On the agenda: Defiance meeting — DATA CENTER (Jul 7)

NOTICE OF PROCEEDINGS MEETING
City Council of the City of Defiance, Ohio
Charles D. Beard Council Chambers
City Hall, 631 Perry Street, Defiance, OH 43512
REGULAR MEETING OF COUNCIL
TUESDAY JULY 7, 2026
7:00 P.M.
PUBLIC HEARING: NONE

SPECIAL GUEST: REBECCA RUPP – DISCUSSION ON DATA CENTERS AND PROPOSAL FOR A TOWN HALL OR
MORATORIUM
SECOND READING: AN ORDINANCE VACATING RIGHT-OF-WAY IN THE LOTS BETWEEN THE MAUMEE AND
AUGLAIZE RIVERS IN THE CITY OF DEFIANCE, OHIO
FIRST READING: AN ORDINANCE AUTHORIOZING A CONTRACT FOR AN ONLINE PERMITTING AND PAYMENT
PROGRAM AND DECLARING AN EMERGENCY
STUDY SESSION: NONE
CITIZEN CONCERNS: NAME & ADDRESS FOR THE RECORD (5 MINS)
LIAISON
TIME
DATE (2026)
ASSIGNMENTS
P.M.
COMMITTEE OF A WHOLE

AGENDA

7:00

TUESDAY
JULY

NO MEETING

7:00

TUESDAY
JULY

NO MEETING

7:00

TUESDAY
JULY

NO MEETING

7:00

TUESDAY
JULY

NO MEETING

7:00

TUESDAY
JULY

NO MEETING

7:00

TUESDAY
JULY

NO MEETING

PUBLIC UTILITIES, GAS & LIGHTS
KAUFMAN

7:00

TUESDAY
JULY

NO MEETING

SEWER & SANITATION
KAUFMAN

7:00

TUESDAY
JULY

NO MEETING

STREETS & SIDEWALKS
MAST

7:00

TUESDAY
JULY

NO MEETING

7:00

TUESDAY
JULY

NO MEETING

5:00

TUESDAY
JULY

NO MEETING

1:30 MONDAY
9:00 A.M.
THURSDAY

MONDAY and
THURSDAY

McMASTER
BUILDING & LANDS
ENGEL
ECONOMIC DEVELOPMENT
HANCOCK
FINANCE & BUDGET
WAXLER
POLICE & FIRE
CORBITT
PUBLIC RELATIONS
KRUTSCH

WATERWORKS – SERVICE
KRUTSCH
TRAFFIC COMMISSION:
MACK. Mayor. Zeedyk. Herbert. Wittkop.
Sprow. Waxler. Mast. Krutsch

BOARD OF CONTROL MEETING:
MAYOR. Mack. O’Donnell. Sprague

NO MEETING JULY 6 OR JULY 9, 2026
POSTED AT 631 PERRY STREET
MEETINGS IN FRONT CONFERENCE ROOM

Exhibit A

Exhibit A

Service Agreement
For iWorQ Applications and Services

Prepared for:
City of Defiance, OH
631 Perry Street, Defiance, OH 43512
Population: 16465.0
Prepared by:
Nathan Romrell
iWorQ Systems

Agreement ID: 261596

Page 2 of 13

AMENDMENTS & EXCEPTIONS

AMENDMENTS AND EXCEPTIONS TO STANDARD SERVICE AGREEMENT
This section outlines approved amendments and exceptions to standard terms. In the event of a conflict, the
terms in this section shall supersede the standard terms of this Agreement, but only to the extent expressly
stated herein. All other provisions of the Agreement remain unchanged and fully enforceable.

Amendment - Pro-Rated ARR & Setup Billing Terms
Pro-Rated Billing Terms
Recurring Fees:

Initial Invoice Date

Amount

Invoice Purpose

Initial Service Period

09-01-2026

$11,480.00

Pro-Rated Invoice

09-01-2026 - 04-30-2027

Standard Invoice Date

Amount

Invoice Purpose

First Year Service Period

30 Days Prior to the Period
Start

$25,500.00

Annual Invoice

05-01-2027 - 04-30-2028

Invoice Date

Amount

Invoice Purpose

Service Period

09-01-2026

$3,500.00

Agreement Setup Amount

60 Days after Kickoff

Setup Fees

Org ID: 23748

iWorQ Systems
P.O. Box 3784, Logan, UT 84323

Deal ID: 120137

Page 3 of 13

City of Defiance, OH hereafter known as ("Customer"), enters into THIS SERVICE AGREEMENT ("Agreement")
with iWorQ Systems Inc. ("iWorQ") with its principal place of business 1125 West 400 North, Suite 102, Logan,
Utah 84321.

1. SOFTWARE AS A SERVICE (SaaS) TERMS OF ACCESS:

iWorQ grants Customer a non-exclusive, non-transferable limited access to use iWorQ service(s),
application(s) on iWorQ’s authorized website for the fee(s) and terms listed in Appendix A. This agreement will
govern all iWorQ application(s) and service(s) including the application(s) and service(s) listed in Appendix A.

2. CUSTOMER RESPONSIBILITY:

Customer acknowledges that they are receiving only a limited subscription to use the application(s), service(s),
and related documentation, if any, and shall obtain no titles, ownership nor any rights in or to the
application(s), service(s), and related documentation, all of which title and rights shall remain with iWorQ.
Customer shall not permit any user to reproduce, copy, or reverse engineer any of the application(s),
service(s) and related documentation. iWorQ is not responsible for the content entered into iWorQ's database
or uploaded as a document or image.

3. TRAINING AND IMPLEMENTATION:

Customer agrees to provide the time, resources, and personnel to implement iWorQ’s service(s) and
application(s). iWorQ will assign a senior account manager and an account management team to implement
service(s) and application(s). Typical implementation will take less than 60 days. iWorQ account managers will
call twice per week, provide remote training once per week, and send weekly summary emails to the
customer implementation team. iWorQ can provide project management and implementation documents
upon request.
iWorQ will do ONE import of the Customer’s data. This import consists of importing data, sent by the
Customer, in an electronic relational database format. Acquisition of data is the responsibility of the client;
iWorQ will not be involved in negotiation for data with third parties.
Customer must have clear ownership of all forms, letters, inspections, checklists, and data sent to iWorQ.

4. CUSTOMER DATA:

Customer data will be stored in AWS GovCloud. iWorQ will use commercially reasonable efforts to backup,
store and manage customer data. IWorQ does backups twice per week and onsite backups twice per week.
Customer can run reports and export data from iWorQ application(s) at any time.
Customer can pay iWorQ for additional data management services(s), onsite backups application(s) and other
service(s).

Org ID: 23748

iWorQ Systems
P.O. Box 3784, Logan, UT 84323

Deal ID: 120137

Page 4 of 13

Data upload and usage is provided to every customer. This includes uploading files up to 25MB and 100GB of
managed data usage on AWS GovCloud. Additional upload file sizes and managed data usage sizes can be
provided based on the application(s) and service(s) listed in Appendix A.
Customers can upload and store images with personal information like driver's license, and more. This data
can be used by the customer to complete the permitting, licensing, or code enforcement processes. Customer
understands that the data must be uploaded and stored in the sensitive data upload section of the iWorQ
software for access and security purposes.
IWorQ is not responsible for: (1) For the content entered into iWorQ’s database, (2) For images or documents
scanned locally and uploaded by the iWorQ users, (3) For documents or images uploaded by citizen over the
web, and (4) For data sent to the Customer by iWorQ.

5. CUSTOMER SUPPORT:

Customer support and training are FREE and available Monday-Friday, from 6:00 A.M. to 5:00 P.M. MST, for
any authorized user with a login. iWorQ provides unlimited remote Customer training (through webinars),
phone support, help files, and documentation. Basic support requests are typically handled the same day.
iWorQ provides “Service NOT Software”.

6. BILLING:

iWorQ will invoice Customer on an annual basis. iWorQ will send invoices by mail and by email to the
address(s) listed in Appendix A. Terms of the invoice are net 30 days from the date of the invoice. Any billing
changes will require that a new Service(s) Agreement be signed by the Customer.
Any additional costs imposed by the Customer including business licenses, fees, or taxes will be added to the
Customer's invoice yearly. Support and services fees may increase in subsequent years but will increase no
more than 5% per year.
Customer pricing is based on a 3 Year Term and reflects a discounted annual price. Changes to the Term or
the Termination Policy (Section 7. Termination:), will affect the annual pricing and could double your annual
cost. Customer reserves the right to pay the 3 Year Term upfront to secure discounted annual pricing

7. TERMINATION:

Either party may terminate this agreement after the initial 3-Year Term, without cause if the terminating party
gives the other party sixty (60) days written notice. Should the Customer terminate any part of the
application(s) and or service(s) the remaining balance will immediately become due. Should the Customer
terminate any part of the application(s) and or service(s) a new Service(s) Agreement will need to be signed.
Upon expiration of the Initial Term, this Agreement shall automatically be renewed for successive one (1) year
terms unless either party provides notice of termination or non-renewal no less than sixty (60) days prior to
expiration of the then-current term.

Org ID: 23748

iWorQ Systems
P.O. Box 3784, Logan, UT 84323

Deal ID: 120137

Page 5 of 13

Upon termination of this Agreement, iWorQ will discontinue all application(s) and or service(s); iWorQ will
provide customer with an electronic copy of all of Customer's data, if requested by the Customer (within 3-5
business days).
During the term of the Agreement, the Customer may request a copy of all of Customer's data, which shall be
provided to Customer for a cost of no more than $2500 per copy. Please note, if the Customer is not in
compliance with the material terms and conditions of this Agreement, iWorQ will not be required to provide
Customer with the data.

8. ACCEPTABLE USE:

Customer represents and warrants that the application(s) and service(s) will only be used for lawful purposes,
in a manner allowed by law, and in accordance with reasonable operating rules, and policies, terms and
procedures. iWorQ may restrict access to users upon misuse of application(s) and service(s).

9. MISCELLANEOUS PROVISIONS:

This Agreement will be governed by and construed in accordance with the laws of the State of Utah. Customer
recognizes that iWorQ Systems is a software company located in Utah. Any changes to this section, including
changes to the Venue or Forum, will be subject to an increase in their annual pricing.

10. CUSTOMER IMPLEMENTATION INFORMATION:
Primary Implementation Contact:

Name: _______________________________________________

Title: ___________________________________________

Office Phone: ________________________________________

Cell (required): _________________________________

Email: __________________________________________
Secondary Implementation Contact:

Name: _______________________________________________

Title: ___________________________________________

Office Phone: ________________________________________

Cell (required): _________________________________

Email: __________________________________________

Org ID: 23748

iWorQ Systems
P.O. Box 3784, Logan, UT 84323

Deal ID: 120137

Page 6 of 13

Portal Setup Contact:

Name: _______________________________________________

Title: ___________________________________________

Office Phone: ________________________________________

Cell (required): ________________________________

Email: __________________________________________
(This person is responsible for placing the iWorQ Portal Link being placed on the
agency’s website within 90 days of the agreement signature. The iWorQ Portal Link
will remain on agencies website for the entire Term of the agreement. If the iWorQ
Portal Link is not placed on the city website within 90 days, the Agency agrees to pay
an additional $1,000 dollars towards setup costs (this is to cover iWorQ’s time).

Portal Setup Contact Signature:

_________________________________

11. CUSTOMER BILLING INFORMATION:
Billing Contact: ____________________________________________________ Title: ______________________________
Billing Address: ________________________________________________________________________________________________________

Office Phone: ________________________________________

Cell: ________________________________________________

Email: __________________________________________
PO #: __________________________________

Tax Exempt ID # (required): __________________________________

Note: If a tax-exempt number is not provided, a 10% service increase will be added to the yearly invoice.

12. ACCEPTANCE:

The effective date of this Agreement is listed below. Authorized representatives of Customer and iWorQ have
read the agreement and agree and accept all the terms.

Signature: ________________________________________

Effective Date: ___________________________________

Printed Name: ____________________________________

Title: ____________________________________________

Office Phone: ________________________________________

Cell: ________________________________________________

Unless otherwise stated, Service Period starts the first day of the month after signature and Effective Date.

Org ID: 23748

iWorQ Systems
P.O. Box 3784, Logan, UT 84323

Deal ID: 120137

Page 7 of 13

APPENDIX A

APPLICATIONS, SERVICES AND PRICING SCHEDULE

THIS PAGE INTENTIONALLY LEFT BLANK

Org ID: 23748

iWorQ Systems
P.O. Box 3784, Logan, UT 84323

Deal ID: 120137

Page 8 of 13

Standard Billing Terms
Recurring Fees:

Standard Invoice Date

Amount

Invoice Purpose

First Year Service Period

30 Days Prior to the Period
Start

$25,500.00

Annual Invoice

05-01-2027 - 04-30-2028

Standard Invoice Date

Amount

Invoice Purpose

First Year Service Period

30 Days Prior to the Period
Start

$3,500.00

Agreement Setup Amount

60 Days after Kickoff

Setup Fees

Annual Subscription Fees
Applicatio Classificatio Application Name
n ID
n

Standard
Pricing

Discount1

Agreement
Pricing

600

PKG Existing

Permit Management

$17,500.00

-$2,500.00

$15,000.00

400

PKG Existing

Code Enforcement

$0.00

$0.00

$0.00

1000

PKG - Added

Portal Home

$0.00

$0.00

$0.00

ADD-22

Added

Payment Processing
(Payroc)

$0.00

$0.00

$0.00

ADD-8

Added

Additional Web Forms for
Online Portal

$2,500.00

-$1,500.00

$1,000.00

2000

PKG - Added

Planning & Zoning

$7,500.00

-$1,500.00

$6,000.00

1000

PKG - Added

Portal Home

$0.00

$0.00

$0.00

ADD-22

Added

Payment Processing
(Payroc)

$0.00

$0.00

$0.00

1100

PKG Existing

Entity Management

$8,800.00

-$5,300.00

$3,500.00

Org ID: 23748

iWorQ Systems
P.O. Box 3784, Logan, UT 84323

Deal ID: 120137

Page 9 of 13

1000

PKG - Added

Portal Home

$0.00

$0.00

$0.00

ADD-22

Added

Payment Processing
(Payroc)

$0.00

$0.00

$0.00

Subscription Fee Total (This amount will be invoiced each year)

$25,500.00

One-Time Setup
Service(s)

Agreement Pricing

Implementation and Setup Cost (Year 1)

$3,500.00

Recurring Agreement Pricing

$25,500.00

Agreement Setup

$3,500.00

Total Due Year 1

$29,000.00

NOTES AND SERVICE DESCRIPTION
I.

Invoice for the (Annual Subscription Fee Total + One-Time Total) will be sent out immediately upon
execution of the contract. Payment terms are net 30 days from the invoice date.
II. This Subscription Fee and Agreement have been provided at the Customer's request and is valid for 25
days.
III. This cost proposal cannot be disclosed or used to compete with other companies.

UPGRADE AND ADD-ON NOTES
I.

This agreement combines existing services (Community Development Basic and Contractor Basic)
totaling $ 8,280.00 with proposed added services totaling $17,220.00 for a new annual total of
$25,500.00.
II. This agreement upgrades Community Development Basic to Enterprise Level ($6,720), upgrades Entity
Basic - Contractors to Entity Enterprise ($3,500), and adds Planning and Zoning Enterprise ($6,000).
This agreement will come with a total of 30 webforms.

Org ID: 23748

iWorQ Systems
P.O. Box 3784, Logan, UT 84323

Deal ID: 120137

Page 10 of 13

APPENDIX B

PRODUCT DESCRIPTIONS

Package(s) Purchased
ComDev

Licensing

Community Development Enterprise, Planning & Zoning
Enterprise

Entity Enterprise

Product Descriptions
Application / Feature

CD Basic

CD Department

CD Enterprise

Permit & Code Management

x

x

x

Available on Multiple Device
Types

x

x

x

Configurable Reporting

x

x

x

Fees & Payments

x

x

x

Inspection & Plan Review

x

x

x

Sensitive File Uploads

x

x

x

OpenStreetMap w/ Quarterly
Updates

x

x

x

Access to iWorQ Letter
Template Library

x

x

x

File Usage Allowance

x

x

x

Custom Letters*

x

x

x

Custom Web Forms*

x

x

Online Portal

x

x

Online Citizen Messaging

x

x

Access to iWorQ Web Form
Templates

x

Card Payment Processing

x

Texting Capabilities

x

Configurable System
Workflows

x

iWorQ Notifications

x

Inspection Routing

x

Scheduled Reports*

x

Org ID: 23748

iWorQ Systems
P.O. Box 3784, Logan, UT 84323

Deal ID: 120137

Page 11 of 13

Application / Feature

CD Basic

CD Department

CD Enterprise

GIS REST Services**

x

XworQ AI Features

x

* Available for Expansion Purchase

**GIS REST Services Requirements:

iWorQ will be able to publish your agency's ESRI REST Services monthly if the following conditions are met:
1. The Rest Service URL is either a public access URL or the agency will allow iWorQ to be added to the user group of that
data.
1.1. User Group must have permission settings set to allow root access to pull the data.
2. The Rest Service data contains the information needed for system functionality and field types match.
2.1. The format of that data must conform to iWorQ Systems

Application / Feature

Planning & Zoning Basic

Planning & Zoning Enterprise

Track Projects

x

x

Available on Multiple Device Types

x

x

Configurable Reporting

x

x

Fees & Payments

x

x

Inspections & Plan Reviews

x

x

Workflow Configuration

x

x

Meeting & Hearing Management

x

x

Plan Annotation & Review

x

x

File Usage Allowance*

x

x

Sensitive File Uploads

x

x

OpenStreetMap w/ Quarterly Updates

x

x

Access to iWorQ Letter Template Library

x

x

Custom Letters*

x

x

Card Processing

x

Online Portal

x

Custom Web Forms*

x

Access to iWorQ Web Form Templates

x

iWorQ Notifications

x

Scheduled Reports*

x

XworQ AI Features

x

* Available for Expansion Purchase

Org ID: 23748

iWorQ Systems
P.O. Box 3784, Logan, UT 84323

Deal ID: 120137

Page 12 of 13

Entity Type(s): Contractor Entity

Application / Feature

Entity Basic

Entity Department

Entity Enterprise

Entity & License Tracking

x

x

x

Available on Multiple Device
Types

x

x

x

Standard

Configurable

Configurable

Configurable Reporting

x

x

x

Fees, Invoices & Payments

x

x

x

Inspections Tracking

x

x

x

Sensitive File Uploads

x

x

x

OpenStreetMap w/ Quarterly
Updates

x

x

x

Access to iWorQ Letter
Template Library

x

x

x

File Usage Allowance

x

x

x

Custom Letters*

x

x

x

License Structure Complexity

Simple

Configurable

Configurable

Renewal Configuration

Standard

Simple

Advanced

Online Portal

x

x

Custom Web Forms*

x

x

Custom Online Renewal
Forms*

x

x

Field Structure

Access to Standard Web Form
Templates

x

Card Processing

x

Configurable System
Workflows

x

Inspection Routing

x

iWorQ Notifications

x

GIS Rest Services**

x

Scheduled Reports*

x

Compare Business Records to
Records Found Online

x

XworQ AI Features

x

* Available for Expansion Purchase

**GIS REST Services Requirements:
Org ID: 23748

iWorQ Systems
P.O. Box 3784, Logan, UT 84323

Deal ID: 120137

Page 13 of 13

iWorQ will be able to publish your agency's ESRI REST Services monthly if the following conditions are met:
1. The Rest Service URL is either a public access URL or the agency will allow iWorQ to be added to the user group of that
data.
1.1. User Group must have permission settings set to allow root access to pull the data.
2. The Rest Service data contains the information needed for system functionality and field types match.
2.1. The format of that data must conform to iWorQ Systems

Additional Web Forms for Online Portal
•

( 21 ) Additional Web Forms for Online Portal Applications

•

( 30 ) Total Web Forms

Note: Additional Web Forms can be purchased as needed: $750/annually for 3

Org ID: 23748

iWorQ Systems
P.O. Box 3784, Logan, UT 84323

Deal ID: 120137