HomeMy WebLinkAbout2019-325 Agrmt Amnd #1- Project A AMENDMENT NO. 1
to
PERSONAL SERVICES AGREEMENT
between
THE CITY OF ASHLAND,
an Oregon municipal corporation,
coy!)
and
PROJECT A,INC.
("Contractor")
for
WEBSITE,DESIGN AND HOSTING SERVICES
• RECITALS
A. The City and Contractor previously entered into a Personal Services Agreement
effective June 30, 2019 (the "Agreement") for. Contractor provide website design and
hosting services;and
B. The City and Contractor wish to amend the Agreement to extend the term of the
Agreement.
AGREEMENT
NOW THEREFORE,in consideration of the mutual benefits and obligations set forth
herein,the parties agree as follows:- '
1. Amend the Completion Dateas follows,with strikeout wording deleted and underscored
wording added: '
COMPLETION DATE: June 30,2015 June 30,2020
2. This Amendment No. 1 is effective upon being signed by both parties.
3. Except as specifically modified by this.Amendment No. 1,the terms and conditions of the
Agreement remain in full force and effect.
IN WITNESS WHEREOF the parties have caused this Amendment No. 1 to be signed in their
respective names by their duly authorized representatives as of the dates set forth below:
CITY OF ASHLAND, OREGON PROJECT A,INC: (CONTRACTOR)
By: #0By:
Printed Name: . /le//y, : 406411 • Printed Name: ,c) UL STE.bi.
Title: Chly 444.,.4.,ri/ iw- Title: \:tp. . SOZN165 1
Date: 9//a119 -. Date:
9- i'.- I9
Page 1 of 1: Amendment No.1 to Personal Services'Agreement
•
•Contract for PERSONAL SERVICES less than $75,000
rir lr F Y U F CONSULTANT: Project A,Inc:'
ASHLAND CONTACT: Jim Teece
20 East Main Street
Ashland, Oregon 97520. ADDRESS: 5350 Highway 66,Ashland,OR 97520.
Telephone: 541/488-6002
Fax: 541/488=5311 TELEPHONE:,541-482-1702
DATE AGREEMENT PREPARED: April 24,2016 FAX
BEGINNING DATE: July1,2016 .. •: COMPLETION DATE:June 30,2019:
COMPENSATION: $900 per month plus$95 per hour for development beyond scope of services
SERVICES TO BE PROVIDED: Hosting and server maintenance for all content of www.ashland.or.us:To
include importation and storage of all data,server monitoring,hardware maintenance,internetconnectivity;
data back-up and on-call personnel for customer service support,Ad-Hoc training needs and ongoing software
• updates to maintain existing and new features and legal compliance.Website re-design for compatibility for
mobile devices,conversion of existing pages to comply with new mobile design and city staff training.See
attached design and services estimate.
ADDITIONAL TERMS:This is a three year contract which:can be extended up to two additional years if
appropriation.is approved for such an extension. •
In the event of conflicts or discrepancies among the contract documents,the CO of Ashland Contract for Personal Services will be primary and take
Precedence,and any exhibits or ancillary contracts or agreements having redundant or contrary provisions will be subordinate to and interpreted in a
manner that will not conflict with the said primary City of Ashland Contract. V
FINDINGS:
Pursuant to AMC .2.50.120; after reasonable inquiry and.evaluation;the undersigned Department Head finds and
determines that(1)the services;to be.acquired are personal services;.(2)the City.does not have adequate personnel nor
resources to perform the services;:(3) the statement of:work represents the department's plan for utilization of such
personal services;(4)the undersigned consultant has specialized experience,education,training and capability sufficient
to perform the quality, quantity and type of work requested in the scope of work within the time and financial constraints
provided; (5)the consultantsproposal wilt bestserve the needs of the.City; and(6)the compensation negotiated herein •
is fair and reasonable. .
NOW THEREFORE,in'consideration of the mutual covenants contained herein the CITY•AND CONSULTANT AGREE as •
follows:
•
1. Findings 1 Recitations.The findings and recitations set forth above are true and correct and are incorporated herein
by this reference.
2. All Costs by Consultant: Consultant shall,at its own'risk and expense,perform thepersonal services described
above and; unless otherwise specified;furnish all labor,equipment and materials:required for the proper performance
of such service. . •
3. Qualified Work: Consultant has represented;and by entering into this contract now represents,that all personnel
assigned to the work required under this contract are fully qualified to perform the service to which they will be
assigned in a skilled and worker-like manner and,.if required to be registered,licensed or bonded by the State of
Oregon,are so registered,licensed and bonded. :•
4. Completion Date:, Consultant shall start performing the service under this contract by the beginning date indicated
above and complete'the service by the completion date indicated above.
5. Compensation:City shall pay Consultant for service performed,including costs and:expenses,the sum specified
above.Payments shall be made within 30 days of the date of the invoice:Should the contract be prematurely
terminated,payments will be made for work completed and accepted to date of termination. - .
6: Ownership of Documents:All documents-prepared by Consultant,pursuant to this contract shall be the property of
City.
7. Statutory Requirements:ORS 279C:505,2790.515;279C.520 and 2790.530 are made part of this contract.
8. Living Wage Requirements: If the amount of this contract is$20,14220 or more,Consultant is required to comply
with chapter 3.12 of the Ashland Municipal Code by paying a living wage,as defined in this chapter,to all employees
performing work under this contract and to any Subcontractor who performs 50%or more of the service work under
this Contract.•Consultant is also required to post the notice attached hereto as Exhibit-B predominantly in areas where
it will be seen by all employees.
9: Indemnification:Consultant agrees to defend,indemnify and save City,its officers,employees andagents harmless
Contract for Personal Services,Revised 0610212015,Page 1 of 5
injury to any person(including injury resulting in death),or damage(including loss or destruction)to property; of
whatsoever nature arising out of or incident to the performance of this contract by Consultant(including but not
limited to,Consultant's employees,agents,and others designated by Consultant to perform work or services
attendant to this contract). Consultant shall not be held responsible for any losses, expenses;.claims,subrogations,•
actions,costs,judgments,or other damages, directly,solely,and proximately caused by the negligence of City.
10. Termination:
a. Mutual Consent. This contract may be terminated at any time-by mutual consent of:both parties.
b. City's Convenience: This contract may be terminated at any time by City upon 30 days'notice in writing
and delivered by certified mail or in person.
c. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of
written notice to Consultant,or at such later date as may be established by City under any of the following
conditions: .
i. If City funding from federal,state,county or other sources is not obtainedand continued at levels
sufficient to allow for the purchase of the indicated quantity of services;
ii, if federal or state regulations or guidelines are modified,changed,or interpreted in such a way
that the services are no longer allowable or appropriate for purchase under this contract or are
• no longer eligible for the funding proposed for payments authorized-by this contract or
iii. If any license or certificate required by law or regulation to be held by Consultant to provide the
services required by this contract is for any reason denied, revoked,suspended,Or not renewed.
d: For Default or Breach.
i. Either City orConsultant may terminate this contract in the event of a breach of the contract by
the other. Prior to such termination the party seeking termination shall give to the other party
written notice of the breach and intent to terminate. If the party committing the breach has not
entirely cured the breach within 15 days of the date of the notice,or within such other period as
the party giving the notice may authorize or require,then the contract may be terminated at any
time thereafter by a written notice of termination by the party giving notice.
ii. Time is of the essence for Consultant's performance of each and every obligation and duty under
this contract. City by written notice to Consultant-of default or breach may at any time terminate
the whole or any part of this contract if Consultant fails to provide services called for by this
• contract within the time specified herein or in any extension thereof.
iii. The rights and remedies of City provided:in this subsection(d)are not exclusive and are in
addition to any other rights and remedies provided by law or under this contract.
. e. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a,b,or
c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such
termination or modification. However, upon,receiving a notice of termination'(regardless whether such notice is
given pursuant to subsections a, b,c orad of this section,Consultant shall immediately cease all activities under •
this contract,unless expressly directed otherwise by City in the notice of termination. Further,upon termination,
Consultant shall deliver to City all contract documents,information,works-in-progress and.other property that are
or would be deliverables had the contract been completed. City shall pay Consultantaforwork performed prior to
the termination date if such work was performed in accordance with the Contract.
11. independent Contractor Status: Consultant is an independent contractor and not an employee Of the City.
Consultant shall have the complete responsibility for the performance of this contract. Consultant shall provide
workers'compensation coverage,as required in ORS Ch 656 for all persons employed to perform work pursuant to
this contract. Consultant is a subject employer that will comply with ORS 656.017.
12: Assignment and Subcontracts: Consultant shall not assign this contract or subcontract any portion of the work
without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be
void. Consultant shall be fully responsible for the acts or omissions of any assigns or.Subcontractors and of all
persons employed by them,and the approval by City of any assignment or subcontract shall not create any
contractual relation between the assignee or subcontractor and City.
13. Default. The Consultant shall be in default of this agreement If Consultant: commits any material breach or default
of any covenant,warranty, certification,or obligation it owes under:the Contract; its QRF.status pursuant to the ORE
Rules or loses.any license,certificate or certification that is required to perform the Services or to qualify as a QRF if
consultant has qualified as a QRF for this agreement;institutes an action for relief in bankruptcy,or has instituted
against it an action for insolvency;makes a general assignment for the benefit of creditors;or ceases doing business
on a regular basis of the type identified in its obligations under the Contract;or attempts to assign rights in,or
delegate duties under,the Contract '
14. Insurance. Consultant shall at its own expense provide the following insurance:
a. Worker's Compensation insurance in compliance with ORS 656.017,which requires subject employers to
' provide Oregon workers"compensation coverage for all their subject workers
b: Professional Liability insurance with a combined single limit,or the equivalent,of not less than Enter one:
$200,000,$500,000,$1,000,000,$2:1)00;000 or Not Applicable for each claim,incident or occurrence. This is to
cover damages caused by error,omission or negligent acts related to the professional services to be provided
under this contract.
Contract for Personal Services,Revised 06102/2015,Page 2 of 5 .
•
•
c. General Liability insurance with a combined single limit,or the equivalent,of not less than Enter one:
$200,000,$500,000,$1,000,000,$2 000;000 or Not Applicable for each occurrence for Bodily Injury and Property
Damage. -
d. Automobile Liability insurance with a combined single limit,•or the equivalent,of not less than Enter one:
$200,000,'$500,000;$1,000,000;or Not Applicable for each accident for Bodily Injury and Property Damage,
including coverage for owned, hired Or non-owned vehicles,as applicable.
e. Notice of cancellation or change. There shall be no cancellation; material change, reduction of limits or
intent not to renew the insurance coverages)without 30 days'written notice from the Consultant or its insurer(s)to
the City. .
f. Additional Insured/Certificates of Insurance. Consultant shall name The City'of Ashland,Oregon,and its
elected officials,officers and.employees.as Additional Insureds on any insurance policies required herein but only
with respect to Consultant's services to be provided under this Contract The consultant's insurance is primary and
non-contributory.As evidence of the insurance coverages required by this Contract,the Consultant shall furnish
acceptable insurance certificates prior to commencing work under this contract. The certificate will specify all of
the parties who are Additional Insureds. Insuring•companies or entities are subject to the City's acceptance. If
requested,complete copies of insurance policies;trust agreements,etc,shall be provided to;the City. The
Consultant shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self-
insurance.
15. Governing Law;Jurisdiction;Venue: This contract shall be governed and construed in.accordance with the laws
of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim,action,suit or
proceeding(collectively, "the claim")between the City(and/or any other or department of the State of Oregon)and
the Consultant that arises from or relates to this contract shall be brought and conducted solely and exclusively within .
the Circuit Court of Jackson County for the State of Oregon. If, however,the claim must be brought in'a federal
forum,then it shall be brought and conducted solely and exclusively within the United States District Court for the.
District of Oregon filed in Jackson County, Oregon. Consultant, by the signature herein of its authorized
representative, hereby consents to the in personam jurisdiction of said courts. In noevent shall this section be
construed as a waiver by City of any form of defense or immunity,based on the Eleventh Amendment to the United
States Constitution,or otherwise,from any claim or from the jurisdiction.
16. THISCONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE
PARTIES. NO WAIVER,CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL
'BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER,CONSENT,
MODIFICATION OR CHANGE,-IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR
THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS,AGREEMENTS,OR
REPRESENTATIONS,ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT.
CONSULTANT,BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT
HE/SHE HAS READ.THIS CONTRACT,UNDERSTANDS IT,AND AGREES TO BE BOUND BY ITS TERMS AND •
CONDITIONS.
17. Nonappropriations Clause, Funds Available and Authorized:City has sufficient funds currently available and
authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Consultant
understands and agrees that City's payment of amounts under this contract attributable to work performed after the I
last day.of the current fiscal year is contingent on City appropriations,or other expenditure authority sufficient to allow
City in the exercise of its reasonable administrative discretion,to continue to make payments under this contract In
the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this ' .
contract without penalty or liability to City, effective upon the delivery of written notice to Consultant,with no further
liability to Consultant.
Certification. Consultant shall sign the certification attached hereto as Exhibit A and herein incorporated by reference.
Consultant: City of Ashland
By Ib--' By A4X l
J ' ature . 4cr►iv b G,ry AJoi l1
1'p�t ? �-C� 4✓ttvcJ ~L 6. %citilfr-drrieG,. Z
Print Nanie Print Name
• J•^.'o•-s t ed-P4f.r-- cam, • ro z z/2.0/6
Title Date • -
W-9 One copy of a W-9 is to be submitted with
the signed contract. Purchase Order No.
•
Contract for Personal Services,Revised 06/02/2015,Page 3 of 5
•
EXHIBIT A
CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that(a) the i!
number shown on the attached.W-9 form is its correct taxpayer ID (or is waiting for the number to be -
issued to it and (b) Contractor is not subject to backup withholding because 0) it is exempt from f!
backupwithholding or(ii) it has not been notifiedby the Internal Revenue Service (IRS)that it is
subject to backup withholding as a result of a failure to report allinterest or dividends, or(iii) the IRS
has notified it that it is no longer subject to backup withholding. Contractor further represents and
warrants to Citythat(a) it has thepower and authorityto enter into and erform the work, b .the
� . p ( )
Contract, when executed and delivered, shall be a valid and binding obligation of Contractor
enforceable in accordance with its terms, (c)the work under the Contract shall be performed in
accordance with the highest professional standards, and (d) Contractor is qualified, professionally
competent and duly licensed to perform the work.. Contractor also certifies under penalty of perjury
that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on
behalf of the entity designated above and authorized to do business in Oregon or is an independent
Contractor asdefined in the contract documents,and has checked four or more of the following
criteria: 0
(1) I carry out the labor or services at a location separate from my residence or is in a
specific portion of my residence, set aside as the location of the business.
(2) Commercial advertising or business cards or a trade association membership are
purchased for the business. .
(3) Telephone listing is used for the business separate from the personal residence listing.
V (4) Labor or services are performed only pursuant to written contracts.
(5) Labor or services are performed for two or more differentersons within a
p period of one
year.
(6) I assume financial responsibility for defective workmanship or service not provided
as evidenced by the ownership of performance bonds,warranties,errors and omission
insurance or liability insurance relating to the labor or services to be provided.
- 1
6/2 r//of
Contractor (Date)
•
Contract for Personal Services,Revised 06/02/2015,Page 4 of 5
•
CITY OF ASHLAND , OREGON
EXHIBIT B
City of Ashland
LIVING
ALL employers described
below must ��
comply with City ,
of Ashland laws regulating I
sa ment of a Alvin. wase.
•
$14.42 per hour effective June 30, 2015
(Increases annually every June 30 by the
Consumer Price Index)•
Employees must be paid a portion of business of their 401K and IRS eligible
i v i n g wage: employer,if the employer has cafeteria plans(including
ten or more employees,and childcare)benefits to the V
has received financial amount of wages received by
assistance for the project or the employee.
➢ For all hours worked under a business from the City of
service contract between.their Ashland in excess of ➢ Note: 'Employee'does not V j
employer and the City of $20,142.20. ' include temporary or part-time I
Ashland if the contract employees hired for Less than
exceeds$20,142.20 or more. ➢ If their employer is the City of ' 1040 hours in any twelve-'
➢ For all hours worked in a Ashland including the Parks month period. For more
and Recreation Department details on applicability of this
month if the employee spends policy,please see Ashland
50%or more of the ➢ In calculating the living wage, Municipal Code Section V {
employees time in that month employers may add the value 3.12.020.
working on a project or of health care,retirement,
For additional information: ! •
•
Call the Ashland City Administrators office at 541-488-6002 or write to the City Administrator,City Hall, E
20 East Main Street,Ashland,OR-97520 or visit the city's website at www.ashland.or.us.. ,
Notice to Employers: This notice must be posted predominantly in areas where it can be seen by all j.
employees. • E
CITY OF
ASHLAND
- f
Contract for Personal Services,Revised 06/0212015,Page 5 of 5
• - l
orwren
eon '. CERTIFICATE OF LIABILITY INSURANCE v2/o;
. :'THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY,AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
- CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY. AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES . ..
'. BELOW. THIS CERTIFICATE OF INSURANCE DOES.NOT'CONSTITUTE A CONTRACT BETWEEN\THE.ISSUING "INSURER(S), AUTHORIZED, , - "
• REPRESENTATIVE'OR PRODUCER,•AND THE,CERTIFICATE HOLDER.
IMPORTANT: If the certificate bolder Is an ADDITIONAL INSURED, the policy(les) must be endorsed. If SUBROGATION IS WAIVED, subject to
the terms and conditions of the policy;certain policies may require an endorsement A statement on this certificate does not confer rights to the •
certificate holder In lieu of such endorsement(s). ' 0 •• . , .
• PRODUCER • . • - CONTACT .
• / NAME: •
PAUL:VOLZ INSQRBNCE AGENCY IHC I , piga Fr
a. (541)482-8463.
450 S3STL7. OU Blvd Ste 5 - EMAIL Ire.,NoI•(541)A88-4215
p ADOREss:pan/@pavlTaollsaTasarance.cam' ••
Ashland,_ ORV 97520 INSURERS) AFFORDING COVERAGE - 'NAM*
- .. - ' INSURERA-Hid Century Insurance Co: . •
INSURED Project A: : • INSURER Bt ".•' -: ,i
5350 Hwy.66 MsunELc• . . .
•
Ashland, OR 97520 INSURER D: '
" INSURER E: . . _
' •
,. INSURER F: -
COVERAGES " .. .CERTIF=ICATE NUMBER: ' . ' ' • • 'REVISION NUMBER: • "•-
TH(s S-TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD ' ' .'
INDICATED NOTWITHSTANDING ANY REQUIREMENT.TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS ' '
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN.THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS.
•• EXCLUSIONS AND CONDmONSOF SUCH POUCIES.UMITS SHOWN MAY HAVE BEEN REDUCED BYPAID CLAIMS..g' ''c . . . ,, . ..
W R .TYPEOF INSURANCE m Wye • POLICY NUMBER ' IMM!IPDPYyYYI7 (aISYmYY1 • LINTS,g COMMERCIAL GENERAL LIABILITY , EACH OCCURRENCE. . • S 2.000.000
ICLAIMS MADE O OCCUR . PRFMSES Ea onanTencet- $ 75,000
•
MED EXP IAIIToneperson) " $ 5.000
A 605504869 12/16/ 1512/16/16
pER$ONAL&ADVINJURY ' $ .2,000;00,01'
GEN.AGGREGATE LIMIT APPLIES PFR: • • . . GENERAL AGGREGATE 4,GOO,OOO
• 1POLICYDJECT D LOCPRODUCTS.,COMP/OP AGO $-2,000,000 ,
OTHFR• 0 $ - .
AUTOMOBILElUBIUTY ... - - Ca1381N 5lNGLEUMVT $ 1,000,600
ANYAUTO - BOOILYIHJURY(Perparsaa $
— AU.OMED SCHEDULED 605504869 12/16/1512/16/16 BODILY INJURY(POsuldent) $' ': —� '
A 'AUTOS a AUTOS. PROPERTY DAMAGE
• NON-0WNEO $
" .� HIRED AUTOS E AUTOS (PereetWeM1
5
UMBRELLA LIAB [....1OCCUR . _ , , . BCH OCCURRENCE,_,$
• . EXCESS LIAR CLAIMS-MADE , ' AGGREGATE:
. _ DEO I J RETENTIONS - _ ppEE " $ •
-
WORKL.RSCOMPENSATION. - S7ATUTJ:I I_OH- -
AND EMPLOYERSLUIBILITY ..•
ANY PROPRIETORIPARTNERIEXECUTNE r�7 EL EACH ACCIDENT $
OFFICENMERBER EXCLUDEDT in
NM . •
(Mandatory In NH) EL DISEASE-EA EMPLOYEE. $_'
Ifnym0f.,dasrhbatuld0
DESCRIPTIONOFarOPERATTONSMow EL DISEASE-POLICY LIMIT S -0. -
, ITIS
. DESCRIPTION OF OPERATIONS/LOCATOS/VEHICLES(ACORD 101,AdddtoiniRemarks SchodutimayteaBI Odic tnarespew isrequtre4 ' [
CERTIFICATE HOLDER CANCELLATION .
'. . SHOULD ANY,OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
Ci of Ashland " THE EXPIRATION DATE'THEREOF. NOTICE WILL BE DELIVERED IN
ACCORDANCE NRTHTHEPOLICYPROVI$IONS.
20 N Malta"St. . . .
Ashland •
, OR 97520 AUTHORIZED REPRESENTATIVE
Paul Voiz . •' .
' • 01088-2014 ACORD CORPORATION.All rights reserved.
ACORD25(2014/01)0 The ACORD name and logo are registered marks of ACORD •
•
•
•
Legal Department Review
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•
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• . : , Presented to the City of Ashland • .
Design and Services Estimate • t
. . By Project A,Inc.on.04/26/2016
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• Ann Seltzer •
City of Ashland . .
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• 20 East Main Street Ashland, .- . • . . . .
OR 97520 . . • •
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ann.seitier@ashland.or.us- . • . ..
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Thank You . • . ..
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. Thank you for allowing Project A to,provide you with an estimate to redesign the City of
Ashland's website Into,a•moblle friendly version,.and provide related services. . . • . • .
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Statement of Initial Work - .
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greement +�� s" � .
: Project Services Hosting and server maintenance for all content of www.ashland.or.us: To
Include importation and storage of all data,server monitoring, hardware
maintenance, Internet connectivity;data back-up and on-call personnel for
customer service support,Ad-Hoc training needs and ongoing software
updates to maintain existing and new features and'legal compliance.Website
re=design for compatibility for mobile devices, conversion of existing pages to
comply with new mobile design and:city staff training. i
"Mobile First"' Manage all tasks as needed to complete the redesign project and ongoing
Responsive •• services. Creation of website design mockup basedoff feedback'and
• Graphic Design preferences. We will use your supplied logo and artwork/photographs in :
design'framework: Project A will create an initial home mockup and receive
your feedback.A second mockup will be created and additional feedback will
result in a third and final mockup:Additional mockups available by request at
normal`hourly rate:After the homepage'mockup Is.approved,-we will design
interior pages and front-end display for the following Site-in-a-Box(SIB)tools
at our discretion, but also considering your preferences for:
Ads,Agenda/Minutes,Calendar,CCB,FAQ, Form Builder, Forms and.
Documents, Homepages, How Do I,Links; Staff/Members, Muni Code, News,
Page Builder, Projects,What's New,Contact Us,Subscription; and RFP. (Note:
Survey'Builder and Polls have been discontinued.) j
Design Project A's'programmers will implement the Mobile Responsive design into the
Implementation 'City of Ashland website at www.ashland.or.us
Departmental . As a Phase 2 project,create specific color themes for Police, Fire and Parks
Themes • departments and otherdepartments as requested. (Optional)
Content Updates ProjectA programmers will review the top 100 pages based on n Analytics or
for Top Pages client direction, and ensure they are mobile friendly, making changes as
needed.
Testing Project A will test all changes in the current Desktop versions of Internet
Explorer,Chrome and Firefox.Additional testing in Safari for IOS.devices and
popular Android devices`Is included: (Due to the hundreds of Android devices . . '
available, it will not be possible to test on every version.)
Hosting/Support and Maintenance/ Recurring Services
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reement. ,
Service Description
Website Hosting Website hosting Is an ongoing service that covers routine hosting and
maintenance of the website, including'its training/development site,and
• Project A will provide software and hardware maintenance,technical support;
server monitoring,data storage, backup,and recovery,reliable AC power, and •
reliable public Internet connectivity, and.other resources as necessary to•
ensure that the.website Is functioning properly.
Ongoing 'Page After the initial responsive design Is in place, Project A programmerswill
Updates(Newi) continue to review up to 20 pages each month to ensure responsive
•friendliness.This will either be at the direction of city staff, or by using page
ranks according to Google'Analytics.These updates also include"ad".creation
on an ongoing basis for Hot Topics, and:all adsneeded for the homepage and
each department.There is a 5 hour maximum per month.
Training Project A will continue to train up to two key Individuals on the use of Site-
inBox.Additional, periodic group training is included.
Premium Level This agreement replaces the current Support and Maintenance agreement. II
Support and Project.AWill continue to supply,unlimited phone and email support during
Maintenance regular business hours to two key personnel at the City of Ashland. We will
also continue to provide standard SIB Maintenance'and Software Bug Fixes,_
and Emergency Support 24/7.As a Premium customer,City of Ashland
• support will be handled before other support levels. Should any server outage
occur,your site would be restored before other support levels, and includes
direct cell phone numbers to Paul Steele(VP Services)and Jim Teece(CEO)
for emergency escalation. : .
•
Cost
Site Redesign,Implementation; and.ongoing.Hosting,Services and.Support is$900:00 per
E month with a three year.commitment.This agreement also replaces our current Hosting.
8 • agreement. New feature requests to the software, if beyond 5 hours per month, are not In
the scope of this agreement-and would be estimated and billed separately. •
n Expected Timeline •.
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Task • •• • I Delivery Timeline
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Graphic Design Mockups .. 1=2 months:post-agreement
(for Templates of Home, Dept Home, Page.Builder) ' .
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Graphic Design for SIB Tools 3-4 months post-agreement
(Templates of Ads,Agenda/Minutes,Calendar,CCB, FAQ,Form \ i
Builder,�Forms and Documents,How Do I, Links,Staff/Members; • 1
Muni Code,News, Projects,What's New,Contact Us,
Subscription,and RFP) . -
. Design Implementation 3-5 months post-agreement
•'• (all SIB templates)
• Content Updates for Top Pages 3-4 months post-agreement
Go Live with.Phase 1 • 4-5 months post-agreement j
•
Departmental Color Themes(optional) ' 5-6 months post-agreement I
•
1.
Terms and Agreements '
l
." Project A, Inc.staff will notify and receive approval from Client's staff before exceeding this
offer. Change Orders will be required for ail work_outside the estimate scope and any
development hours beyond the scope of this estimate will be billed at the normal hourly rate
of$95.
Project A,Inc. Is an Oregon-based corporation and does not charge or report any sales tax
for products or services sold.If the client's state requires that any tax-be paid on this i
transaction, the client assumes all responsibility for reporting and paying the tax. ..
Client is,responsible for all page content Including cost and rights for photos.This offer is I
E good for 90 days from the date it was quoted.
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e.:. Paul Steele
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Signature Signature
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VP Services
Title Title
04/26/2016.
Date Accepted Date Accepted
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Option 2
Add: • 2.29 Public Art Commission
18.7 Historic Commission Add:
-- The HC shall review public art proposed for 2.29.165 City Commissions
installation on the exterior of structureslisted on
the National Register of Historic Places or to a G. The Public Art Commission shall provide the
contributing propertywithin a Historic District public art concept to all City Commissions for
on the National Register of Historic Places. review. City Commissions may review the
artist concept using their existing powers and
D. The HC shall review the proposed public criteria, and in theiradvisory role,provide
art concept using criteria stated.in AMC. . written input for consideration by the City' •
18.4.2.060.0 and provide their Council. City Commissions may not
recommendation to the Director of participate in the creative design process.
Community Development. H. The Historic.Commission shall review public
E. The HC shall provide their art proposed on structures listed on the
recommendation within 30 days of National Register of Historic Places and on
receiving the concept. contributing properties within a Historic
F. The Director of Community • District. (AMC 2.24.060)
Development shall review the HC I. The Public Art Commission shall seek input
recommendation and forward it to the from the Historic Commission prior:writing
City Council • and publishing a Call for Artist for public art
projects in_a Historic District.