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HomeMy WebLinkAboutApptegy RFP REXBURG City of Rexburg Website Request for Proposal (� apptegy Apptegy,Inc. • 2201 Brookwood Dr,Little Rock,AR 72202 • (501)613-0370 1.Letter of Transmittal Hi Team Rexbur , As "America's Family Community,"we know there are so many great stories, services, and events happening all across your city that need to be promoted to your entire community. Having a good-looking website is certainly important, but in today's world, a website alone isn't enough to capture and keep the attention of your community and visitors. In fact, with most of our community relying on smartphones, building a mobile strategy is your biggest opportunity for engagement. That's why we want to work together to take Rexburg's communication and marketing to the next level with Thrillshare. Thrillshare will empower your staff to manage and update all of your channels — website, mobile app, and social media — from a single intuitive tool. This way,you're reaching your community where they are while saving time for your staff in the process. Read on to learn more about how we will help you promote your City brand and build meaningful and efficient communication with your residents, visitors, and overall community. Talk soon We made a video to say hello! Ally Cantrell Sales Representative (501) 209-0055 ally.cantrell@apptegy.com L Visit www.apptegy.com/Rexburg About Apptegy 2.General Vendor Information About Apptegy Apptegy started in 2014 with the goal of enabling public school districts to build a strong brand and General Information communicate more effectively with their audiences. Years in Business 19 Through this experience,we've come to realize that cities face a lot of the same challenges as school Number of Employees 450+ districts:you're competing for attention to attract Headquarters/Office to individuals to your area and looking for tools that not Handle Project I Little Rock, AR only make your marketing and communication easier, but are easy to use for both your staff and community. Offices I Dallas,TX Guadalajara, MX Because of our growth,we now have dedicated municipality teams at Apptegy and provide our products Monterrey, MX and services to over 3,700 clients across the nation. Birmingham, UK What Makes Us Different Q Thrillshare's Ease of The User Experience Your Experience Use for Your Community Working With Us With our publishing platform, Wherever your community From the beginning,Apptegy Thrillshare,you don't need engages with you online, set out to be more than a any programming knowledge they'll be able to do so with software provider.We strive to update your website,app, ease. No more pinching and to be a true partner and or mass notification system. pulling to view your website resource for our clients.That Now,you can promote your on a smartphone or being commitment and our personal, success stories across all redirected somewhere else fast,and easy support has communication channels within your mobile app. earned Apptegy an unheard of right from your smartphone. 99%client retention rate. OAcquisitions 3,700+ of Thrilishare Built 99% Municipalities&Public In-House Client RetentionRate School ApptegyPartnering with Oapptegy 3 Meet Your Team 2.General Vendor Information Meet Your Team We made a video to say hello! In the following pages,we will introduce the team that you will be working with.They bring experience in working with hundreds of clients across the country.All our staff members are full-time Apptegy employees working in-house. Beyond your dedicated team shown here,we have a support staff of 90+that will always be ready to pick up the phone and connect.In fact with included& p �� p unlimited training and support,we encourage you to reach out Visit www.apptegy.com/Rexlburg to us for anything you need! 0 :� Jesson George VP of Client Experience f Jesson oversees Apptegy's Client Success and Onboarding teams,bringing 18 years of experience in project management and customer service in telecommunications. Oversees all work performed for He believes understanding the client's needs and providing the right tools at the right clients moment are the core of what our CX teams do.A native of Little Rock,Arkansas, Manages support,client success, Jesson is excited to work where he grew up.Outside of work,he spends time with his and implementation teams 4-year-old and 10-month-old sons and explores hole-in-the-wall restaurants. B.S.in Business Administration University of Central Arkansas 18 years of team management experience Rachel Cole Director of Implementation Rachel has a strong background in education,including teaching 1st graders, nationally recognized work in professional development,and addressing educational Leads our Implementation& equity in the Delta regions of Arkansas and Mississippi.With over a decade in Design teams education and 6 years as a Senior Associate at GK Consulting,she now leads our Will work hand in hand with implementation teams responsible for training and supporting city and school Adam,Torri,and the broader team administrators nationwide in achieving their communication and marketing goals. Outside of work,Rachel spends time with her husband,David,and their two children. B.A.in Art History 15 years of experience as teacher and Smith College in education leadership Masters in Public Service Clinton School of Public Service apptegy 4 Meet Your Team 2.General Vendor Information A^-- Adam Heineman 111(1 c Onboard Adam,your implementation project manager,holds a B.A.in Mass Communications and boasts diverse client-facing technical experience.With 5 years at Apple,starting Manages implementation from the as a specialist and rising to an Apple Genius,he blends exceptional customer support time you sign a contract until you with technical prowess.This unique skill set enables swift client rapport,timely go live implementation,and clear communication on goals.Beyond work,he maintains a Leads content migration team gaming wiki,collects Apple products,and enjoys exploring Little Rock. Makes sure we're meeting B.A.in Mass Communications Broadcasting expected deadlines Lindenwood University Leads initial training sessions for your team 6+years in technical customer support I& Torri Ellison Client Success Manager Torri,your dedicated contact,earned an M.A.in Communication from Arkansas State University and spent a decade teaching communications in higher education. Leads all ongoing trainings for your Transitioning to Apptegy,she brings her rich communication expertise to support her team,including product and topic clients,enjoying aiding them in showcasing their achievements creatively.Outside the training like ADA compliance office,you'll find Torri hiking,reading,and trying out new restaurants and food trucks! Assists your users in using M.A.in Communication Thrillshare to promote the City Arkansas State University Assists you in using Thrillshare to run campaigns and initiatives 10 years of experience teaching communications in higher education Serves as your personal point of contact throughout the partnership Ally Cantrell Sales Representative Ally,born and raised in Batesville,Arkansas,has diverse experience in network marketing and freelancing as an artist.At Apptegy,she enjoys assisting municipalities Serves as your point of contact nationwide with their marketing and branding,finding excitement in showcasing how during the RFP process our communication tools can benefit cities.When she's not at work,you can find Ally Helps cities solve their marketing doing art,often alongside her five-year old daughter. and communication needs B.S.in Animal Sciences Shows cities new ways of University of Arkansas addressing their competitive challenges Has met with over 220 municipalities to help build their brand and marketing Oapptegy 5 &Client References Apptegy has partnered with more than 3,700 clients over the last nine years.While each project is unique,we take a similar approach to each on. Below,we have included three references. Please feel free to check out their websites and apps as samples of our work,and also feel free to reach out to them. Cityof Lyndhurst I Ohio Kelly Miller Services Provided: lyndhurstohio.gov Assistant Clerk of Council •Thrillshare publishing platform (440)449-3747 •ADA-compliant website redesign .� millerk@lyndhurstohio.gov •Custom mobile apps for iOS and Android 5301 Mayfield Road •Content migration Lyndhurst,OH 44124 •Unlimited training and support Client Since: November2022 Statement: ws Number of Users: 4 *Please see the following page. City of Marion I Arkansas Beth Wilson Services Provided: marionar.org Director of Economic Development •Thrillshare publishing platform (870)739-6041 •ADA-compliant website redesign MARION beth.wilson@marionarkansas.org .Custom mobile apps for iOS and Android 31 Military Road •Content migration Marion,AR 72364 •Unlimited training and support Client Since: March 2023 Statement: Number of Users: 3 *Please see page 8. Springdale Public Schools I Arkansas Trent Jones Services Provided: sdale.org Communications Director •Thrillshare publishing platform (479)750-1680 ext 2 •ADA-compliant website redesign rM.,. tjones@sdale.org •Custom mobile apps for iOS and Android 804 West Johnson Avenue •Content migration Springdale,AR 72765 •Unlimited training and support Client Since: August2018 Statement: ®�� r Number of Users: 282 Just want to say the support team does a good job.They all answer right away.Always patient with my demands.And 1 always get what I need." -Chad Jemmett,Web Developer ()apptegy 6 3.Client References CaN of Xy'' 4" St 5301 MAYFIELD ROAD Patrick A. Ward LYNDHURST,OHIO 44124 (440)442-5777 Mayor FAX(440)442-1844 wardp@lyndhurstohio.gov OV CO'nmunitg of November 15, 2023 To Whom This May Concern: Our City had a long-time web provider—really as long as we had a presence on the web. While we enjoyed the relationship there were things that we heard from our constituent users and things that we experienced ourselves that were less functional than expected and making changes was a difficult,and costly process—on top of a high yearly cost for hosting. I received an unsolicited(and really cool)electronic mailing from Apptegy and was intrigued. From the very first conversation there was energy and excitement for the process, both on our part and on Apptegy's. The process of moving thousands of pages of our content onto the Apptegy platform was instantaneous and the implementation team quickly trained us on how to delete,archive, modify,move,and reimagine how our content displayed. Every aspect of the onboarding process was painless and the responsive way the implementation team worked to address every one of our wants and needs as our pages came to life gave me every confidence we had made the right choice to move forward and to do so with Apptegy. Once we built out our webpage,we launched the Lyndhurst App which has been embraced by many of our users as well. I could not have been more pleased with how the Apptegy Team worked with my team on the launch and how our Client Success Manager has continued to be a resource and an asset to us at every turn and how she keeps us apprised of enhancements that are in the pipeline. If you are considering upgrading your web platform you will absolutely be well served considering Apptegy as your provider. We are eleven months in and very happy. Should you need further please feel free to contact me. S' rely, B trick. Ward, ayor wardp@lyndhurstohio.gov www.lyndhurstohio.gov . apptegy 7 3.Client References ,INE CITY op + /►. s 13 Military Road P.O. Box 717 PHONE FAX MARION Marion,AR 72364 (870)739-5410 (870)739-2703 --- ARKANSAS To whom it may concern: Mayor Tracy Brick I am Beth Wilson, serving as the Economic Development Director City Attorney for the City of Marion, Arkansas. Christopher Crain District Court Judge Since May 2023, we have been utilizing Apptegy for our website, Fred Thorne social media, and city app, and our experience has been very City Treasurer positive. Over the past few months, I have had the pleasure of David W. Rikard working closely with Eirene Ang, who has been instrumental in managing our online presence. She has proven to be incredibly City clerk Patty James helpful in posting information on our website and social media platforms. Eirene consistently responds to inquiries promptly and provides clear explanations for any of my questions. Ward 1 Notably, she did a great job promoting our new app, resulting in a Kelsey Hensley favorable response from our community. I am exciting to see the Adam Cupples ongoing contributions Apptegy can make in connecting the City of Ward II Marion with its residents, businesses, visitors, and potential new Cliff Wood residents. Taylor Guy III Ward III Sincerely, Bryan Jackson Ray Nassar Beth Wilson EMAIL Director, Economic Development info@marionarkansas.org MARIONARKANSAS.ORG Oapptegy a Website Design 4.Website&App Design,Development,&Content Management Website REXBURG,- Design 4 Customized Design G We will work with you to understand, define, and enhance the Rexburg MAYOR JERRY MERRILL brand. All of your websites will n...<.ung.a nn<a.n<a v.aieon one e<pnpmm p follow common styling to unify the nd �m�,n` n<annr a <ne.g<u<e.mg,.na,n<o°mm°nav'a o« spin,is apparent.Lel's continue up„oltling t„eu itleals one iespening one another.nunu.ing our itleal overarching brand. While there is an ee.r wmn,Atr�pr a A.m.g overall brand, any additional sites can be customized to reflect individual, FEED departmental branding as well. Although we come up with a number Y WE'RE� of initial ideas,the design process is a creative back and forth between your °draagp team and ours. LATEST EVENTS M Aueinaa..'•r rm,r.dr' regenea, d% .ng, r.pnonr eonce., Wea q "I" T<na<A,,.. REXBURG LATEST — NEWS �T 'nor I .,p�„a, _ ■ i REXBURG #274B85 #54B4E3 HOLIDAY ACTIVITY GUIDE :A Rexburg 2023 Holiday Activity Guide Now Live! Oapptegy 9 Web Design Process 4.Website&App Design,Development,&Content Management Web Design Process Traditionally, website design follows a waterfall method, in which you talk through a design, you build the website, and then you're done.We know in order to get your ideal result,we need the iterative process that a collaborative back-and-forth provides. That's why we built our entire design process around many small, agile improvements and changes. Kickoff Kickoff This is the first meeting where we start the design and development process and formally introduce your team to ours. Discovery/Feedback We are looking to better understand your strategic goals for your new website,which are typically uncovered in a collaborative,back- and-forth meeting. Aga Discovery Feedback Design Iteration Taking the results from the discovery,we then put together several design/structure ideas and discuss those with you. Design Development VAT Iteration Instead of just having a static wireframe,we often go ahead and build out certain pieces so that you can actually try out the new design. UAT Development Formally"User Acceptance Testing,"in this step we ask you to discuss and try the current version of designs so that from here we can start a new cycle of discovering your goals and improving what we have. QA Before you launch anything new(whether the initial new site or later improvements)to the public,we will go through quality assurance testing to ensure everything works. lip The implementation process consists of 3 main phases:Design, Development&Content Migration,and Training Sessions—all leading up to your launch.For a full overview of the timeline,see pages 19-20. apptegy io Keys to a Mobile Strategy 4.Website&App Design,Development,&Content Management Keysto a Mobile Strategy Custom Design The Info People Want Fully Native-Built Designed in consultation with you so your Provide easy access to the content and Fully native for iCS and Android so your app best reflects your specific brand. information your parents want most. community has a great user experience no matter what phone they're using. GET IT ON ORGANIZATION Google Play Rexburg J0 Download FEATURE • • Store Home News 0" Staff FEI Documents Push Notifications gq Events Send push notifications to subscriber groups to drive your community back to QLive Feed the app. Alerts REXBURG Settings ®-JTY OF REXBURG now Join us this evening(November 10,2023)at 5:OOpm for the Fall Bash on the City Hall lawnl WELCOME TO THE City Of Rexburg 7) n . Live Feed Translation Promote the City's 12'22 n—Oa.. Syncs with a phone's 12:22 identity to your Feed _ language settings so Feed —_ community by sharing Rexburg - the app automatically Rexburg all of the amazing translates to the user's things going on in your ® Rexburg 3day,ago preferred language. ®Revburg IF—3dl City natively on the City Hall will be closed on Friday,November This way,no one El Ayuntamiento estar3 cerrado el viernes 10 10th in observance of Veterans Day. de noviembre an conmemoracidn del Dia de app. Emergency Services will remain in operation... will have to dig for a los Veterans.Los Servicios de Emergencia... language setting. Happy Ve[ermr§Dav _ -_: Happy VelelmlLHHY - Oapptegy ii Thrillshare Publishing Platform 4.Website&App Design,Development,&Content Management Thrillshare Publishing Platform In the past, organizations had to hire a web developer to maintain great design and thrillshare content. However, there's so much going on in your city for you to have to worry MEDIA about recoding the website for every new N News webpage or any new content. ��� thrillishare r That's why we built 9 thrillshare: a E� Documents :,t MEDIA publishing platform that requires zero programming knowledge to use effectively while still giving your experienced staff the Live Feed g -..- opportunity to make advanced edits. Alerts Site Menu Thrillshare can be broken down into two Redirects different types of communications: Media is the easiest way to manage USER MANAGEME Page Permissions -90% of your day-to-day updates (News, 8 Gallery Documents, Events, social media updates, Footer etc). AHome Page El CMS controls all of your static pages that are just as important but don't get Settings updated as frequently. Visit Site Read on to learn more about why over AUSER MANAGEMENT 3,700 clients have chosen this new and improved way of managing their online presence. O apptegy 12 Thrillshare Publishing Platform 4.Website&App Design,Development,&Content Management Ease of Use for Your Staff Update your website, mobile app, and social media all at once with Thrillshare! Now you can build a consistent online brand. 8:401 .r — 'Pthrillshare ScettJnhnsea F Create Post ME— N—S Postas cbann StO Q © Q a guanovai © Facebook Twitter Instagram Live Feed Notification SIAS Voicecall Email ® Message Q City Hall will be closed on Friday,November 10th in observance of Veterans Day. Organizations Emergency Services will remain in operation as usual. ""I City,Residents,Staff... Push Notification Groups nUSER MANAGEMENT *Im.g..x � Rexburg YUEpnto aelbuM & Recipients 0 All Staff,0 All Residents Push Noaft.f-G—W Rexburg Add— Message City Hall will be closed on Friday, SMS/CALLS RECIPIENTS November 10th in observance of veterans Day.Emergency Services will 0 All Een Recg . remain in operation as usual. ® scnedule Iro—thrillshare < Rexburg ®Scott Jobnson CMS MEDIAF About Rexburg e In a traditional CMS, Dra98DropElemente creating web pages takes a a ton of time and requires About users to spend way too o M much effort formatting a --71F page instead of adding Downtown Services content.We make creating ~•- OrMILNweb pages simple, even for someone who n roNaT 1111 ...,,..o..,.aa ,.a.a. isn't familiar with web 1 development,by providing We Planning Rexburg' native elements and tools, like the What You See Is 7___7777� a.,.o,, ,00,oa,.oe., .am.,o ,.nn,e..r. ..w What You Get and drag- and-drop editing tools. ()apptegy 13 Accessibility 4.Website A App Design,Development,A Content Management Accessibility In order to get your message across, you have to make sure it's impactful for everyone. But ensuring an accessible website is about much more than just scanning for mistakes. While we do monitor your site for compliance, Thrillshare prevents most accessibility issues from ever occurring in the first place. Accessible codebase and Training and accessibility safeguards to prevent user resources errors We offer initial and ongoing training to show Your website will be coded to be fully your users how to retain accessibility for all compliant.We build in requirements for content,like using an effective description alt-text for images,ARIA tags,and color for a photo's alt-text.All of these trainings are contrast compliance to make sure no one included and unlimited. accidentally makes a page noncompliant. With full responsiveness,tab navigation,skip Along with the training,we also have an to content links,and focus visibility,your site accessibility guide as a summary of all the will be accessible on every device. learnings and for reference during every-day usage. Additionally,every month,we manually perform an accessibility check on your website.This allows us to catch issues that a tool will not find,such as incorrect alt-text captions. Oapptegy 14 Training&Support 4.Website&App Design,Development,&Content Management Training & Support We want to be your thought partner just as much as your software provider. That's Client Success why we provide unlimited support and "Support"is about more than helping with questions and addressing concerns. training for any number of users. Your client success manager will be your dedicated point person for training sessions, All training is included feature announcements,best practices and unlimited. coaching,and marketing consulting. We won't charge for our initial training, and we will never charge for ongoing Support training — even if we did one per week. Of course,we know your Client Success All of our trainings are done via Zoom, Manager may not always be immediately so those sessions are recorded and available.That's why you will also have readily available for review at any time. included and unlimited access to our dedicated support team of over 90 people. Additionally, you can use tools like our help center or live chat to receive immediate assistance. Response Time Our average response time is 33 seconds,and most requests for support are closed within 30 minutes. Here are some ways to reach us: • Live Chat:Communicate with us most Hii Scott!effectively through Thrillshare's built-in chat at How can we help? the bottom-right hand corner of the screen after you log in to Thrillshare. Recent message • Phone:Between 7 am-7 pm CT,you can reach sent an image Renee•2d ago ' our support team at 501-613-0370. • Email:Shoot us an email any time at Send us a message > support@apptegy.com,and we'll get back to you We typically reply in a few minutes as quickly as possible. ()apptegy 15 4.Website&App Design,Development,&Content Management Infrastructure, utilities, and tools used for web page and app content creation and maintenance For frontend development, we use HTML, CSS,and Javascript. For the backend,we use Ruby on Rails. Security We maintain comprehensive security practices and policies, including industry-accepted administrative,technical, and physical security controls. Our security policies and processes promote the availability, integrity, and confidentiality of our core services and client data in our care.We review our policies and processes at least annually and update them as appropriate. We work to stay informed of new and changing industry requirements, standards, and best practices to continually improve our overall cyber security effectiveness. Additionally, as mentioned, we use AWS to host and operate our services and process client data.AWS supports more security standards and compliance certifications than any other hosting provider, including ISO, SOC2, NIST, GDPR, PCI-DSS, and others. Comprehensive information about AWS security practices and certifications are available at https://aws. amazon.com/security/and https://aws.amazon.com/compliance/ Disaster Recovery We promote the availability of our services and client data with industry- accepted continuity and recovery practices. Client data is backed up daily. We sample test backups at least quarterly to confirm they work as expected. Our services facilitate software rollbacks and code replication when necessary. The objective of our disaster recovery and business continuity plans is to restore services to the widest extent possible in a minimum time frame. Outages Should an outage occur, our dedicated in-house teams work to promptly resolve the issue. Oapptegy 16 Mass Communication System:Alerts(Optional) 5.Additional Services ral Mass Communication System: Alerts Gptional add-on Your community (residents, staff, and more) The frontend: will receive text messages, calls, emails, and Text Message,Push Notification,and Email Alert Voice Call Alert push notifications from Rexburg.With push notifications,you will be able to expand your �/ \ audience dramatically, as anyone who is ' 020 interested can download your app. Thursday,August 19r.-� J tell Attention:Tmsh ildap is cancalbd tomortow rill o Intl m n weelhar. Designated staff can message constituents oar.edaa At Intiln: aM1 pickup u cant Ndtomorrow tlue via text, call, and push notification while also pinclamem.eaMer. MAI� �o updating your other communication channels. a'i a lion:Tneh pickup Is cancelled UvP rt due to Inclement weaMer. In other words,they'll only have to use one tool ,e to answer for all communications! The backend: Thrillshare on mobile Thrillshare on desktop // — / 12:179 + I F Create Post 0 thrillshare Select Channel SMS/CALLS RECIPIENTS f V p R Lill Pillp 0 Emergency Notification F.c.book Twiner Metegram Lill Feed Gmrele4 ® O O O o a Q _ Fj Traffic Updates o T :1 w 2'o EE kev/.n Meg. 'ce call Emal ❑ Q Trash 8 Recycling Updates Citywide Events,aka ❑ 41 RexburNotificationGroups — g Trash pickup Is cancelledmrow toor tlue lolnclemenl weather. ❑ � Hillcrest Recipients ❑ ? SOMA 0 All Staff.0 All Residents ❑ f West Little Rock Message 1335 A Rakeprg Add More Attention:Trash pickup is cancelled tomorrow due to inclement weather. SMSKRLLEREGPIENTa 0 Emergency N itftllion Edit-.1.nta d Ph.l.MI. ® Schedule Schedule apptegy 17 Newsletter Management:Engage(Optional) 5.Additional Services NewsletterManagemen0t EngageO ptional add-on Empower your staff to engage all members of your community with the same platform you'll already be using to build your city's brand. Newsletters are a cornerstone of Engage that enable you to reach your entire community. Simple to build and easy to send, newsletters can be created by any of your staff. More than an update, newsletters are an opportunity to share the stories that form your identity. Engage external audiences with stories of achievements, events, and future plans. YonMly Neweleller Setup Content LeYa.ICon1e SY.J -- .. Mon1YNewsleler ®Lorry . Lnr SUMMER IN REXBURG 5 Ways to Save Water In Your Yard And Garden ,� iurWro9Ywp wn pwaw x+ew«eo.�ewr�.i.ea,ie anw,0.ces es.,w..erm..tp ww ipn.w.�ay.u�a� ...em.,er pa ure .eeuni i.,m i.ep„pp.�.wwe.sti ipm wwp�ma pe m.pY�wwpwnN rne� eTIT] w.,e9.p e..upop..wa mee,=� 7 ❑❑ -N- W Oapptegy is Implementation Timeline 6.Timeline for Installation&Testing Implementation Timeline We have onboarded over 3,700 clients in the past nine years. Through this experience, we have optimized our implementation process, outlined below. We know that each implementation is unique, and we tailor our proven process to fit your timeline and needs. Much of the onboarding process does not need to be linear and will be adjusted to meet Rexburg's specific needs. Below,we've outlined our proposed timeline with our most common sequence of milestones. We've found that our average implementation length is 2-3 months, making your desired launch of April 1, 2024 a comfortable process. Dec.-Jan. February March EsL �. Training Sessions 02. Dec.15,2023 1 11L_ Content Migration March 24 Intro Call Design Calls AppleDevCall Multiple Trainings, Power User Training Launch Strategy Meeting Oapptegy i9 Implementation Timeline 6.Timeline for Installation&Testing Design I December - January Training Sessions I March We get our partnership started with a meeting to Trainings with Apptegy are unlimited and included introduce stakeholders on your side and ours.In for everyone.An ideal training schedule will include this meeting,we will cover our detailed roadmap, a setup call with your project lead,in-depth sessions responsibilities,and the overall structure of the for all of your power users,and introduction sessions planned implementation.Since we have everyone for casual users.We typically schedule several together,this meeting also starts our design process. sessions over a few weeks to accommodate different schedules.This way,everyone is set up for Once equipped with your unique needs and success and can get started using Thrillshare before requirements for our implementation,we're ready to we go live officially. get started on designing your perfect website and mobile app.We create a high fidelity mockup as a first draft and iterate from there.Since we've already ' One 90 minute meeting with power users established a good understanding of what you're • One 45 minute meeting with key users looking for,this process is typically quite fast. • 2-4 meetings with us,averaging 30 minutes Launch Strategy I March 2024 • 1-2 additional internal discussions With everyone trained,your new website and app built,and our launch strategy prepared,we're ready to flip the switch.And flipping the switch is all it Development &Content Migration I takes:we just point your domain—rexburg.org—to our February servers,and the change to the new website will be instant. With an approved design,we're ready to build out your iOS app,your Android app,and your website. Once we're done with the development,we will • One meeting to discuss our launch strategy migrate your content.While we touch on content • One meeting to change your domain settings structure during the design process,this is where we hash out the details and get the work done. Finally,we run through quality assurance testing. Post Launch After our team has gone through your entire Now that your website is live,we work together to website and app and confirmed that everything is drive adoption of your new website and mobile app. working,we will ask you to approve the content and This is where your launch campaign gets executed. functionality as well. You will also be working closely with your Client Success Manager,Torri,on trainings and best • 30 minute meeting to configure app on Apple/ practices;and our support team on any questions Google stores your users have after the switch. ()apptegy 20 Implementation Timeline 7.Cost of Services Thriffishare Media Our pricing structure is really simple—we only charge for two components: implementation and annual cost,as outlined below.This pricing includes all deliverables in this proposal. • Fron;III • • • Website&Mobile App Development iOS&Android apps+new website Data Migration Unlimited pages,documents,etc. Initial Training Unlimited number of virtual training sessions Optional add-ons Website &App Annual $11,00 Alerts Annual $10,500 Thrillshare Publishing Platform Alert&Notification System Publishing Platform(desktop&mobile) Unlimited texts,voice calls,&emails Website Design&Hosting Includes 1 free re-design per contract year Support,Maintenance&Training Engage Annual $2,500 Unlimited users,support requests,training sessions,etc. throughout our partnership Newsletter Management:Engage Unlimited number of newsletters,emails, Typical Contract Length: and contacts Our standard contract length is 1-year so that clients do not feel'locked in.'Our renewal rate of over 99%speaks volumes to how our clients love using the tools and choose to renew,as opposed to being stuck in a multiple year contract. Renewals: For more information regarding renewals and fees,please see our Master Services Agreement included in our proposal on pages 22-24. Oapptegy 21 8.Software&Server License apptegy Apptegy, Inc. 2201 Brookwood Dr.,STE 115 Little Rock,Arkansas 72202 November 17,2023 City of Rexburg(the"City") Attn:Aaron Denney PO Box 280 Rexburg, ID 83440 Re:Website Request for Proposal(the"RFP") Dear Aaron Denney, Thank you for the opportunity to respond to the City's RFP. We know that Apptegy will be a great fit. The RFP does not address all, or is sometimes contrary to,the terms and expectations that are customary in agreements for the type of products and services that we provide (software-as-a-service and cloud platforms). This is common because RFP forms are often used for very different products and services. However, customary softwa re-as-a-s ery ice and cloud platform terms are necessary because we provide our software to thousands of clients across the world, and that requires consistency across our agreements about software ownership, warranties, indemnities, liability limits,assignment in the event of changes in ownership,and other points. As such,Apptegy's signatures in our RFP response are provided with the expectation that Apptegy and the City will negotiate a final agreement with mutually-agreeable terms—some of which may differ from the RFP.To that end we respectfully request that the City use Apptegy's Master Services Agreement(the"Master Agreement")as our final agreement.A copy of our Master Agreement is attached for your convenience.The Master Agreement is tailored to cover the customary terms for software-as-a-service and cloud platform products generally,as well as Apptegy's products,services,and practices specifically.We also believe the Master Agreement is customer-friendly and reasonable by industry standards,and protects the City and its stakeholders. To date we have partnered with more than 3,500 clients in all 50 states,and we have never failed to reach an acceptable final agreement with a client that chose our products and services.We are fully confident that we can work together to successfully address any point that is important to the City. Respectfully,the Master Agreement addresses many of the questions that are most common across our clients in language that has proven acceptable in many similar circumstances. Please note that if the requests in this letter will result in Apptegy not being selected,we request an opportunity to have further discussion with the City about an appropriate path forward before you make a final decision. Overall,we want the City's final agreement to accurately reflect Apptegy's software and related services, and our business practices. But most of all we want the City's agreement to reflect our relationship and our shared goal of a successful future together. Thank you again for considering our response to the RFP and this letter! Sincerely, C � Casey Mikula Chief Operating Officer casey@apptegy.com ()apptegy 22 8.Software&Server License APPTEGY,INC. MASTER SERVICES AGREEMENT The following terms and conditions are a binding part of the Order Form and Master Services Agreement of Apptegy, Inc. (together with its affiliates,agents,and assigns, "Apptegy") between Apptegy and the Client that is set out in the Order Form. References to the"Agreement" below collectively include the Order Form (including and incorporating the terms and conditions set out in the"Estimated Transition Timeline" and the"Payment Schedule"that is provided with this Agreement)and the following terms and conditions.This Agreement provides the terms and conditions for Client to purchase and use Apptegy's Services(as defined below). Capitalized terms used but not otherwise defined in the following terms and conditions will have the meanings given to them in the Order Form. 1.Integration with Other Documents.This Agreement is the entire agreement between Apptegy and Client with respect to the Services,except as expressly set out below.No separate written or online agreements or terms and conditions will be incorporated in this Agreement or otherwise bind the parties unless expressly set out in this Agreement or in a Client Addendum(as defined below).The Client Addendum will control and govern with respect to all matters expressly addressed in the Client Addendum,and this Agreement will control and govern with respect to all other matters.If you do not have a separate Client Addendum,this Agreement will control and govern in all circumstances.To be enforceable on the parties, any amendment, modification, or addition to the terms and conditions of this Agreement must be set out in a separate addendum confirming such amendments,modifications,and/or additions in writing(a"Client Addendum"). 2. Services; License. During the License Term,Apptegy will provide, and Client and the individuals allowed to access the Services by or on behalf of Client("User(s)")may access and use, the products and services set out in the Order Form (collectively, "Services"). Client hereby grants Apptegy a limited, nonexclusive, revocable, worldwide, fully-paid, royalty-free license to use, copy, and modify Client's information, material,data,photographs,videos,intellectual property(including without limitation all copyrights,trademarks,service marks,and similar rights), and other content(collectively, "Client Content")for providing and improving the Services. Client's right to access and use the Services, and Apptegy's license to Client Content,will automatically terminate upon termination or expiration of this Agreement. 3.Fees.Client will pay to Apptegy all fees set out in the Order Form. Upon execution of this Agreement,Apptegy will submit an initial invoice to Client for the first year of Services and for all other fees due upon execution.Apptegy will invoice all subsequent-year fees on or about the anniversary of the applicable Client Start Date(s)(as defined below). Client agrees to pay all invoices in full within 30 days of the date of the invoice. Client agrees that(i) development and implementation fees are due in full upon execution of this Agreement, (ii)fees for use of the Services are payable in annual portions for each year of the License Term as set out in the Order Form, (iii)fees for use of the Services are subject to Five Percent(5%) annual increases, starting the first renewal year after the last year of the term initially purchased by Client and continuing each year thereafter, as set out in the Order Form,and (iv)discounts for purchases of bundled Services will automatically expire if Client cancels any of the bundled Services and Client will thereafter be invoiced for the full price of the continuing Services.Client acknowledges that fees for Services do not include taxes, duties, and other government charges, including, sales, use, consumption,VAT, GST, and other withholding,as applicable,and Client is solely responsible for any such obligations. 4.License Term.The term of Client's license to use the Services(the"License Term")will start on the date(s)set out on the Order Form(the "Client Start Date(s)").Clients that purchase multiple Apptegy products may have different license start dates for different products.If no license start date is set out on the Order Form,the Thrillshare Media Client Start Date will be the date that is 60 days after Apptegy receives an executed Agreement from Client and the Thrillshare Rooms Client Start Date will be the date that is 90 days after Apptegy receives an executed Agreement from Client.The License Term will terminate on the anniversary of the applicable Client Start Date(s)that is after the number of license years initially purchased by Client,as set out in the Order Form,plus any renewal periods.This Agreement will renew for successive,additional periods of one(1)year from the anniversary of the Client Start Date(s),unless Client provides Apptegy with written notice of non-renewal before the end of the then-current License Term. Subject only to applicable procurement and appropriations law, Client agrees that it may not terminate this Agreement before the expiration of any then-current License Term without cause,unless Client pays Apptegy all fees in full for all license years of the then-current License Term,as set out in the Order Form,plus payment of any previously discounted amounts for the Services during the Term.All fees paid to Apptegy are non-refundable,subject only to applicable procurement and appropriations law. 5.Performance Terms.In addition to this Agreement,the rights and obligations of the Client and Apptegy with respect to providing,accessing, and using the Services will also be subject to and governed by the Apptegy Terms of Use("Terms of Use")and Privacy Policy("Privacy Policy"), available at the following links:https://www.apl)tegy.com/terms-and-conditions/and https://www.apptegy.com/privacy-policy/.The Terms of Use and Privacy Policy,as each may be amended,are incorporated into this Agreement in their entirety,as applicable to Client.Without limiting the generality of the foregoing, the Terms of Use and Privacy Policy set out and govern the terms and conditions for Services availability, User eligibility and acceptable use, data privacy and security, regulatory notices and information, warranties, disclaimers, and liability limitations, assignment,and other related terms.The applicability of the Terms of Use and Privacy Policy is limited to the order of priority set out below. 6.Carrier Restrictions.Apptegy provides unlimited text,voice,and email messaging to Client subject to restrictions placed on Apptegy by mobile and wireless carriers and network operators(collectively, "Carriers"). For example, Carriers have (i)placed limits on the number of characters that may be included in messages sent via the Services and(ii)placed restrictions on the type of messaging content that may be sent through the Services. Carrier restrictions are not within the control of Apptegy and are subject to change without notice.When a Carrier places new or modified restrictions on Apptegy,certain features and functions of the Services may change as a result without notice to you. Client agrees that Apptegy will not be responsible or liable for any change in Services that arise from or in connection with Carrier restrictions. 7.TCPA/CTIA Compliance.Client is exclusively responsible for complying with all applicable laws and regulations governing communications sent via the Services by Client and Users under Client's account,including, but not limited to,the Telephone Consumer Protection Act of 1991, as it may be amended("TCPA"),and the requirements and policies of CTIA—The Wireless Association("CTIA").Client is encouraged to establish and implement methods and procedures to ensure compliance with applicable laws and regulations, including the TCPA and the CTIA,and to inform and train each of its employees, contractors, and representatives who use the Services on the methods and procedures.Apptegy may provide Client with materials and information about such laws and regulations, including the TCPA and the CTIA; Client acknowledges that all such materials and information is provided for general education purposes only.No such act by or information from Apptegy(whether individually or taken as a whole)will create or be deemed to create responsibility or liability on the part of Apptegy with respect to Client's compliance with the laws and regulations governing the communications sent via the Services by Client and Users under Client's account, including the TCPA and/or the CTIA. (�apptegy 23 &Software&Server License 8. COPPA Notice and Compliance. Apptegy prohibits use of the Services by children under the age of thirteen (13), unless and only to the extent the child is a User invited or added to the Services by Client.When children are invited or added to the Services as Users under Client's account,Apptegy provides the Services with respect to the children solely in the educational context authorized by Client under this Agreement, and solely for the benefit of Client and its Users. Client consents,as agent for and on behalf of such children(and their parents and guardians), to Apptegy's collection, use, and storage of personal information about or from the children in accordance with this Agreement. Client acknowledges that Apptegy is relying on Client's consent in the previous sentence for the purposes of complying with the Children's Online Privacy Protection Act,as it may be amended("COPPA"),and that Apptegy is authorized to presume that Client has obtained and will maintain all required parent or guardian consent for Apptegy's collection,use,and disclosure of information for any children under the age of thirteen(13) that are invited or added to the Services under Client's account. Please note that Client is responsible for complying with COPPA with respect to Users under Client's account if Client invites or adds children under the age of thirteen(13)to the Services.Client is encouraged to establish and implement methods and procedures to ensure compliance with COPPA, and to inform and train each of its employees, contractors, and representatives who use the Services on the methods and procedures.Apptegy may provide Client with materials and information about complying with COPPA;Client acknowledges that all such materials and information is provided for general education purposes only. No such act by or information from Apptegy(whether individually or taken as a whole)will create or be deemed to create responsibility or liability on the part of Apptegy with respect to Client's compliance with COPPA. The Terms of Use and Privacy Policy,accessible as set out above,confirm that Apptegy may collect information about children as a necessary part of providing the Services to Client(for example,as applicable:contact information for communications sent via the Services;posts made on messaging tools in the Services; information included in assignments and other class content submitted via the Services)and provide notice regarding Apptegy's collection,use,and disclosure of personal information from children.Please note that some or all of this information may not be private as to the individual child, parent,or guardian. For example,for Users of Rooms, information shared by a User via the chat feature of Rooms will be visible to Client, as the party providing access to the Services to its Users. In some circumstances, information provided by or about a child may be available or visible to other individual Users. For example,for Users of Rooms,information about a child that is posted in the group messaging tool in a child's Room may be visible to other individual Users that are also authorized users for the same Room.Apptegy will collect,use,and disclose such information in accordance with COPPA and the Privacy Policy. 9.Accessibility Compliance.Client is exclusively responsible for complying with all applicable laws and regulations governing accessibility of the parts of the Services under the control of Client(for example: Client's website and/or mobile applications), including,but not limited to,the Americans with Disabilities Act, as it may be amended ("ADA"), and the requirements and policies of Web Content Accessibility Guidelines ("WCAG").Client is encouraged to establish and implement methods and procedures to ensure compliance with applicable laws and regulations, including the ADA and the WCAG,and to inform and train each of its employees,contractors,and representatives who use the Services on the methods and procedures.The Services include tools to assist Client with accessibility compliance,and Apptegy may provide Client with materials and information about such laws and regulations, including the ADA and the WCAG; Client acknowledges that all such tools, materials, and information are provided to assist Client with its compliance obligations and for general education purposes only.No such functionality,act by,or information from Apptegy(whether individually or taken as a whole)will create or be deemed to create responsibility or liability on the part of Apptegy with respect to Client's compliance with the laws and regulations governing accessibility of the parts of the Services under the control of Client(for example:Client's website and/or mobile applications),including the ADA and/or the WCAG. 10.Third Party Functions. Apptegy relies on third-party providers and partners for parts of the Services(for example: posting a message or communication on a Facebook or Twitter account; hosting Client websites).APPTEGY IS NOT RESPONSIBLE FOR ANY CONSEQUENCE, LOSS, OR DAMAGE (DIRECT OR INDIRECT)ARISING FROM OR RELATING TO THE PARTS OF THE SERVICES MANAGED OR MADE AVAILABLE BY OR VIA THIRD-PARTY PROVIDERS AND PARTNERS.Please see the Terms of Use and Privacy Policy for more information. 11.Disclaimers;Limited Liability.Apptegy provides the Services subject to certain disclaimers and limitations of liability.Please see the Terms of Use and Privacy Policy for more information. 12.Intellectual Property.Nothing in this Agreement or the performance of this Agreement will convey,license,or otherwise transfer any right, title,or interest in any intellectual property or other proprietary rights held by either party,except as expressly set out in the Agreement.Apptegy retains all right,title,and interest in all intellectual property rights,including patent,trademark,trade secret,and copyright(whether registered or unregistered),in and to the Services and the underlying software and technologies,all related technical documentation,and all derivative works, improvements,and modifications to any of the foregoing.Client agrees the foregoing is necessary to Apptegy providing the Services. 13.Compliance with Laws.The parties agree to comply with all laws applicable to the use of the Services and performance of this Agreement. 14. Miscellaneous.The Order Form and Master Services Agreement,together with(i)the Terms of Use and Privacy Policy,and(ii)the Client Addendum,if applicable,is the entire agreement between the parties with respect to the subject matter,and supersedes all prior agreements and understandings,whether written or oral.If any conflict or ambiguity exists with respect to any term or condition of any of the foregoing,the following priority will govern and control:(1)if applicable,the Client Addendum for all matters expressly addressed in the Client Addendum;then(2)this Order Form and Master Services Agreement for all other matters;and then(3)the Terms of Use and Privacy Policy.Apptegy is not subject to any obligations that are not expressly identified in this Agreement,a Client Addendum,or the Terms of Use and Privacy Policy. This Agreement is governed by the laws of the state in which Client is located,without regard to conflict of law principles.The parties irrevocably submit to the exclusive jurisdiction and venue of the federal courts having jurisdiction where Client is located for any dispute that relates to the Services or this Agreement. Except as set out in this Agreement, this Agreement may not be amended or modified without the prior written consent of both parties.Neither party may assign this Agreement without the prior written consent of the other party,except in connection with a merger,acquisition,or sale of all or substantially all of a party's assets or voting securities.If any provision(s)of this Agreement is held invalid or unenforceable, such invalidity or unenforceability will not invalidate or render the Agreement unenforceable, but rather the Agreement will be construed as if not containing the unenforceable provision(s),and the rights and obligations of the parties will be construed and enforced to honor the parties'original intent to the maximum extent permitted under applicable law.This Agreement will inure to the benefit of the successors and assigns of the parties. The Agreement may be executed in multiple counterparts and executed by original, facsimile, or electronic signature(including PDF, Proposify,HelloSign,and similar methods),each of which when delivered will be deemed an original,and all of which together will constitute one agreement. •xx ,x x (�apptegy 24 i ky Ally Cantrell Sales Representative (501) 209-0055 ally.cantrell@apptegy.com apptegy