Loading...
Item 4ECity of Southlake, Texas MEMORANDUM November 15, 2006 TO: Shana Yelverton, City Manager FROM: Stefanie E. Wagoner, Economic Development Specialist SUBJECT: Consider the award of contract for RFP.06.08A.151.GL.600183 related to the Website Design and Deployment project Action Requested: Consider the award of contract to Ariamedia Corporation for RFP.06.08A.151.GL.600183 related to the Website Design and Deployment proj ect Background Information: The City's current website was created and launched in 2001. At that time, the North Central Texas Council of Governments ( NCTCOG) agreed to host the site. Over the past 5 years, the demands of our website have grown tremendously, as have technological advances; additionally, NCTCOG has removed itself from the website hosting business (although they have agreed to serve as the City's website host until other provisions can be made). A survey was administered to Southlake residents and businesses to determine the service levels that would prove useful to our community. In addition, representatives from each City division were called upon to provide input on how they could provide more efficient service to the public. All of this data was compiled into a Website Design and Deployment Scope of Services and included in a Request For Proposals (RFP). In May 2006, this initial RFP (RFP.06.05A. 15 1. SW.600115) was distributed to approximately twenty (20) website consultants, six (6) of whom submitted proposals. Several proposals were deemed non - responsive to the required submittals in the RFP. The remaining proposals were evaluated against the requirements of the RFP and are inconsistent or lacking on a variety of topics. On August 15, 2006, Council rejected these proposals, with the RFP to be revised to incorporate elements of branding. In September 2006 the Website RFP was reissued. Three (3) website proposals were received and evaluated against the requirements in the Scope of Services. In addition, representatives from all three companies provided demos of the content management system to a group of representatives from each City division. Based on the evaluation criteria set forth in the RFP, we recommend the Council award the contract for website redesign and deployment to Ariamedia Corporation Shana Yelverton Website Design & Deployment Page 2 Financial Considerations: The FY 06 -07 budget was adopted with $54,000 for website design, maintenance, and hosting. The "Best and Final Offer" presented by Ariamedia is $53,995.40. Financial Impact: Citizen Input/ Board Review: None Legal Review: The City Attorney's office has been heavily involved in the evaluation of the RFP submittals. Alternatives: Select another vendor from current proposals. Supporting Documents: DRAFT Letter of Agreement, Ariamedia "Best and Final Offer" letter, Service Agreement, Ariamedia Proposal Staff Recommendation: Award contract to Ariamedia Corporation for website redesign and deployment as outlined in RFP.06.08.150.GL.600183. uthl DRAFT— PENDING CITY COUNCIL APPROVAL Ariamedia 14679 Midway Road, Suite 121 Addison, Texas 750001 ATTN: Ryan Thompson Subject: RFP0609A151GL600183, Website Redesign and Deployment Dear Mr. Thompson: The City of Southlake is pleased to inform you that on (enter date), 2006, the City Council awarded Ariamedia of Addison, Texas, for the purchase of Website Design and Deployment. This award and letter of agreement are based on your proposal to the City (Bid #RFP0609A151 GL600183), as modified by your letter of November 6, 2006 stating your "Best and Final Offer ", copies enclosed. The terms and conditions proposed and accepted in this purchase order are as follows: Payment Terms: Net 30 days and at the percentages and amounts of deliverables as provided below and as negotiated as Ariamedia's `Best and Final Offer': Deliverable Pmt # Percentage Amount 1 10 $5,399.54 Start of prqject 2 20 $10,799.08 Completion of business requirements phase (to include on -site visits, business requirements documentation) 3 30 $16,198.62 Completion of concepts, creation and testing phases (to include 3 home page design concepts and secondary page formats, draft website, beta testing and review by City) 4 40 $21,598.16 Completion of project (to include training, full deployment of website, server and maintenance agreement activated) Method of Payment: Shall be made either by purchasing card or by purchase order. Delivery Terms: FOB Destination Term of Contract: Shall begin at date of award and remain in effect until October 1, 2009. Hosting and maintenance services, as described and quoted by proposer, may be renewed on an annual basis after the expiration date at the sole discretion of the City. Delivery Address: City of Southlake, 1400 Main Street, Suite 300, Southlake, Texas. City Contact: Stefanie Wagoner, 817.748.8038 Send all billing to: City of Southlake 1400 Main Street, Suite 440, Accounts Payable Southlake, TX 76092 Page 2 of 2: DRAFT— PENDING CITY COUNCIL APPROVAL Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state, and local sales taxes. Enclosed is a tax exemption certificate for your files. All other specifications, terms and conditions shall be as provided in the original procurement documents, and in the Support Agreement and Service Order as attached. No other attachments to or in response to this order will be accepted unless approved in writing by the Purchasing Agent or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817.748.8940 with any questions. Sincerely, Deb Russell Purchasing Agent, City of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 drussell @ci.southlake.tx.us Phone / Fax: 817.748.8940 / 817.748.8048 Eric: "Best and Final Offer" letter by Ariamedia Support Agreement and Service Order Cc: Stefanie Wagoner, Economic Development File (2 copies) Ariamedia November 6, 2006 Stefanie Wagoner Economic Development City of Southlake, Texas 1400 Main Street Southlake, TX 76092 Regarding: Best and Final Offer — RFP0609A151GL600183 Dear Stefanie, Please consider this letter confirmation of Ariamedia's best and final offer for the above captioned RFP. Ariamedia is revising Line Item #8 titled "Content Services" as follows: 1. Ariamedia will provide 12 hours of content services form design at no charge to City of Southlake. 2. This will reduce the billable amount from 18.50 hours to 6.50 hours with a cost savings of $900.00 3. This savings revises the Year One grand total to $53,995.40 Please let me know if you have any questions. We look forward to continuing to work with the City of Southlake. Sincerely, 4 ' Ryan Thompson President & CEO Ariamedia Corporation Arlame a SUPPORT AGREEMENT SUPPORT AGREEMENT Parties: Ariamedia Corporation 14683 Midway Road, Suite 160 Addison, TX 75001 City of Southlake, Texas ("Client") This support agreement (the "Agreement") sets out the terms and conditions under which Ariamedia agrees to provide Client with support and is valid for the duration of a paid support relationship between Ariamedia and Client as specified in a separate "Service Order" document. 1. GENERAL TERMS & CONDITIONS 1.1 Definitions 1.1.1 The "Software" The Software is defined as Ariamedia's Conductor software products which may include customized modules or enhancements developed specifically for Client. 1.1.2 "Working Days" Working Days are defined as Monday to Friday, exclusive of holidays and weekdays which commonly have limited working time. 1.1.3 "Office Hours" Office Hours are generally defined as 8:00am to 5:00pm on "Working Days ". 1.2 Scope of Support Ariamedia shall provide support for the Software according to the conditions below. Ariamedia shall keep necessary competence for enabling further development of the Software and for providing training and assistance to Client. 1.2.1 Email Support Ariamedia will provide during office hours email support in the form of a helpdesk website. Client's users will have the ability to login, open an issue and submit the issue to Ariamedia. Issues will generally be supported via email correspondence through resolution. 1.2.2 Telephone Support While Ariamedia will use email in conjunction with its helpdesk website as the primary means of support communication, telephone calls may be necessary to facilitate support. Ariamedia will accept support telephone calls during office hours and will open a helpdesk ticket regardless of whether support is initiated by telephone or email. 1.2.3 Heli)desk Website Ariamedia will maintain a website containing an interactive Helpdesk software application (the "Helpdesk ") for Client support. The Helpdesk is located at http: / /support .ariamedia.com Confidential Page 1 Ariamedia Corporation Arlamed Ia SUPPORT AGREEMENT though this location is subject to change. It will host a searchable knowledgebase of support topics and a support ticketing system. The Helpdesk will provide an immediate response email confirming the user's ticket. Upon receipt of the response email, the user will be considered informed of receipt of the ticket by Ariamedia. 1.2.4 Support Response Times Ariamedia will strive to provide support within the shortest reasonable time period. During working hours, this response time shall not exceed four hours from the time the user submitted a support ticket. However, the amount of time before a resolution can be provided will vary, based on the issue presented by the user. 1.2.5 Remedy of Software Faults & Issues If serious software - related faults or issues are discovered, Ariamedia will first advise a method to work around the fault. If a fault is not possible to work around, the fault will be corrected in a reasonable time period which will be communicated by Ariamedia. Less serious faults not interrupting product operations or service to the client may be corrected in a future version release or software patch. 1.2.6 Software Updates and Releases Ariamedia shall supply updates and new releases of the Software when updates and new releases are ready for general distribution. Client will be responsible for installing updates and new releases. 1.2.7 Software Customizations Client is allowed to make customizations to the Software without limitation by Ariamedia. However, modifications by Client that result in software faults and issues will not be supported by Ariamedia as part of the Agreement. 1.2.8 Documentation Ariamedia will provide appropriate documentation in electronic form in connection with a software update or new version of the software. 1.2.9 Travel Unless specifically specified on the Service Order, no support activities under the Agreement will involve travel by Ariamedia employees regardless of the support issue. 1.3 Responsibility of Client In order for Ariamedia to identify resolutions for support issues, Client shall, as much as possible, supply documentation and other relevant information on the issue occurring. 1.4 Limitations in Support 1.4.1 Services Rendered Services rendered under this agreement are limited to those specified in the Service Order. 1.4.2 Support Obligation for the Software Ariamedia will provide support for two most recent versions of the Software. If Ariamedia provides additional modules or software customizations, those items will also be supported. If software has been installed which is not developed or delivered by Ariamedia, or if there have been changes in the Software code which have not been not been performed by Ariamedia that causes consistent support issues, Ariamedia will advise Client of this fact and may in its discretion, charge customer at current billable rates to resolve the issue. Confidential Page 2 Ariamedia Corporation Ariamedia SUPPORT AGREEMENT 1.4.3 Corrections of the Software While Ariamedia will strive for unimpeded use of the Software, Ariamedia does not guarantee that the Software can be used without disruption. 1.4.4 Ownership of the Documentation and Software Ariamedia is and will remain owner of all documentation and software regarding the Software and all data for tests and diagnostics, collectively the "Information ", which is proprietary and confidential. This applies regardless of whether or not the information is in the Client's possession, or if the information is or is not made available to Client. All unauthorized use of the Information or any portion thereof is forbidden. Client undertakes to protect the Information in order to prevent any illegal use, use contradicting to the Agreement, or unauthorized disclosure or copying. 1.5 Subcontracting Ariamedia shall have the right to subcontract such portions of its undertaking under the Agreement as Ariamedia deems appropriate. Ariamedia shall however remain responsible to Client for the performance by such subcontractor as if performed by Ariamedia. 1.6 Limitations of Liability Ariamedia's liability on any claim of damages arising out of this Agreement shall be limited to a sum amounting to the current annual fee. Ariamedia shall, in no event, be liable for any exemplary incidental, special, consequential or indirect claims, including claims for loss of data, event if Ariamedia has been advised of the likelihood of such damages. 1.7 Force Maieure Neither party shall be liable for any breach of the Agreement which is caused by a matter beyond its reasonable control including Acts of God, fire, lightning, explosion, war, disorder, flood, industrial disputes (whether or not involving the parties' employees), extremely severe weather or acts of local or central government or other competent authorities or which is caused by a subcontractor's failure to deliver due to such matters. Should a breach caused by Force Majeure continue for more than three (3) months, either party shall have a right to terminate the Agreement by giving at least thirty (30) days prior written notice. 1.8 Fees The fee is stipulated in a separate Service Order which will reference this document. Unless otherwise specified, the fee will be billed in full on an annual (one payment per 12 months) basis. All support fees are due in advance of the period in which the support will occur. Services, which are not included in the support agreement, will be charged at Ariamedia's current rates which are determined at the time the work occurs. All payments are due 30 days from the date of invoice. 1.9 Term and Termination This Agreement shall enter into effect on the date of specified in the Service Order as the "Activation Date" and shall be valid for the term specified in the Service Order. If the Agreement is not terminated by either party with at least 90 days prior written notice, the Agreement will renew for further periods of the term specified in the Service Order unless written notice of termination has been given at least 90 days prior to the expiration of the current period. Confidential Page 3 Ariamedia Corporation Arlamed Ia SUPPORT AGREEMENT Notwithstanding the foregoing, if the governing body of Client has failed to appropriate funds necessary to fund its obligations under this Agreement for the upcoming renewal term, this Agreement shall terminate without renewal at the end of the term. 1.10 Integration This Agreement, together with (a) the Consulting Solutions & Services Agreement ( °CSSA ") between the parties and (b) any other document or documents executed by the parties which reference this Agreement, will be together considered the complete agreement between the parties with respect to the subject matter to which it pertains. This Agreement supersedes all prior agreements, written or oral. It may be modified only in writing signed by the original parties hereto, or by their successors or assigns. 2 SIGNATURES ARIAMEDIA CORPORATION Signature Ryan Thompson Name Printed President Title Date °CLIENT" NAME Signature Name Printed Title Date Confidential Page 4 Ariamedia Corporation Arlamed Ia SERVICE ORDER SERVICE ORDER This Service Order is entered into between Ariamedia Corporation ( "Ariamedia ") and the client stated below ( "Client "). It is effective upon acceptance ( "Acceptance Date ") by Ariamedia as shown below. SERVICE ORDER #: SOU - 2001114 -01 CLIENT INFORMATION: -lient Name: City of Southlake, Texas Client Phone -lient Address: Client Email: SERVICES TO BE PROVIDED: CODE DESCRIPTION QTY ONE -TIME QUARTE ANNUAL SETUP RLY COST COST CPS1- Conductor CMS Support & 1 $0 NA $2,999 CMS Maintenance - Level 1 CPS1- Conductor Touch Point Support 1 $0 NA $1,199 TOU & Maintenance - Level 1 Total Cost: I I $4198 Activation Date: TBD Expiration Date: TBD Term of Service Order: TBD Term Conditions: Billing Period: ❑ Monthly ❑ Quarterly ® Annually Billing Summary: Total One -Time Charges: $0 Total Recurring Charges: $4198 This document in association with the SUDDort Aareement constitutes a contract when signed by both parties. By signature of this document, Client is authorizing Ariamedia to set -up the services specified and ordered in this Service Order. Client acknowledges that this and all other Service Orders are bound by the Terms and Conditions of the Support Agreement. CLIENT Printed Name Title Authorized Signature Date FOR ARIAMEDIA USE Acceptance Date Authorized Signature Date Confidential Page 1 Ariamedia Corporation Arlamedla SERVICE ORDER DESCRIPTION OF SERVICES Conductor Product Support Level 1 (CCSM -1) Conductor Product Support and Maintenance Level 1 is a support solution package that provides Client with discounted support and includes product enhancements. Specifications include: Type Specifications Telephone Includes all Online resources and Unlimited telephone & email support Support' - Estimated 4 hour response time during normal support hours. Email and phone support hours: 8 AM - 5 PM Central Standard Time, Monday - Friday, excluding major holidays. Product Updates Correction of Errors - All Development Service Packs / Updates and other functional, core product improvementS 1. Billing is in 1 /4 hour increments 2. Functional, Core Product Improvements are improvements made to the Conductor products product that improve its fundamental architecture or core tools. Examples of areas NOT defined as Core Product Improvements are Content Component enhancements, New Content Components, New Features and version upgrades. Graphics Support Ariamedia will provide graphics production at an hourly rate to correspond with our standard billing rates as shown in the section "Billing Rates" below. However, should our Client desire to create a "packaged" monthly graphic service, Ariamedia can customize a solution for you in consideration of your budget. Standard Billing Rates The following standard billing rates are available from Ariamedia: Service Description of Use Cost Graphic Design EXAMPLE: Creating web or $125 / Hour p rint graphics Flash Design and Any multimedia related $150 / Hour Development activities involving Macromedia Flash technolo Programming and Dynamic Pages interacting $150 / Hour Development with databases Telephone Support NOTE: If support agreement $75 / Incident is not in force. Confidential Page 2 Ariamedia Corporation Proposal Prepared for: City of Southlake, Texas Regarding: Southlake RFP0608A1S1GL6 00183 Ariamedia. Tuesday, October 10, 2006 City of Southlake, Texas Website Committee 1400 Main Street Suite 270 Southlake TX, 76092 Regarding: Proposal for Southlake CMS RFP060SA161GL600183 Dear Website Committee: On behalf of Ariamedia, thank you for the opportunity to provide a proposal for your project. It has been our pleasure to work with everyone at City of S to help plan your future technology needs. Ariamedia is one of the fastest growing technology companies in Dallas, Fort Worth and has been named as one the of Largest Web Design & Technology Companies in the DFW area by the Dallas Business Journal. We've summarized the reasons we believe Ariamedia is your best fit: • We are a design, development and integration services company specializing in end -to- end web solutions for high profile clients. • Our seasoned team of designers, developers and analysts create sophisticated web products with an elegant and appropriate branding message. • Ariamedia specializes in building web solutions that require a highly creative design and advanced administrative features through a content management system, • We have an intimate understanding in producing internet, branding and technology solutions for the public sector including a long -term relationship with the Town of Addison, Texas. • We've already had a face -to -face discussion and numerous telephone discussions with the City of Southlake on your project. Ariamedia is an agile organization well- suited to meet the requirements set forth in your project. With a seasoned team of Project & Account Managers, Analysts, Artists, Designers and Application Developers, we produce well - rounded end -to -end web technology solutions that often begin to return on your investment in weeks. Best Regards, Ryan Thompson Ariamedia Corporation 1? 1,- "0 ; " "i h1'_-�U Ariamedia Table of Contents J ZIP] Tableof Contents , .. , ........... , . , .. , . ,, ._. ,, . 3 .,,..,..... .................-,,..................,..............,,,,,,..»....,,......... ........ ...,. ,,.,.,..,, ,....,.. .................... . ... .... ...,,....,. ....... . ....... 4 AboutAriamedia ...... ...... --- ............... ...,. Capabilities.......... ........ ...... ,...,. ,,...... ,,................. .. .............. . ............................ 4 ............. -- ......... ....... Creative. ...... ............ .......... — ........ Products � ................................................. ............................... Development. .... ................ Approach ... ---- ..................... .. »., .,,...,...,,...... ........ ....................... Phase One Envisioning & Discovery-- .... .......... .....'.. ...... — ..... PhaseTwo -- Planning & Strategy .. ............... ---- .............. .., Phase Three - Production .... .... .................. —,..., ......... ,......... Phase four -- Deployment & Support. ..... ......... Case Studies & References.... ....... ---- ... ........ .. ........ ,........... . ...... ... .. ........ . ............. .. .... 4 ........................ ... ...........................4 ................................ . ............. .,,.4 ,....... ................................ ...,5 ..,,............ -- ...... -- ..... ,,.. ..... ............ 5 .... ,....... ........... ......... ..................... ..., ... 5 ,....,............ ,.............. ., ......... .......... ,..... 5 ............. ........... ......... ... r ..... --- 6 ........ — ......................... ...... 6 Project .............. ............................... .................................... .......n....,.,...........,..,. ,,,. „ ...,.. ,,,8 Analysis of Current Web Presence ... .... ... ...... ......... — ..... ,..,............... ,..., ..,.....,..,.,.......... ..,..,, .....,.. 8 Design Creative... ........................................................................................... .............................. Usability ..,.,,................. ..................................................,,.,,...,,...,,...........,..... ...........,.....,.,..........9 Content................ -- ........ ..,.,.......... .,.......... ....... — ................. .... ,,,.,.... ............. ........................... 9 Functionality... ...................... ........... - ....... ....,....,..,,.,,.,.............. — ....... ,.. ....... .. ............... ....... ...... 9 SearchEngine Visibility ....................................................................................... ............................... 9 Proposed Product, Requirements & Deliverables ........ ... .... ---- .......... ,... ,... ,...,... ,....•.......... .............. 10 Project Discovery .............. ............................... ................... ......................... ..... .......... .......... 10 Envisioning, Planning & Discovery ... ............................... ,,..,,,,,.,......... .,. .......... ,...... ... ....... - -........ 10 CreativeDesign... ............................................................................................ ............................... 10 ConductorCMS. .......... ...... ....... ...... ... — ...... -- .... - ..... .......... -- ....... - ............... ^ ........................ 10 Costvs, Benefit ........... .... ....... .............. ............................................. .............. ......... ................ - 10 KeyFeatures & Functionality ... .. ........... .........R. ......................,...,,......,....,,...... ,......,..,,.............. ConductorTouchPoint.,,. — ........... . ... ...... .................... .... - ... ,. ............... ,... ,............................. — 11 Conductor TouchPoint Features & offerings: ,.,,.,....-- .............. ...... - ...... .., ................. ,,.,,......... .,.11 Conductor TouchPoint Key Applications & Uses% .............................•.•.. ,..•.,,••...................... 11 ImplementationServices.... ....................,....,......,,........,...,..,..,....,.,,.,....,............ „.,....,...............,,,,.12 System Requirements .... ....... .................. ........ .............................. ... .... — ............................... ....... 12 Server......................................—........,...,..,.........,..,.....,.—....,,...,......,.... ,.............................. ,..12 Client,, ..,» ............................. ............................ ».» ,....... ,.................... .,. .... . ..,...,...,........ . ....... .... 12 Statistics, Analytics & Reporting ... ...... ........................................... ............ .., .............. ......... ..,..,......12 Hosting.... ........................... ............................... ...... ............................................. . .......... . ........ ...” 13 Characteristics..................................... ............................... ...... ........... ............................... _. 13 Standardsof Performance ...... ............ ............. .... �,.... .... .................. ....,.,......,...,..,,,,,.,,,, .............13 Multi -Medla Support-- ...... ...... ................ — ....... ...... —.. 13 Co- Hosted Sites— ....... -- ...... -- ................ -- —.. ...................,.....,..,,, ,.,.......................... ..., ...... 13 Backup & Recovery,, ..... ...... - .............. __ ............ .......... . ............... . ................ -- 13 Security. . - - . — . - - . — - . ....... --- ..... ... ....... ..... -- ................................................ ^"* .... ...........,. 13 otherDeliverables . ... ......................... ......... .....—............... .......... ....... ... ................. ..,. ...... " "........ ,.., 14 Testing& Deployment Strategy .... ......................... ......... ............... ... ........... ...... — .... -- ......... ......... 14 Compliance& Standards ................. ---- ...... ,, ...... ......... , ,,,.,...... .... ,, ...................... *................ 14 Support ... ... ... .»... ...... -- .......................... .............. -- ....................... .. ................ . ................. ..,. 14 TeamComposition & History.--. ...... ........ .............................................. ---- ...... * ......... 14 Availability for Special Projects... .... ....... .............. ........ 14 Schedule ..................­. ,.. .,. .... , � ................ ..,, ........ ................ .. ........ ........... ..., ............ . .......... __' 15 Pricing.. ................ ......... ........... ---- ...... --* ..... , ....... * ...... * ....... * ................ * -- ... 16 PaymentTerms... „, ..,..,.....» .......................................................................... ............................... 17 Conclusion ..,.-- ...... ... .. .... ..... .... - ..., .................,... h .,,........... ..... ...,. ............,........,......... 17 6.3 i !ita- i Ariamedia -, J11-41-111111 About Ariamedia Ariamedia is a strategic E- Business solutions provider located in Dallas, Texas. Through a multi - disciplinary approach, we create complex creative & technology solutions leveraging powerful artistic design, application development, and our suite of Conductor E- Business Products, Ariamedia serves clients in many diverse industries, but we focus on three core marketplaces: Membership - based organizations (Fraternities & Sororities), Education, and Regional /Municipal Governments, Capabilities Ariamedia serves clients in three diverse areas: Cr eati ve Prod uces --- ..._.._ _— ._.. Development_ ..._ ._ Identity & Brand Development Conductor CMS` Custom Development Solutions_ Design (Interactive & Print) Conductor Commerce"' Data Systems Integration Animation Conductor TouchPoint"" Module Development for Illu Conduct Portal " M- _ - - -___ .Cond Products crea Harnessing our obsession for well - conceived design, we help clients explore, define, create and communicate a message that is engaging, undeniably memorable, and always effective. By exploring your world, we are able to create many new ideas --the kind that drive results. We are communication experts, whether that means putting together a prospectus with a visual punch, designing your next web site, or creating a new look for your database - driven web applicaton, rest assured that Ariamedia never loses focus of the objective —to convey your message to the world in a fresh and unique way. P r' -o u UCis Our products were developed to provide clients the best of both worlds Utilizing a unique open architecture, Clients get a product that costs a fraction of a custom - developed solution while maintaining the ability to infinitely expand or customize the product without limitation. Our products include: Conductor CMS` - A highly customizable, scalable content management system (CMS) that allows your organization's employees, partners, and clients to access, manage and create content and information from any Internet - enabled computer through a simple to learn, non - technical user interface. Conductor Commerce "" - A secure, real -time ecommerce system & shopping cart software solution that easily integrates with back - office software and legacy systems allowing organizations to easily integrate an e- commerce solution to their ERP, inventory management, fulfillment and accounting software. Conductor Touch Point "" - Conductor TouchPoint"" takes the complexity out of Web forms, Building, creating, hand - scripting, or templating forms is a hassle, and often turn into a full -time job. With Conductor TouchPoint' feature - packed and intuitive interface, creating dynamic online forms is fast, and easy removing the need for the programmer. Additionally, powerful reporting allows you to see data in a multitude of unique and highly customizable ways. Conductor Portal"" - A robust portal framework that allows you to create personalized website portals, customer self-service solutions and partner extranet environments. Much like my.msn, or my,yahoo, you can push information to your users, and allow them to customize what they want, and what they don't want to see. Deve1opr ien Ariamedia's custom web & application development and advanced technology services meet client demands when an off- the -shelf solution simply is not available. By designing a custom application or customizing an rnE'Eisf - Fl ll� rGi!:JiUGI iii ?-if��J I''�Ew�]'�7 �:Gr:C', �LJI�'� l�JU rz_iG'iSCli'•, �,. . �_L�i:. ..;�r:. LI�. ..lA� A J t1s] existing product, Ariamedia can architect, develop and deploy a solution built specifically to meet a Client's goals and objectives. Approach Ariamedia firmly believes that good methodology is a key component to a project's success. Insuring that all objectives are clearly defined guarantees the deliverable will be on time and as expected. Ariamedia's iterative methodology is a constantly evolving process that allows our studio to rapidly develop sophisticated solutions in extremely short periods of time thus decreasing the expense to the client. Ariamedia uses a disciplined approach adapted from the best practices within the design, software development and consulting disciplines. Our four -phase approach helps insure that: • Budgets and deadlines are as expected. • Deliverables perfectly satisfy customer expectations, • Produced solution satisfies or exceeds business goals and expectations. The Envisioning & Discovery phase consists of clarification of project requirements and a market and competitive analysis, During this phase, Ariamedia commonly meets several times with customer groups and individuals to learn about the customer's business, industry and goals. Deliverables of the Envisioning & Discovery phase include: Des cr[pti4n Project Structure – I A non - technical document stating the project timeline Document 1 deliverables, milestone review points and resources allocated to the project. — __....._.. Competitive Analysis The Competitive Analysis document will review major i competitors and industry leaders in relation to the project functionality and features. Requirements Gathering i Requirements gathering often occurs by conducting severe onsite or virtual stakeholder sessions with key decision- makers and influencers within the organization. p_: Ns e T �Sd M =iceiew ct: .wt,avf The Planning & Strategy phase consists of a close examination of the customer requirements. Similar to the Envisioning and Planning phase, Ariamedia commonly meets several times with customer groups and individuals to clarify requirements and goals. Deliverables of the Discovery phase include: ;_Deliverable - - -- _ i_Description Business Requirements ! A non - technical document approved by both parties which state the business expectations, goals, performance obleetives, and other business goals. The Production phase consists of all aspects related to production of the project. Using our iterative development methodology, Ariamedia produces and revises within the production stage. Being a cyclic process, these steps involve many team members and are repeated until perfection. This method, employed by other graphic design leaders, helps guarantee a shorter production schedule while maximizing quality. Deliverables of the Production phase often include creative production and a final product, Ariamedia""' During the production phase Clients can continuously review milestones and progress through Ariamedia's private extranet. The extranet is the virtual home for the project while it is in progress and helps insure that Clients are always informed about project progress and status. In conjunction with the extranet, Clients will review project progress with their dedicated Account Manager through weekly telephone status meetings, F ''� r G�:✓ �i_S?. ?� — �,�i��C' `lftit: -:'� C:: v�9 y�s'�: The Deployment and Support phase varies heavily based on the type of project (creative vs. development) and generally includes the official release of the project, relevant training of team members and production of training resources, brand standards documents and appropriate usage documents. Case Studies & References organization I Industry Pro'ect Services & Products Utilized Government / Municipal Projects Town of Addison, Texas Government Municipal Website Conductor CMS Hamid Khaleghipour (Municipal) (www,ci. ddison.tx.0 Marketing & Strategic HKhaleghipour @ci.addison Consulting .tx.us North Dallas Entertainment Portal • Custom Application or, T.T Director, o 2868 ( www.addisontexas.net ) / Programming Client. Since: 7/2001 0 Creative Design (Web & Print) . Flash Animation • Multimedia (Video) Production Chickasaw Nation Government Branding & Creative & Marketing & Strategic Industries (National) (Project in Progress) Consulting Rob Crowley • Creative Branding Rob.crowley @chickasaw.n Human Resources Campaign et Portal Application (Project in Progress) Creative Design (Web & Director, I T Print) 580- 272 -5269 • Custom Application Client Since: 10/2004 Development / Programming Other Projects EDGE TECH Corp. Manufacturing Inventory Management Conductor CMS Commerce Brian Sartorius (High Tech) Application (E- Commerce) bsartorius @edgetechcorp. (Intranet - behind Marketing & Strategic com Firewall) Consulting VP, Operations EDI &Data Integration Creative Design (Web & 580- 310.6563 Application Print) Client since 11/2001 (Intranet - behind Firewall) Custom Application Development / E- Commerce Website Programming (www edgetechcorp - com) Legacy Database Back - office Application Integration Integration (Intranet - behind Firewall Midlands Management Insurance Enterprise Program Custom Web Application Corp. Management Development Sheryl Case Application - ° 4i) `F� A sicase @midrnan.com Commercial Lines Custom Windows VP, Program (online.rnidlandsingt.corn) Application Development Administration Claims Management & • Legacy Database 405 - 840 -4007 Administration Integration Client since 3/2001 Software (Windows Client/Server Application) Delta Delta Delta Membership !National Website Conductor CMS Fraternity Organization (www.tridelta.org) Conductor Commerce (E- Phyllis Grissom Commerce) pgrissom@trideltaeo . org !National E- Commerce ' Marketing & Strategic Director, Comm. Storefront www.shopddd.com) (www. Consulting 817 -fi33 °800! • Creative Design (Web & Client since 2003 Print) 11 Project Team The following project team is proposed for this project. It should be understood by both parties that the project team may vary based on availability at project inception and employment during that time. ALL project team members are full -time employees of Ariamedia. Team Member & Title Role Background Kimberly Curt Project Executive Ms. Curt will serve as the Project Executive for the Vice President, Services project. Ms. Curt is responsible for the successful delivery of all projects under Ariamedia's services business unit. Ms, Curt has been a Developer, Business Analyst, Project Manager and Director of Production for Ariamedia prior to her current position_ Robert Ricker Project Manager Mr. Ricker will serve as Project Manager for the project Project Manager and will manage and oversee all day -to -day project functions. Mr. Ricker has over 10 years of project management and account management experience in web - oriented projects. .jimmy Forbes Designer & Artist Mr. Forbes will serve as the creative artist and the Creative Artist designer for the project, Mr. Forbes has worked in the interactive and print design world for over 8 years. Albert Vo Developer / Mr. Vo will provide all technical functions for the project, Product Implementation Implementation Prior to his time at Ariamedia, Mr. Vo has served as a Developer programmer / developer in the DFW area for a variety of clients including Fortune 500 organizations. Elli Dunn Content Services Ms. Dunn will provide all content migration, data entry Account Manager Project Coordinator and project coordination functions. Ms. Dunn is an expert in the deployment and use of Ariamedia products. Analysis of Current Web Presence Ariamedia's design & usability group has prepared the following informal analysis of the existing Southlake website: overall, the design is unorganized and doesn't follow any one theme, style, or rule. The layout of the content is congested and cluttered. Can the home page there is not one place to really showcase an item — a big graphic banner, or flash piece, etc. There is not one overarching Southlake brand, The Southlake logo is at the bottom of the page and is not supported by any other graphic or graphic style, The graphic header shows images that are uninspiring and make Southlake look a lot smaller than it is. When we think of Southlake we see much bigger, more powerful ideas. The use of multiple fonts and font weights is inconsistent, and makes the overall design seem disconnected. r-.. Er3111..'(.'i� :.G =`. �1 { " .:1f3 ! i`aiv" ^; ?'.r'..�, Sites �G`. 1.!�'d"i_ i :`1�. . ..... .. ... ... �.. ., Ar PRO The site as a website by itself is very usable. Navigation is a simple two -step process - top -level navigation is on top and has constant visibility, while second -level navigation is on the left side of each page. The website does not work well in Firefox or Safari, This will greatly limit the number of users who are willing to visit. Search and Printer Friendly buttons greatly increase the usability of this website. However, the search resulted in quite a few pages with broken links and broken images. All out of date pages should be removed and users should be redirected to new content. The calendar is difficult to use. If there is not an item on the schedule for a specific day, you should not get any content. Searching through the calendar day -by -day would be a tedious process. There doesn't seem to be any reason to open the calendar in a new window. Adding windows requires the user to close the window to get back to the main content of the site. C There is a wealth of content on this website, and for the most part it seems to be relevant to city residents. Although the content is relevant, it is not written in an entertaining manner and doesn't seer. to have any consistency in its flow style, The content does a good job of informing residents, but there doesn't seem to be much content geared toward attracting new residents or businesses, The site does a good job of achieving its primary goal -- to provide information. However, it doesn't seem to do much more than that. There are not any neat, cute, or special things on the site to keep a user entertained or captivated. All of the forms on the website are in PDF format. This is a great way to provide forms for off line use, though a corresponding online form would be more usable. There isn't any real interactivity on this site besides the navigation. There is a lot of opportunity to make the site more interactive in a lot of areas. I.E. Flash -based map system, where to eat, and what to do sections, etc. Search E4"fahne Visibility Search results on the word "Southlake" are very high. The keyword density on this website is very high. A search on the phrases "DFW Hotspot ", "North Texas Hotspot ", "DFW Fun" returned no results on the first ten pages. The website is keyword rich, and generally well- formed, but could be coded to better optimized for search engine visibility. Overall the site is well positioned, but could be better positioned on more general searches. ._ r. hli)lictllr_ +�: ,. C3iiiGi _ —�Yl.i i�iiGt`i c?�/ Oc:L� StliLi: '5C� M1C'.�?54f1. L•t Ariamedia"` _j ` • " Proposed Product, Requirements & Deliverables roiect Discpve� Envisioning, Planning & Discovery Ariamedia will conduct activities to sufficiently produce a well - rounded report analyzing the Client's current web, marketing and communication activities and solutions and ideas to improve or replace those functions using technology. To achieve this, Ariamedia will host several onsite meetings and interviews with the Client and stakeholders (individuals internal or external to Client who have important knowledge relating to these areas). The project will be completed using the following process: • Advance Interview Forms - Ariamedia will submit interview forms to Client for stakeholder completion prior to our first meeting. These forms will ask questions that when answered, will allow Ariamedia to appropriately prepare for the onsite meetings. • Requirements Gathering Onsite Meeting(s) -- The onsite meetings are key to the identification of problem areas and opportunities for improvement. • Needs Clarification - Having completed the Requirements Gathering Onsite Meeting($), Ariamedia may contact individuals to clarify and gain more information about specific topics. • Competitive & Marketing Analysis - The Competitive and Market Analysis will allow Ariamedia to review all direct competitors and related markets to review other organization's strengths and weaknesses. The creative look and feel of a web presence is often the most immediate and obvious differentiator as viewed by a client's audience. For this reason, we believe a good creative process resulting in an outstanding web presence theme and branding is important, Our creative process for this project will begin with a thorough review of the business requirements. Following this, Ariamedia will produce three creative concepts (storyboards) encompassing the goals of the project and the required marketing and branding elements, Our team will work with the Client to gradually refine the concepts into a finalized theme. Conductor CMS is an enterprise -class content management solution (CMS) priced affordably for a variety of businesses and industries. Conductor CMS makes the creation of content easy and does not require any technical experience to operate. Combined with a powerful workflow and publisher, Conductor CMS can power organizations with multiple websites managed by various departments in disparate locations. Cost vs. Benefit With Conductor CMS, organizations immediately begin to see a cost benefit by not requiring a technical person with HTML experience to manage content for one or more websites. Content Contributors (those who author content) can directly enter content through a simple- to-use interface. Additionally, since Conductor CMS's total cost of ownership is well below competing solutions, return of investment is realized much more quickly. Key Features & Functionality Some of the key features and functionality of Conductor CMS include: Content Navigator - With content navigator, users have one centralized control center for creating and managing content, With powerful features including all metadata regarding Z content, workflow statuses and publishing state, users can complete most tasks from this screen. • Integrated HTML and Rich Text Editor - With Conductor CMS's integrated editor, authors use a familiar "word- like" tool to create and edit content. Most features of industry leading word processing applications are included with familiar icons for ease of use. • Forms Builder - With Conductor CMS's innovative forms builder, Conductor CMS administrators can create web -based forms that when submitted, are received by email and /or stored in a database for later retrieval and analysis. With Forms Builder, all of this functionality is "point and click" and no programming skills are required, + Advanced Workflow - By assigning users to roles, Administrators can easily create a tiered workflow allowing authors to contribute content, moderators to approve and "take live" (i.e. publish content to the website) and designers to edit the "look and feel" for a site, Conductor CMS's unique architecture allows for infinite extension of the site workflow. Publishing - Conductor CMS's advanced publisher intelligently knows when to pick, compile, and publish content to the site. Additionally, through scheduling, the publisher can post and pull content at any required time without user interaction. • Standards -Based - Because Conductor CMS uses XML (eXtensible Markup Language) at its core, the product is fully compatible with other industry leading products. • Interactive Directories — With Conductor CMS, administrators can easily create multiple dynamic directories for staff, volunteers, facilities, and more. Conductor T ouchPoi t Conductor TouchPointTM takes the complexity out of Web farms. Building, creating, hand - scripting, or templating forms is a hassle, and often turns into a full -time job. With Conductor TouchPoint' feature - packed and intuitive interface, creating dynamic online forms is fast and easy, removing the need for the programmer. Additionally, powerful reporting allows you to see data in a multitude of unique and highly customizable ways. With professionally designed presets and templates, you'll have your site reporting, emailing, uploading, and subscribing in style, in about 10 minutes. Conductor To u c hP oi nt Features & Offerings: • Simple WYSIWYG interface. If you can use Word, you can use Forms • Drag & Drop form elements. No hand coding! • Comes with a number of pre - assembled templates • Easily connects to your current database Conductor TouchPoint Key Applications & Uses: • Contact Forms • Feedback Forms • Evaluation Forms • Upload Attachments • Multiple Page Applications • online Surveys • order Forms, with dynamic math calculations 83 �'�Ir Ariamedia` • ' 4 A, I • V Creative - Ariamedia will produce three creative website concepts (storyboards) encompassing the goals of the project and the required marketing and branding elements. Our team will work with our Client to gradually refine the concepts into a finalized theme. • Integration - Integrate produced creative templates and customized requirements into the Conductor CMS system. Fully configure system specifically to meet Client's requirements. • Content Services - Work with Client to create or transfer content from the old website or other electronic format into the Conductor CMS system. • Deployment & Training - Provide training materials and onsite training to Client. Ariamedia suggests the following minimum system requirements to operate Conductor products: Server • Intel Pentium IV 900mHz Processor or better • 32GB Hard Drive • 1.5 GB Ram • Windows 2000 Server O5 (or newer) • SQL Server 2000 Standard (or newer) Client • Windows 2000 OS (or newer) • Internet Explorer 5.5 (or newer) Ariamedia will provide web log analysis software integrated within the Conductor interface. These tools will allow Southlake to monitor and report on all web visitor statistics. �/ Ariamedia"" R Arlamedia provides hosting services in conjunction with partner Xiolink, a Tier One hosting provider known nationally for its maximized uptime and performance standards. Characteristics Xiolink's data center is a World Class facility situated in the St. Louis region's premier carrier hotel, The Bandwidth Exchange Building on Walnut. Their State -of- the -Art Data Center encompasses almost an entire floor of the carrier building, This building was chosen as it is the only building within the area that is situated on a dual utility power grid and houses POPS for all of the major carriers operating in the region including: MCI (UUNet), Level(3), XO Communications, Sprint, AT &T, WilTel, Qwest, SBC, Broadwing, MCLeodUSA, and Cogent. Xiolink's 10,000 square foot facility includes state -of- the -art security, redundancy in all critical systems, an on -site NOG and is staffed by qualified engineers 24/7/365. Standards of performance Xiolink's Power Availability Guarantee is to have AC power provided to Xiolink's Data Center and Customer's co- located equipment, 100% of the time. Five diesel generators provide backup power in the event of an emergency. Xiolink's Network Availability Guarantee ensures Internet connectivity is provided to Xiolink customers 100% of the time. All points of the Xiolink network include redundancy. Multi - Media Support The multi -media requirements described by Southlake will be supported. Co- Hosted Sites The co- hosting of additional domains will be supported. Backup & Recovery The following disaster recovery procedures are in place to protect against unforeseen circumstances: 1. Hourly Database Backups to Drive 2. Daily Database and File backups to drive 3. Weekly Database and File backups to remote tape library 4. Monthly Database and File backups to Ariamedia's Dallas facility 5. Quarterly Database and File backups to an offsite, fireproof location Security Xiolink's data center facilities are controlled access environments. All entrance into the data center is restricted via biometric and key card access equipment and database logged, Other features include: • Closed Circuit Digital Camera System • Security System Monitoring (On and Off Site) • Multiple Checkpoints to controlled areas • All equipment housed in locking cabinets, cages or suites • Building has restricted access beyond lobby nfE3iT3�i.:Ey �F';;DE "dlufl E #a 5_i 3'il� ^:3V Ro d S uil,, it9l nJ!'i.Gl1 A Testing & Deployment Strategy All Ariamedia development will occur on internal servers. When major milestones are reached, progress will be shown on a private extranet between Ariamedia and Southlake. Once Arlamedia has fully released (our) work to the extranet, we recommend a 2 -4 week Client Seta Testing period before taking the project live on the Internet. Compliance & Standards All content and pages will be compliant with ADA, 508(c), KHTML 1.0 and CSS standards. Support Southlake will be assigned a permanent account manager whom will serve as your point of contact during and after the project, The account manager will be your primary contact for support though 6 employees can operate in a support role. Telephone support is provided Monday - Friday Sam to 5pm excluding major holidays. Team Composition & History Ariamedia has been operating for 6 years and has 13 full -time employees. Shown below is the probable team that will be assigned to this project. However, based on the date of signature of contracts and the availability of team members at the project launch, these assignments may change. Team Member Title Role Kimberly Curt Director of Production Project Manager Ell! Dunn Account Manager Project Coordinator Account Relations Jordan Woliman Art Director Creative Usability Director Jimmy Forbes Creative Artist Creative resign CMS Creative Coordinator Jeremy Seekamp Applications Developer Development & Integration CMS Inte ration Coordinator Availability for Special Projects Ariamedia is fully available to execute on special projects typically within 5 -10 business days. All clients receive the same response rate and prioritization as part of Ariamedia's commitment to ongoning quality. Special projects will be estimated and billed at Ariamedia's standard service rates„ l� Ariamedia:""_ 1 04 _;Is] Upon signature of contracts, a finalized schedule will be determined. However, the project is estimated at the following durations: Function Duration Gather and Author Business Re uirements re uires on -site meetin s with Client 1 -2 Weeks Produce and A rave Creative Conce is 1 Week Install Development Environment customize roducts build website 3 -5 Weeks Client Review & Beta Testing 2 -3 Weeks Revisions & Release 1 Week 8 -12 Weeks Total This area intentionally left blank. Ot ;Q'.1 rtGnn� UIU- _ ,_ A C1ri` � €I �:� U -'..I Ariamedia Pricing '_•'•1! Lire Product Price l7t�it Year 1 Years 2 � Products 1. Conductor CMS (Enterprise license 1.00 14 999.00 Each 14 999.00 2. Conductor TouchPoint Enter rise license 1.00 5,9 Each 5 999.O0 3. ReachMail — Email Marketing 12 149.95 Monthly 1799,40 1799.40 Includes up to 50,000 emails per month Services 4. Discovery 24.00 125.00 Hour 3,000.00 Envisioning, Planning & Discovery activities 5. Creative 32.50 125.00 Hour 4,062.50 Production of creative elements (Includes production of three creative concepts and refinement through a nova! 6. Development 40,00 150.00 Hour 6,000,00 Integration, Configuration and Customization of Conductor CMS 7. Content Services 45,00 7500 Hour 3,375.00 Content Services (includes transfer and reorganization of all content, based on estimate of 120 pag 8. Content Services 18,50 75,00 Hour 1,38750 Forms Services (includes creation of all online forms based on estimate of 37 forms 9. Training 12.00 125,00 Hour 1,500,00 Deployment & Training (includes 2 onsite trainina seminars 10 Project Mgt & Acct Coordination 35,00 125,00 Hour 4,375,00 Includes all project management, account coordination and uallt assurance functions Sup ort & Maintenance 11 Conductor CMS - Annual Support & 1.00 2,999.00 Annual 2,999.00 2,999.00 Maintenace Agreement Includes all product support for unlimited telephone and email., Required for the first 12 months. 12 Conductor TouchPoint - Annual Support & 1.00 1,199,00 Annual 1,199.00 1,199,00 Maintenace Agreement includes all product support for unlimited telephone and email, Required for the first 12 months. Host' n 13. Dedicated Shared Hostin 1.Oq 4 200.00 Annual 4 200.00 4,200.00 Other 14. Reimbursables —None Expected N/A N/A 15, Discount for Award of all Three — Not Applicable as Ariamedia is not responding to all N/A N/A Total 54,895.40 10197.40 :i�. ._�.,;. .., _. , _`.'�i_.G .!CAE.: ry:, r _f,=, .. � ..., .,. A J :101 U. A Ariamedia confirms our agreement and understanding of the four payment terms based on milestones of: 10% - Project Inception 20 - End of Business Requirements & Discovery 30% - End of concepts, beta testing and review by City 40% - At Project Completion Conclusion Ariamedia thanks you for the opportunity to submit this proposal, Should you have any questione please contact: Ryan Thompson rhompson@ariamedia.com 214 - 382 -2650 X 108 www,ariamedia.com r'',IE�ISi�Cl« .wOt' C7''ali��il 1 °f�3.,., � .,•i ..,� ..�nC, .,�fIG_ t�`� r.C�' "= ;:} "' L� Appendix B — Propose Submittal Checklist: (To determine validity of proposal) Appendix B (pages B -1 through B -7) must be included and addressed in the proposal submittal. ;f r Page B -2, Section 1, paragraph A., Service Description: Describe and completely address all items noted in Appendix A -Scope of' Services. City of Sourlrlake RFP0608A1.51GI.600183 Appendix 13-1 Z Appendix. C- Conflict of Interest Questionnaire Appendix B — Continuation. The proposal shall contain at minimum the following items. 1. Proposed Services and /or Products A. Service Description Describe the technical aspects, capabilities, features and options of the service or product proposed in accordance with the required Scope of Service as identified in Appendix A. Literature / brochures or other tecluiical information may be used. B. Additional Hardware Description: Proposers should also include a detailed description of what additional hardware and/or software, if any, would be required by the City in order to fully utilize the goods and /or service proposed. 2. Schedule of ,Pricing: Proposer shall quote unit pricing in accordance; with the Scope of Se €vices. Please refer to Appendix A, Scope of Services, page Appendix A -2, paragraph 8, for project's pricing schedule.. Payment Terms: Please refer to Appendix A for project's anticipated payment terms. 4. Projected Schedules and Delivery date(s) of Products and /or Services A. Delive Date The Proposal must show the number of days required to deliver and, if required, set up seed install the product or equipment after the receipt of the City's Purchase Order This date may, where time is of the essence, detennine the successful Proposer.. A. If the successful Proposer does not deliver in the promised time, fees for delay may be assessed as provided in this RFP beginning on the first day following the promised delivery date. B. If delivery delay is foreseen, the Proposer shall give written notice to City. City has the right to extend the delivery date if reasons appear valid, but is not required to do so. The Proposer must keep the City, through the City's designee, advised at all tirnes of status of delivery. In the event of default in promised delivery (without accepted reasons) or failure to meet specifications, the City shall be authorized to purchase the commodities or services elsewhere and assess any increase in costs to the defaulting Proposer, who, by responding to the request for Proposal agrees to be responsible and liable for such costs, and promises to pay same within ten days of invoice. B. Proiect Schedule Proposer must provide a project schedule noting all projected dates for the project, from start -up to completion.. C, 0 Terat lnstnrctions / Manuals If requested by the City, the Proposer shall provide a complete set of operational instructions and descriptive literature for proper evaluation of the service or product proposed. D. Required Training Should employee training be required as a result of this service or product, the successful Proposer shall provide on -site (or classrooms, if applicable) instruction to designated City employees. This cost shall be included in the Proposal.. City ofSoulblake RFP0608111 SIGL,600183 Appendix B -2 5. Proposer's Experience / Staff A. Project Team Identify all members of the Proposer's tearn (including both team members and management) who will be providing the services proposed and include information which details their experience. B. Removal or Re lacernent of' Staff: If the contractor determines that an assigned staff person roust be removed or replaced for whatever circumstance, the replacement must be approved by City prior to the project.. C. Business Establishment State the number of years the Proposer's business has been established and operating_ If Proposer's business has changed names or if the principals operating the business operate any similar businesses under different names, or have operated any other businesses or changed the legal status or form of the business within the last five (5) years, all names, of predecessor business names, affiliated entities, and previous business entities operated by the principals, if different than present, must be provided. D. State the number of years experience the business has.; and the nrrrnber of employees: - E. Project Related Experience All Proposals must include detailed information that details the proposer's experience and expertise in providing the requested services that demonstrates the proposer's ability to logically plan and complete the requested project. b. Guarantees and Warranties A. Vendor warrants that the software, documentation, and updates shall substantially conform to Vendor's published functional specifications in effect on the date of delivery. B. Vendor warrants that the software shall be free from defects in material, content, and workmanship for a period of one year from the date of acceptance. For purposes of this Contract, "acceptance" means the date that City begins to utilize Vendor's software applications and the software is functioning in conformance with Vendor's published functional specifications. C. If within 365 days after acceptance of the software by City, it is discovered that the software is defective or otherwise does not perfann as represented, Vendor shall either replace or repair the defective or non - performing software, or reftund the amount paid for the software if Vendor is unable to remedy the defect. 7. References: Please refer to Appendix A, page A -2, par °agraph 10, `References.' for project's references requirements.. Conditions and Certifications S. Cast of Proposed Products crud /or Services A. Proposal Preparation Costs: Proposers electing to respond to this Request are responsible for all costs of Proposal preparation. The City is not liable for any costs incurred by a Proposer in response to this RFP. B. FOB delive All products offered shall be FOB final destination, with all delivery charges to be prepaid by the Proposer. The City does not accept C.O D. or collect shipments.. All prices proposed shall include all charges, including delivery, installation and set - up fees. City of Southlake RFP0668,415JG],60018.3 Appendix E3 -3 C. Packing. Crating, and Carta e: The cost of all special packing, boxing, crating, or cartage shall be included in the pricing specified on the Proposal unless otherwise specifically stated in the City's Request for Proposal.. All packing, crating, or other debris resulting from the delivery or set-up of the commodity purchased shall be removed and properly disposed by the successful Proposer at no additional cost to the City, unless otherwise agreed to in writing by the City.. M Payment Discounts Cash or prompt payment discounts will not be considered in detemmining an award. All payment discounts offered will be taken, if carried and deemed in City's best interest E. Pricing: Pricing for project shall reflect the frr11 Scope of Services for that project as defined herein; inclusive of all associated cost for delivery, labor, insurance, taxes, overhead, and profit City will not recognize or accept any charges or fees to perform this wort: that are not specifically stated in the Proposal. 9. Delivery of Products and /or Services A. Excess or Incorrect Commodities Products or materials delivered in error or ill excess of the quantity ordered shall be returned at the successful Pr'oposer's expense, unless otherwise agreed to in writing by the City, B. Substitutions or Cancellations No substitrations or cancellations are permitted without written approval of City, Delivery and/or work to be performed shall be done during normal working hours only, unless otherwise requested or agreed in writing by the City. C. Material Safely Data Sheets (MSDS_l If applicable, the successful Proposer shall provide the City with applicable MSDS documentation as required by applicable laws and regulations D. Guarantees and Warranties Each Proposer shall submit a complete copy of any wan anties or guarantees provided by the manufacturer or Proposer with the Proposal submitted. E. Acce tance of Products acrd Services: All products furnished under this contract shall be warranted to be merchantable and good quality and fit for the purposes intended as described in this Proposal, to the satisfaction of City and in accordance with the specifications, terms, and conditions of the Scope of Service, and all services performed shall be warranted to be of a good and workmanlike quality, in addition to, and not in lieu of, any other express written warranties provided. City reserves the right to inspect the services performed or product delivered, and to determine the quality, acceptability, and fitness of such services or product upon delivery, ad to reject any non - conforrming goods, providing, however, that the City shall not be required to do so, and any failure by the City to do so shall not prohibit or bar the City from later asserting any non- conforniance or breach of warranty, 20, Independent Conti-actor Status A. Proposer agrees that Proposer and Proposer's employees and agents have no ennployer- employee relationship with City. Proposer agrees that if Proposer is selected and awarded a contract, City shall not be responsible for the federal Insurance Contribution Act (FICA) payments, federal or State unemployment taxes, income tax withholding, Workers Compensation Insurance payments, or any other insurance payments, nor will City furnish any medical or retirement benefits or any paid vacation or sick leave. B. In The Contractor, consistent with its status as an independent contractor, shall carry, and shall require any of its subcontractors to cant', at least the following insurance irr such forth, with such companies, and in such armounts (unless otherwise specified) as City may require: A. Worker's Compensation and Employer's Liability insurance including All States Endorsement, to the extent required by federal laxv and complying with the laws of the State of Texas; City of.SOi1tlrlake RFMOA- 115IGI600183 Appendix B-4 B. Commercial General Liability insurance, including Blanket Contractual 1 .iability, Broad Dorm Property Damage, Personal In Completed Operations /Products Liability, Premises Liability, Medical Payments, Interest of Employees as additional insureds, and Broad Form General Liability Endorsements, for at least One Million Dollars ($1,000,000) Combined Single Limit Bodily Injury and Property Damage on an occurrence basis; 11. Certifications of Proposer A. In compliance with this RFP, and subject to all the conditions herein, the undersigned Proposer certifies and agrees to the following: B. A ssignments : The rights and duties awarded the succcssful Proposer shall not be assigned to another without the written consent of the Purchasing Agent Such consent shall not relieve the assigner of liability in the event of default by the assignee C. Liens Proposer shall indemnify and save harmless the City against any and all liens and encumbrances For all labor, goods, and services which may be provided under the City's request, by Proposer or Proposer's vendor(s) and if the City requests, a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to the City. D. Indemnification Proposer agrees to defend, indemnify and hold harmless tine City, all of its officers, Council members, agents and employees front and against all claims, actions, suits, demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees, court costs and related expenses, arising out Of" connected with, or resulting from any acts or ornissions of Proposer or any agent, employee, subcontractor, or supplier of Proposer in the execution or performance of this contract without regard to whether such persons are under the direction of City agents or' employees E. The Proposer agrees to protect and indemnify the Cite, all of its officers, Council members, agents and employees, frorn all claims, actions, suits, demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees, court costs and related expenses, arising out of any alleged infringement of patents or copyrights arising from the Contractor's performance under the Contractor's Proposal, including attorneys' fees and court costs T. Indenhni 1 for Patents C o��r'rglhts and Trademarks Proposer hereby warrants that the use or sale of the products, materials and services delivered hereunder will not infringe on the rights of any patent, copyright, or registered tradernwk covering such materials and the successful Proposer agrees to indemnify and hold harmless the City for any and all costs, expenses, judgments, and damages which the City may have to pay or incur.. G. Rights of Use / Co ri ht Release: All the creative elernents created specifically 'for the City contracted with this project shall become the sole property of the City. This includes (not exclusively) any graphics, source and object code(s), scripts or otter programming Incorporated. Any graphic tiles, in both individual form and corhtposite fonn, will also become property of the City.. H. Gratuities /Bribes Proposer certifies that no bribes in the form of entertainment, gifts, or otherwise, were offered or given by the successful Proposer, or its agent or representative, to ally City officer, employee or elected representative, with respect to this RFP or any contract "with the City. I, Cooperative Gover rental Purchasing Notice: Other governmental entities utilizing interlocal agreements with the City, may desire, but are not obligated, to purchase goods and services defined in this R.FP from the successful Proposer. All purchases by governmental entities, other that, the City, will be billed directly to and paid by that goverrunental entity The City will not be responsible for another governmental entity's debts.. Each governmental entity will place their own orders with the successful Proposer and be responsible for ensuring full compliance with the RFP QJI ofSouthlake li.FPO60347 60018.3 Appendix B -5 specifications. Prior to other governmental entities placing orders, the City will notify the successful Proposer of their intent.. J. Please indicate below if' you will permit other governmental entities to purchase from your agreement with the City. [ ] Yes, Others can purchase; [ ] No, Only the City can purchase K. Franchise Tax Delinquency: The proposer is not currently delinquent in the payment of any franchise tax owed the State of Texas L. Antitrust Laws Neither the Proposer nor any person, firm, corporation, partnership, of institution represented by or affiliated with the Proposer, has violated the antitrust laws of this State or the Federal Antitrust Laws, nor communicated directly or indirectly the Proposal made to any competitor or any other person engaged in such line of business. M. Tlie Contractor hereby assigns to the City any and all claims for overcharges associated with any contract resulting from this Request for Proposal which arise under either the antitrust laws of the United States 15 U.S..C..A. Section 1, et seq (1973), or the antitrusr laws of the State of 'fexas, Texas Business and Commercial Code Anna Sec, 15 01, et sect. (1967). N. Child Su Pursuant to section 231,006 (d) of the Texas Family Code, governing the payment of child support, the Proposer certifies that the Proposer is not ineligible to receive the specified payment and acknowledges that this contract may be terminated and payment may be withheld if this certification is inaccurate. O. Eligibility Pursuant to Section 2155.004 of tile Texas Government Code, governing the collection of state and local sales and use taxes, the Proposer certifies that the uidividual or business entity named in this Proposal is not ineligible to receive the specified contract and aclriowledges that this contract may be terminated andlor payment withheld if this certification is inaccurate. P. Debts of Pro The Proposer agrees that arty payments due the Proposer under this contract may be applied towards any debt of the Proposer to the City or the State of Texas, including but not limited to delinquent taxes and child support that is owed to the State of Texas anchor the City Q. Required Licenses Proposer certifies that he holds all licenses required by the State of Texas for a provider of the goods and /or services described by the Scope of Service herein. R. Authority to Submit Proposal and Enter Contract: As Proposer, I hereby Certify that in my capacity, I have authority to submit this Proposal and enter into any resulting contract Proposer agrees to enter into a contract if awarded the project, 12. Trade Secrets and /or Confidential Information This proposal (does) (does not) contain trade secrets and/or confidential information If so, please describe such trade secrets and confidential information, and the basis for your assertion that such material qualifies for legal protection from disclosure. 13. Federal, State and /or Local Identification Information A Centralized Bidders List Registration Number: B. Prince Cont € HUB / MWBC, Registration Nuriibei: # 00 RFP0608 , Appendix B -6 C.. An individual Proposer acting as a sole proprietor must also eater the Proposer's Social Security Number: # - - D. Pursuant to Section 231..006 (c) of the Texas Family Code, each Proposal should include the name and Social Security Number of each person with at least 25% oNvnership of the business entity submitting the Proposal. Proposers that have pre - registered this infornaatinn oil the I "13PC Centralized Master Bidders List have satisfied this requirement, if not so pre- registered, complete the following: i Name: SSN: ii Name: SSN: iii. Name: SSN: City of Soutlrlalte RFP0508A151GL600183 Appendix 13 -7 Appendix C - Conflict of Interest Questionnaire (CIQ) Inclusion of House Bill 914, Filing Conflict Disclosure Statements. A person or business, anti their agents_ who seek to contract or enter into an agreement with the City, are required by Texas Local Government Code, Chapter 176, to file it conflict of interest questionnaire (FORM C1Q) which is found below or on -line at wvs %v..etlnics.state.tx.trs The forth must he filed with the City Secretary no later than seven (7) days afi the date the person or business begins contracl discussions or negotiations with the City, or submits an application, responds to a request for proposals or bids, correspondences, or other writing; related to al potential agreement with the City. Such pet and businesses, and their agents, must also file air updated qucstionnaire not later than September] of each year in which the person or business begins contract discussions or negotiations with the City, or submits tut application, responds to a request for proposals, quotes, or bids, correspondence, or other writing related to it potential agreement with the City, and within seven days after the date of an event that would make a filed questionnaire incomplete or inaccurate An updated complete questionnaire is not required if the person or business filed a questionnaire or updated questionnaire after !rule 1 but before September 1. CONFLICT ear TN"i'CREST QUESTIONNAIRE C'CiRM CIQ For vendor or other person doing business with local governmenl entity aFMCC USE Titis questionnaire is being filed in aecordauter with chapter 176 of the Local Government Code by a ONLY Date Received person doing business with the governmental entity By law this qucstionnaire must be filed with the records administrator of the local govemmcnt not later d €an d€c 7' business day after the date the person becomes aware of facts that require the � � statement to be Glcd See Section 176 00& Local Government Code € A person commits an offense if the person violates Section 176 006. Local Government Code An offense under this section is a Class C misdemeanor A Name of person doing business with local governmental entity (Please Print) 2. ❑ Check this box if you are tiling an update to a previously filed questionnaire. (Tire law requires that you file an updated competed questionnaire with the appropriate filing authority later tha September l of the year for which an activity described in Section 176..006(a), Local Government Code, is pending and not later than the 7' business day after the date the originally filed questionnaire becomes incomplete or inaccurate ) 3 Describe each affiliation or business relationship with an employee or contractor of the local governmental entity who makes recommendations to a local government officer of the local government entity with respect to expenditure of money. 4 Describe each affiliation or business relationship with a person who is a local government officer and who appoints or employs a local government officer of the local governmental entity that is the subject of this questionnaire Ofjl of Soutltlake RFP0608A151 GL600183 Appendix C-1 CONFLICT OF INTEREST QUESTIONNAIRE For vendor or other person doing business with local government entity FORM CIQ page 2 5 Name of local government officer with u filer h as affiliation or business relationship (Complete this section only if the answer to A, 6, or Cis YES ) This section, item 5 including subparts A, B, C & D, must be cotnpleted for each officer wi€h whom the Filer has affiliation or business relationship Attach additional pages t this Form CtQ as necessary A is the local government officer named in this section receiving or likely in receive taxable income from the tiler of the questionnaire? Yes Li No B. is the filer of the questionnaire receiving or likely to receive taxable income from or at the direction of the focal government officer named in this section AND the taxable income is not from the local goventmenial entity? 0 Yes 0 No C Is the Filer of this questionnaire affiliated with a corporation of other business emit} that the local goventntent officer scn +cs as an officer or director, or bolds an ownership of 10 percent or snore? F Yes t1 No D Describe each affiliation or business relationship. 6 Describe any other affiliation or business relationship that might cause a conflict of interest 1 Signature of person doing business with the govemmental entity Date QV ofSolrtlrlake RfP06081115.1GL.600183 Appendix C -2