HomeMy WebLinkAbout2011-225 Contract - Project A Contract for PERSONAL SERVICES less than $35,000
• CITY OF 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: 6/17/11 FAX:
BEGINNING DATE: 7/1/2011 COMPLETION DATE: 6/30/2014
COMPENSATION: $250 per month for hosting City of Ashland website and $95 per hour for web development
SERVICES TO BE PROVIDED: Hosting and server maintenance for all contents of the Internet site
www.ashland.or.us. The agreement will include importation and storage of all data, server monitoring,
hardware maintenance, maintaining internet connectivity for the domain, data back-up and personnel available
on call to respond if needed. All new content that arises as a result of the development agreement will be
imported and stored as part of the hosting agreement. See attached addendum.
ADDITIONAL TE1R'MS: This is a three Iyea(r contract which can be extended up to two additional years;
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FINDINGS:
Pursuant to AMC 2.52.040E and AMC 2.52.060, 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 consultant's proposal will best serve 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 I 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 the personal 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, 279C.515, 279C.520 and 279C.530 are made part of this contract.
8. Living Wage Requirements: If the amount of this contract is $18,890 or more, Consultant is required to comply with
chapter 3.12 of the Ashlarfd 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 and agents harmless
from any and all losses, claims, actions, costs, expenses,judgments, subrogations, or other damages resulting from
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
Contract for Personal Services, Revised 06/30/2011, Page 1 of 5
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 obtained and continued at levels
sufficient to allow for the purchase of the indicated quantity of services,
ii. If federal or slate 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 or Consultant 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 or d 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 Consultant for work 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 ORF status pursuant to the QRF
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, $2,000,000 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.
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. It shall include contractual liability coverage for the indemnity provided under this contract.
Contract for Personal Services, Revised 06/30/2011, Page 2 of 5
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 coverage(s)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 Stale 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 no event 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. THIS CONTRACT 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
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 Ex it A and herein incorporated by reference.
Consultant: Cit of Ashl
By By >�
gn De)ara6m<ent Head
Print Name Print Name
Prrstpe,PcTW c� Ju�u -I,,;10 l I
Title Pre)p-x-+ (�� IN L J Date
W-9 One copy of a W-9 is to be submitted with
the signed contract. Purchase Order No. c
,PP Ved as to form ,A,cerce4l-- T
Contract for Personal Services, Revised 0613012011, Page 3 of 5
EXHIBIT A
CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a)the
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 (i) it is exempt from
backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is
subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS
has notified it that it is no longer subject to backup withholding. Contractor further represents and
warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the
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 as defined in the contract documents, and has checked four or more of the following
criteria:
(1) 1 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.
V (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.
(4) Labor or services are performed only pursuant to written contracts.
J (5) Labor or services are performed for two or more different persons within a period of one
year.
(6) 1 assume financial responsibility for defective workmanship or for 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.
Contractor (Date)
Contract for Personal services, Revised 06/30/2011, Page 4 of 5
CITY OF
7/01/2011 ASHLAND
D
Addendum to Contract
Contract Definition
Project A will provide the City of Ashland with design, development, deployment and internal training for the content
provided on the Internet site identified as www.ashland.or.us.
Scope of Work
All new content that arises as a result of the development agreement will be imported and stored as part of the hosting
agreement. Import and storage costs will not be a part of any scope of work under the development agreement.
The development agreement will be conducted within separate and specific scopes of work that will adhere to the
following process:
• The City, with input from Project A, will define a particular project or task.
• Project A will provide an estimate of expected timeframe and costs associated with the task.
• Upon review and approval of the task estimates, an agreement will be signed to indicate a mutual understanding of
the work to be completed. All tasks agreements will adhere to all applicable sections of this contract.
Fee Structure
Work done within the framework of the development agreement will be billed on an hourly basis, at a rate of$95 per
hour. The number of hours billed for development will be based on the estimates provided in the individual task
agreements. The City understand that estimates are not considered firm agreements of the total development cost for
specific projects, and Project A will invoice for work completed on a "time and materials" basis. It is further
understood that Project A will not continue working on a project ' the actual development time exceeds the estimated
development time without prior written approval from the City. tf®
Billin
Invoices will be sent monthly and will be due 30 days from the invoice date. Past due amounts will be assessed a 1.5%
penalty.
Contract Term
Either party has the right to terminate the contract at any time by giving a minimum of 60 days written notice in
advance of the contract ending date.
If the termination of the contract is initiated by Project A,an exit plan to enable future web development and hosting by
another firm must be submitted with the termination notice and be mutually agreed upon before the acceptance of the
termination. Fees for providing this exit plan will be charged as a development item.
It either party to this agreement wishes to amend, add to, or otherwise modify this agreement in any way, it shall be
done in writing, subject to approval by both parties, and attached to this agreement.
ADMINISTRATION Tel:541ABM002
20 East Main Street Fax:541 ABB-5311
Ashland,Oregon 97520' TTY: 800735-2900
w .ashland.or.us
Table of Contents
WebsiteDesign Experience................................................................................................. 1
MunicipalWebsite Examples.................................................................................................................. 1
Other Government Website Examples................................................................................................. 1
Business Website Examples................................................................................................................... 1
References................................................................................................................................................... 2
CompanyProfile...............................................................................................................3 ,
OfficeLocations.......................................................................................................................................... 3
Historyof Project A...................................................................................................3
ProjectA Advantage..................................................................................................................................3
Key Project Personnel...................................................................................................... 4
ServiceCapabilities........................................................................................................... 5
WebDevelopment..................................................................................................................................... 5
SoftwareTools............................................................................................................................................5
SiteMaintenance........................................................................................................................................5
SiteHosting.................................................................................................................................................5
ClientTraining and Support.................................................................................................................... 5
Redundancyand Scalability.................................................................................................................... 6
ADACompliance........................................................................................................................................ 6
Support........................................................................................................................................................ 6
Security........................................................................................................................................................6
Scopeof Work.................................................................................................................. 6
Quote................................................................................................................................... 9
Hostingand Maintenance........................................................................................................................ 9
Website Development and Upgrades................................................................................................... 9
ProjectTimeline......................................................................................................................................... 9
Termsand Agreements............................................................................................................................ 10
777" 6a, o ... � ctA
Municipal Design Experience
All of the municipal websites that Project A designs and develops are based on content management
software that was created in-house, specifically for government agencies. This software is called
Site-in-a-Box. It was originally a solution created for cities to easily organize and publish their news
and information to their website; a fairly new concept for the mid-nineties. Close to 15 years later,
the software has evolved into a scalable solution that any organization can use to easily organize
and post content to their website. While we offer the solution to many different types of
organizations, our main focus is still making the software fit the needs of municipalities nationwide.
Many cities are currently enjoying the benefits of Site-in-a-Box and the services that Project A, Inc.
provides, including the City of Ashland. Below is a list of websites that demonstrates Project A's
design and hosting experience. All clients below have trusted Project A's experienced staff with their
web development needs for over 5 years and have recently redesigned their website.
Municipal Website Examples
Ashland, Oregon Mercer Island, Washington
http://www.ashiand.or.us http://www.mercerQov.com
Colorado Springs, Colorado Medford, Oregon
httr)://www.si)riiiqsqov.co m http://www.ci.medford.or.us
Titusville, Florida Mulkiteo, Washington
htto://www.titusville.com http://www.ci.mulkiteo.wa.us
Other Government Agency Websites
Jackson County, Oregon Ashland School District
htti)://www.co.iackson.or.us htt[)://www.ashland.kl2.or.us
Medford Water Commission Medford School District
htto://www.medfordwater.org http://www.medford.kl2.or.us
Businesses and Other Organizations
Dr. Martens Ashland Chamber of Commerce
htto://wwvv.drnusastare.com htto://www.ashlandchamber.com
http://www.drma rtcns,com
Mt. Ashland Ski Resort Xplore Offshore
http://www.mtashland.com http://www,xploreoffshore.com
Medford Rogue Rotary Ashland Independent Film Festival
htti):/Iwww.medfordroque.org htti)://www.ashlandfilm.org
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References
City of Medford. Oregon
411 West 8th St. Annex Building
Medford, OR 97501
Contact: Barbara Magruder
Phone: 541-774-2064
Fax: 541-774-2528
Email: Barbara.Mad ruga cityofinedford.org
Website: htti)://www.ci.medford.or.us
Jackson County. Oregon
10 South Oakdale
Information Technology - Room 425
Medford, OR 97501
Contact: Mark Decker
Phone: (541) 774-6023
Email: DeckerML@iacksoncounty.org
Website: http://www.co.iackson.or.us
City of Colorado Springs, Colorado
P.O. Box 1575
Colorado Springs, CO 80901
Contact: Jonathan Saultz
Phone: 719-385-5728
Fax: 719-385-5735
Email: isaultz0a soringsgoy.com
Website: http://www.springsQov.com
City of Mukilteo. Washington
4480 Chennault Beach Road
Mukilteo, WA 98275
Contact: Chris Boughman
Phone: 425-355-4141
Email: chrisPci.mukilteo.wa.us
Website: http://www.ci.mukilteo.wa.us
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Quote for the C of Ashland Website Hosti 040
Project A, Inc. Company Profile
Office Locations
Project A Corporate Office Project A - Medford
5350 HWY 66 14 North Central Avenue, Suite 101
Ashland, Oregon 97520 Medford, OR 97501
(541)-488-1702 (541)-734-7308
About Project A
Project A, Inc. is a privately held corporation that was founded by James Teece, President and CEO,
and Dena Matthews, CFO, in 1990 with its corporate office in the Pacific Northwest town of Ashland,
Oregon. The company was incorporated in the State of Oregon on January 1, 1998.
Project A has enjoyed significant success throughout its 21 years in operation and has a full-time
staff of highly qualified and motivated individuals. Project A has expertise in database programming,
ASP and ASP.Net development, graphic design, website development, Internet security and E-
commerce. Throughout our history, we have successfully developed and deployed hundreds of
Websites and database applications for private and public industry including government, health
care, education, and non-profit organizations.
Project A Advantage
There are four important characteristics that set us apart from our competition. First is our ability to
consistently provide the highest quality solutions for our clients at competitive prices and within
specified timeframes. Secondly, we appreciate the benefit, as do our clients, of creating and
nurturing long-term, strategic relationships. Our clients often come to think of us as part of their
organizations and rely upon us for a variety of services. Thirdly, customer service is our top priority.
All of our clients receive the very best customer service possible. The fourth and most important
distinction is our years of experience in designing and developing software and web solutions for
organizations similar to your own, as well as small to large businesses and government agencies.
The sum of these distinctions is the reason our clients count on us to continually deliver the solutions
they need.
Page 3
r ...Pro ct A
Key Project Personnel
a w Project ManagePaul Steele
Vice President, Web Services
paulsCaloroiecta.com
Paul has been involved in producing Web-based solutions since 1995. He joined
Project A in 1999 and has managed literally hundreds of projects involving design,
development and deployment of Web-based applications for our customers, with a
focus on eCommerce and Content Management solutions. Since 2002, Paul has been responsible for
overseeing all Web Team project deliverables, tasks, timeline and resource allocation as well as
overall customer satisfaction, training and support; both during and after the project cycle. Paul is
also responsible for day-to-day team management for adherence to industry standards in design and
usability.
' Lead Programmer
Rick Carter
Senior Application Development Specialist
rickc oroiecta.com
r Rick has been programming applications for Project A since 1994. He holds a B.S. in
Computer Science from Oregon State University, is Microsoft Certified and has been
\t the lead programmer on many projects including Site-in-a-BoXTM. Rick's capabilities
include: NET, Active Server Pages, Microsoft Access, Visual Basic, Object-Oriented
analysis/design/database modeling, relational database modeling, HTML, Java Script, Visual FoxPro,
MS SQL, and C/C++.
Lead Designer
Jeff Baxter, Interactive Media Designer
_ baxColprojecta.com
4,1
A veteran website and Flash designer, Jeff Baxter has over ten years of experience
> creating Web interfaces and flash animation elements for clients as diverse as
Senator John Kerry, Rocker Alice Cooper, Coca Cola, Turner Broadcasting, and
� ! hundreds of others. Joining Project A in 2007, he brings a high level of visual
panache to our robust and expanding set of Internet tools. During his career at
Project A, Jeff has created several award-winning designs for new and existing clients.
i Training Facilitator
Carl Barcroft, Sales and Training
carlColoroiecta.com
I Carl has been with the company since 2008 and comes from a long professional
background involving sales and technology. His first six months with the company
was devoted to an immersive study of our flagship software, Site-in-a-BoxTM. The
knowledge that he gained from that period, along with his personable nature, makes
him the best suited to lead Site-in-a-Box training sessions with our municipal clients.
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Service Capabilities
Project A is full-service web development company providing our clients with design, development,
custom programming, hosting, training, and on-going support. Project A has a complete staff of full-
time expert designers, programmers, system administrators and support technicians.
Web Development
Project A provides expertise with current trends in web page design, functionally, and usability. Our
experience and training will ensure that the City of Ashland will continue to have a website that is
easy for City staff to update, as well as simple for visitors to understand. Project A's programming
staff has many years of experience in database-driven websites and is well versed in current web
technologies including ASP, ASP.Net, ]avaScript, CSS, SQL and Flash. Since Project A has developed
our Content Management System (CMS) in house, our programmers are uniquely familiar with how
to customize and extend its capabilities. With these two teams, Project A can continue to deliver a
superior web application for the City.
Software Tools
Project A offers a content management solution called Site-in-a-Box. The software is a modular
based system, which allows the City to customize a package of site tools that best fits their needs. A
full list of Site-in-a-Box tools and features is available online at
htto://Proiecta.com/Page.asp?NavID=331. Project A can also develop custom tools or features;
either as extensions to Site-in-a-Box or as stand-alone custom web applications.
Site Maintenance
Project A's Site-in-a-Box system allows the City's staff to add, update and maintain the content of
their website easily from an online administration panel. The software is equipped with user and role
permissions which allow administrators to assign individual staff to certain aspects of the website.
Site-in-a-Box also includes the ability for Content Approvers to manage public viewable postings by
Content Masters, insuring content is reviewed before going "live".
The supporting software and server maintenance is performed by Project A staff to ensure a smooth-
running website, with next to zero interruptions in service or functionality. If any interruption is
necessary, clients will be notified at least 24 hours in advance with details on what maintenance is
being provided and the expected downtime.
Site Hosting
In order to provide ongoing software updates, reliability and uptime, Site-in-a-Box is offered as a
hosted web application. This means the site is hosted on Project A's in-house servers. Project A's
servers utilize Microsoft web servers with separate Microsoft SQL database servers. The servers are
constantly updated with the latest security patches and updates. The servers are guarded against
known threats including denial of service, brute-force, payload, and SQL-injection attacks. Security
is also provided by hardware and software firewalls, as well as intrusion detection systems. In some
cases a municipality requires that the site is hosted on city-run servers. While not optimal for
ongoing upgrades and patches, remote installs of SIB can be accommodated.
Project A configures its servers to ensure optimal load time of web pages.
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rojectA
Client Training and Support Resources
Client training is offered as part of our initial Site-in-a-Box agreement, and additional training is
offered as needed at our normal hourly rate. Clients can take part in training in-person, via the web
or through phone conferencing. After client training has taken place, there are extensive support and
training resources available online to reinforce the personal training. The resources, which include
both documentation as well as walk-through videos, offer our clients a quick and easy reference for
Site-in-a-Box. Our support staff is also available via phone and email to answer any questions you
may have that are not covered in our online guides. Support is available during normal business
hours, Monday through Friday from 8am to 5pm PST.
Redundancy and Scalability
Project A's servers are equipped with several levels of redundancy-to-ensure the availability of each
of our client's websites. All of our servers are equipped with battery backup in case of power failure,
with natural gas powered generators available for longer power outages. The servers themselves are
set up with RAID technology and hot swappable hard-drives to ensure that all data is safe and
secure.
Our municipal clients have virtually unrestricted access to bandwidth and are on limited shared
servers to ensure complete uptime during large surges of traffic. Multiple options are available to our
clients for increased server power and extended large-bandwidth usage that can be implemented
shortly after it is requested.
ADA Compliance
All of our websites are designed to be Section 508 ADA and WX compliant. Our Site-in-a-Box
software allows our clients to edit and maintain their website while staying ADA and W3C compliant.
Support
Project A offers multiple support options. Online support offers our clients a convenient way to easily
submit support requests. Requests are automatically directed to the correct personal and tracked to
make sure of timely response. Phone support is available to our clients during regular business hours
with emergency phone support available 24/7. Premium support packages are available and can be
customized to fit your specific needs.
Security
Site-in-a-Box offers an SSL encrypted backend, along with the User and Role Manager feature, to
create a secure interface for site updates. Front-end SSL encryption is also available for pages that
require this added layer of protection.
For security related to hosting, please see the hosting section.
Page 6
Scope of Work
Project A offers the City of Ashland the most cost effective solution for their website, given the City
is currently utilizing Project A's content management solution. The City of Ashland's current Site-in-
a-Box solution has the capability to fulfill the City's current needs outlined in the RFQ, as well as
future needs that may arise. Project A will continue to offer the City of Ashland a hosted website
with the following features:
• A website with a design that offers an interactive and friendly experience for website visitors
that is also easy to navigate.
• An optimized website that loads and performs well on low and high-speed connections.
Project A operates its hosting facility directly on the Ashland Fiber Network, which provides
an extra layer of speed for Ashland residents on AFN as well as City staff.
• An intuitive navigational structure that uses a hierarchical menu structure and provides
visitors with "breadcrumbs" and dynamic site-mapping.
• Robust search capabilities provided by a Google Mini Server Appliance, the most advanced
search technology available. Searching returns information by keywords, searches documents
including PDFs, and returns results that can be sorted by date, content type, and relevance to
a search string.
• A search engine that can be customized with premium search results designed to highlight
the most visited pages, or that the City determines to be the most helpful based on Keyword
Matching.
• A website structure with a unified theme and branding.
• Capability to subscribe and to be notified of updates to pertinent content areas, such as
agendas, minutes, news releases, calendar events, employment, RFPs and more.
• Site-in-a-Box Members tool for the setup of profiles for key officials with contact information
and archiving if the official leaves.
• Site-in-a-Box CCB tool for the setup of and Committees/Commissions/Boards that have their
own tools for managing agendas, meeting times, and archiving for ad-hoc committees that
expire.
• Site-in-a-Box Image Manager tool, for managing image files to be accessible site-wide and .
with ALT information requirements for ADA compliance.
Site-in-a-Box Links tool for managing links to be accessible site-wide.
• Site-in-a-Box Calendar tool for managing scheduled events to be accessible site-wide, by
department or campaign, and downloadable to common calendar software.
• Ability to embed streaming video in common formats as well as embedded flash video from
video hosts such as Vimeo and YouTube.
• Site-in-a-Box Survey and tool that allows for creating, publishing, closing, and pulling
response data from online surveys.
• SIBConnect which integrates the City's news feed with Twitter, Facebook and LinkedIn*. *via
Twitter
• A design that allows for the interlinking with social media outlets, such as Twitter, Facebook,
LinkedIn, and YouTube, for the delivery of government information onlinet
• A design that makes RSS feeds available to visitors.
• City staff will have the ability to post to the website from any computer terminal with an
Internet connection, unless the City wants to only allow changes to the site from the City
network.
• A secure website that utilizes software and servers that are protected against all currently
known threats, with practices that ensure that all future threats are limited.
• Content publishing approval process governing access and control of images, documents,
pages, department sections, menu items, events, and dates for content publishing.
• Ability to preview any content prior to publishing.
Page 7
• 3ihe'in'a'DoxVYY3lVVYGeditnrtha\ providescontentediUng0oo|ssuchashypedinks, speU
checker and formatting tools as well as others without the need of HTML tags.
• 'Ability to set approving staff beforefinal publication of information occurs.
• Website analytics through Google's Advanced Analytics which provides data on page hits,
views and sessions by City department, City division, campaign, and individual pages.
Notification nf errors and error types.
^ VVehsi8c hosting services with superior service levels.
° Awcbsite that is compatible with the top three website browsers in the market, reviewed
quarterly.
,
Face-to-face training for City staff, provided as needed at Project A's normal hourly rate.
^
A website that is structured to be ADA accessible and in compliance with Section 508c. The
City of Ashland can request training to ensure that content is maintained properly to ensure
accessibility and compliance.
^
Site-in-a-Box Formbuilder tool to create simple online forms, publish them for use, archive
them once unneeded, and with data export tools to automatically and/or manually route data
submitted via the forms.
°
Site-in-a-Box Employment tool that allows for online job postings and application intake. An
optional HR Application Tracking System named "3ob Manager" is available as an employment
module upgrade.
^
The Site-in-a-Box solution is built on Microsoft Active Server Page and MS SQL technology.
Project A will optionally develop the following new services for the City ofAshland:
• A dynamic mobile website that offers visitors the information that is most pertinent to mobile
users.
• Project A iTracker software that allows constituents and staff to input requests which can be
managed through simple routing and workflow, and report status. If a more robust solution is
needed, additional options include integration of 3 rd party constituent relationship
management software, ur building a fully custom web application.
Page 8
�� �� " rojectA
QUOTE
For the City's budget year beginning June 1, 2011 and ending May 31, 2012
Hosting and Maintenance
TASK DESCRIPTION COST
Hosting Standard hosting, software/server maintenance and basic support for 3000.00
Site-in-a-Box is $250 per month (based on bandwidth and storage).
This will be an ongoing monthly cost billed quarterly or annually.
Total SIB Site Hosting Year 1: 3000.00
Website Development and Upgrades
TASK DESCRIPTION COST
SIB Module Licensing and setup for SIB Mobile - This module allows City staff to 1200.00
maintain a mobile users section and create information for the mobile
user.
Graphic Design Creation of mobile design mockup based off current design of main 570.00
website. 6 hours.
iTracker Software Licensing and setup of iTracker software for the City of Ashland. The 1400.00
iTracker software allows the City to accept support requests from
constituents or staff, route them to the necessary personnel, and track
progress.
iTracker Training Project A's support staff will provide training on the use of iTracker for 570.00
up to 3 key users. 6 hours.
iTracker Hosting iTracker server hosting is $50 per month. This is an ongoing monthly 600.00
cost billed annually.
Google Mini Google Mini server hosting is $50 per month. This is an ongoing 600.00
Hosting monthly cost billed annually.
Total Development and Ancillary Application Hosting Year 1: $4,940.00
Costs for Budget Year 2 and 3 (optionally Year 4 and 5)
Yearly costs will stay consistent for recurring application hosting for the term of agreement. Web
development and support costs will vary depending on the amount of feature requests, training,
support and other requested items. Project A understands that requests will generally not exceed
$5,000 for the budget year and will collaborate with City staff to propose solutions that fit within this
budget. Project A's normal hourly rate is $95 per hour.
Project Timeline
As the City currently utilizes Project A's Site-in-a-Box as their CMS, a proposed timeline only
includes additions to current capability. This may include a mobile version of the site, an Incident
Tracking component for constituents and/or City staff. Initial planning and definition of these new
modules could start within two weeks of signing. Design and Programming could commence by
September 2011 with completion by the end of 2011.
Page 9
a
Project A Terms and Agreements
Project A bills on a monthly Time and Materials basis. The total cost of the project will be the actual
hours of work performed plus any software license. The above amounts are an estimate based off
the requirements of the project outlined in the City of Ashland's RFQ entitled "Request for Quotes for
Website Hosting, development and Maintenance".
Project A, Inc. staff will notify and receive approval from City staff before exceeding this quote.
Change orders will be required for all work outside the estimate scope and all development hours 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 transaction, the
client assumes all responsibility for reporting and paying the tax.
Project A is an Application Service Provider. It is assumed the site will be hosted, updated, and
maintained on Project A servers. Software upgrades to current site tools are included in our standard
Hosting Contract.
Client is responsible for all page content including photos. Any work beyond the-scope of this Quote
will require a signed Change Order Agreement between Project A and the Client. Client is required to
review these specifications and the legal information at http://www.Qroiecta.com/lecial.asl) and
agree to, and accept, the terms and conditions. This offer is good for 90 days from the date it was
quoted.
Page 10
CITY RECORDER Page 1 /1
ASHLAND CITY O F
�. -= DATE:w=i€'�`-': ". �`_`.PO NUMBER':b+=`
20 E MAIN ST. 9/1/2011 10431
ASHLAND, OR 97520
(541)488-5300
VENDOR: 000712 SHIP TO: City Of Ashland
PROJECT A, INC (541)488-6002
5350 HIGHWAY 66 20 E MAIN STREET
ASHLAND, OR 97520 ASHLAND, OR 97520
FOB Point: Req.No.:
Terms: Net -• Dept.:
Req.Del.Date: Contact: Ann Seltzer
Special Inst: Confirming? NO
:.4uariti S,,Uint , 'h:,,;- ' .•, �, ,.+,.'�ai . ...Desch don �'., .. . . . �` :: `:� mtPnce,S.;;11 � ' Ext.,Pnce -
12.00 Mo Web Server Hosting $250.00/Month 250.00 3,000.00
12.00 Mo Google Search Engine$50.00/Month 50.00 600.00
Web Development @$95.00/Hour 5,000.00
Contract for Personal Services
Beginning date: 07/01/2011
Completion date: 06/30/2014
SUBTOTAL 8.600.00.
BILL TO:Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2028 TOTAL 8,600.00
ASHLAND, OR 97520
..r. - .. f _ . °iAcounm P Acoun rojectNmbW',;?,
E 7110.01.02.00.604100 8,600.00
Authorize Signature VENDORCOPY
FORM #3- CITY OF
-ASHLAND
REQUISITION Date of request: 1 V,30 //
Required date for delivery:
Vendor Name O'lRirC'-P 19 14,
Address,City,State,Zip per,
.Contact Name&Telephone Number
Fax Numbei nn�J,,�'rrzCL�-�
J Ua4d V�� q`'U7
SOLICITATION PROCESS
❑ Exempt from Competitive Bidding ❑ Emergency
❑ Written Findings(Form attached) ❑ Invitation to Bid (Copies on file) ❑ Written findings attached
RL Quote or Proposal attached Date approved by Council: ❑ Quote or Proposal attached
❑ Small Procurement Cooperative Procurement
Less than$5,000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon
Note:Total contract amount,including any Date approved by Council: Contract#
amendments may not exceed$6,000 ❑ State of Washington
Intermediate Procurement t/ / j I L Sole Source Contract If
GOOF aWritten ES G dtt�ngs(Form attached) ❑ Other government agency contract
$5,000 ❑ Quote or Proposal attached Agency
❑ tes attach d Contr act#
PERSON SLA ERVICES ❑ Special Procurement ❑ Intergovernmental Agreement
$5.000 to$75,000 ❑ Written Findings(Form attached) Agency
,-less than$35,000,by direct appointment ❑ Quote or Proposal attached Contract#
[� (3 Written proposals attached Date approved by Council: Date approved by Council:
Descrrp lon of SERVICES Total Cost
wtU �i A 4,a5-0 p/.Y, y ,30
�j00cj�2 art/c(ti n� bIJ p�M $ y-�
Item # Qu ntity Unit Description of MATERIALS Unit Price Total Cost
TOTAL COST
❑ Per attached QUOTE $
Project Number______•___ Account Number 419y4oAccount Number___-__-
Account Number Account Number ___
'Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach extra pages if needed.
By signing this requisition form,I certify that the information provided above meets the City's public contracting requirements,and the documentation can be provided
upon request. n/ . //A/ ',[
Employee Signature: Z^ . n d] r 1Lt/UlT— Department Head Signature:
Additional signatures(if applicable):
Funds appropriated for current fiscal year.- / NO
Finance Director Date
Comments:
G FinanceTrocedumlAPTormsTorm#3-Requisition Updated on:8/302011