HomeMy WebLinkAboutCity Council-Agenda Packets-01/21/2026
City of Colleyville Page 1
CITY OF COLLEYVILLE
CITY COUNCIL AGENDA
100 Main Street, Colleyville, Texas, 76034
WEDNESDAY, JANUARY 21, 2026
WORKSESSION
5:30 PM
EXECUTIVE CONFERENCE ROOM
THIRD FLOOR
CALL TO ORDER
WS-1 Fire Department Update
WS-2 Discussion of the January 21, 2026, City Council regular agenda items
1. EXECUTIVE SESSION - In accordance with Texas Government Code,
Chapter 551, Subchapter D
Section 551.071 - Legal - Consultation with the City Attorney regarding
items on the agenda or for matters in which the duty of the attorney to the
governmental body under the Texas Disciplinary Rules of Professional
Conduct of the State Bar of Texas clearly conflicts with Chapter 551 of the
Texas Code
Section 551.072 - Real Estate - Deliberate the purchase, exchange, lease,
or value of real property for City facilities
Section 551.076 - Deliberation regarding Security - discussion of the City's
Emergency Management Response and Mitigation Plan
Section 551.087 – Economic Development - Discuss or deliberate regarding
commercial or financial information the City has received from business
prospects the City seeks to have locate, stay, or expand in the City and with
which the City is conducting economic development negotiations; deliberate
the offer of a financial or other incentive to a business prospect
REGULAR MEETING
7:00 P.M.
CITY COUNCIL CHAMBERS
INVOCATION: Pastor Lee Johnson, Bear Valley Church
PLEDGE OF ALLEGIANCE: City Attorney
City Council Agenda January 21, 2026
City of Colleyville Page 2
2. EXECUTIVE SESSION READING AND PUBLIC HEARING: CONSIDER
AND TAKE ANY ACTION(S) NECESSARY RELATIVE TO ITEMS
DISCUSSED IN EXECUTIVE SESSION - RESOLUTION R-26-5110
3. ANNOUNCEMENTS, PROCLAMATIONS, AND PRESENTATIONS
Presentation of the GFOA Budget Award — Mayor Bobby Lindamood and
Finance Director Cassie Smith
4. CONSENT: READING AND PUBLIC HEARING - RESOLUTION R-26-5111
4a Approval of the January 6, 2026, City Council minutes
4b Approval to purchase a replacement Toro Multi Pro WM Turf Sprayer
from Professional Turf Products, L.P., through the Buyboard Purchasing
Cooperative in an amount not to exceed $73,448.65, approving the
disposal of the unit being replaced, and authorizing the City Manager
to execute the proposal
4c Approval of the First Amendment to the Construction Services
Agreement with Landscape Lighting of Fort Worth, Inc., dba
Illuminations by Greenlee, for the SH26 Electrical and Lighting
Extension Project in an amount not to exceed $73,473.00, and
authorizing the City Manager to execute the Amendment
4d Approval of a VMWare License and Support Agreement, with SHI
Government Solutions, Inc. (SHI), through the TIPS Purchasing
Cooperative, in an amount not to exceed $82,242.56, and authorizing
the City Manager to execute the Agreement
4e Approval of an agreement with CivicPlus, LLC, for website
redevelopment and content management in an amount not to exceed
$84,404.72, for the initial twelve-month term, and a recurring annual
fee for services thereafter in the initial amount of $39,999.02, subject
to increase in future annual terms, and authorizing the City Manager
to execute the agreement
5. ITEMS NOT FOR CITY COUNCIL ACTION
5a Monthly Financial Report - December 2025
6. ORDINANCE(S): SECOND READING AND PUBLIC HEARING
6a Ordinance O-26-2357
Amending Sections 3A and 3B of the Water and Sewer Policy and
Procedure manual as contained in the Code of Ordinances of the City
of Colleyville, Texas, adjusting water and wastewater volumetric rates
to pass through changes from the Trinity River Authority
City Council Agenda January 21, 2026
City of Colleyville Page 3
7. RESOLUTION(S): READING AND PUBLIC HEARING
7a Resolution R-26-5112
Approval of a resolution adopting the Tarrant County Multi-Jurisdiction
Hazard Mitigation Action Plan
7b Resolution R-26-5113
Approval of a resolution calling a General Election for the purpose of
electing City Councilmembers to Place 3 and Place 4 and authorizing a
joint election agreement and contract for election services with Tarrant
County Elections Administration
8. CITIZEN COMMENTS
9. REPORTS
September 9, 2025 Sign Board of Appeals Minutes
December 8, 2025 Planning and Zoning Commission Minutes
December 22, 2025 Planning and Zoning Commission Worksession Minutes
10. RESOLUTION: DISCUSSION AND CONSIDERATION OF A RESOLUTION
RATIFYING COUNCIL AGENDA ACTION FOR WEDNESDAY, JANUARY
21, 2026 - READING AND PUBLIC HEARING - RESOLUTION R-26-5114
11. ADJOURNMENT
I hereby certify this agenda was posted on City Hall bulletin boards Thursday, January 15,
2026, by 5:00 p.m.
Christine Loven, TRMC
City Secretary
A quorum of any Colleyville board, commission, or committee may be present at this
meeting. Any matter on this agenda may, at the discretion of the governing body, be
opened for public comment and discussion.
If you plan to attend this public meeting and have a disability that requires special
accommodations, please advise the City Secretary at least 48 hours in advance at
817.503.1130, and reasonable accommodations will be made to assist you.
City of Colleyville Page 1
CITY OF COLLEYVILLE
CITY COUNCIL BRIEFING
Agenda Number WS-1 Agenda Date 1/21/2026
Type Worksession
Department Fire
Title
Fire Department Update
Explanation
Fire Department personnel will provide an update on the Fire Department.
Attachments
1. Fire Department Update presentation
Fire Department Update
Mark Cantrell
Fire Chief
Org Chart
Fire Chief
Executive
Assistant
Assistant
Fire Chief
Battalion
Chief
A
Captain
Engineer
Firefighter Firefighter Firefighter
Engineer
Captain
Engineer
Firefighter
Captain
Engineer
Firefighter
Battalion
Chief
B
Captain
Engineer
Firefighter Firefighter Firefighter
Engineer
Captain
Engineer
Firefighter
Captain
Engineer
Firefighter
Battalion
Chief
C
Captain
Engineer
Firefighter Firefighter Firefighter
Engineer
Captain
Engineer
Firefighter
Captain
Engineer
Firefighter
Fire Marshal
Apparatus
•New ladder truck expected to
deliver by March 2026
•New fire engine fall of 2026
•Ambulance slated for
replacement next budget
cycle
•Mission Lifeline (Gold Plus)
•EMS for Children (Gold)
•Heart Safe Community
•Baylor EMS Superstar
Awards and Accomplishments
•Vehicle replacement
•Battalion Chief
•Squad
•Fire Marshal
•New UTV
•Digital Fire Extinguisher
trainer
•Electric Vehicle (EV) fire
response equipment
•Stryker Lifepak 35
•CAD to CAD dispatch
integration software
•Pre-fire Plan Software
Equipment and Technology
Building
•Completion of training building. Funded with a combination
of capital funding and deployment revenue.
Statewide/Regional Partnerships
•Northeast Fire Department Association (NEFDA)
•Monthly meetings
•Training Chiefs
•Operations Chiefs
•NEFDA Chiefs
•HazMat, TRT, EOD, Swift Water teams
•Unified apparatus designations and call typing
•Emergency Medical Taskforce (EMTF)
•Texas Task Force 2
•Activations
•Kerrville area flooding
•Statewide mobilization training
•Added 1 additional MEDL (Medical Unit Leader)
•Added 2 additional MIST (Medical Incident Support Team)
•Added our first TFL (Task Force Leader)
•Establishing a Rapid Extraction Module Support (REMS)
•Personnel utilized
•40 members
*All of these events are reimbursed for personnel and equipment.
Community Outreach
•Trained City employees on CPR, Narcan administration, and Stop the Bleed
•Training community on CPR and Stop the Bleed
•Pool Safety checks
•Lifejacket distribution
•Certified Car Seat installers
•Smoke detector and battery replacement
•Jingle Al the Way Through Colleyville
•Kids Camp
•Open House
•Citizen’s Fire Academy
Department Training
•Training for all fire fighters is 240 hours annually
•Brought in nationally recognized expert Phil Jose
•Taught on Reading Smoke
•75 in attendance including 33 CFD employees
•Attendees from as far away as Little Rock
•Annual Company Officer Symposium
•Provides front line leadership in depth training
•Biannual Live Fire training with NEFDA
Health and Wellness
2.2 times more likely to get cancer
5 times more likely to commit suicide
•Annual physicals for all firefighters
•Includes cancer screening and fitness testing
•Safer apparatus design
•Non-slip on apparatus walking surfaces
•Air decontamination system
•Partnership with Readiness group
•Providing no cost counseling services to first responders
•Annual mental health awareness training
Call Statistics
2022 2023 2024 2025220120342175216169423236126312281264 1312869764879813INCIDENT VOLUME
Total Fire EMS Service
Call Statistics
2022 2023 2024 20255:265:155:285:144:334:304:084:11RESPONSE TIME
Ave. response time First arriving
EMS Information
•Average age of patient
•2023 – 61
•2024 – 62
•2025 – 63
•Mutual Aid Ambulances
•2022 – 23
•2023 – 21
•2024 – 40
•2025 - 44
•EMS billing breakdown
•Medicare 60%
•Insurance 26%
•Selfpay 13%
•Medicade 1%
Analytics in Action
•After Action Review
•High acuity / Low frequency
•Response
•Efficient use of resources and personnel
•Community involvement
•Regular evaluation of community needs
Fire Department Update
Mark Cantrell
Fire Chief
City of Colleyville Page 1
CITY OF COLLEYVILLE
CITY COUNCIL BRIEFING
Agenda Number WS-2 Agenda Date 1/21/2026
Type Worksession
Department City Secretary
Title
Discussion of the January 21, 2026, City Council regular agenda items
Explanation
Attachments
City of Colleyville Page 1
CITY OF COLLEYVILLE
CITY COUNCIL BRIEFING
Agenda Number 1 Agenda Date 1/21/2026
Type Executive Session
Department City Secretary
Title
Section 551.071 - Legal - Consultation with the City Attorney regarding items on the
agenda or for matters in which the duty of the attorney to the governmental body under
the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly
conflicts with Chapter 551 of the Texas Code
Section 551.072 - Real Estate - Deliberate the purchase, exchange, lease, or value of
real property for City facilities
Section 551.076 - Deliberation regarding Security - discussion of the City's Emergency
Management Response and Mitigation Plan
Section 551.087 – Economic Development - Discuss or deliberate regarding commercial
or financial information the City has received from business prospects the City seeks to
have locate, stay, or expand in the City and with which the City is conducting economic
development negotiations; deliberate the offer of a financial or other incentive to a
business prospect
Attachments
RESOLUTION R-26-5110
A RESOLUTION APPROVING COUNCIL ACTION REGARDING
EXECUTIVE SESSION ITEMS AT THE REGULAR CITY COUNCIL
MEETING OF JANUARY 21, 2026
WHEREAS, following discussion in Executive Session, and in full
accordance with the requirements of the Open Meetings Act,
the City Council determines that the following action is in the
best interests of the health, safety, and welfare of the public.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF COLLEYVILLE, TEXAS:
Sec. 1. THAT
AND IT IS SO RESOLVED.
APPROVED BY A VOTE OF _ AYES, _ NAYS ON THIS THE 21ST DAY OF
JANUARY 2026.
Mayor Bobby Lindamood Aye Mark Alphonso, Place 2 Aye
Mayor Pro Tem Brandi Elder Aye Ben Graves, Place 4 Aye
Deputy Mayor Pro Tem Scotty Richardson Aye Tim Raine, Place 6
Kimberly Holt Gunderson, Place 5 Aye
ATTEST: CITY OF COLLEYVILLE
Christine Loven Bobby Lindamood
City Secretary, TRMC Mayor
City of Colleyville Page 1
CITY OF COLLEYVILLE
CITY COUNCIL BRIEFING
Agenda Number 3 Agenda Date 1/21/2026
Type Announcements, Proclamations, and Presentations
Department Finance
Title
Presentation of the GFOA Budget Award — Mayor Bobby Lindamood and Finance
Director Cassie Smith
Attachments
RESOLUTION R-26-5111
APPROVING CITY COUNCIL ACTION UNDER CONSENT ITEMS AT
THE REGULAR CITY COUNCIL MEETING OF JANUARY 21, 2026
WHEREAS, City Council has taken action on certain items on the agenda
under Consent Items.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF COLLEYVILLE, TEXAS:
Sec. 1. THAT the agenda decisions approved by City Council action
under Consent Items as follows are hereby adopted:
a. Approval of the January 6, 2026, City Council minutes
b. Approval to purchase a replacement Toro Multi Pro WM Turf
Sprayer from Professional Turf Products, L.P., through the
Buyboard Purchasing Cooperative in an amount not to exceed
$73,448.65, approving the disposal of the unit being replaced,
and authorizing the City Manager to execute the agreement
c. Approval of the First Amendment to the Construction Services
Agreement with Landscape Lighting of Fort Worth, Inc., dba
Illuminations by Greenlee, for the SH26 Electrical and Lighting
Extension Project in an amount not to exceed $73,473.00 and
authorizing the City Manager to execute the amendment
d. Approval of a VMWare License and Support Agreement, with SHI
Government Solutions, Inc. (SHI), through the TIPS Purchasing
Cooperative, in an amount not to exceed $82,242.56, and
authorizing the City Manager to execute the Agreement
e. Approval of an agreement with CivicPlus, LLC, for website
redevelopment and content management in an amount not to
exceed $84,404.72, for the initial twelve-month term, and a
recurring annual fee for services thereafter in the initial amount
of $39,999.02, subject to increase in future annual terms, and
authorizing the City Manager to execute the agreement
AND IT IS SO RESOLVED.
Resolution R-26-5111
Page 2 of 2
APPROVED BY A VOTE OF AYES, NAYS, ON THIS THE 21ST DAY OF
JANUARY 2026.
Mayor Bobby Lindamood Aye Mark Alphonso, Place 2 Aye
Mayor Pro Tem Brandi Elder Aye Ben Graves, Place 4 Aye
Deputy Mayor Pro Tem Scotty Richardson Aye Tim Raine, Place 6 Aye
Kimberly Holt Gunderson, Place 5 Aye
ATTEST: CITY OF COLLEYVILLE
Christine Loven Bobby Lindamood
City Secretary, TRMC Mayor
City of Colleyville Page 1
CITY OF COLLEYVILLE
CITY COUNCIL MINUTES
100 Main Street, Colleyville, Texas, 76034
TUESDAY, JANUARY 6, 2026
Mayor Bobby Lindamood called the Colleyville City Council Worksession to order on
Tuesday, January 6, 2026, at 5:30 p.m.
ROLL CALL: Mayor Bobby Lindamood, Mayor Pro Tem Brandi Elder, Deputy Mayor
Pro Tem Scotty Richardson, and Councilmembers Mark Alphonso, Ben Graves,
Kimberly Holt Gunderson, Tim Raine, and Mayor for a Day Grant Falls.
ALSO PRESENT: City Manager Jerry Ducay, Assistant City Manager Mark Wood,
Assistant City Manager Adrienne Lothery, Community Engagement and Economic
Development Manager Chelsea Rose, Police Chief Michael Miller, Fire Chief Mark
Cantrell, Community Development Director Ben Bryner, Finance Director Cassie
Smith, Public Works and Parks and Recreation Director Lisa Escobedo, Capital
Projects Program Manager Elijah Dorminy, Community Relations and Event
Specialist Keeley Flynn, Sales Hospitality Coordinator Kristi Isbell, City Attorney
Sarah Ross, and City Secretary Christine Loven.
Mayor Lindamood introduced Mayor for a Day Grant Falls and welcomed everyone.
WS-1 Economic Development Update
Community Engagement and Economic Development Manager Chelsea Rose,
presented on the City’s approach to economic development, reviewed
demographics, business analytics, sales tax collections, market information and how
the data relates to Colleyville. She then reviewed the City’s strengths, the current
focus areas being marketed, prospects, and new business openings since July 2025.
Director Rose noted the City owned properties are under contract and discussed the
planned development at each location.
WS-2 Discussion of election dates
City Attorney Sarah Ross discussedthe legislative deadline for municipalities to
change the general election dates to November in odd numbered years passed on
December 31, 2025, but noted the legislature may allow, or even mandate the
change again in the future. If City Council chooses to move the election dates, when
allowed by the legislature, it may do so by passing a resolution. The change
contained in the resolution supersedes a city charter provision that requires a
different general election date, and a charter amendment is not necessary.
There was general discussion of the benefit, costs, and City Council terms, if the
City moves forward in the future.
City Council Minutes January 6, 2026
City of Colleyville Page 2
WS-3 Discussion of extending the median electrical between Centerpark and
Brown Trail
Capital Projects Program Manager Elijah Dorminy presented this item noting in July
2025, Council authorized a contract with Landscape Lighting of Fort Worth, Inc., dba
Illuminations by Greenlee for extending median electrical between Glade Road and
Centerpark Drive and a portion of the median between Hall-Johnson Road and
Church Street. Manager Dorminy stated the contractor completed the project on
time with a cost savings of $132,995.00. Staff has obtained a quote from
Illuminations by Greenlee to extend the median electrical from Centerpark Drive to
Brown Trail for a total cost of $147,118.00, if Council desires to extend the median
electric, using the savings plus authorizing approximately $14,125.
City Council directed staff to request a quote to extend the median electricity from
Centerpark to Brown Trail to the south, and Hall-Johnson Road to John McCain Road
to the north.
WS-4 Discussion of the January 6, 2026, City Council regular agenda items
There was no discussion of this item. Mayor Lindamood adjourned the Worksession
at 6:24 p.m. and excused Mayor for a Day Grant Falls to attend a dinner in his
honor, before calling the Executive Session to order at 6:25 p.m.
1. EXECUTIVE SESSION - In accordance with Texas Government Code,
Chapter 551, Subchapter D
Section 551.071 - Legal - Consultation with the City Attorney regarding items
on the agenda or for matters in which the duty of the attorney to the
governmental body under the Texas Disciplinary Rules of Professional Conduct
of the State Bar of Texas clearly conflicts with Chapter 551 of the Texas Code
Section 551.072 - Real Estate - Deliberate the purchase, exchange, lease, or
value of real property for City facilities
Section 551.087 – Economic Development - Discuss or deliberate regarding
commercial or financial information the City has received from business
prospects the City seeks to have locate, stay, or expand in the City and with
which the City is conducting economic development negotiations; deliberate
the offer of a financial or other incentive to a business prospect
There was no action taken and Mayor Lindamood adjourned Executive Session at
6:55 p.m.
Mayor Lindamood called the regular meeting of the City Council to order at 7:09
p.m. and called the roll.
City Council Minutes January 6, 2026
City of Colleyville Page 3
ROLL CALL: Mayor Bobby Lindamood, Mayor Pro Tem Brandi Elder, Deputy Mayor
Pro Tem Scotty Richardson, and Councilmembers Mark Alphonso, Ben Graves,
Kimberly Holt Gunderson, Tim Raine, and Mayor for a Day Grant Falls.
INVOCATION: Farzin Hamraee, Baha'I Community - Colleyville
PLEDGE OF ALLEGIANCE: City Attorney
2. EXECUTIVE SESSION READING AND PUBLIC HEARING: CONSIDER
AND TAKE ANY ACTION(S) NECESSARY RELATIVE TO ITEMS
DISCUSSED IN EXECUTIVE SESSION - RESOLUTION R-26-5104
This resolution was not needed.
3. OATH OF OFFICE
3a Mayor for a Day Grant Falls will take the Oath of Office
Mayor for a Day Grant Falls was joined by his family and friends to take the Oath of
Office.
4. ANNOUNCEMENTS, PROCLAMATIONS, AND PRESENTATIONS
Mayor Lindamood, Mayor for a Day Falls, and the City Council provided
announcements regarding community news and upcoming events.
Proclamation appointing Grant Falls, Mayor for a Day — Mayor Bobby
Lindamood and Grant Falls
Mayor Lindamood read a proclamation appoint Grant Falls, as Mayor for a Day and
noted Mayor Falls won the essay contest because he had very definite thoughts on
the Police and Fire Departments and their equipment needs, parks, and the library.
Proclamation naming January 6, 2026, as Thank an Educator Day in
Colleyville - Mayor for a Day Grant Falls and Mayor Bobby Lindamood
Mayor for a Day Grant Falls presented a proclamation for Thank an Educator Day in
Colleyville, noting the important role of all educators, on all levels.
Presentation of the GFOA Certificate of Achievement for Excellence in
Financial Reporting — Mayor Lindamood, Finance Director Cassie
Smith
Mayor Lindamood and Finance Director Cassie Smith recognized the City earning
the GFOA Certificate of Achievement for Excellent in Financial Reporting for the FY25
Annual Report.
City Council Minutes January 6, 2026
City of Colleyville Page 4
5. CONSENT: READING AND PUBLIC HEARING - RESOLUTION R-26-5105
5a Approval of the minutes of the regular City Council meeting of December
16, 2025
5b Approval of the North Tarrant Regional SWAT Interlocal Agreement to
provide for the inclusion of the Town of Northlake, and authorizing the
City Manager to execute the Agreement
5c Approval to purchase a replacement reel mower from Professional Turf
Products, L.P., through the Buyboard Purchasing Cooperative in an
amount not to exceed $76,804.76, approving the disposal of the unit
being replaced, and authorizing the City Manager to execute the purchase
proposal
5d Approval of a Construction Services Agreement with Smith Lawn and
Tree, LLC., in an amount not to exceed $89,600, for the Texas Tree
Trail PHI project, and authorizing the City Manager to execute the
Agreement
5e Approval of a Professional Services Agreement with Brittain & Crawford,
LLC, in an amount not to exceed $70,000.00, for a survey in association
with Water Project 5: Brighton Oaks Water Line Replacement project, and
authorizing the City Manager to execute the Agreement
5f Approval of a Purchase and Sale Agreement with Sanford P. Aron, for the
purchase of the City-owned 6.2 acres at Colleyville Boulevard and Acuff
Lane, and authorizing the City Manager to execute the Agreement
Mayor for a Day Grant Falls read Resolution R-26-5105 in its entirety.
Police Chief Michael Miller presented item 4b and explained the purpose of the
regional team and use of the team by area cities over the last five years. He noted
this item will provide for the Town of Northlake to be added to the Interlocal
Agreement. He then introduced Roanoke Police Department Captain Clint Eustace,
who currently serves the Regional SWAT as commander.
SWAT Commander Eustace answered questions of the City Council regarding
communications with Northlake, SWAT equipment priorities, response times,
population served by SWAT, and grant opportunities.
Public Works Director Lisa Escobedo presented items 4c, 4d, and 4e.
The City Council expressed their appreciation of the Texas Tree Trail and their
excitement with the project.
City Council Minutes January 6, 2026
City of Colleyville Page 5
Mayor Lindamood thanked Director Escobedo and her team Engineer Larry Wright,
Project Engineer Earl Escobar and Capital Projects Program Manager Elijah Dorminy
for designing the project construction documents in-house for the Brighton Oaks
Water Line Replacement, saving residents approximately $225,000.
Assistant City Manager Mark Wood presented item 4f for the purchase sale
agreement for the 6.2 acres at Colleyville Boulevard and Acuff Lane for
approximately $3.1 million.
Mayor for a Day Falls opened and closed the public hearing without any speakers.
Councilmember Graves made a motion to approve Resolution R-26-5105,
seconded by Councilmember Holt Gunderson.
The motion was approved by the following vote:
Ayes: 8 – Mayor Bobby Lindamood, Mayor for a Day Grant Falls, Mayor Pro
Tem Brandi Elder, Deputy Mayor Pro Tem Scotty Richardson, and
Councilmembers Mark Alphonso, Ben Graves, Kimberly Holt Gunderson,
and Tim Raine.
Mayor Lindamood thanked Mayor for a Day Grant Falls for his work and
Mayor For a Day Falls thanked the City Council and staff for the great day.
6. ORDINANCE(S): FIRST READING AND PUBLIC HEARING
6a Ordinance O-26-2357
Amending Sections 3A and 3B of the Water and Sewer Policy and
Procedure manual as contained in the Code of Ordinances of the City of
Colleyville, Texas, adjusting water and wastewater volumetric rates to
pass through changes from the Trinity River Authority
Mayor Lindamood read the caption of Ordinance O-26-2357.
Finance Director Cassie Smith presented this item noting this is the pass-through
rate increase of both water and wastewater rates, to coincide with the Trinity River
Authority’s (TRA) rate change.
With City Council approval, the effective billable rates for the bills beginning
February 2026 will be increased from $6.2446 to $6.6587 for the water volumetric
rate, and the wastewater volumetric will increase from $4.3115 to $4.7853.
Mayor Lindamood reiterated this rate increase is a pass-through increase based on
the TRA estimates.
City Council Minutes January 6, 2026
City of Colleyville Page 6
Mayor Lindamood opened and closed the public hearing without anyone wishing to
speak.
This was a first reading, and no action was taken.
7. RESOLUTION(S): READING AND PUBLIC HEARING
7a Resolution R-26-5106
Consideration of a Replat for Lots 1R, 2R, and 5 - 7, Block 1, Northeast
Professional Park, located at 1105 Professional Court and 5301 Colleyville
Boulevard, Case PC25-022
Mayor Lindamood read Resolution R-26-5106 in its entirety.
Community Development Director Ben Bryner presented replat for Lots 1R, 2R, and
5 - 7, Block 1, Northeast Professional Park, which will replat five lots and dedicate
easements necessary for development. Director Bryner stated the proposed plat will
meet the minimum requirements of the Land Development Code and/or other
applicable city standards, codes, or policies.
Mayor Lindamood opened and closed the public hearing without anyone wishing to
speak.
Mayor Pro Tem Elder made a motion to approve Resolution R-26-5106,
seconded by Councilmember Raine.
The motion was approved by the following vote:
Ayes: 7 – Mayor Bobby Lindamood, Mayor Pro Tem Brandi Elder, Deputy
Mayor Pro Tem Scotty Richardson, and Councilmembers Mark Alphonso,
Ben Graves, Kimberly Holt Gunderson, and Tim Raine.
7b Resolution R-26-5107
Consideration of a Variance to the lot size (area and depth) regulations
of the AG Agricultural district on Lot 1, Block 1, of the P.R.J. Acres
addition, located at 2208 Glade Road, Case VC25-007
Mayor Lindamood read Resolution R-26-5107 in its entirety.
Community Development Director Ben Bryner presented the variance request to
allow for a detached cabana to be constructed.
There was discussion of requesting the applicant file for a zoning change from AG
to R-40.
City Council Minutes January 6, 2026
City of Colleyville Page 7
City Council asked Shelly Claffey, the applicant to come forward. Ms. Claffey stated
she believes the homeowner will agree to requesting a zoning.
Mayor Lindamood opened and closed the public hearing without anyone wishing to
speak.
Deputy Mayor Pro Tem Richardson made a motion to approve Resolution R-
26-5108, seconded by Councilmember Graves.
The motion was approved by the following vote:
Ayes: 7 – Mayor Bobby Lindamood, Mayor Pro Tem Brandi Elder, Deputy
Mayor Pro Tem Scotty Richardson, and Councilmembers Mark Alphonso,
Ben Graves, Kimberly Holt Gunderson, and Tim Raine.
7c Resolution R-26-5108
Consideration of a Variance to the lot size (area and width) and street
side yard setback regulations of the RD Two-Family Residential zoning
district on Lot 23, Block 4, of the Fox Meadows Addition, located at 3301
Huntington Drive, Case VC25-008
Mayor Lindamood read Resolution R-26-5108 in its entirety.
Community Development Director Ben Bryner presented the variance request to
allow for a detached accessory garage to be constructed.
There was discussion of the entire subdivision requesting rezoning to a PUD-R in the
near future. Council also discussed the building material to be used regarding this
variance request.
Applicant Todd Arnold came forward to answer questions of the City Council. Mr.
Arnold reviewed the plan to make the street side view consistent with the current
building by either borrowing some of the brick from the original building and then
adding back matching masonry material, but they do want it to look as though the
new structure was building at the same time of the house.
Mayor Lindamood opened and closed the public hearing without anyone wishing to
speak.
Mayor Lindamood made a motion to approve Resolution R-26-5108, with
the amendment that at a minimum, the street frontage exposure of the
structure be surfaced with a masonry material matching the primary
structure, seconded by Councilmember Alphonso.
The motion was approved by the following vote:
City Council Minutes January 6, 2026
City of Colleyville Page 8
Ayes: 7 – Mayor Bobby Lindamood, Mayor Pro Tem Brandi Elder, Deputy
Mayor Pro Tem Scotty Richardson, and Councilmembers Mark Alphonso,
Ben Graves, Kimberly Holt Gunderson, and Tim Raine.
8. CITIZEN COMMENTS
There was no one wishing to speak.
9. REPORTS
Colleyville Library Board Minutes - August 11, 2025
There was no action taken.
10. RESOLUTION: DISCUSSION AND CONSIDERATION OF A RESOLUTION
RATIFYING COUNCIL AGENDA ACTION FOR TUESDAY, JANUARY 6,
2026 - READING AND PUBLIC HEARING - RESOLUTION R-26-5109
This resolution was not needed.
11. ADJOURNMENT
There being no further business before the City Council, Mayor Lindamood adjourned
the meeting without objection by the City Council at 8:41 p.m.
Minutes taken and prepared by:
Christine Loven, TRMC
City Secretary
City of Colleyville Page 1
CITY OF COLLEYVILLE
CITY COUNCIL BRIEFING
Agenda Number 4b Agenda Date 1/21/2026 Number Resolution R-26-5111
Type Resolution
Department Parks and Recreation
Title
Approval to purchase a replacement Toro Multi Pro WM Turf Sprayer from Professional
Turf Products, L.P., through the Buyboard Purchasing Cooperative in an amount not to
exceed $73,448.65, approving the disposal of the unit being replaced, and authorizing
the City Manager to execute the proposal
Explanation
Reading and Public Hearing
This item seeks the approval to purchase a Toro Multi Pro WM Sprayer for the Parks
Department, at a total cost of $73,448.65, and approval for the disposal of the unit
being replaced. The unit being replaced is a 2008 model and has several mechanical
issues and will be utilized as a trade.
The Toro Multi Pro WM model 41240 Turf Sprayer is equipped with a 200-gallon elliptical
chemical tank, six diaphragm oversized pump, sprayer control console, and a rugged
triangular spray boom.
The turf sprayer is utilized to apply various liquid pre-emergent, post-emergent, and
fertilizer applications to City facilities including athletic fields, open spaces, and park
areas.
Financial Impact
The funding source for this purchase is the Parks Tomorrow Fund.
Recommendation
Approve
Attachments
1. Toro Multi Pro WM Turf Sprayer Proposal
top
Ship To Date:12/19/2025
Bill To Tax Rate
Contact Destination 6.00%
Trade-In $1,000.00
x Finance
Phone Account Type CONTRACT
y Email QMS: ID 4430034
Qty Model #Description Unit Extended
toro eq.
1 41240 Toro Multi Pro WM Sprayer Accessory (New -
Multi Pro WM Sprayer Accessory)
22,615.66$ 22,615.66$
1 07378 4 Post ROPS Kit 839.91$ 839.91$
1 07419 Rear PTO Kit 1,306.34$ 1,306.34$
1 131-3302 Finish Kit - Manual Transmission 1,025.58$ 1,025.58$
1 07420 Hand Throttle 292.25$ 292.25$
11 120-0705 Light Blue 1.00 gpm nozzle @ 40 PSI 18.16$ 199.76$
2 131-6690 Seat Cover Small Grey 55.67$ 111.34$
1 41249 Foam Marker Kit 2,827.06$ 2,827.06$
1 41245 Electric Hose Reel Kit (KZ Valve)4,694.46$ 4,694.46$
1 136-0459 Finish Kit, Multi Pro WM 689.40$ 689.40$
2 131-8432 Wide Tire with Grey Rim 428.89$ 857.78$
1 131-3751 Multi Pro MVP Kit 930.61$ 930.61$
1 07385 Toro Workman HDX - 2WD Kubota Diesel 36,917.62$ 36,917.62$
1 30249 MVP Kit 400 Hour 140.88$ 140.88$
machine
Toro Multi Pro WM Sprayer on HDX-D 2WD 73,448.65$
endmachine
add
Subtotal SubTotal 73,448.65$
Destination Destination INCLUDED
Tax Tax (Estimated)-$
Total Less Trade In (1,000.00)$
fin TOTAL 72,448.65$
Comments:
bottom
(817) 980-5337
Professional Turf Products, L.P.
1010 North Industrial Blvd.
Euless, Texas 76039
Professional Turf Products
(817) 785-1900
sales@proturf.com
City Of Colleyville
BUYBOARD (CONTRACT # 706-23) - Credit Cards Not Accepted
Chris Haworth
Address 29th St, Colleyville, TX 76034
1. Prices & Finance Rates are subject to change at any time. Monthly Payments are Estimates based on Prices & Rates when quoted.
chaworth@colleyville.com
Comments:
Proposal
For all New Equipment, Demo units may be available for up to 20% savings.
For all New Equipment, Refurbished units may be available for up to 40% savings.
Due to unexpected issues with much of our supply chain, we are experiencing longer lead times than we have seen in the past. We are doing
everything we can to get products to you as quickly as possible.
Terms & Conditions:
2. Due to the volatility of inflation, rising transportation costs, and supply shortages, some orders may incur additional cost increases that are
beyond the control of PTP and the vendors we represent. These pricing adjustments may be made from the time the order is entered through
equipment delivery. Any adjustments will be communicated to customers with orders in the system with a new sale price as they occur.
3. Order cancellations are subject to fees up to 10% of the original order value.
4. Equipment delivery time is estimated once credit is approved & documents are executed & is contingent on Manufacturer availability.
Confidential Property of Professional Turf Products Page 1 of 2
5. Payments by Credit Card are subject to convenience fee.
6. Used and Demo equipment is in high demand and availability is subject to change.
A. Upon firm customer commitment to purchase & credit is approved, said equipment availability will be determined.
B. In the event equipment is unavailable at time of order, PTP will employ every resource to secure an acceptable substitute.
C. PTP strongly advises the customer to issue a firm PO as quickly as possible after acceptance of quotation.
7. "Trade In Allowances" will be treated as a credit for future parts purchases on PTP account unless other arrangements have been made.
D. PTP assumes no liability in the event credit becomes unavailable or rates change during the approval process.
Returns Policy:
1. All returns & Canceled PO's are subject to restocking, refurbishing, usage, and shipping fees.
2. All returns must be able to be sold as new.
3. Items missing parts are non returnable.
Payment:
1. Terms are net 10 unless prior arrangements have been made.
2. Quoted prices are subject to credit approval.
A. PTP will work with third party financial institutions to secure leases when requested to do so.
B. When using third party financiers, documentation fees & advance payments may be required.
C. For convenience, monthly payments are estimated based on third party rate factors in effect at time of the quotation.
3. There will be a service charge equal to 1.5% per month (18% per annum) on all past due invoices.
4. By Law we are required to file a "Notice to Owner" of our intent to file lien in the event of payment default. This notice must be sent within 60 days
days of the date the original invoice and will happen automatically regardless of any special payment arrangements that may have been made.
Authorized Signature: _________________________________________________________________________Date: ___________________________________________
Confidential Property of Professional Turf Products Page 2 of 2
City of Colleyville Page 1
CITY OF COLLEYVILLE
CITY COUNCIL BRIEFING
Agenda Number 4c Agenda Date 1/21/2026 Number Resolution R-26-5111
Type Resolution
Department Engineering
Title
Approval of the First Amendment to the Construction Services Agreement with
Landscape Lighting of Fort Worth, Inc., dba Illuminations by Greenlee, for the SH26
Electrical and Lighting Extension Project in an amount not to exceed $73,473.00, and
authorizing the City Manager to execute the Amendment
Explanation
Reading and Public Hearing
On July 1, 2025, City Council approved Resolution R-25-5055, authorizing a
construction agreement with Landscape Lighting of Fort Worth, Inc. dba Illuminations
by Greenlee for the SH26 Electrical and Lighting Extension Project. The project was
completed in late November. Construction management staff worked with the contractor
and determined there could be significant cost savings regarding the project of
approximately $132,995.00, including contingency.
Staff requested a quote to complete lighting from Center Park Drive and Colleyville
Boulevard to Brown Trail Drive, completing the southern corridor. The total cost of this
additional work, including landscape restoration, will be $73,473.00.
State law allows for change orders on construction contracts up to 25% of the total of
the original contract. This change order in the amount of $73,473.00 is approximately
14% of the total contract price of $512,894.00 originally awarded to the contractor.
Financial Impact
The TIF Fund is the designated funding source for this project. Prior to this amendment,
the authorized agreement amount was $512,894.00. If approved, this would increase
the agreement by $73,473.00, for a total not to exceed cost of $586,367.00.
Recommendation
Approve
Attachments
1. Amendment 1
1
FIRST AMENDMENT TO CONSTRUCTION SERVICES AGREEMENT
This First Amendment to Construction Services Agreement (“First Amendment”) is
entered by and between the City of Colleyville, Texas (“City”) and Landscape Lighting of Fort
Worth, dba Illuminations by Greenlee, (“Contractor”) as of the Effective Date.
WHEREAS, City and Contractor previously entered into a Construction Services
Agreement for the Colleyville Boulevard Median Electrical project effective July 1, 2025, (“the
Agreement”), and
WHEREAS, City and Professional now desire to amend the terms of the Agreement in the
manner provided herein.
NOW THEREFORE, for and in consideration of the mutual covenants made herein and
other good and valuable consideration, the receipt and sufficiency of which is hereby
acknowledged, City and Professional agree as follows:
1. Exhibit A of the Agreement (Scope of Services) is hereby amended to incorporate the
revisions to the Project scope contained in Amendment 1 attached hereto and
incorporated herein as Exhibit A to this First Amendment.
2. The total compensation amount stated in Section 5 of the Agreement (entitled
“Payment”) is hereby amended to provide for a total not to exceed amount of
$586,367.00
3. Except as provided in Paragraphs 1 and 2 above, the provisions of the Agreement, as
previously amended, remain in full force and effect.
4. This First Amendment shall be deemed effective on the date it has been signed by the
authorized representatives of City and Contractor (“the Effective Date”).
Signatures on following page
2
For City:
CITY OF COLLEYVILLE, TEXAS
By:
Jerry Ducay
City Manager
Date:
For Contractor:
ILLUMINATIONS BY GREENLEE
By:
Terry Lassenigne
President
Date:
Notice Address:
City of Colleyville
Attn: City Manager
100 Main Street, 3rd Floor
City of Colleyville, Texas 76034
E: jducay@colleyville.com
ATTEST:
By:
Christine Loven
City Secretary
Date:
Notice Address:
Landscape Lighting of Fort Worth, Inc., dba
Illuminations by Greenlee
Attn: Terry Lassenigne, President
2840 Simpson Lane
Carrollton, Texas 75006
E: terry@illuminationsbygreenlee.com
City of Colleyville
100 Main Street
Colleyville, Texas 76034
817.503.1090
You are directed to make the following changes in this contract:
NO. DESCRIPTION UNIT QTY UNIT PRICE TOTAL PRICE QTY Unit Price Net Change
1 Mobilization and
Bonds
LS 1 $19,750.00
$19,750.00 0 19,750.00$ -$
2
Traffic Control, as
required by Plans and
Specifications
MO 3 $13,950.00
$41,850.00 1 9,999.00$ 9,999.00$
3
Erosion
control/SWPPP,
complete and as
shown, detailed and
specified
LS 1 $74,120.00
$74,120.00 -1 74,120.00$ (74,120.00)$
4
Conduit and power
connections to
ONCOR, Pedestals and
appurtenances for
uplights, outlets, and
irrigation controllers,
complete and as
shown, detailed and
specified
LS 1 $44,564.00
$44,564.00 1 7,780.00$ 7,780.00$
5
Electrical Pedestals,
complete and as
shown, detailed and
specified
EA 4 $6,875.00 $27,500.00 -1 6,875.00$ (6,875.00)$
6
Boring for sleeves
(Under SH 26 from
median to Pedestal),
complete and as
shown, detailed, and
specified
LF 148 $70.00 $10,360.00 185 70.00$ 12,955.00$
7
BK Tree uplights,
complete and as
shown, detailed and
specified
EA 100 $1,085.00
$108,500.00 44 1,085.00$ 47,740.00$
8
GFCI duplex power
outlets, complete and
as shown, detailed
and specified
EA 50 $425.00 $21,250.00 22 425.00$ 9,350.00$
9
Conduit for tree
uplights, complete
and as shown,
detailed and specified
LF 3300 $17.35 $57,255.00 1,289 17.35$ 22,364.15$
10
Conduit for GFCI
duplex power outlets,
complete and as
shown, detailed and
specified
LF 3300 $7.50 $24,750.00 1,289 7.50$ 9,667.50$
11
Conductor for tree
uplights, complete
and as shown,
detailed and specified
LF 3300 $7.65 $25,245.00 1,289 7.65$ 9,860.85$
January 21, 2026
Contract Amount Change Order #1
Illuminations by Greenlee
Change Order Number 1
Colleyville Blvd Median Lighting
EXHIBIT A
NO. DESCRIPTION UNIT QTY UNIT PRICE TOTAL PRICE QTY Unit Price Net Change
Contract Amount Change Order #1
12
Conductor for GFCI
duplex power outlets,
complete and as
shown, detailed and
specified
LF 3300 $5.00
$16,500.00 1,289 5.00$ 6,445.00$
13
Trench 6" depth in
existing landscape for
electrical conduit,
complete and as
shown, detailed and
specified
LF 3300 $8.50
$28,050.00 1,289 8.50$ 10,956.50$
14
Repair and replace
existing landscape
disturbed by light
fixture and electrical
installations, complete
and as shown,
detailed and specified
LF 3300 $4.00
$13,200.00 1 7,350.00$ 7,350.00$
Original Contract Amount $ 512,894.00 $ 73,473.00
Change Order 73,473.00$
FINAL CONTRACT AMOUNT 586,367.00$
ADDITIONAL DAYS 30 Days
Illuminations by Greenlee City of Colleyville, Jerry Ducay, City Manager
Date Date
2840 Simpson Lane, Carrollton Texas 75006 Dallas Phone (972) 478-5747
Ft. Worth Phone (817) 877-1606
Fax (972) 478-7348
www.illuminationsbygreenlee.com
TECL 19740
Design Installation Maintenance Page 1 of 2
Date: September 22, 2025
Revised 1-12-2026
Company: City of Colleyville
100 Main St.
Colleyville, TX 76034
To: Elijah Dorminy
Phone: 817-503-1104
From: Terry Lasseigne
Re: Change Order
Project: Colleyville Blvd Median Electrical
City: Colleyville, TX
Scope of work:
Additional Work
From Center Park to Bridge
Traffic control $5,178.00
28 – Tree uplights 1,085.00 $30,380.00
14 – GFI plugs 425.00 $5,950.00
889 – Underground 46.00 $40,894.00
1 – Bore $6,825.00
Power to existing panel $3,620.00
Repair existing landscape from work $3,500.00
Total $96,347.00
*This bid is quoted based on normal work hours of 8:00 am to 4:00 pm. If Holiday, weekend/overtime work, and any completion date
that is not disclosed at bidding is required, an additional fee will apply.
Regulated by the Texas Department of Licensing and Regulation, P.O. Box 12157
Austin, Texas 78711, 1-800-803-9202, 512-463-6599, www.license.state.tx.us/complaints.com
Page 2 of 2
Scope of Work (Continued)
From Bridge to Brown Trail
Traffic control $4,821.00
16 – Tree up B.K. 1,085.00 $17,360.00
8 – GFI Plug 425.00 $3,400.00
400’ – Electrical $18,400.00
1 – Bore $6,130.00
Power from Island to existing landscape panel near Braum’s $4,160.00
Repair existing landscape from work $3,850.00
Total $58,121.00
Grand total $154,468.00
Exclusions: T-power, Bores, any fee to Power Company, Application for service.
Note: Due to the current market, above price is only good for 30 days.
If cost of materials increases, we reserve the right to revise the bid.
*This bid is quoted based on normal work hours of 8:00 am to 4:00 pm. If Holiday, weekend/overtime work, and any completion date
that is not disclosed at bidding is required, an additional fee will apply.
Regulated by the Texas Department of Licensing and Regulation, P.O. Box 12157
Austin, Texas 78711, 1-800-803-9202, 512-463-6599, www.license.state.tx.us/complaints.com
City of Colleyville Page 1
CITY OF COLLEYVILLE
CITY COUNCIL BRIEFING
Agenda Number 4d Agenda Date 1/21/2026 Number Resolution R-26-5111
Type Resolution
Department Information Services
Title
Approval of a VMWare License and Support Agreement, with SHI Government Solutions,
Inc. (SHI), through the TIPS Purchasing Cooperative, in an amount not to exceed
$82,242.56, and authorizing the City Manager to execute the Agreement
Explanation
Reading and Public Hearing
Staff utilizes applications and services hosted by the City’s on-premise virtual VMWare
environment on a daily basis. Our City Intranet, Sharepoint, Permitting, Timekeeping,
Financial, Telecommunications, Security, Inventory, GIS, Printing, and many more
services depend on this infrastructure to run properly. The VMWare virtualized server
environment, in conjunction with other tools, aids the City in improved disaster
recovery, IT security mitigation, and data replication tasks.
In 2023, the City transitioned to a bundled annual three-year license and support
agreement to minimize annual costs. This agreement expires in February 2026. Due to
significant increases in cost and market volatility, a three-year license is not feasible.
Approval of this item is for a one-year renewal license agreement with SHI Government
Solutions, Inc. (SHI), for the City's VMWare license and support, in the amount of
$82,242.56.
Financial Impact
Funding is available in the miscellaneous contractual services line item of the
Information Systems Management Program operating budget.
Recommendation
Approve
Attachments
1. SHI Quote
Pricing Proposal
Quotation #: 27002605
Created On: 12/29/2025
Valid Until: 1/29/2026
TX-City of Colleyville Inside Account
Executive
Patrick Stotts
100 Main Street
Colleyville, TX 76034
United States
Phone: 817-503-1081
Fax:
Email:pstotts@colleyville.com
Alex Jasko
300 Davidson Ave
Somerset, NJ 08873
Phone: 732-652-3061
Fax:
Email:alex_jasko@shi.com
All Prices are in US Dollar (USD)
Product Qty Your Price Total
1 VMware vSphere Foundation 8 - 1 Year
VMware - Part#: VCF-VSP-FND-1Y
Contract Name: TIPS - Technology Solutions, Products and Services
Contract #: 230105
Coverage Term: 2/2/2026 – 2/1/2027
512 $160.63 $82,242.56
Total $82,242.56
Additional Comments
Keep in mind, VMWare recently changed their approval process for reinstatement fees. A completed waiver form
and valid business case are required in order to be considered for approval. Please make sure to send over all
POs prior to you expiration date to avoid the reinstatement fee.
Please note the following:
1) VMware EULA https://docs.broadcom.com/docs/end-user-agreement-english
2) VMware Does Not offer a standard return policy
3) Service offerings are non-refundable. For these products, orders are non-cancellable and non-returnable from
point of order.
4) PSO Credits are only active for 1 Year
Please Note, Broadcom product lines have the following reinstatement fee policy:
o Effective immediately, late orders will be charged a 25% reinstatement fee.
o Every additional week late will result in an incremental 10% fee added
Thank you for choosing SHI-GS! 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 Government Solutions, Inc. is 100% Minority Owned, Woman Owned Business.
TAX ID# 22-3695478; DUNS# 14-724-3096
The products offered under this proposal are resold in accordance with the terms and conditions of the Contract referenced under
that applicable line item.
City of Colleyville Page 1
CITY OF COLLEYVILLE
CITY COUNCIL BRIEFING
Agenda Number 4e Agenda Date 1/21/2026 Number Resolution R-26-5111
Type Resolution
Department City Manager
Title
Approval of an agreement with CivicPlus, LLC, for website redevelopment and content
management in an amount not to exceed $84,404.72, for the initial twelve-month term,
and a recurring annual fee for services thereafter in the initial amount of $39,999.02,
subject to increase in future annual terms, and authorizing the City Manager to execute
the agreement
Explanation
Reading and Public Hearing
The City of Colleyville's website was last updated in 2017 and is due to be updated
again. Technology expectations evolve quickly and it is important for the City to provide
updated, user-friendly content to the public. Additionally, the Department of Justice has
issued new accessibility requirements for all state and local government websites. For
cities with populations under 50,000, compliance is required by April 2027. The specific
requirements include meeting Web Content Accessibility Guidelines (WCAG) 2.1, Levels
A and AA. These are a set of rules and best practices that help ensure websites and
mobile apps are usable by everyone, including people with vision impairments (like
blindness or low vision), hearing loss, mobility or dexterity challenges, and learning or
cognitive disabilities.
Recognizing that the City will need a capable partner to assist with the necessary
website updates, the attached Request for Proposal (RFP) was issued in October 2025.
A mandatory Pre-Bid Meeting was held on October 22, 2025 with 37 individuals in
attendance. Nine proposals were received by the November 18, 2025 deadline, with
four being qualified (followed RFP instructions and met minimum criteria).
A Website Proposal Review Committee was formed, comprised of 16 staff members
across almost every City department. The Committee reviewed each of the four
qualified proposals and selected three vendors for interviews: Promet Solutions, GHD,
and CivicPlus. Following the interviews, the Committee selected CivicPlus as the vendor
best able to meet the City of Colleyville's needs. The City already uses a CivicPlus
solution for agenda management known as CivicClerk.
This agenda item provides for approval of an agreement with CivicPlus, LLC to develop a
refreshed website for the City, including sub-sites for the Library and Parks and
Recreation Departments. The scope of work (full details listed in the attached RFP)
includes migrating and cleaning up all existing content, as well as certifying compliance
City of Colleyville Page 2
City Council Agenda Briefing 4e
with the new ADA requirements. After the new website goes live, the agreement
provides for annual website hosting. Staff has also recommended and included in the
agreement access to a virtual webmaster for five hours each month and five licenses for
a remediation tool to assist with document review for accessibility requirements.
Upon approval of the agreement, a project kickoff meeting will be scheduled, a detailed
project timeline will be created, and the discovery process will begin. Design concepts
and layouts will be explored, with three options for the Colleyville.com main page
brought forward to the City Council for consideration. By beginning this process at the
beginning of 2026, the City will have sufficient time to complete the website project well
in advance of the April 2027 deadline for compliance with the new accessibility rules.
Financial Impact
The proposed agreement provides for an investment of $84,404.72 for the initial term
and $39,999.02 for annual recurring services thereafter. Funding for the redesign has
been provided for in the City's FY2026 capital plan.
Recommendation
Approve
Attachments
1. Colleyville Website RFP
2. CivicPlus LLC RFP Submittal (confidential pages removed)
1 | Page
CITY OF COLLEYVILLE
REQUEST FOR PROPOSALS
RFP #2025-002
DUE DATE: 2:00 p.m. NOVEMBER 18, 2025
Website Redevelopment: Redesign, Content Management System, Hosting, and Engagement Tools
PURPOSE OF REQUESTS
The City of Colleyville is seeking proposals from professionals, and qualified website and content
management firms to redesign the City’s official website, www.colleyville.com. A full
redevelopment of the City’s official website is a strategic priority identified by the City Council.
Proposals will be evaluated in accordance with the criteria set forth within this RFP.
Event Description Time/Duration Date
First Public Advertisement One (1) Week October 5, 2025
Second Public Advertisement One (1) Week October 12, 2025
Third Public Advertisement One (1) Week October 19, 2025
Mandatory Pre-Bid Meeting 2:00 – 3:00 p.m. October 22, 2025
Deadline to submit written questions 5:00 p.m. October 29, 2025
Deadline to respond to questions 5:00 p.m. November 7, 2025
Deadline to Submit Proposals and all required forms 2:00 p.m. November 18, 2025
Shortlist selected firms to provide onsite or web-based demonstrations.
Day/time is subject to change. December 1 – 5, 2025
Selected finalists’ interviews. Additional demonstrations may be
scheduled if deemed necessary. Day/times are subject to change. Dec 8 – 12, 2025
Contract negotiation Dec 15 – 19, 2025
Anticipated contract awarded to selected firm. Date subject to the
negotiation of contract terms and City Council meeting schedule. 7:30 p.m. January 20, 2026
City of Colleyville
100 Main Street
Colleyville, TX 76034
City Manager’s Office
2 | Page
Table of Contents
BACKGROUND ................................................................................................................. 3
OBJECTIVES .................................................................................................................... 3
PROPOSAL INSTRUCTIONS ................................................................................................ 5
MANDATORY PRE-BID MEETING ......................................................................................... 5
EVALUATION OF PROPOSALS ............................................................................................. 6
RIGHT TO REJECT ............................................................................................................ 7
NOTIFICATION OF CONTRACT AWARD ................................................................................ 7
QUESTIONS..................................................................................................................... 7
DEMONSTRATION OF EXPERIENCE ..................................................................................... 7
Format for Proposal .......................................................................................................... 8
Cover Letter/Letter of Introduction .................................................................................. 8
Executive Summary ....................................................................................................... 8
Company Profile ............................................................................................................ 8
Project Team ................................................................................................................ 8
Firm Experience and Qualifications .................................................................................. 9
Features, Functionality, and Design ................................................................................. 9
Implementation Plan ...................................................................................................... 9
Ongoing Services .......................................................................................................... 9
Cost Proposal .............................................................................................................. 10
Additional Products Offered .......................................................................................... 10
SCOPE OF WORK ........................................................................................................... 11
Discovery ................................................................................................................... 11
Design ....................................................................................................................... 11
Development .............................................................................................................. 13
Content Migration ........................................................................................................ 16
Review and Testing ..................................................................................................... 16
Training ..................................................................................................................... 17
Launch ....................................................................................................................... 17
Support and Hosting .................................................................................................... 18
Website Analytics ........................................................................................................ 18
ATTACHMENTS .............................................................................................................. 19
3 | Page
BACKGROUND
The City of Colleyville is a distinguished suburban community located in northeastern Tarrant
County, Texas. As of 2023, the city boasts a population of approximately 26,000 residents.
Colleyville began in the 1850s with the development of several small communities that
consolidated in 1956. The City was named in honor of Dr. Lilburn Howard Colley, a respected
physician who settled in the area.
Over the decades, Colleyville has transformed from a rural settlement into an affluent suburb,
known for its commitment to preserving a small-town atmosphere while offering high quality
amenities. The City covers an area of 13.1 square miles and is characterized by its low population
density, spacious residential lots, and abundant green spaces. Colleyville is also recognized for its
high educational attainment, with a significant proportion of residents holding bachelors and
advanced degrees.
Colleyville is a largely residential community, with a few business corridors that contribute to the
exceptional quality of life residents enjoy. City revenues are predominantly from property taxes,
with sales tax as a secondary major revenue source.
These funds are used to administer a wide range of public services for residents and businesses
of Colleyville including, but not limited to, water and wastewater services, garbage and recycling
collection, public safety and emergency services, and other community services including parks
and recreation, library services, and public works.
The City of Colleyville has domain rights to https://www.colleyville.com which serves as a digital
information portal for the City. This website is often the first point of connection residents have
with the City offering a variety of digital services. With an ever-changing digital landscape, the
City has identified the need to filter, redesign, and improve the website’s design, functionality,
and engagement tools.
Colleyville’s website was last revamped in 2017 and has since seen the introduction of new
programs, services, and accessibility features that must be accessible to the public. The evolution
of digital trends and preferences also warrants a re-examination of the way content is organized
and accessed on the website.
Granicus currently hosts the City’s website. The 2017 website update was conducted by Vision,
just prior to that company being purchased by Granicus.
Finally, the City of Colleyville’s website policy requires the website to remain ADA compliant as
required by the Americans with Disabilities Act and adhere to other state mandates as identified
by the Texas Legislature.
OBJECTIVES
The City of Colleyville is seeking proposals from qualified website design and content management
firms to redesign and host the City’s existing website (www.colleyville.com). The project includes
4 | Page
content management software (CMS), conversion, installation, training, ongoing support,
development, and inclusion of interior/department micro/sub-sites. The experienced company
should have a team of experts who understand local government, to help us achieve our vision –
all while providing 24/7/365 support. The objectives of the website project include:
• Replacement of the current site with a website that offers the latest in technology to
government organizations to enhance user experience, simplify content management, and
provide improved citizen-centric information and customer service to its community.
• A website that utilizes current web-based and mobile technologies to engage with the
community.
• A well-designed, easy to use website that provides a positive end user experience while
meeting high standards for design quality and visual appeal.
• Development of internal department/micro/sub-sites for the Library and Parks and
Recreation departments.
• An intuitive system for content creators that are publishing to the website.
• Implementation of electronic workflow for website postings.
• Redesign of the information architecture and navigation of the City’s website.
• Replacement or upgrade of the existing website CMS software.
• Functionality with currently integrated programs.
• Easy integration with future programs, particularly those that allow for virtual services and
engagement tools.
• Creating a brand-recognizable website using the City’s logo and branding guidelines.
• American with Disabilities Act (ADA) compliance and accessibility consistent with federal,
state, and local requirements.
• Capability of website translation.
• Identify and provide web-based information management tools to comply with the City’s
retention and access to public information requirements.
• Identify and provide web-based management tools to enhance website services for the
community.
• Provide maintenance of the site to include structural changes or new page additions, as well
as any content updates that go beyond the basic. Department staff will only be authorized
to make basic content management updates to pages.
• Security in compliance with local, state, and federal standards.
• Provide hosting services for the website in a secure data center within the continental United
States.
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PROPOSAL INSTRUCTIONS
The City of Colleyville will accept proposals until 2:00 p.m. on Tuesday, November 18, 2025.
All submittals, including vendor questions, must be submitted electronically through the following
website: http://www.civcastusa.com. Questions will not be accepted or responded to over the
phone or via email.
City staff will begin reading the proposals on Tuesday November 18, 2025 at 2:01 p.m.
• Dial-in Number 1-972-497-2499 Conference Code: 558104
This website will also be updated with responses to questions or addenda. It is the sole
responsibility to the vendor to periodically check for addenda which may have been posted on the
Civcast USA website.
Submittals not received on or before the specified deadline stated above will not be accepted (no
exceptions). Proposals submitted in response to this RFP shall be valid for 90 days from the
submittal due date. The City of Colleyville reserves the right to request follow-up information or
clarification from vendors in consideration. Vendor is responsible to ensure delivery by the date
and time included.
The City reserves the right to reject any or all submittals, to compare the relative merits of the
respective responses, and to choose a vendor which will best serve the interests of the City. Each
response to this RFP shall be done at the sole cost and expense of each proposing vendor and with
the express understanding that no claims against the City of Colleyville for reimbursement will be
accepted.
All respondents are required to attend a Mandatory Virtual Pre-Bid Meeting on Wednesday, October
22, 2025 at 2 p.m. via Microsoft Teams. The City will not accept proposals from agencies that do
not attend the Mandatory Pre-Bid Meeting.
Proposal submissions shall contain a thorough description and analysis of the following information
in the order presented below:
1. Cover Letter/Letter of Introduction
2. Executive Summary
3. Company Profile
4. Project Team
5. Firm Experience and Qualifications
6. Scope of Work including Features, Functionality, and Design; Implementation Plan,
Ongoing Services, and Deliverables
7. Cost Proposal
8. Project Schedule
9. Additional Products Offered
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MANDATORY PRE-BID MEETING
To ensure a clear understanding of the project’s scope, objectives, and requirements, the City of
Colleyville will host a virtual mandatory pre-bid meeting. This meeting will provide prospective
bidders with valuable insights into the vision for the new website, technical specifications,
functional requirements, and design preferences. This meeting will be held virtually via Microsoft
Teams on Wednesday, October 22, 2025 at 2 p.m.
Microsoft Teams Link Date Time Meeting ID Passcode
City of Colleyville Pre-Bid Meeting |
Meeting-Join | Microsoft Teams
Wednesday,
October 22, 2025
2:00 p.m. –
3:00 p.m. (CST) 932 809 105 089 8 dA7Zv6
Attendance at this pre-bid meeting is mandatory for any vendor/firm intending to submit a
proposal for the development and design of the City of Colleyville’s website. This meeting will
provide a comprehensive understanding of the expectations and allow potential bidders to ask
questions directly to team members.
EVALUATION OF PROPOSALS
Responses to this RFP will assist the City in identifying the most qualified web vendor and
demonstrate each firm’s level of commitment. The City will evaluate proposals based on
qualifications, references, and overall fit within the City of Colleyville’s proposed scope of work
and pricing.
Following the initial evaluation, the committee will compile a “shortlist” of vendors. Shortlisted
vendors will be required to provide a full demonstration of their products and services, either in-
person or virtually. Specific times and dates will be scheduled by city staff for the week of
December 1 - 5.
The City staff committee will select finalists for interviews and additional demos if needed. Finalist
interviews will be held between December 8 - 12. After full consideration, a contract will be
Evaluation Criteria Points
Website functionality and technical capabilities; Digital tools/applications
and capabilities to connect and sync with third-party technology 30
Unique design and functionality of municipal organization website 30
References and reputation 10
Support, Maintenance, and Training 20
Costs and Fees 10
Total Points 100
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negotiated with the awarded vendor. This negotiated agreement shall become effective and
binding once the City of Colleyville City Council awards the contract and approves the agreement.
The RFP does not obligate the City of Colleyville or the selected vendor until a contract is signed
and approved by both parties. If approved, it is effective from the date the contract is signed. The
City shall not be responsible for work done, even in good faith, prior to the final approval of the
proposed contract.
RIGHT TO REJECT
The City of Colleyville expressly reserves the right to: (1) reject any and all proposals, in whole or
in part, received in response to this RFP; (2) accept any proposal(s) that it determines shall best
meet the City’s goals, objectives, and standards, regardless of whether or not said proposal is the
lowest priced option; (3) waive any non-material defect, informality, or irregularity in any proposal
or proposal procedure; and/or (4) negotiate separately the terms and conditions of all or any part
of the proposals as determined to be in the City’s best interest and at its sole discretion. A contract
for the accepted proposal will be based upon the factors described in the RFP and will contain
additional legal terms and conditions.
NOTIFICATION OF CONTRACT AWARD
Upon conclusion of final negotiations with the successful candidate, all candidates submitting
proposals in response to this RFP will be informed of the name of the successful candidate.
In compliance with the State of Texas Government Code, Section 2252.908, the successful
business entity awarded a contract by the City of Colleyville must complete Form 1295 –
“Certificate of Interested Parties” – and must provide a signed and notarized printed copy of the
form and a separate certification of filing. The form can be found at www.ethics.state.tx.us.
QUESTIONS
Inquiries concerning this RFP must be submitted electronically by 5:00 p.m. Wednesday, October
29, 2025 via the http://www.civcastusa.com website. Questions will not be accepted or responded
to over the phone or via email. The City of Colleyville reserves the right to deny response to
submitted inquiries received after Wednesday, October 29, 2025.
DEMONSTRATION OF EXPERIENCE
As part of the response, please provide examples and reference information (including
organization name, project name, organization contact name, phone, and email address)
demonstrating experience in the areas listed below.
o Provide examples of your work with organizations whose customers represent the full
spectrum of a community with The City of Colleyville demographic diversity.
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o Provide examples of your work with government organizations, specifically municipalities,
or municipal-type services providers in a scale comparable to the City.
o Provide examples of start-to-finish work that helped organizations solve complex user needs
that included providing simplified ways of curating and surfacing related content.
o Provide examples of your clear data and research-driven methodology for website
development and design.
o Provide examples demonstrating the expertise to drive flexible design that performs
effectively on desktop, mobile, and tablets across all operating systems and multiple
browsers.
Format for Proposal
The City of Colleyville will evaluate vendor experience, qualifications and capabilities for developing
and implementing a new City website. The response should be formatted to address all items
outlined below. Responders are required to submit a written narrative addressing each of the
outlined section items including section bullets:
Cover Letter/Letter of Introduction
o A statement of interest to identify the firm and the principal in charge of submitting the
RFP.
Executive Summary
o Overview and summary of how your company will assist the City of Colleyville in achieving
the goals outlined in this RFP
o Any differentiators that set your solution apart from your competitors
Company Profile
o Legal name of company
o Brief company history, highlighting your experience working with local governments
o Length of time the company has been in business
o Number of current employees
o Name, telephone number, and email address for the company’s main point of contact during
the RFP process
Project Team
o Name and define the different roles in your company’s project team
o List any specific team leaders with the following
o Name and title
o Description of role
o Education and experience
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o Explain how your project team will communicate with the City and keep track of
development progress
One-source vendors are preferred. If utilizing subcontractors for any portion of the project
including engineering, design or support, provide key personnel and company information.
Firm Experience and Qualifications
o Public Sector/Municipal References (minimum of five, including information below)
o Client name
o Website URL
o Client contact person and title
o Phone number
o Email address
Features, Functionality, and Design
At minimum:
o Detail availability of all features and functionality listed in Required Features and Optional
Features sections of this RFP
o Provide a short narrative outlining your company’s design process and benefits
Implementation Plan
o Typical timeline/schedule
o Detailed explanation of all project phases including consultation, design, development,
content migration, training, and implementation
o What role the City of Colleyville will play in the project
Ongoing Services
o Continuing Service and Support including
o Technical support services – emergency and non-emergency availability
o Availability of online training manuals and ongoing support
o Describe product release, enhancement, and upgrade process
o Hosting and Security
o 99.9% uptime (outside of scheduled maintenance) guaranteed by Service Level
Agreement to be supplied upon request
o Data Center
Tier II, managed network infrastructure, on-site power backup and generators,
redundant network, 24/7/365 system monitoring, multiple data centers
o Hosting
Automated software updates and security patches, redundant firewall
solutions, high performance SAN with N+2 reliability
o Bandwidth
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Multiple network providers, burst bandwidth of at least 22Gb/s
o Disaster Recovery
24/7 emergency support, online status monitor, event notification emails,
recovery time objective no greater than eight hours, recovery point objective
no greater than 24 hours, preemptive monitoring, geographically redundant
backup
o DDoS Mitigation
Cost Proposal
o The vendor must include an itemized, detailed fixed price proposal for all costs associated
with this RFP that include:
o A narrative that describes the bidder’s pricing approach, including any optional
services, new or innovative technologies, or implementation or operational
approaches that may provide cost savings
o Any assumptions that were made to reach the costs provided in the Cost Proposal.
Cost proposals should clearly cover the following attributes but not limited to:
Product cost/license costs(s) including basis for cost (number of users, etc.)
Total cost of pass-through expenses
Implementation costs
Configuration or customization costs
Hosting costs
Third-party tools (if any)
Instrument integration costs (if any)
Add-on Features
Data storage limits and fees (if applicable)
o Training costs
Number of days/hours of training – specify if virtual or on-site
If on-site, indicate if travel is included or a separate cost
o Additional included products and/or functionality
o Ongoing annual services including:
Hosting and security
Maintenance
Technical Support
Updates post-launch or annual platform subscription for three to five years
Ongoing support for content updates beyond basic updates (i.e. page additions
and structural changes to the site)
o Cost for future web design work
o Separately list any optional project enhancements you believe will benefit the City of
Colleyville’s project.
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Additional Products Offered
o Limited to one (1) page - Give brief descriptions of other products offered by the company.
Do not include marketing brochures, promotional collateral or excessive non-relevant
information
SCOPE OF WORK
The City of Colleyville expects the project schedule to be informed by the Scope of Work outlined
in this RFP. Proposed services must include development, configuration, start-up services,
migration of existing content, training, and ongoing technical and service support. The Scope of
Work details major phasing for these services identifying milestone delivery. While this Scope has
been designed to satisfy the objectives of this project, the City may consider suggestions for
different or additional phase details. The first three phases, Discovery, Design and Development,
are anticipated to take between six to nine months.
Throughout the project, the selected vendor will be expected to attend key meetings to
communicate project status and findings. For each phase, it will be required that detailed notes of
meetings be recorded and presented as part of the project documentation.
The following are an inclusive, but not necessarily exhaustive, list of requirements and deliverables
for each phase. If the responding vendor follows methodologies and processes which includes
additional or different steps, phases, or deliverables, please include that in the proposal response.
User Testing is expected at all applicable phases, and the testing deliverable will be in the form of
a findings report for each applicable phase.
Discovery
The following is an inclusive, but not necessarily exhaustive, list of requirements and deliverables
for the Discovery phase:
Requirements:
• Hold meetings with key staff to understand the City’s mission, vision, and branding and how
these criteria impact the website project.
• Work with City staff to conduct a website audit. The data from the audit will be used to
identify the core content, prioritize content, eliminate duplicate and outdated content, and
inform the user interface and internal architecture of the site.
• Working with the City’s team, identify and analyze the City’s online resources and third-
party applications and how they interface with the website.
• Develop a detailed project schedule.
Deliverables:
• Deliverables will include a Findings Report outlining recommendations for meeting project
objectives and an outline of the proposed site infrastructure.
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• Detailed Project Schedule.
Design
The following is an inclusive, but not necessarily exhaustive, list of requirements and deliverables
for the Design phase:
Requirements:
• Conduct necessary user research and usability testing throughout the life of the project to
achieve objectives.
• Redesign www.colleyville.com based on the City’s branding guidelines and collaboration
with the City Office of Communications.
• Support for .com to .gov transition.
• Ability to add emergency alerts to website main page that do not distort or change the main
page design/content (scrolling/banner or pop up alert).
• Ability to add emergency alerts at the department page level (for departments with their
own sub-site)
• Slideshow capabilities including, but not limited to, rotating photos and banners (dependent
upon new design).
• List module for creation and organization of logically related items into lists that can be
shared on multiple pages but managed within a single list. Example list content: contacts,
links, and documents.
• Fully mobile responsive design – site adjusts to screen size on all devises it is being viewed
on, includes forms, calendars, etc.
• Design up to two internal micro/departmental/sub-sites to function independently within
the main site. Additional sites may be requested. Provide price specs per
micro/department/sub-sites.
• Library sub-site functionality must include:
o Cohesive design with main City website, but customizable functionality
o Feature library catalogue search
o Freedom on main page to add widgets such as a calendar (pulled from another
software vendor)
• Parks & Recreation sub-site functionality must include:
o Freedom to display widget for seasonal brochure (pulled from another software
vendor)
o Attractive connection to Active Net for program registration
o Ability to display an attractive map of park facilities and locations, with amenities
listed for each; Park Finder functionality to filter/search parks by amenities
o Ability to change out photos on main page to feature seasonal programs
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o More opportunity to have pictures and videos
o Fillable forms that can be submitted for facility reservations (not program
registration)
• Should use platform-agnostics standards for dynamic content elements and responsive
design.
• The design process will include three different design options for consideration to achieve
approval of the final design.
• Ensure the design interface aligns with search engine optimization best practices.
• Develop new and refined site information architecture which will:
o Prioritize content.
o Simplify discoverability.
o Provide the optimal user interface for residents.
• Align the new design to comply with the Americans with Disabilities Act and the
fundamentals of Universal Design to provide optimal accessibility to all users.
• The City of Colleyville shall retain rights for all written content, images, and videos
developed for the site.
Deliverables:
• Detailed design layouts and color schemes for primary and micro/department/sub site
pages and feature templates.
• Detailed functional specifications.
• Prepare a comprehensive Style Guide that can be edited by the City as necessary.
• Usability test results and related data.
Development
The following is an inclusive but not necessarily exhaustive list of requirements and deliverables
for the Development phase.
This list includes deliverables that are necessary to begin content migration.
Requirements:
Develop a fully operational, responsive, and functional website framework using a comprehensive
Content Management System (CMS) solution.
• The CMS must be accessible via external access on multiple devises.
• Provide a search engine solution that will support indexing of all content within the CMS.
• Integrate all existing third-party applications and allow for the easy integration of additional
third-party applications.
Content Management Features:
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• Content Editor
o Rich text editor
o Spell check
o Ability to limit certain rich text features according to the Style Guide.
o Content publisher control of associated meta data.
• Content Management
o Document center to organize, manage, and publish documents and images according to
subject matter and department needs.
o Ability to add, edit, and move content directly on the front end of the site without the
need to utilize or be trained in writing HTML or CSS code.
o Ability to optimize uploaded graphics and photo files for quick page loading up to 1GB,
back-end ability to search within published and unpublished documents.
o Ability to host live video stream of certain City meetings as well as recordings of past
meetings up to designated retention policy.
o Ability to host videos in an attractive display rather than links to YouTube(to look more
like a photo)
o Ability to host a connection to CivicClerk agenda software for access to meeting agendas
and minutes
o Ability to post news releases or updates dynamically to relevant pages based on
category.
o Ability to specify a publishing schedule for specific content.
o Versioning and indexing of content to meet State of Texas record retention
requirements.
o Multi-lingual content integration with website content translation capabilities.
• Navigation
o MEGA drop-down menus
o Breadcrumb navigation
o Secondary level navigation within specific content subject matter areas.
o Micro/department/sub site structure that follow the same design as other interior pages.
o Ability to create URL redirects.
o Addition of external pages to navigation.
o Flexible navigation tools that facilitate management of common links across the site.
o Ability to reorganize content to different sections without manually changing content
links.
o Ability to change and update primary navigation as needed.
• Calendar Functionality
o Master calendar to share events, meetings, holidays, etc. that can be managed into
categories and shared across the website by content/subject matter category.
o iCal links for users to add events to desktop calendar programs (i.e., Outlook).
o Provide RSS feeds by calendar based on content creator defined categories.
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• Forms
o Provide standard contact forms.
o Ability to easily add custom forms to site pages and manage content produced by forms.
• Security/Authorization
o Ability to centrally add and manage users and specify access rights.
o Ability to create groups with different access rights.
o Ability to limit certain group members from specific content and content management
functionality.
o Publishing workflow with the ability to customize by group and user.
o Audit trail and reports of changes to content within the CMS.
o Website housed in a secure data center within the continental United States.
• Internal Customer Support
o Service Level Agreement outlining response time for various categories of support
requests including outages, emergencies, etc.
o Vendor to make all structural updates or changes to website as needed (including adding
any new pages), with City department representatives only responsible for basic content
within a page
• Additional Functionality
o RSS consumption and display of external resources.
o RSS production on frequently updated content such as news releases and calendar
events.
o Social networking site links for site visitors to share content on Facebook, Twitter, etc.
o Have a social media interface that displays social media feeds.
o CSS template features for viewing text only, printing, and mobile access versions of the
site.
o Facilitate integration of third-party applications and services such as GIS, online job
posting and application portal, permitting, online bill payment, etc.
o Ability to accept secure online transactions.
o Internal search engine and log of search terms.
o Production of analytics and site audit reports for all areas of content.
o Single sign-on integration via authentication through Windows Active Directory or similar
solution including multi-factor authentication integration.
o Ability to manage and update interactive features and designs.
o Allow visitors to pick and choose the information that automatically becomes fed to their
profile upon site login.
o Allow content to be tagged, allowing for dynamic and related content, increasing the
user experience.
Optional Features:
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The features below are not required by the City of Colleyville at this time, however, please include
information and availability of integration in the future.
• Create unlimited subscriber lists and communicate over multiple channels – email, text, and
social media from a single point of access through an e-communication platform
• Development of a citizen response module with automated workflow to correct
individual/department with exportable statistics (currently handled with another vendor and
linked on website)
• AI integration to assist/enhance customer experience
• Vendors may provide additional features to improve website usability and engagement that
may include additional and more robust forms, email list serves and newsletters, chat
features, engagement modules/microsites, citizen request applications, agenda building,
social media archiving, accessibility testing, and more. These features are considered
optional but may be considered. Optional features must be priced separately in the
response.
Deliverables:
• Provide a fully functional website staging site ready for content migration.
• Provide a fully functional website staging site for micro/departmental/sub-sites ready for
content migration.
• Provide City administrative access to the staging site.
Content Migration
The following is an inclusive, but not necessarily exhaustive, list of requirements and deliverables
for the Content Migration phase:
Requirements:
• Migrate all filtered and updated content from www.colleyville.com website to the staging
site.
• Upload and add content as provided for micro/departmental/sub sites.
• Ensure migrated content is optimized for search engines.
• Ensure migrated content is in compliance with ADA accessibility requirements.
• Create user roles, groups, permissions, and approval levels as outlined by the City.
Deliverables:
• Provide a report outlining the migrated and new content.
Review and Testing
The following is an inclusive, but not necessarily exhaustive, list of requirements and deliverables
for the Testing phase:
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Requirements:
• Validate the integrity of the site.
• Ensure site themes and style sheets display across all pages and that content is aligned
according to the Style Guide.
• Define testing objectives which must include performance and compatibility testing,
accessibility testing, and security testing.
• Create testing scenarios that users will perform during testing. These tasks should be based
on common resident actions and interactions with the website.
• Select test participants that include a diverse group of individuals.
• Organize usability testing sessions where participants will navigate through the staging site
and complete the testing scenarios.
• Collect feedback from participants including both quantitative and qualitative data.
• Analyze the data collected during testing to identify patterns, common issues, and potential
opportunities for improvement. Categorize the feedback into actionable insights.
• Ensure the staging site performs well across different devices (desktops, laptops, tablets,
and smartphones) and browsers. Test for compatibility and responsiveness.
• Ensure the staging site is accessible to users with disabilities and check for compliance with
web accessibility standards.
• Verify that the website’s security features, such as SSL certificates and encryption protocols
work as intended.
• Implement changes based on the feedback and results of testing and analysis.
Deliverables:
• Provide a detailed report outlining the feedback from testing participants and identifying
site updates, and changes resulting from the testing phase.
Training
The following is an inclusive, but not necessarily exhaustive, list of requirements and deliverables
for the Training phase:
Requirements and Deliverables:
• Detailed plan and schedule of anticipated training needs.
• Virtual and/or in-person training shall be provided to City website administrators.
o Pre-recorded video training does not meet the required training requirements.
• Virtual and/or in-person training shall be provided to additional City website user groups.
o Pre-recorded video trainings do not meet the required training requirements.
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• Training sessions are to be recorded and provided to the City.
Launch
The following is an inclusive, but not necessarily exhaustive, list of requirements and deliverables
for the Launch phase:
Requirements:
• Provide recommendations on a soft launch timeframe between one to four weeks prior to
the official launch.
• Identify an official launch date.
• Launch on the agreed upon launch date.
• Provide technical support during the period of the soft launch and official launch, including
a minimum of weekly meetings to check on progress and address any issues.
Support and Hosting
The following is an inclusive but not necessarily exhaustive list of requirements for Support and
Hosting.
Requirements:
• Host and connect primary and micro/department/sub-sites to domain names.
• Provide technical report outlining hosting and support features.
• Provide technical assistance with website-related technical issues, such as server errors,
broken links, database problems, and other technical glitches.
• Regularly update the website software (CMS, plugins, themes) and implementing security
measures to protect against vulnerabilities and hacking attempts.
• Create and maintain regular backups of the website's data to ensure quick recovery in case
of data loss or system failure. Develop redundancy plans and identify where and how
backups are conducted, stored, and scheduled.
• Optimize the website's speed and performance to improve user experience and search
engine rankings.
• Address and resolve any bugs or issues that may arise on the website.
• Manage and maintain web servers including hardware management, server updates, and
security configurations.
• Ensure the website remains accessible to users with minimal downtime.
• Provide sufficient bandwidth and storage space to accommodate website traffic and data
needs.
• Implement security measures to protect the website and data from cyber threats.
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• Work with the City’s ISM Department for domain and DNS record management.
Website Analytics
The following is an inclusive, but not necessarily exhaustive, list of requirements for Website
Analytics.
• Encompass various tools and methods to track and analyze website performance and user
behavior. Below is a list of possible common metrics:
o Page Views
o Unique Visitors
o Engagement
o Bounce Rate
o Traffic by Source
o Content performances
o Conversion tracking
o Include instructions on how staff would access and create analytic reports.
ATTACHMENTS
A. Submittal Criteria
B. Bid Endorsement
C. Conflict of Interest Questionnaire
D. Statement of Qualifications
E. Minimum Vendor Insurance Requirements
F. Acknowledgment and Understanding of Evaluation Criteria
ATTACHMENT A
Website Development: Redesign, Content Management System, Hosting, and Engagement Tools for the City of Colleyville
SUBMITTAL CRITERIA FOR CITY WEBSITE DEVELOPMENT RFP
You may fill out this form or create a replica, provided that you follow the sequence/format below. If you need more space
for your answers, you may enclose attachments, provided that you clearly indicate that you have done such.
CONTACT INFORMATION
Company Name:
Contact Person:
Address:
Phone:
Email:
Website:
1. What is the form of your organization?
☐ Sole Proprietor
☐ Corporation
☐ Partnership
☐ Joint Venture
2. Where is your company headquartered?
3. When was your company established?
4. Is your company departmentalized? ☐ Yes ☐ No
Please identify the following by providing a title, name, email, and phone:
Sales Lead:
Project Lead:
Technical Support:
Other:
ATTACHMENT A
Website Development: Redesign, Content Management System, Hosting, and Engagement Tools for the City of Colleyville
5. Vendor shall have at least 10 years of experience in web design services and prior experience working with municipal
and county agencies. Submit at least 10 URL links of previous and/or current relevant work projects.
6. Vendor shall include a highly skilled team of programmers and designers with a successful track record of developing
database-driven websites for municipal websites. Include a brief history of the agency, biographies, and resumes of
key personnel who will be working on the Township website project. Attach additional documents as needed.
1.
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3.
4.
5.
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8.
9.
10.
ATTACHMENT A
Website Development: Redesign, Content Management System, Hosting, and Engagement Tools for the City of Colleyville
7. What is your policy regarding:
a. Frequency of billing to client?
b. Terms of payment?
8. Please list financial references
9. Provide a description of how the described scope of work will be implemented and include any phased
approaches to the proposal. This description should address the functions and features requested in the scope of
work.
ATTACHMENT A
Website Development: Redesign, Content Management System, Hosting, and Engagement Tools for the City of Colleyville
10. Explanation of coordination with Colleyville Communications team.
11. Provide a detailed timeline and completion date of the project.
12. Please provide any additional information or comments in support of your qualifications.
ATTACHMENT A
Website Development: Redesign, Content Management System, Hosting, and Engagement Tools for the City of Colleyville
13. Please provide five (5) Texas-based municipality references who you have worked with previously. Include a contact’s
name, title, phone, and email.
The above information is true and correct to the best of my knowledge.
1.
2.
3.
4.
5.
Print/Type Name:
Title:
Signature:
Date:
ATTACHMENT B
Website Development: Redesign, Content Management System, Hosting, and Engagement Tools for the City of Colleyville
BID ENDORSEMENT
The undersigned Bidder hereby declares they have read and completely understand the Scope of Work
as defined in this Request for Proposals for Website Development: Redesign, Content Management
System, Hosting, and Engagement Tools for the official City of Colleyville website and the entirety of the
Packet and hereby affirm that I am able to and shall meet, conduct, and perform each specification and
requirement contained therein.
Receipt is hereby acknowledged for the following addenda to the contract documents:
Addendum No. 1 dated Received
Addendum No. 2 dated Received
Addendum No. 3 dated Received
The undersigned, in submitting this Bid Proposal and their endorsement of same, represents that they are
authorized to obligate their firm, that they have read this entire Request for Proposals, is aware of the
covenants contained herein and will abide by and adhere to the expressed requirements. Submittals will
be considered as being responsive only if entire Bid Package plus any/all attachments is returned with all
blanks completed. The undersigned further certifies that the bid prices contained in this proposal have
been carefully checked and are submitted as correct and final.
TOTAL BID AMOUNT $____________________________
Contractor (Firm Name)
Signature:
Title:
Address:
Phone:
Email:
Revised 11/30/2015Form provided by Texas Ethics Commission www.ethics.state.tx.us
FORM CIQ
OFFICE USE ONLYThis questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session.
This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who
has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the
vendor meets requirements under Section 176.006(a).
By law this questionnaire must be filed with the records administrator of the local governmental entity not later
than the 7th business day after the date the vendor becomes aware of facts that require the statement to be
filed. See Section 176.006(a-1), Local Government Code.
A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An
offense under this section is a misdemeanor.
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor doing business with local governmental entity
Date Received
A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income,
other than investment income, from the vendor?
Yes No
B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction
of the local government officer or a family member of the officer AND the taxable income is not received from the
local governmental entity?
Yes No
7
Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts
as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1).
Signature of vendor doing business with the governmental entity Date
Name of vendor who has a business relationship with local governmental entity.1
Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated
completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which
you became aware that the originally filed questionnaire was incomplete or inaccurate.)
2
3 Name of local government officer about whom the information is being disclosed.
Name of Officer
Describe each employment or other business relationship with the local government officer, or a family member of the
officer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer.
Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form
CIQ as necessary.
4
6
5 Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or
other business entity with respect to which the local government officer serves as an officer or director, or holds an
ownership interest of one percent or more.
ATTACHMENT C
Revised 11/30/2015Form provided by Texas Ethics Commission www.ethics.state.tx.us
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor doing business with local governmental entity
A complete copy of Chapter 176 of the Local Government Code may be found at http://www.statutes.legis.state.tx.us/
Docs/LG/htm/LG.176.htm. For easy reference, below are some of the sections cited on this form.
Local Government Code § 176.001(1-a): "Business relationship" means a connection between two or more parties
based on commercial activity of one of the parties. The term does not include a connection based on:
(A) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or an
agency of a federal, state, or local governmental entity;
(B) a transaction conducted at a price and subject to terms available to the public; or
(C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and
that is subject to regular examination by, and reporting to, that agency.
Local Government Code § 176.003(a)(2)(A) and (B):
(a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if:
***
(2) the vendor:
(A) has an employment or other business relationship with the local government officer or a
family member of the officer that results in the officer or family member receiving taxable
income, other than investment income, that exceeds $2,500 during the 12-month period
preceding the date that the officer becomes aware that
(i) a contract between the local governmental entity and vendor has been executed;
or
(ii) the local governmental entity is considering entering into a contract with the
vendor;
(B) has given to the local government officer or a family member of the officer one or more gifts
that have an aggregate value of more than $100 in the 12-month period preceding the date the
officer becomes aware that:
(i) a contract between the local governmental entity and vendor has been executed; or
(ii) the local governmental entity is considering entering into a contract with the vendor.
Local Government Code § 176.006(a) and (a-1)
(a) A vendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship
with a local governmental entity and:
(1) has an employment or other business relationship with a local government officer of that local
governmental entity, or a family member of the officer, described by Section 176.003(a)(2)(A);
(2) has given a local government officer of that local governmental entity, or a family member of the
officer, one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B), excluding any
gift described by Section 176.003(a-1); or
(3) has a family relationship with a local government officer of that local governmental entity.
(a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator
not later than the seventh business day after the later of:
(1) the date that the vendor:
(A) begins discussions or negotiations to enter into a contract with the local governmental
entity; or
(B) submits to the local governmental entity an application, response to a request for proposals
or bids, correspondence, or another writing related to a potential contract with the local
governmental entity; or
(2) the date the vendor becomes aware:
(A) of an employment or other business relationship with a local government officer, or a
family member of the officer, described by Subsection (a);
(B) that the vendor has given one or more gifts described by Subsection (a); or
(C) of a family relationship with a local government officer.
ATTACHMENT D
Website Development: Redesign, Content Management System, Hosting, and Engagement Tools for the City of Colleyville
STATEMENT OF QUALIFICATIONS FOR
COLLEYVILLE WEBSITE DEVELOPMENT RFP
DATE SUBMITTED
All questions must be answered, and the data given must be clear and comprehensive. This statement must be notarized. If
necessary, questions may be answered on separate attached sheets. The bidder may submit any additional information that
is pertinent.
If a corporation, where incorporated:
How many years have you been engaged in municipal website design and development?
Under what firm or trade names and how long under each?
List up to 5 (five) contracts in progress (show the gross dollar amount of each contract and the anticipated date of
completion):
1.
2.
3.
4.
5.
Are you licensed as Contractor in the State of Texas? ☐ Yes ☐ No
If “Yes”, please provide Contractor numbers.
General character of work performed by your firm:
Company Name:
Main Address:
Phone:
Email:
Website:
ATTACHMENT D
Website Development: Redesign, Content Management System, Hosting, and Engagement Tools for the City of Colleyville
Has your firm ever failed to complete any work awarded to you? ☐ Yes ☐ No
If “Yes”, where, and why?
Has your firm ever defaulted on a contract? ☐ Yes ☐ No
If “Yes”, where, and why?
List 5 projects of similar size and scope:
Agency/Firm Name Contract Value Contact Information
1.
2.
3.
4.
5.
Are any lawsuits pending against you or your organization at this time? ☐ Yes ☐ No
If “Yes”, PROVIDE DETAILS.
Have any charges been filed against you or your firm or the bidding entity with the Texas Office of Contract Compliance, the
Equal Opportunity Commission, the State of Texas Civil Rights Commission, or any other similarly constituted entity charges by
any state or local government with the enforcement of anti-discrimination legislation or regulations? ☐ Yes ☐ No
If “Yes”, PROVIDE DETAILS.
The undersigned hereby authorizes and requests any person, firm, or corporation to furnish any information requested by The
Woodlands Township in verification of the recitals compromising this Statement of Bidder’s Qualifications.
Print/Type Name:
Title:
Signature:
Date:
ATTACHMENT D
Website Development: Redesign, Content Management System, Hosting, and Engagement Tools for the City of Colleyville
CERTIFICATE OF ACKNOWLEDGMENT
The State of Texas
County of
Before me, (insert the name and character of the officer), on this day personally appeared
, known to me (or proved to me on the oath of or
through (description of identity card or other document) to be the person whose name is subscribed
to the foregoing instrument and acknowledged to me that he/she executed the same for the purposes and consideration
therein expressed.
(Seal)
Given under my hand and seal of office this day of , 20 .
(Notary's Signature)
Notary Public, State of Texas
ATTACHMENT E
Website Development: Redesign, Content Management System, Hosting, and Engagement Tools for the City of Colleyville
CITY OF COLLEYVILLE MINIMUM VENDOR INSURANCE REQUIREMENTS
Contractor agrees to procure and maintain at all times, at Contractor’s sole cost and expense, during the performance of the
Work and for so long as this Contract remains in effect, policies of insurance with carriers reasonably acceptable to the City in
the minimum amounts outlined below:
a. Worker’s compensation and employer’s liability coverage complying with the applicable laws of the State of Texas,
covering all employees, agents and representatives of Contractor and all Subcontractors engaged in any manner in
performance of the Work. Employer’s liability coverage shall have a minimum limit of $1,000,000 for liability arising
out of any accident related to the Work.
b. Comprehensive general liability insurance, including Contractor’s protective liability, in Contractor’s name, with
combined bodily injury and property damage of not less than $1,000,000 per occurrence, and will include, without
limitation, the following coverages:
1) Contractual Liability Coverage,
2) Completed Operations and/or Products Liability Coverage, commencing with issuance of Final Certificate for
Payment, and extending for at least two (2) years from that date, and
c. Comprehensive Automobile Liability Insurance, with combined single limit bodily injury and property damage of not
less than $1,000,000 per occurrence. Such coverage shall include owned, hired and non-owned vehicles of Contractor
or Contractor’s employees, agents, representatives or Subcontractors.
d. Cyber Risk Insurance (including professional oversight liability) covering acts, errors, and omissions arising out of
operations or services with minimum limits of $1,000,000 per occurrence, $2,000,000 annual aggregate.
e. All insurance policies required by this paragraph shall contain a clause waiving any right of subrogation against The
City of Colleyville. Insurance policies under (b), and (c), shall include The City of Colleyville as an additional insured.
f. With reference to the foregoing insurance requirement, Contractor shall specifically endorse applicable insurance
policies as follows:
1) The City of Colleyville shall be named as an additional insured with respect to General Liability and
Automobile Liability.
2) Additional insured for The City of Colleyville should be on a primary and non-contributory basis.
3) All liability policies shall contain no cross-liability exclusions or insured versus insured restrictions.
4) A waiver of subrogation in favor of The City of Colleyville shall be contained in the Workers
Compensation and all liability policies.
5) All insurance policies shall be endorsed to require the insurer to immediately notify The City of
ATTACHMENT E
Website Development: Redesign, Content Management System, Hosting, and Engagement Tools for the City of Colleyville
Colleyville of any material change in the insurance coverage.
6) All insurance policies shall be endorsed to the effect that The City of Colleyville will receive at least
thirty- (30) days' notice prior to cancellation or non-renewal of the insurance.
7) All insurance policies, which name The City of Colleyville as an additional insured, must be endorsed to
read as primary coverage regardless of the application of other insurance.
8) Required limits may be satisfied by any combination of primary and umbrella liability insurances.
9) Contractor may maintain reasonable and customary deductibles, subject to approval by The City of
Colleyville.
10) Insurance must be purchased from insurers that are financially acceptable to The City of Colleyville.
All insurance must be written on forms filed with and approved by the Texas Department of Insurance. Certificates of
Insurance shall be prepared and executed by the insurance company or its authorized agent and shall contain provisions
representing and warranting the following:
a. Sets forth all endorsements and insurance coverages according to requirements and instructions contained herein.
b. Shall specifically set forth the notice-of-cancellation or termination provisions to The City of Colleyville.
c. All contractors and Subcontractors must be meeting minimum OSHA safety requirements as applicable to their
operations.
Contractor shall, before the Contract is signed, and at any time following execution thereof at the request of the City, furnish
the City with a certificate and proof of such additional endorsements or other documentary evidence that the
aforementioned insurance policies have been procured with such additional endorsements, that premiums have been paid
and that such policies remain in place. Such certificate or other evidence shall bear an agreement that the City will be given
thirty (30) days prior written notice by the Insurance Company furnishing the certificate before the insurance is cancelled or
changed in any manner or for any reason during the period of coverage as stated on the certificate.
The City reserves the right to change the type of insurance required, limits required, and/or endorsements required as the City
sees fit.
Website Development: Redesign, Content Management System, Hosting, and Engagement Tools for The City of Colleyville
ATTACHMENT F
EVALUATION CRITERIA FOR COLLEYVILLE
WEBSITE DEVELOPMENT RFP
Proposals received will be reviewed based on the criteria outlined in this RFP. Proposals deemed non-responsive will be
eliminated from further consideration. Please review and acknowledge the Evaluation Criteria set forth below.
Respondent Name:
I, , certify that this bid is made without prior understanding, agreement or
connection with any corporation, firm, or person submitting a proposal for the same materials, supplies or equipment and is in
all respects fair and without collusion or fraud. I agree that all information that I have provided is true and correct and
accurately reflects my skills and ability and the quality of my marketing services. I agree to abide by all conditions of this packet
and certify that I am authorized to sign this bid for the company.
Evaluation Criteria Points
Website functionality and technical capabilities; Digital tools/applications and capabilities to
connect and sync with third-party technology 30
Unique design and functionality of municipal organization website 30
References and reputation 10
Support, Maintenance, and Training 20
Costs and Fees 10
Total Points 100
Print/Type Name:
Title:
Signature:
Date:
Company:
RFP #2025-002
Website Redevelopment:
Redesign, Content
Management System,
Hosting, and Engagement
Tools
City of Colleyville, Texas
Jacob Bertram, Lead Account Executive
PRESENTED BY:
November 18, 2025
civicplus.com
Table of Contents
Cover Letter/Letter of Introduction ....................................................................1
Executive Summary ..............................................................................................2
Company Profile ...................................................................................................5
Project Team .........................................................................................................9
Firm Experience and Qualifications ..................................................................13
Features, Functionality, and Design ..................................................................19
Implementation Plan ...........................................................................................51
Ongoing Services ...............................................................................................56
Cost Proposal ......................................................................................................60
Additional Products Offered ..............................................................................67
Attachments ........................................................................................................69
civicplus.com | 302 South 4th Street, Suite 500 | Manhattan, KS 66502 | 888.228.2233
November 18, 2025
City of Colleyville, Texas
City Manager’s Office
Submitted via CivCast Portal
RE: RFP #2025-002 | Website Redevelopment: Redesign, Content Management System, Hosting, and Engagement
Tools
Dear Selection Committee:
High-performing leaders and department heads work hard to handle the stubborn trade-off between meeting
residents’ service expectations and yielding to shrinking resources. At CivicPlus®, LLC (CivicPlus), our mission is to
remove that forced choice and instead cultivate what we call impact-led government. To do that, we build technology
solutions to empower you and your staff to streamline operations, boost engagement, and nurture public trust.
With CivicPlus’ Municipal Websites Central (Web Central) content management system (CMS) the City of Colleyville
(City) won’t simply be getting a website—you’ll also obtain the tools to build a trusted and long-term relationship
between you and your residents. By partnering with CivicPlus, you’ll receive:
• Responsive design that is available to your residents from anywhere on any device
• Comprehensive suite of modules and tools tailored to the functionality you need most
• Receive knowledge from our globally recognized, Gold Stevie® Award winning training and consulting team
• Guaranteed redesign after four years of service to keep your website fresh and innovative
• Hands-on migration of existing content by our team of experts
• 24/7/365 emergency support with secure hosting and maintenance
Your new website will be developed on the most robust and flexible CMS available. Web Central is an easy-to-use
suite of cloud-based tools built specifically for local government. You’ll be able to inform and empower your residents
and staff in more efficient ways.
CivicPlus is pleased to submit this proposal in response to the City’s RFP, with Jacob Bertram serving as the principal
in charge. We welcome the opportunity to discuss our proposed solution for the City and answer any questions you
may have about expanding your existing partnership with CivicPlus.
Sincerely,
JACOB BERTRAM
Lead Account Executive
AMY VIKANDER
Senior VP of Customer Success
(authorized to bind CivicPlus)
Cover Letter/
Letter of
Introduction
2
Executive
Summary
civicplus.com 3
Executive Summary
CONTENT
MANAGEMENT
SYSTEM
Boost resident engagement and transform your website with responsive
modern design, data-driven insights, and design tools anyone can use.
Ensure consistent, timely communication with unified channels and
streamlined processes.
Empower residents and reduce administrative burdens with digital self-
service tools.
Gain peace of mind with a website designed with accessibility in mind.
Protect resident data and maintain trust with enterprise-grade security and
built-in risk management tools.
IMPLEMENTATION
Rely on a dedicated team of industry experts as they guide you through
implementation.
Lean on your consultant as they evaluate your specific needs and make
recommendations for solutions to meet your goals.
Collaborate with your art director to develop a design that captures your
community’s unique brand.
Enhance your content for usability and accessibility with intuitive
navigation as our Content Development Team performs a hands-on
migration of content, documents, and images to your new website.
Participate in personalized one-on-one education led by a CivicPlus trainer
so you can confidently update your website long after launch.
HOSTING,
SECURITY, &
SUPPORT
Maintain peace of mind with an enterprise-level hosting environment
monitored 24/7/365 and backed by a guaranteed 99.9% uptime (excluding
maintenance).
Reach out to our award-winning, in-house Technical Support Team
available via chat, phone, and email with your questions or access self-
service tutorials and user guides on the CivicPlus Help Center 24/7/365.
Receive continuous system updates to keep your system running at the
optimal capacity.
Partner with your customer success manager who will help you use the
tools and products CivicPlus offers to create an ongoing strategy to better
engage your residents.
civicplus.com 4
Differentiators
We’ve highlighted our key differentiators to show you why CivicPlus’ Web Central solution is the best choice for your
needs. These unique advantages set our system apart, ensuring you receive the highest quality service and results.
Civic Experience
We have the first and only Civic Experience
Platform. It enables local governments to drive
more revenue, operate more efficiently, and
generate positive recognition for the many
services they provide every day.
Experience
We bring over 25 years of experience helping
our customers work better and smarter through
their web environment.
Design Process
Our process combines the creativity of our
in-house designers with proven functionality to
reach the perfect end result.
Navigation
We’ve helped hundreds of customers effectively
organize their website taxonomy and content
structure. Your redesigned site will provide
your residents with an intuitive, user-friendly
architecture.
Live Edit
Web Central’s Live Edit feature allows you
to view your webpages and see how the
information looks before publishing to your
public.
Community
Web Central users have their own network,
ENGAGEXCHANGE, to connect with other
government entities on the same platform to
share ideas, ask questions, and much more.
Training
After your initial instruction in the system, we
offer continued training and resources through
the CivicPlus Help Center that helps you and
your staff remain fresh and up-to-date with our
system.
Future
Our development staff will stay by your side,
rolling out new features, new applications, and
new suggestions so you can better serve your
community.
5
Company Profile
civicplus.com 7
Experience & Recognition
With public service in our DNA, our 25-year heritage of success is
fueled by the expertise of our product innovators—many of whom
served in local government. Our commitment to deliver impactful
solutions in design and development, end-user satisfaction, and
secure hosting has been instrumental in making us a leader in
government technology. We are proud to have earned the trust of our
over 10,000 customers and their over 100,000 administrative users.
In addition, over 340 million residents engage with our solutions
daily. With such experience, we are confident that we can provide
the best solution for the City.
We’re proud to be recognized in various ways for our dedication and service to our customers.
• Winner of multiple Stevie® Awards, the world’s top honors for
customer service, sales professionals, and more.
• Designated a top-100 U.S. company by Government Technology
magazine for making a difference in the public sector.
• Selected by Inc. Magazine as “One of the Fastest Growing Privately-
Held Companies in the U.S.” each year since 2011.
• Certified™ by Great Place To Work®, which is a prestigious award is
based entirely on what current employees say about their working
experience.
The Best-Run Local Governments Run on
CivicPlus Technology
Government leaders tell us that one of their most pressing needs is to improve how residents access and experience
municipal services. However, they struggle with budget cutbacks and technology constraints. With CivicPlus, leaders
can finally overcome the perpetual trade-off between the demand for better services and the realities of operational
resources, by leveraging the unique Civic Impact Platform to deliver both unmatched end-to-end automated efficiency
and truly unified, delightful resident experiences.
CivicPlus is the only government technology company exclusively committed to being a trusted partner for impact-led
government, enabling our customers to efficiently keep our communities informed, involved, and connected using our
innovative and integrated technology solutions built and supported by former municipal leaders and award-winning
support teams. With it, our customers increase revenue and operate more efficiently while nurturing trust among
residents.
25+ Years
10,000+ Customers
950+ Employees
civicplus.com 8
The Civic Impact Platform
The comprehensive Civic Impact Platform delivers unmatched end-to-end efficiency, supercharging staff impact
through intelligent automation, and unlocking collaboration in and across departments. At the same time, this unique
platform delivers a truly unified residence experience, delighting residents with a singular profile and single sign-on for
friction-free, no-hassle services. With CivicPlus your team is always change-ready, staying a step ahead of disruption,
whether evolving compliance and accessibility requirements, civil emergencies, and more.
IMPACT-LED GOVERNMENT
Impact-led government aims to create lasting community change by improving and modernizing processes with
automation, collaboration, and data insights. This approach helps staff work efficiently and makes services more
accessible, addressing needs proactively. Our Civic Impact Platform is guided by five core principles:
1. Modernize and connect every function: Work better together through intelligent automation, efficiency, and
stronger collaboration.
2. Deliver a singular, personalized resident experience: Replace hassle with friction-free delight, delivering a
unified profile and intuitive, consistent experiences.
3. Supercharge staff impact: Boost staff performance with automated tasks, data-driven decisions, and aligned
priorities and processes.
4. Strengthen compliance, accessibility, and readiness: Forward-thinking best practices and continuous adaptation.
5. Consolidate on a comprehensive, purpose-built platform: Choose solution breadth, eliminate multiple vendors,
and gain compounding value over time.
9
Project Team
civicplus.com 10
Key Project Team Members and
Their Roles
From project management to design and development to training and support, a professional and experienced
project team will assist you throughout the development process to ensure your project’s success and your complete
satisfaction. Based on our years of experience administering projects, it has become our policy to assign individual
team members at the project start that connect with your style and municipality’s needs.
Project Manager – Provides communication, establishes project plan,
schedules project resources, facilitates project tasks, ensures requirements
are met according to scope
Consultant – Examines current state, recommends solutions to challenges,
provides actionable steps for implementation
Art Director – Establishes vision for website design, collaborates with
graphic design team to create website design to meet your needs,
coordinates design application to functioning website
Web Content Specialist – Guides content development
process,
ensuring application of best practices for usability and
accessibility
Trainer – Educates your team to use the Web Central system
and demonstrates effective use of tools and functionality
The City’s
Project Team
Project Manager
Art DirectorConsultant
TrainerWeb Content
Specialist
civicplus.com 12
Communication
Communication between you and your implementation consultant will be continuous throughout your project. Sharing
input and feedback through email, virtual meetings, phone calls, and our project management software will keep
all stakeholders involved and informed. Cloud Coach offers task management transparency with a multi-level work
breakdown structure and Gantt Chart-based project plan.
• Centralized project communication and task management tools are located in a cloud-based project
workspace
• Conversations are linked to files and tasks for easy reference
• Tasks, deliverables, and milestones are aligned to your specific scope of work
The tools available through Cloud Coach, combined with regular check-ins with your project manager/implementation
consultant provide you ample opportunities to quickly and efficiently review your project, check deliverables, and
communicate feedback.
Subcontractors
All services required for a successful project are performed in-house so there is no need to subcontract any portion of
the project. Your website will be designed, developed, implemented, and hosted by CivicPlus trained professionals. No
aspect of the development or implementation of your project will be outsourced or subcontracted.
13
Firm Experience
and Qualifications
civicplus.com 16
Demonstration of Experience
We have included links to case studies and URLs to demonstrate our experience with the requirements outlined in
your RFP. You can click on the links to review examples of these websites and see how CivicPlus helped address
each customer’s specific needs. Please note that these are provided for the City’s review only; the customers have
not agreed to be contacted. Additional examples and referenceable customers are listed in the previous “References”
section.
Provide examples of your work with organizations whose customers
represent the full spectrum of a community with the City of Colleyville
demographic diversity.
CITY OF DURHAM, NORTH CAROLINA
Enhancing Civic Engagement Through an Accessible and Responsive Website
The City of Durham, North Carolina, partnered with CivicPlus to enhance its municipal website. The redesigned site
aimed to improve mobile responsiveness and user engagement, catering to Durham’s diverse and active community.
By implementing a more intuitive and accessible platform, Durham successfully facilitated greater civic participation
and streamlined access to city services for all residents.
URL: durhamnc.gov
Link to Case Study: civicplus.com/case-studies/durham
Provide examples of your work with government organizations, specifically
municipalities, or municipal-type services providers in a scale comparable
to the City.
CITY OF COLUMBUS, NEBRASKA
Proven Experience with Municipalities Comparable in Size to Colleyville, TX
The City of Columbus, Nebraska, with a population of ~25,000 similar to Colleyville, Texas, partnered with CivicPlus
to modernize its digital services. By implementing integrated tools like Municipal Websites, Recreation Management,
and Social Media Archiving, Columbus improved communication, streamlined processes, and boosted resident
engagement. This project highlights our ability to support municipalities of comparable size in achieving effective
digital transformation.
URL: columbusne.us
Link to Case Study: civicplus.com/case-studies/city-of-columbus
civicplus.com 17
Provide examples of start-to-finish work that helped organizations solve
complex user needs that included providing simplified ways of curating and
surfacing related content.
PINELLAS PARK, FLORIDA
Start-to-Finish Approach to Simplifying Content Curation and Surfacing
Our partnership with Pinellas Park, Florida demonstrates a comprehensive, start-to-finish approach to solving
complex user needs by simplifying how related content is curated and surfaced. We implemented a modern content
management system that enabled streamlined content oversight and consistency across departments. This system
allowed city staff to easily manage and publish relevant information while integrating social media posting directly
from their pages, increasing engagement and content visibility. Additionally, built-in analytics provided insights into
user behavior, informing ongoing improvements and ensuring the website continuously meets resident needs through
intuitive content organization and delivery.
URL: pinellas-park.com
Link to Case Study: civicplus.com/case-studies/pinellas-park
Provide examples of your clear data and research-driven methodology for
website development and design.
CHESTERFIELD COUNTY, VIRGINIA
Data-Driven Design Backed by Comprehensive Content and Accessibility Audits
Our work with Chesterfield County, Virginia showcases a clear, research-driven methodology for website development
and design. The project began with a full audit of existing web content to identify what was outdated, underused,
or inaccessible. Using tools like Acquia Web Governance, the team analyzed accessibility issues, broken links, and
content quality to guide informed decisions. A custom content scoring model was applied to prioritize which pages to
keep, revise, or remove. This strategic, data-backed process resulted in a cleaner, more accessible website tailored to
meet the evolving needs of residents and internal departments alike.
URL: chesterfield.gov
Link to Case Study: civicplus.com/case-studies/chesterfield-county
civicplus.com 18
Provide examples demonstrating the expertise to drive flexible design that
performs effectively on desktop, mobile, and tablets across all operating
systems and multiple browsers.
CITY OF EUGENE, OREGON
Responsive Design for Seamless, Cross-Platform User Experience
The City of Eugene is a strong example of our ability to deliver responsive design that works seamlessly across all
devices, browsers, and operating systems. We transformed their outdated, fixed-width website into a modern, mobile-
friendly platform that adapts to desktops, tablets, and smartphones, with full compatibility across major browsers and
operating systems—ensuring a consistent, accessible experience for all users.
URL: eugene-or.gov
Link to Case Study: civicplus.com/case-studies/eugene
19
Features,
Functionality, and
Design
civicplus.com 20
CMS Features & Functionality
We’ve included our features and functionality to give the City a clear overview of how our solution can deliver value.
Beginning on page 29, you’ll find a table outlining the City’s Scope of Work requirements. This format is designed
to provide a clear, at-a-glance view of how our platform meets your requirements and supports the City’s specific
objectives.
Web Central CMS is a comprehensive content management system designed to help local governments build websites
that connect with residents effectively. With configurable layouts, simplified content management, and integrated
tools for communication and resident self-service, CivicPlus websites streamline the timely delivery of essential
information and services. This empowers local governments to consistently provide positive civic experiences for
residents and peace of mind for staff with streamlined communication processes.
Each website begins with a unique design developed to meet your specific communication and marketing goals, while
showcasing the individuality of your community. Features and capabilities are added and customized as necessary,
and all content is organized in accordance with web usability standards.
Modules & Widgets
RESIDENT ENGAGEMENT
Web Central offers many effective and easy-to-use resident engagement features. These tools easily integrate with
the other key features.
Notices and Alerts – Post emergency or important information on your
website and notify residents through email and SMS, via Alert Center.
Blog – Post opinions/information about various community topics and allow
resident comments and subscriptions.
Calendar – Create multiple calendars and events to inform residents of
upcoming activities that are viewable by list, week, or month.
Submit Requests and Report Issues – Allow residents to report a problem
or submit requests through our easy Form Center module. For advanced
service request management functionality to intake resident submissions
via web portal, our integrated SeeClickFix 311 CRM Starter product is
available as an add-on.
Form Center – Create custom, online forms via simple drag-and-drop
functionality. Track form submissions within the CMS and route email
notifications to the appropriate individual(s).
Features and Functionality Section
civicplus.com 21
News – Post news items and keep your residents up to date on important information via News Flash.
Opinion Poll – Poll your residents on important topics by showing the Opinion Poll widget on relevant pages, to grab
resident attention and quickly capture their responses to your polls. Polling helps with gathering and evaluating
resident feedback, increasing resident engagement, and understanding your community.
Notifications – Allow your residents to subscribe to receive text and email notifications on topics that are important to
them via Notify Me® (includes up to 500 SMS users).
Photo Gallery – Display photos of parades, local sporting events, or historical locations through albums or slideshows.
Users can vote on favorites or share via email and social media.
Pop-up Modal – Use a pop-up modal to call attention to important information and notices, sitewide or on specific pages.
CONTENT MANAGEMENT
Web Central comes fully equipped with a robust set of document and image management tools that work with other
key features of our CMS, making it easy to build dynamic content that is easy for residents to navigate and access.
Agenda Center – Create and display meetings and agendas on the
website utilizing our built-in Agenda Center module. For advanced
functionality, including live meeting management, our integrated
Agenda and Meeting Management product is available as an add-on.
Archive Center – Manage and retain serial and older documents.
Document Center – Organize and manage documents in one central
repository.
Public Images – Store all your images in one central location, to
utilize individually or create slideshows on your site. Use the built-in
editor to crop and resize photos, as needed. Images are optimized
for performance, mobile responsiveness, and contain alt text for
accessibility compliance.
INFORMATION & NAVIGATION
Organize your content and pages to make it easy to locate the information you and your residents need most with
modules that help you update information quickly.
Easy for Residents to Navigate – An intuitive design, mega menu options, prominent buttons, and dynamic
breadcrumbs throughout your site, all allow residents to easily find what they’re looking for.
Frequently Asked Questions (FAQs) – Provide answers to the most frequently asked questions to reduce phone and
foot traffic for staff.
Graphic Links – Create visually appealing buttons to direct users to important information.
Info Advanced – Use Info Advanced to create engaging displays of information for reuse throughout the website.
Quick Links – Provide links to highly requested services and information. These are commonly displayed in website
footers and right-hand navigation.
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Resource Directory – Use the Resource Directory to showcase information on local businesses and/or community
resources.
Staff Directory – Provide contact information for departments and individual staff members. Use the information
throughout the site and keep updated in one location. The Staff Directory widget allows you to quickly place specific
persons or departments on relevant pages.
DEPARTMENT-SPECIFIC
There are several function-specific features and modules for
government departments. These tools are integrated into the
Web Central CMS and offer the ability to complete multiple
steps in one action.
Activities – Create and post activities, events, and classes
so residents can register for them and even pay online. Your
administrators can view and create rosters. The Activities
module integrates with the Facilities module so residents can
view the location of the activity.
Facilities & Reservations – Display facilities on your site for residents to browse. Allow them to filter by amenities,
view facility details, and even make reservations online.
Job Postings – Post available jobs online and accept online applications.
Bids – Post open bid opportunities for contractors to view available work, download supporting documentation,
receive notifications on posted opportunities and submit bid applications online.
COMMONLY USED WIDGETS
An extensive widget library is available for ease of placing dynamic and visually
appealing information on specific pages. Each widget is easy to use with drag-
and-drop functionality and is configurable with individual styling options.
Custom HTML Widget – Embed videos or other HTML features in your page.
Editor Widget – Edit text with word processing tools, plus web tools like code
view and the Accessibility Checker.
Form Center Widget – Embed simple forms on a page.
Image Widget – Add images to a page.
Related Documents Widget – Create a dynamic list of documents referenced in
the Document Center.
Slideshow Widget – Add a slideshow of images.
Tabbed Widget – Organize larger pages of information in horizontal, vertical, or
stacked vertical or accordion style tabs.
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Administrative Features
The administration of your Web Central website is browser-
based, with no installation of software needed. You’ll be able to
update your website from an internet connection on any platform
(Mac or PC). Administrators can control the access to pages and
manipulation of content as well as use automated features to
streamline processes.
Administrative Dashboard – A home base for messages and quick access to your recent activities and time-sensitive
action items such as pending approvals and expiring items.
Content Scheduling & Versioning – Set your content to auto-publish and auto-expire, with an archive of all published
content and previous versions.
Dynamic Page Components – Modules such as Calendar, FAQs, and News Flash, may be included as dynamic page
components on any page.
History Log – Track changes made to your website.
Intranet – Use permissions to set a secure location on your website that allows employees to login and access non-
public resources and information.
Levels of Permissions – Assign staff members to groups with different levels of permissions of access and authority
throughout the CMS.
Pending Approval Items – Administrators have access to a queue of pending items to be published or reviewed.
Website Statistics – Provided website analytics for analysis.
USER-FRIENDLY FEATURES
Not only is Web Central easy for your staff to use, various administrative features help make a more attractive,
engaging, and intuitive website for your community.
Automatic Alt Tags – Built-in features assist with ongoing ADA compliance of your website.
Credit Card Processing – Web Central is integrated with select external payment processors to accept payments on
your website (separate agreement must be made directly between you and the supported external processor of your
choice). Additional fees apply.
Preset Styling Standards and Ongoing Styling Flexibility – Site changes automatically inherit design standards and
styles that you’ve set up for your homepage, interior layouts, and simple layouts. This keeps your website looking
clean and always matching. We also offer large amounts of flexibility with placement and styles on an ongoing basis.
As you edit your website, you can easily adjust the location and style of widgets, content, carousels, lists, calendars,
etc. to meet the look and feel you need for that area.
Link Redirects – Instead of sending your users to https://www.civicplus.com/blog/ce/government-website-awards-
city-county-municipal/, you can send them to http://civicplus.com/awards.
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Live Edit – See where your information will be posted on a page before you make any changes with our WYSIWYG
editor and drag-and-drop tools.
Maps – Easily embed maps from Google, ESRI, and more using the HTML widget.
Mega Menu – A main navigation menu makes it easy to get to any page on your website quickly.
Predictive Site Search – Our powerful site search functionality automatically indexes all content making it easy for
visitors to find information across pages, documents, and images.
Site Search Log – All search words are kept in a log.
Real Simple Syndication (RSS) Feeds – Administrators and website visitors can use RSS feeds to display content or
be notified of content updates.
Responsive Design – With responsive design, your website adjusts to the screen size regardless of what device is
being used, providing a seamless user experience.
Social Media – Set various modules to automatically post to your Facebook and/or X (formerly Twitter) feeds and
incorporate compatible social media feeds and widgets into your website.
Supported Browsers – View your website in the latest versions of major browsers including Microsoft Edge, Firefox,
Safari, and Chrome.
Third-Party Access – Utilize iframes, embeds, and/or links to most of your third-party services. Or use our growing list
of APIs to build applications right from your website.
Translation – Integration with Google Translate translates web pages into over 100 languages.
Accessibility Compliance
With more than 1 in 4 (~28.7%) adults in the United States living with a disability, CivicPlus helps governments ensure
that critical resources are available to all residents. Our commitment to accessibility is visible through VPATs and third-
party audits that can confirm you’re working with a trusted and experienced partner.
Our multi-faceted approach sets you up for success:
• CivicPlus Municipal Websites are delivered inclusive by design meeting
WCAG 2.1 accessibility standards at time of launch.
• Our trainers will teach your staff best practices to keep your content and
design elements accessible and up to date with the latest ADA/WCAG
standards.
• Your staff can use the Accessibility Checker included within the CMS to scan
content created in the editor for accessibility issues so you can correct them
before publishing.
• Any new regulations that require code changes are reviewed by our product team at least quarterly.
Depending on the regulation, our product team plans and executes necessary changes with no additional
effort required from you.
• Our product team updates our best practices and provides regular updates to customers via the CivicPlus
website, blog articles, webinars, and other publications.
civicplus.com 25
Additionally, CivicPlus offers an extensive suite of accessibility tools, including industry-leading integrations to help
customers maintain compliance and prepare for the transition to WCAG 2.2. Due to the dynamic nature of website
content updates, ongoing accessibility solutions can be incredibly beneficial in ensuring sustained accessibility
compliance. CivicPlus provides three long-term web accessibility solutions offering varying approaches to help with
your compliance maintenance challenges:
• AudioEye Managed: Accessibility tools and services for WCAG 2.2 compliance (included in scope)
• Acquia Web Governance: Website Governance & Compliance Tools (additional details/quote upon request)
• CommonLook Document Remediation (additional details/quote upon request)
AUDIOEYE FOR WEBSITES
CivicPlus is the exclusive local government provider of AudioEye’s full service accessibility offering. AudioEye’s
industry-defining digital accessibility hybrid offering helps deliver website remediations efficiently and affordably for
organizations of all sizes. The AudioEye platform leverages a decade of investment in advanced technology supported
and informed by a team of dedicated IAAP-certified professionals to help deliver improved access to the web
conforming to Web Content Accessibility Guidelines (WCAG) 2.2 has never been easier.
AudioEye
• AudioEye Managed
• Proprietary automated testing suite
• Detect Section 508 and WCAG 2.2 Success Criteria violations
• AudioEye engineers remediate accessibility issues
• Compliance monitoring
• Manual technical analysis and usability testing
• AudioEye Accessibility Help Desk with Personalization Tools
AudioEye Managed
• Provides complete digital accessibility compliance auditing and
resolution
• End-to-end digital accessibility compliance testing, resolution,
validation, and monitoring
• Combines subject matter experts with technology —a team of
engineers and manual testers to ensure issues of accessibility are
fixed and stay fixed
AudioEye Accessibility Help Desk with
Personalization Tools
• Fully customizable user experience
• Tailored to individual needs regardless of device type, language
preference, or preferred method of access
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• Users can customize the visual display of the website, the toolkit provides instant personalization
• 24 Hour Help Desk provides accessibility answers from accessibility experts
Digital Accessibility Platform
• Software as a Services (SaaS), API-first technology
• Offers end-to-end compliance auditing
• Ability to spider, scan, and diagnose entire websites, single blocks of code, and content delivered via API
• Offers flexible resources for proper identification and remediation of the detected issues
Platform Identity Provider (IdP) Integration
More often, local government IT teams are looking to implement single sign-on (SSO) functionality to simplify user
access to all web and cloud-based applications without requiring individual authentication. The CivicPlus’ Platform IdP
Integration capabilities provide local governments with the following conveniences:
• Faster and easier access to vital third-party solutions that integrate with your CivicPlus unified applications,
such as CivicPlus’ Municipal Websites, Recreation Management, and Agenda and Meeting Management Select
• Reduced password and account maintenance
• The ability to log into your CivicPlus software accounts from any device with an Active Directory username
and password
• Auto-account generation
• Group syncing
• Customization of the design of your active directory login page
We offer integration with Microsoft’s Entra ID (formerly Azure AD), Microsoft’s Active Directory Federation Services
(AD FS) versions 3.0, 4.0, and 5.0, and Okta.
CivicSend
CivicSend is a visually rich communication module for government, used to efficiently distribute general (non-
emergency) communication to residents. CivicSend is more than a simple email newsletter tool—it provides
CivicPlus customers with a single point of access, via integration with Web Central, to multiple communication
channels, including email, SMS/text, Facebook, and X (formerly Twitter). CivicSend centralizes communication, saves
administrative users time, and improves overall productivity.
Additional benefits of the CivicSend module include:
• Content auto-posts to your website
• Unlimited communication—there is no limit to the number of emails you can send (text messaging rates do
apply)
• Template options to make customizing your message quick and easy
• Access to all subscriber lists in your Web Central website, including the ability to select multiple lists
civicplus.com 27
CivicPlus Media
Today’s digitally minded residents are logging more hours watching online
video than ever before, and they are searching for content that ranges
from entertaining to informative. For local governments, video is a powerful
mechanism for sharing news and events, encouraging civic participation,
meeting transparency requirements, building a brand, recruiting employees,
and encouraging residents to develop a sense of civic pride.
Media is a core component of the Civic Experience Platform and is
accessible through CivicPlus Municipal Websites and CivicPlus Agenda &
Meeting Management Select. With CivicPlus Media, you can integrate live or recorded videos of meetings and events
anywhere on your CivicPlus website that are easily accessible by residents from any desktop computer or mobile
device—no technical or coding skills necessary.
SIMPLE LIVE STREAM RECORDING
• Immediate availability of recorded videos for on-demand viewing–no additional steps or manual file uploads
• Convenient integration with social media platforms including Facebook and YouTube
• High-definition video for professional-quality presentations
• Link meeting agendas and bookmarks
• Auto-start recordings of meetings, so video viewers never miss a moment of live proceedings
CIVICPLUS MEDIA + ZOOM
• Password protect each meeting to prevent Zoombombing
• Create and share a Zoom meeting ID number only with elected officials and key staff when necessary
• Mute resident participants when open comment session has ended
• Control the meeting within Zoom and protect participants from attempting a screen share
• Allow residents to sign up to receive a link that will allow them to issue public comments and share their
screen during the session
• Record and automatically upload meeting videos for on-demand playback
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CivicPlus Resident Portal
THE NEXT EVOLUTION IN DIGITAL RESIDENT ENGAGEMENT
CivicPlus Portal is a mobile-friendly, personalized
online hub from which residents can quickly, easily,
and securely obtain information, access resources,
discover services, complete transactions, and
interact with their local government administration.
It is the public gateway to the Civic Impact Platform,
empowering resident self-service from one central
location for everything from submitting forms,
referencing recent legislation, and engaging with
public meetings to managing individual alert and
notification preferences.
Personalized Resident Benefits:
• One username, password, or popular platform-enabled single sign-on (via Facebook, Google, Microsoft, or
Apple) to securely manage their user profile and interact with all their government resources and information.
• A personalized, customizable dashboard that serves as the launchpad to save frequently accessed digital
services, view past interactions, bookmark frequent payment options, and stay up to date with featured,
meaningful content.
• Anytime, anywhere access from any device.
• Enabling self-service form viewing, submission, and payments to support a variety of digital transactions from
parking permits and business licenses to pet adoptions.
• Easy management of individual communication preferences related to routine and emergency alerts, website
newsletters, and agenda & meeting notifications from one single view.
• A centralized hub to submit and track requests, such as public records requests, non-emergency issues, and
code enforcement complaints and violations.
Staff and Administrator Benefits:
• A low-maintenance tool for administrators to easily spotlight information, share content, and link to services
to further promote local government initiatives while improving public transparency and trust.
• Ability to consolidate digital services from multiple CivicPlus and third-party solutions into one intuitive,
accessible, and responsive interface.
• Consolidation of siloed alerts and notifications from the variety of solutions you control into a single view
residents to sign up for and manage.
• Localization of cross-department payments and forms in one place, including those from CivicPlus and third-
party solutions, enhancing residents’ convenience for increased payments and engagement.
• Multi-factor authentication options and optimized for security and accessibility.
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Ultimate Package Designs
Our design process begins with you meeting your art director to discuss your website vision and build your custom
layout. We will then collaborate with you to create a custom design that represents your community. We will focus
on including the functionality to meet your website needs, including an option for up to three Advanced Design
Components, if desired. These Advanced Design Components provide the benefit of next-level user engagement
by leveraging the latest design enhancements in the Web Central product. Your art director will help you choose the
components that work best for your website goals and desired site maintenance level.
LAYOUT & COLOR PROPOSAL
Your project team will present a custom color proposal reflecting the colors and/or imagery that will set the tone for
your design. A color proposal is a collection of colors and/or images used to align the visual direction of the project.
This process involves conversing with your art director on the order, placement, and format of your homepage content
and design elements, aimed at achieving your usability goals. Your preferences will be solidified into a homepage
layout wireframe, which will provide the structural blueprint for the visual design application. Aligning project goals and
design through the layout proposal ensures a timely and efficient implementation of your Web Central website. Once
approved, the layout and color proposal will be used to guide the design concept for your website.
DESIGN EXAMPLES
The included design portfolio on the following page will provide you with an idea of the different directions we can
take your creative design with the ultimate implementation package.
Village of Wellington, FL | wellingtonfl.govSeabrook, TX | seabrooktx.gov
Westminster, CO | westminsterco.govParlier, CA | parlier.ca.us
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Ultimate Department Header Packages
A Department Header Package is a cost-effective way for a department or division to informatively and graphically
differentiate themselves from the look of the main website while leveraging consistent CMS administration. The
Ultimate Department Header Package shares CMS login and modules with the main website. Further, it inherits the
structural layout from the main website.
An Ultimate Department Header Package includes department specific:
• Site URL (if applicable)
• SSL Certificate / DNS & Hosting (if applicable)
• Site Identifier / Logo
• Global Navigation and Menus
• Banner Image(s) and/or Slideshow Image(s) (if applicable)
• Graphic Links
• Widget Selection, Content, and Placement
• Custom Color Palette for the Department Header homepage and interior pages
• Unique Design Styles
Examples of an Ultimate Department Header Package
The examples provided below are representative of attributes found in an Ultimate Department Header Package but
may not expressly reflect the design package of your main website.
Coppell, TX - Main Website Library Department Header
Weston, MA - Main Website Council on Aging Department Header
51
Implementation
Plan
civicplus.com 52
Ultimate Project Timeline
Design creation, content development, professional consulting, configuration for usability and accessibility, dedicated
training—CivicPlus delivers all of this and more during the development of your new website.
A typical ultimate project ranges from 18-32 weeks. The City’s exact project timeline will be created based on
detailed project scope, project enhancements purchased, availability for meeting coordination, action item return and
completion, approval dates, and other factors. Your project timeline, tasks, due dates, and communication will be
managed and available in real-time via our project management software, Cloud Coach.
PHASE 1: INITIATE 2-4 Weeks • Project Kickoff Meeting
• Planning & Scheduling
PHASE 2: ANALYZE 4-6 Weeks
• Customer Deliverable Submission
• Consulting Engagement
• Design Discovery Meeting
• Content Process Meeting
• Layout & Proposal
PHASE 3: DESIGN &
CONFIGURE 8-14 Weeks
• Design Concept Development
• Design Concept Meeting
• Content Development
• Agendas & Minutes Migration
• Website Completion
PHASE 4: OPTIMIZE 1-2 Weeks • Website Finalization
PHASE 5: EDUCATE 1-2 Weeks • Training Engagement
PHASE 6: LAUNCH 2-4 Weeks • Launch Confirmation Meeting
• Website Launch
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Your Project Implementation
Communication between you and your Web Central team
will be continuous throughout your project. Sharing input
and feedback through email, virtual meetings, phone
calls, and our project management software will keep all
stakeholders involved and informed. Cloud Coach offers
task management transparency with a multi-level work
breakdown structure and Gantt Chart-based project plan.
• Centralized project communication and task
management tools are located in a cloud-based
project workspace
• Tasks, deliverables, and milestones are aligned to
your specific scope of work
The tools available through Cloud Coach combined with regular communication with your project manager provide you
ample opportunities to quickly and efficiently review your project, check deliverables, and communicate feedback.
Phased Approach
PHASE 1: INITIATE
Project Kickoff – During this initial meeting, your project manager will perform introductions, detail deliverables
needed, provide a high-level overview of the development process, and introduce tools and resources used to
manage your project.
Planning & Scheduling – Your project manager will create a comprehensive project timeline based on the project
scope and your specific needs.
PHASE 2: ANALYZE
Customer Deliverables – The City will be responsible for submitting deliverables as outlined.
Align Consulting – Align Consulting involves establishing goals for a project, addressing stakeholder needs, and
establishing collective goals. This process helps stakeholders understand the project’s scope, resources, and tasks
required for implementation. By fostering meaningful conversations, stakeholders can achieve a shared vision and a
successful website project.
Design Discovery Meeting – Your project manager and art director will meet with you to discuss design preferences
and establish design structure from flexible layout options.
Content Process Meeting – Meet with your project manager and web content specialist to detail our content
development process.
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Layout & Color Proposal – A custom layout in greyscale format and recommended color palette will be created by your
art director, to which you’ll have the ability to review and provide feedback and approval.
PHASE 3: DESIGN & CONFIGURE
Design Concept Development – You’ll have the chance to review a responsive, functioning design concept prototype
in an actual production environment. You will have the opportunity to evaluate the presented design concept and
collaborate with your project team on any feedback and then final approval.
Content Development – Our Content Development team will migrate the agreed upon number of pages of content
(including their text, documents, and images) from your current website to your new, Web Central website. Content
will be enhanced for usability and accessibility, and we will organize your website pages to make them easy to
navigate.
Agendas & Minutes Migration – The Content Development team will download, upload, and organize an agreed upon
number of meetings to the Agenda Center module.
Website Completion – The City will receive a completed production website featuring your approved design combined
with the finished content.
PHASE 4: OPTIMIZE
Website Finalization – Both the Web Central project team and you will prepare your website for launch. During this
time, you will be able to make final adjustments to the content on your production website, as well as ensure overall
satisfaction with your website.
PHASE 5: EDUCATE
Training Engagement – Our goal with your training plan is to give your staff the skills and tools they need to quickly
and easily keep your website current. Your trainer will deliver training sessions for both administrators and users.
These sessions will be customized to equip your staff with the knowledge and comfort level needed to prepare your
website for launch and maintain it in the future. The training session will use your production website so that users
are familiar with your specific configuration, and you can obtain hands-on knowledge from our Gold Stevie® Award
winning external training and consulting team.
In addition, your trainer will go into a deep dive of the department-specific software modules such as Facilities and
Activities with Parks and Recreation, Jobs with HR, and Bids with Procurement in your Advanced User Training.
PHASE 6: LAUNCH
Website Launch Confirmation Meeting – Your Web Central project team confirms all the details that are necessary to
take your website live and explain what you can expect on launch day.
Website Launch – After final confirmation, your website will be made live and available to the public.
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Your Role During Implementation
To help create the strongest possible website, we will need you to:
• Gather photos and logos that will be used in the overall branding and design of your new website
• Provide website statistics to be utilized in reorganizing your website content, navigation, and design (if
available)
• Complete the Design Form to communicate design preferences
• Provide technical information in the DNS form for the set-
up of your website domain name(s)
• Perform reviews and provide official approvals
throughout the project
• Update the content on your current website and delete
any pages you no longer need
• Track website updates to be completed during your
training session
• Ensure you have the most up-to-date web browsers
installed on your organization’s computers
• Compile a list of your website users and desired
permission levels
• Reserve training location and necessary resources
(computers, conference phone, etc.)
USER TESTING
You can launch your new website with confidence that your audience can find the content they seek. User testing will
verify that the website is easy to navigate and provides residents with the information they need before you launch.
After launch, user testing can be leveraged as a tool for continuous improvement and guide decisions for website
maintenance.
Regardless of where you are in the process, hosting user testing sessions provides an opportunity to interact with,
educate, and involve your residents in the website improvement process.
Objectives & Deliverables:
• Evaluate efficacy of website design and informational architecture from a user perspective
• Facilitate testing using sample scenarios chosen by your organization
• Adjust needed components based on user feedback prior to website launch
• Verify website users will be able to find the information they want at launch
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Ongoing Services
civicplus.com 57
Continuing Services
Technical Support & Services
With technology, unlimited support is crucial. Our live
technical support engineers based in North America
are ready to answer your staff members’ questions
and ensure their confidence. CivicPlus’ support team is
available 7 a.m. – 7 p.m. CST to assist with any questions
or concerns regarding technical functionality and usage of
Web Central.
CivicPlus Technical Support will provide a toll-free
number, online chat support, as well as an online email
support system for users to submit technical issues or
questions. If the customer support specialist is unable to
assist with the question or issue, the three-tier escalation
process will begin to report issues to our product
engineering team for resolution.
Emergency technical support is available 24/7 for designated, named points-of-contact, with members of CivicPlus’
support teams available for urgent requests.
CIVICPLUS HELP CENTER
CivicPlus customers have 24/7 access to our online Help Center where users can review articles, user guides, FAQs,
and can get tips on best practices. Our Help Center is continually monitored and updated by our dedicated Knowledge
Management Team to ensure we are providing the information and resources you need to optimize your solution. In
addition, the Help Center provides our release notes to keep your staff informed of upcoming enhancements and
maintenance.
AWARD-WINNING
CivicPlus has been honored with four Gold Stevie® Awards, eight Silver Stevie® Awards, and
eleven Bronze Stevie® Awards. The Stevie Awards are the world’s top honors for customer service,
contact center, business development, and sales professionals.
CONTINUING PARTNERSHIP
We won’t disappear after your website is launched. You’ll be assigned a dedicated customer success manager who will
partner with you by providing information on best practices and how to utilize the tools of your new system to most
effectively engage your residents.
Support at a Glance
• Technical support engineers available
7 a.m. – 7 p.m. (CST) Monday – Friday
(excluding holidays)
• Accessible via phone, email, and chat
• 4-hour initial response during business hours
• 24/7 emergency technical support for named
points of contact
• Dedicated customer success manager
• Online self-service help with the CivicPlus
Help Center (civicplus.help)
civicplus.com 58
ENGAGEXCHANGE
The ENGAGEXCHANGE is an online community and the central
hub of ideas, guidance, tips, advice, and more for our Web Central
customers. It reflects our commitment to:
Connection – Customers can connect with their peers to ask
questions, discover solutions, share ideas, and join focus groups
and beta opportunities.
Direction – Customers will have the opportunity to provide
targeted input on the future direction of the Web Central
roadmap and will be able to submit ideas for improvements and
enhancements.
MAINTENANCE
CivicPlus is proactive in identifying any potential system issues.
Through regularly scheduled reviews of site logs, error messages,
servers, router activity, and the internet in general, our personnel
often identify and correct issues before they ever affect our
customers’ web solutions. Our standard maintenance includes:
• Full backups performed daily
• Regularly scheduled upgrades including fixes and other enhancements
• Testing
• Development
• Operating system patches
48-Month Redesign
At CivicPlus, we understand trends change daily and we continually analyze different ways to design our websites—
making it easier and more user friendly for your residents to navigate. One of our best practices to help keep up with
these new trends is by adding a redesign to your project. Unlike other vendors, our redesigns aren’t just changes in
the colors or some of the buttons as your staff can do that independently. With a CivicPlus recurring redesign, you can
receive a completely brand-new website design and layout after every 48 months of continuous service during our
partnership. During the redesign, you’ll also receive a quality control review to ensure content is as expected with the
new design application (although no changes will be made to the content itself). With this new design, you’ll stay up to
date with current trends and best practices, providing a welcoming yet familiar virtual hub to engage your community.
60
Cost Proposal
civicplus.com 61
Investment Overview
CivicPlus can appreciate the monetary constraints facing our governments each day. To help ease these concerns and
assist with budgeting and planning, our proposed project and pricing are valid for 90 days from November 18, 2025.
Features & Functionality
• Web Central CMS Tools, Widgets, & Features
• DNS Setup for colleyville.com
• AudioEye Managed
• CivicPlus Media
• CivicSend
• Platform IdP Integration
Implementation
• Ultimate Package
o 1 Custom Website Layout Proposal
o 1 Custom Design Built Using Approved
Custom Layout & up to 3 Advanced Design
Components
• 2 Ultimate Department Header Packages
• 200 pages Content Development from
colleyville.com
• Up to 100 Meetings Worth of Agendas & Minutes
PDF/DOC Migration
• 4 Blocks of Virtual Alignment Consulting
(up to 3 hours/block)
• 6 Blocks of Virtual System Training
(up to 3 hours/block)
• 2 Rounds of On-Site User Testing (travel
included)
Annual Recurring Services
• Guardian Hosting & Security
• 1 SSL Certificate
• DNS Hosting for colleyville.com
• Software Maintenance Including Service
Patches & System Enhancements
• 24/7 Technical Support & Access to the
CivicPlus Help Center
• Dedicated Customer Success Manager
• 48-Month Ultimate Website Redesign
civicplus.com 65
Acceptance of Quote # Q-110460-1
The undersigned acknowledges having read, understood, and agreed to be bound by the binding terms and conditions
incorporated into this SOW. This SOW shall become effective as of the date of the last signature below (“Effective Date”).
For CivicPlus Billing Information, please visit https://www.civicplus.com/verify/
Authorized Client Signature
CivicPlus
By (please sign):
___________________________________
By (please sign):
___________________________________
Printed Name:
___________________________________
Printed Name:
___________________________________
Title:
___________________________________
Title:
___________________________________
Date:
___________________________________
Date:
___________________________________
Organization Legal Name:
___________________________________
Billing Contact:
___________________________________
Title:
___________________________________
Billing Phone Number:
___________________________________
Billing Email:
___________________________________
Billing Address:
___________________________________
___________________________________
Mailing Address: (If different from above)
___________________________________
___________________________________
PO Number: (Info needed on Invoice (PO or Job#) if required)
___________________________________
Page 4 of 4SAMPLE
67
Additional
Products Offered
civicplus.com 68
Additional Solutions and Services
Our Civic Experience Platform provides a bridge between residents and governments for positive interactions. We
offer the following solutions and services for our customers:
CivicPlus Municipal Websites Evolve - More than a website—it’s a digital content hub and the only API-first headless
CMS built for local government.
Recreation Management - The most powerful recreation software with an intuitive interface and tools for managing
activities, facilities, point-of-sale, and more.
Agenda and Meeting Management Select - Streamlines the entire agenda process—from item creation to live
meetings and post-meeting follow-ups—with speed and ease.
Mass Notification - A multi-channel system that sends routine or emergency alerts with actionable information to
citizens in seconds from one interface.
SeeClickFix 311 CRM - Handles communications, workflows, and data for every citizen request from submission to
resolution.
Process Automation and Digital Services - Enables efficient, scalable applications and form creation with integrations
across CivicPlus solutions.
Municode Codification & Online Code Hosting - Delivers a clean, conflict-free, expandable code of ordinances that
complies with state laws and is easy to access.
Community Development - Simplifies zoning, building, and inspections with tools for collaboration and resident self-
service.
Social Media Archiving - Captures social media content in context and near real time to meet public records
compliance requirements.
NextRequest - Simplifies public records request management, improving coordination, compliance, and cost
efficiency.
Asset Management - Streamlines asset tracking, maintenance scheduling, and work orders with real-time data and
built-in training tools.
Utility Billing - Automates billing and field operations with resident-friendly self-service tools, GIS integration, and
real-time insights.
69
Attachments
civicplus.com 74
ATTACHMENT A
Website Development: Redesign, Content Management System, Hosting, and Engagement Tools for the City of Colleyville
10. Explanation of coordination with Colleyville Communications team.
11. Provide a detailed timeline and completion date of the project.
12. Please provide any additional information or comments in support of your qualifications.
Coordination with the City’s Communications team will be ongoing and collaborative throughout the project.
Communication will take place through email, virtual meetings, phone calls, and our cloud-based project
management software, Cloud Coach, which provides centralized access to tasks, files, and conversations.
This platform ensures transparency with a multi-level work breakdown structure, Gantt Chart-based planning,
and alignment of all tasks, deliverables, and milestones to your specific scope of work. Regular check-ins
with your implementation consultant/project manager will keep all stakeholders informed and provide efficient
opportunities for feedback and project review. Additional details can be found on page 12.
A typical Ultimate project takes approximately 18–32 weeks to complete, depending on the detailed project
scope, any enhancements purchased, and the City’s availability for meetings, deliverable submission, and
timely approvals. We are prepared to begin project work approximately one week after contract signing. Your
dedicated project timeline will be customized during Phase 1: Initiate (2–4 weeks) and managed in real time
using our Cloud Coach project management platform. The remaining phases include Analyze (4–6 weeks),
Design & Configure (8–14 weeks), Optimize (1–2 weeks), Educate (1–2 weeks), and Launch (2–4 weeks), with
all tasks, deliverables, and communication coordinated through your implementation consultant to ensure a
smooth and timely project completion. Additional details can be found on page 52.
Having a company that is dedicated to web solutions for government is key for your project’s success, both
initially and through the upcoming years. CivicPlus continues to implement new technologies and services
to maintain the highest standards of excellence and efficiency for our more than 10,000 customers with over
100,000 users and over 340 million visitors (and counting!). At CivicPlus, great people drive great results. Your
dedicated project team will guide you through every step of the process, and after launch, we’ll help you get
the most from your system with ongoing support from our expert technical team.
civicplus.com 77
Revised 11/30/2015Form provided by Texas Ethics Commission www.ethics.state.tx.us
FORM CIQ
OFFICE USE ONLYThis questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session.
This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who
has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the
vendor meets requirements under Section 176.006(a).
By law this questionnaire must be filed with the records administrator of the local governmental entity not later
than the 7th business day after the date the vendor becomes aware of facts that require the statement to be
filed. See Section 176.006(a-1), Local Government Code.
A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An
offense under this section is a misdemeanor.
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor doing business with local governmental entity
Date Received
A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income,
other than investment income, from the vendor?
Yes No
B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction
of the local government officer or a family member of the officer AND the taxable income is not received from the
local governmental entity?
Yes No
7
Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts
as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1).
Signature of vendor doing business with the governmental entity Date
Name of vendor who has a business relationship with local governmental entity.1
Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated
completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which
you became aware that the originally filed questionnaire was incomplete or inaccurate.)
2
3 Name of local government officer about whom the information is being disclosed.
Name of Officer
Describe each employment or other business relationship with the local government officer, or a family member of the
officer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer.
Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form
CIQ as necessary.
4
6
5 Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or
other business entity with respect to which the local government officer serves as an officer or director, or holds an
ownership interest of one percent or more.
ATTACHMENT C
CivicPlus, LLC
N/A
November 12, 2025
N/A
civicplus.com 80
civicplus.com 81
Insurance Requirements - Exceptions
On the following pages are our exceptions to the City’s insurance requirements included with the RFP. Consider these
as our reservations and a starting point for negotiations of a final agreement with the City.
Proposal as Non-Binding Document
A successful project begins with a contract that meets the needs of both parties. This proposal (including all
supporting, technical, or specification documents required for submittal with the current RFP) is intended as a non-
binding document, and the contents hereof may be superseded by an agreement for services. Its purpose is to
provide information on a proposed project we believe will meet your needs based on the information available. If
awarded the project, CivicPlus reserves the right to negotiate the contractual terms, obligations, covenants, and
insurance requirements as provided in the RFP before a final agreement is reached. Subject to the terms of the
final controlling agreement, CivicPlus requires its standard Master Services and Solutions and Service Terms to be
incorporated and linked in the final agreement. For reference, the CivicPlus standard Master Services and Solutions
and Service Terms can be found online at https://www.civicplus.help/docs/civicplus-legal-stuff. We look forward to
developing a mutually beneficial contract with the City.
civicplus.com 82
ATTACHMENT E
Website Development: Redesign, Content Management System, Hosting, and Engagement Tools for the City of Colleyville
CITY OF COLLEYVILLE MINIMUM VENDOR INSURANCE REQUIREMENTS
Contractor agrees to procure and maintain at all times, at Contractor’s sole cost and expense, during the performance of the
Work and for so long as this Contract remains in effect, policies of insurance with carriers reasonably acceptable to the City in
the minimum amounts outlined below:
a. Worker’s compensation and employer’s liability coverage complying with the applicable laws of the State of Texas,
covering all employees, agents and representatives of Contractor and all Subcontractors engaged in any manner in
performance of the Work. Employer’s liability coverage shall have a minimum limit of $1,000,000 for liability arising
out of any accident related to the Work.
b. Comprehensive general liability insurance, including Contractor’s protective liability, in Contractor’s name, with
combined bodily injury and property damage of not less than $1,000,000 per occurrence, and will include, without
limitation, the following coverages:
1) Contractual Liability Coverage, and
2) Completed Operations and/or Products Liability Coverage, commencing with issuance of Final Certificate for
Payment, and extending for at least two (2) years from that date, and
c. Comprehensive Automobile Liability Insurance, with combined single limit bodily injury and property damage of not
less than $1,000,000 per occurrence. Such coverage shall include owned, hired and non-owned vehicles of Contractor
or Contractor’s employees, agents, representatives or Subcontractors.
d. Cyber Liability/Tech E&ORisk Insurance (including professional oversight liability) covering acts, errors, and
omissions arising out of operations or services with minimum limits of $1,000,000 per occurrence, $2,000,000
annual aggregate.
e. All insurance policies required by this paragraph shall cont ain a clause waiving any right of subrogation against The
City of Colleyville. Insurance policies under (b), and (c), shall include The City of Colleyville as an additional insured.
f. With reference to the foregoing insurance requirement, Contractor shall specifically endorse applicable insurance
policies as follows:
1) The City of Colleyville shall be named as an additional insured with respect to General Liability and
Automobile Liability.
2) Additional insured for The City of Colleyville should be on a primary and non-contributory basis.
3) All liability policies shall contain no cross-liability exclusions or insured versus insured restrictions.
4) A waiver of subrogation in favor of The City of Colleyville shall be contained in the Workers
Compensation and all liability policies.
5) All insurance policies shall be endorsed to require the insurer to immediately notify The City of Colleyville of any
civicplus.com 83
ATTACHMENT E
Website Development: Redesign, Content Management System, Hosting, and Engagement Tools for the City of Colleyville
material change in the insurance coverage.
6) All insurance policies shall be endorsed to the effect that The City of Colleyville will receive at least
thirty- (30) days' notice prior to cancellation or non-renewal of the insurance.
7) All insurance policies, which name The City of Colleyville as an additional insured, must be endorsed to
read as primary coverage regardless of the application of other insurance.
8) Required limits may be satisfied by any combination of primary and umbrella liability insurances.
9) Contractor may maintain reasonable and customary deductibles., subject to approval by The City
of Colleyville.
10) Insurance must be purchased from insurers that are financially acceptable to The City of Colleyville.
All insurance must be written on forms filed with and approved by the Texas Department of Insurance. Certificates of
Insurance shall be prepared and executed by the insurance company or its authorized agent and shall contain provisions
representing and warranting the following:
a. Sets forth all endorsements and insurance coverages according to requirements and instructions contained herein.
b. Shall specifically set forth the notice-of-cancellation or termination provisions to The City of Colleyville.
c. All contractors and Subcontractors must be meeting minimum OSHA safety requirements as applicable to their
operations.
Contractor shall, before the Contract is signed, and at any time following execution thereof at the request of the City, furnish
the City with a certificate and proof of such additional endorsements or other documentary evidence that the
aforementioned insurance policies have been procured with such additional endorsements, that premiums have been paid
and that such policies remain in place. Such certificate or other evidence shall bear an agreement that the City will be given
thirty (30) days prior written notice by the Insurance Company furnishing the certificate before the insurance is cancelled or
changed in any manner or for any reason during the period of coverage as stated on the certificate.
The City reserves the right to change the type of insurance required, limits required, and/or endorsements required as the City
sees fit. Notwithstanding the foregoing, in the event that a change to the type of insurance required, limits required, and/or
endorsements required causes an increase in cost of insurance to the Contractor, the City will be responsible for such
reimbursing the Contractor for any such cost increases.
civicplus.com 84
Website Development: Redesign, Content Management System, Hosting, and Engagement Tools for The City of Colleyville
ATTACHMENT F
EVALUATION CRITERIA FOR COLLEYVILLE
WEBSITE DEVELOPMENT RFP
Proposals received will be reviewed based on the criteria outlined in this RFP. Proposals deemed non-responsive will be
eliminated from further consideration. Please review and acknowledge the Evaluation Criteria set forth below.
Respondent Name:
I, , certify that this bid is made without prior understanding, agreement or
connection with any corporation, firm, or person submitting a proposal for the same materials, supplies or equipment and is in
all respects fair and without collusion or fraud. I agree that all information that I have provided is true and correct and
accurately reflects my skills and ability and the quality of my marketing services. I agree to abide by all conditions of this packet
and certify that I am authorized to sign this bid for the company.
Evaluation Criteria Points
Website functionality and technical capabilities; Digital tools/applications and capabilities to
connect and sync with third-party technology 30
Unique design and functionality of municipal organization website 30
References and reputation 10
Support, Maintenance, and Training 20
Costs and Fees 10
Total Points 100
Print/Type Name:
Title:
Signature:
Date:
Company:
Amy Vikander
Senior VP of Customer Success
November 12, 2025
CivicPlus, LLC
CivicPlus, LLC
Amy Vikander
City of Colleyville Page 1
CITY OF COLLEYVILLE
CITY COUNCIL BRIEFING
Agenda Number 5 Agenda Date 1/21/2026
Type Report
Department Finance
Title
Monthly Financial Report - December 2025
Explanation
Staff will present the December 2025 Financial Report.
Attachments
1. December 2025 - Budget Presentation
2. December 2025 - Monthly Budget vs Actual
Item 5a – Monthly Financial Report
Monthly Financial Report
December 2025
City Council Meeting
January 21, 2026
1
General Fund Performance
2
Property Tax Collections
FY 26 Rate:
•M&O $0.294232
•I&S $0.017699
Total Rate:
$0.311931/$100
3
Note: Property taxes are due in January with the majority of collections in December and January.
Sales Tax: Current Fiscal Year Collections
4
Sales Tax: Comparative Collections
5
Sales Tax: Current Fiscal Year Collections – General Fund
6
Per GASB rules, December is the first month of FY26 in which collections from sales taxes are recorded.
October and November sales taxes are recorded in the prior fiscal year since the sales for those receipts
occurred two months prior.
Sales Tax: Regional Benchmark
7
Utilities Fund Performance
8
Drainage Fund Performance
9
Hotel Tax (HOT) Fund Performance
10
Hotel occupancy tax revenues are due quarterly.
Debt Service Fund Performance
11
12
Questions & Discussion
colleyvillegovernment Colleyville.com colleyvilletexas
City of Colleyville
Monthly Budget vs Actual Report
December 31, 2025
Actual Variance % of Actual Variance % of % chg
Thru Mth Annual Annual Bdg Thru Mth Annual Annual Act from PY
General Fund
Current Taxes 18,870,816 8,965,101 9,905,715 47.5%17,980,445 5,836,796 12,143,649 32.5%53.6%
Delinquent 30,000 12,404 17,596 41.3%32,038 11,300 20,738 35.3%9.8%
P&I 80,000 6,819 73,181 8.5%98,948 3,919 95,028 4.0%74.0%
Property Tax Total 18,980,816 8,984,325 9,996,491 47.3%18,111,431 5,852,016 12,259,415 32.3%53.5%
Sales Tax 5,304,000 443,094 4,860,906 8.4%5,587,950 420,829 5,167,122 7.5%5.3%
Oncor Electric 910,000 - 910,000 0.0%887,583 - 887,583 0.0%0.0%
Tri-County Electric 185,000 - 185,000 0.0%172,925 - 172,925 0.0%0.0%
Atmos Gas 600,000 - 600,000 0.0%682,980 - 682,980 0.0%0.0%
AT&T 15,000 7,278 7,722 48.5%9,534 2,522 7,012 26.5%188.5%
Verizon/Others 12,000 1,760 10,240 14.7%7,462 2,009 5,454 26.9%-12.4%
Refuse/Recycling 300,000 44,795 255,205 14.9%325,103 54,176 270,927 16.7%-17.3%
Cable TV 200,000 40,204 159,796 20.1%186,044 49,729 136,315 26.7%-19.2%
Network Nodes 250 - 250 0.0%250 250 - 100.0%-100.0%
Franchise Fees 2,222,250 94,037 2,128,213 4.2%2,271,880 108,686 2,163,195 4.8%-13.5%
GF Revenues 31,285,851 10,493,542 20,792,309 33.5%31,191,433 7,413,632 23,777,801 23.8%41.5%
GF Expenditures 31,268,504 7,517,990 23,750,514 24.0%31,191,433 6,825,030 24,366,403 21.9%10.2%
Utilities Fund
Water - Base Rate 2,509,730 618,974 1,890,756 24.7%2,429,276 600,819 1,828,458 24.7%3.0%
Sewer - Base Rate 1,885,685 464,624 1,421,061 24.6%1,728,568 433,240 1,295,328 25.1%7.2%
Water - Volumetric Rate 17,072,779 3,818,977 13,253,802 22.4%14,533,462 3,881,924 10,651,537 26.7%-1.6%
Sewer - Volumetric Rate 4,956,120 1,106,063 3,850,057 22.3%4,536,672 1,050,184 3,486,488 23.1%5.3%
Water & Sewer 26,424,314 6,008,638 20,415,676 22.7%23,227,979 5,966,167 17,261,812 25.7%0.7%
Utilities Revenues 27,013,314 6,184,422 20,828,892 22.9%25,436,765 6,195,512 19,241,253 24.4%-0.2%
Utilities Expenditures 26,855,702 6,117,389 20,738,313 22.8%27,759,495 4,645,993 23,113,502 16.7%31.7%
Debt Service Fund
Current Taxes 924,135 539,280 384,855 58.4%911,283 359,668 551,615 39.5%49.9%
Delinquent 2,000 618 1,382 30.9%1,242 432 810 34.8%43.2%
P&I 3,400 366 3,034 10.8%5,736 151 5,585 2.6%142.4%
Property Tax Total 929,535 540,264 389,271 58.1%918,261 360,251 558,010 39.2%50.0%
DS Revenues 1,702,645 541,527 1,161,118 31.8%1,475,019 360,251 1,114,768 24.4%50.3%
DS Expenditures 1,693,245 320,060 1,373,185 18.9%1,540,145 168,485 1,371,660 10.9%90.0%
Drainage Fund
Drainage Fee 2,021,000 380,224 1,640,776 18.8%1,752,062 432,942 1,319,120 24.7%-12.2%
Drain Revenues 2,061,000 397,955 1,663,045 19.3%1,931,519 444,658 1,486,861 23.0%-10.5%
Drain Expenditures 1,994,787 182,475 1,812,312 9.1%2,112,445 194,027 1,918,418 9.2%-6.0%
Hotel Occupancy Tax (HOT) Fund
HOT Tax 230,000 - 230,000 0.0%422,460 - 422,460 0.0%0.0%
HOT Revenues 230,000 29 229,971 0.0%422,500 - 422,500 0.0%0.0%
HOT Expenditures 260,439 58,437 202,002 22.4%510,960 52,731 458,229 10.3%10.8%
FY 2026 FY 2025
Note: The financial figures presented are unaudited and subject to change pending final audit adjustments.
Annual
Budget
Annual
Actual YTD
City of Colleyville Page 1
CITY OF COLLEYVILLE
CITY COUNCIL BRIEFING
Agenda Number 6a Agenda Date 1/21/2026 Number Ordinance O-26-2357
Type Ordinance
Department Finance
Title
Amending Sections 3A and 3B of the Water and Sewer Policy and Procedure manual as
contained in the Code of Ordinances of the City of Colleyville, Texas, adjusting water
and wastewater volumetric rates to pass through changes from the Trinity River
Authority
Explanation
Second reading and public hearing
There were no speakers regarding this item at the January 6, 2026, City Council
meeting.
First Reading and Public Hearing
On November 15, 2016, the City Council approved Ordinance O-16-1996, implementing
the recommendations of the Water and Wastewater Rate Advisory Committee. This
ordinance established a new rate structure in which City operating costs are recovered
through base rates and volumetric rates are set to pass through the costs charged by
the Trinity River Authority (TRA).
The base and volumetric rates are reviewed and updated on an annual basis. The new
base rates are reflected in the bills sent out in October to coincide with the City's fiscal
year, while the new volumetric rates are reflected in the bills sent out in January to
coincide with TRA's rate change.
This agenda item provides for formal consideration and approval to amend Sections 3A
and 3B of the Water and Sewer Policy and Procedure manual as contained in the Code
of Ordinances of the City of Colleyville, Texas, to reflect the proposed new pass through
rates to be in effect starting with the January billing for December's usage as follows:
Water Rates
Staff recommends consideration of increasing the current water volumetric rate from
$6.2446 to $6.6587. The largest FY26 budgetary increases for the Trinity River
Authority are related to debt service and raw water costs.
Wastewater Rates
Staff recommends consideration of increasing the current wastewater volumetric rate
from $4.3115 to $4.7853. The largest FY26 budgetary increases for the Trinity River
City of Colleyville Page 2
City Council Agenda Briefing 6a
Authority Wastewater Treatment are related to debt service.
Financial Impact
Adoption of this ordinance will provide the revenue to recover the costs from TRA.
Recommendation
Approve
Attachments
1. Ordinance O-26-2357
2. Volumetric Rates Presentation FY26
ORDINANCE O-26-2357
AMENDING SECTION 3 – SERVICE CHARGES OF THE WATER AND
SEWER POLICY AND PROCEDURE MANUAL OF THE CITY OF
COLLEYVILLE, AND PROVIDING FOR AN EFFECTIVE DATE
WHEREAS, water and wastewater base rates are set to recover the City’s
annual operating costs for the utility system; and
WHEREAS, the Fiscal Year 2026 Utility Fund operating budget has been
proposed and the required base rates to fund said budget have
been calculated; and
WHEREAS, the FY26 – FY30 Capital Improvement Plan has been proposed
and the required capital improvement rates to fund said plan
have been calculated.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE
CITY OF COLLEYVILLE, TEXAS:
Sec. 1. THAT Section 3 – Service Charges of the Water and Sewer
Policy and Procedure Manual of Colleyville, Texas, which is
“Appendix A” of the Colleyville Code be replaced in its entirety
to read as follows:
Sec. A. - Water rates.
The following base and volumetric charges shall apply to residential and non-
residential water customers. Base charges for out-of-city customers shall be
$4.00 higher than the charge for in-city customers.
Base charge per month for in-city customers:
Water meters 1 inch or less $18.24
Water meters of 1.5 inches $36.48
Water meters of 2 inches $58.37
Water meters of 3 inches $109.45
Water meters of 4 inches $182.41
Base charge per month for out-of-city customers:
Water meters 1 inch or less $22.24
Water meters of 1.5 inches $40.48
Water meters of 2 inches $62.37
Water meters of 3 inches $113.45
Ordinance O-26-2357
Page 2 of 5
Water meters of 4 inches $186.41
Volumetric charge per 1,000 gallons $6.6587
Rates for fire hydrant meters:
The use of fire hydrant meters shall only be allowed within the Colleyville
city limits. The use of the fire hydrant meters shall be limited to a period of
no more than 90 cumulative calendar days. Under special conditions, a
customer may submit a written request to the public works department for
use of a fire hydrant meter for a period longer than 90 cumulative calendar
days, subject to public works director approval. In considering special
condition(s), the public works director shall not consider requests which are
necessary to relieve a self-created or personal hardship, failure of
performance by a contractor, nor for financial reasons. In considering the
customer request, the public works director shall solicit the recommendation
of the fire chief and fire marshal in consideration of the request. Further, the
public works director shall consider alternative means available to the
customer. If special condition(s) are approved by the public works director,
in no case shall the meter be used for more than an additional 30 calendar
days. The public works director may provide a written ruling within 15
working days of receipt of the customer's written request.
In the event a request for special condition(s) is denied by the public works
director, customer shall, within 14 calendar days, make written appeal to
the city manager of the public works director's decision. The city manager
shall render a written decision within 30 working days of receipt of the
customer's appeal. Such decision by the city manager shall be final and not
appealable to the city council.
For purposes of this section, written communication shall be considered
communication, which is deposited with the United States Postal Service for
delivery.
The user must submit in writing, the location of where the meter will be used
and such meter shall be used exclusively at the location on record with the
city. For purposes of this section, the use of a meter shall be allowed
cumulatively for only one location within an individual subdivision and/or
development.
For a period of 90 cumulative calendar days after a meter is returned and
read by the city, a user shall not be permitted to check out another meter
for use at the same designated location, as defined herein.
Ordinance O-26-2357
Page 3 of 5
The monthly base charge for a fire hydrant meter shall be $50.00. Water
usage for a fire hydrant meter shall be charged at the same volumetric rate
as all other water customers.
The customer shall be in possession of and responsible for the meter. The
customer will be responsible for bringing the meter to the public works
service center by the 20th of each month for reading. The customer is
required to use a proper fire hydrant wrench for operation of the fire hydrant.
The customer shall be responsible for any damage and repair, as reasonably
determined by the city, to the fire hydrant or the fire hydrant meter by the
use of a temporary water meter.
The customer will be required to provide for any backflow device necessary
to meet the current city ordinance for protection of the city's drinking water
supply.
The City of Colleyville, Tarrant County, and Texas Department of
Transportation (TxDOT) shall be exempt from the provisions of this policy.
Sec. B. - Sewer rates.
This schedule of rates per month or fraction thereof shall be the basis for
determining charges to all customers for rendering sanitary sewage service,
where the sewage produced by such customer is a normal strength
wastewater (170 mg/l BOD and 260 mg/l suspended solids) and where such
customer is located within the City of Colleyville. The base charge for non-
residential customers shall be $6.00 higher than the charge for residential
customers.
A base charge per month shall be charged as follows:
Residential customers $15.49
Non-residential customers $21.49
A monthly sewer volume charge shall also be charged to all customers as
set forth hereinafter. The sewer volume charge for residential customers will
be based upon the individual customer's average monthly water use during
the months of December, January and February. Where no preceding winter
quarter average is available from records, a volume of 9,000 gallons shall
be used for this volume charge.
The monthly sewer volume charges to commercial and industrial class
customers will be based on total water use each month as measured by
appropriate meters, with the provision that if a customer can show to the
Ordinance O-26-2357
Page 4 of 5
satisfaction of the public works director that a significant portion of the
metered water usage does not enter the sanitary sewers, the customer will
be charged for only that volume entering the sewers, as determined by a
method approved by the director of public works.
Volumetric rate per 1,000 gallons: $4.7853
Sec. C. – Capital Projects rates.
The following base charges shall apply to residential and non-residential
customers to provide funding for utility capital projects necessary to
maintain the utility system:
Base charge per month for in-city and out-of-city customers:
Water meters 1 inch or less $5.83
Water meters of 1.5 inches $10.78
Water meters of 2 inches $16.74
Water meters of 3 inches $30.63
Water meters of 4 inches $50.46
Sec. D. – Billing; delinquent penalty.
All charges for services furnished or rendered by the City of Colleyville Utility
Department are due and payable on the date bill is received. If payment is
not received within sixteen days of the billing date a (10%) penalty will be
imposed for failure to pay by the due date of the bill.
In the event the meter is not delivered to the city for reading, a penalty fee
would be imposed as follows:
$100.00 1st missed reading
$200.00 2nd missed reading
$300.00 3rd missed reading
After the third missed reading, the security deposit will be forfeited and the
City of Colleyville will revoke the use of the fire hydrant meter.
Sec. E. – Discontinuance of service, notice; reconnection fee.
In the event that any month's charges remain delinquent and unpaid at the
time of a subsequent billing's due date, the user or customer shall receive a
cut-off notice which will be mailed no later than two working days after the
Ordinance O-26-2357
Page 5 of 5
subsequent billing's due date. Services will be disconnected if any arrearages
over 30 days are not paid within six working days of the cut-off notice.
Where service has been discontinued for failure to pay for service rendered,
a charge of $25.00 shall be made for each meter disconnected before said
service shall be restored. In the event the customer requests reconnection
at hours other than 8:00 a.m. to 4:30 p.m., said reconnect fee shall be
increased to $75.00.
Sec. 2. THAT the effective date of this ordinance shall be for the bills
sent out starting February 1, 2026.
AND IT IS SO ORDERED.
The first reading and public hearing being conducted on the 6th day of
January 2026.
The second reading and public hearing being conducted on the 21st day of
January 2026.
APPROVED BY A VOTE OF _ AYES, _ NAYS, ON THIS THE 21ST DAY OF
JANUARY 2026.
Mayor Bobby Lindamood Aye Mark Alphonso, Place 2 Aye
Mayor Pro Tem Brandi Elder Aye Ben Graves, Place 4 Aye
Deputy Mayor Pro Tem Scotty Richardson Aye Tim Raine, Place 6
Kimberly Holt Gunderson, Place 5 Aye
ATTEST: CITY OF COLLEYVILLE
Christine Loven, TRMC Bobby Lindamood
City Secretary Mayor
APPROVED AS TO FORM:
Whitt Wyatt
City Attorney
SECOND READING AND PUBLIC HEARING
ORDINANCE O-26-2356
CITY
Monthly
Base Rate
(Min. Bill)
TRA
Volumetric
Charge
Total Bill
§TRA bills Colleyville for water and
wastewater treatment.
§WATER: Based on volume of
treated water purchased
§WASTEWATER: Based on volume
of wastewater treated
§Effective Date: February 1
§Colleyville bills customers:
§A base rate to
recover the operating
costs.
§A volumetric rate
based on projected
payments to TRA
§Fixed monthly charges
calculated based on the
amount of revenue
necessary to recover the
City’s operating costs.
§Water Base Rate
§Wastewater Base Rate
§Capital Improvement
Plan (CIP) Rate
§Effective Date: October 1
SECOND READING AND PUBLIC HEARING
ORDINANCE O-26-2356
Water 2025 2026
OM $3.7414 $3.8623
Debt $2.5032 $2.7964
$6.2446 $6.6587 6.63%
WW 2025 2026
OM $1.7883 $2.0421
Debt $2.5232 $2.7432
$4.3115 $4.7853 10.99%
City of Colleyville Page 1
CITY OF COLLEYVILLE
CITY COUNCIL BRIEFING
Agenda Number 7a Agenda Date 1/21/2026 Number Resolution R-26-5112
Type Resolution
Department Fire
Title
Approval of a resolution adopting the Tarrant County Multi-Jurisdiction Hazard Mitigation
Action Plan
Explanation
Reading and Public Hearing
The Federal Disaster Mitigation Act of 2000 DMA 2000 requires a community have an
approved Hazard Mitigation Plan and an Emergency Management Plan in order to qualify
for federal funding from the following grant programs:
• Pre-Disaster Mitigation Competitive (PDM-C)
• Hazard Mitigation Grant Program (HMGP)
• Flood Mitigation Assistance (FMA)
Hazard mitigation is any action that reduces the effects of future disasters. It has been
demonstrated hazard mitigation is most effective when based on an inclusive,
comprehensive, long-term plan, which is developed before a disaster occurs. Hazard
mitigation, preparedness, response, and recovery are the four phases of emergency
management. Hazard mitigation is the only phase of emergency management
specifically dedicated to breaking the cycle of damage, reconstruction, and repeated
damage.
In July 2015, the City of Colleyville adopted the Tarrant County Hazard Mitigation Action
Plan (HAZMAP), which was a culmination of three years of work by a total of 27
jurisdictions in Tarrant County who developed the HAZMAP, which was approved by the
Federal Emergency Management Agency (FEMA). The plan is required to be updated
and approved by each entity every five years. The last update and approval by City
Council was in January 2020. The entities have updated the Plan, and in December
2025, FEMA once again began the review, and has issued a letter stating, in part, FEMA
has concluded its review of the referenced plan, in conformance with the Final Rule on
Mitigation Planning (44 CFR § 201.6). Formal approval of this plan is contingent upon
the adoption by the participants. Adopting resolutions must be submitted to this agency
for review and approval. Failure to submit these resolutions in a timely manner could
lead to a required update of the plan prior to FEMA approval. Once this final
requirement has been met, a letter of official approval will be generated.
With the HAZMAP in place, a more sustainable and disaster-resistant city is created,
strategies to lessen or eliminate the effects of potential hazards are identified,
City of Colleyville Page 2
City Council Agenda Briefing 7a
strategies are communicated to the state and federal partners, to help with funding if it
becomes available, and public awareness is increased.
With the Tarrant County Hazard Mitigation Action Plan of 2015 in place, the City of
Colleyville has been eligible to apply for the Local Hazard Mitigation Action Plan grants,
including one that offset seventy-five percent of the costs for a backup generator at City
Hall, and a backup pump station generator.
Approval of this resolution will provide for the final adoption of the plan by FEMA, assist
in the City’s efforts to mitigate hazards, and continue the City’s ability to apply for
grants.
Financial Impact
There is no financial impact to the City.
Recommendation
Approve
Attachments
1. Resolution R-26-5112
RESOLUTION R-26-5112
A RESOLUTION OF THE CITY OF COLLEYVILLE, TEXAS, ADOPTING
THE 2025 TARRANT COUNTY HAZARD MITIGATION ACTION PLAN
WHEREAS, the City of Colleyville recognizes the threat that natural hazards
pose to people and property within our community; and
WHEREAS, undertaking hazard mitigation actions before disasters occur
reduces the potential for harm to people and property and
saves taxpayer dollars; and
WHEREAS, an adopted hazard mitigation plan is required as a condition of
future funding for mitigation projects under multiple Federal
Emergency Management Agency (FEMA) pre-and post-disaster
mitigation grant programs; and
WHEREAS, the City of Colleyville has fully participated in the update
process of the 2025 Tarrant County Hazard Mitigation Action
Plan in coordination with Tarrant County and other participating
jurisdictions; and
WHEREAS, the 2025 Tarrant County Hazard Mitigation Action Plan
identifies natural hazards and mitigation strategies specific to
the City of Colleyville being adopted by the Tarrant County
Commissioners’ Court for submission to the Texas Division of
Emergency Management and FEMA.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF COLLEYVILLE, TEXAS:
Sec. 1. THAT the Colleyville City Council hereby adopts the 2025 Tarrant
County Hazard Mitigation Action Plan as the official hazard
mitigation plan for the City of Colleyville.
Sec. 2. THAT the Emergency Manager and all appropriate
departments are encouraged to pursue implementation of the
recommended mitigation actions, as feasible and appropriate.
Sec. 3. THAT the City of Colleyville will continue to actively participate
in future updates and implementation efforts of the
countywide hazard mitigation plan.
Sec. 4. THAT this resolution shall take effect immediately upon
adoption.
Resolution R-26-5112
Page 2 of 2
AND IT IS SO RESOLVED.
APPROVED BY A VOTE OF _ AYES, _ NAYS, ON THIS THE 21ST DAY OF
JANUARY 2026.
Mayor Bobby Lindamood Aye Mark Alphonso, Place 2 Aye
Mayor Pro Tem Brandi Elder Aye Ben Graves, Place 4 Aye
Deputy Mayor Pro Tem Scotty Richardson Aye Tim Raine, Place 6 Aye
Kimberly Holt Gunderson, Place 5 Aye
ATTEST: CITY OF COLLEYVILLE
Christine Loven Bobby Lindamood
City Secretary, TRMC Mayor
City of Colleyville Page 1
CITY OF COLLEYVILLE
CITY COUNCIL BRIEFING
Agenda Number 7b Agenda Date 1/21/2026 Number Resolution R-26-5113
Type Resolution
Department City Secretary
Title
Approval of a resolution calling a General Election for the purpose of electing City
Councilmembers to Place 3 and Place 4 and authorizing a joint election agreement and
contract for election services with Tarrant County Elections Administration
Explanation
Reading and Public Hearing
This item provides for the election order calling a General Election for May 2, 2026, for
the purpose of electing City Councilmembers to Place 3 and Place 4.
The City contracts with Tarrant County Elections Administration for election services,
which provides for citizens to vote at any early voting and election day location in
Tarrant County.
The attached proposed resolution provides the dates, times, and locations for voting in
the General Election and authorizes the joint election agreement with Tarrant County
Elections Administration.
Financial Impact
Funds for the 2026 General Election are allocated in the FY2026 City Secretary's Office
budget.
Recommendation
Approve
Attachments
1. Resolution R-26-5113
RESOLUTION R-26-5113
CALLING A GENERAL ELECTION FOR
MAY 2, 2026, FOR THE PURPOSE OF ELECTING
CITY COUNCILMEMBERS TO PLACE 3 AND PLACE 4 AND
AUTHORIZING A JOINT ELECTION AGREEMENT AND CONTRACT
FOR ELECTION SERVICES WITH TARRANT COUNTY ELECTIONS
ADMINISTRATION; AND PROVIDING AN EFFECTIVE DATE
WHEREAS, the City of Colleyville, Texas, desires to conduct a General
Election as set forth by the City of Colleyville Charter and
Texas Election Code, Section 41.001, to be held on Saturday,
May 2, 2026, at which time the voters will elect City
Councilmembers to Place 3 and Place 4, including the conduct
of early voting.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF COLLEYVILLE, TEXAS:
Sec. 1. THAT a General Election, including any necessary run-off
election(s), is hereby called to elect City Councilmembers to
Place 3 and Place 4, to serve until their successors are duly
elected and qualified. The General Election shall be held at
Colleyville Recreation Center, Annex A, 5008 Roberts Road,
Colleyville, Texas, on Saturday, May 2, 2026, from 7:00 a.m.
to 7:00 p.m.
Sec. 2. THAT the Mayor, or his designee, is authorized to negotiate
and execute an agreement with the Tarrant County Elections
Administration to administer the election (the “Election
Agreement”) in conformance with the Texas Elections Code
and City Charter.
Sec. 3. THAT qualified persons for City Council may file as candidates
by filing applications in the Office of the City Secretary, 100
Main Street, Colleyville, Texas, Wednesday, January 14,
2026, through Friday, February 13, 2026, Monday through
Friday, from 9:00 a.m. to 4:00 p.m.
Sec. 4. THAT Clint Ludwig, Elections Administrator, or his successor,
2700 Premier Street, Fort Worth, Texas 76111, is hereby
appointed as Early Voting Clerk and may appoint additional
deputy early voting clerks, as necessary, to properly conduct
the election. Applications for ballot by mail must be received
by mail no later than the close of business on Tuesday, April
22, 2026 (Mailing address: Tarrant County Elections, Early
Resolution R-26-5113
Page 2 of 2
Voting Clerk, or his successor, P.O. Box 961011, Fort Worth,
Texas, 76161-0011).
Sec. 5. THAT Early Voting shall be conducted at Tarrant County’s
Main Early Voting location at Tarrant County Elections Center,
2700 Premier Street, Fort Worth, Texas 76111, Colleyville
Recreation Center, Annex A, 5008 Roberts Road, Colleyville,
Texas 76034, and locations established and to be published
by the Tarrant County Elections Administration, and in
conformance with the Election Agreement.
Sec. 6. THAT this resolution shall take effect immediately upon
passage.
AND IT IS SO RESOLVED.
APPROVED BY A VOTE OF _ AYES, _ NAYS, ON THIS THE 21ST DAY OF
JANUARY 2026.
Mayor Bobby Lindamood Aye Mark Alphonso, Place 2 Aye
Mayor Pro Tem Brandi Elder Aye Ben Graves, Place 4 Aye
Deputy Mayor Pro Tem Scotty Richardson Aye Tim Raine, Place 6 Aye
Kimberly Holt Gunderson, Place 5 Aye
ATTEST: CITY OF COLLEYVILLE
Christine Loven Bobby Lindamood
City Secretary, TRMC Mayor
EXHIBIT A
Resolution R-26-5113
Calling the May 2, 2026 General Election
Early Voting Location Information
Early voting shall be conducted at the following locations:
Tarrant County’s Main Early Voting location:
Tarrant County Elections Center
2700 Premier Street
Fort Worth, Texas 76111
Annex A – Colleyville Recreation Center
5008 Roberts Road
Colleyville, Texas 76034
and all such branch offices for early voting by personal appearance as may be
established in the Election Agreement with Tarrant County.
Early Voting Times
Early voting shall begin on Monday, April 20, 2026, and shall end Tuesday, April 28,
2026, and the dates and times shall be as set forth below:
April 20 – 24 Monday – Friday 8:00 a.m. - 5:00 p.m.
April 25 Saturday 7:00 a.m. - 7:00 p.m.
April 26 Sunday 10:00 a.m. - 4:00 p.m.
April 28-29 Monday – Tuesday 7:00 a.m. - 7:00 p.m.
City of Colleyville Page 1
CITY OF COLLEYVILLE
CITY COUNCIL BRIEFING
Agenda Number 9 Agenda Date 1/21/2026
Type Report
Department City Secretary
Title
September 9, 2025 Sign Board of Appeals Minutes
December 8, 2025 Planning and Zoning Commission Minutes
December 22, 2025 Planning and Zoning Commission Worksession Minutes
Attachments
1. September 9, 2025 - Sign Board of Appeals Minutes
2. December 8, 2025 - Planning and Zoning Commission Minutes
3. December 22, 2025 - Planning and Zoning Commission Worksession Minutes
City of Colleyville Page 1
CITY OF COLLEYVILLE
SIGN BOARD OF APPEALS
MINUTES
100 Main Street, Colleyville, Texas, 76034
TUESDAY, SEPTEMBER 9, 2025
CALL MEETING TO ORDER
CITY COUNCIL CHAMBERS
The City of Colleyville Sign Board of Appeals Meeting was called to order by Chair
Carroll on September 9, 2025, at 7:00 p.m.
Roll Call
Present: Frank Carroll, Dan Shadle, Michael Deakin, Eric Holland, and Rick
Ramirez
Absent: Dee Kamerman and Richard Vallario
Staff Present: Planner Kris Potts and Planner Bethany Lopez
1. APPROVAL OF MINUTES
1a May 15, 2025 Sign Board of Appeals Minutes
Board Member Shadle made a motion to approve the May 15, 2025
minutes. Board Member Deakin seconded the motion.
The motion was carried by the following vote:
Aye: 4 – Deakin, Ramirez, Carroll, and Shadle
Nay: 0
Abs: 1 - Holland
2. PUBLIC HEARING AGENDA ITMES
2a Consideration of a variance to the provisions of Chapter 7 of the Land
Development Code, specifically to Section 7-150, Maximum Sign Area
and Height, on Lot 2R, Block 1, Chamber Addition, located at 6630
Colleyville Boulevard, Case SC25-003
Sign Board of Appeals Minutes September 9, 2025
City of Colleyville Page 2
Planner Kris Potts presented the case and briefed the Sign Board on the
regulations and why the variance is necessary to allow the sign to be rebuilt. The
previous sign was destroyed after being hit by a car. The new sign would be
smaller than the previous sign, though still out of compliance.
Ken Green, 7205 Vanguard Court, the applicant, spoke on the case. He expressed
a desire for the sign to match existing signs at his other buildings.
The public hearing was opened. With no one wishing to speak, the public hearing
was closed.
There was general discussion between the board members regarding the proposed
variance.
Board Member Deakin made a motion to approve case SC25-003,
seconded by Board Member Holland.
The motion was carried by the following vote:
Aye: 5 – Deakin, Ramirez, Carroll, Holland, and Shadle
Nay: 0
3. ADJOURNMENT
The meeting adjourned at 7:11 p.m.
The minutes were written and prepared by:
Bethany Lopez
Bethany Lopez
Planner
The meeting minutes were approved on January 13, 2026 by a vote 5-0.
City of Colleyville Page 1
CITY OF COLLEYVILLE
PLANNING AND ZONING
COMMISSION MINUTES
100 Main Street, Colleyville, Texas, 76034
MONDAY, DECEMBER 8, 2025
CALL MEETING TO ORDER
EXECUTIVE CONFERENCE ROOM
The City of Colleyville Planning and Zoning Commission Pre Commission Meeting
was called to order by Vice Chair Groves on December 8, 2025 at 6:15 p.m.
Roll Call
Present: David Groves, Jerry Savoie, Richard Remley, David Ebert, Jerome
Obinabo, Brandon Arnold, and Candace Sandifer
Staff Present: Community Development Director Ben Bryner, Planning Manager
Daniel Ponder, Planner Christopher Pham, Planner/Urban Forester Ivana Gonzalez,
Planner Bethany Lopez, and Fire Marshal Rob Mckeown
Community Development Director Ben Bryner briefed the Commission on the item
that would be presented on tonight’s agenda. There was general discussion
regarding the updates to the case the Commission would be voting on.
Vice Chair Groves adjourned the Planning and Zoning Commission Pre Commission
Meeting at 6:19 p.m.
CALL MEETING TO ORDER
CITY COUNCIL CHAMBERS
The City of Colleyville Planning and Zoning Commission Meeting was called to order
by Vice Chair Groves on December 8, 2025, at 7:00 p.m.
Roll Call
Present: David Groves, Jerry Savoie, Richard Remley, David Ebert, Jerome
Obinabo, Brandon Arnold, and Candace Sandifer
Staff Present: Community Development Director Ben Bryner, Planning Manager
Daniel Ponder, Planner Christopher Pham, Planner/Urban Forester Ivana Gonzalez,
Planner Bethany Lopez, and Fire Marshal Rob Mckeown
Planning and Zoning Commission Minutes December 8, 2025
City of Colleyville Page 2
1. APPROVAL OF MINUTES
1a November 10, 2025 Planning and Zoning Commission Meeting Minutes
November 24, 2025 Planning and Zoning Commission Worksession
Meeting Minutes
Commissioner Savoie made a motion to approve the November 10, 2025
Planning and Zoning Commission Meeting Minutes and the November 24,
2025 Planning and Zoning Worksession meeting minutes, seconded by
Commissioner Obinabo.
The motion was carried by the following vote:
Aye: 7 – Groves, Savoie, Obinabo, Arnold, Remley, Ebert, and Sandifer
Nay: 0
2. ELECTION OF CHAIR AND VICE-CHAIR OF THE PLANNING AND
ZONING COMMISSION
2a Election of Chair and Vice-Chair
Commissioner Obinabo made a motion to nominate David Groves as Chair
of the Planning and Zoning Commission, seconded by Commissioner Savoie.
The motion was carried by the following vote:
Aye: 7 – Groves, Savoie, Obinabo, Arnold, Remley, Ebert, and Sandifer
Nay: 0
Commissioner Obinabo made a motion to nominate Jerry Savoie as Vice-
Chair of the Planning and Zoning Commission, seconded by Commissioner
Ebert.
The motion was carried by the following vote:
Aye: 7 – Groves, Savoie, Obinabo, Arnold, Remley, Ebert, and Sandifer
Nay: 0
3. PUBLIC HEARING AGENDA ITEMS
3a Consideration of a replat for Lots 1R, 2R, and 5-7, Block 1, Northeast
Professional Park, located at 1105 Professional Court and 5301
Colleyville Boulevard, Case PC25-022
Planning and Zoning Commission Minutes December 8, 2025
City of Colleyville Page 3
Planning Manager Daniel Ponder presented case PC25-022 and briefed the
Commission on the request. The applicant is requesting a replat to divide two
existing lots into five lots. The request would meet all requirements of the CPO
Professional Office zoning district.
The public hearing was opened. With no one wishing to speak, the public hearing
was closed.
Commissioner Savoie made a motion to approve case PC25-022, seconded
by Commissioner Obinabo.
The motion was carried by the following vote:
Aye: 7 – Groves, Savoie, Obinabo, Arnold, Remley, Ebert, and Sandifer
Nay: 0
3. CITIZEN COMMENTS
The public hearing was opened. With no one wishing to speak the public hearing
was closed.
4. ADJOURNMENT
The meeting adjourned at 7:07 p.m.
The minutes were written and prepared by:
Bethany Lopez
Bethany Lopez
Planner
The meeting minutes were approved on January 12, 2026, by a vote of 6-0.
City of Colleyville Page 1
CITY OF COLLEYVILLE
PLANNING AND ZONING
COMMISSION WORKSESSION
MINUTES
100 Main Street, Colleyville, Texas, 76034
MONDAY, DECEMBER 22, 2025
CALL MEETING TO ORDER
EXECUTIVE CONFERENCE ROOM
The City of Colleyville Planning and Zoning Commission Worksession Meeting was
called to order by Chair David Groves on December 22, 2025, at 6:15 p.m.
Roll Call
Present: David Groves, David Ebert, Richard Remley, Jerome Obinabo, Jerry
Savoie, Brandon Arnold, and Candace Sandifer.
Staff Present: Community Development Director Ben Bryner, Planner Christopher
Pham, Planner/Urban Forester Ivana Gonzalez, and Fire Marshal Rob Mckeown.
2. WORKSESSION AGENDA ITEMS
2a Presentation and discussion of a rezoning from RD Two Family
Residential to PUD-R Planned Unit Development Residential on Lots 1-
12, Block 1; Lots 1-14, Block 2; Lots 1-30, Block 3; and Lots 1-34, Block
4, of the Fox Meadows Addition, Case ZC25-030
Planner Christopher Pham presented the case and briefed the Commission on the
request. There was discussion regarding the open space and the overall
requirements of the zoning district.
3. ADJOURNMENT
The meeting adjourned at 6:24 p.m.
The minutes were written and prepared by:
Ivana Gonzalez
Ivana Gonzalez
Planner/Urban Forester
The meeting minutes were approved on January 12, 2026 by a vote of 6-0.
RESOLUTION R-26-5114
A RESOLUTION APPROVING CITY COUNCIL ACTION UNDER
BUSINESS AT THE REGULAR CITY COUNCIL MEETING OF
JANUARY 21, 2026
WHEREAS, City Council has taken action on certain items on the agenda
under Business.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF COLLEYVILLE, TEXAS:
Sec. 1. THAT
AND IT IS SO RESOLVED.
APPROVED BY A VOTE OF _ AYES, _ NAYS, ON THIS THE 21ST DAY OF
JANUARY 2026.
Mayor Bobby Lindamood Aye Mark Alphonso, Place 2 Aye
Mayor Pro Tem Brandi Elder Aye Ben Graves, Place 4 Aye
Deputy Mayor Pro Tem Scotty Richardson Aye Tim Raine, Place 6
Kimberly Holt Gunderson, Place 5 Aye
ATTEST: CITY OF COLLEYVILLE
Christine Loven Bobby Lindamood
City Secretary, TRMC Mayor