HomeMy WebLinkAbout2013-02-12 - Vision Internet Providers - General Agreements / General Service AgreementsWebsite Development Services
Terms and Conditions
1. These Terms and Conditions, and any attachment signed by the parties attached
hereto, represent the complete agreement and understanding ("Agreement") between Vision
Internet Providers, Inc., a California corporation ("Contractor"), and the City of East Wenatchee,
Washington ("City"), and supersedes any other written or oral agreement with regard to the
website development services provided for herein. Any modification of this Agreement is valid
only if the modification is in writing and signed by both Parties. City and Contractor are
sometimes individually referred to as "Party" and collectively as "Parties."
2. Contractor will provide the following services to City in exchange for payment of fees
and compliance with the Terms and Conditions of this Agreement. This Agreement, City
activities and all discussions regarding City website development shall be treated as confidential
and shall not be disclosed to parties other than representatives of Contractor and the authorized
representatives of City. It is agreed that a designee of City, Don McGahuey, will be project
manager, with decision making authority on behalf of City, for purposes of this Agreement.
3. Contractor agrees to perform Website Development as described in "Attachment A" at
a price of $19,975. This amount includes any applicable sales tax.
(a) City agrees to pay Contractor as follows:
(i) An initial payment equal to 20% of the total cost;
(ii) A payment equal to 20% of the total cost upon City approval of the
homepage wireframe;
(iii) A payment equal to 20% of the total cost upon City approval of
homepage design comp;
(iv) A payment equal to 20% of the total cost upon implementation of the
Vision Content Management System on a Contractor's server;
(v) A payment equal to 20% of the total cost upon Completion of the
website.
4. Documents & Data, Licensing of Intellectual Property: This Agreement creates a
non-exclusive and perpetual license for City to copy, use, or modify for its own use, any and all
copyrights, designs, and other intellectual property embodied in this website, which are prepared
or caused to be prepared by Contractor under this Agreement ("Documents & Data"), to which
Contractor retains ownership of all intellectual property rights. Notwithstanding anything to
the contrary in any of the agreement documents, City understands and agrees that Contractor
shall retain all right, title, and interest to the Vision Content Management System (also known
as the Vision Internet Content Management System, VCMT, VCMS and the Vision Content
Management Tool), and Dynamic and Interactive Components.
5. Affirmative Representations by Contractor. Contractor represents and warrants that it
has the requisite training, skill and experience necessary to provide the services listed in
Attachment A. It further represents that: (1) it is appropriately accredited and licensed by all
applicable agencies and governmental entities; (2) it did not offer, nor any City employee accept
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a gift, gratuity, loan, trip, favor, special discount, work, or anything of economic value in
conjunction with the City business practices; it will strictly adhere to the statutes and ordinances
in contracting and purchasing, including the City Ethics Code, RCW 42.23 (Code of Ethics for
Municipal Officers) and RCW 42.52 (Ethics in Public Service); and (3) it does not have a
business interest or close family relationship with any City officer or employee who was, is, or
will be involved in the «Shorthand» selection, negotiation, drafting, signing, administration or
evaluation of the Contractor's performance.
6. Intentionally omitted.
7. 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 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 $1 per scan. Touch up work to images will be
billed at the Graphic Design hourly rate.
8. Intentionally omitted.
9. City shall supply all information to Contractor in digital format including without
limitation copy, text, audio files, video files, pdf files, photographs, artwork and preexisting
graphics.
10. City understands and agrees that Contractor will develop website frontend to be
compatible with Internet Explorer 9 and 10, and the latest released versions at the time of
Completion of. Firefox, Chrome, and Safari. Website backend will be compatible with Internet
Explorer 9 and 10 and the latest released version at the time of Completion of Firefox. 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"), CSS, JavaScript, and Microsoft ASP.NET ("MS -
ASP") interfaced with a database created in Microsoft SQL Server 2012 ("MS -SQL"). City
understands and agrees that the website is developed to run on a Microsoft Windows Server 2012
("MS -Server"). visionMobileTM, if provided under this Agreement, will be compatible with the
latest released versions at the time of Completion of iOS Safari, Android Chrome, and Windows
Phone 7 Internet Explorer. visionMobileTM 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. City is responsible for the
costs of all software licensing.
City understands and agrees that the website frontend and content migrated by Contractor
will be designed to be compliant with Section 508 guidelines on accessibility as follows:
Compliance standards will be verified via Watchfire's BobbyTM software to be compliant to
automatic checkpoints prior to Completion. City understands and agrees that website backend and
third party tools may not be Section 508 compliant. Contractor is not responsible for content
migrated by City or any third party.
11. Limited Warranty: Contractor does warrant that all of the deliverables included in
this Agreement will be conveyed to City. All programming code developed by Contractor within
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the project is warranted for a period of twelve (12) months from the date of the completion of the
website ("Completion"). Contractor 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, Contractor will restore the website back to its condition as it existed at Completion. If
Contractor is maintaining and hosting the website, 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 City'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 in the immediately preceding paragraph, CONTRACTOR
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 Contractor exceed the
amount of fees paid by City to Contractor and Contractor shall not be responsible for any lost
profits or other damages, including direct, indirect, incidental, special, consequential or any other
damages, however caused.
12. Contractor does not warrant any results from the use of any web pages created under
this Agreement, including but not limited to, the number of page or site visitations, download
speed, database performance, or the number of hits or impressions.
13. Although Contractor may offer an opinion about possible results regarding the
subject matter of this Agreement, Contractor cannot guarantee any particular result. City
acknowledges that Contractor has made no promises about the outcome and that any opinion
offered by Contractor in the future will not constitute a guarantee.
14. Contractor may use any web pages developed for the City in any of its own
promotional materials as examples of its work. City agrees that Contractor may place in the
website footer an unobtrusive text link reading "Developed by Vision Internet" or the equivalent.
Contractor's footer text credit shall always be linked to a Contractor web page. The City reserves
the right to remove the website footer after a period of two years.
15. Each Party warrants that it holds all rights necessary to display all the images, data,
information or other items being displayed at the City's web pages during the effective period of
this Agreement. City expressly authorizes Contractor to display and/or modify any City supplied
images, data, information and other items in connection with the services provided herein.
16. City agrees to use the website in strict accordance with, but not limited to, all local,
state, and federal laws. City hereby agrees that any text, data, graphics, or any other material
published by City on its website is free from violation of or infringement upon copyright,
trademark, service mark, patent, trade secret, statutory, common law or proprietary or intellectual
property rights of others, and is free from obscenity or libel.
17. Intentionally omitted.
18. Intentionally omitted.
19. Contractor will defend, hold harmless and indemnify City from and against all
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liability, loss, cost, damage, or expense, including reasonable attorney's fees, resulting from any
claim of injury to person, damages to property, or monetary damages arising solely out of
Contractor's negligence or intentional misconduct or copyright infringement or trademark
infringement or failure to perform obligations under this Agreement.
20. Intentionally omitted.
21. Estimated times are included for convenience. Actual times will vary depending on
City interaction and participation. However, the Parties agree to reasonably cooperate with one
another in the construction and design of the website in a timely manner.
22. This Agreement shall be governed by and construed in accordance with the laws of
the United States of America, and the State of Washington. The venue for any legal dispute
regarding this Agreement is Douglas County Superior Court.
23. The waiver by one Party of any term or condition of this Agreement, or any breach
thereof, shall not be construed to be a general waiver by said Party or as a waiver of any other
term or breach.
24. 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.
25. With the intent to be legally bound, each of the undersigned hereby covenants and
acknowledges that he, she or it (a) has read each of the terms set forth herein, (b) has the authority
to execute this Agreement for such person or entity, and (c) expressly consents and agrees that the
person or entity upon behalf of which the undersigned is acting shall be bound by all terms and
conditions contained herein.
26. Intentionally omitted.
27. 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.
28. Intentionally omitted.
29. Intentionally omitted.
30. 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. This Agreement becomes
effective upon Contractor's receipt of an executed copy of this Agreement.
31. 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 se ice
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attack; 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 within ten
(10) days after occurrence of such cause or event.
32. In the case of any conflict between the Terms and Conditions, Proposal, and
Attachment A, the following order of priority shall be utilized: Terms and Conditions, Attachment
A, Proposal.
33. 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.
34. 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.
35. 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.
36. All 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 follows:
(a) City: Name:
Address: 27 ( 97# 5T, A E
CA-6T W6VA-X KA, geeo7
Attn: ,041 Oc C-,�1&i E y
Fax: .5-61 - 80) (0 - 61
(b) Contractor:
Vision Internet Providers, Inc.
2530 Wilshire Boulevard, 2nd Floor
Santa Monica, California 90403
Attn: Steven Chapin
Fax: (310) 656-3103
City's Initials
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OF
DATE: ?-- iZ-, 3 By:
Print Name rE11&/1l Gs 4/4CY Print Tit f
VISION INTERNET PROVIDERS, INC.
DATE: 6 3 By:
N CHAPIN Title: President
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Attachment A
Following is the Scope of Work for the City of East Wenatchee'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.
The implementation of the website will include:
• Attractive Design: A website design that reflects the City, draws people in, and makes
it immediately obvious that the website is the best place to get information and access
resources.
• Intuitive Navigation: Information will be easy to find with the most important
information accessible from the homepage to make it easier for website visitors.
• Vision Content Management System: Contractor will implement the Vision Content
Management SystemTA° (VCMS) to facilitate content updates by non -technical staff
throughout the City.
• Integrated Interactive Components and Features: Interactive components and
features will make the website more engaging while improving usability and simplifying
content updates for staff.
• Integrated Web 2.0/Gov 2.0: Your new website will include Web 2.0 features such as
RSS feeds, Google Maps and integrated OneClick Social Networking TM with Twitter and
Facebook to enable more immediate, fluid and targeted communications to your
audiences.
• Integration of Third -Party Components and Databases: Existing web -applications
and databases should be incorporated to the new website.
Each of these recommendations is discussed in more detail in the sections that follow.
Attractive Design
The City will have a design that makes it stand out among municipalities 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 reflects your community and creative design elements that
capture the essence of the City of East Wenatchee.
• Highly functional layout that makes important information available from the
homepage and pages throughout the site.
• 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.
• Section 508 Compliance making it accessible to persons with disabilities.
• Easy to use drop down menus helping users to quickly understand navigation and
locate information with the least amount of clicks.
• Breadcrumbs showing the user's current path to let them know exactly where they are
on the website.
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Intuitive Naviaation
For your website, Contractor will organize information by department, topic, and/or target
users. This approach allows users to find information in the variety of ways that are most
important to them. This is a solution we use on many of our government websites making it
easy for visitors to find information. This is because content is available through multiple
"paths" making it simple for users to search the site regardless of their preferred method.
Vision Content Management SystemTM
For your project, Contractor will implement the non-proprietary, Microsoft ASP.NET and SQL
based content management system, developed specifically for government agencies.
Included Interactive Com aMents and Features
Based on thorough analysis of your current website, we believe these components and features
will most fit your needs.
• Audit Trail Log
•
Flexible Site Variable Settings
• Backend Content Title Search
.
Image Library
• Backend Dashboard
.
Page Template Library
• Broken Link Reporter
.
Personal Toolbar
• Content Review and Publishing
•
Role -Based Security
• Component Manager
•
Scheduled Content Review
• Content Scheduling
•
SiteMasterT'" Template Builder
• Context Sensitive Online Help
•
Submission Validation (reCAPTCHA)
• Custom Fields
•
Recycle Bin
• Departmental Page Restrictions
•
Updated and Expired Content
• Document Central
Reporting
• Drag and Drop Multiple File and
•
Web Traffic Statistics
Image Uploading
•
Widget -based Layout Options
• Email Address Masking
•
Workspace
• Enhanced User Interface
• Advanced WYSIWYG Editor • Undo/Redo
• Search and Replace • User Commenting
• Spell Checker . Version Control
• Style Gallery
• Table Wizard
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• Automatic Breadcrumbs
• Navigation Control
• Connected Pages
. Navigation Redirect
• Content Categories
• Page Linking
• Dynamic Drop Down Menus
. Quick Links
• Error 404 (Page Not Found) Handling
. Single -Source Publishing
• External Link Splash Page
• Site Search (Google CSE)
• Friendly URL Redirect
. Sitemap Generator
• Business Directory . In -page Content Editing
• Community Spotlight • Job Posts
• Dynamic Calendar System • News
• Dynamic Homepage • RFP Posts
• Facilities Directory • Rotating Homepage Banners
• Facilities Reservations . Service Directory
• Feedback Form . Staff Directory
• Form Builder Frequently Asked • Sticky News
Questions . Weather Update
• Department -Level Administration
• Department -Level Navigation
• Department -Level Sitemap
• Agenda and Minutes Archive
• GovTrack CRMTM
• Agenda and Minutes Builder
• OneClick Social NetworkingT"'
• Audio and Video Embedding
. Photo Gallery & Slideshow
• Bookmark and Share
• Responsive Design with visionMobileTI
• eNotification
• RSS FeedReaderT'
• Emergency Alert (site wide)
. Twitter FeedReaderTM
• Facebook FeedReaderTm
• Forward to a Friend
• Automatic Alt -Tags • Google Translation Integration
• Dynamic Font Resizing . Printer Friendly Pages ��``
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• Dynamic Reader Download Links • Table Accessibility Tools
KEY COMPONENT DESCRIPTIONS
SiteMasterT"'Template Builder
Unique to the Vision CMST" the SiteMasterT"" Template Builder allows your website
administrators to create and configure custom interior page layouts throughout website. Need
to create a two column page that displays just news and calendar items? Have a special event
that needs a unique landing page? No problem! Simply drag and drop your desired content
and widgets and your new layout is set. Best of all, you can determine which department
content editors are able to use individual templates, providing additional oversight. The
SiteMasterT' Template Builder puts you in control and ensures you will be able to easily adapt to
your organization's changing content needs.
GneClick Social NetworkinclTI
The innovative OneClick Social NetworkingT"' 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. OneClick Social NetworkingT"'
works by generating an RSS feed of each component, which can be connected to Twitter,
Facebook and any other tool that allows importing of RSS feeds using a third party service.
Our OneClick Social Networking"' component integrates with the included Dynamic Calendar
System, Job Postings, News and Newsletters, and RFP Postings components.
,ip ponsiv_e Design with visionMobile"'
Your site visitors utilize a wide variety of devices to access your website, including mobile
phones, tablets, and computers with large and small monitors. Fortunately, with visionMobileT"
your website will detect the screen resolution of the user's device and automatically respond,
producing a view of the site optimized specifically for that screen.
Bookmark and Shar-
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,Directoru
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. �%%��
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Additionally, businesses will be able to submit their information through the website and
maintain their information over time. All submitted information must be approved by a website
administrator before being made public on the website.
Connected Pages
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.
Department Management
Key components on your website, including the dynamic Calendar System, News, 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.
Drag and Drop Multiple File and Image Uploading
Easily add documents and images to the website with the drag and drop function, available in
the Document Central and Image Library. Select individual files, or entire folders of content for
simple administration. Once you upload, files can be used in any component throughout the
CMS.
Dynamic 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 Dynamic 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 eNotification component
• Ability to create and assign filtering categories to events
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• 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
• Ability to apply different calendar formats including standard monthly calendar and a
listing of events
• Add to my Outlook, Google, and Yahoo calendars link
• Automatic event address link to Google Maps for driving directions
• Automatic RSS feeds
NOTE: With the eNotification component calendar events may also be broadcast to
subscribers via email.
Emergency Alert (Site -wide)
In the case of an emergency, it is extremely important for cities 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 Alert banner.
The notice is easily customized and can be prepared in advance with common evacuation or
shelter information. As some users may not access the website through the homepage, when
activated, the Emergency Alert will prominently display across the top of the website of every
page so users would not miss it.
eNotification
Increase communication, draw in more repeat users, and get important information out more
quickly, using our email based eNotification 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
eNotifications 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 eNotification 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. Additionally, a marketing dashboard allows administrators to track the number
of sent emails and the open rate.
The best part about our eNotification tool is that it also integrates with the Calendar, Job
Postings, RFP Postings, and News 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 different types and categories of
content on a single subscription page in order to have it delivered directly into their email box.
Facilities Directory
The Facilities Directory provides citizens with a listing of all types of facilities in the community.
Site users are able to search the listing by type (such as parks, recreation centers, and schools)
amenities (such as swimming pool, meeting rooms, and kitchen), and capacity. Because the tool
is designed to list all facilities in the community, it has a registration form where organizations
can put in the necessary information about the facility they have available. Entered information
does not become live on the website until after review and approval by your designated
administrator.
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Facilities listed on the directory can also be added to a Google map of your area, providing
website visitors with a visual guide to City amenities.
Facilities Reservations
As an additional function of the Facilities Directory, your users will be able to reserve facilities
online, making it more convenient for your visitors and residents who are trying to plan events.
With the Directory implemented with maps and reservation capabilities, your website will
become a one -stop location for finding and using City amenities!
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!
Friendly URL Redirects
The Friendly URL Redirect component allows you to change the address of any page on the City
of East Wenatchee website to www.cityofeastwenatchee.com/ . For example, with
the Friendly URL Redirect component you can change the address of the Calendar to
www.cityofeastwenatchee.com/calendar, which is much more user-friendly
than www.cityofeastwenatchee/index.aspx?page=16.
ovTrack CRMTM
It is important for cities like East Wenatchee to provide their residents with advanced features
for requesting services online, saving both your users and your staff time. Vision Internet can
implement our advanced govTrack CRMT1 for your website.
Your residents will be able to make service and information requests based on categories
defined by the City. Users can also send comments and files (such as photos of a street lamp
requiring maintenance, graffiti that needs to be removed, etc.) to the case processor so that
they will have a clearer idea of the work that needs to be done. These requests will be
automatically routed to the appropriate case processor and a confirmation email will be sent to
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the user. Passwords provided to users will allow them to log -in and track the progress of their
request throughout the process. Users will also receive emails updating them on their requests.
Additionally, because govTrack CRMTM is integrated with the included Frequently Asked
Questions component, your users will also be able to check for common solutions to their
problem before sending it to the City.
Assigned case processors will be notified of service requests by email. After logging -in, an easy -
to -use queue will show them a list of pending requests, including highlighted overdue projects.
Either City staff or a contractor can be assigned as a case processor and receive service
requests; since requests do not need to be accessed via the Vision Content Management
System, you do not need to worry about granting access to the website's backend to non -City
employees.
lmage Library
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.
Job Postings
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 eNotification component job postings may also be broadcast to subscribers
via email.
News
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, feature stories, and
"what's new" content. With our News 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
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site administration easy. Additionally, RSS feeds of news items are automatically available to
website visitors.
NOTE. The News component integrates with eNotification for broadcasting information to
subscribers via email.
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. What a great
way to save staff time while livening up your website!
RFP Postings
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 eNotification system to alert users by email.
Rotating Homeaaae Banners
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 FeedReaderT"'
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.
RSS_Feeds
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 Direct
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
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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.
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.
Updated and Expired Content Re ortin_
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!
Version Control
The Version Control feature lets site administrators save multiple versions of any page on the
website. This provides for easy restoration of site content in the case of an unintended edit or
delete. Additionally, if content changes seasonally, multiple versions can be queued up and
ready to go — then published with a single click!
OPTIONAL INTERACTIVE COMPONENTS AND FEATURES
Vision Internet creates custom solutions; therefore, we are able to offer you virtually any
conceivable module or function. We believe these optional interactive components and features
are most relevant to your needs:
• Approval Cycle
• Polling Tool
Because our content management system is so flexible, you may add these at any time in the
future for an additional budget.
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Integrated Web 2.0/Gov 2.0
Internet technology is always evolving, and Vision Internet believes it is important for
government websites to take advantage of new technologies to enable their audiences to get
the information they want, when they want it, and on the device they prefer. Vision Internet's
content management system includes many Web 2.0/Gov 2.0 features built right in. These
helpful and handy features include RSS feeds, "Bookmark & Share" links, and more. Also
included are advanced tools like OneClick Social NetworkingT1which allows you to post content
to your website and social networking sites with one click. We can also implement blogs,
message boards, and integrate virtually any third party system you may want to include in your
site. The flexibility and extendibility of the Vision Content Management SystemT"' assures that it
can easily adapt to new technologies that continue to emerge in the future.
Integration of Third -Party Components and Databases
Today, there are many advanced components for such functions as:
• eCommerce and ePayment
• GIS Mapping
• Park and Recreation Services
• Permitting
• Service Requests (CRM)
• Streaming Video
• Others
Our content management system can easily work with these third -party systems, 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 Newport
Beach, CA; Wilsonville, OR; Rancho Cordova, CA; and many others.
Another approach is to create a web interface for existing third -party databases. We used this
approach in displaying tax records exported from a mainframe system for Vanderburgh County,
IN; crime statistics from California state databases for the City of Citrus Heights, CA; Contractor
information from city databases for City of Hamilton, OH; and 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 will provide a firm quote for interfaces after analyzing the
databases and requirements during the consulting phase of your project.
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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.
The six stages of the Vision Process are explained in the sections below:
5,tege_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.
• Review your existing website and those of similar cities.
• Study examples of other websites you like.
• Review project goals and timeline.
• 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:
• Defining the navigation strategy.
Review and recommendation of interactive components and features to ensure
streamlined navigation through special types of content.
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. We create a unique homepage design concept based
upon your direction and input plus do all revisions as necessary. 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
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Management System' and integration of the interactive components and features. Quality is
ensured by our extensive experience, testing, and the proven Vision CMST""
Included in the scope of your project is the content migration of up to 50 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.
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 our web -based training. This train -the -trainer approach
teaches your project manager how to use the site for content editing in addition to detailed
instruction on advanced administrative functions including system configuration, system
maintenance, reporting, and strategies for future expansion. Alternatively, onsite classroom -
style training is available for an additional fee of $3,290 for the first day and $1,250 for each
additional day — inclusive of travel costs and travel time. Classroom -style training is in two
sessions. One for your staff members on content editor training and the other session for
advanced administrator training. You would simply need to provide a location with computers
and internet access and we recommend up to ten people per session. Typically one or two days
are adequate since our system is so easy to use and comprehend.
Note that the central online reference incorporates screenshots from the Vision CMSTI, making
it easy for staff to understand and use. It is an excellent reference for new staff to use as well.
Stage b: 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.
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The table below shows our recommended development and launch schedule along with a list of
key deliverables/milestones.
Vision Stage
• Initial kick-off call with East Wenatchee's project manager
• Survey preparation and review
2 — 4 Weeks
• Review project goals and timeline
Concept Stage
• Define navigation strategy
2 — 4 Weeks
• Homepage layout wireframe
Design Stage
• Unique, custom graphic design
• Custom icons, buttons, screen elements, and backgrounds
3 — 4 Weeks
• Homepage design comp
Development Stage
• Implementation of Vision CMSTm
• Integration of interactive components
4 — 9 Weeks
• Migration of up to 50 pages of content
Quality Assurance, Documentation, and Training Stage
• Final testing
• Customized training manual
2 — 3 Weeks
• Web -based training
Soft Launch & Final Launch
• Move website to production server
• Completed website
2 Weeks
• Website goes live
Total estimated time to launch
15 — 26 Weeks
* The schedule may vary depending on additional components and participant decision times.
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