HomeMy WebLinkAbout03 - CC-5 - Professional Services for Website Redes. - 7/19/2011CITY COUNCIL AGENDA REPORT
MEETING DATE: JULY 19, 2011 ITEM NUMBER: CC -5.
SUBJECT: PROFESSIONAL SERVICES FOR WEBSITE REDESIGN
DATE: r
FROM: OFFICE OF
PRESENTATIONDAN JOYCE,PUBLIC• - - INFORMATION CONTACT:.
•. . - • •
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That the City Council:
1) Award a Professional Services Agreement (Attachment 1) to Vision Internet
Providers, Inc., 1530 Wilshire Blvd., 2nd Floor, Santa Monica, CA 90403 in the
amount of $50,320 for website redesign; and
2) Authorize the CEO to execute the Professional Service Agreement.
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The City website was developed in-house six years ago. Technology has changed
significantly over the past decade. Tools that are currently used to upload website
content and manage the website functionality are no longer efficient. Therefore, it takes
more time and effort for City staff members to manage the existing website. In order to
keep up with rapidly changing design elements and the growing need for electronic
services, a complete redesign and restructure of the website are required.
Accessing information and uploading new content to the existing website, along with
facilitating requests to enhance the website page features and functionality, are time
consuming and take time away from staff's other job functions. Additionally, several
departments are requesting new website tools and functionality which would take time
and special software tools to develop, test and implement the request functionality.
Due to ongoing City budget reductions and Information Technologies staff reductions,
staff determined it is no longer cost or time effective to redesign the City's website
internally. The cost of the new website design and content management software, as
well as the time and cost to learn the tools, develop, test and launch a new website is
cost prohibitive for internal staff.
Extensive research was performed to locate city government websites with the look, feel
and content that would properly represent the City of Costa Mesa's needs. Prior to
developing and posting the Request for Proposal (Attachment 2), several cities were
contacted to obtain the design, development and content management features. These
features were incorporated into the Request for Proposal.
A total of nine website development companies submitted proposals on time by the
deadline of May 12, 2011.
Website Development Companies
Active Network
AmericanEagle
Civica
CivicPlus
Dreambox Creation
Infrafinity
Louder Design
SharePoint 360
Vision Internet
Proposed Project Cost
$ 48,900
$ 46,000
$ 51,570
$ 69,853
$ 27,320
$ 43,914
$ 28,900
$187,998
$ 46,475
An evaluation committee was formed consisting of eight key staff members and one
citizen representative.
Dan Joyce, Interim Public Affairs Manager
Bill Lobdell, Interim Director of Communications
Brenda Emrick, Fire Protection Specials
Richard Kirkbride, Information Technology Manager
Lisa McPherson, Recreation Supervisor
Dane Bora, Video Production Coordinator
Bryan Glass, CM Police
Khahn, Nguyen, Interim Director Development Services
Beth Refakes, Citizen Representative
All nine proposals were reviewed and graded with a weighted scoring system. Four of
the nine vendors' proposals did not meet the necessary criteria either due to cost or
inability to meet the City's requirements. The remaining four vendors were invited back
for a short presentation and Q&A session with the committee. Their presentations were
graded on a weighted scoring system. The top two vendors, AmericanEagle and Vision
Internet were given additional questions regarding costs and technical requirements.
Vision Internet was chosen based on the highest score throughout the process and a
unanimous vote of 9-0 from the committee. Vision Internet has provided the following
pricing to redesign the website, convert existing pages, and develop up-to-date website
features and functionality. (Attachment 3)
Website redesign, implantation and content management $46,475
And 250 pages of migration
Additional 50 pages migration $ 1,445
Hosting $2,400
Total Cost $50,320
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The goal of the City's website is to serve as a public communications tool and provide
access to the public services including a wealth of easily accessible information for the
citizens, visitors, businesses, prospective businesses, government agencies and key
strategic partners. The new website will also promote transparent government,
providing rapid delivery of content to citizens and serve as a more efficient and
sustainable resource for the community outreach. The new web site will utilize user-
friendly, up-to-date tools to streamline department's operations.
Some of the key features will include:
® Branding/Common Theme/Consistent Design
• Navigation Integration
® E -Government
® Subscription Services
b Archiving System
® Streaming Video
• Form Printing
• Interactivity
® Search
• Website Hits
• RSS Feeds
® Social Networking/Mobile Users
® Multiple Languages Support
• Site Security
s ADA Compliant (Sec 508c)
• Multiple Calendars
® On-line Magazine
• Integration of 3rd -Party Software
• Emergency Notification
• Image Library/Photo Gallery
• Facilities Director with Google Maps
It is anticipated that the project will kick-off within thirty days from the date the contract
is signed. From the kick-off date, it is estimated that the scope of work, projected
timeline and the initial design phase will take approximately 120 days. From the
approval of the design to the implementation date, a time line including project
milestones and critical paths will be implemented and closely monitored by the City's
project team and Vision Internet.project manager.
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Do not hire a firm to assist with the website redesign.
FISCAL REVIEW:
The original allocation for the project was $50,000. The CEO's department budget has
availability funding for the additional $350 needed for award of the contract. It is
recommended that the City Council authorize a contingency amount of $20,000 for a
total contract amount not to exceed $70,350. The CEO will review all contingency items
and report to the City Council related to any expenditure above $50,350.
LEGAL REVIEW:
The City Attorney's Office has prepared the attached Professional Services Agreement.
No further legal review is required at this time.
CONCLUSION:
The City issued a Request for Proposal for website redesign services on April 15 2011.
After careful review of nine proposals submitted, it is recommended that City Council
award the Professional Services Agreement to Vision Internet. The original allocation for
this project was $50,000; however the CEO's department budget has available funding for
the additional $350, for a total contract cost of $50,350. The required funds for this project
are budgeted in the amount of $50,000. If necessary, staff will move existing
appropriations to implement any contingency needs.
Dan Joyce
Interim Public Affairs Manager
Lawrence D. Hurst
Director of Finance (fiscal review only)
Thomas R. Hafcfi
Chief Executive Officer
Tho as ua
City Attorney (legal review only)
DISTRIBUTION: CMCVB
ATTACHMENTS: 1 Professional.Services Agreement
2 RFP Re -Design Booklet
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ATTACHMENT
s s s •'
THIS AGREEMENT, dated July 13th, 2011, is made and entered into by and
between the City of Costa Mesa, a municipal corporation, ("CITY"), and Vision Internet
Providers, Inc., a California corporation, ("CONSULTANT").
RECITALS
A. CITY desires to obtain professional website design services from an independent
contractor for the design and creation of a website.
B. CONSULTANT has submitted a proposal to provide website design services for
the CITY in accordance with the terms set forth in this Agreement.
C. CITY desires to contract with CONSULTANT as an independent contractor and
CONSULTANT desires to provide services to CITY as an independent
contractor.
D. CONSULTANT has demonstrated its competence and professional qualifications
necessary for the satisfactory performance of the services designated herein by
virtue of its experience, training, education and expertise.
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1.0 SCOPE OF WORK. CONSULTANT shall provide the services more particularly
described in the attached Exhibit "A" and "B" which are attached hereto and
incorporated herein by this reference.
1.1 PROFESSIONAL SERVICES PROVIDED BY CONSULTANT. The
professional services to be performed by CONSULTANT shall consist of
but not be limited to the following:
1.1.1 CITY understands and agrees that CONSULTANT will develop
website frontend to be compatible with Internet Explorer 8.0 and
9.0 and Firefox 4.0. Website backend will be compatible with
Internet Explorer 8.0 and 9.0. Website may not be compatible
with previous or future versions. Website will be optimized for
1024 x 768 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
2008 R2 ("MS -SQL"). CITY understands and agrees that the
website is developed to run on a Microsoft Windows Server 2008
R2 ("MS -Server"). visionMobileT"", if provided under this
Agreement, will be compatible with iPhone OS Safari 4, Android
Chrome 4, Windows Mobile OS IE 6, BlackBerry Browser 4.5 and
5.0, Opera Mini 4 and 5, and Palm webOS. visionMobileTM may
ATTACHMENT 1
not be compatible with previous or future versions.
visionMobileTM, if provided under this Agreement, shall include
"Powered by Vision Internet" in the footer and always be linked to
a CONSULTANT web page. CITY is responsible for the costs of
all software licensing.
CITY understands and agrees that the website frontend will be
designed to be compliant with Section 508 guidelines on
accessibility. Content migrated into the website by CONSULTANT
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.
1.1.2 CONSULTANT shall provide at no charge, monthly website
maintenance and updates ("Maintenance") for up to five hours
each month for a period of three months commencing on the date
of the website launch. Maintenance beyond five hours per month
in the first three months is optional. Optional services and
maintenance after the first three months are considered Extra
Work as described in Section 1.1.3.
1.1.3 Additional services not covered in this Agreement and extra hours
will be presented to City for approval prior to commencement of
work ("Extra Work"). Extra Work will be billed at CONSULTANT's
prevailing hourly rates, which are currently as follows: Content
Migration, $85/hr; Graphic Production, $95/hr; Quality Assurance,
Testing, Debugging, Technical Support, Webmaster Services,
HTML Programming, $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 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.
1.1.4 CONSULTANT shall work closely with the Interim Public Affairs
Manager in performing the services outlined in this Agreement
and in seeking clarification as to the results which the CITY
expects CONSULTANT to accomplish.
1.1.5 The Interim Public Affairs Manager, Dan Joyce, under the
authority of the Chief Executive Officer, shall be the CITY's
authorized representative in the interpretation and enforcement of
all work performed in connection with this Agreement. The Interim
Public Affairs Manager may delegate authority in connection with
this Agreement to the Interim Public Affairs Manager's designees.
For the purposes of directing the CONSULTANT'S performance in
accordance with this Agreement, the Interim Public Affairs
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ATTACHMENT
Manager delegates authority to: Bill Lobdell, Interim Director of
Communications, Kelly Shelton, CEO Administration, Rick
Amadril, Purchasing and Richard Kirkbride, Information
Technology Manager
1.1.6 A project manager to be determined, of Vision Internet, shall be
the CONSULTANT's Representative for purposes of this
Agreement.
1.2 Pursuant to and in consideration of this Agreement, CONSULTANT
offers to provide CITY, one unique domain, monthly website hosting and
database hosting on a shared server ("Hosting") for a period of twelve
months at a rate of $200.00 per month, commencing upon the date of the
website launch. CITY has until sixty (60) days prior to the termination of
this Agreement or the launch of CITY's website, whichever occurs later,
to accept this offer and this offer shall not be rescinded until such time.
Upon CITY's acceptance of CONSULTANT's offer to host the parties
shall enter into a mutually agreeable contract containing the following
terms:
1.2.1 CONSULTANT shall not be responsible for limitations including
but not limited to service interruptions, server down time, loss of
data, or access speed. The reliability, availability and performance
of resources accessed through the Internet are beyond
CONSULTANT's control and are not in any way warranted or
supported by CONSULTANT. Except as expressly set forth in this
Agreement, it is CITY's responsibility to maintain the website and
make back-ups of all hosted files.
1.2.2 CITY agrees not to use any process, program or tool via
CONSULTANT for gaining unauthorized access to the accounts of
other CONSULTANT clients, customers or account holders or
other CONSULTANT systems. CITY agrees not to use
CONSULTANT services to make unauthorized attempts to access
the systems and networks of others. Any attempt to do so will
result in immediate termination of CONSULTANT services at
CONSULTANT's discretion.
1.3 CONSULTANT shall comply with all applicable federal, state and local
laws, standards, codes, ordinances, administrative regulations and all
amendments, and additions thereto, pertaining in any manner to the
performance or services provided under this AGREEMENT.
CONSULTANT shall obtain all patents, licenses, and any other
permission required to provide the services work product, or deliverables
by the CITY, or shall provide, upon the approval by the CITY, alternate,
equivalent services, work products, or deliverables for use by the CITY,
provided the CITY shall not unreasonably withhold approval of
reasonable alternatives which do not significantly increase the cost or
burden upon the CITY or the CITY's equipment, systems, staff, or
facilities. CONSULTANT has no obligation for any claim based upon a
modified version of the Software or the combination or operation of the
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ATTACHMENT 1
Software with any product, data, or apparatus not provided by
CONSULTANT. CONSULTANT provides no warranty whatsoever for any
third -party hardware or Software products. Except as expressly set forth
herein, CONSULTANT disclaims any and all express and implied
warranties, including but not necessarily limited to warranties of
merchantability and fitness for a particular purpose.
2.0 TERM AND TIMING REQUIREMENTS
2.1 This Agreement shall be effective on July 19, 2011, and shall remain in
effect until July 18, 2012, unless extended or sooner terminated as
provided for in this Agreement. Upon mutual written agreement, the
parties may agree to extend the term of this Agreement.
2.2 Time is of the essence in the performance of work under this Agreement
and the Project timeline attached to this Agreement as Exhibit B and
incorporated herein by this reference, shall be strictly adhered to unless
otherwise modified in writing as set forth in this Agreement. Failure by
CONSULTANT to strictly adhere to these timing requirements may result
in termination of this Agreement by the CITY and the assessment of
damages against the CONSULTANT for delays.
2.2 For all time periods not specifically set forth herein, the CONSULTANT
shall respond in the most expedient and appropriate manner under the
circumstances, by either telephone, fax, email, hand delivery or mail.
3.0 DESIGN CRITERIA AND STANDARDS. All work shall be performed in
accordance with applicable CITY, state and federal codes and criteria. In the
performance of its professional services, CONSULTANT shall use the degree of
care and skill ordinarily exercised by consultants under similar conditions.
4.0 INDEPENDENT CONTRACTOR AND PERS ELIGIBILITY INDEMNIFICATION.
4.1 CONSULTANT'S relationship to the CITY shall be that of an independent
contractor. CONSULTANT shall have no authority, express or implied, to
act on behalf of the CITY as an agent, or to bind the CITY to any
obligation whatsoever, unless specifically authorized in writing by the
Interim Public Affairs Manager. CONSULTANT shall be solely
responsible for the performance of any of its employees, agents or
subcontractors under this agreement.
CONSULTANT shall report to the CITY any and all employees, agents
and consultants performing work in connection with this project, and all
shall be subject to the approval of the CITY.
4.2 In the event that CONSULTANT or any employee, agent, or
subcontractor of CONSULTANT providing services under this Agreement
claims or is determined by a court of competent jurisdiction or the
California Public Employees Retirement System (PERS) to be eligible for
enrollment in PERS as an employee of the CITY, CONSULTANT shall
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ATTACHMENT
indemnify, defend, and hold harmless CITY for the payment of any
employee and/or employer contributions for PERS benefits on behalf of
CONSULTANT or its employees, agents, or subcontractors, as well as for
the payment of any penalties and interest on such contributions, which
would otherwise be the responsibility of CITY.
Notwithstanding any other agency, state or federal policy, rule, regulation,
law or ordinance to the contrary, CONSULTANT and any of its
employees, agents, and subcontractors providing service under this
Agreement shall not qualify for or become entitled to, and hereby agree to
waive any claims to, any compensation, benefit, or any incident of
employment by CITY, including but not limited to eligibility to enroll in
PERS as an employee of CITY and entitlement to any contribution to be
paid by CITY for employer contribution and/or employee contributions for
PERS benefits.
5.0 CITY BUSINESS LICENSE. Prior to the commencement of any work under this
agreement, the CONSULTANT shall obtain and present a copy of a Costa
Mesa's City Business License to the Interim Public Affairs Manager.
6.0 WORKERS' COMPENSATION. Throughout the duration of this Agreement,
CONSULTANT shall maintain Workers Compensation Insurance in accordance
with the laws of the State of California, and Employers Liability Insurance with a
minimum limit of One Million dollars ($1,000,000) per accident and shall provide
certification of such compliance. The certification shall be in accordance with
Subsections 7.3 through 7.12 of this Agreement. The insurer shall agree to waive
all rights of subrogation against the CITY, its officers, officials, agents,
employees, and volunteers for losses arising from work performed by the
CONSULTANT for the CITY.
7.0 LIABILITY INSURANCE.
7.1 CONSULTANT shall, throughout the duration of this Agreement, maintain
commercial general liability insurance, covering all operations of
CONSULTANT, its agents and employees, performed in connection with
this Agreement including, but not limited to, premises and automobile.
7.2 CONSULTANT shall maintain liability insurance in the following minimum
limits:
Commercial General Liability Insurance
(bodily injury and property damage)
General limit per occurrence
Aggregate
$ 1,000,000
$ 2,000,000
Automobile Liability Insurance $ 1,000,000
7.3 Coverage provided through a Commercial General Liability Insurance
policy, shall maintain an available minimum of 50% of the aggregate limits
at all times. If over 50% of the aggregate limit has been paid or reserved,
the CITY may require additional coverage to be purchases by the
ATTACHMENT
CONSULTANT to restore the required limits. The CONSULTANT shall
also notify the CITY'S Project Manager promptly of all losses or claims
over $25,000 resulting from work performed under this contract, or any
loss or claim against the CONSULTANT resulting from any of the
CONSULTANT'S work.
7.4 All insurance companies affording coverage to the CONSULTANT for the
purposes of this Section shall add the City of Costa Mesa as "additional
insured" under the designated insurance policy for all work performed
under this Agreement. Insurance coverage provided to the CITY as an
additional insured shall be primary insurance and other insurance
maintained by the CITY, its officers, agents and employees shall be
excess only and not contributing with insurance provided pursuant to this
Section.
7.5 All insurance companies affording coverage to the CONSULTANT
pursuant to this Agreement shall be insurance organizations authorized
by the Insurance Commissioner of the State of California to transact
business of insurance in the state or be rated as A -X or higher by A.M.
Best.
7.6 All insurance companies affording coverage shall provide thirty (30) days
written notice to the CITY should the policy be cancelled before the
expiration date. For the purposes of this notice requirement, any material
change in the policy prior to the expiration shall be considered a
cancellation.
7.7 CONSULTANT shall provide evidence of compliance with the insurance Y
requirements listed above by providing a Certificate of Insurance and
applicable endorsements, in a form satisfactory to the City Attorney,
concurrently with the submittal of this Agreement.
7.8 CONSULTANT shall provide a substitute Certificate of Insurance no later
than thirty (30) days prior to the policy expiration date. Failure by the
CONSULTANT to provide such a substitution and extend the policy
expiration date shall be considered a default by CONSULTANT and may
subject the CONSULTANT to a suspension or termination of work under
the Agreement.
7.9 Maintenance of insurance by the CONSULTANT as specified in this
Agreement shall in no way be interpreted as relieving the CONSULTANT
of any responsibility whatsoever and the CONSULTANT may carry, at its
own expense, such additional insurance as it deems necessary.
7.10 Any failure to comply with reporting provisions of the policies shall not
affect coverage provided to the CITY, its officers, officials, agents,
employees, or volunteers."
7.11 The CONSULTANT's insurance shall apply separately to each insured
against whom claim is made or suit is brought, except with respect to the
limits of the insurer's liability
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ATTACHMENT
7.12 Any deductible or self-insured retention must be declared to and
approved by the CITY.
8.0 PROFESSIONAL ERRORS AND OMISSIONS INSURANCE. Throughout the
duration of this agreement and four (4) years thereafter, the CONSULTANT shall
maintain professional errors and omissions insurance for work performed in
connection with this Agreement in the minimum amount of One Million dollars
($1,000,000).
CONSULTANT shall provide evidence of compliance with these insurance
requirements by providing a Certificate of Insurance.
9.0 CONSULTANT'S INDEMNIFICATION OF CITY. CONSULTANT shall indemnify,
defend, and hold harmless the CITY, its elected and appointed officials, officers,
agents and employees against all claims for damages to persons or property arising
out of CONSULTANT'S work, including the negligent acts, errors or omissions or
wrongful acts or conduct of the CONSULTANT, or its employees, agents,
subcontractors, or others in connection with the execution of the work covered by
this Agreement, except to the extent those claims arise from the willful misconduct
or active negligence of the CITY, its officers, agents, or employees.
CONSULTANT'S indemnification shall include any and all costs, expenses,
attorneys' fees, expert fees and liability assessed against or incurred by the CITY,
its officers, agents, or employees in defending against such claims or lawsuits,
whether the same proceed to judgment or not. Further, CONSULTANT at its sole
expense shall, upon written request by the CITY, defend any such suit or action
brought against the CITY, its officers, agents, or employees founded upon, resulting
or arising from the conduct, tortuous acts or omissions of the CONSULTANT. The
defense obligation provided for hereunder shall apply without any advance
showing of negligence or wrongdoing by the CONSULTANT, its employees,
and/or authorized subcontractors, but shall be required whenever any claim,
action, complaint, or suit asserts as its basis the negligence, errors, omissions or
misconduct of the CONSULTANT, its employees, and/or authorized
subcontractors, and/or whenever any claim, action, complaint or suit asserts
liability against the CITY, its elected or appointed officials, officers, agents and
employees based upon the work performed by the CONSULTANT, its
employees, and/or authorized subcontractors under this AGREEMENT, whether
or not the CONSULTANT, its employees, and/or authorized subcontractors are
specifically named or otherwise asserted to be liable.
This provision shall supersede and replace all other indemnity provisions
contained either in the City's specifications or Consultant's proposal, which shall
be of no force and effect.
10.0 ERRORS AND OMISSIONS. In the event that the Interim Public Affairs
Manager determines that the CONSULTANT'S negligence, misconduct, errors or
omissions in the performance of work under this Agreement has resulted in
expense to CITY greater than would have resulted if there were no such
negligence, errors or omissions in the plans or contract specifications,
CONSULTANT shall reimburse CITY for the additional expenses incurred by the
CITY, including website design, construction and/or restoration expense.
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ATTACHMENT 1
Nothing herein is intended to limit CITY'S rights under Sections 7, 8 or 9.
11.0 NO CONFLICT OF INTEREST. The CONSULTANT shall not be financially
interested in any other CITY contract for this project. For the limited purposes of
interpreting this section, the CONSULTANT shall be deemed a "City officer or
employee", and this Section shall be interpreted in accordance with Government
Code section 1090. In the event that the CONSULTANT becomes financially
interested in any other CITY contract for this project, that other contract shall be
void. The CONSULTANT shall indemnify and hold harmless the CITY, under
Section 9 above, for any claims for damages resulting from the CONSULTANT'S
violation of this Section.
12.0 OWNERSHIP OF DOCUMENTS.
12.1 All plans and specifications, including details, computations and other
documents, prepared or provided by the CONSULTANT under this
Agreement ("Work Product") shall be the property of the CITY. The CITY
agrees to hold the CONSULTANT free and harmless from any claim
arising from any use, other than the purpose intended, of the plans and
specifications and all preliminary sketches, schematics, preliminary plans,
architectural perspective renderings, working drawings, including details,
computation and other documents, prepared or provided by the
CONSULTANT. CONSULTANT may retain a copy of all material
produced under this Agreement for the purpose of documenting their
participation in this project.
12.2 Notwithstanding anything to the contrary in this AGREEMENT, Work
Product, shall not include the Vision Internet Content Management Tool
(also known as the Vision Content Management Tool, VCMT, VCMS and
the Vision Content Management System), dynamic components,
interactive components (collectively, the "CONSULTANT's Proprietary
Tools"), and other materials or components reasonably designated by
CONSULTANT, or any portion thereof, which: (a) have been previously
made available to the public or which is made available to third parties by
CITY hereafter (except through ordinary interface with or use of CITY's
Website by members of the public), and/or (b) which was already in
CONSULTANT 's possession prior to services performed under this
Agreement ("CONSULTANT's Proprietary Information"). CONSULTANT
shall retain all right, title, and interest in all of CONSULTANT's Proprietary
Tools and CONSULTANT 's Proprietary Information; however, upon
payment in full, CONSULTANT hereby grants to CITY a perpetual, non-
exclusive, royalty free license to use for its own use any of
CONSULTANT's Proprietary Tools and CONSULTANT 's Proprietary
Information that is embedded in the Work Product.
In addition, CONSULTANT may use any web pages developed for the
CITY in any of its own promotional materials as examples of its work.
CITY agrees that CONSULTANT may place in the website footer an
unobtrusive text link reading "Developed by Vision Internet" or the
equivalent. CONSULTANT's footer text credit shall always be linked to a
CONSULTANT web page.
ATTACHMENT 1
13.0 COMPENSATION. CONSULTANT'S compensation for all work performed in
accordance with this Agreement shall be a flat fee of Forty Thousand One
Hundred and Thirty Three Dollars ($48,133) (the "CONTRACT FEE").
13.1 CONSULTANT shall not perform any services in excess of the services
expressly identified in this Agreement and Attachments A and B or in an
amount exceeding the CONTRACT FEE _without prior written approval of
the Interim Public Affairs Manager. CONSULTANT shall obtain approval
by the Interim Public Affairs Manager prior to performing any work which
results in incidental expenses to CITY as set forth in this Section.
13.2 CONSULTANT shall maintain accounting records including the following
information:
13.2.1 Names and titles of employees or agents, types of work performed
and times and dates of all work performed in connection with this
Agreement which is billed on an hourly basis.
13.2.2 All incidental expenses including reproductions, computer printing,
postage, mileage and subsistence.
13.3 CONSULTANT'S accounting records shall be made available to the
Interim Public Affairs Manager for verification of billings, within a
reasonable time of the Interim Public Affairs Manager's request for
inspection.
13.4 CITY agrees to pay CONSULTANT as follows:
13.4.1 An initial payment equal to 20% of the CONTRACT FEE;
13.4.2 A payment equal to 20% of the CONTRACT FEE upon CITY
approval of the homepage wireframe;
13.4.3 A payment equal to 20% of the CONTRACT FEE upon CITY
approval of homepage design comp;
13.4.4 A payment equal to 20% of the CONTRACT FEE upon
implementation of the Vision Content Management System on a
CONSULTANT's server;
13.4.5 A payment equal to 20% of the CONTRACT FEE upon completion
of the website and CITY approval.
13.5 Upon each partial payment made by the CITY, CONSULTANT will at that
time irrevocably assign to the CITY all rights, title, and interest that
CONSULTANT may have in and to the artwork and textual material
developed specifically for the CITY's website up to the date of the invoice
upon which CITY has made its payment. The foregoing shall be deemed
to have been developed for the CITY on a work for hire basis.
CONSULTANT shall, at any time requested by CITY, at the CITY's
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expense, execute any documentation required by CITY to vest exclusive
ownership of the existing artwork and textual material in the website.
13.6 Upon payment in full by the CITY of the compensation due to
CONSULTANT, CONSULTANT shall grant to CITY a perpetual, royalty -
free, personal, worldwide license to use any proprietary technology of
CONSULTANT's in connection with the exploitation and maintenance of
the CITY's website. Such license shall be non -transferable, and shall be
limited to the use of only the technology provided to the CITY by
CONSULTANT during the rendering of CONSULTANT's services.
14.0 LIMITED WARRANTY. CONSULTANT does warrant that all of the deliverables
included in this Agreement will be conveyed to CITY. 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 backup 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. CONSULTANT shall only be responsible for any
costs associated with correcting any unmodified programming code during this
twelve (12) month period following the Completion.
Except as expressly set forth in the immediately preceding paragraph,
CONSULTANT MAKES NO WARRANTY OF ANY KIND, WHETHER EXPRESS
OR IMPLIED, OF MERCHANTABILITY OR FITNESS OF THIS SERVICE FOR A
PARTICULAR PURPOSE WHATSOEVER. In no event, at any time, shall the
aggregate liability of CONSULTANT exceed the amount of fees paid by CITY to
CONSULTANT and CONSULTANT shall not be responsible for any lost profits or
other damages, including direct, indirect, incidental, special, consequential or any
other damages, however caused.
15.0 TERMINATION OF AGREEMENT. Either party may terminate this Agreement
by providing thirty (30) days written notice to the other party.
If any portion of the work is terminated or abandoned by the CITY, then the CITY
shall pay CONSULTANT for any work completed up to and including the date of
termination or abandonment of this Agreement, in accordance with Section 13.
The CITY shall be required to compensate CONSULTANT only for work
performed in accordance with the Agreement up to and including the date of
termination.
In the event this Agreement is terminated without cause, the CITY shall pay to
CONSULTANT compensation 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 13.4, next due to occur following the date of termination
specified in the Notice of Termination. Upon termination of the Agreement
pursuant to this Section, the CONSULTANT will submit an invoice to the CITY
pursuant to Section 13.4.
10
ATTACHMENT
16.0 ASSIGNMENT AND DELEGATION. This Agreement and any portion thereof
shall not be assigned or transferred, nor shall any of the CONSULTANT'S duties
be delegated, without the express written consent of the CITY. Any attempt to
assign or delegate this Agreement without the express written consent of the
CITY shall be void and of no force or effect. A consent by the CITY to one
assignment shall not be deemed to be a consent to any subsequent assignment.
This Agreement shall inure to the benefit of and be binding upon the parties
hereto and their respective successors and assigns.
17.0 ENTIRE AGREEMENT. This Agreement comprises the entire integrated
understanding between CITY and CONSULTANT concerning the work to be
performed for this project and supersedes all prior negotiations, representations
or agreements.
18.0 INTERPRETATION OF THE AGREEMENT. The interpretation, validity and
enforcement of the Agreement shall be governed by and construed under the
laws of the State of California. The Agreement does not limit any other rights or
remedies available to CITY.
19.0 COMPLIANCE WITH LAW. The CONSULTANT shall be responsible for
complying with all local, state and federal laws whether or not said laws are
expressly stated or referred to herein.
20.0 SEVERABILITY. Should any provision herein be found or deemed to be invalid,
the Agreement shall be construed as not containing such provision and all other
provisions, which are otherwise lawful, shall remain in full force and effect, and to
this end the provisions of this Agreement are severable.
21.0 AGREEMENT MODIFICATION. This Agreement may not be modified orally or
in any manner other than by an Agreement in writing, signed by the parties
hereto.
22.0 DISPUTE RESOLUTION.
22.1. Any controversy or claim arising out of or relating to this Agreement, or
concerning the breach or interpretation thereof, shall be first submitted to
mediation, the cost of which shall be borne equally by the parties.
22.2 No suit shall be brought on this contract unless all statutory claims filing
requirements have been met.
23.0 NOTICES. All notices, demands, requests, consents or other communications
which this Agreement contemplates or authorizes, or requires or permits either
party to give to the other, shall be in writing and shall be personally delivered or
mailed to the respective party as follows:
1 *TOCONSULTANT:
City of Costa Mesa Vision Internet Providers, Inc.
11
Interim Public Affairs Manager
300 North Coast Highway
Costa Mesa, CA 92054
ATTACHMENT 1
2530 Wilshire Blvd. 2nd Fir.
Santa Monica, CA 90403
Attn: Steven Chapin
Fax: (310) 656-3103
Either party may change its address by notice to the other party as provided
herein.
Communications shall be deemed to have been given and received on the first to
occur:
a. Actual receipt at the offices of the party to whom the communication is to
be sent, as designated above, or
b. Three (3) working days following the deposit in the United States mail of
registered or certified mail, postage prepaid, return receipt requested,
addressed to the offices of the party to whom the communication is to be
sent, as designated above.
24.0 SIGNATURES. The individuals executing this Agreement represent and warrant
that they have the right, power, legal capacity and authority to enter into and to
execute this Agreement on behalf of the respective legal entities of the
CONSULTANT and the CITY.
25.0 STANDARD OF PERFORMANCE. All professional services to be provided by
CONSULTANT pursuant to this Agreement shall be provided by personnel
experienced in their respective fields and in a manner consistent with the
standards of care, diligence and skill ordinarily exercised by professional
consultants in similar fields and circumstances in accordance with sound
professional practices. CONSULTANT also warrants that it is familiar with all
laws that may affect its performance of this Agreement and shall advise CITY of
any changes in any laws that may affect Consultant's performance of this
Agreement. CONSULTANT shall perform all work in a manner reasonably
satisfactory to CITY.
26.0 CONFIDENTIALITY. Employees of Consultant in the course of their duties may
have access to financial, accounting, statistical, and personnel data of private
individuals and employees of City. Consultant covenants that all data,
documents, discussion, or other information developed or received by Consultant
or provided for performance of this Agreement are deemed confidential and shall
not be disclosed by Consultant without written authorization by City. City shall
grant such authorization if disclosure is required by law. All City data shall be
returned to City upon the termination of this Agreement. Consultant's covenant
under this Section shall survive the termination of this Agreement.
27.0 NON-DISCRIMINATION AND EQUAL EMPLOYMENT. In the performance of
this Agreement, Consultant shall not discriminate against any employee,
subcontractor, or applicant for employment because of race, color, creed,
religion, sex, marital status, national origin, ancestry, age, physical or mental
handicap or medical condition. Consultant will take affirmative action to ensure
that subcontractors and applicants are employed, and that employees are treated
12
ATTACHMENT 1
during employment, without regard to their race, color, creed, religion, sex,
marital status, national origin, ancestry, age, physical or mental handicap, or
medical condition
28.0 NON WAIVER OF TERMS RIGHTS AND REMEDIES. Waiver by either party of
any one or more of the conditions of performance under this Agreement shall not
be a waiver of any other condition of performance under this Agreement. In no
event shall the making by City of any payment to Consultant constitute or be
construed as a waiver by City of any breach of covenant, or any default which
may then exist on the part of Consultant, and the making of any such payment by
City shall in no way impair or prejudice any right or remedy available to City with
regard to such breach or default.
29.0 ATTORNEY'S FEES. In the event that either party to this Agreement shall
commence any legal action or proceeding to enforce or interpret the provisions of
this Agreement, the prevailing party in such action or proceeding shall be entitled
to recover its costs of suit, including reasonable attorney's fees
30.0 CONSTRUCTION. The parties have participated jointly in the negotiation and
drafting of this Agreement. In the event an ambiguity or question of intent or
interpretation arises with respect to this Agreement, this Agreement shall be
construed as if drafted jointly by the parties and in accordance with its fair
meaning. There shall be no presumption or burden of proof favoring or
disfavoring any party by virtue of the authorship of any of the provisions of this
Agreement.
31.0 ORDER OF PRECEDENCE. If there is a conflict among the text of this
AGREEMENT, any provision or term in any Exhibit, and an amendment of this
AGREEMENT, the following orders of precedence shall apply: an amendment of
this AGREEMENT shall govern over any conflicting provisions of earlier
amendments, this AGREEMENT, and terms in the Exhibits; and thereafter, the
text of this AGREEMENT shall govern over any conflicting provision or terms in
the Exhibits; and thereafter, The Exhibits including: Scope of Work (Exhibit A),
Project Timeline (Exhibit B), Insurance Certificates (Exhibit C), Vendor and
Registration Form/W-9 (Exhibit D).
IN WITNESS WHEREOF the parties hereto for themselves, their heirs, executors,
administrators, successors and assigns do hereby agree to the full performance of the
covenants herein contained and have caused this Professional Services Agreement to
be executed by setting hereunto their signatures on the dates indicated below:
Vision Internet Providers, Inc
Bv:
Steven Chapin, President
Date:
13
CITY OF COSTA MESA
By:
Tom Hatch, Chief Executive Officer
Date:
APPROVED AS TO FORM:
ATTACHMENT 1
By:
Thomas P. Duarte, City Attorney
NOTARY ACKNOWLEDGMENTS OF CONSULTANT MUST BE ATTACHED.
14
ATTACHMENT 1
Exhibit A
Scope of Work
Following is the Scope of Work for the City of Costa Mesa'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 should be easy to find with the
most important information accessible from the homepage to make
it easier for website visitors.
• Content Management System: Contractor will implement the Vision
Content Management System (VCMS) to facilitate management of
content to non-technical staff throughout the City.
e Integrated Web 2.0/Gov 2.0: Your new website should include Web
2.0 features such as RSS feeds, "Bookmark & Share" links, and
links to Google Maps to enable more immediate, fluid and targeted
communications to your audiences.
• Integrated Interactive Components: Interactive components should
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.
• Integration of Third -Party Components and Databases: Components
and databases should be used to enable citizens to access
government services at anytime and from anywhere.
Each of these recommendations is discussed in more detail in the sections that follow.
Attractive Design
City will have a design that makes it stand out among cities on both a regional and
national basis. The City's 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.
a 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 Compliance making it
disabilities.
15
accessible to persons with
ATTACHMENT
Exhibit A -Continued
Easy to use drop down menus helping users to quickly understand
navigation and locate information with the least amount of
clicks.
s Breadcrumbs showing the user's current path to let them know
exactly where they are on the website.
Intuitive Navigation
For your website, we recommend organizing information by department, topic, and/or
target users. Contractor'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.
Interactive Components and Features
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 and Features to be utilized are:
• Approval Cycle
®
Link Library
• Archive Bin
a
Multiple File and Image
• Audit Trail Log
Uploading
• Automatic Content Archiving
*
Role -Based Security
• Content Review and Publishing
a
Submission Validation
(reCAPTCHA)
• Component Manager
®
Recycle Bin
• Content Scheduling
®
Updated and Expired Content
• Document Central
Reporting
• Email Address Masking
e
Web Traffic Statistics'
• Image Library
®
Workspace
• Advanced WYSIWYG Editor ! Style Gallery
• Paste from MS Word 0 Table Wizard
• Search and Replace 0 Undo/Redo
• Spell Checker
' Included with Vision Internet hosting.
16
ATTACHMENT 1
Exhibit A -Continued
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:. /.. 5:........ :: F:: FFi :::::: :.:.: �F��:/ ..•>/�:;�:;.:i:�.'iSiSi:i:'3i3'i`i
....:: . .: •:_ ..: . ::::. :GC:Fei_�'ii::f..i.:e::.. .. .:. e e:.::: FFF FF•. ei'F.FF•r.��F,•:::: �eii$}: '� _
Automatic Breadcrumbs ® Link Redirect
* Connected Pages
Content Categories
* Dynamic Drop Down Menus
* Error 404 (Page Not Found)
Handling
* External Link Splash Page
* Friendly URL Manager
® Navigation Control
• Page Linking
® Quick Links
® Single -Source Publishing
® Site Search (Google CSE)
o Sitemap Generator
p�F,
fflFFF/
• Business Directory 0 Job Postings
• Calendar System (Monthly, ® News and Newsletters
Weekly, Daily, and Yearly ® RFP Postings
Views)
• Community Spotlight ® Rotating Homepage Banners
Design Theme for Online
Magazine
s Dynamic Homepage
Feedback Form
* Form and Survey Tool
Frequently Asked Questions
* GovBlog
• Service Directory
o Staff Directory
a Sticky News
® Weather Update
%i F F
c F T+ f <t c sF <t F Fl F
F /
Fgr FiF F AFF F/FFF/FFF /�%%f FF F F F F
l
.::... . .........
Agenda and Minutes Manager e Guest Book
Audio and Video Embedding2 i Integrated TwitterT" API
2 Vision Internet does not provide streaming media; however, the Vision
CMS is able to embed videos such as YouTube.
17
• Bookmark and Share
• e -Notification
• Emergency Homepage Alert
• Event Share
e Forward to a Friend
ATTACHMENT 1
• OneClick Social Networking"'
n Photo Gallery
e RSS FeedReader
s RSS Feeds
a visionMobile"
%F
.. .. ... .... iF �v i.. ....
. ......... ......... ./.,FF/..�f/... % ..... ....... .... .
Automatic Alt -Tags Google Translation
Dynamic Font Resizing Integration
Dynamic Reader Download Links
e Printer Friendly Pages
® Table Accessibility Tools
For highlights on several of the above included components and features, please see
below:
Approval Cycle
For websites where content authorship and updates are distributed throughout an
organization's departments, it is helpful to implement the Approval Cycle where content
updates and changes do not go live on the website until one or more persons have
approved them. Our clients find that having the Approval Cycle allows website
maintenance to be delegated while ensuring consistency throughout the site. This
eliminates errors and the posting of inaccurate content.
Our Approval Cycle allows you to segment the management of content by groups of
users (such as departments), in addition to types of content as determined by the
interactive components. Unlike most content management systems available today
which restrict you to only two-step workflows such as authoring and publishing, the
Vision CMS is extremely flexible allowing you to define as many workflows as you
require with as many steps in the approval as you deem necessary! As your work
requirements change overtime, you will want the flexibility and scalability of the Vision
CMS to customize your current and future approval process needs.
Calendar System
Interactive calendars are a staple of local government websites and are an essential tool
for your site's success. The dynamic Calendar System can be used to improve
attendance at your events and meetings by making it easier for users to find the types of
events important to them. The Calendar System allows staff to create calendars for any
department or category your staff chooses. These calendars can share events,
preventing duplication of effort.
Calendars can be implemented in a user-friendly monthly or yearly format. To assist
users further, your website's Calendars will have filtering tools that allow them to find
information by month, category, or even departments. This makes it quite easy to locate
specific information.
Our dynamic Calendar System contains a number of advanced functions including:
* Recurring events function
* Automatic archiving
* Integration with e -Notification component
18
ATTACHMENT 1
Exhibit A -Continued
Ability to create and assign filtering categories to events
Ability to restrict use of categories by specific staff
Ability to control which events to include on the homepage of the
site
® Ability to insert calendar pages anywhere in the site navigation
e Ability to apply different calendar formats including standard
monthly calendar and a listing of events
r Add to my Outlook calendar link
® Automatic event address link to Google Maps for driving
directions
® Automatic RSS feeds
NOTE: With the e -Notification component, calendar events may also be broadcast to
subscribers via email.
News and Newsletters
By posting news on your site, you will improve communication with your target
audiences. Our experience is that news can take many forms, including press releases,
newsletters, feature stories, and "what's new" content. With our News and Newsletters
component, each of these types of news can be implemented onto a single section of
the website or have their own separate area. To ensure usability for website visitors
while providing simplicity for staff, news content is automatically moved to an archive
section at a predefined interval after publishing. Website visitors can also browse the
archive by category. This is a great way to provide a historical archive while making site
administration easy. Additionally, RSS feeds of the News and Newsletters are
automatically available to website visitors.
NOTE: News and Newsletters integrates with eNotification for broadcasting information
to subscribers via email.
e -Notification
Increase communication, draw in more repeat users, and get important information out
more quickly, using our email based e -Notification tool. Our tool provides a sign-up box
allowing users to add their email addresses to receive important notices, and set their
preferences for the e -Notifications they would like to receive. Each registration is verified
via a confirmation email that the user must respond to in order to complete the
registration process. This same mechanism allows each user to change preferences
including opting out from subscription lists.
To better manage the e -Notification process, your staff can see how many subscribers
there are for each category, plus edit subscriber information and export the subscriber
database for use in other systems.
The best part about our e -Notification tool is that it also integrates with the Calendar, Job
Postings, RFP Postings, and News and Newsletter components, giving you the ability to
broadcast event and news content from your website to your subscribers. There is no
need to recreate the content. This integrated approach enables your users to sign up for
19
ATTACHMENT 1
different types and categories of content on a single subscription page in order to have it
delivered directly into their email box.
Bookmark and Share
The Bookmark and Share component is a Web 2.0 feature that helps you spread your
content across the web. It makes it easy for website visitors to bookmark and share your
content among their favorite social destinations on the web. This tool allows website
visitors to share your content with popular social networking and news sites including
Facebook, Twitter, Delicious, Digg, Reddit and MySpace.
Business Directory
One way to promote local businesses is the use of a Business Directory in the City's
website. This supports local industry and businesses by increasing their ability to reach a
national/international market while at the same time making residents more aware of
them. When you list businesses on your website, their individual websites may receive
higher placement in search engines because of your link to them.
The Business Directory is an interactive index of local businesses. Your staff can post a
business's name, description, location, contact information, links to their sites, and, if
available, a graphic (i.e. logo or photo). Users would then be able to browse an
alphabetical listing of these businesses or filter the directory based upon categories you
define.
Component Manager
The Component Manager allows your administrator to create dynamic and user -centric
pages. Depending on the settings, content in the page can be automatically displayed
and expired without any managerial time from the administrator. For example, the
administrator can create a component page displaying events of a particular category
and/or department. When an event has expired, it will automatically be placed in a past
events view. In addition, for some components, there are multiple views to layout content
to enhance users' usability experience. This feature gives you the flexibility to create
dynamic content pages in most any area of your website.
Being able to draw attention to important information is a necessity on a local
government website. With the Community Spotlight, your website can have a prominent
area on the homepage that highlights community events, announcements, and other
information that would be especially important to your residents. Your staff will be able to
link Community Spotlight notices to web pages with additional details and change the
highlighted item to reflect current community events.
i i�
Content on your website may be relevant to different departments, and thus may need to
appear in different navigation areas throughout the site. Connected Pages, unique to
Vision Internet, allows you to create multiple instances of any web page and place them
in different areas of the website. Changes made to any instance of a Connected Page
are reflected immediately across all other instances, saving your staff precious time and
eliminating duplication of effort, while keeping information on the website consistent and
easy to find.
20
ATTACHMENT 1
Exhibit A -Continued
Department Management
Key components on your website, including the dynamic Calendar System, News and
Newsletters, Frequently Asked Questions, and Job Postings, are setup to allow end-
users to filter through content by department. Additionally, your departments can choose
to display their department -specific items on their own custom pages. For example the
Parks and Recreation department can have their own events on their own calendar.
To provide consistency throughout the site, these department settings are managed in
one -central location similar to the Component Category Manager. The Department
Manager allows your website administrator to add unlimited departments, rename
existing department names, and delete any unused departments from the list. Any
change made from this component will automatically be reflected on all department
functions throughout the website. Instead of limiting you to a certain number of
department entries, this component empowers you with UNLIMITED potential as you
maintain your website now and in the future.
We will implement a Design Theme for the City's new local government online
magazine. This Design Theme, like a "skin", will give the magazine content its own
unique look and feel on the site while providing overall navigational and page layout
consistency for your website visitors. The navigational and page layout consistency will
make navigating the site easier for your users; the structure will remain the same
throughout the website. To make it easy for your staff, they can simply select the
magazine design theme when editing in the CMS to automatically apply it to the
magazine's content and pages on the website. Included in this budget is one design
theme for the online magazine; as an option, additional themes could be created for
other sections of the website for an extra budget.
Dynamic Department Homepages
While the Dynamic Homepage will provide information for the City overall, the Dynamic
Department Homepages will provide the same functionality for individual departments
and divisions, including the Police Department, Redevelopment Agency and Costa Mesa
Community Foundation so those can be rolled into the new City website. The system will
be implemented in a way that information could be posted on both the main homepage
and a department homepage simultaneously without duplication of effort. We will also
provide a graphical banner that can be used for any page on the site. Since we will
provide you with the original design work, your staff will be able to create distinct
banners for individual departments. As an option, we can provide more banners for an
additional cost.
It is important on a city website to list the most current news, press releases, or events.
This keeps the community informed while ensuring the website is fresh and timely. It
also exposes website visitors to important information they may not necessarily be
looking for.
A Dynamic Homepage automates this process for your staff by displaying the most
recent information and automatically removing it when it is no longer relevant. It will save
your staff time while guaranteeing that your homepage is up-to-date.
21
ATTACHMENT 1
Exhibit A -Continued
Emergency Homepage Alert
In the case of an emergency, it is extremely important for local governments to reach out
to residents in the most efficient way possible. By doing so, potentially life saving
information reaches those who need it most. Notifying the City's website users is simple
with the Emergency Homepage Alert. The notice is easily customized and can be
prepared in advance with common evacuation or shelter information. The Emergency
Homepage Alert would prominently cover the main area of the homepage so users
would not miss it.
Forward to a Friend
What better way to build traffic to your website than through the Forward to a Friend
component. In content rich websites like yours, people will often find information they
want to share with others. With the Forward to a Friend component, you can easily
forward a page of interest to a coworker, friend or colleague. Additionally, the interactive
components will automatically have a link for forwarding to a friend. The simple form
asks for both the sender and recipient's email addresses and, if they care to, allows
comments to be sent with the page link. The recipient will receive a short email from
their colleague directing them to a specific page on your website. This component
empowers your online visitors to share information from your website that they find
particularly useful.
Frequently Asked Questions
Frequently Asked Questions (FAQ) are a website staple that visitors have come to
expect. While traditional FAQs consist of long lists of questions that may overwhelm
users, our component provides a simple and easy way for them to find the information
they need. Website visitors are able to browse the list of questions (and answers) by
categories you define. Multiple categories may be assigned to each question so that
your visitors will be able to find answers based upon the category that best matches
what they are looking for.
Your staff will also love the feature because our component presents a much simpler
solution to creating FAQs. Questions and their associated answers are submitted
through a simple and centralized interface. Our component does the rest!
The Image Library is a centralized place where all images used in the website are
stored. This saves space because only a single version of each image is used on the
entire site. This also provides greater control, as you can restrict the ability to add new
images to specific staff members within your organization. Images remain archived when
deleted to prevent accidental broken links within the website while the content
management system tracks all pages using individual photos to make it easier for you to
replace images in individual pages.
The Image Library also incorporates several components that make managing images
much easier. They include automatic scaling and sizing of photos to the maximum size
recommended for your website plus automatic alt -tag insertion for images added to
pages to ensure future Section 508 compliance.
22
ATTACHMENT 1
Job Postings is one of the most popular types of content on local government websites.
By posting jobs within the site, you are both attracting possible candidates and averting
the flood of telephone inquiries about positions that do not exist. This, of course, keeps
your administrative costs down.
Our Job Postings component makes posting jobs a snap. Your HR staff fills out a simple
form with fields such as position, department, salary, and benefits. Staff can schedule
when postings go live on the website and when they expire, thus simplifying the process
and reducing your administrative time and costs.
To make it easy for users, postings can include interactive components for filtering
available positions by category, type of position, posting date, and salary. As is normal
for all our components, your staff is able to define the categories or classification of Job
Postings.
NOTE: With the e -Notification component, job postings may also be broadcast to
subscribers via email.
OneClick Social NetworkingTM
The innovative OneClick Social NetworkingTM component will allow your staff to post
content to your website and to the most popular social networking sites, such as Twitter
and Facebook, with one click - saving your staff precious time and helping you broadcast
your news, alerts, events and other notices easily and selectively all across the web. Our
OneClick Social NetworkingTM component integrates with the included Dynamic
Calendar System, Job Postings, News and Newsletters, and RFP Postings components.
Photo Gallery
Nothing spices up a website like pictures. With our Photo Gallery component, your
website visitors can browse through images of your beautiful city and its exciting events.
Users can view photo albums defined by your staff, and either look at images via
thumbnails or a slide show. Simply upload the image from the Image Library to the new
album and add a caption; thumbnails are created and added to pages based upon the
predefined template. To make it easier for website users to find photo albums of
particular events, the Photo Gallery may be viewed as either a thumbnail display or as a
Flash view listing.
. .•
To make future Requests for Proposals simpler, easier to manage, and more cost
effective, the website can include an RFP Postings where they can be posted along with
amendments and updates.
Potential vendors can download RFPs in a PDF format. Because RFPs are time
sensitive, you can schedule when the RFP posting would be live on the website and
when it would be removed, thus ensuring your website is kept up-to-date with minimal
staff time required. Additionally the RFP Postings can be integrated with our e -
Notification system to alert users by email.
23
ATTACHMENT 1
Rotating Homepage Banners is a great way for you to mix up the design on your site,
and ensure that your homepage always looks fresh and inviting. You can easily change
the images at any time, and each rotating image can be set to link to a different page on
the site, allowing you to use the banner area to highlight special features, events and
services. This makes it a great marketing tool for your city!
RSS FeedReader
In contrast to our RSS Feeds feature, which allows users to syndicate content from your
website to their readers such as My Yahoo, iGoogle, My MSN etc., the RSS
FeedReader allows you to syndicate content from other websites into your website.
Syndicated content can vary and be selected by you to include feeds about your overall
organization or individual departments, making your website more comprehensive and
up-to-date.
r •'
RSS (Really Simple Syndication) Feeds keep local residents, potential visitors, and other
subscribers up-to-date on important news, events, and announcements from your
website. Users can subscribe to your website and receive automatic updates in their
RSS readers, mobile phones and personal homepages (such as iGoogle, My MSN and
My Yahoo!) as a convenient way of remaining current on community events.
Service Directory
Key to serving your community is making it easy for them to find the services they need.
While we generally recommend organizing information by topic or service in addition to
by department and target audience, the interactive Service Directory allows users to filter
or search a list of services by category, department, and keyword, thus simplifying the
entire process.
For each service in the directory, you can provide a title and description plus associate
the service with contacts in the Staff Directory.
It is often difficult for website visitors to find the correct person to contact in a
government agency. However, the useful Staff Directory component greatly simplifies
this search. It can list all staff persons, departments, even related agencies and partners,
along with their contact information and description of their role or area of specialization.
Your website users will love the convenience, simplicity, and accessibility; they can
easily filter the list of staff based upon name, department, or other criteria determined to
be important to them.
Additionally, your staff will be pleased that they can make their email addresses
available to others without exposing their contact information to spammers. Our
component "masks" email addresses so that email -harvesting software used by
spammers cannot automatically extract them from your website.
24
ATTACHMENT
Exhibit A -Continued
- ME
This handy administrative feature provides website administrators a snapshot of website
activities. An initial search can display expired content, created or updated content, then
can be further filtered by content type or by department. Need to quickly find out what
section of your website hasn't been updated for a while? Curious to see which
department has been most actively creating new content? The Updated and Expired
Content Manager makes website oversight easy!
visionMobileTm dynamically converts all standard web pages and key components, such
as the Calendar, News and Newsletters, Job Postings, and FAQs, to your mobile
website. Updates remain simple and easy with dynamic posting to the traditional website
and the mobile version. Also, intuitive navigation allows users to go through all page
levels with ease. Your website will be compatible with all major smart phones including
iPhone, Blackberry, Android, Windows Mobile phones and more.
Weather Update
Weather information is often important to visitors of government websites.. By offering
the local weather on your own site, your online users will come into the habit of regularly
visiting it and thus become more familiar with the City and all that you have to offer them.
For your website, we will implement NOAA or Yahoo weather at no charge.
Workspace
Tired of constantly checking the content management system for content changes
needing approval? Built especially to help manage the content publishing process, the
Workspace feature provides a central location for website administrators to review
pending content changes for your website before they are published. This view is
customized to show only the content relevant to you that is ready for publishing
approval. You can filter items by content type, review the changes, and approve multiple
items — all with this one great feature!
Integrated Web 2.4/Gov 2.0
VCMS includes numerous Web 2.0/Gov 2.0 features built in. These helpful and handy
features include RSS feeds, "Bookmark & Share" links, and more.
Integration of Third -Party Components and Databases
Today, there are many advanced components for such functions as:
• Class Registration
+• Credit Card Transaction S3
0 e -Commerce
• GIS Mapping
• Park and Recreation Services
3 Our standard online payment service is Authorize.Net. Integration of
other services may result in additional fees.
25
ATTACHMENT 1
0 Permitting
• Service Requests (CRM)
® Streaming Vide09
® Others
VCMS can easily work with these components, provided they are web -enabled. Most of
these types of components can be given the same look and feel as your main website
via modifications to the presentation template. For your project, we will provide you with
an HTML template that vendors of these third -party components can use. We will also
integrate links to these third -party components into the overall website navigation. There
are many examples of where we have used this approach, including the Cities of
College Station, TX; Diamond Bar, CA; Citrus Heights, CA; and many others.
Additionally, we are able to create web -interfaces for your third -party databases.
Examples of previous projects where we have done this include displaying tax records
that were exported from a main frame for Vanderburgh County, IN; displaying crime
statistics from California State databases for the City of Citrus Heights, CA; displaying
travel options from various databases for several airlines including United; and
displaying staff and student contact information from school databases for the UCLA
School of Law.
These are just a few examples of our extensive experience working with third -party
databases and systems. While interfaces to third -party systems are not included within
the budget, they are available for an additional fee. We can provide a firm quote for
interfaces after analyzing the databases and requirements during the consulting phase
of your project.
The Vision Process
Contractor's process consists of six stages. In each, there are formal review and
approval points to give you full control of the project and ensure the final website meets
your expectations. The Vision 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 emphasizes the objectives of the website and how it
supports your overall organizational goals. This vision then guides each subsequent step
in the process.
To create this vision, we will:
* Prepare and review a survey document which will focus on goals
and objectives.
* Lead an onsite brainstorming and planning session where we
discuss your current website, the results of surveys, the needs
of users and staff, and possible approaches for the future.
® Review your existing website and those of other cities.
• Study examples of other websites you like.
• Review project goals and timeline.
4 Please note that we are partners with Granicus, who have provided
streaming video services for many of our government clients.
26
ATTACHMENT
® Collect content and materials for the new website.
The heart of this stage is defining the vision for the project, setting goals, and timeline to
ensure the project's success.
Stage 2: Concept Stage
In the Concept Stage we realize the vision through:
Creation of the information architecture which supports easy
access to information.
® Defining the navigation strategy.
• Review and recommendation of interactive components and features
to ensure streamlined navigation through special types of
content.
® Creation of a conceptual sitemap and categorization of pages. The
navigation and information architecture will take into account
your current needs plus allow for future expansion and growth.
Creation of a homepage layout wireframe that shows the placement
of key information and dynamic content.
The Concept Stage will conclude with your satisfaction and approval of the homepage
layout wireframe.
Stage 3: Design Stage
In the Design Stage our team continues with the graphic design for your homepage. Our
creative ability and expertise allows us to develop a compelling graphic design while
maintaining its usability. We work closely with your staff to establish a look and feel that
reflects your community. Our world-class designers take the time to create a truly
professional design that incorporates graphics, photos, fonts, colors, and other design
elements that fit together to create a stunning, harmonious design. As part of our
process we will provide art direction, design review, and up to three unique homepage
design concepts for you to choose from. Once the direction is established, we will
provide necessary revisions until you are completely satisfied. The Design Stage will
conclude with your satisfaction and approval of the homepage design comp.
Stage 4: Development Stage
During the Development Stage the process continues as we create the interior page
design then program the website. Development includes implementation of the Vision
Content Management SystemTM and integration of the interactive components and
features. Quality is ensured by our extensive experience, testing, and the proven Vision
CMSTM
Included in the scope of your project is the content migration of up to 300 pages into the
new website. We can provide guidance on the best practices for web content writing and
will train your staff on the best approach for migrating additional content. Alternatively,
at your request we can provide a price quote to migrate additional pages. Migration is
not a simple cut-and-paste process. As part of our migration service, we review the
formatting and layout of each page, reformat it using the new site's design styles, and
lay it out in a way that conforms to industry best practices for impact and readability.
27
ATTACHMENT 1
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, Documentation, and Training Stage we:
® Perform extensive functional testing.
• Review content.
* Create a custom training manual that incorporates actual
screenshots of your site.
Provide administrator and content editor training.
For your project we will provide a one day onsite training consisting of two sessions; one
for your staff representatives on content editor training and the other session for
advanced administrator functions including system configuration, system maintenance,
reporting, and strategies for future expansion. Note that the custom training manual
incorporates screenshots from your website, making it easy for staff to understand and
use. It is an excellent reference for new staff to use as well.
Stage 6: Launch Stage
In the Launch Stage, the website is moved to the production server. Our launch process
includes the installation of necessary software, making configuration changes, and
transferring code and content. Once transferred, we again go through the. final quality
assurance process to ensure the site transferred correctly plus do a final check for
broken links, Section 508 compliance, and others. The site will be available to the public
upon your final approval.
W.
ATTACHMENT 1
Exhibit E
Project Timeline
The table below shows our recommended development and launch schedule along with
a list of key deliverables/milestones.
Vision Stage
0 Initial kick-off call with City's project manager
2 — 4 Weeks
® Survey preparation and review
s Onsite brainstorming and planning session
Concept Stage
0 Creation of Information Architecture
'; 2 — 4 Weeks
0 Create conceptual sitemap
Homepage layout wireframe
.......... ...... . _.......... ....... ......... ... ...... .. .........
Design Stage
_._.
® Unique, custom graphic design
0 Custom icons, buttons, screen elements, and
3 — 4 Weeks
backgrounds
® Homepage design comp
Development Stage
Implementation of vision CMSTM
4 — 9 Weeks
Integration of interactive components
Migration of up to 300 pages of content
Quality Assurance, Documentation, and Training Stage
• Final testing
2 — 3 Weeks
• Customized training manual
• Onsite training
SoftLaunch & Final Launch
0 Move website to production server
2 Weeks
W Completed website
0 Website goes live
Total estimated time to launch
:15 — 26 Weeks
* The schedule may vary depending on optional components and participant decision
times.
29
ATTACHMENT 1
Exhibit C
30
ACORD. CERTIFICATE OF LIABILITY INSURANCE ATTACH M N 07Ni1cMvvvv
PRODUCER
Michael Williamson
2497 S. Bundy Dr.
Los Angeles, CA 90064
OINSURERS
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
AFFORDING COVERAGE MAIC 0
INSURED
VISION INTERNET PROVIDERS INC.
2530 WILSHIRE BLVD. FLOOR 2
SANTA MONICA, CA 90403
INSURER A; Statb Parte 00nsx21 InSkIn noo Company 25151
INSURER e: sta<a Porm Piro and Caswtly Company 25147
INSMERC:
WSURER D:
INSURER E:
COVERAGES
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED HAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING
ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAIN. THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS. EXCLUSIONS AND CONDITIONS OF SUCH
POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR
AM
POLJCYNUMB�
POLICYEFFECTIYE
POUCYEXPIRAMN
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A
GENERALLtAeILITY
EA HOCCURRENCE s 2.000.000.001
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J�C7MCLAW MROE a OCCUR
92-07.3583-1
10123/2010
10/23/2011
DAMAGE TO FMWMU—
Q0= s 000 000.00
INED EXP ane S 5,000.00
PERSONAL a ADV INJURY s 2,000,000.00
GENERAL AGGREGATE s 4,000,000.00
GEML AGGREGATE LDArf APPLIES PER
PRODUCTS • COMMPFIOP AGO s 4,000,000.00
POLICYM&LOC
A
AUTOIMOBAELIAetuTY
ANY AUTO
077 4983 C17 75
03/17/2011
03117/2012
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BODILY KMRY S
(per P—)
ALL OWED AUTOS
scHEouLEDAUros
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NQAI-OVYPiEa AUTOS
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PROPERTY�AMAGE $
(per
GARAGELIASMITY
AUTO ONLY -EA ACCIDENT s
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AUTO ONLY. AGG S
ANY AUTO
A
EXCESSIUMBRELLA LIABILITY
X OCCUR ❑ cLA=mADE
92 -SE -0882-0
10/23/2010
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EACH OCCURRENCE $ 2,000,000.00
AGGIIEGATE s 4.000,000.00
s
DEDUCTMLE
RX
RETENTION S
S
WORKERS COMPENSATION AND
STATU
EMPLOYERS' LIAB4lTY
ANY PROPRIETORIPARTNERIEXECUTIVE
OFFICERMEMOM EXCLUDED?
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EL EACH ACCIDENT i
EL DISEASE -EA EfiTPLOYE S
E.LDISEASE -POLICY LIMIT s
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657006
04101/2011
04101/2012
$1,000,000
DESCRIPTION OF OPERATIONS f LOCATIONS f VEHMM I EXCLUSIONS ADDED BY ENDORSEMENT 1 SPECIAI. PROVIBFONS
Additional Insured:
City of Costa Mesa
77 Fair Dr.
Costa Mesa, CA 92626
City of Costa Mesa
77 Fair Or.
Costa Mesa, CA 92626
25 (2001108)
SHOULD ANY OF THE ABOVE DESCRIBED POI== BE CANCELLED BEFORE THE EXPIRATION
DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO !TAIL —A— DAYS WRITTEN
NOTICE TO THE CERTIFICATE HOLDER NAMED TO TRE LEFT. BUT FAILM TO 00 80 SHALT
IMPOSE NO OBLIGATION OR LIAeiUTY OF ANY KIND UPON THE INSURER, ITS AQEMTS OR
CORPORA
ATTACHMENT 1
Policy No. 92-Q7-3583-1
FE43324
(7Js8)
ADDITIONAL INSURED ENDORSEMENT
Owners, Lessees or Contractors (Form B)
Policy No.: 92-Q7-3583-1
Named Insured: VISION INTERNET PROVIDERS INC.
Name of Person or Organization:
City of Costa Mesa
77 Fair Dr.
Costa Mesa, CA 92626
WHO IS AN INSURED, under SECTION II DESIGNATION OF INSURED, Is amended to include as an Insured the
person or organization shown above, but only with respect to liability arising out of your work for that Insured
by or for you.
FE -6324
(7/98)
a CERTIFICATE OF LIABILITY INSURANCEATTAC Mrs ,0a,1Y
PRODUCER
Kevin S: Reid Insurance Services
810 S. Flower Street, Suite 1100
Las Angeles, CA 90017
Vision Internet Providers, Inc.
2530 Wilshire Boulevard, 2nd Floor
Santa Monica, CA 90403
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
INSURERS AFFORDING COVERAGE NAiC #
INSURER A, CE Fire underwriters Insurance Company
INSURER B:
INSURER C:
INSURER D:
INSURER E:
THE P H-POLICYPERIOD INDICATED
NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY
BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND
CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. _
INS ADD'
LTR INS
TYPE OF INSURANCE
POLICY NUMBER
M� MM
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LIMITS
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(Per p—)
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= E HOLD
S AW -D ArY OF 7-1be ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION
City Of Costa Mesa :,A -H TKERSOF.: rE ISIRM INSURER WILL ENDEAVOR TO MAIL DAYS WRITTEN
77 Fair Dr. NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO 00 SO SHALL
Costa Mesa, CA 92626 I IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER. ITS AGENTS OR
REPRESENTATIVES.
ATTACHMENT 1
Exhibit D
31
ATTACHMENT
Prepared by:
City Manager Office
Finance Department
Police Department
Fire Department
Administrative Services
Development Services
ATTACHMENT 2
1. Website Re -design project chronology
2. RFP
3. Daily Pilot Publication
4. Questions & Answers
5. Amendment No. 1
6. Evaluation Instructions
7. Evaluation Committee Member Statement
8. Evaluation Form
9. Reference Letters
10. Evaluation Criteria Charts
11. Evaluation Scores
12. Evaluation Member Comments
13. References Comments
14. Evaluators meeting agenda
15. Interview Questions
16. Proposal Interview Schedule
17. Attentive Listening Skills
18. Preparation for Negotiations
ATTACHMENT 2
ATTACHMENT
Website Re -design Project
Chronology
3-30-11 - Started the development of "Re -Design, Development, Implementation, and
Hosting of the City of Costa Mesa's Website. Creating the scope of work and
selecting evaluation criteria
4-15-11 — Released the RFP and posted on the City web page and send to registered
vendors.
4-16-11 — Daily Pilot Publication released for the RFP.
5-2-11 — Responded to 57 incoming questions from various vendors and posted them on
the City's web page.
5-3-11— Posted an amendment no. 1 to extend the due date of proposals.
5-12-11 — Received 9 proposals from Active Network, SharePoint 360, Intrafinity,
Dreambox Creation, Louder Design, Americaneagle.com, Civic Plus, Vision
Internet and Civica Software.
5-16-11 — Sent Interoffice memorandum to the Evaluation Committee instructing the
evaluators on how to evaluate the proposal independently with evaluation
template along with an "Evaluation Committee Member Statement".
5-17-11 — Sent out Reference letters
5-23-11— Received background checks from references. Sent out 25 reference letters and
received 14 letters back.
5-27-11 — Individual evaluation scores of proposals and "Evaluation Committee Member
Statements" were due.
6-1-11 — Evaluation Committee meeting to have discussion on individual's scores and
developed short list and develop questions for oral interview.
6-9-11 — Interviewed Active Network, Civica Software, Americaneagle.com and Vision
Internet.
- Staff Recommendation
- Contract Negotiations
- Vendor Debriefing
- Council Agenda Report/Contract Approval
ATTACHMENT 2
ATTACHMENT 2
REQUEST FOR PROPOSAL #1143
RE -DESIGN, DEVELOPMENT, IMPLEMENTATION, AND HOSTING OF THE CITY
OF COSTA MESA'S WEBSITE
Finance Department
CITY OF COSTA MESA
Released on April 15, 2011
ATTACHMENT 2
77 FAIR DRIVE, P.O. BOX 1200, COSTA MESA, CA 92628-1200
FINANCE DEPARTMENT
PURCHASING
FOR RE -DESIGN, IMPLEMENTATION, AND HOSTING OF THE CITY OF COSTA
MESA'S WEBSITE
PROPOSAL NO. 1143
NOTICE IS. HEREBY GIVEN that sealed proposals shall be received by the City of
Costa Mesa to wit: The City of Costa Mesa, City Clerk's Office, P. O. Box 1200, Costa
Mesa, California 92628-1200, on or before the hour of 4:00 p.m. on Friday, May 6,
2011. It shall be the responsibility of the offeror to deliver his proposal to the City Clerk
by the announced time. Delivery Location: City of Costa Mesa, City Clerk's Office, 77
Fair Drive, Roam 101, Costa Mesa, California 92626.
Proposals shall be returned to the attention of the City Clerk, within said time limit, in a
sealed envelope identified on the outside with the Offeror's Business Name, Proposal
Item Number, Identify - RFP 9943, for Re -design, Development, Implementation, and
Hosting of the City of Costa Mesa's Website and the Due Date. There will be no public
opening of proposals.
The Request for Proposal may be downloaded from the web site at htti)://www.ci.costa-
mesa.ca.us/departments/CMPurchasing;htm. If you have additional questions, please
contact Richard Amadril, Purchasing via e-mail at: ramadrilCaD-ci.costa-mesa.ca.us.
Dated: April 15, 2011
PHONE: (714) 754-5227 FAX: (714) 754-5040 TDD: (714) 754-5244 www.d.costa-mesa.ca.us
4
ATTACHMENT 2
RE -DESIGN, DEVELOPMENT, IMPLEMENTATION, AND HOSTING OF THE CITY
OF COSTA MESA'S WEBSITE
REQUEST FOR PROPOSAL (RFP)
The City of Costa Mesa is a community located in Orange County between San Diego and Los
Angeles. The City of Costa Mesa is a full service city incorporated in 1953. The City is
comprised of approximately 16 square miles with a Council/Manager form of government and it
services approximately 110,000 residents.
The City of Costa Mesa is seeking a qualified website design firm to re -design, develop,
implement and possibly host the City's website. This project will involve utilizing posted
information on the existing website as well as the implementation of new information, products,
and features as suggested by the City and the firm selected.
The goal of this project is to create an attractive, customer -focused website that allows the users
to navigate the website intuitively. The website must incorporate a robust content management
component and tools. The most current technology must be utilized to provide current,
interactive content to the community 24 hours a day, seven days a week.
The City's existing Internet website is www.ci.costa-mesa.ca.us. The current website contains
general City information including separate pages/sections for City departments, City Services,
Community, specific events and functions.
2. SCHEDULE OF EVENTS
This request for proposal will be governed by the following preliminary and tentative schedule,
which is subject to change:
Release of RFP
April 15, 2011
Deadline for Written Questions
April 25, 2011
Responses to Questions Posted on Web
April 29, 2011
Proposals are Due
May 6, 2011
Interview of short list
May 16, 2011
Proposal Evaluation Completed
May 20, 2011
Approval of Contract (Contract to be award by Council)
June 7, 2011
3
ATTACHMENT 2
The City of Costa Mesa is seeking the services of a knowledgeable website design company
experienced in designing and implementing municipal websites with a proven track record. The
company must provide references substantiating their ability to develop an innovative,
interactive design concept that is executable. The website design and implementation must be
interactive and user friendly to enable our citizens, visitors and businesses to easily navigate our
website, and find the information they need in the most efficient manner.
In addition, it is the City's intention to expand the current usefulness of the website, and future
needs and functionality should be demonstrated in the proposal. The successful firm must have
substantial experience in local government website design, development, implementation and
maintenance. The project will involve utilizing information posted on the current website as well
as implementation of new information, products and features as recommended by the City and
the selected company.
Website Requirements
Current City's website was developed "in-house" 6 years ago. In order to keep, up with rapidly
changing design elements and the growing need for electronic services, a complete redesign and
restructure of the website are required. The goal of the City's website is to serve as a public
communication tool, provide access to public services, as well as provide a wealth of easily
accessible information for citizens, visitors, businesses, prospective businesses, and government
agencies. The website must also provide tools to streamline business operations. The new
website must provide the following:
a. Branding/Common Theme/Consistent Design: Establish a unified theme throughout
the City's website. However, the established theme should also provide the flexibility to
allow for different City functions and some level of individuality and/or functionality
between City functions and departments.
b. Navigation Integration: tion: Provide hierarchical menu structure with consistent orientation
and content flow, and support for breadcrumbs and dynamic site mapping.
c. E -Government: Provide capability to implement/support online transactions (recreation
class registration, secure credit card payments, business license applications, building
permit applications, employment applications) via links to third -party application and
allow for developing new applications as part of website framework.
d. Subscription Services: Provide capability to subscribe to variety of City documents and
email notices with links to chosen documents (agendas, minutes, press releases, meeting
advisory, etc.) and store the information in the existing SQL database.
e. Archiving System: Provide capability to maintain an archive of existing and past
records such as public documents, agendas, minutes, press releases, newsletters, council
4
ATTACHMENT 2
meeting videos, etc. preferably in PDF/HTML format. Word search capability is
required.
f. Streamin Vg ideo: Provide streaming video of Council meetings and other City
produced programming.
g. Form Printing: Website must have links or embedded plug -ins such as Adobe Reader
for opening, viewing and printing static forms.
h. Interactivity: Allow for interactivity. Include e-mail response, surveys, feedback,
online forms, and access to various City calendars. Incorporate the ability for users to
complete interactive on-line forms and populate data in the existing SQL database.
i. Search: Provide comprehensive search capability using search engines and site map.
J. Website Hits: Provide ability to track page hits per City department's functions /
individual pages and allow for reporting function and statistics that display total pages,
popular pages, browsers used, etc.
k. Social Networking/Mobile Users: Provide capability to utilize social media tools
(Twitter, Facebook, YouTube, etc.) for the delivery of government services online. Allow
for mobile users to access website.
1. Multiple Languages Support: provide capability to translate website content to multiple
languages (using Google Translator or other existing tools)
in. RSS Feeds: provide capability to integrate RSS feeds
n. Site Security; Utilizing the highest levels of encryption methods and security
certificates is a requirement of the City's website. SSL Certificates currently maintained
by the City include VeriSign's highest level of verification and authenticated certification
process.
Other Requirements and Features
a. The website must be in compliance with the Americans with Disabilities
Act (Section 508c). Please provide suggestions regarding accessibility.
b. The website must be designed for high-speed upload/download response times for both
low and high bandwidth.
c. The website must be compatible with most common software and hardware platforms.
Please identify this information in your proposal.
d. The website must be compatible with current versions of most commonly used
browsers. Please indicate browser compatibility with your response.
5
ATTACHMENT 2
e. The website must be designed for continuous operation 24/7 except for scheduled
maintenance times.
f. Graphic files must be relevant to the site and designed for the quickest loading.
g. Multiple calendars must be supported.
h. All content and documents should be in HTML, Portable Document
Format (pdf), or in a format approved by the City to provide ease of viewing, printing,
and downloading, and in alternate ADA acceptable download formats.
i. Website must be portable and easily scalable to allow for new functions and
applications. City will own the code. All required software should be easily upgradable.
J. Information currently posted on the website must be included in the proposal. New
website will feature existing and/or new content. Content will be provided by City staff.
Option for the conversion of existing content and/or providing technical assistance for the
conversion of existing online interactive applications must also be included. Current
website also incorporates content hosted by third -party vendors. In some cases, this
content uses current City website template design. Provisions for providing this style of
integration with third party applications must also be included.
k. Content Management System — Respondent should include in the proposal the
software used for content management. Content Management System needs to be
structured for maintenance and updating capabilities by non-technical staff.
The Content Management System should include:
1. Highly structured and clearly defined approval level process
2. Ability to add/edit/delete images
3. Ability to add/edit/delete documents
4. Ability to add/edit/delete pages, sections, functions
5. Ability to add/edit/delete hierarchical menu items
6. Ability to add/edit/delete calendars
7. Ability to establish start and stop dates for content publishing
8. Ability to preview content prior to publishing
9. Ability to provide content editing tools (hyperlinks, spell checker, formatting tools,
etc.) with or without HTML tags.
1. The proposal should include an option and/or a predefined existing application to
design and produce the City's new local government online magazine.
in. The proposal must include a comprehensive timeline for each phase of the website
redesign, including meetings with City staff, redesign, development, draft presentation,
implementation, hosting and training.
C:]
ATTACHMENT 2
n. The proposal must include basic training for a minimum of 25 employees, training plan
and timeline.
o. The use of sub -contractors on the project is not allowed, unless the inclusion of a sub-
contractor is disclosed and approved in advance.
Special Provisions
The City of Costa Mesa is currently running and hosting the website on an in-house server.
However, the City is looking for viable external hosting options.
Please provide hosting information as an Attachment to the RFP. Hosting options should include
the following:
a. Cost
b. Uptime — Service level must meet 99.9% operability and accessibility, 24/7/365
C. Bandwidth and Disk space information
d. Disaster Recovery (DR): Please provide all levels of DR and associated cost
e. Application and data backup and recovery information
f. Security - physical and logical
g. Support and Maintenance
h. Future product/services offerings
City of Costa Mesa Technical information
The City of Costa Mesa is currently hosting 4 web sites with separate domains:
1. City Website — www.ci.costa-mesa.ca.us
2. Costa Mesa Police Department- www.costamesgpd.org
3. Redevelopment Agency — www.cmredevelopment.org
4. Costa Mesa Community Foundation — www.cm-fund.org
The City of Costa Mesa web site is hosted in house and the server configurations are:
® Linux Operation System (Redhat Enterprise 3.0)
® Apache Webserver 2.0
• MySgl database v.4.x
® PHP web programming language v.4.x
® Server script (cgi): Per] programming language
• Client script: Javascript including jQuery.
Interested contractors are to provide the City of Costa Mesa with a thorough proposal using the
following guidelines:
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ATTACHMENT 2
Proposal should be typed and should contain no more than 20 typed pages using a 12 -point font
size, including transmittal letter and resumes of key people, but excluding Index/Table of
Contents, tables, charts, and graphic exhibits. Each proposal will adhere to the following order
and content of sections. Proposal should be straightforward, concise and provide "layman"
explanations of technical terms that are used. Emphasis should be concentrated on conforming
to the RFP instructions, responding to the RFP requirements, and on providing a complete and
clear description of the offer. Proposals, which appear unrealistic in the terms of technical
commitments, lack of technical competence or are indicative of failure to comprehend the
complexity and risk of this contract, may be rejected. The following proposal sections are to be
included in the bidder's response:
A. Vendor Application Form and Cover Letter
Complete Appendix A, "Request for Proposal -Vendor Application Form" and attach this
form to the cover letter. A cover letter, not to exceed three pages in length, should
summarize key elements of the proposal. An individual authorized to bind the consultant
must sign the letter. The letter must stipulate that the proposal price will be valid for a
period of at least 180 days. Indicate the address and telephone number of the contractor's
office located nearest to Costa Mesa, California and the office from which the project
will be managed.
B. Background and Project Summary Section
The Background and Project Summary Section should describe your understanding of the
City, the work to be done, and the objectives to be accomplished. Refer to Scope of
Work of this RFP.
C. Methodology Section
Provide a detailed description of the approach and methodology to be used to accomplish
the Scope of Work of this RFP. The Methodology Section should include:
1) An implementation plan that describes in detail (i) the methods, including controls
by which your firm manages projects of the type sought by this RFP; (ii)
methodology for soliciting and documenting views of internal and external
stakeholders; (iii) and any other project management or implementation strategies
or techniques that the respondent intends to employ in carrying out the work.
2) Detailed description of efforts your firm will undertake to achieve client
satisfaction and to satisfy the requirements of the "Scope of Work" section.
3) Detailed project schedule, identifying all tasks and deliverables to be performed,
durations for each task, and overall time of completion. Be as realistic as possible
since this will be a part of the contractual agreement. The design and
implementation can be broken into section with different target dates.
4) Detailed description of specific tasks you will require from City staff. Explain
what the respective roles of City staff and your staff would be to complete the
tasks specified in the Scope of Work.
D. Staffiniz
A
ATTACHMENT 2
Provide a list of individual(s) who will be working on this project and indicate the
functions that each will perform. Include a resume for each designated individual.
Upon award and during the contract period, if the contractor chooses to assign different
personnel to the project, the Contractor must submit their names and qualifications
including information listed above to the City for approval before they begin work.
E. Qualifications
The information requested in this section should describe the qualifications of the firm,
key staff and sub -contractors performing projects within the past five years that are
similar in size and scope to demonstrate competence to perform these services.
Information shall include:
1) Names of key staff that participated on named projects and their specific
responsibilities with respect to this scope of work.
2) A summary of the your firm's demonstrated capability, including length of time
that your firm has provided the services being requested in this Request for
Proposal.
3) Sample Home Page — Provide a sample of what you envision as the home page
for this site.
4) Site Map — Based upon the information provided, provide a sample site map
showing the number of levels envisioned.
5) Provide at least five local references that received similar services from your firm.
The City of Costa Mesa reserves the right to contact any of the organizations or
individuals listed. Information provided shall include:
® Client Name
♦ Project Description
♦ Project start and end dates
® Client project manager name, telephone number, and e-mail address
F. Fee Proposal
The proosal should be broken down by phases and types of work. The followng cost
information is to be provided:
® License cost for core functionality.
® License cost for additional modules required to provide the functionality
mentioned in this RFP
® Hourly rate for professional services, including task description.
® Include any componsent of the website develoopment/design where the use of
subcontracts will be utilized. State the name of the sub -contractor and work they
are to perform on the proposal. Use of sub -contractors is the to be included on
proposal.
Content of Proposal
9
ATTACHMENT 2
The proposal must be submitted using the format as indicated in the proposal format
guidelines.
® Preparation of Proposal
Each proposal shall be prepared simply and economically, avoiding the use of elaborate
promotional material beyond those sufficient to provide a complete, accurate and reliable
presentation.
® Number of Proposals
Submit eight (8) copies plus one disk copy of your proposal in sufficient detail to allow
for thorough evaluation and comparative analysis.
o Submission of Proposals
Complete written proposals must be submitted in sealed envelopes marked and received
no later than 4:00 p.m. (P.S.T) on May 6, 2011 to the address below. Proposals will not
be accepted after this deadline. Faxed or e-mailed proposals will not be accepted.
City of Costa Mesa
City Clerk Office
77 Fair Drive
Costa Mesa, CA 92628-1200
RE: Re -design, Development, Implementation, and Hosting of the City of Costa Mesa's
Website
® Inquiries
Questions about this RFP must be directed in writing, via e-mail to:
Richard Amadril, Purchasing
ramadril@ci.costa-mesa.ca.us
From the date that this RFP is issued until a firm is selected and the selection is
announced, firms are not allowed to communicate for any reason with any City employee
other than the contracting officer listed above regarding this RFP, except during the pre -
proposal conference. Refer to the Schedule of Events of this RFP or the City webpage to
determine if a pre -proposal conference has been scheduled. The City reserves the right to
reject any proposal for violation of this provision. No questions other than written will be
accepted, and no response other than written will be binding upon the City.
o Conditions for Proposal Acceptance
This RFP does not commit the City to award a contract or to pay any costs incurred for
any services. The City, at its sole discretion, reserves the right to accept or reject any or
all proposals received as a result of this RFP, to negotiate with any qualified source, or to
cancel this RFP in part or in its entirety. All proposals will become the property of the
City of Costa Mesa, USA. If any proprietary information is contained in the proposal, it
should be clearly identified.
10
ATTACHMENT 2
6. EVALUATION CRITERIA
The City's consultant evaluation and selection process is based upon Qualifications Based
Selection (QBS) for professional services. The City of Costa Mesa Selection Committe
comprised of management and non-managment staff shall review, evaluate and rate all
proposals. Evaluation of responses will be based, in part, on the following criteria:
1. Project understanding: Appropriateness and acceptability of plan and approach 25%
2. Reference 10%
3. Reasonable cost to the City 25%
4. Ability to provide services; Knowledge of and experience with similar projects & past
web designs 30%
5. Other: Services or product that exceed the mandatory requirements (Add value) 10%
The following factors while not rated will also be considered in the acceptance, evaluation and
selection of a respondent:
• Commitment to working with the City of Costa Mesa and addressing current and
future needs with respect to website development, content, equipment and service
requirements of the City's website.
• Completeness of responses to specific requirements of the solicitation.
• Proposed approach in completing the work timely and within budget.
• Extend to which the design concept reflects the objectives noted in this RFP.
• Proposed compensation and payment schedule tied to accomplishing key tasks.
• Identification of new equipment or licensing requirements that may affect short-
term and long-term costs to the City of Costa Mesa.
The City may also contact and evaluate the bidder's and subcontractor's references; contact any
bidder to clarify any response; contact any current users of a bidder's services; solicit
information from any available source concerning any aspect of a proposal; and seek and review
any other information deemed pertinent to the evaluation process. The evaluation committee
shall not be obligated to accept the lowest priced proposal, but shall make an award in the best
interests of the City.
After written proposals have been reviewed, discussions with prospective firms may or may not
be required. If scheduled, the oral interview will be a question/answer format for the purpose of
clarifying the intent of any portions of the proposal. The individual from your firm that will be
directly responsible for carrying out the contract, if awarded, should be present at the oral
interview.
A Notification of Intent to Award may be sent to the vendor selected. Award is contingent upon
the successful negotiation of final contract terms. Negotiations shall be confidential and not
subject to disclosure to competing vendors unless an agreement is reached. If contract
negotiations cannot be concluded successfully, the City may negotiate a contract with the next
highest scoring vendor or withdraw the RFP.
® Amendments
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ATTACHMENT 2
The City reserves the right to amend this RFP prior to the proposal due date. All
amendments and additional information will be posted to the Costa Mesa
Procurement Registry, Costa Mesa - Official City Web Site - Business - Bids &
RFP's; bidders should check this web page daily for new information.
® Cost for Preparing Proposal
The cost for developing the proposal is the sole responsibility of the bidder. All
proposals submitted become the property of the City.
Contract Discussions
Prior to award, the apparent successful firm may be required to enter into discussions
with the City to resolve any contractual differences. These discussions are to be
finalized and all exceptions resolved within one (1) week from notification. If no
resolution is reached, the proposal may be rejected and discussions will be initiated
with the second highest scoring firm. See Exhibit B for a sample agreement.
Confidentiality Requirements
The staff members assigned to this project may be required to sign a departmental
non -disclosure statement. Proposals are subject to the Freedom of Information Act.
The City cannot protect proprietary data submitted in proposals. .
o Financial Information
The City is concerned about bidders' financial capability to perform, therefore, may
ask you to provide sufficient data to allow for an evaluation of your firm's financial
capabilities.
o Insurance Requirements
City requires that licensees, lessees, and vendors have an approved Certificate of
Insurance (not a declaration or policy) on file with the City for the issuance of a
permit or contract. Within ten (10) consecutive calendar days of award of contract,
successful bidder must furnish the City with the Certificates of Insurance proving
coverage as specified in Appendix C. Failure to furnish the required certificates
within the time allowed will result in forfeiture of the Proposal Security.
Please carefully review the Sample Agreement and Insurance Requirements before
responding to the Request for Proposal enclosed herein. The terms of the agreement,
including insurance requirements have been mandated by City Council and can be
modified only if extraordinary circumstances exist. Your response to the Request for
Proposal must indicate if you are unwilling or unable to execute the agreement as
drafted as well as providing the insurance requirements. The City will consider this in
determining responsiveness to the Request for Proposal.
12
ATTACHMENT 2
COMPANY INFORMATON
Company Information
Please indicate the legal status of your business:
Sole Proprietor
Partnership
LLC
Corporation, and in what state were you incorporated? if other
than California, are you qualified to do business in California? (y/n).
Other (please explain)
Year founded:
Is your company publicly traded?
Yes or No
If privately held, list the names of al I
significant stakeholders:
What is your reporting period (fiscal year)?
Does your company issue an annual
Yes or No
report?
Total number of em ployees:
Total number of clients:
Awards (Web design, etc.):
List any relevant certifications achieved in the last three years:
ATTACHMENT 2
CITY OF COSTA MESA ® PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT, dated , 20_ for identification purposes, is
made and entered into by and between the CITY OF COSTA MESA, a municipal
corporation, hereinafter designated as "CITY", and
, hereinafter designated as "CONSULTANT".
RECITALS
A. CITY desires to obtain professional website design services from an independent
contractor for the above named project.
B. CONSULTANT has submitted a proposal to provide website design services for
the CITY in accordance with the terms set forth in this Agreement.
C. CITY desires to contract with CONSULTANT as an independent contractor and
CONSULTANT desires to provide services to CITY as an independent
contractor.
D. CONSULTANT has demonstrated its competence and professional qualifications
necessary for the satisfactory performance of the services designated herein by
virtue of its experience, training, education and expertise.
NOW, THEREFORE, THE PARTIES MUTUALLY AGREE AS FOLLOWS:
1.0 SCOPE OF WORK. The project is more particularly described as follows:
[response to. the RFP to be included as an attachment to the contract].
1.1 PROFESSIONAL SERVICES PROVIDED BY CONSULTANT. The professional
services to be performed by CONSULTANT shall consist of but not be limited to
the following:
1.1.1 Work closely with the Chief Information Officer in performing work in accordance
with this Agreement in order to receive clarification as to the result which the
CITY expects to be accomplished by CONSULTANT. The Chief Information
Officer, under the authority of the City Manager, shall be the CITY'S authorized
representative in the interpretation and enforcement of al I work performed in
connection with this Agreement. The Chief Information Officer may delegate
authority in connection with this Agreement to the Chief Information Officer's
designees. For the purposes of directing the CON SULTANT'S performance in
accordance with this Agreement, the Chief Information Officer delegates
authority to [list names or titles of authorized representatives].
1.2 1.1.2 The text of this AGREEMENT, together with the Exhibits, constitutes the
entire AGREEMENT and understanding and agreement between the CITY and
CONSULTANT with respect to the services, work products, Software and
ATTACHMENT 2
deliverables. This AGREEMENT supersedes all prior oral and written
communications. This AGREEMENT may be amended, modified or changed,
only in writing when signed by all parties or their specifically authorized
representatives as set forth in this AGREEMENT.
1.3 If there is a conflict among the text of this AGREEMENT, any provision or term in
any Exhibit, and an amendment of this AGREEMENT, the following orders of
precedence shall apply: an amendment of this AGREEMENT shall govern over
any conflicting provisions of earlier amendments, this AGREEMENT, and terms
in the Exhibits; and thereafter, the text of this AGREEMENT shall govern over
any conflicting provision or terms in the Exhibits; and thereafter, The Exhibits
including: Scope of Work (Exhibit A), Project Timeline (Exhibit B), Insurance
Certificates (Exhibit C), Vendor Registration FormNV 9 (Exhibit D), Escrow
Agreement (Exhibit E). CONSULTANT is solely responsible for determining the
hours and method of CONSULTANT's AGENTS' services, as well as for
providing all necessary training and instruction to CONSULTANT's AGENTS so
that they are able to satisfy CONSULTANT's obligations contemplated by this
AGREEMENT.
1 ACONSULTANT shall comply with all applicable federal, state and local laws,
standards, codes, ordinances, administrative regulations acid all amendments,
and additions thereto, pertaining. in any manner to the performance or services
provided under this AGREEMENT. CONSULTANT shall obtain all 'patents,
licenses, and any other permission required to provide the services work product,
or deliverables by the CITY, or shall provide, upon the approval by the CITY,
alternate, equivalent services, work products, or deliverables for use by the CITY,
provided the CITY shall not unreasonably withhold approval of reasonable
alternatives which do not significantly increase the cost or burden upon the CITY
or the CITY's equipment, systems, staff, or facilities. CONSULTANT has no
obligation for any claim based upon a modified version of the Software or the
combination or operation of the Software with any product, data, or apparatus not
provided by CONSULTANT. CONSULTANT provides no warranty whatsoever for
any third -party hardware or Software products. Except as expressly set forth
herein, CONSULTANT disclaims any and all express and implied warranties,
including but not necessarily limited to warranties of merchantability and fitness
for a particular purpose.
2.0 TIMING REQUIREMENTS
2.1 Time is of the essence in the performance of work under this Agreement and the
following timing requirements shall be strictly adhered to unless otherwise
modified in writing as set forth in Section 2.6. Failure by CONSULTANT to
strictly adhere to these timing requirements may result in termination of this
Agreement by the CITY and the assessment of damages against the
CONSULTANT for delays.
2.2 Insert project time line.
2.3 Phase lil. CONSULTANT shall prepare and deliver the final design plans to the
Chief Information Officer within calendar days of the Chief Information
Officer's written authorization to perform Phase III.
2
ATTACHMENT 2
2.4 For all time periods not specifically set forth herein, the CONSULTANT shall
respond in the most expedient and appropriate manner under the circumstances,
by either telephone, fax hand delivery or mail.
3.0 DESIGN CRITERIA AND STANDARDS. All work shall be performed in
accordance with applicable CITY, state and federal codes and criteria. In the
performance of its professional services, CONSULTANT shall use the degree of
care and skill ordinarily exercised by consultants under similar conditions.
4.0 INDEPENDENT CONTRACTOR. CONSULTANT'S relationship to the CITY
shall be that of an independent contractor. CONSULTANT shall have no
authority, express or implied, to act on behalf of the CITY as an agent, or to bind
the CITY to any obligation whatsoever, unless specifically authorized in writing by
the Chief Information Officer. The CONSULTANT shall not be authorized to
communicate directly with, nor in any way direct the actions of, any bidder or the
construction contractor for this project without the prior written authorization by
the Chief Information Officer. CONSULTANT shall be sole responsible for the
performance of any of its employees, agents or subcontractors under this
agreement.
CONSULTANT shall report to the CITY any and all employees, agents and
consultants performing work in connection with this project, and all shall be
subject to the approval of the CITY.
5.0 CITY BUSINESS LICENSE. Prior to the commencement of any work under this
agreement, the CONSULTANT shall obtain and present a copy of an Costa
Mesa's City Business License to the Chief Information Officer.
6.0 WORKERS' COMPENSATION. Pursuant to Labor Code section 1861, the
CONSULTANT hereby certifies that the CONSULTANT is aware of the
provisions of Section 3700 of the Labor Code which require every employer to be
insured against liability for Workers' Compensation or to undertake self-insurance
in accordance with the provisions of that Code, and the CONSULTANT will
comply with such provisions and provide certification of such compliance as a
part of these Award Documents. The certification shall be in accordance with
Subsections 7.3 through 7.8 of this Agreement.
7.0 LIABILITY INSURANCE.
7.1 CONSULTANT shall, throughout the duration of this Agreement, maintain
comprehensive general liabil ity and property damage insurance, or commercial
general liability insurance, covering all operations of CONSULTANT, its agents
and employees, performed in connection with this Agreement including, but not
limited to, premises and automobile.
7.2 CONSULTANT shall maintain liability insurance in the following minimum limits:
Comprehensive General Liability Insurance
(bodily injury and property damage)
Combined Single Limit Per Occurrence
General Aggregate
Commercial General Liability Insurance
(bodily injury and property damage)
General limit per occurrence
General limit project specific
Automobile Liability Insurance
ATTACHMENT 2
$ 1,000,000
$ 2,000,000*
$ 1,000,000
$ 2,000,000
$ 1,000,000
*General aggregate per year, or part thereof, with respect to losses or other acts
or omissions of CONSULTANT under this Agreement.
7.3 If coverage is provided through a Commercial General Liability Insurance policy,
a minimum of 50% of each of the aggregate limits shall remain available at all
times. If over 50% of any aggregate limit has been paid or reserved, the CITY
may require additional coverage to be purchases by the CONSULTANT to
restore the required limits. The CONSULTANT shall also notify the CITY'S
Project Manager promptly of all losses or claims over $25,000 resulting from
work performed under this contract, or any loss or claim against the
CONSULTANT resulting from any of the CONSULTANT'S work.
7.4 All insurance companies affording coverage to the CONSULTANT for the
purposes of this Section shall add the City of Costa Mesa as "additional insured"
under the designated insurance policy for all work performed under this
Agreement. Insurance coverage provided to the CITY as an additional insured
shall be primary insurance and other insurance maintained by the CITY, its
officers, agents and employees shall be excess only and not contributing with
insurance provided pursuant to this Section.
7.5 All insurance companies affording coverage to the CONSULTANT pursuant to
this Agreement shall be insurance organizations authorized by the Insurance
Commissioner of the State of California to transact business of insurance in the
state or be rated as A -X or higher by A.M. Best.
7.6 All insurance companies affording coverage shall provide thirty (30) days written
notice to the CITY should the policy be cancelled before the expiration date. For
the purposes of this notice requirement, any material change in the policy prior to
the expiration shall be considered a cancellation.
7.7 CONSULTANT shall provide evidence of compliance with the insurance
requirements listed above by providing a Certificate of Insurance and applicable
endorsements, in a form satisfactory to the City Attorney, concurrently with the
submittal of this Agreement.
7.8 CONSULTANT shall provide a substitute Certificate of Insurance no later than
thirty (30) days prior to the policy expiration date. Failure by the CONS ULTANT
to provide such a substitution and extend the policy expiration date shall be
considered a default by CON SULTANT and may subject the CONSULTANT to a
suspension or termination of work under the Agreement.
4
ATTACHMENT 2
7.9 Maintenance of insurance by the CON SULTANT as specified in this Agreement
shall in no way be interpreted as relieving the CONS ULTANT of any
responsibility whatsoever and the CONSULTANT may carry, at its own expense,
such additional insurance as it deems necessary.
8.0 PROFESSIONAL ERRORS AND OMISSIONS INSURANCE. Throughout the
duration of this agreement and four (4) years therea fter, the CONSULTANT shall
maintain professional errors and omissions insurance for work performed in
connection with this Agreement in the minimum amount of One Million dollars
($1,000,000) .
CONSULTANT shall provide evidence of compliance with these insurance
requirements by providing a Certificate of Insurance.
9.0 CONSULTANT'S INDEMNIFICATION OF CITY. CONSULTANT shall indemnify
and hold harmless the CITY and its officers, agents and employees against.all
claims for damages to persons or property arising out of CONSULTANT'S work,
including the negligent acts, errors or omissions or wrongful acts or conduct of the
CONSULTANT, or its employees, agents, subcontractors, or others in connection
with the execution of the work covered by this Agreement, except for those claims
arising from the willful misconduct, sole negligence or active negligence of the
CITY, its officers, agents, or employees. CONSULTANT'S Indemnification shall
include any and all costs, expenses, attorneys' fees, expert fees and liability
assessed against or incurred by the CITY, its officers, agents, or employees in
defending against such claims or lawsuits, whether the same proceed to judgment
or not. Further, CONSULTANT at its own expense shall, upon written request by
the CITY, defend any such suit or action brought against the CITY, its officers,
agents, or employees founded upon, resulting or arising from the conduct, tortious
acts or omissions of the CONSULTANT.
CONSULTANT'S indemnification of CITY shall not be limited by any prior or
subsequent declaration by the CONSULTANT.
10.0 ERRORS AND OMISSIONS. In the event that the Chief Information Officer
determines that the CONSULTANT'S negligence, misconduct, errors or
omissions in the performance of work under this Agreement has resulted in
expense to CITY greater than would have resulted if there were no such
negligence, errors or omissions in the plans or contract specifications,
CONSULTANT shall reimburse CITY for the additional expenses incurred by the
CITY, including website design, construction and/or restoration expense.
Nothing herein is intended to limit CITY'S rights under Sections 7, 8 or 9.
11.0 NO CONFLICT OF INTEREST. The CONSULTANT shall not be financially
interested in any other CITY contract for this project. For the limited purposes of
interpreting this section, the CONSULTANT shall be deemed a "City officer or
employee", and this Section shall be interpreted in accordance with Government
Code section 1090. In the event that the CONS ULTANT becomes financially
interested in any other CITY contract for this project, that other contract shall be
void. The CONSULTANT shall indemnify and hold harmless the CITY, under
Section 9 above, for any claims for damages resulting from the C ONSULTANT'S
ATTACHMENT 2
violation of this Section.
12.0 OWNERSHIP OF DOCUMENTS. All plans and specifications, including details,
computations and other documents, prepared or provided by the CONSULTANT
under this Agreement s hall be the property of the CITY. The CITY agrees to hold
the CONSULTANT free and harmless from any claim arising from any use, other
than the purpose intended, of the plans and specifications and all preliminary
sketches, schematics, preliminary plans, architectural perspective renderings,
working drawings, including details, computation and other documents, prepared
or provided by the CONSULTANT. CONSULTANT may retain a copy of all
material produced under this Agreement for the purpose of documenting their
participation in this project.
13.0 COMPENSATION. For work performed by CONSULTANT in accordance with
this Agreement, CITY shall pay CONSULTANT in accordance with the schedule
of billing rates set forth in Exhibit "XX", attached hereto and incorporated herein
by reference. No rate changes shall be made during the term of this Agreement
without prior written approval of the Chief Information Officer. CONSULTANT'S
compensation for all work performed in accordance with this Agreement shall not
exceed the total contract price of $
No work shall be performed by CONSULTANT in excess of the total contract
price without prior written approval of the Chief Information Officer.
CONSULTANT shall obtain approval by the Chief Information Officer prior to
performing any work which results in incidental expenses to CITY as set forth in
Section 13.2.2.
13.1 CONSULTANT shall maintain accounting records including the following
information:
13.2 Names and titles of employees or agents, types of work performed and times and
dates of all work performed in connection with this Agreement which is billed on
an hourly basis.
13.2.1 All incidental expenses including reproductions, computer printing, postage,
mileage and subsistence.
13.3 CONSULTANT'S accounting records shall be made available to the Chief
Information Officer for verification of billings, within a reasonable time of the Chief
Information Officer's request for inspection.
13.4 CONSULTANT shall submit monthly invoices to CITY. CITY shall make partial
payments to CONSULTANT not to exceed the total contract price wi thin thirty
(30) days of receipt of invoice, subject to the approval of the Chief Information
Officer, and based upon the following partial paym ent schedule:
13.4.1 Prior to submittal of the preliminary design plans, partial payments shall not
exceed $ to be determined.
14.0 TERMINATION OF AGREEMENT. Either party may terminate this Agreement
by providing thirty (30) d ays written notice to the other party.
ATTACHMENT 2
If any portion of the work is terminated or abandoned by the C ITY, then the CITY
shall pay CONSULTANT for any work completed up to and including the date of
termination or abandonment of this Agreement, in accordance with Section 13.
The CITY shall be required to com pensate CONSULTANT only for work
performed in accordance with the Agreement up to and including the date of
termination.
15.0 ASSIGNMENT AND DELEGATION. This Agreement and any portion thereof
shall not be assigned or transferred, nor shall any of the CONSULTANT'S duties
be delegated, without the express written consent of the CITY. Any attempt to
assign or delegate this Agreement without the express written consent of the
CITY shall be void and of no force or effect. A consent by the CITY to one
assignment shall not be deemed to be a consent to any subsequent assignment.
This Agreement shall inure to the benefit of and be binding upon the parties
hereto and their respective successors and assigns.
16.0 ENTIRE AGREEMENT. This Agreement comprises the entire integrated
understanding between CITY and CONSULTANT concerning the work to be
performed for this project and supersedes all prior negotiations, representations
or agreements.
17.0 INTERPRETATION OF THE AGREEMENT. The interpretation, validity and
enforcement of the Agreement shall be governed by and construed under the
laws of the State of California. The Agreement does not limit any other rights or
remedies available to CITY.
The CONSULTANT shall be responsible for complying with all local, state and
federal laws whether or not said laws are expressly stated or referred to herein.
Should any provision herein be found or deemed to be invalid, the Agreement
shall be construed as not containing such provision and all other provisions,
which are otherwise lawful, shall remain in full force and effect, and to this end
the provisions of this Agreement are severable.
18.0 AGREEMENT.MODIFICATION. This Agreement may not be modified orally or
in any manner other than by an Agreement in writing, signed by the parties
hereto.
19.0 DISPUTE RESOLUTION.
Any controversy or claim arising out of or relating to this Agreement, or
concerning the breach or interpretation thereof, shall be first submitted to
mediation, the cost of which shall be borne equally by the parties.
No suit shall be brought on this contract unless all statutory claims filing
requirements have been met.
ATTACHMENT 2
20, NOTICES. All notices, demands, requests, consents or other communications
which this Agreement contemplates or authorizes, or requires or permits either
party to give to the other, shall be in writing and shall be personally deli vered or
mailed to the respective party as follows:
TO CITY: TO CONSULTANT:
City of Costa Mesa
Chief Information Officer
300 North Coast Highway
Costa Mesa, CA 92054
Either party may change its address by notice to the other party as provided
herein.
Communications shall be deemed to have been given and received on the first to
occur:
a. Actual receipt at the offices of the party to whom the communication is to
be sent, as designated above, or
b. Three (3) working days following the deposit in the United States mail of
registered or certified mail, postage prepaid, return receipt requested,
addressed to the offices of the party to whom the communication is to be
sent, as designated above.
21.0 SIGNATURES. The individuals executing this Agreement represent and warrant
that they have the right, power, legal capacity and authority to enter into
and to execute this Agreement on behalf of the respective legal entities of
the CONSULTANT and the CITY.
IN WITNESS WHEREOF the parties hereto for themselves, their heirs, executors,
administrators, successors and assigns do hereby agree to the full performance of the
covenants herein contained and have caused this Professional Services Agreement to
be executed by setting hereunto their signatures on the dates indicated below:
[INSERT NAME OF CONSULTANT]
By:
Name/Title
Date:
By:
Name/Title
Date:
Employer ID No.
CITY OF COSTA MESA
By:
City Manager
Date:
J-9-1 i -34
City Attorney
ATTACHMENT 2
NOTARY ACKNOWLEDGMENTS OF CONSULTANT MUST BE ATTACHED.
Appendix C
5.0. INSURANCE
ATTACHMENT 2
5.1. Minimum Scope and Limits of Insurance. Consultant shall obtain and maintain
during the life of this Agreement all of the following insurance coverages:
(a) Comprehensive general liability, including premises -operations,
products/completed operations, broad form property damage, blanket contractual
liability, independent contractors, personal injury with a policy limit of not less
than One Million Dollars ($1,000,000.00), combined single limits, per occurrence
and aggregate.
(b) Automobile liability for owned vehicles, hired, and non -owned vehicles, with a
policy limit of not less than One Million Dollars ($1,000,000.00), combined
single limits, per occurrence and aggregate.
(c) Workers' compensation insurance as required by the State of California.
(d) Professional errors and omissions ("E&O") liability insurance with policy limits
of not less than One Million Dollars ($1,000,000.00), combined single limits, per
occurrence and aggregate. Consultant shall obtain and maintain, said E&O
liability insurance during the life of this Agreement and for three years after
completion of the work hereunder.
5.2. Endorsements. The comprehensive general liability insurance policy shall contain
or be endorsed to contain the following provisions:
(a) Additional insureds: "The City of Costa Mesa and its elected and appointed
boards, officers, agents, and employees are additional insureds with respect to this
subject project and contract with City."
(b) Notice: "Said policy shall not terminate, nor shall it be cancelled, nor the
coverage reduced, until thirty (30) days after written notice is given to City."
(c) Other insurance: "Any other insurance maintained by the City of Costa Mesa
shall be excess and not contributing with the insurance provided by this policy."
5.3. Certificates of Insurance: Consultant shall provide to City certificates of
insurance showing the insurance coverages and required endorsements described above, in a
form and content approved by City, prior to performing any services under this Agreement.
5.4. Non -limiting: Nothing in this Section shall be construed as limiting in any way,
the indemnification provision contained in this Agreement, or the extent to which Consultant
may be held responsible for payments of damages to persons or property.
ATTACHMENT 2
Tab 3
STATEA`R
ORANGECOUNTY OF
I am a citizen of the United States and a
resident of the County of Los Angeles; I
am over the age of eighteen years, and
not a parry to or interested in the notice
published. 1 am a principal clerk of the
NEWPORT BEACH/COSTA - MESA
DAILY. PILOT, which .was; adjudged a
newspaper of general circulation on
September 29, 1961, case A6214, and
June 11, 1963, case A24831, for the
City of Costa Mesa, County of Orange,
and the State of California. Attached to
this Affidavit is a true and complete copy
as was printed and published on the
following date(s):
Wednesday, April 16, 2011
I certify (or declare) under penalty of
perjury that the foregoing is true and
correct.
Executed on May 4, 2011
at Los Angeles, California
Signature
RE GEAVLU
CITY CL ER -K
t t,
� Q A 140A
ATTACHMENT 2
ATTACHMENT 2
ATTACHMENT 2
Questions & Answers to the RFP for Re -design, Development,
Implementation, & Hosting of the City of Costa Mesa Website
1. On page 4, Scope of Work expresses the strong desire to have a firm with
municipal and local government experience. We have strong experience
in other industries but not in local government. Will you disqualify us on
that point? (Answer) You will not be disqualified.
2. On page 7 you list the technologies used for the current site. Do you
prefer the new site to use the same technologies? (Answer) You will
need to either design the website or host It on our server and/or you
can also send in a proposal to have the site hosted on your server.
Per the statement on the first two sentences under "Special
Provisions".
3. On page 7, you mention the 4 websites hosted with the City. Please
confirm that this RFP is only for the City Website. (Answer) Those
websites would be rolled Into the new city website,
4. If you decide that Item #1 is a show -stopper, will you consider a separate
hosting proposal from us? (Answer) No.
5. On the question of hosting, can you provide current statistics on the
website: page views, bandwidth served, storage required etc. (Answer)
Current server storage: 100GB disk array (RAID 1)
The following are statistics for the last 3 months:
March 2011
Total Hits: 3,316,453
Total Files: 2,542,902
Total Pages: 390,635
Total Visits: 63,801
Total Kbytes (bandwidth): 127,817,614
February 2011
Total Hits: 2,286,749
Total Files: 1,725,161
Total Pages: 272,907
Total Visits: 46,061
Total Kbytes (bandwidth): 90,959,141
Jan uary 2011
Total Hits: 2,892,899
Total Files: 1,731,615
Total Pages: 277,375
Total Visits: 47,813
Total Kbytes (bandwidth): 103,881,521
6. In regards to the following RFP, our firm would like to know if the below
requirement pertains to on site or off site (remote) training? The proposal m ust
include basic training for a minimum of 25 employees, training plan and
timeline. (Answer) It's on site training at our office.
ATTACHMENT
Questions & answers to the RFP for Re -design, Development,
Implementation, & Hosting of the City of Costa Mesa Website
7. We understand that the website http:www.ci.costa-mesa.ca.us/ needs to be
developed. Do we also have to include information from the other three City
websites — that of the Police Department, Redevelopment Agency and the
Community Foundation — i.e. are you planning to merge these webs ites under
a single administrator panel? (Answer) Yes, this web site will be rolled into
the new web site.
What are the various onl ine transactions that will be handled on the website?
The requirement specifies the use of third -party applications to handle these
transactions — are there any third party applications currently in use on th e
website? If yes, what are they? (Answer)
Existing online transactions need to be supported via links to third -party
applications. See list below. Framework should provide capability to integrate
future e -government offerings.
Human Resources:
Uses NEOGOV for online applications through www.ciovernmentiobs.com
See current link our web site: hftg://www.ci.coste-
mesa.ca.us/CMEmployment.htm
Parks and Recreation:
In 2011-2012 fiscal year, registration and payment will be through
www.active.com
8. What are the calendar formats that need to be supported? (Answer)
Community calendar, City Council calendar, Planning Commissioner
calendar, Park and Recreation calendar.
9. For the Streaming Video Support: Are you referring to Live Stream Ing or will
the videos be upl oaded to the server and then do wnloaded by users to watch
them? (Answer) See question 21 and 22.
10. Do you have any particular preference for a CMS, or are you open to using an
Open Source CMS for the project? (Answer) No preference for a CMS. Yes,
we are open to use Open Source CMS for the project.
11. Are there any time -constraint for the completion of the project? Do you have a
tentative launch date set for the new website? (Answer) We understand that
the web site work will be in stages with work staring in the end of June
and hopeful the project completed by October 18`.
12. What is current site traffic and storage size? (Answer) See questions #5.
13. Is there a way we could see the last year of Google analytics? (Answer) Click
on the link below. Are you keeping your existing logo and brand? (Answer)
Yes
14. Do you want to be able to develop your own applic ation/online forms
yourselves or have us do it? (Answer) You need to create and improve exist
forms for various departments.
15. Full Mobile site capabilities or partial? K (Answer) Partial in this RFQ and full
mobile the next round. (Answer) We would like to explore launching some
basic information mobile applications for the planning department, city
council and the marketing and communication department:
16. What does this mean, is there a current example? The proposal should include
an option and/or a predefined existing application to design and produce the
City's new local government online magazine other requirement feature L.
(Answer) Currently no electronic newsletter exists. You need to create a
template for our online magazine.
ATTACHMENT 2
Questions & Answers to the RFP for Re -design, Development,
Implementation, & Hosting of the City of Costa Mesa Website
17. Do you want all 5 websites hosted with us orjust the main city site? (Answer)
The other web sites will be rolled into this web site. So you will only be
hosting one web site but much larger.
18. Are you ok with 3`d party applications like issue for your onli ne magazine,
Google analytics for tracking for items that are great and exist and we don't
have to custom build? (Answer) Yes
19. For the live feed, do you have cams already and a server or computer
operating in conjunction with them? Are you ok with a third party service for he
live feeds? (Answer) The City has both the video cameras and an
encoder/server that supports the live web stream ing. The web streaming is
supported by Granicus, a third party service. The link to the live feed is
htto://costamesa.granicus.com/MediaPlaver.phr)?publish id=3
20. Do you currently stream the meetings in a live feed and record and save them
in an archive; is that the goal for the new site. (Answer)The City currently
contracts with Granicus, a third party service provider for ou r web streaming
solution. The City provides a live feed and records the meeting for on
demand/archive purposes. Both the live stream and archives are hosted by
Granicus and a link is provided on City w ebsite. The new website will provide a
link to both the live feed and the archives that are hosted by Granicus. T he live
feed is located at
http://costamesa.granicus.com/MediaPlayer.ghg?publish id=3
Archives are located at
htip_//costamesa.granicus.comN!ewPublisher.ohp?view id=4
21. Four websites are listed in the RF P —City Website — www.ci.costa-mesa.ca.us,
Costa Mesa Police Department- www.costamesapd.org, Redevelopment
Agency — www.cmredevelopment.org, Costa Mesa Community Foundation —
www.cm-fund.org. Does the scope of this project include redesign and
development of all four sites? If so, would you want them to be separate sites
with different domains, and would they have unique and separate designs?
(Answer) Those web sites will be rolled into the new website. The new
website will have specific pages for each department and commissions.
22. 1 understand the City currently uses a Linux based platform. O ur Content
Management System is a Microsoft Windows .NET and SQL Server solution.
The city can host with us, host in house, or with a third party. Is the City open to
using a Windows platform for the new site? (Answer) Ye, we are interested in
using a Windows platform for the new site.
23. Do you have a budget set for the project? We offer different levels of packages
that range in budget and we can tailor our offer to meet your needs. (Answer)
The current proposed budget Is $50,000 with additional funding pending.
24. In the RFP, under "Other Requirements and Features" section (j) states that
information on the current site must be included. Can you provide a page count
of the existing content? (Answer) It's very difficult to correctly count the
number of pages from all 4 of our websites, because page is dynamically
generated from the CMS. Vendors should consider the functionalities of
the websites instead. It'd say "All functions and information from the
current websites must be included".
In the RFP, under "Other Requireme nts and Features" section (j) mentions
the conversion of existing online interactive applications —can you provide a
ATTACHMENT 2
Questions & Answers to the RFP for Re -design, Development,
Implementation, & Hosting of the City of Costa Mesa Website
listing and the URLs of those existing online interactive applications you may
need technical assistance with? (Answer) Existing online transactions need
to be supported via links to third -party applications. See list below.
Framework should provide capability to integrate future e -government
offerings.
Human Resources:
Uses NEOGOV for online applications through www.governmentiobs.com
See current link our web site: hftp://www.ci.costa-
mesa.ca.us/CMEmployment.htm
Parks and Recreation:
In 2011-2012 fiscal year, registration and payment will be through
www.active.com
25. The Scope of Work states on two separate occasions that the selected vendor
must have a "proven track record" and "substantial experience i n local
government website design, development, Implementation and maintenance."
Our company has extensive experience designing, developing and hosting
multi -media, social -media -enabled websites for many other vertical markets
such as broadcasting, publishing and mi nistry and we do have experien ce with
large government agencies such as the NRC and Armed Forces Network, but
we haven't yet developed a city/municipal website per se, although our
intention is to get more involved in this space. In addition to our extensive
experience with website design and hosting, we also offer a suite of powerful
tools for video stream ing, mobile interactivity and audience building all wrapped
together with social media interactivity that will ensure the City of Costa Mesa's
website will stand out from other city/municipal websites. Before we put the
effort into developing our RF P response, please advise whether we w ill receive
full consideration for this opportunity based on the above inform ation. (Answer)
— See question #9
26. Toward the bottom of page 6: Will the city's new local government magazine be
a print prod uct or an online -only product? (An sorer) —Online only. See
question #98
27. Will this RFP include website des! gn/development and hosting for all four sites
listed under City of Costa Mesa Technical Information on page 7? (An swer) —
See question #3
28. Also on page 7: We only offer a hosted solution. Our CMS cannot be used on
an installed basis. Under these circumstances, would our services still be
considered (Answer) Answer will be posted on Monday.
29. In order to provide pricing, we will need the following information:
a. Current site map (Answer) it's very difficult to correctly count the
number of pages from all 4 of our websites, because page Is
dynamically generated from the CMS. Vendors should consider the
functionalities of the websites instead. It'd say "All functions and
information from the current websites must be included".
b. Current bandwidth usage statistics (Answer) See question #5
c. Current dB size (Answer) 5MB
d. Current # assets in dB. (Answer) Don't know what this question
means, we are using MySQL database.
ATTACHMENT 2
Questions & Answers to the RFP for Re -design, Development,
Implementation, & Hosting of the City of Costa Mesa Website
30. What is the City's expected budget for CMS licensing fees and does the City
have a preference for a CMS vendor? (Answer) See question #25
31. What is the City's expected budget for the entire scope of the re -design? Exact
numbers are not necessary, but a ceiling range would be highly beneficial.
(Answer) See question #25
32. is there an incumbent contractor currently supporting this requirement? Is there
a current 3rd party vendor that maintains the current Web site? (Answer)
Currently the web site hosting and support are done In-house
33. Is there a budget range or ceiling that has been estabii shed for this project?
(Answer) See question #25
34. What is the estimated timeline for completion of the project? (Answer) See
question #92
35. Does location of vendor factor into evaluation of pr oposais? I.e. are you looking
for a local vendor? (Answer)— The only preference the city gives for local
vendor is 5% consideration.
36. What CMS (content management system), if any, are you currently using?
(Answer) No CMS is currently used. The program was developed in-
house by our IT department The system allows for automated time
stamped deletion.
37. Does the City have a preference fo r Web development environment / platform
— e.g. LAMP vs. Microsoft/MOSS (Answer) The city is flexible on which
platform to use but we are concerned with external intrusion.
38. Is the City committed to the same type of hosting environment (i.e. LAMP)?
(Answer) SEE Question 40.
39. Will the City also need the selected vendor to create content (textual, video,
imagery, etc.). Will copywriting services be required? (Answer) No
40. How many authors, managers, and contributors d o you anticipate the new Web
site having? (Answer) The marketing/communications and IT departments
will have the overall control of the web site. This will be at least four
managers. Each department head will be allowed to contribute and edit
sections of their department's web pages. We anticipate a minimum of 95
contributors.
41. Please provide further clarificati on on the goals of the new Web site? Why is
the City interested in redesigning their Website now? (Answer) The current
website is outdated. The goal of this project is to create an attractive,
customer -focused website that allows the users to navigate the website
intuitively. The website must incorporate a robust content management
component and tools. The most current technology must be utilized to
provide current, interactive content to the community 24 hours a day,
seven days a week. In addition, it is the City's intention to expand the
current usefulness of the website, and future needs and functionality
should be demonstrated in the proposal. The successful firm must have
substantial experience in local government website design, development,
implementation and maintenance. The project will involve utilizing
information posted on the current website as well as implementation of
new information, products and features as recommended by the City and
the selected company.
42. What are the major issues the City is looking to address with this Website
redesign? (Answer) See question 44.
43. What are the brand attributes the City woul d like to see translated online?
When can we receive the branding guidelines includi ng the messaging and
ATTACHMENT 2
Questions & Answers to the RFP for Re -design, Development,
Implementation, & Hosting of the City of Costa Mesa Website
identity assets? (Answer) We are asking each company to submit their
proposal based on what they perceive is needed to m eet our requirements.
The city is looking to promote the various departments, commissions,
programs, parks, recreational venues, s pecial events and partners in the
community included but not limited to OC Fair and Events Center, Costa Mesa
Conference and Visitors Bureau, Orange Coast College, Vanguard University,
Segerstrom Center for the Arts, South Coast Repertory, South Coast Plaza,
We are asking each company to submit their proposal based on what they
perceive is needed to meet our requirements . Website should improve the
common theme/colors/fonts with capability to easily change templates as
needed.
44. Can the City discuss pre-existing constraints on the current technology used?
Is there a particular preference on the implementing technology used, and if so,
what is the reason for the preference? (Answer) The current web design was
created in house by our IT staff. We are looking to upgrade the website
and using the most up to date technology for the web platform.
Does the City track Web traffic with a Web Analytics tool like Google Analytics?
If so, which tool is currently used? (Answer)-- Is there a way we could see the
last year of Google anal ytics? (Answer) See following link for details -
http://www.ci.costemesa.ca.us/docs/Analytics www ci costa -
mesa ca us 201001-201012.0f.
45. How much web traffic does the current Web site get? How much web traffic
does the City anticipate with the re -launch? (Answer) See question #5
46. Have competitive assessments of peer websites been conducted or is this
activity in scope for awarded vendor? (Answer) Staff has done an unofficial
review of neighboring cities. Our goal is to update our web site and be
competitive with our surrounding cities.
Have usability testing, card sorts, or focus groups already been conducted on
the current site? If so, will that data be shared with the awarded vendor ?
(Answer) No usability testing or focus groups have been conducted.
47. Is there an interest in ongoing Web analytics reporting? Benchmarking?
(Answer) Yes, we are interested in Web analytics for the new web site.
48. What content/features are most popular on the current Web si te? (Answer)
Access City Council agenda and minutes, viewing live broadcast,
Community news, and online applications for all departments.
49. Can you describe the key characteristics of your target audience base? Have
you recently or are you changing the to rget audience base? (Answer) The
target audience is any Costa Mesa resident from young kids to senior
citizens. The web is a portal for Information for our city.
50. What, if any, are the constraints on deployment of the final Website? Does it
need to be hosted in a specif is facility? (Answer) The web site can be hosted
in house or off site.
51. What is the approximate number of staff that will need to be trained in the use
of the CM S? (Answer) At least 15 staff members.
Regarding your technical team, what is its current size? Are you only staffed for certain
things? (Answer) Currently the IT staffing has the following
• One IT Manager
® One Administrative Assistant
® Four Network Administrators
ATTACHMENT 2
Questions & Answers to the RFP for Re -design, Development,
Implementation, & Hosting of the City of Costa Mesa Website
a Four Programmers
52. Under the "Qualifications" section, you request sample Home Page designs
and Site Maps — how are respondents supposed to produce this "spec"
material without following the process they propose in "Methodology Section"?
Can the City consider removing these 2 requests, whi ch are not in line with
best practices for these types of RF Ps (Answer). The review committee and
staff feel that a "co mp" or sample home page is, very Important to the
proposal. This comp page will be a working example to show that you
understand the requirements of the project and to showcase how you
would brand the City of Costa Mesa.
53. E -Government: Provide capability to implement/support online transaction s
(recreation class registration, secure credit card payments, business license
applications, building permit applications, employment applications) via links to
third -party application and allow for developing new applications as part of
website framework
a. What are the current third -party applications needing links? Who are the
vendors, names of the applications, and current versions?
(Answer)
Human Resources:
Uses NEOGOV for online applications through www.governmentiobs.com
See current link our web site: http://www.ci.costa-
mesa.ca.us/CMEmployment.htm
Parks and Recreation:
In 2011-2012 fiscal year, registration and payment will be through
www.active.cbm
Video Production
The web streaming is supported by Gran ecus, a third party service. The link
to the live feed is
hftp://costamesa.granicus.com/MediaPlaver.Php?publish id=3
The new website will provide a link to both the live feed and the archives that
are hosted by Granicus. The live feed is located at
hftD://costamesa.aranicus.com/MediaP[aver.DhD?publish id=3
Archives are located at
http//costamesa.granicus.comNiewPublisher.phi)?view id=4
54. Archiving System: Provide capability to maintain an archive of existing and past
records such as public documents, agendas, minutes, press releases,
newsletters, council meeting videos, etc. preferably in PDF/HTML format. Word
search capability is required.
b. Please explain the phrase "word search capability"? Does word search
capability refer to "key word searches" or "Microsoft word searches"?
(Answer) The "key word search"' capability means that a user could type
a keyword that would search all achieve documents for that word. The
goal is to create an user friendly function to find past public documents,
agendas, minutes, press releases etc.
55. Form Printing: Website must have links or embedded plug -ins such as A dobe
Reader for opening, view! ng and printing static forms.
ATTACHMENT
Questions & Answers to the RFP for Re -design, Development,
Implementation, & Hosting of the City of Costa Mesa Website
c. Does a standard browser plug in meet this requirement?
(Answer) Yes, a standard browser plug meets these requirements.
56. The City of Costa Mesa is currently hosting 4 web sites w ith separate domains:
d. Do you want the pricing to include all 4 domains? Or, would you like them
separated out in the pricing proposal?
(Answer) We would like the pricing to include all four web sites. Those web
sites will be "rolled" back into the main web site.
57. Information currently posted on the website m ust be included in the proposal.
New website will feature existing and/or new content. Content will be provided
by City staff. Option for the conversion of existing content and/or providing
technical assistance for the conversion of existing online interactive
applications must also be included. Current website also incorporates content
hosted by third -party vendors. In som a cases, this content uses current City
website template design. Provisions for providing this style of integration with
third party applications must also be included.
e. How many pages do you want m igrated over to your new Website
Management System? (Answer) it's very difficult to correctly count
the number of pages from all 4 of our websites, because page is
dynamically generated from the CMS. Vendors should consider the
functionalities of the websites instead. It'd say "All functions and
information from the current websites must be Included".
ATTACHMENT 2
Tab 5
ATTACHMENT 2
AN SIA11 iz��11 11 11 11 112 Uy I
77 FAIR DRIVE, P.O. BOX 1200, COSTA MESA, CA 92628-1200
FINANCE DEPARTMENT
PURCHASING
FOR RE -DESIGN, IMPLEMENTATION, AND HOSTING OF THE CITY OF COSTA
MESA'S WEBSITE
PROPOSAL NO. 1143
NOTICE IS HEREBY GIVEN that sealed proposals shall be received by the City of
Costa Mesa to wit: The City of Costa Mesa, City Clerk's Office, P. O. Box 1200, Costa
Mesa, California 92628-1200, on or before the hour of 4:00 p.m. on Friday, May 6,
2011. It shall be the responsibility of the offeror to deliver his proposal to the City Clerk
by the announced time. Delivery Location: City of Costa Mesa, City Clerk's Office, 77
Fair Drive, Room 101, Costa Mesa, California 92626.
Proposals shall be returned to the attention of the City Clerk, within said time limit, in a
sealed envelope identified on the outside with the Offeror's Business Name, Proposal
Item Number, Identify - RFP 1143, for Re -design, Development, Implementation, and
Hosting of the City of Costa Mesa's Website and the Due Date. There will be no public
opening of proposals.
The Request for Proposal may be downloaded from the web site at http://www.ci.costa-
mesa.ca.us/departments/CM Purchasing.htm. If you have additional questions, please
contact Richard Amadril, Purchasing via e-mail at: ramadril@ci.costa-mesa.ca.us.
Dated: April 15, 2011
PHONE: (714) 754-5227 FAX: (714) 754-5040 TDD: (714) 754-5244 www.ci.costa-mesaxams
ATTACHMENT 2
REQUEST FOR PROPOSAL #1143
FOR
RE -DESIGN, DEVELOPMENT, IMPLEMENTATION, AND HOSTING OF THE CITY
OF COSTA MESA'S WEBSITE
AMENDMENT NO.1
Finance Department
CITY OF COSTA MESA
Released on April 15, 2011
The referenced document has been modified as per the attached Amendment No.1
Please sign this Amendment where designated and return the executed copy with
submission of your proposal. This amendment is hereby made part of the referenced
proposal as through fully set forth therein. Any questions regarding this amendment
should be addressed to Richard Amadril, email ramadrilAci.costa-mesa.ca.us.
ATTACHMENT 2
i •'
This request for proposal will be governed by the following preliminary and tentative schedule,
which is subject to change:
Release of RFP
Deadline for Written Questions
Responses to Questions Posted on Web
Proposals are Due
Interview of short list
Proposal Evaluation Completed
Approval of Contract (Contract to be award by Council)
April 15, 2011
April 25, 2011
April 29, 2011
�° � -.-ay 12. 2011
May 165 291 BD
M", 205 2911May 27, 2011
June 7, 2011
All other provisions of the invitation of this proposal shall remain in their entirety.
Vendors hereby acknowledge receipt and understanding of the above Amendment.
Signature Date
Typed Name and Title
Company Name
Address
ATTACHMENT 2
LLol-1 e
ATTACHMENT 2
�stA MF
O, S•�CITY OF COSTA MESA
4< 9'•.
2'FINANCE DEPARMENTLARRY HURST
INTEROFFICE MEMORANDUM INTERIM FINANCE DIRECTOR
TO: EVALUATION COMMITTEE
DATE: MAY 16, 2011
SUBJECT: EVALUATION OF RE DESIGN, DEVELOPMENT, IMPLEMENTATION
AND HOSTING OF THE CITY OF COSTA MESA'S WEBSITE
You have been chosen for the evaluations of the following proposals:
1. The Active Network
2. SharePoint 360
3. Intrafinity
4. Dreambox Creation
5. Louder Design
6. American Eagle
7. Civic Plus
8. Vision Internet
9. Civica Software
Attached is an evaluation template you will be using for each proposal that will be distributed to you.
For each criterion, enter the number in the score box based on the following scale:
0 - (Zero) Criterion was not address at all.
1 — Unacceptable
2 — Below Average
3 — Average
4 — Above Average
5 — Exceptional
You should evaluate the proposal independently and each proposal is to be evaluated against RFP
requirements. If you need further clarification, do not contact the proposer but e-mail your questions to
me instead.
After your review, please forward your evaluation sheets to me not later that than May 24, 2011, so I can
summarize your scores. I will then schedule a meeting so we can discuss the scores given to each
proposal and develop a team score.
ATTACHMENT 2
If you have any questions regarding this process, please call me at 714-754-5227 or email me at
ramadril@ci.costa-mesa.ca.us. Thank you for your participation and cooperation in this project.
Distribution:
Dan Joyce, Legislative & Public Affairs Manager
Bill Lobdell, Interim Director of Communications
Brenda Emrick, Fire Protection Specialist
Richard, Kirkbride, Information Technology Manager
Lisa McPherson, Recreation Supervisor
Dane Bora, Video Production Coordinator
Citizen Representative: Beth Refakes
ATTACHMENT 2
• •
ATTACHMENT 2
Re -Design, Development, implementation, and Hosting of
the City of Costa Mesa's Website
EVALUATION COMMITTEE MEMBER STATEMENT
Request for Proposal:
Re -Design, Development, Implementation, and Hosting of the City of Costa
Mesa's Website.
You have been asked to participate in the evaluation of proposals that have been
received as the result of the competitive solicitation referenced above. A proposal was
received from each of the companies listed on the attached Inter -Departmental
Communication dated May 16, 2011.
It is essential that the integrity of the evaluation process be maintained to insure that
each Proposer is given fair and equal consideration. Your knowledge of and/or past or
current association with particular firms and/or individuals must not influence your
evaluation. The proposals and any subsequent respective clarifications and/or
negotiations must stand alone, and you are required to be particularly objective and
guard against any tendency to favor a particular firm or individual. (This does not
mean that you are to ignore past or current experiences with a particular firm in which
goods or services they supplied to the City were sub par.)
You are required to report to Purchasing, any actual or potential conflict of interest and
the nature of the conflict. (You personally, or if your spouse or child has or had any
association or interest with the business entity or any principal employee of the
business entity.)
An additional consideration is the need to maintain confidentiality during the evaluation
regarding the contents of the Proposers' responses, as well as the proceedings of the
evaluation committee. Any inquiries regarding the evaluation of this particular
solicitation must be directed to Purchasing.
ATTACHMENT 2
You are asked to read and sign the following statement:
I have read, understand, and agree to the above, and I will adhere to the policies
presented. I know of no conflict of interest on my part, nor have I accepted any
gratuities or favors from Proposers, which would compromise my objectivity. I have
no personal interest in seeing that a specific Proposer is awarded a contract. I shall
keep all evaluation proceedings in strict confidence prior.to contract award. I will do
my best to base my recommendation for contract award solely upon the evaluation
criteria in the solicitation and each Proposer's response.
Committee Member Signature
Printed Member Name
Date
Please sign and return this form to Richard Amadril immediately upon receipt.
Best Regards,
Richard Amadril
Purchasing
City of Costa Mesa
Tel: (714) 754-5227
Fax: (714) 754-5040
Email: ramadril@ci.costa-mesa.ca.us
ATTACHMENT 2
• • e
RE -DESIGN OF THE CITY'S WEBSITE ATTACHMENT 2
EVALUATION FORM
PROPOSER: Scores are given from 0 - 5 points indicating:
0 - the criterion was not addressed at all
1 - unacceptable
3 - acceptable
5 - exceptional
RATER
WEIGHT CRITERIA SCORE
25
Project understanding:
Appropriateness and acceptability of
plan and approach
Comments:
10
Reference
Comments:
25
Reasonable cost to the City
Comments:
30
Ability to provide services:
Knowledge of and experience with similar
projects
Comments:
10
Other:
Services or product that exceed the
mandatory requirements. Added value
Comments:
ATTACHMENT 2
May 17, 2011
ATTACHMENT 2
•
77 FAIR DRIVE, P.O. BOX 1200, COSTA MESA, CA 92628-1200
City of Newport Beach
Mary Locey
Public Works Specialist
3300 Newport Blvd,
Newport Beach, CA 92663
Dear Ms. Locey,
FINANCE DEPARTMENT
PURCHASING
The City of Costa Mesa is in the review and evaluation process from a Request for
Proposal we have submitted for The City Costa Mesa Website Re -design. Vision
Internet as put your agency down for references. Please fill out the attached forms and
fax back to my attention no later than May 23, 2011. My fax # is 714-754-5040.
Thank you in advance for. your assistance. If you have any questions regarding the
attached please feel free to contact me at 714-754-5227.
Sincerely,
IN . TITS WTI 9-
ATTACHMENT 2
Website Re -design
For
City of Costa Mesa
Questions of References
What type of work did they do for you?
0 Dollar amount (estimate)
2. How would you rate this consultant, on total cost?
1 — unacceptable
2
3 — acceptable
4
5 — exceptional
On Timeliness
1 — unacceptable
2
3 — acceptable
3
5 — exceptional
On Problem Responsiveness
1 — unacceptable
2
3 — acceptable
4
5 — exceptional
On Quality of Services
1 — unacceptable
2
3 — acceptable
4
5 — exceptional
On Attitude of Personnel
1 — unacceptable
2
3 — acceptable
4
5 — exceptional
On Customer Support
1- unacceptable
2-
3- acceptable
4-
5- exceptional
ATTACHMENT 2
Questions of References
Continued
If you had to go out and bid today for a similar project, would you choose this
firm, again?
4. What are the strengths about this firm?
5. What are the weaknesses about this firm?
6. Did they exceed their proposal cost?
7. If so, by how much?
8. If applicable, do you feel that the exceeded costs were justified?
ATTACHMENT 2
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ATTACHMENT
ATTACHMENT 2
June 1, 2011
Website Re -design Evaluators Meeting
Agenda:
Pass out the following
• Evaluations scores
• Evaluators comments
• Proposer references
• Evaluation member statement
Consensus on short list for June 9, interviews.
• Any problems with the short list = any outstanding weaknesses and/or strengths.
• Interview questions (Any specific questions for a proposer please provide me with
a list.)
• Evaluation Form(s)
• Interview letters
• Listening skills
Panel requirements
ATTACHMENT 2
ATTACHMENT 2
1. Grasp of the Project
a. Describe your understanding of the City's website re -design project.
b. Describe your understanding of the key partners and agency partners within
Costa Mesa and its relationship with them.
c. To be successful, should the scope of the project be limited to the implementation
of the City's RFP requirements? If not, what else should be included and why?
2. Approach and Work Plan
a. Describe your approach and work plan for creating the city's website re -design
including specific deliverables.
b. What are the issues hosting the website on our servers? What are the issues
hosting the website on your servers?
c. Describe the City's responsibilities, requirements, supporting efforts needed in
meeting your effort and delivery of end products.
d. What is the normal support you provide to clients with similar contracts (i.e.,
technical support for implementation/integration and trouble shooting of website)?
Is this reflected in your schedule of cost?
e. Describe your support outside of our primarily requirements & where is your data
center?
f. How will you comply with ADA guidelines and the level of security (physical and
software)?
g. What percent of your firm's recommendations have been adopted and
successfully implemented with similar projects?
h. Are you willing to be flexible with your schedule? If so, how will that affect your
cost?
3. Qualifications and Experience
a. Describe your firm's competence, technical support staff, and willingness to adjust
to specific needs.
b. Of contracts that you have been awarded in the past, what percent have stayed
within the proposal cost? Briefly describe the reason(s) for cost deviation on other
similar projects.
c. Describe one or two engagements where your firm may have had difficulty and
explain why. How was it resolved?
d. Is any portion of this project sub -contracted out?
e. In order to facilitate the financial responsibility, City of Costa Mesa will request and
evaluate Dun & Bradstreet (D&B) business analysis report form the prospective
firm. If the financial information available through D&B is not sufficient to complete
ATTACHMENT 2
a satisfactory review will your firm offer to bring its latest completed comparative
financial statement?
4. Please describe your additional cost as it relates to page migration, hosting and
any other items we need to be aware of.
ATTACHMENT 2
Proposal Interview for the
Website Re -design
June 9th 2011
City of Costa Mesa
1St Floor Conference Room 1A
Civic Center
77 Fair Drive
Costa Mesa, CA 92626
Active Network
Neal Block
Account Executive
Civica Software
Stuart Gregg
VP Development & General Manager
Americaneagle.com
Joanna Morrissey
Account Representative
Vision Internet
Tom Johnson
Senior Account Executive
ATTACHMENT 2
9:00 AM -- 9:45 AM
10:00 AM —10:45 AM
1:00 PM —1:45 PM
Panel Members
Dan Joyce, Legislative & Public Affairs Manager
Bill Lobdell, Communications
Dane Bora, Video Production Coordinator
Brenda Emrick, Fire Protection Specialist
Richard Kirkbride, Information Technology Manager
Lisa McPherson, Recreation Supervisor
Khahn Nguyen, Acting Development Service Director
Bryan Glass, Police Lieutenant
Beth Refakes
NOTE: Please do not contact any Panel Member prior to presentations
Facilitator
Richard Amadril
Marjorie Erickson
714-754-5227
ramadrilftel.costa-mesa.cams
ATTACHMENT 2
Tab 17
ATTACHMENT 2
ATTENTIVE LISTENING SKILLS
• Be motivated to listen
• If you must speak, ask questions.
• Be alert to nonverbal cues.
• Let them tell the story.
• Do not interrupt when they are speaking.
• Fight off distractions.
• Do not trust your memory. (We will have a recorder at these
interviews)
• Listen with a goal in mind. (I.e. how well will I work with
these people.)
• Look at them in the eye.
• React to the message, not the person.
• Don't get angry.
• Remember, it is impossible to listen and speak at the same
time. Poor listeners tend to concentrate on what they have to
say rather than on what their counterpart is saying, and they
use their listening time preparing for their next turn to speak.
• Listening is not a passive role for this acquisition.
ATTACHMENT 2
ATTACHMENT 2
Preparation for Negotiation
Topics
•
•
Functional Requirements
•
Hardware Requirements
•
Performance and Acceptance Testing
•
Maintenance and Warranties
•
Software Licensing
o
Scope of Services
•
Pricing Metrics
•
Payment Schedule
•
Tenn and Termination
•
Dispute Resolution
•
Liability and Remedies
*
Leasing alternatives
•
Financial Strength
Ideal Outcome:
What are the most important things to come from negotiations?
Information Sources
Known
•
Proposal
•
Contract
•
D&B Business Report
•
Financial Statements
•
References
•
Evaluations and comments
Unknown
•
Compensation
•
Profit Margin
Individual or Team Negotiations
• Dan Joyce -Team Captain
o Determines walk -away
o Determines acceptance of alternatives and/or options
o Request legal review for finalization
• Roles & Responsibilities of each team members
Options or Alternatives
• One time/ future negotiations
• Third party vendors
Best Alternative To a Negotiated Agreement
• Consider what to do if we walk -away
• Things to do to gain cooperation
• Mediator
Agenda
• Opening the Negotiations & Preparation of Agenda
• Notes
Location
• Here, there, mutual agreed location, conference call(s) or written
ATTACHMENT 2
ATTACHMENT 2