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1462 Vision Internet Exhibit A-1PURCHASING DEPARTMENT TRANSMITTAL MEMORANDUM TO: Mayor RE: Vision Internet Agreement Exhibit A -1 ,l The item(s) noted below is /are attached and forwarded to your office for the following action(s): ❑ Development Order ❑ Final Plat (original mylars) ❑❑ Letter of Credit Maintenance Bond ❑ Ordinance ❑ Performance Bond ❑ Resolution Once completed, please: ® Return originals to Purchasing ❑ Return copies Special Instructions: 6 L Cu K q ❑ Mayor's signature nde ng ® Safe keeping (V ❑ Payment Bond ❑ City Manager Signature ❑ City Clerk Attest/Signature The original contract was executed this Exhibit needs your initials to merge with the original contract. PJ AW Marisol Date T:\Dept_ forms \City Clerk Transmittal Memo - 2009.doc Following is the Soppre of Work for the City of Sanford's M ity ") website to be performed by Vision Internet VContractor "). I this document the words "we," "U$ and "'ours" refer to Contractor, The word 'you" refers to City. Imptementatlon of the white wiN iridude; • Ai�ttl0 A yirebste design that refletts,the City, draws people in, and makes it immediately obviocit that the website is the best place to got information and access resources • I�j . 1146 rrnation should be easy to find with the most important information accessible from the homepage to nuke it easier f or webste visitors. • M: Contractor will implement the Vision Content Managemexnt System IVCMS) to facilitate management of content to non = technical staff througtu*ut City. M • Interactive corriPonents and features'will onake the: wsb*te more engaging white improving usabtl'ity and simpli fying content updates for staff, julautaled eb 2.tMay 2A Your new website should include Web 2.0 features such as f tS5 feeds, "8tiolcmatk C share' links, and I1nks to Googte maps to enable more immediate, fluid and targeted communications to your audiences. s Existingweb= applications and databases should be ►ncorpor�ated to the new website. Each of these recommendations is discussed in more detail in the sections that follow. Attractive Design City will have a design that makers it stand out among cities on both a regional and national basis. The City's w+ab, e m ill be inviting, easy to use, and will reflect your unique identity.. This Will be act ishOd through the following design charaderisk'res: a [►that reflects your community and that captures the essence of the City. a that makes important' information available from the • E • C naviga EW • SAWA locate on th4 tod.glagm of recognizable landmarks, scenery of the City, and the local area. MiJOAAW feet throughout the site to make it easier for website visitors to 9 t he site and fend information they need.. making it accessible to persons with disabilities. I" - draft dmMAMW helping users to quickly understand navigation and iforrnatlon with the least amount of clicks. showing the user's current path to let them know exactly where they are Page 1 City's. tn»tials: Con#rao*es Minsk:; Exhibit A -1 Intuitive Navigation For your website, we recommend organizing information by department, topic, andlor target users. Contractor's approach allows users to .find information in the variety of ways that are most important to them. This is because content is available through multiple "paths" making it simple for users to search the site regardless of their preferred method.. Content Afena System The City's website will utilize VCMS which was creates! in Microsoft ASPMET and SQL Server. Upon final payment, Contractor will provide City with the source code for City's own use. Inter noted Web 2 it /GoV 2.0 VCMS includes numerous Web 2.0 /Gov 2.0 features built in. 'These helpful and handy features include RS$ feeds, *Oookmark & Share" links, and more, . Interactive Components and Features In addition to the creative design, effective navigation, and easy to use V US, we will provide the City with interactive components for managing special types of content. The Interactive Components to be utilized are. • Archive gin • Lir • Audit Traii Log i M Automatic Content Archiving + R( • Content Review and Publishing a Su • Component Manager • R4 • Content Scheduling # Ul • Document Central R4 • Email Address Maaking. ' W • image Library • W +0 Adv*nCeO W a Paste from MS .Search and Ito * Spell Checker • Unsi • Automatic Breadc UW* • r Connected Pages •` NO ' included with Contractor hosting. Page 2 Exhibit A -1 land • Bush factory' . ` .hib Pt Calendar System (Monthly, Weekly, • News Bally, and Yeerfy Views) RFP h Commun 'Spotlight 0 Rotat • Dynamic Homepage • Service • Form airid Survey Tool • Staff C • Frequently A Aod Questions • Sticky raov8109 it Woof DEPARTMENT MANAGEMENT • Department-coeval Administration • Calendar • FAQ o News • Photo Gallery • Staff Directory Department -level Navigation Department-level Sitemap Dynamic Department Homepages • Agenda and M inutes Manager • • Audio and Video E mkieddingY • Bookmark and Shale • e- Notification • Emergency Hom ago Alert Event Share rectory ewe . U�iddate x CormacWr sloes not provide streaming media; however, the Vision CMS is able too videos such as YouTube City's initia CAnxraCtor's Ir►idets: Page 3 Exhibit A -1 • Dynamic Reader Download Links a Table Acoass • Google Translation :I ntegration, Each of these interactive components is described in detail below. Customization of the Vision Content Management System includes the frontend graphic design and layout as well as adding or subtracting fields for your specific needs. Administration 'Cools VCMS inclines a number of functions that make it extremely easy for your non - technical staff to manage website content. The most important include;; • Browser« , A"nistration that allows for easy management of content by anyone who 'is familiar with surfing the Internet and using basic word processing programs. There is no need for your staff to know programming when updating content. This allows authorized staff members to update, delete, and create new :pages based on a predefined template, and insert them into the websiWs navigation. ; dMM MasWM which prevents spammers from getting the email addresses of your 'employees when crawling your site: • MultiAag Fitt Upload where users can upload multiple files from multiple locations simultaneously. • Eage.H jdjW r which allows staff to hide unpublished pages from public viewing, that enables you to easily create finks to any page in the webshe or to other websites. • �aste Text from Microsoft Word to make it easier to add content to the websiite while stripping MS Word formatting and converting it to HTML. • Basch and Replace component that replaces a word or phrase within the page. * Agg, „AAmWbjr Uoo_n_ that offer; password protection to content management functions. Our sophisticated component allows you to grant management rights to specific _users or groups of users. Administration rights can be granted to the entire site or restricted to specific areas or types of content ti.e. by department). • Singk4guM Mb Publishine that permits administrators to update a single web page and reflect those changes on multiple pages throughout the site. S W Check to help you create content that is free of any embarrassing spelling errors. • SWsj that can be applied to such elements as tent, headers, and lists, thereby enabling you to create web pages with a consistent look. • Undo. Redo. and Tr car tools giving you the ability to recover from mistakes. City's in Corrtractor's:initit Page 4 Exhibit A -1 • MOCS lM Text Ldj or that is based upon► standard document creation components that make It easy for your non- technical staff to edit and format text. With the WYSIWYG (What You See is What You Get) editor, they can change font styles, colors, sizes, and formatting such as bold, italics, and underlining. Auto Archivin With Auto Archiving, your calendar, event, and news items are automatically archived on the website. This archive system helps ensure that information is available for future reference by both staff and citizens. A utomatic Alt-Tao AutomaticAlt Tags for images ensures compliance with Section 548 of the American Disabilities Act. The Alt= Text, which'is a short description added to your images, helps those reading content on your website with a screen reader to understand what the image is about. Automatic lmaue Resizi The Vision CMS features Automatic image Resizing, which converts your photos and graphics, into web ready images optimized for display on your web pages. Images are resized by the system upon upload, and files of non -web format such as .bmp and ,tif are automatically converted to the web-friendly .jpg format. f cogkrnar4 anel..S The Bookmark and Share component is a Web .2.4 feature that helps you spread your content across the web,, It makes it easy for website visitors to bookmark and share your content among their favorite social destinations on the web. This tool allows website visitors to share your content with popular social networking and news sites including Facebook, Twitter, Delicious, Digg, Reddit and MySpace Business Qis One way to promote local businesses is the use of a Business Directory in the City's website. This supports local industry and businesses by Increasing their ability to reach a national/international market while at the same time making residents more aware of them. When you "list businesses on your website, their individual webskes may receive higher placement in search engines because of your Zink to them. The Business Directory is an interactive index of local businesses. Your staff can post a business's name, description, location, contact information, links to their sites, and, df available, a graphic (ie. logo or photo). Users would then be able to browse an alphabetical listing of these businesses or filter the directory based upon categories you define. C �d@r . to interactive calendars are a staple .of local government websites and are an essential toot for your site's success. The dynamic Calendar System con be used to Improve attendance at your events and meetings by making it easier for users to find the types of events important to them. The Calendar System allows staff to create calendars for any department or category your staff chooses. These calendars can share events, preventing duplication of effort. City's i Contractor's Initials; Page 5 ibit A -1 Calendars can be implemented in a user - friendly monthly or yearly formt. To assist tam further, your websitwS Calendars will have filtering tools that allow turn to And information by month, category, or even departments. This makes it quite easy to locate specific information. Our dynamic Calendar System contains a number of advanced functions including: r Recurring events function Automatic archiving Integration With e- Notification component • Ability to create acid assign filtering categories to events Ability to restrict use of categories by specific staff s Ability to control which events to include on the homepage of the site • Ability to insert calendar pages anywhere in the site navigation e Ability to apply different calendar formats including standard Monthly calendar and a listing of everri Add to my Outlook calendar link Automatic .event address link to Google Maps for driving directions • Automatic RSS feeds Af07F Wth the e- NoMkown compote calendar events may also be broadcao to subsmryier via email. rnvnn 9r The Component Manager allows your administrator to create dynamic and user - centric ;pages.. 'Depending on the settings, content in the page can be automatically displayed and expired Without any managerial time from the administrator. for example, the administrator can create a component page displaying events of a particular category ardor department. When an event has expired, it will automatically be placed in a past events view. in addition, for some components, there are multiple views to layout content to enhance users` usability experience. This feature gives you the flexibirrty to create dynamic content pages in most any area of your website. Being able to draw attention to important information is a necessity on a local government website. With the Community Spotlight, your website on have a prominent area on the homepacye that highlights community events, rinnouncerrttts, ;and other information that would potlight be eeiatty important to your rexidents� Ycwr staff will be able to Irnk Gammuciaty S not to webpages with iaidditiorsal details anti cl�arrge the highlighted item to reflect current community events. Content in the site. Connected the may need to your website may be relevant to different departments, and appear in different navigation " areas .Pages, unique to Contractor, allows you to create multiple instances of any web. page and place them in different areas of the website. Changes made to any instance of s �Cor►nected Page are reflected. immediately across all other instances, saving your staff preraous time and eliminating duplication of effort, while keeping information on the website consistent and easy to find. City's Initial Page 6 Contraacws I , Exhibit A-1 Departrngat Man meat Key components on your website, including the dynamic Calendar System, News and Newsletters, Prequentl Asked Questions, and Job Postings, are setup to allow end-users to fitter through content U department Additionall y, your departments can choose to display their department-specific items on their own custom pages. For example the Parks and Recreation department can have their own events on their owh calendar. To provide consistency throughout the site, these department settings are managed in one- central location similar to the Component Category Manager, The DepadmentMar"er allow$ your weWo - a ft " administrator to add unlimited departments, rename existing department and delete an y,unused departme ents from the list. Any change made f this t6inponent - will ill autornatically'be reflected on all department functions throughout the website. Instead of limiting you to a certain number of department entries, this component empowers you with ukumift p okentit at as you maintain your website now and in the future. Document Central One of the main reasons people visit a local government website is to get information and download imp ortarit documents and forms. With the Document Central, wabsite visitors can easily find titre " information th need, and you can slash printing and distribution costs for all types of documents. Sasedon our extensive experience in content management, we recommend 20 centralized location f6rall documents. This, allows website visitors to browse for documents from a single, categorised R "on AS well as to access Information - m Individual pages within the website. Furtheftor#,,ft,aJIqm easier administrator inanegemant of files, thus preventing tonfusin , link's and en* there multivile v ersio ns of same d n prin the site. To 9 1 ere not, ons ocume prevent broken links in the website, the Document Central prevents detation of linked, ocument* and provides a complete list of pages linking to the documen d ' t to simplify wt6site We recommend all documents be stored in Adobe Acrobat PDF format to en able. everyone to view them, regardless of platform. However you May Upload most types of files including Microsoft Wo4 Excel, graphics files, and audio or video clips. Dynamic Breadcrumbs Dynamic Oreadcrumbs are an automated navigational aid that displays the website visitor's cur-rent path on the top of each page to lot them know exactly where they are on : the website. The breadcrumbs provide your webette visitors an extra method of navigating the site. Dynamic HgLngpage It is important on a city website to list the most current news, pro" releases, or events. This keeps the community informed while ensuring the website is fresh and timel e visitors to informationihe � It also exposes website y may not necessarily be looking for, ly A Dynamic Homepage automates this proms for your staff by displaying the Most recent information and automatically removing it when it is no longet,relevant. It Will save your staff time while guaranteeing that your homepage is up-todate. e-N!�tif ggti :on Increase communication, draw in more repeat users, and get important Information out more ,quickly, using our email based re- Notification toot Our t" provides a sign-up box allowirm cfyg - Contractoes rn Page 7 Exhibit A -1 users to add their email addresses to receive important notices, and set their preferences for the e- Notifications they would like to receive. Each registration is verified via a confirmation email that the user must respond to in order to complete the registration process. This same mechanism allows each user to change preferences including opting out from subscrip ion fists. To better manage the e- Notification process, your staff can see how magi subscribers there are for each category, plus edit subscriber information and export the subscriber database for use in other systems. The best part about our e- Notification tool is that it also integrates with the Calendar, ,Job Postings, RFP Postings, and News and Newsletter components, giving you the ability to broadcast event and news content from your website to your subscribers, There is no need to recreate the content. This integrated approach enables your users to sign up for diffe#ent types and categories of content on a single subsaiption page In order to have it delivered directly into their email box. In the case of sin emergency, it is extremely important for local governments to reach out to residents in 'the most efficient way passible. By doing so, potentially life saving information reaches those who need It most. Notifying the City's website users is simple with the Emergency i~)repage Alert. The notice is easily customized and can be prepared in advance with common evacuation or shelter € nformation. The l rriergency Homepage Alert would prominently cover the main area of the homepage so users would not miss it, Fc>rrRN1!`Me_Y T€Sol Interactive forms are the staple of an effective government w0mite. They allow users to communicate and interact with their government at.convenient times.. Contractoes Form/Survey M s. Keep in city uses, The Form/Survey Tool also provides you with the ability to easily create your own online surveys and track the .results in read t€rrte..in contrast to the traditional paper survey approach, online surveys are more convenient because they eliminate the time and expense of mailing back responses. Furthermore, you can display the results in several formats, including graphical representations. 'This allows your staff to aggregate the responses and view them in report format. The toot supports fill in the blank multiple choice, multiple select, and ranking type questions. It also has an export function so you can analyze the results using f xcA or any other program capable of importing CSV files. This Is a third party tool, so only graphic design `may be customized sand the Approval Cycle functionality is not available. Fq n What better way to build traffic to your webs€te than through the Forward to a Friend component. In content rich websites like yours, people will often fired information they want to share with others. With the forward to a friend component, you can easily forward a page of interest to a .coworker, friend or colleague. Additionally, the interactive nents will automatically have a link for forwarding to a friend. The simple form asks for #xtihe sender and recipient's °email addresses end, if they care to, allows comments to be sent with the page link. The recipient will receive a short email from their colleague d`Kecting them to a specific page on your w+ebsite. This component empowers your online visitors to share information from your website that they find particularly useful. Contractor's;... ; ; Page Exhibit A -1 Fr eguently Asked Quegions Frequently Asked Questions (FAG) are a website staple that visitors have come to expect. While traditional FAQs consist of long lists of questions that may overwhelm users, our component provides a simple and easy way for them to find the information they need!• Web** Vislao s are able to br&w the Est of questions (and answers) by categories you define. Mu +pte dories may be assigned to each question so that your visitors will be able to find answer based upon the category that best matches what they are looking for. Your staff will also love the feature because our component presents a much simpler solution to creating FAQs. 00estiotts and their associated answers are submitted through a simple and centralized interface. Our component does the rest! An action - oriented "I Want To...." navigation menu provides your website visitors with an easy, intuitive way to find the services they are looking for. Residents simply select an action from the menu (such as «pay,» "sign up for," "download,' etc.), select a specific action type (such as "pay - parking ticket" or "download - planning documents *), and they will be instantly directed to a page with the information or services they require. The Image 'Library is a centralized place where a!1 images used in the website are stored. This saves space because only a single version of each image is used on the entire site. This also provides greater control, as you can restrict the ability to add new images to .specific staff members within ;your organization. Images remain archived. when deleted to prevent accidental broken links within the website while the content management system tracks all pages using individual photos to make it easier for you to replace images in individual pages. The Image Library also incorporates several components that make managing images much easier. The y include automatic scaling and sizing of photos to the maximum size recommended for your website plus automatic alt-tag insertion for Images added to pages to ensure future Section 548 compliance. Job Postings is one of the most popular types of content on local government websites. By Posting ,jobs within the site, you are both attracting possible candidates and everting the flood of telephone inquiries about positions that do not exist. This, of course, keeps your admini$trativa costs down. Our Job Postings component makes posting jobs a snap. Your HR staff fills out a simple form with fields such as position, department, salary, and benefits. Staff can schedule when postings go live on the website and when they expk+e thus simplifying the process and reducing your administrative time and costs. To make it easy for users, postings can include interactive components for filtering available positions by category, type of position, .posting date, and salary. As is normal for all our components, your .staff is able to define the categories or dassifcmion of Job Postings. NOM WRh rte dr-Nothrkation CM7P0n0ntjbb ako be b. St tO $ via email Ciws I Contractor's lnitiuis' Page 9 Exhibit A -1 Multilincival Translation it is important to reach hon- English speaking residents, they are a major audience that may require your services. As part of your project, we can implement the free Google translation link . in your website. This link will direct weba+te visitors to the Google translation wobsite. We will provide links at the top of your homepage that allow for easy navigation between the different language sites. We are one of very few vendors that have specific experience developing foreign language websites. We have created websites in Spanish, Chinese. Haitian Creole, and Danish. NOTE: Please note that without this component, you can still acid your non - English content directly into the Vision Content .Management System. This can simply be treated as a department. While the graphics would not be changed in the navigation and headers, the alternate language text could be added directly by your staff. This approach is beneficial when you only need a few non - English pages. Nau' at can Control With Navigation Control, you can easily add, delete, or move pages within the website, allowing you to create new pages for departments, programs, or other important information whenever it is necessary. Your website Will also include drop clown menus, Which allow your website visitors to browse deeper' into the site without licking, so they can find information quickly and easily. tqg . A N sl j By posting news on your she, you will impra experience is that news scan take many for stories, and `what's new" content with our our types of news can be implemented onto a separate area. To ensure usability for websil content is automatically moved to an archive Website . visitors can also browse the archh historical archive while makirxj site administn Newsletters are automatically available to we s; communication with your target audie is, including press releases, newsletter single section of the w a'visitors while providing section at a predefined s by !category. This I is a tion easy. Additionally, R ". Wte visitors. ©vr oven NOTE Atom and Newslettimra integrates with eMod&gtion for broadcWthV inforw6on to subsaibws t* am// Nothing spices up a website like pictures. With our Photo Gallery component, your website visitors can browse through images of your beautiful city and its exciting events. Users can view photo albums defined by` your staff, and either look at images -via thumbnails or a slide show. Simply upload the image from the image Library to the new album and add a caption, thumbnails are created and added to pages based upon the predefined template. To make it easier for website users to find; photo' albums of particular events, the Photo Gallery may be viewed as either a thumbnail display or as a Flash view listing. City's Contractor's inRiaet Page 10 Exhibit A -1 Print able Pages Your'webishe v"'mkots will be able to print out virtually any page on the website with Printable Pages. When a wabpage is printed, it will be formatted into a printer'fr►endily format to make it easy to read content offline. Quick Links will make it even easier for users to find your website`s most popular pages. Your staff can easily manage a list of Quick Links in a spedol drop down menu in the website header or on the hornepage itself, allowing you to highlight popular pages or featured links on your website: RFP PC: i gs To make future Requests for Proposals simpler, easier to manage, and more cost effective, the website can include an RFP Postings where they can be posted along with amendments and updates. Potential vendors can download RFPs in a PDF format. Because RFPs are time sensitive, you can schedule when the `RIFF posting would be live on the website and when it would be removed, thus ensuring your website is kept up -to -date with minimal staff time required. Additionally the RFP Postings can be integrated with our e- Notification system to alert users by email. of titig,H*me �8 n pi Rotating Homopage Banners is a great way for you to mix up the design on your site, and ensure that your homepage always looks fresh and inviting. You can easily change the into at any time, • and each rotating image can be set to link to a different (rage on the site, all owing you to use the banner area to highlight special •features, events and service's. This makes it a great marketing tool for your city! Fe, R �ad_er in contrast to our RSS Feeds feature, which allows users to syndicate content from your website to their readers such as My Yahoo, iGoogle, My MSN etc., the RSS FeedReader allows you to syndicate content from other webskes into your website. Syndicated content can vary and be selected by` you to include feeds about your overall organiinticin or individual departments, making your webske more comprehensive and up -date. Fe Ab RSS (Really Simple Syndication) Feeds keep local residents, potential visitors, and other subscribers up-to -date on important news, :events, and announcements from your website. Users can subscribe to your website and receive automatic updates in theirRS5 readers, mobile phones anti personal hornepages (such as iGoogle, My MSN and My Yahoo!) as a convenient way of remaining current on community events. aervictPkI toe Key to serving your community is mal we generally recommi trid organizir department ,and target audience, tine a list of services by category, departm it easy for them to fired the services need. While iformation by topic or service in addition to by active Service Directory allows users to filter or search and keyword, thus simplifying the entire process. City's l Contractor`s i Page 11 Exhibit A -1 For each service in the directory, you can provide a title and description plus associate the service with contacts in the Staff Directory. Site Audit Reports Your staff will be _able to measure your website's progress using our content management system's Site Audit Reports. From the bedcend of your website, staff wilt be able to view reports on expired. and published pages. This is particularly useful for keeping track of what content is available via the website. Additionally, staff can view the number of pages or items there are on the website via a content count feature. Sit arh Havi Site Search on a government website ,provides your community with the ability to find speck content on the website. For your project, we will implement the free Google custom search engine into your website. This powerful tool searches all the files on your site including documents such as Word and .PDF files. Sitern Some people -prefer to navigate from a tentral sitemap where they ere able to quickly see a snapshot of the overall webdte structure. Additionally, visually impaired people often use the sitemap their principal source of navigation because it is much faster for their screen reader software to move through this than other navigation pages. The sitemap Generator makes it easy for website visitors, and staff alike by automatically generating a sitemap based upon the current the hierarchy. When a change is made to a page lcication on the website, it is automatically updated on the sitemap. This ensures up-to- the - minute accurary, and is much easier than staff having to maintain a static sitemap. it is often difficult for website visitors to 'find the correct person to, contact in a Bove "r , , rit agency. However, the useful Staff Directory component greatly srrinplifies this search. It can list all staff ,persons, departmentt, even related agent and partners, along with their contact information and description of their You role or area of specialization. r website users will love the convenience, simplicity, and accessibility; they can easily filter the list of staff based upon name, department, or other criteria determined to be important to them. Additionally, your staff will be pleased that they can make their email addresses available to others without exposing their contact lriformation to spammers. Our tomponent "maskt* email addresses so that email-harvesting software used by spammers cannot automatically extract them from your website, ILOMNMOM This handy administrative feature provides webske administrators a snapshot of website activities. An initial search can display expired content, created or updated content; then can be further filtered by content type or by department. Need to quickly find out what.section of your website hasn't been updated for a while? Curious to see which department has been most actively creating new content? The Updated and Expired 'Content Manager makes website oversight easyl City's 1nit'. Contractor - s ici' Page 12 Exhibit A -1 Weather Update Weather Information is often important to visitors of .government web*Os, By offering the local weather on your own site,, your online users will toile into the habit of regularly Veiling it and thus become more famirrar with the City and all that you have to offer them. For your website, we will implement NOAA or Yahoo weather at no charge. Tired of constantly checking the content management system for content changes needing approval? l3uk especially to help manage the content publishing process, the Workspace feature provides a central location for website administrators to review pending content charnges for your website before they are published. This view is customized to show only the content relevant to you that is ready for publishing approval. You can filter items by content type, review the changes, and approve multiple 'items - all with this one greet feature! OPTIONAL 1NURACT vE CoMPO"Iff YS AND RATUREs Contractor :creates custom solutions; therefore, we are able to offer you virtually any conceivable, module or function. We believe these optional interactive components and features are most relevant to your needs; • Approval Cycle govTmck CRW " + visionMoble'"' Because our content management sys tem is so flexible, you future for an .additional budget. may add these at any time in the For websites where content authorship and updates are distributed throughout an organization's departments, it is helpful to implement the Approval Cycle where content updates and changes do not go live on the website until one or more ,persons have approved im them. Our clients find that having the Approval Cycle allows wel ite aintenance to be delegated while ensuring consistency'throughout the site. This eliminates errors and the posting of inaccurate content: Our Approval Cycle allows you to segment tl (such as departments), in addition to types components. Unlike most content managemer only two-step workflows such as authoring and allowing you to define as many workflows as yi you deem necessaryl As your work requiremer and scalablRy of the Vision CMS to customize) 9pvT.m _ management of content by groups of users content as determined by the interactive Wstems available today which restrict you to ibliswrig, the Vision CMS is extremely flexible require with as many steps in the approval as change overtime, you will want the flexibility r current and future approval process needs. it is important for the City to provide its residents with advanced features for requesting services online, saving both your users and your staff' time. As an optional component, Contractor can implement our advanced ?govTrack CRM" ' for your website. Your residents will be able to make service and information requests based on categories defined by the City. Users tan also send comments and files (such as photos of a street lamp requiring maintenance, :graffiti that needs to be removed, etc.) to the case processes so that they will have a clearer idea of the work that needs to be done. These requests wi be OWS Initials: Contractor's InI ' Page 13 Emibt A•1 automatically routed to the appropriate case processor and a conformation email will be sent to the user. Passwords provided to users will allow them to log -in and track the progress of their request through" 'the process. Users will also receive emails updating them on their requests. Addiitionally, because govTreck CRM`v is integrated with the included Frequently Asked Questions oompd>nent, your users will also be able to check for common solutions to their problem before sending it to the City. Assigned case prosers will be notified of service requests by email. After logging -in, an easy- to-use queue will show them a list of pending requests, including highlighted overdue projects. Either City staff or a contractor can be assigned as a case processer and receive service requests; wince requests do not need to be accessed via the Vision Content Management System, you do not need to worry about granting access to the website's backend to non -City employees. v► �M9bil volt ionMlol:Ae dynamically converts all standard web pages and key components, such as the Calendar, News and Newsletters, Job Postings, and FAC3s, to your mobile website. Updates remain simple and with dyne C posting to the tradit website and the mobile version. Also, int0tive navigation allasys users to go through all page levels with ease. Your website will be compatible with all major smart phones including 10hone, Blackberry, Android, Windows Mobile phones and more. Beyond the initial three months, many of our clients opt to buy blocks of hours for maintenance and technical support at a dow blended rate, u maintenance and support plan is unique. Rather than the standard 10% - 26% maintenance plan that includes upgrades and support, we offer a more flexible and fair approach. While other companies tout their all inclusive support, upgrade, and maintenance packages, their clients confirm that upgrades are rarely provided and implementation fees often apply to make the upgrades work correctly. Further with our competitors: • You have no control over what goes into the annual upgrade so you may not get anything of value to you - if anything at Al • If the features you want are not in the upgrade, you may need to pay for these features in addition to the maintenance contract you already pay. • if you want to add additional components, you will still need to request an additional capital budget to cover the new development. in our approach, you buy blocks of hours for maintenance and support at a lower blended rate. The time can be used for maintenance end support on an as- needed basis throughout the year. At the end of the year, you can apply any unused value towards additional services such as implementation of new components. TMt Won 1nwrK st pkn p►rovk>es you mut 6ou-rn f ltj► beckaw • You set the amount you want to allocate f or mainten and enhancements on an annual masts. • if the upgrade does not contain functionality useful to you, you can simply "skip" the upgrade and apply the unused value to additional components or enhancements. • You are able to add new functionality to your site under maintenance budgets rather than the harder to come by capital budget funds. .City's Inrttats• contrsaoes l Page 14 Exhibit A•1 Most clients only use three to four hours of support/maintenance per quarter but Will purchase a maintenance contract of five hours per month because of the exceptional value it provides for future developments. Integration of rh rd l'artir Camp onents and Databases Today, there are many advanced components for such functions as: e eCommerce and ePayment a G15 Mapping Park and Recreation Services Permitting • Service bequests (CRM) • Streaming Video • Others VCMS can easily work with these third -party systems, provided they are web - enabled. Most of these types of components can be . given the same look and feel as your main website via modifications to the,presentation template. For your project, we will provide you with an HTML template that vendors of these third -party components can use. We will also integrate links to these third. rry components into the overall webshe navigation. There are many examples of where we have used this approach, including the Cities of Newport Beach, CA; Wilsonville, OR is to create a web interface for this information from city databases for City of Hamilton, OH; and staff and student contact information from school databases for the UCLA School of haw.. These are just a few examples of our extensive experience working with third -party databases and systems, While interfaces to tlirr' party systems are not included within the budget, they are available for an additional fee. We ran provide a firm quote for interfaces after analyzing the databases and requirements during the consulting phase of your project. City's Ind Contracws 111:1 Page 15 Exhibit A -1 THE VISION PROCESS Contractor's process consists of six stages. In each, there are formal review and approval points to give you full control of the project and ensure the final website meets your expectations. The Vision Process is explained in the sections below. Stage 1; Vision Stage In the Vision Stage, we work with you to create the vision for your website now and for the future. The Vision Stage emphasizes the objectives of the website and how it supports your overall organizational goals. This vision then guides each subsequent step in the process. To create this vision, we will: +► Prepare and review a survey document which will focus on goals and objectives. • Review your existing website and those of -other cities. • Study examples of otherr websites you like. • Review project goats and timeline. Collect content and materials for the new website. The heart of this stage is defining the vision for.the project, setting goals, and timeline to ensure the project's success. Stye 2: Concefi a e In the Concept Stage we realize the vision through: • Defining the navigation strategy. • Review and recommendation of interactive components and features to ensure streamlined navigation through special types of content. • Creation of a homepage layout wireframe that shows the placement of key information and dynamic content. The Concept Stage will conclude with your satisfaction and approval of the homepage `layout wireframel Stage I Design Stacie In the Design Stage our team continues with the graphic design for your homepage. Our creative ability and expertise allows to to develop a compelling graphic design while maintaining its usability. We work closely with your staff to establish a look and feel that re►flercts your comy;;unity. Our world -class designers take the time to create a truly professional design that into rprrraiker,graphics, photos, fonts, colors. and other design eslements that fit together to create a stunning, harmor»ous design. For samples of our tlesigr ++!cork, please :refer to page S of the proposal. We create a, unique homepage design Concejpt based upon your direction and input , plus do all revisions as' necessary. The Design Stage will conclude with your satisfaction and approval of the homepage design comp. +City's ini Contractor's initials: Page 16 Exhibit A -1 Stage 4. DeyeloPmtiknt Stage During the Development Stage the process continues as we create the interior page design then program the website. Development includes implementation of the Vision Content Management System' and integration of the interactive components and features. Quality is ensured by our extensive, experience, testing, and the proven Vision CMVm. included in the scope of your project is the content migration of up to 50 pages into the new website. We can provide guidance on the best practices for web content writing and will train your .staff on the best approach for migrating additional content. Alternat+vely, at your request we can provide a price quote to migrate additional pages. Migration is not a simple cut- and -paste process. As part of our migration service, we review the formatting and layout of each page, reformat it using the new site's design styles, and lay it out in a way that conforms to industry best practices for impact and readability. For more information about the Vision Content Management Systems'", please refer to page 21 of the proposal. Staa S. ualitv Ass ran a t3ocum ntatii n and Training Sta White quality assurance is an integral part of every stage of the project, in the Quality Assurance, Documentation, and tigining Stage we • Perform extensive functional testing. +► Review content. • Create a custom training manual that incorporates, uaI screenshots of your site. • Provide administrator and content editor training. For your project we will provide our web =based training. This train-the-trainer approach teaches your project manager how to use the site for content editing in addition to detailed instruction on advanced administrative functions including system configuration, system . maintenance, repotting, and strategies for future expansion. Ahernatively, onsite classroom= style training is available for an additional fee :of 53,290 for the first day and 51;250 for each additional day,- inclusive of travel costs and travel time. Classroom -,S*e training is in two sessions. One for your staff members on content editor training and the other session for advanced adrniri*rator training: You would simply tweed to provide a location with computers and Internet access and we recommend up to ten people per session. Typically one or two days are adequate since our system is so easy to use and comprehend. Note that the custom training manual incorporates screenshots from your website, making easy for staff to understand and use. it is an excellent reference for new staff to use as well. In the Launch Stage, the website is moved to the production server. Our launch process Includes the installatwn of necessary software speafiied by Contractor, making configuration changes, and transferring code and content. Once transferred, we again o through the final quality assurance ,'procerss to ensure the site transferred correctly plus So a final e#iedc for broken links, Section .508 compliance, and others. The site will be available to the public upon your final approval. Page 17 pity's tndats: Contractor's in Exhibit A -1 Project Schedule The table below shows our recommended development and launch schedule along with a list of key deliverables/milestones. City'a IrtitiatL Contractor's In' Gage 18 Exhibit A -1 3, QMmords & Data'. Licensing of I9teue9WW EM911W This Amt creates a ,exclusive and perpetual license for City to copy, use, or modify for its own use, OY And all KnB sighs, and other intellectual property embodied in this website, whit are prepared Contractor retains owuegrship of all intellectual property rights: NotwithstatidinS anything to the v, any of the agreement documents. City understands and agrees that Cbatradw shall retain all right, title; and interest to the Vision Content Mana geaneni Systexrt (also known as the Vision Internet Content Management System, VCMT, VCMS and the Vision Content Management Tooll and Dynamic and Interactive, Components. 4. City understands and agrees that Contractor will develop website frog tend to be compati`blq with Internet Explorer:8.0 and 9.0 and Firefox 4.0. Webs to ba+cicend win be empatiibk with I abet Explored 8,0 and 9,0, 'Website may not be compatible with previous or future dons. Website will be optimized for 1024 x'768 pixels resolution or above'. City understands and agrees that the website will be developed with Hypertext Markup language I. "j,.avaSttipt, ai Microsoft ASP.NVT ("MS- A.SP ") interfac with a datae created in tulicfos SQL Server 2008 R2 �- SQL". City understands acid agrees that tlbe webaite: is developed to run on a Microsoft Windows Server 2008 R2 { "MS- Servee). vi sionMobile if provided under this Agreement, will be compatible with iiPhone OS Safari 4, Android Chrome 4, Windows Mobile OS fE 6, BlackBerry Browser 4.5 and 5.0, Opera Mini 4 and 5, and Palm webOS visionMobile' may not be compatible with previous or future versions. visicsnMobyle"" if p und *is Agreemeat, shad include ;`Powered by Vision Internet" in the footef And always be linked to a Contractor web page. City is responsible for the costs of all City u eratands and agrees that the website frontend will be designed to W compliant with Section 508 guidelines on accessibility. Content migrated into the website by Contractor will also be wmpliant, Compliance standardds will be verified via Watchfire's Bobb)TN software prior to Completion. City understands and agrees that website backend and third party tools may not be Section 508 compliant., City's t Page 19 Controctoes t»itiats