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HomeMy WebLinkAboutWebsite Design & DevelopmentSOUTHODL WEBSlTE RFP REVIEW DESIGN Methodology Fits with existing IT infrastructure Site Search Ability to upload data Meeting events and calendar Aesthetics COSTS Actual costs Overal startup costs Residual costs Monthly maintenance (hosting) Ancillary costs Breakdown of tasks WEBSITE ADMINISTRATION Department interface, ability to manage content, training Maintenance Add/remove content Public access, opt in and out Navigation Security Reporting TIMELINE Completion of work Disruption of site content Phasing CREDENTIALS/EXPERIENCE Experience References Other Municipalities Graphic design specialists ADDITIONAL FEATURES-BONUS POINTS Functional groupings within departments Create and maintain blogs Interface with social media NOTES PLANETERIA RATING $41,500.00 599 to $100/hour 5700 to $1000/month QSCEND NOTES RATING 519,050.00 53810/year NOTES 522,409.00 Firstyearfree. Plan 1 = 56300.O0/year Plan 2 = 53100.O0/year See options on bid RATING NOTES 517,000.00 ~lO0/hour 51200 to $3200/year AHA RATING VISIONA NOTES 59,250.00 Upon Request 550/month or 5600/year 5900.00 ~RY RATING NOTES RATING $22,500.00 Upon Request $~50/month or Sz8OO/year Town of Southold, New York 53095 Main Road Southold, NY 11971 R CEIVED AUG 2 6 207 WEST 25TM STREET NYC 10001 j 212.675.7424 8.26.11 Greetings, Thank you for the opportunity to submit our proposal to rethink the web presence of The Town of Southold. As a team, we can deliver the whole package from reseamh and planning through to cre- ative development and production. We bring (in my humble opinion) a unique blend of strategic smarts, award winning design skills and high-end technical ability to the table. We also pride our- selves on our ability to bring smart solutions to market quickly and affordably. As you'll read in our proposal, the sites and systems we build go above and beyond what one typically thinks of in a website. Since launching the firm in 1989, we've successfully completed large and small-scale projects for many local governments, municipalities, communities, business improvement districts, non-prefits and membemhip-based associations. All of that experience makes us especially qualified to help with your initiative. In 2007, we introduced a software platform targeted to this very audience. Fully customizable on the front and back ends, OrgCentral combines content management with a full suite of web based tools designed to handle the 'business end' of running an organization--all from one centralized database. By leveraging the OrgCentral code base, we can deliver a lot of added value to Southold. Attached, you will find more background on Jesse James Creative and our proposal for the site. In addition to addressing the specific requirements outlined in the RFP, we've also taken the liberty of including thoughts on some additional features and functionality we think might make sense for The Town. As a team that actively participates as board members and volunteers for many civic associations and related groups, we understand, first hand, the management, communications and service challenges and opportunities you face as a municipality. On a personal note, I have grown up on Long Island and love the North Fork and especially your wonderful town. One of our team members has a house in Southhold and is super excited about working with you on the new website. When it's appropriate, we would love to learn more about your goals for the site and discuss how Jesse James Creative can help. Please do not hesitate to call if you have any questions on our pro- posal or would simply like to brainstorm some ideas. Thanks for your consideration and I hope we get to speak soon. Regards, VP/Creative Director 212.675.7424 The Town of Southold Website Design and Development Proposal Prepared for: The Town of Southold, New York 53095 Main Road Southold, NY 11971 Presented by Jesse James Creative, Inc. 207 West 251h Street, 4th Floor New York, NY 10001 212.675.7424 www,jjcreative.com I www.org-central.com Authorized Contact: James Tormey, VP jtormey@jjcreative.com Origir~al l}o(;tJn16!rq /A ;thc; iz~} S,.,~ -.ct. re Table of Contents EXECUTIVE SUMMARY + KEY PROJECT REQUIREMENTS page 3-4 FIRM PROFILE page 5 THE TEAM page 6-7 WHY JJC + THE TOWN OF SOUTHOLD page 8 CONTENT MANAGEMENT APPROACH page 9 PROJECT MANAGEMENT AND WORK PLAN page 10-11 GENERAL PROJECT APPROACH page 12-13 TECHNICAL APPROACH page 14 KEY CONTENT AND FUNCTIONAL ELEMENTS page 15-24 DEFINITION OF DELIVERABLES DEVELOPMENT COSTS/FEE SCHEDULE A LI%rLE BIT OF FINE PRINT page 25 page 26-27 page 28 TOP 10 REASONS TO WORK WITH US page 29 Appendix A (provided as separate pdfs) RELEVANT CASE STUDIES + CLIENT REFERENCES SAMPLE PROJECT DOCUMENTS REQUIRED DOCUMENTATION 2 Executive Summary The Town of Southold is seeking a partner to redesign its current website and assist the team with various visual, functional and technical issues well. The Town's current website is hosted by an intemet service provider (ISP) and maintained by staff using tools allowed within the ISP restrictions. The intent of the Town is to maintain the current site and to redirect to the new site as it is made available, eventually terminating the current site. Key Requirements · Site Design · implementation of an infrastructure that allows all Town departments to maintain their specific information · After implementation is complete and the site is live, the Town's Data Processing Department will assume its role of website administrator · Provide a new domain name for the new site to something more specific to the name of the Town Key CMS Functionality · User Permission's and Contact Information: There should be role-based templates for permis- sions that can be assigned per user or assigned in a batch bulk mode. Permission levels should be applied to each unit of content individually. · Public access to all of the features on the site will not be dependent on specific browsers, and the new site Will be browser agnostic and will work cross platform · Website will be well organized into multiple departments/committees with ability for Town em- ployees to add or remove departments/committees as needed. · Multiple level of security that is completely contained within the website infrastructure and not reliant on the Town's existing network security or peer-to-pee connectivity. · Include a robust WYSIWYG Editor on all appropriate content fields · Provide multilevel nested categorization of content based on a tree structure. Each level should have a description associated with it. Data types should be able to be associated with any number of categories. · Cross content linking: Interoperability between content generators so that content previously stored can be referenced (or boiled up) in new content area with basic controls · Easy ability to search the website for key words or phrases · Ability for constituents to convey comments, suggestions or questions concerning website design or the information it presents. · Provide a robust and fully dynamic Content Management System that provides database infor- mation to all town departments. · Provide a dynamic event/meeting calendar that allows addition of content by each department. · Geo-location fields should be automatically mapped whenever possible for relevant content types, · Provide ability to maintain multiple blogs. · The CMS will provide the ability fo authorized staff to create and/or edit new website page, in- 3 cluding the uploading of photographs, content and videos. · Provide ability for site visitors to sign up for e-newsletters, using opt-in and opt-out procedures. · implementation of a robust site-wide search mechanism. · Explore options to interface with various social media sites. · Associated content should appear when it is relevant to other displayed content i.e. a Town Council meeting event should also display files associated with that meeting. · The site should be easily modifiable and extendable to future needs of developers and use a popular programming language and an open-source APl. Key Requirements For Site Appearance and Organization The site must clearly identifly that it is the official Town of Southold's official website. Color schemes will be consistent and must enhance readability. The site should make use of restrained, natural colors. Themes should be visually appealing to a wide audience and all site content will be organ- ized intuitively. With regards to content organization, we must be conscious of the fact that visitors for the most part do not care about the Southold government org chart--they just want to find what they need fast. Website Performance The CMS will deliver all content in a manner that is sensitive to page load time. As such, images will be scaled and compressed and JavaScript and CSS will be used in a deliberate and optimized fashion. Elements of the pages will also be available for browser caching. To maximize compatibility and viewability on all devices (including Apple) no Flash will be used in the buildout of the site. Firm Profile: JesseJames Creative, Inc. Established in 1989, Jesse James Creative is a full-service, multi-disciplinary marketing communi- cations firm based in New York City. Since 1997, the majority of our business has been in helping our clients leverage the interactive space to do more business, communicate more transparently with constituents and streamline their internal and external business processes. In the past five years we have been almost exclusively focused on the association and non profit space and have devolved a significant software platform targeted specifically to the needs of this audience. After many successful years in business, we offer our clients a unique mix of traditional marketing smarts, highly original design skills and stress-tested high-end technical abilities. Having this mix of skills and experience all under one roof generally results in a highly-cohesive end product. From pure marketing websites to data-driven and highly dynamic intranets to portals to extranets to business process-driven web applications, if it can be done in a browser, chances are we've built it. The firm's full suite of services related to website and web application development include: interactive strategy, business process consulting, on and offline marketing strategy, user interface design, copywriting and content development, information architecture, usability testing, web application design, database design and administration, front- and back-end programming and search engine optimization. What Makes Us Different · We're small enough to be nimble but experienced enough to think BIG. · We have intentionally maintained a flat organizational structure so that we don't bog our clients (or ourselves) down in meaningless rhetoric and extra paper work. · We are creative thinkers in every area: Marketing and branding, promotion, interface design as well as project management and technology. · We live and breathe customer experience. · We build relationships with our clients and their customers. What Makes Us Tick · Implement processes geared towards achieving goals--not towards creating more processes. · Deliver a real ROI on our clients' investments. · Make principles and senior team constituents available throughout the proiect life cycle. · See the bigger picture, strategy-wise, without losing sight of the details. · Strategize and build with an eye towards scalability--create solutions that can grow with our clients' businesses. · Encourage creativity and cross-pollination of ideas between marketing, design and technical teams. · Be flexible and responsive. · Be agnostic towards media and technology: Employ the best tools for the job based on merit. · Bill fairly: We expect to be fairly compensated for our work, in a timely fashion. In turn, we sweat blood for our clients. The Team We are pleased to present a diverse and experienced team to work with you on the redesign of The Town of Southold website and supporting systems. Collectively, we have the experience to not only design and build the tools you want, but guide the many strategic decisions that go into mak- ing sure the solutions we provide (from both the marketing and technology perspectives) serve the long term goals of Southold. Truly multi-disciplinary, our team includes experts in branding, communications, information archi- tecture, user experience, project management and of course, technology. We bring (in our humble opinion) a unique blend of strategic smarts, award-winning design skills and high-end technical ability to the table. Jim Tormey: Primary Contact and Co-Creative Director Jim Tormey co-founded Jesse,James Creative in 1989, Prior to launching the firm, Jim had 10 years experience as a design consultant. Jim brings a wide range of experience to Jesse James in- cluding work for CBS Records, The Bank of New York and the Meredith Corporation. An expert in user experience and information architecture, Jim makes sure that every site or application we build is as intuitive and simple to use, as it is powerful. Jim has been active in various community efforts including the NY New Visions Cultural sub-committee and his local Community Board. Jim sits on the Board of the Entrepreneurs' Organization in NY as Communications Chair. Jesse Warren: Co-Creative Director Jesse Warren co-founded Jesse James Creative. Prior to that, she spent 10 years in the advertising business at a variety of top New York agencies. As a senior copywriter, Jesse created successful print and television campaigns for clients such as McDonald's, the U.S. Space Foundation, HBO Video, American Movie Classics and Chase Manhattan Bank. An expert copywriter and editor, Jesse is responsible for developing the words, content and overall messaging that powers our projects--everything from marketing copy to online help to user manuals. Elizabeth Castagna: Senior Art Director With over 15 years of visual design experience for some of the largest corporations in the world, in- cluding AT&T, BMG Music and The Public Broadcasting Corporation, Elizabeth is responsible for creating web user interfaces that mix branding, messaging and functionality. Elizabeth oversees our highly capable team of production artists on every project. At Jesse James Creative, she has ap- plied her considerable talents to web-based projects of virtually every description. Deepak Sivare: Technical Lead Deepak is the technical lead at JJC and oversees our exceptionally strong programming team. With a career spanning nearly a decade in the Information Technology industry, Deepak has been a driving force in the successful outcome of dozens of complex projects including our own OrgCen- tral platform. A self-described "LAMP Ninja," Deepak is the rare technologist that is as comfortable envisioning the strategic business and user interface issues of project as he is doing the actual pro- gramming that brings it all together. The Team (continued) Special Advisors to the Project Everyone on the team assembled for this project recognizes what Jonathan Tisch, CEO of Lowes Hotels, calls 'The Power of We'--the art of creating lasting success through creative partnerships and a willingness to work together towards the common good. In that spirit, we plan to leverage of our broad network of relationships during this project. Think of the advisory team we've already started to build as another source of insight, expertise and inspira- tion that we can tap in addition to your team. Dorothy Crenshaw A Southold resident, Dorothy runs Crensaw Communications, a NY PR and marketing agency, Under Dorothys creative eadership, the firm has done award-winning work for clients as diverse as Starbucks, Verizon Wireless and Match.com. J JO and Crenshaw have collaborated on many suc- cessful projects over the years. As a resident of your fine town, Dorothy has offered her services as an additional marketin9 and communications brain on this project. Marian Imperatore Marian began her career as an urban design and planning professional at Skidmore, Owings & Merrill in New York. During her notable career, she has worked with many collaboration-based organizations includin9 the Regional Planning Association, The Van Alan Institute and New York New Visions. Marian also played a key role in the post-911 Imagine New York workshops. She graduated magna cum laude from Princeton University where she also received a master's degree in architecture. Why JJC and The Town of Southold? Jesse James Creative has significant experience conceptualizing, designing and building exactly the kind of websites, databases and supporting Content and Business Management Systems that The Town is considering. As a truly multi-disciplinary firm, our expertise includes research and strat- egy...branding and interface design...programming and application development. Our clients of late include state, county and local governments, municipalities, membership associ- ations and non-profit organizations. Our approach is unique in that it merges marketing and com- munications strategy with content management and key organizational management tools into a single highly integrated system. (All web based of course). We are members of the ASAE and supporters of the National Non Profit Congress and The New York State Association of Municipal Purchasing Officials. In his spare time, partner Jim Tormey serves as a board/committee member/advisor for various associations and civic organizations in- cluding The Entrepreneurs' Organization, The Executives' Association and Community Board 5 here in Manhattan. Technical Chops and Value From large scale, content-rich intranets to content and advertising driven media sites, to custom CMS systems, if it can be done in a browser, chances are we've done it, From the perspective of The Town, our experience, knowledge base and software library is sub- stantial. And that means we can deliver a lot of bang for the buck. Our approach is really a blend of our existing code bases and true bespoke or custom software. This is a best-of-both-worlds ap- proach that gives your organization the ability to get exactly what it needs in a single, elegant and highly-integrated solution. A Future-Proof Perspective We've worked with enough organizations over the years to know that no two are alike and that not one group ever stops growing. With that in mind, our future-looking process and coding approach ensures that new features and functionality can always be added time and cost effectively as your needs evolve. This flexibility will become hugely important as Southold's online presence becomes a more prominent way in which the town communicates and does business in general.. A Connection To Your Subject Matter In addition to our 'day jobs,' the constituents of our team are also involved in many associations, and community/local 9overnment organizations as board constituents, advisors and volunteers. This perspective, coupled with our experience as marketers and software developers, gives us a unique understanding of the opportunities (and challenges) that towns like Southold face. Let's Jump In What follows is an introduction to our approach to marketing and database driven website design projects as well as some insight into the approach we would take with the Southold town site. There are still many points that need to be clarified before a project of this nature can begin. That said, please view the following recommendations as a starting point to a larger discussion and what we trust will be a productive and iterative collaboration between your team and ours. 8 A Unique Approach to Content Management Our experience specifying and building Content Management Systems is especially strong. Every site we build has a carefully crafted web-based Content Management System and WYSIWYG ad- ministrative areas on the back-end to allow input and changes to the content of the site by non- technical staff. We take as much care on the user interface of our admin systems as we do on the front-ends of the sites we build. Intuitive, simple and uncluttered are terms our clients have used to describe our systems. In addition to extensive experience with Drupal (and almost every other open source and commer- cial CMS system out there) we have built what we feel is a best-of-breed a custom CMS/Business Management platform that we have employed for many local and state organizations, non-profits and associations. That platform is called OrgCentral. Software aside, it's worth noting that our Content Management philosophy also expands beyond the classic definition of content (that which appears on the website). In many cases, we also identify opportunities to create and integrate functionality designed to better facilitate and stream- line business processes within an organization. For Southold, these functions may include, but are not limited, to committee management, email communications, event/meeting management and registration, document management and team collaboration. SITE MANAGER Administrative interlace screens from recent projects Project Management and Work Plan "We have a process here. It's called doing things." - Herb Kel/eher, Founder of Southwest Airlines When it comes to project plans, Herb's comment pretty much sums it up for us. We have a process geared towards results--not towards generating paperwork. And we belive in an agile ap- proach not only to coding but to the entire project. The project deliverables outlined later in this proposal will serve to define the work plan we would implement. In Appendix A we have provided documentation from other client projects to illustrate how we approach key deliverables such as site maps, wireframes and data models. It's about results. As such, as soon as discovery requirements (functional spec, data model, etc.) is complete we begin concurrent tracks of development, all with a master plan on how they will merge further down the line. Resources In terms of resources, our team would consist of both firm's senior partners, a project manager, a lead art director, a designer, a technical lead and various front and back end programming staff. All work is done in house which allows to deliver truly elegant, 100% seamless solutions to our clients. From the The Town's side, we would like to engage a broad cross section of stakeholders early on. We would look to you for the ultimate guidance on this, but we foresee Town officials, local busi- nesses, key residents, etc. As the project progresses, we like to winnow down the 'committee' involved and move to a more streamlined client team capable of providing timely feedback. Project Shifts One of the beauties of web projects is their liquidity. That flexibility, when not managed properly, has also been the death of many great projects. We like to strike a balance between tightly specing a project and allowing room for happy accidents (technical term) as we iterate along the way. The key is proper management and open communication. If, for example, we discover a new function- ality or integration idea during discovery, that idea will be speced and priced. If it's not in the cards for launch, we can put it in the parking lot for the future. Oftentimes, we can at least build in the foundational elements to make future expansion efficient from a time and budgetary perspective. If said feature ends up taking priority, we can explore de-scoping another aspect of the project. In either case, all changes requested or under consideration are always accompanied by a written change order. Proofing/Testing It is understood, that The Town will review and approve all design, content, and listings that appear on the site. Pre-launch, all development will be viewable on our development servers. NOTE: It is our assumption that all content provided will be pre-proof read and pre-approved. We have allocated a block of hours for copy editing and styling as needed. Formal proofreading serv- ices can be provided on an hourly basis if needed. 10 Project Management and Work Plan (continued) Quality Assurance During development, we work in a team coding environment so a great deal of QA happens organ- icarly as the project progresses. We also make every effort to make key content management and other administrator tools available to our clients' teams well before the site is live for training and QA purposes. Regular Communication If over 20 years of experience has taught us anything, it is the importance of regularly scheduled communication. On projects of this nature, with many stakeholders, this is key. To that end, we will set up a project management website online to centralize all assets, the gathering of comments and feedback, etc. In addition, we are big believers in doing a set weekly check-in/update call with key stakeholders during the entire project life cycle. During the discovery phase, we can define who needs to play what role in this process. 11 General Project Approach The new website will be the new online home of The Town of Southold and will represent a com- plete reimagining of the site's user interface and functional capabilities. That being said, we see this as much more than a website. The new system will play important promotional and informational roles but also serve as a business platform capable of streamlining and centralizing many of your team's key day-to-day activities. More importantly it will become a platform for collaboration and idea exchange between The Town, its various constituents and the community at large, Facilitated Discussions (aka Project Discovery) We have a very specific process for discovery that has served us well on many projects. Generally we like to begin by putting together an online questionnaire (with your input of course) and distrib- uting it to a broad cross section of stakeholders ahead of the actual kickoff meeting. We prefer that this questionnaire be completed independently by each team member (this in our opinion, is key to getting pure, unbiased feedback.) Once evewone has completed the questionnaire, we will compile the results and use them to guide a series of highly focused workshop-style group discussions. We scribe the outcomes of these sessions and use those learnings as the basis for our strategic rec- ommendations and the iterations that will follow, Branding, Copy and Tone According to international "place" branding authority Simon Anholt, "Unless you've lived in a particular city or have a good reason to know a lot about it, the chances are that you think about it in terms of a handful of qualities or attributes, a promise, some kind of stow. That simple brand nar- rative can have a major impact on your decision to visit the town, to buy its products or services, to do business there, or even to relocate there," Getting to the essence of the Town and communicating and promoting that visually as well as in words will be a key part of this project. As a native Long Islander (Northport), I am a huge fan of the North Fork and have spent a lot of time out there. The owners of Bidwell Vineyards are family friends and we have other close friends in Jamesport, Mattituck and right there in Southold. Our significant branding expertise will be brought to bear on the design of the website as well as its overall messaging and tone and manner. While The Town will be responsible for providing all basic copy for the website, we have included time for copyediting, wordsmithing, and general input on brand messagin9. Content and Navigation From a navigational perspective, the new site will be very intuitive with content clearly grouped by categow/type. With an eye toward bringin9 more information front and center for visitors, select content from interior pages and sections will always be 'boiled up' to the top layers of the site to encourage exploration. The home page, for example, would have multiple dynamic "feature" slots in which Southold can tout important news, alerts, upcoming events, etc. During the planning and information architecture phase of the project, JJC can provide recommen- dations on how to organize the deep levels of information The Town offers into visitor-centric, easy- to-find, easy-to-use content "buckets." Liberal cross referencing of related information will ensure that visitors always get to see the bigger picture. From a site visitor perspective, our philosophy is to anticipate what users may be interested in and hand it to them rather than making them dig for it. General Project Approach 'continued) Under New Management Site management will occur via a database-driven Content Management System that will enable non-technical staff to easily update existing content as well as add new content to the site. We are exceptionally proud of how intelligent and intuitive our CMS systems are. In addition to managing site content, the administrative section will also integrate tools designed to streamline and centralize key "back-of-house" business functions such as department microsite management and event management. Every effort will be made during phase I to future-proof the site by including the building blocks and data structure to support the system's future evolution. Process Improvements At the end of the day, we view this project not only as a website, but as a fully integrated web ap- plication capable of streamlining the publishing of web content as well as the business of running your town and staying in close touch with all constituents of Southold. To that end, we are happy to play a role in helping your team identify short and long term opportu- nities for process improvement. 13 Technical Approach to the Website The Town's new website and its supporting Coetent Management System will be developed using current Internet standards and will take advantage of standard programming languages and con- ventions for development. Specifically, the LAMP (Linux, Apache, MySQL, and PHP) development platform will be used for development. In addition to eliminating software licensing fees, this approach will provide The Town with a standards-based application allowing for efficient future development. The system will be designed to be very scalable so that the site team will not be constrained in terms of future expansion--either of content areas or back-end functionality. The site will adhere to currently accepted web accessibility standards. n-Tier Development The website and its supporting systems will be developed as an n-Tier application. Wherever pos- sible, we will separate data storage, business logic, and the presentation layer from each other. This approach ensures the long term viability of the system. For example, if in two years, the look of the site needs to be changed, it can be reskinned visually without having to rebuild the underly- ing architecture. Web Browser Compatibility At launch, the site will be compatible with the following modern web browsers on both PC and Macintosh platforms: · Microsoft Internet Explorer 7.0+ on Windows · Firefox 4.0 + on Windows and Mac OS X · Safari 4.0 + on Mac OS X · Google Chrome Where possible, best efforts will also be made to enable key portions of the site on mobile browsers as well. Data Population At the beta stage, the site will be delivered with sample content in all areas prior to system training with The Southold team. While we have allocated hours to the task of content auditing and migra- tion, full content population may be outside the scope of this proposal. This can be discussed fur- ther once we have a better understanding of the scope and condition of your legacy content. In terms of new content, it is assumed that The Southold team will provide all copy, images and other assets as needed. 14 Key Content Areas and Functional Elements What follows is an overview of the key aspects of the new site and management system as well as a sense of how we would approach each of them. We have also taken the liberty of suggesting some additional features that we feel would deliver even more value to Southold and its various stakeholders. Homepage Manager With all that the Town has to communicate, a highly dynamic home page will be the cornerstone of the site. (your current home page does not do you justice.) That said, we will explore a range of de- sign and content strategies designed to deliver a rich and constantly updated blend of engaging and current content to site visitors right on the home page. We feel we are very good at establishing a clear visual hierarchy so that even a highly active page does not become overwhelming to your visitors. We tend to look at home pages more as mini apps capable of boiling-up multiple content types (editorial content, event listings, embedded widgets, third party feeds and 'take action now' items like newsletter sign ups.) Our Virtual Webmaster functionality allows the home page to be completely dynamic with little or no human intervention. · Set it and forget it: Based on admin-controllable settings, the home page automatically features the latest town updates, department news stories, upcoming events as well as any number of promotional, editorial or educational content items. · These promotional slots may be text, text and images or "banner ads" (to accommodate things like Town Meetings or Events) Best of all you can re-assign any slot on the fly. For instance say there is a piece of home page real estate that lists upcoming events in the upper right of the homepage. Then a month comes along with no significant events--don't panic--you simply as- sign that slot another job say job listings. · Via creative use of layered images and rotating 'bins' of images (all under CMS control), it will be easy to apply different promotional themes to the website without any additional programming. For instance, in the weeks leading up to an event, the entire background image on the site could be changed to reflect that event. Other temporary promotional devices like home page pop-ups or page peels could also be explored. · An optional video slot will be included on the home page to feature rotating video content. · Space on the home page may also be established to feature live data feeds (with vetting by The Town staff) from social media outlets, County and State sites, etc. Special care will be taken in the design of said feeds to ensure that they integrate well with the look and feel of the site and do not look like they were just "stuck on." · While some areas of the home page will display general content, multiple slots on the home page may also set to be Icg-in aware. Pre Iogdn we can display one piece of content (for in- stance, become a volunteer) Once we know who someone is, we can us that same screen real estate to display content that is designed to strengthen that relationship. Pages + Navigation Manager · The new site will include pages and sections in a nawgational schema up to three levels deep. Items may be set to appear in the main nav or in a secondary or footer nav. The CMS will pro- vide tools to allow you to alter the mix of pages without having to know any code. Entire sec- tions and pages can be added, deleted, rearranged or temporarily deactivated at the push of a button. 15 Key Content Areas and Functional Elements (continued) · We will create multiple layout templates to give your content creators maximum flexibility. At the same time, all primary style sheets will be controlled so that the branding of the site stays con- sistent. Layouts will be smart in their ability to elegantly deal with expected page elements not being available. For example, say that a particular layout includes a primary image, followed by a block of large introductory text, followed by two columns of text and another image. If the main image is not put into the CMS, the page will simply 'fold up' and ignore that real estate (vs. leav- ing a hole on the page). As the site matures, additional visual templates can be easily created. · SEO-friendly fields (page title, description and keywords) will be provided at the page level to help make each page more attractive to the search engines. · The system allows pages and sections to be designated public (all access) or constituents only (visible only after sign in). · All date sensitive content is deactivated automatically once its date has passed. Deactivated items stay in the system and may be easily edited and re-activated later. Conversely, any page may be created and then scheduled to be automatically published at a later date. · A built-in WYSIWYG toolbar with pre-coded style sheets provides non-technical users with a means to style site content without breaking the organization's branding guidelines. This tool bar also allows creation of basic HTML elements such as bulleted lists, tables, embedded im- ages, web and mail-to links, etc. · The system will support rules for the automatic pagination of longer stories. Related Content Key content pages will include an optional "Related Content" sidebar. We feel this is an effective way to communicate all available services and updates to site viewers, encourage site exploration and a deeper connection with The Town. On a page-by-page basis, these content areas, may be populated with various types of relevant information--HTML content, images, attached docu- ments, content "boiled up" from other parts of the site and/or internal or external links. The exam- ple you gave n the RFP of a department page displaying a condensed calendar of that department's events is a perfect example of this functionality. Each sidebar may be populated with one or multiple pieces of content as needed. Engineered Serendipity Jane Jacobs, the urbanist writer and activist, often spoke of the unique nature of cities and how they facilitate serendipitous discoveries of things that a person may not otherwise find in their per- sonal orbit. For example, a person who strictly limits himself to Italian food is walking down a street and comes across a vegetarian restaurant. Up until now, this person hasn't visited any restaurants out of his personal world, but now he figures, he'll give it a try. He enjoys his meal and has "acci- dentally'' discovered a new world. We will endeavor to facilitate these kind of serendipitous discoveries with this website. While the exact details of how to encourage these accidental discoveries will be dependent on the nature of the final list of resources, we have experience making this work. Back in 2001, (in the wake of 9/11), we worked on a project which promoted downtown New York City as a cultural destination. By finding connections between downtown NYC cultural resources, we were able to "turn on" users to things they had no idea existed. Often these users were directed to the site from a Google 16 Key Content Areas and Functional Elements (continued search directly to a link deep within the site--maybe to a page about a particular building. Again and again, we saw users start from these kinds of visits into true explorers, clicking away at related content and finding a whole new world. Social Media (AKA The Town of Southold 2,0) We applaud The Town's adoption of social media as part of its marketing strategy. During the proj- ect, we will work with you to integrate and leverage your off-site social media strategy. We have experience with the APIs of all the major social media platforms and envision a seamless and very dynamic feed-driven integration between s~o~¥ TCJOLS $,.lb~rl~ to ~:bis ~ U~in¢ 1~ ~ flSS Feed: MOSt Read Sto~ es ~ e-ma~l this print th~s save to d~tJcio,us Southold's presence on those services and the website itself. Ideas here in- clude encouraging visitors to publicize information from the site on Facebook and Twitter, providing badges and widgets that can be inserted on local blogs to tell the Southhold story and taking advantage of tools like Facebook Causes to mobilize support for fundraising and other efforts. Additional social bookmarking functionality will be made available via a customized version of ShareThis which can appear site-wide People Management Acting like a highly intelligent CRM system, an integrated "people" database on the back end of the system will allow for the centralization of visitor, business and city staff information in one database. Each person may be assigned various demographic tags and associated with an unlimited number of committees, boards, activity types, etc. · The system tracks both personal and company profiles via a one-to-many relationship. · Unlimited demographic or business type classifications are permitted. New classifications can be added on-the-fly. · Automated password reminder function. · Admin users may search or filter users via multiple criteria for general reporting or to create cus- tom lists. · This database connects in real time to the system's integrated email blaster making one-to- one or group email communications simple. · Persons or companies entered in this database can be kept out of view for admin use only or displayed on the site in unlimited dynamic directory style pages. A searchable/filterable directory of Southold business could be a natural use for this functionality. You could even let local busi- nesses log in and update their own profiles and information themselves. A listing of department staff would be another natural use of this function. When creating directory pages, you can expose or suppress as much data from each profile as you want. 17 Key Content Areas and Functional Elements (continued) Members Only Content The system allows any page or section to be to be designated public (all access) or constituents- only (visible only after sign-in) on-the-fly. In The Town of Southold's case, this could be a great way to give groups like board constituents access to materials and documents they need to do their lobs. Going forward, additional opportunities for personalization and targeted content delivery may also be explored. To manage gated content, a flexible, password protected, constituents only area will be provided as will tolls needed to set up new accounts and their permissions. An automated password re- minder feature is built in. The My Southold Dashboard Even/registered user will have access to a My Town of Southold Dashboard. This powerful suite of features allows registered users to update their profiles, RSVP to events with one click, access their committee workspaces, make payments and change their passwords and site preferences. Log-in Access and Permissions The system will include multiple user-permission levels based on user 'roles.' Typically these in- clude all Administrator, Editor, Member and Non-Member. Roles can be established for administra- tors as well as site visitors via a basic user management system. Details on exactly what classes should be created and what each class of user may and may not do (or have access to) will be worked out during the discovery period. One obvious function would be to limit members of a de- partment only to their pages and perhaps shared sections like the calendar. Third-Party Applications and Feeds These days, no site is an island. With that in mind, The Town's new site will be built to receive and display multiple third-party data feeds such as traffic, local weather, etc. We can also consider pulling content dynamically from other related sites such as a Chamber of Commerce. With re- gards to common third party apps (things such as EB2Gov and Vision Appraisal), we imagine pre- senting those apps via an iframe in the new site, so they at least appear to be more integrated. Exact location of all third party elements (be they feeds or apps) will be a function of the final inter- face design. Maps With an eye on budget constraints, we propose utilizing Google maps and other available online tools and data sources to create an interactive "mash up" of sorts. This could include various filter- able town maps (recreation, businesses, etc.) and would provide users with vital information such as facility/attraction details, driving directions, etc. If any custom artwork or cartography needs to be created, that work will be estimated separately. 18 Key Content Areas and Functional Elements (continued) Committee/Board/Department Management The heart of the "constituents only" area of the site will be private committee workspaces. Unlim- ited committees may be set up and constituents may be added to them from the main member database. The functionality of the committee management tools are as follows: · Each committee has access to its own ListServ function and a shared workspace for managing and tracking projects, tasks, milestone schedules and documents. ListServ posts and re- sponses may be submitted via email so constituents do not need to change their habits. · Assign constituents to one or more committees with a click. · Track complete participation at the member level. · Use the system's integrated email module to communicate with established groups on-the-fly. Calendars and Event Management A robust event planning, calendar and management system will be integrated right into the system. You can add events, categorize them by type, and decide to include an RSVP mechanism (or not) on a per-event basis. · Online calendar with 'at a glance' and detailed listing views for each event. · Manage every aspect of organizing an event from marketing to budgets to agendas right inside the system's designated event workspaces. · Super admins can publish and edit any event in the system. Department heads may only man- age events that their department is responsible for. Additionally via an online form, on the pubic- facing portion of the site, site visitors could suggest events for the calendar. Events submitted th!s way will be posted to a cue in the admin system for approval and publishing by site admins. This would open the calendar up to be a true area event portal and would encourage ever- higher levels of community participation and involvement. · A full tagging/classification system is built in so admins may create event categories on the fly and associate events to one or multiple categories. Event types then become visual tags on the calendar and may also be used by visitors as a filtering device. · Even types also give you the ability to feature select events not only on the main calendar but within other sections of the site dynamically. · Virtually unlimited possibilities exist with regards to ticket types, pricing tiers, targeting events to certain member groups, customizin9 the look of an event landing page and more. The system even supports the creation of special offer coupons and allows "donate or "give what you can" to be a pricing tier. · The system will accept credit card payments and will also and facilitate check payments by generating and emailin9 an invoice. · Events may be one day or set to span multiple days. · Events may be created as simple listings or full microsites with multiple subpages, i.e. speakers, agenda, custom donation forms, etc. 19 Key Content Areas and Functional Elements (continued) · Events may even be set to appear only on the calendars of certain users once they Icg-in. · Tools will be provided to allow the placement of sponsor/supporter Iogos in any event. · Integrated VCal functionality will allow visitors to download event details to calendars or handheld devices. Google Calendar, Yahoo, Google and iCal formats are all supported. · Via the Google Maps APl, a map with directions will be generated automatically for any event. · A database of event locations allows you to centralize all event location information. This elimi- nates te need to re-key location information into individual events. Once a location is in the database, it may be selected from a dropdown and associated with any future event. · Dynamic tools for creating complex content such as agendas, multi-day schedules and speaker profiles are built right in. · Registered users can RSVP online with one click. · Public registration information is saved directly to the database for future marketing purposes. · Once a non-member registers once, they will have an account to use for quick future registrations. · Events will deactivate and leave the site automatically once the date has passed. · After an event is over, its full history (attendance, images, revenue, etc. is retained in the system for future reference. · Repeating events can be set up to appear at any frequency · Add multiple documents to an event page such as agendas or worksheets. · Each event may also include a mini image gallery as well as a video. · Final attendance lists can be exported in .xls format for further manipulation or mail merges. Guest list information can also be made accessible to partners such as venues. · Past events may be duplicated via the CMS to expedite the creation of new, similar events. · Via a single entry point, if someone attends an event, that information is dynamically tagged to both the person's record as well as the event record to maximize reporting capabilites. · Generate a quick, Southold-branded reminder to any RSVP type about any event at any time, automatically from the system's integrated email blast tool. There is no need to even pull a list-- the Mail Blaster accesses the event attendance database in real time. Document and Resource Libraries · A robust, seamhable document library module will allow you to publish and categorize all man- ner of documents and other resources for public and/or staff-only access. For The Town of Southold, library sections could include things like census data, charters, meeting minutes and agendas, etc, · Content in this section could be entered directly into the CMS to appear as HTML and may also be accompanied by uploaded documents. All document types will be supported and the CMS allows for the entry of searchable meta data for each post. 2O Key Content Areas and Functional Elements (continued) · Via taxonomy, resources in this section may also be dynamically referenced from other parts of the website. · This module can easily be the basis for a more robust knowledge-base application in the future. Job and Resume Board This integrated module would allow site admins to publish job opportunities (full or pert ime) to the website. In terms of the admin interface, each job posting has discrete fields for job title, descrip- tion, qaulifications, salary and benefits, applicant requirements, etc. Multiple attachments may also be included with a posted job. Lasty the system allows jobs to be categorized by department or any other organizing principle, this taxonomy will allow jobs to be posted centrally as well as to specific department pages dynamically. Job applications with attachments will be gathered via a simple webform and them routed via email to the appropriate department contact. The RFP Zone This module would allow site admins to easily post RFPs and other contracting opportunities to the website. Each posting can have documents attached to it and postings can be set to auto-deacti- vate once a deadline is passed. Mail Blaster Built right into the system and tapping your user list in real time, this unique tool allows you to com- pose, target and send a branded email (text or HTML) to any individual or group within the organi- zation. For all communications from 'HQ' out to your constituents, this system delivers a whole new level of convenience. · Target messages from real time data in your constituent database. You may send emails to indi- viduals, group(s) or any other member classification in the system. · The blaster also leverages real time data in your events system to allow you to, for instance, send a blast to constituents who have replied 'yes' to a specific event--or a gentle reminder to everyone who has not yet RSVP'd without bothering those who have--all without ever having to dig through a database or download and upload a list. · A built-in header library allows you to easily change the look and feel of your emails. · Graphics or other attachments may be included in emails. · A separate footer area on each mail blast allows you to tout upcoming events, important reminders, timely action items, etc. Newsletters (Subscriptions and Creation) · The homepage and perhaps other pages of the site will allow site visitors to sign up for Southold e-Updates · A page of the site will be created to archive newsletters and invite visitors to subscribe to them. · While newsletters may be sent via the system's integrated email blaster, the actual creation (coding) of HTML or .pdf formatted newsletters will need to be done in an external program. 21 Key Content Areas and Functional Elements (continued) Once coded, all assets may be uploaded to the website and/or delivered via the integrated email blast tools. Press Room · The press room may consist of multiple sections i.e., Press releases, The Town of Southold in the news, member news, etc. New sections can be added on the fly by site administrators. · Articles can have photos, attachments and/or external links associated with them. · Site administrators can decide whether to make stories available publicly or only to logged-in visitors. Poll and Survey Builder A built-in poll and survey manager allows you to create quick polls or more detailed surveys to present to constituents or the public. · Create questions, choose from multiple answer types (pull down, check boxes, rating 1-10, text) for each and publish the poll instantly. · Track results on the back end. · Send a survey link to the group via email or make it part of any page on the site. · The system retains all former polls so they can be easily repurposed later. Photo Galleries A full-featured gallery system includes: · The ability to build multiple photo galleries with unlimited albums in each gallery. · Categorize albums as you see fit and link them to any content on the site. · A drag-and-drop upload tool allows for simple batch uploads without the need for FTP or additional software. · On-the-fly thumbnail creation. · Visitors have the option to view galleries as a slide show or one-by-one. · Once photos are uploaded, they can be renamed and captioned in batches and reordered. Video Galleries To accommodate playback of videos on the website, a YouTube-style audio/video gallery with CMS control will be included. · Multiple Town "Channels" can be established and video assets assigned as necessary. For example, webinars, hearings, planning sessions, etc. · Videos in the central gallery may be also be displayed on other parts of the site via the system's built-in WYSIVVYG tools. · Videos may be uploaded directly to the system or embedded from third-party sites like YouTube or Vimeo. 22 Contact The Town In addition to an easy-to-parse phone, email and address directory, the site will include a smart form through which multiple visitor types (potential area visitors, the press, business owners, etc.) may contact The Town. Form submissions will all be tagged with an overall "topic" or area of inter- est and can then be routed automatically via email to whomever is responsible for that area. Infor- mation and visitor guide requests will also be routed via this page. All forms will include inline JavaScript-driven helper text. Required fields and client side error check- ing specifications will be determined via the information architecture phase of the project, re E-Government (Future Phase) Expansion of e-government functions is inevitable. To that end, the redesign and underlying archi- tecture of the new system will be future-proofed to allow new e-government functionality (built-in or delivered via third-party) to be seamlessly integrated as needed. Detailed specifications for your long and short term e-government vision will be discussed during the discovery phase of the proj- ect. At that time, we can make specific recommendations on strategy and implementation, Search In consideration of the deep levels of content the The Town's site will have site-wide search will be implemented using Google's Custom Search Engine tool behind the scenes. What we mean here is, while Google's powerful technology will power your search, no Google branding will be visible on the site and search results will be displayed in the format and design style of the website--not in Google's UI. (A small annual licensing fee payable to Google will apply). Search Engine Optimization (SEO) Site architecture, page design and the structure of the CMS will support best practices in SEO. The Admin sections for all content areas will include fields for custom URLs, page title, page description and meta tags. Tracking and Reporting Powered by Google Analytics, a robust live site tracking dashboard will show in real time, key stats such as site visits, page views, referrers, last activity on the site, most frequent visitors, average time on site, etc. Intelligence gathered from viewing and analyzing these stats and trends over time can be leveraged as the site matures over time to better serve its various target audiences. Addi- tional, tracking (things like event histories, member participation over time, member contributions to things like the resources or news sections, etc., is done directly in the system. NOTE: No paid search or other promotional activities are included in this project although the creation and management of those campaigns can be certainly be explored separately. Site Analytics A live site tracking dashboard (powered by Google Analytics) will show in real time, key stats such as site visits, page views, referrers, average time of visit, last activity on the site, etc. Intelligence gathered from viewing and analyzing these trends over time can be leveraged as the site matures over time to better serve its various target audiences. 23 Additional Features and Functionality The Town of Southold Roundtable Blog (optional feature) We envision a classic multi-user blog here, that would allow Southold staff, officials or other corn stituents to contribute articles, thought pieces and more to the website. Reader commenting can be enabled or disabled as per The Town's wishes. · BIog would have an RSS feed available. · During the discovery phase we can discuss whether or not it would make sense from a market- ing and communications point of view to have the blog at its own url vs. fully integrating it into the site. If the blog is standalone, the main website can certainly display a live feed of the latest posts. · Multi-user blogs allow readers to be the fly on the wall at the ultimate all-day cocktail party. Bloggers should be encouraged to post in an almost Twitter-like way all day, responding to one another when appropriate. · In our experience, insiders often beg to be allowed to contribute to these kinds of blogs. They all want to be at the party, instead of just a fly on the wall. An approach like this could be a pow- erful resource for your constituents as well as a great platform on which The Town of Southold can flex its thought leadership muscles and really affect change. The Widget Zone (optional feature) A strong push strategy is important to even the most active of associations. It is simply not enough to assume your constituents will be visiting the site daily. We have to think of ways to make the site visit them. We have experience creating widgets (which allow visitors to easily bring content to their personal sites) as well as iPhone (and other mobile platform) apps. Obviously more discussion has to happen with regards to content, content sources, partner sites and general marketing goals be- fore we can move forward in this area, While formal widget and mobile app development is not included in our base proposal, we have budgeted some time for ideation with your team and could certainly add any actual development as an addendum during the initial build-out or at a future phase. 24 Definition of Deliverables Discovery, Planning and Strategy Workshop-style ideation sessions with Southold staff and other stakeholders. Competitive/best practices review. Recommendations regarding implementation of all site features, communication strategies, value-added content areas, user generated content possibilities, content aggregation strategies, personalization, additional online tools, push components, etc. Information Architecture A comprehensive site map and wireframe diagrams detailing all content areas (and how they inter- relate) as well as the site's overall navigational schema. Use case scenarios for key personas. Functional Specification A detailed description of all site functionality and features (front and back end). Final data model to support content and functionality as well as required business logic. Design and Art Direction Full creative exploration. 2-3 distinct visual directions will be presented for consideration during the initial design exploration. System Build All front and back-end programming to enable the interface and feature set as described for the public site and the administrative toolset. Customization and implementation of CMS system and other administrative applications. QA, testing and delivery to production server. Training Up to 10 hours of group system training (in person or via webinar) is included in this proposal. We are big believers in the "train the trainers approach" and strongly encourage all stakeholders to be present at training sessions. A broader "Welcome to our new site" webinar targeted to other con- stituents or influencers may also be considered as the site launches. Additional training time (if needed) will be available for purchase in blocks of five hours. It is worth noting that the systems we build are highly intuitive--to date, very few of our clients have ever needed additional training time. Maintenance and Enhancements Jesse James Creative will remain available post-launch to help conceptualize and implement addi- tional system functionality as well as deal with any day-to-day maintenance issues. This work will be done on either a time and materials basis or, in the case of larger initiatives, scoped and esti- mated on a flat-fee proiect basis. A monthly maintenance plan may also be discussed should dis- cussion progress beyond this point. Any legitimate bugs or other software-related issues will be dealt with at no cost for a period of 90 days. 25 Development Costs Based upon the information provided to date, the flat-fee price to provide the services needed to create the The Town of Southold website and supporting back-end systems is as follows. If you feel we are overweighting (or underweighting) a particular focus area, we are certainly open to dis- cussion. Discovery: Planning/Strategy/Information Architecture $2,000 Information gathering, facilitate ideation workshops with Southold stakeholders, strategic recom- mendations, competitive/best practices review, site amhitecture, functionality/requirements specifi- cation. Development of detailed site maps and wireframes. Creative Development $7,500 Creative exploration and development of all aspects of the user interface. Creation of all comps and clickable demos during development. Estimate assumes that all photography and illustrative assets will be supplied by The Town of Southold. The logo will also be supplied by The Town of Southold. Project Management $2,500 General project management, system training (up to 1 2 hours will be provided), meeting time, etc. Photography/Illustration TBD Should additional photography (stock or commissioned) be necessary, those fees will be estimated and billed separately upon arrival at final creative direction. Programming and Development $10,500 Technical Specification, HTML (presentation layer) coding, database development and scripting, Content Management System development, QA, testing, server provisioning, etc. Total: $22,500 Site Hosting $150/Month If The Town desires, we can provide hosting with one of the tier one providers with which we have longstanding relationships and dedicated hardware. Ongoing hosting and server maintenance fees cover hosting on a dedicated server, regular security patching, software updates and nightly data backups. Besides hostg, no other licensing fees will be due. Expenses Out-of-pocket expenses including but not limited to travel, photography and video production, will be estimated and billed separately as needed. 26 Development Costs (continued) Fee Schedule Fees are payable as follows: · 40% at commencement of project · 20% at presentation of site architecture/functional specification · 10% at presentation of initial creative concepts · 10% at presentation of alpha site Balance net 30 after completion The contract sum shall be modified only in connection with a written and approved change order. Development Timeline Based on the information we have, we estimate the overall project timeline to be approximately 12- 15 weeks. Once the project is underway, we will provide a detailed timeline outlining milestones as well as roles and dependencies for each aspect of the project. A sample project schedule has been provided as a reference in the Appendix materials submitted with this proposal 27 The Fine Print Compliance with The Town's Stated Contract Terms and Conditions By submitting this proposal, JJC agrees to the general contract provisions and obligations as out- lined in the RFR Additionally we understand that other standard terms and conditions will apply to this contract. Should discussions move beyond this point, we agree to file all necessary contract-related forms, certifications and other documentation in a timely manner. Period for Acceptance of Offer In compliance with the RFP, we agree to perform all services as outlined in our proposal. This offer will be bindin9 for a period of 120 days from the date at which The Town makes its award decision. 28 Top 10 Reasons Why The Town of Southold Should Look West to JesseJames Creative :: Anyone can create websites. We design systems that work harder. :: We design compelling, well-branded user interfaces. :: We solve problems from the ground up with minimal hand-holding. :: We provide flexible, custom, scalable solutions -- elegantly and affordably. We realize that data without usability is pointless. :: We have a successful track record with many projects of this nature. :: We take project management very seriously. :: We're not afraid to empower our clients. :: We love Long Island and would love another excuse to visit, :: We've been told we're fun to work with. 29 CASE STUDIES: JESSE]AMES CREATIVE Appendix A CASE STUDIES: JESSE JAMES CREAI-IVE Case Studies and Related Experience From large scale, content-rich intranets to content-and-advertising driven-media sites, to custom CMS systems, if it can be done in a browser, chances are we've done it. What follows are case studies on a few projects we feel have special relevance to what your team is trying to achieve. All have strong elements of personatization, collaboration and communication. They also integrate extensive content management and business process administrative capabilities. Client references are provided at the end of this section. CASE STUDIES: JESSE JAMES CREATIVE Corporate Identity + Branding we have completed strategic branding and identity projects for a wide variety of organizations. Below are a few examples. ROUNDTABLE herhonor what the), do, clockwise from top left: women's accessories I non-profit foundation I financial advisory I private jet leasing I bio-based chemicals I medical practice management I association I non-profit mentoring I custom storage CASE STUDIES: JESSE JAMES CREATIVE Case Study: Pagosa Springs Project Overview: Large-scale travel and tourism site for the Town of Pagosa Springs, Colorado. Supported by a very robust Content Management System, this site handles all matter of Town promotions. Features include searchable business and lodging directories, interactive maps, a traveler itinerary builder, online hotel/motel booking, Chamber of Commerce integration and much more. www. visitpagosasprings.com CASE STUDIES: JESSE JAMES CREATIVE Case Study: AIA New York Project Overview: JJC redesigned the chapter website and supporting administrative tools for the AIA New York Chapter. This exciting project combines the functionality of multiple legacy databases and back end systems into a single, integrated management tool set and Content Management System. Key features and functionality include a private members only area, an integrated job board, multi- tiered administrative permissions and work flow, extensive calendar and event management tools, member blogs and member-controllable firm and individual profiles. The site also allows potential clients to seach and filter an extensive database of firm profiles. Currently, we are exploring automating the complex business of the chapter's annual design awards competition--from the initial call for entries to online judging to the publication of winning entries to the archiving of past competitions. www. aiany, org CASE STUDIES: JESSE JAMES CREATIVE Case Study: City of Cheney, Washington Project Overview: We have created and launched a brand new website for the City of Cheney, WA. Powered by a highly-intuitive CMS, the site organizes every aspect of the City into one easy-to-navigate site. Residents, businesses and prospective residents can find everything from tax information to docu- merits to a robust online events calendar and program registration system. Online payment func- tionality is also in the works. Department teams have been empowered to manage their own areas of the site, freeing the City's IT team to deal with other more pressing issues. A highly dynamic home page boils up the latest content from the interior sections of the site and provides plenty of space for promotional messaging and important announcements. Behind the scenes, an online database helps to securely archive important documents, meeting minutes and a growing collection of historical photos. Close integration with various area business development groups and community organizations ensures that everyone is always (and we mean that literally) on the same page. www. cityofcheney, org CASE STUDIES: JESSE JAMES CREATIVE Case Study: UNICEF Innovation Project Overview: UNICEF Innovation is a cross-division team that develops strategies and partnerships and investi- gates technologies that can improve UNICEF's ability to do its work. Multiple divisions in UNICEF have Innovation teams or projects focused on a variety of products, partnerships and strategies. JJC is currently working with UNICEF's multi-country Innovation team to create a dynamic space to showcase all the work UNICEF is doing to a broad range of stakeholders including UNICEF global staff, the Private Sector, Academia, NGO's and other UNICEF Agencies. The site will pro- mote both learning and participation in the innovative work that UNICEF is doing. This new site will align UNICEF's efforts and provide a single place for work to be featured and ideas or partner- ships be solicited. The site's innovative, community-driven approach will focus on encouraging participation around the 'thinking' aspects of UNICEF's work, as well as the documentation of programmatic successes and failures. Site Currently In Development CASE STUDIES: JESSE JAMES CREATIVE Case Study: Bethel NY Town Portal Project Overview: In celebration of the bicentennial of Sullivan County, we are creating and launching a brand new website for the town of Bethel. Best known as the home of the 1969 Woodstock and Arts Festival, Bethel remains a vibrant community to this day. Powered by a full CMS, the site organizes every aspect of the Town into one easy-to-use site. Residents and prospective residents can find everything from tax information to documents to an online events calendar. Behind the scenes an online database helps to securely archive important documents, meeting minutes and a growing collection of historical photos. Close integration with various area business development groups and community organizations ensures that everyone is always (and we mean that literally) on the same page. Site in development. CASE STUDIES: JESSE JAMES CREATIVE Case Study: CRA/LA "Foodies Website" Project Overview: JJC was recently selected by The Community Redevelopment Agency of the City of Los Angeles (CRA/LA) to envision and bring to life an online experience that will promote the unique world of dining in the South Los Angeles Ama. The brand, site and supporting content management tools we are cooking up, include a highly dynamic, searchable restaurant database, loaded with infor- mation and reviews on each establishment and lots of local color--everything from area informa- tion, landmarks and history, photographs, maps, stories and more. User generated (but CRA/LA- curated) content rounds out the mix. We are responsible for the entire project, from soup to nuts (or in the case of South LA--chicken to waffles) including naming, branding, user interface design, the site's admin tools and a cam- paign to promote the initiative post-launch. A private social network is also being built to encour- age interaction and collaboration with restaurant owners, other area businesses and government officials. Site in development. Full design documents available upon request. CASE STUDIES: JESSE JAMES CREATIVE Case Study: Pleasantville Chamber of Commerce Website Project Overview: Pleasantville is one of the most active Chambers of Commerce in New York. While the organiza- tion had grown exponentially in recent years, their website had simply failed to keep up. When it was time for a change, Jesse James got the call. The newly redesigned PCOC site is backed by a full content management system and a fully integrated suite of software designed to streamline the 'business end' of things--everything from member management to email communications... event management to online payments and automated renewals. Now that they have everything in one place and one centralized database, the Chamber's all volunteer board can spend less time on manual administrative tasks and more time doing what they do best--serving members and the Pleasantville community. Chamber members also have some new tools at thier fingertips. Via a secure dashboard, they can post to the Experts' Corner Blog, update their business listings at any time, one-click event registration and a Members-Only resource center through which they can trade tips, best practices and more with other Chamber members. www. pleasa ntville.com CASE STUDIES: JESSE JAMES CREATIVE Case Study: GermanyinNYC.org Branding and Website Project Overview: New York has long been the gateway to America for millions of German immigrants. Their hopes and dreams, traditions and hard work helped make New York the city it is today. While there may not be much left of the old Klein-Deutschland on the Lower East Side and only a few places in Yorkville that still retain their German-American heritage, on any given day in New York, you can enjoy and participate in all kinds of things German. GermanyinNYC.org is a website designed and built by Jesse James to keep New Yorkers in the loop about all things German in our fair city. From a cold German draft beer and hearty German food to classic Rieslings. From cutting-edge German rock bands to oompah bands. This website will tell you where you can find it. Everyday...and in every corner of town. JJC built and integrated an intuitive, custom Content Management System into the site, to allow admins to make point-and-click updates of virtually every area of the site from culture guides to quick polls to the events calendar to sponsored ad banners. The system even allows site visitors to submit content to be considered for publication. A full advertising management system with tracking is also built in and is currently building a steady revenue stream. An integrated email blast and list management system adds a valuable push component so that the organization can stay in touch with members of the community between actual site visits. www. germanyinnyc.org CASE STUDIES: JESSE JAMES CREATIVE Case Study: Association of Fish & Wildlife Agencies Project Overview: The Association of Fish and Wildlife Agencies--the organization that represents North America's fish and wildlife agencies--promotes sound management and conservation and speaks with a unified voice on important fish and wildlife issues. The Association provides its member agencies and their staff with coordination services, conservation education and leadership development. AFWA's former website was completely static, difficult to navigate and even more difficult to update. JJC was selected to change all that. The new site (shown below) is completely dynamic, updatable by anyone on AFWA's staff and much more useful to its member agencies. The site incorporates best-of-breed elements of a community website along with social network- lng tools. These include the ability for members to self publish their local agency profiles, view and RSVP to Association events online, post news about their Association's activities, and even make content available to the news media for publication. A built in registration zone lets members of the public register to serve on committees and learn more about important wildlife issues. The heart of the system is the Committee Zone, a secure area in which members serving on AFWA's dozens of active committees and subcommittees can collaborate on initiatives, store relat- ed documents, track tasks and report results. The entire Committee Zone is searchable and the system generates automated e-mail alerts whenever new information is added. www.fishwildlife.org CASE STUDIES: JESSE JAMES CREATIVE Case Study: Rockland STEPS Project Overview: Steps to a Healthier Rockland County is an initiative of the Rockland County Department of Health to address the burden of chronic disease including lifestyle related chronic diseases such as obe- sity, diabetes and asthma. A team of health education professionals work with community, school and faith-based agencies to enhance capacity for making sustainable environmental and policy changes resulting in positive improvements in the health of Rockland residents. After dealing with a less than stellar website for a few years, the County turned to Jesse James. The new site we designed provides details on every one of the programs under the STEPS umbrella complete with online registrations and in some cases, online program tracking. Behind the scenes, a fully integrated CRM database lets the County keep track of program participants as well as key contacts within the county and at partner organizations. Other features include photo and video libraries, an online store, a healthy restaurant guide, a press room and a section in which partners and friends of the program can have some visibility of their own. A full calendar of events is published dynamically and even invites other community organizations to submit their events. www.rockland steps.org http://rockla ndsteps.org/trailtracker S~eps t~, ~ HealthJe~ ~lockland! CASE STUDIES: JESSE3AMES CREATIVE Case Study: Her Honor Branding and Website Project Overview: Her Honor Mentoring was developed by Nicole Sheindlin and Judith Sheindlin (Judge Judy), as an innovative way to boost self confidence in young women at the workplace and in everyday life. Through a powerful mix of one-on-one mentoring and life skills workshops, Her Honor provides a platform for young women to reach their full potential. When the founders decided to take the already successful program to the next level, they asked JJC for help. We developed a new brand identity, various print materials and of course the web- site. Supported by a full Content Management System, the site acts as a meeting hub for HerHonor mentors and Mentees. After log-in, program participants have access to an interactive mentodmentee directory, a group calendar with one click RSVP functionality, the ability to publish stories to a private blog and a robust private social network that includes all current mentees and- mentors as well as alumni and special "celebrity" advisors. Perhaps most importantly, we integrated systems to allow limited staff and volunteers to manage a fast growing organization with a lot of moving parts. Everything from email communication to participation tracking to mentor/mentee matching to online time sheets is built right in. All vital program data is retained into the system year-over-year for reporting, communication and planning purposes. www. herhonor, org CASE STUDIES: JESSE JAMES CREATIVE References Rockland County Department of Planning Contact Person: Mike D'Angelo Phone: 845.364.34 I Email: dangelom@co.rockland.ny, us Her Honor Mentoring Contact Person: Gerald Stern Phone: 914.589.1487 ] Email: gmstern7@gmail.com Association of Fish & Wildlife Agencies Contact Person: Laura MacLean Phone: 202.624.7744 I Email: Imaclean@fishwildlife.org JIFIMIA Activity Name Start Date Finish Date 2008 J FMA i AZC Website Discovery 2 Analysis 3 Kickoff Meetings in Jacksonville 1/8/08 1/9/08 4 Strategic development begins 1/14/08 1/14/08 v § Internet specific conference call with AZC stakeholders (US) 2/4/08 2/4/08 6 Present Intemet questionnaire to AZC internal staff (US + Europe) 2/5/08 2/5/08 7 Basic tour of Distributor Portal (with access granted post-tour) 2/5/08 2/5/08 Conduct phone Interviews with AZC internal team, distributors and customers 2/7/08 2/15/08 8 end date dependent on availability of interviewees) 9 Present site "vision" include comparison to competitor's web presence 2/21/08 2/21/08 10 Ideation 11 Pr°p°Sedapproval) (Jax)Site architecture created in sitemap form (iterative changes and 2/27/08 2/27/08 AZC to supply detailed content outline including sample visuals and 2/28/08 3/3/08 12 attachments for 3 sample sections 13 Blueprint Final site ~rchitecture presented in sitemap form (iterative changes ~ncl 3/6/08 3/10/08 14 approval) 1§ Present wireframes of key page templates (iterative changes and approval) 3117108 3~20~08 16 Preliminary datamodel (iterative changes and approval) 4~7~08 4/11/08 17 Specification of server ~latform (iterative changes and approval) 4/7/08 4/11/08 18 Identification of existing code (iterative changes and approval) 4/7/08 4/11/08 19 Build out Budget Timeline 20 ~in~i buiid0ut budget and timeline 4/14/08 4/14/08 J FiM A JOC New Website Datamodel Simplified Preliminary Version - Subject to Massive Change v.3 - 1/6/2009 Notes: - All tables will contain creator/modifier and associated date fields. - Not all fields shown for simplicity - defined for requirements, not implementation - genre is stuff like news, opinon, obituary, bio, press release, market pulse etc - additional tables may be needed for home page elements (e.g. shows, mag, etc.) - keyword table may be needed - nature of node_type, user, user_class, type specific table, etc. may be driven by CMS choice implicit explicit profile Category id name parent_id ord main_nav ext_url ext url name is_site is_visible main organizing principle for content on site and for user profiles - limited to three levels _~ Geography id name region of wodd Source id name where did it originate parent-sub node_type id name table_name fields type of content we're dealing with (e.g video, article, etc) cat type Node id headline type_id date published view_count email_count source_id author_id approved_by commenting_on keywords unit of content Company id name ext_url company or organization privs user_class id name is_author is_editor is_subscriber user_company (is this id, profile or both?) user_gee (is this id profile or both?) [type specific table] id node_id date language headline intro text [depends on type] type specific attributes of node / data // genre / author approver Genre id name genre of node (e.g. obit, bio, press release, etc.) Comment id node_id author_id date subject text active flagged comment on node commenter user id name uname passwd ext_url ext url name user_class_id [explicit profile] [implicit profile] [newsletter] indicates author and approve also genera/user tabe RFP SUBMISSION CERTIFICATION OFFEROR MUST RETURN THIS COMPLETED FORM WITH PROPOSAIb SUBMISSION PROPO$AL SUBMITTED BY: FIRM: ADDRESS: PHONE: E-MAIL: FAX: The proposal as submitted includes the Town of Southold Website Design and Development RFP Submission Form with Conflict of lnterest Certification, an Affidavit of Qualification to Bid and a Statement of Qualifications. I, the undersigned, hereby attest to the truth and completeness of the information and responses provided and certify that my firm has met the minimum selection criteria required in the Town of Southold's Request for Proposal for the Town of Southold~~and~'Develgpment' Signatm'e ~ STATE OF: COUNTY OF: 1~/' ~.~ -'~ ss: On the,~Day of -'d~'c-"64 5// in the yeat 2011 before.me~theunde,'signed, anotary public in and for said staqe, personally appeared ~ffSq. c ~ k.~4't-e,~ , personally known to me or proved to me on the basis of satisfactory evidence to be the individual whose name is subscribed to the within instrument and acknowledged to me that he/she executed the same in his/her capacity and that by his/her signature on the instrument, the individual or the person upon whose behalf of which the individual acted, executed the instrument. Notary Public ~NESSA VODUNGER NOTARY PUBLIC, State el New York No,01VOS084684 Oualihed in Kings County,~, Commission Expiles SepL 8,~ 11 (',~ram> N~: JesseJames Creative Inc. 13-356-5631 James Tormey 207 West 25th Street, 4th FI. 212.675.7424 212.206.7996 AFi~ADAVIT OF Q{ Al Ill( ^]10\ TO BID I II£REBY AFFIRM DtAT Creative, 2} lhellm~ JesseJamesCreative isOllx~aB¥od~c~qx-~t~m~xhaforrl~k~ 5 } Neilkr I ~ It~ aix~,e firm, m~r lo I~ ~ of my k~ ~ off~. ~. affidavit; that the attached specifications and any drawings referred to herein have been carefully examined aad m'e understood; that careful examination has been made as is necessary to become informed as to the character and extent oftbe work required; and, that if this bid is accepted, this Bidder will contract to do, for the price stated in the attached cost proposal, all of the work described in the specifications, drawings and contract conditions. 7) I acknowledge that this affidavit is to be furnished to the Town Clerk of the Town of Southold. I acknowledge that, if the representations set forth in this affidavit are not true and correct, the Town of Southold may terminate any contract awarded and take any other appropriate action. I do solemnly declare and affirm under the penalties of perjury that the contents of this affidavit are true and correct. Witness Date ST^TEOF: COUNTY OF: ~" ~J-~" ss: On the.2(~ day of : ~ ~/g in tbe y~ar 2011 before ¢~he undersigned, a notary poblic in and for said stat~, personally appeared ~~ ~~ , personally known to me or proved to me on the basis of sure, tory evidence to be the indi¢idual whose name is subscribed to the within instrument and acknowledged to me that he/she executed the same in hisfl~er capacity and that by hiffher signature on the instrument, the individual or the person upon whose beh~fofwhich the individual acted, executed ~e ins~'ument. Notary Public INESSA VODL~NGER NOTARY PUBLIC, State of New York No.01 VO5084684 Qualified in Kings County ?~)/~ Commission Expires Sept. 8, ' ~l/ 15 TOWN OF SOUTHOLD REQUEST FOR PROPOSAL FOR THE TOWN OF SOUTttOLD WEBSITE DESIGN AND DEVELOPMENT Attachment B: Form of Standard Contract Pro~sal Due Date: August 26, 201 I. 4:00 PM I,N~ERT DE~:Rllef IO'N OF WORK ^RFICLF 5 ilO'NIlS ilE iOWN{)i }() ii( D &/E {}i } }}SI(:N~N (]) ViL ( :M N AR[I(1~E ?. PERMITS ANDREOUtAIIOX;S ARTICLE 1II. INDEMNI 1 Y AND SAVE HARMLESS AGREEM~NI hacrnJe~s fnarn ~)' I~ilhy im~ ~ ~ Io~ i~ aff~ ~r~ ~ ~D~ ~ng 8 ARIICLE I I. NO AS;S~MENT la ~xlar~r with the peo~¢siom of secuea 109 of the C~ M~ ~. ~ C~t~n is 'iowa ARI]CI,E 12 RE~;IRED PROVISIONS OF LAg 1Lach and every ~k~ ~ ~ ~ cl~ ~m~ ~ ~ ~ ~ i~ in ~is C~ ~ ARTICLE i3_ PREVAILING WAGE RA]]C% REQ~,!IREI) BY LAW ~is ~b~ ~l of~{ ~ ~ ~ ~ ~ ~5~ M ~ ('~ fee ~ v~ ARTICLE 14, NON-DIS~IMINATION REQUIREMI~T$ To Ibc exte.~t required b) ~ { 5 of~ Ex~ ~ {~ k~ ~ t~ H~ R~ 9 Alll i~ICI.I 16, AI/1Tt(~ITY FOR EXECI HON ON BEtlAIf OF Iltl- IOW~ ARI ICLE 19, MODIFICAIION ARTK LE ~, APPLICAIILE LaW 10 11 STATE OF NEW YORK: COUNTY OF SUFFOLK: ss.: On the ~. ~ day of/y//~ 0'57" in the year 2010, before me, the subscriber, personally appeared Scott A. Russell who, being by me duly sworn, deposes and says: That he is the Supervisory of the Town of Southold (the "Town"), the municipal subdivision of the State of New York named in and which executed the above and within Instrument; that he knows the seal of said Town and that the seal affixed to said Instrument is the seal &the Town; that it was so affixed by the order of the Town Board of the Town, and that he signed his name thereto by like order; And on the same day betbre me personally came and appeared Elizabeth A. Neville, Clerk of the Town of Southold, who, being by me duly sworn, deposes and says: that she is the Clerk of the Town; that she knows the seal of said Town; that it was affixed to said Instrument is the seal of the Town; that said Scott A. Russell is the Supervisor of the Town and that the signature on said instrument is the signature of said Scott A. Russell, as Supervisor. Notary Public STATE OF ~ : ~(' "~ S' :ss.: COUNTY OF On the~day of /'~tvr g? ~'/ in the\year 2010 be[o~e,~the undersigned, a notary public in and for said state~ perf'on~lly appeared 2~4-,q:;:2. k,"k"~ b'We-~x._ , personally known to me or proved to me on the basis of ~tisf~ctory evidence to be the individual whose name is subscribed to the within instrument and a'a'a'a'a'a'a'a'a'a~fnowledged to me that he/she executed the same in his/her capacity and that by his/her signature on the instrument, the individual or the person upon whose behalf of which the individual acted, executed the instrument. Notary iNESSA VODLINGER PUBLIC, Slale of New York ~'~: :~ VO50B4684 .>u~lihed m Kings Count~ ~/ Commission Expires Sept. 8, 25 TOWN OF SOUTHOLD REQUEST FOR PROPOSAL FOR TIlE TOWN OF SOUTHOLD WEBSITE DESIGN AND DEVELOPMENT Attachment C: Non-Coll~ive Bidding Cerlificalion P~sal be Dale: August 26, 201 I, 4:00 PM ~licf James Tormey lb VP Iill¢: 13 Page I of I Cooper, Linda From: Brian Gilday [brian.gilday@ahaconsulting.com] Sent: Friday, August 26, 2011 3:06 PM To: Cooper, Linda Subject: [New Sender - ] - PROPOSAL FOR THE TOWN OF SOUTHOLD DESIGN AND DEVELOPMENT - Message is from an unknown sender Attachments: PROPOSAL FOR THE TOWN OF SOUTHOLD WEBSITE DESIGN AND DEVELOPMENT. pdf Dear Ms. Cooper, Please accept our attached proposal for the Town of Southold Website Design and Development. Our attached proposal includes a response to your RFP, including the required signed and notarized RFP/Affidavit documents. We look forward to your response and the potential of providing a demonstration. Regards, Brian : Brian Gilday aHa! Consulting 503-675-5121 (o) www.ahaconsulting.com *aHa! Consulting - Powerful Municipal Websites Made Easy!* £ECE]VZD "~' 2 5 201 8/26/2011 RECEWED 201! Town of Southold, New York PROPOSAL FOR THE TOWN OF SOUTHOLD WEBSITE DESIGN AND DEVELOPMENT aHa! Consulting, Inc. 415 North State Street #138 Lake Oswego, OR 97034 www.ah aco nsulting.co m Contact: Brian Gilday brian.gilday(~ahaconsulting.com Phone: 503-675-5121 Fax: 888-475-3753 August 26, 2011 Town of Southold A'FrN: Linda Cooper 53095 Route 25 Southold, New York 11971 Dear Selection Committee: Thank you for the opportunity to deliver a proposal for the Town of Southold website design project. We appreciate the opportunity to share our proposed plan for creating a solution that will enable you to deliver a highly-effective, long-term web solution for the residents, businesses, visitors, and staff of Southold. An organization's website is its voice to the outside world, aHa! Consulting understands the importance and benefits that an effective website can deliver. Our principals have delivered effective web solutions to public and private agencies for over 15 years. Our attached proposal outlines our understanding of your requirements, our approach for addressing those requirements, biographies of the core team members that will be dedicated to this project, our methodology, and sample deliverables. This proposal is valid for 120 days. Please do not hesitate to call me at (503)675-5121 if you have any questions or are interested in an online demonstration. We look forward to the opportunity of working with $outhold. Sincerely, Brian Gilday Table of Contents aHa[ Consulting - Company Overview ...................................................................................................... Qualifications, Experience, and References ......................................................................................... 2 The aHa! Difference .................................................................................................................................. 2 Our Project Team ...................................................................................................................................... 3 Our Knowledge and Understanding of Municipalities ..........................................................................4 Government Website URLs ....................................................................................................................... 5 References ................................................................................................................................................ 6 Our Proposed Solution ....................................................................................................................... aHa [ Fast Track Features ........................................................................................................................... 8 Project Schedule and Proposed Methods to Accomplish the Work ...................................................... 9 Phase I - Analyze and Confirm Requirements (2 Weeks to 1 Month) ...................................................... 9 Processes and Methods ........................................................................................................................ 9 Phase II - Design and Build (1 to 2 months) ........................................................................................... 10 Processes and Methods ...................................................................................................................... 10 Phase III -Train, Migrate, Test, and Go-Live (2 to 3 months) ................................................................ 11 Assistance from Town ............................................................................................................................. 12 Project Costs ........................................................................................................................................... 13 Optional Items ........................................................................................................................................ 14 Appendix A - aha Fast Track Detailed Features ................................................................................... 1 24 pages total Aha Consulting Inc. (Offices in Hudson, New Hampshire and Lake Oswego, Oregon) aHa] Consulting - Company Overview Our organization was founded in 2002 as Open Solutions Partners with a focus on delivering web-based consulting services to our clients. In 2008 Open Solutions Partners merged with Fenway Technology Group - rebranding the merged organization as Aha Consulting, Inc. Our founders came from large global consulting firms such as Anderson Consulting, Accenture, Deloitte, IBM, and Oracle. We have a passion for helping organizations leverage the power of the web to improve communication, increase customer self-service, and reduce internal operating costs. We specialize in the following areas: Program and project management Open-source website design, development, back-office integration, hosting, and support Municipality websites Drupal Web Content Management System (CMS) experts We are based in Lake Oswego, Oregon, which is 10 miles south of Portland. We have clients across the nation, as far east as New York and Florida and as far west as Alaska. Legal Name: Legal Form of Company: Company Offices: State of Incorporation: Primary Point of Contact: Company Website: Years in Business: Aha Consulting, Inc. S-Corporation 4 MacCann Road Hudson, New Hampshire 03051 Oregon Brian Gilday - President brian.gilday~ahaconsulting.co_.m_ 503-675-5121 www.ahaconsulting.com 9 415 North State Street, Suite 138 Lake Oswego, OR 97034 Aha Consulting Inc. (Offices in Hudson, New Hampshire and Lake Oswego, Oregon) Qualifications, Experience, and References The aHa! Difference We offer much more than just a pretty website design. Our firm offers a powerful combination of the following elements: World-class team that 'gets' municipalities: your project has led web engagements small and large clients such as Daimler Chrysler, Pacific Gas & Electric, Sacramento Municipal Utility District (SMUD), and Standard Insurance. We have taken our understanding of large business to devise ways to help local government agencies. We understand the unique challenges that cities, towns, and counties face as they try to effectively and efficiently communicate with a broad set of residents, businesses, and visitors. Our solution allows staff across all departments to quickly update the website and at the same time provides site visitors with intuitive navigation paths to easily find information. We have built municipal websites nationwide from as far northwest as Alaska to as far southeast as Florida. We build professional, one-of-a-kind, custom designs: we will ensure the new Southold website will have a professional, custom design that is visually appealing and captures the essence of Southold. We understand the importance of incorporating the Southold 'brand' into the new look of your website and our project methodology addresses this key set of activities. Best-in-class and EASY TO USE: we have spent almost 3 person-years developing a rich set of functionality specific to municipalities. We are confident that this proposal complemented by a demonstration will show how our solution stands apart from our competitors in terms of features and ease-of-use. You own the source code - our DRUPAL solution is truly non-proprietary: some of our competitors will offer you their source code, but it is proprietary code that only developers from their company truly understand. Our solution is based on Drupal, the industry leading open source CMS used by tens of thousands of developers worldwide. Should you ever need to part ways with aHa !'s services, you will continue to have full access to the GPL source code plus have access to hundreds of Drupal developers in your area who understand the code and will be able to assist you. Our solution runs on WINDOWS as well as Linux. Our collaborative approach is second to none: building the Town of Southold website will be a process that requires teamwork, understanding, and flexibility in order to achieve the best results. Our collaborative approach to every project is one that we believe is unique in our industry. Aha Consulting Inc. (Offices in Hudson, New Hampshire and Lake Oswego, Oregon) 2 Our Project Team aHa! Consulting is focused on customer service and has the necessary skills to ensure your project's success. Your team will consist of the following: Brian, Project Lead and Chief information Architect Brian is an information technology expert, former U.S. Naval Officer, and former Big 5 consultant with Deloitte Consulting. He has led engagements large and small with budgets ranging from $5k to $50M covering a wide spectrum of web and other technologies. Brian holds a BS in Computer Science with distinction from the United States Naval Academy (Annapolis, MD) and an MS in Computer Information Systems from Boston University. Brian has also served as an Associate Professor at MIT and Boston University. Brian has a knack for staying cool under pressure, insulating his team from distractions, and allowing them to stay focused on achieving the end goal. Brian understands how to architect local government web solutions with the best of them, a nd he usually finds ways to streamline an internal business process or two along the way. Paul, Lead Drupal Developer and CrA Analyst Paul has been working on software systems for years and a strong member of our team. Once your site requirements are finalized, we will turn to Paul for any custom development work that might be required. In addition, Paul has many years experience in quality assurance testing, so he will be acting as Aha's lead tester for the engagement. Drago, Lead Designer Drago's work speaks for itself. He has the unique ability to capture the essence of your branding and communication requirements and transform them to stunning web designs. Mary Joy, Account Manager and Training Lead Mary Joy has that unique ability to put technical concepts into easy-to-understand terms with clients such as Dunkin Donuts, Gillette, Fidelity, and Osram Sylvania. A Benttey graduate, Mary Joy leads our training efforts and will also act as the NCRS account manager. Aha Consulting Inc. (Offices in Hudson, New Hampshire and Lake Oswego, Oregon) 3 Our Knowledge and Understanding of Municipalities We provide a user-centric design that allows for information to be accessed by business owners, residents, visitors, and internal staff in an easy and intuitive fashion. aHa! Consulting understands the unique needs of cities, counties, and other local government agencies and the information architectures necessary to support them. Best in class municipal websites organize and present information in a way that caters to many different audiences, providing the site visitor a unique and tailored experience. Residents, visitors, business owners, and internal staff typically represent the primary user profiles for a municipal site. Specialized content and user navigation for seniors, children, home-based businesses, commercial businesses, and general visitors are examples of how a municipality might further distinguish and set itself apart from the average website. Our Fast Track for Drupal web CMS solution addresses these challenges by implementing an information architecture that accommodates for rich flexibility in the way content is stored and delivered to each unique website user. Specifically, we enable role-based content authoring and approval based on department so an organization's staff can create and store web pages based on their logical departmental organizational structure; in parallel, we expose and present content to end-users in a targeted way through the combination of intuitive, audience-specific navigational menus and dynamically-presented content that is driven by relevant content ta§s and taxonomies. it is also common for municipalities to have a combination of casual web users as well as those who use the website on a daily basis, aHa!'s Drupal-based information architecture accommodates for this. We work with each client to develop navigational menus and categories that allow the frequent user minimum clicks to reach their targeted information (goal of ~. click in most cases, 2 clicks otherwise), while at the same time providing casual users an intuitive navigational flow based on their user profile (e.g. visitor, resident, business- owner, or internal staff). aHa!'s Fast Trackfor Drupal municipal web CMS solution also defines a common framework and thematic experience across all departments - providing a flexible theme and template structure that provides variations in departmental branding and navigation - enabling each department some flexibility while still maintaining a common user experience across the website. Finally, as part of that architecture we place 'breadcrumb' links on each pa§e that allow a user to easily traverse from the page they are viewing all the way back to the home page. Drupal provides a powerful indexed searching capability, so this will of course also be included as part of our information design. Our aHa! Fast Track~or Drupal municipal open source offering that provides a compellin§ alternative to proprietary solutions that is only maintained by their company versus the thousands of Drupal developers who have access to the Drupal code and experience with the core application. In short, "aHa/gets municipalities!" Aha Consulting Inc. (Offices in Hudson, New Hampshire and Lake Oswe§o, Ore§on) 4 Government Website URLs 1. City of West Linn www.westlinnoregon.gov 2. City of Homer Alaska www.ci.homer.ak.us 3. City of Miami Springs Flor da ~-4~ of Milwaukie Oregon www.mia misprings-fl.gov www.ci, milwa u kie.or.us 5. City of Riverside Missouri www.riversidemo.com 6. City of Kyle Texas www.cit¥ofkyle.com 7. City of Oregon City - 2010 best city website award (juggles.corn) ~vww.orcity.org g. Sauk County Wisconsin www.co.sauk.wi.us 9. City of Newberg www.newberRoreRon.Rov 10. City of Peekskill New York www.cityofpeekskill.com 11. Yorktown New York www.¥orktownny.org 12. Pound Ridge New York www.townofpoundridRe.com 13. Tri-City Service District www.t ricityservicedist rict.org 14. City of Chehalis Washington www.ci.ch ehalis.wa.us 15. City of Holland Michigan www.cityofholland.com 16. City of Florence Oregon www.ci.florence.or.us 17. Clackamas County Service District No. 1 (Riverhealth) www.riverhealth.org 18. Newberg School District www.newberg, k12.or.us 19. City of Cave Junction Oregon www.caveiunctionoregon.us 20. Polk County www.co.polk.or.us 21. Woodside California www.woodsidetown.org 22. Media Pennsylvania www.mediaborough.com 23. Portland State University cwpp,pdx,edu 24. Arapahoe County Library District - Colorado www.arapahoelibraries.org 25. Bloomfield City Public Library - Michigan www.bptl.org Aha Consulting Inc. (Offices in Hudson, New Hampshire and Lake Oswego, Oregon) 5 References Screenshot Client Point of Contact URL ;~;-~ ~, West Linn Kirsten Wyatt www.westlinnoregon.gov Oregon Assistant City Manager kwyatt @westlin norego n.gov " 503-657-0331 --- ~ ~ Homer Alaska Terry Felde www.cityofhomer-ak.gov  Assistant City Manager tfeldeL~ci.homer.ak.us ~,~-~ -- - -- ~-~-~ m~... 907-435-3102 ),~ --- Milwaukie Hannah Wells www.ci.milwau kie.o r.us wellsh@d.milwaukie.or.us ~ 503 -786-7545 E Riverside Meredith Hauk www.riversidemo.com Missouri Community Relations Director mhauck@cityofriversidemo.com ;;~f~ ~:~ --- ~ 816-739-3676 ~ ~ Miami Springs Ron Gorland www.miamisprings-fl.gov Florida Assistant City Manager gorla ndr~miamisprings-fl.gov :, Aha Consulting Inc. (Offices in Hudson, New Hampshire and Lake Oswego, Oregon) 6 OREGON __CITY Geographic Information Systems (GIS) l)avid Aha Consulting Inc. (Offices in Hudson, New Hampshire and Lake Oswego, Oregon) 7 Our Proposed Solution A full description of our aHa! Fast Track for Local Governments solution is contained in Appendix A. In this section we summarize the key features. aHa! Fast Track Features The following features are included in our base offering. · World-class CMS that is easy for staff to use · Custom one-of-a-kind website design · User Iogin and security · Dynamic web page categorization · Forgot my password · Word-like editor · Calendars, Sub-calendar, and Meeting Agendas/Minutes · Dynamic Town Home Page · Departmental Sites-within-a-site (Micro-sites) · Business, Resident, Visitor Landing pages · Create a page once, have it show up in multiple places · Unlimited Online Web Forms with Email Notification and Download to Excel · Content Versioning · ADA Compliance · Content Scheduling On/Off by Date · Image Auto Scaling and Resizing · Custom multi-tabs · Auto-archiving of content · Printer Friendly Pages · Email a Friend Links · Site Usage Metrics and Page Visit Counters · Meeting agenda and Minutes Postings · Post Job Openings Online · Frequently Asked Questions · Anti-spare controls · RSS Feeds Inbound and Outbound · Scrolling Emergency Alerts · Photo Album Slideshows · Cross-browser compatibility · Web Page Conversion to PDF · Site Search · Video Integration · Site Security · Interactive Maps Integration Aha Consulting Inc. (Offices in Hudson, New Hampshire and Lake Oswego, Oregon) 8 · Social Network Integration with Facebook and Twitter · Mobile Smart Phone Compatibility · DynamicSitemap Auto-Generated · Adobe Reader Download · Unlimited Users and Content · Support for Microsoft Windows for clients and web server · Intranet · Citizen Support Center / Help Desk Ticketing System with Workflow and Email · ListServ/eNewsletter Email Subscriptions (Meeting Agendas, General Notices, etc) · Website Update Email Digest Subscriptions (Daily, Weekly Di§ests) Project Schedule and Proposed Methods to Accomplish the Work Every project differs in terms of timeline. The typical project takes from 2 to 4 months from start to finish, but we have completed Town projects as quickly as 4 weeks to as long as 8 months. The below high-level timeline is an approximation. We will finalize the schedule once we meet with you to discuss the project in greater detail. High-Level Project Timeline Phase Month I Month 2 Month 3 Month 4 I. Analyze and Confirm Requirements ~ II . Design and Build ~ ~ Ilia. Train, Migrate ~ ~ ~ IIIb. Test and Go-Live~ ~ Phase 1 - Analyze and Confirm Requirements (2 Weeks to 1 Month) Processes and Methods We have a proven "design to go-live" project methodology for managing municipal website redesign projects on time and on budget. During the project's analysis and requirements phase, we will complete the following primary activities and deliverables TASK 1.1 ANALYZE AND CONFIRM REO, UIREMENTS Website Assessment.: aHa! will complete an analysis of the current Southold website to assess the site's navigation structure, features/functions, quantity of content, and quality of content · Summary assessment sheet Organizational Overview Inventory/Survey: aHa! will provide an organizational overview document for the Town of · Or~;anization Survey Aha Consulting Inc. (Offices in Hudson, New Hampshire and Lake Oswego, Oregon) 9 Southold to complete as part of this assessment Departmental Survey: · Department Surveys aHa! will provide a departmental overview document for each Town of Southo d department to complete as part of this assessment Onsite Website Design Workshop: aHa! will conduct a one-day onsite web design workshop with a Town- defined web advisory team of 3-6 members. This design workshop will allow the website advisory team to provide input regarding the overall design of the new website, including the site branding as well as high-level site navigation. This team will act as the initial review team for website design concepts. In addition, this team will act as the final review team for the website before it is approved for go-live. · Website design specification sheet (graphic design and information/navigation design) Phase 11 - Design and Build [1 to 2 months) Processes and Methods We have spent over 6,000 person-hours developing a web solution tailored specifically for municipalities described in Appendix A. Once we have completed the "Phase I - Requirements and Analysis Phase" Activities, we will move into the phase of actually designing and developing the Town Website We will leverage the Phase I deliverables (onsite design workshop, completed questionnaires, site analysis) to complete the following Phase II Activities and Deliverables: TASK 2.1 WEBSITE GRAPHIC AND INFORMATION DESIGN ----1 Design Concept Creation and Approval: aHa[ will complete home page design concepts for the Town Home Page and departmental pages These concepts will be based on the design specification developed during the Phase I - Planning phase. These design concepts will incorporate all of the graphical elements as well as the high-level sitemap. · Design concepts (JPG) · Finalized design (PhotoShop PSD) The Town will select a winning concept after going through a series of iterative design revision meetings. TASK 2.2 Website Setup, Configure, and Customization: aHa! wilt create a fully functional website for Southold that includes the functional elements described in this proposal and Appendix A. As part of · Fully functional beta website with Southold design · Content migration of Aha Consulting Inc. (Offices in Hudson, New Hampshire and Lake Oswego, Oregon) ~.0 the website setup, aHa! will finalize any remaining elements to the approved design and navigation. aHa! will migrate select content from the current Town website to provide the Town a working sample of site flow and functionality partial Town web content Phase 111 - Train, Migrate, Test, and Go-Live {2 to 3 months} Once the site design and development is complete, it is now just a matter of training, finalizing content and testing the website. Task 3.1 TRAINING Staff Training aHa ! will provide onsite training to train Town staff on how to use the website. The sessions will be split between basic content creation training and advanced webmaster training. Our sites are extremely easy to use. · Two half-day training sessions · User guides · Up to 3 two-hour web teleconference training as needed during the project as well as post go-live · Attendance logs TASK 3.2 CONTENT MIGRATION AND TESTING Content Finalization and Departmental Acceptance Trained Town staff will work on migrating and finalizing content prior to go* live. They will analyze the pages that aHa! has uploaded, create new pages, and make any final page edits before going into acceptance testing. aHa! will also migrate up to 250 existing pages should the Town require assistance. Each department will confirm that their departmental pages are complete from a content standpoint and ready for go-live. · Content creation and migration · Departmental cootent 'signoff' aHa! Functional Testing aHa! will perform a series of tests across multiple browser and operating system versions to confirm site functionality. Test will confirm proper functionality of all features documented in this proposal. · Completing Testing Checklists Town Acceptance Testing Town staff will review the website for completeness prior to going live. aha ! will have completed functional testing and cross-browser compatibility testing as well · Site acceptance by Town Aha Consulting Inc. (Offices in Hudson, New Hampshire and Lake Oswego, Oregon) TASK 3.3 FINAL CONVERSION & GO-LIVE Go-Live Prior to go-live we will connect the production version of the new website to a temporary DNS name to ensure proper functionality. We will then make appropriate 'A' Record DNS entry changes to begin the process of propagating the new production web server IP address. During this time, the goal is zero website down-time. · Accepted Final Live Website Assistance from Town The Town should select a project manager and small core team to work closely with us during the course of the project. Specific things we will need include: The Town will make available to aHa! the inventory of existing applications, websites, a nd content at the start of this effort. The Town will assign a single point of contact for aHa! to interact with that wilt be responsible for coordinating the schedules of Town employees who will participate in this effort. The Town will review any deliverables requiring formal approval within 5 business days and return all comments/issues to aHa! at or before those 5 days have elapsed, aHa! will in turn return updated deliverables for final review within 5 business days. The Town will assign one person who will act as the "ultimate decision maker" in the case where consensus among the team cannot be reached, aHa! will leverage web teleconference, email, conference calls, etcetera to facilitate frequent communication with the Town team members while aHa! is off-site. The Town will provide aHa! all relevant images, photos, Iogos, colors, and other branding material to be incorporated into the site. Aha Consulting Inc. (Offices in Hudson, New Hampshire and Lake Oswego, Oregon) 12 Project Costs We will implement all the features and functionality defined in our base solution for a first-year fixed fee project cost of $17,000 (includes project design, implementation, travel costs, one year of hosting, and one year of support) We submit invoices monthly based on completed project work as detailed below. Phase 1- Analyze and Confirm Requirements Website Assessment, Organizational Overview Inventory/Survey, Departmental Survey, and Onsite Website Design Workshop · Summar~ assessment $5,000 sheet · Organization Survey · Department Surveys · Website design specification sheet Phase II - Design and Build · Design concepts (JPG) $6,000 + optional Design concept creation and approval, and website setup · Finalized design add OhS (PhotoShop PSD) · Fully functional 'draft' website with Southold design and _C~9.n~ .f.i.g ~.r a t i~. ~n ~__ Phase Ilia - Train · 2 three-hour on-site $2,000 Staff training training sessions with up to :10 staff in each session · User guides · Up to 3 additional two- hour web teJeconference training as needed during the project Phase IIIb- Migrate, Test, and Go-Live Department Content Acceptance/Verification, aHa ! functional Testing, Town Acceptance Testing, Ready for Go-Live · Create/migrate content · Departmental content 'signoff' · Completing Testing Checklists · Site acceptance by Town · Accepted Final Live Website $1,000 Hostinl~, Maintenance, and Support (year one) $3,000 see details on next page regarding service levels Total Project Redesign Costs (excludinR hostinR, support, $17,000 and other optional items) Aha Consulting Inc. (Offices in Hudson, New Hampshire and Lake Oswego, Oregon) 13 Optional Items We offer add-on services and modules that we would be happy to demonstrate upon request: Maintenance and Support Security upgrades: aHa! will apply security upgrades to your solution's core and contributed modules as they are published by drupal.org. This ensures that your website stays secure, aHa! will perform security upgrades and other web server and website optimizations during off-hours, typically between the hours of 12AM-3AM Pacific Time. In the event a scheduled upgrade is expected to take longer than 5 minutes, aHa[ will get pre-approval prior to implementing the upgrade. Site Monitoring and Site Recovery: aHa! will install auto-monitoring software routines that constantly monitor website performance and instantly alert us when problems occur. We will take immediate action as problems are detected 24x7 Customer support: We will provide your primary IT contact numbers to reach us for 24xTx365 for catastrophic site issues. We will also be available from Monday to Friday via email and telephone to handle routine questions from your staff related to the operation of the website 24x7 Customer support: We will provide your primary IT contact numbers to reach us for 24xTx365 for catastrophic site issues. We will also be available from Monday to Friday via email and telephone to handle routine questions from Town staff related to the operation of the website. ~ff~jte.9~.a~d~~ as we update our base aHa! feature, you receive those upgrades for FREE $1,800 / year Hosting Web server: aHa ! will host the website and ensure adequate bandwidth and performance. The site will reside at a data center located [n Texas at a tier-1 hosting provider on aHa!-configured web servers. Backup: An image of the server will be taken nightly and weekly. In addition, we provide a second redundant incremental backup of your websKe database to our web servers in Oregon. Thus, copies of your website data will reside in two separate geographical locations (Texas and Oregon). Disk space: aHa! will provide up to 40GB of disk storage for the website files and database. Bandwidth: aHa! will provide up to 3. Terabyte of data transfer per month to support website visitor traffic. FTP Access: aHa will provide FTP access to the production website folders and files upon request. You can download copies of this data at any time. $1,200/ year Guaranteed Uptime: aHa will guarantee web server uptime of 99.9%. In the event this service level is not met within a given month, you will receive a credit for that month's hosting service. Custom development $100 We can customize your website to fit specific business processes unique to your municipality. Wecan per perform custom graphic work, and we can also integrate with back-end systems as needed, hour Aha Consulting Inc. (Offices in Hudson, New Hampshire and Lake Oswego, Oregon) 14 Appendix A - aHa Fast Track Detailed Features On the pages that follow, we will articulate many of the features that we will provide to Southold with our solution. We have chosen the City of West I. inn as a model municipal website for Southold to analyze to get a true understanding of the quality and depth of features you can expect, and we have provided links related to each feature for you to see first-hand what we mean. aHa! Municipal CMS --- aHa! FastTrack for Orupal Our solution is built specifically for municipalities and is based on Drupal, a free open source Web Content Management System (CMS) that is being used on tens of thousands of websites a round the world for organizations such as the White House (whitehouse.gov), Yahoo, Nike, Harvard University, Sony, and the United Nations. We are the Drupal experts for municipalities. Our solution is well beyond the basic, out-of-the-box Drupal core solution and based on over 4000 hours of effort to create. Aha Consulting Inc. (Offices in Hudson, New Hampshire and Lake Oswego, Oregon) A1 Website Graphical and Navigational Design We will build a website that is beautiful without sacrificing usability or functionality. Your new site will incorporate your brand, including your seal/logo, specific imagery, and a color/font combination that truly reflects $outhold. The departmental pages, economic development home page, and individual pages will maintain a consistency with the overall site home page to ensure a unified look and feel. Each department will have unique elements so site visitors know when they are on a departmental page. We use cascading style sheets (C$S) to define universal styles, fonts, and other site characteristics. We will provide initial website design concepts that contain the key graphical and site navigation elements that were discussed during our design workshop. We will then work with you to refine a chosen design until you have a final concept that truly reflects a best-in-class website. Aha Consulting Inc. (Offices in Hudson, New Hampshire and Lake Oswego, Oregon) A2 User Iogin and security, forgot my password Internet based: Iogin and update the site from home, office, or abroad Role-based permissions: user permissions restricted based on department micro-site role Request new password: request a new password if and when you forget it Dynamic web page categorization (tags and taxonomies) Ta[ it once, display in multiple places: This classification by taxonomy tags allows us to create unique, dynamic display of your web content --- you create a web page once and it automatical(y displays in multiple locations based on category. We will create a custom set of categories based on what works best for you. Word-like editor Browser-based: create and update web pages right from your web browser with a Word-like editor and the pages are available for instant display on the website Robust Calendar with sub-calendars for boards, committees, and departments See all upcoming meetings at a glance and filter by specific committee, department, or neighborhood. Once a meeting has occurred it automatically get moved to the "Archives" folder Example I (Meet Agendas/Minutes): http://www.cityofhomer-ak.gov/meetings Example 2 (Monthly Calendar): http://_www.cityofhomer-ak.gov/calendar Aha Consulting inc. (Offices in Hudson, New Hampshire and Lake Oswego, Oregon) A3 Dynamic Town Home Page Example: www.westlinnoregon.gov User Control: the webmaster controls the Town home page via our browser-based interface Instantly Promote a Page: instantly promote any web page or calendar event as a home page headline/featured item with one click. When something important happens that your constituents need to know, promote it to the home page Spotlight menu: provide one-click access to your most frequently visited pages Upcoming Events: automatically updated based on your calendar Press Releases / Newsletters: provide special block for latest news How do I / Where to I quick links: provide quick links to most frequently asked questions Photos Around Town Current Weather More......: choose from several possible blocks to feature on the home page Site within a Site (Departmental Micro-sites) Example: www.westlin noregon,gov/parksrec Home Page for each department: all the functionality of the Town site-wide home page, but controlled at the department level: Role-based control: only change pages within your department Simple to use: all controls are browser-based and can usually be learned during a short training session Specifics: each department will be able to control its own home page headline articles, menu, sub-calendar, department resource center, and more Landing pages for businesses, residents, and visitors Business example: www,westlinnoregon.gov/business Residents example: www. westlinnoregon.gov/residents Visitors Example: www.westlinnoregon.gov/visitors Aha Consulting Inc. (Offices in Hudson, New Hampshire and Lake Oswego, Oregon) A4 Multiple links to same page (create it once, find it in many places) The new Southold website will allow for site visitors find content in multiple ways. We will provide a site navigation structure that accommodates user-specific landing pages for residents, visitors, and businesses. In addition, we will incorporate a department- specific navigation that show content relevant to each department. A web page will only be created once, but it can show up in multiple locations based on the way the content is tagged or categorized. Online Web Forms, Permits, Applications, and Surveys Examples: · htt p://westlinnoregon.gov/citycouncil/citizen-advisory-group-application · http://west~inn~reg~n.g~v/parksrec/west~inn~parks~recreati~n~pr~gram~satisfacti~n~surveY · http://westlinnoregon.gov/sona-signs We will provide you a tool to created unlimited online web forms. We will train key staff on how to use this too[. You will be able to: · create forms, permits, applications, and surveys that site visitors can submit online · send email notification to department staff immediately upon form submission · export form results to spreadsheet or CSV Content Versioning When you update a web page, the system retains the previous version in the database for audit purposes. It does not delete previous versions. Features include: · Keep track of every time a web page is updated, including the user id of the person making the update, the IP address of the updating computer, and any administrative comments the user made regarding the change · Ability to restore to any previous version Aha Consulting inc. (Offices in Hudson, New Hampshire and Lake Oswego, Oregon) A5 ADA Compliance We will work with you to incorporate the ADA/508 compliance elements into your newly redesigned website via a combination of automated and manual processes and policies: Content Scheduling Our platform includes the ability to schedule content to appear on the website at a given date and time, and to cease being published at a future date and time. This feature allows you to author content in advance of when it should be published - letting the system handle publishing the content at the appropriate time. It also provides the ability for the system to automatically "un-publish" content at a user-defined date and time. Image auto-scaling and resizing Your content contributors wiJI be able to upload images and photos via a standard image upload field. Our solution will automatically scale those images to one or more sizes that you specie/and save the file in a web-friendly reduced size. There is no need for your content contributors to use a 3 rd party product like Photoshop to optimize the image size for the web. Our solution automatically does that work for you. Custom multi-tabs If desired, we will provide a multi-tab feature on your home page for user*friendly display of newsletters, press re[eases, etc. This allows for making a large amount of content available to four site visitors in a manner that conserves the amount of space that is required. Auto archiving of content We will allow for key content to be displayed in an Archive view based on age of the content, by year. Your archives can be categorized based on type of web page, such as meetings, press releases, news items, projects. We will work with you to define your own custom categories. Printer Friendly pages Aha Consulting Inc. (Offices in Hudson, New Hampshire and Lake Oswego, Oregon) A6 Email a Friend links Site Metrics and Monitoring Capabilities We will integrate Goo§le Analytics generating usage presenting an easy for web statistics and that information in to format. This is useful for tracking which areas of your site are receiving the most visits and which are receiving the least. Meeting Manager -Agendas/Minutes We will include a special table-based view of all upcoming "public" meetings that provides easy access to agendas and meeting minutes. In addition, each meeting can be opened to show the full details of the meeting. We integrate and cross-reference meeting agendas and meeting minutes I Example: http://www.ci,milwaukie.or, us/meetings Online Job Applications and Resume Submissions Allow site visitors to see current, cancelled, and closed jobs. In addition, use our online webform capability to allow applicants to submit their resumes online. Example: www.westlinnoregon.gov/iobs Frequently Asked o,uestions Our Drupal based solution includes the capability for your staffto post FAO. s and have them categorized alphabetically, by department, or by special categories. New FAQs can be added or updated at any time and will immediately and instantly be added to the list. Anti-spare controls We implement the popular CAPTCHA feature to prevent spam hots from submitting your online forms. We present either a letter- based challenge or simple math challenge to ward offthe spam. Aha Consulting Inc. (Offices in Hudson, New Hampshire and Lake Oswego, Oregon) A7 RSS Feeds - Inbound and Outbound inbound: We have a robust RSS feed capability that allows site visitors to sign up for specific content based on category. Outbound: In addition, we can automatically pull web content from external websites and display them on your website. Your site will automatically refresh the data on an hourly basis. Town Alerts and Notifications - Scrolling Ticker Create special alerts on your website to alert site visitors of Town emergencies such as power outages, street closings, water main breaks, and other emergencies. The website displays a red bar at the top of the page while an alert is active, and the alert message scrolls across the top. Email Harvesting Protection The system will obfuscate email addresses within the HTML markup to make it difficult for email harvesting robots and crawlers to grab email addresses from your website Photo Gallery Example: htt p://www.orcity.org/photo~allery Browser Compatibility We will test your site for content uniformity and presentation based on 99.3% of current browsers per W3C. Data Source: http://www.w3sebools.com/browsers/browsers stats.as@ Aha Consulting inc. (Offices in Hudson, New Hampshire and Lake Oswego, Oregon) A8 Web Page conversion to PDF Our solution includes a tool that converts an individual web page into a version that is in PDF format Search We provide search functionality in many fashions including basic site-wide search, advanced search based on type of content, advanced search by department. Streaming Live Video We integrate with your existing 3rd party online video solutions if required. We are currently integrating sites with Granicus and .webc~sting.com. You can also embed video links from You Tube Google Video and other video providers. Site Security Our Municipal CMS solution is built using Drupal, the same technology used for the White House website at www.whitehouse.gov ::. Our technology meets the security requirements of the White House and many other governmental agencies. Interactive Maps / GIS Integration It is very common for municipalities to offer an interactive mapping GIS solution for their residents. We will ensure that your website integrates with this solution by either offering a link to that service or, if you prefer, showing the interactive maps within your existing website through the use of iFrames. We have integrated with the ESRI ARC IMS GIS mapping product for other clients. We also have the capability to integrate with Google Maps. Social Networking Tool Integration (Facebook, Twitter, etc) We can provide links to or integrate with Facebook and other social networking sites. Publish any web page to your organization's Facebook page. Stay Connected [] [] [] Aha Consulting Inc. (Offices in Hudson, New Hampshire and Lake Oswego, Oregon) A9 Mobile Device Compatibility We will create your website to ensure content is viewable on the iPhone. It may render properly in other modern mobile devices ~ as well. As an optional add-on, we can create a custom mobile theme that would be used by mobile devices. ~?' Dynamic Sitemap We automatically generate a sitemap of website content based on the site menu structure. Adobe Reader Download We will provide a link on the website for user to download free viewers such as Adobe Reader. Unlimited Users and Content Our web CMS can support an unlimited number of users and web pages. You are only limited by the disk space available on the web server. Support for Windows, Mac, and Linux · Site visitor operatin~ system support: You new website can be browsed by the most popular operating system such as Windows, Mac, and Linux. · Server operatinR system: Windows or Linux · Web Server Application: IlS or Apache · Database Server: MySQL · LanRuaRe: PHP Intranet We will build the capability to post secure web pages and calendar events to the Town website that are only visible to logged in Town staff. There will be a separate Intranet Home Page, Menu links, Calendar of Events, and File Attachments that are only viewable by Town staff. Only Staff with the 'post to intranet' role will be able to post content to the intranet. Aha Consulting Inc. (Offices in Hudson, New Hampshire and Lake Oswego, Oregon) A~.0 Citizen Support Center (Help Desk ! Ticketing System ! Approval Workflow) aha! offers a feature rich "Customer Support Center" (CSC) application that includes the following features: 1. Alt Citizen Comments and Questions captured in online system - online submissions, emails, phone calls, front desk, and public comment 2. Citizen £mail notification and case number tracking 3. Town Staff email notification and ability to assign/route requests to specific departments/individuals 4. Ability for Staff to provide email updates to citizen, all tracked and viewable online 5. Summary Reports of all CSC requests by department, individual, topic, and status ListServ/eNewsletter Email Subscriptions (Meeting Agendas, General Notices, etc) · We provide your residents a full subscribe/unsubscribe capability by category. Visit http://www.yorktownny.org/newsletter/subscriptions to see this feature in action · We can also provide linkages to your existing email notification systems such as Constant Contact or Mail Chimp. Website Update Email Digest Subscriptions (Daily, Weekly Digests) We will provide your site visitors the ability to subscribe to daily or weekly email 'digests' of new and updated website content by department or by specific page type such as bids/ifps, press releases, and Town projects. The website will automatically send updates to subscribers without the need for manual staff involvement. Aha Consulting Inc. (Offices in Hudson, New Hampshire and Lake Oswego, Oregon) All AUG.26.2011 11:48 A_M Aha Consulting Inc 5036755121 PAGE. 1/ 5 RFP SI. BMISSION CERTIFICATION OFFEROR MUST RETURN THIS COMPLETED FORM WITH PROPOSAL SUBMISSION PROPOSAL SUBMITTED BY: ~t~l AM F_~fL~>,4~/ FIRM: ADDRESS: PHONE: E-MAIL: FAX: The proposal as submitted includes the Town of Southold Website Design mid Developmeta RFP Submission Form with Conflict of Interest Certification, an Affidavit of Qualification to Bid mad a Statement of Qualifications. I, the undersigned, hereby attest to the troth and completeness of the information and responses provided and certify th~ my fil~m has met the minimum selection criteria required in the Town of Southold's Request for Proposal for the Town of Southold Website Design m~d Development. Signature ./~~~/' STATE OF: ~ '~ ff~"&) COUNTY OF: C Z. ~ c~j ss: On the;/''Day of ~ t/ff"e, tTJf' in the year 2011 before me,.the/gndersigned, a notary public i~-and for s'~tri siat~rsonally appeared ~n~ ~-,~, personally known to me or proved to me on the basis of satisfactory%viden~:~ to be theqndividual whose name is subscribed to the within instrument and acknowledged to me that he/she executed the same ~n h~s/her capacity and that by h~s/her signature on the instrument, the individual or the person upon whose behalf of which the individual acted, executed the instrument. Jotul tUll#Ell NOTJ~qY PUBLKI.OflEGON ~ISSION NO. Aug.26.2011 11:48 AM Aha Consulting Inc 5036755121 PAGE. 2/ 5 Company Name: Company Federal Tax Identification Number: Contact Person Company Address RFP SUBMISSION FORM Phone: ~-~ C- ~l~ I Fax: E-mail: ~/~,/~ ~ CONFLICF OF INTE~ST CERTIFICATION I HE.BY CERTIFY, on behalf of ~ ~/~ o9 ~ C. tMt nei~er th~ Town Su~rvisor, nor any other officer, agent, or employ~ of~h~ Town, no member of tbe governing body of the Town, ~d no member or employee of a Commission, ~d, or Corporation controlled or appo~tM by the Supe~isor ~d Town Bo~d of the To~ has r~eivM or Ms b~n promis~ directly or indir~tly, any t~ancial ben.fit by way of t%e, commission, find~'s 1~¢, or in any other m~ner, remuneration directly or indirectly related to this contract. Upon request by the Town Attorney. or off,er authori~d agent, as a pr~equisit¢ to vavment v~suant to the ~rms of a conifer awarded pursuit to this bid submiMion, ;~a a ~ ~/ ~w~ill furnish to the Town Board of the Town of Southold, ~der oath, ~wers to ~y inte~ogatodes and comply with any r~uest to review documents related to a poaible conflict of inte~st as herein embodied, I 1.tEREBY CERTIFY, on behalf of ,qk~ __~.__~ ~,_.__~4 t,that no employee or agent of ,Z~/~a ~r~d~./~,] ~ ¢, is a member or empiric of any age,ney, .,commission, N)ard or corporation of the T...gwn of Southold or is the spouse or any other relative ot any of the foregoing. If g Rt 40 64 .c.~Ay ~-~.ol,2_ is unable to so certify, the details of any such relationship with the Town of S outhold are disclo]ed herein: 12 Aug.26.20tl 11:48 A~ Aha Consulting Inc 5036755121 PAGE. 3/ 5 I do solemnly declare and affirm under the penalties of perjury that the contents of this affidavit are true and correct, Signatur~..~ Wimess SrA'r}~ OF: D~'~'0 COUNTY OF: C. u,et c ~ff ss: On t~e,~ day of. A"~& in the year 201 Dbefore me.the und~rsi~,ed, a notary pubhe i~d for sa~d s~te, ~r~nally appeared ~ ~an ~'[~/ , personally known to me or proved to me on ~e bas~$ of sat~factory%videnee to'be ~c ind'vidual whose name is subscribed ~ the within instrument and aeknowl~g~ ~ me ~at he/she executed the ~e in hi~her cap~iW and ~at by hi~er signa~ro on tho ins~ument, ~e individu~ or ~e person upon whose behalf of which the individual aet~, executM th~ i~ument, OmC~L ¢01~15~10tt NO, 13 Aug.26.2011 11:49 AM Aha Consulting Inc 5036755121 PAGE. 4/ 5 AFFADAVIT OF QUALIFICATION TO BI[) 1 HEREBY AFFIRM THAT l ) I am the t~--..f! D~ ~ __ and the duly authorized representative of the firm (Name of Co~-~qon),~L __ and that possess the legal authority to make this affidavit on behalf of myself and the firm for which I am acting. The firmz.:t.~.o, t' .t:,~,Tf,.7, r.-, is either aNew York corporation or is a foreign corporation properly registered with the New York State Department of Taxation and Finance, 3) Except as described in paragraph 4 below, neither I nor the above firm, nor to the best of my knowledge, any of its officers, directors, or partners, or any of its employees directly involved in obtaining contracts with the State or an county, bi-county, or multi-county agency, or sulxlivision of the State have been convicted of, or have pleaded nolo contendere to a charge of, or have, during the course of an official investigation or other proceeding, admittcxt in writing or under oath, acts of omissions which constitute bribery, attempted bribery, of conspiracy to bride, whether or not in furtherance of obtaining a contract with a public body under the laws of any state or the Federal government, 4) List any conviction, plea, or admission described in paragraph 3 above, with the date, court, official, or administrative body; the individuals involved and their position with the firm; and the sentence or disposition, if any. Otherwise, state "none" as appropriate. 5) Neither I nor the above firm, nor to the best of my knowledge an officer, partner, controlling stockholder or principal of the bidder, or any other person substantially involved in the bidder's contracting activities has: (1) been convicted under the laws of the State, another state or the United States of(i) a criminal offense incident to obtaining, attempting to obtain, or pedbrming a public or private contract; or (ii) fraud, embezzlement, theft, forgery, falsification or destruction of records, or receiving stolen property; (2) been convicted of a criminal violation of an antitrust statute of the State, another state or the United States; (3) been convicted of a violation of the Racketeer Influenced and Corrupt Organization Act, or the Mail Fraud Act, for acts in connection with the submission of bids or proposals for a public or private contract; (4) been convicted cfa conspiracy to commit any act or omission that would constitute grounds tbr conviction under any of the laws or statutes described herein; (5) been found civilly liable under an antRmst statute of the State, another state or the United States Ibr acts or omissions in connection with the submission of bids or proposals for a public or private comract. 6) Bidder hereby declares that this bid is made without any connection or collusion with any person, fi~m or corporation making a bid for the same work; that pursuant to this 14 Aug.26.2011 11:49 AM Aha Consulting Inc 5036755121 PAGE. 5/ 5 affidavit; that the attached specifications and any drawings referred to herein have been cm'ef'ully examined and are understood; that careful exmnJnation has been made as is necessary 1o become inlbnned as to the ohm'actor and extent nfthe work required; and, that if this bid is accepted, this Bidder will contract to do, for the price stated in the attached cost proposal, all of thc work described in the specifications, drawings and contract conditions. 7) I acknowledge that this affidavit is to be furnished to the Town Clerk of the Town of Southold. I acknowledge that, if the representations set forth in this affidavit are not true and CCh'eOt, the Town of Southold may terminate any contract awarded and take any other appropriate action. I do solernnl)~ declare an~af~rm under the penalties Witness Date ST^'m OF: of perjury that the contents of this affidavit COUNTY OF: CZ. '~ dl~'~'~.ff ss: On the ~ day of. ~w~j'-/" .in the year 2011 belbre me, Ce undersigned, a notary public in ,'md :for smd sta{ee, personally appeared ~<~ 2 ~.~t]./,"~"-'" , perso~mlly known to me or proved to me on the basis of satisthcto~ e¢id~e'~'l~l~al whose name is subscribed to the within instrument and acknowledged to me that be/she executed the same in his/her capacity and that by hi~her signature on the instrument, the individual or the person upon whose behalf of which the individual acted, executed the instrument. MN 8OMN~It FROMAN IdOTARY PUBLIC.OREGON ~18810N N0.4~8 15 Cooper, Linda From: Sent: To: Cc: Subject: HENRY BRAMWELL [hb@vgl.com] Friday, August 26, 2011 3:24 PM Cooper, Linda Reisenberg, Lloyd Proposal for Design and Development of the Town of Southold Web site RECEIVED Attachments: Southold Web site_Visionary.pdf; ATT36882.txt 5outhold Web ATT36882.Lxt (297 site VJsi0nary.pd.,. B) ?hank you for the opDortunity to respond to the RFP for the design and development of the Town's web site. The proposal is attached to this e-mail. Please let me know if you have any difficulty opening or reading the file. Please reply to this e-mail to confirm receipt. foresight imagination ,k Town of Southold Town Clerk's Office 53095 Route 25 P.O. Box 1179 Southold, New York 11971 To Whom It May Concern: This synopsis letter is in regard the request for proposal (RFP) issued by the Town of Southold for the Town web site. Visionary is pleased to submit a proposal for this project, and endeavors to become the firm chosen to design and develop the web site, based on our response to the following: Project Requirements Project Objectives And Goals Potential Limitations Proposed Approach For Achievement Time Frame For Completion I. Project Requirements a. Our complete understanding of all project requirements. b. Visionary's experience in providing web site design, development and maintenance services to government entities, including the Town of Brookhaven, Nassau County Civil Service Employees Association, Manhasset Chamber of Commerce, and the North Brookhaven Chamber of Commerce. c. Development and deployment of a site that is browser independent and offers access [o users of Windows, Nlac and Linux systems. d. Development of site that considers departmental-focused organization, with administration managed by Town-appointed representatives. e. The provision of intuitive and consistent navigation throughout the site. f. Our capability to deliver a site that offers multiple levels of security, within site infrastructure, with redundant controls, firewalls, and encryption applied as needed. 180 East Main Street, Suite 100, Patchogue, NY 11772 , 631-475-2959 vgl.com g. Visionary's role as a supportive partner in educating and supporting Town- appointed representatives to independently maintain and update pages. h. Inclusion of all pages, graphics and general content viewable within the standard bandwidths utilized by web site users. i. Development with all site components and content capable of administration through Town-authorized representatives. This provision also includes site analytics, reports, associated documents, calendars and other web features. j. Visionary's excellent standing as a member of the business community locally, regionally and at large, for over 20 years. II. Project Objectives And Goals Visionary has summarized the project objectives and goals as follows: a Promote Town Services b. Streamline the process of dealing with the Town c. Make the overall visitor experience productive d. Act as a communication tool and resource for site visitors e. Offer the visitor articulate, concise information f. List all Town-related Meetings and Events 9. Provide a strong visual appeal h. Reduce demand on staff when handling inquiries i. Permit Town-authorized representatives to revise, update, and administer all aspects of the site j. Archive online Forms and Applications for easy downloading k. Provide Contact Information for all Departments I. Connect-link to other Web properties m. Provide a method of capturing data for future communications n. Drive traffic to the site through Search Engine Optimization strategies o. Capture basic statistics on visitors for later evaluation III. Potential Limitations a. Visionary anticipates that one of the most formidable challenges will be the maintenance of the site's style and consistency in consideration of multiple content contributors. b. A secondary limitation may be the completion of the site based on the projected timeframe if Visionary is not provided site approvals or revisions in a timely manner. IV. Proposed Approach For Achievement Visionary's approach for achievement is based on a successful project model utilized for many of our website projects. The model utilizes an approach that considers the needs of project stakeholders, site users and site administrators. The approach, de- scribed in greater detail within the proposal, follows these steps: 1. Origination 2. Conceptualization :3. Implementation 4. Deployment 5. Evaluation 6. Support V. Timeframe For Completion Visionary assesses the expected project completion to take between 10 and 12 weeks from the date of start. This timeframe is based on the timely exchange of data, content, and approvals between Visionary staff members and Town-appointed representatives. If you have any questions about this proposal, or require additional information, please feel free to contact me, I would be happy to meet with the Town in person to discuss this in greater detail. Thank you ramwell Jr. ~. President Proposal for Design and Development of the Town of Southold Web Site Prepared By foresight imagination East Main Street, Suite 100 Pal;chogue, NY 11772 631-475-29S9 vgl.com Table of Contents Description of Services Methodology. Proposed Process Accessibility Features Infrastructure Proposed Proposed Phases Training Options On-Going Support Hardware & Software Requirements Bandwidth Requirements Hostin9 Information Time Frame Page Page Page Page Page Page Page Page Page Page Page 1 3 5 6 7 7 7 8 8 8 8 Credentials Experience Staff Qualifications List of DNN Users References Page 9 Page lO Page 11 Page 11 Cost Proposal Cost of Services Page 12 Web Site Hap Page 13 Supporting Documents Page 14 Description of Services 1, Methodology visJonary's role in web site design and development is only part of our assigned objec- tive. Key to the success of this project is the education and support of the Town person- nel responsible for maintaining the site. Visionary recognizes its obligation to empower Town staff as seINsustainable webmasters capable of updates, standard maintenance and basic trouble-shooting. As always, our staff is available for consultation on these matters should the need arise. A successful web site requires objective analysis of site purpose and use, strategic planning of site architecture, targeted site build-out, and site post-launch evaluations. Visionary's methodology consists of development stages: 1. Origination 2. Conceptualization 3. Implementation 4. Deployment 5. Evaluation 6. Support Origination The orjgjnatj~D phase is the initial stage of your proiect. During this phase we familiar- ize ourselves with the primary and secondary stakeholders. A brief questionnaire is supplied for your completJon~ The results will indicate to us: Target audiences Primary and secondary users of this site Objectives of this web site Message you wish to convey to visitors Once we have an understanding of the obiectives, we will make recommendations to best achieve your goals. This strategic planning process will create an initial blueprint of your web site. Conceptualization The second stage of Visionary's methodology process is conceptua!j~at!on. This is where the design process begins, and where our creative team begins to shape the site into a "blueprinted" format. During this phase we create the look and feel of your site, and consider other issues to be addressed: Creation of the working site map, navigation and main layout Incorporation of technical standards for use throughout the site Development of usability standards Once this stage is complete we can begin physically building and designing your site. Actual site construction begins in the implementation stage. VISIONARY 1 (Methodology continued) implementation The third stage of your project is implementation. With the site blueprint established, our designers can start construction of your site. This stage includes: Development of page layouts Construction of the site navigational architecture Propagation of all pages with site-appropriate content Coding of technical programs and functionality of the site Creation of tags for premium search engine optimization (SEO) Once the layout and construction process is complete we beta test the site to ensure browser compatibility, optimum user experience, proper site function and ease of use for standard use and W3C compliance. Deployment During deployment we will prepare your site for launch. Our final provisions include: Continuous testing of links and completion of any requested revisions Final confirmation that technical and usability standards are met Pre-launch site approval meeting Appointment of a launch date and coordination of servers, if appropriate Site deployment Manual submission of site details to search engines Once the site has been launched, we evaluate the efficacy of site function and monitor site activity through a metrics program such as Google Analytics. Activities during this stage include: Focus on site promotion through Town resources Adjustment of site search terms, key words and tags for optimum search engine results Maintain site and update content frequently for best practices and enhanced site relevance through search engines Support The final stage of the project is the Support. During this stage, we educate Town- authorized personnel to enable internal site maintenance. The staff at Visionary is also available for on-going support as needed. VISIONARY 2 Visionary's process for web site development consists of eight work stages that are categorized into four project phases: Phase 1- PreproductJon Phase 3- Maintenance Project Clarification Stage Site Maintenance Stage Solution Definition Stage Project Specification Stage Phase 2- Production Content Stage Design and Construction Stage Testing, Launch and Handover Stage Phase 4- Evaluation Review and Evaluation Stage PREPRODUCT[ON PHASE The Preproduction Phase is also known as the planning or discovery phase. It is during this stage that you work out what it is you want to achieve, and plan how you are 9oing to do it. Project Clarification Stage a) identify Project Stakeholders b)Survey Project Stakeholders (Questionnaire) c) Analyze Survey Results Solution Definition Stage a) Web Strategy-Strategic Goals b) Creative Solution Look and Feel Tone & Editorial Voice c) Technical Solution Hosting/FTP information Server Hardware/Software Coding Language d)Content Solution Format of Content Define Editorial Procedure & Update Mechanisms Project Specification Stage a) Project Specification Document Project Objectives Success Criteria Site Hap Functional Specifications Technical Specifications Content Plan Testing VISIONARY 3 (Proposed Process continued) PRODUCT[ON PHASE This phase is about putting into action the proiect plan defined in the preproduction phase. The production phase exists until the launch of the Web site and involves the design, programming and testing of the site. Content Stage a) Sourcing Content ,, New Content ~ Stock/Library Content ~ Content Repurposing b) Content Format c) Review Skin Designs d)Develop Navigation Approach Testing, Launch, Handover Stage a) Testing ~, Identify Functional & Operational Problems User Acceptance ~ Copy Proofing b) Launch Upload Site Contents to Host's Server Design and Construction Stage a) Set Up Staging Server b) Page Creation c) Page Linking d) Flow Content e) Programming VISIONARY 4 While the design of your web site must be visually appealing and functional (user friendly), it must also be compliant with Section 508 of the Rehabilitation Act, and compliant with the Web Gontent Accessibility Guidelines. Section 508 Section 508 is a part of the Rehabilitation Act of 1973, which requires that electronic and information technology developed, procured, maintained or used by the Federal government be accessible to people with disabilities. States which were recipients of Federal funds under the State Tech Act Grant must also comply with the Access Board standards for Electronic and Information Technology. Web Content Accessibility 6uidelines WCAG 2.0 covers a wide range of recommendations for making web content more ac- cessible. Following these guidelines will make content accessible to a wider range of people with disabilities, including blindness and Iow vision, deafness and hearing loss, learning disabilities, cognitive limitations, limited movement, speech disabilities, photo- sensitivity and combinations of these. Provide text alternatives for any non-text content - Include ALT Tags on all images - Text can be converted to large print, braille and speech Hake it easier for users to distinguish content - Separate foreground from background color - Include controls on audio files- pause, stop, increase volume Provide ways to help users navigate and locate where they are on a site - Consistent Navigation - Bread crumbs, Page Titles, Footer Links and Site Maps Make content understandable and navigable - Break up large blocks of copy - Use consistent page layout throughout the site Use In-Site Search Engine - Keyword Search Ensure that the site is compatible with all major Web Browsers VISIONARY 5 Visionary recommends that the Town use the DotNetNuke (DNN) content manage- ment system. DNN allows you to administer all aspects of your web site, including page creation, content, layout and security. DNN is developed and supported by a commu- nity of over 125,OO0 registered users, DNN is built on the Microsoft ASP. NET technol- ogy and utilizes various database alatforms for content storage - including Microsoft SQL Server. The DotNetNuke application provides all of the key features and tools required to op- erate and maintain your site, as well as giving the administrator complete control of the content, layout, membership, and security of the site. Within minutes of installing DotNetNuke, it is conceivable that a person with no pro- gramming skill could be piecing together a completely original, dynamic web portal. You can create new pages of content, using pre-built content types (modules) like announcements, discussions, events, FAQs, feedback forms, and images. You can also create membership roles, send bulk emails, and define secure sections for registered site users only. Site-Wide Content t~la~age~:~e~t The web site structure will allow for Town access as necessary to directly post changes, and each web site section/content area will accept "any time" updates by authorized Town personnel possessing basic word processing skills. Authorized users can immediately go about managing all aspects of your web site. That is because the site provides all of the key features and tools required to oper- ate and maintain the site, as well as giving the administrator complete control of the content, membership, and security of the site. A person with no programming skill could be creating new pages of content, using pre-built content types (modules) like announcements, discussions, events, FAGs, feedback forms, and images. You can cre- ate membership roles, send bulk emails, and define secure sections for registered site users only. Changes in basic stylesheet elements lire font type, color, and bullet points are easy to implement. New module containers can be easily applied to the site with no reper- cussion on content. The user-friendly interface makes it easy for users to manage their Web pages. ?a~e Pet'l~i$$io~ The content management system provides varying levels of page permissions for au- thorized Town personnel to log-in and update web pages. Page Permission is a per- mitted action on a particular target page or set of pages that allow registered users to view, edit, comment, rename, upload, delete, and modify content, Each page can have its own unique set of privileges allowing access to only the reg- istered user(s) for that particular page. Site Administrators have access to all pages. VISIONARY 6 (Infrastructure continued) Content Manager(s) will be assigned from within the Town to ensure the accuracy and timeliness of all information on the Web site. The web site structure needs to allow for Town access as necessary to directly post changes. Each web site section or con- tent-area shall allow for individual Town personnel access for "any time" updating in a simple editing format that can be managed by a user with basic word processing skills, Traffic A~alysis The Web site shall be designed to include traffic analysis capability. The detailed traffic analysis will be able to identify where traffic is coming from, what are the most popular pages of the Web site, when is traffic the heaviest, how long users spend on the web site, etc, See "Proposed Process" on Page Visionary will conduct on-site training of the Town staff in the use of the DotNetNuke system. Training will consist of two on-site sessions and 60 days of on-going phone support after site launch. In addition, there are extensive online resources to assist you if the need arises. The aesthetic and functional aspects of web sites require constant attention. It is im- portant to have someone responsible for coordinating and vetting the new content stream, maintaining the graphic and editorial standards, assuring that the program- ming and linkages of all pages remain intact and functional and keeping your staff up to date with training. On-going Consultancy-Advise the Town on Best Practice and Opportunities Update Time-Sensitive Content On-going Search Engine Optimization On-going Testing and Quality Assurance Trouble Shooting and Fixing "Bugs" Training Staff and Support Statistical and Performance Monitoring and Reporting Update Perishable Links Visionary can be contracted on an hourly, monthly or yearly basis to assist with ongo- ing support and training. VISIONARY 7 8, ~, ;~; dw~re ~d Softw,~r~ F~equ rem~mts The proposed site does not require any network configuration or software for Town computers. The Town will update the site via an Internet Browser. It is recommended that you are using a current version of one of the major Browsers. 9, D~ndwidth Requirements The recommended host offers unlimited bandwidth for your site. We suggest you have Broadband Internet access to easily maintain the pages on your site. Visionary recommends that the Town host their site with a dedicated DotNetNuke Host like PowerDNN. PowerDNN provides: 24/7/365 phone support with 100% server uptime guaranteed. Shared hosting servers with redundant networks, hard drives and power. Operate all of the servers from three Category 5, Tier IV Datacenters - this means that their datacenters are certified to withstand the worst disasters, Scan your site with the Security Scanner for DotNetNuke and then email the results to you. Continual backups of your web site and database. Visionary Graphics & Marketing's ability to meet deadlines is predicated upon the your provision of all necessary information and approvals in a timely manner. Phase 1- Preproduction Project Clarification Solution Definition Project Specification 2 weeks Phase 2- Production 8 - 12 weeks Content Design and Construction Testing, Launch and Handover Phase3- Maintenance Site Maintenance on-going Phase 4- Evaluation Review and Evaluation on-going 'Site production could be completed in less time if all approved content is supplied at the beginning of the Production Process. VISIONARY 8 Credentials/Resumes/Certifications/Licenses 1. Content i~a~agemef~t System E×pe~ience Visionary Graphics + Marketing was founded in 1988 on Long Island in New York. The company was originally established as a graphic design firm, but as the Internet devel- oped, the company began designing sites and added marketing solutions to keep pace with the marketing communication requirements of its customers. Today the company is a full-service marketing communications firm, offering a wide array of services for businesses seeking marketing solutions. As an organization, Visionary devotes about 70% of its planning and production time to web-related projects. The remainder of our efforts is divided among print projects, marketing planning and research, and media planning/placement. Visionary is a creative company focused on creative solutions achieved through the union of design and technology. Our team engages in varying levels of project involvement and are skilled and experi- enced in graphic design, marketing, web site planning and development custom pro- gramming and project management. Visionary takes on projects from a range of clients, including institutional, non-profit, business-to-business, consumer, and municipal. As such, our design competency is di- verse and wide-ranging. Our clients range in stature from small businesses to Fortune 100 companies. Our Experience: 20 Years providing Graphic Design Services 12 Years Designing and Haintainin9 Web Sites 5 Years Developing and Deploying DotNetNuke Web Sites VISIONARY 9 Henry Bramwell, Company Principal BFA, Graphic Arts and Design 25 years experience as 8 graphic designer, extensive experience in construction of Web site architecture, design and development for nearly a decade. Substantial information architecture development experience, with emphasis on site cohesion, assignment of function, and site build-out. Proficient in programs and applications such as Adobe Il- lustrator, Photoshop, InDesign, QuarkXPress, HicrosoftOffice Suite (Word, Powerpoint, Excel), DotNetNuke; experienced in Flash and Dreamweaver. Kathleen Sullivan, VP, Marketing BA, Communications Skilled marketing and copywriting professional, with more twenty years experience as in-house marketing, agency and account management experience. Highly qualified to develop content optimized for web, and adept in assessing organically-infused SEO terms. Strong skills in multi-media project development and broadcast media produc- tion; proficient in Microsoft OfficeSuite, skilled in QuarkXPress, Adobe Photoshop. Steve Cafarelli, Director of Internet Services BA, English Highly experienced, efficient Web developer with nearly 20 years combined experi- ence in graphic and Web design and planning; superb programming and creative skills. Detailed, experienced information architect, with focus on form and function. Exper- rise in Dreamweaver and Flash; proficient in HTML and CSS; substantial knowledge of Javascript, ActionScript, .ASP and PHP. Expert in Adobe Illustrator, Adobe Photoshop, InDesign, QuarkXPress, and Microsoft Office Suite (Word, Powerpoint, Excel). Ken Anderson, Creative Director BA, Visual Communications Award-winning, creative professional with almost twenty years experience in graphic and Web design. Highly detailed, organized designer, with expertise in web concept development, execution of visual design, typography, and graphics. Skilled in a range of programs, including Dreamweaver, Flash, Adobe Illustrator, Adobe Photoshop, InDe- sign, QuarkXPress, and Microsoft Office Suite (Word, Powerpoint, Excel). Jaclyn Brizzi, Graphic/Web Designer BA, Visual Communications Five years experience in graphic and Web design. Skilled in a range of programs, in- cluding Dreamweaver, Flash, Adobe Illustrator, Adobe Photoshop, InDesign, QuarkX- Press, and Microsoft Office Suite (Word, Powerpoint, Excel). VISIONARY 10 Town of Brookhaven Tourism Town of Brookhaven Job Board Brookhaven Business Advisory Council Hanhasset Chamber of Commerce North Brookhaven Chamber of Commerce Friends of the 106th Rescue Wing Southampton Business Alliance Concept Flooring Workroom Nassau County CSEA Local 830 VisitBrookhaven.com (under construction) BrookhavenBAC.org ManhassetNY. org NorthBrookhavenChamber. org FriendsOfThel06,org SouthamptonAIliance,org cfwCarpet.com csea830.com References Jack Krieger- Public Information Officer Brookhaven Town ] Independence Hill Farmingville, NY ]]738 office: 631-451-6595 e-mail: jkrieger@brookhaven.org Stephen Machlica- Director of Marketing Teachers Federal Credit Union 2410 North Ocean Ave. P.O. Box 9029 Farmingville, NY ]]738-9029 office: (631) 698-7000, ext. 3347 e-mail: stephenm~)teachersfcu.org Heath Cohen- Vice President of Nlarketing New York State Business Group ]80 East Main Street, Patchogue, NY 11772 office: (63]) 654-0600 e-mail: HeathC@nysbg.com Clare Bisceglia- Executive Director Westhampton Beach performin9 Arts Center 76 Main Street, Westhampton Beach, NY ]1978 office: (63]) 288-2350, ext. 113 e-mail: ClareB@whbpac.or9 VISIONARY Cost Proposal 1, C©s~ of Secvices Desex' bed Estimates are calculated based on the following: Other jobs performed by Visionary that are similar in scope Complexity of tasks to be performed Additional in-house services requested (copywriting, research, etc.) Consideration of outside vendors to be used Visionary will assess your objectives to determine the most effective approach for developing an online presence. Visionary will meet with representatives of your orga- nization to gain clear understanding of your services as well as your expectations for the Web site. An analysis will be conducted to evaluate the industry environment. ONE TIME FEES Site Construction: Create an overall design scheme Create Web Site on Town's host server using DotNetNuke Flow supplied content into pages Test and Upload site on web host's server Web Site Design and Construction: ..................................................... ~9,250~00 Training: Two On-Site visits and 60 day telephone support ............................ $400.00 Search Engine Registration: (optional) Visionary will create Title, Meta Description and ALT Tags for each page of the site and submit the site with Google, Yahoo!, Bing and other major search engines. Create Meta Tags, register with all major Search Engines: ............. $400,00 Goolge Analytics and Webmaster Tools: (optional) Install Google Analytics and Webmaster Tools onto the site to monitor visitor traffic and trends. Set Up Google Analytics: ............................................................................. ~100.00 RECURRING FEE Web Site Hosting: Host site with dedicated DotNetNuke Host PowerDNN PowerDNN is Gold Certified rated DotNetNuke partner ....... $SO.O0/mo,* ~There are other dedicated DotNetNuke Host offering less expensive hosting pack- ages. Visionary recommended PowerDNN because of their capabilities and technical support. We would be happy to explore other hosting opportunities with you if you feel this does not meet with your budgetary needs. On-Going t4aintenance/Support: Hourly, Monthly or Yearly Plans ..................................................... Upon Request VISIONARY Web Site Map HOME PAGE I Want To... Apply For a Permit Contact Download Forms Sign Up for Provide Feedback Quick Links (drop down) Contact the Town Directions Sign Up for E-News Town Holidays Waste Management Access Public Records Contact Feedback Supervisor's Message Latest News Register for Email Alerts Emergency Info Weather Widget FOOTER LINKS Privacy Policy Terms of Use Site Map Contact DEPARTMENTS See Page ]4 COMMITTEES Anti-Bias Task Force Executive Safety Housing Advisory ABOUT THE TOWN Elected Officials Town Facts & Figures Town History Supervisors' Timeline Press Releases Town Contacts Holiday Schedule Community/Civic Groups RESOURCES Docs/Forms/Permits FAQs Maps Meeting Agendas Meeting Minutes Department Directory Links of Interest PLACES of INTEREST Parks & Beaches Trails Ponds Hamlets Lighthouses MEETING/EVENTS Town Calendar Weekly Town Board Planning Board Trustees ZBA Community Calendar TOWN CODE www. ecode$60.com EMERGENCY MANAGEMENT Southold Shelters Hurricane Awareness Coping with a Flood Safety TOWN DOCUMENT ARCHIVE Laserfiche CONTACT Address, Main Phone Directions (map) Town Directory VISIONARY (Site Hap continued) DEPARTHENTS Accounting & Finance Key Contacts Forms/Docs FA@s Assessors Office Key Contacts Services Grievance information Forms/Docs FAQs Building Department Key Contacts Fee Schedules Town Code Forms/Docs Community Development Key Contacts Overview Forms Highway Department Key Contacts Seasonal Cleanup Forms/Docs Human Resources Key Contacts Services Forms/Docs Land Preservation Key Contacts Services Maps Forms/Docs Planning Board Key Contacts Schedule/Agendas Forms/Docs Major Planning Initiatives Environmental impact Statements Town Code Public Works Key Contacts Overview Forms/Docs Town Police Key Contacts Programs Links of Interest Forms/Docs Recreation Key Contacts Overview Program Forms/Docs Policy Town Attorney Key Contacts Overview Town Clerk Key Contacts Overview Shellfishing Peddling Permits Disposal Parks & Beaches Boat Ramps Trailer Emergency Permits Forms/Docs Southold Licenses NYS Licenses Maps Trustees The Trustees Trustees Agenda Trustees Meeting Minutes Waste F4anagement Key Contacts Overview Program Forms/Docs Policy Justice Court Key Contacts Overview Forms/Docs Tax Receiver Key Contacts Overview Payment Schedule Forms/Docs Policy Blocs can be created and deployed for each department. DotNetNuke offers Bloc Modules and there are several free Bloc Services available. VISIONARY 14 RFP SUBMISSION CERTIFICATION OFFEROR MUST RETURN THIS COMPLETED FORM WITH PROPOSAL SUBMISSION PROPOSAL SUBMFVFED BY: FIRM: ADDRESS: The proposal as submitted includes the Town of Southold Website Design and Development RFP Submission Formw'~th Conflmt' of Interest Cemficat' 'on, an Affidavtt' of Quahficat~on' ' to B~d' and a Statement of Qualifications. I, the undersigned, hereby attest to the truth and completeness of the information and responses provided and certify that my firm has met the minimum ~lection criteria required in the Town of Southold's Request for Proposal for the Town of Southold Website Design and Development. Si Date --~._ ,~.')'~ ~ ~,~.\\ COUNTY OF: ~- ~ ~X~ ss; On the ~ Day of I\o,C~:;- in the year 2011 before me, the undersigned, a notary public in and for said state, personally appeared 'V'~rx¢-~, ~'a ~o,,;x'~.),.(~' ,personally known to me or proved to me on the basis of satisfactory ~vidence to ~he indiVid~ ~vhose name is subscribed to the within instrument and acknowledged to me that he/she executed the same in his/her capacity and that by his/her signature on the instrument, the individual or the person upon whose behalf of which the individual acted, executed the instrument. NO. 01 [A483~074 Notary Public ll Company Name: Company Federal Tax Identification Number: Contact Person Co~npany Address RI P SUBMISSION FORM Phone: E-mail: CONFLICT OF INTEREST CERTIFICATION I HEREBY CERIIFY, on behalf of ~,Aj~,~,~,,~ (~,~.i~ , that neiSher the Town Supervisor, nor any other officer, agent, or employee o£the ~ own, ~o member of the governing body o£ the Town, and no member or employee o£ a Commission, Board, or Corporation controlled or appointed by the Supervisor and Town Board of the Town has received or has been promised directly or indirectly, any financial benefit by way of'fee, commission, finder's i%e, or in any other manner, remuneration directly or indirectly rela~ed to this contract. Upon request by the l?wn Attorney, or other authorized age. nt, as a prerequisite to payment~pursuant to the ~rm?.ot a contract awarded pursuant to this b~d submission, "Q \%~ -¢~ :,44 (~: ~i\x~. c~ will ~urmsn to the Town Board of the Town of Soothold, tinder oath. answers to~ny interrogatories and comply with any request to review documents related to a possible conflict of interest as herein embodied. ~ :,~x.,,,e, ,~ ~,,:v()~-, ~ that no employee or aeent I H~R~B¥ CERYIFY, m},~ehalfof ~¢ ~ ' ~' '~ s a member or employee of any agency, comm~ssmm board or co~orafion of the Town of Southold or is the spouse or any other relative of any of the fbregoing. lf~x~ ~ ~'~, 9v~?x is unable to so eenify the details of any such relationship ~ith the Town o~outhold ar~ disclosed herein: 12 1 do solemnly declare and mqirm under the penalties of perjury that the contents of this affidavit are true and correct. STATE OF: ~ ~L'~x3 '},~ fkYx COUNTY OF: ~ ~N~.<,N~ SS: Onthe >Sdayof ~,~w~'~ m the year 2011 beforeme, theunde~igned, anotary public in and fol' said state, personally apl~eared known to me or proved to me on the basis of satmfactory ewdence to be the indivklual whose name is subscribed to the within instrument and acknowledged to mc lhat he/she executed the same in his/her capacity and that by his/her signature on the instrument, the individual or the person upon whose behalf of which the individual acted, executed the instrument. Notary Public 13 AFFADAVIT OF QUALIFICATION TO BlD I HEREBY AFFIRM THAT I) lamthe ~,T-~G,.~5...~,:~;,, and the duly authorized (Title) representative of the firm ~ ~",~"&JL'.57~' 'x ~.'(~k~¥~-*?.'~.C.~ m~d th~ I ~ame6f Corporation) ~ssess the legal aulhority to make this affidavit on behalf of myself and the tim for which I am acting. Fhe firm. 'TI ,~&~% ~v,~ ~ ,. ¥ ~, [)¥.~;..~ ~s e~hher a N~ York co~omtmn or ~s a fore~on co~oration properly regiktered with the~ew York State ~paament of T~ation and ~ Finance. 3) Except as described in paragraph 4 below, neither I nor the above firm, nor to the best of my knowledge, any of its officers, directors, or partners, or any of its employees directly involved in obtaining contracts with the State or an county, bi-county, or multi-county agency, or subdivision of the State have been convicted o~', or have pleaded nolo contendere to a charge of, or have, during the course of an official investigation or other proceeding, admitted in writing or under oath, acts of omissions which constitute bribery, attemptext bribery, of conspiracy to bride, whet,her or not in furthemnee of obtaining a contract with a public body under the laws of any state or the Federal govarnment. 4) List any couviction, plea, or admission described in paragraph 3 above, with the date, court, official, or administrative body; the individuals involved and their position with the finn; and the sentence or disposition, if any. Oth erw~se, state none as approprmte, 5) Neither i nor the above fiiin, nor to the best of my knowledge an officer, partner, controlling stockholder or principal of the bidder, or any other person substantially involved in the bidder's contracting activities has: (1) been convicted under the laws of the State, another state or the United States of(i) a criminal offense incident to obtaining, attempting to obtain, or performing a public or private contract; or (ii) fraud, embezzlement, theft, forgery, falsification or destruction of records, or receiving stolen property; (2) been convicted of a criminal violation of an antitrust statute of the State, another state or the United States; (3) been convicted of a violation of the Racketeer Influenced and Corrupt Organization Act, or the Mail Fraud Act, for acts in connection with the submission of bids or proposals for a public or private contract; (4) been convicted ora conspiracy to commit any act or omission that would constitute grounds for conviction under any of the laws or statutes described herein; (5) been found civilly liable under an antitrust statute of the State, another state or the United States for acts or omissions in connection with the submission of bids or proposals for a public or private contmct. 6) Bidder hereby declares that this bid is made without any connection or collusion with any person, fim~ or corporation making a bid for the same work; that pursuant to this 14 affidavit; that the attached specifications and tony drawings referred to herein have been carefully examined and are understood; that careful examination has been made as is necessary to become informed as to the character and extent of the work required; and, that if this bid is accepted, this Bidder will contract to do, for the price stated in the attached cost proposal, all of the work described in the specifications, drawings and contract conditions. 7) I acknowledge that this affidavit is to be furnished to the Town Clerk of the Town of Southold. I acknowledge that, if the representations set forth in this affidavit are not true and correct, the Town of Southold may terminate any contract awarded and take any other appropriate action. I do are true and correct. solemnly declare and affirm under the penalties of perjury that the contents of this affidavit Date ''~ ~ STA I'E OF: COUNTY OF: ~".x:~'~,L,x ~}'~'~ ss: On the:~ Xday of~.~a2~,~,~. ~ in the year 20i I before me, the undersigned, a notary public in and for said state ~rsonally appe~ed 5,~rx24.~:~ Q:X ~,, personally known to me or proved to me on the basis of satisflctory eviaence to be the indiv{~ual whose name is subscrib~ to the within instmm~t ~d acknowledged to me that be/she executed the same in his/her capacity and that by higher signature on the instrument, the individt al or the person u~n whose behalf ol'which the individual acted, executed the instrument. N0.01~8~07~ O~tnm ~ SU~mLK co~ Notm~ Public , 15 RECEIVED $outhokl Town C[erl~ The Town of Southold, New York August 26, 2011 4:00pm Developed by Frank Mocerino, Business Development Rep Direct Line 785-323-7160 * Mocerino@CivicPlus.com Icon Enterprises, Inc., d/b/a CivicPlus 317 Houston St., SuiteE * Manhattan, KS 66502 Toll Free 888-228-2233, Ext. 329 · Fax 785-587-8951 · www. CivicPlus.com At Civi¢i~ius, our philosophy is not "What can we do for you ?" but rather, "What can we do together ?" We build amazing government websites. If you don't agree, we'll refund your money. Guarc~nteed, Dear Selection Committee Members: I am excited about the opportunity to submit our proposal for the Town of Southold's website redevelopment. Following a thorough review of your Request for Proposal, I understand the desire to improve the city's web presence and provide a more robust online communications platform for the citizens and visitors to interact and engage with their government. For over a decade, the CivicPlus Government Content Management System (GCMS) - developed specifically for government - has helped numerous counties and cities in the northeast, including, Tonawanda, NY; New Rochelle, NY and Webster, NY, connect more- easily with residents, visitors and businesses, and our nationwide community continues to grow. Now serving over 900 municipalities - including four state capitals - CivicPlus will build your website with the future in mind, through unrivaled service and support to automatic upgrades and enhancements that ensure your website will keep pace with ever-changing technology trends. Here's how: Experienced Government Service Professionals - CivicPlus created the standards behind today's government websites, and we continue to set new trends. Southold's website will be produced by a team of the industry's best designers, programmers, content developers and project managers who use those standards to build amazing websites. Financial Freedom - Meeting your fiscal obligations and being a good steward of available resoumes is vital to your success. Our consultants help identify cost options that maximize your resource dollars, and our all-inclusive product ensures a total cost of ownership that is significantly more affordable than other options. Beyond First-Class Service - Our mission is to produce the most usable, useful and effective government websites. Period. From design and development through training and launch, producing your new site is a collaborative effod. Our clients benefit from direct consultation with website specialists, and our commitment to your success continues long after your site goes live. Future-Proofing Your Website - Each year, CivicPlus releases dozens of new features designed to enhance your website, all at no additional cost. Couple that with our renowned community - continuing training, user groups, system certification and a peer network of government professionals - and you'll have everything you need for website success, now and in the future. · Satisfaction Guarantee - With CivicPlus, you are in control - you own our GCMS, maintain your site's content and benefit from a continuously improving product through our Ultimate Service Plan. And our offedngs are backed by a Lifefime Warranty. No one else matches our commitment to you ... and that's a guarantee. The following proposal outlines your personalized solution that will reduce your staffs workload, respect budget constraints and, most importantly, provide your community with a sophisticated online resource that promotes open and transparent access to your municipal offices. When it comes to expertise in municipal government websites, there simply is no comparison - CivicPlus will take your website to the next level of online service. I sincerely welcome the opportunity to elaborate further on our proposal and CivicPlus' services. We're looking forward to working with the Town of Southold to demonstrate our commitment to your success. Respectfully, Frank Mocerino · Business Development Rep · Direct Line 785-323-7160 · Mocerino@CivicPlus.com Executive Summary and Introduction ......................................................................................................................................................... 2 The CivicPlus Advantage -The Leader in Municipal Website Development .......................................................................................... 2 Part A: Design/Development Proposal ....................................................................................................................................................... 3 Company and Contact Info ..................................................................................................................................................................... 3 Description of Services ........................................................................................................................................................................... 4 A Proven Development Approach ........................................................................................................................................................... 5 Credentials/Resumes/Certifications/Licenses ....................................................................................................................................... 38 References ........................................................................................................................................................................................... 42 Par[ B: Cost Proposal ............................................................................................................................................................................... 43 Conclusion ................................................................................................................................................................................................ 48 Additional Documentation ......................................................................................................................................................................... 49 ¸Ny Executive Summary and Introduction The Town of Southold has initiated a Request for Proposals to transform its website with an innovative design that enables visitors to find the services and information they need. This organization serves more than 22,630 residents, and seeks a website that is user- friendly and utilizes the latest technology to provide a convenient source of information to better communicate with citizens, The CivicPlus Advantage -The Leader in Municipal Website Development At CivicPlus, web development for municipal government entities is what we do. No other web-development company can come close to the service, support and product oftedngs of CivicPlus. With more than a decode of experience and over 900 municipal customers throughout North America, we view our relationship with you as a partnership where you will experience a level of personal service that our competitors quite simply connot match. Several key differentiators set CivicPlus apart from the crowd: Financial Freedom - Our customers are never locked into one pricing model. A one-size-fits-all model doesn't work with local government, and we recognize your uniqueness. Design Process - We guarantee that you'll love your website design. Period. Our designs are not template-based, and our process combines our in-house designers' creativity with proven usability concepts, incorporating a refined revision process in order to reach the pedect end result. Organization - We've helped hundreds of governments effectively organize their websites, so we guarantee that your site will present your residents with an intuitive, easy-to-use site architecture. Support- With technology, having access to unlimited support is critical. With our Ultimate Service Plan, we'll never limit you to blocks of support hours or charge extra for calling us. CivicPlus' support staff is available 24-hours-a-day, seven-days-a-week, 365-days-a-year. Except dudng leaps years; then they're available 366 days. Community- Connect with over 900 cities, counties and other government entities through the CivicPlus Connection. Share ideas and contribute to bettering the CivicPlus community. Training - Online webinar or on-site training is available, and continuing training is part of CivicPlus University, where your staff can watch training webinars, download manuals, and become CivicPlus certified! Future - Our development staff will stay by your side long after your website launches, rolling out new features, new applications and new suggestions on how to continue offering more and better service to your residents - all at no additional charge! The following proposal contents address specifications per your RFP for the Town of Southold Website Design and Development The contents include: CivicPlus' capabilities, experience and commitment to clients, and our approach and methodology to transform your site Ongoing training and consultation Creativity and recommended functionality usage to engage and attract site visitors Price estimate The recommendations for the Town of Southold were developed to address your defined needs. All estimates are negotiable based on client requests. We encourage you to schedule a 45-minute demonstration to visualize all that our services can do for your organization by an overview of the latest site developments and the administrative interface that allows non-technical users the ability to update their website as frequently as needed. Part A: Design/Development Proposal Company and Contact Info Contact Information Frank Mocerino Business Development Rep Mocerino(~.CivicPlus.co m Toll Free 888-228-2233, Ext. 329 Cell 785-323-7160 Primary Office 317 Houston Street Suite E Manhattan, KS 66502 Toll Free 888-228-2233 Fax 785-587-8951 Company Founder Legal Name Company Website Ward Morgan, President/CEO Icon Enterprises, Inc., d/b/a CivicPlus www. CivicPlus.com Additional Locations Charleston, SC Joliet, IL Olathe, KS Tacoma, WA Chicago, IL Topeka, KS Fort Collins, CO 3 Description of Services 1. Description of methodology to be utilized including discovery, design, quality assurance testing and implementation; Let Our Experts Be Your Trusted Advisors Only CivicPlus offers the depth and breadth of staff for next-generation eGovernment communication projects. Dependent on the size of and duration of your project and whether you utilize our creative, branding, and advisory consulting teams, we will engage between 6 - 11 experienced staff members. A single project manager oversees the inter-departmental and client interactions, assuring that your project will be developed in a timely manner by professional website expeds. Utilizing his strong technology background, your dedicated Business Development Representative, Frank Mocerino, initially works with you to determine the best solutions for your administrative users and website visitors. Working with a team that has served the government website market for more than 13 years provides a vast level of experience that is invaluable to each and every client. A member of our seasoned project management team is responsible for guiding you through your project. Using their knowledge of effective online citizen engagement techniques - with specific case studies and examples - they will ensure the process transitions smoothly from phase to phase. You ) Project Me~oger Award-Winning Designers Cust~.~m builL non-temf)l~te design Programmers Implement Ci¥icPlus GCMS Content ~petts Development & quc~lity control ~nd-to-End Trainers Beshpro~fice educot~on AIw~ys-There Suppo~ A Process Dedicated to Helping You Succeed As every phase of the project is completed, the project manager ensures your goals and timelines are met. After the completion of each phase, you will be encouraged to fill out a survey rating the project process and the CivicPlus personnel. The CEO receives the surveys and is personally accountable for your satisfaction. Upon completion of custom design, setup of the website, development of modules, content development and quality control review, your trainer works to ensure your staff masters the simple Government Content Management System and learns basic website usability concepts. Your new site is then launched and your suppor~ calls are handled by oar Client Care department. 4 Why are Hundreds of Cities and Counties Upgrading to CivicPlus Each Year? It's simple: We know municipal government. No one can match our interactive suite of tools that allow governments to better engage and communicate with their citizens and communities. No one can match our customized development process and the depth of our implementations, as put together by experts who know local government - its people and its processes. And no one can match our track record - period. Any way you slice it, CivicPlus is the premier source for local government communication expertise and cutting-edge online citizen engagement tools. City County Other A Proven Development Approach CivicPlus provides our eGovemment communication solution to more than 900 municipalities - cities and counties of every size from coast to coast- serving more than 27 million citizens. For more than a decade, CivicPlus has focused on government clients, giving our customers access to the latest in next-generation applications that meet and exceed their needs. Those needs include: A completely unique and customized website design Intuitive navigation and page layout with unlimited submenus and subpages Interactive functionality through our Government Content Management System (GCMS) Always-updating and cutting-edge solutions designed by governments, for governments Comprehensive training and unlimited support. 5 2. Description of the proposed process for website design; Collaborative Planning and Development Your project manager will lead a kick-off meeting between your staff and our designers to identify specific design elements, navigational structures and the overall focus of your site. Custom Design Our designers will develop a striking, custom design tailored to deliver on all your expectations. Since you are part of the CivicPIos team, your input is vital to the process. Our designers take all of your suggestions and guidance, and, by incorporating functionality and ease-of-use standards, work with you to establish colors, pictures, navigation and layout options that best suit your communication goals and objectives for a uniquely created website. Custom designs are rarely produced in anticipation of a project; however, we showcase custom designs for over 900 clients, each done to their specifications. Copyright authorization and/or photography production are required unless you already have quality, usable photographs. Additional fees for stock photographs or other images are not included in the estimate. Intuitive Usability Simple navigation and consistent page layout structured with your input and guidance will be used throughout the site to ensure your visitors will easily find the information they seek. Accessibility Compliance Our designers and programmers automatically implement all the accessibility features necessary to ensure your site is compliant with accessibility standards outlined within Section 508. In our role as a consultant, we make recommendations to our clients on best practices for keeping their content accessible and available for all users, making sure that all menu items are clickable, that submenus display throughout the site, that alt tags are used for images, that site maps are dynamically generated, and that documents and links can be set to open in the same window. CivicPlus recognizes accessibility standards recommendations made by a variety of groups, including the World Wide Web Consortium (W3C) and the Web Accessibility Initiative (WAI) as written in the Web Content Accessibility Guidelines (WCAG). Through adherence to Section 508, CivicPlus is able to meet almost all Priority One, Two and Three guidelines set forth in the WCAG. Those left unmet do not need to be addressed in order to allow basic access to content; some of the more stringent requirements of the WCAG may limit design and content development options. Design/Wireframe Review You will have the opportunity to revise your design composition as many times as you deem necessary, up to the deadline that you and your project manager agree upon during the timeline meeting (the average client requests a total of three). After that deadline you may request an additional two modifications without the need to adjust your Project's go-live date. Multiple initial design comps can be provided for an additional cost, with revisions made only to the one you select. Following design approval and functionality development, we conduct a review to ensure your expectations are met and best website practices are upheld. 3. Description of the accessibility features of the proposed website; All menu items am clickable. Screen-reader software (used by blind or visually limited individuals) will tab into each link on your webpage, including the navigation. Submenus display for every area of the website. Many sites only have mouse-over menus that when clicked on, do not display the submenus in a left of right navigation area. These submenus are not accessible to blind browsers. CivicPlus offers many different navigation structures. Alt tags are used for all images. Alt tags provide the name of the picture when the screenreader reads them so the person may visualize the picture or determine its impodance. Site maps are dynamically provided as new pages are added. Many visually-challenged visitors and other visitors prefer to use the site map as their form of navigation. All documents and links can be set to open in the same window. ADA guidelines state that links/documents/etc, should open in the same window instead of a new window. Our system gives you the option of providing either one. 4, Description of infrastructure, utilities and tools proposed for web page creation and maintenance; Proqramminq Language: ASP.NET 3.5 Database: MS SQL, Microsoft SQL Server: Windows, OSX 10.1 and higher (Mac) Compatibility: .Net, ,Asp (VB Script), AJAX, xml, C# Content Lanquage: HTML, CSS, Javascript Graphic Desiqn: Photoshop, Illustrator, Final ar[ and InDesign 5. Description of Proposed phases or steps in implementation of the wehsite design, infrastructure and hosting; Our Project Development Approach Consulting, design, usability guidance, expert programming, secure hosting and dedicated training: CivicPlus delivers all of this a project that yields the most value for your dollar. Our project-development approach focuses on collaboration. Each step in the process is consultative, with our staff working in partnership with you. Our efficient and thorough project timelines transform your website goals into reality, resulting in a valuable, next- Objective I Phase 1 Analysis and ]imeline Development Phase 2 Website Design Phase 3 Phase 4 Modules dod Site SetuD Objective II Phase 5 Con~ent Development Phase 6 Review and ]esting Objective III Phase 7 Objective IV Web~te Oeploymer¢ Phase 8 Phase 9 Marketing Phase 10 8 Phase 1: Analysis and Timeline Development In the beginning stages of project development, our project team will help yea craft the position and image that you want to portray to the site visiter. Your Role Your role dudng the first three phases of the project will be to answer questions, gain your staffs input to complete worksheets and provide necessary information so CivicPlus can develop recommendations for your design, navigation, and content. Your project manager will explain the work required to achieve your goals and help set a timeline comfortable for you and your departments to work with. Pre-project on-site strategic planning sessions can be incorporated into this phase at an additional cost. Information Gathering and Brainstorming Your Project Manager will suggest information-gatherin9 techniques to prepare for the design and content development phases of the project, like: What image do you desire? What services and tasks will the site deliver? What are the key messages or themes for the community as a whole? What are the key messages and themes for individual departments and services? Why is this important to your community? What data needs to be presented on the website for self-service? What collaborative tools does your community need to effectively communicate concerns? Communication Goals Development After brainstorming and setting your site's focus, the information gathered will be organized into specific goals and solutions. Identify the site and establish a brand Set the tone and personality of the site Help users get a sense of what that site is about Let site visitors find critical information to start key tasks immediately Effectively guide people on the right development path, with efficiency as the core focus Collaboration and Implementation with information-gathering and goal-setting complete, further collaboration with design and functionality experts will begin to shape your website into an effective communication resource. My philosophy is that a government website should not make users think or ask that a user know how governments work It should be simple and clear where to find things no matler what one thinks That is definitely what we got for our citizens in our website Joe Nicks My experience dealing with CivicPlus was extraordinary CivicPlus came in and told us what we needed to do and gave us a schedule to follow, and that was exactly what we needed The guidance we received was invaluable Phases 2 & 3: Website Design and Navigation Architecture At CivicPlus, our designers will collaborate with your staff to create a website that is visually engaging, intuitive to use and reflective of the uniqueness of your community. Collaborative Planning and Development Your project manager will lead a kick-off meeting between your staff and our designers to identify specific design elements, navigational structures and the overall focus of your site. Custom Design Our designers will develop a striking, custom design tailored to deliver on all your expectations. Since you are part of the CivicPlus team, your input is vital to the process. Our designers take all of your suggestions and guidance, and, by incorporating functionality and ease-of-use standards, work with you to establish colors, pictures, navigation and layout options that best suit your communication goals and objectives for a uniquely created website. Custom designs are rarely produced in anticipation of a project; however, we showcase custom designs for over 900 clients, each done to their specifications. Copyright authodzation and/or photography production are required unless you already have quality, usable photographs. Additional fees for stock photographs or other images are not included in the estimate. Intuitive Usability Simple navigation and consistent page layout structured with your input and guidance will be used throughout the site to ensure your visitors will easily find the information they seek. Accessibility Compliance Our designers and programmers automatically implement all the accessibility features necessary to ensure your site is compliant with accessibility standards outlined within Section 508. In our role as a consultant, we make recommendations to our clients on best practices for keeping their content accessible and available for all users, making sure that all menu items are clickable, that submenus display throughout the site, that alt tags are used for images, that site maps are dynamically generated, and that documents and links can be set to open in the same window, CivicPlus recognizes accessibility standards recommendations made by a variety of groups, including the World Wide Web Consortium (W3C) and the Web Accessibility initiative (WAI) as written in the Web Content Accessibility Guidelines (WCAG). Through adherence to Section 508, CivicPlus is able to meet almost all Priority One, Two and Three guidelines set forth in the WCAG. Those left unmet do not need to be addressed in order to allow basic access to content; some of the more stringent requirements of the WCAG may limit design and content development options. Design/Wireframe Review You will have the opportunity to revise your design composition as many times as you deem necessary, up to the deadline that you and your project manager agree upon during the timeline meeting (the average client requests a total of three). After that deadline you may request an additional two modifications without the need to adjust your Project's go-live date. Multiple initial design comps can be provided for an additional cost, with revisions made only to the one you select. Following design approval and functionality development, we conduct a review to ensure your expectations are met and best website practices are upheld. The design phase was great. Your design team was really great They could take our little comments and make our design reflect our city They were so good about making our changes and coming up with great ideas. ~ Melissa Weiss Cede Coeur ~0 10 High-Impact Custom Designs Created Specifically for Your Community Our programmers accommodate and implement our designers work - not the other way around - so options for a unique site are endless. Designs that truly represent your unique image, message and brand come through extensive access to and consultation with our design team. Our portfolio demonstrates our graphic designem' vast creative abilities, showcasing a wide variety of site styles and structures. Additionat examples can be provided upon request or can be viewed at www. CivicPlus.com/desiqns In Development athensclarkecounty.com pityofwebster, com monroecou nty41..qg~. cit¥ofqreenriver.orq count¥ofplumas.com 11 Phase 4: Modules and Site Set-Up You ultimately control the functionality that your site offers by selecting which modules to use and showcase. Review and testing during project development ensures that you are taking advantage of our expertise in web communication as well as meeting your specific communication goals. A website for today...and tomorrow CivicPlus has developed dozens of modules to meet the diverse needs of our clients. We want each client to reap the benefits of all that we offer, and as such, all of our functionality and modules are included in our Premium Package. However, we recommend incorporating a combination of several of the CivicPlus modules into the graphic design of your site's homepage. And with CivicPlus, you will receive upgrades and enhancements made to our system - automatically and at no additional cost- throughout your contract. This ensures your site is constantly evolving to meet the ever-changing needs of your web audience without the hassle of additional budgets or annual upgrades. Keys to creating a robust government website To have a successful website experience, people have to: Find what they need - Our intuitive designs facilitate easy recognition of which path to take Understand what they find - Good content development is essential Act appropriately on that understanding - Comprehensive functionality helps people start or complete a task quickly and easily Some important elements and themes which will help your site visitors include the following: 1. Site identification (banner) 2. Homepage links to most requested items 3. eCommunications- Graphic buttons customized to provide instant access to citizen information and communication 4. Print or email page, RSS, social media on every page 5. News items with Notify Me and RSS capabilities 12 6. Permanent links on every page 7. Calendar with RSS, FAQs, or other frequently used services 8. Global navigation with hierarchical structure 9. Powerful search ability 10. Emergency alerts to notify citizens of urgent developments Phase 5: Content Development CivicPlus wil~ develop a pre-defined number of pages for your site to ensure necessary content is available for your site visitors upon deployment. There is no limit to the pages you can create after you have gone through training. Content Development and Page Layout While other companies pedorm a glodfied copy and paste of content from your old site to your new one, our experience with municipal governments of all sizes means you can expect the implementation of effective website architecture with the latest trends in usability and web writing applied to your site - in short, content development, not merely content migration. CivicPlus' content developers apply our own time-tested best practice standards, as well as those documented by online usability experts Steve Krug, Ginny Redish and Jakob Nielsen. Website visitors are skimmers; we'll rewrite and lay out your content in a way that is easy for the visitor to quickly scan and retrieve desired information. Vehicle Abatement ];0rt an Abandoned Car on Public Street or Hig~ 72 hours then ~e~t the vehicle Vehicles may [~ towed by the City Repo~ and Abandoned Car on Private Proper~ ] ~vehde~ppears: - Wrecked ,,~ · A Public · D~smam]ed Increased heading size and added subheads 2 Action items placed near R~port a Vehicle the top V~hicte on the 3 Shorler. easy-lo-read blocks Ro;.~dway of text 4 Separate contaclinfo area Vehicle on Private 5 Bullets for easy scanning Properly ~ ..... 1_ 8 a La~ge, clear tables 4 could be sub}et lo be towsCattheovnerse pen ¢ ~e RMCsecton ll ~6 Rek~ase fee from Pubfic street or highway $125.00 First vehicle found on private property abandoned, wrecked dis~elled $32500 unregistered a¢ci declared a public nuisance Each a~onal vehicle found on same private property as above abando,~d, wrecked; dismantled, ur~istered and declared a public $200,00 nuisance CivicPlus is the company for municipal websites [ can't imagine working with anyone else Krystal Britton H nes;'~fie GA 13 Phase 6: Review and Testing Each phase of your project undergoes a review and testing stage, but before you begin your work on the site with training and preparation for Go Live, our quality control team makes sure your site lives up to best-practice standards. Quality Control At the completion of content development and page layout, the following reviews will take place: Content Development Review: CivicPlus conducts a quality control review to ensure the content and layout meet web usability standards and contain all the necessary information; the way content is written and displayed directly affects usability. Pre-Training Review: We will identify any issues (programming, design or content) that need to be addressed pdor to training. Testing Period: Approximately one month is provided between the completion of training and your site's Go Live date. This will allow you to add, create, and make adjustments to content as well as ensure overall satisfaction with your website. CivicPlus is browser based, which means content changes will display and function the same way before and after Go Live. Phase 7: Training Whether it's held online as an interactive or as a faca-to-face on-site meeting, training is done before your site is launched to ensure that once the site is live, your staff will have al~ the knowledge, tools and comfort level to maintain the site's integrity from day one. Training concludes with practical application and consultation in order to apply the web-usability standards that are covered during training directly to your site, Website Best-Practice and Usability Consultation Based on your internal daily tasks and workflow, CivicPlus consultants guide your staff to a better understanding of delivering automated services to your site visitors. One-on-one or departmental-specific task analysis is included as part of the service you can expect. Each hands-on session is designed to enhance your team's communication skills and highlight their individual specialties that emphasize your public value, Features, Module and Page Creation Training for Administrators and Content Contributors With a goal to create a basic understanding of navigation and page layout and how this affects target audiences, trainers instruct your staff on creating area rights and back-end features for site administration, and review all the modules included with your site. Your staff will learn how to create links, format text and lay out pages for usability and scannability. CtvtcPius Trai~lng Schedule Administration Training Modules Tgaining Modules (cont.) Pages Wrapup Sess~ Training schedules vary depending on the number users to be trained and hours available but will cover the topics shown. Training manuals are also available online. 14 Ongoing Training and Support Opportunities We want your website to be an investment that pays off over time rather than a one-time expense that you have to make every few years. This way of thinking also applies to our training and support approach. After your website goes live, you should be able to keep current and new staff trained and supported, so we offer you access to ongoing training, support, and the incredible resource of over 900 other municipalities that use the CivicPlus Government Content Management System. Stay up-to-date and always informed with unlimited access to: Once you've completed the initial training for your website, entail in CivicPlus University (CPU) to earn your Master of the Government Content Management System, online and on your own time. Best of all, every CivicPlus client gets a full-ride scholarship! Earn different levels of CivicPlus Certification from Contributor to Webmaster at our online CPU Testing Center. Using CivicPlus online training manuals, videos and webinars you'll learn the tips, tdcks and processes that will allow you to become the expert at creating the best website for your users! It's another exciting addition to CivicPlus' client experience and available only for clients who have been through initial training. When you join the CivicPlus community, you're connecting with our entire staff as well as a network of over 900 cities, counties and other government entities that use the CivicPlus solution. CivicPlus Connection - a social network of sorts for CivicPlus users - invites customers to share ideas and centdbute to bettering our community through opinion polls, surveys and group discussions. CivicPlus staff keep you up-to-date on the latest trends in web technology, design and government processes through CivicPlus Connection, offedng blogs, webinars and informational updates tailored to local government professionals. CivicPlus Connection also serves as our always-available online support center for our clients. Client Referral Program The CivicPlus Referral Program is designed to give back to our CivicPlus client family. A lot of our business comes from word-of-mouth, and we recognize the value of our clients. To show our appreciation, anytime a client refers another organization to CivicPlus and that referral signs a contract within a year, we offer the referring client an amazing discount off the next year's annual fees. A lot of it had to do with the other companies we were talking to The way they bundled add-ons and the way they priced them was questionable, we just didn't feel like they were giving us the whole story With CivicPlus we knew we were getting everything we needed right otf the bat Sheilie Blades Car~ero~ MO I would absolutely recommend CivicPtus, the whole structure of the way the site works is great, one person doesn't have to do ail of the work and doing it this way keeps the information fresher Departments can keep all of their own pages up to date which helps with accuracy and making information readily available. 15  Phase 8: Go-Live and Project Review Upon completion of a collaborative final review of the website and a final spelling and links checkup by our Quality Control Team, the domain name is directed to the developed website, taking your new website live to the public! Launching Your New Government Website We will ensure that your initial communication goals developed in Phase I have been met. Though this phase marks the launch of your new site, you will continue to receive both technical and consultative support. CivicPlus employees constantly research web standards, principles and trends in order to develop effective government websites. Our philosophy is to share that information with our clients to ensure they are capable of maintaining an effective site for years to come. Ongoing References to Our Research Throughout all phases of your project we provide the reasoning and explanation of our actions so that you and your staff become communication expeds. Opportunities for Peer Communication and Idea Sharing Throughout the year, there am several opportunities for peem to communicate and sham ideas. We hold regular webinam for clients, host regional trainings and user groups, feature client case studies and new clients on our website and provide contact information for clients willing to share unique experiences and the resulting solutions. CivicPlus Connection also helps foster the community of the CivicPlus client family, where idea-sharing and client-to.-client communication is encouraged, Continuous Consultation Beyond Site Deployment Our Support Team membem are available to assist your staffwith any questions once the site is deployed. They provide ongoing support and recommendations for maintaining your website in several ways. Phases 9 & 10: Marketing and Ongoing Consultation CivicPlus' business strategy is based upon our clients' successes. We continue to listen to our clients after the sale and strive to constantly improve our service and our products. Continued Communication Upon deployment of your site, you will be provided ongoing support as your site grows. Our support team will ensure that you receive the following resources: Monthly e-newsletter Automatic service updates CivicPlus online support Annual site reviews Regional trainings and user groups We are so confident that you will benefit from a pantnemhip with CivicPlus that we provide a 100% satisfaction guarantee throughout all phases of your project. I think that the modules that are offered give a lot of flexibility to not only the taxpayers but our employees We can use this site as much as a tool as the taxpayers do ' Michael Leiker £ihs Co~m~y KS 16 Intuitive Content Management System The CivicPlus Government Content Management System (GCMS) aliows users with any level of technical skill to easily update any portion of their website instantly, The GCMS guides users through step-by*step processes to update announcements, calendars, page content, drop-down menus, images and much more. Through our integrated permissions system, you decide where users fit in the approval cycle, and because the GCMS is browser-based, any member of your staff can manage their section of the site without installing additional software or requiring the assistance of your technical team. Supported Browsers The CivicPlus GCMS is optimized for administrative use with Windows 2000+ and Internet Explorer 7.0+ although we support Firefox 3.5+, Safari 4+ and Chrome. The public-facing portions of our sites display correctly in all common browsers. Mobile Detection Mobile browsing is automatically available with a CivicPlus~eveloped website, meaning your residents can easily access and update your site and important information from any mobile platform, like iPhone, Android, Blackberry, etc. Civi, Features Multiple Page Creation Options Unlimited Levels of Depth Instantaneous Updates Browser Based Level of Rights Mobile Updates Action Items Content Scheduling Si~Search and Si~ Search Log Subsite Automatic Alt Tags The CivicPlus CMS makes it easy to upload new content and keep a consistent page layout through use of either: Page Wizard, Online Editor, HTML upload, Front-End Edit. With a properly designed website, you may easily add as many levels as you would like to promote your services. Updates are posted to the live site in mai-time once the administrator publishes the page. No installation of programs or software needed, meaning you and your staff can update the site from any Internet connection or platform (Mac or PC) at any time. Central administrator establishes specific editing rights, Immediately update your site from any location with urgent announcements using your PDA. Direct access to a queue of items waiting to be published or reviewed by the administrator provided immediately upon Iogin, Pages can be set with a start and/or expiration date, meaning pages can be created in advance and be automatically released and/or removed from the site as indicated. Powerful site search automatically indexes all content making it easy for all visitors to find infonmation. This feature also keeps a log of all words that are searched by your visitors. Specific areas of your website, e.g., Parks & Recreation, Police or Fire, can provide their own calendar and news items, Built-in features ensure your site is Section 508 compliant. Timesaver/Ease - The multiple options for page creation ensures that everyone on your staff can update the site, regardless of key items on the homepage. Money Saver - As your site grows, you will not have to redevelop the underlying structure. Timesaver - Ensures your site is communicating the most up-to-date infonmation. Convenience - Updates can be made anywhere at any time. Money Saver - Doesn't require $ per seat to install software. Timesaver -Administrator can distribute work among specific deparfments while still maintaining control over the content and layout of the site. Crisis Communication - Warn audiences of crisis situations from anywhere at any time. Convenience - Helps the administrator stay o~ganized and timely with the site. Conveniencerfimesaver - Ensures your site is communicating only timely information. Knowledge -The search log serves as a tool in making decisions about updates and upgrades as well as placement of key items on the homepage. Ease - Site visitors can find relevant information for their area of interest by following a redirect link, e.g., www,you rsite.org/police Convenience - Editor does not need to know Section 508 requirements as the system will automatically format to accommodate for Section 508 Compliance. 17 CivicPlus Features & Functionality Developed for organizations that have a need to update their site frequently, CivicPlus provides a powerful content management structure and website menu management system. The system allows non-technical employees the ability to easily update any portion of your website instantaneously. The CivicPlus Website Management System utilizes Microsoft SQL Server, ASP, JavaScript, and HTML for web development. No HTML knowledge is needed to update your website, if desired, HTML code can be used throughout the website for advanced users. With extensive web applications in price, continual enhancement and an easy-to-use inter[ace, our clients are the proud owners of [heir websites and are excited to be part of the CivicPlus community. Additional benefits of the CivicPlus Content Management System include: wei3page version controls, customizable levels of user-rights, searchable data, accessible customer support services, instantaneous functionality updates, comprehensive security, and much more. Each website begins with a unique design developed to meet your specific communication and marketing goals, while showcasing the individuality of your community. Features and capabilities are added and customized as necessary and all content is organized in accordance with web usability standards. Navigation Options CivicPlus provides many different navigation structures and options. A few are presented here. Dynamic Layout The layout for your website is determined by you and the designer. The placement of navigation and dynamic areas are important in guiding site visitors to key information quickly and easily. Our consultants make recommendations based upon website-user studies and research on best practices. Dynamic Page Components Events Calendar, FAQs, Opinion Poll, News Flash and other new features may be included as dynamic page components. Dynamic Page Components may be placed on any page and will help dedicated areas of the site appear as its own website. For example, the entry page for your Parks and Recreation department can be customized with specific lists of events, FAQs, and news announcements, pertaining to that department. Dynamic Breadcrumbs & Site Map When a user visits your site, Dynamic Breadcrumbs are used to show their location within the website. Breadcrumbs are automatically generated by the CivicPlus system. This feature assists a site visitor in understanding the site structure and navigation. A dynamically generated site map automatically updates itself to your menu system. So if a menu item is renamed, added, or deleted in your navigation, the site map will reflect those changes. Unlimited Navigation Options We work with you to determine the best navigation setup for your needs, Unlimited pages can be created with the CivicPlus system and there is no limit to the depth of pages that can be created. Levels of Rights Most information is constantly changing and needs to be updated frequently. With CivicPlus, each department is capable of updating their own content. Even though each department can update their depadment's information and web pages, the menu structure, top of page, banner and navigation throughout the site remains the same. A central administrator is given the ability to establish groups with specific rights and capabilities to update the website. Users are then assigned to those groups based upon the role they will have in updating the website. Users of the administrative system may be defined as publishers or authors of the content, or as administrators of modules. A central publisher for each department can then approve the pages. Extensive Site Administrative Controls System administrators may review many facets of the website. Administrative tools like Login History, Website Log, and Bad Links allow the administrator to review the website administrative procedures. Redirects allow the administrators to easily establish a direct path to a page within the website. Our unique Site Search Log offers tremendous value to decision-makers, informing them on what items are being searched for on a frequent basis and giving insight into the best placement of this requested information. The CivicPlus Website Management System captures and processes referrals to pages that cannot be displayed (404 errors). The system allows the site visitor to make a note concerning how they reached this page. This feature allows you to track down old links from other sites or your own website. Portal Page Development Portal pages are often developed to bring numerous site resources together into one central entry location. Creating a graphic overview, the portal provides direction to a diverse group of site visitors while reinforcing your website's key message. Portal pages may be simple links or may be developed using animation such as JavaScript or flash programming. 19 CivicPlus Modules and Features Modules are constantly being developed that meet the needs of our clients. Modules are displayed according to the client's specifications. A list of our modules follows: Alerts Center The Alerts Center provides an efficient and noticeable way to get important news out to your community, whether it be local inconveniences like street closures and road conditions, or critical, up-to-the-minute emergencies like flood warnings and Amber Alerts. With the click of a button, graphics and information can be activated on your website from a variety of layouts that best fit the alert's importance, with public notifications sent out through email, text message, and social networking avenues. When a user clicks on an alert that is displayed on the site, they wil~ be taken to the module information that details the alert, as well as provides photos, links to other resources, and a history of updates. Archive Center The Archive Center has been developed specifically for the storage and retrieval of agendas, minutes, newsletters, and other date- driven documents. The Archive Center allows you to categorize and store date-driven documents in date order, which allow your users to find the specific document they are looking for easily and efficiently. Archives can be searched by date, category, or keyword. The Archive Center is a huge timesaver for website administrators as well, as a document only needs to be uploaded once, and the unique "View Most Recent" link functionality on your website pages does the rest of the work by automatically updating to the most recent uploaded item. Bid Postings Bid Postings provides a simple and easy-to-use method of posting and organizing bids, RFPs, and RFQs online for vendors er local contractors that are interested in providing products and services to your community. You can provide as few or as many details about each bid as you choose: provide links to upload the full RFP package, link to related web pages, or post other bid details like the scope of work. Bids can be searched by category, title, or closing date and by open, closed, cancelled, or awarded. This module can be integrated with the Notify Me module, allowing site-visitors to sign up to be notified when new bids are available, and bids can be updated throughout the process to let interested parties know of amendments, cancellations, and to whom the bid was awarded. Bids can also be set to automatically expire off the site. Blog The Blog module helps to open up the lines of communications between administrators and citizens, increasing government transparency and citizen interaction. As Blog posts are added, this helps to keep the public informed by creating an open dialogue. The Blog features the option to allow citizen comments for feedback, and comments can be moderated before publishing live to the website. 2O Business/Resource Directory Think of the Business/Resource Directory as the yellow pages of your website, as it provides site visitors with information about and links to organizations and services within your community. With the Business/Resource Directory medule, site visitors can search by business or organization name or category, and the entries can also be organized by business (yellow pages style) or by category (topical directory style). Display useful information like a description, a link to a map of the location, address, phone, email and a link to the business' website. Citizens can also download the included iPhone App at no cost, allowing them to search for businesses or services on the go. Calendar The Calendar allows administrators to set up calendar items and recurring events in an effort to keep the public informed about goings- on in your community. Events can be set on a one-time basis or as recurring events for multiple months in advance, ~,,,,~ ~ with short descriptions and hyperlinks to display the details of the event. The calendar recognizes the current date as the starting date for the display of events and also provides for easy navigation to future events. Multiple calendars are available with customizable dynamic categories/types of events. Mini-Calendar: You may choose to have any page on your site display the most current calendar items in a special content area, great for departments or sections of the website that wish to have just their calendar events appear on their page(s). Featured Events: The Featured Events functionality within the Calendar Module allows you to highlight special upcoming events to draw attention to an event in advance. The Calendar supports multiple views, including a monthly view that displays all the events in a month. Carbon Calculator Help your website keep up with green initiatives by allowing your citizens to track their carbon footprint. Document Center The Document Center is a document storage center that allow for e variety of file types (e.g., PDF, spreadsheets, pictures, video files, sound clips, and more) to be downloaded or viewed by the end user, allowing for easy access for your site visitors. Instead of bogging down your employees with requests for documentation, site visitors can locate the forms and documents they need. Your employees can easily add new documents and direct residents to the information they requested online, without sending out extra pape~,~,ork. Moreover, all files are organized by our structured filing system of folders and subfolders, and this features the ability to set each file to automatically publish and unpublish, keeping all of your information updated and obtainable by your citizenry 24/7. 21 ePayment Center Integrate eCommerce on your website with no third-party store to setup, and save your citizens time and effort by affording them the opportunity to pay for services right through your website. You have the ability to customize or make changes to any form that you create to take in online payments like permit fees, registration fees, pool passes, etc., and email notifications are sent out to both customer and client when a transaction is made. Financial reporting through our trusted PCI-compliant partner is also available with the click of a button. Facilities & Reservations The Facilities Module allows the site administrator to display local facilities and their amenities, and to manage their availability to the public. A site visitor can search for facilities by type or amenities available, review the amenities for each facility, retrieve location information and reserve the facility. Search results will offer additional options such as admission requirements, handicap accessibility, and how to reserve or make payments. Descriptions with details of the facility (location, contact info, photographs, video, map, handicap accessibility, rental availability, etc.) display within each facility's listing, with your staff able to allow for online reservation requests and to create ca[endars specific to a facility in order to display approved reservations. Search Screen Facilities Listin Facility Description Frequently Asked Questions Help your citizens reduce time-consuming phone calls or trips to government offices by answering commonly asked questions through your website. FAQs - which can be organized by departments and/or category - may be added to any page and can be set up to link to additional information or documentation for easy reference. FAQs also have their own search feature, so your site visitors can easily find answers to the questions they ask the most, 22 Forms Development Tool Having online forms makes it easy for you to receive useful information from your community and for your community to complete tasks online. These completely customizabie forms can be used as a means for citizens to contact you with questions, requests and feedback, or to sign-up for various events and activities. You can create as many online forms as you need with this module, with forms easily built from scratch or from our library of sample online forms. Various field options include long answer, radio button, drop-down lists and multiple choice (among others), with formatting options that include font colors, background colors, text alignment~ and more. You can preview forms as you create and edit them instead of sending it to someone else for changes. The Forms Development Tool lets you develop every aspect of your online form with no programming knowledge necessary, In addition to being able to create your own form, you can track your forms through your website! No more lost emails and scaling for statistical data through multiple emails. Any form submitted on your website can be received via email to as many people as you wish, and/or be kept in a backend database. This data can then be exported to Microsoft Access, Excel, or other database software. Healthy City Help keep your citizens more health-conscious by giving them a way to track their daily and weekly exercise routine. Job Postings Display available jobs within your organization on your website in an easy-to-search-and-retrieve format for your site visitors. The Jobs Module allows you to provide as many details as you like and link to a number of files supporting the available position(s), with the ability to allow the site-visitor to download a job application and email their resume to the person/department of your choice. Website visitors can sort jobs by date or job type, and can sign up to be notified of new jobs through the Notify Me module. You can also choose to allow for online applications using the Online Job Application system (another module featured later). The Jobs Module also can be set up to allow employers within your community to be able to post their own available job openings in a controlled environment on your website, helping to boost your community's economic standing and further make your website the hub of information within your community. Licenses and Permits This online service gives you the ability to let residents submit request for and payment for simple permits online. Once a resident fills out the required fields on their license or permit submission form, they are issued the printable version of their license/permit immediately, and you can set these requests to utilize CivicPlus ePayment module or to be cost-free, Creating a new license or permit request form is done through the Forms Development Tool, and you can utilize one of our 10 default forms or create your own customized form. You can also add number and letter formatting as a way of tracking permits (ex: 01234- Kansas). 23 Media Center The Media Center module provides an affordable way to upload video files and stream live video right through your website, without the need to purchase costly third- party solutions. Media Center is optimized for the storage of video files, but it takes you a step further by providing an avenue to stream meetings, demonstrations, and events right through your website, and all you need to get started is a camera connected to a computer with Internet access. This unparalleled offering from CivicPlus comes standard with our product, something our competitors simply cannot match. News Flash News Flash provides your website with an area where important and timely news and announcements are posted. Any department may utilize News Flash for posting information that is specific to their department like a change in meeting location, results from an election, rainout announcements for sports fie~ds, and more. News Flash is a dynamic page element that may be placed on any page, and each News Flash item has its own start and expiration date. Notify Me® With Notify Me®, visitors can sign up to be notified via email and/or SMS text message about community activities, meetings, and other updates to your website. Users can self-manage multiple subscriptions at once, and unsubscribing is easy. You can send out unlimited emails, and the first 500 text message subscribers are free, with the option to add more for additional fees. Administrators can create as many Notify Me® lists as they want, and the module also automatically integrates with our Alerts Center, News Flash, Calendar, Job Postings, Bid Postings, and Blog modules. Notify Me® supports HTML and plain text versions of email messages, and newsletter templates can be created for added presentation quality. You can set up notifications as drafts and set them to send to subscribers at a specified date and time, and most current subscriber notification lists can be imported to our system, while the email lists created by your CivicPlus system can be exported for other files and/or purposes. All of these features make Notify Me~ an excellent and valuable communication tool for your website, allowing you to continuously stay in contact with your residents by sending them important information updates that they are interested in receiving. 24 Online Job Application Save yourself and your residents' time, save paper, and give your website users instant access to apply for available positions with CivicPlus Online Job Application system. Allow applicants to apply completely online by filling in the application, attaching supplemental paperwork, and submitting to your HR department, with applications time and date stamped. Applicants can also create an online profile, which allows them to update their application and apply for other jobs without filling out multiple applications. Your staff can be notified by email when a new application has been received, which then allows you to view, sort and download submitted applications. And fear not about lost applications - they're databased on the website for easy retrieval. Opinion Poll This module allows you to interact with your site visitors. Once a user submits their vote, the poll results are displayed. This is a popular module and is an easy way to keep people coming back to see what's new on your site. We recommend that the poll questions be non-controversial items, as results are not scientific. The results may be used to provide website decision-makers with valuable information in order to make informed decisions. Also, having the Opinion Poll module demonstrates even further the true interest your community has in residents and stakeholders, Photo Gallery The Photo Gallery module is designed to allow you to store and display photographs in a central location to showcase to your citizens and the world the best that your community has to offer. Photo Gallery helps your website become the place to put your community's best face out there and to attract new citizens to your area. Users will be able to: Explore your city or county through albums and favorites Browse your featured photos and events Share with friends or send as postcard Submit images View images as thumbnails or full-size Write descriptions with each photo Search the Photo Gallery View a slideshow of photos Give photo credits Give images "thumbs up" You can use the Photo Gallery to store and organize photo files by department, division, and/or event. Like the Document Center, you can store as many pictures in as many albums as you like. Postcard Highlight your community by giving visitors the opportunity to email virtual picture postcards with personalized messages. Quick Links The Quick Links module allows you to place links to related and often-requested information directly on the page of your choice. The entire collection of these links is contained within the actual module, and is unlimited in the amount of categories and links that you can provide to your users. The links can be to interior pages of your website, to documents and forms, or to outside websites. You can organize the links by category or item and can set them up to auto-publish and unpublish. 25 Real Estate Locater Another way to make your webs/re the hub of information for your community, the Real Estate Locater helps attract incoming businesses and residents by providing a one-stop shop for available real estate listings in your community. Properties - commercial or residential - can be organized by and searched for by neighborhood, street or zone, and price range. The Real Estate Locater can be set up to allow realtors and brokers the ability to post their own available properties in a controlled environment on your webs/re, further helping to boost economic development. Citizen Request TrackerTM The Citizen Request TrackerTM (CRT) is a powerful tool that facilitates interoffice and government-to-citizen communication and workflow concerning requests reported by residents. Users create a profile and submit requests or complaints, view pending issues, reopen closed issues, request additional informafion, and more. Once a profile is set up, contact information is automatically filled in when a user submits a new request. Furthermore, problems reported over the phone can be manually entered into the system for increased efficiency. Marketing the CRTTM system as the primary tool for communication on problems and requests in your area will allow you to reduce staff time spent on addressing issues by hand, and it will allow your constituents to interact with your staff any time of the day. The CRT~ system makes it easy to: Add comments and action items Assign the request to a staff member Review the history of the issue Send messages to the constituent Close the request Print and/or export statistics and reports Print work orders Generates efficiency statistics and reports. Export data Spotlight Spotlight creates an additional space on a webpoge that allows you to highlight important text or widgets in a compact, easy-to-update module. The information posted with this module can relate to one or more pages. Staff Directory if the Business/Resource Direc'[ory is your website's yellow pages, then the Staff Directory module is the white pages. A time-saving resource for your residents, Staff Directory provides detailed contact information for your staff and various offices all in one place, decreasing the number of calls requesting contact information. You can include as much or as little employee and department information as you deem necessary; plus, Staff Directory entdes can be linked to pages throughout your site, providing quick access to a specific department or employee's information. Employee information can include title, bio, photo, and contact links via email or form submittal (email addresses are blocked from e- mail harvesting programs). Website users can search the directory for a specific employee by last name, first name, and by department. 26 Included Administrative Features and Services Bad Links Identifier You may not be aware of any broken links on your website, but your guests are. This module creates a list of the broken links on your site when they are accessed, it also allows a site visitor the ability to enter comments concerning how they accessed the page. On the administrative of the system an asterisk alerts you that a comment concerning a bad link has been posted. Link Redirects This is helpful in marketing an area of your website by creating a web address that is easy to remember, instead of sending your users to http://civicplus.com/index.aspx?nid=351, you can send them to http://civicplus.com/awards. A more obvious link is great for print materials and much easier to tell people how to find a particular page on the website. History Log Easily track changes made to your website by all of your users with the History Log. Track changes made to items in your Page Menu, Archive Center, Document Center and more. History Log information is searchable, sortable, and exportable, Site Search On the public side of the site, we supply all our clients with a robust Site Search with advanced search features. The CivicPlus Site Search will search through web pages on your site, PDF documents, any module entries, and document files. Video and sound files are searched by name. The site search organizes the results by the type of information (calendar item, web page, Microsoft files, PDF documents, etc.) Site administrators can review a history of searched-for words by frequency, date, time, and exact terms input by site visitors. This is a helpful tool for your site users and also a means of keeping your staff in- the-know of what items are being regularly searched on your site. Site Search Log The Site Search Log lets you review the words that have been entered into the search box on your site. This invaluable feature can help you determine if you need to restructure your site navigation to increase its ease of use. You determine the date range and you are shown what terms were searched, how many times they were searched, and the date and time they were searched. This is a valuable tool for determining what your site visitors are missing. Website Statistics In order to review how your site visitors are using the site, administrators will be trained on the use and analysis of the web statistics, which are provided through Google Urchin Analytics. Important information can be pulled from this data in order to make decisions about the use of the website. 27 Content Library The Content Library features galleries full of templates and pages all at your fingertips. It is a way for you to create and share page templates and layouts between co-workers, departments, or with the entire CivicPlus Community. The Fire Department is not sure what pages to include under their section? Search the Content Library. Need some ideas on how to set up a fantastic Permits and Licenses page? Find examples in the Content Library. Want to share a great page that you made on your website? Share with the entire CivicPlus Community. Content Library Features The templates and pages are categorized by type or department and available in all site sizes. CivicPlus includes its own personal picks and best practices for each type and department. · Pages and templates can be voted on and rated by your peers. Top downloads and top contributors can be viewed throughout the entire CP Community. Highest rated and downloaded templates will have their creator placed in a CivicPlus Hall of Fame. We want the creation and implementation of content on your website to be a smooth process. We believe the Content Library will help alleviate content headaches and contribute to making your website pages and information the best it can be, eCommerce Integration While CivicPlus does offer our ePayment Center, we also work with numerous trusted third-party payment processors to handle payment and account information, allowing your citizens to easily Icg on and pay bills ranging from property taxes to utilities. The payment processor used for transactions is dependent upon the city's wants and needs, with every effort made to ensure a clean, seamless on-site presentation of the payment portal. Of the vendors that we've worked with, many allow for one-time credit card or debit card payments, payment through the Automated Clearing House (ACH) network and even Interactive Voice Response (IVR) payment options via telephone. Many give users the option for automatic bill payment, with payment being automatically withdrawn from the specified account on a certain day each month. These payment processors feature payment and usage reporting, and all of our e-commerce partners meet the Payment Card Industry's Data Security Standard (PCI DSS). Integration of third-party vendors is subject to scope and additional fees. Intranet We can set up an Intranet for your site to be used by employees or other groups that need to share non-public resources. An Intranet is a secure location on your website that allows employees to Iogin and access information specific to them, and you have the ability to set up multiple Intranet groups with varying view rights. Most modules available to the public on your site are also available for use on the [ntranet. For example, you can use the Calendar module to notify employees of work events; FAQs to answer questions about wages; Notify Me to send notification of flexible benefits deadlines; and News Flash module to let employees know of births, marriages, and other personal events. LDAP Authentication We are excited about our new LDAP authentication functionality. LDAP will provide our clients with a powerful and simple way to manage users and permissions within our system by syncing your website up with your existing Active Directory database, negating the need for multiple user upload and sign-on. Features of this new functionality include: Log on with existing network account credentials Automatic user creation Automatic permissions setup integrate with other non-LDAP authentication systems Easy-to-use "Remember Me" sign-in Security features like "next required Iogin" Because LDAP authentication requires custom programming time, additional fees apply. 28 Live Edit This front-end edit feature makes updating website content even quicker and easier, as Live Edit allows users Point-Click-Edit access to information...right from the front-end of the website. Step 1: Find the blue Live Edit icon and click on the area of the website that you wish to edit. Step 2: Make changes to the website, then click 'Save'. Changes are immediately reflected on the site. A great tool for those non-technical users to use to update the website from the public view, Live Edit allows you to see where your information will be posted before you make any changes. Live Edit is becoming available to more and more modules and functionality as we continue to enhance our product. Maps - Clickable, JavaScript or Flash Help website users find commonly requested information like: Bus Schedules Parks Walking Tours Bike Paths Trash Pick Up Schedules Location of highways Tourist attractions Education Information Major Employers Demographics Maps can be customized as simple, clickable maps, through the use of our Image Map Editior, or more sophisticated JavaScript or Flash (additional fees required for Javascript or Flash development). Either one provides a great way to present your community to web visitors. Clickable Area MuniMobileTM CivicPlus' MuniMobile TM feature ensures that your website will have a mobile-compatible version, automatically and with no extra work required. Given the near-ubiquitous demand for full mobile sites, CivicPlus offers this functionality a no additional cost. The design, navigation, and content of your website will be automatically configured in such a way that a person viewing the site from a mobile device will still be afforded the same ease-of-use and intuitive setup as if they were navigating the website on a computer, with an option to view the full website available as well. RSS Feeds RSS stands for Real Simple Syndication, and in short, it's a way of bdnging your site to the people rather than waiting for them to come to your site to find out new information. When a user signs up for RSS feeds, they receive email notifications of the latest news information updates without having to visit your website. RSS begins with downloading a free reader and then subscribing to the feed. Then, as often as the website is updated, the subscriber receives notifications of these updates at their earliest convenience. 29 Search Engine Registration Your site will be registered one time with the top seamh engines. A brief description and a list of key words pertaining to your new website will provide search engines the necessary information to find the website when a user enters a search for your website. Social Networking and Gov 2.0 CivicPlus understands the importance of Gov 2.0 and how social networking sites like Facebook and Twitter help governments connect with their residents in unique and innovative ways. CivicPlus is committed to helping municipalities establish a presence on the most popular social networking sites and advising governments on Gov 2.0 management policies. From community-centric pages on Facebook to reel-time Twitter feeds that can deliver emergency alerts, our production teams are dedicated to helping our clients integrate their web content into the most dynamic social media sites and make their marks in the growing world of Gov 2.0. Facebook: Facebook is the most popular social networking website in the world, and more and more, governments are jumping in with their own Facebook profiles. Many governments are finding this social networking tool to be a n essential part of their online presence, as it provides another avenue to share news, announcements, events, pictures and videos with a wide range of regular site visitors. CivicP~us can create your Facebook page and sync up your website to automatically push news and calendar events out to Facebook, with a link to your website for more information. Twitter: Twitter is a micre-blogging service that enables users to send short updates to other interested users. Twitter's short, 140-character "tweets" offer a way for municipalities to distribute information quickly and effectively. Much like Facebook setup, CivicPlus can rink your website to your Twitter account for automatic publishing of news and announcements like road closings, meeting schedules, and emergency notifications. Other social networking sites like Linkedle, YouTube, etc., can be featured on your website as links to your organization's profile on those particular websites. 3O CivicPlus Product Roadmap Internet trends and technology change at a rapid pace. At CivicPlus, we're committed to helping our customers keep up-to-date with the latest and greatest in online tools for governments. That's why, as a Software as a Service (SaaS) provider, we offer our clients nearly half-a-million dollars worth of software upgrades and maintenance each year._just for being part of the CivicPlas Community. Here's a look at where we're headed.., Parks & Recreation Suite Once complete, CivicPlus' Parks and Recreation Saite will serve as your community's activity hot spot, where your residents can sign up for and pay for Parks and Recreation activities and classes, all while letting you manage class sizes and activity signups from your website's administrative interface. Newsletter Module There are already notification tools built into the CivicPlus Government Content Management System (GCMS) like Notif~ Me® and automatic Facebook and Twitter integration. But for those notifications that need a little extra "pop," CivicPlus Newsletter Module will help you deliver the goods. Create eye-catching and visually appealing newstetters and send them out, all within the framework of your website. My Dashboard Residents and users will be able to set up a specific profile on your community's website, which will allow them to display the information they want to see every time they Iogin. In addition, people will be able to Iogin to My Dashboard with their Facebook Iogin and password via Facebook Connect. Agenda Center CivicPlus already features an Agenda Center module, but we are in the process of giving it a dramatic facelift. Modeled after some of the very best agenda creation software, CivicPlus' new and improved Agenda Center will feature advanced workflow creation, the ability to make changes and note edited agendas, an approval process, and so much more! System Ownership Under our standard operating model, our clients own all data and software associated with the website - the design, the page content, all module content, all importable / exportable data, all amhived information and the GCMS. This allows them the peace-of-mind of remaining in total control of all website content and functionality. While hosted and maintained with CivicPlus, this data is never shared, and CivicPlus retains tight contm[s over our hosting operations, allowing for daily site backups, redundant power and intemet systems, site redundancy and emergency recovery procedures. If the contract between your organization and CivicPlus were to be canceled due to the wishes of the client, our Support Department would work with you to transfer all associated data and software in order to make a smooth transition to the client's new hosting arrangement and, if necessary, management platform, In the highly unlikely event that CivicPlus were to cease support for the software due to bankruptcy, acquisition, a change in business operations or other cimumstances, you would also receive full and complete control of all website data and software, Under either cimumstance, provision of the core code, all associated modules and functionality would ailow the client to move the entire website to an alternative hosting location without altering the management tools or modifying operation of the website in any way. 31 Hosting CivJcPlus' Network Operations Center is maintained specifically for website hosting and administration; 98 percent of CivicPlus customers utilize this hosting facility for their hosting and backup needs. Redundant power soumes and Intemet access ensure consistent and stable connections, and regular hardware upgrades ensure that CivicPlus-hosted sites are maintained on the most up- to-date, reliable equipment. Full backups are provided as a regular service for CivicPlus-hosted customers, with all servers backed up nightly and additional optimization processes run on a weekly basis. Hosting with CivicPlus Includes: Shared Web/SQL Server DNS Consulting & Maintenance Monitor Bandwidth-Router Traffic Redundant ISP Redundant Cooling Natural Gas Powered Generator Daily Tape Backup Intrusion Detection & Prevention Antivirus Protection Hardware Upgrades 32 6. Description of options for training town staff and creating and maintaining website content; Whether it's held online as an interactive or as a face-to-face on-site meeting, training is done before yoor site is launched to ensure that once the site is live, your staff will have alt the knowledge, tools and comfort level to maintain the site's integrity from day one. Training concludes with practical application and consultation in order to apply the web-usability standards that are covered during training directly to your site. Website Best-Practice and Usability Consultation Based on your internal daily tasks and workflow, CivicPius consultants guide your staff to a better understanding of delivering automated services to your site visitors. One-on-one or departmental-specific task analysis is included as part of the service you can expect. Each hands-on session is designed to enhance your team's communication skills and highlight their individual specialties that emphasize your public value. Features, Module and Page Creation Training for Administrators and Content Contributors With a goal to create a basic understanding of navigation and page layout and how this affects target audiences, trainers instruct your staff on creating area rights and back-end features for site administration, and review all the modules included with your site. Your staff will learn how to create links1 format text and lay out pages for usability and scannability. CivicPlus Training Schedule Administration Training Modules Training Modules (cont.) Pages Page Creat~n Advanced Page Creetiof~ Assist departments and staff in page creation Training schedules vary depending on the number users to be trained and hours available but will cover the topics shown. Training manuals are also available online. Ongoing Training and Support Opportunities We want your website to be an investment that pays off over time rather than a one-time expense that you have to make every few years. This way of thinking also applies to our training and support approach. After your website goes live, you should be able to keep current and new staff trained and supported, so we offer you access to ongoing training, support, and the incredible resource of over 900 other municipalities that use the CivicPlus Government Content Management System. Stay up-to-date and always informed with unlimited access to: CivicPlus University Once you've completed the initial training for your website, enroll in CivicPlus University (CPU) to earn your Master of the Government Content Management System, online and on your own time. Best of all, every CivicPlus client gets a full-ride scholarship! Earn different levels of CivicPlus Certification from Contributor to Webmaster at our online CPU Testing Center. Using CivicPlus online training manuals, videos and webinars you'll learn the tips, tdcks and processes that will allow you to become the expert at creating the best website for your users! It's another exciting addition to CivicPlus' client experience and available only for clients who have been through initial training. 33 CivicPlus Connection When you join the CivicPlus community, you're connecting with our entire staff as well as a network of over 900 cities, counties and other government entities that use the CivicPlus solution. CivicPlus Connection - a social network of sorts for CivicPlus users - invites customers to share ideas and contribute to bettering our community through opinion polls, surveys and group discussions. CivicPlus staff keep you up-to-date on the latest trends in web technology, design and government processes through CivicPlus Connection, offering blogs, webinars and informational updates tailored to local government professionals. CivicPlus Connection also serves as our always-available online support center for our clients. 7. Description of options for ongoing support provisions; Reliable Maintenance and Support Other website management providers have a distorted vision of how to help governments serve their citizens, offering little or no ongoing support for their products. CivicPlus takes the opposite approach. We realize that you want to be a good steward of taxpayer dollars, and that means minimizing the total cost of ownership of your new website. In addition to secure hosting services, CivicPlus provides ongoing maintenance and upgrades to the content management system as well as continuous technical support with our Ultimate Service Plan. Our clients are reassured by our proven commitment to customer service, exhibited by the following services: Automatic CivicPlus Software and Module Updates All CivicPlus customers receive the benefits of new features and upgrades that we add to our ever-grewing content management system. The core of the CivicPlus product offering grows with you and your community, ensuring that your site never grows stale and that your website is trury an investment. Around-the-Clock Technical Support The goal of a content management system is to spread the responsibility of updating the site among multiple staff members or departments. Our support personnel are ready to answer your staff members' questions and ensure their confidence in using our site. When you opt for our Ultimate Service Plan, our knowledgeable staff is available from 7:00 am to 7:00 pm CST to field your calls and e-mails, and emergency services are available after regular hours, with our staff on-call 24-hours a day, In addition to fielding support requests, CivicPlus is proactive in identifying any potential system issues. Through regularly scheduled reviews of site logs, error messages, servers, router activity and the Internet in general, our personnel often identify and correct issues before they even affect our clients' websites. Our expertise in website management provides assurance to our clients that their site is in good hands. Ultimate Service Plan Annual Maintenance & Support Includes: Support Maintenance of CivicPlus Application & Modules 7-7 (CST) Mon-Fri (excluding holidays) Install Service Patches for OS 24/7 Emergency Support Upgrades Dedicated Support Personnel Fixes 2-hour Response During Normal Hours improvements Usability Improvements Integration Integration New & Upgraded Services Testing Proactive Support for Updates & Fixes Development Online Training Manuals Usage License Monthly Newsletters Phone Consulting CivicPlus Connection & CivicPlus University 34 8. Specifications and configurafions required to support the proposed system, including specifications for all software and hardware components required for the system, but not provided as part of the proposal. In other words, hardware and software requirements for he town workstations and network configuration, if any; Intuitive Content Management System The CivicPlus Government Content Management System (GCMS) allows users with any level of technical skill to easily update any portion of their website instantly. The GCMS guides users through step-by-step processes to update announcements, calendars, page content, drop-down menus, images and much more. Through our integrated permissions system, you decide where users fit in the approval cycle, and because the GCMS is browser-based, any member of your staff can manage their section of the site without installing additional software or requiring the assistance of your technical team. Supported Browsers The CivicPlus GCMS is optimized for administrative use with Windows 2000+ and Interoet Explorer 7.0+ although we support Firefox 3.5+, Safari 4+ and Chrome. The public-facing portions of our sites display correctly in all comroon browsers. Requirements, if any, for Town bandwidth to the internet necessary to support reasonable performance of website maintenance tools; Bandwidth 145Mbps of bandwidth for optimal speed - upgrading to 4GB of Internet capability Multiple carriers to provide redundancy for continuous connectivity - including MClNerizon, Hurricane Electric and Cogent AT&T: 45Mbps fiber optic network Cox: 100Mbps fiber optic network BGB Internet routing; continuously monitor and manually balance Internet load between carriers for optimal speed Redundant Cisco routers 10. Information on hosting site including specifications on security, disaster recovery, for handling outages. CivicPlus' Network Operations Center is maintained specifically for website hosting and administration; 98 percent of CivicPlus customers utilize this hosting facility for their hosting and backup needs. Redundant power sources and Interoet access ensure consistent and stable connections, and regular hardware upgrades ensure that CivicPlus-hosted sites are maintained on the most up- to-date, reliable equipment. Full backups are provided as a regular service for CivicPlus-hosted customers, with all servers backed up nightly and additional optimization processes run on a weekly basis. Hosting with CivicPlus Includes: Shared Web/SQL Server DNS Consulting & Maintenance Monitor Bandwidth-Router Traffic Redundant iSP Redundant Cooling Natural Gas Powered Generator Daily Tape Backup Intrusion Detection & Prevention Antivirus Protection Hardware Upgrades 35 Hosting and Security Features Physical Security Power Bandwidth Monitoring Backup Antivirus Data Security Data Redundancy Intrusion Detection Staff Certifications Biometric access · Proximity card key system prevents unauthorized access to servers High resolution, closed circuit video with time lapse recording covers all secured areas All visitors require a full-time escort within hosting area Redundant cooling systems All systems are fed by Uninterruptible Power Supplies (UPSs) with natural gas-powered generator backup 145Mbps of bandwidth for optimal speed - upgrading to 4CB of Internet capability Multiple carriers to provide redundancy for continuous connectivity - including MCIJerizon, Hurricane Electric and Cogent AT&T: 45Mbps fiber optic network Cox: 100Mbps fiber optic network · BGB Intemet routing; continuously monitor and manually balance Intemet Icad between carriers for optimal speed · Redundant Cisco routers Round-the-clock (24/7/365) monitoring of all critical components, including: Internet connectivity, servers, routers, switches and power systems Tape backup performed daily Off-site tape archive · Continuously scan system Signature files auto-updated every 4 hours from national registry Server operating systems applied as necessary Router level port blocking and reporting Router level packet filtedng and reporting Server level port blocking and logging Ongoing secudty analysis by Cisco Security Specialist · RAiD Level 5 data storage array RAID1 +0 Redundant Cisco ASA multi-service flrewalls that combine intrusion detection with intrusion prevention Full-fime Electrical Engineers (EE) Full-time Microsoft Certified Systems Engineers (MCSE) Full-time Cisco Certified Network Associates (CCNA) Full-time Cisco Certified Network Professionals (CCNP) 36 11. Time frame for the completion of the work. Needs Assessment and Timeline (may vary based upon on-site meetings) Includes: Timeline approval, statistics from current website due, department listing from client Website Design and Navigation Architecture Includes: Main navigation & standards meeting, main navigation & standards worksheet due, pictures due, initial design meeting, initial content meeting, content process meeting, website design comp due to client, initial design feedback meeting, design approval Site Development and Module Set-up (varies based upon development options) Includes: Wireframe due Content Development (varies based upon amount of content) Includes: Content worksheets due, content starts, content development completed, content finalized and approved 1-2 weeks from initial timeline meeting 4-5 weeks 2-3 weeks 7-8 weeks Reviews and Testing 2 weeks Training 1 week Final Review and Test 1-2 weeks Marketing 1 week Go-Live 2'1-26 Weeks on Average Due to the unpredictable timelines associated with bidding processes, we rarely supply a custom timeline in our proposal responses. Working together, we want to ensure that a realistic timeline is available to meet your specific goals. Through the outline of our proven development model provided in this proposal, development timelines can be estimated based on the date of the project's initiation. During the initial hand-off meeting you'll work together with your Project Manager to make important decisions regarding website goals that will affect your timeline. Many of our clients prefer a more-relaxed schedule that allows ample time for each task and review. Should you desire a more aggressive timeline, your Project Manager will discuss the implications of deadlines and the expectations required to keep the project on-track. All timelines set may be modified upon discussion with your project manager. 37 Credentials/Resumes/Certifications/Licenses 1. Number of years of experience Offeror has in installing and supporting similar systems. Since our inception, CivicPlus has been capturing the passion our customers have for their communities and their residents with high- quality, next-generation websites. We consider it a privilege to partner with municipalities to provide the individuals, families and organizations of your community a website that serves as a primary, interactive communication too[. Icon Enterprises, Inc. does business as CivicPlus and Networks Plus and employs over 100 people. Incorporated in Kansas in 1998, they began providing technical-related services in 1994. CivicPlus was born out of four rural cities' desire for a progressive way to maintain their websites without the burden of employing a continual webmaster. They sought a system that would allow routine updates and changes to be implemented by city staff, regardless of technical skill. After close consultation with these four initial cities, an innovative tool that automated the process of updating website content was developed. Today, under the leadership of founder Ward Morgan, CivicPius has 83 staff members and continues to implement new technologies and services to maintain the highest standards of excellence and efficiency. Our commitment to setting the standard in website design, management and government communication has been instrumental in making CivicPlus a leader in web design, programming, hosting and serving the communication market. Our technical and development staff holds a variety of certifications including: Microsoft Certified System Engineer, Cisco Certified Engineer, Microsoft Certified Software Developer, Microsoft Office User Specialist and Project Management Professional from the Project Management institute. Dedicated Project Team CivicPlus maintains a staff of dozens of personnel who excel in the development and support of government websites. From project management, design and development to training and support, our highly qualified staff ensures the success of your website throughout all phases of construction and beyond. Our expert project leaders - listed below - will match you and your needs to a team of highly qualified specialists who will work directly with you throughout the entire project. Frank Mocerino - Business Development Rep Education BS History Resume Software Sales Client Relationship Management Marketing Fundraising Experience 5+ Years Experience Increase industry exposure and emphasize client functionality options Experience in private and government sector Negotiate contracts Manage multiple software client accounts Resource optimization Research and identify funding sources Role at CivicPlus Determine the best solution for your website and budget Overall account management Ensure customer satisfaction Oversee product development and product marketing 38 Cindy Peters - Director, Project Management Education BS Information Technology PMP Cerlified Management Professional Resume Logistics Management Communication Equipment Repair Process & Logistics Management, US Army 25+ Years Experience Superior resource management skills Client needs analysis Customer service Deadline satisfaction goals Diagnose and repair hardware, software and peripheral equipment problems Role at CivicPlus Direct tasks and staff members Timeline allocation Project consultation and quality assurance Tammy Irvine - Creative Director, Design Education BA Fine Art Resume Scientific Illustrator Freelance illustration business Nationally published designs Thorough recognition of full publishing, project management and pre-press processes '16+ Years Experience Print and web design Realistic and stylistic drawings Branding expertise High-level skills in color coordination and design management Proficient in site layout, initial design, setup of initial pages and functionality of site Role at CivicPlus Head creative development and graphic representations Direct design team and programming Responsible for each websita overview and uniqueness Erin Cheerer - Director, Content Development Education Global Marketing Communications and Advertising Resume Planning, Promotion and Marketing Office Assistant Website Maintenance "10+ Years Experience Computer data ent~, Client needs analysis Customer service Websita consulting and maintenance Role at CivicPlus Oversee content quality management Text new products and services for CivicPlus Ensure incoming projects remain on schedule and are completed in an excelrent manner 39 Harlan Bryan - Director, Training Education Masters in Music BA Education Resume Teaching and training a variety of age groups Network Administration Assistant with dual platform 15+ Years Experience Website Development Management support agents to troubleshoot system repairs System learning and tutoring proficiency Expertise in MS Word, Website Management Systems, module functionality, admin functions and creativity Role at CivicPlus Customize the training experience to your skill set Provide creative application ideas for the CivicPlus System Effective communication in plain language Mike Smith - Director, Client Services Resume Training / QA team manager Leadership training Sykes' Management Assessment training; Success for Your Team 10+ Years Experience Troubleshoot equipment and software issues Case management Create and review QA processes Specialize in team management and leadership Manage timeline processes, website projects and customer satisfaction relationship Role at CivicPlus Conscientious care of the continuing relationship between CivicPlus and client Prompt aid on support issues Knowledgeable answers for "how to" questions from client's staff We received excel[ent service from CivicPlus The site building process and management of the project was great I was surprised how it all came together in the end it was great and easy You guys really know what you're doing 4O 2. Whether Offeror has graphic design specialists on staff. CivicPlus' on staff team of graphic design specialists have created over 900 website designs. Our portfolio demonstrates our graphic designers' vast creative abilities, showcasing a wide variety of site styles and structures. Additional examples can be provided upon request or can be viewed at www. CivicPlus.com/designs The CivicPlus Effect- Award-Winning Websites and Exceptional Results The Center for Digital Government awarded CivicPlus their "Best Fit Integrator' award for being among the best private sector information technology integrators for delivering extraordinary digital solutions to public iT projects. This distinction puts CivicPlus alongside Accenture, IBM, Motorola and Northrup Grumman as the true leaders in municipal government technology. Our customers are proof, as using the CivicPlus Solution, dozens have earned awards for website design, amhitecture and features. Below is just a sampling of some of the most prestigious awards in the industry earned by CivicPlus customers. Castle Rock, CO c_rqov.cor'q Park County, CO parkco.us Watertown, MA ci.watertown.ma.us Fremont, CA fremont.qov Nassau County, FL nassaucountyfl.com Madison County, TN co.madison.tn.us Cumberland County, PA ccpa.net Maul County, HI co.maui.hi.us Wheat Ridge, CO ci.wheatridge.co.us Rowrett, TX rowlett.com League City, TX leeguecity.com Guthrie, OK cityofquthrie.com Richmond, CA ci.richmond.ca.us Montrose, CO cityofmontrose.orfl Surprise, AZ surpriseaz.~tov Missou~a, MT cLmissou~a.mt.us Hutto, TX huttotx.qov Onslow Water & Sewer Authority, NC onwasa.com Recognffion COI'IMUNICATOR H RIZON Ma Com A, aFds NACIO 3. List of current customers using the proposed service/system With the CivicPlus Government Content Management System, there are no versions from which to choose and no system upgrades to purchase year after year. The technical experts at CivicPlus are dedicated to improving and enhancing the existing system, offering customers the benefits of new technologies, improvements in operations and, when problems do arise, a faster response time. CivicPlus currently has over 900 clients using the proposed system, Below you can see the total number of clients actively using the proposed system for each of the last four fiscal years. 2011-Year 2007 2008 2009 2010 to Date 340 463 581 744 915 References Tonawanda, NY http://tonawanda.n~ (Pop. 61,729) Client since November 2009 Melissa Brinson, Town Clerk, 716-957-1502, mbrinson(~,tonawanda.ny, us_ James B Jones, IT Manager, 716-957-1573, iiones~.tonawanda.ny.us New Rochelle, NY www.newrochelleny.com (Pop. 74,115) Client since July 2009 Kathy Gilwit, Communications Manager, 914-654-2117, k~ilwit~,newrochelleny~com Omar Small, Assistant to the City Manager, 914-654-2142, osmall~,,newrochellen~ Webster, NY www. ci.webster, nv.us (Pop. 41, 749) Client since May 2010 Steve Peace, 585-872-7030, speace~,ci.webster.ny._u_s.. CivicPlus makes my life a little easier Because the backend user interface ~s so s~mple to use, I am able to train non-technical personnel from each department to be able to administer their own pages Each depadment now has their own *Webmaster' 42 Part B: Cost Proposal 1. Cost of each of the services as described above; The modules and funcationlaity listed on page 46 are include in the pdcing. With the help of your project manager you will be able to decide the modules and functionality you want your website to have. 2. Separation of one time and recurring costs for: website design; infrastructure; training; hosting All Quotes are in US Dollars and Valid for 120 Days from August 26, 2011. Project Development $22,409 First Year's Annual Support, Maintenance & Hosting FREE Server Storage not to exceed 15 GB; Media Center Storage not to exceed 10 GB With CivicPlus, you'll enjoy all the benefits of our Ultimate Service Plan - 24/7 support, software maintenance, unlimited upgrades, recurring training and access to the CivicPlus community. Protecting your investment is important, and our Ultimate Service Plan allows you to receive maximum benefit at minimal cost. Qver the course of a year, you'll receive nearly $500,000 in software upgrades, maintenance and optimization. Additionally, your staff will be able to take advantage of our support community, ensuring that they're always up-to-date on our latest features and functionality. With the Ultimate Service Plan, CivicPlus will handle the workload, with redundant hosting services, daily backups and extensive disaster recovery plans. And if the Ultimate Service Plan isn't right for you, the site and software are yours - our websites are as portable as they are powerful. Optional - Year 2-3 Annual Support, Maintenance & Hosting ($31150/year) Not subject to annual 5% increase $6,300 Optional - Year 2 and Beyond Annual Supportl Maintenance & Hosting Subject to annua( 5% increase $3,150 43 Project Development Objective 1: Establishing Your Site's Focus Phase 1: Analysis and Timeline Development Deliverable: Project Timeline and worksheets Phase 2: Website Design Deliverable.: Website Design Composition Phase 3: Navigation Architecture Development Deliverable: Navigation structure optimized for your website $2,075 $4,900 $1,140 Objective 2: Content Development and Page Layout Phase 4: Modules and Site Setup Deliverable: Set up fully functional site, software that runs the site, and site's statistical analysis. Phase 5: Content Development of 100 standard pages and up to 500 supporting elements Deliverable: Website content development and module content. Phase 6: Test and Review, Establish Future Expectations Deliverable: List of items that need to be addressed $2,118 $4,590 $2,023 Objective 3: Equipping Your Staff for Successful Website Maintenance Phase 7:24 Hours Interactive Webinar Training (ap to 6 employees) Quote includes free use of up to 6 webcams and headsets Deliverable: Train System Administrator(s) on CMS Administration, permissions, setting up groups and users, module administration. Basic User training on pages, module entries, applying modules to pages. Applied use and usability consulting to result in effective communication through your website. $3,840 Objective 4: Website Deployment Phase 8: Go-Live and Project Review Deliverable: Final project review report Phase 9: Marketing Deliverable: Registration of site with all major search engines Phase 10: Ongoing Consultation Deliverable: Site review with recommendations for enhancements to improve visitor interaction; layout, design and content recommendations. $1,323 $400 Included Expandable Modules None I n/a Additional Functionality None I n/a Gov 2.0 Upgrades Blog Share Included Facebook Integration Twitter Integration Included Options Included in One-Time Fee None nla Total Project Development Fee $22,409 First Year Annual Support, Maintenance and Hosting Fee FREE Server~e not to exceed 15 GB; Media Center storage not to exceed 10 GB 44 Project Enhancement Options Options One-Time Fee Pm-Implementation Option: On-Site Kick-Off Meeting One day meeting with website committee to discuss design goals, review audience goals and meet with departments to kick-off with a project overview Quote includes travel expenses. Deliverable: A document summarizing the meetings, with analysis and recommendations. Design information gathered. Pre-Implementation Option: On-Site Strategic Planning with Individual Departments Two days of meetings (up to 12 departments) to interpret current processes and services, resulting in recommendation for website solutions. Quote includes travel expenses. Deliverable: A document summarizing the meetings, with analysis and recommendations. Design information gathered. Phase 3 Option: On-Site Meeting for Individualized Content Planning Two days (up to 12 Departments) to analyze call logs, review assignments, review individual sections' navigation, identify services/needs of departments, demonstrate best practices, review functionality and how it applies to individual sections. Quote includes travel expenses. Deliverable: Presentation on best practices, review worksheet assignments and review design composite. optional optional optional Phase 5 Option: 50 Pages of Additional Content $1,450 Phase 7 Option: On-Site Training for up to 10 employees Quote includes travel expenses optional Phase 7 Option: One day On-Site Training/Consulting Review website with department administrators and provide additional time for basic learners. Review website procedures. Must be optional held concurrently with original on-site training session. Phase 7 Option: Laptop Lab Laptops for use in your CivicPlus training session, optional Phase 8 Option: Website Presentation One day of on-site meetings to present website to stakeholders. Quote includes travel expenses, optional Post-Training Option: Three Month Checkup Held three months after Go-Live, includes two days of additional consultation/training. Quote includes travel expenses, optional Post-Training Option: Three Day Annual Refresher One day of consultation, two days refresher/advanced training. Quote includes travel expenses, optional Functionality Options One-Time Monthly Forms - custom developed to client's specification $375/ea n/a LDAP Integration $1,250 $200 Language Translation (hand translation, pdced per single language) $125/page or $1,000/10 pgs n/a Logo Development $5,000 n/a Logo Development with Branding & Graphics Development $7,000 n/a Subsite - Basic $2,500 $60 Subsite - Advanced $6,500 $135 45 Project Development Includes the Following: Modules Agenda Center Aleds Center & Emergency Alert Notification Archive Center Bid Postings Business/Resoume Directory Calendar Carbon Calculator Document Center ePay Facilities & Reservations FAQs Featured Info Module Forms Development Tool Healthy City Initiative Intranet Job Postings Media Center My Dashboard NewsFlash NotifyMe Email Subscription Online Job Application w/1 Generic Application Opinion Poll Permits & Licensing Photo Gallery Postcard Module Quick Links Real Estate Locator Request Tracker (5 users) Staff Directory Functionality Action Items Queue Audit Trail / History Log Automated PDF Converter Automatic Content Archiving Content Library Dynamic Breadcrumbs Dynamic Sitemap Expiring Items Library Graphic Link Administration Links Redirect and Broken Links Finder Menu Management Mouse-over Menu Structure Online Editor for Editing and Page Creation (WYSIWYG) Online Web Statistics (Only with CivicPlus Hosting) Page Wizard w/Multiple Layouts Printer Friendly/Email Page Rotating Content RSS Seamh Engine Registration Site Layout Options Site Seamh & Entry Log Slideshow User & Group Administration Rights Web Page Upload Utility Website Administrative Log Annual Support, Maintenance & Hosting Service Include the Following: Support Maintenance of CivicPlus Hosting Application & Modules 7-7 (CST) Mon-Fri (excluding holidays) Install Service Patches for OS Shared Web/SQL Server 24/7 Emergency Suppod Upgrades DNS Consulting & Maintenance Dedicated Support Personnel Fixes Monitor Bandwidth-Router Traffic 2-hour Response dudng Normal Hours Improvements Redundant ISP Usability Improvements Integration Redundant Cooling Integration New & Upgraded Services Testing Natural Gas Powered Generator Proactive Support for Updates & Fixes Development Daily Tape Backup Online Training Manuals Usage License Intrusion Detection & Prevention Monthly Newsletters Antivirus Protection Phone Consulting Upgrade Hardware CivicPlus Connection CivicPlus University 46 Optional Payment Plan - CivicPlus Advantage civicPIo$ Advantage offers local governments an alternative payment plan that eases the impact of a new website on your budget and spreads the one-time project development costs over a longer period of time. Through a minimum three-year contract, CivicPlus Advantage dramatically lowers the one-time project development and start-up costs of launching a new website, combining one-time and recurring fees and spreading them over the life of the contract. The CivicPlus Advantage Plan provides a fixed fee for an Agreement term of 36 months from the first date of billing. At 36 months, Client has the following options: 1. Terminate the CivicPlus Advantage Plan by providing written notice and contract for Annua~ Support, Maintenance & Hosting services. Base rate of $3,473 is subject to 5% annual increase, 2. Terminate services with CivicPlus. CivicPlus Advantage ~lst Year 2nd Year 3rd Year 4th Year Annual Recurring Fees $9,569 $9,569 $9,569 $3,473 47 Conclusion As your website committee narrows the search for a partner to create the website for Town of Southold, CivicPlus would like to be your partner of choice. Our experienced and knowledgeable professionals are committed to creating the communication infrastructure that Southold desires. Your Town will have access to the most experienced staff in the municipal website management market, and your project team will work with you to create a unique and engaging site that reflects your community. CivicPlus will remain a trusted advisor and support resource after the site launches - Town of Southold will have access to government communication experts. Your site will grow and change with you as industry trends and technology change. CivicPlus will ensure that your website is on the cutting edge -ALWAYS. We Build AMAZING Government Websites. if you don't agree we'll refund your money. GUARANTEED! 48 Additional Documentation Exceptions Reference Your Language CivicPlus Proposes RFP page 4, Section I- Ideally the website will be completed and Note: Introduction, D. Length functioning on or before December 1,2011. of contract. CivicPlus will not be able to commit to the exact timeline proposed in your RFP without further discussion and collaboration during the interview )rocess. We will involve our Project Management experts to blend your requirements with best )ractices for a project of this scale. We look forward to negotiating a mutually beneficial timeline. RFP page 20, ARTICLE 5. BONDS Exempt: Attachment B: Form of Prior to the execution of this Agreement, the Standard Contract, Contractor shall furnish to the Town a CivicPlus has created websites for over 900 Article 5. Bonds. Performance Bond wherein the named obligee clients without the use of a performance bonds. is the Town. The performance bond's purpose To protect your investment, we offer a money- is to secure the faithful performance of the back guarantee. At the time of project agreement. The Bond amount shall be acceptance (immediately prior to website go-live) . The bond shall be executed by a if you are dissatisfied with the results, we will surety company approved by the Town, refund any project development fees paid, or authorized to do business in the State of New cancel any project development invoices York and with an office or representative in outstanding, and cancel our agreement Suffolk County, New York. The form shall be completely, with no remaining obligations. acceptable to the Town and shall have a term Signing the project acceptance form voids the through the completion of services. As an guarantee. We will be glad to provide insurance alternative to the Performance Bond, the coverage on your project as well, Contractor may furnish a certified check, bank draft, money order, or a standard form irrevocable letter of credit. Certified check, bank draft or money order must be made payable to the order of the Town. The standard form irrevocable letter of credit shall be in a form acceptable to the Town. In the event the Contractor secures a Performance Bond from any of its subcontractors, said bond shall also name the Town as a dual obligee. In the event the Contractor fails to perform its obligations under this Agreement, the Town may terminate such agreement, and the Town may procure the services from other sources and hold the Contractor responsible for any excess costs incurred and deduct from payments owing to the Contractor and/or draw upon the Performance Bond as full or partial reimbursement for such excess costs. 49 RFP page 21, In any event, the Town, without prejudice to any Client may terminate this Agreement if CivicPlus Attachment B: Form of other rights or remedy it may have, may, with is found in default of any obligation hereunder Standard Contract, our without cause, by seven (7) days' notice to which has not been cured within thirty {30) days Article 8. Town's Right the Contractor, terminate the employment of the after receipt of written notice of such default. In to Stop Work or Contractor and its dght to proceed as to the addition, if at any time after commencement of Terminate Contract, work. In such case, the Contractor shall not be service, client determines that such services are (h). entitled to receive any further payment beyond inadequate, unsatisfactory, or substantially not what owed in quantum me.it, conforming to the descriptions, warranties, or representations contained herein, the client may terminate the Agreement upon 30 days written notice to CivicPlus. In the event of early termination of this Agreement by the client, full payment of the remainder of the contract is due within 15 days of termination. RFP page 21, ARTICLE 10. INDEMNITY AND SAVE Exempt and replace with: Attachment B: Form of HARMLESS AGREEMENT Standard Contract, The Contractor agrees to indemnify and save 1. Client shall defend, indemnity and hold ARTICLE 10. the Town, its officers, agents and employees harmless CivicPlus, its partners, employees, and INDEMNITY AND harmless from any liability imposed upon the agents from and against any and all lawsuits, SAVE HARMLESS Town, its officers, agents and/or employees claims, demands, penalties, losses, fines, AGREEMENT. arising from the negligence, active or passive, liabilities, damages, and expenses including of the Contractor and from and against any attorney's fees of any kind, without limitation, in damages, claims, or expenses, including connection with the operations of and installation reasonable attorney's fees, arising out of of software contemplated by this Agreement, or Contractor's breach of the Agreement or from otherwise adsing out of or in any way connected Contractor's acts or omissions outside the with the CivicPlus provision of service and scope of the Agreement or arising out of claims performance under this Agreement. This section or actions by third parties against Contractor by shall not apply to the extent that any loss or virtue of his performance of this Agreement. damage is caused by the negligence or willful misconduct on the part of CivicPlus. If Client and CivicPlus are both negligent, damages shall be apportioned in accordance with the percentage of negligence of each party. This paragraph is not intended to benefit entities not a party to this contract. 2. CivicPlus will not be liable for any act, omission of act, negligence or defect in the quality of service of any underlying carder or other service provider whose facilities or services are used in furnishing any portion of the service received by the customer. CivicPlus will not be liable for any failure of performance that is caused by or the result of any act or omission by customer or any entity other than CivicPlus that furnishes services, facilities or equipment used in connection with CivicPlus services or facilities. 3. Except as expressly provided in this Agreement, CivicPlus makes no expressed or implied representations or warranties, including any warranties regarding merchantability or fitness for a particular cause. 50 Sample Contract- Standard Terms & Conditions Client Deliverable 1. Icon Enterprises, Inc., d/b/a CivicPlus will create a unique website for the Town of Southold (Client) that includes all functionality as defined in Exhibit A - CivicPlus Project Deliverables, attached hereto. Additional Services 2. Client may contract with CivicPlus for additional Consulting, Website Design, Setup, Programming, and Training services (Projec[ Development Services) that exceed those defined in Exhibit A. CivicPlus will invoice Client for the additional services immediately pdor to project Go-Live. 3. Client may contract with CivicPlus for additional Annual Support, Maintenance & Hosting services that exceed those defined in Exhibit A. CivicPlus will invoice Client for annual services immediately pdor to project Go-Live. 4. Services that involve billable time beyond the contracted amount will be documented and invoiced. Written approval by the client is necessary before billable time is incurred. 5.Modules that incur additional usage fees may be purchased and activated at any time. Billing & Payment Terms 6. One-third of the total Project Development fee will be billed upon completion of design; one-third of the total Project Development fee will be bil~ed upon completion of content. The remainder of the Project Development fee and any additional Project Development services will be invoiced upon Go-Live. 7. The client shall sign a project completion and acoeptande form prior to project go-live. The date may be extended if matedal system or operational failures are encountered. Immediately upon project Go-Live the final bill for the project development services will be billable and payable, and the first year's annual support and maintenance fees will be billable and payable. All Parties agree that the website will not go-live until the project is accepted in writing by the client. 8.Project Development invoices are due by the first of the following month, but no sooner than 30 days from invoice date. 9. Invoicing for Annual Support, Maintenance & Hosting begins six months from contract signing or upon project Go-Live whichever occurs first. 10. Annual Support, Maintenance & Hosting invoices may be prorated in order to correlate with the Client's budget year. 11. Fees for CivicPlus Annual Support, Maintenance & Hosting services are invoiced prior to the year of service. They are due by the first of the following month, but no sooner than 30 days from invoice date. 12.Project development will be discontinued if payment is not made within 30 days after the invoice due date. 13. After project go-live, if the Client's account exceeds 90 days past due, Annual Support, Maintenance & Hosting will be discontinued until the Client's account is made current. C~ient will be given 30 days notice prior to discontinuation of services for non-payment. 14. Provided the Client's account is current, at any time the Client may request an electronic copy of the website Customer Content and Content Management System (CMS) Software. Client agrees to pay $250 per completed request. Provided the Client's account is current, upon termination of services client may request a complimentary electronic copy of website Customer Content and CMS Software. Agreement Renewal 15. Either party may terminate the Annual Support, Maintenance & Hosting Agreement at the end of the contract term by providing the other party with 60 days written notice, prior to the contract renewal date. 16 In the avant that neither party gives 60 days notice pdar to the and of the initial ar any subsequent terrn, this Agreement will automatically renew for an additional contract term. 17. In the event of early termination of this Agreement by the client, full payment of the remainder of the contract is due within 15 days of termination. 18. Each year this Agreement is in eftect, charges for Annual Support, Maintenance & Hosting services may be increased by CivicPlus by no more than 5% per annum. Support 19. CivicPlus will provide unlimited telephone support Monday-Friday, 7:00 am - 7:00 pm (Central Time) excluding holidays, for all trained Client staff. Emergency Support is provided on a 24/7/365 basis for emergency contacts named by the Client. Client is responsible for providing CivicPlus with contact updates. 51 20. Support includes providing technical support of the CivicPlus Content Management Software, application support (pages and modules), and maintenance of Client's website. Following initial setup, additional page design, graphic design, user training, site modification, and custom programming may be contracted separately for an additional fee. 21. During the period of this agreement and subsequent annual renewals, CivicPlus warrants that it will, without additional charge to the client, immediately correct any problems or defects discovered in the Software and repoded to CivicPlus by the client, such warranty to include ongoing maintenance upgrades and technical error correction. 22. CivicPlus provides online website statistics software at no extra charge. If Client desires to use other website statistic software, CivicPlus will provide the necessary Icg file access. Marketing 23. Client will make a reasonable attempt to work with the CivicPlus Marketing Department to gather information and meet deadlines associated with website award contest entries throughout the term of this Agreement. 24. Client permits CivicPlus to include an example of the Client's home page and a link to the Client's website on the CivicPlus corporate website. 25. Client will make a reasonable attempt to work with the CivicPlus Marketing Department to create a news item to be released in conjunction with their project Go-Live date. Client will provide CivicPlus with contact information for local and regional media outlets. CivicPlus may use the press release in any marketing materials as desired throughout the term of this Agreement. 26. Client will make a reasonable attempt to work with the CivicPlus Marketing Department to create a case study related to their website. 27. Client agrees to allow CivicPlus to display a "Powered by CivicPlus" insignia and web link at the bottom of their web pages. Client understands that the pricing and any related discount structure provided under this Agreement assumes such perpetual permission. Intellectual Property, Ownership & Content Responsibility 28. Upon full and complete payment of submitted invoices for the project development and launch of the website, client will own the graphic designs, web content, page designs and banners ("Customer Content") as well as the CMS Software. 29. Upon completion of the development of the site, client will assume full responsibility for Web site content maintenance and content administration. Client, not CivicPlus, shall have sole responsibility for the accuracy, quality, integrity, legality, reliability, appropriateness, and intellectual property ownership or right to use of all Customer Content. 30. Client shall not (i) license, sublicense, sell, resell, transfer, assign, distribute or otherwise commercially exploit or make available to any third party the Software in any way; (ii) modify or make derivative works based upon the software; (iii) create Intemet "links" to the Software or "frame" or "mirror" any functionality on any other server or wireless or Internet-based device; or (iv) reverse engineer or access the Software in order to (a) build a competitive product or service, (b) build a product using similar ideas, features, functions or graphics of the Software, or (c) copy any ideas, features, functions or graphics of the Software. 31. The CivicPlus name, the CivicPlus logo, and the product and module names associated with the System are trademarks of CivicPlus, and no right or license is granted to use them. Indemnification 32. Client shall defend, indemnify and hold harmless CivicPlus, its partners, employees, and agents from and against any and all lawsuits, claims, demands, penalties, losses, fines, liabilities, damages, and expenses including attorney's fees of any kind, without limitation, in connection with the operefions of and installation of software contemplated by this Agreement, or othen,vise adsing out of or in any way connected with the CivicPlus provision of service and performance under this Agreement. This section shall not apply to the extent that any loss or damage is caused by the negligence or willful misconduct on the part of CivicPlus. If Client and CivicPlus are both negligent, damages shall be apportioned in accordance with the pementage of negligence of each party. This paragraph is not intended to benefit entities not a party to this contract. 33. CivicPlus will not be liable for any act, omission of act, negligence or defect in the quality of service of any underlying carder or other service provider whose facilities or services are used in furnishing any portion of the service received by the customer. CivicPlus will not be liable for any failure of performance that is caused by or the result of any act or omission by customer or any entity other than CivicPlus that furnishes services, facilities or equipment used in connection with CivicPlus services or faci~ifies. 34. Except as expressly provided in this Agreement, CivicPlus makes no expressed or implied representations or warranties, including any warranties regarding merchantability or fitness for a particular cause, 52 Force Majeure 35. No party shall have any liability to the other hereunder by reason of any delay or failure to perform any obligation or covenant if the delay or failure to perform is occasioned by force majeure, meaning any act of God, storm, tire, casualty, unanticipated work stoppage, strike, lockout, labor dispute, civic disturbance, riot, war, national emergency, act of Government, act of public enemy, or other cause of similar or dissimilar nature beyond its control. --Remainder of this page left intentionally blank-- 53 New York Business Registration NYS Department of State Division of Corporations Entity Information S¢incted Entity Name: ICON ENTERPRISES CIVICPLUS Selected Entity Status Information Current Entity Name: ICON ENTERPRISES, INC. Initial DOS Filing Date: JULY 08, 2009 County: ALBANY Jurisdiction: KANSAS Entity Type: FOREIGN BUSINESS CORPORATION Current EntRyStntus: ACTIVE Selected Entity Address Information DOS Proceas (Address to which DOS will mail process if accepted on behalf of the entity) INCORP SERVICES INC ONE COMMERCE PLAZ 99 WASHINGTON AVE STE 805-A ALBANY. NEW YORK, [2210-2822 Registered Agent NONE This office does not require or maintain information regarding thc names and addresses of ot~cers, shareholders or directors of a corporation. *Stock Information # of Shares Type of Stock S Value per Share No Information Available *Stock inR)rmation is applicable to domestic business corporations. Name Ilistory Filing Date Name Type JUL 08, 2009 Fictitious JUL 08, 2000 Actual Entity Name ICON ENTERPRISES CIVICPLUS [CON ENTERPRISES, INC. A Fictitious nm'ne must be used when the Actual name of a foreign entity t5 unavailable for use in New York State. Thc entity must use the fictitious name when conducting its activities or business in New York State. NOTE: New York State does not issue organizational identification numbers. Search ResJ~lts New Search Division of Corporations, Stale Records and UCC Home Page NYS Department of State Home Page 54 RFP Submission Certification RFP SUBMISSION CEI{TIFICATION OFFEROR MUST RETURN THIS COMPLETED FORM WITH PROPOSAL SI BMISSION PROPOSAI~S[[BMt'FI*EDBY: Frank i',:ocerine Authorized ~ Jesse Manning FII{M: ~Ico[}_E~lter'[?rise, inc. d/b/a CivicP!us Al)DRESS: 317 Houston St., Sui~:e E ~,anh~ ~a., KS 56502 PIIONE: 808 22~ }233 E-MAIL: Bids:tCi':icP us.corn CC: MocerinoeCivicPius.com FAX: 785 587 The pmposat as submitted includes thc l'own of Southold \Vcbsite Design and Dcvel,pment RFP Submission Form wilh Contlict of Interest Ccrtificmion. an Affidavit of Qualification lo Bid and a Statement of Qualificatioss. t, the undersigned, hereby attest to the troth and completeness of the infbrmation and respo[~ses provided and toni13, that my [irm has met the minimum selection criteria reg~md ~im I*oxvn of Southold's Request tbr Proposal tbr the Fown of Southold Wcb~'D~(~/u~ I)e~clopmcnt. Date STATI OF: CDt ;NI'Y OF_ .~* ;..,-'; ' r"C s-: On the ~_4 Day of__:.x.£agS;s__l m the year 2011 belbre me, thc undersigned, a public in and lbr said slate, personally appeared .j?_~Sqq 3'flaj)j)j,j;~ ......... , personally known to me or proved to me on the basis of satislhctory evklcncc to bc thc individual whose name is subscribed to the within instrument and tcknowledgcd to mc that he/she executed same in his/her capacity and that by his/her signalurc on the instrumcnI, ~he individmd or thc person upon p~hose behalf of which the individual acted, cxectncd t}~c iastmment. 55 RFP Submission Form Company Name: Company Federal Tax Identification Numbor: Contact Person Company Address Phone: E-mail: RFP SUBMISSION FORM Icon Enterprise, Inc. d/b/a CivicPlus 48-1202104 Frank Mocerino 317 Houston St., Suite E Manhattan, KS 66502 888-228-2233 Fax: 785-587-8951 Bids@CivicPlus.com CC: Mocerino~CivicPlus.com CONFLICT OF INTEREST CERTIFICATION I HEREBY CERTIFY, on behalfot~¢o. ~.: ......... :.=. ~z~/~ c,.**~:,~that neither thc Town Supervisor, nor any other officer, agent, or employee of the Town, no member of the governing body oftbo Town, and no member or employee of a Commission, Board, or Corporation controlled or appointed by the Supervisor and Town Board of ibc Town has received or has been promised directly or indirectly, any financial benefit by way of fee, commission, finder's fee, or in any other manner, remuneration directly or indirectly related to this contract. Upon request by the Town Attorney, or other authorized agent, as a prerequisite to payment pursuant to the terms of a contract awarded pursuant to this bid submission, ~o~ ~:,:p ...... :..=. will furnish to the Town Board of the Town of Southold, under oath,~'~fi~tg~'i~ny interrogatories and comply with any request to review documents related to a possible conflict of interest as herein embodied. Icon Enterprises, Inc. I HEREBY CERTIFY, on behalf of d/b/a CivicPlu~ that no employee or agent of~o. ~o~.~..~., ~. d/~/. c~=~u~ is a member or employee of any agency, commission, board or corporation of the Town of Southold or is the spouse or any other relative of any of the foregoing. If is unable to so certify, the details &any such relationship with the Town o£Southold are disclosed herein: n/a 12 56 I do solemnly declare and affirm under the penalties of perjury that the contents of this affidavit arc true and correct. Signaturff- Date Witness S FA I'1~ OF: Kansas C([NIYOt: Ri!ex: ................. ss: On tile aK day of Aucma'~ in tire year 2011 before me. tile undersigned, a notary public in and tBr said state, persooally appeared _~.e ~a ¢_~.O.BBi~a ........... personally known to mc or proved to me on the basis ol'satisfactory evidence to be the individual whose name is subscribed to the within instrument and acknowledged to me that he/she exectrted the stone in hi,'her capacity aad thaa hy his/her signature on thc instrument, thc individual or thc person upon whose behalt~of which tile individual acted, executed the instrument. Notary Pat, lie /3 57 Statement of Qualification At CivicPlus, web development for municipal government entities is what we do. No other web-development company can come close to the service, support and product offedngs of CivicPlus. With more than a decade of experience. CivicPlus provides our eGovernment communication solution to more than 900 municipalities - cities and counties of every size from coast to coast - serving more than 27 million citizens. Below you can see the total number of clients activery using the proposed system for each of the last four fiscal years, your business development representative would be happy to provide additional references upon request. 2011 - Year 2007 2008 2009 2010 to Date 340 463 581 744 915 For more than a decade, CivicPlus has focused on government clients, giving our customers access to the latest in next-generation applications that meet and exceed their needs. Those needs include: A completely unique and customized website design Intuitive navigation and page layout with unlimited submenus and subpages Interactive functionality through our Government Content Management System (GCMS) Always-updating and cutting-edge solutions designed by governments, for governments · Comprehensive training and unlimited support. 58 Affadavit of Qualification to Bid AFFADAVIT OF QUALIFICATION TO BID I HEREBY AFFIRM THAT 1) lamthevp of Buainess Development and thc duly authorized (Title) representative of the firm Xcon En~er'Drises, Inc. d/b/a CiViCPlu$ and that [ (Name of Corporation) possess thc legal authority to make this affidavit on behalfof myself and the firm for which i am acting. Icon Enterprises, Inc. 2) The firm d/b/a C~,i~Plus iS either a New York corporation or is a foreign corporation properly registered with the New York State Department of Taxation and Finance. 3) Except as described in paragraph 4 below, neither I nor the above firm, nor to the best of my knowiedse, any of its officers, directors, or partners, or any of its employees directly involved in obtaining contracts with the State or an county, bi-county, or multi-county agency, or subdivision of the State have been convicted of, or have pleaded nolo contendere to a charge of, or have, during the course of an official investigation or other proceeding, admitted in writing or under oath, acts of omissions which constitute bribery, attempted bribery, of conspiracy to bride, whether or not in thrtherance of obtaining a contract with a public body under the laws ofany state or the Federal government. 4) 5) List any conviction, plea, or admission described in paragraph 3 above, with the date, court, official, or administrative body; the individuals involved and their position with the firm; and the sentence or disposition, if any. Otherwise, state "none" as appropriate. None Neither I nor the above firm, nor to the best of my knowledge an officer, partner, controlling stockholder or principal of the bidder, or any other person substantially involved in the bidder's contracting activities has: (1) been convicted under the laws of the State, another slate or the United States of (i) a criminal offense incident to obtaining, attempting to obtain, or performing a public or private contract; or (ii) fraud, embezzlement, theft, forgery, falsification or destruction of records, or receiving stolen property; (2) been convicted of a criminal violation o fan antitrust statute of the State, another state or the United States; (3) been convicted of a violation of the Racketeer Influenced and Corrupt Organization Act, or the Mail Fraud Act, for acts in connection with the submission of bids or proposals for a public or private contract; (4) been convicted ora conspiracy to commit any act or omission that would constitute grounds for conviction under any of the laws or statutes described herein; (5) been found civilly liable under an antitrust statute of the State, another state or the United States for acts or omissions in connection with the submission of bids or proposals for a public or private contract. 6) Bidder hereby declares that this bid is made without any connection or collusion with any person, firm or corporation making a bid for the same work; that pursuant to this 14 affidavit; lhat the attached specifications and any drawings rolkrrcd to herein have been carefully examined and are understood; that careful examination has beeu made as is necessary to become intbrmcd as to tile character and extent of the work required; and. that iflhis bid is accepted, this Bidder will contract to do, lbr tile price stated in the attached cost proposal, alt of the work described in the specifications, drawings and contract condilions. 7) I acknoxvledge that this affidavit is to be furnished to thc Town Clerk of the Town of Southold. I acknowledge that, ifthe representafions set lbrth in this affidavit are not troe and correct, the Town of Southokl may terminate any contract awarded and take any other appropriate action, I do solemnly declare and affirm under thc penahies of perjuD' t[~xt thc contents of this affidavit are true and correct, i [ Witness gnaturc 08/24/201~I Date STATE OF Kansas COUNI'YOF: RiSay ss: On the ~:} day ol'j5¥~gusr, in thc year 21)11 belbre mc, the undersigned, a notary public in and for said stale, personally appeared ~ Jas~;e ~.laBn±n¢ personally known to me or proved to me on the basis of satishctory evidence to he the individual whose name is snbscribed to the within instrament and acknowledged to me that he,'she executed thc same in his/her capacity and that by his;her signature on the instrument, thc indivktual or the person upon whose behalfof which thc individual acted, executed thc instrumant. Nolary Public 15 6O Non-Collusive Bidding Certification TOWN OF SOUTHOLD REQUEST FOR PROPOSAL FOR THE TOWN OF SOUTHOLD WEBSITE DESIGN AND DEVELOPMENT Attachment C: Non-Collusive Bidding Certification Proposal Due Date: August 26, 2011, 4:00 PM lowu ofSouthold Website and Development -- July 28, 2011 tn accordance with General Municipal l,aw §103-d, every bid or proposal hereafter made to a political subdivision of the state of any public dcpartmcm, agency or official thereof fnr work or services pedbrnted or Io I~ perlbrmed or goods sokt or to be sold, shall contain the following statement subscribed to by the bidder and affirmed by such bidder as tree ander the penalties of perjuly: a non-collusive bidding certification: A. By the submission of tbis hid, each bidder and each person sliming on bcha! f of any bidder certifies, and in the ease ofajolnt bid, each party thereto certifies as its own orgaai7~tima, under penalty of perjury, ihat lo the best of its knowledge an betiefi i. Fhe prices in lhis bid have [~en an'ired al independently withom collusion, consuhntion, commmfication, or agreement, for the pnrN>sc restriciing competition, as to any mailer relating to such prices with any other bidder or an5 olher competitor. ii. Unless odmrwise required by h~w, the prices which have been quoted in ~his bid have not t~en knm~ingly disclosed by the bidder and will knowingly be disclosed by thc bidder prior 1o o~ning, directly or indirectly, to any mher bidder or competilor. iii. No aUcmpt has been made or will be made by the bidder to imtucc any other person, partnership, or corporation n) submit or not to submit a bid lbr thc purpose of restricting competition. B. ~[l~c pe~on signing this bid or proposal certifies that he bas l~tly himself regarding thc accuracy of the statements conlained in this certification. and under ibc slalcmcms contained in lhis certification, aad under tile penalties of pe[}ury, affirms thc lrulh Ihemol~ such penalties l~ing applicable to the bidder, as well as thc person signing in ils behalf. C. That attached hereto )if a corpmate bidder} is a ?~ificd copy of resolution aufl~orizing Ibc exccmion of Ibis cc~ificatc by l~c signature of tiffs bid or proposal on bdmH ol Ibc colporate b}dder. ,~ /~ } BY' ~]~:se Mann,no / '[ific: '.P o Bus~nes~ Develop~nt 61 Authorizing of Execution MINUTES OF SPECIAL MEETING OF BOARD OF DIRECTORS OF ICON ENTERPRISES, INC. A special meeting of the Board of Directors oflcon Enterprises Inc. was held at the offices of the corporation on the ~c~r~r dayof /'4tqRct{ ,2010, at 10:00a.m. There were present the following director, constituting the sole director of the corporation: S. Ward Morgan S. Ward Morgan acted as Chairman and Secretary of the meeting. The Secretary then announced that the meeting was held pursuant to a written waiver of notice and consent to holding the meeting, which appears at the end of these minutes signed by the director. The first item for discussion was the authorization of certain persons to execute contracts on behalf Icon Enterprises, Inc. d/b/a Civic Plus. Thereal~er, alter discussion thereof, and upon motion duly made, seconded and unanimously carried, the following resolutions were adopted: RESOLVED, that S. Ward Morgan, Debora McNew and/or Jesse Manning, each in his or her individual capacity, be authorized to execute customer contracts on behalf of Icon Enterprises, Inc., d/b/a Civic Plus. BE IT FURTHER RESOLVED, that from this date forward, Peter Thomas shall no longer be authorized to execute customer contracts on behalf of Icon Enterprises, Inc., d?o/a Civic Plus. There being no further business to come before the meeting, it was, upon motion duly made, seconded and unanimously adopted, adjourned. S. Ward Morgan, Seereta~ 62 WAIVER OF NOTICE AND CONSENT TO HOLDING SPECIAL MEETING OF DIRECTORS OF ICON ENTERPRISES, INC. I, the undersigned, being the sole director of Icon Enterprises, Inc., and desiring to hold a special meeting of the Board of Directors, do hereby waive notice and consent to the holding of said meetingattheofficesofthecorpomtion, onthe 27~- dayof ~4o/ ,2010, at 10:00 a.m., for the purpose of considering resolutions to authorize certain persons to execute contracts on behalf of the corporation and transacting such other business as may be brought before the meeting. The undersigned hereby consents that this waiver ma>, be made a part of the records of said meeting and that any business transacted at said meeting shall be as valid as if had at a meeting regularly called or noticed. Dated this -~ ? ~ day of .~4/~ Cq ,2010. S. Ward Morgan 63 Attn: Linda Cooper Office of the Town Clerk Town of Southotd 53095 Route 25 Southoid, New York 11971 Dear Linda, August i i;, lVED 2 2 2011 Soutflokl To n Planeteria, Inc. is pleased to present a proposal to the Town of Southold for a revised web site design, Content Management System customized for your needs, hosting and training alt to be completed by December 2011. We are also able to offer additional services such as search engine marketing, writing, video and more. Please find our process and implementation plan detailed in the proposal attached. Although Planeteria is a California-based company, I am CEO and grew up on the Long Island Sound in Essex, Connecticut ---just a boat ride away from Southold. I know the area well. Planeteria is a ll-year 'youn§" San Francisco Bay Area company with a national client base. For 11 years Ptaneteria has been developing web sites with site-wide content management systems with larger committee-driven organizations in the nonprofit, government and municipal space, in this proposal we are recommending integration of Kentico as a foundation for the Web content management system required for this proposal. Although Planeteria can develop a complete custom solution, we believe that Kentico will be more cost effective and will allow for: · An affordable license (just a one-time fee of $1,999) · Flexibility of design/Ul that not many third party products offer Ease of use for non technical content editors · Flexibility for Planeteria to satisfy special needs with custom coding (if needed) · 5calability of features associated with municipal entities Kentico is a leading international .Net/SQL CMS solution. Please see general information on Kentico in this proposal Based on the requirements document we are recommending that the site be hosted with Rackspace, a national leader in hosting solutions. We are happy to ensure we match in compliance with contractual requirements if selected as the vendor of choice for this project. Thank you for your consideration! Jamie Spooner, CEO Planeteria, inc. 1211 N. Dutton, Suite D Santa Rosa, CA 95401 www.planeteria.com p: 707-843-3773 f: 707-843-3780 pla note ri a Proposal for the Town of Southold Web design, Content Management System Development, Training and Hosting Proposer: Planeteria, Inc. 1211 N. Dutton, Ste. D Santa Rosa, CA 95401 www.planeteria.com Contact: Jamie Spooner, CEO 100% female owned Jamie@planeteria.com 707-843-3773 X110 August 14, 2011 T i IllTT II Table of Contents Authorization Letter .............................................................................. 3 Part A: Description of Services .............................................................. Project Overview Methodology Process Phases & Implementation Plan Kentico: CMS Solution (Features, Modules, Accessibility, Technical considerations) Hosting Training Support Schedule 4 Credentials ........................................................................................ Executive summary Branding Expertise Web site Before and After examples Professional Staff Qualifications Relevant Experience Case Studies References 36 Part B: Cost Proposal .......................................................................... 62 Cost Details Billing Cycles 2 Authorization Letter Date August 14, 2011 Project Name Town of Southold Web site redesignNVCMS project Intent The intent of this project is to redesign and develop a web site for Town of Southold with scalable content management system, hosting and features as specified in this scope of work. Proposer Planeteria, Inc. 1211 North Dutton, Suite D Santa Rosa, CA 95401 www.planeteria.com Statement of Qualifications Planeteria is a full service web design and development company (S corporation). Founded in 1999, we have designed and developed hundreds of Web sites. We also provide print services, video, search engine marketing, social media, Web Hosting and Maintenance. Planeteria is equipped to service all sizes of nonprofit and municipal organizations as well as Fortune 500 companies. Planeteria has designed, developed and hosted site-wide content management systems for the last 9 years including clients like the City of Santa Rosa, the City of CIoverdale, the City of Sonoma, Marin County Sheriff Department, San Mateo County Health Department, the San Francisco Zoo and others. Planeteria, Inc. is 100% women-owned. CEO, Jamie Spooner is owner. All Planeteria team members and services provided are executed in the United States. Please find resumes within this proposal. Authorization This proposal is valid for a period of 90 days after the submittal date above. All authority to negotiate and contractually bind the company is held by corporation CEO, Jamie Spooner, 1211 North Dutton, Suite D, Santa Rosa, CA 95401, Phone (707) 843-3773, Fax (707) 843-3780, iamie~planeteria.com 3 Description of Services Project Overview The Town of Southold ("Town") is located on Long Island Sound in New York State and has a population of over 20,000. The goal of this project is to: · Provide a Web site that has the highest standards of design and visual appeal. · Streamline the information architecture for a simpler and easier navigation flow for all audiences of the site · Integrate a Content Management System (CMS) that allows for roles and permissions for multiple users and is simple to use. (CMS features are defined in the CMS section of this proposal) · Provide hosting costs. · Provide training to both content editors and administrators for the Content Management System Planeteria is an excellent candidate for the CMS project for Town of Southold for many reasons: "Best in class" design. Experts in Information Architecture. Planeteria is unique in that we are experts in usability and information architecture. Company CEO and chief architect Jamie Spooner has developed the architecture for numerous municipal web sites including the City of Santa Rosa (population 150,000), City of Cloverdale (population <20,000), City of Sonoma (population <20,000), County of San Mateo, County of Marin and more. Company CEO also designed and helped to architect the web site for Microsoft Windows 98, launched in April 1998. The sites designed by Ptaneteria compete nationally and are considered "best of class" for Web site companies. Microsoft certified vendor for t 0 years. Planeteria has been specializing in Windows-based programming since it opened its doors 11 years ago. We focus on .NetJSQL development and specialize in custom content management systems, custom applications or third party solutions that are customizable. Planeteria has developed full multi-user and permission based custom content management systems (e.g. City of Santa Rosa) as well as robust CMS-driven web sites (e.g. San Francisco Zoo) through integration of customizable CMS third party solutions. 11 years developing Content Management Systems. Planeteria has designed web sites and developed custom content management systems, custom applications and third party integrated CMS solutions for municipal, nonprofit (and non municipal) clients for 11 years since the company started. · Planeteria designed and developed a CMS for the City of Santa Rosa Transportation department 3 years ago and still maintains this system, · Planeteria designed and developed a CMS for the County of San Mateo 3 years ago and still maintains this system when needed (their CMS allows them little need for continued maintenance). · Planeteria designed and developed a CMS for LAFCO of Napa 3 years ago and still maintains this system as needed. · Planeteria designed and developed a CMS for the City of Marin--Marin Sheriff's department 5 years ago and still maintains this system as needed. · Planeteria developed a CMS for the City of Sonoma (advanced roles and permissions) and still maintains this system 5 years later. · Planeteria developed a custom site-wide CMS (advanced roles and permissions) that was used by the City of Santa Rosa for over 6 years. · Planeteria also designed and developed a CMS for the City of Cloverdale, also used for 6 years. Planeteria MethodoloRy There are many companies that provide web technology consultation and solutions. 90% of these companies began through programming in HTML and developed complex Web applications that work. Very few companies come to the table with the Planeteria methodology, a hybrid of strategic development and custom website architecture and GUI design. Planeteria will foster the definition of a clear site architecture, and technological solutions that feels seamless with your organizational processes and culture. Planeteria takes an integrative approach to every project. Hunters and Gatherers. Ptaneteria believes there are two primary types of user motivations on the internet. "Hunters" know what they want and need to find information they need instantly. "Gatherers" (or browsers) will spend the time perusing a web site to find what they need. Planeteria's sites are designed to respond to both types of site visitors. 6 Process & Implementation Plan Planeteria builds web sites based on an 8-step process as defined below. Our plan is as follows: Define (Strategy) Project scope is identified and defined. In this stage Planeteria will: o Organize pre-meetings with all key decision makers in the project. This includes pre-meetings to ensure that all content and functionality is identified, defined and confirmed in the beginning of the project. These meetings are also a way to get everyone on board with the project and to have their say about their needs. (i.e. modules, features and priorities). o Gather the assets necessary to commence the project. This includes imagery and/or logo files. Planeteria team members include: Jamie Spooner, General Project Manager and/or Mary, Keegan or Chris database architects. 'Kentico CMS modules will be finalized during this stage of the process. Town web committee will need to come to consensus on features and functionality at this stage. 2. Architect (Sitemap) The information architecture refers to content structure of the site. At this stage Planeteria will: o Showcase the Planeteria proposed sitemap for web committee review. This will display how users are likely to navigate through your site. o Modify the information architecture as needed to include primary categories and subcategories for final review. o Wire frames, diagrams or flow charts may be part of this process. Visual design (step #3) cannot be commenced without approval of the information architecture. Planeteria team members include: Jamie Spooner, General Project Manager and UI/Information architect. IA will be finalized at this stage and approved by Town Web committee. Design (Creative Development) The design stage is the creative stage where Planeteria will take the approved wire frame for the home page and second level page and turn this content outline into a unique visual signature for your site. Planeteria is proud of its ability to create unique and custom designed sites for our clients--all of our sites reflect the highest quality of usability and intuitive navigation. Planeteria will provide: o Up to three different visual options to choose from. We consider color coding, marketing goals, target audience, brand and organization of the navigation components. We present layouts in two rounds of design. o Custom (and consistent) design of graphics, buttons, icons, imagery as needed. o Web site graphic optimization for speed. Planeteria requires approval of one layout direction (selected from the three provided) in order to move into the next stage of development. Planeteria team members include: Jamie Spooner, General Project Manager and Creative Director and Heather DeLong, Planeteria designer. Heather will create up to three designs for City review based on Jamie's approval. There will be two rounds of design. Town web committee will need to provide review and approvals during this stage of the process. Develop (Content Management) The development stage includes the following: o Development (programming in ASP.Net, SQL, CMS integration) to create a working prototype of the Web site. Programming includes creation and implementation of a customizable kentico content management system tool. The prototype is developed on staging servers in a private location for client review prior to going live. Team Members include: Jamie Spooner as General Project Manager. Mary Hooke, Chris Riley, and Keegan Orfiz-Dekramer, database programmers. Database team will work together to develop the infrastructure of the web site(s) based on the architecture identified in previous steps. They will develop a prototype in a staging environment available only to private view. Town staff are not needed for this development process. Copywrite (Content migration and Implementation) During this stage all content is migrated into the site. Content must be provided electronically by client. This includes content in Word documents, Excel documents or PDF files for forms or other documents. Content will be migrated using the Kentico WCMS. This process can be completed by Planeteria staff or by County staff based on County budget and/or County staff availability. Team Members include: Jamie Spooner as General Project Manager. Development team will provide database development/core site functionality testing of the Kentico system with "dummy" content. Heidi and Heather are available for additional end user testing. The Planeteria team can execute content migration. 6. Review During this stage client will be able to review the entire site content and functional end product at the private URL for the working prototype. Planeteria team: Planeteria team is available daily during this review process. Planeteria recommends specific timeframe (e.g. I week) for Town staff to review the site(s) for content accuracy. 7. Test Planeteria team: Planeteria will perform general testing throughout the development process. However at this juncture Planeteria recommends specific timeframe (e.g. 1 week) for Town staff to test the site(s). Please see training note below. 8. Launch Site Launch Training will be provided at the end of the process. Please see pages 34 for more information on training. Transition Plan: Planeteria will develop the site on a staging server, migrating all current content (up to 500 pages) into the site redesign. Once the site has been approved by the Town of Southold, Planeteria will initiate a "content freeze" until the transition of hosting companies has taken place. Planeteria developer Keegan will be the main point of contact on transition from one host to another, ensuring that the process is seamless without downtime. 9 Project Assumptions Project Assumptions--all the items listed below--are understood to be in place for the system to work properly. Look and Feel · Planeteria will provide up to 3 sets of designs for Client review, incorporating branding, as well as appropriate images and graphical elements that reflect the desired look and feel. Each set of designs will include a home page (landing page) and two complimentary second-level pages. · Planeteria will provide up to 2 rounds of design revisions based on the design direction selected by the Client. Additional comps or additional rounds of design beyond those included in this agreement are optional, and if agreed upon will be billed at an hourly rate. Design Assets · Client will provide any graphic elements (images, illustrations, etc.) digitally, at a minimum of 150 dpi, and will be in TIF, GIF, EPS, JPG, PDF or native file formats such as Adobe Illustrator or Photoshop. · Planeteria will crop and/or resize one primary graphic, and up to 3 additional secondary graphics per page, and optimize them as needed. Processing graphic elements not received as described above, scanning images, or optimizing and adding images in excess of the number included in this agreement are optional, and if agreed upon will be billed at an hourly rate. Web Content Content must be provided in electronic format. If desktop publishing is required, or if client content must be edited, recreated or rewritten by Planeteria and/or if forms and PDF files must created, additional charges will apply. Normal proofreading and minor copy editing is included in the process. Content development will include the placement of no more than 500 words per page (approximately one page of a text document). Development will include unlimited links to PDF or other printable documents. 10 If information architecture or content navigation is restructured by client after development has begun, additional charges will apply for hours needed to make those changes. Technology The site will be developed using valid HTML (5), CSS (3), XHTML, JavaScript (JQuery), ASP.NET, and SQL with an emphasis on Standards compliant technology. Kentico Custom Planeteria Content Management System (CMS) is developed with Microsoft technologies. Planeteria Content Management Systems consist of custom coding in ASP.Net and SQL which means that all coding is scalable and flexible -adding or modifying functionality is easy to do at any time. W3C Compliance Planeteria conforms to all W3C standards, as well as embraced up and coming technologies. Sites are developed in the most current standards at the time of the project. Currently sites are built in HTML5 and CSS3 and most animations are done using the JQuery repository. Browser and Mobile Compatibility · The site will be designed for screen resolution of a minimum of 1024 x 768. Browser statistic trends indicate 99% of the market as of January, 2011. · The site will be designed to be compatible with Internet Explorer 7.0+, Firefox 3.0+, Safari 4.0+, Google Chrome 2.0+, as well as the leading lOS and Android browsers. Compatibility is defined as all critical elements of each page being viewable and functional. Statistics indicate that Internet Explorer, Firefox, and Chrome represent 93% of the market as of June, 2011. · The key areas of the site will be easily accessible by mobile devices with an emphasis on compatibility with Iphone, Android, and tablet devices. eMarketer predicts smartphone owners will be 31% of the entire mobile population by the end of 2011 and 43% by 2015. 20tl Has also been marked the "year of the tablet" with tablet browsing quickly dominating the market. 11 Kentico CMS Accessibility Kentico CMS meets the recommendations listed in the W3C Web Content Accessibility Guidelines 1.0 and it follows U.S. Government Section 508 requirements. What Kentico CMS does for accessibility: · It renders valid XHTML code. · It supports the use of CSS-based layout (instead of inaccessible table layout). · It supports CSS-based menus (using the CMSListMenu) control that renders the menu from structural elements <ul> and <Ii> and can be highly customized using CSS styles. · This kind of menu can be easily followed by users of screen readers. · It supports dynamic rendering of site map (easier orientation). · It supports friendly (=easy-to-read and describing) URLs. · It supports custom page title, keywords and metadata section for every page (easier orientation). · It allows content editors to enrich the text (links, images) with additional alt/title information that improves accessibility. Change Requests Planeteria takes pride in providing excellent customer service. That is the spirit of our agreement, and the spirit of our business. To that end, we encourage input from the Client throughout the website development process, and modest changes will always be accommodated during development of the site, however, significant modifications will require a change request, and will be billed at an hourly rate. The following are examples: Modifying the look and feel of the site after design approval has been received, including but not limited to modifying colors, modifying images, and modifying navigation. Replacing, recreating or significantly modifying Web graphics or company logo at the Client's request after the Web pages have been built. Creating a new navigation structure, repositioning the navigation, or otherwise modifying the navigation at the Client's request after pages have been built. Replacing the images or header graphics on any given page at the Client's request after the images provided have already been added to the pages. Replacing more than 50% of the text on any given page at the Client's request after the content provided has already been migrated into the pages. Adding interactive features and/or other functionality not specified in the contract. 12 Content ManaRement System: The Kentico Solution Example Kentico CMS screen ~ New Directions~ ............... Benefits of Kentico Kentico is becoming a leader CMS solution internationally. Kentico is a MS Gold Development Partner, a MS Visual Studio Industry Partner, the only CMS certified to be hosted on MS Azure. It is also hosted on Amazon Cloud Services as well as RackSpace. Kentico's sole focus is the Kentico CMS to support top quality development partners. More than 7,000 web sites across 86 countries including the sites of Harvard University, Microsoft, Gibson Guitars, and a host of others from Fortune 100 to small shops use Kentico. With over 250 out-of-box web part controls, Kentico CMS not only offers clients a robust feature rich platform for their web initiatives; but an extremely flexible CMS framework with optional development methods through Visual Studio or Kentico CMS's unique portal development engine. Leveraging the Kentico CMS fully open, documented APl 13 (application programming interface) and available source code, clients have complete control over structure, design, and layout of their sites and are able to significantly reduce deployment time, effort and cost. Kentico CMS leverages the power of the Microsoft .NET platform. The CMS uses clean, 3-tier architecture and follows Microsoft best practices for design, security and performance. It comes with open APl (Application Programming Interface) that allows you to script any action in your C# or VB.NET code. The CMS provides many ways for including your own modules, web parts, custom event handlers and other system customizations. Kentico CMS can be easily installed on a server. The business users, administrators and developers can use a Web browser to use the CMS without installing anything on their computer. This content management system solution is built for non-technical staff to manage content on the site. 14 There are many functions included with this system that address key requirements of the RFP, and popular functions include: · WYSIWYG ("What you see is what you get") Text Editor: This tool allows non- technical staff to format content on pages without having to understand HTML programming. Staff can do bold, italic, underline, font formatting, paragraph formatting and other functions common to programs like Microsoft Word. · Easy embedding of YouTube videos · Roles and Permissions: You can grant users permissions for particular modules and for particular documents or site sections. It means you're not limited to some predefined roles. · Search Friendly URLs and SEO compatibility · Updateable menus, moving menu structure dynamically · RSS feed support · Full text search · Online forms · Forums · Blogs · News alerts · E-notice and newsletter capabilities · Easy integration of content to and from social networking accounts · Easily configurable registration and feedback forms with data validation, auto- response · Document management · Google analytics code inserted into page templates · A searchable calendar that integrates dates of events, outings, meetings, etc. · An interactive map using Google Maps · Open APl and customization options for non standard features Below is a detail for a partial list of features available for Kentico and mentioned in this RFP. As a top leader in CMS solutions Kentico has the ability to support 99% of City needs without added customization. Cost of this proposal will be based on development of required features. Some features listed in the RFP are simple to "turn on" or "turn oft' with minimal effort from developers (e.g. calendar). Other features may or may not require some custom coding which is easy enough to do with the Kentico framework. 15 Default Kentico Features Content Editing Kentico CMS provides a powerful content editing interface - Kentico CMS Desk. It allows users to edit content, preview it before publishing, organize site structure and manage extending modules. WYSIWYG editor The built-in WYSIWYG editor is fully integrated into the system. It enables content editors to edit content like if they were using Word. It features: · basic or advanced formatting · insertion of uploaded images and Flash movies · linking to other pages or external files and sites Content tree and content organization The content is organized into a tree hierarchy of documents (pages). The hierarchy (content tree) represents the site map and the navigation structure. Page Templates With Kentico CMS all pages displayed to the users are based on page templates. The page template defines which web parts should be displayed, where they should be displayed and their content. The page templates can be used for a single page or they can be re-used for multiple pages. Page templates are created by web designer. When a user creates a new page, he/she can choose which template will be used. The page templates consist of web parts that are placed into web part zones defined in 16 customizable HTML layout. The master page of the web site typically contains the logo and main menu. All pages are displayed inside the master page, in the place that is defined by page placeholder. Similarly, the first-level pages can contain sub-pages (there can be up to 14 levels of nested pages). This concept allows end users to quickly develop web sites and pages without having to re-create common graphic elements on each page. The content nesting mechanism can be also broken if necessary, so you can create (e.g. a page that doesn't inherit any content from its parents or inherits only master page content. Through the use of structured content (Document Types), you can define custom types of documents stored in Kentico CMS repository. Structured documents allow you to separate content (data) and design. It also enables content re-use on other site sections or on other web sites in different design. The editors can enter content in a structured form. Each document type has its own relational database table. Examples of a few out-of-the-box Document Types include News, Article, FAQ, and Events. Content Scheduling and Archiving You can specify when the document should be published and when it expires. A document can be archived so that it's no longer displayed on the web, but it's still stored in the content repository. News, Articles, and FAQs Kentico CMS has built-in support for creating and managing list of news items, articles, and frequently asked questions. Simply select one of the numerous of out-of-the-box page templates for Articles or News Lists or you can create your own template. Additionally, widgets such as the latest news widget can be placed on any page to dynamically pull data from original source page. Document Management The Document Management module is based on the Document Library web part/widget, which allows you to manage documents on the live site. You can use the following document management features: · Direct editing using Microsoft Office or other applications via WebDAV · File management- Copy/Delete/Open/EditJUpload Permissions management per file and per document library · Check-in/check-out · Workflow · Document archiving · Version history 17 On-site Management The Document Library fully supports all document management features on the live site via pop-up menu. Workflow and Versioning (options would be configured for client) The documents can use all features available for web content, including workflow, check-in/check-out and versioning. You can easily approve the document and send it to the next workflow step, publish it to the website or archive it. If you need to restore any previous version, you can do it through the Version history menu item. 18 Security You can set permissions per each rite or for the whole document library. Use~ and Roles: Access rigMs: 19 Web Analytics Web Analytics is a crucial part of most client on-line marketing strategies. The Kentico CMS Web Analytics module gives you information about your visitors and about the success of your web site. This module allows you to track web site visitors and their behavior. You can get the following statistics on a yearly, monthly, daily and hourly basis: · Visits · Page views · Downloads · Invalid pages · Referring URLs · Conversions · Campaigns · Browser types · Countries Custom Report Builder The reporting module is a universal sub-system for creating reports from data stored in the Kentico CMS database. It's used not only for the Web Analytics module, but it can also be used for reports on documents in the content repository, sales in the e- commerce module, most active forum posters and other custom reports you can create. You can design the layout of your report and insert a column chart, pie chart, table or scalar value that display data specified by your SQL query. You can also define a filter for your report using various fields, such as textbox, date-time picker, drop-down list and others. The reports can be saved in report history or printed. 20 Navigation and Menus Kentico CMS for ASP.NET is delivered with a rich set of navigation controls that are highly customizable using their properties and using CSS styles. You can also use third- party controls if necessary. All controls are XHTML compatible. Drop-down Menu The drop-down menu renders a vertical or horizontal DHTML menu that can display any number of sub-levels. CSS List Menu The CSS list menu allows you to display a wide variety of menus based only on the standard <UL> and <Ll> elements, without any JavaScript or tables. It's the best option if you want to build CSS-based, accessible and SEO-friendly navigation. However, it atso requires an advanced knowledge of CSS positioning. Tree Menu The tree menu is intended for horizontal hierarchical menus. It displayes the unfolded path to the current menu item and its child items. Tab Menu The tab menu helps you create a one-level, horizontal or vertical menu that uses tabs with left and right images for each menu item. Dynamic Sitemap The site map displays the structure of the web site. It's completely dynamic - when you add a new page, it's automatically displayed on the site map. Breadcrumb Navigation Breadcrumbs show the current position of the visitor on the web site. The breadcrumbs reflect the current URL and the position of the page in the content tree (in the site map). Navigation Customization For each menu level, you can specify different CSS classes. Moreover, you can define custom text, image/style, mouse-over image/style and highlighted image/style. It means you can customize the look of every single menu item through a comfortable user interface. For each document, you can choose if it should be displayed in the navigation and in the site map. 21 Workflow and Versioning Workflow allows you to manage the process of content creation and modifications. Kentico CMS enables web masters to prepare customizable workflow or approval processes for different document types and site sections. You can for example set up a workflow process requiring that marketing managers approve all news published on the web site. Work~low ~, New~ approval New work~low $~ep Actions '#orkflow step name ~ Edit ~ ~ '~ ~ Contentappr0val %~ ~ ~ ~t Proofreading '% ~ %f '!~ Design % ~ *~ ~ I~larkeling manager approval ct..~ Published -,~ Archived Workflow notification Appropriate users are automatically notified by e-mail when a new document is waiting for their approval. The document can be edited, approved or rejected by any user who is authorized for the given workflow step. Versioning Kentico CMS optionally stores all previous versions of the document so that the editors can view them, compare versions side-by-side and roll back to some previous version. Content locking When workflow and versioning is used, you can also turn on content locking. It requires users to check out the document for editing. The checked-out document cannot be edited by other users at the same time which avoids two people working on the same document concurrently. After user finishes the changes, she checks-in the document. 22 Modules Calendar The Event Calendar allows you to display content in a calendar style. It can be used not only for events, but also for news, articles, blog posts or any other document that contains a date field for binding with calendar. Kentico CMS comes with pre-defined event calendar page template that displays events, such as conferences, seminars, on-line webinars, etc. You can easily modify this page template or use it as an example for your custom event calendar. 23 Newsletter Newsletter The Newsletter module hetps you quickly set up a newsletter, display a sign up form and author newsletter issues. You can create either a static newsletter that is created manually by the newsletter editor or you can configure a dynamic newsletter that sends the page of the given URL to all subscribers at a specified interval. Both types of newsletters may contain external links and images. You can also customize the e-mail that is sent to the subscribers when they subscribe or unsubscribe. Static, Template-Based Newsletters The static newsletters are based on pre-defined templates with editable regions. The templates prepared by web designers contain the overall layout of the newsletter while the newsletter author only enters the text of the particular issue. ~ NEWSLETTER Dynamic Newsletters Dynamic newsletters are sent regularly on a given period. They send an e-mail that contains text and images from the specified page. This can be a page managed by Kentico CMS or any external page. This type of newsletter allows you to send e.g. a weekly or monthly newsletter that contains the list of new articles published on your web site. 24 Online Forms Builder Creating on-line forms no longer requires writing .NET code and SQL queries! With Kentico CMS BizForms module, you can easily create and publish simple on-line forms without programming. All you need to do is define form fields and add the form on your page. This task can be achieved by the advanced end user without programming or database knowledge. Publishing form on the web site The form can be published by content editors through the WYSIWYG editor - administrator only clicks a button, selects the form and the system automatically inserts the form macro into the text. The macro is replaced by a dynamically loaded form at run-time. You can choose what happens when the user enters form data (display text/redirect to page/continue in editing) and you can optionally send all entered values to some e-mail address or send an auto-responder to the person who filled-in the form. 25 Site Search Full-text search provides you the search functionality out-of-the-box, without having to purchase any additional products. It searches Kentico CMS database content and optionally the uploaded files. You can choose to search for exact phrase, any word or all words. Full-text Search in Files If the SQL Server 2000+ has the SQL Server Full-text Search Engine installed, we can have the SQL Server index and search uploaded documents, such as DOC, XLS, PPT or PDF. Search Customization You can specify which site sections and document types should be searchable and you can also customize the SQL queries used by the search engine to modify the search results. 26 Intranet Module Kentico CMS is fully able to handle intranet needs and comes with numerous intranet- related features, including: · content management · document libraries · project management modules · personalized dashboards · workgroups In addition, Kentico CMS provides the Kentico Intranet Solution, which is an out-of-the- box intranet site that can easily be installed and configured, and takes advantage of all of Kentico's features. Social Media Kentico CMS offers a complete Social Networking engine as an out-of-box component of the CMS platform, providing: Forums, Btogs, Membership, Friends, Member Groups, Message Boards, etc. Kentico CMS also offers integration with many major Social Networking engines with Social Bookmarking. BioR Module Blog The Blogs module allows you to publish personal or enterprise blogs. You can fully customize the access rights to the blog and allow one or more users to add blog posts. A single web site can contain any number of blogs. The blog posts can be retrieved through RSS feed. The design of the blog is fully customizable with your own graphics and custom content. 27 Categories and Tags Blog posts can be organized using categories and tags, Tag cloud ~rp~rt Austria bus cui~e hitchhiking Comments Categories Develop~t NeW, york ~st~at~on Ted~s Proqrarn~q Site visitors can add comments to your posts, the comments may be optionally moderated or disabled. On-site Editing The blog posts can be edited either through the administration interface or through the web site front-end: Trackbacks and Pings The blogs may display a trackback URL for every post which allows other bloggers to ping your blog with their reply. The name of their own blog post is then stored in your blog post comments. You can also ping other blog posts from your blog if you know their trackback URL. 28 Blog Post Rating Content rating can be also used for posts to give you feedback on what content your readers like. Kentico and SEO: Settin.q Your Site HiRh Kentico CMS for ASP.NET allows you to build search engine friendly web sites that can be easily indexed by Google and other search engines. Search Engine Optimization (SEO) Support Kentico CMS supports SEO in several ways: · Each document managed by Kentico CMS can have its own page title, description and keywords that are rendered in the page header. · You can add ALT and TITLE attributes to images/links. · You can customize the friendly URL and custom URLs so that they contain the required key words. · You can use basic html elements in the text editor for faster site crawling. Friendly (smart) URLs Every page on your web site automatically has its unique URL that reflects the position of the page in the content tree, such as: · http:llwww.mydomain.comlproductslnokia.aspx · http:l/www.mydomain.comlproductslnokia · http://www.mydomain.com/products/nokia.html As you can see, the URL doesn't contain any extra parameters, such as ?tabid--7498 that might not be understood by the search engine robot. Smart Document Management When you move a document or change its URL, the system remembers the previous URL and when someone uses it, it automatically shows the page, although it has been moved. 29 Kentico Technical considerations Server-side Requirements · Windows XP, 2003, 2008, 2008 R2, Windows Vista Home Premium/Business/Enterprise/Ultimate or Windows 7 (both 32bit and 64bit) · Microsoft .NET Framework 2.0 or higher · Microsoft Internet Information Services (liS) or Visual StudioNisual Web Developer 2005/2008/2010 built-in web server · Microsoft SQL Server 2005, 2008, 2008 R2 (including free SQL Server Express Edition) Hosting Requirements · ASP.NET 2.0 (or higher) and Microsoft SQL Server 2005/2008 support · Medium-trust or full-trust permissions for the ASP.NET application · If the server uses medium trust, ASP.NET AJAX 1.0 must be installed on the server. · It's recommended the hosting plan comes with 125 MB or more memory and 100+ MB database. Kentico License Fee $1,999.00 1-Year Maintenance The Maintenance covers: · Unlimited free technical support during your maintenance period (by e- mail and phone). · All major (6.0, 7.0, etc.) upgrades released during your maintenance period. When your maintenance expires, you can keep using the product, but you will loose the above listed maintenance benefits. After the first year, a maintenance fee of approx. 40% of initial price will keep the latest upgrades and releases going so that your site is always up to date with the latest release. Manuals and documentation are available on Kentico.com. 3o Example Municipal sites using Kentico Below are a few example of other municipal sites using Kentico. Kentico has the design flexibility, feature scalability and affordability that is ideal for the City. 31 Hosting Planeteria is recommending the nation's leading cloud and managed server hosting company Rackspace. Planeteria recommends the following: Rackspace Manaqed Dedicated Enhanced Servers This includes: · lx Dual-Core Processor · 8GB RAM DDR2 · 3x73GB 10K SAS (RAID 5) · 2TB Bandwidth · Managed Backup · Managed Service Level · Dedicated Cisco ASA 5505 Firewall Cost is approximately $769 to $1,098/month and exact cost will be determined from the initial discovery phase. For more information on Rackspace please go to: http://www.rackspace.com/mana.qed hostinq/confiqurations/ 32 TraininR Training (Kentico CMS Training) There will need to be two types of training: Basic end User Training (For Content providers). Those using the Kentico CMS to add, edit and delete content within their sites can be trained in 2 hour sessions. Jamie Spooner and/or Chris Riley will be training for these sessions. Role Management and Permissions training (For Administrators). Those needing to handle these controls can be trained within 2-3 hours. Jamie Spooner and/or Chris Riley will be training for these sessions. 33 Support Planeteria Support Center - Our online Planeteria Support Center is a password- protected site available to clients for submitting Trouble Tickets and Change Orders (maintenance requests) once the site has gone live. Your ticket is given a number and you are notified via email with the current status of the item. Our turn-around time is 24 hours for emergency requests and 48-72 hours for routine changes. More substantive changes will be estimated and scheduled individually. There are three types of support: 1. Hosting support is 24~7. Kentico support is 24/7 for those with maintenance contracts. (Maintenance for one year is covered with the license--maintenance is ~$600/year after the first year.) The Maintenance covers: Unlimited free technical support during your maintenance period (by e- mail and phone). All major (6.0, 7.0, etc.) upgrades released during your maintenance period. When your maintenance expires, you can keep using the product, but you will lose the above listed maintenance benefits. 3. Web site support requests can be handled via the tool (sample above) or by phone during regular hours of operation. Monday through Friday, 8:30 am to 5:30 pm, PST. 707-843-3773. 34 Schedule Planeteria will present three different visual options. These designs will be presented in two rounds. As cost is based on an hourly rate, additional rounds will incur additional time and costs. Sites can be created within 2 months. Time contingent on client meeting all schedule deadlines and content freeze. Estimated Milestone Activity Number Completion Date Kickoff Meeting 1 10/03/2011 Information Architecture 2 10/03/2011 Design: Round 1 Review Meeting 3 10/11/2011 Design: Round 2 Review Meeting 4 10/17/2011 Design: Final Town Feedback 5 10/18/2011 Development 6 11/14/2011 Final Review Meeting 7 11/21/2011 Testing 8 11/29/2011 Launch 9 12/1/2011 KICKOFF DATE: Complete schedule will be determined with client. Completion of deliverables must be validated in writing by the Customer and Planeteria prior to the stad of the next linear project milestone or as necessitated by the project schedule. 35 Credentials Executive Summary Planetaria, Inc. is an 11-year San Francisco Bay Area Technology Company focused almost exclusively on Microsoft-based solutions. Planetaria has been developing content management systems for municipal clients, nonprofits and non municipal clients for 11 years. Planetaria, Inc. is unique because we are experts in 1) information architecture and user interface design 2) marketing and brand development and 3) .Net/SQL and CMS technology solutions. Planeteria also provides other brand solutions and marketing services such as print services, video, corporate Identity, and search engine marketing services. Over 75% of the business services provided by Planetaria is Web site redesign. Communications Focus, Making Sites That Deliver Planetaria marketing savvy comes from President Jamie Spooner's eighteen years experience in corporate communications. Jamie started her career working at Boston advertising firms with clients like American Express, Digital Equipment Corporation, Pepsi, Disney and The Boston Symphony. She then worked at Microsoft for more than six years as a Lead Design Program Manager. Her Microsoft accomplishments include: Design of the Windows Media Player interface Design of Microsoft.com's second web site (in 1995) Design of the Windows 98 site launch (over 1000 Web pages) Several marketing presentation designs for Bill Gates Patent for Internet Radio Toolbar design developed for the Windows Media Player (Patent # 6639610) Technology Made Simple, Computers Made Human Planetaria employs state-of-the-art development solutions to satisfy client needs. We are experts in system design, installation and training. We develop Web sites for Microsoft and Unix environments using the best frent-end and back-end tools available, including HTML, XML, ASP, .Net, PHP, JavaScript, Flash, SQL, MySQL, Visual Basic, VBA, Peri and C#. Planeteria takes a hands-on approach in hiring people with excellent talent and experience. The development team speaks in easily accessible layperson language so that clients have access to the critical information they need. We can build user- friendly functionality into our Web sites by providing customized Content Management Systems allowing staff with no computer programming experience to update and 36 edit Web sites in "real time." This puts the client at the wheel of their communications vehicle, which is where they belong. The Content Management Systems developed for 75% of our clients allows client administrators to post content on the Web site without having to have an experience in computer knowledge or HTML tools. Customer Service, We Are Happy When You Are All the skills in the world don't matter if you can't deliver customer service. Planeteria client testimonials demonstrate our careful consideration of customer needs. We don't hide behind email-only access or live chat boxes. We are here when you call to address whatever issue is at hand. We invite you to visit our Web site at http://www.planeteria.com to view a partial portfolio and list of satisfied clients. One of our team members can assist you. 37 BrandinR Expertise Planeteria Web Design's expertise and commitment to building brands spans 11 years and extends nationwide. Our clients come to us for various professions including Municipal, Healthcare, Finance, Law, Recreation, Retail, Service Industry and many more. Branding may involve Brand strategy, Identity, Original Video Creation, continuity to Print Collateral, and Marketing Literature. Because every brand is different, every aspect of our process is custom-designed to meet the particular business and communications needs of our clients. Below are some examples of our client Branding: care 38 Logo Brand Identity Samples Designed by Planeteria QB ASSET MANAGEMENT QB Asset Management QB Asset Management is an investment company. Planeteria created brand identity along with a new website. aegis electrical systems Aegis Aegis Electrical Systems is a full service licensed electrical contractor. Pianeteda created both a new brand identity along with a new website. I ' corlstrt, ct lOlq Oak Grove Construction Planeteria created a new brand identity for Oak Grove Construction, a local Construction Company. energy company Eco Friendly Energy Company Planeteria created a new brand identity and website for Eco Friendly Energy Company. Get Healthy San Mateo County Planeteria created a new brand identity and a new website for both Get Healthy San Mateo County and YSpace San Mateo County, a complimenting youth designated web site. 39 Industry or Project related "Before and After" Examples: LAFCO of Napa Before After City of Sonoma Before After City of Cloverdale Before After 40 Non-municipal examples St. Joseph Health System Before After Hanna Boys Center Before After San Francisco Zoo Before After 41 Professional Staff Qualifications Jamie Spooner, CEO and Creative Director President Jamie Spooner brings 18 years of branding, marketing and human factors/usability experience to Planeteria. She grew up on the Long Is/and Sound in Connecticut. Experience March 2000-Present Planeteria, Inc. Santa Rosa, CA CEO & Founder · Founder of Internet technology services company with a national client base. · Establishes creative direction and produces majority of designs for hundreds of Web site projects. · Responsible for all business development, networking and contract negotiation. · Drives and develops all web design and production process from initial business justification through development, prototype and production. Production package consists of site features, information architecture, site diagrams, production/graphic specifications and testing guidelines. · Produces and delivers Web site seminars, including "Business Web Sites that Work," and "Marketing Basics." January 1996-March 2000 Microsoft, Inc. Redmond, WA Design Program Manager · Established creative direction for site designs and managed implementation of over 30 internal and external web sites and mission critical business tools. · Established design guidelines and standards for publishing sites on Microsoft.com. Integrated these new standards into production process group design guidelines. · Managed PBS Intarnet Publishing graphics budget to ensure compliance with all contract terms and conditions to meet fiscal year budgetary requirements. · Patent awarded for Intemet Radio toolbar design (Patent # 6639610) February 1994-December 1996 Ruby Spoon Seattle, WA Owner and Creative Director · Owned and operated design outsourcing firm to target high-tech customers multimedia and web design. · Managed entire design process, including, including production schedules, contractor/vendor relationships and project management. · Successfully implemented projects for the following companies-- Microsoft, Inc., Medio Multimedia, Washington State Bar 42 July 1992-January 1994 Microsoft, Inc. Redmond, WA Art Director, Marketing Communications · Designed direct marketing collateral for Microsoft, Inc, including customer ready brochures, postcards and advertisements for Microsoft marketing teams. · Successfully produced projects for MS Word, Excel, Access, FoxPro, MS Project and MS Mail. January 1991-July 1992 Orsatti & Parish Boston, MA Art Director · Created strategic direct marketing campaigns to reach diverse audiences. Campaigns consistently exceeded reach projections by 60%. · Designed marketing collateral for corporations and large organizations, including Digital Equipment Corporation, Childreach, Kao Infosystems, Fidelity Investments, the Boston Symphony Orchestra. January 1990-August 1991 Bronner, Slosberg, Humphrey Boston, MA Art Director · Designed direct marketing pieces for a variety of corporate clients, including AT&T, American Express and Miller. · Art directed and desk-top published the AT&T "Home Office Resources Newsletter." Education Patents 1963-1987 Smith College Northampton, MA B.A., Studio Art, English Minor Some French and German Co-inventor of the "Radio Stations Button" toolbar functionality first used on the Microsoft Windows Media Web site (Jamie Spooner U.S. Patent No. 6639610). 43 Other team Members for this project may include: Keegar~ Ortiz-DeKramer: Senior Database Architect, Kentico developer. (-4 year employee) Mary Hooke: Senior Applications Developer (1.5 year contractor) Chris Riley: Senior Database Architect, Kentico developer. (<1 year contractor). Chris has been responsible for over 9 Kentico-driven sites. Heather DeLong: Designer with over 10 years in print and online services. (-5 year employee) Heidi Peyser: CSS/HTML/SEO developer with integrative project management skills. (9 month employee) Resumes are included for the key team members listed above. 44 Mary Hooke Senior Level Applications Developer Technical Skills · Languages/Software/Methodologies: Visual Studio 2010, CC/, ASP.NET, T-SQL, LINQ, VB.NET, AJAX, WinForms, HTML, Entity Framework 4.0, IlS, JavaScript, Telerik Controls, XML, SSIS, DTS, ADO.NET, CSS, Visio, ERwin, Agile/Scrum, Team Foundation Server, Visual Source Safe, SVN, Adobe Photoshop · Databases: SQL Server 2008, Microsoft Access 2008, Oracle 8i, Sybase System 11 · Reporting Software: SQL Server Reporting Services, Crystal Reports, Active Reports Work Experience Planeteria, Inc. Lead Developer 2/2010-present Santa Rosa, CA Acted as Lead Developer on several projects. Created functional specification documents and brainstormed with clients to perfect application design. Used Visual Studio 2010 to write front end and middle tier code in C4¢/.NET 4.0. Architected a database in SQL Server 2008 and wrote stored procedures and views. Saw software through all phases of development including design, development, testing, and deployment as well as creating plans for future growth and expansion. Distinctive Development 7/2004-1/2010 Senior Developer San Diego, CA · Worked an independent consultant designing and programming several web based applications and managing them throughout all phases of the software lifecycle. · Created front end graphical user interfaces for public web sites, private corporate Intranet sites and back end contact management systems. · Wrote extensive amounts of code in Visual Studio using both the C# and VB programming languages. · Created middle tier code classes to organize code and optimize code reusability. · Created data models, wrote stored procedures, triggers, functions and views using SQL Server 2005 and 2008. · Designed and implemented several complex reports using SQL Server Reporting Services and Crystal Reports. · Managed database indexes and conducted performance analysis and tuning. 45 · Interacted extensively with technical and non-technical users to help clarify ideas and translate them into technical solutions. · Worked with upper management to create project timelines and budgets. · Wrote business requirements and other technical documentation. · Specific clients include: Union Bank, Friedman Home Improvements, Active Network, Reinarz Corporation, Thornburg Mortgage, Artinfo and Brooklyn Properties. Construction Data Systems 5~2003-5~2004 Senior Developer Los Angeles, CA · Designed and developed applications to assist lawyers with gathering information used in construction defect litigation. · Created software using Visual Basic. NET and Microsoft Access to run on tablet PCs for gathering and transmitting real time information collected by investigators working in the field. · Created a web application using ASP.NET and SQL Server to collect, compile, search, analyze and report on a variety of data. The Bank of America 2/2002-12/2002 Senior Developer New York, NY · Created an application using ASP.NET and Oracle 8i to be used to customize a client's experience on the bank's corporate web site. The results of these customization experiments where used to govern the effectiveness of various marketing techniques. · Performed database tuning, stored procedure optimization, and provided recommendations as to whether or not a data warehouse project should be undertaken. · Created a Windows service using Visual Basic. NET to perform data analysis at scheduled intervals. · Interacted with end users and wrote business requirement documents and other technical documentation. Brooklyn Properties Lead Developer 3/2001-1/2002 Brooklyn, NY Acted as the lead developer responsible for designing and developing an application for real estate agents to track pertinent data including information on buyers, listings, inter-office communications and administrative information. Worked extensively with non-technical users to translate their needs into business requirement documents. Created a data model and implemented all aspects of a SQL Server database including writing stored procedures, views, functions and scheduled tasks. Created reports for managers to be able to track revenue and agent performance. 46 · Wrote extensive amounts of code in classic ASP to implement the application. Later in 2004, I re-coded the application in ASP.NET. The Development Team 5/2000-2/2001 Lead Developer Purchase, NY · Worked for a software startup leading the design and development effort responsible for creating two web based applications for managing construction projects and generating project specific documents. · Wrote code in classic ASP and SQL Server. · Created user documents as well as technical documentation. · Conducted several training classes both for non-technical individuals on the use of the applications as well as for the technical staff responsible for taking over the maintenance of the applications. Progressive Systems Consulting 6/1998-4/2000 Senior Developer New York, NY · Worked for a custom software development firm creating applications for several different high profile clients including Deutsche Bank and The New York Appellate Court. · Designed and coded web sites using classic ASP, SQL Server and Sybase System 11. · Created data models, implemented databases and wrote stored procedures and views. · Worked with OLAP and MDX to create multi-dimensional data structures. · Worked directly with clients to identity requirements, plan content and work flow, create application design documents and maintain budgets and deliverables. Tori Enterprises Visual Basic Consultant 4/1997-5/1998 New York, NY Team Alliance Technology Partners Visual Basic Programmer 1/1996-3/1997 New York, NY Nextel Communications Visual Basic Consultant 2/1995-6/1995 White Plains, NY Bedford Associates Lotus Notes Developer and Trainer 8/1994-9/1995 Norwalk, CT Publications Visual Studio Magazine Contributing Editor 2000-2002 Fawcette Publications 47 · "Power Up Database Apps With XML" - April 2002 · "Capture Database Events~- June 2001 · "Tune Up SQL Server Performance" - March 2001 · "Simplify Data Transformations" - January 2001 · "Use SQL Server 2000 to Auto-Generate VB Code" - September 2000 · "Write Intelligent Transact SQL" - July 2000 · "Process Rows With Cursors" - March 2000 · "Implement Custom Code in DTS" - February 2000 SQL Server DTS Technical Editor 2001 New RideKs Publishing Education University of Maryland Bachelor of Science - Computer Studies 48 Keegan Ortiz-DeKramer Senior Programmer Technical Skills · Languages: Delphi, C# & VB (ASP.NET), Java, C/C++, SQL, HTML, CSS, JavaScript/JQuery · Software Tools: SQL Server 2000-2008, Visual Studio 2003-2010, Delphi 6/7/2006, Fast Reports, Crystal Reports, Quick Reports, Rave Reports, MS Access, Star Team, Adobe Photoshop, Subversion, Log4Net, Firebug · Experience in both Windows and Linux environments. Experience Web Applications Developer, Planeteria Web Desiqn, Apr. 2008 - Present Primary Tasks: · Development of ASP.NET web applications and content management systems. · Maintenance of existing client website code in ASP.NET, Classic ASP, and PHP. Example Projects: Kaburst - ASP.NET 4.0 and SQL Server 2008 · Responsible for developing point redemption cart and checkout process used by consumer accounts to redeem points for prizes. · Responsible for developing shopping cart and checkout process for business account sign-ups using Authorize.net CIM (Customer Information Manager) for credit card processing and secure storage. Plusmags - ASP.NET 3.5 and SQL Server 2008 · Developed custom e-commerce web application that interlaces with existing SQL database including shopping cart and checkout process, customer accounts, and affiliate accounts. Software Developer, Carmel Software, Mar. 2006 - Mar. 2008 · New feature implementation, bug fixes, and general maintenance of client 3- tiered web application and database, using C#/ASP.NET and SQL Server 2000. · Updated client quote estimation software by implementing change order functionality and "undo" capabilities into the existing quoting system, using Delphi 7 and SQL Server 2000. · Implemented ImportJExport Project functionality into existing commercial products, using Delphi 7 and Microsoft Access. Education B.S. Computer Science, English Minor University of California at Davis, Graduated December 2005 49 Chris Riley Chris Riley is a Kentico developer and Planeteria contractor with over 4 years of experience developing Kentico site-wide content management systems, He is an expert with the system. Chris Riley and/or Jamie Spooner will be trainers for this easy to use, and easy to deploy third party Kentico Content Management system. Technical Skills · Languages: C# & VB (ASP.NET), Java, C/C++, SQL, HTML, CSS, JavaScript/JQuery · Software Tools: SQL Server 2000-2008, Visual Studio 2003-2010, MS Access, Adobe Photoshop, Subversion Experience · Planeteria, Inc. Contractor. Kentico developer SoftMedia, Inc. Boston-based SoftMedia Inc. produces design and development services for medium to large organizations. While at SoftMedia, inc. Chris developed over 6 sites using Kentico including but not limited to New Directions, HSA Insurance and the Chowder Cup. Ektron, Inc. Chris got his start as a web site architect at Ektron, Inc. which produces one of the content management solutions on the market today. 5o Heather DeLong Print and Online Designer Technical Skills Print Collateral--Including, but not limited to, Iogos, business cards, corporate identity, stationary, postcards, trade show booths, ads and web banner ads 10+ years of diverse business experience, proficient in Adobe Creative Suite including Photoshop, Illustrator, Dreamweaver, InDesign, Flash as well as Microsoft Office. Em ployment Website and Print Designer Planeteria August 2006-present · Responsible for all print graphics requested by clients · Designer of multiple design options for web site selections · Graphic production artist for maintenance projects · Some Project Management Graphic Designer and Web site Coordinator Santa Rosa Chamber of Commerce 2004-2006 · Responsible for the design and implementation of monthly newsletter · Maintained and regularly updated Chamber web sites · Designed and produced ads, flyers, invitations, programs, etc. · Writing contributor for articles and newsletters Graphic Website Designer Hycomb Marketing 2003-2004 · Responsible for the design and implementation of client newsletters · Website design and development Web Designer PBHS Inc. 1999-2001 · Responsible for the design and implementation of client newsletters · Website design and development Education: Santa Rosa Junior College/Computer Graphics & Graphic Design 51 Heidi Peyser Experience Planeteria, Inc. Front end Developer/CSS/HTML Programmer/Writer with integrative project management skills. New Ways to Work New Ways to Work is a national non-profit, specializing in youth employment initiatives, building community connections that prepare youth for success as adults. Project Coordinator 8/08 - 2010 Project Associate 1/07 - 8/08 Technology Made Simple Consulting firm providing database, research, and website design as well as computer instruction to human service providers and CBOs. Owner and President 01/09 -12/10 National Lesbian Family Study (NLLFS) Executive Director & Co-investigator 06/04 - 06/10 Research Associate 11/02 - 06/04 LifeWorks, Deputy Director 02/02 - 01/07 Medium sized Santa Rosa non-profit providing psychological services for youth and families. Marin Education Fund Large scholarship fund for disadvantaged youth Data Management Consultant 01/02 - 06/02 Marin Community Foundation One of the largest community foundations in the country. Making a difference in the lives of ethers through thoughtful, effective philanthropy. Data Management Associate 02/03 - 08/04 Development Associate 12/00 - 08/01 Education Goddard College, Plainfield, VT Master of Arts in Counseling Psychology 09/04 Sonoma State University, Rohnert Park, CA Bachelor of Arts in Psychology, Minor in Business 12/01 52 Recent Project - Related CMS Case studies San Mateo County Health Department www. yspacesmc.or,q and. h~//www,~ethealthysmc.o_r~ ' Planeteria helped us design two websites: one for youth and one for adults on healthy eating and active living. They listened carefully to our ideas and needs and created two websites that are exactly what we wanted. We recently launched the two sites with residents and members of our Get Healthy San Mateo County Task Force and consistently heard that the sites are well organized and have a "clean" look and feel. People also comment about how easy the sites are to use and find information. The Content Management System they created allows us to update key areas of the Web site and is extremely easy to use." Jenn Gross San Mateo County LAFCO of Napa County http://napa.lafco.ca.gov/ Planeteria was selected out of several national companies to develop a new look and feel and content management system (CMS) for LAFCO of Napa County. Planeteria performed the following tasks: 1. Restructured the content for the entire site to make the site architecture easier to use. 2. Created a custom Content Management System for the staff to manage content in the site. 3. Redesigned the look and feel of the site. "Planeteria did an outstanding job designing our new website consistent with our goals and objectives. We continue to get compliments from the public and other local agencies on our new website and the custom management system they set up is extremely easy to upload new content," Keene Simonds, Executive Officer Local Agency Formation Commission of Napa County 54 Marin Sheriff -Advanced Search Engine (and site-wide content management system) Challenge: The content of the MarinSheriff.org website is very extensive and it is presented in a complex structure of menu items that in some instances might be not optimal for users that want to search for specific information without navigating the entire site. It was necessary to provide an easy way to find information quickly and that would be relevant to the user. Solution: We implemented Microsoft's Full Text Indexing that is a system that would periodically index the dynamic content of the website (entered through the CMS) by remembering what words appear on what page. When the end user runs a search, the system will display a list of web pages that match the search criteria ordered by a ranking system that evaluates, among other things: The frequency of the words in the page: pages where the word or words searched appear the most will be presented first. Proximity of words: for example if the user searches for "Federal Bureau" the system will return those pages that have both words together first and then those pages where the word "Federal" appears in one paragraph and the word "Bureau" appears in another paragraph. Word family root and variances: for example if a user searches for the word "run", the result set will return those pages where the word "run" is present first and then also include pages where the word "running" appears. 55 ICareVilla,qe F~tu~*ed Videos: W~$dom of Eiders Technology includes: Membership Area (Iogin) Custom Application Development Content Management Custom Ad serving feature Ecommerce Client: ICareVillage www.ica revilla~Le.co m In 2009, CEO Jamie Spooner created a second resource based company called ICareVillage after losing a parent to heart disease. This web site includes detailed information from doctors, caregivers and "elders" on common health issues related to eldercare, legal, Medicare, etc. to help boomers take care of an aging population. This site includes over lO0 pages of original site content created by Planeteria, and over ~ 50 video clips produced by Planeteria. 56 San Francisco Zoo Client: San Francisco Zoo www.sfzoo.org Technology: Planeteria created a Web site to interface with a third party Content Management System tool that allows the Zoo to update all content within the SFZoo.org Web site. 'We needed to do an overhaul of our site for a variety of reasons. One big reason for a redesign was an outdated content structure that did not reflect our business goals. Another key problem with our site was that people visiting had a difficult time trying to find content and were lost within the sections. We worked with Planeteria on the architecture of our site. They met with our each department on their content needs to make sure our finalized navigation reflected both the needs of the Zoo and departments as well as the needs of our site visitors. As a result our site is extremely easy to use and we continue to get compliments on how the content is presented! Thankyou!" Amy Frankel Marketing 57 Thoughts on a Redesign Planeteria truly has one of the best portfolios nationally and has 11 years of experience in municipal and healthcare related sites. Planeteria does not design "cookie-cuRer" sites with every site following a common model. Instead we recognize that every site is unique and so each site is designed to meet the marketing objectives of each organization. Below is one "good faith" mock-up to show the skill level of our design team. This is a sample for your review but does not reflect our final design nor does it reflect one of the three different design option deliverables described in this proposal. Sample home page 58 References References below reflect a partial list of clients who hired Planeteria for CMS solutions. Many additional relevant references available. Please let us know if additional references are needed. LAFCO of Napa County (2008-present) 1700 Second Street, Suite 268 Napa, CA 94559 www.napa.lafce.ca.,qov Keene Simonds, Executive Officer Phone: (707) 259-8645 Emaih ksimonds(~,napa.lafco.ca .,qov Current Client Redesign, site-wide CMS, Hosting & Support maintenance as need. Free Ride of Santa Rosa (2007 - present) City of Santa Rosa 100 Santa Rosa Avenue Santa Rosa, CA 95404 | Contact: Joy Gipson, Marketing and Communications b Santa Rosa Free Ride (Transportation Department) Phone: (707) 543-3336 Emaih i.qipson~srcity.orq 59 Current client: Redesign, Custom Application, Support Maintenance City of Sonoma (2006-present) City Annex No. 1 The Plaza Sonoma, CA 95476-9000 Contact: David Goodison Phone: (707) 938-3681 Email: davidg@sonomacity.org Web: www.sonomacity.org Current client: IA, Redesign, Site-wide CMS, Hosting & Maintenance County of San Mateo (2008-present) Get HealthySan Mateo San Mateo County Health Department 225 W. 37th Ave, 3rd Floor, San Mateo, CA 94403 Web: www..qeth ealthys mc.or.q) Contact: Jennifer Gross Community Health Planner Phone: (650) 573-2319 Email: i.q ross~,co.sanm ateo.ca.us Services: Information Architecture, Design, CMS development site-wide, Content migration, Training, Hosting Implementation 6o Hanna Boys Center (2003 - Present) 17000 Arnold Drive P.O. Box 100 Sonoma, CA 95476-0100 www.hannaboyscenter.orq (Planeteria designed and developed the site 8 years ago in 2003, then redesigned it again in 2010. Hanna is a long time client. Site includes donation module and partial content management system.) For references you can contact: Tamara Dunn at tdunnt~,hannacenter.orq or 707-933- 2504 or 707-849-6487 61 Cost Proposal Notes: Cost proposals are based on the assumptions as follows: · Kentico will be used as core WCMS with custom coding added if needed. · Hosting set up fees are itemized in the page 32. Fees for this project are based on a scope of work defined in this proposal. Total fees are based on houdy rates as follows: · Project Management $99/hr. (includes client calls, internal team management) · Creative/Brand Development: $110/hr. (includes design options, 2 rounds of design) · Front End Development: (includes CSS/HTML, development of site templates) $99/hr. · Installation & Set up of Kentico CMS: $110/hr. (includes full site structure development and/or development of special modules/features) · Content Migration: · Technical Support: · Copywriting services: · Hosting (please see page 32) $99/hr. $99/hr. $99/hr. Up to $1,000/month 62 Web site design/development Fees Estimate for: Number: SH-001 Town of Southold Web site and Content Management System Date: 8/20/2011 Project coordination/management between all team members and client. $2,475 Owns project schedule. Main liaison to client--available for questions and consultations within 8-hour timeframe between project kick off and site launch. Includes discovery phase. ($99/hr.) 25 hours Creative development, unique and visually compelling site branding, $3,850 design guidelines, and design preparation to development. This includes Three Design Directions for options to choose from in addition to two rounds of design to complete this phase and Police Department design. ($110/hr.) 35 hours Front End Development. Non Database programming of web site $2,970 templates and integration with Kentico. ($99/hr.) 30 hours Content Migration (integration of photos and content into site). $14,850 ($99/hr.) 150 hours (up to 500 pages) Back End Programming (SQL, Asp. Net, Kentico Content Management $12,870 System with Search, Calendars and other features.) Addresses ADA Compliance. Feature modules finalized during discovery phases. 117 hours. ($110/hr.) See details below. Kentico License $1,999 Town of Southold Kentico CMS Training and Manual $2,500 Photography. Stock imagery varies but is available at between $25 and $88 depending on the image. Other Photography billed separately. Optional Search engine optimization services billed at $99/hr. Optional Writing services billed at $99/hr. SCHEDULE: -2 months PAYMENTS: In installments Thank you for the opportunity to bid on this project! NOT TO EXCEED $41,514 Hosting billed separately 63 Kentico CMS database-related development detail Costs below reflect core features required for this proposal. Additional features that are optional may need to be defined in more detail before implementation but Town should assume -8 hours of development time per key module or feature added if the City is not able to add these items themselves. Kentico is able to support 99% optional features but a developer may be required to "turn on" or customize desired features. Functionality Development Time (hours) Kentico Installation & Setup 10 (incl. News/FAQ/Structure) Modules Blog 8 E-Newsletter 7 Calendars 7 Online Form (4 hours 8 per form, est. 2 forms) Other features TBD 15 User Roles, Permissions Setup 8 Workflow Setup 4 Search- Kentico Search 6 Module Legacy Link 301 Redirects 8 Testing & Implementation 35 TOTAL 117 Hours Billing Planeteria will bill this project in multiple installments: · Installment 1. Initial retainer of $8,000 due upon kickoff 10/3/2011. · Installment 2. Payment of $8,000 due -10/15/2011. · Installment 3. Payment of $8,000 due-Il/I/2011. · Installment 4. Payment of $8,000 due -11/15/2011. · Installment 5. Payment of final balance due -12/1/2011. 64 AFFADAVIT OF QUALIFICATION TO BID I HEREBY AFFIRM THAT 1) I am the (...ETD and thc duly attthorized (Title) representative of the firm ~> L/vt, t0/'fE,O..ql¥4/6 ~ and that 1 (Name of Corporation) possess the legal authority to make this affidavit on behalf of myself and the firm tbr which I am acting. 2) The firm __.~[-AXJX:Ychrl-~! I~oC is either a New York corporation or is a foreign corporation properly registered with the New York State Department of Taxation and Finance. ( ep~,~ a.'~ ~ [ C~O~ 75 }) 3) Except as described in paragraph 4 below, neither I nor the above finn, nor to the best of my knowledge, any of its officers, directors, or partners, or any of its employees directly involved in obtaining contracls with the State or an county, bi-county, or multi~county agency, or subdivision of tire State bare been convicted of; or have pleaded nolo contendere to a charge or; or have, during the course of an official investigation or other proceeding, admitted in writing or under oath, acts of omissions which constitute bribery, attempted bribery, of conspiracy to bride, whether or not in furtherance of obtaining a contract with a public body under the laws of any state or thc Federal government. 4) List m~y conviction, plea, or Mmission &scribed in paragraph 3 above, with the date, court, official, or administrative body; the individuals involved and their position with the firm; and the seutence or disposition, if any. Otherwise, state "none" as apprnpriate. 5) Neither I nor the above firm, nor to the best of my knowledge an officer~ partner, controlling stockholder or principal of the bidder, or any other person substantially involved in the bidder's contracting activities has: ( 1 ) been convicted under the laws of the State, another state or the United States of(i) a criminal offense incident to obtainiug, attempting to obtain, or perlbrming a public or private coutract; or (ii) lYaud, embezzlement, theft, forgery, falsification or destrnction of records, or receiving stolen property; (2) been convicted of a criminal violation of an watitrust statute of the State, another state or the United States; (3) been convicted of a violation of the Racketeer Influenced and Corrupt Organization Act, or the Mail Fraud Act, t'or acts in com~ection with thc submission of bids or proposals for a public or private contract; (4) been convicted ora conspiracy to commit any act or omission that would constitute grounds tbr conviction under any of the laws or statutes described herein: (5) been tbnnd civilly liable under an antitrust statute of the State, another state or the United States tbr acts or omissmns in connection with the submission of bids or proposals tbr a public or private contract. 6) Bidder hereby declares that this bid is ~nade without any connection or collusion with any person, firm or corpnration making a bid for the same work; that pursuant to this [4 affidavit; that the attached specifications and any drawings referred to herein have been carefully examined and are understood; thru cm'eful examination has been made as is necessary to become infbnned as to the character and extent of thc work required; and. that if this bid is accepted, this Bidder will contract to do, for the price stated in the attached cost proposal, all of the work described in the specifications, drawings and contract conditions. 7) I acknowledge fl~at this affidavit is to be furnished to the Town Clerk of the Town of Southold. I acknowledge that, il'the representations set forth in this affidavit are not true and correct, the Town of Southold may terminate any contract awarded and take any other appropriate action. I do ~ue and correct ..... Date solemnly declare and affirin under the penalties of perjury that the contents of this afl]davit Signature STATE OF: CO{ J NTY OF: ss: Onthe~6C/ltayot', /4ct¢l~tShc , i,,n,t~eyear2011 be?rcme, the und~ersigned, a notary public in and for said state?personally a~pCeared ~'c',.~-~ ,e .._.~_~ ~C , Personally known to me or proved to me on the basis of satisfactory evidence to be the indJ.yidual ;vhose name is subscribed to the within instrum_e~ and acknowledged to me that he~s~-e~xecuted the same in hi~apacity and that by h~___~j;)signature on the instrmnent, the individual or thc persvn upon whose behalf of which the individual acted, executed the instrument. 15 RFP SUBMISSION CERTIFICATION OFFEROR MUST RETURN Tills COMPLETED FORM WITH PROPOSAL SUBMISSION PROPOSAL SUBMI'ITED BY: ~'7"c[24,~. ~'..~.atq~ 57&5,-~h~.. FIRM: ADDRESS: PIIONE: '~b~-. - o°~ - 2q~3-) ~N~tc> E-MAIl,: FAX: The proposal as subnfitted includes the Town of Southold Website Design and Development RFP Submission Form with Conflict of Interest Certification, an Affidavit of Qualification to Bid and a Statement of Qualifications. I, the uudersigned, hereby attest to the truth and completeness of the information and responses provided and certif}' that my finn has met the minimuin selection criteria required in fl~e Town of Southold's Request fbr Proposal for the Town of Southold Website Design and Development. Signature Date · 7-~ CO['NTY OF: On th~_~_ ~ay ot f~O (~ ~ )~ )n, the year 2011 belore me, the undersigned, a noiaD public in and tbr said stat~ersonally appeared ~63 ~'~; e. 5[;c)9.0~ , ~rsonally known to me or proved to me on the basis of satishci~y ~vi~n'c~'io be tl~e individml whose name is subscribed to the within instrument and acknowledged to me flint he~)executed the same in his/~apacity and that by hi~signature on the insuument, the individual or the person upon whose behalf of which the individual acted, executed the instrument. ~ COMM. ~1772664 O Z 11 RFP SUBMISSION FORM Company Name: Company Federal Tax Identification Number: Contact Person Company Address Phone: E-mail: CONFLICT OF INTEREST CERTIFICATION I HEREBY CERTIFY, on behalf of _~ ~r',~,, ~oC_, that neither the Town Supervisor, nor any other officer, ag~7~-~'~plo~ ~ff il~ ;i:~;l~, no member of the governing body of the Town, and no member or employee of a Commission, Board, or Corporation controlled or appointed by the Supervisor and Town Board of the Town has received or has been promised directly or indirectly, any financial benefit by way of fee, commission, finder's tee, or in any other manner, remuneration directly or indirectly related to this contract. Upon request by the Town Attorney, or other authorized agent, as a prerequisite to payment pursuant to the terms ora contract awarded pursuant to tiffs bid submission, ..~¢a~:--_ ~_e~_~.j__.¢---,_ will furnish to the Town Board of the Town of Southold, under oath, answers to any interrogatories and comply with any request to review documents related to a possible conflict of interest as herein embodied. I HEREBY CERTIFY, on behalf of }° t2~.hff_~'~>2_~5., ....... that no employee or agent of ~ U,4,,,~ 'Chxta,.i~g~ is a member or employee of any agency, commisskm, board or corpormmn of the Town of Southold or is the spouse or any other relative of any of the foregoing. If Pi..2~y~."ed~,~_z_, is unable to so certitS', thc details of any such relationship with the Town of Southold are disclosed herein: 12 1 do solemnly declare and affirm under the penalties of perjury that the contents of this affidavit are true and correct. Signature Date STATE OF': COUNTY OF: Witness SS; On the ~d~ay of _~ ~_~ ~C~'~ in the year 201 l before hie, the undersigned, a notary public i~-~d tbr said statO personally appeared __~J'o~m~i~_.~/;.2~? ~ t'"' __, personally known to me or proved to me on the basis of satisfactory evidence to be the individual whose name is subscribed to the within instrument and acknowledged to me that he~__~'cxccuted the same in his/~apacity and that by his~ignature on the instrument, the individual or the person upon whose behalf of whicb the individnal acted, executed the instrument. ~ ~, J, DUNCAN 0 ~,~f~ NOTARy PUBLIC- CALIFORNIA z X,~2~;J// SONOU~ coum v 13 August 19, 2011 Elizabeth A. Neville, Town Clerk Town of Southold Town Hall 53095 Main St. Southold, NY 11971 Dear Ms. Finger, Subject: Transmittal letter for RFP Website Design and Development August 26, 2011 4:00 PM For over 10 years, QScend has been designing websites for local and county governments. Developing content management tools to manage those websites is our area of expertise. We know what it takes to build and maintain a government website that will serve your citizens well. Today's websites must deliver up-to-date content in a myriad of new and exciting ways: · RSS feeds · interactive mapping · calendars · timely posting of meeting minutes and agendas · social media links · comprehensive knowledge base · citizen request functionality A website's architecture as well as aesthetic appeal becomes crucial in putting it all together. It takes an experienced team to make it happen. And a well*developed and supported content management tool to ensure that your website will continue to be relevant and vital. As you will discover in our proposal, we can meet your requirements. The QContent suite of content management tools has the capability to deliver the functionality you seek. Our firm is committed to building $outhold a state of the art municipal website. We have the talent and resources to meet the contractual obligations as set forth in your REP. Statement to bind proposal This proposal shall be binding for a period of 120 days from the date of bid opening, August 26, 2011. Thank you very much for this opportunity to submit a proposal. We look forward to hearing your decision. Best regards, Doreen Darsh Regional Account Executive 888.878.3006 doreen.darsh @qscend.com 231 Bank Street * Waterbury, CT · phone 203757 6000 , e-mail info??qscendcom · www. qscend, com Town of Southold, NY Website Design and Development Services August 26, 2011 4 PM Pricing Proposal Presented by Doreen Darsh doreen.darsh@qscend,com 231 B,~nk Street, Waterbury, C'F 06702 I p, 888,878.3006 I f, 203~759~05t9 I ~w,qscend.com PROPOSAL FOR THE TOWN OF SOUTHOLD page 2 PROPOSAL FOR THE TOWN OF SOUTHOLD page 3 ~ Option !/License pricing - one time cost QContent Enterprise Web-based web content management system $9,900 unlimited users QContent - content management QScheduler - online calendars QNotify - email list management QPolling - online polls and surveys 1 ~' year maintenance & support includes 24/7 Included email & phone support, all new releases Hosting Optional application hosting @ $100 per month $1,200 Professional Services Website design and build-out website architecture 60 hours @$95/hr $5,700 Content migration of current website assets $1,1 O0 per 200 pages TBD QScend Academy 1.5 days of onsite training for QContent users $2,250 Project kick-off webinar Included QContent administrator training webinar Included 1 yr subscription QScend Academy online Included courseware TOTAL Software & professional services - one time fee $19,050 Year 2 Costs Annual hosting Annual maintenance & support contract to be 20% of software cost ~ PROPOSAL FOR THE TOWN OF SOUTHOLD Current website/Southold, NY page 4 Website Report for http://southoldtown.northfork,net/ As part of the process of redesigning a website, we review and inventory your current website assets. We have the capability to migrate existing content as your project requires. Some of our customers choose to migrate existing content themselves after completing training with QScend Academy. Website count includes: · HTML pages - 66 · PDF docs - 357 · GIF images- 14 · JPG images - 101 · JavaScript - 3 · Java Applets- 2 PROPOSAl_ FOR THE TOWN OF SOUTHOLD page $ Included with QContentTM ct 508/ADA Compliance ct Admin Management Reports ct Advanced HTML Editing ct Agenda& Mins. Storage ~'/ Agenda & Mins. Notification ct Analyze Orphaned Content ct Archived Content ¢~ Area-Specific Navigation · / Audio Files ct AutoSave on Timeout Vt Breadcrumbs ct Build Multiple Email Forms Built-in Analytics Business Directory ct Code-Free Page Creation ct Comprehensive Reporting Content Scheduling ct Content Feeds (RSS) CSS Style Sheets Dynamic Navigation Editing Permissions/Security Enhanced WYSIVffG Page Editor ct Embed Code Functionality ct Emergency tlulletins Event Listings ct FAQs ct File Management ct Flash Integration Form Builder V'~ GEO Content interactive maps */ HOW Do I . ct HTML Editing ct Nyperlink Management Tools ct Image Management Tools ¢¢ In~ine Page Editing ct Intranet ct .lob Postings ct Manage Broken Links ct Monitor Bandwith Usage ct Multiple File Upload ct Multiple Navigation Schemes ~/ Multiple Page Templates ct Municipal Offices Mapping ct News Flashes ct Online Form Spare Protection ct Page Approver Task Area ct Photo Galleries ct Pre-built Page Templates t,/ Preview before Publishing ct Product Suite Integration Ct Publishing Permissions ct Quick Links ct Recreation Faciliw Mapping ct RFP Announcements ct Right-Click Mouse Options ct Rotating Banner Headlines ct Rotating Content ct Rotating Design Templates ct Scheduled Content ct Seasonal Templates ct Security Timeout ct Site Search Engine ct Spellcheck ct Staff Directory ct Table Creator/Editor ct Thumbnail Creator ct Timed Content ct Track Page Version Changes ct Unlimited Drafts Storage ct User Password Management ct Video Files ct Voting Districts Mapping ct W3C Compliance ct Web Address Redirection ct Where Do I., PROPOSAL FOR THE TOWN OF SOUTHOLD page 6 Included with QSchedulerTM Class List Access Coordinator Management Event Registration Interactive Calendar Viewer Permisslons/SecuriW by Calendar Product Suite Integration Unlimited Calendars Unlimited Coordinators Unlimited Locations User Password Management and Recovery User Accounts/Login Wait Listing Date Specific Postings for Recurring Meetings Embed Code Functionality Event Archive Event List Management Event Specific Information Event List Management Event Specific Information HTML Editing Hyperlini( Management Tools Image Management Tools Map Links Recurring Meeting Scheduling Registration Cut-off Roster Building Single Event Entry Spell check WYSIWYG Editor Itemized Event Listing Master Calendar Multiple Views Prerequisite Indicators Registration Option for SingIe Event Registration Option for Entire Event Registration Option for Entire Event PROPOSAL FOR THE TOWN OF SOUTHOLD page 7 Included with Page Registration Messages List Management Permissions Multiple List Subscription Registration Product Suite Integration User Password Management and Recovery Auto Unsubscribe Broadcast Email HTML Delivery HTML Editing Hyperlink Management Tools Image Management Tools Personalized Address Delivery Personalized Message Delivery Template Choices WYSIWYG £ditor Email Address Management Private Mailing Lists Public Mailing Lisl;s Unlimited Email Lists PROPOSAL FOR THE TOWN OF SOUTHOLD page 8 RFP SUBMISSION CERTIFICATION OFFEROR MUST RETURN THIS COMPLETED FORM WITH PROPOSAL SUBMISSION PROPOSAL SUBMITTED BY: FIRM: ADDRESS: PHONE: E-MAIL: FAX: The proposal as submitted includes the Town of Southold Website Design and Development RFP Submission Form with Conflict of lnterest Certification, an Affidavit of Qualification to Bid and a Statement of Qualifications. l, the undersigned, hereby attest to the truth and completeness of the information and responses provided and certify that my firm has met the minimum selection criteria required in the Town of Southold's Request for Proposal for the Town of Southold Website Design and Development. Signature ~)/t...... ,,L]0~_, STATE OF: ~ ! COUNTYOF: /~.~,t/ ffd~¢'efl SS: Onthe/_~_~Jt~ayof ~.''~ in the yeat[ 2011 be~orem~,theundersigned, anotary public in and for said state, personally appeared ~ f~'l ..}y',IjGPl , personally known to me or proved to me on the basis of satisfactory evidence to be the individual whose name is subscribed to the within instrument and acknowledged to me that he/she executed the same in his/her capacity and that by his/her signature on the instrument, the individual or the person upon whose behalf of which the individual acted, executed the instrument. Notary Public RFP SUBMISSION FORM Company Name: Company Federal Tax Identification Number: Contact Person Company Address CONFLI~ OF INTEREST CERTIEICATION I HEREBY CERTIFY, on behalf of ~ce~d~c./~ }e3, thru nei~er ~e Town Supervisor, nor ~y other officer, ageni, or employee of the~wn, no mem~r of the governing body of the To~, ~d no member or employee of a Commission, Board, or Coworation contmll~ or ap~int~ by the Su~rvisor and Town Board of the 'lbm has received or has been promised directly or indir~tly, any fin~cial ~nefit by way of fee, commission, finder's fee, or in any other manner, remuneration directly or indirectly ~lated to ~is con~act. Upon request by the Tom Attorney, or o~er authofi~d agent, ~ a prer~site to pay~t pummel to the terns ora contract aw~d~ pumuant to ~is bid submission, ~}te~ c{/ec~do~t6 will t~mish to the Town Board of the Tom of Sou~otd, under oath, ~e~ to ~y int~ogatofies and comply Mth any request to ~view documents related to a possible mnflict of interest ~ herein embodied. 1 HEREBY CERTIFY, on behalf of (',~ScCr~d--/~Cbv~c~locj}o~ thai no employee or agent of ,(~¢ ~,)({ '~c/-~,qOloq} ~o~' is~a member or employeck6fany agency, commission, board or corporation of the Towl'vdf Southold or is the spouse or any other relative of any of the foregoing. If is unable to so certify, the details of any such relationship with the Town of Southold are disclosed herein: penalties of perjury that the contents of this affidavit Witness / COUNTY OF: //~, PT//~/g t/4~, ss: Onthe..L~. ayof .~ t :~ in the ye ~ 2011 be ore me, the underlined, a not~ ar ~ . ~ y public ~n ~d for smd s~l~, ~monally app~ed ~l~q ~ ~]X _ , personally known to me or prov~ to me on the b~is of satisfactory evidence to be ~e individual whose name is subscribed m the wit~n ins~ment and ac~owledged to me ~at he/she execmed the sine in his&er capacity ~d thai by hiffher signature on the inst~ent, ~e individ~l or the ~rson upon whose behalf of which the indihdual acted, executed ~e ins~ent. Notary Public I3 AFFADAVIT OF QUALIFICATION TO BID 1 HEREBY AFFIRM THAT 1) 1 am the ' '~r~:L~?Cf~,.-~7' and the duly authorized (Title) , .~ representative of the firm t'~ ~F~,'~c/' ~(.~(~/~,64/~ ~ ..~c' and that 1 · (Name oI~ Corporation/ 2 possess the legal authority to make this affidavit on behalf of myself and the firm for which I am acting. 2) The firm (~,~r lC/' ,J~O/')/t3/r-&lL~is either a New York corporation or ts a fore,gn corporation properly registered xdi.[lJthe New York State Department of Taxation and Finance. 3) Except as described in paragraph 4 below, neither I nor the above firm, nor to the best of my knowledge, any of its officers, directors, or partners, or any of its employees directly involved in obtaining contracts with the State or an county, bi-county, or multi-county agency, or subdivision of the State have been convicted of, or have pleaded nolo contendere 1o a charge of, or have, during the course of an official investigation or other proceeding, admitted in writing or under oath, acts of omissions which constitute bribery, attempted bribery, of conspiracy to bride, whether or not in furtherance of obtaining a contract with a public body under the laws of any state or the Federal government. 4) List any conviction', plea, or admission described in paragraph 3 above, with the date, court, official, or administrative body; the individuals involved and their position with the firm; and the sentence or disposition, if any. Otherwise, state "none" as appropriate. 5) Neither ! nor the above finn, nor to the best of my knowledge an officer, partner, controlling stockholder or principal of the bidder, or any other person substantially involved in the bidder's contracting activities has: (1) been convicted under the laws of the State, another state or the United States of(i) a criminal offense incident to obtaining, attempting to obtain, or perlbrming a public or private contract; or (ii) fraud, embezzlement, theft, forgery, falsification or destruction of records, or receiving stolen property; (2) been convicted of a criminal violation of an antitrust statute of the State, another state or the United States; (3) been convicted ora violation of the Racketeer Influenced and Corrupt Organization Act, or the Mail Fraud Act, for acts in connection with the submission of bids or proposals for a public or private contract; (4) been convicted of a conspiracy to commit any act or omission that would constitute grounds for conviction under any of the laws or statutes described herein; (5) been found civilly liable under an antitrust statute of the State, another state or the United States for acts or omissions in connection with the submission of bids or proposals for a public or private contract. 6) Bidder hereby declares that this bid is made without any connection or collusion with any person, firm or corporation making a bid for the same work; that pursuant to this 14 affidavit; that the attached specifications and any drawings referred to herein have been carefully examined and are understood; that careful examination has been made as is necessary to become informed as to the character and extent of the work required; and, that if this bid is accepted, this Bidder will contract to do, for the price stated in the attached cost proposal, all of the work described in the specifications, drawings and contract conditions. 7) I acknowledge that this affidavit is to be furnished to the Town Clerk of the Town of Southold. I acknowledge that, if the representations set forth in this affi~lFvit are not true and correct, the Town of Southold may terminate any contract award0d~hd take any /// I do solemnly declare and affirm under the penaltiesp(per'~r3 h/~e cCents of this affidavit are -ea.dcorrect. /, / //// / w~itness ig ture - STATE OF: COUNTY OF: ~'~/~ ~ ss: On tbe~day of ~ in the ye~ 2011 ~fore me, the undersigned, a notary public tn ~ d for said'state, ~rsonally appe~ed ~F~/&~g/ , personally known to me or proved to me on ~e b~is of safisfantou evidence to be the individual whose name is subscribed to the within i~tmm~t ~d acknowl~ged to me ~at he/she ex~uted the same in hisser capacity ~d that by hi.er signat~e on the instment, ~e individual or the person upon whose ~h~f of which the individual act~, executed the inmrument, Notary Public 15 TOWN OF SOUTHOLD REQUEST FOR PROPOSAL FOR THE TOWN OF SOUTHOLD WEBSITE DESIGN AND DEVELOPMENT Attachment A: Specifications Proposal Due Date: August 26, 2011, 4:00 PM INTRODUCTION Southold Town is requesting proposals for the following services related to the Town's website: /fi~. Site design· · Implementation of an infrastructure that allows town depa~lments to maintain their specific information within a common framework. ---~J. Afl[er implementation is complete and the site is live the Town's Data Processing Department will assume the role of website administrator. -~--4. Both administrator and user training will be provided by the selected vendor. A 5. Hosting of the town website. · The current Southold Town website is hosted by an internet Service Provider (ISP) and maintained by town staff using tools allowed within the ISP restrictions. · The intention is to maintain the current site and to redirect to the new site as it is made available, eventually terminating the current site. · The address of the current website is www. southoldtown.northfork.net. We would like to change the address of the new site to something more specific to the name of the Town and the fact that it is a government agency. · The proposals will be evaluated on the basis of price and the criteria specified in this document. DEMONSTRATION OF PRODUCTS At the option of the town, and as a condition prior to selection, respondents may be required to demonstrate the functionality of the proposed system, The demonstration must be conducted with the products proposed and must be able to demonstrate the functionality as it would be implemented for the town, If the town elects to have a demonstration, the respondent may be required to do so at town facilities. A minimum expectation of respondents to this document will 16 be web/conference call presentations to multiple groups of town department heads and staff. It is understood that any costs for on-site or web/conference call demonstrations shall be the sole responsibility of the respondents, MINIMUM REQUIREMENTS Proposed application/system must meet the following minimum requirements: · Southold prefers that the respondent has experience with providing website services to government entities. · Public access to all of the features on the website is not dependent on specific browser, that is, the web interface is browser agnostic and works with commonly used browsers found on Windows, Linux and Mac computer systems. · Website capable of being organized into multiple departments/committees with ability for town employees to add or remove departments/committees as required. · intuitive and consistent options for navigating the website especially moving from department to department, department to general information/home page and site navigation in general, · Multiple level security, completely contained within the website infrastructure, and not reliant on the existing town network security or peer-to-peer connectivity. · Flexibility within the portion of the site assigned to a department or function for designated town employees to add, remove and update content using tools and templales that do not require extensive knowledge of web development languages or technical structure. · Pages and features compatible with limited bandwidth access by the public. In other words, the town is concerned with public access being hindered by a slow internet connection. · Capability for all facets of website administration which will be the responsibility of the town to include but not limited to; · Control size of individual web pages, · Control size and types of images used wilhin the site. · Control publishing of links to other websites. · Control all site content, · Adding and removing pages as required. · Report website maintenance activity and statistics on content type: Updates, downloadable documents, web pages, calendars. · Report on the number of visits to site generally and to each department. · Respondents proposing to host the town website must not be on any email or website "black lists" as a source of unwanted solicitations or objectionable content. 17 ADDITIONAL FEATURES & CAPABILITIES The following is a list of additional features and capabilities Southold Town is seeking in website services. The list is not intended to be all inclusive, nor is it intended to represent a minimum of features and capabilities. · Capability for easily searching the website for key words or phrases. · Mechanism for members of the public to convey comments, suggestions or questions concerning the website design or information. · Content management system that provides for a database of information common to all town departments, for example, locations and descriptions of facilities. · Content management system that provides a uniform means of managing web documents whether posted as web pages or downloadable files. Database needs to include items like the documentJpage title, description, posting information, expiration date. · Meeting/event calendar system that allows for each depadment to add content to a department specific calendar that appears in the department's portion of the website and that maintains a composite calendar of all town departments. · Ability to upload data into pre-formatted web pages or documents. · Allow creation of functional groupings of web pages or portions of web pages from multiple departments in order to facilitate public access to information that cresses departmental lines. · Option to create and maintain multiple blogs both restricted within a department's portion of the website or made available generally to the public while hosted by a specific department. · Create specific web pages to be available only to visitors with user names and passwords, · Ability for authorized staff to create and/or edit new website pages, including uploading of photographs and content. · Ability of website to allow visitors to sign up for email newsletters, using opt-in and opt out procedures. · Option for an interface with vadous social media sites. CONDITIONS OF WORK · Vendor will be responsible for all licenses, permits, fees and taxes associated with the system installation. · All hardware, network, and software installation and configuration must be performed in cooperation with the Southold Town Data Processing Department. · The implementation must be accomplished in a manner that minimizes disruption of town business via the Internet. ]8 #10343 STATE OF NEW YORK) ) SS: COUNTY OF SUFFOLK) Candice Schott of Mattituck, in said county, being duly sworn, says that she is Principal Clerk of THE SUFFOLK TIMES, a weekly newspaper, published at Mattituck, in the Town of Southold, County of Suffolk and State of New York, and that the Notice of which the annexed is a printed copy, has been regularly published in said Newspaper once each week for 1__ week(s), successively, commencing oR the 28th day of July, 2011. Sworn to before me this LEGAL NOTICE NOTICE TO NO~iC~ 15 ll~llEIy GI~rEN, the Town of Southold is seeking Request for Proposals (RFP) for the Website Dc- sign and Development for the Town of Southold. Specifications for such RFp may be obtained at the Of/ice of the Southold Town Clerk, Town Hal/, 53095 Main Road, Southold, New York 11971 or from the town website at southoldtown. northfork.net or send an email request to linda.eooporC~own.sout hold.n y. us. · he sealed proposals, together with a Non-Collusive Bid Certificate must be received by the Southold Town Clerk, via email at linda.cooper~town~ southold.ny, us, by 4.'00 P.M. on Friday. Aumsst ~6. 20111, All proposals must be plainly marked "PROPOSAL FOR THE TOWN OF SOUTHOLD WEBSITE DESIGN AND DEVELOPMENT,,, and submit- ted to the Town Clerk. The propasal price shag not include any tax, federal, state, or local, from which the Town of Southold is exempt. The Town Board of the Town of Southold reserves the right to reiect any and all proposals and waive any and all informalities in any proposals should be it be deemed in the best interest of the Town of Southold to do so. Dated: July 19, 201 ! BY ORDER OFTHE SOUTHOLD TOWN BOARD By: Elizabeth A. Neville Southold Town Clerk lO,343-I.T~/2& , ~ :? ..... ~ - ~ Principal Clerk dayof ?'.6. ~--~ 2011. CHRISTINA VOLINSKI NOTARY PUBLIC-STATE OF NEW YORK NO. 01-V06105050 Quallflecl In Suffolk Couflty My Commission Expl~el February ~S, ~20! ~1 STATE OF NEW YORK) SS: COUNTY OF SUFFOLK) ELIZABETH A. NEVILLE, Town Clerk of the Town of Southold, New York being duly swom, says that on the 0?6 day of..f//c~' ,2011, she affixed a notice of which the annexed printed notice is a tree copy, in a proper and substantial manner, in a most public place in the Town of Southold, Suffolk County, New York, to wit: Town Clerk's Bulletin Board, 53095 Main Road, Southold, New York. Re: Website RFP Elizabeth X. Neville Southold Town Clerk Sworn before me ~th~l~ .... ~ day of~, 2011. N~t'Vary ~u[oli~- ! LINDA d COOP~E[I ~OTAFIY PUB[ lC, Stale c~f New Ynrl( TOWN OF SOUTHOLD REQUEST FOR PROPOSAL FOR THE TOWN OF SOUTHOLD WEBSITE DESIGN AND DEVELOPMENT Issued: July 28, 201'1 Proposal Due Date: August 26, 2011, 4:00 PM TOWN OF SOUTHOLD, NEW YORK REQUEST FOR PROPOSAL FOR THE TOWN OF SOUTHOLD WEBSITE DESIGN AND DEVELOPMENT TABLE OF CONTENTS REOUEST FOR PROPOSAL FOR THE TOWN OF SOUTHOLD WEBS1TE DESIGN AND DEVELOPMENT Page I SECTION 1 -- INTRODUCTION ........................................................................................... Page 3 A. GENERAL INFORMATION ............................................................................................ Page 3 B. BACKGROUND .............................................................................................................. Page 3 C. BIDDING SCHEDULE ............................................................................................... Page 3 D. LENGTH OF CONTRACT ..................................................................................... Page 4 E. TERMS AND CONDITIONS ...................................................................................... Page 4 F. MINIMUM QUALIFICATIONS .............................................................................. Page 6 SECTION II -- SCOPE OF SERVICES ................................................................................. Page 7 A. GENERAL ...................................................................................................................... Page 7 B. COST OF SERVICES .................................................................................................... Page 7 SECTION III -- BIDDING INSTRUCTIONS ........................................................................ Page 7 SECTION IV -- PROPOSAL FORMAT INSTRUCTIONS ............................................... Page 8 SECTION V -- SELECTION OF CONTRACTOR Page 9 A. APPROVING AUTHORITY ................................................................................... Page 9 B. EVALUATION COMMITTEE ...................................................................................... Page 9 C. BASIS FOR AWARD/EVALUATION OF PROPOSALS ................................................ Page 9 D. PRIME CONTRACTOR ............................................................................................. Page 10 E. CONTRACT DEVELOPMENT ......................................................................................... Page 10 F. CONTINGENCY OF THE CONTRACT AWARD ............................................................. PagelO G. STANDARD CONTRACT FOR SERVICES ..................................................................... Page 10 FORMS A. RFP Submissions Certification ........................................................................................ Page I 1 B. RFP Submission Form ......................................................................................................Page 12 C. Affidavit of Qualification to Bid ........................................................................................Page 14 ATTACHMENTS A. Website Design & Development Specifications ............................................................... Page 16 B. Standard Form of Contract .............................................................................................. Page 19 C. Non-Collusive Bidding Certification ......................................................................... Page 26 Date: July 28, 2011 TOWN OF SOUTHOLD, NEW YORK REQUEST FOR PROPOSAL FOR THE TOWN OF SOUTHOLD WEBSITE DESIGN AND DEVELOPMENT This is a solicitation for proposals only. It is not a contract. The Town of Southold, hereinafter referred to as the "Town," will assume no obligation to pay or reimburse any person or firm responding to this solicitation for any costs, fees or expenses incurred in preparation of a response to this Request For Proposal, or for any meetings or travel costs related to such response. The Town is under no obligatio~n to any responding party until a contract is executed for the below described services. A. PROPOSALS The Town of Southold is soliciting professional services for website design and development for the Town of Southold website, as detailed in Attachment A. Proposal and all completed bid forms must be submitted via email no later than 4:00 PM, August 26, 2011 to the Office of the Town Clerk at the following email address: linda.coopcr(~)~Iown.southold.n¥.us. The Proposal must be clearly identified as "PROPOSAL FOR THE TOWN OF SOUTHOLD WEBSITE DESIGN AND DEVELOPMENT". Each proposal must be signed in writing with the full name and address of bidder. No proposal shall be considered which has not been received by the Town Clerk prior to the hour and date stated in these specifications. B. AWARD OF CONTRACT Award of contract will be made as soon as practical. A contract may be awarded to a responsible bidder other than the lowest money bidder, if it is in the best interest of the Town. No bid may be withdrawn after the scheduled closing time for receipt of proposals for a period of 45 days pending execution of a contract by the successful Offeror. The technical qualifications, competency, experience and responsibility of the Offeror will be considered in making the award. The Town reserves the right to waive any technical error, to accept any offer, or to reject any or all offers. The Town will either award the contract or reject all proposals received within forty-five (45) days after the formal opening of proposals. The acceptance of a proposal will be a notice in writing signed by the Town Clerk and no other act shall constitute the acceptance of a proposal. The acceptance ora proposal shall bind the successful Offeror to execute the contract as stipulated herein. C. WITHDRAWALS OF PROPOSALS This invitation for an RFP is not an offer and shall in no way bind the Town of Southold to award a contract for performance of the project. Should the Town of Southold decide to award a contract, it shall be awarded to the lowest responsible bidder. Any bidder upon his or her authorized representative's written request presented not later than the hour set for the opening thereof, will be given permission to withdraw his proposal. At the time of opening the proposals, when such proposals are roached, it will be returned to him unread. D. REJECTION OF PROPOSALS The Town reserves the right to waive any technical error and to reject any and/or all proposals. Without limiting the generality of the foregoing, any proposal which is incomplete, obscure, or irregular may be rejected; any proposal having interlineations, erasure or corrections may be rejected. E. TIME FOR EXECUTION OF CONTRACT Any Offeror whose proposal shall be accepted will be required to appear before the Town in person; or ifa firm or corporation, a duly authorized representative shall so appear, and execute six (6) copies of the Contract within ten (10) days after notice that the Contract has been awarded to him. Failure to execute Contract shall constitute a breach of the agreement effected by the acceptance of the Proposal. The selected Offeror will be required to execute the Town of Southold's Website Design and Development agreement shown in Attachment B. Should you have any questions regarding this solicitation contact Lloyd Reisenberg, Data Processing at l,loyd. Reisenberg¢~]town.southold.ny.us. 2 SECTION I -INTRODUCTION A. GENERAL INFORMATION This request solicits proposals to for the following services related to the Town's website: Site design; Implementation of an infrastructure that allows Town departments to maintain their specific information within a common framework; After implementation is complete and the site is live, the Town's Data Processing Department will assume the role of website administrator; Both Administrator and user training will be provided; Hosting the Town website. B. BACKGROUND The current Town of Southold website is hosted by an intemet Service Provider (ISP) and maintained by staff using tools allowed within the ISP restrictions. The intent of the Town is to maintain the current site and to redirect to the new site as it is made available, eventually terminating the current site. The address of the current site is www.southoldtown.northfork.net. C. BIDDING SCHEDULE The following target date schedule is to be observed with respect to the various actions required to conclude arrangements for the animal shelter operation and management: 1. Request for proposal published and issued by 4:00 PM, July 28, 2011. 2. Offeror's technical questions and comments accepted in writing until 4:00 PM, August 12,2011. 3. Final Addendum to RFP, if any, issued by 4:00 PM, August 19, 2011. 4. One (1) complete proposal and all completed bid forms shall be submitted no later than 4:00 PM, August 26, 2011 to the Office of the Town Clerk, via email to linda.cooper~town.southold.ny.us. 5. Proposal evaluations will be completed approximately thirty (30) days after public opening of all proposals. This is an estimated time frame only; the Town may extend this time frame in its sole and absolute discretion. 6. The proposal process will consist of an Evaluation Committee (Website Development Committee) that will conduct an initial review and evaluation. The Committee will make a recommendation to the Town Board and the Town Board will evaluate all proposals that meet the qualifications described in Attachment A. 7. Offerors may be required to make additional presentations and/or submit additional material if deemed necessary by the Town in order to make a final decision. The presentations will be made to the Town Board and the Evaluation Committee on September 13,2011 or September 27, 2011. 8. Contract awarded by October 11,2011. This is an estimated date only; the Town may extend this date in its sole and absolute discretion, or may decide not to award the contract at all. 3 D. LENGTH OF CONTRACT Commencement of the work on the design and development of the Town's website shall occur when the contract is awarded, ldeally the website will be completed and functioning on or before December 1,2011. E. TERMS AND CONDITIONS 1. Town's Right to Reject/Binding Nature of Proposal The Town reserves the right to reject any or all proposals, to waive informalities in the process, provided the informalities do not affect the price, quality, quantity or performance, and to accept or reject any item or combination of items. Each organization or individual assumes all charges, costs, claims or liability for the preparation and submission of its/his/her proposal. The Town is under no obligation to pay or reimburse any organization or individual except pursuant to a written contract expressly providing for the same. The award will be to the Offeror whose proposal, in the opinion of the Town, is in the best interests of the Town taking into consideration all aspects of the Offeror's responses, including total net costs to the Town. In the event that the Offeror to whom the award is made does not execute a contract within thirty (30) days of the notice of award, the Town may give notice to such Offeror of intent to award the contract to the next most qualified Offeror, or to call for new proposals and may proceed to act accordingly. In no event will the Town permit modifications to the amount proposed. The proposal as submitted will be considered to be the last and final offer. The proposal of the Offeror shall remain binding one-hundred twenty (120) calendar days after the date of the opening. Notwithstanding the foregoing, the Town retains the right to choose to negotiate contracts when determined to be in the Town's best interest. The intent of this bidding process is to select one contractor to design and develop the Town of Southold website. 2. Accurate Information, Accounting System, and Audit The Offeror certifies that all information the Offeror has provided or will provide to the Town is true and correct and can be relied upon by the Town in awarding, modifying, making payments, or taking any other action with respect to a written agreement entered into with the Contractor pursuant to this request for proposals (hereinafter "The Agreement"). Any false or misleading information is grounds for the Town to terminate an award to the Contractor or any written agreement entered into with the Contractor and such termination shall relieve the Town of any direct or consequential damages or costs incurred by Contractor. The Offeror certifies that the Offeror's accounting system conforms to generally accepted accounting principles, is sufficient to comply with the Contractor's budgetary and financial obligations, and is sufficient to produce reliable financial information. The Town may examine the Contractor's records to determine and verify compliance with the Agreement. The Contractor must grant the Town access to these records at all reasonable times 4 during the Agreement term and for five (5) years after final payment, lfthe Agreement is supported to any extent with Federal, State or County funds, the appropriate Federal, State or County authorities may also examine these records. 3. Errors in Bids Offerors shall thoroughly examine and be familiar with the Town's specifications. The failure or omission of any Offeror to receive, examine, or understand this document shall in no way relieve any Offeror of obligations with respect to this proposal or the subsequent contract. The submission of a proposal shall be taken as prima facie evidence of compliance with this paragraph. Obvious error(s) in calculations may be corrected with the Town's consent in the Town's sole discretion, or may be cause to reject a bid, whether or not the Town has accepted the bid. 4. Modifications, Alternate Proposals Modifications and alternate proposals from the services required can result in the rejection of the proposal as not being responsive to the RFP. Offerors should clearly respond to the requirements of the RFP. Any alternate proposals which are offered should be clearly indicated as such. 5. Additional Services The Town reserves the right to evaluate additional or new services or equipment which may be in the best interest of the Town from time to time and may negotiate the price of these services with the successful Offeror or another vendor, whichever is determined to he the most advantageous to the Town. While pricing for such additional services may be requested in the RFP, the Town is under no obligation to consider such information on the additional services in selecting the successful Offer unless otherwise stated. 6. Questions Technical and contractual questions pertaining to this request for proposals shall be referred in writing or via email to Lloyd Reisenberg (Lloyd. Reisenberg~town.southold.ny.us). 7. Conflict of Interest In accordance with the Town's financial disclosure and ethical conduct policy and/or ordinances, a prerequisite for payment pursuant to the terms of this contract is that the Contractor shall furnish explicit statements, under oath, that the Town, and/or any other officer, agent and/or employee of the Town, and no member of the governing body of the Town or any member or employee of a Commission, Board, or Corporation controlled or appointed by the Supervisor and Town Board of the Town has received or has been promised directly or indirectly, any financial benefit by way of fee, commission, finder's fee, or in any other manner, remuneration directly or indirectly related to this contract, and that upon request by the Town Attorney, or other authorized agent, as a prerequisite to payment pursuant to the terms of this contract, the Contractor will furnish to the Town Board of the Town of Southold, under oath, answers to any interrogatories and comply with any request to review documents related to a possible conflict of interest as herein embodied. Offeror shall also certify under oath that that no employee or agent of Offeror is a member or employee of any agency, commission, board or corporation of the Town of Southold or is the spouse or any other relative of any of the foregoing. If Offeror is unable to so certify, the details of any such relationship with the Town of Southold must be disclosed. See, RFP Submission Form. 8. Preference Price and other factors being equal, preference will be given first to resident Offerors of the Town, then to resident Offerors of the State of New York, except when in the judgment of the Town, such preference would operate to the disadvantage of the Town. 9. Ownership All materials submitted in response to this RFP will become the property of the Town and may be returned at the option of the Town. All materials developed in accordance with the final agreement will become the property of the Town. It is agreed that all data, information and material prepared by the Contractor as required by the final agreement, shall be delivered to and remain the property of the Town upon completion of the final agreement. The data, information and material shall be put to any use the Town sees fit without any compensation or reimbursement to the Contractor other than the fees to be paid under the terms of the Agreement. 10. Dissemination of Data During the term of the contract awarded pursuant to this RFP, the successful Contractor shall not release any information related to the services or performance of the services under the Agreement nor publish any final reports or documents related to services or performance of services to the Town without the prior written approval of the Town of Southold. 11. Award Protest Any protest of an award made pursuant to this RFP shall be in writing to the Town Attorney. F. MINIMUM QUALIFICATIONS Qualified Offerors must meet the following minimum selection criteria: a. Ability to meet requirements. Synopsis letter (cover letter) outlining the Offeror's understanding of the project requirements, including project objectives, goals, potential limitations, and proposed approach for achievement; timeframe for completion. b. Costs of services and convenience to Town in providing services. Software and/or Equipment costs. c. Experience in providing the services described herein. List at least three (3) references of similar projects to the work described herein. Preference will be given to Offerors with municipal agency website design, development and implementation references. d. Project Team Qualifications and Experience. Describe general experience of project team (including sub-consultants); demonstrate number of years and locality of practice of all members of the Project Team including sub-consultants (Team members cannot be substituted prior to or during lhe project without the express written authorization ~?f the Town). e. Completeness of proposal. Ensure all forms are completed; all requested information has been provided; response is accurate and correct (no misspellings, grammatical errors, misnomers). 6 SECTION II -SCOPE OF SERVICES A. GENERAL Refer to "Attachment A" for the Town website design and development specifications. B. COST OF SERVICES All submitted responses must include a cost summary which shall state a "not to exceed" price. SECTION III -BIDDING INSTRUCTIONS A. The complete proposal and all completed bid forms should be sent to the Town Clerk's Office electronically to linda.cooper(/t)tnwn.southold.n¥.us, and marked "Proposal for Design and Development of the Town of Southold Website" and received no later than 4:00 PM, August 26, 2011. Proposals received after the date and time prescribed shall not be considered as received and shall be returned unopened to the Offeror. B. All firms are to submit the proposal in two distinct pans as follows: Part Description A Design/Development Proposal B Cost Proposal Each proposal should include at the least the fbllowing: 1. RFP Submission Certification. Each Offeror submitting a proposal must complete and include the RFP Submission Certification which certifies the troth and correctness of the documents submitted in response to the RFP. The certification must be signed in the name of the Offeror by the person duly authorized to represent the firm. Failure by the Offeror to include this RFP Submission Certification with its proposal will be cause for rejection of the proposal. Requires notary. 2. RFP Submission Form. Each Offeror submitting a proposal must complete and include the RFP Submission Form regarding company identification and ownership disclosures, conflicts of interest, and collusion. The proposal must be signed in the name of the Offeror by the person duly authorized to represent the firm. Failure by the Offeror to include this RFP Submission Form with its proposal will be cause for rejection of the proposal. Requires notary. 3. Statement of Qualifications. Statement is to include a list of other governmental entities for which the Offeror is or has provided services equivalent to those specified in this RFP, and the personal qualifications and experience of the personnel who will be directly involved in the delivery of services to the Town. 4. Affidavit of Qualification to Bid. Requires notary. D. The Town shall not discuss or disclose proposals or their proposed cost with competing Offerors during the selection process or otherwise disclose them to the public except as may be required under the State Public Information Act and other relevant law. Trade secret, confidential 7 or proprietary information which is submitted must be identified as such at the time of submission, and shall not be disclosed to the public or competing Offerors at any point in time unless required by law or ordered by a court of competent jurisdiction to do so. E. No responsibility or liability shall be attached to the Town or any Town official, employee or agent for the premature opening or disclosure of a proposal not properly addressed and identified, or disclosure made pursuant to an obligation existing under federal or state law. F. If the firm is unable to meet or exceed the requirements as specified, then the words, "No Bid" should be placed in the extension column. If the firm does not have a charge for a particular service, then it should so indicate in the extension column by NC (no charge). SECTION IV PROPOSAL FORMAT INSTRUCTIONS The Town will follow the evaluation process and selection criteria described in Section I of this RFP. In order to enhance this process and provide each firm an equal opportunity for consideration, adherence to a standardized proposal format is required. The format of each proposal must contain the following information: Contact information for Offeror and location of business offices Description of Services 1. Description of methodology to be utilized including discovery, design, quality assurance testing and implementation; 2. Description of the proposed process for website design; 3. Description of the accessibility features of the proposed website; 4. description of infrastructure, utilities and tools proposed for web page creation and maintenance; 5. Description of Proposed phases or steps in implementation of the website design, infrastructure and hosting; 6. Description of options for training town staff and creating and maintaining website content; 7. Description of options for ongoing support provisions; 8. Specifications and configurations required to support the proposed system, including specifications for all software and hardware components required for the system, but not provided as part of the proposal. In other words, hardware and software requirements for the town workstations and network configuration, if any; 9. Requirements, if any, for Town bandwidth to the internet necessary to support reasonable performance of website maintenance tools; 10. Information on hosting site including specifications on security, disaster recovery, for handling outages. 11. Time frame for the completion of the work. o Credentials/Resumes/Certifications/Licenses 8 © © 3. References. Cost Proposal: 1. Cost of each of the services as described above; 2. Separation of one time and recurring costs infrastructure; training; hosting Number of years of experience Offeror has in installing and supporting similar systems. Whether Offeror has graphic design specialists on staff. List of current customers using the proposed service/system for: website design; These elements parallel the basis of the Town's proposal evaluation criteria. The Town is not responsible for failure to locate, consider, and evaluate qualification factors presented outside of this format. SECTION V SELECTION OF CONTRACTOR This Section of the RFP outlines the Town's process for selecting the best proposal plus the major elements of the subsequent contract resulting from this selection. A. APPROVING AUTHORITY The Approving Authority for this RFP is the Town Board and the authority to approve acquisition is contingent upon appropriation of funds for the total amount of the Contract within each fiscal year. B. EVALUATION COMMITTEE For this RFP, the Evaluation Committee (Website Development Committee) to review and evaluate all proposals received. In turn, the Evaluation Committee will make its recommendation for selection of a firm to the Town Board. C. BASIS FOR AWARD/EVALUATION OF PROPOSALS The award will be made to the qualified respondent whose proposal is most advantageous to the town with price and other factors considered. The town may reject any and all proposals. Consideration will also be given to the following: · Ability of the same respondent to provide all aspects of the proposal: design, infrastructure, hosting. · Compliance of the vendor and proposal with the Minimum Requirements outlined in this document. · The extent to which the proposed system provides the Features & Capabilities outlined in this document. · Responses to requests for additional information submitted to the respondents. · Degree to which the proposed system fits the existing information technology infrastructure at the town. 9 Based on the results of the preliminary evaluation, the highest rated firm(s) may be invited to make oral presentations to the Selection Committee and/or the Approving Authority. Such presentations may include, but are not necessarily limited to, explanations of the proposed approach, website design, and qualifications of the firm. ' The Selection Committee may arrange for discussion with firms submitting proposals, if required, for the purpose of obtaining additional information or clarification. After review and evaluation, and based on its sole discretion, the Town reserves the right to reject any or all proposals received in response to this request and will not compensate or reimburse Offerors for the cost of proposal preparation whether or not an award is consummated. D. PRIME CONTRACTOR The selected Offeror will be required to assume full responsibility for the complete etlbrt as required by the RFP whether work is performed by the Offeror or subcontractors. The selected Offeror is to be the sole point of contact with regard to all contractual responsibilities. E. CONTRACT DEVELOPMENT Once a firm is tentatively selected based on the "Evaluation Criteria," the Town reserves the right to negotiate further with the selected firm. As a result of this contract discussion and negotiation, the Town may propose a contract which amends the scope of the RFP or the firm's proposal prior to signing the contract. At the same time, this RFP and the firm's proposal shall be incorporated by reference directly into the final contract. The contract awarded, this RFP, and the Offeror's proposal submission in response thereto shall constitute the whole agreement between the parties. However, the RFP and submission without more shall not be considered a contract. If a satisfactorily proposed contract cannot be negotiated with the highest ranked and qualified firm, negotiation will be formally terminated. Negotiations shall be undertaken with the second highest ranked and most qualified firm and so on. The Selection Committee, ifa Committee is utilized, will make appropriate recommendations to the Approving Authority prior to actual award of the contract. F. CONTINGENCY OF THE CONTRACT AWARD Award oftbe contract to the selected firm is contingent upon: The budget and appropriation of funds (if necessary) by the Town Board, and The successful negotiation of contractual terms agreeable to both parties; and Contract awarded by resolution of the Town Board. Failure to achieve the foregoing will result in no award at this time. G. STANDARD CONTRACT FOR SERVICES The Town expects to enter into a contract for services in a form substantially conforms to the form Contract attached hereto and the specifications set forth in Attachment A. 10 RFP SUBMISSION CERTIFICATION OFFEROR MOST RETEIRN THIS COMPLETED FORM WITH PROPOSAL SUBMISSION PROPOSAL SUBMITTED BY: FIRM: ADDRESS: PHONE: E-MAIL: FAX: The proposal as submitted includes the Town of Southold Website Design and Development RFP Submission Form with Conflict of Interest Certification, an Affidavit of Qualification to Bid and a Statement of Qualifications. I, the undersigned, hereby attest to the truth and completeness of the information and responses provided and certify that my firm has met the minimum selection criteria required in the Town of Southold's Request for Proposal for the Town of Southold Website Design and Development. Signature Date STATE OF: COUNTY OF: ss: On the __ Day of in the year 2011 before me, the undersigned, a notary public in and for said state, personally appeared , personally known to me or proved to me on the basis of satisfactory evidence to be the individual whose name is subscribed to the within instrument and acknowledged to me that he/she executed the same in his/her capacity and that by his/her signature on the instrument, the individual or the person upon whose behalf of which the individual acted, executed the instrument. Notary Public 11 Company Name: Company Federal Tax Identification Number: Contact Person Company Address RFP SUBMISSION FORM Phone: E-mail: CONFLICT OF INTEREST CERTIFICATION I HEREBY CERTIFY, on behalf of , that neither the Town Supervisor, nor any other officer, agent, or employee of the Town, no member of the governing body of the Town, and no member or employee ora Commission, Board, or Corporation controlled or appointed by the Supervisor and Town Board of the Town has received or has been promised directly or indirectly, any financial benefit by way of fee, commission, finder's fee, or in any other manner, remuneration directly or indirectly related to this contract. Upon request by the Town Attorney, or other authorized agent, as a prerequisite to payment pursuant to the terms of a contract awarded pursuant to this bid submission, will furnish to the Town Board of the Town of Southold, under oath, answers to any interrogatories and comply with any request to review documents related to a possible conflict of interest as herein embodied. I HEREBY CERTIFY, on behalf of that no employee or agent of is a member or employee of any agency, commission, board or corporation of the Town of Southold or is the spouse or any other relative of any of the foregoing. If is unable to so certify, the details of any such relationship with the Town of Southold are disclosed herein: 12 I do solemnly declare and affirm under the penalties of perjury that the contents of this affidavit are true and correct. Signature Witness Date STATE OF: COUNTY OF: ss: On the day of in the year 2011 before me, the undersigned, a notary public in and for said state, personally appeared , personally known to me or proved to me on the basis of satisfactory evidence to be the individual whose name is subscribed to the within instrument and acknowledged to me that he/she executed the same in his/her capacity and that by his/her signature on the instrument, the individual or the person upon whose behalf of which the individual acted, executed the instrument. Notary Public 13 AFFADAV1T OF QUALIFICATION TO BID 1 HEREBY AFFIRM THAT 1) 1 am the and the duly authorized (Title) representative of the firm and that I (Name Of Corporation) possess the legal authority to make this affidavit on behalf of myself and the firm for which I am acting. 2) The firm is either a New York corporation or is a foreign corporation properly registered with the New York State Department of Taxation and Finance. 3) Except as described in paragraph 4 below, neither I nor the above firm, nor to the best of my knowledge, any of its officers, directors, or partners, or any of its employees directly involved in obtaining contracts with the State or an county, bi-county, or multi-county agency, or subdivision of the State have been convicted of, or have pleaded nolo contendere to a charge of, or have, during the course of an official investigation or other proceeding, admitted in writing or under oath, acts of omissions which constitute bribery, attempted bribery, of conspiracy to bride, whether or not in furtherance of obtaining a contract with a public body under the laws of any state or the Federal government. 4) List any conviction, plea, or admission described in paragraph 3 above, with the date, court, official, or administrative body; the individuals involved and their position with the firm; and the sentence or disposition, if any. Otherwise, state "none" as appropriate. 5) Neither I nor the above firm, nor to the best of my knowledge an officer, partner, controlling stockholder or principal of the bidder, or any other person substantially involved in the bidder's contracting activities has: (1) been convicted under the laws of the State, another state or the United States of(i) a criminal offense incident to obtaining, attempting to obtain, or performing a public or private contract; or (ii) fraud, embezzlement, theft, forgery, falsification or destruction of records, or receiving stolen property; (2) been convicted of a criminal violation of an antitrust statute of the State, another state or the United States; (3) been convicted of a violation of the Racketeer Influenced and Corrupt Organization Act, or the Mail Fraud Act, for acts in connection with the submission of bids or proposals for a public or private contract; (4) been convicted of a conspiracy to commit any act or omission that would constitute grounds for conviction under any of the laws or statutes described herein; (5) been found civilly liable under an antitrust statute of the State, another state or the United States for acts or omissions in connection with the submission of bids or proposals for a public or private contract. 6) Bidder hereby declares that this bid is made without any connection or collusion with any person, firm or corporation making a bid for the same work; that pursuant to this t4 affidavit; that the attached specifications and any drawings referred to herein have been carefully examined and are understood; that careful examination has been made as is necessary to become informed as to the character and extent of the work required; and, that if this bid is accepted, this Bidder will contract to do, for the price stated in the attached cost proposal, all of the work described in the specifications, drawings and contract conditions. 7) I acknowledge that this affidavit is to be furnished to the Town Clerk of the Town of Southold. I acknowledge that, if the representations set forth in this affidavit are not true and correct, the Town of Southold may terminate any contract awarded and take any other appropriate action. I do solemnly declare and affirm under the penalties of perjury that the contents of this affidavit are true and correct. Witness Date Signature STATE OF: COUNTY OF: ss: On the day of in the year 2011 before me, the undersigned, a notary public in and for said state, personally appeared , personally known to me or proved to me on the basis of satisfactory evidence to be the individual whose name is subscribed to the within instrument and acknowledged to me that he/she executed the same in his/her capacity and that by his/her signature on the instrument, the individual or the person upon whose behalf of which the individual acted, executed the instrument. Notary Public 15 TOWN OF SOUTHOLD REQUEST FOR PROPOSAL FOR THE TOWN OF SOUTHOLD WEBSITE DESIGN AND DEVELOPMENT Attachment A: Specifications Proposal Due Date: August 26, 2011, 4:00 PM INTRODUCTION Southold Town is requesting proposals for the following services related to the Town's website: 1. Site design. 2. Implementation of an infrastructure that allows town departments to maintain their specific information within a common framework. 3. After implementation is complete and the site is live the Town's Data Processing Department will assume the role of website administrator. 4. Both administrator and user training will be provided by the selected vendor. 5. Hosting of the town website. · The current Southold Town website is hosted by an internet Service Provider (ISP) and maintained by town staff using tools allowed within the ISP restrictions. · The intention is to maintain the current site and to redirect to the new site as it is made available, eventually terminating the current site. · The address of the current website is www.southoldtown.northfork,net. We would like to change the address of the new site to something more specific to the name of the Town and the fact that it is a government agency, · The proposals will be evaluated on the basis of price and the criteria specified in this document. DEMONSTRATION OF PRODUCTS At the option of the town, and as a condition prior to selection, respondents may be required to demonstrate the functionality of the proposed system. The demonstration must be conducted with the products proposed and must be able to demonstrate the functionality as it would be implemented for the town. If the town elects to have a demonstration, the respondent may be required to do so at town facilities. A minimum expectation of respondents to this document will 16 be web/conference call presentations to multiple groups of town department heads and staff. It is understood that any costs for on-site or web/conference call demonstrations shall be the sole responsibility of the respondents. MINIMUM REQUIREMENTS Proposed application/system must meet the following minimum requirements: · Southold prefers that the respondent has experience with providing website services to government entities. · Public access to all of the features on the website is not dependent on specific browser, that is, the web interface is browser agnostic and works with commonly used browsers found on Windows, Linux and Mac computer systems. · Website capable of being organized into multiple departments/committees with ability for town employees to add or remove departments/committees as required. · Intuitive and consistent options for navigating the website especially moving from department to department, department to general information/home page and site navigation in general. · Multiple level security, completely contained within the website infrastructure, and not reliant on the existing town network security or peer-to-peer connectivity, · Flexibility within the portion of the site assigned to a department or function for designated town employees to add, remove and update content using tools and templates that do not require extensive knowledge of web development languages or technical structure. · Pages and features compatible with limited bandwidth access by the public. In other words, the town is concerned with public access being hindered by a slow internet connection. · Capability for all facets of website administration which will be the responsibility of the town to include but not limited to; · Control size of individual web pages. · Control size and types of images used within the site, · Control publishing of links to other websites. · Control all site content. · Adding and removing pages as required. · Report website maintenance activity and statistics on content type: Updates, downloadable documents, web pages, calendars. · Report on the number of visits to site generally and to each department. · Respondents proposing to host the town website must not be on any email or website "black lists" as a source of unwanted solicitations or objectionable content. ADDITIONAL FEATURES & CAPABILITIES The following is a list of additional features and capabilities Southold Town is seeking in website services. The list is not intended to be all inclusive, nor is it intended to represent a minimum of features and capabilities. · Capability for easily searching the website for key words or phrases. · Mechanism for members of the public to convey comments, suggestions or questions concerning the website design or information. · Content management system that provides for a database of information common to all town departme, nts, for example, locations and descriptions of facilities. · Content management system that provides a uniform means of managing web documents whether posted as web pages or downloadable files, Database needs to include items like the document/page title, description, posting information, expiration date. · Meeting/event calendar system that allows for each department to add content to a department specific calendar that appears in the department's portion of the website and that maintains a composite calendar of all town departments. · Ability to upload data into pre~formatted web pages or documents. · Allow creation of functional groupings of web pages or portions of web pages from multiple departments in order to facilitate public access to information that cresses departmental lines. · Option to create and maintain multiple blogs both restricted within a department's portion of the website or made available generally to the public while hosted by a specific department. · Create specific web pages to be available only to visitors with user names and passwords. · Ability for authorized staff to create and/or edit new website pages, including uploading of photographs and content. · Ability of website to allow visitors to sign up for email newsletters, using opt-in and opt out procedures. · Option for an interface with various social media sites. CONDITIONS OF WORK · Vendor will be responsible for all licenses, permits, fees and taxes associated with the system installation. · All hardware, network, and software installation and configuration must be performed in cooperation with the Southold Town Data Processing Department. · The implementation must be accomplished in a manner that minimizes disruption of town business via the Internet. ]8 TOWN OF SOUTHOLD REQUEST FOR PROPOSAL FOR THE TOWN OF SOUTHOLD WEBSITE DESIGN AND DEVELOPMENT Attachment B: Form of Standard Contract Proposal Due Date: August 26, 2011, 4:00 PM Town of Southold Website Design and Development - July 28, 2011 AGREEMENT THIS AGREEMENT, entered into this __ day of ,20~, by and between the Town of Southold, New York ("the Town"), a municipal corporation organized and existing under the laws of the State of New York with offices at 53095 Main Road, Southold, New York, and (the "Contractor'), with an address of .; WITNESSETH, that the Town and the Contractor, for the consideration hereinafter named, agree as follows: ARTICLE 1. WORK TO BE DONE AND CONSIDERATION THEREFOR The Contractor shall perform the following: INSERT DESCRIPTION OF WORK The above mentioned shall be performed in accordance with attached plans entitled , drawn by , dated , and last amended on , as approved by , a copy of which is attached hereto and made a part hereof. ARTICLE 2. TIME OF COMPLETION The services to be rendered under this Contract shall be completed no later than Time of performance is of the essence of this Agreement. ARTICLE 3. ACCEPTANCE AND FINAL PAYMENT Upon receipt of written notice that the Contract has been fully performed and subject to an inspection by the Town Board to certify that the work has been completed to the satisfaction of the Town, the Contractor shall file with the Town Comptroller an itemized voucher and the Town will pay the Contractor $ ARTICLE 4. CONTRACTOR'S INSURANCE The Contractor shall not commence work under this Contract until it has obtained all insurance required under this paragraph and such insurance has been approved by the Town. (a) Compensation Insurance: The Contractor shall take out and maintain during the life of 19 this Contract Workers' Compensation Insurance for its employees to be assigned to the work hereunder. (b) Insurance: The Contractor shall take out and maintain during the life of this Contract such general liability, property damage, and commercial auto liability insurance as shall protect it from claims for damages for personal injury, including accidental death, as well as from claims for property damage which may arise from operations under this Contract. The amounts of such insurance shall be as follows: General liability insurance in an amount not less than $1,000,000 for injuries, including wrongful death to any one person and subject to the same limit for each person, in an amount not less than $2,000,000 on account of any one occurrence. Property damage insurance in an amount not less than $300,000 for damage on account of all occurrences. Commemial auto liability insurance in an amount not less than $500,000 for damage on account of all occurrences. The Contractor shall furnish the above insurances to the Town and shall also name the Town as an additional named insured in said policies. (c) Any accident shall be reported to the office of the Town Clerk as soon as possible and not later than twenty-four (24) hours from the time of such accident. A detailed written report must be submitted to the Town as soon thereafter as possible and not later than three (3) days after the date of such accident. ARTICLE 5. BONDS Prior to the execution of this Agreement, the Contractor shall furnish to the Town a Performance Bond wherein the named obligee is the Town. The performance bond's purpose is to secure the faithful performance of the agreement. The Bond amount shall be . The bond shall be executed by a surety company approved by the Town, authorized to do business in the State of New York and with an office or representative in Suffolk County, New York. The form shall be acceptable to the Town and shall have a term through the completion of services. As an alternative to the Performance Bond, the Contractor may furnish a certified check, bank draft, money order, or a standard form irrevocable letter of credit. Certified check, bank draft or money order must be made payable to the order of the Town. The standard form irrevocable letter of credit shall be in a form acceptable to the Town. In the event the Contractor secures a Performance Bond from any of its subcontractors, said bond shall also name the Town as a dual obligee. In the event the Contractor fails to perform its obligations under this Agreement, the Town may terminate such agreement, and the Town may procure the services from other sources and hold the Contractor responsible for any excess costs incurred and deduct from payments owing to the Contractor and/or draw upon the Performance Bond as full or partial reimbursement for such excess costs. ARTICLE 6. REPRESENTATIONS OF CONTRACTOR The Contractor represents and warrants: (a) That it is financially solvent and that it is experienced in and competent to perform the type of work or to furnish mechanical maintenance dredging to be furnished by it; and (b) That it is familiar with all federal, state, municipal and department laws, ordinances and regulations which may in any way affect the work or those employed therein. 20 ARTICLE 7. PERMITS AND REGULATIONS The Contractor shall comply with all permits issued to the Town in connection with the services furnished under this Agreement. ARTICLE 8. TOWN'S RIGHT TO STOP WORK OR TERMINATE CONTRACT The Town shall have the right to stop work or terminate the Contract if: (a) The Contractor is adjudged bankrupt or makes an assignment for the benefit of creditors; or (b) A receiver or liquidator is appointed for the Contractor or for any of its property and is not dismissed within 20 days after such appointment or the proceedings in connection therewith are not stayed on appeal within the said 20 days; or (c) The Contractor refuses or fails to prosecute the work or any part thereof with due diligence; or (d) The Contractor fails to make prompt payment to persons supplying labor for the work; or (e) The Contractor fails or refuses to comply with all applicable laws or ordinances; or (f) The Contractor is guilty of a substantial violation of any provision of this Contract; (g) The Town's execution and participation in this contract is found to be in violation of an existing collective bargaining agreement. (h) In any event, the Town, without prejudice to any other rights or remedy it may have, may, with our without cause, by seven (7) days' notice to the Contractor, terminate the employment of the Contractor and its right to proceed as to the work. In such case, the Contractor shall not be entitled to receive any further payment beyond what owed in quantum memit. ARTICLE 9. DAMAGES It is hereby mutually covenanted and agreed that the relation of the Contractor to the work to be performed by it under this Contract shall be that of an independent contractor. As an independent contractor, it will be responsible for all damage, loss or injury to persons or property that may arise in or be incurred during the conduct and progress of said work, whether or not the Contractor, its agents, or employees have been negligent. The Contractor shall hold and keep the Town free and discharged of and from any and all responsibility and liability of any sort or kind. The Contractor shall assume all responsibility for risks or casualties of every description, for loss or injury to persons or property arising out of the nature of the work, from the action of the elements, or from any unforeseen or unusual difficulty. The Contractor shall make good any damages that may occur in consequence of the work or any part of it. The Contractor shall assume all blame, loss and responsibility of any nature by reason of neglect or violation of any federal, state, county or local laws, regulations or ordinances. ARTICLE 10. INDEMNITY AND SAVE HARMLESS AGREEMENT The Contractor agrees to indemnify and save the Town, its officers, agents and employees harmless from any liability imposed upon the Town, its officers, agents and/or employees arising from the negligence, active or passive, of the Contractor and from and against any damages, claims, or expenses, including reasonable attorney's fees, arising out of Contractor's breach of the Agreement or from Contractor's acts or omissions outside the scope of the Agreement or arising out of claims or actions by third parties against Contractor by virtue of his performance of this Agreement. 21 ARTICLE 11. NO ASSIGNMENT In accordance with the provisions of section 109 of the General Municipal Law, the Contractor is hereby prohibited from assigning, transferring, conveying, subletting or otherwise disposing of this Agreement, or of its right, title or interest in this Agreement, or its power to execute this Agreement, to any other person or corporation without the previous consent in writing of the Town. ARTICLE 12. REQUIRED PROVISIONS OF LAW Each and every provision of law and clause required b3~ law to be inserted in this Contract shall be deemed to have been inserted herein, lfany such provision is not inserted, through mistake or otherwise, then upon the application of either party, this Contract shall be physically amended forthwith to make such insertion. In particular, the Contractor shall, among other things, fully comply with: (a) Labor Law section 220-e and Executive Law sections 291-299 and the Civil Rights Law relating to prohibition against discrimination and providing equal opportunity. (b) Affirmative action as required by the Labor Law. (c) Prevention of dust hazard required by Labor Law section 222-a. (d) Preference in employment of persons required by Labor Law section 222. (e) Eight-hour workday as required by Labor Law section 220(2). ART1CLE 13. PREVAILING WAGE RATES REQUIRED BY LAW (a) The parties hereto, in accordance with the provisions of section 220(3) of the Labor Law, hereby agree that there shall be paid each employee engaged in work under this Contract not less than the wage rate and supplements set opposite the trade or occupation in which he/she is engaged, as listed on Exhibit A attached hereto and made a part of this Agreement, which are the wage rates and supplements established as the prevailing rate of wages for the work covered by this Contract. (b) Labor classifications not appearing on the schedule of wages can be used only with the consent of the Owner and then the rate to be paid will be given by the Owner after being advised by the Department of Labor. (c) The Contractor shall post in a prominent and accessible place on the site of the work a legible statement of all wage rates and supplements, as specified in the Contract, for the various classes of mechanics, workingmen/women, or laborers employed on the work. ARTICLE 14. NON-DISCRIMINATION REQUIREMENTS To the extent required by Article 15 of the Executive Law (also known as the Haman Rights Law) and all other State and Federal statutory and constitutional non-discrimination provisions, the Contractor will not discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, sexual orientation, age, disability, genetic predisposition or carrier status, or marital status. Furthermore, in accordance with Section 220-e of the Labor Law, if this is a contract for the construction, alteration or repair of any public building or public work or for the manufacture, sale or distribution of materials, equipment or supplies, and to the extent that this contract shall be performed within the State of New York, Contractor agrees that neither it nor its subcontractors shall, by reason of race, creed, color, disability, sex, or national origin: (a) discriminate in hiring against any New York State citizen who is qualified and available to perform the work; or (b) discriminate against or intimidate any 22 employee hired for the performance of work under this contract. Contractor is subject to certain per person per day for any violation of Section 220-e, as well as possible termination of this contract and forfeiture of all money due hereunder for a second or subsequent violation. ARTICLE 15. ARBITRATION Should any dispute arise between the Town and the Contractor regarding the manner or sufficiency of the performance of the work, the disputed matter shall be settled by arbitration in accordance with the laws of the State of New York. There shall be three arbitrators, one of whom shall be selected by each of the parties hereto, and the third by the two arbitrators so selected. If the selection of any arbitrator is not made within fifteen (15) days of the time that either party has notified the other of the name of the arbitrator it has selected, then the arbitrator or arbitrators not selected shall be appointed in the manner provided by the laws of the State of New York. The work shall not be interrupted or delayed pending such decision. ARTICLE 16. AUTHORITY FOR EXECUTION ON BEHALF OF THE TOWN The Supervisor has executed this Agreement pursuant to a Resolution adopted by the Town Board of the Town of Southold, at a meeting thereof beld on . Scott A. Russell, Supervisor, whose signature appears hereafter, is duly authorized and empowered to execute this instrument and enter into such an Agreement on behalf of the Town. This instrument shall be executed in duplicate. At least one copy shall be permanently filed, after execution thereof, in the office of the Town Clerk, Elizabeth Neville. ARTICLE 17. NOTICES Any and all notices and payments required hereunder shall be addressed as follows, or to such other address as may hereafter be designated in writing by either party hereto: To Town: Elizabeth A. Neville, RMC, CMC Southold Town Clerk PO Box 1179 Southold, NY 11971 To Contractor: INSERT CONTRACTOR ADDRESS ARTICLE 18. WAIVER No waiver of any breach of any condition of the Agreement shall be binding unless in writing and signed by the party waiving said breach. No such waiver shall in any way affect any other term or condition of this Agreement or constitute a cause or excuse for a repetition of such or any other breach unless the waiver shall include the same. ARTICLE 19. MODIFICATION This Agreement constitutes the complete understanding of the parties. No modification of any provisions thereof shall be valid unless in writing and signed by both parties. ARTICLE 20. APPLICABLE LAW This Agreement is governed by the laws of the State of New York. 23 IN WITNESS WHEREOF, the Town of Southold has caused its corporate seal to be affixed hereto and these presents to be signed by Scott A. Russell, its Supervisor, duly authorized to do so, and to be attested to by Elizabeth A. Neville, Town Clerk, and the Contractor has caused its corporate seal to be affixed hereto and these presents to be signed by its President, the day and year first above written. (Seal of the Town of Southold) Attest: By: Town of Southold By: Scott A. Russell, Supervisor Elizabeth A. Neville, Town Clerk NAME OF CONTRACTOR. By: 24 STATE OF NEW YORK: COUNTY OF SUFFOLK: ss.: On the day of in the year 2010, before me, the subscriber, personally appeared Scott A. Russell who, being by me duly sworn, deposes and says: That he is the Supervisory of the Town of Southold (the "Town"), the municipal subdivision of the State of New York named in and which executed the above and within Instrument; that he knows the seal of said Town and that the seal affixed to said Instrument is the seal of the Town; that it was so affixed by the order of the Town Board oftbe Town, and that he signed his name thereto by like order; And on the same day before me personally came and appeared Elizabeth A. Neville, Clerk of the Town of Southold, who, being by me duly sworn, deposes and says: that she is the Clerk of the Town; that she knows the seal of said Town; that it was affixed to said Instrument is the seal of the Town; that said Scott A. Russell is the Supervisor of the Town and that the signature on said instrument is the signature of said Scott A. Russell, as Supervisor. Notary Public STATE OF : COUNTY OF :ss.: On the day of in the year 2010 before me, the undersigned, a notary public in and for said state, personally appeared ., personally known to me or proved to me on the basis of satisfactory evidence to be the individual whose name is subscribed to the within instrument and acknowledged to me that he/she executed the same in his/her capacity and that by his/her signature on the instrument, the individual or the person upon whose behalf of which the individual acted, executed the instrument. Notary Public 25 TOWN OF SOUTHOLD REQUEST FOR PROPOSAL FOR THE TOWN OF SOUTHOLD WEBSITE DESIGN AND DEVELOPMENT Attachment C: Non-Collusive Bidding Certification Proposal Due Date: August 26, 2011,4:00 PM Town of Southold Website and Development - July 28, 2011 In accordance with General Municipal Law §103-d, every bid or proposal hereafter made to a political subdivision of the state of any public department, agency or official thereof for work or services performed or to be performed or goods sold or to be sold, shall contain the following statement subscribed to by the bidder and affirmed by such bidder as true under the penalties of perjury; a non-collusive bidding certification: A. By the submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case ora joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge an beliefi i. The prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or any other competitor. ii. Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or competitor. iii. No attempt has been made or will be made by the bidder to induce any other person, partnership, or corporation to submit or not to submit a bid for the purpose of restricting competition. B. The person signing this bid or proposal certifies that he has fully informed himself regarding the accuracy of the statements contained in this certification, and under the statements contained in this certification, and under the penalties of perjury, affirms the truth thereof, such penalties being applicable to the bidder, as well as the person signing in its behalf. C. That attached hereto )ifa corporate bidder) is a certified copy of resolution authorizing the execution of this certificate by the signature of this bid or proposal on behalf of the corporate bidder. Dated: By: Title: 26 ELIZABETH A. NEVILLE TOWN CLERK REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER Town Hall, 53095 Main Road P.O. Box 1179 Southold, New York 11971 Fax (631) 765-6145 Telephone (63 l) 765-1800 OFFICE OF THE TOW3N CLERK TOWN OF SOUTHOLD FAX TRANSMITTAL To: From: Dated: Re: Data Construction Dodge Reports Burelle's Information Services Construction Info Linda Cooper, Deputy Town Clerk July 26, 2011 RFP - Proposal for the Town of Southold Website Design & Development Number of Pages (including cover): 2 If total transmittal is not received, please call 631-765-1800. COMMENTS: Specs can be emailed to those wishing copies. LEGAL NOTICE NOTICE TO BIDDERS NOTICE IS HEREBY GIVEN, the Town of Southold is seeking Request for Proposals (RFP) for the Website Design and Development for the Town of Southold. Specifications for such RFP may be obtained at the Office of the Southold Town Clerk, Town Hall, 53095 Main Road, Southold, New York 11971 or from the town website at southoldtown.northfork.net or send an email request to linda.cooper@town.southold.ny.us. The sealed proposals, together with a Non-Collusive Bid Certificate must be received by the Southold Town Clerk, via email at linda.cooper~town.southold.ny.us, by 4:00 P.M. on Friday, August 26, 2011. All proposals must be plainly marked "PROPOSAL FOR THE TOWN OF SOUTHOLD WEBSITE DESIGN AND DEVELOPMENT", and submitted to the Town Clerk. The proposal price shall not include any tax, federal, state, or local, from which the Town of Southold is exempt. The Town Board of the Town of Southold reserves the right to reject any and all proposals and waive any and all informalities in any proposals should be it be deemed in the best interest of the Town of Southold to do so. Dated: July 19, 2011 BY ORDER OF THE SOUTHOLD TOWN BOARD By: Elizabeth A. Neville Southold Town Clerk 26/07 '11 TUE 09:38 FAX 631 765 6145 SOUTHOLD TOWN CLERK ~001 TX/RX NO INCOMPLETE TX/RX TRANSACTION OK ERROR MULTI TX/RX REPORT *** 1714 [* 501 [* 51118005243329 [* 52]18882329941 [* 53]18002582984 [* 54]18009620544 Burrelle's Info Data Construct Dodge Reports Construct Info ELIZABETH A. NEVILLE TOWN CLERK REGISTRAR OF VI%Al, STATISTICS MARRIAGE OFFICEI~. P, ECORDS MANAGEMENT OFFICF, R FREEDOM OF INFORMATION OFFICER Town Hall, 53095 Main Road P.O. Box 1179 Southold, New York 1197! Fax (631) 765-6145 Telephone (631) 765-1 g00 OFFICE OF THE TOWN CLERK TOWN OF SOIJTHOLD FAX TRANSMITTAL To: From: Dated: Re: Data Construction Dodge Reports Burelle's Information Services Construction info Linda Cooper, Deputy Town Clerk July 26, 2011 RFP - Proposal for the Town of Southold Website Design & Development Number of Pages (including cover): 2 if total transmittal is not received, please call 631-765-!800. COMMENTS: Specs can be cmailed to those wishing copies. LEGAL NOTICE NOTICE TO BIDDERS NOTICE IS HEREBY GIVEN, the Town of Southold is seeking Request for Proposals (RFP) for the Website Design and Development for the Town of Southold. Specifications for such RFP may be obtained at the Office of the Southold Town Clerk, Town Hall, 53095 Main Road, Southold, New York 11971 or from the town website at southoldtown.northfork.net or send an email request to linda.cooper~town.southold.ny.us. The sealed proposals, together with a Non-Collusive Bid Certificate must be received by the Sonthold Town Clerk, via email at linda.cooper~town.southold.ny.us, by 4:00 P.M. on Friday. Au~,ust 26~ 2011. All proposals must be plainly marked "PROPOSAL FOR THE TOWN OF SOUTHOLD WEBSITE DESIGN AND DEVELOPMENT", and submitted to the Town Clerk. The proposal price shall not include any tax, federal, state, or local, from which the Town of Southold is exempt. The Town Board of the Town of Southold reserves the right to reject any and all proposals and waive any and all informalities in any proposals should be it be deemed in the best interest of the Town of Southold to do so. Dated: July 19, 2011 BY ORDER OF THE SOUTHOLD TOWN BOARD By: Elizabeth A. Neville Southold Town Clerk PLEASE PUBLISH ON July 28, 2011 AND FORWARD ONE (1) AFFIDAVIT OF PUBLICATION TO ELIZABETH NEVILLE, TOWN CLERK, TOWN HALL, PO BOX 1179, SOUTHOLD, NY 11971. Copies to the following: Suffolk Times Town Attorney Town's Web Site Town Board Members Town Clerk's Bulletin Board Page 1 of 1 Cooper, Linda From: Cooper, Linda Sent: Monday, July 25,2011 1:40 PM To: Suffolk Times Legals Subject: Amended RFP Website 8-26-11 Attachments: RFP Website 8-12-11 .doc DISREGARD PREVIOUS LEGAL NOTICE. Please disregard the previous Legal notice to bidders. The date for submission has changed from August 12 to August 26. Please confirm receipt of this Legal Notice to Bidders to be published in the 7/28 edition of the Suffolk Times. thankyou Icoop 7/25/2011 RESOLUTION 2011-531 ADOPTED DOC ID: 7012 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2011-531 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON JULY 19, 2011: RESOLVED the Town Board of the Town of Southold hereby authorizes and directs the Town Clerk to advertise a Request for Proposal for Website Design and Development for the Town of Southold, in accordance with specifications, subject to the approval of the Town Attorney. Elizabeth A. Neville Southold Town Clerk RESULT: ADOPTED [UNANIMOUSI MOVER: Albert Krupski Jr., Councilman SECONDER: Vincent Orlando, Councilman AYES: Ruland, Orlando, Talbot, Krupski Jr., Evans, Russell