HomeMy WebLinkAboutGranicus, LLC - Contract#: 24004 Expire DT: 9/15/2024 (2)Town of Oro Valley Contract No. 24004
Online Constituent Engagement Platform for
General Plan Creation
TOWN CONTACT:
Information and Technology Department
Neil Falls, Information Technology Director
520-229-4730
cnfalls@orovalleyaz.gov
PROCUREMENT CONTACT:
Procurement Division
Cherie Odeski, NIGP-CPP, CPPO, CPPB, Chief Procurement Officer
(520) 229-4722
caodeski@orovalleyaz.gov
&
CONSULTANT CONTACT
Jake Stechmann
Digital Account Executive
Phone: 1-214-616-2696
Jake.Stechmann@granicus.com
Granicus, LLC
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TOV Contract No. 24004 Granicus, LLC
THIS CONTRACT is made and entered into by and between the Town of Oro Valley, a Municipal
Corporation (the “Town”), and the firm of Granicus, LLC., (hereinafter the “Consultant”). The Contract
terms and provisions that follow, the Town’s competitive Request for Proposals No. 24004, fully
incorporated herein by reference, the Consultant’s original proposal response is included herein as Exhibit
A, all constitute the entirety of this Contract at its inception.
WITNESSETH:
WHEREAS, the Chief Procurement Officer of the Town of Oro Valley is authorized and empowered to
execute contracts for Services on behalf of the Town.
NOW THEREFORE, for and in consideration of the mutual covenants and conditions hereinafter
contained, it is agreed by and between the Town and the Consultant as follows:
SECTION I – DESCRIPTION OF PROJECT / SCOPE OF WORK
The Town desires to engage the Consultant to provide software services per the Consultant’s original
proposal and Scope of Work in Exhibit A herein. In the event of any conflict between the terms,
conditions and provisions contained in Exhibit A hereto and those terms and conditions in pages two
through eight herein, the terms, conditions and provisions in pages two through eight herein shall govern
and be controlling.
SECTION II – PERIOD OF SERVICE
The term of this contract shall commence upon award and shall remain in effect for one year unless
sooner terminated or further extended pursuant to the provisions of this contract.
SECTION III – COMPENSATION AND PAYMENT SCHEDULE
In consideration of the performance of the services described in Scope of Work, the Town shall pay the
Consultant a fee of $18,800.00 (eighteen thousand eight hundred Dollars and Zero Cents), and the
Consultant shall charge the Town only in accordance with this same total amount.
Payment shall be made per Exhibit A Consultant’s fee invoice and work progress reports provided to the
Town. Consultant must provide a clear, detailed invoice reflecting the Town Department responsible for
payment, items being billed for.
SECTION IV – APPROVALS
All work shall be subject to approval by the designated Town Project Manager or designee.
The Consultant agrees to exercise the skill and care which would be exercised by professionals
performing similar services within the contract time frame and locality. Should failure to meet this
standard of care result in errors, omissions, deficiencies and/or discrepancies in the product(s) of
professional service(s) as contracted herein, the Consultant shall undertake, at its sole expense, any/all
corrective revisions, adjustments and/or modifications necessary to resolve the unacceptable product.
SECTION V – INDEPENDENT CONSULTANT
It is clearly understood that each party shall act in its individual capacity and not as an agent, employee,
partner, joint venturer or associate of the other. An employee or agent of one party shall not be deemed
or construed to be the employee or agent of the other party for any purpose whatsoever.
The Consultant is advised that taxes or social security payments shall not be withheld from a Town
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TOV Contract No. 24004 Granicus, LLC
payment issued hereunder and that the Consultant should secure arrangements to directly pay such
expenses, if any.
The Town will not provide any insurance coverage to the Consultant, including Workers’ Compensation
coverage.
SECTION VI – AMENDMENTS
Whenever a change in the scope of work is determined to be necessary, the work will be performed in
accordance with the Contract provided. Before a change in the scope of work is implemented, an
amendment shall be executed by the Town and the Consultant. Additions to, modifications of or deletions
from the project may be made and the compensation to be paid to the Consultant may be adjusted
accordingly by mutual written agreement of the contracting parties. It is agreed that no claim for extra
work by the Consultant will be allowed by the Town except as provided, nor shall the Consultant do any
work not covered by this Contract unless the work is authorized through an amendment and signed by
both parties PRIOR to starting any additional work.
TIME IS OF THE ESSENCE for this Contract. When the Consultant submits a request for additional time
for which work must be completed in a contract, justification outlining the reason for applying for the
extension must be provided and a date the work will be completed. If the extension is agreed to and
signed by the Town and the Consultant, it binds the Consultant to complete the work by the extended
date designated in the amendment unless the delay in completion of the work by the Consultant results
from an unforeseeable cause beyond the control and without the fault or negligence of the Consultant. It
is agreed the Town’s only liability for delay from any cause shall be limited to granting a time extension
to the Consultant. There is no other obligation, expressed or implied, on part of the Town to the
Consultant for delay from any cause.
SECTION VII – OWNERSHIP OF DOCUMENTS
All documents, working, draft, final and otherwise, prepared in the performance of this Contract shall
become and remain the property of the Town.
SECTION VII – OTHER CONTRACTS
The Town may, as its sole option, enter into Contracts for the same and/or additional work related to these
services.
SECTION IX – NO KICK-BACK CERTIFICATION
The Consultant warrants that no person has been employed or retained to solicit or secure this Contract
upon an agreement or understanding for a commission, percentage, brokerage or contingent fee; and that
no member of the Town Council or any employee of the Town has an interest, financial or otherwise, in
the Consultant’s firm.
For breach or violation of this warranty, the Town shall have the right to annul this Contact without liability
or, at its discretion, to deduct from the Contract Price or consideration, the full amount of such
commission, percentage, brokerage or contingent fee.
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TOV Contract No. 24004 Granicus, LLC
SECTION X – CONFLICT OF INTEREST
This Contract is subject to the provisions of A.R.S. § 38-511 which provides in pertinent part that the
State, its political subdivisions or any department of either may, within three years after its execution,
cancel any contract, without penalty or further obligation, made by the State, its political subdivisions, or
any of the departments or agencies of either if any person significantly involved in initiating, negotiating,
securing, drafting or creating the Contract on behalf of the State, its political subdivisions or any of the
departments or agencies of either is, at any time, while the Contract or any extension of the Contract is
in effect, an employee or agent of any other party to the Contract in any capacity or a Consultant to any
other party to the Contract with respect to the subject matter of the Contract.
SECTION XI – ASSIGNMENT
This Contract shall not be assignable except at the written consent of the parties, and it shall extend to
and be binding upon the heirs, executors, administrators, successors and assigns of the parties.
The Consultant may assign money due to him under terms of this Contract to a banking or lending
institute. The Town may assist the Consultant in performing the assignment by testifying to the progress
of the work as may be required.
SECTION XII – ENFORCEMENT, LAWS AND ORDINANCES
This Contract shall be governed and enforced under the laws of the State of Arizona with venue a court
of competent jurisdiction in Pima County. The Town and the Consultant shall have all remedies afforded
to each, by the Oro Valley Procurement Code and the law of the State of Arizona. State law claims shall
be brought only in Pima County Superior Court.
Each party must comply with all applicable federal, state, county and Town laws, ordinances and
regulations.
Consultant shall ensure Consultant’s obligation regarding payment of all taxes, license, permits and other
expenses of any nature associated with the provision of services herein.
Consultant shall maintain in current status all Federal, State and local certifications required for the
business operated by the Consultant.
SECTION XIII – INDEMNIFICATION
The Consultant agrees to indemnify, defend, and save harmless the Town, its Mayor and Council,
appointed boards and commissions, officials, officers and employees individually and collectively from
all losses, claims, suits, demands, expenses, subrogations, attorney’s fees or actions of any kind and
nature arising out of the Consult’s negligence or any subconsultant employed by the Consultant including
bodily injury and death, damages to any property or any other losses, claims, suits, demands and/or
expenses arising or alleged to have arisen out of the work performed, except any injury or damages
arising out of the sole negligence of the Town, its officers, agents or employees. The amount and type
of insurance coverage requirements set forth in Section VII will in no way be construed as limiting the
scope of indemnity in this paragraph.
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TOV Contract No. 24004 Granicus, LLC
SECTION XIV – FORCE MAJEURE
Notwithstanding any other term, condition, or provision hereof to the contrary, in the event any party
hereto is precluded from satisfying or fulfilling any duty or obligation imposed upon such party by the
terms hereof due to labor strikes, material shortages, war, civil disturbances, weather conditions, natural
disasters, pandemic, acts of God or other events beyond the control of such party, the time period
provided herein for the performance by such party of such duty or obligation shall be extended for a
period equal to the delay occasioned by such events and must be agreed to IN WRITING by both parties.
SECTION XV – ARBITRATION OF DISPUTES
Any dispute arising under this Contract that is not settled by the Town and the Consultant may, upon
mutual agreement of the parties, be decided by an Arbitration Board composed of a representative of
the Town, a representative of the Consultant and a representative mutually acceptable to the Town and
the Consultant. The Town, however, reserves its rights as set forth in Arizona Revised Statutes, Title 12.
The Consultant shall continue to render all services requested in this Contract without interruption,
notwithstanding the provisions of this Section. Nothing herein shall be deemed to require arbitration
except at the Town’s discretion. The laws of the State of Arizona shall apply to this Contract, and the
Consultant agrees to subject itself to the jurisdiction of the Courts of the State of Arizona for any conflict
that arises from the terms of this Contract.
SECTION XVI – MISCELLANEOUS PROVISIONS
A. The Consultant shall establish and maintain procedures and controls that are reasonably
acceptable to the Town for the purpose of assuring that no information contained in its records or
obtained from the Town or from others in carrying out its functions under the contract shall be used
by or disclosed by it, its agents, officers, or employees, except as required to efficiently perform
duties under the contract. Persons requesting such information must be referred to the Town.
B. The Consultant shall comply with all applicable provisions of the Americans with Disabilities
Act (Public Law 101-336, 42 U.S.C. 12101-12213) and applicable federal regulations under the
Act.
C. The Town and Contractor agree to comply with A.R.S. § 35-394 regarding the forced labor of
Uyghurs in China.
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TOV Contract No. 24004 Granicus, LLC
SECTION XVII – INSURANCE
The Consultant agrees to obtain insurance coverage of the types and amounts required consistent with
the coverage limits shown below.
Coverage Afforded Limits of Liability
Workmen's Compensation Statute
Employer's Liability $100,000
Commercial General $1,000,000 - Bodily Injury
Liability Insurance Combined Single Limit
(including blanket contractual $100,000 Property Damage
and premises/operations)
Network Security (Cyber) and Privacy Liability
Each Claim $2,000,000
Annual Aggregate $2,000,000
The Consultant shall provide satisfactory certificates of the required insurance coverage before beginning
work. All policies shall contain an endorsement providing that written notice be given to the Town at least
thirty (30) calendar days prior to termination, cancellation or reduction in coverage policy. Insurance
policies shall remain in force until all work has been completed and the completed project has successfully
fulfilled its warranty period. If a policy does expire during the life of the Contract, a renewal certificate of
the required coverage must be sent to the Town of Oro Valley not less than five (5) business days prior to
expiration date. Each certificate shall include project description, project number and the signed
acknowledgement of the insurance company.
Consultant’s insurance policy pursuant to this Contract shall contain an endorsement naming the
Town of Oro Valley as an additional insured on all policies except Worker’s Compensation. Policies
for General, Automobile, and Excess Liability are primary over any insurance available to the Town and
as to any claims resulting from the Contract, it being the intention of the parties that the insurance policies
so effected shall protect both parties and be primary coverage for any and all losses covered by the
described insurance.
In regard to General, Cyber, Automobile, and Excess Liability, the Consultant agrees to indemnify, defend
and save harmless the Town of Oro Valley, its Mayor and Council, appointed boards and commissions,
officials, officers and employees individually and collectively from all losses, claims, suits, actions,
payments and judgments, demands, expenses, attorney’s fees, defense costs or actions of any kind and
nature resulting from personal injury to any person, including employees of the Consultant or any
subconsultant employed by the Consultant (including bodily injury and death) or damages to any property,
arising or alleged to have arisen out of the negligent performance of the Consultant for the work to be
performed hereunder, except any injury or damages arising out of the sole negligence of the Town, its
officers, agents or employees. The amount and type of insurance coverage requirements set forth in the
Contract will in no way be construed as limiting the scope of indemnity in this paragraph.
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TOV Contract No. 24004 Granicus, LLC
SECTION XVIII – TERMINATION
This Contract may be terminated at any time by mutual written consent, or by the Town, with or without
cause, upon giving thirty (30) days written notice. If this Contract is terminated, the Town shall be liable
only for payment for services rendered and accepted by the Town before the effective date of
termination.
The Town reserves the right to terminate in whole or any part of this Contract due to the failure of the
Consultant to carry out any term or condition of the Contract. The Town will issue a written notice of
default to the Consultant for failing to perform the stipulations, conditions or services/specifications
required in this Contract. The Consultant shall have 5 days from receipt of the notice to rectify the
failure or establish a plan for remedy. Consultant shall provide documentation of the remedy or
proposed plan for approval by the Town.
The Town may terminate this Contract for cause if:
A. In the opinion of the Town, the Consultant attempts to impose personnel, materials or
services of an unacceptable quality;
B. In the opinion of the Town, the Consultant fails to furnish the required services and/or
product within the time stipulated in the Contract;
C. In the opinion of the Town, the Consultant fails to make progress in the performance of the
requirements of the Contract;
D. The Consultant gives the Town a positive indication that the Consultant will not or cannot
perform to the requirements of the Contract.
If funds that are appropriated or allocated for the payment of obligations under this Contract are not
allocated by the Town and available for the continued purchase of the services and/or materials
provided under this Contract, this Contract may be terminated by the Town at the end of the period for
which funds are available. The Town will notify the Consultant in the event that continued service will
or may be affected by non-appropriation. No penalty shall accrue to the Town in the event that this
provision is exercised, and the Town shall not be obligated or liable for any future payments due or for
any damages as a result of termination under this paragraph.
Upon Notice of Termination the Consultant shall apprise the work the Consultant has completed and
submit this appraisal to the Town for evaluation.
The Consultant shall receive as compensation for services performed through the date of such
termination, a fee for the percentage of work actually completed. This fee shall be a percentage of the
Consultant fee described in this Contract and shall be in the amount mutually agreed to between the
Consultant and the Town. The Town shall make this final payment within sixty (60) days after the
Consultant has delivered the last of the partially completed items or service.
Notice required under this section shall be in writing and shall be served by certified mail upon the
other party. When served by certified mail, services shall be conclusively deemed made five days after
posting thereof in the United States mail, postage prepaid.
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TOV Contract No. 24004 Granicus, LLC
SECTION XIX– COMPLIANCE WITH FEDERAL AND STATE LAWS
The Consultant understands and acknowledges the applicability to it of the Immigration Reform and
Control Act of 1986 and the Drug Free Workplace Act of 1989. Under the provisions of A.R.S. §41-
4401, Consultant hereby warrants to the Town that the Consultant and each of its subconsultants
(“Subconsultants”) will comply with, and are Contractually obligated to comply with, all Federal
Immigration laws and regulations that relate to their employees and A.R.S. §23- 214(A) (hereinafter
“Consultant Immigration Warranty”).
A breach of the Consultant Immigration Warranty shall constitute a material breach of this Contract
and shall subject the Consultant to penalties up to and including termination of this Contract at the
sole discretion of the Town.
The Town retains the legal right to inspect the papers of any Consultant or Subconsultants employee
who works on this Contract to ensure that the Consultant or Subconsultant is complying with the
Consultant Immigration Warranty. Consultant agrees to assist the Town in regard to any such
inspections.
The Town may, at its sole discretion, conduct random verification of the employment records of the
Consultant and any of subconsultant to ensure compliance with Consultant Immigration Warranty.
Consultant agrees to assist the Town in regard to any random verifications performed.
Neither the Consultant nor any of Subconsultant shall be deemed to have materially breached the
Consultant Immigration Warranty if the Consultant or Subconsultant establishes that it has complied
with the employment verification provisions prescribed by sections 274A and 274B of the Federal
Immigration and Nationality Act and the E-Verify requirements prescribed by A.R.S. §23-214,
Subsection A.
SECTION XX – COOPERATIVE PROCUREMENT
This contract is primarily for use by the Town of Oro Valley. In addition, public and nonprofit agencies
that have entered into a Cooperative Purchasing Agreement with the Town are eligible to participate in
this contract pursuant to Arizona Revised Statutes providing for cooperative purchasing among public
agencies within the State. This contract is eligible for use by the Strategic Alliance for Volume
Expenditures (SAVE) cooperative.
See https://mesaarizona.sharepoint.com/sites/bsd/pur/save/SitePages/Home.aspx for a listing of
participating SAVE agencies. Any orders placed to, or services required from, the contractor will be
requested by each participating agency. Payment for purchases made under this agreement will be the
sole responsibility of each participating agency. The Town shall not be responsible for any disputes
arising out of transactions made by other agencies.
SECTION XXI – ENTIRE CONTRACT
This is the entire Contract between the parties. If any portion(s) of this Contract is (are) later found to
be invalid or unenforceable, such portion(s) shall be null and void and without any effect on the rest
of the Contract which shall continue in full force and effect.
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TOV Contract No. 24004 Granicus, LLC
THIS CONTRACT SHALL BE VALID UPON EXECUTION BY THE PARTIES.
SIGNING INSTRUCTION TO THE CONSULTANT: Signature must be from a corporate officer or owner. In the event
that another individual is signing, a letter of authorization from a corporate officer or owner indicating signatory authority
for that individual must be provided.
TOWN OF ORO VALLEY:
By:
Cherie Odeski, Chief Procurement Officer
Date: ____________________________
By:
Neil Falls, Interim Information Technology
Director
Date: ____________________________
By:
Jeff Wilkins, Town Manager
Date: ____________________________
Approved as to Form:
By:
Tobin Sidles, Director of Legal Services
Date: ____________________________
CONSULTANT:
Granicus, LLC
Company
408 Saint Peter Street, Suite 600
Address
Saint Paul, MN 55102
City State Zip
214-616-2696
Phone Number
Brendan.stierman@granicus.com
Email Address
Brendan Stierman, Contracts Manager
Printed Name and Title
Authorized Signature
Date: _________________________
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TOV Contract No. 24004 Granicus, LLC
EXHIBIT A
Page 19 of 23
TOWN OF ORO VALLEY RFP No. 24004 POSTED JUNE 14, 2023
Online Constituent Engagement Platform for General Plan Creation
OFFER
TO THE TOWN OF ORO VALLEY:
The Undersigned hereby offers and shall furnish the material or service in compliance with all
terms, scope of work, conditions, specifications, and addenda in the Request for Proposal which is
incorporated by reference as if fully set forth herein.
For clarification of this offer, contact:
Name:
Company Name
Title:
Address
Phone:
Town State Zip
Fax:
Signature of Person Authorized to Sign
E-mail:
Printed Name
Title
Granicus, LLC
408 Saint Peter Street, Suite 600
Saint Paul MN 55102
Jake Stechmann
Account Executive
214-616-2696
N/A
jake.stechmann@granicus.com
DocuSign Envelope ID: FCBB656C-1A55-4093-89CB-2105FC8412F8
Greg Eck
Manager, Contracts
Now part of
EngagementHQ
Don’t Guess. Know
Granicus response to:
Town of Oro Valley, AZ
Request for Proposals No. 24004, Online Constituent Engagement
Platform for General Plan Creation
granicus.com | info@granicus.com 2
Contents
Granicus Proposal for The Town of Oro Valley, AZ .......................................................................... 3
Past Performance .......................................................................................................................... 4
References .................................................................................................................................... 5
Scope of Work Based on Timeline .......................................................................................... 10
Functionality & Technical Approach ...................................................................................... 11
Price Page ................................................................................................................................. 13
Description of Company ......................................................................................................... 24
Team Members ......................................................................................................................... 25
GovDelivery (Optional Service) .............................................................................................. 30
Appendix A ............................................................................................................................... 35
Addendum No. One ................................................................................................................ 57
Legal Response ......................................................................................................................... 60
granicus.com | info@granicus.com 3
408 St. Peter St, Suite 600
St. Paul, MN 55102
GRANICUS PROPOSAL FOR THE TOWN OF ORO VALLEY, AZ
Dear Ms. Odeski,
We are pleased to present our response for your new Community Engagement
Platform. Through technology and deep industry knowledge, our aim is to continuously
innovate and add value to the public participation industry. Our experience with online
community engagement aims to empower organizations and their communities by
providing them accessible opportunities to learn about and contribute to the decisions
that affect their daily lives.
Granicus was established because, no matter how well-designed the off-line
consultation process, inevitably it only reaches a small segment of a community. The
online space provides the opportunity to give vastly more people access to information
and enable them to have their say. It drives inclusive, transparent, and measurable
community engagement processes that empower collaborative learning, discussion,
and debate.
EngagementHQ is a community engagement platform that provides capacity and
support for focused consultation and engagement in a safe, information-rich
environment through an integrated range of 8 online community engagement
feedback tools, including a Storyteller tool and Places tool. A diverse approach extends
inclusiveness and gives the community better opportunities to have their say on issues
that are important to them, and content is shareable through social media outlets.
Our proposed service packages will ensure you’re partnered with the right levels of
support, training, and strategic advice to help you achieve your goals.
We are confident that our online engagement solution will give the Oro Valley project
an immediate and engaging online presence that will produce exceptional results and
that can be effectively measured through reports and analytics. EngagementHQ is
moderated through AI in addition to human moderation to ensure a convenient,
welcoming, safe, and fun experience for the community and Arizona. We appreciate
the opportunity to present our solution for the community and your staff.
Regards,
Jake Stechmann
Account Executive
214-616-2696
jake.stechmann@granicus.com
granicus.com | info@granicus.com 4
Past Performance
Better Together Edina
Engagement Mission Statement: Want to be engaged in your community but short on time?
Want to share your thoughts on the big projects happening in the City of Edina when it is
convenient for you? Looking for a deeper dive on a wide variety of civic topics that interest
you? Welcome to Better Together Edina, a site where we are listening to you -- where you can
have your say on various projects, programs and topics that affect you and your neighbors. This
is a way for you to provide your input to elected officials and city staff quickly and easily
The City has adopted the International Association for Public Participation (IAP2) spectrum as
part of the overall strategy to guide public engagement in projects. The spectrum helps us
determine goals and keep our promise!
Notable:
• Wide variety of projects, see tool assortment in the path landscape restoration project:
Wooddale Path Landscape Restoration Project | Better Together Edina
• Registration, presentation and data to be collected:
https://www.bettertogetheredina.org/register
FNHC Engagement HQ
Engagement Mission Statement: As BC First Nations Chiefs, Leaders and Health Directors, this is
your space to provide input on the engagement priorities identified by the First Nations Health
Council (FNHC) leading up to Gathering Wisdom for a Shared Journey XII (GW XII) in Spring 2023.
Your participation helps redefine the FNHC’s mandate, setting the course for how we will work to
transform First Nations health and wellness over the next ten years.
Notable:
• Explore Past Sessions topics, still available for viewing (available for registered
participants only)
• Registration, presentation and data to be collected: Register | FNHC Engagement
HQ
Engage Puget Sound (psrc.org)
Engagement Mission Statement: The mission of the Puget Sound Regional Council (PSRC) is to
keep the central Puget Sound thriving as it grows. PSRC is committed to creating a great future
for the region through planning for regional transportation, land use and economic
development.
Our members include nearly 100 local governments, Tribes, and transportation agencies serving
the 4.2 million residents of the four-county central Puget Sound region.
Notable:
granicus.com | info@granicus.com 5
• Story tool usage in Mobility Plan project: Coordinated Mobility Plan | Engage Puget
Sound (psrc.org), and Regional Equity Strategy project
https://engage.psrc.org/regional-equity-strategy
• Registration, presentation and data to be collected: https://engage.psrc.org/register
Places Tool in Action, Bellingham, WA, Parker, CO and Superior, CO:
• Bellingham Bicycle Master Plan Web Map | Bicycle Discovery Phase | Engage
Bellingham
• April Interactive Traffic Map | Tell us where we can provide enhanced traffic
enforcement efforts | Let's Talk Parker (letstalkparker.org)
• Show and Tell - drop a pin on the map to tell us about the corridor | Rock Creek
Parkway Repurposing Study | Shape Superior
References
1. Edina, MN: Jessica Wilson
2. Baytown, TX: Sabrina Martin
3. Bear Valley Community Services District: Megan Clark
Planning and Approach
Granicus is proposing a state of the art, modern, purpose-built for government platform
to help you better reach, inform, serve, and engage your residents.
Given our significant experience in helping over 5,500 governments, we believe
Granicus can provide the Agency with the best results.
A brief overview of the software solution and modules follows. In the event you do elect
to move forward with a more streamlined approach to its website, the Agency may
select not to leverage all the value-added solutions denoted on the following pages.
All value-added modules are identified on the cover page of each specific module.
Serve Better
The most direct interactions between people and government happen at the local level.
What is that project I just drove by? I'm looking for an event on the weekend. How do get
involved?
granicus.com | info@granicus.com 6
Every day local governments process thousands of these requests. The more that people
engage with their agency online, the more your website becomes the digital front door
to the Transportation Authority. Built with and for local governments, Granicus provides
all the functionality an Agency needs to help customers with every step of their journey.
The Granicus platform helps you….
• Reach -- the populations and members of your community you need to, knowing
that different communities prefer to access information on different channels.
• Inform -- providing the right information to your residents to help them understand
how to do business with your government regardless of their knowledge of how the
agency operates.
• Service -- provide digital services so that residents can quickly interact with the
agency without walking in, emailing, or calling your offices.
• Transact -- help residents do business with the agency on any device at any time
regardless of time of day.
• Engage -- increase participation in among diverse groups of your community and
engage them in two-way communications and feedback loops that build trust.
Engagement: Two-way feedback Tool
Build stronger, more trusting communities through meaningful engagement
Engagement and Sentiment Analysis
The Government Experience Cloud engagement and sentiment analysis module is used
by more than 570 organizations around the world, supporting over 12,000 practitioners
to deliver best-practice community and stakeholder engagement. One robust platform
lets you inform, engage, measure, and build community through meaningful
relationships and ongoing interactions.
Multiple feedback tools serve to engage participants while unique information sharing
tools support efforts to inform and educate.
• Unlike alternative solutions like The Hive, Public Input or Civil Space, the Granicus
Government Experience Cloud Engagement module seamlessly integrates with the
Web and Outreach module to increase awareness and findability of key projects.
granicus.com | info@granicus.com 7
• Use a full array of videos, documents, image
galleries, key dates, lifecycles, and other information
tools to educate, build confidence in the process,
and drive participation.
• Customize the appearance of your engagement site and
project pages to align with your brand. Use a mix of
feedback tools for any project to encourage input, guide
education and extend participation.
• Easily share draft projects with internal or external
stakeholders for approval before launch.
• Participant management helps you understand who you
are hearing from and reach out to target groups and
segment your participants for deeper feedback analysis.
• Our easy-to-use Newsletter helps you target community
members with branded email newsletters.
• In-depth real time reporting ensures that you can ‘listen’
effectively and efficiently while text and demographic
analysis tools help you understand community sentiment
behind the feedback.
A Full Spectrum of Engagement Tools
The Government Experience Cloud engagement and sentiment analysis offers a
complete range of engagement tools, making it easy to marry your online and face-to-
face methodologies.
Mix and match any combination of feedback tools to support the different stages of
your consultation process. Selecting the right tool for your engagement is essential to
getting the feedback you need. When considering which tools to utilize, you can
choose to keep public participation in a controlled, mixed, or open environment. The
spectrum below identifies where each tool fits within these operating environments. As
you advance your practice, you’ll become more comfortable using a combination of
tools, expanding the level of detail, and input you receive.
granicus.com | info@granicus.com 8
Reporting and Analytics
Get better insights, improve your communications, and make better decisions with
enhanced analytics and sentiment analysis.
Our A-I-E framework is designed to make it easy to measure the performance of your
project against realistic goals, identifying how many participants are Aware, Informed,
and Engaged (A-I-E) for each project. Automated weekly email reports identify project
interest, critical issues, and important community stakeholders. Sophisticated reporting
lets you analyze or export the results of a single feedback process, an entire project,
and your entire project history.
Reporting
Run reports directly within the Government Experience Cloud engagement and
sentiment analysis module’s interface to monitor progress and results for your projects.
Export formatted report summaries and detailed reports in PDF, Excel or CSV for deeper
data analysis work and sharing. Detailed reports provide insights for individual feedback
tools, holistic project reports, multi-phased projects or for your entire site.
Advanced Analytics
Extracting meaningful insight from large quantities of text-based responses is made
approachable in the Government Experience Cloud engagement and sentiment
analysis module by applying demographic filtering, sentient analysis, and comment
tagging to your feedback data.
Open Environment
Participants can engage with
each other. Comments,
images, and ideas are visible
to the community.
Mixed Environment
Participants can see other
contributions. However, there is
little peer-to-peer interaction.
Some data may be visible to
the public, other data is just
accessible by the admin.
Controlled
Environment
Participants cannot
engage with each
other. Data is stored in
the backend and only
accessible by admin.
granicus.com | info@granicus.com 9
granicus.com | info@granicus.com 10
Scope of Work Based on Timeline
Schedule
The timeline shared by Oro Valley is noted and can be met.
Our onboarding processes helps you start off on the right note with rigorous site scoping,
We are proposing the following implementation process that will take anywhere
between 4-8 weeks. The project timeline is dependent on Oro Valley resource availability
and approved site and project content. The timeline can also be influenced by any
development requirements should Oro Valley choose website branding integration. We
can have your site and initial engagement projects ready for launch (i.e., publish to the
public) in as little as 15 business days following contract execution.
EngagementHQ platform training as well as quality assurance testing before launching
your site and initial engagement projects. The kick-off meeting (first step in the
onboarding process) provides the following deliverables:
• Clarify engagement objectives and approach, establish internal buy-in.
• Discuss the organizations broader objectives and their alignment with
EngagementHQ.
• Introduce key staff and clarify scope and required support levels.
• Identify requirements for launch.
• Discuss options and validate understanding.
• Schedule site delivery and training date.
Standard Onboarding Strategy and Training (Included)
• Kick-off meeting (as described above) with your engagement team to discuss the
organizations objectives.
• Site scoping session for strategy development and to provide engagement practice-
related recommendations.
• Two (2) online accelerators providing EngagementHQ platform training for all
administrators.
• Regular progress check-ins and support (online or in-person).
• Access to online site setup help desk resources that includes online chat.
• Pre-launch quality assurance and testing: Rigorous testing of your site, engagement
tool setup, projects, and settings. We’ll make suggestions, fix errors, and provide you
with a checklist report so you have confidence your site is ready to launch.
Resources Used for Onboarding
• Site scoping documents (upon request)
• Project Planning documents (upon request)
granicus.com | info@granicus.com 11
Both resources are given to your team prior to onboarding. This allows your team to set
expectations and hit the ground running.
Support
Core Level Support Package (Standard)
Moderation:
24/7 moderation of the platform. Concierge services available at an hourly rate.
Support:
Prioritized SLAs for first-in queue support:
RFP # 026-01-22: Digital Community Engagement Platform
16
• 24/5 chat & email support
• 5min first response chat
• 2hr first response email
Functionality & Technical Approach
Training
As new users of EngagementHQ, Monuments Across Appalachian Virginia has access
to a range of support services to help you get the most from our software and your
online consultations. Each client has access to the following resources;
Customer Success Consultants (CSCs)
Customer Success Consultants are available to help your organization through your
project planning, training and account management questions. They are here to help
you scope your site and guide your through our on-boarding process.
Use your Customer Success Consultants for strategic catch-ups, peer reviews, quick
advice or even to help you with more complex questions or challenges to do with
engagement planning and implementation.
To find out who your Customer Success Consultant is, please get in-touch with us via
chat or email at support@engagementhq.com
Help Desk:
Our Help Desk team is available 24/5 to help you with your technical issues or quick
advice. You can get in-touch with our Help Desk team by utilizing our in-app intercom
chat facility for quick advice or by sending a support ticket to our
support@engagementhq.com email address. If you need to report a technical issue,
please make sure you clearly explain your issue and provide screenshots where you can
support your report.
EngagementHQ Platform Training:
All admins of EngagementHQ have access to our regular catch-up platform training
sessions. These sessions are designed for all new admins of the site and will take you
granicus.com | info@granicus.com 12
through the core functionality required to get you up and running with a new project.
These sessions are run via an online webinar and are perfectly suitable for groups. You
can book these sessions at any time throughout your license, however, we ask that you
try and book in groups where possible. To book your EngagementHQ Platform Training,
visit our events page Granicus University.
PRICE PAGE
This fee proposal shall include all work necessary to effectively conduct and complete the
Scope of Services. The fees stated below must include all necessary costs including, but not
limited to, labor, materials, overhead, administrative charges, profit and insurance.
Implementation costs $3,000
Hardware costs $0
Ongoing Maintenance costs $15,800
Other (additional rates for services not listed)
Optional GovDelivery Implementation $500
Optional GovDelivery Annual Fee $4,830
Page 20 of 23
TOWN OF ORO VALLEY RFP No. 24004 POSTED JUNE 14, 2023
Online Constituent Engagement Platform for General Plan Creation
408 St. Peter St, Suite 600 THIS IS NOT AN INVOICE Order Form
St. Paul, MN 55102 Prepared for
Oro Valley, AZ
Order #: Q-290832
Prepared: 11 Jul 2023
Page 1 of 10
Granicus Proposal for Oro Valley, AZ
ORDER DETAILS
Prepared By:Jake Stechmann
Phone:
Email:jake.stechmann@granicus.com
Order #:Q-290832
Prepared On:11 Jul 2023
Expires On:25 Aug 2023
Currency:USD
Payment Terms:Net 30 (Payments for subscriptions are due at the beginning of the period of
performance.)
Period of Performance: The term of the Agreement will commence on the date this document is
signed and will continue for 36 months.
The subscription includes the following domain(s) and subdomain(s):
·https://www.orovalleyaz.gov/Home
ORDER TERMS
Order Form
Oro Valley, AZ
Order #: Q-290832
Prepared: 11 Jul 2023
Page 2 of 10
PRICING SUMMARY
The pricing and terms within this Proposal are specific to the products and volumes contained within this
Proposal.
One-Time Fees
Solution Billing
Frequency Quantity/Unit One-Time Fee
EHQ Standard Implementation Up Front 1 Each $2,500.00
EHQ Online Training Sessions Up Front 1 Each $0.00
Implementation - EHQ Essential CX Services
Package Up Front 1 Each $0.00
EHQ Additional Site Admin - Configuration Up Front 1 Each $0.00
Implementation - EHQ Workforce Single
Sign-on Up Front 1 Each $500.00
SUBTOTAL:$3,000.00
New Subscription Fees
Solution Billing
Frequency Quantity/Unit Annual Fee
EHQ Basic Annual 1 Each $10,000.00
EHQ Essential CX Services Package Annual 1 Each $2,500.00
EngagementHQ Additional Site Admin Annual 1 Each $1,500.00
EHQ Workforce Single Sign-On Annual 1 Each $1,800.00
SUBTOTAL:$15,800.00
Communications Cloud Tier:
for up to 4999 subscribers
Order Form
Oro Valley, AZ
Order #: Q-290832
Prepared: 11 Jul 2023
Page 3 of 10
Optional Solutions
Solution Billing
Frequency Quantity/Unit Associated Fee
GovDelivery for govAccess Customers Annual 1 Each $4,830.00
Communications Cloud - Online Training Up Front 1 Each $500.00
Communications Cloud - Setup and
Configuration Up Front 1 Each $0.00
SUBTOTAL:$5,330.00
Order Form
Oro Valley, AZ
Order #: Q-290832
Prepared: 11 Jul 2023
Page 4 of 10
FUTURE YEAR PRICING
Period of PerformanceSolution(s)Year 2 Year 3
EHQ Basic $10,700.00 $11,449.00
EHQ Essential CX Services Package $2,675.00 $2,862.25
EngagementHQ Additional Site Admin $1,605.00 $1,717.35
EHQ Workforce Single Sign-On $1,926.00 $2,060.82
SUBTOTAL:$16,906.00 $18,089.42
Period of PerformanceOptional Solution(s)Period 2 Period 3
GovDelivery for govAccess Customers $5,168.10 $5,529.87
Order Form
Oro Valley, AZ
Order #: Q-290832
Prepared: 11 Jul 2023
Page 5 of 10
PRODUCT DESCRIPTIONS
Solution Description
EHQ Basic Basic engagement package;
·Annual subscription
·Ten digital engagement projects per year
·One Site Administrator
·Three Project Administrators
·Access to all standard tools including embeddable Surveys/polls,
Forums, Guestbook, Stories, Q&A, Ideas, Places and Newsfeed
·Customizable registration form and Participant Relationship
Manager (PRM)
·Appearance editor for homepage management, branding and
styling
·Access to reporting and analysis tools including Survey Analysis,
Text Analysis with sentiment, tool dashboards, customizable PDF
survey reports and downloadable excel reports
·Newsletters for project updates and project communication
·24/7 independent moderation
EHQ Standard Implementation EHQ Standard Implementation for training and onboarding;
·Site delivery and onboarding details
·Scheduled kick-off call to discuss goals and implementation
process
·Site Admin training on EHQ platform
·Site review and quality assurance checks prior to launch
EHQ Online Training Sessions Two 90 minute online training sessions for EHQ.
Order Form
Oro Valley, AZ
Order #: Q-290832
Prepared: 11 Jul 2023
Page 6 of 10
Solution Description
EHQ Essential CX Services
Package
EHQ Essential CX Services Package;
·Annual subscription
·Up to 10 hours of strategic support and advice from our
engagement specialists
·Utilize for assistance with campaign strategy, engagement
methodology, tool selection or internal buy-in and adoption
·One 60 minute online EHQ refresher session per annum
EngagementHQ Additional Site
Admin
Additional Site Admin for EHQ.
Implementation - EHQ Essential
CX Services Package
Implementation of Essential Services Package in Wrike. Package is for
10 hours of support and includes 1 x 60 minute online training session.
EHQ Additional Site Admin -
Configuration
Set up and configuration of additional Site Admin.
EHQ Workforce Single Sign-On Annual EHQ Workforce Single Sign On (SSO) subscription for administrators
of EHQ.
Implementation - EHQ
Workforce Single Sign-on
Installation and setup of EHQ Workforce Single Sign-on.
Communications Cloud -
Online Training
(Optional Solution)
Provides a balance of Product knowledge and industry best practices to a
specific audience. Sessions are delivered by product experts via
videoconferencing technology.
Order Form
Oro Valley, AZ
Order #: Q-290832
Prepared: 11 Jul 2023
Page 7 of 10
Solution Description
Communications Cloud - Setup
and Configuration
(Optional Solution)
The Cloud is a Software-as-a-Service (SaaS) solution that enables
government organizations to connect with more people. By leveraging the
Cloud, the client will be able to utilize a number of different outreach
mediums, including email, SMS/text messages, RSS feeds, and social media
integration to connect with its target audiences. The Cloud setup and
configuration includes:
·The implementation consultant will be assigned to Recipient during
the setup process for up to 90 days
·Unlimited access to Web-based recorded trainings and online help
for administrations on the following topics: standard Messaging, the
GovDelivery Network, Automation, Mobile and Analytics
·Up to 2 Web-hosted training sessions that must be used within 180
days of Kickoff
·Up to 5 hours of message template and integration development
that must be used within 90 days of Kickoff
GRANICUS ADVANCED NETWORK AND SUBSCRIBER INFORMATION
·Granicus Communications Suite Subscriber Information.
o Data provided by the Client and contact information gathered through the Client's own web
properties or activities will remain the property of the Client ('Direct Subscriber'), including any
and all personally identifiable information (PII). Granicus will not release the data without the
express written permission of the Client, unless required by law.
o Granicus shall: (i) not disclose the Client's data except to any third parties as necessary to
operate the Granicus Products and Services (provided that the Client hereby grants to
Granicus a perpetual, non-cancelable, worldwide, non-exclusive license to utilize any data, on
an anonymous or aggregate basis only, that arises from the use of the Granicus Products by
the Client, whether disclosed on, subsequent to, or prior to the Effective Date, to improve the
functionality of the Granicus Products and any other legitimate business purpose, including the
right to sublicense such data to third parties, subject to all legal restrictions regarding the use
and disclosure of such information).
·Data obtained through the Granicus Advanced Network.
o Granicus offers a SaaS product, known as the Communications Cloud, that offers Direct
Subscribers recommendations to subscribe to other Granicus Client's digital communication
(the 'Advanced Network'). When a Direct Subscriber signs up through one of the
recommendations of the Advanced Network, that subscriber is a 'Network Subscriber' to the
agency it subscribed to through the Advanced Network.
o Network Subscribers are available for use while the Client is under an active subscription with
Granicus. Network Subscribers will not transfer to the Client upon termination of any Granicus
Order, SOW, or Exhibit. The Client shall not use or transfer any of the Network Subscribers after
termination of its Order, SOW, or Exhibit placed under this agreement. All information related to
Network Subscribers must be destroyed by the Client within 15 calendar days of the Order,
Order Form
Oro Valley, AZ
Order #: Q-290832
Prepared: 11 Jul 2023
Page 8 of 10
SOW, or Exhibit placed under this agreement terminating.
o Opt-In. During the last 10 calendar days of the Client's subscription, the Client may send an opt-
in email to Network Subscribers that shall include an explanation of the Client's relationship with
Granicus terminating and that the Network Subscribers may visit the Client's website to
subscribe to further updates from the Client in the future. Any Network Subscriber that does not
opt-in will not be transferred with the subscriber list provided to the Client upon termination.
UPDATES TO SHARED SHORT CODES FOR SMS/TEXT MESSAGING (US CLIENTS
ONLY):
·Granicus will be migrating all clients with SMS/Text Messaging Solutions using a shared short code
option to a unique standard toll-free number within the United States (International numbers not
supported). Short Codes are recommended for Text-to-Subscribe functionalities, if enabled where
available, for an additional fee.
·Client must have explicit opt-in for all destinations sent to and adhere to all CTIA guidelines for the
duration of its use.
Order Form
Oro Valley, AZ
Order #: Q-290832
Prepared: 11 Jul 2023
Page 9 of 10
TERMS & CONDITIONS
·This quote, and all products and services delivered hereunder are governed by the terms located at
https://granicus.com/legal/licensing, including any product-specific terms included therein (the “License
Agreement”). If your organization and Granicus has entered into a separate agreement or is utilizing a contract
vehicle for this transaction, the terms of the License Agreement are incorporated into such separate agreement
or contract vehicle by reference, with any directly conflicting terms and conditions being resolved in favor of the
separate agreement or contract vehicle to the extent applicable.
·If submitting a Purchase Order, please include the following language: The pricing, terms and conditions of quote
Q-290832 dated 11 Jul 2023 are incorporated into this Purchase Order by reference and shall take precedence
over any terms and conditions included in this Purchase Order.
·This quote is exclusive of applicable state, local, and federal taxes, which, if any, will be included in the invoice. It
is the responsibility of Oro Valley, AZ to provide applicable exemption certificate(s).
·Any lapse in payment may result in suspension of service and will require the payment of a setup fee to reinstate
the subscription.
Order Form
Oro Valley, AZ
Order #: Q-290832
Prepared: 11 Jul 2023
Page 10 of 10
BILLING INFORMATION
Billing Contact:Purchase Order
Required?
[ ] - No
[ ] - Yes
Billing Address:PO Number:
If PO required
Billing Email:Billing Phone:
If submitting a Purchase Order, please include the following language:
The pricing, terms, and conditions of quote Q-290832 dated 11 Jul 2023 are incorporated into this Purchase
Order by reference and shall take precedence over any terms and conditions included in this Purchase Order.
AGREEMENT AND ACCEPTANCE
By signing this document, the undersigned certifies they have authority to enter the agreement. The
undersigned also understands the services and terms.
Oro Valley, AZ
Signature:
\s1\
Name:
\n1\
Title:
\t1\
Date:
\d1\
granicus.com | info@granicus.com 24
Description of Company
EHQ was founded in 2007 in New Castle, Australia and now operates across 5 countries
including Australia, New Zealand, United Kingdom, Canada and the United States. The
platform has been purpose-built by engagement experts to facilitate meaningful and
transparent community and stakeholder engagement and is used by more than 1000
government organizations across local, state and federal government. Over the past 16
years the platform has been used to capture community feedback and analyze
findings on more than 50,000 public consultations including capturing and processing
millions of citizen contributions. EHQ powers some of the largest government agencies
globally including education, transport, utilities, health, resources, planning and
recreation to name a few.
Today we support over 12,000 practitioners around the globe inform and engage their
residents on projects as well as other important community conversations related to
budget, policy development, placemaking, ongoing community conversations, and
online public meetings. And we are ready to help you leverage resident input to drive
community-informed decision-making that results in resource savings and increased
community trust.
The Granicus digital engagement platform will support your goals, by:
• Providing an engagement dashboard that allows for easy monitoring, analysis,
and reporting across all project and consultation types.
• Supporting the improvement of public trust through ongoing communications,
engagement, and feedback.
• Building a database of engaged residents and stakeholders that facilitates a
trusted relationship with the department.
• Providing all the tools necessary to perform a wide range of engagement
activities, including discussion forums, brainstorming, storytelling, surveying, and
mapping activities, that integrate seamlessly with the built-in reporting and
analytics tools.
• Creating an accessible user interface and supplying tools to make both the
admin and participant journey through the consultation process a delight.
EngagementHQ has been trading under the company of Bang the Table Pty Ltd up
until 2020 when it was acquired Granicus.
Granicus employs over 1,300 employees in 7 countries including the United States,
Canada, The United Kingdom, Australia, and New Zealand. We have over 1,000 US
based Granicus Employees.
granicus.com | info@granicus.com 25
Team Members
Executive Sponsor
Christie is an expert in civic engagement and joined Granicus in August 2022. For over
13 years, she has led cross-functional teams with a focus on coaching, mentoring, and
enablement. She currently leads a team of 19 implementation consultants and project
managers across the US/Canada/UK markets to help public sector clients effectively
use Granicus solutions to engage their constituents and drive decision-making to
increase government effectiveness. Christie has a background in higher education as a
faculty member and administrator and earned her Ph.D. in political science.
Project Team
Anthea has worked with Granicus for over 10 years and has over 25 years’ experience
in communications, public relations, and online community engagement. Anthea
specializes in helping provincial/local governments and territorial organizations to
successfully embed and apply best practices in the use of online community
Employee: Anthea Robinson-Shaw
Title: Manager Implementation
(Implementation and Project
Management)
(US/CAN/UK)
(British Columbia-based)
Online Profile:
https://www.linkedin.com/in/a
nthea-robinson-shaw-aa3547b/
Employee: Christie Maloyed
Title: Director of Implementation, Digital
Communications & Digital Engagement
(US/CAN/UK)
(Louisiana-based)
Online Profile:
https://www.linkedin.com/in/christie
-maloyed/
granicus.com | info@granicus.com 26
engagement within their internal processes. Anthea is based in British Columbia,
Canada.
Anthea’s leads the EngagementHQ Implementation team for the USA, Canada and
United Kingdom as well as working on onboarding and ongoing client support services.
Previously, Anthea worked in her own marketing and communications consultancy. She
possesses over 20 years of relevant experience and formal education with a degree in
Communications. Anthea also sits on the BC Chapter Board for the International
Associations for Public Participation (IAP2), as well as the annual conference steering
committee for the Canadian Board of the IAP2. Further, Anthea completed the
International Association for Public Participation’s (1AP2) Certificate Program in the
Spring of 2013.
• Project management
• Client onboarding services
• Digital Engagement Practice Support Services
Nadine joined Granicus June 2021 as a fully bilingual Engagement Manager. She brings
previous experience with EngagementHQ from the client side. Granicus’ mission
appealed her to promote public participation and engagement to give constituents
the possibility to be heard.
Nadine has extensive experience working with governments at a local and federal
level, as she worked for more than 10 years for the Swiss government. In this role and as
part of the Swiss culture, she experienced a broad palette of engagement activities.
• Project management
• Client onboarding services
• Digital Engagement Practice Support Services
Employee: Nadine de-Thomaz
Title: Implementation Consultant and
French Specialist (US/CAN)
(Ontario-based)
Online Profile:
https://www.linkedin.com/in/nadine
dethomaz/
granicus.com | info@granicus.com 27
Catherine joined Granicus in November 2020 to support and train clients in developing
their EngagementHQ sites. What appealed to Catherine was working with governments
and organizations to enable meaningful, creative, and more convenient collaborations
with the communities they serve.
Catherine has a wealth of experience in the non-profit, local government, and
corporate sectors. She has had many roles—literacy volunteer, graphic designer, editor,
production manager, account manager, and more—all of which have helped
broaden the perspective she brings to clients undertaking a breadth of online
engagement projects across North America and beyond.
• Project management
• Client onboarding services
• Digital Engagement Practice Support Services
Siân joined Granicus in February 2021 as an Engagement Manager and is now an
Implementation Consultant for EngagementHQ. In her previous role she spent seven
years in the Consultation and Engagement team for a public sector organization where
she worked on a wide variety of projects including infrastructure development
schemes, local plans, and transport strategies. During this time, she was instrumental in
procuring EngagementHQ and led on the development and management of their site.
Siân is passionate about the public voice and aspires to help organizations develop
quality opportunities for their communities to be heard. Siân has extensive experience
working with
Employee: Catherine Foy
Title: Senior Implementation Consultant
(US/CAN)
(Texas-based)
Online Profile:
https://www.linkedin.com/in/catheri
nefoy
Employee: Siân Lomax
Title: Implementation Consultant (UK)
(Yorkshire UK-based)
Online Profile:
https://www.linkedin.com/in/sian-
lomax-a91973171/
granicus.com | info@granicus.com 28
• Project management
• Client onboarding services
• Digital Engagement Practice Support Services
Dan joined Granicus in October 2021 as an Implementation Consultant for
EngagementHQ. He brings over twelve years of experience in marketing and
communications for local government where he managed digital, print and in-person
outreach for projects and city services.
Dan has participated in numerous community plan processes as both agency
moderator and resident participant. He joined the Granicus EngagementHQ team to
use those learnings to help strengthen relationships between governments and those
that they serve throughout North America.
• Project management
• Client onboarding services
• Digital Engagement Practice Support Services
Jessica joined the EngagementHQ team in October 2021 as an Implementation
Consultant specializing in smaller municipalities. She brings an understanding of the
product from the client side and previous training experience. Jessica is passionate
Employee: Dan Krewson
Title: Implementation Consultant and
Project Management (US/CAN)
(Missouri-based)
Online Profile :
https://www.linkedin.com/in/dan-
krewson-stl/
Employee: Jessica Peterson
Title: Implementation Consultant and
Projects (US/CAN)
(Missouri-based)
Online Profile:
https://www.linkedin.com/in/jessi
ca-peterson-6365a5172/
granicus.com | info@granicus.com 29
about two-way communication between governments and their constituents. She was
drawn to Granicus for their commitment to governments of all levels and sizes, and she
is eager to work with communities across North America
• Project management
• Client onboarding services
• Digital Engagement Practice Support Services
Lucas joined Granicus in May of 2022 as an implementation Consultant. He brings
previous experience from a retail, analytics, and marketing perspective from his
previous work in the ECOM sector. What appealed to Lucas about Granicus was their
unique market position of being able to service the government sector while being a
private company. He also liked being part of t solution that connected government
with its communities.
Lucas’s has extensive knowledge of practices that work online with the ECOM sector
where he focused specifically on the customer experience/satisfaction on the site. He
also worked breaking down metrics on usability which has helped him translate
communication and engagement strategies for clients to real world working solutions
for clients.
• Project management
• Client onboarding services
Employee: Lucas Sheppard
Title: Implementation Consultant
(US/CAN)
(Iowa-based)
Online Profile:
https://www.linkedin.com/in/luc
as-sheppard-662a54a2/
granicus.com | info@granicus.com 30
GovDelivery (Optional Service)
Granicus’s Communications Cloud (the Cloud) is a Software as a Service (SaaS) solution
that enables government organizations to connect with more people. By leveraging
the Cloud, you are able to utilize a number of different outreach mediums, including
email, SMS/text messages, RSS feeds, and social media integration to connect with its
target audiences. You will have access to a Client Success Consultant and will be able
to have an active partnership with the Granicus Network.
Subscriber Capture and Email
Fully customizable signup and email templates, which adopt the City’s look and feel,
come standard with the Cloud, ensuring seamless integration with your website. The
Cloud also has robust reporting capabilities that will give the City access to thorough
metrics and analytics. Additionally, the Cloud has industry-leading delivery standards
and manages all bounces.
Standard Communications Cloud Inclusions:
• Up to 25,000 subscribers
• Unlimited ability to upload and migrate existing email lists
• Up to 100,000 SMS messages per year from a short code in the U.S. (international
numbers not supported)
• 1 Granicus account
• Unlimited active Granicus administrators
• Unlimited topics
• Unlimited access to web-based recorded trainings on Standard Messaging, the
Granicus Network, Automation, Mobile, and Analytics
• Access to a complete archive of all data created by the City for 18 months
(rolling)
• Access to up to 3 hours of template and integration development
• Access to up to 2 web-hosted trainings per year
• 24/7 system monitoring, email and phone support during business hours, auto
response to inbound messages from end users, and emergency support
Advanced Cloud Module
The GovDelivery Advanced Cloud Module will give public-sector communicators better
insight into the needs of citizens and better ability to promote and enhance online
transactions, promote behavior change through public awareness, and improve citizen
engagement.
The Advanced Cloud Module of digital marketing capabilities adds streamlined
marketing options that can take an organization’s digital outreach to the next level by
incorporating greater degrees of audience segmentation, personalization, message
testing, and mobile engagement.
granicus.com | info@granicus.com 31
The following services are included in the Advanced Cloud Module:
Dynamic Segmentation such as
− Communications
− Engagement
− Location
Canned Campaigns
− Re-engagement
− New Subscriber Onboarding
Testing
− Simple (A/B, 10/10/80)
Advanced Analytics for Segmentation/Campaign/Testing
Segmentation Campaigns A/B Testing Analytics
The fastest way to
refine a large pool
of the audience
into key targeted
subsets. Create
and save dynamic
audiences based
on interests,
engagement, and
create more ways
to target.
Pre-built, out of the
box digital
campaigns proven
to successfully on-
board new
audiences,
increase
engagement and
conversions among
existing audiences,
and improve
lifetime value.
Turn “I think” into “I
know” with a
streamlined,
proven approach
to testing. A/B
testing yields
actionable results
for short term
optimizations or
long-term
programmatic
improvements.
More valuable
metrics and insight
to measure results,
optimize digital
strategies, and
drive continuous
improvement within
testing efforts and
campaign
strategies.
SMS (Text Messaging)
Public sector organizations face the challenge of engaging its audiences while dealing
with significant resource constraints. While 90% of Americans have a mobile device, 42%
of those mobile users don’t have a smartphone with internet access, however, they all
can send and receive text messages. Where ad campaigns, websites, and social
media fall short, SMS fills in the gaps. You can utilize SMS to better reach its audiences,
including low-income, diverse, and under-served groups.
granicus.com | info@granicus.com 32
More people have access to text on a mobile device than any other
communication channel. More people and more diverse perspectives
get their voice represented.
With a 97% read rate within 15 minutes of sending and an average open-
ended response of 2.5 sentences, text messaging is clear and
actionable.
Simplicity and convenience for participants. People read and respond to
text messages while they’re waiting for the bus or walking down the
street.
Those with lower levels of income and education text more often than
those at the higher end of the income and education scale.
2-3x More texts sent by African-Americans and Hispanic than Caucasian
audiences.
55% Of Americans who exchange more than 50 messages a day say they
would rather get a text than a call.
109 Average messages exchanged on a normal day for cell phone owners
between the ages of 18 and 24.
Interactive Text
Interactive Text’s web platform sends, receives, and analyzes text messages so
organizations can reach citizens with the technology already in their pocket.
Granicus provides an enhanced direct communications channel for priority alerts and
reminders via two-way, Interactive Text Messaging. Interactive Text Messaging will
enable you to deliver bite-sized information directly to the public, recruit and enroll
stakeholders in programs, and receive actionable feedback.
Standard Interactive Text Inclusions:
• Up to one (1) Interactive Text Messaging account
• Two-way Interactive Text Message management and delivery
• Up to 100,000 SMS messages per year from a shared short code within the U.S.
(international numbers not supported)
• Dashboard with automated, real-time reporting, and webhook access
• Unlimited campaigns
• Advanced skip logic, photo messaging, and voicemail
• Up to one (1) hour of web-hosted training for your staff to use and administer
Interactive Text Messaging
granicus.com | info@granicus.com 33
• Photo message capture is available and counts as two (2) messages per
submitted photo. Messages not used in the Period of Performance will not carry
over to the following year. Custom shortcodes, webhook configuration, and full
read and write API access is available for an additional fee.
Implementation and Ongoing Support
Implementation, training, and ongoing customer support services are included with the
subscription. Implementation includes:
• Access to an implementation consultant for up to 90 days
Access to existing web-based recorded trainings around standard account
functions and capabilities
Granicus has all the tools that the you need to effectively inform
and engage its audience.
The Granicus Network The Granicus Platform
The Platform empowers you to efficiently connect
with more people and to get those people to take
action. Comprehensive features and easy access
to numerous channels enable the City to elevate,
streamline, and track its communication efforts.
Email Mobile Social Web
The services you deliver are only as effective as its
audience reach. Gain access to new inbound
growth channels and potentially grow the City’s
audience by 100-300%. Some of the unique ways
Granicus can help you reach more people include:
Web and Form Capture
Mobile Capture
Social Capture
Landing Pages
Audience Insight
When an agency chooses to partner
with Granicus, it is able to participate in
the Network, a unique way for agencies
to grow their audiences.
The Network promotes an agency’s
content beyond the walls of its website,
giving the agency access to more than
200 million people who are already
digitally engaged with government.
Each agency has the ability to leverage
traffic from hundreds of government
organizations, based on criteria such as
the agency’s relevance to subscriber
interests.
granicus.com | info@granicus.com 34
Your audiences live in a multi-channel world, be
there on their terms. Get the right information, to
the right audience at the right time. Granicus helps
engage CITY’s audiences through industry leading
channels, including:
Email Marketing
Mobile Marketing
Social Marketing
Web Content Automation
RSS Content Automation
Targeting and
Personalization
With more than 30,000 subscribers joining
daily, the Network drives massive
audience growth for organizations
across all levels of government.
21
APPENDIX A
Requirements Grid.
Requirements
ADMINISTRATION
Req. # Priority Requirement Describe how the solution will
meet the requirement
1 Required Must allow SSO / Azure AD
integration for staff access SSO is an add-on to
EngagementHQ and is not
included in any standard
license.
Currently, we offer SSO for any
Identity Provider (IdP) that
supports SAML (Security
Assertion Markup Language).
SAML-based SSO services
involve communications
between the user, an Identity
Provider (IdP) that maintains a
user directory, and
EngagementHQ. When a user
attempts to access
EngagementHQ, we will send a
request to the IdP for
authentication. EngagementHQ
will then verify the
authentication and log the user
in as a project admin, site
admin, or hub admin,
depending on their roles.
Examples of IdPs we have
worked with are:
Microsoft Active Directory
Federation Services
PingFederate
OKTA
Azure
F5
Google
ADFS
SAML
Important: We do not support
IdP-initiated logins.
2 Required Application must be cloud-based - SaaS The Software-as-a-Service
solution is browser-based and
22
hosted using the Amazon Web
Services cloud data center
environment which offers
performance and availability
consistent to guarantee
99.75% uptime.
AWS Cloud infrastructure
meets the requirements of an
extensive list of global security
standards, including ISO 27001
and SOC. See the AWS
Compliance page for more
information.
The hosting jurisdiction and
facility is located in the United
States of America at: AWS, US
West (Northern California)
The customer does not need to
locally install any software.
3 Required The application must provide
Reporting/Analytics [e.g., usage,
number of users, number of times
content is shared, viewed,
commented on, number of survey or poll participants, etc.
EngagementHQ incorporates a
suite of analysis and reporting
capabilities for each feedback
tool used within a consultation
project, for individual or
multiple consultation projects
and on a site wide basis, each
of which can be configured and
accessed both online or as a
download in PDF, Excel or
CSV document including
codified data formats. All
EngagementHQ analysis and
reporting can be configured to
report across specific
timeframes.
• The EngagementHQ
Dashboard provides an
overview or snapshot of
site visitation and a
summary of specific
interactions by
participants across
individual feedback
tools in each live
project.
• Site-wide Activity is
accessible online and in
download report
formats as either a
23
summary or full report
of engagement with the
option to report across
either live or archived
engagement projects or
categories.
• Project Activity
Reports and Analysis
capabilities are
available both online
and in download
formats for all individual
projects in both
summary and full report
formats. The reports
include all feedback and
detailed date stamped
results in graphs for
surveys (including cross
tabulation), submissions
and quick polls. Detail
of all qualitative
feedback from
Discussion Forums, the
Guestbook, Q&A,
Places and Ideas is
captured within the
project report and can
be further interrogated
and analysed via
sentiment analysis,
demographics, key
search functions and
tagging with reports
available in PDF and
Excel formats.
• Engagement Tool
Activity reporting
enables access to the
activity and reports for
each individual tool
used in a consultation
project or across
multiple consultation
projects.
• Participant
Demographics are
captured during the
registration process.
Reporting and analysis
of captured data allows
analysis of participation
by demographic
24
identifiers for individual,
multiple and
consolidated
consultation projects
and/or for each
feedback tool or by
participant.
EngagementHQ
includes capacity to
apply sentiment
analysis to key
demographic indicators
• Traffic Sources are
tracked via the
EngagementHQ
dashboard providing
key insights on the
success of
communications and
marketing strategies
and reports on the
source of traffic to your
site or consultation
project for example
from Direct URLs,
Social, Email, Referrals
and Search Engines.
• Analysis provides
capacity to undertake
both qualitative and
quantitative analysis
from all feedback tools.
• Comment Tagging
and Sentiment
Analysis functionality
allows all qualitative
feedback via Forums,
Storyteller, the
Guestbook, Q&A,
Ideas, Places, Surveys,
Petitions and
Submissions to be
interrogated cross
referencing sentiment
analysis against
demographic data
including capacity to
categorise, tag and
download qualitative
analysis reports in
Excel or CSV formats
for further interrogation
of reporting.
25
• Survey Analysis
provides capacity to
filter survey results by a
range of filters and
undertake both
comparative and cross
tab analysis by a range
of data subsets
including participant
demographics and
responses to previous
questions.
4 Required The application must allow export
of data in CSV, Excel, or SQL format (all collected data/input)
The system supports data
import and export in multiple
formats including xls, csv, and
pdf. You can export your data
from within the platform or via
API at any time.
5 Required The application must allow users
to create an account/register on
website
EngagementHQ has a secure
and verified self-user
registration process
incorporating an authentication
link sent via email at the
completion of the registration
process. The verifiable sign up
ensures data integrity by
precluding capacity to duplicate
or create more than one
account from any single
verified email address.
EngagementHQ sign-on
requires:
A combination of username
and password
Passwords must be 8-16
characters long; Must be a
combination of numbers and
letters; Must have one
lowercase letter and one
uppercase letter.
Password pages are protected
against brute force attacks.
Administrators that are inactive
for two hours will automatically
be logged out.
Repeated (more than 5) wrong
login attempts will cause the
account to be locked out for 15
minutes.
26
6 Nice to Have The application must allow users
to user to create an account using
Google, Facebook, or O365
You can allow participants to
link their EngagementHQ
accounts with external identity
providers like Google,
Facebook, or Twitter. A
participant that chooses this
method of registration will be
able to log in to your site using
the selected login credentials.
7 Required Service Stability - 99.999% uptime We guarantee 99.75%
availability and our uptimes
have historically remained
above “three 9s” (99.9%). Our
guarantee is backed by our
SLAs.
Our Disaster Recovery plan is
tested annually or when there
is a major change in our
environment, either to our
infrastructure or application.
Lessons learned from these
tests are incorporated back into
the plan.
Recovery Time Objective
(RTO)- worst case time to
restore service in a disaster as
6 hours.
Recovery Point Objective
(RPO) - worst case time to
restore data loss in a disaster
as 24 hours.
We are hosted on Amazon
Web Services (AWS)
infrastructure and leverage
their high availability
infrastructure for application
and data restoration. In
addition, we take a complete
server snapshot daily, which is
maintained for 15 days.
In case of an emergency or a
disaster situation we are able
to retrieve and restore data
from a single point-in-time in
our recovery period on behalf
of a client, however, we do not
offer any Client managed data
27
restore options.
The EngagementHQ solution is
hosted using the Amazon Web
Services cloud data center
environment which offers
performance and availability
consistent with this uptime
expectation.
8 Nice to Have Allow internal support of all
engagement methods in one
place
Granicus will provide its
engagement module as part of
the proposed solution. The
survey tool is one of the
module's most popular
engagement tools, useful when
there is a necessity to gather
large amounts of information
quickly and efficiently from your
community about a particular
project or program.
Engagement participation tools
include surveys, submissions,
quick polls, interactive
mapping, discussion forums,
guestbooks, ideas, storytelling,
and Q&A. Event registration
may be managed by the survey
tool.
This will be provided for use
across your organization and
includes associated support
and advice for unlimited open
community and stakeholder
engagement projects, in
addition to protected
community panel, focus and
advisory group consultation
projects.
Information sharing tools
include participant emails and
newsletters, news feeds,
document libraries, video
galleries, image galleries,
FAQs, key dates, timelines,
calendars, key links, and HTML
embeds.
28
9 Should Have The application should be able to
send notifications to users when new discussions are opened
If a user creates a discussion
forum, they will receive a
Thank you email for creating a
new forum topic for discussion
with a copy of the forum topic
title created. If the participant
has selected to be notified
when a reply to a comment is
posted, then they will receive a
notification email when a reply
is posted too.
You also have the ability to
restrict forum creation to
moderators only.
10 Should Have The application should be able to
send notifications to users when
new video content is posted
New consultations and updates
are communicated via the
EngagementHQ email/e-
newsletter. Additionally the
project Newsfeed is available
within projects to provide
updates and project news.
11 Nice to Have The application should allow a
user to follow a topic of discussion If the participant has selected
to be notified when a reply to a
comment is posted, then they
will receive a notification email
when a reply is posted.
12 Nice to Have The application should allow
users to receive notifications
about items they are following
When you use the Follow
Project widget in your project
pages, it allows participants,
registered or unregistered, to
'follow' any of the published
projects and effectively become
a subscriber for project
updates, receiving email
notifications for the items they
have opted in to seeing.
13 Required The application must allow users
to opt out of receiving notifications During the registration process,
users will enter their
information and can opt in to
receive communications or
elect to opt out of all
communications. Staff with
appropriate permissions will
then be able to email these
users and create segmented
lists.
29
14 Nice to Have The application should allow
users to follow or subscribe to
content or feeds.
When you use the Follow
Project widget in your project
pages, it allows participants,
registered or unregistered, to
'follow' any of the published
projects and effectively become
a subscriber for project
updates.
15 Required The application must allow users
to opt out of or unsubscribe from
content or feeds
EngagementHQ allows
registered stakeholders to edit
their profile and unsubscribe.
16 Should Have The application should minimize
the number of mouse clicks
required to view or engage with content
By designing your engagement
site and project pages with the
user experience in mind, we
provide a safe and productive
mechanism for obtaining
feedback from, and reporting
back to, the community. Part of
our design process is ensuring
that the site is intuitive and
easy to navigate, thereby
minimizing the number of clicks
needed to start engaging.
30
GENERAL
17 Required Training and materials provided by vendor
(e.g., end user training, quick tips sheet,
SCORM file format training for LMS, etc.)
We provide training to ensure
your team understand EHQ
functionality and user
administration capabilities:
• a Site Administrator
training session to
cover initial set-up, and
an overview of all back-
end settings and
functionality
• administrator training
sessions covering the
EngagementHQ content
management system
Granicus can also provide
additional training sessions
depending on Oro Valley
requirements and would be
happy discuss further.
There are a variety of training
options available. Please see
https://helpdesk.bangthetable.c
om/en/articles/806176-training-
and-support-explained
18 Required Must have ability to limit participation on
platform to registered users (view only ok
without registration)
EngagementHQ allows you to
choose if a project is 'Public',
'Protected', or in 'Community
Panel' mode. Projects that are
marked 'Protected', are
removed from the view of the
general public and are only
accessible by those that you
have granted access to.
19 Required Must have the ability for Town staff to
manually add input from local meetings into
a particular project in the application
Staff can manually add any
content from local meetings
directly into a project page
including:
Text Documents - PDF, MS
and OpenOffice Excel (.xls,
.xlsx), MS and OpenOffice
Word (.doc, .docx), MS and
OpenOffice PowerPoint (.ppt,
.pptx)
Audio Files - mp3, wav, x-wav
Video Files - mp4, mpeg, mov
(Quicktime), flv
Image Files - jpg / jpeg, gif,
31
png, bmp
Other- zip, xml
20 Required The application must have polling
functionality Engagement participation tools
include surveys, submissions,
quick polls, interactive
mapping, discussion forums,
guestbooks, ideas, storytelling,
and Q&A. Event registration
may be managed by the survey
tool.
Quick polls can be added to an
individual project or event to
quickly gather resident
feedback.
21 Required The application must allow quick creation of
polls for local events Engagement participation tools
include surveys, submissions,
quick polls, interactive
mapping, discussion forums,
guestbooks, ideas, storytelling,
and Q&A. Event registration
may be managed by the survey
tool.
Quick polls can be added to an
individual project or event to
quickly gather resident
feedback.
22 Required The application must display polls results
real-time Quick polls can be used as a
tool or a widget on a project
page. Within the settings of the
poll, you can enable users to
see real-time results
immediately after submitting
their own answers.
23 Required The application must have discussion board functionality Discussion Forums are
community spaces for
discussion, debate and
dialogue and are the most
transparent form of online
engagement. A safe and
interactive space for your
community to discuss debate
and resolve issues and
opportunities, Discussion
Forum comments are
moderated 24/7 to protect
against inappropriate language,
displays of disrespect to other
32
participants and off topic
comments and include capacity
for participants to alert our
Moderation
Team. EngagementHQ
Discussion Forums include
capacity to:
• Embed rich media
within the discussion
introduction
• Create multiple
discussion topics and
open and close topics
independently of each
other within a project
• Provide easy to read
multi-threaded
discussions for deeper
engagement
• Facilitate discussion via
Council team members
or topic experts
• Allow participants to
agree or disagree with
comments
24 Required The application must allow the Town to post
topics and allow people to respond EngagementHQ provides
capacity to create and apply
custom theme/topic tags to
individual consultation projects.
Themed project tags are stored
within your EngagementHQ
site enabling selection from a
dropdown list for consistency of
project tagging. The
EngagementHQ Participant
Relationship Management
System (PRM) allows sorting of
participant involvement and
activity by project tag.
25 Required The application must allow multiple threads
of conversion EngagementHQ Discussion
Forums include capacity to:
• Create multiple
discussion topics and
open and close topics
independently of each
other within a project
• Provide easy to read
multi-threaded
discussions for deeper
engagement
33
26 Required The application must have automated
moderation 24-hour moderation is provided
on all public facing comments
via an automated profanity filter
and expert, in addition to real-
person moderation, creating a
safe space for your community
and stakeholders.
27 Should
Have
The application should allow for human
moderation 24-hour moderation is provided
on all public facing comments
via an automated profanity
filter. Granicus also provides
expert human moderation to
ensure that we are creating a
safe space for your community
and stakeholders.
28 Should
Have
The application should allow reporting on
discussion topics Project Activity Reports and
Analysis capabilities are
available both online and in
download formats for all
individual projects in both
summary and full report
formats. The reports include all
feedback and detailed date-
stamped results in graphs for
surveys (including cross
tabulation), submissions and
quick polls. Detail of all
qualitative feedback from
Discussion Forums, the
Guestbook, Q&A, Places and
Ideas is captured within the
project report and can be
further interrogated and
analysed via sentiment
analysis, demographics, key
search functions and tagging
with reports available in PDF
and Excel formats.
29 Required The application must have online survey functionality EngagementHQ’s survey tool is
one of the most popular tools. It
is very useful when there is a
necessity to gather large
amounts of information quickly
and efficiently from your
community about a particular
topic. It utilizes many of the
specifically requested features
for soliciting survey input. For a
34
wide variety of the types of
survey questions available,
more information can be found
here:
https://helpdesk.bangthetable.c
om/en/articles/3150672-survey-
question-types-explained.
EngagementHQ also offers a
robust Survey Analysis Tool for
evaluating response data.
30 Required The application must allow users to respond
to online surveys EngagementHQ’s survey tool is
one of the most popular tools. It
is very useful when there is a
necessity to gather large
amounts of information quickly
and efficiently from your
community about a particular
topic. It utilizes many of the
specifically requested features
for soliciting survey input. For a
wide variety of the types of
survey questions available,
more information can be found
here:
https://helpdesk.bangthetable.c
om/en/articles/3150672-survey-
question-types-explained.
EngagementHQ also offers a
robust Survey Analysis Tool for
evaluating response data.
31 Should
Have
The application should allow videos and/or
images to be embedded in surveys EngagementHQ includes the
ability to allow images or
embedded links to videos to be
added to surveys.
32 Nice to
Have
The application should allow users to search
for surveys that may be of interest to them EngagementHQ’s survey tool is
one of the most popular tools. It
is very useful when there is a
necessity to gather large
amounts of information quickly
and efficiently from your
community about a particular
topic. Users can search your
engagement site for surveys
through the built-in search
capability.
33 Should
Have
The application should allow users to view
the results of a survey Survey data is protected and
any reports that aggregate
35
response data are unavailable
to users unless disclosed by
administrators.
Quick polls can be used as a
tool or a widget on a project
page. Within the settings of the
poll, you can enable users to
see real-time results
immediately after submitting
their own answers.
34 Required The application must have PDF reader that
allows for viewing of a document in
magazine layout
Using the built-in document
management tool, you can post
PDF, MS and OpenOffice
Excel (.xls, .xlsx), MS and
OpenOffice Word (.doc, .docx),
MS and OpenOffice
PowerPoint (.ppt, .pptx)
documents directly to your
project page.
35 Required The application must have Geo Mapping
functionality Places tool is an interactive
mapping tool that allows you to
capture geo-spatial feedback
as part of your online
consultations. This is a perfect
tool for consultations where
you would like to investigate
community views about a
specific location. There are
several distinguishing features
of EngagementHQ Places that
make it a powerful engagement
tool to use as part of your next
engagement. With Places you
can;
• Add multiple pin
categories to identify
feedback on different
issues
• Restrict feedback to a
geographic boundary
using our polygon
boundary tool
• Add multiple layers with
information in
customized colors.
• Add shape and line
markers to provide
additional information
on the map
36
• Upload one or more
WMS, KML and ESRI
shapefile information
layers (We don't
support ESRI ArcGIS
on EngagementHQ)
• Create a survey that will
appear on each pin
drop
• Select from 9 different
map styles for the
consultation map area
• Collect comments and
images from responses
36 Required The application must allow mapping of areas
of concern. E.g., buildings, land, property. Places tool is an interactive
mapping tool that allows you to
capture geo-spatial feedback
as part of your online
consultations. This is a perfect
tool for consultations where
you would like to investigate
community views about a
specific location. There are
several distinguishing features
of EngagementHQ Places that
make it a powerful engagement
tool to use as part of your next
engagement. With Places you
can;
• Add multiple pin
categories to identify
feedback on different
issues
• Restrict feedback to a
geographic boundary
using our polygon
boundary tool
• Add multiple layers with
information in
customiezd colors.
• Add shape and line
markers to provide
additional information
on the map
• Upload one or more
WMS, KML and ESRI
shapefile information
layers (We don't
support ESRI ArcGIS
on EngagementHQ)
• Create a survey that will
37
appear on each pin
drop
• Select from 9 different
map styles for the
consultation map area
• Collect comments and
images from responses
37 Required The application must allow town
administrators to know where participants
are located.
Map results - we want to know where we're
getting participation
Places tool is an interactive
mapping tool that allows you to
capture geo-spatial feedback
as part of your online
consultations. This is a perfect
tool for consultations where
you would like to investigate
community views about a
specific location.
38 Required The application must allow administrative
users to create maps of event locations.
Map event locations - where are events
occurring
Included in basic annual
platform cost, using the Places
tool.
Places is an interactive map
based tool/is an interactive
mapping tool that allows you to
capture geo-spatial feedback
as part of your online
consultations. Places is the
perfect tool for consultations
where you would like to
investigate community views
about specific location.
39 Required The application must allow administrators to
create maps marking marketing and
community outreach locations (e.g., paper
survey locations)
Included in basic annual
platform cost, using the Places
tool.
Places is an interactive map
based tool/is an interactive
mapping tool that allows you to
capture geo-spatial feedback
as part of your online
consultations. Places is the
perfect tool for consultations
where you would like to
investigate community views
about specific location.
38
INTEGRATIONS
40 Should
Have
Content from the platform should be
searchable from the Town of Oro Valley’s
main website search engine
Using an embedded project
finder on the Town of Oro
Valley's main site, we can
make project pages from
EngagementHQ searchable on
your main site.
41 Required The application must allow content from
ArcGIS to be embedded on the website The Places tool within
EngagementHQ enables you to
upload one or more WMS, KML
and ESRI shapefile information
layers. While we currently do
not support a full ESRI ArcGIS
integration, as an ESRI Silver
Business Partner, we will
continue to invest in our ESRI
integrations and capabilities.
42 Required The application must allow all project
content to be embedded on the website EngagementHQ provides the
ability to embed all project
content on your primary city
website through a project finder
tool.
43 Nice to
Have
The application should allow internal support
of all engagement method in one place Whether utilizing one or many
engagement tools on a project
page, users will be able to view
and engage with any
engagement methods you have
enabled from one location,
making the user experience
intuitive and simple.
44 Required The application must allow content from
YouTube to be embedded on the website EngagementHQ has its own
video gallery, but some videos
might not be your own or you
want to show them somewhere
else on your page outside of a
video widget. You can do so by
embedding links directly from
YouTube or Vimeo into the
page.
45 Required The application must allow photo galleries to be embedded on the website We provide customized design
and branding to align with your
brand identity. EngagementHQ
is delivered as an "unbranded"
website, so that you can
customize the design and
layout of your site. Apply
colors, photo galleries, logo,
39
fonts, banners, and choose a
homepage template of your
choice, or design your own
using homepage manager.
46 Required The application must allow links to
Facebook, Instagram, or other social media EngagementHQ provides
capacity to include external
links such as Agency’s website
within site navigation bars
accessible from all pages.
Additionally the Key Links
Information Resource is
available within individual
projects to link with project
specific external websites and
information. The custom HTML
embed facilitates social media
feed embeds.
47 Required The application must integrate social media
posts on website (RSS Feed) You can easily share and
promote all your content across
some of the most popular
social media platforms. In
addition, you can link your
social media accounts to your
engagement site via widgets as
well as provide links to users to
follow your social media
accounts.
REGULATORY
48 Required The software must be ADA compliant EngagementHQ is compliant
with ISO 27001 and WCAG 2.1
AA standards. We conduct
regular internal security
assessments based on
OWASP rating and
methodology, as well as
monthly vulnerability scans.
After monthly scans are
conducted, identified
vulnerabilities are tracked in a
ticketing system and prioritized
based on severity, with high
risks being patched monthly,
moderate risks being patched
within three months, and low
risks being patched within 180
days. That said, the
engineering teams frequently
patch all of the severity levels
on a monthly basis.
40
For additional information on
software updates: please see
EngagementHQ change,
update, release process | Bang
The Table.
49 Should
Have
The application should allow use of Google
Translate You can add Google Translate
in the header of your site via
the EngagementHQ
Marketplace and can choose to
align it either on the left or right.
If the documents are provided
in a format readable by Google
Translate (such as HTML),
then it usually can be
translated. If it is contained in
an a different file format like
PDF, DOCX, or XLSX, then it
will not be able to automatically
translate that document for
your participants and you are
better advised to provide a
secondary link to a translated
version of the document.
50 Should
Have
The application should allow use of Google
Read Accessibility is crucial to
website development to ensure
that equal access is given to all
information on a site. In the
context of EngagementHQ, this
means ensuring the public-
facing side of EngagementHQ
can be navigated and used by
people with disabilities, people
who are blind or have low
vision, and people with
dyslexia.
Some areas of EngagementHQ
that are controlled by site
administrators, such as project
description and most content in
the tools, cannot be made
accessible across all sites
easily and it remains the
responsibility of the managing
organization to ensure full
accessibility. However for all
other areas, in particular, 'hard-
coded text, such as submit
buttons, default headings, etc.
it is our responsibility to ensure
41
full accessibility. This includes
the use of screen readers and
tool such as Google Read.
We run regular audits to ensure
EngagementHQ continues to
comply with WCAG standards.
For access to our latest
accessibility audit report
contact our support team via
chat or email at
support@engagementhq.com
Request for Proposals (RFP) No. 24004
Online Constituent Engagement Platform for
General Plan Creation
Addendum No. One (1)
Date Issued: June 27, 2023
The referenced document has been modified as per the attached Addendum No. one (1).
Please sign this Addendum where designated and return the executed copy with the
submission of your Proposal. This amendment is hereby made part of the referenced RFP as
though fully set forth therein.
Any questions regarding this amendment should be addressed to Cherie Odeski at
caodeski@orovalleyaz.gov.
DocuSign Envelope ID: CE9E05D9-9DFD-40A8-8346-19AAE4E477D1
TOWN OF ORO VALLEY, PROCUREMENT REQUEST FOR PROPOSALS NO. 24004
11000 N. LA CANADA DRIVE RFP ADDENDUM NO. ONE (1)
ORO VALLEY, ARIZONA 85737 PAGE 2 OF 2
CHERIE ODESKI, CPPO, CPPB NIGP-CPP, CHIEF PROCUREMENT OFFICER ISSUE DATE: JUNE 27, 2023
caodeski@orovalleyaz.gov RFP DUE DATE: JULY 17, 2023 AT 2:00 P.M. AZ TIME
A SIGNED COPY OF THIS ADDENDUM SHALL BE INCLUDED WITH YOUR PROPOSAL
ALL OTHER PROVISIONS OF THE INVITATION FOR BIDS SHALL REMAIN UNCHANGED.
OFFEROR HEREBY ACKNOWLEDGES RECEIPT AND UNDERSTANDING OF THIS AMENDMENT
Signature Date Company Name
Typed Name and Title Address
Phone City State Zip
THIS REQUEST FOR PROPOSAL IS AMENDED AS FOLLOWS:
Online Constituent Engagement Platform for
General Plan Creation
ITEM NO. 1: SUBMITTAL DUE DATE
The Submittal Due Date REMAINS MONDAY, JULY 17, 2023 AT 2:00 PM Local AZ time
ITEM NO. 2
Replace RFP Inquires on the first page with:
RFP Inquiries
All inquiries regarding this solicitation will be directed in writing to: Cherie Odeski, Chief Procurement Officer,
caodeski@orovalleyaz.gov. Please include “RFP No. 24004” in the subject line of the email.
ITEM NO. 3
The following information is provided as a response to questions submitted:
Question: Are we responsible for site implementation only or is content included (programming)?
Answer: RFP is for site implementation only.
Question: Do proposals need to be postmarked by 7/17/2023 or in hand by 7/17/2023?
Answer Proposals must be in possession of the Town on or before the due date and time.
Question: Is there an existing site that the Town modeled the requirements after?
Answer: No.
Question: Do we still need approval to do each of the 50 things from the Town Project Manager?
Answer: Final acceptance will be given by the Town Project Manager, Milestones, timeline,
implementation, and deliverables should be included in your solution document. Overall
acceptance of the project will be given.
Question Do you know if you will issue an additional RFP for the creation of the content and outreach to
the community for them to use the new program?
Answer: Don't know what plans are for content of site. Might be another RFP from communications.
(800) 314-0147
Granicus, LLC
408 Saint Peter Street, Suite 600
Saint Paul MN 55102
DocuSign Envelope ID: CE9E05D9-9DFD-40A8-8346-19AAE4E477D1
7/13/2023
Brendan Stierman Manager, Contracts
TOWN OF ORO VALLEY, PROCUREMENT REQUEST FOR PROPOSALS NO. 24004
11000 N. LA CANADA DRIVE RFP ADDENDUM NO. ONE (1)
ORO VALLEY, ARIZONA 85737 PAGE 2 OF 2
CHERIE ODESKI, CPPO, CPPB NIGP-CPP, CHIEF PROCUREMENT OFFICER ISSUE DATE: JUNE 27, 2023
caodeski@orovalleyaz.gov RFP DUE DATE: JULY 17, 2023 AT 2:00 P.M. AZ TIME
A SIGNED COPY OF THIS ADDENDUM SHALL BE INCLUDED WITH YOUR PROPOSAL
Question: What is availability requirement?
Answer: Describe how you will meet 99.999% uptime with your solution. If your solution does not have a
99.999% uptime service level agreement (SLA), describe your SLA and remedy if the SLA is
breeched.
Question: What timeline is the Town looking for?
Answer: We are on a tight timeline. Would like this live by mid-October. Timeline was set without
understanding what would be needed to implement. Include information about why it would be
delayed past original ask. Etc.
Question: Warranty implies will be handling physical items. Is this the case?
Answer: We typically see that the provider warrants that the software will work as advertised.
Except as expressly stated herein, the parties make no representation, warranty, or guaranty as
to the reliability, timeliness, quality, suitability, truth, availability, accuracy of completeness of the
services or any content. Parties disclaim all representations or warranties that: (I) The use of the
services shall be secure, timely, uninterrupted or error-free, operate in combination with any other
hardware, software, system or data; (II) Services or API shall meet your requirements or
expectations; (III) Any stored data shall be accurate or reliable; (IV) the quality of any products,
services, information, or other material purchased or obtained by you through the services shall
meet your requirements or expectations; (V) Errors or defects shall be corrected; (VI) The services
or the server(s) that make the services available are free of viruses or other harmful components.
The services and all content is provided to you strictly on an “As-Is” basis, all conditions,
representations and warranties, whether express implied, statutory or otherwise, including,
without limitation, any implied warranty of merchantability, fitness for a particular purpose, or non-
infringement, are disclaimed to the maximum extend permitted by applicable law by the parties.
Question: Is a business license required anytime you do business in Oro Valley?
Answer: The Town of Oro Valley requires that all persons who conduct or carry on any business within its
boundaries must first obtain a license. (Town Code Article 8-2-2).
Question: If action is necessary, will business license be obtained after acceptance of proposal?
Answer: Yes.
Question: Is registration with Public Purchase necessary to submit a proposal?
Answer No, but this is the place that will notify you of any changes to the RFP.
DocuSign Envelope ID: CE9E05D9-9DFD-40A8-8346-19AAE4E477D1
granicus.com | info@granicus.com
7/5/2023
Town of Oro Valley
Oro Valley, Arizona
Subject: Exceptions to Online Constituent Engagement Platform for General Plan Creation RFP, #24004
Dear Town of Oro Valley,
Thank you for providing us with the opportunity to respond to the Online Constituent Engagement
Platform for General Plan Creation (RFP #24004).
Granicus’s proposal is submitted based upon a good faith negotiation of mutually agreeable terms
and conditions upon award of the RFP #24004. The attached Master Subscription Agreement contains
the necessary provisions covering the products and services that comprise Granicus’s proposal, and it
is offered for consideration to be the basis for such good faith negotiations. If there is an
existing contract between the parties, Granicus is willing to consider utilizing such
contract upon award. Additionally, attached is Granicus’s evidence of insurance.
Granicus is willing to negotiate any agreeable modifications to the Master Subscription Agreement.
We look forward to engaging with you and negotiating the terms and conditions that will form the
basis of our future relationship.
Sincerely,
Attachments: Exhibit A (Master Subscription Agreement); Exhibit B (Evidence of Insurance).
Version October 2022
Exhibit A
Master Subscription Agreement
US/Canada
This Master Subscription Agreement (“Agreement”) is effective as of the date last signed below
(“Effective Date”) between Client (“Client”) and Granicus, LLC, a Minnesota Limited Liability Company for
those Clients residing in the US, and Granicus Canada Holdings, U.L.C., an unlimited liability corporation
for those Clients residing in Canada (“Granicus”).
1. Definitions. For the purpose of this Agreement, the following terms have the corresponding
definitions:
“Content” means any material or data: (i) displayed or published on Client’s website; (ii) provided by Client
to Granicus to perform the Services; or (iii) uploaded into Products.
“Products” means the online or cloud subscription services, on premise software, and embedded
software licensed to Client, and hardware components purchased by Client under this Agreement;
“IP Rights” means all current and future worldwide statutory or other proprietary rights, whether
registered or unregistered, including but not limited to, moral rights, copyright, trademarks, rights in
designs, patents, rights in computer software data base rights, rights in know how, mask work, trade
secrets, inventions, domain or company names and any application for the foregoing, including
registration rights.
“Order” means a binding proposal, written order, or purchasing document setting forth the Products
made available to Client pursuant to this Agreement;
“Services” means the consulting, integration, installation, and/or implementation services to be
performed by Granicus as described in the SOW;
“SOW” means a statement of work agreed to by the parties that references this Agreement and describes
the Services and Deliverables provided as part of a Services engagement pursuant to the Services
provisions set forth in this Agreement; and
2. Intellectual Property Ownership and Use Rights.
a) Intellectual Property Ownership. Granicus and its licensors own all IP Rights in the Products.
Client and its authorized users have no right, title or interest in the Products other than the license rights
expressly granted herein. All rights not expressly granted in the Products are reserved by Granicus or its
licensors.
b) License to Products. Granicus hereby grants Client a non-exclusive, non-transferable license to
access and use the Products identified in the Order during the Term set forth therein. In addition to the
terms of this Agreement and the Order, product-specific license terms applicable to certain of the
Products can be found at www.Granicus.com/legal/licensing and are hereby incorporated into this
Agreement by reference. Granicus reserves all right, title and interest in and to all Granicus Products,
including all rights not expressly granted to Client under this Agreement.
2 of 11
c) Third Party Contractors. Client may permit its third-party contractors to access and use the
Products solely on behalf of and for the benefit of Client, so long as: (i) such contractor agrees to comply
with this Agreement as if it were Client; (ii) Client remains responsible for each contractor's compliance
with this Agreement and any breach thereof; and (iii) all volume or transaction-based use of the Products
includes use by contractors. All rights granted to any contractor terminate immediately upon conclusion
of the Services rendered to Client that give rise to such right. Upon termination of such rights, contractor
will immediately cease all use of the Products and uninstall and destroy all confidential or proprietary
Granicus information in its possession. Client will certify compliance with this section in writing upon
Granicus’ request.
d) Data Sources. Client may only upload data related to individuals that originates with or is owned
by Client. Client shall not upload data purchased from third parties without Granicus’ prior written
consent and list cleansing Services provided by Granicus for an additional fee. Granicus will not sell, use,
or disclose any personal information provided by Client for any purpose other than performing Services
subject to this Agreement.
e) Content. Client can only use Products to share Content that is created by or owned by Client
and/or Content for affiliated organizations, provided that use by Client for affiliated organizations is in
support only, and not as a primary communication vehicle for such organizations that do not have their
own license to the Products. Granicus is not responsible for any Content used, uploaded or migrated by
Client or any third party.
f) Advertising. Client shall not use Products to promote products or services available for sale
through Client or any third party without Granicus’ prior written consent.
g) Restrictions. Client shall not:
(i) Use or permit any end user to use the Products to store or display adult content, promote
illegal or immoral activities, send or store infringing, obscene, threatening or unlawful or
tortious material or disrupt others use of the Products, network services or network
equipment, including unsolicited advertising or chain letters, propagation of computer
worms and viruses, or use of the Products to make unauthorized entry into any other
device accessible via the network or Products;
(ii) Use the Products as a door or signpost to another server;
(iii) Disassemble, decompile, reverse engineer or make derivative works of the Products;
(iv) Rent, lease, lend, or host the Products to or for any third party, or disclose the Products
to any third party except as otherwise permitted in this Agreement or an Order or SOW;
(v) Use the Products in violation of any applicable law, rule, or regulation, including violation
of laws regarding the processing, use, or disclosure of personal information, or violation
of any United States export control or regulation, United States embargo, or denied or
sanctioned parties prohibitions; or
(vi) Modify, adapt, or use the Products to develop any software application intended for
resale which uses or competes with the Products in whole or in part.
3 of 11
3. Term; Termination.
a) Agreement Term. This Agreement begins on the Effective Date and remains in effect for the
period set out in the Order (“Initial Term”). Thereafter, this Agreement will continue in effect until all
Orders or SOWs have expired or been terminated.
b) Order Term. Each Order will be effective on the date set out therein and will remain in effect
during the Initial Term identified in such Order. Each Order will automatically renew for twelve (12) month
terms (each, a “Renewal Term”) unless either party gives the other party notice of non-renewal at least
sixty (60) days prior to the end of the applicable Term of the Order. The Initial Term and all Renewal
Terms are collectively, the “Term”.
c) SOW Term. Each SOW will begin on the effective date of the SOW and will remain in effect until
the Services are completed, this Agreement is terminated, or the termination date set out in the SOW
(the “Termination Date”), whichever is later. If no specific Termination Date is designated in the SOW,
Client may terminate the SOW upon thirty (30) days written notice to Granicus.
d) Termination for Default. Either party may terminate this Agreement or any Order or SOW by
written notice if the other party commits a material breach of this Agreement or the applicable Order or
SOW and fails to cure such breach within thirty (30) days after receipt of such notice, or an additional
period of time as agreed to by the parties.
e) Effect of Termination. Upon expiration or termination of an Order or SOW for any reason: (i)
Client’s right to access and use the Products will immediately cease (except for perpetual licenses granted
under an Order, which will continue to be governed by this Agreement for the duration of the license); (ii)
Client will promptly remit any fees due to Granicus under all Orders and SOWs; (iii) Granicus will promptly
cease performance of any Services; and (iv) the parties will return or destroy any Confidential Information
of the other party in its possession, and certify upon request to the other party of compliance with the
foregoing. Client will have thirty (30) days from the expiration date of a subscription to extract or
download any Content stored in the Products. Granicus has no obligation to retain any Content after such
thirty (30)-day period nor is Granicus responsible for extracting the data on Client’s behalf absent separate
written agreement and the payment of additional fees.
f) Survival. Sections 4 (Fees, Payment), 9 (Confidentiality), 10 (Indemnification), 11 (Limitation of
Liability), 13 (Governing Law) and any other clause that by its nature is intended to survive will survive
termination of this Agreement indefinitely or to the extent set out therein.
4. Fees; Payment.
a) Fees. Client will pay all fees, costs and other amounts as specified in each Order or SOW. Annual
fees are due upfront at the beginning of each annual term. Services fees and one-time fees are due
according to the billing frequency specified in each Order or SOW. Granicus may suspend Client’s access
to any Products if there is a lapse in payment not remedied promptly upon notice to Client. A lapse in the
4 of 11
Term of each Order or SOW will require the payment of a setup fee to reinstate the subscription. All fees
are exclusive of applicable state, local, and federal taxes, which, if any, will be included in the invoice. It is
Client’s responsibility to provide applicable exemption certificate(s).
b) Payment. Client will remit payment of the fees due within thirty (30) days of receipt of an accurate
invoice from Granicus or its authorized reseller, or if Client is subject to different payment terms imposed
by applicable regulation, such required payment duration. Any disputed amounts will be identified in
writing to Granicus within the payment period or be deemed accurate and payable. With respect to any
amount due to Granicus which is not paid within thirty (30) days of an undisputed invoice, Granicus may
apply interest at the rate of one and half percent (1.5%) per month, or such lesser amount required by
law, assessed from the due date through the date of payment. Client acknowledges and agrees that
orders placed by Client for Products and Services will be non-cancellable and the fees paid are non-
refundable unless otherwise expressly stated in the Agreement.
c) Purchase Orders. Upon request, Granicus will reference a purchase order number on its invoices
if Client provides the corresponding purchase order information to Granicus prior to generating the
invoice. Client agrees that a failure to provide Granicus with purchase order information will not relieve
Client of its obligations to provide payment in accordance with this section.
d) Price Changes. Subject to any price schedule or pre-negotiated fees to which this Agreement or
an Order may be subject, Granicus will provide notice of any price changes at least ninety (90) days prior
to the end of the current Term, which will become effective as of the next Renewal Term. Renewals at
the same volume amount will not increase more than ten percent (10%) over the prior year’s fees.
Purchases of additional Products will be at Granicus’ then-current price and licenses, subject to volume or
transaction metrics, and will be reviewed annually prior to commencement of the Renewal Term, with
fees adjusted to cover increases in Client’s use.
e) Cooperative Purchasing. To the extent permitted by law the terms of this Agreement may be
extended for use by other municipalities, school districts and governmental agencies. Orders and SOWs
entered into by such third parties are independent agreements between the third party and Granicus and
do not affect this Agreement or any Order or SOW between Granicus and Client.
5. Client Responsibilities.
a) Content. Client will be solely responsible for the Content submitted to the Products and will
comply with all laws, rules and regulations relating to the use, disclosure and transmission of such
Content, including providing such to Granicus. Client represents and warrants it has the legal right to
provide the Content to Granicus and that such use or disclosure does not violate the intellectual property,
privacy or other legal rights of any third party. Client grants Granicus a limited, non-exclusive right during
the Term to access and use the Content to provide the Products and Services. Content does not include
user feedback related to the Products or Services, which Granicus is free to use without any further
permission or consideration to Client. In addition, Content does not include data generated by use of the
Products, including system data and data derived from Content in an aggregated and anonymized form,
which may be used by Granicus for any and all business purposes including diagnostics and system and
product improvements.
b) Data Backup and Protection. Client will maintain a back-up of any data or data files provided to
Granicus. For certain Products, Granicus offers functionality that requires subscribers to enable password
5 of 11
protection of subscriber profiles and associated data. Client assumes all responsibility for implementing
and enforcing this security functionality in its sole discretion.
c) Passwords. Sign-on credentials used to access the Products are non-transferable. Client is
responsible for keeping all passwords secure and for all use of the Products through Client’s sign in
credentials.
d) Cooperation. Client will provide any assistance reasonably required by Granicus to perform the
Services, including timely review of plans and schedules for the Services and reasonable access to Client’s
offices for Services performed onsite.
e) Third-Party Technology. Client will be responsible for securing all licenses for third party
technology necessary for Granicus to perform the Services (including the right for Granicus to use such
technology) and will be responsible for the performance of any third-party providing goods or services to
Client related to the Services, including such third party’s cooperation with Granicus.
6. Support. Basic support and maintenance services provided to Client for Products (“Support”) is
included in the fees paid for the Granicus Product subscription or maintenance during the Term and will
be provided in accordance with the Service Level Agreement set forth at
www.granicus.com/legal/licensing. Granicus may update its Support obligations under this Agreement,
so long as the level of Support agreed to by the parties is not materially diminished due to such
modification.
7. Representations; Warranties; Disclaimers.
a) Representations. Each Party represents that it has validly entered into this Agreement and has
the legal power to do so.
b) Warranties:
(i) Each party warrants that it has the rights necessary to grant to the other party the licenses
granted in this Agreement.
(ii) Granicus warrants that it will perform its obligations in a professional and workmanlike
manner in accordance with industry standards.
(iii) Client’s sole and exclusive remedy and Granicus ’ sole obligation for breach of the
warranties in this Section are as follows: (i) for a breach of the warranty in Section 7.b.(i), the indemnity
in Section 10 of this Agreement; and (ii) for a breach of the warranty in Section 7.b.(ii) reperformance of
the non-conforming Services, provided that Client notifies Granicus of a non-conformity in this Section
during the thirty (30) day period following Granicus’ completion of the applicable Services.
c) Disclaimers. EXCEPT AS EXPRESSLY STATED IN THIS THIS SECTION, THE PRODUCTS AND SERVICES
ARE PROVIDED “AS IS” AND GRANICUS DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED,
INCLUDING, WITHOUT LIMITATION, THE IMPLIED WARRANTIES OF MERCHANTABILITY, TITLE, NON-
INFRINGEMENT, AND FITNESS FOR A PARTICULAR PURPOSE. GRANICUS DOES NOT WARRANT THAT
6 of 11
PRODUCTS OR SERVICES WILL MEET CLIENT’S REQUIREMENTS OR THAT THE OPERATION THEREOF WILL
BE UNINTERRUPTED OR ERROR FREE.
8. Services.
a) Granicus will perform Services in accordance with this Agreement and the SOW. Granicus is not
obligated to provide any Services unless set out in the SOW. Unless otherwise set out in the SOW or as
agreed to by the parties the Services will be performed remotely. Any estimates provided in the SOW,
including expected hours to complete the Services and any timeline provided by Granicus, are based on
known functional requirements and technical environments as of the effective date of the SOW. Changes
or delays in the work schedule originating with Client are subject to the project change procedure and
may result in an increase in fees.
b) Granicus grants Client a non-exclusive, non-transferable, royalty-free, perpetual license to use the
Deliverables on behalf of and for the benefit of Client independently and with the Products. Granicus
retains all right, title and interest to the Deliverables except for those rights expressly granted to Client
and reserves all rights not otherwise expressly granted herein. Deliverables and Services are deemed
accepted upon delivery unless otherwise set forth in a SOW. “Deliverable(s)” means any computer
software, written documentation, reports or materials developed by Granicus specifically for Client
pursuant to a SOW;
c) Any modifications to the Services must be in writing and signed by authorized representatives of
each party. Granicus personnel performing Services at Client’s offices will comply with Client’s policies
and procedures in effect at such location.
d) If agreed to by the Parties in the SOW, Client will also pay for all reasonable travel-related and
out-of-pocket expenses incurred by Granicus in the performance of the Services in accordance with
Client’s travel and expense policy which will be provided to Granicus in writing (or Granicus’ policy if none
is provided by Client) and which will be billed monthly and due thirty (30) days following date of invoice.
9. Confidentiality. During performance of the Services, each party may receive Confidential Information
of the other party.
a) “Confidential Information” means all confidential and/or trade secret information of either party
(“Disclosing Party”), including but not limited to: (i) Granicus’ Products; (ii) non-public information if it is
clearly and conspicuously marked as “confidential” or with a similar designation at the time of disclosure;
(iii) non-public information of the Disclosing Party if it is identified as confidential and/or proprietary
before, during, or promptly after presentation or communication; and (iv) any information that should be
reasonably understood to be confidential or proprietary given the nature of the information and the
context in which disclosed, in each case that is disclosed to the other party (“Receiving Party”) or to which
the Receiving Party gains access in connection with performance of the Services.
b) Subject to freedom of information, government transparency, or similar applicable law, each
Receiving Party will receive and hold any Confidential Information in strict confidence and will: (i) protect
and safeguard the Confidential Information against unauthorized use, publication or disclosure; (ii) not
reveal, report, publish, disclose, transfer, copy or otherwise use any Confidential Information except as
specifically authorized by the Disclosing Party; (iii) not use any Confidential Information for any purpose
other than in performance of this Agreement; (iv) restrict access to Confidential Information to those of
7 of 11
its advisors, officers, directors, employees, agents, consultants, contractors and lobbyists who have a need
to know, who have been advised of the confidential nature thereof, and who are under express written
obligations of confidentiality or under obligations of confidentiality imposed by law or rule; and (v)
exercise at least the same standard of care and security to protect the confidentiality of the Confidential
Information received by it as it protects its own confidential information, but no less than a reasonable
degree of care.
c) If a Receiving Party is requested or required in a judicial, administrative, or governmental
proceeding to disclose any Confidential Information, it will notify the Disclosing Party as promptly as
practicable so that the Disclosing Party may seek an appropriate protective order or waiver for that
instance, unless such notification is prohibited by law or judicial order.
d) The foregoing obligations do not apply to information that: (i) is already public or becomes
available to the public through no breach of this section; (ii) was in the Receiving Party’s lawful possession
before receipt from the Disclosing Party; (iii) is lawfully received independently from a third party who is
not bound by a confidentiality obligation; or (iv) is independently developed by or on behalf of the
Receiving Party without use of any Confidential Information.
e) Upon written request of the Disclosing Party, the Receiving Party agrees to promptly return or
destroy all Confidential Information in its possession, and certify its destruction in writing, provided that
the Receiving Party may retain a copy of the returned or destroyed items for archival purposes in
accordance with its records retention policies and subject to this section.
f) Disclosing Party may be irreparably damaged if the obligations under this section are not enforced
and as such may not have an adequate remedy in the event of a breach by Receiving Party of its obligations
hereunder. The parties agree, therefore, that Disclosing Party is entitled to seek, in addition to other
available remedies, an injunction restraining any actual, threatened or further breaches of the Receiving
Party’s obligations under this section or any other appropriate equitable order or decree.
10. Indemnification.
a) Granicus will defend, indemnify and hold Client harmless from and against all losses, liabilities,
damages and expenses including reasonable attorney fees (collectively, “Losses”) arising from any claim
or suit by an unaffiliated third party that the Products or Deliverables, as delivered to Client and when
used in accordance with this Agreement and the applicable Order or SOW, infringes a valid U.S. copyright
or U.S. patent issued as of the date of the applicable Order or SOW (a “Claim”).
b) To the extent permitted by applicable law, Granicus will have control of the defense and reserves
the right to settle any Claim. Client must notify Granicus promptly of any Claim and provide reasonable
cooperation to Granicus, upon Granicus’ request and at Granicus’ cost, to defend such Claim. Granicus
will not agree to any settlement which requires acknowledgment of fault or an incurred liability on the
part of an indemnified party not otherwise covered by this indemnification without indemnified party’s
prior consent. Client may elect to participate in the defense of any claim with counsel of its choosing at
its own expense.
c) If the Products or Deliverables are subject to a claim of infringement or misappropriation, or if
Granicus reasonably believes the Products or Deliverables may be subject to such a Claim, Granicus
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reserves the right, in its sole discretion, to: (i) replace the affected Products or Deliverable with non-
infringing functional equivalents; (ii) modify the affected Products or Deliverable to render it non-
infringing; or (iii) terminate this Agreement or the applicable Order or SOW with respect to the affected
Granicus Product or Deliverable and refund to Client any prepaid fees for the then-remaining portion of
the Order or SOW Term.
d) Granicus will have no obligation to indemnify, defend, or hold Client harmless from any Claim to
the extent it is based upon: (i) a modification to the Granicus Product or Deliverable by anyone other than
Granicus; (ii) a modification made by Granicus pursuant to Client’s required instructions or specifications
or in reliance on materials or information provided by Client; (iii) combination with the Products or
Deliverable with non-Granicus software or data; or (iv) Client’s (or any authorized user of Client) use of
any Products or Deliverables other than in accordance with this Agreement.
e) This section sets forth Client’s sole and exclusive remedy, and Granicus’ entire liability, for any
Claim that the Products, Deliverables or any other materials provided by Granicus violate or infringe upon
the rights of any third party.
11. Limitation of Liability.
a) EXCEPT FOR LIABILITY THAT CANNOT BE LIMITED OR EXCLUDED UNDER APPLICABLE LAW, UNDER
NO CIRCUMSTANCES WILL EITHER PARTY BE LIABLE FOR ANY: (I) SPECIAL, INDIRECT, PUNITIVE,
INCIDENTAL, OR CONSEQUENTIAL DAMAGES; OR (II) LOSS OR DAMAGE TO DATA, LOST PROFITS, SALES,
BUSINESS, GOODWILL OR ANTICIPATED SAVINGS, WHETHER AN ACTION IS IN CONTRACT OR TORT
(INCLUDING NEGLIGENCE) AND REGARDLESS OF THE THEORY OF LIABILITY, EVEN IF A PARTY HAS BEEN
ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
b) IN NO EVENT, EXCEPT FOR CLIENT’S OBLIGATIONS TO PAY AMOUNTS DUE UNDER THE ORDER OR
SOW, OR GRANICUS’ INDEMNIFICATION OBLIGATIONS SET FORTH IN SECTION 10 (INDEMNIFICATION),
WILL EITHER PARTY’S MAXIMUM AGGREGATE LIABILITY FOR ALL CLAIMS ARISING IN CONNECTION WITH
THIS AGREEMENT (IN TORT (INCLUDING NEGLIGENCE), CONTRACT OR OTHERWISE) EXCEED THE AMOUNT
OF FEES PAID BY CLIENT TO GRANICUS IN THE SIX (6) MONTHS IMMEDIATELY PRECEDING THE DATE THE
DAMAGED PARTY NOTIFIES THE OTHER PARTY IN WRITING OF THE CLAIM. HOWEVER, IF CLIENT HAS PAID
NO FEES UNDER THE TERMS OF AN ORDER IN THE TWELVE (12) MONTH PERIOD PRECEDING THE DATE
OF THE INCIDENT GIVING RISE TO THE CLAIM, THE AGGREGATE LIABILITY OF GRANICUS TO CUSTOMER
FOR SUCH CLAIM SHALL NOT EXCEED FIVE THOUSDAND DOLLARS ($5,000).
12. General.
a) Force Majeure. With the exception of payment obligations, any delay in the performance by
either party of its obligations hereunder will be excused when such delay in performance is due to any
cause or event of any nature whatsoever beyond the reasonable control of such Party, including, without
limitation, any act of God; any fire, flood, or weather condition; any computer virus, worm, denial of
service attack; any earthquake; any act of a public enemy, war, insurrection, riot, explosion or strike;
provided, that written notice thereof must be given by such Party to the other Party within twenty (20)
days after occurrence of such cause or event.
b) Independent Contractor. Each party is an independent contractor and employees of each party
are not considered to be employees of the other party. No agency, partnership, joint venture or other
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joint relationship is created by this Agreement. The parties shall not make any commitments binding on
the other or make any representation that they are acting for, or on behalf of, the other. Each party
assumes full responsibility for the actions of its personnel while performing the Services and such party
will be solely responsible for the supervision, daily direction, control of its personnel, and for the payment
of all of their compensation and any taxes related thereto.
c) Publicity. Neither party will use the name of the other party in publicity releases or similar activity
without the consent of the other party, except Granicus may include Client’s name and logo in client lists
and similar communications.
d) Waiver. No waiver of any breach of any provision of this Agreement or the SOW by either party
or the failure of either party to insist on the exact performance of any provision of this Agreement or the
SOW will constitute a waiver of any prior, concurrent or subsequent breach of performance of the same
or any other provisions hereof, and no waiver will be effective unless made in writing.
e) Notices. Other than routine administrative communications, which may be exchanged by the
Parties via email or other means, all notices, consents, and approvals hereunder will be in writing and will
be deemed to have been given upon: (i) personal delivery; (ii) the day of receipt, as shown in the applicable
carrier’s systems, if sent via FedEx, UPS, DHL, or other nationally recognized express carrier; (iii) the third
business day after sending by U.S. Postal Service, First Class, postage prepaid, return receipt requested;
or (iv) sending by email, with confirmed receipt from the receiving party. Either Party may provide the
other with notice of a change in mailing or email address in which case the mailing or email address, as
applicable, for that Party will be deemed to have been amended. The mailing and email addresses of the
Parties are as follows:
Granicus Client
Contracts ATTN:
408 St. Peter Street, Suite 600
Saint Paul, MN 55102 Address:
(651) 757-4154 Phone:
contracts@granicus.com Email:
f) Severability. If any provision of this Agreement, Order, or SOW, or portion thereof, is held to be
invalid, illegal or unenforceable by a court of competent jurisdiction, such provision will be severed and
the remaining provisions of the Agreement, Order or SOW will remain in full force and effect.
g) Assignment. Neither Party may assign, delegate, or otherwise transfer this Agreement or any of
its rights or obligations hereunder without the prior written consent of the other Party (such consent not
to be unreasonably withheld); provided that either Party may assign this Agreement with reasonable
notice to the other party to an affiliate or to a successor in interest resulting from acquisition of all, or
substantially all, of the assigning party’s business by means of merger, stock or asset purchase, or
otherwise. Any assignment or attempted assignment in violation of this Agreement will be null and void.
h) Amendment. This Agreement may not be amended or modified except by a written instrument
signed by authorized representatives of both Parties.
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i) Applicable Law. Each party will, at all times, exercise its rights and perform its obligations under
this Agreement in compliance with all applicable law, rules, and regulations.
j) Headings. The various section headings of this Agreement are inserted only for convenience of
reference and are not intended, nor will they be construed to modify, define, limit, or expand the intent
of the Parties.
k) No Third-Party Beneficiaries. This Agreement is binding upon and insures solely to the benefit of
the Parties hereto and their respective permitted successors and assigns; there are no third-party
beneficiaries to this Agreement.
13. Governing Law. If Client is a public entity (a state or any agency or authority thereof, or county,
city or town, public educational institution or other entity that serves a public purpose), this Agreement
will be governed by and construed in accordance with the laws of the state in which the public entity is
located, with venue being a court of competent jurisdiction within such state. If Client is the Federal
government of the United States or any branch or agency thereof, this Agreement will be governed by the
laws of the United States with venue being any Federal district court of competent jurisdiction. If Client
is a private or commercial entity, this Agreement will be governed by the laws of the state of New York,
without reference to the state’s conflict of law principles, with exclusive jurisdiction of the state and
federal courts located in the borough of Manhattan, New York, New York. If Client is located in Canada,
this Agreement will be governed by the laws of the Province of Ontario with suit brought only in the
General Division of the Ontario Court of Justice. No applicable principals of conflicts of laws, imputed
terms of the Uniform Commercial Code, or the United Nations Convention on contracts for the
international sale of goods will apply to this Agreement.
14. Entire Agreement. This Agreement and Orders and SOWs governed by this Agreement constitutes
the entire agreement between Granicus and Client, and supersedes all prior agreements, requests for
proposals or pricing and the corresponding responses, understandings, representations or
correspondence relevant to the subject matter hereof. Perpetual licenses granted to Client under prior
agreements remain in full force and effect. Inconsistencies between documents will be resolved in the
following order: (I) this Agreement; (ii) Orders and SOWs; (iii) all other purchase documents executed by
the parties (except for any pre-printed or standard terms contained on purchase orders which shall have
no force or effect); (iv) Granicus’ response to Client’s RFI, RFP, RFQ; and (v) Client’s RFI, RFP, RFQ. If Client
issues a purchase order, Granicus hereby rejects any additional or conflicting terms appearing on the
purchase order or any other ordering materials submitted by Client. Client has not been induced to enter
into this Agreement or the SOW by any representations or promises not specifically stated herein.
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IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed by their respective duly-
authorized representatives on the Effective Date set forth below.
Granicus Client
By: By:
(Authorized Signature) (Authorized Signature)
Name: Name:
(Print or Type Name of Signatory) (Print or Type Name of Signatory)
Title: Title:
Date: Date:
EXHIBIT B