HomeMy WebLinkAbout2008-07-22; City Council; 19522; Implementation Of Citys Redesigned Internet SiteCITY OF CARLSBAD - AGENDA BILL
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DEPT.
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07/22/08
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APPROVING THE AGREEMENT FOR
IMPLEMENTATION OF THE CITY'S RE-
DESIGNED INTERNET SITE
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RECOMMENDED ACTION:
Adopt Resolution No2QQSr215approving the agreement with Ascentium Corporation for services
associated with the implementation of the City's re-designed Internet site.
ITEM EXPLANATION:
In 1999, the City launched its Internet site, www.ci.carlsbad.ca.us. In 2003, the "look and feel"
of the site was updated utilizing the same technology of the original site. Over the past five
years, additional features and functionality have been added to the site; however, the existing
technology of the site has limited its growth and can no longer support the needs of the City and
the community it serves.
The City Council and City Manager asked the Communication and Information Technology
departments to evaluate several technologies that included a) creating a new web site design,
b) developing a new site that uses the new design, c) implementing content management, d)
enhancing constituent interaction via collaboration and document sharing services, and e)
adding functionality that supports business processes used by all customers.
Communication and Information Technology selected Microsoft Office SharePoint Service
(SharePoint) as the best platform to meet the functional and design requirements. The software
architecture and site management applications are also consistent with Information
Technology's strategic direction.
In March of 2008, the City released its Request for Qualifications (RFQ), to eleven potential
Vendors for SharePoint implementation. Four of the eleven Vendors responded to the RFQ. All
of the responses were reviewed by the selection committee against predefined criteria and
given an overall rating. The following chart reflects the "best value" ratings for each Vendor that
responded.
DEPARTMENT CONTACT: Gordon Peterson 760-602-2454 gpete@ci.carlsbad.ca.us
FOR CITY CLERKS USE ONLY.
COUNCIL ACTION: APPROVED
DENIED
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Criteria
References/Past performance with the City
Examples of finished products from similar
projects
Methodology
Hourly rate of services
Ability to provide service and accommodate
proposed schedule.
Responsiveness to specifications
Unspecified value-added offerings
Overall
Rating (Weighted Average)
Ascentium
47
100
73
60
87
43
20
430
CompuCom
33
53
100
55
93
50
13
398
Neudesic
20
53
33
35
47
23
15
227
USL.ATT
13
27
53
35
53
27
13
222
Based on Ascentium Corporation's overall rating it was selected to partner with the City in its
implementation of SharePoint platform.
The SharePoint implementation is divided into five (5) milestones to complete the migration
from the existing web site content and functions to the new SharePoint platform. The following
is a summary of the milestones and deliverables.
Milestone 1: Requirements Analysis.
Milestone 2: Initial draft of site.
Milestone 3: Complete content migration.
Milestone 4: Complete the migration of the remaining applications.
Milestone 5: Stabilization and rollout.
FISCAL IMPACT:
The fees payable to Ascentium Corporation for time and material services will be made in
increments; based on the completion and acceptance of each of the five (5) milestones. The
total fees payable for the services is not-to-exceed $160,000. Sufficient funds have been
budgeted in the Information Technology Fund.
ENVIRONMENTAL IMPACT:
Pursuant to Public Resources Code section 21065 and CEQA Guidelines section 15378, this
action does not constitute a "project" within the meaning of CEQA and therefore, does not
require an environmental review.
EXHIBITS:
1. Resolution No.2008-215 approving the Agreement with Ascentium Corporation for the
development and implementation of the City's re-designed Internet Site.
2. Professional Services Agreement between the City of Carlsbad and Ascentium
Corporation.
1 RESOLUTION NO. 2008-215
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, APPROVING THE
3 AGREEMENT WITH ASCENTIUM CORPORATION FOR
4 THE IMPLEMENTATION OF THE CITY'S RE-DESIGNED
INTERNET SITE
5
6 WHEREAS, the City of Carlsbad has determined the need to re-design its
7 Internet web site and has determined that the Microsoft Office SharePoint Services best
8 meets those needs; and
9
WHEREAS, the City of Carlsbad requires the services of a certified Microsoft
10 Office SharePoint Services contractor to provide the necessary services for the
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installation and configuration of the Microsoft Office SharePoint Services; and
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WHEREAS, Request for Qualifications were distributed and responses were
-. evaluated by the selection team; and
15 WHEREAS, after careful review and evaluation of the Request for Qualifications
16 responses, the selection team recommended Ascentium Corporation for the installation
17 and configuration of the Microsoft Office SharePoint Services; and
18 WHEREAS, Ascentium Corporation is a Microsoft Certified Partner of the
19 Microsoft Office SharePoint Services, and possesses the necessary skills and
20 qualifications to provide the services required by the City; and
21
WHEREAS, selection of Ascentium Corporation is expected to achieve the
22
desired results in a timely manner; and
23
WHEREAS, Sufficient funds have been budgeted and are available in the
Z*^
25 Information Technology Fund; and
26 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
27 Carlsbad, California, as follows:
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1.That the above recitations are true and correct.
2. That the Agreement with Ascentium Corporation is hereby approved and
the Mayor is authorized to execute the agreement on behalf of the City.
3. That the fees and compensation for the installation and configuration of
the Microsoft Office SharePoint Services and related services shall not
exceed $160,000 and shall be performed as described in the agreement
between the City of Carlsbad and Ascentium Corporation.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carlsbad on the 22nd day of July ,
2008, by the following vote to wit:
AYES: Council Members Lewis, Kulcbin, Hall, Packard and Nygaard.
NOES: None.
ABSENT: None.
ATTEST:
LO'RRAINE M. WOOD, City Clerk
(SEAL)
AGREEMENT FOR MICROSOFT SHAREPOINT IMPLEMENTATION SERVICES
Ascentium Corporation
THIS AGREEMENT is made and entered into as of the £ day of
CWxSLM^ 2008, by and between the CITY OF CARLSBAD, a municipal
cor|5jbration,u("City"), and Ascentium Corporation, a Washington state corporation,
("Contractor").
RECITALS
A. City requires the professional services of a company that is experienced in
Microsoft SharePoint implementation and development.
B. Contractor has the necessary experience in providing professional
services and advice related to the development of the City's Internet site utilizing
Microsoft SharePoint as the software platform.
C. Selection of Contractor is expected to achieve the desired results in an
expedited fashion.
D. Contractor has submitted a proposal to City and has affirmed its
willingness and ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the
"Services") that are defined in attached Exhibit "A", which is incorporated by this
reference in accordance with this Agreement's terms and conditions.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional
care and skill customarily exercised by reputable members of Contractor's profession
practicing in the Metropolitan Southern California Area, and will use reasonable
diligence and best judgment while exercising its professional skill and expertise.
3. TERM
The term of this Agreement will be effective for a period of one (1) year from the date
first above written. The City Manager may amend the Agreement to extend it for two (2)
additional one (1) year periods or parts thereof in an amount not to exceed fifty
thousand dollars ($50,000) per Agreement year. Extensions will be based upon a
satisfactory review of Contractor's performance, City needs, and appropriation of funds
by the City Council. The parties will prepare a written amendment indicating the
effective date and length of the extended Agreement.
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
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5. COMPENSATION
The fee payable for this Agreement will be determined on a time and material basis and
the Services to be performed during the initial Agreement term shall not exceed one
hundred sixty thousand dollars ($160,000). No other compensation for the Services will
be allowed except for items covered by subsequent amendments to this Agreement.
The City reserves the right to withhold a ten percent (10%) retention until City has
accepted the work and/or Services specified in Exhibit "A".
Incremental payments, if applicable, should be made as outlined in attached Exhibit "A".
6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent
contractor and in pursuit of Contractor's independent calling, and not as an employee of
City. Contractor will be under control of City only as to the result to be accomplished,
but will consult with City as necessary. The persons used by Contractor to provide
services under this Agreement will not be considered employees of City for any
purposes.
The payment made to Contractor pursuant to the Agreement will be the full and
complete compensation to which Contractor is entitled. City will not make any federal or
state tax withholdings on behalf of Contractor or its agents, employees or
subcontractors. City will not be required to pay any workers' compensation insurance or
unemployment contributions on behalf of Contractor or its employees or subcontractors.
Contractor agrees to indemnify City within thirty (30) days for any tax, retirement
contribution, social security, overtime payment, unemployment payment or workers'
compensation payment which City may be required to make on behalf of Contractor or
any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City's election, City may deduct the indemnification amount from any
balance owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval
of City. If Contractor subcontracts any of the Services, Contractor will be fully
responsible to 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 Agreement will create any contractual relationship between any subcontractor of
Contractor and City. Contractor will be responsible for payment of subcontractors.
Contractor will bind every subcontractor and every subcontractor of a subcontractor by
the terms of this Agreement applicable to Contractor's work unless specifically noted to
the contrary in the subcontract and approved in writing by City.
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION
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Contractor and City each agree to mutually indemnify and hold harmless the other party
and its officers, officials, employees and agents from and against all claims, damages,
losses and expenses including attorneys fees arising out of the performance of the work
described herein and caused by the negligence, recklessness, or willful misconduct of
the other party or by any of the other party's subcontractor(s), or anyone directly or
indirectly employed by said other party or anyone for whose acts said other party may
be liable.
The parties expressly agree that any payment, attorney's fee, costs or expense City
incurs or makes to or on behalf of an injured employee under the City's self-
administered workers' compensation is included as a loss, expense or cost for the
purposes of this section, and that this section will survive the expiration or early
termination of this Agreement.
10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement 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 the services by Contractor
or Contractor's agents, representatives, employees or subcontractors. The insurance
will 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-:VM" OR with a surplus line insurer on the State of California's List of
Eligible Surplus Line Insurers (LESLI) with a rating in the latest Best's Key Rating Guide
of at least "A:X".
10.1 Coverages and Limits.
Contractor will maintain the types of coverages and minimum limits indicated below,
unless City Attorney or City Manager approves a lower amount. These minimum
amounts of coverage will not constitute any limitations or cap on Contractor's
indemnification obligations under this Agreement. City, its officers, agents and
employees make no representation that the limits of the insurance specified to be
carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If
Contractor believes that any required insurance coverage is inadequate, Contractor will
obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense.
10.1.1 Commercial General Liability Insurance. $1.000.000 combined
single-limit per occurrence for bodily injury, personal injury and property damage. If the
submitted policies contain aggregate limits, general aggregate limits will apply
separately to the work under this Agreement or the general aggregate will be twice the
required per occurrence limit.
10.1.2 Automobile Liability (if the use of an automobile is involved for
Contractor's work for City). $1,000,000 combined single-limit per accident for bodily
injury and property damage.
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10.1.3 Workers' Compensation and Employer's Liability. Workers'
Compensation limits as required by the California Labor Code. Workers' Compensation
will not be required if Contractor has no employees and provides, to City's satisfaction, a
declaration stating this.
10.1.4 Professional Liability. Errors and omissions liability appropriate to
Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must
be maintained for a period of five years following the date of completion of the work.
10.2. Additional Provisions. Contractor will ensure that the policies of insurance
required under this Agreement contain, or are endorsed to contain, the following
provisions:
10.2.1 The City will be named as an additional insured on General
Liability.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional
Liability, which will be written as claims-made coverage.
10.2.3 This insurance will be in force during the life of the Agreement and
any extensions of it and will not be canceled without thirty (30) days prior written notice
to City sent by certified mail pursuant to the Notice provisions of this Agreement.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution
of this Agreement, Contractor will furnish certificates of insurance and endorsements to
City.
10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these
insurance coverages, then City will have the option to declare Contractor in breach, or
may purchase replacement insurance or pay the premiums that are due on existing
policies in order to maintain the required coverages. Contractor is responsible for any
payments made by City to obtain or maintain insurance and City may collect these
payments from Contractor or deduct the amount paid from any sums due Contractor
under this Agreement.
10.5 Submission of Insurance Policies. City reserves the right to require, at anytime,
complete and certified copies of any or all required insurance policies and
endorsements.
11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of
the Agreement, as may be amended from time-to-time.
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred
under this Agreement. All records will be clearly identifiable. Contractor will allow a
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representative of City during normal business hours to examine, audit, and make
transcripts or copies of records and any other documents created pursuant to this
Agreement. Contractor will allow inspection of all work, data, documents, proceedings,
and activities related to the Agreement for a period of three (3) years from the date of
final payment under this Agreement.
13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors
pursuant to this Agreement is the property of City. In the event this Agreement is
terminated, all work product produced by Contractor or its agents, employees and
subcontractors pursuant to this Agreement will be delivered at within a prompt and
reasonable timeframe, but in no event later that 14 business days to City. Contractor will
have the right to make one (1) copy of the work product for Contractor's records.
14. INTELLECTUAL PROPERTY
Unless otherwise specified in the Statement of Work, all Work Product delivered by
Ascentium hereunder is a "work for hire." Except as otherwise provided in the
applicable Statement of Work, all Work Product, documentation, computer programs,
source code, software products or system design specifications reduced to writing or
other tangible form that are delivered by Ascentium to City pursuant to this Agreement,
shall be the exclusive property of City.
All ideas, concepts, designs, techniques, inventions, procedures, methods, utilities,
tools, discoveries or improvements, whether patentable or not, that are conceived of or
reduced to practice by Ascentium or by one or more Ascentium employees or agents in
the performance of services for City under this Agreement, whether acting alone or in
conjunction with City's employees, or others ("Inventions"), shall be the exclusive
property of Ascentium. With respect to any Invention, Ascentium hereby grants to City
and to any entity that directly, or indirectly, through one or more intermediaries, controls
or is controlled by, or is under common control with, City, a non-exclusive, non-
transferable, limited, perpetual, royalty-free license to use such Inventions in the normal
course of City's business.
Intellectual Property Warranty and Indemnification. The Contractor represents that to
the best of its knowledge any materials or deliverables, including all Works, provided
under any resulting contract are either original, not encumbered and do not infringe
upon the copyright, trademark, patent or other intellectual property rights of any third
party, or are in the public domain. If deliverables, materials or Works provided
hereunder become the subject of a claim, suit or allegation of copyright, trademark or
patent infringement, City shall have the right, in its sole discretion, to require Contractor
to produce, at Contractor's own expense, new non-infringing materials, deliverables or
Works as a means of remedying any claim of infringement in addition to any other
remedy available to the City under law or equity. Contractor further shall agree to
indemnify and hold harmless the City, its officers, employees and agents from and
against any and all claims, actions, costs, judgments or damages of any type alleging or
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threatening that any materials, deliverables, supplies, equipment, services or Works
provided under this contract infringe the copyright, trademark, patent or other
intellectual property or proprietary rights of any third party (Third Party Claims of
Infringement). If a Third Party Claim of Infringement is threatened or made before
Contractor receives payment under any resulting contract, City shall be entitled, upon
written notice to Contractor, to withhold some or all of such payment.
Other Warranties and Remedies. There are no other warranties, express or implied,
except those expressly set forth herein. There is no warranty of merchantability or
fitness for a particular purpose. Neither party shall be liable for any claim or demand of
the other party made directly or as a result of third party claims for lost profits or for
indirect, special or consequential damages. Except for the infringement indemnity
described herein, Contractor shall not be liable to City for more than the amount
received from city for performance of the Services described in any Exhibit to this
Agreement.
15. NOTICES
The name of the persons who are authorized to give written notices or to receive written
notice on behalf of City and on behalf of Contractor under this Agreement.
For City: For Contractor:
Name
Title Title
Department Address ItS "
City of Carlsbad fff/IWf . \P/\
Address _ _ _ Phone No. qZS '5lQ
Phone No.
Each party will notify the other immediately of any changes of address that would
require any notice or delivery to be directed to another address.
16. CONFLICT OF INTEREST
City will evaluate Contractor's duties pursuant to this Agreement to determine whether
disclosure under the Political Reform Act and City's Conflict of Interest Code is required
of Contractor or any of Contractor's employees, agents, or subcontractors. Should it be
determined that disclosure is required, Contractor or Contractor's affected employees,
agents, or subcontractors will complete and file with the City Clerk those schedules
specified by City and contained in the Statement of Economic Interests Form 700.
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Contractor, for Contractor and on behalf of Contractor's agents, employees,
subcontractors and consultants warrants that by execution of this Agreement, that they
have no interest, present or contemplated, in the projects affected by this Agreement.
Contractor further warrants that neither Contractor, nor Contractor's agents, employees,
subcontractors and consultants have any ancillary real property, business interests or
income that will be affected by this Agreement or, alternatively, that Contractor will file
with the City an affidavit disclosing this interest.
17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and
regulations which in any manner affect those employed by Contractor, or in any way
affect the performance of the Services by Contractor. Contractor will at all times observe
and comply with these laws, ordinances, and regulations and will be responsible for the
compliance of Contractor's services with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act
of 1986 and will comply with those requirements, including, but not limited to, verifying
the eligibility for employment of all agents, employees, subcontractors and consultants
that the services required by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations
prohibiting discrimination and harassment.
19. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following
procedure will be used to resolve any questions of fact or interpretation not otherwise
settled by agreement between the parties. Representatives of Contractor or City will
reduce such questions, and their respective views, to writing. A copy of such
documented dispute will be forwarded to both parties involved along with recommended
methods of resolution, which would be of benefit to both parties. The representative
receiving the letter will reply to the letter along with a recommended method of
resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be forwarded to the City
Manager. The City Manager will consider the facts and solutions recommended by each
party and may then opt to direct a solution to the problem. In such cases, the action of
the City Manager will be binding upon the parties involved, although nothing in this
procedure will prohibit the parties from seeking remedies available to them at law.
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II
20. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services,
City may terminate this Agreement for nonperformance by notifying Contractor by
certified mail of the termination. If City decides to abandon or indefinitely postpone the
work or services contemplated by this Agreement, City may terminate this Agreement
upon written notice to Contractor. Upon notification of termination, Contractor has five
(5) business days to deliver any documents owned by City and all work in progress to
City address contained in this Agreement. City will make a determination of fact based
upon the work product delivered to City and of the percentage of work that Contractor
has performed which is usable and of worth to City in having the Agreement completed.
Based upon that finding City will determine the final payment of the Agreement.
Either party upon tendering thirty (30) days written notice to the other party may
terminate this Agreement. In this event and upon request of City, Contractor will
assemble the work product and put it in order for proper filing and closing and deliver it
to City. Contractor will be paid for work performed to the termination date; however, the
total will not exceed the lump sum fee payable under this Agreement. City will make the
final determination as to the portions of tasks completed and the compensation to be
made.
21. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or
person, other than a bona fide employee working for 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, City will 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 the fee, commission,
percentage, brokerage fees, gift, or contingent fee.
22. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to
City must be asserted as part of the Agreement process as set forth in this Agreement
and not in anticipation of litigation or in conjunction with litigation. Contractor
acknowledges that if a false claim is submitted to City, it may be considered fraud and
Contractor may be subject to criminal prosecution. Contractor acknowledges that
California Government Code sections 12650 et seq.. the False Claims Act applies to
this Agreement and, 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 City seeks to recover penalties pursuant to the False Claims Act, it is
entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges
that the filing of a false claim may subject Contractor to an administrative debarment
proceeding as the result of which Contractor may be prevented to act as a Contractor
on any public work or improvement for a period of up to five (5) years. Contractor
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acknowledges debarment by another jurisdiction is grounds for City to terminate this
Agreement.
23. JURISDICTIONS AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of
enforcing a right or rights provided for by this Agreement will be tried in a court of
competent jurisdiction in the County of San Diego, State of California, and the parties
waive all provisions of law providing for a change of venue in these proceedings to any
other county.
24. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and
Contractor and their respective successors. Neither this Agreement or any part of it nor
any monies due or to become due under it may be assigned by Contractor without the
prior consent of City, which shall not be unreasonably withheld.
25. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated
by it, along with the purchase order for this Agreement and its provisions, embody the
entire Agreement and understanding between the parties relating to the subject matter
of it. In case of conflict, the terms of the Agreement supersede the purchase order.
Neither this Agreement nor any of its provisions may be amended, modified, waived or
discharged except in a writing signed by both parties.
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26. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf
of Contractor each represent and warrant that they have the legal power, right and
actual authority to bind Contractor to the terms and conditions of this Agreement.
CONTRACTOR
07/2
''$**T5
ATTEST:
"lORR^INE M. WOOD
City Clerk
Public r (print name/title)
(e-mail address)
If required by City, proper notarial acknowledgment of execution by
must be attached. If a Corporation. Agreement must be signed by one corporate
officer from each of the following two groups.
*Group A.
Chairman,
President, or
Vice-President
**Group B.
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or
assistant secretary under corporate seal empowering the officer(s) signing to bind the
corporation.
APPROVED AS TO FORM:
RO
Deputy City Attorney
10
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EXHIBIT "A"
SCOPE OF SERVICES
Discover/
Milestone 1: Requirements Analysis, Analyze existing applications
• Analyze existing applications and document the SharePoint architecture to
be used for the migration effort
• Provide SharePoint vision document with key success metrics, key
stakeholders and risk matrix
• Provide discovery summary document with content strategy plan and a
high level SharePoint technical architecture diagram
• Deliver stakeholder presentation with value vs. effort map, change
management findings, and milestone 2 implementation timeline and level
of effort
• Based on the outcomes of the discovery phase, we may need to refine the
scope of the implementation phase
Incremental Payment $23,500
Implementation
Milestone 2: Initial draft of site, Start content migration, migrate first five
applications based on prioritization during the Discovery effort
Install and configure SharePoint server
Develop the initial site design incorporating branding provided by the City
Assist City staff with content migration
Coding and unit testing
Assist City staff with the development of test cases for the applications to
be migrated based on the functionality of the existing applications. The
applications to be migrated will be based on the recommendations and
prioritization from the discovery phase.
• Deploy the applications and support acceptance testing
• Quality Assurance Testing/Issue Resolution
• Deploy initial working version of the site
Incremental Payment based on Time and Materials to complete Milestone 2
Milestone 3: Complete content migration, Encapsulate applications,
migrate next 5 applications based on prioritization during the Discovery
effort.
• Complete content migration
• Coding and unit testing
• Quality Assurance Testing/Issue Resolution
• Deploy the applications and support acceptance testing
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Incremental Payment based on Time and Materials to complete Milestone 3
Milestone 4: Migrate the remaining applications based on prioritization
during the Discovery effort.
• Coding and unit testing
• Quality Assurance Testing/Issue Resolution
• Deploy the applications and support acceptance testing
Incremental Payment based on Time and Materials to complete Milestone 4
Milestone 5: Stabilization and rollout
• Repair, test and deploy technical and functional defects discovered prior
to rollout at no additional cost
• Repair, test and deploy technical and functional defects discovered after
rollout at no additional cost
Final Payment based on Time and Material to complete Milestone 5. The
total of all payments shall not exceed one hundred sixty thousand dollars
($160,000)
Hourly Rates
Some or all of the roles listed below will be used by Ascentium to complete the
scope of work requested.
Ascentium Roles Hourly Rate (US$)
Business Analyst $140.00
Technical Architect $225.00
MOSS Developer(s) $165.00
Project Manager $165.00
Web Developer(s) $150.00
QALead $135.00
Engagement Manager $225.00
Flash Developer $160.00
Materials
Ascentium will bill for all expenses at cost and include charges incurred for out-
of-pocket items such as travel, parking, photocopying, stock photography, and
per diem. Ascentium will not incur any expense exceeding $100 without first
obtaining client approval in writing.
The total charges for travel and materials shall not exceed $10,000.
Payments
Payments will be within a prompt and reasonable timeframe, but in no event later
that 14 business days from the receipt of the invoice with the exception of any
disputed charges.
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Assumptions
• City will provide access to appropriate staff and information required to
successfully complete the project.
• City will provide quick reviews and responsive feedback on all work
submitted for review such as draft deliverables. The review timeline will be
agreed at time of delivery but the City agrees to strive to turn around all
deliverables within 2 working days from the receipt of deliverables.
• Ascentium does not warrant that the Work Product will be free of error.
Ascentium's obligation to fix defects as provided in this scope of work shall
be for a period of sixty (60) days after acceptance of the Work Product by
City. During that timeframe, Ascentium will use reasonable commercial
efforts make corrections to that part of the Work Product that does not
operate substantially in accordance with its intended purpose as agreed
between the parties.
However, Ascentium will have no obligation to make any correction and will not be
liable to and does not indemnify City if:
(i) City or any third party has modified, revised, enhanced or otherwise changed
the Work Product without Ascentium's approval;
(ii) Such defect in the Work Product is caused by City's operating system or
software being affected by internal or external agents whether known or
unknown by City.
Any such changes or corrections that are required as a result of (i) and/or (ii) above,
shall be subject to a separate agreement or change order. Upon acceptance, City will
otherwise assume full responsibility for the use of the Work Product to achieve City's
intended purposes.
• Ascentium is responsible to assist City staff with performance or network
testing associated with this Scope of Work
• Ascentium is not responsible for site hosting or management
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