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01-13-22 Special City Council Meeting Packet
SPECIAL CITY COUNCIL MEETING Mayor Amáda Márquez Simula Councilmembers John Murzyn, Jr. Connie Buesgens Nick Novitsky Kt Jacobs City Manager Kelli Bourgeois City Hall—Council Chambers, 590 40th Ave NE Thursday, January 13, 2022 4:00 PM AGENDA ATTENDANCE INFORMATION FOR THE PUBLIC Members of the public who wish to attend may do so in-person, by calling 1-312-626-6799 and entering meeting ID 817 5629 8172 or by Zoom at https://us02web.zoom.us/j/81756298172. For questions please call the Administration Department at 763-706-3610. CALL TO ORDER/ROLL CALL SPECIAL SESSION ITEMS 1.Citywide Survey Questions Review. 2.Award Contracts for Microsoft O365, and Review Information Technology (IT) Plans. MOTION: Move to award the professional services contract for the migration to Microsoft O365 to Paragon Development Systems in the amount of $20,460.00. MOTION: Move to award O365 subscription contract to SHI, Inc. at state contract pricing. ADJOURNMENT Auxiliary aids or other accommodations for individuals with disabilities are available upon request when the request is made at least 72 hours in advance. Please contact Administration at 763-706-3610 to make arrangements. 1 CITY COUNCIL MEETING AGENDA SECTION MEETING DATE 1/13/2022 ITEM: Citywide Survey Questions Review. DEPARTMENT: Administration BY/DATE: 1/10/2022 CITY STRATEGY: (please indicate areas that apply by adding a bold “X” in front of the selected text below) X Safe Community X Diverse, Welcoming “Small-Town” Feel X Economic Strength X Excellent Housing/Neighborhoods X Equity and Affordability X Strong Infrastructure/Public Services X Opportunities for Play and Learning X Engaged, Multi-Generational, Multi-Cultural Population INTRODUCTION To gauge public interest in potential park developments, Murzyn Hall renovations, and other capital and financing opportunities, and to help identify our strengths and blind spots relating to services, utilities, outreach, and general awareness of City functions, a community wide survey can be a powerful tool for the City’s decision making moving forward. To this end, the City Manager and Communications Coordinator met with Peter Leatherman of the Morris Leatherman Company last fall to clarify how the company conducts municipal phone surveys and what they do to guarantee an accurate reflection of a community in responses. Additionally, the City Manager asked department heads what topics they would like covered in a citywide survey, should the City move forward with the initiative. With that feedback combined with Morris Leatherman’s consultation and inspiration taken from neighboring city surveys, and approval from the City Council to move forward with a survey, a 133 question Columbia Heights survey was developed. The next step is review and approval of the survey by the City Council, followed by survey deployment in late January or early February. SURVEY QUESTIONS The draft survey includes 133 questions covering a range of topics. All departments contributed questions or information they would like to gather and Morris Leatherman worked with the City to frame the questions neutrally and in a quantifiable manner. SURVEY DETAILS The survey will cost approximately $22,000 and be conducted in early 2022 after all questions have been finalized and approved. The survey as it stands includes 133 questions. The minimum cost of conducting the survey is $15,000. The cost for each additional question beyond 60 is $100, bringing the total cost to approximately $22,000. The last scientific community survey conducted by Columbia Heights was in 2004 in partnership with the Columbia Heights School District. It largely focused on measuring the public’s support for potential referendums and levy increases. SURVEY ACCURACY Morris Leatherman says it achieves a +/- 5% margin of error by: Using a sample size of 400 residents selected randomly 2 Item 1. City of Columbia Heights - Council Letter Page 2 Allowing participants to schedule a time when they can answer the questions. The survey can take about 45 minutes, so participants are not expected to respond right away Leaving a voicemail explaining they are conducting an official City Survey that will give the participant a chance to help shape the City’s decision making moving forward. Respondents are more likely to respond when they understand what the survey will be used for and that they will have an opportunity to contribute to their community Making multiple attempts to reach randomly selected participants to cut down on the non-response rate Calling a combination of cell phones and landlines and sourcing from a broad database of phone numbers not available to solicitors. Providing translation services for non-English speaking participants Using up-to-date demographic data to help weigh response rates from specific populations (ex. race, age, renter vs. homeowner) Framing questions and overall survey topics in ways that keep respondents engaged RECOMMENDATIONS Review and discuss the proposed survey questions. Decide if Morris Leatherman should move forward with the survey as it stands, or if the survey needs further editing. If the survey needs further editing, the next decision for City Council is to either direct staff to move forward with the survey once changes have been implemented based on the Council’s recommendations, or request that a new survey draft be reviewed at a future meeting and approved by Council before the survey deployment moves forward. ATTACHMENTS Morris Leatherman and staff proposed survey questions for the City of Columbia Heights 2022 citywide survey. 3 Item 1. 1 THE MORRIS LEATHERMAN COMPANY City of Columbia Heights 3128 Dean Court Residential Survey Minneapolis, Minnesota 55416 REVISED 2.0 JANUARY 2022 Hello, I'm ________ of the Morris Leatherman Company, a polling firm located in Minneapolis. We have been retained by the City of Columbia Heights to speak with a random sample of residents about the City. This survey is being conducted because the City Council and City Staff are interested in your opinions and suggestions about current and future city needs. I want to assure you that all individual responses will be held strictly confidential; only summaries of the entire sample will be reported. 1. Approximately how many years have LESS THAN TWO YEARS.....01 you lived in Columbia Heights? TWO TO FIVE YEARS.......02 FIVE TO TEN YEARS.......03 TEN TO TWENTY YEARS.....04 20 TO 30 YEARS..........05 OVER THIRTY YEARS.......06 DON'T KNOW/REFUSED......07 2. As things now stand, how long in LESS THAN TWO YEARS.....01 the future do you expect to TWO TO FIVE YEARS.......02 live in Columbia Heights? FIVE TO TEN YEARS.......03 OVER TEN YEARS..........04 REST OF LIFE............05 DON'T KNOW/REFUSED......06 3. What do you like most about living DON’T KNOW/REFUSED......00 in Columbia Heights? NOTHING.................01 (DO NOT READ LIST) CONVENIENT LOCATION.....02 CLOSE TO FAMILY.........03 __________________________________ CLOSE TO JOB............04 SAFE....................05 __________________________________ SMALL TOWN FEEL.........06 PARKS AND TRAILS........07 NEIGHBORHOOD/HOUSING....08 4 Item 1. 2 4. What do you think is the most DON’T KNOW/REFUSED......00 serious issue facing Columbia NOTHING.................01 Heights today? (DO NOT READ LIST) HIGH TAXES..............02 RISING CRIME............03 __________________________________ AGING INFRASTRUCTURE....04 PROPERTY MAINTENANCE....05 __________________________________ STREET MAINTENANCE......06 AGING PARK SYSTEM.......07 5. What is currently missing from the DON’T KNOW/REFUSED......00 City of Columbia Heights which, if NOTHING.................01 present, would greatly improve the COMMUNITY CENTER........02 quality of life for residents? JOBS....................03 (DO NOT READ LIST) RESTAURANTS.............04 RETAIL/SHOPS............05 __________________________________ MORE PARKS/TRAILS.......06 UPDATED PARKS/TRAILS....07 __________________________________ 6. How would you rate the quality of EXCELLENT................1 life in Columbia Heights – excel- GOOD.....................2 lent, good, only fair, or poor? ONLY FAIR................3 POOR.....................4 DON'T KNOW/REFUSED.......5 7. Would you recommend living in the YES......................1 City of Columbia Heights to NO.......................2 others? DON'T KNOW/REFUSED.......3 Thinking about economic development and redevelopment.... I would like to read you a list of characteristics of a community. For each one, please tell me if you think Columbia Heights currently has too many or too much, too few or too little, or about the right amount. MANY FEW/ ABOUT DK/ MUCH LITT RIGHT REF 8. Parks and open spaces? 1 2 3 4 9. Trails and bikeways? 1 2 3 4 10. Sidewalks? 1 2 3 4 11. Recreation programs? 1 2 3 4 12. Sports ballfields, courts and ice rinks? 1 2 3 4 13. Playgrounds? 1 2 3 4 14. Library programs and services? 1 2 3 4 5 Item 1. 3 15. Are there any types of businesses you would like to see in the City of Columbia Heights? (IF “YES,” ASK:) What would that be? _____________________________________________________________ _____________________________________________________________ 16. Do you support or oppose the City STRONGLY SUPPORT.........1 providing financial incentives to SUPPORT..................2 attract specific types of develop- OPPOSE...................3 ment? (WAIT FOR RESPONSE) Do you STRONGLY OPPOSE..........4 feel strongly that way?DON'T KNOW/REFUSED.......5 IF “OPPOSE” OR “STRONGLY OPPOSE,” ASK: 17. Would you still oppose pro- YES......................1 viding financial incentives NO.......................2 if they could bring in desir- DON’T KNOW/REFUSED.......3 ed businesses and increase the city’s tax base? 18. How would you rate the general EXCELLENT................1 appearance of homes in the city GOOD.....................2 - excellent, good, only fair or ONLY FAIR................3 poor? POOR.....................4 DON'T KNOW/REFUSED.......5 19. How would you rate the general EXCELLENT................1 appearance of rental properties in GOOD.....................2 the city - excellent, good, only ONLY FAIR................3 fair or poor? POOR.....................4 DON'T KNOW/REFUSED.......5 20. Do you think the City has too many TOO MANY.................1 or too few rental properties or is TOO FEW..................2 it about the right amount? ABOUT RIGHT AMOUNT.......3 DON’T KNOW/REFUSED.......4 21. How would you rate general appear- EXCELLENT................1 ance of business, industrial and GOOD.....................2 commercial areas in the city – ONLY FAIR................3 excellent, good, only fair or POOR.....................4 poor? DON’T KNOW/REFUSED.......5 6 Item 1. 4 For each of the following, please tell me whether the City is too tough, about right, or not tough enough in enforcing these city codes in your neighborhood. (ROTATE) TOO ABO NOT DK/ TOU RIG TOU REF 22. Storage of garbage and recycling cans? 1 2 3 4 23. Storage of lawn mowers and tools outside? 1 2 3 4 24. Junk vehicles? 1 2 3 4 25. Junk and debris in yards? 1 2 3 4 26. Storage of boats, trailers and non-motorized campers outside? 1 2 3 4 27. Long grass and weeds? 1 2 3 4 28. Deteriorating siding, foundation, doors, windows, gutters, roofing, painting, gutters and downspouts? 1 2 3 4 29. Loud noise after 9pm? 1 2 3 4 30. Winter parking restrictions and parking rules? 1 2 3 4 Now, I would like to briefly re-read the list. 31. Please tell me which one, if any, of those code violations would you place as the top priority? Storage of garbage and recycling cans..............01 Storage of lawn mowers and tools outside.......................................02 Junk vehicles......................................03 Junk and debris in yards...........................04 Storage of boats, trailers and non-motorized campers outside.................05 Long grass and weeds...............................06 Deteriorating siding, foundation, doors, windows, gutters, roofing, painting, gutters and downspouts..............07 Loud noise after 9pm...............................08 Winter parking restrictions and other parking rules.................................09 NONE/DON’T KNOW/REFUSED............................10 Moving on.... 7 Item 1. 5 I would like to read you a list of a few city services. For each one, please tell me whether you would rate the quality of the service as excellent, good, only fair, or poor? (ROTATE) EXCL GOOD FAIR POOR DK/R 32. Police services? 1 2 3 4 5 33. Fire services? 1 2 3 4 5 34. Recycling? 1 2 3 4 5 35. Building inspections and permits? 1 2 3 4 5 36. Utility billing? 1 2 3 4 5 37. Top Valu Liquor store? 1 2 3 4 5 38. Park maintenance? 1 2 3 4 5 39. City recreation programs? 1 2 3 4 5 40. Code enforcement? 1 2 3 4 5 41. Library services and programs? 1 2 3 4 5 Now, for the next five city services, please consider only their job on city-maintained streets and roads. That means excluding interstate highways, state and county roads that are taken care of by other levels of government. Hence, Highway 65, University Avenue and 40TH Avenue should not be considered. How would you rate .... EXCL GOOD FAIR POOR DK/R 42. City street and alley maintenance? 1 2 3 4 5 43. Snow plowing of city streets? 1 2 3 4 5 44. Do you consider the city portion VERY HIGH................1 of your property taxes to be SOMEWHAT HIGH............2 very high, somewhat high, about ABOUT AVERAGE............3 average, somewhat low, or very low SOMEWHAT LOW.............4 in comparison with neighboring VERY LOW.................5 cities? DON'T KNOW/REFUSED.......6 45. Would you favor or oppose an in- FAVOR....................1 crease in YOUR city property taxes OPPOSE...................2 if it were needed to maintain city DON'T KNOW/REFUSED.......3 services at their current level? IF “OPPOSE,” ASK: 8 Item 1. 6 46. What services would you be willing to see cut? ________________________________________________________ ________________________________________________________ 47. And, would you favor or oppose an FAVOR....................1 increase in YOUR city property tax OPPOSE...................2 if it were used to improve and en- DON'T KNOW/REFUSED.......3 hance current city services? IF “FAVOR,” ASK: 48. What services would you like to see improved or enhanced? ________________________________________________________ ________________________________________________________ 49. When you consider the property EXCELLENT................1 taxes you pay and the quality of GOOD.....................2 city services you receive, would ONLY FAIR................3 you rate the general value of city POOR.....................4 services as excellent, good, only DON'T KNOW/REFUSED.......5 fair, or poor? 50. Prior to this survey, were you YES/YES..................1 aware the Top Valu liquor stores YES/NO...................2 were owned and operated by the NO/YES...................3 City of Columbia Heights? (WAIT NO/NO....................4 FOR RESPONSE) Have you or members DON’T KNOW/REFUSED.......5 of your household visited Top Valu stores? IF “NO/NO,” ASK: 51. Does knowing the City owns YES......................1 and operates Top Valu liquor NO.......................2 stores make you more likely DON’T KNOW/REFUSED.......3 to visit them? For garbage and recycling collection, the city contracts with Waste Management. 9 Item 1. 7 52. Overall, how would you rate Waste EXCELLENT................1 Management’s collection – excel- GOOD.....................2 lent, good, only fair or poor? ONLY FAIR................3 POOR.....................4 DON’T KNOW/REFUSED.......5 IF “GOOD,” “ONLY FAIR,” OR “POOR,” ASK: 53. Why didn’t you rate the service as excellent? ________________________________________________________ ________________________________________________________ 54. Have you or members of your house- YES......................1 hold visited the Columbia Heights NO.......................2 Library or participated in any of DON’T KNOW/REFUSED.......3 the library’s online or in-person programs? IF “YES,” ASK: 55. Do you primarily use the ONLINE...................1 Library online or in-person? IN-PERSON................2 BOTH (VOL.)..............3 DON’T KNOW/REFUSED.......4 IF “NO,” ASK: 56. Why haven’t you visited or used the library services or programs? ________________________________________________________ ________________________________________________________ I am going to read you a list of priorities for City. 10 Item 1. 8 57. Please tell me which one do you think should be the highest priority for the City to focus on? (ROTATE AND READ LIST) CREATING AND IMPROVING COMMUNITY CONNECTIONS, SUCH AS NEIGHBORHOOD ASSOCIATIONS, COMMUNITY EVENTS AND ACTIVITIES AND EDUCATION AND ATHLETIC PROGRAMS.....................................1 MAINTAINING AND IMPROVING INFRASTRUCTURE, SUCH AS ROADS, WATER AND SEWER........................2 IMPROVING PUBLIC SAFETY..................................3 ECONOMIC DEVELOPMENT.....................................4 EQUITY, EQUALITY AND ACCESSIBILITY.......................5 PARKS, PLAYGROUNDS, TRAILS, RECREATION...................6 NEIGHBORHOOD CENTERS, LIBRARIES AND OTHER PUBLIC FACLITILIES....................................7 SOMETHING ELSE (_______________________________).........8 DON’T KNOW/REFUSED.......................................9 Thinking about another topic.... 58. Do you feel safe in the City of YES......................1 Columbia Heights? NO.......................2 DON'T KNOW/REFUSED.......3 IF "NO," ASK: 59. In which areas do you not feel safe? ________________________________________________________ ________________________________________________________ 60. What would make you feel more safe? ________________________________________________________ ________________________________________________________ 61. Do you feel safe in your immediate YES......................1 neighborhood walking alone at NO ......................2 night? DON'T KNOW/REFUSED.......3 IF “NO,” ASK: 11 Item 1. 9 62. What would make you feel more safe? ________________________________________________________ ________________________________________________________ 63. Do you feel safe using city parks YES......................1 and trails? NO.......................2 DON’T KNOW/REFUSED.......3 IF "NO,” ASK: 64. In which (parks/trails) do you not feel safe? ________________________________________________________ ________________________________________________________ 65. What would make you feel more safe? ________________________________________________________ ________________________________________________________ 66. Do you feel safe using the City’s YES......................1 Library, Murzyn Hall and other NO.......................2 city buildings? DON’T KNOW/REFUSED.......3 IF “NO,” ASK: 67. What would make you feel more safe? ________________________________________________________ ________________________________________________________ 68. How would you rate the amount of TOO MUCH.................1 police patrolling – too much, ABOUT RIGHT AMOUNT.......2 about the right amount or not NOT ENOUGH...............3 enough? DON'T KNOW/REFUSED.......4 69. How would you rate the amount of TOO MUCH.................1 traffic enforcement by the police ABOUT RIGHT AMOUNT.......2 -- too much, about right amount or NOT ENOUGH...............3 or not enough? DON'T KNOW/REFUSED.......4 12 Item 1. 10 70. Have you or anyone in your house- YES......................1 hold had contact the Police De- NO.......................2 partment in the past year? DON'T KNOW/REFUSED.......3 IF "YES," ASK: 71. How would you rate your con- EXCELLENT................1 tact – excellent, good, only GOOD.....................2 fair or poor? ONLY FAIR................3 POOR.....................4 DON’T KNOW/REFUSED.......5 IF “ONLY FAIR” OR “POOR,” ASK: 72. Why did you rate the contact as (only fair/poor)? ___________________________________________________ ___________________________________________________ Continuing.... 73. Have you or members of your house- YES......................1 hold participated in any City NO.......................2 park and recreation programs? DON'T KNOW/REFUSED.......3 IF "YES," ASK: 74. Which ones? ________________________________________________________ ________________________________________________________ 75. Overall, how would you rate EXCELLENT................1 the program – excellent, GOOD.....................2 good, only fair or poor? ONLY FAIR................3 POOR.....................4 DON’T KNOW/REFUSED.......5 IF “NO,” ASK: 76. Why hasn’t your household participated in any of these programs? ________________________________________________________ 13 Item 1. 11 77. Are there any park and recreation programs you would like to see offered or expanded? _____________________________________________________________ 78. How would you rate park and rec- EXCELLENT................1 reational facilities and amenities GOOD.....................2 in Columbia Heights -- excellent, ONLY FAIR................3 good, only fair or poor? POOR.....................4 DON'T KNOW/REFUSED.......5 79. How would you rate the maintenance EXCELLENT................1 and upkeep of park and recreation GOOD.....................2 facilities in Columbia Heights – ONLY FAIR................3 excellent, good, only fair or POOR.....................4 poor? DON’T KNOW/REFUSED.......5 I will now read you a list of park and recreational facilities and amenities within the City of Columbia Heights. First, for each one, please tell me if you or members of your household have used it during the past year. Then, for those you have used, please rate it as excellent, good, only fair, or poor.... NOT EXC GOO FAI POR DKR 80. Neighborhood and community parks? 1 2 3 4 5 6 81. Trails? 1 2 3 4 5 6 82. Athletic fields for soccer and football? 1 2 3 4 5 6 83. Ballfields for softball and baseball? 1 2 3 4 5 6 84. Courts for basketball and tennis? 1 2 3 4 5 6 85. Green spaces and natural areas? 1 2 3 4 5 6 86. Picnic shelters? 1 2 3 4 5 6 87. Playgrounds? 1 2 3 4 5 6 88. Murzyn Hall? 1 2 3 4 5 6 89. In general, do you feel existing YES......................1 recreational facilities and amen- NO.......................2 ities offered by the City meet the DON’T KNOW/REFUSED.......3 needs of you and members of your household? IF "NO," ASK: 14 Item 1. 12 90. What additional recreational facilities and amenities would you like to see in city parks? _______________________________________________________ _______________________________________________________ For each of the following, please tell me if you would strongly support a property tax increase for that purpose, somewhat support, somewhat oppose or strongly oppose a property tax increase. (ROTATE) STS SMS SMO STO DKR 91. Construction of a new Recreation Center? 1 2 3 4 5 92. Renovation of Murzyn Hall recreation building? 1 2 3 4 5 93. Renovation of City parks? 1 2 3 4 5 94. Funding for public art and beauty- fication projects? 1 2 3 4 5 Suppose the City of Columbia Heights plans to bond for park and recreation facility and trail renovations and improvements. Residents would be asked fund the bond through a property tax increase for a twenty year period. 95. How much would you be willing to NOTHING..................1 see your property taxes increase $3.00....................2 to fund these improvements? Let's $6.00....................3 say, would you be willing to see $9.00....................4 your monthly property taxes in- $12.00...................5 crease by $____? (CHOOSE RANDOM $15.00...................6 STARTING POINT; MOVE UP OR DOWN OVER $15.00..............7 DEPENDING ON RESPONSE) How about DON'T KNOW/REFUSED.......8 $____ per month? Moving on...... The City currently has many City-funded community events, such as Music in the Park, Movies in the Park, Truck or Treat, the Community Art and Info Fair, the Fire Department Open House and Snowblast. 15 Item 1. 13 96. During the past three years, have NO......................1 you or other members of your YES/EXCELLENT...........2 household participated in any YES/GOOD................3 of these community events? (IF YES/ONLY FAIR...........4 “YES,” ASK:) How would you rate YES/POOR................5 the event – excellent, good, only DON’T KNOW/REFUSED......6 fair or poor? IF “GOOD,” “ONLY FAIR,” OR POOR,” ASK: 97. What changes or improvements would you suggest to make the events excellent? ________________________________________________________ ________________________________________________________ IF “NO,” ASK: 98. Why hasn’t your household participated in any of these events? ________________________________________________________ Moving on.... 99. How much do you feel you know A GREAT DEAL.............1 about the work of the Mayor and A FAIR AMOUNT............2 City Council -- a great deal, a VERY LITTLE..............3 fair amount, very little, or none NONE AT ALL..............4 at all? DON'T KNOW/REFUSED.......5 100. From what you know, do you approve STRONGLY APPROVE.........1 or disapprove of the job the Mayor APPROVE..................2 and City Council are doing? (WAIT DISAPPROVE...............3 FOR RESPONSE) And do you feel STRONGLY DISAPPROVE......4 strongly that way? DON'T KNOW/REFUSED.......5 The City of Columbia Heights has a Library Board and six Commissions, including the Charter, Planning, Traffic, Youth, Park and Recreation, made of residential volunteers. 101. Would you ever consider volunteer- YES......................1 ing to be on one of these Boards NO.......................2 or Commissions? DON’T KNOW/REFUSED.......3 IF “NO,” ASK: 16 Item 1. 14 102. What is the main reason you wouldn’t be interested in volunteering for these? ________________________________________________________ ________________________________________________________ 103. How much first-hand contact have QUITE A LOT..............1 you had with Columbia Heights City SOME.....................2 staff -- quite a lot, some, very VERY LITTLE..............3 little, or none at all? NONE AT ALL..............4 DON'T KNOW/REFUSED.......5 104. From your experience, how would EXCELLENT................1 you rate the job performance of GOOD.....................2 Columbia Heights City staff – ex- ONLY FAIR................3 cellent, good, only fair or poor? POOR.....................4 DON'T KNOW/REFUSED.......5 Changing topics.... 105. Do you leave the City of Columbia YES......................1 Heights on a regular or daily NO.......................2 basis to go to work? DON’T KNOW/REFUSED.......3 IF “YES,” ASK: 106. In what city is your job located? ________________________________________________________ 107. How would you rate the ease EXCELLENT................1 of getting to and from work GOOD.....................2 – excellent, good, only fair ONLY FAIR................3 or poor? POOR.....................4 DON’T KNOW/REFUSED.......5 108. How would you rate the ease of EXCELLENT................1 getting from place to place in the GOOD.....................2 City of Columbia Heights – excel- ONLY FAIR................3 lent, good, only fair or poor? POOR.....................4 DON’T KNOW/REFUSED.......5 IF “GOOD,” “ONLY FAIR” OR “POOR,” ASK: 17 Item 1. 15 109. What would make it easier for you to get from place to place with in the city? ________________________________________________________ ________________________________________________________ Moving on...... 110. What is your principal source of information about Columbia Heights City Government and its activities? _____________________________________________________________ _____________________________________________________________ 111. How would you prefer to receive information about Columbia Heights City Government and its activities? _____________________________________________________________ _____________________________________________________________ 112. During the past year, did you re- NO.......................1 ceive the City’s quarterly news- YES/YES..................2 letter and recreation brochure? YES/NO...................3 (IF “YES,” ASK:) Do you or any DON’T KNOW/REFUSED.......4 members of your household regu- larly read it? IF “YES/YES,” ASK: 113. Overall, how would you rate EXCELLENT................1 the newsletter and brochure GOOD.....................2 -- excellent, good, only ONLY FAIR................3 fair, or poor? POOR.....................4 DON'T KNOW/REFUSED.......5 114. Do you have access to the Internet HOME ONLY................1 at home? (WAIT FOR RESPONSE) Do WORK ONLY................2 you have access to the Internet BOTH.....................3 at work? NEITHER..................4 DON'T KNOW/REFUSED.......5 IF "HOME ONLY," "WORK ONLY," OR "BOTH", ASK: 18 Item 1. 16 115. Have you accessed the City's NO.......................1 website? (IF “YES,” ASK:) YES/COMPUTER.............2 Did you access the website on YES/MOBILE DEVICE........3 a computer or mobile device? YES/BOTH (VOL.)..........4 DON'T KNOW/REFUSED.......5 IF "YES," ASK: 116. How would you rate the EXCELLENT................1 ease of navigating the GOOD.....................2 website -- excellent, ONLY FAIR................3 good, only fair, or POOR.....................4 poor? DON'T KNOW/REFUSED.......5 117. Have used the City’s online YES......................1 payment system to pay your NO.......................2 utility bills? DON’T KNOW/REFUSED.......3 IF “NO,” ASK: 118. Why have you not paid your utility bill online? ___________________________________________________ The City uses social media, such as Twitter, Facebook, Instagram and YouTube, as an additional method of communicating with residents.... 119. Have you used any of the City’s YES......................1 social media? NO.......................2 DON’T KNOW/REFUSED.......3 IF “YES,” ASK: 120. How would you rate the City’s EXCELLENT................1 social media –- excellent, GOOD.....................2 Good, only fair or poor? ONLY FAIR................3 POOR.....................4 DON’T KNOW/REFUSED.......5 121. Overall, how would you rate the EXCELLENT................1 job the City does communicating GOOD.....................2 with residents -- excellent, good, ONLY FAIR................3 only fair, or poor? POOR.....................4 DON'T KNOW/REFUSED.......5 Finally, just a few more questions for demographic purposes.... 19 Item 1. 17 Could you please tell me how many people in each of the following age groups live in your household. 122. Persons 65 or over? NONE.....................0 ONE......................1 TWO OR MORE..............2 REFUSED..................3 IF ONE OR MORE, ASK: 123. Have you or any members of YES......................1 your household participated NO.......................2 in any senior programs DON’T KNOW/REFUSED.......3 offered by the City of Columbia Heights? 124. Are there any additional senior programs you would like to see by offered by the City? (IF “YES,” ASK:) What would those be? ________________________________________________________ 125. School-aged children and pre- NONE.....................0 schoolers? ONE......................1 TWO......................2 THREE OR MORE............3 REFUSED..................4 126. Do you own or rent your current OWN......................1 residence? RENT.....................2 DON’T KNOW/REFUSED.......3 127. Which of the following categories AFRICAN.................01 represents your ethnicity – Afri- AFRICAN AMERICAN........02 can, African-American, American AMERICAN INDIAN.........03 Indian, Asian, Asian-American, ASIAN...................04 Hispanic-Latino, Pacific Islander, ASIAN AMERICAN..........05 White or something else? HISPANIC-LATINO.........06 (IF "SOMETHING ELSE," ASK:) PACIFIC ISLANDER........07 What would that be? WHITE...................08 MIXED/BI-RACIAL.........09 DON'T KNOW..............10 REFUSED.................11 20 Item 1. 18 128. What is the primary language ENGLISH.................01 spoken in your home?SPANISH.................02 SOMALI..................03 OTHER: __________________________ HMONG...................04 129. What is your age, please?18-24....................1 (READ CATEGORIES, IF NEEDED) 25-34....................2 35-44....................3 45-54....................4 55-64....................5 65 AND OVER..............6 REFUSED..................7 130. Does anyone in your household have YES......................1 a physical limitation which makes NO.......................2 it difficult to access city DON’T KNOW/REFUSED.......3 services? 131. Finally, thinking about your STATEMENT A..............1 household finances, how would you STATEMENT B..............2 describe your financial situation, STATEMENT C..............3 would you say that -- STATEMENT D..............4 A) Your monthly expenses are ex- DON'T KNOW/REFUSED.......5 ceeding your income; B) You are meeting your monthly expenses but are putting aside little or no savings; C) You are managing comfortably while putting some money aside; D) Managing very well? Thank you for your time. Good-bye! 132. Gender (BY OBSERVATION)MALE.....................1 FEMALE...................2 133. REGION OF CITY (FROM LIST) 21 Item 1. CITY COUNCIL MEETING AGENDA SECTION MEETING DATE 1/13/2022 ITEM: Award Contracts for Microsoft O365, and Review Information Technology (IT) Plans. DEPARTMENT: Information Technology BY/DATE: 1/10/2022 CITY STRATEGY: (please indicate areas that apply by adding a bold “X” in front of the selected text below) _Safe Community _Diverse, Welcoming “Small-Town” Feel X Economic Strength _Excellent Housing/Neighborhoods _Equity and Affordability X Strong Infrastructure/Public Services _Opportunities for Play and Learning _Engaged, Multi-Generational, Multi-Cultural Population INTRODUCTION The City’s new Information Technology department has adopted a Mobile-first Initiative. This initiative aims to increase the mobility of the City’s work force subsequently increasing the efficiency and support of overall City services. IT services have fallen behind and can no longer support a modern day fast-paced software defined world. The City has already made the first critical step by allocating more resources to enable the IT department to transition from a “break-fix” to a forward thinking, creative environment. Our next step is to align our customers (previously users) with the existing mobile workforce ensuring every customer has the access they need, where ever they may need it. This ensures City staff can communicate and collaborate effectively to achieve the City’s on-going mission in an ever-changing economic climate. MICROSOFT O365 The City has traditionally purchased its Microsoft Office licensing in perpetual bundles. This has resulted in running 3 different versions of Office across the City dating back to 2010. O365 subscription licensing instead ensures that all City staff are running the latest version of Microsoft Office but also brings mobility and cloud support to City IT services. Included in 0365: Azure AD: Cloud based authentication. Customers can authenticate even when they cannot reach our network. Hosted Exchange: City email now hosted on Microsoft’s cloud for increase resiliency and availability. Microsoft Office Applications: Always the latest version and support. Microsoft Teams: Conferencing, collaboration and inter-departmental communication supported by IT. OneDrive: Moves H: drive into the cloud SharePoint: Moves G: drive into the cloud File sharing, email encryption, discovery, unlimited storage and more! Staff recommends purchasing O365 annual software subscription from SHI, Inc. under the state contract. The cost is approximately $214 per user per year. Beginning in 2020, the City began incrementally phasing this subscription cost into each department’s annual budget. In addition, the 2 021 budget provided one-time project funding for the cost of migration, implementation and training. 22 Item 2. City of Columbia Heights - Council Letter Page 2 PROFESSIONAL SERVICES To ensure a smooth transition of the mission critical infrastructure related to O365, IT recommends awarding the professional services contract to PDS (Paragon Development Systems). IT did not seek an alternative bid for this contract as PDS is a pre-approved vendor that aided with the City’s exchange migration in 2015 and has a strong understanding of the City’s underlaying netw ork. This will save critical time and funding. FRESHSERVICE The IT department is currently using Help Desk software that was end of support nearly 20 years ago in 2002. It lacks service functionality required by the modern -day IT department. FreshService help desk software will increase access to IT services and support. Staff will have access to workflows that automate many IT functions and insight into the help desk ticketing system. VIA VPN/CLEARPASS Remote access to the City’s network is currently a d ifficult and cumbersome process. To increase mobility and support the modern-day teleworker VIA VPN will connect City devices automatically to the City’s network when VIA detects it is on an external network. ClearPass is a policy manager that enables borderless networking. ClearPass verifies an authenticated customer is connecting from a secure device (BYOD or City Provided) and delivers the correct network resources to that customer. No hoops to jump through. VIA and ClearPass are provided by the City’s current network provider, Aruba (previously HP). OBKIO The City currently uses Host Monitor to monitor IT services. Host Monitor is a powerful, cost effective tool that is excellent at monitoring the City’s network “heartbeat”. But like a heartbeat, it can only tell you if the network is alive. But it does not deliver a full picture of network health. Obkio is a performance monitoring tool that will work in conjunction with Host Monitor. Obkio will keep an eye on bandwidth as if it was from the customers perspective across our network, to the internet and to the cloud. Obkio will help ensure a high performance, always available network for our customers. ACRONIS SNAP DEPLOY Like Obkio, Acronis is a missing tool from IT’s toolbox. The City currently deploys computers manually by running through an extensive procedure on each computer. This takes a significant amount of staff time and results in idiosyncrasies on the end devices. An imaging solution will allow IT to create one “master” image and copy it to each subsequent computer. Saving time and increasing consistency. COST Microsoft O365 $34,214.40 in annual subscriptions for 2022 Professional Services of $20,460.00 for one-time migration to O365 Other Subscription Costs Provided Here for Informational Purposes: o Help Desk software $3,528.00 o Obkio Network Performance Monitor $5,880.00 o VIA & ClearPass: Remote access and network mobility $8,963.08 o Acronis Snap Deploy: PC Imaging $524.50 STAFF RECOMMENDATION Review and discuss the proposed software upgrades. Award the professional service contract to PDS. Award the O365 subscription purchase to SHI. 23 Item 2. City of Columbia Heights - Council Letter Page 3 RECOMMENDED MOTION(S): MOTION: Move to award the professional services contract for the migration to Microsoft O365 to Paragon Development Systems in the amount of $20,460.00. MOTION: Move to award O365 subscription contract to SHI, Inc. at state contract pricing. ATTACHMENT(S): 20211227_SHI_0365StateContract.pdf 20220106_PDS_O365ProfessionalServicesSOW.pdf 24 Item 2. Pricing Proposal Quotation #: 21413737 Created On: 12/27/2021 Valid Until: 12/31/2021 City of Columbia Heights Senior Inside Account Executive Jesse Hauf 590 40th Ave. NE Columbia Heights, MN 55421 United States Phone: (763) 706-3639 Fax: Email:jhauf@columbiaheightsmn.gov David Vieira 290 Davidson Ave. Somerset, NJ 08873 Phone: 732-652-7647 Fax:732-507-1538 Email:David_Vieira@shi.com All Prices are in US Dollar (USD) Product Qty Your Price Total 1 Microsoft Office 365 (Plan G3) - Subscription license (1 Year) - 1 user - hosted - GOV - EA Subscription, Government Community Cloud - All Languages Microsoft - Part#: AAA-11894 Note: New Microsoft Enterprise Agreement under the State of MN Master Enterprise Agreement (Year 1 of 3) 160 $213.84 $34,214.40 2 Microsoft Office 365 (Plan G3) - Subscription license (1 Year) - 1 user - hosted - GOV - EA Subscription, Government Community Cloud - All Languages Microsoft - Part#: AAA-11894 Note: New Microsoft Enterprise Agreement under the State of MN Master Enterprise Agreement (Year 2 of 3) 160 $213.84 $34,214.40 3 Microsoft Office 365 (Plan G3) - Subscription license (1 Year) - 1 user - hosted - GOV - EA Subscription, Government Community Cloud - All Languages Microsoft - Part#: AAA-11894 Note: New Microsoft Enterprise Agreement under the State of MN Master Enterprise Agreement (Year 3 of 3) 160 $213.84 $34,214.40 Subtotal $102,643.20 Total $102,643.20 Additional Comments Please note, if Emergency Connectivity Funds (ECF) will be used to pay for all or part of this quote, please let us know as we will need to ensure compliance with the funding program. Hardware items on this quote may be updated to reflect changes due to industry wide constraints and fluctuations. Thank you for choosing SHI International Corp! The pricing offered on this quote proposal is valid through the expiration date set above. To ensure the best level of service, please provide End User Name, Phone Number, Email Address and applicable Contract Number when submitting a Purchase Order. SHI International Corp. is 100% Minority Owned, Woman Owned Business. TAX ID# 22-3009648; DUNS# 61-1429481; CCR# 61-243957G; CAGE 1HTF0 25 Item 2. The Products offered under this proposal are resold in accordance with the SHI Online Customer Resale Terms and Conditions, unless a separate resale agreement exists between SHI and the Customer. 26 Item 2. City of Columbia Heights Exchange Migration Statement of Work December 22, 2021 Prepared by Paragon Development Systems, Inc. 13400 Bishops Lane, Suite 190 • Brookfield, WI 53005 262-569-5300 • 800-966-6090 www.pdsit.net ISO 9001:2008 registered 27 Item 2. PDSIT.net 1 of 10 ©PDS, Inc. SM10600 Rev. AB 12/2020 Confidential – SENSITIVE: Distribution for City of Columbia Heights only 800.966.6090 Exchange Migration – OID 27151 STATEMENT OF WORK The purpose of this document is to state and agree upon the expectations and conditions Paragon Development Systems, Inc. (PDS) understands will lead to the successful completion of the work outlined below. This Statement of Work defines the scope, limitations, and the terms and conditions of the work to be conducted by PDS. Acceptance By signing this Agreement, the undersigned agree to the terms and conditions set forth in this document and represent the signers are authorized to execute this agreement. The terms of this agreement are valid through close of business January 31, 2022. It is assumed project services will begin within NET 90 days from signature of agreement, if not, PDS reserves the right to evaluate and adjust pricing, schedule and scope. For Paragon Development Systems, Inc.: For City of Columbia Heights: By: By: Name: Name: Title: Title: Date: Date: Paragon Development Systems, Inc. City of Columbia Heights 13400 Bishops Lane, Suite 190 590 40th Avenue NE Brookfield, WI 53005 Columbia Heights, MN 55421 PO #__________________________ (Enter PO #, TBD or N/A) Version History Version Date Author Changes 1.0 December 22, 2021 M. McWilliams, CAPM Original composition 28 Item 2. PDSIT.net 2 of 10 ©PDS, Inc. SM10600 Rev. AB 12/2020 Confidential – SENSITIVE: Distribution for City of Columbia Heights only 800.966.6090 Exchange Migration – OID 27151 Project Scope City of Columbia Heights (CoCH) has engaged PDS to provide professional services to facilitate the migration of on-premise services to Office 365. The work is to include: - Exchange mailboxes - Exchange public folders - Shared folders - Users home folder - Office 365 security baseline - Office 365 Teams prep - Microsoft Office package prep For this Office 365 migration PDS recommends using full hybrid migration. One (1) of the current servers will be left to be used for mailbox management and SMTP relay. Full hybrid migration will allow for: Mailbox moves are simpler Outlook profile does not change when mailbox is moved to Office 365 Move can be dome during business hours as the move happens in the background Free/busy is available across email domains ActiveSync redirection for migrated users Secure mail flow between on premise and Online PDS scope of work includes the following phases and tasks. All services will be performed remotely. Phase 1 – Project Planning and Review Identify PDS remote access and City of Columbia Heights security requirements (network, infrastructure, and data resources) Confirm Project Team roles and responsibilities Identify project dependencies / scheduling constraints / downtime requirements (if applicable) Identify City of Columbia Heights communication requirements o Business / end-user notifications o Change management requirements and procedures o Status update reporting and format Identify / finalize project timeline and schedule Phase 2 – Office 365 tenant setup Setup domain 29 Item 2. PDSIT.net 3 of 10 ©PDS, Inc. SM10600 Rev. AB 12/2020 Confidential – SENSITIVE: Distribution for City of Columbia Heights only 800.966.6090 Exchange Migration – OID 27151 License procurement Office 365 security baseline Teams implementation prep Microsoft Office package prep Phase 3 - Setup Full hybrid Install Azure AD connect Run hybrid wizard Phase 4 – Migration Test and Pilot Migrate mail for test/pilot users Test OWA, Outlook, and Smartphones Third party integrations: like, Zix Email Encryption, mail Filtering, and Cisco Unity Connection Shared and home folder prep for migration Phase 5 – Migrations Office 365 Deployment Migrate users’ mail Public folders move Cutover for home folders Phase 6 - Migration Cutover Verify all mail items have been moved Change external and internal DNS records (MX and A) Uninstall local Exchange servers Change existing printers and other devices to use new Exchange relay server (PDS will provide settings and City of Columbia Heights staff will make the changes) PDS and CoCH will create a team communication document, with primary contact information, including names, phone numbers, and e-mail addresses, prior to, or in conjunction with, the start of this project. Project Planning is a necessary component to Project success. Project Planning will occur with CoCH, and will be inclusive of the following elements: 1. Design session to validate planned Project components and identify potential gaps 2. Review and confirmation of prerequisites, compatibility, and readiness 3. Structured planning to identify primary project activities, tasks, and dependencies 4. Identification of project team roles and responsibilities 5. Identification of key focus areas for functionality testing and validation 6. Development of an associated project plan and schedule 30 Item 2. PDSIT.net 4 of 10 ©PDS, Inc. SM10600 Rev. AB 12/2020 Confidential – SENSITIVE: Distribution for City of Columbia Heights only 800.966.6090 Exchange Migration – OID 27151 7. Identification of Enterprise Communication requirements: o End user notifications o Status update reporting and format o Change management requirements Upon completion of the Discovery Phase, PDS will develop then provide a detailed Project Schedule to CoCH, inclusive confirmed start date, identified milestones, and completion date. Prior to the beginning of the next phase, PDS and CoCH will mutually agree, and sign-off on the Project Schedule. Services Schedule Project scheduling and kickoff will commence after this SOW has been duly executed and PDS has accepted a valid Purchase Order if applicable. PDS may require a lead-time of up to a maximum of Twenty (20) business days to assemble the project team. Unless otherwise agreed, Services as described in this SOW will be provided by PDS during Standard Business Hours 8:00am to 5:00pm on Business Days. Deliverables and Completion Criteria This project will be considered complete when the following services or items have been delivered: 1. All identified mailboxes migrated to O365. 2. Exchange servers decommissioned. 3. Microsoft Teams enabled and creation set to Admin only. 4. Microsoft Office installation package created. 5. Listing of outstanding issues, if any, including action plan to resolve the issues During this project engagement, the following project artifacts will be provided: 1. Project Plan 2. Weekly Project Status Reports o Risks o Issues o Action items o Financial status Client Responsibilities The following is a list of CoCH responsibilities: 31 Item 2. PDSIT.net 5 of 10 ©PDS, Inc. SM10600 Rev. AB 12/2020 Confidential – SENSITIVE: Distribution for City of Columbia Heights only 800.966.6090 Exchange Migration – OID 27151 1. Jesse Hauf will be PDS’ primary contact as designated by CoCH, and is considered an authoritative decision maker that PDS can rely on for timely response to all client responsibilities and removal of client owned roadblocks. All information, questions and problem-solving issues will be directed to PDS through this individual. If PDS is to provide other individuals ongoing information concerning the work/scheduling of PDS, CoCH must provide PDS with the names of the individuals for incorporation into the Project Communication Plan. 2. CoCH staff will be available to meet with PDS team resources and participate in meetings and information gathering sessions as needed for this project. 3. Project delays resulting from CoCH resource constraints are the responsibility of CoCH and may result in the unavailability of PDS-supplied or other resources. This could result in increased costs to CoCH or additional project delays. Projects delayed more than 90 days as a result of CoCH resource constraints may be cancelled by PDS. 4. CoCH will be responsible for obtaining approved change windows prior to finalizing the project schedule to avoid delays. 5. CoCH will promptly provide all requested information and documentation related to this project. 6. CoCH will be responsible for scheduling and communicating any project-related downtime windows related to infrastructure configuration changes or additions, if applicable, and initiating Change Request Process forms and requests within required organizational timeframes prior to finalizing the project schedule to avoid delays. 7. CoCH will provide PDS resources assigned to this project with login ids or other network credentials and authorizations necessary to complete the project, including VPN remote access if remote work is required. PDS will not retain these credentials past the project’s closure meeting unless specifically authorized prior to that time. Assumptions The following assumptions were made to create this Statement of Work. These assumptions are in addition to any assumptions made in the Project Scope, Financial Plan, or other section(s) of this agreement. Should any of these assumptions prove to be incorrect or incomplete, PDS may modify the price, scope of work, or milestones. Any such modifications will be managed by the Change Management Procedures set forth later in this agreement. CoCH represents that the appropriate licenses for all software installed by PDS are in its possession at the time of installation. CoCH will hold harmless and indemnify PDS from liability, including cost of defense, if CoCH does not own or have an appropriate license to use all licenses. Vendor authorized Maintenance/Support Contracts are active for the components identified in this Statement of Work, and for any external components, that could directly or indirectly affect the execution of this Statement of Work. 32 Item 2. PDSIT.net 6 of 10 ©PDS, Inc. SM10600 Rev. AB 12/2020 Confidential – SENSITIVE: Distribution for City of Columbia Heights only 800.966.6090 Exchange Migration – OID 27151 Out of Scope The following tasks and activities are explicitly noted as being out of scope for this project and will require a Change Request to incorporate within this Statement of Work, however items not listed as a part of the Project Scope or Deliverables and Completion Criteria sections and also not listed here are nonetheless considered to be out of scope: 1. Configuration of third-party software not listed in project scope section. 2. End-user support or configuration. 3. Desktop configuration changes. 4. Rollout of Microsoft Teams. 5. Rollout of Microsoft Office Suite. 6. During the course of the implementation PDS will provide best practice recommendations tied to effective use of the new technology as part of informal knowledge transfer; creation of actual policies and documented procedures is not included within the scope of this agreement unless otherwise specifically noted in the scope above. 7. Occasionally, PDS will discover a bug, defect or other problem in a Customer’s software while pursuing a work assignment. Unless specifically included within the Statement of Work, any work by PDS to remediate such software problems are Out of Scope for this particular agreement. Upon discovery of a software problem, PDS will inform the Customer and ask if Customer wants to execute a separate Change Request or agreement (e.g., Statement of Work, incident, etc.) to remediate the software problems. This additional agreement may require vendor support tickets and would be administered as a billable service request. Change Management Procedures In the event that it may become necessary to amend this Statement of Work, the change management procedures outlined in this section will apply. Types of Change Changes to the project may be made for reasons including, but not limited to, the following: Scope of work Specifications of the deliverables Non-functioning or non-availability of materials that is beyond either party’s control Non-availability of resources that is beyond either party’s control Environmental or architectural impediments not previously identified Change Initiation Either party of the project, PDS or CoCH may initiate a change by completing the project’s Change Request form. The initiator gives the Change Request to PDS and CoCH project 33 Item 2. PDSIT.net 7 of 10 ©PDS, Inc. SM10600 Rev. AB 12/2020 Confidential – SENSITIVE: Distribution for City of Columbia Heights only 800.966.6090 Exchange Migration – OID 27151 managers (primary contact) to review and process. A Change Request is actionable once executed by both parties. Change Review and Approval The CoCH and PDS project managers are responsible for: Tracking the change requests Evaluating Changes for Schedule and Financial Impact Negotiating what the final changes will be Obtaining the appropriate approvals for each change Adding changes to the Statement(s) of Work Implementing approved changes The CoCH project manager is responsible for obtaining budgetary approval, if needed, for the change. Terms and Conditions: Warranties, Indemnification and Limits to Liability Whenever there is a conflict between a Change Request and a prior agreement or a previously- executed Change Request, the terms and conditions of the most recent Change Request shall prevail. PDS represents that it will provide services in a timely, professional and workmanlike manner. PDS makes no other warranties, express or implied, as to performance, quality, merchantability or fitness for a particular purpose. PDS does not warrant software or equipment that it does not manufacture. PDS shall cooperate with Client to “pass through” all warranties and indemnities of an original manufacturer to protect the Client from claims of intellectual property infringement. If PDS is the manufacturer of either software or equipment, PDS shall indemnify and hold the Client harmless from claims of intellectual property infringement for the particular software or equipment. In no event will PDS be liable for any damages in excess of the amount of fees or compensation actually received by PDS in the prior three-month period. In no event will PDS or CoCH be liable to the other for any indirect, incidental, special, punitive or consequential damages (including the other party’s allegations of lost profits, business, revenue, goodwill or anticipated savings, even if informed of the possibility). PDS shall have no liability for CoCH Content, except when damaged, lost or stolen due to PDS’ gross negligence. 34 Item 2. PDSIT.net 8 of 10 ©PDS, Inc. SM10600 Rev. AB 12/2020 Confidential – SENSITIVE: Distribution for City of Columbia Heights only 800.966.6090 Exchange Migration – OID 27151 Financial Plan Services outlined in this agreement will be provided by PDS based on the following price structure. Services Description Est. Hours Hourly Rate Est. Price PDS Microsoft Architect 96 $185.00 $17,760 PDS Project Manager 20 $135.00 $2,700 ESTIMATED PRICE* $20,460 Billable Increments and Rates: All services will be billed in quarter hour increments A minimum of four (4) hours is required for all onsite work/day and two (2) hours is required for all remote work/day After-hours and weekend rate will be one and a half times (1.5x) the rate listed in this Statement of Work Holiday Rate will be two times (2x) the rate listed in this Statement of Work If the estimated, or actual cost including incidental expenses has the potential to exceed 10% of the original quoted estimate, PDS will work directly with the identified Project Contact to further define, and if necessary, initiate the Change Management Procedures set forth above in this agreement. Consulting services performed by PDS resources will be completed remotely. Travel to other sites by PDS consultants is not required. CoCH will be invoiced for professional services as follows: Monthly once work has begun. CoCH will be invoiced for actual hours incurred, unless actual hours are below the minimums set above, then CoCH will be invoiced for the minimum. Hours in excess of estimated hours will require joint approval by PDS and CoCH Pricing for this agreement is based solely on the information provided by CoCH and the information outlined in this agreement. A $500.00 fee will be charged to CoCH should this agreement be cancelled after execution. Any product, item or service that is not included in the scope, deliverables, or assumptions is not a part of this agreement and will require a Change Request or new Statement of Work. Upon signature from CoCH, PDS will schedule the additional time/resources as needed. 35 Item 2. PDSIT.net 9 of 10 ©PDS, Inc. SM10600 Rev. AB 12/2020 Confidential – SENSITIVE: Distribution for City of Columbia Heights only 800.966.6090 Exchange Migration – OID 27151 PDS standard payment terms are NET 30 from date of invoice. PDS retains the right to charge interest at the legally allowable rate on all undisputed amounts aged beyond NET 30 days. Mutual Non-Solicitation Non-Solicitation of Key Personnel. Customer and PDS each agree that neither will, for a period of twelve (12) months after the Effective Date (s defined below), solicit to hire or retain as an employee, contractor or agent, a “Key Employee” of the other party without obtaining the written consent of an officer of the other party. A “Key Employee” is a designation for those employees with discretionary authority and expertise whose retention is critical for the protection and financial welfare of his/her employer. For example, a Key Employee would include (but is not limited to): (i) a senior officer or project manager who is responsible for managing the Services or deliverables (equipment) for that other party, (ii) an architect, trained at considerable expense, who is an expert technician in computer system solution design, development or configuration of technical designs and/or software, or (iii) an employee of equivalent importance to his/her employer. As a reasonable accommodation to a Key Employee who may desire employment with the other party, either party will consent to the Key Employee’s release from this restrictive non-solicitation covenant if the hiring party provides consideration to the other party for the loss of its highly-trained, expert employee. The consideration would be a fee of forty percent (40%) of the employee’s initial starting salary and year-end bonus if hired within ninety (90) days of the date of the grant of consent (the date of the consent shall be considered the “Effective Date”) or twenty- five percent (25%) of the employee’s initial starting salary plus bonus if hired between ninety-one (91) to one hundred eighty (180) days after the Effective Data. If a party hires or retains the services of a Key Employee without the written consent of the other party, the hiring party shall compensate the other party with the payment of a sum equal to the employee’s aggregate salary, bonus any other consideration provided during the immediately prior twelve (12) months. The restrictive covenant regarding solicitation shall be governed by, and construed in accordance with, the laws of the State of Wisconsin, without reference to conflict of laws principles. 36 Item 2. PDSIT.net 10 of 10 ©PDS, Inc. SM10600 Rev. AB 12/2020 Confidential – SENSITIVE: Distribution for City of Columbia Heights only 800.966.6090 Exchange Migration – OID 27151 Notice All notices or other communications required or permitted hereunder or necessary or convenient shall be in writing and shall be deemed to have been delivered when mailed by first class mail, postage prepaid or by fax or e-mail addressed as follows: If to Paragon Development Systems, Inc.: Paragon Development Systems, Inc. Attn: Josh Rademaker 13400 Bishops Lane Brookfield, WI 53005 Phone: 800-966-6090 Email jrademaker@pdsit.net If to City of Columbia Heights City of Columbia Heights Attn: Jesse Hauf 590 40th Avenue NE Columbia Heights, MN 55421 Phone: 763-706-3639 Email JHauf@columbiaheightsmn.gov 37 Item 2.