HomeMy WebLinkAbout13- Service Agreement between City of Bozeman and Open Town Hall powered by Peak Democracy Inc Service Agi-eernenl Peak Democracy Inc
Service Agreement
for
Open Town Hall powered by Peak Democracy Inc
This agreement ("OPEN TOWN HALL AGREEMENT-) entered into as of the date that this
OPEN TOWN HALL AGREEMENT is fully executed by all parties, is by and between:
• The City of Bozeman (-GOVERNMENT"), an organization having an address at PO
Box 1230, Bozeman, NIT 59771, and
• Peak Democracy Inc. a Delaware Corporation having an address at PO Box 516
Trinidad, CA 95570 ("PEAK DEMOCRACY").
1. BACKGROUND
1.1 The Parties
I.La GOVERNMENT is interested in broadening online civic engagement.
I.Lb PEAK DEMOCRACY is a for-profit company focused on increasing
diversifying and synthesizing, civil online civic engagement via a suite of internet-based
services.
1.2 Problem: The parties believe that ll"overnment operations and decision-maki
9 L_
processes can be enhanced by online forums that augment and diversify civic engagement., and
increase the insights -leaned by government staff and leaders.
1.3 Solution: The parties believe that enabling a new channel by which citizens call
learn about government issues and provide feedback via specially structured internet services
can augment and diversify civil, online civic engagement, and more specifically: (a) facilitate
easy and convenient participation in corn III Lill ity issues, (b) prevent or.limit the impact of
disruptive behavior from discouraging participation. and (c) improve the efficiency of decisions
makers to synthesize large amounts of diverse feedback.
1.4 Program: PEAK DEMOCRACY, and GOVERNMENT agree to implement
OPEN TOWN HALL, an internet service that helps local governments increase., diversify and
synthesize, civil online civic participation.
Now therefore, the parties agree as follows:
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Servace Agi"eeii�en)t Peak Democracy Iiic
2. OPEN TOWN HALL
2.1 GOVERNMENT will pay PEAK DEMOCRACY Four Thousand dollars for
initial one-time set up costsC for OPEN TOWN HALL.
2.1.a. GOVERNMENT will pay PEAK DEMOCRACY Two Thousand One
Hundred Sixty dollars for a one year subscription at $200 per month, minus a 10%discount
for payment of a year's subscription up front. The year subscription to begin when
GOVERNMENT's OPEN TOWN HALL site is functioning and available to the public.
2.2 GOVERNMENT will designate a representative as the primary contact for
implementing OPEN TOWN HALL and thereby interact with PEAK DEMOCRACY.
Through this primary contact, GOVERNMENT will:
2.2.a Learn about the features, benefits and best practices of OPEN TOWN
HALL, and communicate these features, benefits and best practices to GOVERNMENT
employees, elected officials and residents.
2.2.b Specify the issues that GOVERNMENT wants to post on OPEN TOWN
HALL via the administrative system supplied for that purpose;
2.2.c Facilitate the implementation of OPEN TOWN HALL within
GOVERNMENT'S web site;
2.2.d Lead the promotion of(i) OPEN TOWN HALL in general and (ii) each
posted issue in particular, to GOVERNMENT residents via press coverage and email
notifications that use GOVERNMENT'S email lists.
23 PEAK DEMOCRACY will provide OPEN TOWN HALL to GOVERNMENT.
and accordingly will:
2.3.a Host the software as a service on PEAK DEMOCRACY-provisioned
servers;
2.3.b Provide support to implement OPEN TOWN HALL within
GOVERNMENT'S web site;
23.c Provide all features and services listed in Exhibit A 'Scope of Work'
which is incorporated into this OPEN TOWN HALL AGREEMENT;
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S8rvic(-, Ao/eenlmn1 Peak Demou,acy |nc
2.3.d Advise GOVERNMENT on best practices to use with OPEN TT)\fN
HALL, Such as tile best ways to implement in a web site. the best types of issues to
post, and the best techniques 10 maximize usage hy residents; and
2'3.e Assist residents that use GOVERNMENT'S OPEN TOWN B/\I.L using
cmnai| ms the primary means o[this assistance.
3, MISCELLANEOUS
11 : The initial duration mf this OPEN| TOWN fX/\LL AGREEMENT isone
cmomoncucios, mo the date that this ()PEN I00VY4 U/\l-L AGREEMENT is fully
executed by all the parties.
3.2 Extent: This OPEN TOWN HALL AGREEMENT embodies the entire
understanding of the parties and Supersedes all previous cornmunications, representations, or
understandings, whether oral or written, between the parties relating to the subject matter
hereof
3.3 Scone: Nothing contained in this OPEN TOWN HALL, AGREEMENT will be
6ccmnod to grant to GOVERNMENT either directly or by ionp[icctioo, ca1mppeL or otherwise
any license or other rights in or to any copyrights. copyrightable material, patents, patent
applications, o,other proprietary iotcrcatym[PEAKDEM()CKAC`/ cxis{img prior 1othe
effective date of this OPEN TOWN HALL AGREEMENT or arising out of performance of this
OPEN TOWN HALL AGREEMENT.
3.4 : Kn performing their respective duties under this OPEN TOWN
HALL AGREEMENT, each of the parties will be operating as an independent contractor.
Nothing contained herein will in any way constitute any association, partnership, or joint
venture between the parties }|ereto, or be construed to evidence the intention of the parties to
establish any such relationship. Neither part), will have the pnvvcz to bind the other party or
incur obligations on the other party's behalf without the other party's prior written consent.
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Service Agreement Peak Dernoci,acy Ire
3.6 Hold Harmless/Indemnification of GOVERNMENT by PEAK DEMOCRACY. To
the extent permitted by law, and except as otherwise provided in Paragraph 3.7, PEAK
DEMOCRACY agrees to protect, defend, hold harmless and indemnify GOVERNMENT, its
councils, commissions, officers, employees, volunteers and agents from and against any claim,
injury, liability, loss. cost, and/or expense or damage, including all costs and reasonable
attorney's fees in providing a defense to any claim arising therefrom. for which
GOVERNMENT shall become liable arising from PEAK DEMOCRACY's negligent, reckless
or wrongful acts. errors, or ornissions with respect to or in any way connected with the Services
performed by PEAK DEMOCRACY pursuant to this OPEN TOWN HALL AGREEMENT,
3.7 Hold Harmless/Indemnification of PEAK DEMOCRACY by GOVERNMENT:
The parties understand and agree that PEAK DEMOCRACY provides civility monitoring
services to GOVERNMENT under GOVERNMENT'S control and direction. Notwithstanding
paragraph 3.6, and to the extent that GOVERNMENT, its officers, officials and employees are
negligent related to PEAK DEMOCRACY'S civility monitoring services listed below and
which gives rise to an injury, claim or cause of action, GOVERNMENT agrees to defend,
indemnify and hold harmless PEAK DEMOCRACY and its agents, officers and employees,
against any and all claims, damages, suits arising from PEAK DEMOCRACY's civility
monitoring services, which are defined to include the following:
3.7.1. Assisting GOVERNMENT in drafting and implementing rules and standards with
respect to public comments;
3.7,2. Reviewing and monitoring the OPEN TOWN HALL public comment forum for
the purpose of achieving compliance with GOVERNMENT'S rules and standards,
3.7.3. Moving. removing, deleting, changing or not changing a comment in OPEN
TOWN HALL.
3.8 Applicable Law: This OPEN TOWN HALL AGREEMENT shall be
governed by, and GOVERNMENT and PEAK DEMOCRACY shall have all remedies
afforded each by the Uniform Commercial Code as adopted in the State of Montana.
This OPEN TOWN HALL AGREEMENT shall be governed by State of Montana law
and suits pertaining to this OPEN TOWN HALL AGREEMENT may only be brought
in courts located in Gallatin County, Montana,
3.8. Representations.
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Service Agreement Peak De mocracy iric
To induce City to enter into this Agreement. PEAK. DEMOCRACY makes the
following representations:.
a. PEAK DEMOCRACY has familiarized itself with the nature and extent of this
Agreement, the Scope of Services, and with all local conditions and federal, state and local
laws. growth policies, adopted plans of the GOVERNMENT. ordinances. rules, and regulations
that in any manner may affect cost, progress or performance of the Scope of Services.
b. PEAK DEMOCRACY represents and warrants to GOVERNMENT that it has
the experience and ability to perform the services required by this Agreement; that it will
perform said services in a professional, competent and tirnely manner and with diligence and
skill, that it has the power to enter into and perform this Agreement and grant the rights granted
in it; and that its performance of this Agreement shall not infringe upon or violate the rights of
any third party, whether rights of copyright, trademark. privacy, publicity.. libel, slander or any
other rights of any nature whatsoever, or violate any federal, state and municipal laws. The
GOVERNMENT will not determine or exercise control as to general procedures or formats
necessary to have these services meet this warranty.
3.9 Nondiscrimination: The PEAK DEMOCRACY will have a policy to provide
equal employment Opportunity in accordance with all applicable state and federal anti-
discrimination laws, regulations, and contracts. The PEAK DEMOCRACY will not refuse
employment to a person, bar a person from employment, or discriminate against a person in
compensation or in a term, condition, or privilege of employment because of race, color,
religion, creed, political ideas, sex. age. marital status, national origin. actual or perceived
sexual orientation, gender identity, physical or rental disability, except when the reasonable
dernands of the position require an age, physical or mental disability, marital status or sex
distinction. The PEAK DEMOCRACY shall be subject to and comply with Title VI of the
Civil Rights Act of 1164; Section 140, Title 2, United States Code. and all regulations
promulgated thereunder. The PEAK DEMOCRACY shall require these nondi scrim inatioil
terms of its sub-consultants providing services under this agreement..
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Service Agreen,ienl Peak Pea ccr@cy Inc,
3.10 Default and Termination: If either party fails to comply with any condition of
this Agreement at the time or in the manner provided for, the other party. at its option, may
terminate this Agreement and be released from all obligations if the default is not cured within
ten (10) days after written notice is provided to the defaulting party. Said notice shall set forth
the items to be cured, Additionally, the non-defaulting party may bring suit for damages,
specific performance, and any other remedy provided by law. These remedies are cumulative
and not exclusive. Use of one remedy does not preclude use of the others. Notices shall be
provided in writing and hand-delivered or mailed to the pat-ties at the addresses set forth in the
first paragraph of this Agreement.
3.11 Reports/Accountabilill/Public Information: PEAK DEMOCRACY agrees to
develop and/or provide documentation as requested by the GOVERNMENT demonstrating
PEAK DEMOCRACY's compliance with the requirements of this Agreement. PEAK
DEMOCRACY shall allow the GOVERNMENT, its auditors, and other persons authorized by
the GOVERNMENT to inspect and copy its books and records for the purpose of verifying that
the reimbursement of monies distributed to PEAK DEMOCRACY pursuant to this Agreement
was used in compliance with this Agreement and all applicable provisions of federal, state, and
local law. The PEAK DEMOCRACY shall not issue any statements, releases or information
for public dissemination without prior approval of the GOVERNMENT,
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Service Agreement Peak, Dernoc—icy Wnc
In witness whereof, PEAK DEMOCRACY, and GOVERNMENT have exeCLIted this
OPEN TOWN HALL AGREEMENT" by their respective officers hereunto duly authorized, on
the date and year hereinafter written:
Peak Democracy, Inn. The City of Bozeman
By B
(SignatVc) (Signature)
Name Name—c r
��—
(Please Print) (Please Print)
Title— 5--) cj C.,A Title Y%6t
Date 3 Date
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OPEN L
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I-, h ib it A.- Sc o p e of 14 40 r
Open Town Hall is a feature-rich online civic engagement service that is designed to help government agencies
and their communities identify and explore broad public interests and ultimately increase public trust in
government. This document summarizes how Open Town Hall connects each user's experience with broad
public interests and builds that trust.
�
T`aible i9j,"Contents
---.. ......... ........................ ..... .............. ..................................
Scope of Services ................... .............. ........................... ......................................................... .........
-----. 1
ForumSupport Services.............. ................................................ ...................................................... .............. 2
Unformabon Technology Services ........ ................ .....................................................................................--'4
WorkProducts .---.............---.............................. ................ ..................... ............................ ...----. G
TheOpen Town Hall Portal..................................................... ........... ................. ............................................. 6
Eight Ways to Guide the ..............-.~ .......... ... ..............---............... —.--......... ............ —7
Ten Ways\o Glean Common Interests......_..... —__—................... .............. ...... _........... ............... ____ .........g
AdditionalFeatures....... — ............. —.............................................---....—....... ...........---......... -----_—'11
ForumAdministration.............. — ................. ......---... ..... .......---........................— ..... ...... ........ ...... ......... �Z2
TopicIntroductions......... ................ ......................................... ..................................................................... I4
MarketingTemplates..................................................... .................................................................................. 14
Email Aonouncemoents_......— ................ ................... ................... ........................................ ...................... l4
CommentMonitoring........ ............. ............................................... ......_.............................. ...................... I4
Emai|sboDisruptive Authors ....................................................................... .................................................- I4
TopicReports........... ................................................................. ........... .......-- ................. ^.................. ... . l4
Obligationsof the Client................................................ -. ........................---................................. ......... ..... 1S
Beforethe First Topic...................... ...---- ....... ................ .............................— ........................ ....._..... l5
Foreach topic --------.................. —.... ...................... .....................^............................. ................... l5
PerformanceStandards—.............................. —......................... ^.................................. ......... ....................... DS
Turnaround Time for Comment Monitoring ...................................... .......................---................ ........... ... 1G
Turnaround Time for Service Requests from Client........................... ...............^^^^^.^....................................... 1G
Turnaround Time for Service Requests from other Users........................ ............ ........................ _.............. 16
RecordsRetenbmm-- .................................... —............................ ^...—.............................. ........................ 15
Key Contractor Personnel............................................................................ ..................... ................................. I7
RobertVogel, CEO................................... .................................... .............. .............^.................................. .... 17
Rob Hines,Account &4anaQer...........— ....... .......................... ......... ........ .................................................. 17
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support
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Peale Democracy staff will provide the following support services.
Via web conferencing, Peak Democracy staff will provide training on how to use the service.
Best Practices
Description
Peak Democracy staff will provide advice and documentation on best practices for government online forums—including
best practices on how to maintain civil and legal forums as well as best practices on how to optimize the quality and
quantity of user participation.
Webpage Loo
Descrilpflon
Peak Democracy staff will make clients forums match the look of the client's website by customizing images, colors and
fonts. Client can also designate a name for its services such as "open City Hall" "Open County Hall", or other custom
name.
F ... _.. ..�,,�,.,,... ...... ..... ._.�..�....._._......._.......w...__.... � ..__....__..........,m.,�._.�m..1.....�
Maps
Description ._._..w._...._��, ..�. .._._,....._._.�._.m�. ..,. .....,.....�._._._
cy . w post maps the .__ � e that correspond to Shape or KML files provided by client.
Peak Democrat staff will ost ma s on the client's service that __._ _w_w.._ .._ ....., .a....a....._w._.,_ ..mm.,................w....w_._m_.
Topic Development
Descripatioih
Peak Democracy staff will help client staff craft topic content, and post topic content on client's website.
• 2
Topic Marketing
Dostriiptidn
Peak Democracy staff will work with client staff to market topics via techniques such as press releases, posting on social
media, HTML-formatted email announcements to email subscriber lists, and professionally designed flyers with QR
Bodes.
_.__..... ...........
.eiclinica i Support
_ _ _ _ _................. ._
I)estAption
Peak Democracy staff will provide technical support to client staff. This support will be available via email, phone and
web conferencing.
. . . . . . .. .... ..... . ........ ._ ....
Cornrnunfty Assistance
Peak Democracy staff will provide a help desk for the client's user community,This assistance will be available primarily
via links on service to email,and when necessary via phone,
oru!m Monitorin
Peak Democracy staff(in conjunction with Company's software)will monitor user registrations and content posted on
the client's service.
User,authentication
Peak Democracy staff(in conjunction with Company's software)will authenticate all users that register.This
authentication includes, (1)confirming that each registrant's email address is active,(2) geocoding each registrants
street address, and (3) monitoring each registrants name, IP address as well as browser cookies.
.. ..... ........ . .. .
Issue R cDit)iiatii
1111-11-1-11 ,
D Esc r alaiiDu-a
if Peak Democracy software and staff detect activities or content that potentially violates the client's guidelines,then
Peak Democracy staff will work with client staff to reconcile the issue.
3
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Techriology
Seivices
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Peak Democracy will provide the following Information Technology Services.
. .
lnr)i Iplor n irit fion
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r;y r �,y�our;k
At the client's discretion, Peak Democracy will implement the service on either: (a) an iframe on a webpa,ge within the
client's website, (b) a PeakDemocracy.com subdomain established for the client, or(c) a dedicated website domain
established by the client.
ifosig _
Deg«c Hp,tion
Peak Democracy will host client's service on a server provisioned by the Company.
.__..W. ___.__.......___._.........._._...w..w
---------- _-----._______.... .........
Performance__.�..____._.__.
Description
wrrip io�r
Peak Democracy will provide network bandwidth between its servers and the Internet at levels that are comparable to
popular consumer web services.
Availability
Desceiptio'
Peak Democracy will continuously monitor client's service for availability.
Access .._.
...„ _. ._ _ ... ,. . _. . .. ............,,,
Peak Democracy will maintain access to client's service 24 hours a day,7 days a week.
4
_.. .. , w ......_.._ .. ......e ._...._... w_
Backup
Peak Democracy will maintain daily backups of client's service.
Records Retentlari
Peak Democracy will retain the client's service for the client's record retention period via Amazon.com's S3 storage
service that provides 99.999999999%durability. Client's staff can also download its forum content in PDF and CSV
format for the client's own storage, archive and analysis
5 ',
TAVork Products
.. ........ ................ ............................................ . ............................ ............................. ..................
TIhie Open. 1"own Hall Portal
Peak Democracy will provide the client with one Open Town Hall portal and grant administrative access to
that portal for an unlimited number of full or part time employees of client. The Open Town Hall portal
will support these features:
• Eight Ways to Guide the Dialog
• Ten Ways to Glean Common Interests
• Additional Features
• Forum Administration
6
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Eight apes
to Gulde
he Dialog
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Open Town Hall features eight kinds of topics, each designed to guide the public dialog toward broad public
interests.
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Structured like a council or Users are restricted to one statement per topic to preclude any one person from
commission meeting,each user dominating the forum. Peak Democracy monitors every statement to ensure it is
submits one on-topic statement on topic defined by the client to be in the broad public interest. If necessary,staff
per topic. can past a response either publicly or privately to a statement.
Feedback VVIth St,ipport
Desrxiptjc)ri Guidance
Users submit one on-topic In addition to Formal Feedback,guidance,the links posted by social media share
statement per topic, which other buttons bring friends back to participate in the topic, not to support the sharer's
users can support. headers can statement. The support count can also be hidden to preclude the perception of a
sort statements by support. vote.
... .,,m._._... ... ,... ..._,..,_,...._....n......... .. ,
Open Ideas
Description Guidance
Structured like a workshop or Following the standard brainstorm protocol,initial ideas are not evaluated or
charrette, each user submits ideas treated as final candidates for implementation. Rather, they are reviewed by a
in an open brainstorming phase, facilitator,who synthesizes a small number of feasible themes in the broad public
interest. During the refine phase,the community and the facilitator discuss the
facilitator's themes..
. 7 "�
Tally
Description Guidance
Users select preferred option from The options are defined by the client to be in the broad public interest,and are
a list of options labeled 'positions' not 'votes'. The links posted by social media share buttons
bring friends back to participate in the topic, not to support the sharer's position.
Priority 500
1 ale'scrip'tian ":'G61dai ncie
Modeled after participatory Users asked to prioritize items pre-defined by client to be in the broad public
budgeting workshops, users interest,with a limited ($500) budget.
allocate$500 to a set of priorities
_..._.... . . ..........m..... ... ......... . __... ._..._. m.
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esm,iipflon CuWan�re
Users drag items up or down to Users asked to prioritize items pre-defined by client to be in the broad public
prioritize them in a list. interest,
Area Plan
Users place land use place-types Users asked to use place types pre-defined by client to be in the broad public
(e.g., open space, commercial, interest.
etc.)on a map to indicate
preferred land use.
Survey
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Users complete a traditional Users are guided through a series of questions designed by the client. Responses
survey. are constrained to lie within parameters defined by the client for each question.
Each question can be one of six types:.Textbox,Textarea, Radio Buttons,
Checkboxes, Numeric and Select from list.
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Ten Ways Lo
Glean Cominon
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Peak Democracy features ten `Insights'that are publicly available analysis tools that reflect common interests
back to the community. Not just back-end analysis tools (that are only available to staff), Insights are available
to all residents, enabling every resident to better understand the broad public interests in their own
community, and thereby build consensus,
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An interactive set of words sized to reflect their frequency in the Shows interests expressed through frequently
submitted statements. Clicking a word displays all statements used words found across many statements.
containing that word.
Search
Description Reflected interests
A form used to select statements from authors in specific cities or Shows how interests vary from city to city, and
statements containing a user-defined phrase. how interests are expressed through a key
phrase.
Dett,igraIl'thics*
iwta°scHption iteflsdrted lawtevests
A clickable bar graph displaying the number of users by age,gender Shows how interests vary by age or by gender.
or frequency of participation. The frequency of participation graph reflects how
the interests of'frequent flyers` (residents who
frequently participate in open Town Hall) differ
from those participating for the first time.
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Am interactive map displaying regions within the client's jurisdiction: Shows how interests vary by place,e.g,distance
council districts, planning districts, bull's eye circles around e from a project or neighborhood.
project,transportation corridors,focus areas, neighborhoods, etc,
For Tally, Priority 5O0 and Priority List topics, hovering over regions
also displays the tally, average allocation or average priority ufusers
from that region.
Descrip'tion, Reflected interests
Tally of positions over all participants Shows trends in preferred position across all
participants.
Average Allocation
The amount allocated to items in a Priority 500 topic, averaged over Show trends in Priorities overall participants,
U participants. given limited
Average Priority
The rank of all items averaged over all participants. Shows trends in Priorities over all participants.
Aggregate Area Plan
Desc,Hpfion Reflected Interests
An interactive map displaying all place types as located byall Shows where participants would like to see open
participants. Specific categories of place types (e.g.,open space, space, industry, commercial development,etc.
industry, id lopment) can be selectively displayed.
Connected Statements
M III MEN,
"Users who support this statement also supported these Shows interests grouped by similar content.
statements". Borrowed from Amazon.com's shopping feature: Since two statements are connected when
"Users who bought this book also bought these books".Adiu6ab|e someone supports them both,connected
listing nr graph of statements, connected with other statements by statements tend to have similar content (like the
users who support multiple statements. books listed in Amazon's shopping feature).
Pendhig Raternen��
Statements that are not shown oo the main statements page, either Shows interests of those who have not yet
because the author has not yet finished registering with Peak finished registering,or have written uncivil
Democracy, or because the statement does not meet the client's statements
guidelines for
*Note that the demographics insight is only available to staff—as many users are reluctant to post their year
of birth on @ public vvebsite.
~
Additioiml Features
In addition all topic types have access to the following features and services:
Feature/Service Benefits
........... ......
This creates a formality(like council chambers)
All topics can be embedded in the agency's official website which encourages statements that are on topic and
civil.
Animated widgets available to embed on the agency's home page To build participation
and other websites.
Name Not Shown For each topic,the client can require
participants to display their full name next to their content, or
allow them to display"Name not shown." in either case,full To build participation
registration is required by participant, and full authentication is
conducted by Peak Democracy.
Users can post video, images,files and other media types with To build participation
statements.
Optimized presentation for mobile phones To build participation
QR code generator available To build participation
Subscription via SMS available To build participation
Integrates with social media To build participation
Topic marketing services, including,professionally designed htrril To build participation
email announcements and posters
Translation via Google translate To build participation
All public data downloadable via PSD and CSV(spreadsheet)files To facilitate review and analysis
............................................._..........................................._.................................. ............................
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For ern
Administration
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In addition we provide these back end tools to create and manage topics and to monitor and build
participation. Mote that Peak Democracy and staff both have access to these tools. Peak Democracy typically
takes an active role in forum administration, at the discretion of the client.
peaIVY iii tvacorIc
.. .
Search tool into a knowledge base that To help the administrator design a new topic by providing easy access to
enables administrator to search by key word existing topics that have common objectives,and to use them as a
across all topics launched by all Peak starting template with a single click.
Democracy clients. Topics in the search
results can be copied into the
administrator's portal with a single click,
_... ..... . .......__ , .......
_ . . . ......,
Tnpic Editor
i rn °�i °irc�e Purpose
Simple editor for creating new topics and To enable the admin to easily create and/or manage topics, preview
managing existing topics, including their draft topics in private mode with other admins (including Peak
name, question, introduction, closeout Democracy), and launch topics.
statement, list of public officials who are
listening and configuration of the various
input tools: Tally, Priority 500, Priority List,
Area Plan, Map selection etc,
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ForUrn, EdItair
,_. _........... ............. --------
6 pscrip6on Purpose
Simple editor for grouping topics into To enable users to easily navigate to topics of interest,
forums: categories of topics around similar
themes.
—--,---...................................__------------- .....................-..................................-,............. ----------—--................... ....... ............
Announcement
Description Purpose
A button to announce topics and topic To notify subscribers of key developments in the forum topics.
updates to current subscribers
............
User Surveys
.............
Description Purpose
First time users will be surveyed on their To build participation by monitoring user satisfaction and improving the
satisfaction with the service. service to meet user requirements
Participation reports
DescHpdoni Flurpose
Cumulative visitors, participants and To build participation by tracking it and its correlation with outreach
subscribers efforts..
rts.
Monitoring the Monitor
Real-time monitoring of Peak Democracy's To provide the admin with an overview of Peak Democracy's monitoring
monitoring of statements. process, including a list of statements that are civil versus not civil and
their status in the statement resolution protocol,
13
Topic hArodiixtions
Peak Democracy will be available to write the topic introductions that guide the dialog and frame the
topic. We will also be available to review and/or edit the client's drafts at client's discretion,
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Peak Democracy will provide the client with templates that can be used to market each topic, including
drafts of press releases, announcements for emails or newsletters for the client to distribute and drafts of
posters or fliers for the client to print and distribute.
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Peak Democracy will be available todraft ennai|s that announce new topics and updates to existing topics.
Upon client's approval, Peak Democracy will distribute those announcements to subscribers.
Comment
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Peak Democracy staff and software will monitor every comment to ensure each comment complies with
the client's guidelines for civility. |f Peak Democracy believes that o comment may not meet those
guidelines, we move the comment off the forum onto a separate page (the 'Pending Statements' page)
and ask our client whether the statement violates their guidelines for civility. |f the client confirms that
the statement violates the guidelines, then Peak Democracy contacts the author(see below). |f the client
decides the statement does not violate the guidelines,then Peak Democracy moves the statement back on
to the forum page.
In no case does Peak Democracy edit or delete any comment without the author's approval.
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Peak Democracy will draft an email to the participant inviting him or her to edit their statement to comply
with those guidelines. Upon client's approval of that draft, Peak Democracy will send it to the author and
keep the client apprised of any changes or emails received from the participant.
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- ��- Reports
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Peak Democracy will be available to generate a PDF and/or a spreadsheet of all comments and other
public input from participants. The client and/or members of the general public can also download these
same documents from the Open Town Hall forum.
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Drawing on our experience from more than 1000forum topics, Peak Democracy is avai I a b I e to a,ssistthe
client in executing each of these tasks.
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Before launching the first topic, the client will
• Approve the guidelines for civility
• Formulate the initial outreach strategy
• Select a home page for the forum, either on the client's website or on one provisioned by Peak
Democracy
• Should the home page be on the client's website, then the client will embed an html snippet
provided by Peak Democracy in that page.
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For each topic, the client will
• Select the topic for public input
• Provide background information
• Approve any topic introduction written by Peak Democracy
• Approve any marketing materials distributed by Peak Democracy
• Review statements that Peak Democracy identifies as potentially uncivil. For each such statement,
the client classifies it as either meeting or failing to meet the client's guidelines for civility. For each
uncivil statement, the client approves all enna||s sent by Peak Democracy tVtheautMor.
Though it is not strictly required, it is highly recommended that the client posts an 'outcome statement' at
the conclusion of each topic which summarizes the decision made or the action taken. |f possible,the
outcome statement should describe huvv input from Open Town Hall was incorporated into the decision
process. Our experience tells us that when clients post outcome statements, residents receive feedback
that their participation is worthwhile, they continue to participate, and public trust in government grows.
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Perf' o" rinance Statzdards;,
......................................................................... .......... ......... ..........
ftw Comment Monitoring
Peak Democracy software will monitor all comments immediately as they are entered by users. Peak
Democracy staff will monitor all comments: 95%of comments will be monitored within 20 minutes of
posting during business hours (8am —5pm Pacific Time), and 95% of comments will be monitored within
12 hours of posting off business hours,
1"urruau.-ound Thne foFir SerVrJIrce Request's from Chent"
Peak Democracy will respond to all service requests: 95%of all service requests will be responded to
within one hour of receipt of the request via email or phone during business hours.
11 Ftirnaround Tfirne f(,),r Servic',e Requests frorn. other-11 Users
Peak Democracy will respond to all service requests: 95% of all service requests will be responded to
within 4 hours of receipt of the request via email during business hours,
Records Retention
Peak Democracy will maintain all input from users on Amazon.com STs storage designed to provide
99.9999999991 durability.
4
16;
Ke Y ""7G
ont IVY actor Personnel
..........------------ ...... ............ ....................................
Peak Democracy prides itself on providing superb custom service to its client
government agencies. In order to assure that our government clients are
delighted (not just satisfied) with our service, we assign a member of our
executive team to each client support team,
llobert Vogel, CE0
Each support team is led by our co-founder and CEO — Robert Vogel. Many
consider Robert to be the country's trail-blazer and leading expert in
government online civic engagement.
Rob Flines, Account, Manager-
The other key person on the support team will be Rob Hines. Rob has been
the account manager for more than 50% of Peak Democracy's clients. He has
a great deal of experience and education regarding urban and regional
planning — as well as public outreach.
Excerpts of the resumes for Robert and Rob are inserted below.
17,
......................................... ........ .................. .............. .........................
Robert Vogel, CEO
Peak Deiriocracv Inc,1'0 Box 516,"Frijiidad,CA 95570
1111011e,866 5:35 8894 tax: 866 506 4398 F:Mail:Robtrt(,r'petk(iaiiioci-aq,.ct)m
Experience
CEO and Co-Founder,Peak Democracy,Inc, Nov 2007-Present
• Co-founded Peak Democracy,Inc with the mission to broaden Civic OngagQinentt and build public trust in
government by providing online civic engagement services to cities,counties and other government agencies
• Directed the development of software used by inore than 50 agencies in more than 900 forums nationwide
Executive Director,Kitchen Democracy March 2006-October 2007
• Founded a non-profit organization funded partially by a grant from the City of Berkeley CA to facilitate
online civic engagement in that city
• Delivered online civic engagement services to more than 5000 Berkeley residents
CEO and Founder,Onsite Systems,Inc. 1982-1996
• Founded Onsite Systems,Inc.to provide technology assisting large pharmaceutical firms in their clinical
trials(if new drugs
• Accelerated the submission of more than 50 new drug applications to the FDA and overseas regulatory
agencies for the 30 largest global pharmaceutical firms
■ Maintained profitability for all but one of the 14 years. Sold the company in 1996 and worked for the acquirer
for two years as advisor/consultant
Education
Master's Degree in Physics,UC Berkeley 2006
Specialized in cosmology funded by the laboratory of Nobel Laureate Saul Perlmutter
Master's and Bachelor's Degree in Mathematics, University of Chicago 1978
Four year combined undergraduate and graduate program. Awarded the Paul P.Cohen award for outstanding
achievement in mathematics as an undergraduate
Skills
Focused technical,scientiffi,and senior executive skills required to found and build successful pioneering
technology firms
............. ..........
Rob Hines, Account Manager
peak Dvinocricv bic,1900 Addison StIVO,SLI ite 2K l3erkelev CA 94704
Phone:86,0 535 8894 Fax: 866 506 4598 F-Mail:
Experience
Account Manager Peak Democracy,Inc.
August 2012—Present
a Consults with clients to develop a targeted approach using the most appropriate tools to deploy a custom online
civic engagement Solution on a topic-by-topic basis.
0 Works within the Peak Democracy Customer Service Tearn to identify opportunities for the development of new
tools,processes,and workflows to improve client service.
m AssisLs and trains clients to use Peak Den-iocracy's software solutions.
Senior Organizer,Green Party of Canada January 2008-July 2012
• Recruits,interviews,and screens candidates to run for the office of Member of Parliament in Electoral Mstricts
across Canada.
• Assists executive officers of riding associations in managing their organizations which would include giving
advice on how to draft annual plans,conduct meetings,maintain records,access data,and adhere to the
legislative requirements of The Elections Act,The Privacy Act,Riding Association Constitution,and the
Constitution of the Green Party of Canada.
• Manages conflict,communication gaffes,and potential crisis situations.
Education
Cape Breton University-Sydney NS I Yvar
General BA
Ryerson University-Toronto ON 1 Year
BAA Urban Planning& Regional Planning
Dalhousie University-Halifax NS I Year
BA Urban Design
Skills
n Structured and goal oriented with attention to process,stakeholders,and cornmunication and encourages the
empowerment of individuals with capacity building and motivation.
in Gets the job done quickly and efficiently with excellent problern solving skills,
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