HomeMy WebLinkAbout25E - DEVELOPMENT OF INFORMATION SHARING WEBSITE/SECURE PORTALREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
DECEMBER 6, 2010
TITLE:
AGREEMENT WITH MINDTOUCH INC.
FOR DEVELOPMENT OF INFORMATION
SHARING WEB SITE / SECURE PORTAL
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 15i Reading
? Ordinance on 2nd Reading
? Implementing Resolution
? Set Public Hearing For_
CONTINUED TO
FILE NUMBER
Authorize the City Manager and the Clerk of Council to execute the attached agreement with
MindTouch Inc. to provide a web site and secure portal for the Anaheim/ Santa Ana Urban Area
in an amount not to exceed $100,000, subject to non-substantive changes approved by the City
Manager and City Attorney.
DISCUSSION
The United States Department of Homeland Security has developed the Urban Areas Security
Initiative (UASI) funding program. UASI provides funds to local emergency first responders to
enhance security and overall preparedness to prevent, respond to, and recover from acts of
terrorism. The grant specifically provides funding for anti-terrorism equipment, planning, training,
and exercises. The City of Santa Ana has fiscal responsibility for the FY09 UASI grant for the
Anaheim/ Santa Ana Urban Area which encompasses the 34 jurisdictions in Orange County.
The notice inviting proposals was advertised on September 29, 2010 and evaluated to identify
a suitable vendor to design, develop and deliver a web site and secure portal to enhance the
Anaheim/ Santa Ana Urban Area's capability to share homeland security related information with
its stakeholders as well as the public. The following is the rating results:
VENDOR
MindTouch, Inc.
Civic Resource Group
Americaneagle.com, Inc.
Hitachi Consulting
Neudesic
LOCATION SCORE
San Diego 96.50
Los Angeles 89.75
Los Angeles 87.00
Irvine 85.50
Irvine 82.75
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Agreement for Information Sharing Web Site / Secure Portal
December 6, 2010
Page 2
Requirements of the RFP evaluation covered nine key areas included overall responsiveness to
the RFP, experience of vendor to deliver services through a local office within a 100 mile radius
to Santa Ana, references, cost and demonstration of the development and delivery of a web site
as well as grant funding compliances. The offer from MindTouch Inc. received the highest
percentage in the scoring process and meets or exceeds the evaluation criteria.
FISCAL IMPACT
Funds are available in the FY 2008 UASI Grant Program through Project D - Information Sharing
fund account (no.12514490-62300-10422001182) as approved by the City Council with
Agreement A-2009-021.
APPROVED AS TO FUNDS AND ACCOUNTS:
? it- --- V - y ter-
Paul M. Walters Francisco Gutierrez
Chief of Police Executive Director
Police Department Finance & Mgmt. Services Agency
Exhibit:
1. Agreement
25E-2
CONSULTANT AGREEMENT
THIS AGREEMENT, made and entered into this 9th day of December, 2010 by and
between MindTouch Inc., a California corporation (hereinafter "Consultant"), and the City of Santa
Ana, a charter city and municipal corporation organized and existing under the Constitution and
laws of the State of California (hereinafter "City").
RECITALS
A. City, acting through the Santa Ana Police Department in its capacity as a Core City and
lead agency for the Anaheim / Santa Ana Urban Area under the FY09 Urban Areas
Security Initiative ("UASI"), has applied for, received and accepted a grant from the
federal Department of Homeland Security and through the State of California,
Emergency Management Agency, to enhance countywide emergency preparedness,
hereinafter referred to as "the Grant".
B. The City desires to retain a consultant having special skills and knowledge in the field of
web site development.
C. Consultant represents that they have the necessary skills and experience to provide such
services to the City.
D. Consultant has submitted a Proposal which identifies the scope, tasks and general time
lines for providing the services and the costs thereof.
E. In undertaking the performance of this Agreement, Consultant represents that it is
knowledgeable in its field and that any services performed by Consultant under this
Agreement will be performed in compliance with such standards as may reasonably be
expected from a professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the
terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Consultant shall design, develop and deliver a web site and information sharing portal in
accordance with the Technical Specifications outlined in Section IV of RFP 10-041 and the
Consultants Proposal, attached hereto as Attachment A, and incorporated by reference.
2. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its services, the
rates and charges identified in Exhibit A. The total sum to be expended under this Agreement shall
not exceed $100,000 during the term of this Agreement.
b. Payment by City shall be made within thirty (30) days following receipt of proper invoice
evidencing the completion of milestones as set forth in Exhibit A.
3. USE AND OWNERSHIP OF DOCUMENTS
It is understood by and agreed to between the parties that all documents, outlines,
written materials, or materials prepared for the web site hereunder, paid for with Grant funds, or
composed utilizing information provided by Santa Ana, shall be the property of Santa Ana and
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shall be delivered to Santa Ana upon completion of the services hereunder.
4. TERM
This Agreement shall commence on the date first written above and terminate within one year
from the date first written above, unless terminated earlier in accordance with Section 13, below.
The term of this contract may be extended upon a writing executed by the Chief of Police and the
City Attorney.
5. INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an independent
contractor and not an employee of the City. This Agreement is not intended nor shall it be
construed to create an employer-employee relationship, a joint venture relationship, or to allow the
City to exercise discretion or control over the professional manner in which Consultant performs
the services which are the subject matter of this Agreement; however, the services to be provided
by Consultant shall be provided in a manner consistent with all applicable standards and
regulations governing such services. Consultant shall pay all salaries and wages, employer's social
security taxes, unemployment insurance and similar taxes relating to employees and shall be
responsible for all applicable withholding taxes.
6. INSURANCE
Prior to undertaking performance of work under this Agreement, Consultant shall maintain
and shall require its subcontractors, if any, to obtain and maintain insurance as described below:
a. Commercial General Liability Insurance. Consultant shall maintain commercial general
liability insurance naming the City, its officers, agents, volunteers, and employees as additional
insured(s) and shall include, but not be limited to protection against claims arising from bodily and
personal injury, including death resulting there from and damage to property, resulting from any
covered act or occurrence arising out of Consultant's operations in the performance of this
Agreement. The amounts of insurance shall be not less than the following: single limit coverage
applying to bodily and personal injury, including death resulting there from, and property damage,
in the total amount of $1,000,000 per occurrence. Consultant shall supply City with a fully
executed additional insured endorsement to be approved in form by the City Attorney.
b. Worker's Compensation Insurance. In accordance with the provisions of Section 3300 of
the Labor Code, Consultant, if Consultant has any employees, is required to be insured against
liability for worker's compensation or to undertake self-insurance. Prior to commencing the
performance of the work under this Agreement, Consultant agrees to obtain and maintain any
employer's liability insurance with limits not less than $1,000,000 per accident.
c. Professional Liability Insurance. If Consultant is or employs a licensed professional such as
an architect or engineer, Consultant shall provide professional liability (errors and omissions)
insurance, with a combined single limit of not less than $1,000,000 per claim and not less than
$2,000,000 annual aggregate.
d. The following requirements apply to the insurance to be provided by Consultant pursuant
to this section:
(i) Consultant shall maintain all insurance required above in full force and effect for
the entire period covered by this Agreement.
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(ii) Certificates of insurance shall be furnished to the City upon execution of this
Agreement and shall be approved in form by the City Attorney.
(iii) Certificates and policies shall state that the policies shall not be canceled without
thirty (30) days prior written notice to the City. Ten (10) days notice if
cancellation is due to non-payment of premium.
e. If Consultant fails or refuses to produce or maintain the insurance required by this section
or fails or refuses to furnish the City with required proof that insurance has been procured and is in
force and paid for, the City shall have the right, at the City's election, to forthwith terminate this
Agreement.
7. INDEMNIFICATION
Consultant agrees to and shall indemnify and hold harmless the City, its officers, agents,
employees, and special counsel from liability for personal injury, or just compensation, arising out
of claims for personal injury, including health, and claims for property damage, to the extent they
arise from the negligent or willful misconduct in the performance of operations or errors or
omissions of the Consultant or its contractors, subcontractors, agents, employees, or other persons
acting on their behalf which relates to the services described in section 1 of this Agreement.
Inasmuch as measures to prevent or mitigate the effect of any act or terrorism are unique to the
act, and the actions that may be taken in controlling, preventing or suppressing acts of terrorism are
unique to the act, Consultant is not responsible to City for designing or advising on or otherwise
taking measures to prevent or mitigate the effect of any act of terrorism or any action which may be
taken in controlling, preventing, suppressing or in any way relating to an act of terrorism.
8. CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such information
is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not
use or disclose such information except in the performance of this Agreement, and further agrees
to exercise the same degree of care it uses to protect its own information of like importance, but in
no event less than reasonable care. "Confidential Information" shall include all nonpublic
information. Confidential information includes not only written information, but also information
transferred orally, visually, electronically, or by other means. Confidential information disclosed
to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The
foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has
been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in
a publicly available source; (c) is in rightful possession of the Consultant without an obligation of
confidentiality (d) is required to be disclosed by operation of law; or (e) is independently
developed by the Consultant without reference to information disclosed by the City.
9. CONFLICT OF INTEREST CLAUSE
Consultant covenants that it presently has no interests and shall not have interests, direct or
indirect, which would conflict in any manner with performance of services specified under this
Agreement.
10. NOTICE
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Any notice, tender, demand, delivery, or other communication pursuant to this Agreement
shall be in writing and shall be deemed to be properly given if delivered in person or mailed by
first class or certified mail, postage prepaid, or sent by telefacsimile or other telegraphic
communication in the manner provided in this Section, to the following persons:
To City: Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Telefacsimile (714) 647-6956
With courtesy copies to:
Santa Ana Police Department
UASI / Homeland Security Division
60 Civic Center Plaza
and
P.O. Box 1981 (M-97)
Santa Ana, California 92702
Telefacsimile (714) 245-8745
Attn: Brian Sheldon
City Attorney
City of Santa Ana
20 Civic Center Plaza (M-29) P.O. Box 1988
Santa Ana, California 92702
Telefacsimile (714) 647-6515
To Consultant: Chief Financial Officer
MindTouch Inc.
401 West "A" Street, Suite 250
San Diego, CA. 92101
A party may change its address by giving notice in writing to the other party. Thereafter, any
communication shall be addressed and transmitted to the new address. If sent by mail,
communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by telefacsimile, communication shall be effective or deemed
to have been given twenty-four (24) hours after the time set forth on the transmission report issued
by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating
these time frames, weekends, federal, state, County or City holidays shall be excluded.
11. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Consultant, and supersedes any and all other agreements, oral or written, between the parties. In
the event of a conflict between the terms of this Agreement and any attachments hereto, the terms
of this Agreement shall prevail. This Agreement may not be modified except by written instrument
signed by the City and by an authorized representative of Consultant. The parties agree that any
terms or conditions of any purchase order or other instrument that are inconsistent with, or in
addition to, that terms and conditions hereof, shall not bind or obligate Consultant nor the City.
Each party to this Agreement acknowledges that no representations, inducements, promises or
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agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any
party, which are not embodied herein.
12. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Consultant,
Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior
written consent of the City and any such assignment, transfer, delegation or subcontract without
the City's prior written consent shall be considered null and void. Nothing in this Agreement shall
be construed to limit the City's ability to have any of the services which are the subject to this
Agreement performed by City personnel or by other consultants retained by City.
13. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant
compensation for all services performed by Consultant prior to receipt of such notice of
termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Consultant to deliver to
the City all work product completed as of such date, and in such case such work product shall be
the property of the City unless prohibited by law, and Consultant consents to the City's use thereof
for such purposes as the City deems appropriate.
14. DISCRIMINATION
Consultant shall not discriminate because of race, color, creed, religion, sex, marital status,
sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by
applicable law, in the recruitment, selection, training, utilization, promotion, termination or other
employment related activities. Consultant affirms that it is an equal opportunity employer and shall
comply with all applicable federal, state and local laws and regulations.
15. JURISDICTION -VENUE
This Agreement has been executed and delivered in the State of California and the validity,
interpretation, performance, and enforcement of any of the clauses of this Agreement shall be
determined and governed by the laws of the State of California. Both parties further agree that
Orange County, California, shall be the venue for any action or proceeding that may be brought or
arise out of, in connection with or by reason of this Agreement.
16. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary licenses,
permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder
and required by the laws and regulations of the United States, the State of California, the City of
Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and
in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement.
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17. CONSULTANT CERTIFICATIONS
a. Audit Records - With respect to all matters covered by this Agreement, all Consultant
records shall, to the extent practicable, be made available for audit and inspection by the City, the
grant agency and/or their duly authorized representatives for a period of three (3) years from the
termination of this Agreement.
For a period of three years after final delivery, hereunder or until all claims related to this
Agreement are finally settled, whichever is later, Consultant shall preserve and maintain all
documents, papers and records relevant to the services provided in accordance with this
Agreement, including the Attachments hereto. For the same time period, Consultant shall make
said documents, papers and records available to City and the agency from which City received
grant funds or their duly authorized representative(s), for examination, copying, or mechanical
reproduction on or off the premises of Consultant, upon request during usual working hours.
b. Consultant shall provide to City all records and information requested by City for
inclusion in quarterly reports and such other reports or records as City may be required to
provide to the agency from which City received grant funds or other persons or agencies.
c. Section 504 of the Rehabilitation Act of 1973 (Handicapped) - All recipients of federal
funds must comply with Section 504 of the Rehabilitation Act of 1973 (The Act). Therefore,
the federal funds recipient pursuant to the requirements of The Act hereby gives assurance
that no otherwise qualified handicapped person shall, solely by reason of handicap be excluded
from the participation in, be denied the benefits of or be subject to discrimination, including
discrimination in employment, in any program or activity that receives or benefits from federal
financial assistance. The Consultant agrees it will ensure that requirements of The Act shall be
included in the Agreements with and be binding on all of its contractors, subcontractors,
assignees or successors.
d. Americans with Disabilities Act of 1990 - (ADA) Consultant must comply with all
requirements of the Americans with Disabilities Act of 1990 (ADA), as applicable.
e. Political Activity - None of the funds, materials, property, or services provided
directly or indirectly under this Agreement shall be used for any partisan political activity, or to
further the election or defeat of any candidate for public office, or otherwise in violation of the
provisions of the "Hatch Act".
E. Civil Rights Compliance and Notification of Findings - Consultant will comply, and all
its contractors (or subrecipients) will comply, with the nondiscrimination requirements of the
Omnibus Crime Control and Safe Streets Act of 1968, as amended, 42 USC 3789 (d), or
Victims of Crime Act (as appropriate); Title VI of the Civil Rights At of 1964, as amended;
Section 504 of the Rehabilitation Act of 1964, as amended; Subtitle A, Title II of the Americans
with Disabilities Act (ADA) (1990); Title IX of the Education Amendments of 1972; the Age
Discrimination Act of 1975; Department of Justice Non-Discrimination Regulations, 28 CFR
Part 42, Subparts C, D, E, and G; and Department of Justice regulations on disability
discrimination, 28 CFR Part 35 and 39. In the event a Federal or State court, Federal or State
administrative agency, or the Consultant makes a finding of discrimination after a due process
hearing on the grounds of race, color, religion, national origin, sex, or disability against a
recipient of funds, the Consultant will forward a copy of the findings to the City which will, in
turn, submit the findings to the Office of Civil Rights, Office of Justice Programs, U.S.
Department of Justice.
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18. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the power,
authority and right to bind their respective parties to each of the terms of this Agreement, and shall
indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to
City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn.
b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth
in the body of this Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
ATTEST:
CITY OF SANTA ANA, a municipal
Corporation of the State of California
MARIA HUIZAR
Clerk of the Council
DAVID N. REAM
City Manager
APPROVED AS TO FORM:
JOSEPH W. FLETCHER
City Attorney
MINDTOUCH INC.
By:
Melissa Crosthwaite
Deputy City Attorney
Byoung Do Lee
Chief Financial Officer
Tax ID# 20-2008867
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25E-10
Attachment A
SECTION IV
TECHNICAL SPECIFICATIONS
4.0 REQUIREMENTS
4.1 Web Site / Portal Project Goals:
The vendor will deliver a complete and usable web site / portal as described in this
section, which can then be hosted and maintained by the Orange County Intelligence
Assessment Center (OCIAC) and grant management staff. The web site / portal will have
access tiers for the public, the different groups working within OCIAC, and those
responsible for managing the homeland security grants.
4.2 Reporting / Notification Needs:
The site should harvest and log user activity data based on log-in. The site should also
harvest and log IP addresses from members of the public who download items or submit
forms on the site. The specific user activity data fields to be logged will be provided by
OCIAC staff. There should be a function which allows this data to be viewed in report form.
The web site / portal should have the ability to allow administrative users to produce
reports based on the data that has been entered into the various online forms and sections
of the site. These reports would include, but are not limited to summary reports on the
number or suspicious activity reports submitted during the requested period of time,
reports on the number of TLOs broken down by discipline and jurisdiction, reports on the
classes attended by each TLO, summary reports on grant projects which include progress
status, the amount of funds allocated, encumbered, or expended.
4.3 Content Population:
OCIAC personnel and grant administrators will provide the selected vendor with specific
content information to include: initial content, a draft site map in outline form, logos,
sample forms, list of group permissions (data classification), and first and second level
navigational menu items for the public, OCIAC, and grant portions of the web site / portal.
The visual design, navigational and content structure will be developed by the vendor in
conjunction with stakeholders from the represented groups.
4.4 Graphic Design and Implementation:
The web site / portal should have a simple, professional looking master design for the
OCIAC and grants management sections with a nested master/template for the OCIAC
and grants management sections that allow for a different logos and banners, and a third
level nested master for sub-groups within the OCIAC and the grants management office.
These will appear to be unique websites through the use of sub-domains.
See the following examples for websites with similar desired look and features for the
design:
http://www.tlo.org (e.g. Report a Lead)
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Attachment A
http://www.sacrttac.org (e.g. Members Login)
4.4.1 The website should be fast loading, with a high percentage of text to formatting,
structural code or graphics. Text styled with CSS, not graphics, should be used for
navigation.
4.4.2 Minimal or no horizontal scrolling on monitors at resolutions of 1024 pixels wide.
4.4.3 Design will include on each page a navigational aid with links back to each
previous page (breadcrumb trail).
4.4.4 The OCIAC will be allowed two rounds of revisions to be completed within the
production schedule. The initial design may be provided in a mockup format. A fully
working prototype to be tested for usability will be required before full approval of
the design.
Usability testing will include the following platforms:
4.4.4.1 Firefox 1.0+/Mozilla 1.5+ (Mac & Windows)
4.4.4.2 Internet Explorer 6+ (Windows)
4.4.4.3 Safari 1.0+ (Mac)
4.5 Content Management System (CMS):
4.5.1 The vendor will provide a web CMS for the web site / portal. There should be
flexibility within the portion of the site assigned to a specific user group for
designated staff to add, remove, and update content using tools and templates
that do not require extensive knowledge of web development languages or
technical structure. All pages on the site and page attachments should be fully
indexed to allow for efficient searches. Types of attachments to be indexed include
Adobe PDF and Microsoft Office documents. Selected staff from OCIAC and the
grants management office will need to be able to edit the components of the site
using typical word processing skills in a WYSIWYG environment.
4.5.2 Once the design is finalized, the vendor will create the needed HTMUCSS and
other coded pages and/or databases for the construction of a website template, so
that the template can be thoroughly tested.
4.6 Public Pages:
4.6.1 The web site / portal will have a public-facing homepage with brief information
about the OCIAC and homeland security grant programs, as referenced in Section
1.1, above.
4.6.2 The web site / portal will have pages reporting public information on grant awards
and projects with this information being provided by the staff of the grants
management office.
4.6.3 The public facing page(s) related to the OCIAC will also include:
4.6.3.1 A page for members of the public to report a tip or lead. This portion will
have a custom web part or module with a form to gather the required tip
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Attachment A
or lead information storing the data in a database. Part of the submittal
process will include;
4.6.3.1.1 Entry of characters from a security image (e.g. CAPTCHA)
4.6.3.1.2 Collection of the IP address of the submitter
4.6.3.1.3 Insertion of the form data and IP into a database
4.6.3.1.4 E-mailing the data to an OCIAC administrator
4.6.3.2 The web site / portal will list links to other public web sites that have
additional related information. OCIAC and grant administrators should
be able to edit these links as well as add additional links at any time
using a WYSIWYG interface.
4.7
Secure or Limited Access Pages
4.7.1 The CMS will allow tiered access to selected portions of the site based on a list of
user groups and their privileges. The user passwords will expire every 6 months,
and the module will notify a user when their password has expired and collect and
store a new password. Should the user forget their password the site will provide
a method for the retrieval of their password.
4.7.2 The homepage will have a login form or link to a login page for OCIAC users and
grant management users that allow access to the secure portions of the web site /
portal. The login component will include a non-disclosure agreement screen
requiring an affirmative response before granting access.
4.7.3 The user should only be able to view navigational elements which they have
permission to access.
4.7.4 The web site / portal will have a separate page for each sub-component group. For
the OCIAC secured area:
4.7.4.1 Terrorism Liaison Officer (TLO)
4.7.4.2 Critical Infrastructure Protection (CIP)
4.7.4.3 Private Sector Terrorism Response Group (PSTRG)
4.7.4.4 There should be a fourth page for the OCIAC secure area that is
common to all OCIAC sub-groups
For the grant management secured area;
4.7.4.5 Anaheim Police Department Grant Management Unit
4.7.4.6 Santa Ana Police Department Grant Management Unit
4.7.4.7 Orange County Sheriff Department (OCSD) Grant Management
Unit
4.7.4.8 There should be a fourth page for the grant management secured
area that is common to all of the grant offices.
4.7.5 The web site / portal will have a web-based administrative interface to be used by
OCIAC and grant administrators, that is secured with username and password
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Attachment A
access, to view the list of users and administrators, view/edit fields associated with
any given user record, including name, username and password, and whether
"active" or "inactive", and to add or delete a user/administrator.
4.7.6 The web site / portal will have a meeting/event calendar module. The calendar will
allow each group and sub-group to add content to the calendar. Calendar items
will only be viewed by users in groups with access to those items. The calendar
should allow for items to be links which will navigate users to other sections or
documents contained in the web site / portal. An example of this would be links
displayed on a calendar which take the user to a list of classes available on that
date or to a web form which allows the user to register for the class indicated on
the calendar.
4.7.7 The web site / portal will have an archive of documents for the TLO's, CIP and
Intelligence users, including sample infrastructure assessments and a blank
assessment worksheet. The archive should be fully indexed to allow for effective
searches. Users should have the ability to search by document title, type, author,
and key words found in the document narrative. The library should accept a wide
variety of document file types such as Microsoft Office applications (Word, Excel,
PowerPoint, Publisher, etc.), Adobe PDF, HTML, etc. Only OCIAC web
administrators will have the ability to upload to this library.
4.7.8 The web site / portal will have a library of all grant processing forms and
documents. Only grant web administrators will have the ability to upload to this
library. Sub-recipients will be able to access the library and select the form they
need.
The web site / portal will have internal, online forms that sub-recipients can
complete and submit. The data from these forms, once submitted, will be stored in
a linked database. Users will also be able to generate a "printer friendly" version
of the completed form that they can either print to a hardcopy or generate an
Adobe PDF file to save for their records. The vendor will be responsible for
creating at least 20 such forms, their purpose and content to be determined during
the design process.
4.7.9 The vendor will provide a grant application module that uses a multi-step process.
This process will include: an application submission component, an approval
component, a project management component and a reimbursement component.
4.7.9.1 The application submission component will collect the information
elements determined necessary by the grant administrators via an
online form and store the information in a database. Once submitted,
the appropriate grant administrator will be notified of the submission by
e-mail. The form will allow for required fields as well as validate the data
in specifically designated fields. An error message will indicate or
highlight the missing or incorrect fields. The online form will then
produce a "printer friendly" form which will include the information
entered in the online form as well as signature and date blocks to be
filled out by and on the hardcopy by the applicant.
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Attachment A
The application form should have the ability to be on a secure socket
layer, depending on the privacy of the information exchanged. This will
be determined by the grant staff.
4.7.9.1.1 Grant administrators from Anaheim, Santa Ana, and the
Orange County Sheriff's Department will manage the grant
process for the sub-recipients and are designated by grant
year; odd years - Santa Ana, even years - Anaheim, and all
SHSGP funded projects - Orange County Sheriff Department.
The application process should allow for the submission of
the documents to the appropriate grant administrator.
4.7.9.2 The application approval component will allow the grant administrators
to track the approval process of the applications noting key review
points and approval dates. The approval component will allow grant
administrators to notify the applicant via email of the applications
approval or rejection. Once approved, the application information,
namely milestones and budget figures, will be automatically uploaded
into the project management component.
4.7.9.3 The project management component will permit the grant administrators
to track the progress of the projects. The module should list the
milestones for the approved project and have a charting feature that
indicates the percentage of completion. The project management
component should allow sub-recipient project managers to submit
reports regarding their progress with these reports having a narrative
based comment area.
4.7.9.4 The reimbursement component will allow sub-recipients to submit online
forms requesting reimbursement for project expenditures.
4.7.9.4.1 Grant administrators will provide the form designs and
workflow for the reimbursement process.
4.7.9.4.2 As reimbursements are submitted, the account balance will
reflect the expenditures and calculate and display the
adjusted remaining balance. The module should display a
chart reflecting account information such as the amount
expended and balance available.
4.7.9.4.3 Sub-recipients should have the ability to upload
attachments for reimbursement justification into a
designated document location.
4.7.9.4.4 Upon form submittal, notification containing links to
uploaded documents will be e-mailed to the appropriate
grant administrator.
4.7.9.5 The web site / portal will permit grant administrators the ability to notify
sub-recipients of missing or incomplete forms used in the application,
project management, or reimbursement submission process.
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Attachment A
4.7.9.6 Each participating sub-recipient will have a document location
accessible only to that sub-recipient and the UASI grants administrators.
The document location will be used by the sub-recipients to store
uploaded attachments, scanned documents, maps, receipts, etc. The
grants administrators can access the location to process the grants and
receive required applications and documents, progress reports, and
reimbursement claims.
4.7.9.7 The web site / portal will have a location where Notices and
Informational Bulletins can stored for retrieval by grant administrators
and sub-recipients. Assess to this location will be controlled by user
privileges.
4.7.9.8 Upon form submittal, notification containing links to uploaded
documents will be e-mailed to the appropriate grants administrator.
47.10 The vendor will provide a custom module for online registration and
reimbursement for training.
4.7.10.1 The module will permit on-line registration for a training classes filling in
user information from the user database. Users will view the calendar
for available training classes, select the class they wish to take, and fill
out an online application for submission. The application should e-mail
a confirmation to the user. The application should also have a reporting
page accessible to the appropriate grant training administrator which
lists the users and their information by class.
4.7.10.2 The module should have the capability to allow grant sub-recipient to
apply for classes that are not listed on the training calendar.
4.7.10.3 The module should have the capability for a grant sub-recipient to
submit a training reimbursement claim and have the claim amount
subtracted from the total allocated funds once the submission has been
approved. The sub-recipient should have the ability to see the
remaining balance of their funding amounts.
4.7.10.4 The module should permit the grant and training administrators to
produce reports regarding the number of trained personnel broken down
by discipline and jurisdiction, number of classes presented, and number,
discipline, and jurisdiction of personnel attending each class.
4.7.11 The vendor will provide a custom inventory module to:
4.7.11.1 List an inventory of regional UASI shared equipment that indicates the
equipment's location and status.
4.7.11.2 List requirements related to using the equipment, associated costs, and
personnel requirements.
4.7.11.3 Allow users to request the use of UASI purchased/owned equipment via
an online form and have the form data e-mailed to the appropriate
equipment owner/manager as well as the appropriate grant
management agency.
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Attachment A
4.7.12 Search function: each page should have a simple search form in a prominent
location. The search engine will automatically find and index new documents.
4.7.12.1 Search results should only show those pages which the user has
access to or only pages within his/her group's portion of the site.
4.7.13 The web site will have a stand alone address book for use by OCIAC and grant
management staff to maintain contact information.
4.7.14 The OCIAC and the grants home page will each have a module presenting the
current additions to the site, automatically chosen based on date of publication.
4.7.14.1 The current additions section will show the 10 most current additions
that the given user is able to access.
4.7.15 The web site / portal will contain links to other websites which contain additional
information and these links will be editable by OCIAC and grants management
staff. Administrators from OCIAC and grants management office should have the
ability to remove links or add additional links at anytime using a WYSIWYG.
4.7.16 The web site / portal will provide a module that allows users to subscribe to a list
server in order to receive notifications about grant deadlines, training courses, etc.
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Attachment A
MinclTouch
OCIAC
MinclTouch Professional Services
10/19/2010
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Attachment A
Table of Contents
Fusion Centers ............................................................................................................................... 10
MinclTouch Out of the Box ............................................................................................................ 10
MinclTouch Branding ..................................................................................................................... 14
W i refra m e s ............................................................................................. 14
...................................
Design ............................................................................................ 15
............................................
Design Examples ........................................................................................................................ 15
Branding Review ........................................................................................................................ 15
Homepage ...................................................................................................
. 15
.
............................
Custom MinclTouch Plugins ....................................................................................................... 15
Tips Submission Form ............................................................................................................ 15
Interactive Calendar Plugin .................................................................................................... 16
Interactive Calendar Display ........................................................ 17
..........................................
Reimbursement Creation Form Addon .......................................... 17
.......................................
Reimbursement Form Display Dashboard .......................................... 18
...................................
Grant Entry Form Plugin .......................................................... 18
..............................................
Grant Entry Project Page ......................................................... 19
..............................................
Grant Entry Display Dashboard ................................................... 19
..........................................
Key Stakeholders .................................................................................... 20
...................................
Cost Proposal ........................................................................................ 20
.....................................
Project Timeline and Payment Milestones ................................................................................ 20
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Attachment A
Statement of Work
Fusion Centers
MindTouch Out of the Box
MindTouch is a robust platform that out of the box delivers an immediate value to your
strategic documentation and collaboration efforts. The following features are part of
MindTouch 2010 and cannot be customized as part of the skinning package.
For customizations or development outside of this scope please contact your MindTouch
Sales Manager.
Breadcrumbs
Breadcrumbs provide a hierarchical form of navigation to inform users of their location
relative to other content in the hierarchy. Breadcrumbs are automatically generated based
on the location of a page within the hierarchy. Breadcrumbs are displayed above the
page content and can be configured to display anywhere within the site "skin".
Community Scoring
Finding quality content can quickly become a challenge for a rapidly growing
community. MindTouch community scoring mitigates the responsibility of quality
assurance by leveraging community involvement. Community scoring influences the
search to ensure high quality results. Additionally, scoring can be reviewed via reports to
identify high and low quality content.
DekiScript
MindTouch is an enterprise grade web platform with a variety of tools that make
developing and deploying large applications quick and easy. Power users can use
DekiScript to build custom reports, dashboards and even their own applications.
DekiScript can be entered into any MindTouch page for rapid application development.
Users who are new to DekiScript can utilize the MindTouch Community Portal for access
to documentation, support and success to other passionate DekiScript developers.
Navigation
MindTouch utilizes a hierarchical navigation to display the structural organization of content
within the platform. The navigation is permanently displayed on the left hand side of the
application interface and is animated to allow access to the subpages of the hierarchy. The
navigation can be displayed or hidden for specified groups of users. The MindTouch navigation
also maintains content relationships and doesn't allow for the existence of orphaned pages.
Page Notifications
MindTouch comes equipped with an advanced email notification system that offers user
activity updates on any page or hierarchy of pages throughout the site. Email
notifications have a configurable frequency to ensure an appropriate level of interaction
with users. Additionally notifications are batched together resulting in a clean and
understandable overview of the selected activity. Email notifications pertain to all
content updates in MindTouch including comments, tags, file uploads etc.
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Attachment A
Email notifications can be completely customized via the provided text and HTML
templates.
Print to PDF
Every MindTouch page can quickly be printed into PDF format utilizing the "Print to
PDF" function. The print to PDF functionality is accessible on every content page within
MindTouch.
Recent Changes
MinclTouch has a plethora of tools used to enhance the discovery and location of relevant
content. The Recent Changes report displays a chronological table of user contributions. This
report includes page modifications, file uploads, comments added, etc.
The Recent Changes report can be filtered to list contributions by individual users or by the
entire community of contributors. The Recent Changes report is also available via RSS for users
to keep updated using the tools they choose.
Revision History
MindTouch ensures that all of your content is safe and secure by maintaining all
modifications in revision history. Every interaction with a page or file is stored in the
revision history and can be reverted by authorized users.
RSS
MindTouch offers a variety of very useful RSS feeds for advanced site monitoring and
engagement. Available RSS feeds include:
• Site wide recent changes
• Site wide comments
• Site wide new pages
• User activity
• User contributions
• Page comments
• Page changes
• Page history
Search
MindTouch has developed state of the art search capabilities to adapt to a customer's ever
evolving strategic documentation needs. The MindTouch search algorithm acknowledges
the content value, page rating, search tendencies, user activity, click frequencies, file
attachments, tags, page properties and more to deliver the highest quality documentation
to users.
Security Permissions
MindTouch permissions are extremely flexible and allow user, role and group management.
Administrators in MinclTouch can define custom roles with any combination of actions such as
update, delete, and create. Once a role has been defined it can be assigned to either an
individual user or a group of users.
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Attachment A
Content within MindTouch can be restricted to be public, semi-public or private and can have
any number of users, groups or roles added as exceptions to the rule. Restrictions can be
applied to an individual page or to a page and its subsequent pages.
• Public: Everyone can view and edit the page
• Semi-Public: Everyone can view but only listed users can edit the page
• Private: Only listed users can view and edit the page
Sharing
The MindTouch share feature allows users to quickly and easily send documentation to
contacts via email. The share feature is available on every collaborative page and can be
accessed by all registered users.
Support
MindTouch is proud to offer best in class customer support. Whether you're looking for
experienced advice or highly technical troubleshooting the MindTouch Support team is
your solution for rapid and professional problem solving. Support packages are available
for all sizes of organizations and can be tailored to meet any organization's needs.
Tags
Tags can be added to any page to increase discoverability and identify content. The tags
interface is exposed below the editor content and provides "tag suggestions" based on the
other tags in the site.
Templates
Templates provide an easy format for legible documentation. MindTouch templates can
be accessed through an easy-to-use dialog interface in the page editor. Templates can be
restricted to allow for individual or group access.
User Management
MindTouch permissions are extremely flexible and allow user, role and group
management. Administrators in MindTouch can define custom roles with any
combination of actions such as update, delete, create and more. Once a role has been
defined it can be assigned to either an individual user or a group of users.
Content within MinclTouch can be restricted to either public, semi-public or private and can
have any number of users, groups or roles added as exceptions to the rule. These restrictions
can be applied to an individual page or to a page and its subsequent pages.
• Public: Everyone can view and edit the page
• Semi-Public: Everyone can view but only listed users can edit the page
• Private: Only listed users can view and edit the page
File Management
Any file can be uploaded to MindTouch (subject to file size and type restrictions as
specified by the administrator). Files within MindTouch are versioned and adhere to the
same stringent security standards as any other piece of content throughout the system.
Individual file versions can be viewed; however, links to those files only point to the
most recent version unless explicitly specified. In addition, files deleted from within
MindTouch can be retrieved or permanently removed by the system administrator in the
control panel.
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Attachment A
WYSIWYG Editor
MindTouch offers a very rich user experience for editing HTML. Editors support all
native HTML tags and offer an intuitive "Microsoft Word Like" experience for adding,
editing, resizing and embedding content.
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Attachment A
MindTouch Branding
The MindTouch Professional Services team is knowledgeable and experienced in
application design, development and implementation. The Professional Services team
will work closely with you to ensure a seamless and timely delivery.
Wireframes
MindTouch will provide a selection of "best practice" wireframe layouts for guidance
and direction. The pre-formatted wireframes have been proven to serve both form and
function which ultimately ensure the best of both design and development. Wireframe
layouts are intended to guide the design and implementation process and will serve as the
overall guiding factor in layout, positioning and structure.
MindTouch requires that a wireframe be selected prior to commencing the project.
Available wireframes include:
Fixed width,
centered, right
navigation
Fixed width,
centered, right
navigation
100% width, right 100% width, left
navigation navigation
0
If the provided wireframes do not meet your needs MindTouch can provide additional
wireframe templates to choose from. The wireframes must be created by MindTouch in
order to enable optimal content delivery and user experience.
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Attachment A
Design
MindTouch requires a series of company identification materials prior to commencing
the project. Company identification required materials include:
Organization logo
o Non flattened Adobe Photoshop files
o Adobe Illustrator Vector files
• Organization color palette
o Palette of hexadecimal colors to be used within the design
• Organization design guidelines
o Any formal or required guidelines of how to implement the design
Design Examples
MindTouch requires a minimum of two website examples to influence the custom skin.
The example website can be submitted either as a URL or screenshots. If the site is not
publically accessible screenshots are required.
Branding Review
MindTouch will allow for up to two design (30 minute) feedback sessions in order to
align expectations. Both design feedback sessions will be scheduled during the kick-off
meeting in accordance with the delivery schedule. Feedback sessions will be used to gain
design direction and have pertinent questions answered.
Accepted design feedback includes:
• Color
• Design
• Font
• Position
• Images
Design feedback must be submitted to MindTouch within two business days of the design
presentation. All design feedback will be triaged to determine whether it is in scope and
in accordance with the SOW.
Homepage
• The Homepage will contain a user login area
o Every time a user logs in they will have to check a box indicating they
have read and agree to the non-disclosure agreement
Custom MindTouch Plugins
Tips Submission Form
Form will be available to the public to enter/report suspicious terrorist activity
Anonymously accessible while providing limited user detail
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Attachment A
o IP address
• Form inputs to be included:
o Details of report
o Date
o Time
o Suspect names
o Location
o Urgency
• Upon Submit the form content will be emailed to a MindTouch user group (group
will be managed by OCIAC administrators via the control panel)
• Form will utilize CAPTCHA to validate legitimacy of report
• Data will not be stored in a database
• Form will be embeddable within any page throughout MindTouch
Interactive Calendar Plugin
• An Interactive Calendar will be created as a MindTouch plugin
• "Create event" link will be globally accessible to all authenticated users and
groups
• "Create event" form will include the following fields:
o Text Input: Title
o Textarea Input: Description
o Text Input: Date - Date picker
o Text Input: Start Time - Time picker
o Text Input: End Time - Time picker
o File Upload
o Text Input: Creator - pre populated
• Calendar events will utilize MindTouch "chrono tags" to identify a page as an
event
• All calendar events will be stored under /calendar for consistency
• Events can optionally be moved to alternative locations and will still populate the
calendar display
• Events can be optionally private depending on the MindTouch page permissions
for the created event page. Group and user accessibility will be completely
managed by the MindTouch restrict access interface that allows permissions to be
granted to:
o Public
o Semi-public
o Private
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Attachment A
Interactive Calendar Display
• Calendar can be embedded in any MindTouch page using MindTouch DekiScript
o Documentation on embedding the calendar will be provided
• Calendar display will only include a single monthly view
o Clicking next or previous will display the appropriate monthly view and
will require a page refresh to load
o Color highlighting will identify a date that contains events
o Clicking the color coded dates will display a pop-up with corresponding
event
¦ Limited details will display in popup
¦ A link to the event details will be available from the popup
o At this point users will not be able to register for events
Reimbursement Creation Form Addon
• A Reimbursement Form will be created as a MindTouch plugin
• Reimbursement input form will include:
o Text Input: Who - Pre-populated from MindTouch
o Text Input: Name of class
o Text Input: Date of class - Date picker
o Text Input: Cost of class
¦ Provide 10 rows for additional cost data entry
• Description
• Cost
¦ Reimbursement total will be automatically calculated based on
entry to individual rows of cost data
o The reimbursement form will create new MindTouch page in
/reimbursements
o All relevant reimbursement data will be stored as page properties of the
newly created reimbursement page
o Only administrators and the user who submitted the reimbursement form
will be able to view their form submission
o A user will be able to easily view only their submissions while
administrators will be able to view all submissions
• Once a reimbursement form has been submitted it is no longer editable
o Users will have the functionality to delete their own reimbursement forms
submitted
• The template that controls the layout of the reimbursement form addon will be
marked as semi-public to prohibit end user tampering
• Will include error messages for predefined required fields
• Will not include validation for input formatting
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Attachment A
Reimbursement Form Display Dashboard
• Table view built as a MindTouch Template will be marked as semi public to
prevent end user tampering
• Table columns include:
o Name of person
o Name of class
o Data of class
o Total Cost of class
o Status of reimbursement
• Status of reimbursement can be changed directly from the dashboard. Status
options include:
o Pending
o Rejected
o Approved
• All new reimbursements will default to a status of Pending
• The Reimbursement Dashboard will include sortable table columns for the
provided columns
• The Reimbursement Dashboard will not include pagination
• Upon submitting the reimbursement form the user will be redirected to their
newly created reimbursement page
• Only the reimbursement status can be changed by administrators
Grant Entry Form Plugin
• The Grant Entry Form will be created as a MindTouch Plugin
• The form will include the following inputs:
o Text Input: User - pre-populated from MindTouch
o Text Input: Title
o Timeline
¦ Text Input: Start Date - Date picker
¦ Text Input: End Date - Date picker
o Text Input: Cost
o 2 File uploads
o Page location picker
o Textarea Input: Grant Details
• Will include error messages for predefined required fields
• Will not include validation for input formatting
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Attachment A
Grant Entry Project Page
• The Grant Entry plugin will create a MindTouch page with corresponding details
stored as page properties
• A drop down with a button will display to administrators that will them to change
the status of the grant entry
• Note, localization is not included
• The Grant Entry project page will display the following properties in a non-
editable sidebar:
o User
o Title
o Timeline
o Cost
o File uploads
• The remaining content will be collaboratively editable by users who are granted
access. This includes:
o Grant Details
• User access will strictly be managed by the use of the MindTouch restrict access
interface that allows pages to be set to:
o Public
o Semi-public
o Private
Grant Entry Display Dashboard
• Table view built as a MindTouch Template
• Table will not include pagination
• Table columns will be sortable by clicking on the table column header
• Table columns include:
o Name of person
o Title of grant
o Cost
o Current status:
¦ Pending
¦ Rejected
¦ Approved
• Approval date will not be tracked
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Attachment A
Key Stakeholders
Contact
Brian Sheldon Title
Project Sponsor Email
bsheldon/aj)santaj a.or
Jesse Rubin MindTouch Account Manager Jesser&mindtouch.corn
Damien Howley Director of Technical Services damienh a mindtouch.com
Robert Mason MindTouch Project Technical Lead robertm a mindtouch.com
Emil Potthoff Director of Client Services and PM ? ernilypAmindtouchxorn
Cost Proposal
The total proposed cost of the web site project is $87,990 and breaks down as follows;
One-time Fee (services) 60,000
One-time License Fee* (software) 19,995
Annual Support (support) 7,995
* fee covers the license for the version provided at the time of installation, but does not allow for new
versions.
Project Timeline and Payment Milestones
• Project Timeline - It is understood the web site project is being funded under a
Department of Homeland Security Grant and has a completion deadline of 31
March 2011. MindTouch agrees to manage the project in a manner which ensures
all necessary meetings and work required to produce the final web site will be
completed on or before 31 March 2011.
• Payment Milestones -Within 30 days of signing an agreement, 100 percent of
the software and support as well as 50 percent of the services will be paid, an
amount totaling $57,990. The remaining 50 percent of the services, $30,000, is to
be paid upon completion and final acceptance of the web site.
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