through March 31, 2021. The ARPA now expands the window for voluntary
FFCRA leave through September 30, 2021, but with key changes greatly
expanding the original FFCRA leave.
Under the ARPA, to receive a tax credit for FFCRA leave provided from April
1, 2021, through September 30, 2021, the leave must be provided for a
qualifying reason under either the FFCRA’s Emergency Family Leave Act
(EFMLA) or Emergency Paid Sick Leave (EPSL) provisions. The ARPA
expands both EFMLA and EPSL. It expands EFMLA to apply to the same
leave reasons as all the EPSL categories, whereas previously EFMLA was
limited to EPSL Category 5, and to provide paid EFMLA for up to 12 weeks,
whereas previously the first two weeks were unpaid. The ARPA increases the
maximum EFMLA pay to $12,000. In addition, the ARPA expands EPSL
Category 3 to include leave for an employee (a) seeking or awaiting the
results of a COVID test or medical diagnosis, if the employee has been
exposed or the employee’s employer has requested the test or diagnosis; (b)
obtaining COVID immunization; or (c) recovering from an injury, disability,
illness, or condition related to such immunization. The ARPA allows
employees a new allotment of 10 days of EPSL for each calendar year and,
in the case of 2021, without regard to any EPSL used before April 1, 2021.
Again, this expanded FFCRA is optional. Employers do not have to offer this
paid leave to employees. If employers choose to do so, however, they will
need to comply with the modified law and obtain the required
documentation in order to claim the tax credit. Employers who chose to
extend the FFCRA to March 31, 2021, are not locked into an extension toSeptember 30, 2021. In light of the expanded reasons that employees may take up to 12 weeks of paid EFMLA under the ARPA, employers should carefully consider whether to voluntarily extend FFCRA again.
Employee Leave and FFCRA
During the current crisis, some employees must take time off work due to various issues
such as illness, quarantine, the closure of certain facilities, or the lack of childcare due to
the closure of in-person schooling or daycare.
The federal Families First Coronavirus Response Act (FFCRA) required all public agency
employers to provide up to 12 weeks of emergency paid sick leave and expanded Family
and Medical Leave (FMLA) for certain COVID-19 related reasons. The original law
expired December 31, 2020, and public employers are no longer required to provide
FFCRA leave.
However, the federal Coronavirus Response Relief Supplemental Appropriations Act
(CCRSA), signed on December 27, 2020, authorized employers to optionally provide
FFCRA leave through March 31, 2021 to employees who had not yet exhausted their
FFCRA leave.
The American Rescue Plan Act ("ARPA" or "ARP") further expanded these provisions,
authorizing employers to voluntarily provide 10 additional days of FFCRA leave between
April 1, 2021 and September 30, 2021 and adding an additional qualifying reason related
to COVID-19 diagnostic tests and immunizations.
While private employers have received federal tax credits for FFCRA leave provided to
employees, state and local governments were ineligible for tax credits under the original
legislation. However, with the passage of the American Rescue Plan, local governments
are now eligible for federal tax credits for any voluntary paid leave provided under
ARPA between April 1, 2021 and September 30, 2021 only.AGENDA NO. - 4 ___________________________
Website Redesign, Hosting, and Support
Quote for Blanchard, Oklahoma
Chris Rogers
PO Box 2235 Tallahassee, FL 32316
850-701-0704 crogers@municode.comLETTER OF INTEREST
7/29/2021
Dear Selection Team:
Thank you for the opportunity to present our quote for website redesign, hosting, and support services. It is our
goal to deliver an accessible, mobile-friendly web presence that is professional, easy-to-use, and easy-to-maintain.
Municode has developed a portfolio of online services that are tailored for local government agencies. We have
worked with cities, towns, villages, counties, and other local government agencies for over seventy years
continually striving to make your job easier.
Our Municode Web content management system allows your community to find content by providing multiple
navigation paths to each page. Our designs reinforce self-service to enable 24x7 online access to your
organization’s services. We create your website using Drupal, an industry-leading content management system.
Our ongoing Circle of Governance initiative to strengthen democracy includes seamless integrations that connect
Municode Web with our suite of online municipal solutions including code of ordinance integration (Municode
NEXT) and meeting management integration (Municode Meetings). These integrations include unified search
(including PDFs) and cross-links across each platform.
We are thrilled at the opportunity to partner on such an important initiative.
Sincerely,
Brian Gilday
President, Website/Meetings Division
GovTech Top 100 Innovators
2016-2020CONTENTS
Letter of Interest ........................................................................................................................................ 2
Contents .................................................................................................................................................... 3
Company Profile ........................................................................................................................................ 4
References and Design Examples ................................................................................................................ 6
Website Content Management System (CMS) Features ............................................................................... 9
Meeting and Agenda Management (Optional) ...........................................................................................10
Project Timeline and Approach ..................................................................................................................11
Hosting, Maintenance, and Customer Support ...........................................................................................14
Project Costs .............................................................................................................................................16
Payment Schedule.....................................................................................................................................16
Services Agreement...................................................................................................................................17
Page 3 of 18
GovTech Top 100 Innovators
2016-2020COMPANY PROFILE
History, Mission, and Team
With over 70 years of experience, Municode's mission is to strengthen democracy by connecting public sector
organization with their communities. Our solutions promote transparency and efficiency - such as custom website
design, meeting and agenda management, online payment portals, the legal codification process, and our robust
suite of online legislative search
tools.
Municode has been in business
for over 70 years and partners
with more than 4,000
government agencies across all
fifty states. Municode is a
privately-owned corporation
and is financially sound. Our
leadership focuses on
improving Municode through
investments in its people and
its technology. Our culture is
conducive to the longevity of
our employees; Our clients can
establish a long-term
partnership with our
experienced, stable workforce.
Municode is home to over 160
employees (most of whom enjoy
a 10+ year tenure). Our
headquarters in Tallahassee, Florida includes four buildings totaling 56,000 square feet. Our West Coast office is
in Portland, Oregon. We also have individual team members working across the country.
Our Vision: Simple, Seamless Integration
Our vision is to create seamless integration between our service offerings. The goal is to reduce staff workload,
while at the same time, increasing the ability for municipalities to connect with their communities.
The following example integration points are either in place today or
envisioned in our future strategic roadmap.
• Unified search across all platforms (website, meetings, online codes)
• Auto-publish meetings to your Municode Web website
• Ordinance auto-publishing from the Meetings platform to your online
code, queued for supplementation, Code of ordinance cross-
references to legislative voting history, minutes, and video/audio
Legal name: Municipal Code Corporation
EIN: 59-0649026
Company headquarters / offices: Tallahassee, FL / Portland, OR
Support hours: 8AM-8PM Eastern
Page 4 of 18
GovTech Top 100 Innovators
2016-2020Project Team
We have a highly skilled team with a customer service focus.
Jarrod - Project Sponsorship / Project Management / Customer Service
Jarrod has a Bachelor of Science degree in Mathematics and Business
Administration from the University of Oregon. Jarrod is the Director of Professional
Services and leads all aspects of project development and customer support.
Dave - Project Management / User Experience
Dave has a Bachelor of Arts degree in Communications from California State
University. In addition to project and design leadership, Dave will participate in
various analytical, site configuration, content migration, and training activities.
Mary Joy – Project Management / User Experience
Mary Joy has that unique ability to put technical concepts into easy-to-
understand terms with clients such as Dunkin Donuts, Gillette, Fidelity, and
Osram Sylvania. A Bentley graduate with a Bachelor of Science in CIS, Mary Joy
leads our customer support efforts and content migration.
Paul – Development / Systems Architecture / QA
Paul has been working on software systems for years and is a strong member of
our team. We will turn to Paul for any custom development work that might be
required. In addition, Paul has many years of experience in quality assurance
testing, so he will be acting as Municode’s lead tester for the engagement.
Drago - Graphic Design
Drago's work speaks for itself. He has the unique ability to capture the essence
of your branding and communication requirements and transform them to
stunning web designs.
Page 5 of 18
GovTech Top 100 Innovators
2016-2020REFERENCES AND DESIGN EXAMPLES
Custom Designs
There is a reason why we have loyal customers! It is because we have a great solution, we take care of our
customers, and we are committed to working with you for the long haul. When you pick up the phone and call us,
we answer! When you email, we respond quickly – usually within 30 minutes. When you need us, we will be
there for you. But don’t take our word for it, ask our clients.
Leavenworth Kansas
https://www.leavenworthks.org
Population: 35,251
Melissa Bower, Public Information Officer
913-680-2610
melissab@firstcity.org
Addison Texas
https://addisontexas.net
Population: 13,056
Mary Rosenbleeth, Director of Public
Communications, 972-450-7032
mrosenbleeth@addisontx.gov
[IFEA Award winner]
Kenai Alaska
https://www.kenai.city
Population: 7,100
Jamie Heinz, City Clerk
(907) 283-8246, (907) 283-8231
jheinz@kenai.city
[3CMA AWARD WINNER]
Ketchum Idaho
https://ketchumidaho.org
Population: 2,689
Jake Losinski, Senior Management Analyst
(208) 727-5081
jlosinski@ketchumidaho.org
[CIVIC PLUS REPLACEMENT]
Corvallis Oregon
https://www.corvallisoregon.gov
Population: 55,298
Patrick Rollens, Public Information Officer
541-766-6368
patrick.rollens@corvallisoregon.gov
[NAGW AWARD WINNER]
Page 6 of 18
GovTech Top 100 Innovators
2016-2020Corinth Texas
https://www.cityofcorinth.com
Population: 19,935
Lee Ann Bunselmeyer, City Manager
(940) 498-3241
LeeAnn.Bunselmeyer@cityofcorinth.com
[CIVIC PLUS REPLACEMENT]
Royal Palm Beach Florida
https://www.royalpalmbeach.com
Population: 34,140
Marina Quintero, IS Manager
561-791-7078
mquintero@royalpalmbeach.com
Wilsonville Oregon
http://www.ci.wilsonville.or.us
Population: 19,509
Beth Wolf, Systems Analyst
503-570-1513
wolf@ci.wilsonville.or.us
[CIVIC PLUS REPLACEMENT]
Brookhaven Georgia
https://www.brookhavenga.gov
Population: 52,444
Ann Marie Quill, Communications Manager
404-637-0508
annmarie.quill@brookhavenga.gov
[GRANICUS (Vision Internet)
REPLACEMENT]
Great Falls Montana
https://www.greatfallsmt.net
Population: 58,505
Rachel Arms, Webmaster
406 455-8445
rarms@greatfallsmt.net
Marco Island Florida
https://www.cityofmarcoisland.com/
Population: 16,413
Jordan Turek, CIO, Director of IT
239-205-3434
jturek@cityofmarcoisland.com
Page 7 of 18
GovTech Top 100 Innovators
2016-2020Specialty Sub-Site Graphic Designs
We also offer the option of having graphic designs for sub-sites that require specialized branding. We call these
‘specialty sub-sites’. We leverage your main CMS and database, which allows us to offer these sub-sites with the
same functionality as your main site yet with a completely different look and feel.
Economic Development Parks & Recreation
www.choosewoodstock.com www.cprdnewberg.org
https://addisontexas.net/econ-dev https://www.wilsonvilleparksandrec.com/parksrec
Airports Libraries
https://www.cityofprineville.com/airport www.woodstockpubliclibrary.org
https://addisontexas.net/airport https://www.hendersoncountync.gov/library
Police and Fire Event Centers / Cultural Centers
www.quincypd.org https://addisontexas.net/actc
https://addisontexas.net/police www.woodstockoperahouse.com
Golf Courses Tourism
www.meadowlakesgc.com www.gofruita.com
https://www.cottagegrove.org/golf http://www.wrangell.com/visitorservices
Page 8 of 18
GovTech Top 100 Innovators
2016-2020WEBSITE CONTENT MANAGEMENT SYSTEM (CMS) FEATURES
Municode Web was designed for local governments by experts in local government. It utilizes Drupal, an open
source platform, that powers millions of websites and is supported by an active, diverse, and global community.
We are the Drupal experts for local government!
Key Project Deliverables
WEBSITE DESIGN HOSTING
CONTENT MIGRATION SUPPORT
TRAINING
Standard Features
Responsive Mobile Friendly Design Unlimited Online Fillable Forms
Simple Page Editor Emergency Alerts
Best-in-Class Search Engine Meeting Agendas/Minutes/Videos
Social Media Integration Event Calendar
Web Page Categories - create a page once, Page Versioning / Audit Trail
have it show up in multiple places Latest News / Press Releases
Department Micro-sites (sites-within-a-site) Anti-spam controls
Rotating Banners and Headline Articles Email Harvesting Protection
Online Job Postings Broken Link Finder
Online Bid/RFP Postings Dynamic Sitemap
Photo Album Slideshows Support for Windows, Mac, Linux
Google Maps Integration Video integration (YouTube, Vimeo, etc.)
Resource/Document Center Client owns rights to all data
Image auto-scaling and resizing Organization/Staff Directory
Site Metrics (Google Analytics) Frequently Asked Questions (FAQs)
Scheduled Publish On/Off Dates Share This Button (Facebook/Twitter)
Unlimited User logins Secure Pages / SSL
Unlimited Content Printer Friendly Pages
Word-like WYSIWYG Editor RSS Feeds Inbound/Outbound
Private Pages – staff view only Email Subscriptions / Notifications
Optional Features/Services
Projects Directory Business Directory
Parks and Trails Directory Facility Reservations
Property Directory (Commercial/Industrial) Specialty Sub-site Graphic Designs
Citizen 311 Board Management
Page 9 of 18
GovTech Top 100 Innovators
2016-2020MEETING AND AGENDA MANAGEMENT (OPTIONAL)
Municode Web includes a standard feature to post meeting agendas and minutes. Many organizations seek the
additional features of an agenda management solution such as agenda item approval workflow, auto-generated
PDF/Word agendas, live council voting/roll call, and audio/video integration.
Municode Meetings is the easiest-to-use and most modern agenda management system in the industry. It is a
100% cloud-based offering that will greatly reduce the staff time and effort required to create and publish online
agendas and minutes.
Key Project Deliverables
BOARD/COMMITTEE SETUP - configure as USERS/ROLES/PERMISSIONS - create and
many boards as you need - no limit configure unlimited user accounts
MEETING TEMPLATE DESIGN - design one or ANNUAL SERVICE - 99.95% up-time
more meeting templates to your custom guarantee, data backups, disaster recovery
specifications SUPPORT - 8AM to 8PM Eastern phone and
TRAINING email support; 24x7x365 emergency support
WORKFLOW - setup custom agenda item
approval workflows
Standard Features
Unlimited Meetings and Agenda Templates Create Meeting Minutes
Unlimited Meeting Agenda Templates Approve Items with Approval Workflow
Unlimited Users Auto Publishing Agenda, Agenda Packet,
Create Meetings Minutes to the web
Submit/Add Agenda Items Self-service YouTube video time stamping
Attach agenda item files Integration with Swagit Video (coming soon)
Create Agendas Voting/Roll Call
Create Agenda Packets Integration with Municode Web calendar
Service and Support
Guaranteed Uptime
We will guarantee service uptime of 99.95%. In the event this service level is not met within a given month,
you will receive a credit for that month's service.
24x7 Customer support:
We will provide you contact numbers to reach us 24x7x365 for catastrophic site issues. We will also be
available from Monday to Friday 8AM-8PM EST via email and phone to handle routine questions from staff.
Security upgrades:
We will perform security upgrades and other optimizations during off-hours, typically between the hours of
12-3AM PST, if such work requires your meetings to be off-line. We will provide at least 14 days’ notice for
any non-emergency maintenance that requires down-time.
Site Monitoring and Site Recovery:
Our auto-monitoring software continually monitors performance and instantly alerts us when problems occur.
We act as soon as possible and no later than two hours after problems are detected.
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2016-2020PROJECT TIMELINE AND APPROACH
Project Timeline Sample
Client Responsibilities
The client’s responsibility and the key to a smooth on-time deployment is providing the initial information and
approving proofs quickly.
The Client will make available to Municode relevant images, photos, logos, colors, and other branding
material as well as an inventory of existing applications, websites, and content at the start of this effort. The
Client will create new content copy as needed.
The Client will assign a single point of contact for Municode to interact with that will be responsible for
coordinating the schedules of other project stakeholders.
The Client will review any deliverables requiring formal approval within 5 business days and return all
comments/issues at or before those 5 days have elapsed.
The Client will assign one person who will act as the "ultimate decision maker" in the case where consensus
among the team cannot be reached.
The Client must agree to applicable terms of services for Google related services such as Google Analytics and
Google Maps to access those features. Municode is not responsible for Google’s decisions related to
discontinuing services or changing current APIs.
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2016-2020Project Phase Descriptions
Phase 1: Analyze and Confirm Requirements Deliverables
Website Assessment:
Municode will complete an analysis of your current website(s) to assess the
existing navigation, features/functions, and quality of content.
Organizational Overview Inventory/Survey:
Organization Survey
Municode will provide an organizational overview document for you to
complete as part of this assessment.
Website Design Meeting:
Website design
Municode will conduct a design meeting with a client-defined web advisory
specification sheet
team. We recommend the advisory team be limited to a maximum of 6
(graphic design and
members. This design meeting will allow the website advisory team to provide
information / navigation
input regarding the overall design of the new website, including the site
design)
branding as well as high-level site navigation. This team will act as the initial
review team for website design concepts. In addition, this team will act as the
final review team for the website before it is approved for go-live.
Phase 2: Design and Build phase Deliverables
Design Concept Creation and Approval (Custom Designs):
Municode will complete home page design concepts for the Home Page and Design concepts
inner pages. These design concepts will incorporate all the graphical elements
Finalized design (Sketch,
as well as the high-level sitemap. You will select a winning concept after going
Figma, or Photoshop)
through a series of iterative design revision meetings. We allow for a total of 6
revisions.
Website Setup, Configure, and Customization:
Municode will create a fully functional website that includes the functional Functional beta website
elements described in this proposal. As part of the website setup, Municode will with approved design
finalize any remaining elements to the approved design and navigation. Content migration
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2016-2020Phase 3: Migrate Content Deliverables
Content Finalization and Departmental Acceptance
Municode migrates initial content and your trained staff finalizes prior to go-live. Content creation and
See pricing section for specific number of included pages. migration
Departmental content
Meeting Agendas and Minutes: Client completes an excel template with
information regarding each meeting plus corresponding files. Municode will then ‘signoff’
auto-import that content. Files must be provided with a standard naming
convention to allow for auto parsing of date. (i.e. minutes_061516.pdf, etc.)
Standard Web Pages: A standard web page is defined as a page that contains a
title, body text, and up to a total of 5 links, file attachments, or images. If you
require migration of more complex pages, we can provide a custom quote.
Directory pages (Staff Directory, Projects, Commercial/Industrial Properties,
Business Directory, Ordinances/Resolutions): Client completes manually or may
request a custom quote. For custom quotes, client completes an excel template
with directory data and Municode auto-imports directory content.
Phase 4: Staff Training Deliverables
Staff Training On-site (if applicable)
Throughout the development and after launch, our customers have access to Web teleconference
training, resources and educational opportunities that help them thrive. Our
Videos and User guides
initial training is offered to administrators and content contributors.
Phase 5: Testing Deliverables
Municode Functional Testing
Completing Testing
Municode will perform a series of tests across multiple browser and operating Checklists
system versions to confirm site functionality. These tests will confirm proper
functionality of all features documented in this proposal.
Acceptance Testing
Staff will review the website for completeness. Municode will have completed Site acceptance by client
functional testing and cross-browser compatibility testing.
Go Live Deliverables
Go-Live
Accepted Final
We will work with you to make the appropriate ‘A’ Record DNS entry changes to
Live Website
begin the process of propagating the new production web server IP address.
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2016-2020HOSTING, MAINTENANCE, AND CUSTOMER SUPPORT
Hosting
We provide first-class hosting services in a secure data center. We take cyber security seriously. Your website will
be secure from multiple perspectives:
Data Center
We host your website in a secure data center. The data center is manned 24x7x365. Your website is
maintained using firewalls, load balancers, multiple web application servers, and a database server. We apply
security updates to the entire web server stack on a regular basis.
Data transmission
We guarantee up to 1 Terabyte of data transfer per month.
Web CMS software security
We apply security updates to your Drupal-based CMS whenever updates are posted. Your website is built on
Drupal software that has the confidence of millions of websites in both the private sector and public sector,
including whitehouse.gov, the City of Boston and the City of Los Angeles. Several built-in security mechanisms
are in place to prevent cross-site scripting attacks.
Web transmission security
Your website is secured with SSL to encrypt transmission of data. We SSL-enable every page on your website
for maximum security.
User authentication security
Our solution is configured with granular role-based permissions, and each user is required to login with a
unique user id and password. We also offer a two-factor authentication option using Google Authenticate if
that should be something you are interested in pursuing.
Data Backup
We back up your data in multiple geographic locations. Backups occur daily, weekly, monthly, and up to 7
years of annual data backups.
Guaranteed Uptime
Municode guarantee web server uptime of 99.95%. In the event this service level is not met within a given
month, you will receive a credit for that month's service
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2016-2020Maintenance and Customer Support
24x7 Customer support:
We will provide you contact numbers to reach us 24x7x365 for catastrophic site issues. We will also be
available from Monday to Friday 8AM-8PM EST via email and phone to handle routine website operation
questions from staff.
Security upgrades:
Municode will apply security upgrades to your solution’s core and contributed modules ensuring that your
website stays secure. Municode will perform security upgrades and other web server and website
optimizations during off-hours, typically between the hours of 9PM-3AM Pacific, if such work requires taking
the website off-line. We will provide at least 14 days’ notice for any non-emergency maintenance that
requires down-time.
Site Monitoring and Site Recovery:
Municode will install auto-monitoring software routines that continually monitor website performance and
alert us when problems occur. We will act as soon as possible and no later than two hours after problems
are detected.
Free feature upgrades:
As we update our base Municode features, you receive those upgrades for FREE.
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2016-2020PROJECT COSTS
Design, Development, and Implementation Phase $10,700
• Fully functional Municode CMS with all base features
• Responsive mobile-friendly website with custom design
• Content migration; up to 250 pages; 5 years meetings migration
• Training: web teleconference, video, user guides
Annual Hosting, Maintenance, and Customer Support $3,200 / year
• 80GB disk space and up to 1 terabyte data transfer per month
• 99.95% up-time guarantee, telephone support 8AM-8PM Eastern
• Email support with one-hour response time during working hours
• Emergency 24x7 support
• Up to 3 hours’ webinar refresher trainings per year
Total Year 1 Costs $13,900
Select Additional Website Options
Projects Directory $200 per year
Parks and Trails Directory $200 per year
Property Listings (Commercial/Industrial) $200 per year
Facility Reservations $1500 setup + $900 per year
Citizen 311 (service request) $1500 setup + $800 per year
Business Directory $750 setup + $600 per year
Microsite color/logo customization $500 one-time (per microsite)
Specialty sub-site graphic designs $3500 + $600 per year (per design)
Site graphic redesign every 4th year $600 per year (per design)
Additional on-site visits (training, consultation, etc.) $1500 day 1, $1000 per day (days 2+)
Custom Feature Development $150 per hour or fixed bid quote
Meeting and Agenda Management (Municode Meetings) $3,800 per year
Board Management $1,000 per year
PAYMENT SCHEDULE
Year 1
Sign contract 50% of one-time costs
Implement design and features 50% of one-time costs
Conduct training (site moved to production / annual support begins) annual hosting and support
Notes
• No long-term commitments required. We will earn your trust. You may cancel service at any time.
• Guaranteed pricing. Hosting and Support fees will not increase for first three years.
• Annual hosting and support fees starting year four will increase according to the previous year-ending
Consumer Price Index (CPI) for All Urban Consumers.
• Payment schedule will be adjusted accordingly based on selected optional features.
• 2, 3, or 4-year interest-free payment plan available upon request2, 3, or 4-year interest-free payment plan
available upon request
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GovTech Top 100 Innovators
2016-2020SERVICES AGREEMENT
This agreement (“AGREEMENT”) is entered between Blanchard, Oklahoma (“CLIENT”) and Municipal Code
Corporation (“CONSULTANT”).
1. Term of AGREEMENT. This AGREEMENT shall commence effective the date signed by the CLIENT. It shall
automatically renew annually. This AGREEMENT shall terminate upon the CLIENT's providing CONSULTANT with
sixty (60) days' advance written notice.
2. Compensation. It is understood and agreed by and between the parties hereto, that the CLIENT shall pay the
CONSULTANT for services based on the payment schedule provided as set forth in the section marked “Payment
Schedule”. Payment will be made to CONSULTANT within thirty (30) days of the receipt of approved invoices for
services rendered.
3. Scope of Services. CONSULTANT’s services under this AGREEMENT shall consist of services as detailed in the
attached proposal including appendices (“SERVICES”). SERVICES may be amended or modified upon the mutual
written AGREEMENT of the parties.
4. Integration. This AGREEMENT, along with the SERVICES to be performed contain the entire agreement
between and among the parties, integrate all the terms and conditions mentioned herein or incidental hereto,
and supersede all prior written or oral discussions or agreements between the parties or their predecessors-in-
interest with respect to all or any part of the subject matter hereof.
5. Warranty. CONSULTANT warrants that any services provided hereunder will be performed in a professional
and workmanlike manner and the functionality of the services will not be materially decreased during the term.
6. Liability. CONSULTANT’s total liability arising out of any acts, omissions, errors, events, or default of
CONSULTANT and/or any of its employees or contractors shall be limited by the provisions of the AGREEMENT
and further limited to a maximum amount equal to the fees received by CONSULTANT from CLIENT under this
AGREEMENT.
7. Termination. This AGREEMENT shall terminate upon the CLIENT's providing CONSULTANT with sixty (60) days'
advance written notice. In the event the AGREEMENT is terminated by the CLIENT's issuance of said written
notice of intent to terminate, the CONSULTANT shall pay CLIENT a pro-rated refund of any prepaid service fees
(for the period from the date of the termination through to the end of the term). If, however, CONSULTANT has
substantially or materially breached the standards and terms of this AGREEMENT, the CLIENT shall have any
remedy or right of set-off available at law and equity.
8. Independent Contractor. CONSULTANT is an independent contractor. Notwithstanding any provision
appearing in this AGREEMENT, all personnel assigned by CONSULTANT to perform services under the terms of this
AGREEMENT shall be employees or agents of CONSULTANT for all purposes. CONSULTANT shall make no
representation that it is the employee of the CLIENT for any purposes.
9. Confidentiality. (a) Confidential Information. For purposes of this AGREEMENT, the term "Confidential
Information" means all information that is not generally known by the public and that: is obtained by
CONSULTANT from CLIENT, or that is learned, discovered, developed, conceived, originated, or prepared by
CONSULTANT during the process of performing this AGREEMENT, and relates directly to the business or assets of
CLIENT. The term "Confidential Information" shall include, but shall not be limited to: inventions, discoveries,
trade secrets, and know-how; computer software code, designs, routines, algorithms, and structures; product
information; research and development information; lists of clients and other information relating thereto;
financial data and information; business plans and processes; and any other information of CLIENT that CLIENT
informs CONSULTANT, or that CONSULTANT should know by virtue of its position, is to be kept confidential.
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GovTech Top 100 Innovators
2016-2020(b) Obligation of Confidentiality. During the term of this AGREEMENT, and always thereafter, CONSULTANT
agrees that it will not disclose to others, use for its own benefit or for the benefit of anyone other than CLIENT, or
otherwise appropriate or copy, any Confidential Information except as required in the performance of its
obligations to CLIENT hereunder. The obligations of CONSULTANT under this paragraph shall not apply to any
information that becomes public knowledge through no fault of CONSULTANT.
10. Assignment. Neither party may assign or subcontract its rights or obligations under this AGREEMENT
without prior written consent of the other party, which shall not be unreasonably withheld. Notwithstanding the
foregoing, either party may assign this AGREEMENT in its entirety, without consent of the other party, in
connection with a merger, acquisition, corporate reorganization, or sale of its assets.
11. Cooperative Purchasing. CONSULTANT and CLIENT agree that other public agencies may purchase goods
and services under this solicitation or contract at their own cost and without CONSULTANT or CLIENT incurring
any financial or legal liability for such purchases.
12. Governing Law. This AGREEMENT shall be governed and construed in accordance with the laws of the State
of Florida without resort to any jurisdiction’s conflicts of law, rules, or doctrines.
Submitted by:
Municipal Code Corporation
By: __________________________________
Title: Brian Gilday - President, Website Division
Accepted by:
By: __________________________________
Title:
Date:
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GovTech Top 100 Innovators
2016-2020AGENDA NO. - 5 ___________________________
EXECUTIVE SESSION ___________________________
ADJOURNMENT ___________________________
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