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Home My WebLink About2000-120 Contract - Project ACITY OF ASHLAND CONTRACT CITY OF ASHLAND, (CITY) CONTRACTOR: Project A, Inc. 20 E. Main St. Ashland, Oregon 97520 Address: 340 A St Ashland, OR 97520 (541) 488-5300 FAX: (541) 488-5311 Telephone:541-488-1702 FAX:541-488-1851 DATE OF AGREEMENT: See attached BEGINNING DATE FOR WORK: See attached addendum addendum COMPENSATION: See attached COMPLETION DATE: See attached addendum addendum WORK TO BE PROVIDED: See attached addendum ADDITIONAL TERMS: See attached addendum CITY AND Contractor AGREE: 1. All Costs by Contractor: Contractor shall, at its own risk and expense, perform the work described above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance of such work. 2. Qualified Work: Contractor 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 work to which they will be assigned in a skilled and workerlike manner and, if required to be registered, licensed or bonded by the State of Oregon, are so registered, licensed and bonded. Contractor shall also procure and maintain a current City of Ashland business license. 3. Completion Date: Contractor shall start performing the work under this contract by the date indicated above and comptete the work by the completion date indicated above. 4, Compensation: City shall pa'/Contractor for work performed, including costs and expenses, the sum specified above. Once work commences, invoices shall be prepared and submitted by the tenth of the month for work completed in the prior month. 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 5. Ownership of Documents: All documents prepared by Contractor pursuant to this contract shall be the property of City. 6. Statutory Requirements: ORS 279.312, 279.314, 279.316 and 279.320 are made part of this contract. 7. indemnification: Contractor 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 Contractor (including but not limited to, Contractor's employees, agents, and others designated by Contractor to perform work or services attendant to this contract.) Contractor shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs, judgments, or other damages, directly, solely, and approximately caused by the negligence of City. 8, Termination: See attached addendum. 9. Independent Contractor Status: Contractor is an independent contractor and not an employee of the City. Contractor shall have the complete responsibility for the performance of this contract. Contractor shall provide workers' compensation coverage as required in ORS Ch 656 for all persons employed to perform work pursuant to this contract and prior to commencing any work, Contractor shall provide City with adequate proof of workers' compensation coverage. Contractor is a subject employer that will comply with ORS 656.017. 10. Insurance: Contractor shall, at its own expense, at all times during the term of this agreement, maintain in force a comprehensive general liability policy including coverage for contractual liability for obligations assumed under this Contract, blanket contractual liability, products and completed operations, owner's and contractor's protective insurance and comprehensive automobile liability including owned and non- owned automobiles. The liability under each policy shall be a minimum of $500,000 per occurrence (combined single limit for bodily injury and property damage claims) or $500,000 per occurrence for bodily injury and $100,000 per occurrence for property damage. Liability coverage shall be provided on an "occurrence" not "claims" basis. The City of Ashland, its officers, employees and agents shall be named as additional insureds. Certificates of insurance acceptable to the City shall be filed with City's Risk Manager prior to the commencement of any work by Contractor under this agreement. These certificates shall contain provision that coverages afforded under the policies can not be canceled and restrictive modifications cannot be made until at least 30 days prior written notice has been given to City. A certificate which states merely that the issuing company "will endeavor to mail" written notice is unacceptable. 11. Assignment and Subcontracts: Contractor 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. Contractor 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. Fed. ID # CITY OF ASHLAND: Ci~dministrator CO~'ENT REVIEW: (City Dept. HeadJ Date: FORM REV/EW.. .(City AttorneyJ Date: Coding.~( ~ ~ /~ ~ ~//~ ~ /'~/'~or City purposes on/y) ~'f.~-~'~ ,~-~'~'-- ~/ Web site Design, development, hosting and maintenance contract between the City of Ashland and Project A Addendum to Contract Prepared by City of Ashland, February 10, 2000 Contract Definition Project A will provide the City of Ashland with two related services over a multi-year period. Each of the services provided will operate under the same terms of this agreement unless otherwise specified. The first service will consist of hosting and server maintenance for all contents of the internet site identified as www.ashland.or.us. This service will be identified hereafter as the hosting agreement and a detailed definition of the service can be found in the scope of work section of the agreement. The second service will consist of design, development, deployment and internal training for the content provided on the interact site identified as www.ashland.or.us. This service will be identified hereafter as the development agreement and a detailed definition can be found in the scope of work section of the agreement. Scope of Work The hosting agreement will include importation and storage of data, server monitoring, hardware maintenance, maintaining interact 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. 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 seperate 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 task 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 $75 per hour. The number of hours billed for development will be based on the estimates provided in the individual task agreements. The City understands 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 if the actual development time exceeds the estimated development time without prior written approval from the City. Fees for services provided in the hosting agreement are billed monthly at a flat rate of $250. This flat fee provides the City with 200 megabytes of storage space and 1000 megabytes of bandwidth to the site each month. Additional storage and bandwidth will be tracked and billed by Project A quarterly. Additional storage will be billed at a rate of $1.25 per megabyte per month. Additional bandwidth will be billed at a rate of $.10 per megabyte per month. Billing 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. Invoices will seperate the fees into catagories for hosting and for development. The development fees will also be labeled to indicate which particular task is being billed. Contract Term This contract has an expiration anniversary date of June 30, 2001. However, 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 anniversary date. If no termination notice is provided prior to the 60 day notice period, the contract will automatically be extended for one additional year with all original provisions applicable. 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. If 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. Agreement The following signatures indicate an understanding of and agreement with the terms and conditions of the contract. City of Ashland Title Proj~, Inc. Title Date Accepted Date Accepted CITY OF ASHLAND 20 E. MAIN ST. ASHLAND, OR 97520 VENDOR: 000712 PROJECT A. INC 340 A STREET ASHLAND, OR 97520 SHIP TO: PAGE i 07/27/00 ] ~ City' of Ashland (541) 488-6002 20 E MAIN STREET ASHLAND. OR 97520 FOB Point: Terms: Net 30 days Req, Del. Date: Special lnst: Req. No.: Dem.: ADMINISTRATION Contact: Greg Scoles Confirming? N Quainter' :Ur~tt Desc~q~tion Un~ Price Ext. Price 3LANKET PURCHASE ORDER ~e~ S~e Hosting 2000-2001 3 600 OC ~eb Site Development 2000-2001 25,000.0( :~o~ ~ exceed $25 000.00 : : SUBTOTAL 28,600. OC BILL TO: Account Payable TAX . OC 20 EAST MAIN ST FREIGHT .0C 541-552-2010 TOTAL 28,600.0C ASHLAND, OR 97520 710.01.05.00.604100 28,600.00 CITY OF ASHLAND 20 E MAIN ST. ASHLAND, OR 97520 (541) 488-5300 VENDOR: 000712 PROJECT A, INC 340 A STREET ASHLAND, OR 97520 DATE 01266 SHIP TO: City of Ashland (541) 488-6002 20 E MAIN STREET ASHLAND, OR 97520 FOB Point: Terms: Net 30 days Req, Del. Date: Special lnst: Req. No.: Dept.: ADMINISTRATION Contact: Greg Scoles Confirming? No Quanti~ Unit ~.-~--~ Description Unit Price Ext, Price THIS ISLA~ISED. D.D/flURCHASE ORDER , BLANKET PuR-C~ASE ORDER Web Site Hosting 2000-2001~ 3,600.00 Requisition #2365 ~ Web Site Development 2000-2001~ Not to 25,000.00 exceed $25 000 00~ Requ s t On #2365 Additional charges for web site 10,000.00 deve 0pment ~ Per requisition 1623, Jan-July 2001 SUBTOTAL 38,600,00 BILL TO; Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 38,600.00 ASHLAND, OR 97520 : AccoUnt Number AmoUnt Acc0unt Number; ; Am0Uht :; E 710.01.05.00.604100 38,600.00 A~u~t~nonzecl ~5 gnature VENDOR COPY PROJECT A SO FTWARE SOLUTIONS INTERNE? SOLUTIONS 624 'A' A~lo~d, Om~n 97520 voz 541/468-1702 [o~ 541/486-1851 800/8~9-76~9 ww'~.prQiaao.cem City of Ashlnmi - Dynamic Interact System Devclopmcnt Pro~ect Specific~(iona City of Ashland Web Development Project Specifications Project Definition Pwject A will design, develop, nnd deploy a new look and feel for the City of Ashland World Wide Web Site known as http:/!www.s*hlsna or.us/. In addition, Project A w/Il design, develop, deploy and prey/ch: h'ainin~ for an Interact update synton for City of Ashland "Content Masters". This will include e~',ablishing the detailed guideltnea for the in~rasiruoture, both hardware and sol'are4 and the process by which the content is added, maintained, and supported_ Scope of Work This project requires project A to perform several functions, including System Analysis, Design, Development, Testing, Documentation, Deployment, and Training. For more details about the scope of work for each area to be hnpzoved or developed, refer to the attached Web Development Plan Phase One. Deliverables and Milestones There are four deliverables, which define the mile, stonea for lids project. · The first deliverable will be the redesigned look and feel and navigation of the entire site to facilitate dynamic content delivery me~h-~;sms. · Thc second deliverable will be the integration of dlmnmlc llpdate tools into the site. The third deliverable will be o~site trainin~ for "Content Masters" in the use of the tools to update the site. · The fourth deliverable will be the r~deployment of the ~ite to the major search engines and the erection ~ pla¢inE of banner ads on lo~al sites with heav~ ~raffic. Milestones 'fhe eatimated timeline for these four milestones is as follows. Thc first nfilestonc will be met within forty-five (45) days after the ac, ceptan~e of these Projeet Specifications, and the recelpl of the deposit. AU other milestones will be met within 45 days of the acceptance of the new look and feel. Since completion of this project is timely a response to each deliverable is critical. City of Ashland agrees tO provide a singlc point of contact to assist in the gathering, organization and layout of the new content areas. Cit~ of Aslda~d also agr~a to provide a response to each deliverable wi:bin three business days. Spedalizin9 I. Ctmom G~ ~ - Iflmmet · I~mnet · Ac~ · VlsuM Irtk · W~om NT · Mulflm~lla" Nolvnxldng · Training -CAn~I!Ing sol~h~,~ 19';o. SOFTWARE SOLUTIONS INTERNET SOLUTIONS vo~ $4T/4BS-1702 lex 541/498-1651 8O0/859.7639 Cily of Ashland - [~mamic lateme! Syslem Deve~apmeat Project SpecificaUons Costs Thc total costs £or this projcct arc dependent on the total hours involved in peffo~i-g all o£the functions necessary to complete the project, billed at ~ rate o1'$65 per hour. The total hours are estimated to bo two hundred and twenty-five (225) hours. It is agreed that this project will not exceed two hundred a~d twe~ty-fivc (21L~) hot~s or $14,625 without writtcn approval from City of Ashland, The trams'of payment for these costs are as follows: A deposit equal to twenty five percent (25%) of the estimated hours, or $3656, is required bofote work cc~r~eaces. A Purchase Order for the fifll contract amount can be used in place of the deposit to initiate this contract. Actual hours, in quarter hour increments, will be invoiced montkly. Invoices seut will first fully retire the deposit before any additional balances w/il become due. All invoices are due within thirty (30) days. Invoices not paid within thirty (30) days will be assessed a 1 ~ percent ~w~noe charge. Agreement We have carefully reviewed these specifications s,~4 agree to and accept thc terms and conditions. Customer Con~ractor By Na~e --. Name Title Title Date Accepted Date Accepted SpecJoliz]ag in C~om C]ien~ Senec · hhmmet" In{mm - Aa~ · Yaaal Ba~£ · 1/fudaves ~ · MgtJrnedia · Nelex~ddng · Y~nlng oCdaflsd{i~ Sa~:{T{~,~4}~ 1990. World ~ ~ Development ~ E~ Project A will propose, develop, imp[cmen~ msin~in ~d m~ag= ~c additions to ~e Interest site k~own as ~.~and.or. ua. P~J~t A will work closely ~ CiW pmonnei go ~her define a~ or development and additions to ~e web site. ~e goal or~ls ~k is &e mleue of thc CiW web site for public usc on World Wide Wcb. Scope of Work The silo will be brought to completion using the cnn'ant layout or "look and fc~l" and navigation tools. Modifications will bc made to the site in aocordanoe with the feedback collected in meetings with City o1' Ashhmd staff. The following areas will be addressed in this phase of'the project. · Implementation of the dynamlG updam eels. · Events · Meeting Agendas and Minutes o . News Releases · Employment · Home page links Deliverables There is one deliverable for this task. · Completion of development and posting o~' the web sim u~ P~ject A Servers in the v~v',v,ashland~r.us domain. Timeline The estimated timeline for the projeot is a~ follows. Development shaU begin immediately following the sigain8 ofthls agreement. Release date for the complemd site is set for .Ta~uary Costs The total costs for development of this phase of the project are dependent on thc total hour~ involved in p~:fforming all of the funotions ne~essar/to complain the project, billed at the rate of $65 per hour. The total ~.ours that is astimated for this phMc of project is two hundred and thirty (230) hours, It is agreed that this project will not exceed two hundred ced thirty (230) hour~ or $14,950,00, SOFTWARE SOLUTIONS INTERNET SOLUTIONS Agreement We have carefully r~vicwed these specificatjon~ and agree to and accept the terms and conditions. Date ^cocpted I 1.16,9;~ Specializing in Custom Intrenat · Internet · Cllentl6erver~. Database · NT. VB · Ace®el Solutions Si~oe 1990 :OJECT A SHLAND www.praJeGte.com World Wide/Web Site~q~faining and Documet~tatlon Task Definition Project A will provide ~'aining end documentation for the use of the dynamic update tools known ss Active Content. In addition do;umentation will be provided covering the entire tool Scl and their use. Also included in this task will be deployment of the site to the search engines and planning for furore phases of thc project. Scope of Work This task requires Project A to perform several functi0us including Izroup training, documentation, on-site training for individual Content Masters and support. In oddities this task includes deployment to nil of ibc major search engines. The ful]owln~t areas will be addressed in both training and documentation this phase of ~he project. Implementation and training for the dynamic update tools. · Meeting Agendas and Minutes News Releases · Emplo)nnent · Home page links · Planning and prioritizing the areas of lustre development. · Training for CiO' Content Masers. · Deployment of the site to Internal wide sea~c, h engines. Deliverables There are three deliverable~ at this stage of the project: 1. Deployment of the web site to search engb~e~ with 25 key words and an 80-word description. 2. Training in the use of the dynamic update tools. 3. Documentation of the reels and support for the Content Masters, Timeline The estimated timeline for the project is as follows. Deployment of the site will be completed by Sanua,-y t 5,1999. Training in the use of the tools is to be scheduled and completed no later that January I 5,1999. Planning for the f~mre development of the site shall be ongoing. Coal3 The total costs for development of this ph~e of the project are dependent on the total hours involved in performing all of the functions necessary to complete the projeet, billed a: the rate of $65 per hour. The total hours U~st is estimated for the oompletion of thin project Is seventy (70) hours, h is agreed that this project not exceed seventy ('/0) hours Or $4,$50 without written approval ~rom Ci~ of AJhland. Agreement We have ~am~ully reviewed these sp~illcatlons and agree to mid accept Ibc lama and eondhions. SOFTWARE Customer Contrectot~:7 . ! SOLUTIONS iNTERNET B~~ SOLUTIONS N~e Title Date Aocepted I I. 16/98 UJI L,;t Hosting end Maintenance Specifications CITY OF ASHLAND World Wide Web Site Hosting and Server Maintenance Specifications for 1998 prepaid by PmJ~et A.. JuLy 2s, 1~8 Task Definition Project A will maintain and manage the additions to the [nterne~ site known as www.ashland.or.us. Project A will store and maintain the contents of that site on servers connected to the Internal via a high speed T-1 connection. This task shell be ongoing and the site will be monitored twenty-four hours a day seven days a week. Scope of Work This task requires Project ^ to perform several functions, including importation and stem. go of da~., server monitoring, hardware maintenance, maintaining Imernet connectivity for the domain, beck up of data. on-call personnel to respond if required. In addition Project A will pcrform upgrades and updates to the web site as agreed upon by both panles. Costs Hostin§ and server maintenance services are offered at a flat rat~ of S250,00 per month. This figure is ba.~-.,d on two hundred (200) megabytes of storage'~paee and 1000 megabytes of bandwldth to the site per month, Additional storage will be tracked and bille4 quarterly et the rate of $1.25 pet me. byte pc* month or $12.50 ~or every 10 megabytes. Additional bandwidth wlll be tracked end billed quarterly at [h: ~[e o~$t 10 ~y megabyte per month or $50 for every 500 megabytes...amy additional maintenance end/or development will be billed in quarter hour ineremee~ at $65 per hour and Invoiced monthly, The terms of the payment for the, so costs are as follows: Three months of Hoqlng, Storage and Maintenance servine payable et the time these Specifications ate a~capted, Invoices for additional throe- month increments will automatically be sent during the final month of' esot three-month period, end ~dli reflecl any chwages in the size et' storage space or bandwidth requited. The first three-month period will be August I. 1908 through November 1, 1908, Either patty may terminate or modify this agreement wilh thirty. [301 drys wrltten notice, Total amount in,tinting this agreement is $750 payable on or within 10 days of'August I, 1998. Agreement We have carefully ravia,ced these speCifications and agree to and accept the terms and conditions. [)ale Acecpled Contractor/'/, /j . . / Title ~ ..... Date ^c=epted 09/01 lug · Ollant/gerYer a Database · NT · VB · Aoeeee Solutions Since 1990