HomeMy WebLinkAboutDocumentation_Regular_Tab 03_12/11/20081. VILLAGE COUNCIL MEETING:
VILLAGE OF TEQUESTA
AGENDA ITEM TRANSMITTAL FORM
Meeting Date:
December 11, 2008 Meeting Type: Regular Ordinance #: N/A
Consent Agenda: Yes Resolution #: N/A
Originating Department: Police
2. AGENDA ITEM TITLE: (Wording form the SUBJECT line of your staff report)
GovDelivery Email Broadcast System
3. BUDGET /FINANCIAL IMPACT:
Account #: 001-160-534.300 -Other
Contractual Services Amount of this item: $1,500.00
Current Budgeted Amount Available: Amount Remaining after item:
$24,533.23 $23,033.23
Budget Transfer Required: No Appropriate Fund Balance: No
4. EXECUTIVE SUMMARY OF MAJOR ISSUES: (This is a snap shof description of the agenda item)
Request approval to subscribe to the email broadcast system provided by GovDelivery. GovDelivery will allow
the Village to automate the subscription and management of email services provided to the citizens. The
system will give the citizens more control over the email subscriptions and will provide additional
communications opportunities not possible with the current provider, CivicPlus.
5. APPROVALS:
Dept. Head: - ~~~ ~ i nce Director: [Approved ~ ~~~
s
^ No Financial Impact
Attorney: (for legal sufficiency) Keith Davis. ESQ Yes ^ No ^
Village Manager:
• SUBMIT FOR COUNCIL DISCUSSION:
• APPROVE ITEM:
• DENY ITEM: ^
Form amended 08/26/08
Routing Sheet Process
1. Send ALL completed forms to
Finance for review ONE WEEK prior
to agenda items due into Clerk's
Office.
2. Finance sends Routing Sheet to
Clerk by deadline.
3. Clerk formulates agenda and sends
to Manager for review /approval. ~
~~o„~sTq ; TEQUESTA POLICE DEPARTMENT ~ ,,
~o~ic~-~~i MEMORANDUM
PT
To: Michael R. Couzzo, Jr.
Village Manager
From: Chief William E. McCollo
Date: November 25, 2008
Subject: GOVDELIVERY -EMAIL BROADCAST SYSTEM
Attached for Council approval is the GovDelivery Email Subscription Management
Agreement. GovDelivery is an email broadcast solution purposely built for Government
to Citizen Communication.
GovDelivery is specifically tailored for Government application, where other vendors are
designed for business marketing. Although other hosted products do exist, they do not
provide the features, level of service, ease of use, or seamless integration of the
GovDelivery solution. Because of this, GovDelivery has features that provide significant
benefits to our residents that are unique only to GovDelivery (Please see below).
IT Specialist Brad Gomberg is recommending GovDelivery as the sole source vendor
for the email broadcast service, based on the following features that only GovDelivery
provides:
- User Subscription Management that offers awide-range of topics as "subscription options" so your website
visitors can select topics of specific interest to them.
Automated Workflow that connect website updates to subscription options. The system monitors an
organization's website for content updates and automatically sends email messages to citizen subscribers
based on their personal preferences when new information is posted. This unique approach allows the
subscription system to "piggyback" on the government entities current workflow process for keeping its
website updated. In addition, automated workflow is flexible so that the government can manually target
messages and e-newsletters even when website updates don't occur. Content can be delivered directly to the
public through email or wireless alerts or citizens can be offered a link back to the website.
- Delivery Infrastructure that ensures rapid delivery of messages to the appropriate subscribers. Well-
deployed DSM should maximize the number of emails that reach the inbox instead of the Spam filter.
Please see the following page for a comparison of GovDelivery to your average Email
Broadcast in-house solution:
Out-of-the-box solution with no programming required to
launch, maintain, and/or add new subscription options; web-
based for seamless upgrades to system
Proprietary Page Watch system automatically monitors
changes and proactively generates email alerts to
subscribers (or administrators) when content is updated
Citizens are empowered with 10 to 40 times more
subscription choices located throughout the website
Single-user profiles make subscription management easy
for citizens and administrators
Extensive programming required to launch system and add
subscription options; upgrades take valuable time and
resources
Extensive administrative support required; web content
managers typically must send email notices manually when
website content changes
One-size-fits-all solution with limited subscription choices in
few places on site
Citizens often required to sign up to many separate lists
rather than maintain asingle-user profile
300% to 1,100% more subscribers means more information Fewer subscription options mean fewer subscribers and
"pulled" by citizens; increases website usage by 20% to return website visits
50%
No software or hardware installation and no hidden costs or Software and hardware usually required; additional fees
consulting fees; unlimited training and support required for setup and support
I have attached all of the necessary documents to submit the Agreement to Council. Attorney Keith
Davis has rewritten the original agreement to satisfy the legal form and sufficiency.
If you concur, I would request that the Agreement is placed on the December 11, 2008 Council
agenda.
Page 1 of 3
Attachments can contain viruses that may harm your computer. Attachments may not display correctly.
Gomberg, Brad
From: McCollom, William Sent: Thu 11/20(2008 8:01 PM
To: Gomberg, Brad
Cc:
Subject: FW: proposal/contract
Attachme~: !~ Agreement E-mail Subscription-GovDelivery 2008 doc 48KB~
See if the vendor will sign the attached.
Chief
From: keith W. Davis [mailto:keth@corbettandwhite,com]
Sent: Thu 11/20/2008 6:07 PM
To: McCollom, William
Subject: RE: proposal/contract
Chief:
As we discussed, the proposal is a little "loose" in its terms; as
such, see if they'll agree to sign the attached, which would make their
proposal Exhibit A. Let me know. Thanks. 762-1766 is my cell # for
tomorrow (Friday).
Keith W. Davis, Esq.
Corbett and White, P.A.
Tel: (561) 586-7116
-----Original Message-----
From: McCoilom, William [mailto;vvmccollom@tequesta.org]
Sent: Monday, November 17, 2008 2:30 PM
To: keith W. Davis
Subject: FW: proposal/contract
Please review for legal farm and sufficiency.
Thanks,
Chief William E. McCollom
Tequesta Police Department
357 Tequesta Drive
Tequesta, FI 33469
(561) 744-4019
(561) 745-7877 FAX
(561) 431-0572 eFax
wmccollom@tequesta.org
Florida has a very broad public records law. Most written communications to
https://teq-exh/exchange/bgomberglInbo~FW:%20proposal_xF8FF contract.EML?Cmd=... 12/1/2008
Page 2 of 3
or from state or local officials regarding state or local business are
considered to be public records and will be made available to the public and
the media upon request. Therefore, your email message is subject to
disclosure.
-----Original Message-----
From: Gomberg, Brad
Sent: Tuesday, November 04, 2008 3:56 PM
To: McCollum, William
Subject: FW: proposal/contract
Just need this signed
Thank you,
Brad Gomberg
Director of IT / IS
The Village of Tequesta
561-744-4055
561-262-5173 C.
www.tequesta.org
-----Original Message-----
From: Deb Castle [mailto;deb.castle@govdeliverycom]
Sent: Tuesday, November 04, 2008 3:17 PM
To: Gomberg, Brad
Subject: proposal/contract
Hi Brad,
Attached is the proposal/contract. Please read it over, sign and fax it
back. The fax number is below.
I have a request in for kick off meeting option times with your account
manager. As soon as I hear back from her, I'll forward them along and we can
find a time that works for you and her.
Thanks,
Deb
Deb Castle
Senior Business Development Specialist * GovDelivery 380 Jackson Street,
Suite 550 s Saint Paul, MN 55101
Direct: 651-379-6224
Fax: 651-665-0943
www.govdelivery.com <http://www.govdelivery.com > > P Think before you print
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Gomloerg, Brad
From: Deb Castle [deb.castle@govdelivery.com] Sent: Fri 11/21/2008 3:44 PM
To: Gomberg, Brad
Cc:
Subject: RE: Expanded Agreement
Attachments:
Got it.
Thanks,
Deb Castle
GovDelivery, Inc.
-----Original Message-----
From: Gomberg, Brad [ma{to:bgomberg@tequesta.org]
Sent: Friday, November 21, 2008 2:43 PM
To: Deb Castle
CC: McCollom, William
Subject: Expanded Agreement
Deb,
Per our conversation the expanded agreement is attached. Please let me
know as soon as you hear back from your CFO
Thank you,
Brad Gomberg
Director of IT / IS
The Village of Tequesta
561-744-4055
561-262-5173 C.
www.tequesta.org
-----Original Message-----
From: Deb Castle [mailto:deb.castle@govdelvery.com]
Sent: Wednesday, November 05, 2008 3:15 PM
To: Gomberg, Brad
Subject: media package
Hi Brad,
Here <http://vvwvv.govdelivery.com/hidden/clientmarketing.html> is the
media kit as promised. Talk to you tomorrow!
https://teq-exh/exchange/bgomberg/Inbox/RE:%20Expanded%20Agreement.EML?Cmd=o... 12/1 /2008
Page 2 of 2
-Deb
Deb Castle
Senior Business Development Specialist s GovDelivery
380 Jackson Street, Suite 550 s Saint Paul, MN 55101
Direct: 651-379-6224
www.govdelivery.coi'n <http://www.govdelivery.com>
P Think before you print
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Checked by AVG - http:J/www.avg.com
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11/6/2008 7:58 AM
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You replied on 11/24/2008 3:34 PM.
Gomberg, Brad
From: Deb Castle [deb.castte@govdelivery.com] Sent: Mon 11/24/2008 3:34 PM
To: Gomberg, Brad
Cc: McCollom, William; Darren Gerke
Subject: RE: Expanded Agreement
Attachments:
Hi Brad,
The signed agreement will be faxed back to you along with the W-9 that
Eve requested by end of day today.
Thanks,
Deb Castle
GovDelivery, Inc.
-----Original Message-----
From: Gomberg, Brad [mailtobgomberg@tequesta.org]
Sent: Friday, November 21, 2008 2:43 PM
To: Deb Castle
Cc: McCollum, William
Subject: Expanded Agreement
Deb,
Per our conversation the expanded agreement is attached. Please let me
know as soon as you hear back from your CFO
Thank you,
Brad Gomberg
Director of IT / IS
The Village of Tequesta
561-744-4055
561-262-5173 C.
www.tequesta.org
No virus found in this incoming message.
Checked by AVG - http://www.avg.com
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VILLAGE OF TEQUESTA
E-MAIL SUBSCRIPTION MANAGEMENT AGREEMENT
This Agreement entered into this day of December 2008, effective immediately,
by and between GovDelivery, Inc., a Minnesota corporation, with offices located at 380 Jackson
Street, Suite 550, St. Paul, Minnesota 55101, hereinafter referred to as the "CONTRACTOR"
and the VILLAGE OF TEQUESTA, a municipal corporation, with offices located at 345
Tequesta Drive, Tequesta, Florida 33469, hereinafter referred to as the "VILLAGE."
WITNESSETH
The VILLAGE and the CONTRACTOR, in consideration of the mutual covenants
contained herein and for other good and valuable consideration, the receipt and value of which is
hereby acknowledged by both parties, hereby agree as follows:
1. SCOPE OF SERVICES: The VILLAGE and the CONTRACTOR both hereby
agree to enter into this Agreement whereby the CONTRACTOR will provide an automated
e-mail subscription management system and perform e-mail subscription services for the
VILLAGE pursuant to and in accordance with the CONTRACTOR'S proposal (the "Proposal")
attached hereto as Exhibit "A". The Scope of Services as set forth in the Proposal shall be
carried out in the manner as specifically and individually set forth in each section of the entire
Proposal.
2. INDEPENDENT CONTRACTOR: The CONTRACTOR will perform
required services on an independent contractor basis and shall be solely responsible for securing
at its own expense, all necessary personnel, equipment and materials required to perform the
services under this Agreement. Such personnel shall not be considered employees of or have any
contractual relationship with the VILLAGE. The CONTRACTOR shall be responsible for all of
its employees' payroll taxes to include, but not be limited to Federal Income Withholding Tax,
Worker's Compensation, FICA, and Federal and State Unemployment taxes. The
CONTRACTOR is responsible for proper certification and licensure of all its officers and
employees and for the provision of benefits, insurance, etc. for its officers and employees. All of
the services required hereunder shall be performed by the CONTRACTOR or under its
supervision, and all personnel engaged in performing the services shall be fully qualified to
perform such services and shall be licensed to perform such services if required, authorized or
permitted under state or local law. The CONTRACTOR agrees that it is fully responsible to the
VILLAGE for the acts and/or omissions of subcontractors and of persons either directly or
indirectly employed by the CONTRACTOR. All of the CONTRACTOR'S personnel (and all
subcontractors) while on the VILLAGE'S properly will comply with all the VILLAGE'S
requirements governing conduct, safety and security.
3. COMMENCEMENT DATE; RENEWAL; TERMINATION: The Project
will commence immediately from the date of execution of this agreement. This Agreement shall
renew automatically for consecutive 12-months period if no written notice to terminate is given.
Either party to this Agreement may terminate the Agreement upon thirty (30) days written notice
to the other party.
4. COMPENSATION: The VILLAGE agrees to pay the CONTRACTOR in
accordance with the Proposal. The fee for services provided pursuant to the Proposal shall be one
hundred fifty dollars ($150.00) per month. CONTRACTOR'S normally assessed one-time fee of
$1,500.00 for system setup services is waived.
5. SCHEDULE OF PAYMENT: The CONTRACTOR shall submit monthly
billing to the VILLAGE for payment on or before the 5th day of the month or at the VILLAGE'S
option, this monthly fee may be paid in one lump sum on an annual basis. Monthly billing will
continue in subsequent years so long as the Village of Tequesta offers links to GovDelivery
functionality from its website.
6. EXPENSES: The VILLAGE shall not reimburse the CONTRACTOR for any
travel costs incurred as a direct result of the CONTRACTOR providing deliverables to the
VILLAGE in pursuance of the scope of work contained in the Proposal.
7. COMPLIANCE WITH LAWS: The CONTRACTOR hereby represents that it
has complied and shall continue to comply with all applicable Federal and State statutes and
local ordinances. Further, the CONTRACTOR shall be solely responsible for obtaining and
complying with all necessary permits, approvals and authorizations required for the services
provided hereinabove under Scope of Services to be performed pursuant to the terms of this
Agreement from any federal, state, regional, county or VILLAGE agency. In addition, as
provided in Sec. 287.132-133, Florida Statutes, by entering into this Agreement or performing
any work in furtherance hereof, the CONTRACTOR certifies that it, its affiliates, suppliers,
subcontractors and consultants who will perform hereunder, have not been placed on the
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convicted vendor list maintained by the State of Florida Department of Management Services
within the thirty six (36) months immediately preceding the date her~f. This notice is required
by Sec. 287.133(3)(a), Florada Statutes.
8. JURISDICTION/VENUE: This Agreement shall be governed by the laws of
the State of Florida. Venue for the redress of any dispute arising out of this Agreement shall be
in Palm Beach County, Florida.
9. ATTORNEYS FEES: In the event a dispute arises concerning this Agreement,
the prevailing party shall be awarded reasonable attorneys' fees, including fees on appeal.
10. NOTICE: Notice as may be required in this Agreement shall be sufficient when
sent by certified mail or hand delivered to the Parties at the following addresses:
VILLAGE CONTRACTOR
Village of Tequesta GovDelivery, Inc.
345 Tequesta Drive 380 Jackson Street, Suite 550,
Tequesta, Florida 33469 St. Paul, Minnesota 55101
ATTN: Michael Couzzo ATTN: Ja Perbix
11. NON ASSIGNMENT: The CONTRACTOR shall not transfer or assign its
duties, obligations or rights as contained in the Agreement without prior written consent of the
VILLAGE.
12. ENTIRE AGREEMENT: This four (4) page Agreement constitutes the entire
agreement between the parties; no modification shall be made to this Agreement unless such
modification is in writing, agreed to by both parties and attached hereto as an addendum to this
Agreement.
1N WITNESS WHEREOF, the parties hereto have executed this Agreement the date and
year first above written.
WITNESSES: CONTRACTOR: GovDelivery, Inc.
( rate Seal)
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ATTEST:
Lori McWilliams, CMC
Village Clerk
[VILLAGE SEAL]
VILLAGE OF TEQUESTA
Michael Couzzo
Village Manager
APPROVED AS TO FORM AND LEGAL
SUFFICIENCY
Trela White, Esq.
Village Attorney
Y:\dots\Tequesta\Agreements\Agreement E-mail Subscription-Govllelivery 2008.doc
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