HomeMy WebLinkAboutC-4121 - PSA for Website and Intranet Re-Design Project�- -1401
PROFESSIONAL SERVICES AGREEMENT WITH
VISION INTERNET PROVIDERS, INC.
FOR WEBSITE AND INTRANET RE- DESIGN PROJECT
THIS AGREEMENT is made and entered into as of thisd? kh day of October, 2008, by
and between the CITY OF NEWPORT BEACH, a Municipal Corporation ( "City"), and
VISION INTERNET PROVIDERS, INC., a California Corporation whose address is
2530 Wilshire Boulevard, 2nd Floor, Santa Monica, CA 90403 ( "Consultant" or
"Contractor "), and is made with reference to the following:
RECITALS
A. City is a municipal corporation duly organized and validly existing under the laws
of the State of California with the power to carry on its business as it is now
being conducted under the statutes of the State of California and the Charter of
City.
B. City is planning to redesign the City of Newport Beach website and intranet
( "Project ").
C. City desires to engage Consultant to provide website design. Consultant will
provide a website design that reflects the City, draws people in, and makes it
immediately obvious that the website is the best place to get information and
access resources. Consultant will organize information on the website by
department, topic, and/or target users.
D. Consultant will implement the Vision Content Management System (VCMS) to
facilitate management of content to non - technical staff throughout the City.
E. Consultant will implement interactive components to make the website more
engaging and useful for users.
Consultant will provide the City with an HTML template that vendors of third -party
tools can use and will integrate links to these third -party tools into the overall
website navigation.
G. Consultant possesses the skill, experience, ability, background, certification and
knowledge to provide the services described in this Agreement.
H. The principal member[s] of Consultant for purposes of Project, shall be Maggie
Long.
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City has solicited and received a proposal from Consultant, has reviewed the
previous experience and evaluated the expertise of Consultant, and desires to
retain Consultant to render professional services under the terms and conditions
set forth in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as
follows:
1. TERM
The term of this Agreement shall commence on the above written date, and shall
terminate on the 30th day of June, 2009, unless terminated earlier as set forth
herein.
2. SERVICES TO BE PERFORMED
Consultant shall diligently perform all the services described in the Scope of
Services attached hereto as Exhibit A and incorporated herein by reference.
The City may elect to delete certain tasks of the Scope of Services at its sole
discretion. In addition, the parties agree to the Schedule of Billing Rates and
Specifications attached hereto as Exhibit B and incorporated herein by
reference.
3. TIME OF PERFORMANCE
Time is of the essence in the performance of services and payment of
compensation under this Agreement and Consultant shall perform the services in
accordance with the schedule included in Exhibit A. The failure by Consultant
to strictly adhere to the schedule may result in termination of this Agreement by
City.
Notwithstanding the foregoing, Consultant shall not be responsible for delays
due to causes beyond Consultant's reasonable control. However, in the case of
any such delay in the services to be provided for the Project, each party hereby
agrees to provide notice to the other party so that all delays can be addressed.
3.1 Consultant shall submit all requests for extensions of time for
performance in writing to the Project Administrator not later than ten (10)
calendar days after the start of the condition that purportedly causes a
delay. The Project Administrator shall review all such requests and may
grant reasonable time extensions for unforeseeable delays that are
beyond Consultant's control.
3.2 For all time periods not specifically set forth herein, Consultant shall
respond in the most expedient and appropriate manner under the
circumstances, by either telephone, fax, hand - delivery, e-mail, or mail.
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4. COMPENSATION TO CONSULTANT
City shall pay Consultant for the services on a task basis in accordance with the
provisions of this Section. Consultant's compensation for all work performed in
accordance with this Agreement, including all reimbursable items and
subconsultant fees, shall not exceed Eighty Thousand Five Hundred Dollars
and no /100 ($80,500) without prior written authorization from City. No billing
rate changes shall be made during the term of this Agreement without the prior
written approval of City.
4.1 Compensation by Stages: Compensation for all work performed for
Stages 1 through 5, as referenced in Exhibit A, including all reimbursable
items and subconsultant fees shall not exceed Seventy Four Thousand Five
Hundred Dollars and no /100 ($74,500). City agrees to pay Consultant as
follows:
(i) A payment equal to Fourteen Thousand Nine Hundred Dollars and
no /100 ($14,900) upon completion of Stages 1 and 2, as
referenced in Exhibit A, and City approval of the invoice submitted
for this work in accordance with Section 4.2;
(ii) A payment equal to Fourteen Thousand Nine Hundred Dollars and
no /100 ($14,900) upon completion of Stage 3, as referenced in
Exhibit A, and City approval of the invoice submitted for this work in
accordance with Section 4.2;
(iii) A payment equal to Twenty Two Thousand Three Hundred Fifty
Dollars and no /100 ($22,350) upon Completion of Stages 4 and 5,
as referenced in Exhibit A, and City approval of the invoice
submitted for this work in accordance with Section 4.2;
(iv) A payment equal to Twenty Two Thousand Three Hundred Fifty
Dollars and no /100 ($22,350) upon completion of all work set forth
in the Stages identified in Exhibit A and City approval of the invoice
submitted for this work in accordance with Section 4.2.
4.2 City shall pay Consultant for Extra Work Services identified as integration
to Tele -works Selectalert on a time and expense not -to- exceed basis in
accordance with the provisions of this Section and the Schedule of Billing
Rates attached hereto as Exhibit B. Extra Work Services identified in
Exhibit B shall not exceed Six Thousand Dollars and no /100 ($6,000).
4.3 Consultant shall submit invoices to City describing the work performed.
Consultant's bills shall include the name of the person who performed the
work, a brief description of the services performed and /or the specific task
in the Scope of Services to which it relates, the date the services were
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performed, the number of hours spent on all work billed on an hourly
basis, and a description of any reimbursable expenditures. City shall pay
Consultant no later than thirty (30) days after approval of the invoice by
City staff.
4.4 City shall reimburse Consultant only for those costs or expenses
specifically approved in this Agreement, or specifically approved in writing
in advance by City. Unless otherwise approved, such costs shall be
limited and include nothing more than the following costs incurred by
Consultant:
A. The actual costs of subconsultants for performance of any of the
services that Consultant agrees to render pursuant to this
Agreement, which have been approved in advance by City and
awarded in accordance with this Agreement.
B. Approved reproduction charges.
C. Actual costs and/or other costs and /or payments specifically
authorized in advance in writing and incurred by Consultant in the
performance of this Agreement.
4.5 Consultant shall not receive any compensation for Extra Work performed
without the prior written authorization of City. As used herein, "Extra
Work" means any work that is determined by City to be necessary for the
proper completion of the Project, but which is not included within the
Scope of Services and which the parties did not reasonably anticipate
would be necessary at the execution of this Agreement. Compensation
for any authorized Extra Work shall be paid in accordance with the
Schedule of Billing Rates and Specifications as set forth in Exhibit B.
5. PROJECT MANAGER
Consultant shall designate a Project Manager, who shall coordinate all phases of
the Project. This Project Manager shall be available to City at all reasonable
times during the Agreement term. Consultant has designated MAGGIE LONG to
be its Project Manager. Consultant shall not remove or reassign the Project
Manager or any personnel listed in Exhibit A or assign any new or replacement
personnel to the Project without the prior written consent of City. City's approval
shall not be unreasonably withheld with respect to the removal or assignment of
non -key personnel.
Consultant, at the sole discretion of City, shall remove from the Project any of its
personnel assigned to the performance of services upon written request of City.
Consultant warrants that it will continuously furnish the necessary personnel to
complete the Project on a timely basis as contemplated by this Agreement.
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6. ADMINISTRATION
This Agreement will be administered by the City Managers' Office. TARA
FINNIGAN shall be the Project Administrator and shall have the authority to act
for City under this Agreement. The Project Administrator or his/her authorized
representative shall represent City in all matters pertaining to the services to be
rendered pursuant to this Agreement.
7. CITY'S RESPONSIBILITIES
In order to assist Consultant in the execution of its responsibilities under this
Agreement, City agrees to, where applicable:
A. Provide access to its back -end computer systems and servers, and upon
request of Consultant, one copy of all existing relevant information on file
at City. City will provide all such materials in a timely manner so as not to
cause delays in Consultant's work schedule.
B. Provide blueprinting and other services through City's reproduction
company for bid documents. Consultant will be required to coordinate the
required bid documents with City's reproduction company. All other
reproduction will be the responsibility of Consultant and as defined above.
C. Provide usable life of facilities criteria and information with regards to new
facilities or facilities to be rehabilitated.
8. STANDARD OF CARE
8.1 All of the services shall be performed by Consultant or under Consultant's
supervision. Consultant represents that it possesses the professional and
technical personnel required to perform the services required by this
Agreement, and that it will perform all services in a manner
commensurate with community professional standards. All services shall
be performed by qualified and experienced personnel who are not
employed by City, nor have any contractual relationship with City. By
delivery of completed work, Consultant certifies that the work conforms to
the requirements of this Agreement and all applicable federal, state and
local laws and the professional standard of care.
8.2 Consultant represents and warrants to City that it has, shall obtain, and
shall keep in full force in effect during the term hereof, at its sole cost and
expense, all licenses, permits, qualifications, insurance and approvals of
whatsoever nature that is legally required of Consultant to practice its
profession. Consultant shall maintain a City of Newport Beach business
license during the term of this Agreement.
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8.3 Consultant shall not be responsible for delay, nor shall Consultant be
responsible for damages or be in default or deemed to be in default by
reason of strikes, lockouts, accidents, widespread computer virus, worm,
or similar attack, or acts of God, or the failure of City to furnish timely
information or to approve or disapprove Consultant's work promptly, or
delay or faulty performance by City, contractors, or governmental
agencies.
9. HOLD HARMLESS
To the fullest extent permitted by law, Consultant shall indemnify, defend and
hold harmless City, its City Council, boards and commissions, officers, agents,
volunteers, and employees (collectively, the "Indemnified Parties ") from and
against any and all claims (including, without limitation, claims for bodily injury,
death or damage to property), demands, obligations, damages, actions, causes
of action, suits, losses, judgments, fines, penalties, liabilities, costs and
expenses (including, without limitation, attorney's fees, disbursements and court
costs) of every kind and nature whatsoever (individually, a Claim; collectively,
"Claims "), which may arise from or in any manner relate (directly or indirectly) to
any breach of the terms and conditions of this Agreement, any work performed
or services provided under this Agreement including, without limitation, defects in
workmanship or materials or Consultant's presence or activities conducted on
the Project (including the negligent and /or willful acts, errors and/or omissions of
Consultant, its principals, officers, agents, employees, vendors, suppliers,
consultants, subcontractors, anyone employed directly or indirectly by any of
them or for whose acts they may be liable or any or all of them).
Notwithstanding the foregoing, nothing herein shall be construed to require
Consultant to indemnify the Indemnified Parties from any Claim arising from the
sole negligence or willful misconduct of the Indemnified Parties, or any of them.
Nothing in this indemnity shall be construed as authorizing any award of
attorney's fees in any action on or to enforce the terms of this Agreement. This
indemnity shall apply to all claims and liability regardless of whether any
insurance policies are applicable. The policy limits do not act as a limitation
upon the amount of indemnification to be provided by the Consultant.
10. INDEPENDENT CONTRACTOR
It is understood that City retains Consultant on an independent contractor basis
and Consultant is not an agent or employee of City. The manner and means of
conducting the work are under the control of Consultant, except to the extent
they are limited by statute, rule or regulation and the expressed terms of this
Agreement. Nothing in this Agreement shall be deemed to constitute approval
for Consultant or any of Consultant's employees or agents, to be the agents or
employees of City. Consultant shall have the responsibility for and control over
the means of performing the work, provided that Consultant is in compliance with
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the terms of this Agreement. Anything in this Agreement that may appear to give
City the right to direct Consultant as to the details of the performance or to
exercise a measure of control over Consultant shall mean only that Consultant
shall follow the desires of City with respect to the results of the services.
11. COOPERATION
Consultant agrees to work closely and cooperate fully with City's designated
Project Administrator and any other agencies that may have jurisdiction or
interest in the work to be performed. City agrees to cooperate with the
Consultant on the Project.
12. CITY POLICY
Consultant shall discuss and review all matters relating to policy and Project
direction with City's Project Administrator in advance of all critical decision points
in order to ensure the Project proceeds in a manner consistent with City goals
and policies.
13. PROGRESS
Consultant is responsible for keeping the Project Administrator and /or his/her
duly authorized designee informed on a regular basis regarding the status and
progress of the Project, activities performed and planned, and any meetings that
have been scheduled or are desired.
14. INSURANCE
Without limiting Consultant's indemnification of City, and prior to commencement
of work, Consultant shall obtain, provide and maintain at its own expense during
the term of this Agreement, a policy or policies of liability insurance of the type
and amounts described below and in a form satisfactory to City.
A. Certificates of Insurance. Consultant shall provide certificates of
insurance with original endorsements to City as evidence of the insurance
coverage required herein. Insurance certificates must be approved by
City's Risk Manager prior to commencement of performance or issuance
of any permit. Current certification of insurance shall be kept on file with
City at all times during the term of this Agreement.
B. Signature. A person authorized by the insurer to bind coverage on its
behalf shall sign certification of all required policies.
C. Acceptable Insurers. All insurance policies shall be issued by an
insurance company currently authorized by the Insurance Commissioner
to transact business of insurance in the State of California, with an
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assigned policyholders' Rating of A (or higher) and Financial Size
Category Class VII (or larger) in accordance with the latest edition of
Best's Key Rating Guide, unless otherwise approved by the City's Risk
Manager.
D. Coverage Requirements.
i. Workers' Compensation Coverage. Consultant shall maintain
Workers' Compensation Insurance and Employer's Liability
Insurance for his or her employees in accordance with the laws of
the State of California. In addition, Consultant shall require each
subcontractor to similarly maintain Workers' Compensation
Insurance and Employer's Liability Insurance in accordance with
the laws of the State of California for all of the subcontractor's
employees. Any notice of cancellation or non - renewal of all
Workers' Compensation policies must be received by City at least
thirty (30) calendar days (10 calendar days written notice of non-
payment of premium) prior to such change. The insurer shall agree
to waive all rights of subrogation against City, its officers, agents,
employees and volunteers for losses arising from work performed
by Consultant for City.
ii. General Liability Coverage. Consultant shall maintain commercial
general liability insurance in an amount not less than one million
dollars ($1,000,000) per occurrence for bodily injury, personal
injury, and property damage, including without limitation,
contractual liability. If commercial general liability insurance or
other form with a general aggregate limit is used, either the general
aggregate limit shall apply separately to the work to be performed
under this Agreement, or the general aggregate limit shall be at
least twice the required occurrence limit.
iii. Automobile Liability Coverage. Consultant shall maintain
automobile insurance covering bodily injury and property damage
for all activities of the Consultant arising out of or in connection with
work to be performed under this Agreement, including coverage for
any owned, hired, non -owned or rented vehicles, as may be
applicable, in an amount not less than one million dollars
($1,000,000) combined single limit for each occurrence.
iv. Professional Errors and Omissions Insurance. Consultant shall
maintain professional errors and omissions insurance, which
covers the services to be performed in connection with this
Agreement in the minimum amount of one million dollars
($1,000,000).
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E. Endorsements. Each general liability and automobile liability insurance
policy shall be endorsed with the following specific language:
The City, its elected or appointed officers, officials, employees,
agents and volunteers are to be covered as additional insureds with
respect to liability arising out of work performed by or on behalf of
the Consultant.
ii. This policy shall be considered primary insurance as respects to
City, its elected or appointed officers, officials, employees, agents
and volunteers as respects to all claims, losses, or liability arising
directly or indirectly from the Consultant's operations or services
provided to City. Any insurance maintained by City, including any
self- insured retention City may have, shall be considered excess
insurance only and not contributory with the insurance provided
hereunder.
iii. This insurance shall act for each insured and additional insured as
though a separate policy had been written for each, except with
respect to the limits of liability of the insuring company.
iv. The insurer waives all rights of subrogation against City, its elected
or appointed officers, officials, employees, agents and volunteers.
V. Any failure to comply with reporting provisions of the policies shall
not affect coverage provided to City, its elected or appointed
officers, officials, employees, agents or volunteers.
vi. The insurance provided by this policy shall not be suspended,
voided, canceled, or reduced in coverage or in limits, by either
party except after thirty (30) calendar days (10 calendar days
written notice of non - payment of premium) written notice has been
received by City.
Timely Notice of Claims. Consultant shall give City prompt and timely
notice of claim made or suit instituted arising out of or resulting from
Consultant's performance under this Agreement.
G. Additional Insurance. Consultant shall also procure and maintain, at its
own cost and expense, any additional kinds of insurance, which in its own
judgment may be necessary for its proper protection and prosecution of
the work.
15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS
Except as specifically authorized under this Agreement, the services to be
provided under this Agreement shall not be assigned, transferred contracted or
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subcontracted out without the prior written approval of City. Any of the following
shall be construed as an assignment: The sale, assignment, transfer or other
disposition of any of the issued and outstanding capital stock of Consultant, or of
the interest of any general partner or joint venturer or syndicate member or
cotenant if Consultant is a partnership or joint- venture or syndicate or cotenancy,
which shall result in changing the control of Consultant. Control means fifty
percent (50 %) or more of the voting power, or twenty -five percent (25 %) or more
of the assets of the corporation, partnership or joint- venture.
16. SUBCONTRACTING
The parties recognize that a substantial inducement to City for entering into this
Agreement is the professional reputation, experience and competence of
Consultant. Assignments of any or all rights, duties or obligations of the
Consultant under this Agreement will be permitted only with the express written
consent of City. Consultant shall not subcontract any portion of the work to be
performed under this Agreement without the prior written authorization of City.
17. OWNERSHIP OF DOCUMENTS
Subject to Exhibit B Section 1, each and every report, draft, map, record, plan,
document and other writing produced (hereinafter "Documents "), prepared or
caused to be prepared by Consultant, its officers, employees, agents and
subcontractors, in the course of implementing this Agreement, shall become the
exclusive property of City, and City shall have the sole right to use such materials
in its discretion without further compensation to Consultant or any other party.
Consultant shall, at Consultant's expense, provide such Documents to City upon
prior written request.
Documents, including drawings and specifications, prepared by Consultant
pursuant to this Agreement are not intended or represented to be suitable for
reuse by City or others on any other project. Any use of completed Documents
for other projects and any use of incomplete Documents without specific written
authorization from Consultant will be at City's sole risk and without liability to
Consultant. Further, any and all liability arising out of changes made to
Consultant's deliverables under this Agreement by City or persons other than
Consultant is waived against Consultant and City assumes full responsibility for
such changes unless City has given Consultant prior notice and has received
from Consultant written consent for such changes.
18. CONFIDENTIALITY
All Documents, including drafts, preliminary drawings or plans, notes and
communications that result from the services in this Agreement, shall be kept
confidential unless City authorizes in writing the release of information.
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19. INTELLECTUAL PROPERTY INDEMNITY
The Consultant shall defend and indemnify City, its agents, officers,
representatives and employees against any and all liability, including costs, for
infringement of any United States' letters patent, trademark, or copyright
infringement, including costs, contained in Consultant's drawings and
specifications provided under this Agreement.
20. RECORDS
Consultant shall keep records and invoices in connection with the work to be
performed under this Agreement. Consultant shall maintain complete and
accurate records with respect to the costs incurred under this Agreement and
any services, expenditures and disbursements charged to City, for a minimum
period of three (3) years, or for any longer period required by law, from the date
of final payment to Consultant under this Agreement. All such records and
invoices shall be clearly identifiable. Consultant shall allow a representative of
City to examine, audit and make transcripts or copies of such records and
invoices during regular business hours. Consultant shall allow inspection of all
work, data, Documents, proceedings and activities related to the Agreement for a
period of three (3) years from the date of final payment to Consultant under this
Agreement.
21. WITHHOLDINGS
City may withhold payment to Consultant of any disputed sums until satisfaction
of the dispute with respect to such payment, provided City clearly expresses the
basis of the dispute in writing to Consultant and, in a timely manner, acts in good
faith to resolve the dispute. Such withholding shall not be deemed to constitute
a failure to pay according to the terms of this Agreement. Consultant shall not
discontinue work as a result of such withholding. Consultant shall have an
immediate right to appeal to the City Manager or his /her designee with respect to
such disputed sums. Consultant shall be entitled to receive interest on any
withheld sums at the rate of return that City earned on its investments during the
time period, from the date of withholding of any amounts found to have been
improperly withheld.
22. ERRORS AND OMISSIONS
In the event of errors or omissions that are due to the negligence or professional
inexperience of Consultant which result in expense to City greater than what
would have resulted if there were not errors or omissions in the work
accomplished by Consultant, the additional design, construction and /or
restoration expense shall be borne by Consultant. Nothing in this paragraph is
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intended to limit City's rights under the law or any other sections of this
Agreement.
23. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other Consultants in connection with the
Project.
24. CONFLICTS OF INTEREST
The Consultant or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act "), which (1) requires such
persons to disclose any financial interest that may foreseeably be materially
affected by the work performed under this Agreement, and (2) prohibits such
persons from making, or participating in making, decisions that will foreseeably
financially affect such interest.
If subject to the Act, Consultant shall conform to all requirements of the Act.
Failure to do so constitutes a material breach and is grounds for immediate
termination of this Agreement by City. Consultant shall indemnify and hold
harmless City for any and all claims for damages resulting from Consultant's
violation of this Section.
25. NOTICES
All notices, demands, requests or approvals to be given under the terms of this
Agreement shall be given in writing, and conclusively shall be deemed served
when delivered personally, or on the third business day after the deposit thereof
in the United States mail, postage prepaid, first -class mail, addressed as
hereinafter provided.
All notices, demands, requests or approvals from Consultant to City shall be
addressed to City at:
Attn: Tara Finnigan
City Manager's Office
City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA, 92663
Phone: 949 - 644 -3035
Fax: 949 -644 -3008
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All notices, demands, requests or approvals from CITY to Consultant shall be
addressed to Consultant at:
Attention: Steven Chapin
Vision Internet Providers, Inc.
2530 Wilshire Blvd, 2nd Floor
Santa Monica, CA 90403
Phone: 888 - 263 -8847
Fax: 310 - 656 -3103
26. TERMINATION
In the event that either party fails or refuses to perform any of the provisions of
this Agreement at the time and in the manner required, that party shall be
deemed in default in the performance of this Agreement. If such default is not
cured within a period of two (2) calendar days, or if more than two (2) calendar
days are reasonably required to cure the default and the defaulting party fails to
give adequate assurance of due performance within two (2) calendar days after
receipt of written notice of default, specifying the nature of such default and the
steps necessary to cure such default, and thereafter diligently take steps to cure
the default, the non - defaulting party may terminate the Agreement forthwith by
giving to the defaulting party written notice thereof.
Notwithstanding the above provisions, City shall have the right, at its sole
discretion and without cause, of terminating this Agreement at any time by giving
seven (7) calendar days prior written notice to Consultant. In the event of
termination under this Section, City shall pay Consultant for services
satisfactorily performed and costs incurred up to the effective date of termination
for which Consultant has not been previously paid. On the effective date of
termination, Consultant shall deliver to City all reports, Documents and other
information developed or accumulated in the performance of this Agreement,
whether in draft or final form.
Without limitation of the foregoing, in the event this Agreement is terminated by
City without cause, the City shall pay to Consultant for all services performed to the
date of termination, and if the termination is not due to any default of this
Agreement by Consultant, City shall also pay to Consultant the progress payment,
as provided in Section 4. 1, next due to occur following the date of termination
specified in the Notice of Termination as partial compensation for the Consultant's
investment of time and resources toward the completion of the project. Upon
termination of the Agreement pursuant to this Section, the Consultant will submit
an invoice to the City pursuant to Section 4.1.
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27.
29.
30.
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32.
33.
COMPLIANCE WITH ALL LAWS
Consultant shall at its own cost and expense comply with all statutes,
ordinances, regulations and requirements of all governmental entities, including
federal, state, county or municipal, whether now in force or hereinafter enacted.
In addition, all work prepared by Consultant shall conform to applicable City,
county, state and federal laws, rules, regulations and permit requirements and be
subject to approval of the Project Administrator and City.
WAIVER
A waiver by either party of any breach, of any term, covenant or condition
contained herein shall not be deemed to be a waiver of any subsequent breach
of the same or any other term, covenant or condition contained herein, whether
of the same or a different character.
INTEGRATED CONTRACT
This Agreement represents the full and complete understanding of every kind or
nature whatsoever between the parties hereto, and all preliminary negotiations
and agreements of whatsoever kind or nature are merged herein. No verbal
agreement or implied covenant shall be held to vary the provisions herein.
CONFLICTS OR INCONSISTENCIES
In the event there are any conflicts or inconsistencies between this Agreement
and the Scope of Services or any other attachments attached hereto, the terms
of this Agreement shall govern.
INTERPRETATION
The terms of this Agreement shall be construed in accordance with the meaning
of the language used and shall not be construed for or against either party by
reason of the authorship of the Agreement or any other rule of construction
which might otherwise apply.
AMENDMENTS
This Agreement may be modified or amended only by a written document
executed by both Consultant and City and approved as to form by the City
Attorney.
SEVERABILITY
If any term or portion of this Agreement is held to be invalid, illegal, or otherwise
unenforceable by a court of competent jurisdiction, the remaining provisions of
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this Agreement shall continue in full force and effect.
34. CONTROLLING LAW AND VENUE
The laws of the State of California shall govern this Agreement and all matters
relating to it and any action brought relating to this Agreement shall be
adjudicated in a court of competent jurisdiction in the County of Orange.
35. EQUAL OPPORTUNITY EMPLOYMENT
Consultant represents that it is an equal opportunity employer and it shall not
discriminate against any subcontractor, employee or applicant for employment
because of race, religion, color, national origin, handicap, ancestry, sex or age.
36. WARRANTY
A. General Warranty: Contractor hereby represents and warrants that the
goods and services covered by this Contract are (1) free of liens or
encumbrances, (2) merchantable and good for the ordinary purposes for
which they are used, and (3) fit for the particular purpose for which they
are intended. Acceptance of this Contract shall constitute an agreement
upon Contractor's part to indemnity, defend and hold City harmless from
liability, loss, damage and expense, incurred or sustained by City by
reason of the failure of the goods and services to conform to such
warranties.
B. Specific Warranty: All programming code developed by Consultant within
the project is warranted for a period of twelve (12) months from the date
of the completion of the website ( "Completion "). Consultant will create a
back up of the website on the date of Completion. If any warranted
problem arises while City or its designee is maintaining the website,
Consultant will restore the website back to its condition as it existed at
Completion. If Consultant is maintaining and hosting the website,
Consultant shall restore the website back to its condition as it existed at
the day of the most recent backup. For purposes of this specific warranty,
Consultant shall only be responsible for any costs associated with
correcting any unmodified programming code during this twelve (12)
month period following the Completion.
C. Response Times: During the warranty period, the Consultant shall provide
a 48 -hour response to a system deficiency.
37. LIMITATION OF LIABILITY
IN NO EVENT WILL EITHER PARTY BE LIABLE TO THE OTHER FOR ANY
CONSEQUENTIAL, INCIDENTAL OR SPECIAL DAMAGES, INCLUDING ANY
7281A- Newpon Beach -Rdoc 15
LOST PROFITS OR LOST SAVINGS THAT MAY ARISE UNDER THIS
AGREEMENT.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on
the day and year first written above.
APPROVED AS TO FORM:
C --
Aar n d. Harp, Asst. City Attorney
for the City of Newport Beach
ATTEST:
By: J
LaVonne Harlidess,
City Clerk
CITY Of NEWPORT PE41CH,
A Mun,(cfbal Cbr d' ati n ) A
By:
Edward D. S lich, Mayor
for the City of Newport Beach
CONSULTANT:
By:
( rporate Officer)
Title:
Print Name:
By; fz
(Financial Officer)
Title: I''s"r<-r
Print Name:
Attachments: Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates and Specifications
7281A -Newport Beach-F.doc 16
Exhibit A
SCOPE OF WORK
Following is the Scope of Work for the City of Newport Beach's ( "City ") website to be
performed by Vision Internet ( "Contractor"). In this document the words 'We," "us," and
"ours" refer to Contractor. The word "you" refers to City.
Implementation of the website will include:
❑ Attractive Design: A website design that reflects the City, draws people in, and
makes it immediately obvious that the website is the best place to get information
and access resources.
❑ Intuitive Navigation: Information will be easy to find with the most important
information accessible from the homepage to make it easier for website visitors.
• Content Manaaement System: Contractor will implement the Vision Content
Management System (VCMS) to facilitate management of content to non-
technical staff throughout the City.
• Irdearated Interactive Components: Interactive components will be
implemented to make the website more engaging and useful for users by
allowing them to quickly zero -in on the information most important to them.
• Intearatfon of Third -Party Tools and Databases: Vision Internet will provide
the City with an HTML template that vendors of these third -party tools can use.
We will also integrate links to these third -party tools into the overall website
navigation.
Each of these features is discussed in more detail in the sections that follow.
Attractive Design
The City's website will have a design that makes it stand out among cities on both a
regional and national basis. The website will be inviting, easy to use, and will reflect your
unique identity. This will be accomplished through the following design characteristics:
• Creative design that incorporates custom design elements and the most
important information and keeps both easily accessible from the homepage.
• Photos and collages of recognizable landmarks, scenery of the City, and the
local area.
• Consistent look and feel throughout the site to make it easier for website visitors
to navigate the site and find information they need.
• Use of Cascading Style Sheets to ensure future consistency as well as
separation of content and design. This makes it much easier to apply a new
design theme in the future without the need to redevelop the underlying website.
• Section 508 Compliant making it accessible to persons with disabilities.
• Easy to use drop down menus helping users to quickly understand navigation
and locate information with the least amount of clicks.
• Breadcrumbs showing the user's current path to let them know exactly where
they are on the website.
- 1 -
Exhibit A
Intuitive Navigation
For your website, we recommend organizing information by department, topic, and/or
target users. Vision Internet's approach allows users to find information in the variety of
ways that are most important to them. This is because content is available through
multiple "paths" making it simple for users to search the site regardless of their preferred
method.
Content Management System
The City's website will utilize VCMS which was created in Microsoft ASP.NET and SQL
Server. Upon final payment, Contractor will provide City with the source code for City's
own use.
ADMINISTRATION TOOLS
VCMS provides the City with a dynamic website where you have the ability to modify
content on any page in the website through simple and easy to use administration
screens. Additionally, you can add new pages and insert them into the navigation of the
website.
VCMS includes a number of functions that make it extremely easy for your non - technical
staff to manage website content. The most important include:
• Browser -Based Administration that allows for easy management of content by
anyone who is familiar with surfing the Internet and using basic word processing
programs. There is no need for your staff to know programming when updating
content. This allows authorized staff members to update, delete, and create new
pages based on a predefined template, and insert them into the website's
navigation.
• WYSIWYG Text Editor that is based upon standard document creation tools that
make it easy for your non - technical staff to edit and format text. With the
WYSIWYG (What You See Is What You Get) editor, they can change font styles,
colors, sizes, and formatting such as bold, italics, and underlining.
• Content Approval Cycle that allows staff persons to create content that passes
through multiple levels of review and approval before going "live."
o Automatic Alt -Tags for images ensuring future Section 508 compliance.
o Automatic Image Resizing to convert those large high- resolution photos from
digital cameras into web -ready images.
• Undo. Redo. and Trashcan tools giving you the ability to recover from mistakes.
• Styles that can be applied to such elements as text, headers, and lists, thereby
enabling you to create web pages with a consistent look.
• Paste Text from Microsoft Word to make it easier to add content to the website
while stripping MS Word formatting and converting it to HTML.
• Spell Check to help you create content that is free of any embarrassing spelling
errors.
• Search and Replace tool that replaces a word or phrase within the page.
• Secure Administration that offers password protection to content management
functions. Our sophisticated tool allows you to grant management rights to
�m
Exhibit A
specific users or groups of users. Administration rights can be granted to the
entire site or restricted to specific areas or types of content (i.e. by department).
❑ Single- Source Web Publishing that permits administrators to update a single web
page and reflect those changes on multiple pages throughout the site.
• Navioation Control that allows you to add new pages or move pages anywhere
within the website.
• Page Linking that enables you to easily create links to any page in the website or
to other websites.
• Email Address Masking which prevents spammers from getting the email
addresses of your employees when crawling your site.
• Document Central that allows for the storage of a single version of each
document in a central place and for them to be linked to virtually any page in the
website.
• Image Library that stores a single version of each image in a central place and
subsequently adds them to virtually any page in the website.
❑ Content Schedulino to save time and money. This allows all standard pages and
specific predefined component content to be setup to publish ahead of time and
be automatically removed or archived when it will no longer be relevant.
❑ Printable Pages that enable your website visitors to print out virtually any page
on the website for reading off line.
Integrated Interactive Components
In addition to the creative design, effective navigation, and easy to use VCMS, we will
provide the City with interactive components for managing special types of content.
The Interactive Components to be utilized are:
❑ Approval Cycle
❑ Calendar
❑ Design Themes
• Document Central
• Dynamic Homepage
❑ Dynamic Department Homepages
• e- Notification
• Facilities Directory
• Form /Survey Tool
❑ Forward to a Friend
• Frequently Asked Questions
• Image Library
• News and Newsletter
❑ Photo Gallery
❑ Services Directory
❑ Site Search
• Sitemap Generator
• Staff Directory
Customization of the Vision Content Management System includes the frontend graphic
design and layout as well as adding or subtracting fields for the City's specific needs.
- 3 -
Exhibit A
Additional Components and Tasks
INTRANET
While the public website will enable the City to improve communication with residents,
businesses and visitors, the intranet will serve as the main source of information for City
employees. It will have its own unique homepage, navigation, and design. The design
will be based upon the approved public website design; however, it may include its own
color scheme, collage, and homepage layout.
In implementing the City's intranet, Vision Internet will take the following steps:
❑ Complete the main website project
❑ Replicate the main website including all components such as calendar, news,
etc.
❑ Implement the approved intranet design
❑ Migrate or add pages as required'
❑ Launch the website behind a firewall so as to make it inaccessible from outside
the City's internal network.
In this approach, the content in the website and the intranet plus all management tools
would be separate; however, the intranet will pull public events and news content from
the main website as needed so that the City does not need to duplicate this type of
content.
CUSTOM PROGRAMMING
Contractor will add custom programming to allow City to pass parameters to an IFRAME
embedded within a page in order to help display data from in -house or third -party
applications to be displayed within the IFRAME.
For the Facilities Directory component, Contractor will customize the automatic address
link URL to point to the City's GIS mapping system instead of the Google Maps website.
City will provide Contractor with details of the GIS mapping system URL structure and
format prior to this custom programming.
TELE -WORKS SELECTALERT INTEGRATION
Contractor will perform integration of the City's Tele -Works SelectAlert system with
Contractor's e- Notification component so that it will function according to the following:
• City will use Contractor's news component to create news items which may be
tagged with one or more news categories. The news items will post to the
website and can be sent out to subscribers using Contractor's e- Notification
component based on category or categories selected.
• City will continue to use their existing Tele -Works SelectAlert system to handle
subscriber sign -up and to maintain subscribers and news categories.
' Includes up to 50 pages; additional pages may be migrated for an additional budget.
2 For users to access the intranet from outside your network, they may need to use a VPN to
access your network prior to accessing the intranet.
- 4
Exhibit A
❑ When a news item is sent out using Contractor's e- Notification component, the e-
Notification component will perform a direct SQL query on the City's Tole -Works
database to return a list of Tele -Works subscribers e-mail addresses in the
selected category or categories.
• During development, Contractor will create a list of news categories in the news
component that is identical to the list of existing news categories in the City's
Tele -Works SelectAlert system. These categories will have identical names but
different IDs in the two different systems. The existing Tele -Works SelectAlert
categories will be hard -coded and mapped to corresponding categories in
contractor's news component. These hard -coded category mappings can be
changed if categories are added or deleted in the future, but to do so will require
programming changes and a system rebuild. Programming changes and
implementation and be performed by City staff web administrators. Training will
be provided by contractor.
• In order to function, the web server hosting the website must be able to make a
SQL Server connection with the Tele -Works database server.
TECHNICAL TRAINING
Contractor will provide one day of technical training including instructions on adding and
modifying modules, and instructions on how to modify the presentation layer (the look
and feel of the website).
Technical Training will also include third party tools integration, including use of Vision
provided html templates.
CONTENT MIGRATION
Contractor will migrate up to 600 pages for the City's website and up to 50 pages for
City's intranet.
VCMS TRAINING
Contractor will provide a one day training consisting of a session for each department's
content author in addition to an overall system administrator.
Integration of Third -Party Tools and Databases
Today, there are many advanced tools for such functions as:
• Class Registration
• e- Commerce
• GIS Mapping
• Permitting
• Service Requests (CRM)
• Streaming Video3
• Others
3 Please note that we are partners with Granicus, who have provided streaming video services for
many of our clients.
- 5 -
Exhibit A
VCMS can easily work with these tools, provided they are web - enabled. Most of these
types of tools can be given the same look and feel as your main website via
modifications to the presentation template. For your project, Vision Internet will provide
the City with an HTML template that vendors of these third -party tools can use. We will
also integrate links to these third -party tools into the overall website navigation.
Technical Training will include third party tools integration, including use of Vision
provided html templates.
The Vision Process
Vision Internet's process consists of six stages. In each, there are formal review and
approval points to give the City full control of the project and ensure the final website
meets your expectations. This process is explained in the sections below.
Stage 1: Vision Stage
In the Vision Stage, we work with you to create the vision for your website now and for
the future. The Vision Stage places heavy emphasis on the objectives of the website and
how it supports your overall organizational goals.
To create the vision, we will:
• Prepare and tabulate surveys of key decision makers. The survey will focus on
goals and objectives, what is good and bad about your current site, examples of
sites you like, and many other topics.
• Review your existing website and the websites of other cities.
• Study examples of other websites you like.
• Hold a brainstorming session with your web team.
• Collect all content and materials for the new website. These materials can be
content existing on your current website, or delivered in Microsoft Word format,
.jpeg format, .gif format, or .pdf format.
The heart of this stage of the project is the brainstorming sessions where we discuss
your current website, the results of surveys, the needs of users and staff, and possible
approaches for the future. This serves to gain insights and create general support for the
project. We will also discuss operational considerations for once the website launches.
This operational discussion will be a two -way dialog where you provide us information
about the operational needs of the City and we share with you our experience and
knowledge based upon the best practices we have discovered over the years.
Stage 2: Concept Stage
In the Concept Stage, we will create the blueprint for realizing the vision. To do this, we
will develop the site infrastructure that includes:
❑ Creation of a navigation strategy that supports easy access to information.
• Categorization of pages according to the navigation strategy.
• Creation of a conceptual sitemap. The navigation or information architecture will
take into account your current needs plus allow for future expansion and growth.
- 6 -
Exhibit A
• Recommendation of interactive components to support easy navigation through
special types of content, such as events and news.
• Drafting of a homepage layout wireframe that shows the placement of key
information and dynamic content.
The Concept Stage will end with your approval of the sitemap and homepage layout
wireframe.
Stage 3: Design Stage
In this stage, our creative team will continue with the creative graphic design for your
homepage, based on the approved homepage layout wireframe. Our creative ability and
expertise will allow us to develop compelling graphic design to make your website look
great, while maintaining its usability. We will work very closely with your staff to establish
a look and feel for the website that reflects your unique identity.
Website /Graphic Design will include:
❑ Up to three homepage design concepts to establish direction.
• Design of custom icons, buttons, screen elements, and backgrounds, if desired.
• Efficient and streamlined navigation and site architecture.
• Optimization for speed.
• Section 508 Accessibility Compliance.
• Consistent graphics, structure, and navigation design.
Towards the end of this stage, we will present final homepage design concepts for your
approval. You will select one for implementation in the new website.
Stage 4: Development Stage
This stage includes the interior page design and programming the website according to
the approved specifications and creative design. Programming will include the
implementation of the content management system and development of the interactive
components. Our creative team will give direction for the sub -level page design. Though
we do not create content as part of our services, we do include in the scope of your
project the migration of up to 600 pages into the new website.
Stage 5: Quality Assurance, Documentation, and Training Stage
While quality assurance is an integral part of every stage of the project, in the Quality
Assurance Stage we do extensive testing and reviewing of the website code. We will
thoroughly follow an exhaustive checklist of all pages and functions created during the
development stage. We recommend that you have a staff representative participate in
this process to verify the site fulfills the expectations for the project.
Within this stage, we will also provide a one day training consisting of a session for each
department's content author in addition to an overall system administrator. For content
authors, we will train them on how to create and update content using the content
management system and for the administrator, we will instruct him/her on managing
security, system configuration, and other advanced topics. A custom training manual and
- 7 -
Exhibit A
reference is provided for updating the website. The manual incorporates screenshots
from your website, making it easy for staff to understand and use.
Stage 6: Launch Stage
In the Launch Stage, the website is moved to the production server. In the event that
Contractor is not hosting the website, the City will be responsible for setting up a
Windows Server running IIS and MS SQL Server. We will install other necessary
software specified by Contractor, make necessary configuration changes, and transfer
the code and content". We again go through the final quality assurance process,
ensuring the site transfers correctly. After you approve that the website is ready to
launch, the website will be made available to the public. We will continue to monitor the
website over the next three months to make sure that the entire site is functioning
properly.
` The City will need to provide remote access to the server during the setup and configuration of
the website, or be prepared to perform the setup under the direction of Contractor's technical
staff. In this case, additional fees may apply.
-a -
Exhibit A
Project Schedule
The table below shows our recommended development and launch schedule along with
a list of key deliverables/milestones.
' The schedule may vary largely depending on optional components and participant
decision times.
- 9 -
ision Stage
❑ Stakeholder surveys
— 4 Weeks
❑ Brainstorming session
oncept Stage
• Conceptualized sitemap
— 4 Weeks
• Homepage layout wireframe
Design Stage
❑ Up to three homepage design comprehensives
Li Custom icons, buttons, screen elements and backgrounds
— 4 Weeks
❑ Complete navigation design
Development Stage
• Programming of the website
4 — 9 Weeks
• Migration of up to 600 pages of content
Quality Assurance and Documentation Stage
• Completed website
• Customized training manual
— 3 Weeks
• Onsite training
Soft Launch & Final Launch
• Move website to production server
• Continued final testing
Weeks
❑ Website goes live
otal estimated time to launch
15 — 26 Weeks
' The schedule may vary largely depending on optional components and participant
decision times.
- 9 -
r
Exhibit B
SCHEDULE OF BILLING RATES AND SPECIFICATIONS
1. Documents & Data; Licensing of Intellectual Property: Contractor grants to
City a non - exclusive and perpetual license to copy, use, or modify for its own use, any
and all copyrights, designs, and other intellectual property embodied in this website,
which are prepared or caused to be prepared by Contractor under the Agreement
( "Documents & Data "), to which Contractor retains ownership of all intellectual property
rights. City understands and agrees that Contractor shall retain all right, title, and
interest to the Vision Content Management Tool (also known as the Vision Internet
Content Management Tool, VCMT, VCMS and the Vision Content Management
System), and Dynamic and Interactive Components.
2. Contractor shall provide at no charge, monthly website maintenance and
updates ( "Maintenance ") for up to five (5) hours each month for a period of three (3)
months commencing on the date of the website launch. Hours carry over to the next
month if not used the prior month; however, any unused hours will expire at the end of
the third month. Maintenance beyond five (5) hours per month in the first three (3)
months is optional. Optional services and maintenance after the first three months are
considered Extra Work as described in Paragraph 3.
3. Contractor shall provide Extra Work beyond the Stages identified in Exhibit A
for the E- Notify integration to Tele -works Selectalert at a rate of $110/hour for total
compensation not to exceed Six Thousand Dollars ($6,000).
4. Additional services not covered in this Agreement and extra hours will be
presented to City for written approval prior to commencement of work ( "Extra Work').
Extra Work will be billed at Contractor's prevailing hourly rates, which are currently as
follows: HTML Programming, Content Migration, $85 /hr; Graphic Production $95 /hr;
Quality Assurance, Testing, Debugging, Technical Support, Webmaster Services,
$105 /hr; Consulting, Project Management, Database Design, Dynamic Programming,
$135 /hr; Graphic Design, Training, $125 /hr; Straight flatbed scanning will be billed at $10
per scan. Touch up work to images will be billed at the Graphic Design hourly rate. City
shall be responsible for any or all additional fees approved by the City in writing prior to
commencement of the work including, without limitation: photography, stock images,
illustration, fonts, scanning, software, applications, online promotion, marketing, copy
writing, redesign, change orders, mailings, and fees to any third party vendors if
applicable.
5. City understands and agrees that Contractor will develop website frontend to
be compatible with Internet Explorer 6.0 and 7.0 and Firefox 2.0 and 3.0. Website
backend will be compatible with Internet Explorer 6.0 and 7.0. Website may not be
compatible with previous or future versions. Website will be optimized for 800 x 600
pixels resolution or above. ' City understands and agrees that the website will be
developed with Hypertext Markup Language ( "HTML"), JavaScript, and Microsoft
ASP.NET ( "MS- ASP ") interfaced with a database created in Microsoft SQL Server 2005
( "MS- SQL "). City understands and agrees that the website is developed to run on a
Microsoft Windows 2003 Server ("MS- Server'). City is responsible for the costs of all
software licensing.
7281A- Newport Beach ExB -F.doc - 1 -
Exhibit B
City understands and agrees that the website fromend will be designed to be
compliant with Section 508 guidelines on accessibility. Content migrated into the website
by Contractor will also be compliant. Compliance standards will be verified via
Watchfire's BobbyTM software prior to Completion. City understands and agrees that
website backend and third party tools may not be Section 508 compliant.
6. Contractor may use web pages developed for the City in its own promotional
materials as examples of its work with City approval, which City may approve in its sole
discretion. City agrees that Contractor may place in the website footer an unobtrusive
text link reading "Developed by Vision Internet" or the equivalent. Contractor's footer text
credit shall always be linked to a Contractor web page.
7. Each Party warrants that it holds all rights necessary to display all the images,
data, information or other items being displayed at the City's web pages during the
effective period of this Agreement. City expressly authorizes Contractor to display and/or
modify any City supplied images, data, information and other items in connection with
the services provided herein.
7281A- Newport Beach ExB -F.doc - 2 -
C" COUNCIL
_..,
OCT 2 8 1009
CITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
L4la1
Agenda Item No. 8
October 28, 2008
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: City Manager's Office
Tara Finnigan, Public Information Manager
949 - 644 - 3035, tinnigan@city.newport- beach.ca.us
SUBJECT: Website and Intranet Redesign Project — Approval of a Professional
Services Agreement with Vision Internet Providers
RECOMMENDATION:
Approve a Professional Services Agreement with Vision Internet Providers, Inc. of
Santa Monica, CA for the redesign of the City of Newport Beach website and intranet at
a not to exceed price of $80,500 and authorize the Mayor and City Clerk to execute the
Agreement.
DISCUSSION:
In 2007 & 2008, the City Council has made enhancing communication with residents
one of its top priorities. A new strategic communication plan was developed earlier this
year to help achieve this goal and the City is currently updating the tools and processes
it uses to communicate with the public.
The City website (www. city. newoort- b.each. ca. us) is one of the organization's most
important methods for sharing information. It is a heavily utilized resource that provides
readily accessible information to the public seven days a week, 24 hours day. It is also
consistently used by City staff to help respond to citizen inquiries. The current City
website design was created by staff approximately 3 112 years ago and several
significant components have since been integrated such as the GIS mapping and e-
online services. The website redesign project will incorporate the existing popular
components and add even more features including:
• A dynamic homepage and dynamic department homepages that list latest news
and events
• Facilities, service and staff directories
• Site search capabilities and a sitemap generator.
6 0
PSA for Website and Intranet Redesign Project
October 28, 2008
Page 2
The project will include a redesign of the website's appearance and navigation (how
users find information). Two key components of the project will not be visible to the
general public, but will be used as key resources for the City staff. The first is a content
management system, which will enable staff to quickly and easily update the
department pages on the website. A redesigned intranet, a main source of information
for employees, is also included.
Upon determining that it was time to redesign the website, staff decided to solicit an
outside vendor to perform the work as there are many firms that have developed
content management systems and several that specialize in developing websites for
public agencies. The City issued a Request for Proposals and received seven
proposals by the submittal deadline. Those consultants include:
• Civica
• CivicPlus
• EGov Strategies
• Trinet
• Immersiv Media
• Vision Internet
• Zyphon Media.
Zoltekk Systems submitted a late proposal which was excluded from consideration.
Three firms were interviewed and Vision Internet was chosen based on its
qualifications, strategic approach to the project, design capabilities, and extensive
experience in developing award - winning public agency websites. Vision Internet has a
user - friendly product and a website development process that takes into account the
City's needs, and more importantly, the information needs of the community.
As proposed, the project would include the design, navigation, content management,
staff training and the components outlined in the attached scope of work.
The goal of the redesign project is to create a user - friendly, attractive, customer - focused
website. It is estimated that the project — from initial design to the site launch — will span
an approximately six to eight month period. This includes the most time - consuming
task of migrating content from the current website to the new website. IT Manager Paul
Malkemus will oversee the technical components of the project and Public Information
Manager Tara Finnigan will work with City departments on the design and content
aspects of the project.
Environmental Review: The City Council's approval of this item does not require
environmental review.
Public Notice: The agenda item has been noticed according to the Brown Act (72 hours
in advance of the meeting at which the City Council considers the item).
Funding Availability: There are sufficient funds available in the following account:
• PSA for Website andqtranet Redesign Project
October 28, 2008
Page 3
City Manager — PIO / Professional and Technical Services 010 - 320 -8080
Submitted by:
Tara Finnigan
Public Information Manager
Attachments: Professional Services Agreement