HomeMy WebLinkAbout12/12/2007 - STAFF REPORTS - 5.A. p ALM Sa
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`'FOIL % City Council Staff Report
DATE: December 12, 2007 NEW BUSINESS
SUBJECT: Approve Consultant Services Agreement with Vision Internet in an amount
not-to-exceed $60,000 for the design and implementation of a new City
website
FROM: David H. Ready,-City Manager
BY: Assistant City Manager—Administrative Services
SUMMARY
The City currently operates and maintains its own website, which was last redesigned in
2003. In order to enhance the look and functionality of the City's current website, a
professional web design company is required. This action would approve a Consultant
Services Agreement with Vision Internet in an amount not-to-exceed $60,000 for the design
and implementation of a new website for the City- Funding is available in the Technology
Fund.
RECOMMENDATION:
1. Approve a Contract Services Agreement with Vision Internet in an amount not-to-
exceed $60,000 for the design and implementation of a new City website.
2. Authorize the City Manager to execute the necessary documents.
STAFF ANALYSIS:
The City operates and maintains its own website, which was first launched in 2000 and has
been redesigned several times over the years. The site was last modified in 2003.
Our current website consists of a number of "static" html pages which contain useful
information about the City, its departments and services. In addition, it features news
releases, a calendar of events held throughout the year, allows residents to register code
enforcement complaints and provides meeting agendas and minutes of the City Council and
other Boards and Commissions. The website also allows users to view streaming video of
a City Council or Planning Commission meeting over the Internet.
However, as technology in this area is continuously improving, the City's current design
does not include many of the interactive features available today, such as searchable
calendars which can update automatically, online forms, project tracking, and electronic bill
processing, to name a few. Moreover, several city departments have separate websites
Item S . A .
City Council Staff Report
December 12, 2007--Page 2
Award of Contract to Vision Internet for Website Design Services
into their websites have not only discovered that their citizens feel more empowered
because they can conduct business without having to call or come into City Hall, but they
have also seen a reduction in staff time and improved operational efficiency.
Earlier this year, staff initiated a major redesign of its website through the assistance of an
outside contractor. Although a preliminary website design was developed, staff ultimately
determined that a more comprehensive approach was needed to improve the look,
functionality and versatility of the City's website.
In October, staff learned that the City of La Quinta had just completed a major redesign of
their website incorporating many enhancements and other interactive features designed to
make their website more user-friendly. The company that was retained by the City, Vision
Internet, was selected through a competitive request for proposal process.
Vision Internet is a full-service company offering website consulting, design, development,
hosting, and maintenance services. They have designed websites for over 130 clients in 27
states. Some of their clients include the cities of Arcadia, Diamond Bar, Lancaster, Santa
Monica, numerous school districts, professional associations, chambers of commerce and
tourism bureaus. Many of their clients have received national recognition for their websites.
Recently, the cities of Indio and Palm Desert also hired Vision Internet to redesign and
update their websites.
While the City could solicit proposals for website design services from various vendors, the
Procurement Ordinance does allow the use of competitive processes conducted by other
public agencies. Specifically, Section 7.09.010 of the Municipal Code allows the City to use
the competitive process undertaken by La Quinta and award a contract to Vision Internet for
website design services. In order to utilize this section of the municipal code, the City
Council must determine that the public's interest will be adequately protected in that the
total cost of the service is likely to be less than could be obtained through an independent
City competitive process.
The City has solicited a detailed scope of services from Vision Internet outlining their
approach to redesigning the City's website. A copy of the scope of services is attached as
well as a Draft Copy of the Consultant Services Agreement with Vision Internet. Although
the proposed scope of services is somewhat different than what was actually contracted for
in La Quinta, the total cost of the project is identical and will not exceed what La Quinta
paid. Under the proposed scope of services, Vision Internet is providing a facilities directory
and photo gallery, both of which were not included in La Quinta's contract, at no additional
charge to the City. The estimated value of both of these enhancements is approximately
$13,000.
In addition to redesigning the website and creating a new navigation system, Vision Internet
will incorporate many enhanced features and interactive components into the new website.
These interactive components include, but are not limited to:
• An interactive, searchable calendar;
• Dynamic banners;
• A document library for forms and other widely used documents;
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City Council Staff Report
December 12, 2007-- Page 3
Award of Contract to Vision Internet for Website Design Services
• A survey tool that allows the City to create online surveys and track results in real-
time;
• A photo gallery;
• An interactive facilities directory; and
• An e-notification tool that allows users to subscribe to receive email alerts, news,
announcements, or meeting agendas.
One of the most exciting features to be incorporated into the website is a content
management tool that will enable non-technical staff to update content and mange different
areas of the website, such as announcements, press releases, news and other pages. This
tool will greatly enhance the City"s ability to keep its website fresh and relevant. More
importantly, this tool will allow the City to grow its website over time without the expense of
a full-time webmaster or contract with an outside web design firm.
The design and implementation of a new website is estimated to take up between four (4) to
six (6) months and is broken into the following phases:
• Vision Phase: development of strategic vision
• Concept Phase: conceptualized site map, homepage layout
• Design Phase: graphical design for the future site, three homepage samples (of
which the city will select one), and complete navigation design
• Development Phase: implement content management tool, component development
• Q/A and Testing Phase: completed website, training and documentation
• Soft/Final Launch: website goes live
Vision Internet is proposing a flat fee of $60,000 to design a new website for the City. This
amount is consistent with what the City of La Quinta paid nearly a year ago, but includes the
two additional enhancements discussed above. In addition to the initial cost of designing a
new site, Vision Internet charges a maintenance fee of$200 per month, or $2,400 annually,
to host the website on their server. The first three months of maintenance are already
included in their base fee so the City will only be responsible to pay $1,800 in the first year.
FISCAL IMPACT:
Although this is not a budgeted expense in the current year budget, funding is available
through the Technology Enhancement Fund (261-1395-54046). There is currently a
balance of $531,145 available in the Technology Fund.
T�" L. Butzla istant City Manager David H. Ready, City a
A nistrative Sdq1ces
Attachments:
1. Vision Internet Proposed Scope of Services
2. Draft Consultant Services Agreement with Vision Internet
11 000003
CONSULTING SERVICES AGREEMENT
Vision Internet
THIS AGREEMENT FOR CONSULTING SERVICES (the "Agreement") is made
and entered into this 13rh day of December, 2007, by and between the City of Palm
Springs, a California charter city and municipal corporation ("City"), and Vision Internet,
a California Corporation ("Consultant").
RECITALS
A. City operates and maintains its own website for the purpose of providing
the public with a convenient source of information, news and various public services.
B. The existing website is now out of date and is in need of an upgrade to
improve its look and enhance its functionality.
C. City would like to engage the services of a qualified consultant to design a
new website incorporating a new attractive design, intuitive navigation, integrated
interactive components such as clickable maps and images, and a content
management interface that allows City staff to instantly update the website from the
convenience of their own office ("Project").
D. Consultant has submitted to City a proposal dated November 16, 2008 to
provide all labor, material, supplies and equipment necessary to perform Project-
E. Based on the Consultant's experience, qualifications, and reputation, the
City has determined that Consultant is qualified to perform the required work and
desires to retain Consultant for the Project.
NOW, THEREFORE, in consideration of the promises and mutual agreements
contained herein, City agrees to retain and does hereby retain Consultant and
Consultant agrees to provide services to the City as follows:
AGREEMENT
1. CONSULTANT SERVICES
1.1 Scope of Services. In compliance with all terms and conditions of this
Agreement, Consultant shall provide all of the labor, materials, supplies and equipment
necessary to perform the Project as described in the Scope of ServicesiWork attached
to this Agreement as Exhibit "A" and incorporated herein by reference (the "services" or
"work"), which includes the agreed upon schedule of performance and the schedule of
fees. Consultant warrants that all services and work shall be performed in a competent,
professional, and satisfactory manner in accordance with all standards prevalent in the
industry. In the event of any inconsistency between the terms contained in the Scope of
ServicesiWork and the terms set forth in the main body of this Agreement, the terms set
forth in the main body of this Agreement shall govern.
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1.2 Compliance with Law. All services rendered under this Agreement shall
be provided by Consultant in accordance with all applicable federal, state, and local
laws, statutes and ordinances and all lawful orders, rules, and regulations promulgated
thereunder.
1.3 Licenses and Permits. Consultant shall obtain at its sole cost and
expense such licenses, permits, and approvals as may be required by law for the
performance of the services required by this Agreement.
1,4 Familiarity with Work. By executing this Agreement, Consultant
warrants that it has carefully considered how the work should be performed and fully
understands the facilities, difficulties, and restrictions attending performance of the work
under this Agreement.
2. TIME FOR COMPLETION.
The time for completion of the services to be performed by Consultant is an
essential condition of this Agreement. Consultant shall prosecute regularly and
diligently the work of this Agreement according to the agreed upon schedule of
performance set forth in Exhibit "A." Consultant shall not be accountable for delays in
the progress of its work caused by any condition beyond its control and without the fault
or negligence of Consultant. Delays shall not entitle Consultant to any additional
compensation regardless of the party responsible for the delay.
3. COMPENSATION OF CONSULTANT
3.1 Compensation of Consultant. The total compensation to be paid for the
Consultant's services under this Agreement and to perform all of the work identified in
Exhibit "A" is on a Not to Exceed Basis, notwithstanding any provision in Exhibit "A" to
the contrary, including without limitation the provisions of the section of Exhibit "A"
entitled "Investment Proposal." The City shall pay no more than Sixty Thousand
($60,000.00) Dollars for such Services and related expenses. The City shall not be
liable or responsible for any amounts for the Services and expenses above the amount
of Sixty Thousand ($60,000.00) Dollars unless the City expressly authorizes Changes
as provided in Section 3.3 of this Agreement.
THE MAXIMUM AMOUNT OF CITY'S OBLIGATION UNDER THIS SECTION
3.1 OF THE AGREEMENT IS THE AMOUNT SPECIFIED HEREIN. IF THE CITY'S
MAXIMUM OBLIGATION IS REACHED BEFORE THE CONSULTANT'S SERVICES
UNDER THIS SECTION ARE COMPLETED, CONSULTANT WILL NEVERTHELESS
COMPLETE THE SERVICES WITHOUT LIABILITY ON THE CITY'S PART FOR
FURTHER PAYMENT BEYOND THE MAXIMUM AMOUNT.
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3.2 Method of Payment. Consultant shall be paid a lump sum amount as set
forth in Exhibit "A" upon the successful completion of Project. Consultant shall submit to
City an invoice, in the form approved by City's Finance director, for services rendered.
City shall make a good faith effort to pay Consultant within thirty (30) days of receipt of
Consultant's invoice.
3.3 Changes. In the event any change or changes in the Scope of
ServicesANork is requested by City, the parties hereto shall execute a written
amendment to this Agreement, setting forth with particularity all terms of such
amendment, including, but not limited to, any additional fees. An amendment may be
entered into:
A. To provide for revisions or modifications to documents or other
work product or work when documents or other work product or work is required by the
enactment or revision of law subsequent to the preparation of any documents, other
work product, or work;
B. To provide for additional services not included in this Agreement or
not customarily furnished in accordance with generally accepted practice in Consultant's
profession.
3.4 Appropriations. This Agreement is subject to and contingent upon funds
being appropriated therefore by the City Council of City for each fiscal year covered by
the Agreement. If such appropriations are not made, this Agreement shall automatically
terminate without penalty to City.
4. PERFORMANCE SCHEDULE
4.1 Time of Essence. Time is of the essence in the performance of this
Agreement.
4.2 Schedule of Performance. All services rendered pursuant to this
Agreement shall be performed pursuant to the agreed upon schedule of performance
set forth in Exhibit "A." The extension of any time period must be approved in writing by
the Contract Officer.
4.3 Force Maieure. The time for performance of services to be rendered
pursuant to this Agreement may be extended because of any delays due to
unforeseeable causes beyond the control and without the fault or negligence of
Consultant, including, but not limited to, acts of God or of a public enemy, acts of the
government, fires, earthquakes, floods, epidemic, quarantine restrictions, riots, strikes,
freight embargoes, and unusually severe weather if Consultant shall within ten (10)
days of the commencement of such condition notify the Contract Officer who shall
thereupon ascertain the facts and the extent of any necessary delay, and extend the
time for performing the services for the period of the enforced delay when and if in the
Contract Officer's judgment such delay is justified, and the Contract Officer's
determination shall be final and conclusive upon the parties to this Agreement.
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4.4 Term. Unless earlier terminated in accordance with Section 9.5 of this
Agreement, this Agreement shall continue in full force and effect for a period of 26
weeks, commencing on December 13, 2007, and ending on June 30, 2008, unless
extended by mutual written agreement of the parties.
5. COORDINATION OF WORK
5.1 Representative of Consultant. The following principal of Consultant is
hereby designated as being the principal and representative of Consultant authorized to
act in its behalf with respect to the services and work specified herein and make all
decisions in connection therewith: Tom Johnson, Project Manager. It is expressly
understood that the experience, knowledge, education, capability, and reputation of the
foregoing principal is a substantial inducement for City to enter into this Agreement.
Therefore, the foregoing principal shall be responsible during the term of this Agreement
for directing all activities of Consultant and devoting sufficient time to personally
supervise the services hereunder. The foregoing principal may not be changed by
Consultant without prior written approval of the Contract Officer.
5.2 Contract Officer. The Contract Officer shall be the City Manager, or
his/her designee. It shall be the Consultant's responsibility to keep the Contract Officer,
or his/her designee, fully informed of the progress of the performance of the services
and Consultant shall refer any decisions that must be made by City to the Contract
Officer. Unless otherwise specified herein, any approval of City required hereunder
shall mean the approval of the Contract Officer.
5.3 Prohibition Against Subcontracting or Assignment_. The experience,
knowledge, education, capability, and reputation of Consultant, its principals and
employees, were a substantial inducement for City to enter into this Agreement.
Therefore, Consultant shall not contract with any other individual or entity to perform in
whole or in part the services required hereunder without the express written approval of
City. In addition, neither this Agreement nor any interest herein may be assigned or
transferred, voluntarily or by operation of law, without the prior written approval of City.
5.4 Independent Contractor. Neither City nor any of its employees shall
have any control over the manner, mode, or means by which Consultant, its agents or
employees, perform the services required herein, except as otherwise set forth herein.
Consultant shall perform all services required herein as an independent contractor of
City and shall not be an employee of City and shall remain at all times as to City a
wholly independent contractor with only such obligations as are consistent with that role;
however, City shall have the right to review Consultant's work product, result, and
advice. Consultant shall not at any time or in any manner represent that it or any of its
agents or employees are agents or employees of City.
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6. INSURANCE
Consultant shall procure and maintain, at its sole cost and expense, policies of
insurance as set forth in Exhibit `13," which is attached hereto and is incorporated herein
by reference.
7. INDEMNIFICATION.
To the fullest extent permitted by law, Consultant shall defend (at Consultant's
sole cost and expense), indemnify, protect, and hold harmless City, its elected officials,
officers, employees, agents, and volunteers (collectively the "Indemnified Parties"), from
and against any and all liabilities, actions, suits, claims, demands, losses, costs,
judgments, arbitration awards, settlements, damages, demands, orders, penalties, and
expenses including legal costs and attorney fees (collectively "Claims"), including but
not limited to Claims arising from injuries to or death of persons (Consultant's
employees included), for damage to property, including property owned by City, from
any violation of any federal, state, or local law or ordinance, and from errors and
omissions committed by Consultant, its officers, employees, representatives, and
agents, which Claims arise out of or are related to Consultant's performance under this
Agreement, but excluding such Claims arising from the negligence or willful misconduct
of the City, its elected officials, officers, employees, agents, and volunteers. Under no
circumstances shall the insurance requirements and limits set forth in this Agreement be
construed to limit Consultant's indemnification obligation or other liability hereunder.
8. RECORDS AND REPORTS
8.1 Reports. Consultant shall periodically prepare and submit to the Contract Officer
such reports concerning the performance of the services required by this Agreement as
the Contract Officer shall require.
8.2 Records. Consultant shall keep such books and records as shall be necessary
to properly perform the services required by this Agreement and enable the Contract
Officer to evaluate the performance of such services. The Contract Officer shall have
full and free access to such books and records at all reasonable times, including the
right to inspect, copy, audit, and make records and transcripts from such records.
8.3 Ownership of Documents. All drawings, specifications, reports, records,
documents, and other materials prepared by Consultant in the performance of this
Agreement shall be the property of City and shall be delivered to City upon request of
the Contract Officer or upon the termination of this Agreement, and Consultant shall
have no claim for further employment or additional compensation as a result of the
exercise by City of its full rights or ownership of the documents and materials
hereunder. Consultant may retain copies of such documents for its own use.
Consultant shall have an unrestricted right to use the concepts embodied therein.
8.4 Release of Documents. All drawings, specifications, reports, records,
documents, and other materials prepared by Consultant in the performance of services
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under this Agreement shall not be released publicly without the prior written approval of
the Contract Officer.
8.5 Cost Records. Consultant shall maintain all books, documents, papers,
employee time sheets, accounting records, and other evidence pertaining to costs
incurred while performing under this Agreement and shall make such materials
available at its offices at all reasonable times during the term of this Agreement and for
three (3) years from the date of final payment for inspection by City and copies thereof
shall be promptly furnished to City upon request.
9. ENFORCEMENT OF AGREEMENT
9.1 California Law. This Agreement shall be construed and interpreted both
as to validity and to performance of the parties in accordance with the laws of the State
of California. Legal actions concerning any dispute, claim, or matter arising out of or in
relation to this Agreement shall be instituted in the Superior Court of the County of
Riverside, State of California, or any other appropriate court in such county, and
Consultant covenants and agrees to submit to the personal jurisdiction of such court in
the event of such action.
9.2 Waiver. No delay or omission in the exercise of any right or remedy of a
non-defaulting party on any default shall impair such right or remedy or be construed as
a waiver. No consent or approval of City shall be deemed to waive or render
unnecessary City's consent to or approval of any subsequent act of Consultant. Any
waiver by either party of any default must be in writing and shall not be a waiver of any
other default concerning the same or any other provision of this Agreement.
9.3 Rights and Remedies are Cumulative. Except with respect to rights and
remedies expressly declared to be exclusive in this Agreement, the rights and remedies
of the parties are cumulative and the exercise by either party of one or more of such
rights or remedies shall not preclude the exercise by it, at the same or different times, of
any other rights or remedies for the same default or any other default by the other party.
9.4 Lecial Action. In addition to any other rights or remedies, either party
may take legal action, in law or in equity, to cure, correct, or remedy any default, to
recover damages for any default, to compel specific performance of this Agreement, to
obtain injunctive relief, a declaratory judgment, or any other remedy consistent with the
purposes of this Agreement.
9.5 Termination Prior to Expiration of Term. City reserves the right to
terminate this Agreement at any time, with or without cause, upon thirty (30) days
written notice to Consultant, except that where termination is due to the fault of
Consultant and constitutes an immediate danger to health, safety, and general welfare,
the period of notice shall be such shorter time as may be determined by the City. Upon
receipt of the notice of termination, Consultant shall immediately cease all services
hereunder except such as may be specifically approved by the Contract Officer.
Consultant shall be entitled to compensation for all services rendered prior to receipt of
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the notice of termination and for any services authorized by the Contract Officer
thereafter. Consultant may terminate this Agreement, with or without cause, upon thirty
(30) days written notice to City.
10. CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION
10.1 Non-Liability of City Officers and Employees. No officer or employee
of City shall be personally liable to the Consultant, or any successor-in-interest, in the
event of any default or breach by City or for any amount which may become due to the
Consultant or its successor, or for breach of any obligation of the terms of this
Agreement.
10.2 Covenant Against Discrimination. Consultant covenants that, by and
for itself, its heirs, executors, assigns, and all persons claiming under or through them,
that there shall be no discrimination or segregation in the performance of or in
connection with this Agreement regarding any person or group of persons on account of
race, color, creed, religion, sex, marital status, disability, sexual orientation, national
origin, or ancestry.
11, MISCELLANEOUS PROVISIONS
11.1 Notice. Any notice, demand, request, consent, approval, or
communication either party desires or is required to give to the other party or any other
person shall be in writing and either served personally or sent by pre-paid, first-class
mail to the address set forth below. Either party may change its address by notifying
the other party of the change of address in writing. Notice shall be deemed
communicated seventy-two (72) hours from the time of mailing if mailed as provided in
this Section.
To City: City of Palm Springs
Attention: City Manager & City Clerk
3200 E. Tahquitz Canyon Way
Palm Springs, California 92262
To Consultant: Vision Internet
Attention: Steve Chaplin, President
2530 Wilshire Blvd., 2°d Floor
Santa Monica, CA 90403
11.2 Integrated Agreement. This Agreement contains all of the agreements of
the parties and cannot be amended or modified except by written agreement.
11.3 Amendment. This Agreement may be amended at any time by the
mutual consent of the parties by an instrument in writing.
11.4 Severability. In the event that any one or more of the phrases,
sentences, clauses, paragraphs, or sections contained in this Agreement shall be
declared invalid or unenforceable by valid judgment or decree of a court of competent
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jurisdiction, such invalidity or unenforceability shall not affect any of the remaining
phrases, sentences, clauses, paragraphs, or sections of this Agreement, which shall be
interpreted to carry out the intent of the parties hereunder.
11.5 Authority. The persons executing this Agreement on behalf of the parties
hereto warrant that they are duly authorized to execute this Agreement on behalf of said
parties and that by so executing this Agreement the parties hereto are formally bound to
the provisions of this Agreement.
[SIGNATURE PAGE SEPARATELY ATTACHED]
OHM
8 Revised: 12/3/2007
IN WITNESS WHEREOF, the parties have executed this Agreement as of the
dates stated below.
"CITY"
City of Palm Springs
Date. By:
David H. Ready
City Manager
APPROVED AS TO FORM: ATTEST
By: By:
Douglas C. Holland, James Thompson,
City Attorney City Clerk
"CONSULTANT"
Vision Internet
Date: By :
Steve Chapin
President
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9 Revised: 121$/2007
EXHIBIT 'A"
CONSULTANT'S
SCOPE OF SERVICESANORK
Including,
Schedule of Fees
And
Schedule of Performance
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Attachment A
SCOPE OF WORK
Following is the Scope of Work for the City of Palm Springs' ("City") website to be
performed by Vision Internet ("Contractor"). In this document the words "we," "us,"
and "ours" refer to Contractor. The word "you" refers to City.
Implementation of the website will include:
p Attractive De51gn: 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 Navigating: Information should be easy to find with the most
important information accessible from the homepage to make it easier for
website visitors.
❑ Content Management Solution: Contractor will implement the Vision Content
Management Tool (VCMT) to facilitate management of content to non-technical
staff throughout the City.
❑ Integrated Interactive Compongn1s: Interactive components should be
implemented to make the website more engaging and useful for users by
allowing them to quickly zero-in on the information most important to them.
❑ Integratio0 of Third-party Tools and Database; Tools and databases should
be used to enable citizens to access government services at anytime and from
anywhere.
Each of these recommendations is discussed in more detail in the sections that follow.
Attractive Design
City will have a design that makes it stand out among cities on both a regional and
national basis. The City's website will be inviting, easy to use, and will reflect your
unique identity. This will be accomplished through the following design characteristics:
❑ Creative design that incorporates custom design elements and the most
important information and keeps both easily accessible from the homepage.
❑ Photos and collages of recognizable landmarks, scenery of the City, and the
local area_
❑ Consistent look and feel throughout the site to make it easier for website
visitors to navigate the site and find information they need.
q Use of Cascading Stb. Sheets to ensure future consistency as well as separation
of content and design. This makes it much easier to apply a new design theme
in the future without the need to redevelop the underlying website.
❑ Section 508 Compliant malting 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.
11/16/2007
City's Initials_
Contractors Initials
Attachment A
D Breadcrumbs showing the user's current path to let them know exactly where
they are on the website.
Intuitive Navigation
For your website, we recommend organizing information by department, topic, and/or
target users. Contractor's approach allows users to find information in the variety of
ways that are most important to them. This is because content is available through
multiple "paths" making it simple for users to search the site regardless of their
preferred method-
Con ten t Management Solution
The City's website will utilize VCMT which was created in Microsoft ASP.NET and SQL
Server. Upon final payment, Contractor will provide City with the source code for City's
own use.
Administration Tools
VCMT provides City with a dynamic website where you have the ability to modify
content on any page in the website through simple and easy to use administration
screens. Additionally, you can add new pages and insert them into the navigation of
the website. This allows you to continually grow your website over time, without
ongoing maintenance fees.
VCMT includes a number of functions that make it extremely easy for your non-
technical staff to manage website content. The most important include:
❑ Browser-Based Administration that allows for easy management of content by
anyone who is familiar with surfing the Internet and using basic word processing
programs. There is no need for your staff to know programming when updating
content. This allows authorized staff members to update, delete, and create
new pages based on a predefined template, and insert them into the website's
navigation.
❑ WYSIWYG Text Editor that is based upon standard document creation tools
that make it easy for your non-technical staff to edit and format text. With the
WYSIWYG (What You See Is What You Get) editor, they can change font styles,
colors, sizes, and formatting such as bold, italics, and underlining.
0 Content Approval Cycle that allows staff persons to create content that passes
through multiple levels of review and approval before going "live,"
❑ Automatic Alt-Tads for images ensuring future Section 508 compliance_
❑ Automatic Image Resizing to convert those large high-resolution photos from
digital cameras into web-ready images.
❑ Undo. Redo and Trashcan tools giving you the ability to recover from mistakes.
❑ 5-1,yles that can be applied to such elements as text, headers, and lists, thereby
enabling you to create web pages with a consistent look.
1v1sizaa7
City's Initials_
Contractor's Initials_
.2 000015
Attachment A
❑ Paste Text from Microsoft Word to make it easier to add content to the website
while stripping MS Word formatting and converting it to HTML.
❑ Sipe]] Check to help you create content that is free of any embarrassing spelling
errors.
❑ Search and Replace tool that replaces a word or phrase within the page.
❑ Secure Administration that offers password protection to content management
functions. Our sophisticated tool allows you to grant management rights to
specific users or groups of users. Administration rights can be granted to the
entire site or restricted to specific areas or types of content (i.e. by
department).
❑ Single-Source Web Publishing that permits administrators to update a single
web page and reflect those changes on multiple pages throughout the site.
❑ Navigation Control that allows you to add new pages or move pages anywhere
within the website.
❑ Page Linking that enables you to easily create links to any page in the website
or to other websites.
❑ Email Address Masking which prevents spammers from getting the email
addresses of your employees when crawling your site.
❑ Document Central that allows for the storage of a single version of each
document in a central place and for them to be linked to virtually any page in
the website.
❑ Image Libra y that stores a single version of each image in a central place and
subsequently adds them to virtually any page in the website.
❑ Content Scheduling to save time and money. This allows all standard pages and
specific predefined component content to be setup to publish ahead of time
and be automatically removed or archived when it will no longer be relevant.
❑ Printable Pa es that enable your website visitors to print out virtually any page
on the website for reading offline.
Included Interactive Components
In addition to the creative design, effective navigation, and easy to use VCMT, we will
provide the City with interactive components for managing special types of content.
The Interactive Components to be utilized are:
q Approval Cycle ❑ Facilities Directory
❑ Calendar ❑ Form/Survey Tool
❑ Design Themes ❑ Image Library
❑ Document Central ❑ Job Postings
❑ Dynamic Banners ❑ News and Newsletter
❑ Dynamic Homepage ❑ Photo Gallery
❑ Dynamic Department Homepages ❑ Site Search
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❑ e-Notification [7 Sitemap Generator
Each of these interactive components is described in detail below.
Customization of the Vision Content Management Tool includes the frontend graphic
design and layout as well as adding or subtracting fields for your specific needs.
Approval Cycle
For websites where content authorship and updates are distributed throughout an
organization's departments, it is helpful to implement the Approval Cycle where
content updates and changes do not go live on the website until one or more persons
have approved them.
This allows you to segment the management of content by groups of users (such as
departments), in addition to types of content as determined by the interactive
components. It is extremely flexible allowing you to define as many workflows as you
require with as many steps in the approval as you deem necessary. Most clients have
one workflow per department with up to four or five steps in each.
Calendar
An interactive Calendar is a staple of local government websites and is an essential tool
for your site's success. The Calendar 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. It can also be implemented in a user-friendly monthly or yearly format. To assist
Users further, the Calendar has filtering tools that allow them to find information by
month, category, or even departments. This makes it quite easy to locate specific
information.
Our Calendar contains a number of advanced functions including:
❑ Recurring events function
❑ HTML editing capabilities (including ability to include photos and links)
a Automatic archiving
❑ Integration with e-Notification
❑ Ability to create and assign filtering categories to events.
❑ Ability to restrict use of
categories by specific staff.
❑ Ability to control which events to include on the homepage of the site.
❑ Ability to insert Calendar pages anywhere in the site navigation.
❑ Ability to apply different Calendar formats including standard monthly Calendar
and a listing of events.
❑ Automatic RSS feed.
NOTE: With the e-Notification tool calendar information may also be broadcast to
subscribers via email.
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Design Themes
The Design Themes tool allows you to give subsections of the website their own
unique look and feel while providing overall navigational and page layout consistency
for your website visitors. The navigational and page layout consistency will make
navigating the site easier for your users; the structure will remain the same throughout
the website. At the same time, however, by being able to apply different graphic
designs and color schemes to different sections, you can incorporate distinct branding
elements into a single website. To make it easy for your staff, they can simply select the
design theme to be applied to the page from a list of available options that Vision
Internet defines for the content management tool. Included in this budget are three
design themes; additional themes will be
7 {{$$ a billed at our hourly rates-
v .Hlf•Nlopl.:..NY p,�.O'••�„'JNb91C.
... . ...
"'mw"� . «�•+_."+�. �NkII11I:16 ;I A Ili. Vail'ifi l
Figure 1 The StopWaste.Org website incorporates different Design Theme templates to support
branding of individual programs. From left to right: Bay Friendly program, Residents section of site,
Green Building program.
Above are examples from the StopWaste.Org website. Different templates are used
for promoting branding of individual programs. Templates include unique banner
collages and color themes. Navigation remains consistent throughout the site.
Document Central
One of the main reasons people visit a local government website is to get information
and download important documents and forms. With the Document Central, website
visitors can easily find the information they need, and you can slash printing and
distribution costs for all types of documents.
Based on our extensive experience in content management, we recommend a
centralized location for all documents. This allows website visitors to browse for
documents from a single, categorized location as well as to access information from
individual pages within the website. Furthermore, it allows easier administrator
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management of files, thus preventing confusing links and ensuring there are not
multiple versions of the same document throughout the site. To prevent broken links in
the website, the Document Central prevents deletion of linked documents and
provides a complete list of pages linking to the document to simplify website
administration.
We recommend all documents be stored in Adobe Acrobat PDF format to enable
everyone to view them, regardless of platform. However, you may upload most types
of files including Microsoft Word, Excel, graphics files, and audio or video clips.
Dynamic Banners
While your site will include graphical banners that make the website attractive,
changing the banners from lime-to-time will keep the website fresh and interesting.
While Vision Internet can change the banners at anytime for an incremental
maintenance fee, the Dynamic Banners tool allows your staff to change the banner
images by themselves, whenever they want. With the simple to use interface, they can
easily upload pre-sized photos, graphics, or collages to replace existing banner
graphics.
Depending on your preferences, we will implement the Dynamic Banners so that you
can apply a different banner for individual pages, the overall website, or on a rotating
basis. We would work with you to determine the best implementation for your unique
needs. You can see an example of the implementation of Dynamic Banners at
www.visioninteroet.com. As you go to different sections, you will notice that different
banners are used. We can change banners via simple image upload. We will be happy
to provide a demonstration of backend tools upon request. Included in this budget are
five dynamic banners; additional banners will be billed at our hourly rates.
Dynamic Homepage
It is important on a city website to list the most current news, press releases, or events.
This keeps the community informed while ensuring the website is fresh and timely. It
also exposes website visitors to important information they may not necessarily be
looking for.
A Dynamic Homepage automates this process for your staff by displaying the most
recent information and automatically removing it when it is no longer relevant. It will
save your staff time while guaranteeing that your homepage is up-to-date.
Please note that the Dynamic Homepage can include an emergency homepage notice.
Dynamic Department Homepages
While the Dynamic Homepage would provide information for the City overall, the
Dynamic Department Homepages would provide the same functionality for individual
departments. The system will be implemented in a way that information could be
posted on both the main homepage and a department homepage simultaneously
without duplication of effort. The screenshots below show the City of Charlottesville's
homepage, which lists current events, and the city council's homepage, which
automatically lists council specific news.
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News and events are i
automatically added :+::����=—
nuinu w�ni� ammn�. amnwiro uia„aa cgmn i,xv.,ti,n�ruoswkn nemm' nams�i to the homepage and
. �... .
the department
homepage.
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iri, c•,°.nv�M'""
Figure 2 City of Charlottesville's homepage Figure 3 Dynamic Dept. Homepages 'automatically
automatically lists upcoming events. lists a department's current news or events.
e-Notification
Increase communication, draw in more repeat users, and get important information out
more quickly, using our email based e-Notification tool. Our tool provides a sign-up
box allowing users to add their email addresses to receive important notices, and set
their preferences for the e-Notifications they would like to receive. Each registration is
verified via a confirmation email that the user must respond to in order to complete the
registration process. This same mechanism allows each user to change preferences
including opting out from subscription lists.
To better manage the e-Notification process, your staff can see how many subscribers
there are for each category, plus edit subscriber information and export the subscriber
database for use in other systems.
The best part about our e-Notification tool is that it also integrates with the Calendar
and News and Newsletter components, giving you the ability to broadcast event and
news content from your website to your subscribers. There is no need to recreate the
content. This integrated approach enables your users to sign up For 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 Churches, parks,
and schools) amenities (such as swimming pool, meeting rooms, and kitchen), and
capacity. It is great for residents that need to find space for all types of activities.
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
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have available. Entered information does not become live on the website until after
website administrator approval.
Form/Survey Tool
Interactive forms are the staple of an effective government website. They allow users
to communicate and interact with their government at convenient times. Vision
Internet's Form/Survey Tool can be used for asking questions, getting feedback, or
submitting applications. Keep in mind that these online forms can be used for
replicating most paper forms in the City, including service requests.
The Form/Survey Tool also provides you with the ability to easily create your own
online surveys and track the results in real-time. In contrast to the traditional paper
survey approach, online surveys are more convenient because they eliminate the time
and expense of mailing back responses. Furthermore, you can display the results in
several formats, including graphical representations. This allows your staff to aggregate
the responses and view them in report format.
The tool supports fill in the blank, multiple choice, multiple select, and ranking type
questions. It also has an export function so you can analyze the results using Excel or
any other program capable of importing CSV files. This is a third party tool, so only
graphic design may be customized and the Approval Cycle functionality is not
available.
Image 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 remained archived
when deleted to prevent accidental broken links within the website while the content
management tool tracks all pages using individual photos to make it easier for you to
replace images in individual pages.
The Image Library also incorporates several tools 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 tool makes posting jobs a snap. Your HR staff simply fills out a form
that can have any number of fields you define (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.
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To make it easy for users, postings can include interactive tools 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.
Job Applicant Manager
With the Job Applicant Manager, website visitors can apply For jobs online by filling
out an application and submitting it for a specific job or for possible future positions.
The information is stored in a central database, and when submitted for a job, it is
emailed to the manager responsible for hiring that particular position. HR can generate
lists of prospective employees via interactive tools that they can filter by skills,
experience, salary requirements, and/or application submittal date. This is the ideal
tool for cities that are filling several positions per month or want to build a database of
applicants for future positions-
To see an example, please view the details of a Job Posting on the City of Englewood
site and click on the Apply Online button.
News and Newsletter
By pasting news on your site, you will improve communication with your target
audiences. Our experience is that news can take many forms, including press releases,
newsletters, feature stories, and "what's new" content. With our News and Newsletter
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 browse the
archive by category and date range. Additionally, R55 feeds of the News and
Newsletters are automatically available to website visitors.
NOTE- With the e-Notification tool news information may also be broadcast ro
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.
While you can setup the basic photo albums with our content management tool, the
Photo Gallery component includes several tools to make administration much easier.
Simply upload the image to the new album and add a caption, thumbnails are
automatically created and added to pages based upon the predefined template. In
addition, to ensure accessibility and Section 508 compliance, the necessary alt-tags are
automatically added to each photo. What a great way to save staff time while livening
up your website!
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Site Search
Site users can find the specific content they need through the powerful search engine
dtSearch. The tool will search both HTML pages and documents such as Adobe PDF
files and Microsoft Word documents. It will return results in order of relevance based
upon frequency of search words in the page content or metadata. In an optional,
advanced mode implementation, dtSearch supports Full Boolean keyword searches.
This third-party software needs to be installed on the web server.
Sitemap Generator
Some people prefer to navigate from a central sitemap where they are able to quickly
see a snapshot of the overall website structure. Additionally, visually impaired people
often use the sitemap as their principal source of navigation because it is much faster
for their screen reader software to move through this than other navigation pages. The
Sitemap Generator makes it easy for website visitors and staff alike by automatically
generating a sitemap based upon the current site hierarchy. When a change is made to
a page location on the website, it is automatically updated on the sitemap. This
ensures up-to-the-minute accuracy, and is much easier than staff having to maintain a
static sitemap.
Integration of Third-Party Tools and Databases
Today, there are many advanced tools for such functions as
❑ Class Registration
❑ Permitting
❑ Service Requests (CRM)
❑ Streaming Video
❑ Others
VCMT can easily work with these tools, provided they are web-enabled. Most of these
types of tools can be given the same look and feel as your main website via
modifications to the presentation template. For your project, we will provide you with
an HTML template that vendors of these third-party tools can use. We will also
integrate links to these third-party tools into the overall website navigation_ There are
many examples of where we have used this approach, including the Cities of College
Station, TX; Diamond Bar, CA; Citrus Heights, CA; and many others_
Additionally, we are able to create web-interfaces for your third-party databases.
Examples of previous projects where we have done this include displaying tax records
that were exported from a main frame for Vanderburgh County, IN; displaying crime
statistics from California State databases for the City of Citrus Heights, CA; displaying
travel options from various databases for several airlines including United; and
displaying staff and student contact information from school databases for the UCLA
School of Law.
These are just a few examples of our extensive experience working with third-party
databases and systems. While interfaces to third-party systems are not included within
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the budget, they are available for an additional fee. We can provide a firm quote for
interfaces after analyzing the databases and requirements during the consulting phase
of your project.
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THE VISION PROCESS
Contractor's process consists of six stages. In each, there are formal review and
approval points to give you full control of the project and ensure the final website
meets your expectations. This process is explained in the sections below.
Stage 1: Vision Stage
In the Vision Stage, we work with you to create the vision for your website now and For
the future. The Vision Stage places heavy emphasis on the objectives of the website
and how it supports your overall organizational goals.
To create the vision, we will:
❑ Prepare and tabulate surveys of key decision makers. The survey will focus on
goals and objectives, what is good and bad about your current site, examples
of sites you like, and many other topics.
• Review your existing website and the websites of other cities.
❑ Study examples of other websites you like.
❑ Hold a brainstorming session with your web team.
❑ Collect all content and materials for the new website.
The heart of this stage of the project is the brainstorming sessions where we discuss
your current website, the results of surveys, the needs of users and staff, and possible
approaches for the Future. This serves to gain insights and create general support for
the project. We will also discuss operational considerations for once the website
launches. This operational discussion will be a two-way dialog where you provide us
information about the operational needs of the City and we share with you our
experience and knowledge based upon the best practices we have discovered over the
years.
Stage 2: Concept Stage
In the Concept Stage, we will create the blueprint for realizing the vision. To do this,
we will develop the site infrastructure that includes:
❑ Creation of a navigation strategy that supports easy access to information.
❑ Categorization of pages according to the navigation strategy.
❑ Creation of a conceptual sitemap. The navigation or information architecture
will take into account your current needs plus allow for future expansion and
growth.
❑ Recommendation of interactive components to support easy navigation
through special types of content, such as events and news.
❑ Drafting of a homepage layout wireframe that shows the placement of key
information and dynamic content.
The Concept Stage will end with your approval of the sitemap and homepage layout
wireframe.
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Stage 3: Design Stage
In this stage, our creative team will continue with the creative graphic design for your
homepage, based on the approved homepage layout wireframe. Our creative ability
and expertise will allow us to develop compelling graphic design to make your website
look great, while maintaining its usability. We will work very closely with your staff to
establish a look and feel for the website that reflects your unique identity.
Website/Graphic Design will include:
❑ Up to three homepage design concepts to establish direction.
❑ Design of custom icons, buttons, screen elements, and backgrounds, if desired.
❑ Efficient and streamlined navigation and site architecture.
❑ Optimization for speed.
❑ Section 508 Accessibility Compliance.
❑ Consistent graphics, structure, and navigation design.
Towards the end of this stage, we will present final homepage design concepts for
your approval. You will select one for implementation in the new website.
Stage 4: Development Stage
This stage includes the interior page design and programming the website according
to the approved specifications and creative design. Programming will include the
implementation of the content management tool and development of the interactive
components. Our creative team will give direction for the sub-level page design.
Though we do not create content as part of our services, we do include in the scope of
your project the migration of up to 200 pages into the new website.
Stage 5: Quality Assurance, Documentation, and Training Stage
While quality assurance is an integral part of every stage of the project, in the Quality
Assurance Stage we do extensive testing and reviewing of the website code. We will
thoroughly follow an exhaustive checklist of all pages and functions created during the
development stage. We recommend that you have a staff representative participate in
this process to verify the site fulfills the expectations for the project.
Within this stage, we will also provide a one day training consisting of a session for
each department's content author in addition to an overall system administrator. For
content authors, we will train them on how to create and update content using the
content management tool and for the administrator, we will instruct him/her on
managing security, system configuration, and other advanced topics. A custom training
manual and reference is provided for updating the website. The manual incorporates
screenshots from your website, making it easy for staff to understand and use.
Stage 6: Launch Stage
In the Launch Stage, the website is moved to the production server. In the event that
Contractor is not hosting the website, the City will be responsible for setting up a
Windows Server running IIS and MS SQL Server. Contractor will install all other
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necessary software, make necessary configuration changes, and transfer the code and
content'. We again go through the final quality assurance process, ensuring the site
transfers correctly. After you approve that the website is ready to launch, the website
will be made available to the public. We will continue to monitor the website over the
next three months to make sure that the entire site is functioning properly.
Project Schedule
The table below shows our recommended development and launch schedule along
with a list of key deliverables/milestones.
Implementation,Step ' AvgDuration
Vision Stage
❑ Stakeholder surveys 2—4 Weeks
• Brainstorming session
Concept Stage
❑ Conceptualized sitemap 2 —4 Weeks
❑ Homep age layout wireframe
Design Stage .
❑ Up to three homepage design comprehensives
❑ Custom icons, buttons, screen elements and backgrounds 3 —4 Weeks
❑ Complete navigation design
Development Stage
❑ Programming of the website 4—9 Weeks
❑ Migration of up to 200 pages of content
Quality Assurance and Documentation Stage
❑ Completed website
❑ Customized training manual 2 —3 Weeks
❑ Onsite training
So{t,Launch &-Final Launch - - - -.
❑ ,Move website to production server
❑ Continued final testing 2 Weeks
❑ Website goes live
Total estimated time to launch 15 — 26 Weeks
* The schedule may vary largely depending on optional components and participant
decision times.
' The City will need to provide remote access to the server during the setup and configuration
of the website, or be prepared to perform the setup under the direction of Contractor's
technical staff. In this case, additional fees may apply.
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Attachment A
INVESTMENT PROPOSAL
Note that we have added in two components for your website that La Qunita does not
have (Facilities Directory and Photo Gallery) as a courtesy in order to help offset the
funds you spent so far on your beta website redesign. Also, please keep in mind that
we raised our pricing early this year, but we are honoring the older pricing that was
applied to La Quinta, so the value of your project with our current pricing is 573,155.
Services Hours Rate, per,. hour. Budget
Consulting 82 $125 $10,250
Project Management 49 $125 $6,125
Design 79 $100 57,900
Design Production 29 $85 $2,465
Dynamic Programming 22 $125 $27,500
HTML Programming 31 $75 $2,325
Quality Assurance 37 $95 $3,515
Training/Documentation 63 $100 $6,300
Total $66,380
Discount ($6,380)
Grand Total $60,000
Vision Internet is looking forward to building a long-term relationship. As a token of
our commitment to your success, we will offer the following services at no cost:
❑ Three months free maintenance and support' ($1,500 value)
❑ One-year free Warranty
❑ All travel costs
Up to five hours per month.
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EXHIBIT "B"
INSURANCE PROVISIONS
Including
Verification of Coverage,
Sufficiency of Insurers,
Errors and Omissions Coverage,
Minimum Scope of Insurance,
Deductibles and Self-Insured Retentions, and
Severability of Interests (Separation of Insureds)
QQQQ��
11 Revised: 12/3/2007
Insurance
Consultant shall procure and maintain, at its sole cost and expense, and submit
concurrently with its execution of this Agreement, in a form and content satisfactory to
the City, public liability and property damage insurance against all claims for injuries
against persons or damages to property resulting from Consultant's performance under
this Agreement. Consultant shall also carry workers' compensation insurance in
accordance with California workers' compensation laws. Such insurance shall be kept
in full force and effect during the term of this Agreement, including any extension
thereof, and shall not be cancelable without thirty (30) days advance written notice to
City of any proposed cancellation. Certificates of insurance evidencing the foregoing
and designating the City, its elected officials, officers, employees, agents, and
volunteers as additional named insureds by original endorsement shall be delivered to
and approved by City prior to commencement of services. The procuring of such
insurance and the delivery of policies, certificates, and endorsements evidencing the
same shall not be construed as a limitation of Consultant's obligation to indemnify City,
its elected officials, officers, agents, employees, and volunteers.
A. Minimum Scope of Insurance. The minimum amount of insurance
required hereunder shall be as follows:
1. Comprehensive general liability and personal injury with limits of at
least one million dollars ($1,000,000.00) combined single limit coverage per occurrence
and two million dollars ($2,000,000) general aggregate;
2. Automobile liability insurance with limits of at least one million
dollars ($1,000,000.00) per occurrence;
3 PFGfeSSienal liaWity (eFFQFS and nmissinnc) inenrannn yAth gm-
n«Invc4 nn rnilli n PeF GGGUFFeRGe and two MilliOR dollars
¢2 nnn nnm an al annr'W-te; nn.I
4. Workers' Compensation insurance in the statutory amount as
required by the State of California and Employer's Liability Insurance with limits of at
least one million dollars $1 million per occurrence. If Consultant has no employees,
Consultant shall complete the City's Request for Waiver of Workers' Compensation
Insurance Requirement form.
For any claims related to this Agreement, Consultant's insurance coverage shall
be primary insurance as respects City and its respective elected officials, officers,
employees, agents, and volunteers. Any insurance or self-insurance maintained by City
and its respective elected officials, officers, employees, agents, and volunteers shall be
in excess of Consultant's insurance and shall not contribute with it. For Workers'
Compensation and Employer's Liability Insurance only, the insurer shall waive all rights
of subrogation and contribution it may have against City, its elected officials, officers,
employees, agents, and volunteers.
UBB030
12 Revised:121312007
Errors .ndO c�c.�nrr-! ., -., r'n nrnl+�.. rN, inc Claimscc-PfGfes J4-1S ir-a;Go arrt-shall �v150 agree ill- ,•rritinn either (1) +9
rhn�o +.,il i �n in + ��nt.rcni iirn.�7��h.. +�A ern n+ �, e
pum �,&ur-ara lair+
w#4i+ ,ree years of oompkc inn .- �tat'ri�swennrir _this Anrn� OF
to mnin+ i f i,�nnl lines h l+ nsuraRGe--Gova,-,,_ with-the r or
end.. ref-. ud mnnn,. +ham i-reniiirnA I-
+hi A
t ree t
foh-at st-thmne Yearsafter0 Mp c+in.. f !' ultant-s ser"i un.4 . 4his 6nrnynrvi�eRt
�•�,ltant shall als be �- evidence to Gity f-t#e niirnh rte
required •ci iranrn nr ..+i.. ^tion of the ..fe ..I liability
C. Sufficiency of Insurers- Insurance required herein shall be provided by
authorized insurers in good standing with the State of California. Coverage shall be
provided by insurers admitted in the State of California with an A.M. Best's Key Rating
of B++, Class VII, or better, unless otherwise acceptable to the City.
D. Verification of Coverage. Consultant shall furnish City with both
certificates of insurance and endorsements, including additional insured endorsements,
effecting all of the coverages required by this Agreement. The certificates and
endorsements are to be signed by a person authorized by that insurer to bind coverage
on its behalf. All proof of insurance is to be received and approved by the City before
work commences. City reserves the right to require Consultant's insurers to provide
complete, certified copies of all required insurance policies at any time- Additional
insured endorsements are not required for Errors and Omissions and Workers'
Compensation policies.
Verification of Insurance coverage may be provided by: (1) an approved General
and/or Auto Liability Endorsement Form for the City of Palm Springs or (2) an
acceptable Certificate of Liability Insurance Coverage with an approved Additional
Insured Endorsement with the following endorsements stated on the certificate:
1. "The City of Palm Springs, its officials, employees, and agents are named
as an additional insured..." ("as respects City of Palm Springs Contract No. " or "for
any and all work performed with the City"may be included in this statement)
2. "This insurance is primary and non-contributory over any insurance or self-
insurance the City may have..." ("as respects City of Palm Springs Contract No. " or
"for any and all work performed with the City!" may be included in this statement)-
3. "Should any of the above described policies be canceled before the
expiration date thereof, the issuing company will mail 30 days written notice to the
Certificate Holder named." Language such as, "endeavor to" mail and "but failure to mail
such notice shall impose no obligation or liability of any kind upon the company, its
agents or representative" is not acceptable and must be crossed out.
4. Both the Workers' Compensation and Employers' Liability policies shall
contain the insurer's waiver of subrogation in favor of City, its elected officials, officers,
employees, agents, and volunteers.
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In addition to the endorsements listed above, the City of Palm Springs shall be named
the certificate holder on the policies.
All certificates of insurance and endorsements are to be received and approved by the
City before work commences. All certificates of insurance must be authorized by a
person with authority to bind coverage, whether that is the authorized agent/broker or
insurance underwriter. Failure to obtain the required documents prior to the
commencement of work shall not waive the Consultant's obligation to provide them.
E. Deductibles and Self-Insured Retentions. Any deductibles or self-
insured retentions must be declared to and approved by the City prior to commencing
any work or services under this Agreement. At the option of the City, either the insurer
shall reduce or eliminate such deductibles or self-insured retentions as respects the
City, its elected officials, officers, employees, agents, and volunteers; or, Consultant
shall procure a bond guaranteeing payment of losses and related investigations, claim
administration, and defense expenses. Certificates of Insurance must include evidence
of the amount of any deductible or self-insured retention under the policy. Consultant
guarantees payment of all deductibles and self-insured retentions.
F. Severability of Interests (Separation of Insureds). This insurance
applies separately to each insured against whom claim is made or suit is brought except
with respect to the limits of the insurer's liability.
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