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IT16-142 - Original - Vision Internet - Content Management System (CMS) Replacement Project - 03/29/2016
400'do� Re c o r ds Manage' ' m W.SHINGTON Document CONTRACT COVER SHEET This is to be completed by the Contract Manager prior to submission to City Clerks Office. All portions are to be cap pleted. If you have questions, please contact City Clerk's Oiffice. Vendor Name: Vision Internet Vender Nlu der... 1233359 ID Edwards Number Contract Nor ber: ITI U _ I This is assigned by City Clerk's Office Project Name: CMS Replacement Project Description: ❑ Intedocal Agreement ❑ Change Order Fl Amendment M Contract ❑ Other: Contract Effective Date: /1./1.6 Termination Cate: 3/31./1.7 Contract Renewal al etice (Days): 30 days Number of days required notice for termination or renewal or amendment Contract Manager: Curt Ryser Department: Information Technologies Contract Amount: k 4 12 .E_5. Approval Authority: 71 Department Director Z Mayor City Council Detail: Le. address, location, parcel number, tax id, etc.): This is coming out of our Ca ctal O/L account T201. 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SUMMARY: With over 900,000 annual visitors, the City's website is its primary communication tool. As such, it is important that the website be easy to navigate so visitors can find important information quickly. For staff, posting regular updates should be simple and easy to perform. Interviews among Council members, department directors and staff reveal concerns with the City's website and its 1,569 pages, which is double what industry best practices note should be between 600 - 800 pages, Citing inconsistency across pages, lack of information, or too much unnecessary information, broken links, difficulty in navigation, and frustration with visual elements or lack thereof, the need to coordinate anid consolidate content is imperative. Currently the City's website is populated with content by over 60 employees, making a coordinated, easily navigable, visually-pleasing site impossible. Complicating matters is an extremely difficult user interface for those who create the sites content. The site was last updated' five years ago. Industry-speaking, websites are out-of- date and in need of a refresh every three to four years, After evaluating 16 different website products, three rose to the top as contenders which could best meet the needs expressed by staff. These were "test driven" by several department representatives who provided great feedback. Since then, a pro/con list was developed that heavily scrutinized these products against the City's requirements. Vision Internet far exceeded what was provided by the other vendors in terms of their service offerings, customized approach and cost. Vision Internet will provide the following: * User-friendly site, both for visitors and content providers * A site customized to the Kent community based on the pages visited currently ® A site that is compatible for mobile devices * Training - h,ow to upload content, how to provide better content, writing for the web and ongoing training * An online survey for the community to gather information regarding their level of satisfaction; identifying common tasks as well as potential goals of our website visitors * A redesign in 4 years, which is considered the maximum website lifespan. • A Content Strategy to help remove usability challenges and provide a user- friendly site architecture and governance model. By moving away from departmental webpages, and towards pages by service, the site will be designed with the visitor as its primary focus. EXHIBITS: 1) Master Agreement 2) IT Position Paper RECOMMENDED BY: Operations Committee YEA: Boyce, Ralph, Thomas NAY: BUDGET IMPACTS: $117,519.70 Technology Fund ffor the Cityo Vision will perform the following services for the City of Kent: Wedsite Development Services visionLiveTM Subscripfion Services Contacts r r Name: Address: Phone: Email: Fax: , /, r/ // ✓/ // /„ .Name: Address: Phone: Email: Fax: Name: Kristoffer"Jon Bonsdorff, or his designee Address:222 N.Sepulveda Blvd.,Suite 1500, El Segundo, CA 90245 Phone: (310) 656-3100 Email: s Fax: (310) 656-3103 Name: Contract Administrator Address:222 N.Sepulveda Blvd.,Suite 1500, El Segundo, CA 90245 Phone: )310) 656-31 GO Email: contracts@visioninternet.com Fax: �310) 656-3103 2016-01,.08 VS/PE 1 V I S I ON"" This Master Services Agreement ("Agreement"I is made and entered into effective as of the date of the last signature below (the "Effective Date") by and between Vision Technology Solutions, LLC dba VISION INTERNET PROVIDERS ("Contractor"), and the customer which is a signatory hereto ("Client"), Client and Contractor are sometimes individually referred to as a "Party" and collectively as the "Parties." 1. Services. This Agreement (which includes and incorporates the Addendum(s) attached hereto and Contractor's acceptable use policy ("AUP") posted at www.vsioninternet.com) sets forth the entire terms and conditions by which Contractor will deliver and Client will receive any and all of the services provided by Contractor, including one or more of the following: website development, visionLivelm subscription services, maintenance services, and/or other extra work and services (collectively, the "Services") and supersedes all other written or oral agreements, proposals or understandings with regard to the Services provided for herein. This Agreement is intended to cover any and alb Services ordered by Client and provided by Contractor. Contractor will provide Services to Client as requested by Client and as set forth in the applicable Addendum(s) in exchange for payment of related fees specified in such Addendum(s), and compliance with the terms and conditions of this Agreement, and compliance with Contractor's AU'P as such policy may change from time to time. In the event of conflict with an Addendum with respect to the terms of this main body of this Agreement, then this Agreement shall govern. 2. Subsequent Extra Work/Other Services. Additional services not initially covered in this Agreement (including the Addendum referenced above) and extra hours will be presented to Client for approval prior to commencement of work ("'Extra 'Work"). Extra Work will be set forth in an amendment to this Agreement signed by the Parties and designated as ,Addendum C-1, CC-2-2, etc., as applicable, and such Addendum shall become part of this Agreement when executed by both parties.Such addendum will be billed at Contractor's then prevailing hourly rates, which are currently as follows: Content Migration, $85/hr; Graphic Production, $95/hr; Quality Assurance, testing, Debugging, Technical Support, Webmaster Ser`✓ices, 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 balled at the Graphic Design hourly rate. Client 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. Calls outside of Business Hours for support services unrelated to the website being down for more than ten (10) minutes will be subject to a minimum fee of$135. 3. Ownership; Limited Licensinq of Intellectual Property. 11. Designs. Upon payment in full of the website development fees provided under Addendum A, Contractor grants a non-exclusive, non-transferrable, and perpetual license for Client to reproduce, modify or create derivative works for its own use, public display, and use any and all of Contractor's copyrights in the homepage layout wireframe, sitemap, draft homepage design concept(s) interior page layouts (collectively, the "Contractor Designs") embodied in Client's website, which are prepared or caused to be prepared by Contractor under this Agreement. The Contractor Designs provided under this Agreement is licensed and not sold. Client understands and agrees that the Contractor Designs as a whole is an original work of authorship by Contractor and that Contractor shall retain all rights, title, and interests therein, Contractor retains its right to use any web pages developed for the Client in any of its own promotional materials as examples of its work. 3.2, Vision Content Management SystemG10. Contractor also grants a limited, non-exclusive, and non-transferrable license for Client to use the Vision Content Management Systemrm (also known as the Vision Internet Content Management System, VCMT, VCMS and the Vision Content Management Tool, collectively, the 2016-0108 vS/PE 2 ISM ""CMS"), and Dynamic and Interactive Components of the VCMS to the extent necessary for the Client's use and operation of its website; provided, Client does not modify the VCMS and maintains a visionLiveTM Subscription in accordance with this Agreement and Addendum B. The VCMS provided under this Agreement is licensed and not sold, and Client understands and agrees that Contractor shall retain all rights, title, and interests in the VCMS, Dynamic and Interactive Components, and any other Contractor intellectual property not provided for in this Section. 4. Limited Warranty. If Contractor performs Website Development and/or Custom Programming services, Contractor warrants that the deliverables set forth in Addendum A will be conveyed to Client upon transfer of the website to the production server with a public Internet Protocol address ("Completion"). All programming code developed by Contractor within Addendum A is warranted to be free of any errors or bugs that prevent the code from performing as originally intended ("Warranted Problem") for a period of twelve (12) months from the date of Completion. Contractor will create a backup of the website on the date of Completion. If any Warranted Problem arises while Client or its designee is maintaining the website, Contractor will restore the website back to its condition as if existed at Completion. If Contractor is hosting and/or maintaining the website pursuant to one or more Addendums to this Agreement, Contractor shall restore the website back to its condition as it existed at the day of the most recent backup. Contractor shall provide compiled code upon Client's request. Contractor 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 above, CONTRACTOR MAKES NO GUARANTEE OR WARRANTY OF ANY KIND, WHETHER EXPRESS OR IMPLIED, INCLUDING OF MERCHANTABILITY OR FITNESS OF THE SERVICES FOR A PARTICULAR PURPOSE WHATSOEVER, AND USE OF THE SERVICES OR ANY INFORMATION THAT MAY BE OBTAINED THERE FROM IS AT CLIENT'S OWN RISK AS THE SERVICES ARE PROVIDED TO CLIENT ON AN "AS IS" BASIS. In consideration of Contractor's warranty promises, Contractor's aggregate liability under this Agreement or otherwise shall not exceed the amount of $117,776, and Contractor shall not be responsible for any lost profits or other damages, including indirect, incidental, special, consequential or any other damages, however caused.. Contractor does not warrant any connection to, transmission over, nor results of use of, any network connection or facilities provided, nor any third-party applications and software obtained by, for, or on behalf of Client. Except to the extent directly arising out of Contractor's intentional misconduct or failure to perform obligations under this Agreement„ Contractor assumes no responsibility for any damages suffered by the Client, including, but not limited to, server down time, loss of data, loss of business, mis-deliveries, delays, non-deliveries, access speed, or service interruptions of any kind. Client acknowledges that the information available through the interconnecting networks may not be accurate. Contractor has no ability or authority over the material. In addition, Contractor has no liability for the quality, accuracy, or validity of the data/information gathered from the Internet. Use of information gathered through the use of Contractor services is at the risk of the Client. Notwithstanding the foregoing, there shall be no limitation whatsoever on Contractor's liability in connection with its indemnity obligations, personal injury or willful, intentional destruction of property, and the foregoing shall not preclude claims up to the full amount payable under the insurance requirements of this Agreement. 5. Rights Regarding Content. Each Party warrants that if holds all rights and/or licenses necessary to display all of the images, data, information or other items supplied by such Party and being displayed on the Client's web pages during the effective period of this Agreement. Contractor agrees that Client will retain ownership of all information and content (including Client provided logos and images) owned exclusively by Client and provided by Client for use on its website. Client shall supply all necessary information to Contractor in a timely manner in digital format including without limitation copy, text, audio files, video files, pdf files, photographs, artwork and preexisting graphics. Contractor is not responsible for content migrated by Client or any third party.. Client expressly aufhorizes Contractor to display and/or modify any Client supplied images, data, information and other items in connection with the services provided herein. 6. Contractor's Mark. Client agrees that Contractor may place in the website footer an unobtrusive text link reading "Developed by Vision Internet" or the equivalent. Contractor's tooter text credit shall always be linked to a Contractor web page. 201E-C108� ' vS/PE 3 7. Indemnity. 7.1. Indemnification of Contractor. Client will defend, hold harmless, and indemnify Contractor, its officers, directors, shareholders, employees, and agents from and against all Costs resulting from any claim of injury to person, damages to property, or monetary damages arising out of Client's negligence or intentional misconduct or failure to perform obligations under this Agreement. 7,2, Intellectual Property Indemnify. Contractor will defend, hold harmless and indemnify Client against any third-party action, suit, or proceeding ("Claims") for infringement or alleged infringement of any United States' letters patent, trademark, or copyright ("Intellectual Property") contained in Contractor's VCMS provided under this Agreement. Notwithstanding the foregoing, Contractor shalt have no defense or indemnity obligations for Intellectual Property modified by a party other than Contractor, for Intellectual Property modified in accordance with Client's specifications or instructions, or Claims of infringement based on Client's other products or other third-party products. 7.8. Indemnification of Client. Contractor will defend, hold harmless, and indemnify Client, its officers, directors, sharehoiders, employees,and agents from and against all Costs resulting from any claim of injury to person, damages to property, or monetary damages arising out of Contractor's negligence or intentional misconduct or failure to perform obligations under this Agreement. 8. Timing, Estimated times are included for convenience. Actual times will vary depending on Client interaction and participation. However, the Parties agree to reasonably cooperate with one another in all respects including,if applicable, in the construction and design of the website in a timely manner. 9. Governing low and Venue. This Agreement shall be governed by and construed in accordance with the laws of the United States of America, and the State of Washington, excluding choice of law provisions thereof. Any cause of action of Client with respect to the services provided hereunder must be instituted within three years after the claim or cause of action has arisen or be forever barred. The Uniform Computer Information Transactions Act or any version thereof, adopted by any state in any form ( "UCITA"), shall not apply to this Agreement and, to the extent that UCITA is applicable, the parties agree to opt-out of its applicability pursuant to its provisions. In the event a judicial proceeding is necessary, except for permitted equitable relief, the sole forum for resolving disputes arising under or relating to this Agreement are the State and/or federal district courts located in King County, State of Washington, and all related appellate courts, and the parties hereby consent to the jurisdiction of such courts, and that venue shall be in King County, State of Washington. Each party hereto waives any right to challenge or move the foregoing designated jurisdictions and venue on grounds of inconvenient forum. Service of process may be made in any manner provided for by applicable law. 10. Modification and Waiver, 10.1. Modification. Any modification of this Agreement is valid only if the modification is in writing and signed by both Parties. 10.2. Waiver. The waiver by one Party of any term or condition of this Agreement, or any breach thereof, shall be in writing and shall not be construed to be a general waiver by said Party or as a waiver of any other term or breach. 103. Conduct. Neither the course of conduct between the Parties nor any trade practice shall act to modify the provisions of this Agreement, except as expressly stated herein. I I. Confidenfialit . Except as permitted by law, Contractor activities and all discussions regarding Client website development, including without limitation demonstrations, know-how, techniques, designs, specifications, drawings, compilations, diagrams, models, samples, flow charts, business, strategic and marketing plans, and other technical, financial or business information of Contractor, shall be treated as confidential and shall not be disclosed to parties other than representatives of Contractor and the authorized representatives of Client, and shall be used only in furtherance of the Services provided under this Agreement. 12. Authority. With the intent to be legally bound, each of the undersigned hereby covenants and acknowledges that he or she (a) has read each of the terms set forth herein, (b) has the authority to execute this Agreement and each initialed Addendum for such person or entity, and (c) expressly consents and agrees that the entity upon behalf of which the undersigned is acting shall be bound by all terms and conditions contained herein. 13. Interpretation, It is understood and agreed that if any interpretation is to be made of this Agreement, the same shaAl not be construed for or against any of the Parties. 14. Counsel. The Parties have each been advised to seek independent legal counsel in entering into this Agreement and the transactions described herein. In the event a Party chooses not to seek independent legal counsel, that Party does so freely and knowingly and waives any such rights to counsel. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. 15, Attorney Fees. Should a dispute, including but not limited to any litigation or arbitration be commenced (including any proceedings in a bankruptcy court) between the Parties hereto or their representatives concerning any provision of this Agreement, or the rights and duties of any person or entity hereunder, each Party shall be responsible to pay all its attorney°s fees and court and expert costs incurred by reason of such action. 16, Independent Contractor Relationship. The relationship of Contractor, including, without limitation, its employees and subcontractors) with Client is that of an independent contractor and nothing in this Agreement and/or any Addendum shall be construed to create a partnership, joint venture, or employer-employee relationship. Contractor acknowledges and agrees that neither it, nor any of its employees or subcontractors, is or shall be an agent of Client and none of the foregoing is or shall be authorized to make any representation, contract, or commitment on behalf'of Client. 17. Counteriparts. This Agreement may be executed in counterparts, each of which shall be an original and all of which together shall constitute one and the same Agreement. 13. Force Majeure. Any delay in the performance by either Party hereto of its obligations hereunder shall' be excused when such delay in performance is due to any cause or event of any nature whatsoever beyond the reasonable control of such Party, including, without limitation, any act of God; any fire, flood, or weather condition; any computer virus, worm, denial of service attack not caused, issued or transmitted by or through Contractor's software or services provided under this Agreement; any earthquake; any act of a public enemy,war, insurrection, riot, explosion or strike; provided', that written notice thereof must be given by such Party to the other Party wifhin twenty (20) days after occurrence of such cause or event. 19, Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. 20. Headings. The titles and headings of the paragraphs of this Agreement have been inserted for convenience of reference only and are not intended to summarize or otherwise describe the subject matter of such paragraphs and shall not be given any consideration in the construction of this Agreement. 21. Survival. The terms and conditions of Sections 4 (Limited Warranty), 7.2 (InteRectual Property Indemnity), 4 (Governing Law & Venue), 11 (Confidentiality), 15 (Attorney Fees), 2.1 (Survival) and. 24 (No Hire) shall survive any termination or expiration of this Agreement. VISION y 22, Cooperative Programs. Contractor shall agree to offer the prices and terms and conditions offered herein to other state, local, county, education, and municipal government agencies in the United States who wish to participate in a cooperative purchase program with Contractor. 23. No Third-Party Beneficiaries, This Agreement shall not confer any rights or remedies upon any person or entity other than the Parties and their respective successors and permitted assigns. 24.. No Hire. During the period Contractor provides any Services to Client and for one (1) year thereafter, Client shall not, directly or indirectly, solicit or offer to hire, hire, or retain as an employee or contractor persons employed or retained then or within the preceding six (6) months by Contractor (or any of its affiliates), without Contractor's prior written consent in each instance;. provided, nothing contained herein shall prevent employment of any person who responds to a general media advertisement or non-directed search inquiry, or who makes an unsolicited contact for employment. if Client violates this Section and hires or retains any such person(s), then Client shall immediately pay to Contractor, as liquidated damages, an amount equal to the annual gross compensation (including all salary, commissions, and bonuses,whether paid in cash, equity or otherwise) paid to or earned by the applicable person(s) in the preceding twelve-month period'. 25. Successors and Assigns. This Agreement shall be binding upon and inure to the benefit of the Parties named herein and their respective successors and permitted assigns. No Party may assign either this Agreement or any of its rights, interests or obligations hereunder without the prior written approval of the other Party hereto, except that Contractor may assign this Agreement without Client's consent to an "Affiliate" of Contractor or in connection with an acquisition of Contractor, merger (whether Contractor is the surviving or disappearing entity) or consolidation of Contractor with another entity, or in connection with the sale, assignment, or majority transfer of any stock, membership or other ownership interest in Contractor. "Affiliate" shall mean (a) a domestic entity formed, existing and governed pursuant to the Caws of one of the fifty (50) states of the United States of America (or the District of Columbia) controlling, controlled by, or under common control with Contractor. Contractor shall notify Client of an assignment to Contractor's Affiliate within a reasonable time after such assignment. 26. Term. This Agreement will remain in effect for 5 years from the Effective (date. Thereafter, it will renew for successive 1 year periods, unless either Party refuses such renewal by written notice 30 or more days before the end of the current term, Client shall permanently delete all copies of the VCMS upon termination of this Agreement. 27. Notices. M notices under this Agreement shall be in writing and effective on the date of delivery if delivered by personal service, Federal Express, or facsimile; or effective three (3) days after deposit in first class U.S. mail, postage prepaid, to each Party as indicated on Page 1 of this Agreement, 23. Invoices. Contractor will submit itemized invoices to Client for the payments required' by the applicable Addendum(s), and all invoices will be due and payable within 30 days. Payments not received by Contractor 30 days after the date of the invoice will be considered delinquent, Returned checks are subject to a charge of $25.00. Client agrees to be liable for all costs of collection of any delinquent invoices including, but not limited to, collection agency fees,reasonable attorneys' fees, and court costs. 29. Insurance. During the term of this Agreement, including any extensions, Contractor shall provide insurance of the type and in the amounts described on Exhibit A-1. Signatures follow. 01-6-0108 v; /PE 6 S �j IN WITNESS WHEREOF, the Parties have caused this Master Services Agreement to be signed by their duly authorized representatives and given effect as of the "Effective Date" below. "Client" "Contractor" CITY OF KENT VISION TECHNOLQG SGLLi TIC)NS, LLC, DBA VGON INTERNET PROAD R f,. / r Signature: C Signature: Name: "` ',' Name: David M. Nachman Title: - Title: Chief Executive Officer Date: Date: 7 2016 I 1 �kJ 2016-0,1.08 vp:/PE; 7 %. w 1/;% i Addendum A webske developmentservices Pursuant to the terms herein, Contractor agrees to provide website development services as provided below in exchange for payment of fees and compliance with the terms and conditions of this ,Addendum and the ,Agreement. Website development services include the following: Content Consulting Plus vision,-) n,-) F1L s: pruwu.w elPr a�u.gdr t k'at wan .ti best Pt'-'u .tia:es 1„ �virr°rrai°°'oi.'asu°i::3 �rr�laro�u:iiHti atit��ir,rrou�Fa R�e�aae�iPa�r~ti a�,�° �-N:;do.a_�., -.""w�,„�YG l4➢LAif"I l°k`YI P.YR�tl�,'q .mo m` �cAh'a;rd' Ua..r hc u. wu:w ,.rr"P`7 aar i t r r: a 59C"rro�r �� c�:�rat-K�tC.c,ta.�s�4�r-gr� (I r,y 3 r;x ,r�zri �r 1'1 Iro..q,r ti.raa W��"r.,�,�rii:tCty�u�t�.r�riaGa•i�� �-ate rto- �'n'' iv<r^i�'wraca�7 +,�yd�, .a�u .5 t�:�i ����'P 20L6-0108 .icy/PE � JI% 611 Advanced Website Analysis Package Advanced ta fir': hr lci r Survey Broken Dirwlcs l r--�-,,,ort raw. It Analytics basic Most isit r pages Site nalytic (a i-rce w'l most V�Site-ci Pages Entry, pages, Ex t pages Bounce pages, & rate x �`rr of:'rn°l etr� r Market Share Devi c ., Most vi itec" �agf ':-r, Online Cc)rnrrrunit SUIN' r Discover t,akehokJer Survey re-port Broken Links 'Report Ana rigs report Heat-ram aps reper't MobleAssessment Sun-imary of er;rrurnrnenrzlataor r�ne--Sh�'--' t Stints 2016-0108 vS/PE 9 �.. Na!6'gation and Graphic Qge2 c n. The Contractor will consult with Client on how to organize Client website content. Based on this consultation, the Contractor will create a homepage layout wireframe that shows the placement of key information and dynamic content. The Client will review the homepage layout wireframe and may provide feedback to Contractor. The Contractor will then provide Client with one draft homepage design concept via Client-accessible software or as an email attachment ("Delivery"'), The Contractor will revise the homepage design concept. After Client reviews the final homepage design concept, the Contractor will provide three interior page designs per standard layouts available through Contractor's template builder and VCMS widget requirements, The Contractor will deliver the following; One homepage design concept Approved homepage design Up to three interior page templates Mobile Homepage Enhancement Contractor will create a new and unique mobile homepage for Client. This enhancement includes the following: A new background for the mobile homepage. The mobile homepage will consist of an upper and lower section which will be quick launching links and will be programmed to easily be modified through a new Custom Content section; users will have the ability to modify, add, and remove any buttons as well as manage the URLs of each individual icon/button. The upper section will have iCS like icons in 4x4 layouts where we will design the initial sixteen icons. The lower section will be a more traditional style buttons similar to the mobile site of West Hollywood, CA (www,weho.org), but without the expansion/collapse capabilities. Contractor will create the initial six buttons. Icon and button titles to be determined based on consultation with Client. Scrolling will be vertical, not horizontal. Y/fSica'n Content Management stenar' interactive Corn onents and Features. The Contractor will implement Client's website using the VCMS. Customization of the VCMS includes the frontend graphic design and layout as well as adding or subtracting fields. The VCMS will be implemented with the components provided under Addendum B. Integration of Third Party CoM"ponen s and Databases. Google Translate Integration Contractor will implement the free Google Translate link in the website. Thies link will direct website visitors to the Google Translate website. Contractor will provide links at the top of the homepage that allow for easy navigation between the different language sites. Online Payment Integration The Online Payments functionality is a core tool integrated into the VCMS, and used by other components requiring online transactions. It includes integration with an online transaction service where transaction information would be transmitted securely to a third-party vendor. This vendor would then process the credit card or e-check and transfer the funds from the transaction to Client's bank account. A recording of each transaction is logged into a local database for reconciliation with the transaction report made available from the vendor. Transactions recorded within the central database would also be associated with the transactions by different applications using the tool. For security reasons, however, credit card information will not be stored into the database. Transaction based forms and'/or functions are an additional cost beyond the Online Payments tool. Client will be responsible for fees paid to third-party online transaction services. Our standard online payment services are Authorize.Net 2016--01018 vs/PE 10 Ail and PayPal. Integration of other services may result in additional fees. SMS Component On the standard eNofification page, users will be able to opt in to receive SMS text messages and enter their phone number. Users will also be to sign up for emaGt notifications and choose categories. The backend user will be able to create and send out SMS text messages to SMS subscribers. The backend user will be able to view a list of SMS subscribers, and add, edit or delete subscribers. Basic statistics wili be available for SMS messages and subscribers. All text messages will be sent via a third-party SMS text messaging service provider. Please note that this is a third-party tool that requires a separate client account with the third-party service provider. Client shall be responsible for all SMS text messaging charges. Streaming Video Center The Streaming Video Center includes video streaming for up to 25 meetings per year,with an average of 4 hours per meeting, and up to 120 hours of specialty content per year. Contractor will not be responsible for any changes that a third-party tool makes to its system or its functions. Contractor will not provide technical support for any third-party tool in the event that the feature is unavailable or malfunctions. If changes are made to the third-party API, Contractor will not be able to provide immediate service to accommodate whatever changes are necessary. Client requests to accommodate changes to the applicable API will be treated as Extra Work, Additional HTML Template The Contractor will provide Client an HTML template that vendors of third-party components can use. Contractor will also integrate links to these third-party components into the overall Website navigation. Additional web-interfaces with third-party databases and systems are outside the scope of work of this Addendum A. Client agrees to pay Contractor for Website Development as follows: 1. Price. Contractor agrees to perform work set forth in this Addendum A for$76,830. Service Cost Website Development Package 3 consecutive days onsite consultation sessions Navigation and Graphic Design VCMS $42,180 Up to 1,000 pages of content migration Integration of third-party tools 3 consecutive days onsite training sessions Content Consulting Plus Package (2 onsite days) $17,500 Advanced Website Analysis Package $3,000 Search Engine Registration $270 Mobile Homepage Enhancement $4,500 Approval Cycle $4,630 Document Central PDP Converter $1,750 vision5earch $1,000 201.6-0 108 yr 1PE it Responsive Design $2,000 Total $76,830 2. Payment. Contractor will submit itemized invoices to Client for the payments required by this Section, and all invoices will be due and payable within 30 days: (a) An initial payment equal to 407o of the total cost; (b) A payment equal to 20% of the total cost upon Contractor's Delivery of the draft homepage design concept to the Client; (c) A payment equal to 20% of the total cost upon implementation of the website into the VCMS on a Contractor-hosted development serer; and (d) A payment equal to 20% of the total cost upon Completion; provided, however that Client has completed training. If Client has not completed training, then Contractor shall invoice Client at the earlier of: (i) complef ion of training, or (ii) 21 days after Completion. 3. Non-Contractor Hosting. If Contractor is not providing hosting services under Addendum B then, at Client's request, Contractor will assist Client with setting up the website on Client's serer. A flat rate of $475 for up to four hours of Technical Support will be charged for assistance in setting up the website according to Contractor's Standard Hosting Procedure. Any additional work will be billed at the Technical Support hourly rate, ,d Itiona� Website Deve�o 1,,"n �."l i . of i' i and Conditions 1. Client understands and agrees that Contractor will develop website frontend to be compatible with Internet Explorer 9„ 10, and 11, and the latest released versions at the time of Completion of: Firefox, Chrome, and Safari. Website backend will be compatible with Internet Explorer 9, 10, and 11, and the latest released version of Firefox at the time of Completion. Website may not be compatible with previous or future versions. Website backend will be optimized for 1024 x 768 pixels resolution or above. Client understands and agrees that the website will be developed with Hypertext Markup Language ("HTML"), CSS, JavaScript, and Microsoft ASP.NET ("MS-ASP") interfaced with a database created in Microsoft SQL Serer ("MS-SQL"). Client understands and agrees that the website is developed to run on a Microsoft Windows Server 2012 ("MS-Server"), or later. visionMobfle-, if provided under this Agreement, will be compatible with the latest released versions at the time of Completion of OS Safari, Android Chrome, and Windows Phone 7 Internet Explorer. visionMobile-, may 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 Contractor web page. Client is responsible for the costs of all software licensing. All of the web browsers listed in this section, and any others added by Contractor at its discretion are herein referred to collectively as the "Supported Web Browsers". 2. Client understands and agrees that the website frontend and content migrated by Contractor will be designed to be compliant with Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-2 0), hereinafter referred to as "Section 508" guidelines on accessibility as follows: Compliance standards will be verified via SortSiteTM to be compliant to automatic checkpoints prior to Completion. Client understands and agrees that website backend and third party tools may not be Section 508 compliant.Contractor is not responsible for content migrated by Client or any third party. 2016-0108 vS/PE 12 Addendum B TM v1slonLive, is plus edition Pursuant to the terms herein, Contractor agrees to provide Hosting Services, VCMS Licensing Services, and Support Services (colpectively "Subscription Services") as provided below. Contractor will provide 'Subscription, Services to the Client in exchange for payment of fees and compliance with the terms and conditions of this Addendum and the Agreement. Subscription:Services include the foplowing: Hosting Services. Contractor will provide shared website hosting on a Microsoft Windows Server and shared database hosting on a Microsoft SQL Server for one (1) unique VCMS website. The shared server hosting service includes: SOC-certified datacenter Full hardware redundancy Redundant generator backup Daily data backups Intrusion protection 24/7 monitoring 99.9%uptime DDoS mitigation service Up to 275 GB of website content storage: provided, however, Client executes the Agreement on or before March 25, 2016. If Client executes the Agreement on or after March 26, 2016, then the hosting service shall include 250 GB of website content storage. Standard disaster recovery service with,90 minute failover Premium Disaster Recovery Services. Contractor will provide, in a separate coloration facility ("DR Facility"), shared website hosting on an additional Microsoft Windows Server and shared database hosting on an additional Microsoft SQL Server for one (1) unique VCMS website. The Premium Disaster Recovery Service includes: Data replication from primary hosting facility to DR Facility initiated every 5 minutes at minimum :a In the event of failure in primary hosting facility, website recovery in DR facility within 5 minutes or less after failure VCMS Licensing Services. Contractor will provide a license to the Plus edition of the VCMS, which includes the foplowing functionalities indicated by the applicable check marks: 416--0108: v:aIFEE 13 r„ ICI ON vision; plus r.. it ty In Pa,tw.. Iv t`LOr'g Lko� re o x Po°,��A redo Job b-°,-,w v '."W.n.;WOMI Ma CA dme P.'rhkMn,3 Ch(a.en ��'n 9� .I w�':rt'k; �1'� .",V.➢r'ur,:"P";�,f7 "+Sif:'YA "n,a""" 2016-0108 vS/PG' 14 EdiVan aT P Pow, MOM M pq m m', POk"CN'a R, "ssk+.i GNAdradco; ,m.aW H R55 F ..w k+ aka lw V4.M�ak ;-_a l:� Vaik Kr E.G"P"8 vu,Mws{Jft'Yq P"+vym k..kk S"vk.i d N .w4iPbC'&rs+ e, A 9="1 e'I, 2016-01f ICI Additional Interactive Components and Features Approval Cycle Document Central PDL Converter [xtranet Responsive Design with visionMobitelm visionSearch VCMS Licensing Services include: Periodic functional enhancements. New visionLive-Interactive Components that may be released from time to time by Contractor. Bug fixes to the VCMS code. Updates to provide compatibility to future versions of Supported Web Browsers (as listed in Addendum A) within three months of their release. Compatibility with previous versions of Supported Web Browsers is not guaranteed. VCMS Licensing Services do not Include: Optional Interactive Components. Modules, Programs,or Software Applications. Conversion to new platforms. Modification of third-party products. Compatibility with Client's third-party products. Website design services. All other services not expressly provided for in this Agreement and its applicable Addendum(s). SCl at Services. Support Services is defined as technical support, account management, and education and training for the VCMS. Contractor will provide Support Services to a designated Client account manager, system administrator or webmaster. Technical support is generally available by email and telephone from &00 AM to 6:00 PM Pacific Time Monday through Friday excluding holidays ("Business Hours"),with emergency support available 24 hours a day, 7 days a week. An emergency is defined as Client's websRe being down for more than ten (10) minutes.Support Services also include; Dedicated Account Manager Account Management* Semi-annual account reviews (Health Checks) * Semi-annual site anatyfics report * Semi-annual graphics site audit a up to 30 hours of site improvement credits** Education and Traininq • Training and best practices webinars • Access to Can-Demand Training Library • On-going new user training (via remote meeting service) • Monthly office hours (via remote meeting service) Health Checks, Site Analytics Report and Graphics Site Audit will not be performed until the second year of the Agreement and every year thereafter. ** Thirty site improvement credits will be available beginning the second year of the Agreement and every year thereafter. Any unused hours in a given year may be carried over to the following year. Customizations. The following are customizations provided in Client's project: Tone. Unless Client has retained other Services from Contractor under the applicable Addendum, Client is solely and exclusively responsible for all services not expressly provided for in this Addendum. Any changes, alterations or 2016-0108 vVPE iG - modification requested by the Client to its Website may be subject to a fee to be quoted by a Contractor representative at the time of the request. Client may, at any time, upgrade from its current edition to either a Standard or Plus Edition, as applicable. Client may not, during the Initial Term (defined below) or any renewal term, downgrade from its current edition to either a Standard or Basic Edition, as applicable. Client acknowledges that the Subscription Services may be modified or improved because of the dynamic nature of technology. Contractor may, from time to time, make minor modifications to the Subscription Services, as a whole or any part thereof. Such minor modifications may be implemented at any time and without notice to Client. Continued use of the Subscription Services following any modification shall constitute binding acceptance of the modification. Rate: All Subscription Services provided for the Client during the first year of the Agreement shall be at no cost to Client, Contractor shall invoice Client $9,500 per year beginning the second year of this Agreement, which rate shall be increased by five percent (5%) per year, for each year of the Agreement Term, and any and all renewal terms. Contractor shall invoice Client annually every year thereafter, including any renewal term. All invoices will be due and payable by Client within 30 days. Websites exceeding 250 GB of storage shall be subject to an additional monthly fee of$50 per 5GB increment. 2016-0108 vS/PE 17 V I S I ON""' Addendum C , rk Sample Only.. / l i�F � •a d ��„ .1i I �. J C,Y ",f" . ,,.r .,''i""11r�7'�. r�l I � f..11 ;I° i:.:i'�I l �rr�i:..;lil`� ,i„1;.�'^�,n,� ,`Y� I' ,�'� s V�" �°l✓'f'(. ;J. '. In c,v ., Q ,v, :jy HKj (.n w;r, i 1 Kk "1"'.',�Jy>jwCvn °P VA pRyVivaA 'OS0..jt ' "f S i s .q r AgmHHOM"f, r ork Fees W,011' ! !C lh1 r) OHS I "-y '°r "fll v E �.�:,�� ;tI':_ +1,%+al�.�^ I';y �_i 11', vwdW n so ° t,n'y✓ngr .q'.iA VA, of be 1r & ?!, ON; cmCdehyd, od Hv: burvkv-; A this r id ^1' Mn!„ OR 'a Y �,�� (. !➢'iv ( Yi xg r?A v 1 'an w an i W C � f � r r i'pf,� 9 J�,., Mc it e„ir.,, �.r;-1i' F; <:,[r , fi ,j I )v 2016-0108 VS/PE 18 EXHIBIT B INSURANCE REQUIREMENTS CONSULTANT SERVICES AGREEMENTS Insurance The Consultant shall procure and maintain for the duration of the agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, their agents, representatives, employees or subcontractors. A. Minimum scope of Insurance Consultant shall obtain insurance of the types described below: 1. Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01. The City shall be named as an additional Insured under the Consultant's Commercial General Liability insurance policy with respect to the work performed for the City using ISO additional insured endorsement CG 20 10 11 85 or a substitute endorsement providing equivalent coverage. 2. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. B. Minimum Amounts of Insurance Consultant shall maintain the following insurance limits: 1. Commercial General Liability insurance shall be written with limits no less than ,� 0 `each occurrence, 4r( 98-08 general aggregate.'/ , '2, 67 C. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions for automobile Liability and Commercial General Liability insurance: 1. The Consultant's insurance coverage shall be primary insurance as respect the City. any Insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Consultant's insurance and shall not contribute with it. 2. The Consultant's insurance shall be endorsed to state that coverage shall not be cancelled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. EXHIBIT B (Continued) 3. The City of Kent shall be named as an additional insured on all policies (except Professional Liability) as respects work performed by or on behalf of the Consultant and a copy of the endorsement naming the City as additional insured shall be attached to the Certificate of Insurance. The City reserves the right to receive a certified copy of all required insurance policies. The Consultant's Commercial General Liability insurance shall also contain a clause stating that coverage shall apply separately to each insured against whom claim is made or suit is brought, except with respects to the limits of the insurer's liability. D. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best rating of not less than ANII. E. Verification of Coverage Consultant shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Consultant before commencement of the work. F. Subcontractors Consultant shall.include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the same insurance requirements as stated herein for the Consultant. OFFICE OF THE MAYOR Derek Matheson, CAO Phone: 253-856-5711 KENT gol.� Fax: 253-856-6700 W.1-01OM Address: 220 Fourth Avenue S. Kent, WA. 98032-5895 DATE: February 22, 2016 TO: Operations Committee FROM: Michelle Wilmot, Community and Public Affairs Manager Tricia Callahan, IT Project Manager/Business Analyst Gregg Sconce, IT Webmaster SUBJECT: Content Management System (Website) Replacement MOTION: Recommend the Council authorize the Mayor to sign all necessary documents to enter into a contract with Vision Internet to replace the City's Content Management System (website) and to develop and implement a new website. SUMMARY: With over 900,000 annual visitors, the City's website is its primary communication tool. As such, it is important that the website be easy to navigate so visitors can find important information quickly. For staff, posting regular updates should be simple and easy to perform. Interviews among Council members, department directors and staff reveal concerns with the City's website and its 1,569 pages, which is double what industry best practices note should be between 600 - 800 pages. Citing inconsistency across pages, lack of information, or too much unnecessary information, broken links, difficulty in navigation, and frustration with visual elements or lack thereof, the need to coordinate and consolidate content is imperative. Currently the City's website is populated with content by over 60 employees, making a coordinated, easily navigable, visually-pleasing site impossible. Complicating matters is an extremely difficult user interface for those who create the site's content. The site was last updated five years ago. Industry-speaking, websites are out-of- date and in need of a refresh every three -four years. After evaluating 16 different website products, three rose to the top as contenders which could best meet the needs expressed by staff. These were "test driven" by several department representatives who provided great feedback. Since then, a pro/con list was developed that heavily scrutinized these products against the City's requirements. Vision Internet far exceeded what was provided by the other vendors in terms of their service offerings, customized approach and cost. Vision Internet will provide the following: • User-friendly site, both for visitors and content providers • A site customized to the Kent community based on the pages visited currently • A site that is compatible for mobile devices • Training - how to upload content, how to provide better content, writing for the web and ongoing training • On online survey for the community to gather information regarding their level of satisfaction; identifying common tasks as well as potential goals of our website visitors • A redesign in 4 years, which is considered the maximum website lifespan. • A Content Strategy to help remove usability challenges and provide a user-friendly site architecture and governance model. By moving away from departmental webpages, and towards pages by service, the site will be designed with the visitor as its primary focus. Exhibits: • Master Agreement • IT Department Position Paper Budget Impact: $117,519.70 Technology Fund ENT K IT Department - Position Paper x INFORMATION TECHNOLOGY PM/BA: Tricia Callahan Presentation Date: 01/26/16 TOPIC TITLE: CMS Replacement Project SITUATION Our current CMS platform is built on the Ektron CMS400.net platform which was purchased at the end of last year by the private equity firm Accel-KKR,who also owns the competing CMS platform EPiServer.While Ektron CM5400.net is still currently"supported"(see support issues below)it is for all intents and purposes a dead product.Accel-KKR has announced that they will be merging the two products and moving forward under the EPiServer brand.Existing Ektron customers will eventually have to migrate to the EPiServer CMS platform,which is a more expensive product and will require a complete data migration and redesign of the city website. Both the Ektron and EPiServer platforms are primarily Business-to-Consumer products,with their primary focus on marketing,sales,and ecommerce.As such,all new enhancements to the platforms over the last few years have been focused on ecommerce,marketing,and customer retention functionality,and have therefore been of little use to the city.While at the same time functionality needed to support the city's primary goals of communication and citizen engagement have either been scaled back or are non-existent. Internal Web Authors find the existing Ektron CM5400.net CMS unintuitive with a poorly designed editing Interface that is error prone and cumbersome making it difficult to use.This also makes it hard to train new Web Authors as staff member change responsibilities or leave the city. Several key pieces of functionality that promote communication and citizen engagement,including automatic email notification to content subscribers(eAlerts)and the ability to run accurate reports for surveys and other online forms,are currently broken.Attempts have been made to work with Ektron support to resolve these Issues but so far they have been unable or unwilling to resolve the issues. In addition,the layout and design of the city website is in need of an overhaul.Bath citizens and city staff find the current design of the city website cumbersome and the organization of content is unintuitive.This makes it difficult for citizens to find the information they are looking for and leads to frustration and drives them to contact city staff to get the information they need.This wastes the time of staff and the public. Since the migration from Ektron CMS to EPiServer platform would be a complete data migration and site rewrite/redesign anyway,this provides us with a perfect opportunity to re-evaluate the city's CMS needs and research other CMS vendors to find a platform that is a better fit for the city's communication goals. By focusing our search for a replacement CMS platform on the smaller segment of the CMS market that specializes in the Government and Non-profit market segment,we are looking to find a vendor whose CMS platform has functionality that better supports the city's strategic goals of communication,citizen participation and citizen engagement. POSITION IT has evaluated 16 different CMS products. The list was narrowed down to 3 products of which we invited representatives from each Department to participate in a demonstration as well as the opportunity to test the products In a sandbox environment. Following these activities,we narrowed the list down to two products. PRODUCT EVALUATION Cost Analysis: CMS Package 109,356 (1000 pages) 20,530(500 pages) Content Migration—Up to 500 pages n/a 8,500 Content Consulting Package—Plus 15,000 17,500(2 on-site days) Kick off meeting 10,000 Included in CMS Package(1 hour remote intro call) Advanced Website Analysis 3,600 3,000 Search Engine Registration n/a $270 Approval Cycle n/a $4,630 Document Central PDF Converter n/a $1,750 Google Translation Integration Included in Content Consultation Package Included in Content Consultation Package VisionSearch n/a $1,000 Process roadmap consultation 10,000 Included in Content Consultation Package Public engagement evaluation 7,800 Included in Content Consultati n Package Responsive Design(makes all pages viewable from Included in CMS Package 2,000 mobile device and tablet) Home Page view from Mobile Device(app look and Included in CMS Package(GoCitizen Pro Mobile 4,500(Mobile Home Page Enhancement) feel) Application) Onsite Consultation n/a 4,860(one day on-site) Onsite Consultation—Additional on-site day 2,500 Onsite Training Program 7,800(2 days on-site) 3,290(one day on-site) Onsite Training Program-Additional on-site day 2,500 TOTAL: $1S4,556 $76,830 Form Last Modified: 1/26/2016 Page 1 of 5 KNT IT Department - Position Paper .......... INFORMATION TECHNOLOGY PM/BA: Tricia Callahan Presentation Date: 01/26/16 Cost Analysis(continued): civicplus Visioninternet Subscription Fees(annual) 18,591 9,500 (subject to annual5%increase year and beyond) (Plus edition-subject to annual5%increase year and beyond)) Maintenance&support(annual) included included Annual Recurring Training(remote) 2,000 (10K-3 day on-site Annual Refresher) included Premium Disaster Recovery Option n/a 2,000 NPV of recurring costs(year 2-4) $73,689.08 $40,689.70 Total upfront costs(year 1) $154,556 $76,830 NPV of recurring costs(years 2-4) $73,689.08 $40,689.70 TOTAL NPV OF ALL COSTS: $228,245.08 $117,519.70 'NPV=Net Present Value of future costs of each solution over the next 4 years.(49S interest rate) Pro/Con Analysis: CivicPlus Visioninternet Pros Cons Pros Cons Established in 1998 Established in 1995 Dedicated Support Person Dedicated Account Manager Unlimited web pages Unlimited web pages Alt Text(photos)Compliant Alt Text(photos)Compliant 508 Compliant 508 Compliant ADA Compliant ADA Compliant Integration with GIS Software/Google Integration with GIS Software/Google maps maps Not Open Source Not Open Source CivicPlus is a larger company with Visioninternet is a smaller company more resources available to them with less resources(-52 employees) (-200 employees) 1900+Government Agency Clients 100+Government Agency Clients Virtual Webmaster Available(5 hours No Virtual Webmaster Available. of content updates per month)- Additional cost of$5,700 CP is a total government solution. Company only does websites They have additional products to assist goverments in other ways:CivicReady (coordinate back end teams during emergencies),CivicSend(Mass Emails), CivicEngage(Government Content Management),CivicHR(full HR suite) Closed Caption(videos)Compliant Closed Caption(videos)—NOT Compliant Unlimited Server Storage Space Limited Storage Space(250 GB)—cost for additional space 5 days of onsite training for up to 20 Scope includes a web-based training people session 3 days of onsite refresher training 60- 120 days past go-live Form Last Modified: 1/26/2016 Page 2 of 5 KENT W.,�,� IT Department - Position Paper INFORMATION TECHNOLOGY PM/BA: Tricia Callahan Presentation Date: 01/26/16 civicPlus Vision Internet Pros Cons Pros Cons Free redesign after 4 years.Cost for Free redesign after 4 years or make making changes to code in the interim. redesign changes gradually using credits to make changes to code (flexible) Process starts at the design stage. Process starts at the UX stage—much more customization to our cities needs, Additional cost associated with making Ability to change home page changes to the home page. background to reflect events or seasons(No limit,included) Pages have responsive design but Ability to move,hide and reorder users lack the ability to optimize the content for mobile site format and make changes. 4 hour disaster recovery time(no 2 hour disaster recovery time(2K other options available) option:Instantaneous Disaster recovery time with premium package) Responsive websites do not present Responsive websites present well in well in mobile mode. mobile mode. (http://www.dublin.ca.gov/>>side by side view in desktop and mobile mode) Online Community Survey is an Design Phase includes Online additional cost($7,800) Community Survey Up to 1000p of content development— Up to 1000 pages of content migration migrate everything over and then train —Lean,strategic and nimble with what clients on being better moving forward is migrated Additional cost of$1,000-Media Streaming Video Center included Center with Live Streaming Video Additional cost of$7,800 for a 2 day Included in budget on-site meeting to present website to stakeholders Content consultation not customized Content consultations customized to (one-size fits all approach) our community using the COK's analytics,heatmap results and real examples of citizens in our community to teach the CoK how to write and edit better content. "World Class Government Agent Expert"available but deliverables not well defined(Option 1.During design to launch phase:2 weeks;15K Option 2.Prior to design to launch phase:2 weeks;28K/35K w/o commitment to purchase CP) GoCitizen Pro Mobile Application. Mobile Home Page Enhancement (le Citizens required download app to http://weho.org/ vs their mobile device(takes up space on http://www.goodyearaz.gov/)>>4K their phones.) (Automatically looks like a mobile phone without having to download an app.)Way to get everyone to interact without requiring their action. Additional cost of(10K-add up to 6 Included in budget dept per additional day for$2,200) On-site Kick off meeting to discuss design goals,audience goals and meet with dept to discuss project objectives Form Last Modified: 1/26/2016 Page 3 of 5 �NT IT Department - Position Paper INFORMATION TECHNOLOGY PM/BA: Tricia Callahan Presentation Date: 01/26/16 Site Examples: Site Examples: • http://www.co.pierce.wa.us/ • Example of anchor scrolling—http://www.citvofnorthport.com/ • http://snohomishcountywa.gov/ • Example of parallax scrolling-http://www.fortlauderdale.gov/ • http://issaguahwa.goy/ • Example of tiles-httos://Portal.ehawail.gov/ • http://wa-portangeles.ciyicplus.com/ • Example of video background—http://www.iaf.pov/ • http://burlinjztonwa.gov/ • http://www.ci.tumwater.wa.us/ • htto://www.desmoineswa.goy/ • http://www.culyercity.org( • http://www.ci.bainbridge-isl.wa.us/ • http://www.ci.palm-springs.ca.us/ • www.ieffersontownky.com • http://www.palmbayflorida.org/ • http://www.banff.ca/ • http://www.ci.seatac.wa.us/ • htto://www.blueearthcountymn.gov/ • http://www.maplevalleywa.gov/ • http://www.co.walton.fl.us/ • http://www.citvofshoreline.com/ • https://www.wenatcheewa.gov/ • htto:/Iwww.cityofcashmere.org/ • http://www.sandyspringsga.org/ • http:/Isoldotna.org/ • http://www.mesaaz.goy/ • http://www.reno.goy/ • htto://www.proyo.org/ Form Last Modified: 1/26/2016 Page 4 of 5 V �10T IT Department - Position Paper INFORMATION TECHNOLOGY PM/BA: Tricia Callahan Presentation Date: 01/26/16 RECOMMENDATION It is the opinion of the IT Department that either of these products will meet the business needs and deliver an amazing City of Kent website in 2016. However,IT believes that the content consultation piece that Vision Internet provides will allow the City of Kent to not only deploy a great website but provide us the training and guidance with regards to best practice to ensure that our website is amazing 3-6-12 months AFTER it is deployed. For this reason and the large cost savings over the course of 4 years I strongly recommend that the City of Kent purchase Vision Internet. Next steps recommended: 1.) IT recommends that we schedule two 1-hour sandbox sessions with the same group of web authors that participated in the previous demos/sandbox sessions. The vendor will provide training remotely at these sessions. Following the sandbox sessions,IT will send a brief 5-minute survey to those that participated requesting their feedback on the products.IT will record the results of the survey to present to project stakeholders. 2.) Tricia will schedule a meeting with all project stakeholders to confirm which solution to move forward with(analyzing survey results,requirements matrix and position paper). 3.) Tricia or Michelle will send out an email to those the participated in the demo/sandbox sessions,thanking everyone for their time/effort and let them know what product was selected(and why)and what the next steps will be with regards to their involvement in the design/training phases. 4.) IT will work with the vendor to sign appropriate contracts. (Tricia has the information required to request that we do not need to go through RFP process.) 5.) Once Tricia is connected with the vendor PM and the schedule and deployment plan is confirmed,Tricia will provide status update to project stakeholders and current web author team....More detailed next steps will be communicated to everyone impacted. Revised Schedule: Deliverable Date Ead Date 2" round of Sandbox Sessions February i I February 5 Survey sent February 5 Product Selection February 12 Contracts Management February February 15 26 Product Vision to Launch Time Estimate(~20 March i July 8 weeks) City of Kent 2016 Website Launch AUGUST 2016 Supporting Documents: • Requirements Matrix • Product Information on Teamspace • 5 Things Local Government Gets Wrong about Websites—written by Senior Director of Marketing and Strategic Partnerships at Vision Internet Assumptions The Web Author Team,the content they add/edit and the layout of site will determine the ultimate success of the website. Estimates include planning,design,programming,marketing setup and launch. New website will be mobile/tablet-responsive. Webslte will be built in a CMS framework to empower non-technical staff to edit most content themselves. Departments will provide all text content(body copy,product/team images).Graphics supplied and managed by Multimedia(Refer to Website Online Team structure recommendation on Teamspace.) As a result of Vision Internet being a smaller company,more hand holding will be available for content editors. Form Last Modified: 1/26/2016 Page 5 of 5 CITY OF KENT ADMINISTRATIVE POLICY NUMBER: 1.2 EFFECTIVE DATE: January 1, 1998 SUBJECT: MINORITY AND WOMEN SUPERSEDES: April 1, 1996 CONTRACTORS APPROVED BY Jim White, Mayor POLICY: Equal employment opportunity requirements for the City of Kent will conform to federal and state laws. All contractors, subcontractors, consultants and suppliers of the City must guarantee equal employment opportunity within their organization and, if holding Agreements with the City amounting to $10,000 or more within any given year, must take the following affirmative steps: 1. Provide a written statement to all new employees and subcontractors indicating commitment as an equal opportunity employer. 2. Actively consider for promotion and advancement available minorities and women. Any contractor, subcontractor, consultant or supplier who willfully disregards the City's nondiscrimination and equal opportunity requirements shall be considered in breach of contract and subject to suspension or termination for all or part of the Agreement. Contract Compliance Officers will be appointed by the Directors of Planning, Parks, and Public Works Departments to assume the following duties for their respective departments. 1. Ensuring that contractors, subcontractors, consultants, and suppliers subject to these regulations are familiar with the regulations and the City's equal employment opportunity policy. 2. Monitoring to assure adherence to federal, state and local laws, policies and guidelines. EEO COMPLIANCE DOCUMENTS - 2 of 3 CITY OF KENT EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE STATEMENT This form shall be filled out AFTER COMPLETION of this project by the Contractor awarded the Agreement. I, the undersigned, a duly represented agent of Company, hereby acknowledge and declare that the before-mentioned company was the prime contractor for the Agreement known as that was entered into on the (date), between the firm I represent and the City of Kent. I declare that I complied fully with all of the requirements and obligations as outlined in the City of Kent Administrative Policy 1.2 and the Declaration City of Kent Equal Employment Opportunity Policy that was part of the before-mentioned Agreement. By: For: Title: Date: EEO COMPLIANCE DOCUMENTS - 3 of 3 7 ® DATE(MMIDDIYYYY) AcoRID CERTIFICATE OF LIABILITY INSURANCE [3/30/2016 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder In lieu of such endorsement 5. T PRODUCER C NTANAME: J&kl DIXOn The Hauser Group PHONE - - (A FAX Net: 8260 Northcreek Drive, Suite 200 E-MAIL — - Cincinnati OH 45236 ADDRESS INSURERS AFFORDING COVERAGE NAIC# INSURERA:Hangver Insurance Company 229-2—___ INSURED VISIO-2 INSURER B:I IQyd$Of London Vision Holdings LLC and INSURER C: Vision Technology Solutions LLC. INSURERD: 222 N. Sepulveda Blvd. Suite 1500 El Segundo CA 90245 INSURERS: INSURER F COVERAGES CERTIFICATE NUMBER:474703360 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED 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.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE SUBR POLICY EFF POLICY EXP TR INSR POLICY NUMBER MMIDDIYYYY MMIDDIYYYY LIMITS A GENERAL LIABILITY Y 07W A400315 8/15/2015 8/15/2016 EACH OCCURRENCE $1,000,000 X COM MERCIAL GENERAL LIABILITY PREMISES(Ea occurrence) $500,000 CLAIMS-MADE IR-1 OCCUR MED EXP(Any one person) $5,000 PERSONAL&AOV INJURY $1,000,000 GENERAL AGGREGATE $2,000,000_ GEN•L AGGREGATE LIMIT APPLIES PER: PRODUCTS.COMPIOP AGG $2,000,000 POLICY X PRO- LOC $ A AUTOMOBILE LIABILITY Y 07W A400315 8/15/2015 8l15/2016 Ea accident S1,000,000 ANY AUTO BODILY INJURY(Per person) $ ALL OWNED SCHEDULED BODILY INJURY(Per accident) $ X AUTOS AU E NOAWNED PeOPE.RTY DAMAGE $ HIRED AUTOSAUTOS 5 A X UMBRELLA LIAB N OCCUR 07W A400315 00 8/15/2015 8/15/2016 EACH OCCURRENCE $3,000,000 21 EXCESS LIAB CLAIMS-MADE AGGREGATE $3,000,000 DED I X I RETENTION$0 $3,000,000 A WORKERS COMPENSATION W2W A398655 8/15/2015 8/15/2016 X I WC STATIU- I OTH- AND EMPLOYERS'LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE NIA E.L.EACH ACCIDENT $1,000,000 OFFICER/MEMBER EXCLUDED? (Mandatory in NH) E.L.DISEASE-EA EMPLOYEd S1,000,000 If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $1,000,000 A Property/Special/RC 07W A400315 8/15/2015 8/15/2016 Contents LimiUDedt $100,0001$500 B Professional& Cyber UCS2688168 8/15/2015 8/15/2016 Professional&Cyber $1,500,000 Deduct.Prof&Cyber $5,000 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101,Additional Remarks Schedule,if more space is required) NAIC information for Lloyds of London Alien ID# AA1120098 Lloyd's Syndicate#3624 City of Kent is shown as an additional insured solely with respect to general liability coverage as evidenced herein as required by written contract with respect to work performed by the named insured. CERTIFICATE HOLDER CANCELLATION30 days SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Kent ACCORDANCE WITH THE POLICY PROVISIONS. 220 Fourth Ave. South Kent WA 98032 AUTHORIZED REPRESENTATIVE ©1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25(2010105) The ACORD name and logo are registered marks of ACORD Vision Holdings LLC and Vision Technology Solutions, LLC. POLICY#07WA400315 Term: 08-15-2015 to 08-15-2016 THIS ENDORSEMENT CHANGES THE POLICY, PLEASE READ IT CAREFULLY ADDITIONAL INSURED - DESIGNATED INDIVIDUAL OR ENTITY This endorsement modifies insurance provided under the following: TECHNOLOGY PROFESSIONAL ADVANTAGE FOR AVENUES Schedule Name of Additional Insured Individual Or Entity: City of Kent 220 Fourth Ave. South Kent WA 98032 (If no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to this endorsement.) SECTION F -- DEFINITIONS, the definition of "You" is amended to include as an additional insured the individual(s)or entity(s) shown in the Schedule above, but only with respect to liability for"damages" caused, in whole or in part, by an "anomaly" in "your product" or "your work" caused by "you" or those acting on "your" behalf. ALL OTHER TERMS,CONDITIONS,AND EXCLUSIONS REMAIN UNCHANGED. 391-1626 0512 Includes copyrighted material of Insurance Services office,Inc.,with its permission Page 1 of 1 Vision Technology Solutions, LLC INVOICE DBA Vision Internet Providers DATE INVOICE NO. 222 N. Sepulveda Blvd., Suite 1500 El Segundo,CA 90245 3/30/2016 32331 CLIENT BILL TO Heather Haley Administration Division I Information Tec City of Kent 220 Fourth Avenue South Kent, WA 98032 REF. NO. TERMS Due on receipt ITEM DESCRIPTION PERIOD QTY RATE AMOUNT Design Project Payment 1 of 4:An initial 1 30,732.00 30,732.00 payment equal to 40% ($30,732) of the total cost Thank you for your business. Please remit to above address. Total $30,732.00 Phone# 310-656-3100 Ext....