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HomeMy WebLinkAbout1999-04-13; City Council; 15137; City Internet Web Site Phase 1 Agreement, !! 0 E. % .’ . . p 2 $ $ . - a. CITY OF CARLSBAD - AGEhdA BILL AB# 6, I?? MTG. 4-13 -97 DEPT. LIB TITLE, APPROVE AN AGREEMENT AND APPROPRIATE ii& TO DESIGN, CONSTRUCT AND IMPLEMENT PHASE 1 OF THE CITY OF CARLSBAD INTERNET WEB SITE w/4 s’ 0 dy f-d I DEPT. HD. &- RECOMMENDED ACTION: Approving the attached Agreement with Queen K Advertising for the amount of $38,460. Adopt Resolution No. qq,/db approving the attached Agreement with Queen K Advertising for the amount of $38,460 and appropriating $30,000 from the Council Contingency Fund to the Library, in order to design, construct and implement Phase 1 of the City of Carlsbad Internet Web Site. ITEM EXPLANATION: The City of Carlsbad is desirous of having an up-to-date comprehensive and informative Municipal Web Site which will provide an additional level of services to its citizens and visitors. An interactive municipal web site will fulfil1 the City Council’s Strategic Goals to ‘provide timely responses that result in high customer satisfaction” and also “develop, maintain, and enhance programs that result in an informed, knowledgeable and involved public through enhanced community dialogue”. The previous City site, which was created by a part time Graphic Artist in 1996, was not representative of the entire City and had no system in place for timely updating. Shortly after taking that original site off-line due to outdated information, a Web Site Committee was formed, comprised of representatives from each of the City’s Major Service Areas, to bring together information and recommend a format for a new web site. It was suggested at the committee level that the implementation of the City web site be conducted in three phases. Phase 1 would be a comprehensive site, but static information would only be included. This would give staff more time to determine the best way to keep the site maintained and current, while giving the public as much information as possible about our services we provide. Phase 2 would incorporate changing information, such as calendars of events, and City Council and Commission agendas and minutes. Phase 3 would incorporate an interactive component, where people could fill out forms and submit them electronically for the city staff to process. Since Phases 2 and 3 would require additional city resources to keep information current, it gives staff more time to adequately structure a resource system in order to provide those services on a consistent, timely basis. It is anticipated that Phase 2 and 3 will be awarded early in Fiscal Year 1999-00, in order to complete this Web Site project in early 2000. In February, the City solicited proposals for web site designers. The initial Web Site Committee worked very diligently for many months in putting together information for a comprehensive Request for Proposals. Five proposals were received and evaluated in early March. Each proposal was rated on vendor experience/qualifications, references, creativity, time frame, cost and responsiveness to the RFP. As a result of the evaluation process, the top two ranked prospective vendors were chosen for a more in depth interview where the Selection Committee could evaluate competencies as well as identify strengths and weaknesses as related to what the City is looking for. . ---. PAGE 2 OF AGENDh BILL NO. /I, /3it On March 16*, the Web Site Selection Committee interviewed the two top choices for a City of Carlsbad web site vendor. Each company was clearly capable of creating a functioning site for the City. Both were in business a number of years, had developed numerous web sites (which the Selection Committee reviewed) and both had excellent references. One company, Pacific Web, was very strong in their in-house programming capabilities, while the other company, Queen K, was very strong in their creative and design abilities. Recommended Provider: After careful consideration of both entities, the Selection Committee is recommending that Queen K design and construct the web site for the City of Carlsbad. The quote from Queen K for Phase 1 of the project is $38,460, whereas the quote from Pacific Web for Phase 1 is $92,000. Although price was of importance to the Committee, it was not as important as capabilities and creativity in design. There was a large price variance in the five quotes we received, ranging from $36,530 to $92,000 for Phase 1 only, and $45,000 to $188,000 for all 3 potential phases. Approval of the Agreement for Phase 1 makes no City commitment to Queen K for future phases. FISCAL IMPACT: Since the overall quote by the recommended vendor ($38,460) is higher than what was budgeted in FY 1998-99 for this project ($lO,OOO), in order to move forward with this project, additional funding will need to be allocated by the City Council as follows: Queen K proposal: Phase 1 15% Contingency $38,460 1,540 Completion Date of 6130199 Phase 1 Total: $40,000 Less: Budgeted amount: /I 0,000) Requested Appropriation: $30,000 Exhibit: 1. Resolution No. 49-B6 Approving Agreement with Queen K Advertising and Appropriating $30,000 from the Council Contingency Fund to the General Fund, Library Division for the Purpose of Constructing the City of Carlsbad Internet Web Site (including the Agreement Between the City of Carlsbad and Queen K to Design and Construct an Internet Web Site (www.ci.car1sbad.ca.u~)). RESOLUTION NO. 99-126 A RESOLUTION OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING AN AGREEMENT WITH QUEEN K ADVERTISING AND APPROPRIATING $30,000 FROM THE COUNCIL CONTINGENCY FUND TO THE GENERAL FUND, LIBRARY DEPARTMENT, FOR THE PURPOSE OF CREATING A CITY OF CARLSBAD INTERNET WEB SITE. 5 WHEREAS, the City of Carlsbad is desirous of having an Internet presence on the World Wide Web; and 6 WHEREAS, the Internet Web Site Committee has solicited proposals and 7 recommended an appropriate vendor to design and construct such Web Site; and a WHEREAS, the cost of the construction of Phase 1 of the Web Site in FY 1998-99 will 9 be approximately $40,000; and 10 WHEREAS, funds are available in the amount of $10,000 in the FY 1998-99 library budget; 11 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of 12 Carlsbad, California, 13 1. That the above recitations are true. 14 2. That the City Council approves the Agreement with Queen K Advertising attached hereto and incorporated by this reference, and the Mayor is authorized and directed to 15 execute it on behalf of the City. 16 3. Thdt the City Council of Carlsbad hereby appropriates $30,000 from the City 17 Council Contingency Fund to the Library’s General Fund Miscellaneous Professional Services 18 Account to fund said Agreement. 19 PASSED, APPROVED AND ADOPTED at a regular meeting of the City Council of the City of Carlsbad, California, at a regular meeting held on the 13 day of April , 20 21 1999, by the following vote, to wit: AYES: Council Members Lewis, Nyg 1 NOES: None ABSENT: None (SEAL) ALETHA L. RAUTENKRANZ, City Clerks ATTEST: AGREEMENT THIS AGREEMENT is made and entered into as of the 14th day of April, 1999, by and between the CITY OF CARLSBAD, a municipal corporation, hereinafter referred to as “City”, and Queen K Advertising, a partnership, hereinafter referred to as “Contractor.” RECITALS City requires the services of an Internet Web Site Design Contractor to provide the necessary Internet Web Site Design and Construction services for preparation of the City of Carlsbad Municipal Web Site (www.ci.carlsbad.ca.us); and Contractor possesses the necessary skills and qualifications to provide the services required by the City; NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. CONTRACTOR’S OBLIGATIONS Contractor will design and construct a dynamic, progressive and innovative Internet Web Site for the City of Carlsbad using the address “www.ci.carlsbad.ca.us”. See attached Exhibit A for details. 2. CITY OBLIGATIONS The City shall: l provide information to Contractor on a timely basis. l review work submitted by the Contractor for acceptability. -1 - rev. 2126199 5 l provide direction for the Contractor when requested and as otherwise needed. 3. PROGRESS AND COMPLETION The work under this contract will begin April 14th and follow the outline as explained in Exhibit A. Extensions of time may be granted if requested by the Contractor and agreed to in writing by Cliff Lange, Library Director. The Library Director will give allowance for documented and substantiated unforeseeable and unavoidable delays not caused by a lack of foresight on the part of the Contractor, or delays caused by City inaction or other agencies’. lack of timely action. 4. FEES TO BE PAID TO CONTRACTOR Creation of the City Web Site is a three (phase project. This Agreement will cover Phase 1 only, to be billed in the amount of $38,460. No other compensation for services will be allowed except those items covered by supplemental agreements per Paragraph 8, “Changes in Work.” The City reserves the right to withhold a ten percent (10%) retention until the project has been accepted by the City. Payments for services will be paid upon receipt of monthly invoices based on work completed during each phase. 5. DURATION OF CONTRACT This agreement shall extend for a perfod of one year from date thereof. The contract may be extended by the City Manager for one additional one (1) year period or part thereof, based upon a review of satisfactory performance and the -2 - rev. 2126199 4 City’s needs. The parties shall prepare extensions in writing indicating effective date and length of the extended contract. 6. PAYMENT OF FEES Payment of approved items on the invoice shall be mailed to the Contractor within 30 days of receipt of the invoice. 7. FINAL SUBMISSIONS Final submission of each phase will occur when the web site is posted for the public to view. 8. CHANGES IN WORK If, in the course of the contract, changes seem merited by the Contractor or the City, and informal consultations with the.,other party indicate that a change in the conditions of the contract is warranted, the Contractor or the City may . . request a change in contract. Such changes shall be processed by the City in the following manner: A letter outlining the required changes shall be forwarded to the City by Contractor to inform them of the proposed changes along with a statement of estimated changes in charges or time schedule. A Standard Amendment to Agreement shall be prepared by the City and approved by the City according to the procedures described in 3.28.172. Such Amendment to Agreement shall unaffected portions of the agreement. Carlsbad Municipal Code Section not render ineffective or invalidate 9. COVENANTS AGAINST CONTINGENT FEES The Contractor warrants that their firm has not employed or retained any rev. 2/26/99 -3 - company or person, other than a bona fide employee working for the Contractor, to solicit or secure this agreement, and that Contractor has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making of this agreement. For breach or violation of this warranty, the City shall have the right to annul this agreement without liability, or, in its discretion, to deduct from the agreement price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fees, gift, or contingent fee. 10. NONDISCRIMINATION CLAUSE The Contractor shall comply with the state and federal : laws regarding nondiscrimination. 11. TERMINATION OF CONTRACT In the event of the Contractor’s failure to prosecute, deliver, or -perform the work as provided for in this contract, the City Manager may terminate this contract for nonperformance by notifying the Contractor by certified mail of the termination of the Contractor. The Contractor, thereupon, has five (5) working days to deliver said documents owned by the City and all work in progress to the Library Director. The Library Director shall make a determination of fact based upon the documents delivered to City of the percentage of work which the Contractor has performed which is usable and of worth to the City in having the contract completed. Based upon that finding as reported to the City--Manager, the -4 - rev. 2/26/99 \I Manager shall determine the final payment of the contract. This agreement may be terminated by either party upon tendering thirty (30) days written notice to the other party. In the event of such suspension or termination, upon request of the City, the Contractor shall assemble the work product and put same in order for proper filing and closing and deliver said product to City. In the event of termination, the Contractor shall be paid for work performed to the termination date; however, the total shall not exceed the lump sum fee payable under paragraph 4. The City Manager shall make the final determination as to the portions of tasks completed and the compensation to be made. .’ 12. CLAIMS AND LAWSUITS II ..’ T .i: The Contractor agrees that any contract claim submitted to the City must be asserted as part of the contract process as set forth in this agreement and not in anticipation of litigation or in conjunction with litigation. The Contractor acknowledges that if a false claim is submitted to the City, it may be considered fraud and the Contractor may be subject to criminal prosecution. The Contractor acknowledges that California Government Code sections 12650 et seq., the False Claims Act, provides for civil penalties where a person knowingly submits a false claim to a public entity. These provisions include false claims made with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of information. If the City of Carlsbad seeks to recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, including attorney’s fees. -5 - rev. 2126199 The Contractor acknowledges that the filing of a false claim may subject the Contractor to an administrative debarment proceeding wherein the Contractor may be prevented to act as a Contractor on any public work or improvement for a period of up to five years. The Contractor acknowledges debarment by another jurisdiction is grounds for the City of Carlsbad to disqualify the Contractor from the selection process. & (Initial) The provisions of Carlsbad Municipal Code sections 3.32.025, 3.32.026, 3.32.027 and 3.32.028 pertaining to false claims are incorporated herein by reference. m (Initial) 13. JURISDICTION The Contractor agrees and hereby stipulates that the proper venue, and jurisdiction for resolution of any disputes between the parties arising out of this agreement is San Diego County, California. 14. STATUS OF THE CONTRACTOR The Contractor shall perform the services provided for herein in Contractor’s own way as an independent Contractor and in pursuit of Contractor’s independent calling, and not as an employee of the City. Contractor shall be under control of the City only as to the result to be accomplished, but shall consult with the City as provided for in the request for proposal. The persons used by the Contractor to provide services under this agreement shall not be considered employees of the City for any purposes whatsoever. rev. 2126199 -6 - The Contractor is an independent Contractor of the City. The payment made to the Contractor pursuant to the contract shall be the full and complete compensation to which the Contractor is entitled. The City shall not make any federal or state tax withholdings on behalf of the Contractor or its employees or subcontractors. The City shall not be required to pay any workers’ compensation insurance or unemployment contributions on behalf of the Contractor or its employees or subcontractors. The Contractor agrees to indemnify the City within 30 days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers’ compensation payment which the City may be I required to make on behalf of the Contractor or any employee or subcontractor of the Contractor for work done under this agreement or such indemnification amount may be deducted by the City from any balance owing to the Contractor. The Contractor shall be aware of the requirements of the Immigration Reform and Control Act of 1986 and shall comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and Consultants that are included in this agreement. 15. CONFORMITY TO LEGAL REQUIREMENTS The Contractor shall cause all drawings and specifications to conform to all applicable requirements of law: federal, state and local. Contractor shall provide all necessary supporting documents, to be filed with any agencies whose approval is necessary. 16. OWNERSHIP OF DOCUMENT5 ..-.. rev. 2/26/99 -7 - All plans, programming work (using html, cgi, java, etc), designs, graphics, sketches, drawings, and specifications as herein required are the property of the City, whether the work for which they are made be executed or not. In the event this contract is terminated, all documents, plans, programming work (using html, cgi, java, etc), designs, graphics, sketches, drawings, and specifications shall be delivered forthwith to the City. Contractor shall have the right to make one (1) copy of the plans for its records. 17. REPRODUCTION RIGHTS The Contractor agrees that all copyrights which arise from creation. of the work pursuant to this contract shall be vested in City and hereby agrees to ‘, rel’inquish all claims to such copyrights in,favor of City. -. .,.. J’ ‘18. HOLD HARMLESS AGREEMENT ‘^I( .* Contractor agrees to indemnify and hold harmless the City of Carlsbad and its officers, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorneys fees arising out of the performance of the work described herein caused by any willful misconduct, or negligent act, or omission of the contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. 19. ASSIGNMENT OF CONTRACT The Contractor shall not assign this contract or any part thereof or any monies due thereunder without the prior written consent of the City. -8 - rev. 2/26/99 I5 20. SUBCONTRACTING If the Contractor shall subcontract any of the work to be performed under this contract by the Contractor, Contractor shall be fully responsible to the City for the acts and omissions of Contractor’s subcontractor and of the persons either directly or indirectly employed by the subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor. Nothing contained in this contract shall create any contractual relationship between any subcontractor of Contractor and the City. The Contractor shall bind every subcontractor and every subcontractor of a subcontractor by the terms of this contract applicable to Contractor’s work unless specifically noted to the. contrary in the subcontract in . *’ ., question approved in writing by the City. 7 21. PROHIBITED INTEREST No official of the City who is authorired in such capacity on behalf of the City to negotiate, make, accept, or approve, or take part in negotiating, making, accepting, or approving of this agreement, shall become directly or indirectly interested personally in this contract or in any part thereof. No officer or employee of the City who is authorized in such capacity and on behalf of the City to exercise any executive, supervisory, or similar functions in connection with the performance of this contract shall become directly or indirectly interested personally in this contract or any part thereof. 22. VERBAL AGREEMENT OR CONVERSATION No verbal agreement or conversation with any officer, agent, or employee of -9 - rev. 2126199 the City, either before, during or after the execution of this contract, shall affect or modify any of the terms or obligations herein contained nor entitle’ the Contractor to any additional payment whatsoever under the terms of this contract. 23. SUCCESSORS OR ASSIGNS Subject to the provisions of Paragraph 17, “Hold Harmless Agreement,” all terms, conditions, and provisions hereof shall inure to and shall bind each of the parties hereto, and each of their respective heirs, executors, administrators, successors, and assigns. 24. EFFECTIVE DATE : This agreement shall be effective on and,‘from the day and year first written ~ 3 above. 7 25. CONFLICT OF INTEREST The City has determined, using the guidelines of the Political Reform Act and the City’s conflict of interest code, that the Contractor will not be required to file a conflict of interest statement as a requirement of this agreement. However, Contractor hereby acknowledges that Contractor has the legal responsibility for complying with the Political Reform Act and nothing in this agreement releases Contractor from this responsibility. 26. INSURANCE The Contractor shall obtain and maintain for the duration of the contract and any and all amendments insurance against claims for injuries to persons or damage to property which may arise out of or in connection with performance of -10 - rev. 2126199 the work hereunder by the Contractor, his agents, representatives, employees or subcontractors. Said insurance shall be obtained from an insurance carrier admitted and authorized to do business in the State of California. The insurance carrier is required to have a current Best’s Key Rating of not less than “A-:V” and shall meet the City’s policy for insurance as stated in Resolution No. 91-403. A. Coveraqes and Limits. Contractor shall maintain the types of coverages and minimum limits indicated herein, unless a lower amount is approved by the City Attorney or City .Manager: ‘ 1. Comprehensive General Liability Insurance; Sl-jOOO,OOO combined single-limit per occurrence for bodily injury, personal injury and property damage: If the submitted policies contain aggregate limits, general aggregate limits shall apply separately to the work under this contract or the general aggregate shall be twice the required per occurrence limit. 2. Workers’ Compensation and Employers Liability. Workers’ Compensation limits as required by the Labor Code of the State of California and Employer’s Liability limits of $l,OOO,OOO per accident for bodily injury. 3. Professional Liability. Errors and omissions liability appropriate to the contractor’s profession with limits of not less than $500,000 per claim. Coverage shall be maintained for a period of five years following the date of completion of the work. B. Additional Provisions. -11 - rev. 2/26/99 Contractor shall ensure that the policies of insurance required under this agreement contain, or are endorsed to contain, the following provisions. 1. The City shall be named as an additional insured on all policies excluding Workers’ Compensation and Professional Liability. 2. The Contractor shall furnish certificates of insurance to the City before commencement of work. 3. The Contractor shall obtain occurrence coverage, excluding Professional Liability which shall be written as claims-made coverage. 4. This insurance shall be in force during the life of the agreement and any extension thereof and shall not be canceled without 30 days prior written notice to the City sent by certified mail. _ 5. If the Contractor fails to maintain any of the insurance coverages required herein, then the City will have the option to declare the Contractor in breach, or may purchase replacement insurance or pay the premiums that are due on existing policies in order that the required coverages may be maintained. The Contractor is responsible for any payments made by the City to obtain or maintain such insurance and the City may collect the same from the Contractor or deduct the amount paid from any sums due the Contractor under this agreement. 27. RESPONSIBLE PARTIES -12 - rev. 2126199 The name of the persons who are authorized to give written notices or to receive written notice on behalf of the City and on behalf of the Contractor in connection with the foregoing are as follows: For City: For Contractor: Title Name Address Title Name Library Director Cliff Lange 1250 Carlsbad Village Drive Carlsbad, CA 92008 Partner Kerrie Cecil Address 2171 India Street San Diego, CA 92101 2%. BUSINESS LICENSE 7 Contractor shall obtain and maintain a City of Carlsbad Business License for. the duration of the contract. 29. ENTIRE AGREEMENT This agreement, together with any other written document referred to or contemplated herein, embody the entire agreement and understanding between the parties relating to the subject matter hereof. Neither this agreement nor any provision hereof may be amended, modified, waived or discharged except by an instrument in writing executed by the party against which enforcement of such amendment, waiver or discharge is sought. Executed by Contractor this ; L KW $ day of AdM’ /P ,19W CONTRACTOR: -13 - rev. 2126199 (name of Contr c fl-pwt6rN6 .actor) A - CITY carp /IF &L*D a “’ a$$F,zt+G!S!al e Maunr By: /%$?!!&w w(sign here) C(E)2WE 5: cgzrt I E%2T-e By: (print name/title) ’ By: (sign here) ATTEST: (print name/title) ALETHA L. RAUTENKRANZ \ City Clerk (Proper notarial acknowledgment of execution by Contractor must be attached.) : APPROVED AS TO FORM: RONALD R. BALL City Attorney -14 - rev. 2126199 a\ CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT No 5907 I NAME, TITLE OF OFFICER - EG.. “JANE DOE. NOTARY PUBLIC personally appeared , NAME(S) OF SIGNER(S) 0 personally known to me - OR - Moved to me on the basis of satisfactory evidence to be the persona whose name@) is/are- subscribed to the within instrument and ac- knowledged to me that &e/she/-executed the same in AWher/#& authorized capacity&as.), and that by his/her/#& signature@ on the instrument the person&#, or the entity upon behalf of which the person P acted, executed the instrument. / - SIGNATURE OF NOTARY OPTIONAL Though the data below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form. CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT 0 INDIVIDUAL q CORPORATE OFFICER Ed PARTNER(S) ; LIMITED i-i GENERAL 0 ATTORNEY-IN-FACT 0 TRUSTEE(S) c] GUARDIAN/CONSERVATOR 0 OTHER: SIGNER IS REPRESENTING: NAME OF PERSON(S) OR ENlTW(IES) TITLE OR TYPE OF DOCUMENT gE!;RTPAGES tid?? DATE OF DOCUMENT SIGNER(S) OTHER THAN NAMED ABOVE 01993 NATIONAL NOTARY ASSOCIATION l 8236 Remmel Ave., P.O. Box 7184 l Canoga Park, CA 91309-7184 AGREEMENT FOR WEBSITE DESIGN AND CONSTRUCTION SERVICES EXHIBIT A CONTRACTOR will design and construct Phase 1 of a web site for the City of Carlsbad as follows: A. Homepaqe: Design the City’s Homepage to provide an introductory page and a basis to link to other pages on the site. It is envisioned that the Homepage will include, but not be limited to the following: 1. A City logo in the top left hand corner that will remain the same on all pages within the site. 2. A header area directly adjacent and to the right of the City Logo that will be present on all pages. The header design may change according to the page being viewed. For example, the Homepage header may include “Welcome to Carlsbad” in script lettering with offset shadow, superimposed over a field of flowers.. 3. A photographic collage (with feathered, smudged or other stylized features) of five Carlsbad points of interest. Each photograph may have a superimposed descriptor that will become highlighted as the cursor is placed over the photograph. When the descriptor of a particular photograph becomes highlighted a pop up narrative will appear above, replacing the Homepage introductory statement, briefly describing what that photograph represents. 4. A scroll bar may be included on the left hand side or menu tabs used at the top of the page with the main categories (to be present and appear the same on the main pages throughout the City web site). A click of the mouse on a category will scroll down sub-categories with each one becoming highlighted as the cursor moves over them . 5. A scrolling banner message near the bottom of the Homepage will highlight new features or items (Guide!... See our new online Recreation Guide! . . . See OUI) that can be reached by clicking on the scrolling message. This would be a Phase 2 project. 6. The Homepage will have an option to view the entire site in text only. In this case, when one of the nine categories is selected it will link to a text page of sub- categories instead of the pull-down choices as described on item 4 above. In addition, any graphic links will need to be converted to text links. Other ADA compliance measures may be required as deemed necessary by the City. 7. The Homepage will have an indicator of the last time it was updated. 8. The Contractor will be permitted to place a small company logo with a link to their web site at the bottom of the Homepage. B. Main Cateqories: The site will be divided up into approximately nine Main Categories on the Homepage. Each of the Main Categories on the Homepage scroll bar will link to either a Main Category page or directly to a sub-category page under a Main Category that will include a graphic(s) and brief description of the Category with links to associated sites via text links or buttons. Below is a sample list of Main Category titles. 1. What’s New What’s New Main Page, Press Releases, Special Events, Calendars, Recreation, Employment Opportunities, Construction (Development), Street Closures, items new to web site, . . . 2. Carlsbad Facts Carlsbad Facts Main Page, History of the City, Demographics, Facility Finder Map, Budget, Crime Statistics, Municipal Code, Weather, Sister Cities, Miscellaneous General City Overview, . . . 3. Citv Hall . City Hall Main Page, Government at a Glance, Mayor; Council, Agendas, Minutes, 7 Other Elected Officials (Treasurer, City Clerk), Terms in Office, City Boards and Commissions (Meeting Schedules, Agendas, Minutes), Municipal Code, Organizational Chart, . . . 4. Citv Services City Services Main Page, Vision, Mission and Values Statement, Departments (with an alpha list of all City Departments and Services), . . . 5. Visitor/Tourist Information Visitor/Tourist Info Main Page, General description of points of interest within the City (Beaches, Shopping, Recreation, Golf Courses, Trails, . . .), Links to other web sites about City (Legoland, Convention & Visitors Bureau, Chamber of Commerce, Flowerfields, Golf, . . .) 6. Business Resources Business Resources Main Page, Community Development Information, PDF of “How to Establish a Business in Cartsbad’ Form, Miscellaneous Forms, Permits and Applications online, . . . 7. How to Reach Us How to Reach Us Main Page, Elected Officials, E-mail contact points in the City, City Addresses and Phone List, Other Phone Numbers of Interest, Resource Directory, Request for Service Form (Complaint Form?), . . . 8. Communitv Links Community Links Main Page, Schools (Elementary & H. S. Districts, Junior Colleges, Universities), Transportation (NCTD, Cal Trans, Palomar Airport, . . .) C. D. ‘E. Recreation (Local Recreation Schedule, Golf Courses, Con Vis, Chamber, Sister City, Legoland, . . .), . . . 9. Site Guide Site Guide Main Page, Map of Site, Site Search Sub-Cateqories: Will be accessed via links from the Main Categories. As an example, the Sub-category of “Departments” is listed under the Main Category of “City Services.” If someone linked to “Departments” they would go to an introductory page with a brief narrative and an alpha list to all 20 departments in the City with links to them. Department/Pronrams/ContenUSub-Content pages: These are the pages with the actual information we are trying to relay to the user . The majority of information for these pages will be provided to the contractor in MSWord 97. Some information may be in other Windows 95 formats such as Excel, PowerPoint, or PageMaker. The contractor will be required to convert these documents to the specified format for the site, such as HTML, Adobe Acrobat PDF, etc. Graphics for the site will be provided by the City as photos, slides, or digitized graphics such as jpeg or another compressed format. The contractor will be required to edit all graphics so smudged edges, etc.) and format minimize site download times. Miscellaneous required features: Incorporate up to three links at the they match the desired site design (i.e. apply shadow, them to the most appropriate type of compression to 7 bottom of each page for the user to be able to return to the Main Homepage, Main Category Homepage, or Sub-Category Homepage or other appropriate link. As an example, when on a Fire Department content page at the bottom would be the option to return to the Citv Homeoaqe, the “Citv Services” Main Category homepage, or the “Fire Department” Sub-Category homepage. Development of a Community Calendar feature that people can search by month/date with links to information about the events listed . This would be a Phase 2 project. Development/inclusion of a site map and search engine for the entire site. URLs within the site should relate to the page content. For example, the library URL would most likely be www.ci.carlsbad.ca.us/library/. Development/inclusion of a City map with options to zoom in or out with City facilities identified on the map. Enable users of the site to e-mail/fax from within the site to certain City Departments or individuals as determined by the City. Most e-mails from within the site will be sent to multiple persons in the City. Incorporate a statistical tracking feature into the site that will the track the number of hits on the site and also on pages within the site. This feature should only be viewable by authorized City staff who know the correct way to access the information. F. Miscellaneous aesthetic considerations: Create a dynamic and innovative municipal web site, with a progressive feel. Ease of use for visitors to the site is of utmost importance. Keep the design as consistent as possible, with a common theme throughout. For example, all photographs should have the same type of feathered edges and/or shadow. All artwork will be designed with Web-safe colors and optimum download times. G. Miscellaneous Provisions: The site will be developed in three (3) phases as indicated on the attached spreadsheet as Exhibit B. Phase 1 will include static information on all of the City’s Departments, where Phase 2 will incorporate and add changing data (i.e. agendas, calendars, etc.) and Phase 3 will incorporate interactive information and forms to the base web site presence of Phase 1 and 2. The City of Carlsbad reserves the right to change Phase classifications (on Exhibit B) up until step 3 of the Phase 1 design in consultation with the contractor. Phase 1 1. To meet the Committee and discuss possible design features. 2. To present initial design ideas and layout of the site. 3. To review and approve preliminary phase 1 site design. 4. To review and approve final phase 1 site design. Phase 2 5. To review and approve preliminary phase 2 site design. 6. To review and approve final phase 2 site design. Phase 3 7. To review and approve preliminary phase 3 site design. 8. To review and approve final phase 3 site design. Contractor will place the City’s newly constructed Web pages on a temporary Internet location for the purposes of testing and review by the City’s Internet Committee exclusively. Contractor will also provide that the City be able to e-mail the Contractor text or graphic files for inclusion into the City site. H. Timeline for the proiect: Phase l- Static Citv Information Introductory meeting with consultant: Review initial design ideas and layout of the site: Review and approve preliminary Phase 1 site design: Review and approve final Phase 1 site design: Phase 2 - Frecauentlv Channina City Information Review and approve preliminary site design Phase 2: Review and approve final Phase 2 site design: Phase 3 - Interactive Citv Information Review and approve preliminary site design Phase 3: Review and approve final Phase 3 site design: April 14, 15, or16, 1999 Week of May 3, 1999 Week of May 31,1999 Week of June 28, 1999 Fiscal Year 1999-00 Fiscal Year 1999-00 Fiscal Year 1999-00 Fiscal Year 1999-00 ! 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I‘ 2 : 1 j .; : .! s I DO $ p$ P 5s oi7j ;g C City April 19, 1999 Queen K Advertising Attn: Kerrie Cecil 2171 India Street San Diego, CA 92101 AGREEMENT0 DE$tGN,,CONSTRUCT AND IMPLEMENT PHASE I OF THE 7 CITY OF CARLSBAD INTERNET WEB SITE Enclosed for your reference are copies of Carlsbad City Council Agenda Bill No. 15,137, and Resolution No. 99-l 26 These documents went before the City Council on April 13, 1999, when the Resolution was adopted, approving an agreement with your company. Also enclosed is a copy of the fully executed agreement, whereby your company agrees to design, construct and implement Phase I of the City of Carlsbad Internet Web Site. If you have any questions regarding your contract , please call Ms. Dana Hartshorn, in the Carlsbad City Library, at 434-2877. Kathleen D. Shoup Sr. Office Specialist 1200 Carlsbad Village Drive * Carlsbad, CA 92008-l 989 - (760) 434-2808 @