HomeMy WebLinkAbout25E - AGMT WEBSITE REDESIGNREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JUNE 6, 2017
TITLE:
AGREEMENT WITH 360 BUSINESS
CONSULTING FOR WEBSITE
REDESIGN AND CONTENT
MANAGEMENT SYSTEM
IMPLEMENTATION SERVICES
{STRATEGIC PLAN NO. 7, 2DY
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
15-T515109Q4117
❑ As Recommended
❑ As Amended
❑ Ordinance on 1" Reading
❑ Ordinance on 2otl Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize the City Manager and the Clerk of the City Council to execute an agreement with 360
BC Group, Inc., DBA 360 Business Consulting, for website redesign, implementation of the
Drupal Content Management System, in an amount not to exceed $168,576, including a 20 %
contingency of $28,096, and to provide maintenance and support services for a three year period,
in an amount not to exceed $72,000, for a total amount not to exceed $240,576, beginning June
15, 2017 through June 30, 2020, "subject to non -substantive changes approved by the City
Manager and City Attorney.
DISCUSSION
One of the Strategies of the City's Strategic Plan is to invest in software/resources that will help
streamline the flow of information to City staff and the public. A primary tool that the City uses to
communicate with the public is the City's website. The City's website (www.santa-ana.org)
provides an important avenue of communication for its residents as well as other audiences
including visitors and businesses.
The City's website was launched in 1999 and has grown to consist of approximately 700 static
HTML pages, plus 4,000 supporting content files (PDF, images, video, etc.). The existing website
platform has limited capabilities, is not flexible, and the tools and processes to manage the
content has become arduous and inefficient.
To better manage the vast amount of content and improve operational efficiencies, Staff
recommends redesigning the City website and implementation of a Content Management System
(CMS). These systems enable content and website resources to be managed and stored in a
centralized database.
The City has chosen to standardize on the Drupal open source web CMS. Drupal is a robust,
secure, modern, and flexible content management tool. It is used by many large public sector
sites such as the Cities of Los Angeles, San Diego, and Austin, States of Colorado, New York,
and Georgia, U.S. Department of TransAgd�tiory the White House, and other prominent
Agreement for Website Redesign and Content Management System
June 6, 2017
Page 2
government agencies. Since Drupal is open source software, there are no licensing costs, making
it a cost-effective and sustainable platform.
Some key requirements of the new website and CMS include the following:
• Functional, appealing, service -based design, easy for users to navigate and access
• Intuitive, easy-to-use interface for content contributors to create/update web content
• Powerful integrated search capabilities
• Mobile -friendly and ADA compliant that displays properly on PCs, tablets, and smart
phones
• Open Data portal for public data access
• Economic development portal
• Integration with the City's social media sites, such as Facebook and Twitter
To make the transition from the City's current website to Drupal, the City requires assistance from
a firm with expertise in website design and Drupal. On October 20, 2016, a Request for Proposal
(RFP# 16-121) was posted on the City's website seeking proposals from qualified firms to assist
the City with a website redesign and implementation of the Drupal CMS.
Eight firms submitted proposals, none of which were Santa Ana companies. A selection team
consisting of staff from the Information Technology, City Manager's Office, Community
Development, and Planning and Building departments evaluated the proposals.
Rank
Firm
Location
1
360 Business Consulting
Orange, CA
2
KWALL
Newport Beach, CA
3
Interpersonal Frequency I.F)
Seattle, WA
4
Fig Leaf Software
Washington, DC
5
O in Software
Ottawa, Ontario, Canada
6
Ameex Technologies
Chicago, IL
7
Planeteria Media, LLC
Santa Rosa, CA
8
Brandtastic
Costa Mesa, CA
The selection team unanimously ranked 360 Business Consulting as the top vendor. Their
proposal contained adequate hours to perform the expected work at a fixed price, and the firm's
rates were reasonable and within industry standard. The proposal was found to provide the best
value and is appropriate for the project because of the firm's qualifications and understanding of
the scope.
The City's Informational Technology Department (IT) will manage this project utilizing existing
Web resources and will coordinate with content contributors from each of the other departments.
The project is anticipated to take approximately six months to complete.
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Agreement for Website Redesign and Content Management System
June 6, 2017
Page 3
This agreement includes initial implementation services in the amount of $140,480, plus a 20%
contingency of $28,096. In addition, the agreement includes $72,000 for three years of ongoing
support services, for a total not to exceed amount of $240,576.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Goal #7 — Team Santa Ana, Objective #2
(establish communications plans to engage and inform employees and the community about City
Activities), Strategy D (Invest in software/resources that will help streamline the flow of
information to City staff and the public).
FISCAL IMPACT
Funds are available in the Information Technology Content and Collaboration accounting unit
10920145 for FY 2016-17 and will be budgeted in subsequent fiscal years. The following is an
estimate of the distribution, but the actual amounts may vary within fiscal years based on the
timing of the delivery of services.
Description
Account Fiscal Year
Amount
Implementation - Contract Services
10920145-62300 FY 2016-17
$28,096
FY 2017-18
$140,480
Software Support & Maintenance
10920145-62306 FY 2017-18
$24,000
FY 2018-19
$24,000
FY 2019-20
$24,000
Total Implementation, Support and Maintenance Cost:
$240,576
APPROVED AS TO FUNDS AND ACCOUNTS:
Jac iulla Francisco Gutierrez flp
ChitIf Technology Innovations Officer Executive Director
Information Technology Department Finance & Management Services Agency
EXHIBIT: 1. Agreement with 360 Business Consulting
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Exhibit 1
CONSULTANT AGREEMENT
THIS AGREEMENT, made and entered into this 15" day of June, 2017, by and between
360 BC Group, Inc., a California corporation doing business as 360 Business Consulting
(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. The City desires to retain a consultant having special skill and knowledge in the field
of Website Redesign and Implementation of Drupal Content Management System.
B. The City posted Request for Proposals for Website Redesign and Implementation
of Drupal Content Management System (RFP 16-121) on October 20, 2016, a true
and correct copy of which is attached hereto as Exhibit C.
C. Consultant submitted a timely response to RFP 16-121, a true and correct copy of
which is attached hereto as Exhibit D.
D. Consultant represents that Consultant is able and willing to provide such services to
the City and is licensed by the State of California to provide Website Redesign and
Implementation of Drupal Content Management System.
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 website redesign and implementation firm.
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
a. Consultant shall perform those website redesign and implementation of Drupal
Content Management System services as set forth in Exhibit A to this Agreement.
b. Consultant shall perform the option of website maintenance and support services
selected by the City as set forth in Exhibit B to this Agreement. City may choose
to use either the Self -Hosted Maintenance and Support or the 360 and Amazon
Web Services Hosted Maintenance and Support. City is not committed to either
option and may change options or cancel services at any time prior to the start of
a new month of service through a written request to Consultant. City may also
resume cancelled maintenance and support services through a written request to
Consultant.
2. COMPENSATION
a. City agrees to pay and Consultant agrees to accept as total payment for the
website redesign and implementation of Drupal Content Management System
services, the rates and charges set forth in Section H of Exhibit A attached hereto.
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The amount to be expended for these specific services shall not exceed One
Hundred and Sixty Eight Thousand, Five Hundred and Seventy Six dollars
($168,576.00), which includes a 20% contingency, during the term of this
Agreement.
b. City agrees to pay and Consultant agrees to accept as total payment for the
website maintenance and support services, the rates and charges set forth in
Section B of Exhibit B attached hereto. The amount to be expended for services
shall not exceed Seventy Two Thousand dollars ($72,000.00) during the term of
this Agreement.
C. The total amount to be expended for both the website redesign and implementation
of Drupal Content Management System services, as well as the website
maintenance and support services, shall not exceed Two Hundred and Forty
Thousand, Five Hundred and Seventy Six dollars ($240,576.00) during the term of
this Agreement.
b. Payment by City shall be made within forty-five (45) days following receipt of proper
invoice evidencing work performed, subject to City accounting procedures. Payment
need not be made for work which fails to meet the standards of performance set forth
in the Recitals which may reasonably be expected by City.
3. TERM
This Agreement shall commence on the date first written above, and terminate on June 30,
2020, unless terminated earlier in accordance with Section 12, below. The term of this Agreement
may be extended upon a writing executed by the City Manager and the City Attorney
4. 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.
5. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared
or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant
shall require all subcontractors to agree in writing that City is granted a non-exclusive and
perpetual license for any Documents & Data the subcontractor prepares under this Agreement.
Consultant represents and warrants that Consultant has the legal right to license any and all
25E-6
Documents & Data. Consultant makes no such representation and warranty in regard to
Documents & Data which were provided to Consultant by the City. City shall not be limited in any
way in its use of the Documents and Data at any time, provided that any such use not within the
purposes intended by this Agreement shall be at Citys sole risk.
[d�I�E39�7Ji;L��l
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, employees, agents,
volunteers and representatives as additional insured(s) and shall include, but not
be limited to protection against claims arising from bodily and personal injury,
including death resulting therefrom and damage to property, resulting from any act
or occurrence arising out of Consultant's operations in the performance of this
Agreement, including, without limitation, acts involving vehicles. The amounts of
insurance shall be not less than the following: single limit coverage applying to
bodily and personal injury, including death resulting therefrom, and property
damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the
aggregate. Consultant shall supply City with a fully executed additional insured
endorsement in substantially the form attached hereto as Exhibit C upon execution
of this Agreement and shall be approved in form by the City Attorney.
b. Business automobile liability insurance, or equivalent form, with a combined single
limit of not less than $1,000,000 per occurrence. Such insurance shall include
coverage for owned, hired and non -owned automobiles.
G. Worker's Compensation Insurance. In accordance with the provisions of Section
3700 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.
d. If Consultant is or employs a licensed professional such as an architect or
engineer: Professional liability (errors and omissions) insurance, with a combined
single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate.
e. 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.
(ii) Certificates of insurance shall be furnished to the City upon execution of
this Agreement and shall be approved by the City.
(iii) Certificates and policies shall state that the policies shall not be canceled
or reduced in coverage or changed in any other material aspect without
thirty (30) days prior written notice to the City.
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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. Such termination shall not affect
Consultant's right to be paid for its time and materials expended prior to notification
of termination. Consultant waives the right to receive compensation and agrees
to indemnify the City for any work performed prior to approval of insurance by the
City.
INDEMNIFICATION
Consultant agrees to and shall indemnify and hold harmless the City, its officers, agents,
employees, consultants, special counsel, and representatives from liability: (1) for personal injury,
damages, just compensation, restitution, judicial or equitable relief arising out of claims for
personal injury, including death, and claims for property damage, which may arise from the direct
or indirect operations 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; and (2) from any claim that personal injury, damages, just compensation, restitution,
judicial or equitable relief is due by reason of the.terms of or effects arising from this Agreement.
This indemnity and hold harmless agreement applies to all claims for damages, just
compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered,
by reason of the events referred to in this Section or by reason of the terms of, or effects, arising
from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all
costs for the defense of the City, including fees and costs for special counsel to be selected by
the City, regarding any action by a third party challenging the validity of this Agreement, or
asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief
due to personal or property rights arises by reason of the terms of, or effects arising from this
Agreement. City may make all reasonable decisions with respect to its representation in any legal
proceeding.
a. INTELLECTUAL PROPERTY INDEMNIFICATION
Consultant shall defend and indemnify the City, its officers, agents, representatives, and
employees against any and all liability, including costs, for infringement of any United States'
letters patent, trademark, or copyright infringement, including costs, contained in the work product
or documents provided by Consultant to the City pursuant to this Agreement.
9. RECORDS
Consultant shall keep records and invoices in connection with the work to be performed
under this Agreement. Consultant shall maintain complete and accurate records with respect to
the costs incurred under this Agreement and any services, expenditures, and disbursements
charged to the City for a minimum period of three (3) years, or for any longer period required by
law, from the date of final payment to Consultant under this Agreement. All such records and
invoices shall be clearly identifiable. Consultant shall allow a representative of the City to
examine, audit, and make transcripts or copies of such records and any other documents created
pursuant to this Agreement during regular business hours. Consultant shall allow inspection of
all work, data, documents, proceedings, and activities related to this Agreement for a period of
three (3) years from the date of final payment to Consultant under this Agreement.
0
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10. 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.
11. 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.
12. NOTICE
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, sent by tele facsimile communication, or via e-mail to
the following persons:
To City: Clerk of the Council
City of Santa Ana
20 Civic Center Plaza (M-30)
Santa Ana, CA 92701
Fax 714-647-6956
With courtesy copies to: Executive Director
Information Technology Department
City of Santa Ana
20 Civic Center Plaza (M-42)
Santa Ana, CA 92701
City Attorney
City of Santa Ana
20 Civic Center Plaza (M-30)
Santa Ana, CA 92701
Fax 714-647-6956
To Contractor. Ron Zayas
Chief Strategist, Government and Municipalities
1576 N. Batavia Street
Orange, CA 92867
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Fax 949-608-3663
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 fax, 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.
13. 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, followed by the language in the Scopes of Work in Exhibit
A and Exhibit 8, followed by the language in the Consultant's Response to RFP 16-121 in Exhibit
D. 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, the terms and
conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement
acknowledges that no representations, inducements, promises or agreements, orally or
otherwise, have been made by any party, or anyone acting on behalf of any party, which are not
embodied herein.
14. . ASSIGNMENT
In as much 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.
15. 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.
b. Payment need not be made for work which fails to meet the standard of
performance specified in the Recitals of this Agreement.
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16. 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.
17. 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.
18. 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.
19. MISCELLANEOUS PROVISIONS
a. All Exhibits referenced herein and attached hereto shall be incorporated as if fully
set forth in the body of this Agreement.
b, Each undersigned represents and warrants that its signature hereinbelow 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.
[Signatures on following page]
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year
first above written.
ATTEST:
MARIA D. HUIZAR
Clerk of the Council
APPROVED AS TO FORM:
CARVALHO
RECOMMENDED FOR APPROVAL:
JACK CIULLA
Executive Director
Information Technology Department
CITY OF SANTA ANA
CYNTHIA J. KURTZ
Interim City Manager
360 BUSINESS CONSULTING
RON ZAYAS
Chief Strategist
Government and Municipalities
Tax ID#
25E-12
EXIIIBIT A
Scope of Work
Website Redesign and Implementation of Drupal Content Management System
25E-13
City of Santa Ana Website Redesign & Implementation of Drupal CMS
Exhibit A
Scope of Work
Website Redesign and Implementation of Drupal Content Management System
This Scope of Work (SOW) describes the requirements and work to be performed by 360
Business Consulting ("360") for Website Redesign and Implementation of a Drupal Content
Management System ("Website," "Site," or "CMS" ) for the City of Santa Ana ('City") per the
Request for Proposal (RFP)16-121.
A. BACKGROUND
The City has one primary website (www.santa-ana.org) to provide different avenues of
communication for its residents and to also direct specific information to a variety of segments of
audience such as those interested in visiting or doing business with the City.
The website first launched in 1999 and has grown to consist of approximately 700 static HTML
pages, plus 4,000 supporting assets (PDF, images, video, etc.).
The City's Communications Manager is the Editor in Chief, responsible for content editorial and
for providing images and photography. The departments develop content, graphics and
photographs.
The City's various departments are responsible for managing their departmental content which
is directed through a workflow in the content management system for approval and publishing
by the I.T. department.
Responsibility for authoring content updates within the current content management system is
distributed across multiple departments. The City's Information Technology department is
responsible for all City websites. The I.T. Department administers the City's servers, content
management platform, backup and disaster recovery, security and management of the process
to update the sites.
This RFP is for website redesign and implementation of a new content management system as
well as full development and implementation services. The City currently hosts its sites internally
with Windows Serverl[IS, but would prefer to use 3rd party non -vendor specific cloud hosting.
The current City web site is not utilizing a content management system and hosted internally in
a Microsoft Windows environment. The City currently uses Adobe Contribute to manage the
updating of content for the primary website. The production environment consists of a single
physical server which runs web services (IIS) and a separate physical database server running
Microsoft SQL.
S. PROJECT DRIVERS
1. Replace current Adobe Contribute environment with a robust database -driven web
content management system.
2. Provide intuitive, easy-to-use interface for content contributors to create/update web
content.
3. Functional, appealing, service -based, and responsive website design that allows easy
access from all devices, including smart phones.
Scope of Work
25E-14
City of Santa Ana Website Redesign & Implementation of Drupal CMS
4. Strong search capabilities.
5. Include an Open Data portal for public data.
6. Include an Economic Development portal.
7. Advanced features such as language translation, GIS mapping, and personalization
8. Ability to interact with back-office systems to provide online services to the public.
9. Have the site be hosted with failover redundancy.
C. TECHNICAL REQUIREMENTS
1. The City has selected the Drupal 8 Content Management System.
2. MySQL or equivalent open source database engine.
3. Assist with installation and configuration of all the necessary environments (e.g., Dev
Test, Staging, Production, etc.).
4. Create mechanisms to automatically migrate data from Staging to Production or from
Production to Staging.
5. Create ability to refresh environments from Production, when necessary.
6. Provide documentation/procedures for handling any custom code/plug-ins during
patching and upgrades.
7. Design should utilize HTML5 and CSS3.
8. Ability to Install and utilize plugins for additional features and functionality.
9. GIT Implementation for code versioning, site synchronization and backup.
10. Integration of USA.gov Analytics for the City's website.
11. Provide optional quote to have hosted in fully redundant data center such as AWS or
Acquia Cloud.
D. FUNCTIONAL REQUIREMENTS
GENERAL
1. Site design must meet ADA requirements.
2. Ability to create FAQ pages.
3. URL aliasing capabilities.
4. Ability to manage web server (set up redirects, sub -domains, MIMI mapping, etc.)
5. Links to City mobile apps.
6. Focus on online services.
CALENDAR/EVENTS
7. Calendaring system that provides for multiple individual calendars that can also be rolled
up into one calendar.
8. Calendars should have options for different views.
9. Calendars have classification that can be used for personalization. (See Personalization
section).
10. Online event information submission.
ECONOMIC DEVELOPMENT PORTAL
11. Portal may have unique templates and even be a sub -site.
12. Site will contain embedded media, such as video, slide decks and high resolution photos
13. Functionality across several user platforms - including mobile devices and major
browsers (Chrome, IE, Safari, Firefox, etc.)
14. Include analytics and lead generation - Google analytics, salesforce.com backed
functionality.
Scope of Work 2
25E-15
City of Santa Ana Website Redesign & Implementation of Drupal CMS
EDITING
15. Provide necessary templates to allow content contributors to easily create the various
content types required for the City site.
16. Content contributors should have the option of a WYSIWYG or HTML editor for editing
webpages, articles, posts, or newsletters.
17. Ability to version pages and revert to prior versions.
18. Ability to stage and expire content by date and time.
19. Content contributors have the ability to add new pages and add to website navigation.
20. Ability to copy and paste from Microsoft Word.
21. Ability to classify any object with categories, tags, or meta data to improve search results.
22. Ability to easily attach and work with images and photos in the editor.
23. Ability to easily embed video Images into webpages.
24. Ability to easily post emergency notices to the homepage.
EMAIL LIST MANAGEMENT
25. Website should provide visitor with the ability to subscribe to a variety of opt -in email lists,
such as email newsletters, announcement lists, or discussion groups.
26. Visitors should be able to unsubscribe from lists.
27. Integration should exist to integrate lists with marketing services such as Constant
Contact.
FORMS
28. Provide the ability to create data entry forms that send email notifications.
29. Provide the ability to create data entry forms that update an internal database
30. Provide the capability of creating online surveys.
31. Ability for users to report problems and ask questions.
GIS
32. Ability to supply location -based information through maps (e.g., Google, ESRI, etc).
33. Navigation using map hotspots for neighborhood groups.
IMAGES AND VIDEO
34. Centralized image and photo libraries for managing website assets.
35. The ability to have the system automatically resize images and photos into web -friendly
sizes -- Preferably during the upload process.
36. The ability to create thumbnail images of photos and images automatically without using
its full size.
37. The ability to create photo albums/galleries that can be embedded into webpages.
38. Provide the ability to attach captions to photos.
39. Ability to upload and store video files.
40. Ability to display streaming video feeds.
INTEGRATION
41. Ability to embed other sites/applications into the website (!Frame).
42. Ability to communicate with other City systems to exchange data, if desired.
43. Ability to send out email blasts to distribution list.
44. Ability to integrate with Nixie (Nixle.com) for alerts.
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Scope of Work
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City of Santa Ana Website Redesign & Implementation of Drupal CMS
45. Provide the ability to easily display the entire site in multiple languages through Google
Translate.
46. Provide the ability to have alternate versions of pages for multiple languages and display
those pages if that is the visitor's preference.
NEWS
47. Provide tools for creating and managing news items and press releases. Items may be
specific to department for departmental pages or rolled up for the home page.
48. News items may or may not contalman image or picture.
49. Ability to display department -specific items on departmental pages, identify which items
will roll up to home page and indicate which items may stick to homepage.
50. Ability to provide an RSS feed of news items.
OPEN DATA PORTAL
51. Implement an Open Data web portal using the DKAN open source tool.
52. Assist with the creation of up to 12 dataset and 6 chartstmaps. (City to provide data or
feed).
53. Must meet California Open Data requirements
(http://Ie-qinfo.1 gislature.ca:gov/faces/billNavClienL.xhtml?bill id=201520160AB169)
54. Integrate portal with primary website, and provide consistent navigation, look and feel.
PERSONALIZATION
55. Provide the ability to have users choose preferences in a profile that will then tailor
content for their viewing. For example, choose neighborhood(s)/park(s) In order to see
content (news, events) specific to the neigh borhood(s)fpark(s).
56. Allow users to change their profile settings.
57. Allow content contributors to classify content in a way that facilitates personalization
preferences.
SEARCH
58. Provide a powerful integrated search engine that can index managed content.
59. Allow ranking or prioritizing of search results.
60. Searches should be across all content types (e.g., News, webpages, images, video, etc.)
61. Allow federated search of other City domains (sub -sites).
SECURITY AND WORKFLOW
62. Provide LDAP integration with the City's Active Directory for single sign -on.
63. Provide role -based security that limits access and functionality based on a user's logon.
64. Provide workflow for approvals of content changes.
65. Must use the latest security techniques to prevent hacking.
66. Must have tools for users to use self-service for registration and for reminders/resetting of
forgotten IDs and passwords.
SOCIAL MEDIA
67. Provide for a separate portal/page for Social Media links.
68. Provide controls for the public to share website content on various social media
platforms.
69. Provide tools to embed social media feeds into website pages.
STATISTICS
70. Provide ability to capture and report on website visitor informationtstatistics.
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City of Santa Ana Website Redesign & Implementation of Drupal CMS
TRAINING
71. Provide manual for technical administration of the CMS.
72. Provide training manual for content contributors.
E. DESIGN REQUIREMENTS
360 will develop design themes that incorporate the City's branding elements with updated
colors, typography, layouts and other such elements. A focus of the updated design will be to
support improvements to user experience.
The new design should incorporate todays design elements used by progressive and
technology -friendly agencies also utilizing navigational trends that model the mobile user's
needs. For example, design should reflect use of images rather than text with use of
photography and graphics, the site should be nimble and portray a mood and a reflection of City
culture. The layout should be liquid rather than static with a focus on presentation
plan/information architecture (content placement and navigation).
The resulting website must be responsive meaning it will employ a responsive design that will
present the site's content in a style and layout that adapts to the capabilities and limitations of
the particular user agent (computer, tablet, mobile device, assistive browser etc.) being used to
visit the site. Optimization of delivered content will be accomplished by employing design
strategies such as progressive enhancement, fluid layouts, proportion -based grids, responsive
images, and CSS3 media queries. This responsive design should be friendly for touch based
navigation.
The website will function as an effective communications and marketing tool highlighting City
news, functions and services for the community and beyond.
The site must be unique, look professional, and uniformly represent the City in interaction with
residents, businesses, and visitors both current and potential.
The entry point for the site must represent the quality, character and embodiment of the City
allowing users easy access to information with minimal clicks.
360 will work with the City team to plan and organize information on the site, which most likely
will include planning sessions, regular meetings, and continued communication throughout the
duration of the website design project.
F. IMPLEMENTATION PLAN
360 will provide comprehensive website design, development, implementation, and project
management services to redesign the City's website and implement the Drupal CMS. 360 will
develop a Project Plan that describes the plan for performing the work required to meet the
project's requirements and objectives. Below is an overview of the implementation activities
and approach that 360 will use to fulfill the scope of services for this project.
1. Project Management
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City of Santa Ana _ Website Redesign & Implementation of Drupal CMS
360 will provide project management during the life of the project. 360 will lead the
planning, define tasks, develop and maintain the schedule, and manage the scope and
production of deliverables.
360 will develop an implementation plan and project schedule that will include the
activities required to implement the project. This will include time for adjustments to the
website architecture, design, technical implementation, content development, testing and
ultimately, the launch of the new site and marketing program. It is understood that
changes, adjustments and revisions are part of the process of getting the most desirable
website. The project schedule will be efficient, yet realistic.
360 will be proactive, take ownership, and consistently communicate. 360 will update
project documents and the schedule as changes occur.
At the start of the project, 360 will facilitate a project kick-off meeting with the City team
and selected internal City stakeholders. This meeting will review project objectives,
requirements, scope, preliminary schedule, approach, roles and responsibilities, and
other topics.
360 will lead weekly status meetings with the team to discuss and review project topics,
status, issues and upcoming activities. The weekly meetings will help keep the project on
track and on schedule. Project objectives and strategy will be discussed in the initial
meeting. Meetings will be conducted via teleconference using 360's conference call line
or onsite at the City depending on the topics and needs of the meeting. 360 will also be
available by email and phone between meetings as needed.
360 will provide a weekly status report that tracks tasks, deadlines and completion status.
The report will be direct, thorough and make prioritization management straightforward
and part of the weekly discussions.
The 360 FuIlView Communication System may be used to track project tasks in real-time.
360 and the City will decide which tools will be used during the planning phase (e.g.:
FuIlView and Microsoft Project).
There is no one -size -fits -all program. 360 will not assume the City s needs for the project
and technical environment. The City is the owner of its program. 360 will serve as a
partner to make the City's requirements come to life. Successful implementation will
require direct communication between the City and 360. The City will have access to 360
resources to meet with regularly and when needed.
2. Evaluation
360 will work with the City to define the specific goals of the website redesign to set a
common expectation for performance.
Success factors will be defined, such as the following:
• Number of request for information forms submitted
• Promoting the business opportunities building awareness
• Attracting traffic to the site and increasing engagement?
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City of Santa Ana Website Redesign & Implementation of Drupal CMS
360 will rely on web analytic tools to help us understand how the City's audience is
interacting with the website and can provide insight into what is working well and what
might need some adjusting/revising. A key measurement is engagement, or how
engaged users are. This helps understand if the site is providing information,
communicating a story and increasing the awareness. 360 will review average time spent
on pages, time spent on portal and pages per visit.
If visitors aren't finding a particular key page, not staying long or are exiting from that
page, 360 will revisit the content and how to drive users to that page.
For calls to action that leads the visitor to request more information or contact the
program, 360 will track the number of completed forms (hopefully this can be compared
with historical data), signups for newsletter or bldg or download an app or other support
tools.
3. Website Design and Development
At the start of the project, an initial discovery meeting will be held at the City. During this
meeting, 360 will gather more information from the City about the requirements of the
website as well as establish mutual expectations for communication and reporting of
project status. 360 will also review City web stats and analytics. 360 will also discuss the
process of migrating the existing designs and functionality and make sure all the
information is collected to begin.
Following the first meeting, 360 will prepare three design themes / comps for the portal
and support materials followed by three to five rounds of revisions based on City
feedback. Once the main look and feel is determined, 360 will work with the City team to
create additional responsive or adaptive designs / themes followed by three rounds of
revisions. These designs will be customizable by color, logo and branding for each of the
templates.
The City will determine if the Economic Development Portal will be included with the main
site, or a microsite. If the later, 360 will provide designs choices for that portal.
Upon the City's request, 360 will facilitate a public workshop to gather input on the design
and ! or set expectations. Major initiatives require the collaboration and cooperation of
many different entities and people. 360 can collaborate with other departments, vendors
and the public in order to accomplish project objectives. 360 will be flexible and
accommodating.
The design should be professional, unique in appearance, and graphically inviting. The
entry page should speak to the character of Santa Ana and inspire visitors to explore the
site for the information they need.
360 will ensure that the new website is compliant with Federal ADA requirements. Some
examples include ensuring that the portal can be navigated with only the directional
arrows and keyboard and offering a text browser.
360 will design the website to be mobile -friendly and give users the same access from
their mobile device as from their computer. The website will be viewable on computers,
tablets and smart phones.
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City of Santa Ana Website Redesign & Implementation of Drupal CMS
360 will configure the website to include or be capable of including e -newsletters,
calendars, newsroom(s), surveys, web forms, online payment processing, and
directories. 360 will create up to 25 different e -newsletters.
360 will provide a development environment during the development and implementation
phase of the website for use by 360 and City personnel. 360 will be responsible for setup,
maintenance and hosting, and all associated costs of this environment.
For the production environment, the City will either provide its own hardware and
infrastructure at the City or use a third party hosting service such as Amazon Web
Services (AWS) or will have 360 host the environment with 360 and AWS resources. 360
will charge a monthly fee specified in the Scope of Work - Maintenance and Support
Services for a 360 -Hosted environment. In any case, 360 will install and configure the
operating systems, website software, and tools on the production environment as part of
this implementation project.
360 will ensure the website environments are protected by financial -grade security.
360 will deliver reporting and management that will allow the City to quickly and easily
track the usage of the portal. This may be accomplished with Gocgle Analytics to provide
comprehensive tracking and management information to help better understand how
visitors use the site.
4. User Acceptance Testing and Quality Control
Throughout the development process, 360 will test for platform compatibility and security
This ensures that the website appears and responds consistently, regardless of the
operating system or browser used.
The website will be designed and developed to be compatible with both PC and Mac
platforms using Internet Explorer, Chrome, Safari and Firefox browsers. A standard
procedure for website changes will ensure the pages appear the same, regardless of
user preferences.
During the development of the site, 360 quality control manager(s) will conduct weekly
testing to ensure this compatibility and that there are no broken links. This testing will be
documented through 360's online project ticketing system, as well as reviewed during the
weekly status meeting and / or in the weekly status report.
360 and the City will develop a Test Plan that will describe the testing process, identify
the testing to be performed, and define the acceptance criteria. At the end of the
development phase, 360 and designated City team members will test the website. 360
will provide a link to an invisible, secure development server for testing. Testers will
verify that the City's requirements are met. Issues will be reported to 360 and logged in
the ticking system for correction. 360 will correct any issues and notify the City to re -test
the affected areas. Once the issues are resolved, the City will indicate User Acceptance
of the website and prepare for launch and public use.
5. Training and Documentation
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City of Santa Ana Website Redesign & Implementation of Drupal CMS
360 will provide comprehensive training to the City about the website and CMS including
administration, management, updating, and maintenance. 360 will develop and provide
training materials.
360 will provide 40 hours of training for the City's designated web administrators. This
may be split into multiple sessions. Additionally, 360 will provide up to five in-person
training sessions and up to 20 web trainings.
Following onsite training, 360 will be available during business hours to answer training
questions via email and phone. In addition to previous web training sessions, 360 will
host three additional WebEx trainings to demonstrate the software's functionality and
features, or as follow up training, as requested by the City.
360 will develop an Online Training and Certification for the City. The online course and
certification allows City staff to complete a comprehensive training course and achieve
certification to administer the site. This allows the City to provide training to additional or
new staff as well as a refresher course for those who take the initial training.
360 will develop and provide comprehensive training manual(s) and thorough
documentation online.
360 will develop a Disaster Recovery and Backup Plan.
6. Go Live and Post -Live Support
After User Acceptance Testing, the website and CMS will be ready to launch. 360 will
develop a Go Live Plan that will identify the tasks, assignments, timing, and support
process in migrating and launching the new website. The plan should also include a
contingency plan in the event of a "show -stopper' type issue.
360 will lead the migration and launch of the new site.
After Go Live, 360 will ensure that all documentation is updated and turned over to the
City.
360 and the City will continue to meet weekly for 30 days after Go Live for post -rollout
oversight and troubleshooting. 360 also will make necessary modifications to the site's
architecture during this time.
360 will provide technical and content support for 90 days after Go Live. This includes
minor design changes and enhancements. 360 will be available via phone and email
during business hours and after hours for emergency services.
Anticipated Timeline
360 will develop an implementation plan and project schedule that will include the
activities required to implement the project. The general project timeframe is expected to
be six months; however, 360 and the City will be flexible to actual schedule requirements
and resource availability once requirements have been more fully defined during the
discovery phase.
Scope of Work
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City of Santa Ana Website Redesign & Implementation of Drupal CMS
360 will lead weekly status meetings with the team to discuss and review project topics,
status, issues and upcoming activities. The weekly meetings will help keep the project on
track and on schedule.
Below are project milestones and their possible timeframe. Actual planned timeframes
will be identified in the project schedule.
a. Project Kick-Off/Initial Meeting
Start of Project: At the kick-off meeting 360 will facilitate discussion to get a clear picture
of City wants and needs for the website and economic development portal. The meeting
will also include discussion on whether a Workshop to facilitate input from stakeholders is
desired.
Month 2: Following the first meeting, 360 will prepare the three design comps for the sites
and create the development strategy within 2 weeks.
b. Provide Comprehensive Documentation and Materials Generated from Website
Design
Month 2: Once the City has selected the design concept (assuming 2 weeks are required
to review, request design changes and approve), page templates and design elements
will be ready for review approximately 2 weeks from the date of selection. Simultaneous
back -end development on the site and CMS will happen during this time. Once design
has been selected, the City can determine if it would like a Workshop to present initial
design concept with stakeholders.
c. Install and Configure Drupal Development and Production Environments
Month 3: If all approval timelines are met and images are approved, the Drupal templates
will be ready for content. 360 will then begin the content migration.
d. Implement New Website on Development Server Utilizing Drupal
Month 3: Assuming approval, 360 will have the functionality, CMS system and content
migration completed. At the City's request, 360 will develop and post a brief video on the
exiting website to give users a sneak -peek at the new website and how to use it. This will
build excitement toward the site's launch and prevent as much confusion as possible
once the new site is launched. The video would show the main highlights of the new
home page and the basic architecture.
e. Quality Assurance of Drupal Solution
Month 4: At this stage, 360 will be conducting quality control although the City team may
QC as well. At the City's request, 360 will refresh the video to keep stakeholders informed
and possibly include a testimonial or report on a new piece of functionality.
f. Completion of Deployment to Production Web Server and User Acceptance Testing
Scope of Work 10
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City of Santa Ana Website Redesign & Implementation of Drupal CMS
Month 4: Following quality assurance testing, 3.60 will make any necessary bug fixes, link
issues or any adjustments to the Drupal templates before deploying the site to the
production server and conducting user acceptance testing.
g. Delivery of Disaster Recovery, Backup Plan and Training
Month 5: 360 will provide the initial training sessions in preparation for the go -live date.
These trainings will range from the highest -level administrator to department editors and
other defined roles as needed. 360 will also deliver the disaster recovery and backup plan
to the City.
h. Design and Implementation Completion
Month 6: Following training, the websites will be ready to go live.
Below is a high-level sample representation of the project milestones and timeline. The
actual planned timeframes will be determined when the project schedule is developed.
G. ADDITIONAL SERVICES
360 will provides the following services at no additional cost during the term of this agreement.
Writing
360 will provide writing, copywriting, editing and proofing services for the content related
to all web pages. 360 will revise existing content, work with the City team to create new
content through interviews of key personnel, and provide new content as needed. 360's
professional writing services will help the website with ADA issues, usability, and search
engine optimization.
2. SEO Support
360 will manage the transition from the existing site to the new site, including keyword
management, redirects, indexing and submission issues, to provide as much of an
improvement in traffic as possible, while minimizing typical traffic losses when
Scope of Work
25E-24
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G. ADDITIONAL SERVICES
360 will provides the following services at no additional cost during the term of this agreement.
Writing
360 will provide writing, copywriting, editing and proofing services for the content related
to all web pages. 360 will revise existing content, work with the City team to create new
content through interviews of key personnel, and provide new content as needed. 360's
professional writing services will help the website with ADA issues, usability, and search
engine optimization.
2. SEO Support
360 will manage the transition from the existing site to the new site, including keyword
management, redirects, indexing and submission issues, to provide as much of an
improvement in traffic as possible, while minimizing typical traffic losses when
Scope of Work
25E-24
11
City of Santa Ana Website Redesign & Implementation of Drupal CMS
transitioning from one site to another. The aim will be to preserve current Search Engine
standings, preventing any loss of SEC that the City has achieved.
3. Content Migration and Conversion
360 will provide strategic and implementation services to prioritize and transfer the site's
existing content, with support for culling, editing and reorganizing the content as
appropriate for user experience and functionality. When importing documents, the CMS
will strip out unnecessary formatting to eliminate the problem of inconsistent formatting on
the web pages. 360 will use systems that know what to look for and remove any
formatting that will impact the appearance of the City's online content.
4. Advanced Site Functionality
The 360 will create and implement advanced search functionality, including adaptive and
smart searches, intelligent calendaring and subscription capabilities, integrated email list
management and email content creation. In addition, 360 will provide open data portals
for providing City -based information, and categorizations of the data to use in TBD ad hoc
applications that would allow site visitors to use appropriate data in a beneficial manner.
H. Costs and Payment
360 will provide the services included in this SOW for a fixed price of $140,480, payable upon
the Payment Schedule below. Travel expenses for 360, Including parking costs at the City, are
360's responsibility and are not reimbursable.
Payment Schedule
The Payment Schedule will be based on completion of the following project milestones
("Payment Milestones").
360 will invoice the City upon completion of each Payment Milestone.
Approximate
Milestone Date* Amount Notes
Contract Signing
+1 day
Following Initial Meeting and Completion
of Interviews and Design Strategy +30 days
Provide Comprehensive Documentation
for Approved Website Design +30-45 days
Provide Comprehensive Documentation
for Economic Development Portal +60 days
Install and Configure Drupal
Development and Production
Environments +90 days
Complete Open Data Portal
Implementation +120 days
$28,096 20% initial payment
$5,000
$10,000
$5,000
$10,000
$10,000
Scope of Work 12
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City of Santa Ana Website Redesign & Implementation of Drupal CMS
Implement New Website on
Development Server, including
Completion of Content Migration +120 days
Quality Assurance of Drupal Solution +150 days
Completion of Deployment to Production
Web Server and User Acceptance
Testing +160 days
Delivery of Disaster Recovery, Back up
Plan and Training +170 days
Design and Implementation Completion +180 days
Total
$5,000
Production site infrastructure
$10,000 ready
$15,000 Main and Business Portal
$3,000
$39,384
$140,480
"Approximation only. The timing of the billing will be based on the actual completion date of
each milestone.
2. Changes and Contingency
360 will provide the services.and scope identified in this SOW for a fixed price. This
includes reasonable changes and revisions to design and project tasks during the course
of the project required to achieve project objectives. 360 will be flexible, and the City will
be reasonable in expectations.
The City recognizes that there may be unknown requirements or work that is clearly
outside of the defined scope that may surface during the project. In such a case, the City
may authorize additional products or services in a total amount up to $28,096.
Proposed billable changes shall be submitted on a Change Request form that identifies
the proposed change, justification, impact to the project, and costs. Change Requests
must be approved by signature from an authorized 360 representative and the City's
Chief Technology innovations Officer or his designee.
3. Payment Terms
Payment Terms are Net 45 days, although the City will make effort to pay within 30 days.
Scope of Work
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EXHIBIT B
Scope of Work
Website Maintenance and Support Services
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City of Santa Ana Website Maintenance and Support Services
Exhibit B
Scope of Work
Website Maintenance and Support Services
This Scope of Work (SOW) describes the optional maintenance and support services
("Services") available from 360 Business Consulting ("360") for the City's Website and Drupal
Content Management System ("Website," "Site," or "CMS' ) for the City of Santa Ana ("City').
The City, at its discretion, may elect to utilize 360's maintenance and support services during
the term of this agreement.
A. MAINTENANCE AND SUPPORT SERVICES
The City may choose to use to one of the following -360 website maintenance and support
services.
• Self -Hosted Maintenance and Support ("Self -Hosted")
• 360 and Amazon Web Services Hosted Maintenance and Support ("360 -Hosted")
Self -Hosted
In this arrangement, the City is responsible to provide the hardware and
infrastructure environment that the website and CMS nun on. This can be onsite
at the City Data Center or at a third -parry hosting service such as Amazon Web
Services (AWS).
360 will provide the following services.
• Website and Drupal CMS Technical Support
• Website Content Change Updates
• Website and Drupal CMS Administrator and Content Contributor Training
• 24/7 monitoring and intrusion alerts
• Drupal security updates and certification of compatibility
• Patches, programming and maintenance support as needed
• Usage, uptime, response times and hardware monitoring
• Security Monitoring, Analysis, and Response
o IP -based security features for administration, locking access to admin
functions by default to whitelisted IPs through client's VPN infrastructure (can
be disabled by 360 in event of temporary failure of VPN environment, SSO
issues and only at City's request)
o Restriction of access by roles, with alert monitoring for access requests
outside of the role's defined parameters.
o Non-standard directory paths, permissions and configurations.
o Tar -pitting and monitoring of excessive access requests from accounts,
including admins, managers and users.
o Segregation of Drupal tables to limit access as much as possible to role -
defined tables and reporting, monitoring and tar -pitting of suspicious access.
Scope of Work
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of Santa Ana
Website Maintenance and Support Services
Encryption of web -submitted data, emails (newsletter subscriptions), and any
personally -identifiable data.
Usage trends, access patterns by time, roles, accounts and geographic
locations to alert 360 of atypical patterns and permit intrusion alert and tar -
pitting as appropriate.
Disabling of key ports, access points and shell accounts, and disabling
access to allowed accounts except by IP address by default.
The City will provide 360 VPN access to the environment.
The City will provide root / system administrator / local administrator permissions to
authorized 360 staff.
360 -Hosted
In this arrangement, 360 is responsible to provide the hardware and infrastructure
environment that the website and CMS run on. This will be a combination of 360
and Amazon Web Services (AWS) resources.
• Same services as Self -Hosted, plus
• Environment Hosting
• Hacking, DDOS and generalized attacking avoidance, emergency service and
monitoring
• 24/7 live person support
• Operating System updates and certification of compatibility
• Monitoring of all, non -page -based traffic requests (by default, Drupal serves only
pages. As such, any requests for traffic not originating from a Drupal page
request is considered suspect. 360 works with its partners to identify and monitor
such requests)
The environment resource capacity will be sized to meet City usage
requirements and may be comparable to the Environment Expectations specified
herein, subject to adjustment.
360 manages and is responsible for the AWS account and paying AWS for services
used.
360 will provide the City VPN access to the environment.
360 will provide root/ system administrator/ local administrator permissions to
authorized City Infrastructure staff.
B. COSTS AND PAYMENT TERMS
The City may begin maintenance and support services through a written request from the City's
Chief Technology Innovations Officer or his designee sent via email, facsimile, or postal
communication method specifying either the Self -Hosted or 360 -Hosted service option.
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City of Santa Ana Website Maintenance and Support Services
360 will provide maintenance and support services for the designated service option at the rate
specified below:
Service Option Monthly Fee
Self -Hosted $1,000.00
360 -Hosted $2,000.00
360 will invoice the City in the month preceding the month in which the service will be provided.
Payment Terms are Net 45 days, although the City will make effort to pay within 30 days.
C. TERM
The maintenance and support service term shall be through June 30, 2020.
The City may cancel the service at any time prior to the start of a new month of service through
a written cancelation request from the City's Chief Technology Innovations Officer or his
designee sent via email, facsimile, or postal communication method. Upon cancellation, the
City must pay outstanding invoices for previous and current months of service.
For the 360 -Hosted option, the City must make arrangements to migrate the website and CMS
to its own environment prior to cancelation if it wants to keep the website and CMS. The City
shall retain ownership rights to the website and CMS content, configuration, custom programs,
and software and have access to migrate off the 360 environment at will.
The City may resume cancelled maintenance and support service through a written request
from the City's Chief Technology Innovations Officer or his designee sent via email, facsimile, or
postal communication method.
D. ENVIRONMENT EXPECTATIONS
Below are guidelines for computing, storage, database, and network requirements that are
believed to meet the City's website and CMS requirements. Actual configuration and capacity
will vary based upon the final environment design. Further, the environment may change during
the course of time to address issues and make improvements. This information is provided for
general "rough order of magnitude" expectations of the size of the initial environment.
Production Environment
HTMUDrupal Servers (2 recommended)
• Linux -based OS (Centos or RHEL)
• 8gb RAM minimum per server (16gb optimal)
• 100gb disk space
• 2-4 core CPU
Database Servers (2 recommended with mirroring)
• MySQL or MariaDB
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• 8gb RAM minimum per server
• 100gb disk space
• 4 core CPU
File Storage (NAS, 3S, etc)
• 1tb of space recommended with redundancy
Firewall
• Full service, programmable firewall with DDOS capabilities and IP-, port -
and geo-filtering capabilities.
Load Balancer
• Ability to balance traffic based on load and availability
• If not on a redundant infrastructure, load balancing across networks
2. Development/Staging Environment
HTML/Drupal Servers (1 recommended)
• Linux -based OS (Centos or RHEL to match production)
8gb RAM minimum per server
• 100gb disk space
• 2 core CPU
E. SERVICE LEVEL AGREEMENT
360 will provide the following service levels (SLA).
Website Monitoring
a. The website will be monitored for HTTP and MySQL (database) responsiveness on
an automated 24 hour basis.
b. Responses that fall outside of the response time bracket (average response time x
1.5) will be sent to on-call 360 staff for review within 30 minutes. Escalation action
will be taken within 2 hours depending on conclusions.
C. Response "fail' codes (website non-responsive) will be sent to on-call 360 staff and
360 will test, review and access the site for repair within 30 minutes. If the site
issues are software related, 360 will work to resolve the issue and provide a status
within 2 hours of identification of error.
d. If website "fail" code is related to hardware, 360 will contact the City or hosting
service staff to identify and escalate issues.
e. For 360 -Hosting service, the SLA agreement for uptime is 99.9%.
2. Website Maintenance
a. Non-critical updates for OS and Drupal will be reviewed within 1 week of
identification of upgrades and applied as necessary within that time period. This
will allow for testing on the development environment to ensure compatibility with
Scope of Work
25E-31
City of Santa Ana Website Maintenance and Support Services
production environment and modules.
b. Critical security updates for the OS and Drupal will be reviewed and implemented
within 2 business days of identification of the updates. 360 may work with hosting
partner to install OS updates as needed.
3. Web Changes
a. Changes to web content, templates, forms, et al, requested by the City as "non-
emergency' changes have a typical turnaround time of not -to -exceed 3 business
days. Most happen faster, but some requiring more intensive programming or
design changes may go beyond that timeframe. Any exceptions will be quoted to
the City within 1 business day of submittal of change request. Historically, 360
completes 95% of non -emergency changes within the 3 -business -day timeframe.
b. Requested web changes identified by the City as "emergency changes" are
handled within the same business day, unless extensive changes are needed. Any
exceptions will be quoted to the City within 1 business hour of submittal of change
request. Emergency requests unrelated to website responsiveness issues may be
billed at 150% of hourly fee.
4. Phone Support
a. Website responsiveness issues (as outlined in section 1a, 1b and 1c) reported by
phone or through ticketing system will be responded to on a 24-hour emergency
basis. If on-call personnel do not immediately answer the call, a call back will be
initiated within 15 minutes of the call.
b. Live operator handles non -emergency support during business hours.
C. Requests for phone support training on ad hoc issues is handled during business
hours. If immediate support is not available, a call back will be initiated within 2
business hours of submission of the support request.
d. Requests for onsite training will have a 3 -business day lead time; web -based training
requests will have an up -to 2 -business day lead time for scheduling.
5. If 360 fails to meet its SLA commitment, it shall provide the City a pro -rated credit from
the monthly fee for the time in which the service commitment was not met.
Scope of Work
25E-32
EXHIBIT C
Request for Proposals
for
Website Redesign and Implementation of Arupal Content Management System
RTP 16-121.
11
25E-33
REQUEST FOR PROPOSALS (RFP)
FOR
WEBSITE REDESIGN AND IMPLEMENTATION OF DRUPAL
CONTENT MANAGEMENT SYSTEM
RFP 16-121
CITY OF SANTA ANA
Santa Ana Information Technology. Department
20 Civic Center Plaza
Santa Ana, CA 92702
KEY RFP DATES (Subiectto change):
Issue Date:
Deadline for Questions:
Proposal Due Date:
Presentation/Interviews:
Jack Ciulla
Project Director
iciuilafa santa-ana.org
September 30, 2016
October 7, 2016 at 3:00 pm
October 20, 2016 at 4:00 pm
November 14 — November 18, 2016
25E-34
NOTICE INVITING PROPOSALS
NOTICE IS HEREBY GIVEN that proposals will be received from qualified firms to provide Website Redesign
and Implementation of Drupal Content Management System. Responses to this Request for Proposals
(RFP) will be accepted until Thursday. October 20, 2016 at 4:00 p.m.
All notifications, updates and: addenda will be posted on the City's online bid management and publication
system page at https://avww.planetbids.com/portal/r)ortal.cfm?CompanvlD=20137
Proposers shall be responsible for monitoring the site to obtain information regarding this solicitation. Failure
to respond to required updates may result in a determination of a nonresponsive proposal. The City reserves
the right to reject any or all proposals submitted.
MAILED, DELIVERED BY HAND, or COURIERED proposals'will be accepted at:
City of Santa Ana
Attn: Buyer, Eva Goods, RFP #16-121
Purchasing Department, 41 Floor
20 Civic Center Plaza, Room 429
Santa Ana, CA 92701
It is the responsibility of the proposer to ensure that any proposals submitted shall have _sufficient time to be
received by the City of Santa Ana prior to the proposal due date and time.
Questions regarding this Request for Proposal shall be made in writing, submitted through the online bidding
system at htti)s:/hvww.planetbids.com/portal/portal.cfm?CompanvlD=20137 under the "Q&A" tab for this RFP.
The receiving time in the Purchasing Department, 20 Civic Center Plaza, Santa Ana, CA 92702, will be
the governing time for acceptability of proposals. Late proposals will NOT be considered and will be
returned to proposer unopened. Telegraphic, electronic, and facsimile proposals will not be accepted.
ONLY SEALED PROPOSALS ARE ACCEPTABLE.
DO NOT E-MAIL RFP RESPONSES.
DO NOT FAX RFP RESPONSES.
25Ez35
CITY OF SANTA ANA
REQUEST FOR PROPOSAL FOR
WEBSITE REDESIGN AND IMPLEMENTATION OF DRUPAL
CONTENT MANAGEMENT SYSTEM
TABLE OF CONTENTS
25E=36
PAGE
I.
INTRODUCTION
4
II.
PERIOD OF CONTRACT
4
III.
OPTION OF RENEWAL
4
IV.
FISCAL NONFUNDING CLAUSE
4
V.
SCOPE OF SERVICES
4
VI.
GENERAL INFORMATION
5
VII.
PROPOSER RESPONSIBILITIES
5
VIII.
INITIATION/KICK OFF MEETING
5
IX.
CITY BUSINESS LICENSE
5
X.
ADDENDA
6
XI.
RULES FOR PROPOSALS
6
XII.
COMMUNICATIONS AND INTERPRETATIONS/CLARIFICATION DEADLINE
6
XIII.
SUBMITTAL INFORMATION AND DEADLINE
6
XIV.
SUBMITTAL REQUIREMENTS
6
XV.
CONSULTANT SELECTION — PROPOSAL AND EVALUATION
7
XVI.
PUBLIC RECORDS
8
XVII.
PROTESTS
8
EXHIBIT A— SCOPE OF SERVICES
9
DESCRIPTION AND SCOPE OF SERVICES
9
A. BACKGROUND
9
B. PROJECT DRIVERS
9
C. TECHNICAL REQUIREMENTS
10
D. FUNCTIONAL REQUIREMENTS
10
E. DESIGN REQUIREMENTS
12
F. IMPLEMENTATION
13
G. PERFORMANCE SCHEDULE
13
EXHIBIT B — SAMPLE AGREEMENT
14
EXHIBIT C — PROPOSERS CERTIFICATION and COST PROPOSAL
20
EXHIBIT D — OFFERERS REFERENCES
21
EXHIBIT E — PROPOSERS STATEMENT
22
EXHIBIT F — SAMPLE ADDITIONAL INSURED ENDORSEMENT
23
25E=36
CITY OF SANTA ANA
REQUEST FOR PROPOSAL FOR
WEBSITE REDESIGN AND IMPLMENTATION OF DRUPAL
CONTENT MANAGEMENT SYSTEM
The City of Santa Ana (the "City") is soliciting proposals for a comprehensive website redesign and
implementation of a Drupal-based content management system. Any eventual system must not only
meet the requirements set forth in this Request for Proposal (RFP),, but must also be flexible and
scalable in order to meet the City's future business'and technology needs.
The purpose of the RFP is to provide interested vendors with sufficient information to enable them
to propose and submit proposals for the scope outlined within the RFP.
The City seeks proposals from interested vendors that have proven experience in designing,
Implementing and supporting Drupal websites that support local governments (City, County, etc.) of
similar size to the Santa Ana.
It. PERIOD OF CONTRACT
Unless earlier terminated as allowed for in the agreement, contract term shall be for a period of one
(1) year. The contract term is anticipated to commence after City Council award of this contract and
upon receipt and approval of all required bonds and Insurance documents.
III. OPTION OF RENEWAL
The term of this agreement may include provision for renewals as set forth in the Scope of Services,
attached as Exhibit A.
IV. FISCAL NONFUNDING CLAUSE
In the event sufficient budgeted funds are not available for a new fiscal period, the City shall retain
the right to notify the provider of such occurrence in writing at least thirty (30) days before the end of
the current fiscal period and terminate the contract on the last day of the current fiscal period
without penalty or expense to the City.
V. SCOPE OF WORK/SERVICES
The scope of work may include any and all work efforts related to the Website Redesign and
Implementation of Drupal Content Management System as set forth in EXHIBIT A - SCOPE OF
SERVICES.
The contractor shall be an independent contractor capable of providing experienced,
knowledgeable and professional staff. The contractor shall be responsive and maintain excellent
working relationships with city residents, businesses, government officials and City staff. The
contractor shall provide adequate staffing levels at all times and adhere to established schedules.
25&37
The contractor shall comply with all federal, state and local laws, rules, regulations, ordinances, and
statutes.
VI. GENERAL INFORMATION
A. The term of the contract will begin after the contract award by the City Council and approval
of required bonds.
B. When determined appropriate, the City will provide information in its possession relevant to
preparation of required information in RFP. The City will provide only the staff assistance
and documentation specifically referred to herein.
C. The proposer shall be responsible for retaining data, records and documentation for the
preparation of the required information. These materials shall be made available to the City
as requested by the City.
D. This RFP does not commit the City to pay costs incurred in preparation of a response to this
RFP. All costs incurred in the preparation of the proposal, the submission of additional
information, attendance at preproposal conference, negotiations with City, and/or any other
aspect of a proposal prior to award of a written contract will be borne by the proposer. The
City reserves the right to accept or reject the combined or separate components of this
proposal in part or in its entirety or to waive any informality or technical defect in the
proposal.
E. All data, documents and other products used, developed, or produced during response
preparation of the RFP will become property of the City. All responses to the RFP shall
become property of the City. Proposer information identified as proprietary information shall
be maintained confidential, to the extent allowed under the California Public Records Act.
F. The City reserves the right to reject, replace and approve any and all subcontractors. All
subcontractor(s) shall be identified in the response to the RFP and the City reserves the
right to reject any subcontractor(s). Subcontractors shall be the responsibility of the prime
contractor and the City shall assume no liability of such subcontractors.
VII. PROPOSER RESPONSIBILITIES
The selected proposer will assume responsibilities for all services in its proposal. The selected
proposer shall identify a sole point of contact with the greatest knowledge in regard to the required
service operations and contractual matters, including payment of any and all charges resulting from
the Agreement.
VIII. INITIATION/KICK OFF MEETING
The successful proposer will be required to meet with City staff prior to commencement of services
or at any time as required by the City, to discuss and agree on operational issues including
transition of services and scheduling.
IX. CITY BUSINESS LICENSE
The selected proposer shall be required to obtain a City of Santa Ana Business license within thirty
(30) days of selection and must provide a copy to the City projects manager or designee prior to
commencing any work in Santa Ana.
25Ea38
X. ADDENDA
Any subsequent changes in RFP from the date of preparation to date of submittal will result in an
addendum or amendment by the issuing office. Notification of such addendum or amendment shall
be effected by posting on City's website, as set forth in the Notice Inviting Proposals.
XI. RULES FOR PROPOSALS
The signer of the RFP must declare in writing that the only person, persons, company, or parties
interested in the proposal as principals are named therein; that the proposal is made without
collusion with any other person, persons, company, or parties submitting a proposal; that it is in all
respects fair and in good faith without collusion or fraud, and that the signer of the proposal has full
authority to bind the proposer (Exhibit G).
XII. COMMUNICATIONS AND INTERPRETATIONS/CLARIFICATION DEADLINE
To facilitate the RFP process, proposers are required to monitor the City's Bid and RFP page at
https:/hvww.planetbids.comloortal/portal,cfm?CompanvlD=20137 .No oral interpretations will be
made by the City to any proposer as to thb meaning of requirementsidentified herein, including the
Scope of Services and Terms and Conditions. Every request for such an interpretation or
clarification must be submitted in writing. Please submit all inquiries via the online Planet Bids
site by 3:00 p.m., on Friday, October 7, 2016. Significant interpretations or clarification will be
made by an addendum to this RFP. Addenda may become part of the agreement documents.
All proposers are recommended to visit the above mentioned website on a regular basis.
XIII. SUBMITTAL INFORMATION AND DEADLINE
Proposals are due to the City of Santa Ana, at the date, time, and location set forth on the Notice
Inviting Proposals. Faxed and e-mail proposals will not be accepted.
XIV. SUBMITTAL REQUIREMENTS
The RFP is intended to assess and evaluate each firm's capabilities as they apply to the proposed
project.
Submittal of Proposal
A. Seven (7) copies of the response to the RFP shall be signed by a company official with the
power to bind the company.
B. One (1) copy of the submittal on a compact disc, USB flash drive or equivalent.
C. Structure your proposal to include the Scope of Services response, general time
implementation schedule, fees/contract price, and exhibits.
Each firm must address each of the following items in its response to the RFP:
A. Statement of Qualifications - In order to maintain uniformity, the Statement of Qualifications
must be limited to a MAXIMUM of 30 PAGES (excluding front and back covers, section
dividers and exhibits). The page limitation includes all appendices, attachments, and
supplemental information.
The following information is required:
25&39
Cover Letter — A letter signed by a principal or authorized representative who can
make legally binding commitments for the entity.
2. Firm and Personnel Experience: A profile of the firm's experience, including the
names and experience of personnel and sub consultants who will be providing
services. At a minimum, this should include the project manager/principal agent,
associates in charge when project manager/principal agent is unavailable, key
personnel, and an organization chart identifying only those who will perform work for
the proposed project and the percentage of each individual's time devoted to this
project. The project manager/principal agent shall be the primary contact person to
represent your firm and will be the person to conduct the presentation, if invited for an
interview.
3. Implementation Plan: Proposer shall submit a general description of the deliverables
and timelines to complete the project.
4. Financial Responsibility (Capacity): If requested, proposer must be willing to submit its
most recent audited financial statement, evidencing proposer's financial capacity to
fully perform the required services.
B. EXHIBIT C — PROPOSERS STATEMENT AND PROPOSAL ITEM PRICING
Vendors must provide detailed fixed prices, including out-of-pocket expenses, for all costs
associated with the responsibilities and related services indicated herein. Clearly specify the
nature of expenses anticipated and the amount of each category for out-of-pocket expenses.
Vendors must submit a number of hours of service to be provided for each year of the
contract, an hourly cost for services and a total fixed-price for the project budget.
C. EXHIBIT D —REFERENCES — The Proposer shall submit a list of agencies, past and present,
for whom you have provided work similar to that identified in this RFP (Exhibit A) for the last 3
years. Include the following information in the description section of the exhibit:
• The version of Drupal (e.g. 6, 7, 8, etc.)
• Approximate number of pages of the site
• Approximate number of content contributors
D. EXHIBIT E - PROPOSERS STATEMENT
E. EXHIBIT F— SAMPLE ADDITIONAL INSURED ENDORSEMENT FOR
COMMERCIALGENERAL LIABILITY POLICY
F. The proposal must be completely responsive to the RFP. Any exceptions to the
requirements of this RFP must be included in the proposal. Such exceptions must be
included as a separate element of the proposal entitled "Exceptions and Deviations." The
Executive Director, in his sole and absolute discretion, may authorize or deny any
exceptions.
G. The City reserves the right to reject any or all proposals submitted and no representation is
made hereby that any contract will be awarded pursuant to this RFP or otherwise. The City
reserves the right to waive minor inconsistencies in submitted Proposals.
XV. CONSULTANT SELECTION— PROPOSAL AND EVALUATION
25E7-40
The criteria for evaluating the proposals submitted will take the following items into consideration:
• Demonstrated competence;
• Experience in performance of comparable engagements;
• Reasonableness of cost;
• Expertise and availability of key personnel;
• Financial stability; and
• Conformance with the terms of this RFP.
The proposals will be reviewed by a committee of City team members. The committee will evaluate
proposers based on the response to the RFP and the City evaluation criteria set forth above. A
final ranking will be determined based on entirety of the submitted proposals. The committee may
interview the top tier of proposers and recommend award of the contract to the proposer who will
provide the best quality service at minimum cost to the City. The City reserves the right to negotiate
pricing and for additional terms. City reserves the right to begin negotiations and enter into a
contract without interview orfurther discussions.
XVI. PUBLIC RECORDS
Proposals will become public record after award of contract. Proposer information identified as
proprietary information shall be maintained confidential, to the extent allowed under the California
Public Records Act.
XVII. PROTESTS
Proposers may file a `protest" to a Request for Proposal (RFP with the City's Purchasing
Department. In order for a protest to be considered valid it must:
1. Be filed in writing within five (5) business days of either the RFP issued date or before 5:00
p.m. of the 51h business day following the posting of RFP Results/Notice of Intent to Award
Agreement on the City's website;
2. Clearly identify the specific irregularity or accusation;
3. Clearly identify the specific City staff determination or recommendation being protested;
4. Specify, in detail, the ground of the protest and the facts supporting the protest; and
5. Include all relevant, supporting documentation with the protest at the time of filing.
If the protest does not comply with each of these requirements, it will be rejected as invalid. If the
protest is valid, the City's Purchasing Manager, or other designated City staff member, shall review
the basis of the protest and all relevant Information. The Purchasing Manager or designee will
provide a written decision to the protestor within ten (10) business days from receipt of protest. The
decision of the Purchasing Manager, or designee, is final and no further appeals will be considered.
25EI}41
EXHIBIT A
CITY OF SANTA ANA
REQUEST FOR PROPOSALS FOR
WEBSITE REDESIGN AND IMPLEMENTATION OF DRUPAL
CONTENT MANAGEMENT SYSTEM
SCOPE OF SERVICES
DESCRIPTION AND SCOPE OF WORK
The City of Santa Ana is issuing this Request for Proposals (RFP) for Website Redesign and
Implementation of Drupal Content Management System.
A. BACKGROUND
The City has one primary website (www.santa-ana.org) to provide different avenues of
communication for its residents and to also direct specific information to a variety of segments of
audience such as those interested in visiting or doing business with the City.
The website first launched in 1999 and has grown to consist of approximately 700 static HTML
pages, plus 4,000 supporting assets (PDF, images, video, etc.).
The City's Communications Manager is the Editor in Chief, responsible for content editorial and for
providing images and photography. The departments develop content, graphics and photographs.
The City's various departments are responsible for managing their departmental content which is
directed through a workflow in the content management system for approval and publishing by the
I.T. department.
Responsibility for authoring content updates within the current content management system is
distributed across multiple departments. The City's Information Technology department is
responsible for all City websites. The I.T. Department administers the City's servers, content
management platform, backup and disaster recovery, security and management of the process to
update the sites.
This RFP is for website redesign and implementation of a new content management system as well
as full development and implementation services. The City currently hosts its sites internally with
Windows Server/IIS, but would prefer to use 3rd party non -vendor specific cloud hosting.
The current City web site is not utilizing a content management system and hosted internally in a
Microsoft Windows environment. The City currently uses Adobe Contribute to manage the updating
of content for the primary website. The production environment consists of a single physical server
which runs web services (IIS) and a separate physical database server running Microsoft SQL.
B. PROJECT DRIVERS
1. Replace current Adobe Contribute environment with a robust database -driven web content
management system.
2. Provide intuitive, easy-to-use interface for content contributors to create/update web
content.
3. Functional, appealing, service -based, and responsive website design that allows easy
access from all devices, including smart phones.
4. Strong search capabilities.
5. Include an Open Data portal for public data.
6. Include an Economic Development portal.
25E,42
7. Advanced features such as language translation, GIS mapping, and personalization.
8. Ability to interact with back-office systems to provide online services to the public.
9. Have the site be hosted with failover redundancy.
C. TECHNICAL REQUIREMENTS
1. The City has selected the Drupal 8 Content Management System.
2. MySQL or equivalent open source database engine.
3. Assist with installation and configuration of all the necessary environments (e.g., Dev, Test,
Staging, Production, etc.).
4. Create mechanisms to automatically migrate data from Staging to Production or from
Production to Staging.
5. Create ability to refresh environments from Production, when necessary.
6. Provide documentation/procedures for handling any custom codelplug-ins during patching
and upgrades.
7. Design should utilize HTML5 and CSS3.
8. Ability to install and utilize plugins for additional features and functionality.
9. GIT Implementation for code versioning, site synchronization and backup.
10. Integration of USA.gov Analytics for the City's website.
11. Provide optional quote to have hosted in fully redundant data center such as AWS or Acquia
Cloud.
D. FUNCTIONAL REQUIREMENTS
GENERAL
1. Site design must meet ADA requirements.
2. Ability to create FAQ pages.
3. URL aliasing capabilities.
4. Ability to manage web server (set up redirects, sub -domains, MIMI mapping, etc.)
5. Links to City mobile apps.
6. Focus on online services.
CALENDARIEVENTS
7. Calendaring system that provides for multiple individual calendars that can also be rolled up
into one calendar.
8. Calendars should have options for different views.
9. Calendars have classification that can be used for personalization. (See Personalization
section).
10. Online event information submission.
ECONOMIC DEVELOPMENT PORTAL
11. Portal may have unique templates and even be a sub -site.
12. Site will contain embedded media, such as video, slide decks and high resolution photos
13. Functionality across several user platforms - including mobile devices and major browsers
(Chrome, IE, Safari, Firefox, etc.)
14. Include analytics and lead generation - Google analytics, salesforce.com backed
functionality.
EDITING
15. Provide necessary templates to allow content contributors to easily create the various
content types required for the City site.
16. Content contributors should have the option of a WYSIWYG or HTML editor for editing
webpages, articles, posts, or newsletters.
17. Ability to version pages and revert to prior versions.
18. Ability to stage and expire content by date and time.
25EA3
19. Content contributors have the ability to add new pages and add to website navigation.
20. Ability to copy and paste from Microsoft Word.
21. Ability to classify any object with categories, tags, or meta data to improve search results.
22. Ability to easily attach and work with images and photos in the editor.
23. Ability to easily embed video images into webpages.
24. Ability to easily post emergency notices to the homepage.
EMAIL LIST MANAGEMENT
25. Website should provide visitor with the ability to subscribe to a variety of opt -in email lists,
such as email newsletters, announcement lists, or discussion groups.
26. Visitors should be able to unsubscribe from lists.
27. integration should exist to integrate lists with marketing services such as Constant Contact.
FORMS
28. Provide the ability to create data entry forms that send email notifications.
29. Provide the ability to create data entry forms that update an Internal database.
30. Provide the capability of creating online surveys.
31. Ability for users to report problems and ask questions.
GIS
32. Ability to supply location -based information through maps (e.g., Google, ESRI, etc).
33. Navigation using map hotspots for neighborhood groups.
IMAGES AND VIDEO
34. Centralized image and photo libraries for managing website assets.
35. The ability to have the system automatically resize images and photos into web -friendly
sizes -- Preferably during the upload process.
36. The ability to create thumbnail images of photos and images automatically without using its
full size.
37. The ability to create photo albums/galleries that can be embedded into webpages.
38. Provide the ability to attach captions to photos.
39. Ability to upload and store video files.
40. Ability to display streaming video feeds.
INTEGRATION
41. Ability to embed other sites/applications into the website (frame).
42. Ability to communicate with other City systems to exchange data, if desired.
43. Ability to send out email blasts to distribution list.
44. Ability to integrate with Nixie (Nixle.com) for alerts.
MULTIPLE LANGUAGES
45. Provide the ability to easily display the entire site in multiple languages through Google
Translate.
46. Provide the ability to have alternate versions of pages for multiple languages and display
those pages if that is the visitor's preference.
NEWS
47. Provide tools for creating and managing news items and press releases. Items may be
specific to department for departmental pages or rolled up for the home page.
48. News items may or may not contain an image or picture.
49. Ability to display department -specific items on departmental pages, identify which items will
roll up to home page and indicate which Items may stick to homepage.
50. Ability to provide an RSS feed of news items.
25L144
OPEN DATA PORTAL
51. Implement an Open Data web portal using the DKAN open source tool.
52. Assist with the creation of up to 12 dataset and 6 charts/maps. (City to provide data or feed).
53. Must meet California Open Data requirements
54. Integrate portal with primary website and provide consistent navigation, look and feel.
PERSONALIZATION
55. Provide the ability to have users choose preferences in a profile that will then tailor content
for their viewing. For example, choose neighborhood(s)lpark(s) in order to see content
(news, events) specific to the neighborhood(s)/park(s).
56. Allow users to change their profile settings.
57. Allow content contributors to classify content in a way that facilitates personalization
preferences.
SEARCH
58. Provide a powerful integrated search engine that can index managed content.
59. Allow ranking or prioritizing of search results.
60. Searches should be across all content types.(e.g; , News, webpages, images, video, etc.)
61. Allow federated search of other City domains (sub -sites).
SECURITY AND WORKFLOW
62. Provide LDAP integration with the City's Active Directory for single sign -on.
63. Provide role -based security that limits access and functionality based on a user's logon.
64. Provide workflow for approvals of content changes.
65. Must use the latest security techniques to prevent hacking.
66. Must have tools for users to use self-service for registration and for reminders/resetting of
forgotten IDs and passwords.
SOCIAL MEDIA
67. Provide for a separate portallpage for Social Media links.
68. Provide controls for the public to share website content on various social media platforms.
69. Provide tools to embed social media feeds into website pages.
STATISTICS
70. Provide ability to capture and report on website visitor information/statistics.
TRAINING
71. Provide manual for technical administration of the CMS.
72. Provide training manual for content contributors.
E. DESIGN REQUIREMENTS
Vendor is expected to develop a design themes that incorporate the City's branding elements with
updated colors, typography, layouts and other such elements. A focus of the updated design will be
to support improvements to user experience.
The new design should incorporate today's design elements used by progressive and technology -
friendly agencies also utilizing navigational trends that model the mobile user's needs. For example,
design should reflect use of images rather than text with use of photography and graphics, the site
should be nimble and portray a mood and a reflection of City culture. The layout should be liquid
rather than static with a focus on presentation planlinformation architecture (content placement and
navigation).
The resulting website must be responsive meaning it will employ a responsive design that will
present the site's content in a style and layout that adapts to the capabilities and limitations of the
25Ea-45
particular user agent (computer, tablet, mobile device, assistive browser etc.) being used to visit the
site. Optimization of delivered content will be accomplished by employing design strategies such as
progressive enhancement, fluid layouts, proportion -based grids, responsive images, and CSS3
media queries. This responsive design should be friendly for touch based navigation.
The website will function as an effective communications and marketing tool highlighting City news,
functions and services for the community and beyond.
The site must be unique, look professional, and uniformly represent the City in interaction with
residents, businesses, and visitors both current and potential.
The entry point for the site must represent the quality, character and embodiment of the City
allowing users easy access to information with minimal clicks.
The vendor will work with the City team to plan and organize information on the site, which most
likely will include planning sessions, regular meetings, and continued communication throughout the
duration of the website design project.
F. IMPLEMENTATION
The Vendor must describe its proposed design and implementation services. The proposed solution
must include a comprehensive implementation plan complete with a description all activities, activity
schedule and resources proposed for a successful product implementation. The City is seeking a
single phase rollout with a new website design running on a full function CMS.
The City is looking for the vendor to provide project management and application technical
resources.
The City will provide technical, and user resources to support the City's obligation under the project
contract in accordance with the Vendor's installation approach and associated activities. Provide
your views and description (# of staff, project roles and time commitment) of the team.
G. PERFORMANCE SCHEDULE
Provide a high-level Gantt chart that shows the major phases, their durations, and the total number
of consulting hour (per phase) that is included in the cost estimate. Include a payment schedule that
is based on City acceptance of milestones.
25E1346
EXHIBIT B
CITY OF SANTA ANA
REQUEST FOR PROPOSALS FOR
WEBSITE REDESIGN AND IMPLEMENTATION OF DRUPAL
CONTENT MANAGEMENT SYSTEM
SAMPLE AGREEMENT
THIS AGREEMENT, made and entered into this _day of , 201_ by and between
(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
1. The City desires to retain a consultant having special skill and knowledge in the field of
2. Consultant represents that Consultant is able and willing to provide such services to the City and is
licensed by the State of California to provide Website Redesign and Implementation of Drupai
Content Management System.
3. 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 website redesign
and implementation firm.
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:
SCOPE OF SERVICES
Consultant shall perform those services as set forth in Exhibit A to this Agreement.
411. COMPENSATION
City agrees to pay and consultant agrees to accept as total payment for its services, the rates
and charges set forth in consultant's proposal, attached hereto and incorporated by reference.
The amount to be expended for services shall not exceed (dollar amount)
($ ) during the term of this agreement.
2. Payment by City shall be made within forty-five (45) days following receipt of proper invoice
evidencing work performed, subject to City accounting procedures. Payment need not be made
for work which fails to meet the standards of performance set forth in the Recitals which may
reasonably be expected by City.
TERM
256*47
This Agreement shall commence on the date first written above and terminate on 201_, unless
terminated earlier in accordance with Section 12, below. The term of this Agreement may be extended
upon a writing executed by the City Manager and the City Attorney
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.
5. 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, employees, agents, volunteers and
representatives as additional insured(s) and shall include, but not be limited to protection
against claims arising from bodily and personal injury, including death resulting
therefrom and damage to property, resulting from any act or occurrence arising out of
Consultant's operations in the performance of this Agreement, including, without
limitation, acts involving vehicles. The amounts of insurance shall be not less than the
following: single limit coverage applying to bodily and personal injury, including death
resulting therefrom, and property damage, in the total amount of $1,000,000 per
occurrence, with $2,000,000 in the aggregate. Consultant shall supply City with a fully
executed additional insured endorsement in substantially the form attached hereto as
Exhibit C upon execution of this Agreement and shall be approved in form by the City
Attorney.
b. Business automobile liability insurance, or equivalent form, with a combined single limit
of not less than $1,000,000 per occurrence. Such insurance shall include coverage for
owned, hired and non -owned automobiles.
c. Worker's Compensation Insurance. In accordance with the provisions of Section 3700
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.
d. If Consultant is or employs a licensed professional such as an architect or engineer:
Professional liability (errors and omissions) insurance, with a combined single limit of not
less than $1,000,000 per claim with $2,000,000 in the aggregate.
e. 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.
25E48
(li) Certificates of Insurance shall be furnished to the City upon execution of
this Agreement and shall be approved by the City.
(iii) Certificates and policies shall state that the policies shall not be canceled
or reduced in coverage or changed in any other material aspect without
thirty (30) days prior written notice to the City.
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. Such termination shall not affect Consultant's
right to be paid for its time and materials expended prior to notification of termination.
Consultant waives the right to receive compensation and agrees to indemnify the City for
any work performed prior to approval of insurance by the City.
6. INDEMNIFICATION
Consultant agrees to and shall indemnify and hold harmless the City, its officers, agents,
employees, consultants, special counsel, and representatives from liability: (1) for personal injury,
damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal
injury, including death, and claims for property damage, which may arise from the direct or indirect
operations 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; and (2) from
any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due
by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless
agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief
suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by
reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to
indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for
special counsel to be selected by the City, regarding any action by a third party challenging the validity
of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or
equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from
this Agreement. City may make all reasonable decisions with respect to its representation in any legal
proceeding.
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.
8. 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.
25EA9
A. NOTICE
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, sent by tele facsimile communication, or via e-mail to
the following persons:
To City: Clerk of the Council
City of Santa Ana
20 Civic Center Plaza (M-30)
Santa Ana, CA 92701
Fax 714-647-6956
With courtesy copy to. City Attorney
City of Santa Ana
20 Civic Center Plaza (M-30)
Santa Ana, CA 92701
Fax 714-647-6956
To Contractor:
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 fax, 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.
10. 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, the
terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this
Agreement acknowledges that no representations, inducements, promises or agreements, orally or
otherwise, have been made by any party, or anyone acting on behalf of any party, which are not
embodied herein.
11. ASSIGNMENT
In as much 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.
25E-750
12. 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.
b. Payment need not be made for work which fails to meet the standard of performance
specified in the Recitals of this Agreement.
13. 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.
I 1l 11f &-TellA31Tforks/1QRit
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.
15. 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.
16. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature hereinbelow 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.
25E -m51
ATTEST:
CITY OF SANTA ANA
MARIA D. HUIZAR DAVID CAVAZOS
Clerk of the Council City Manager
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
By:
Name of Attorney
City Attorney
RECOMMENDED FOR APPROVAL:
Name
Executive Director — (Agency)
CONSULTANT
(NAME)
(Title)
Tax ID#
25Ew52
EXHIBIT C
CITY OF SANTA ANA
REQUEST FOR PROPOSALS FOR
WEBSITE REDESIGN AND IMPLEMENTATION OF DRUPAL
CONTENT MANAGEMENT SYSTEM
PROPOSERS CERTIFICATION and PROPOSAL ITEM PRICING
Certification - I certify that I have read, understand and agree to the terms and conditions of this Request for
Proposals. I have examined the Scope of Services (Exhibit A) and am familiar with the scope of work
locations. I am familiar withal] the existing conditions and limitation that may impact work requests. I
understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for
clarification prior to the submission of my proposal.
Proposal Item Price - Pricing shall be based on a fixed-price basis for services described in Exhibit A. Fee
must be inclusive of all costs, including but not limited to, direct and indirect costs for labor, overhead,
incidental supplies, travel, mileage, and fuel. Any special materials will be purchased by the contractor only
after discussed and authorized by the City projects manager or designee in writing.
Please attach proposed cost and payment schedule.
LEGAL NAME OF COMPANY
BUSINESS ADDRESS
PHONE AND FAX NUMBERS
PRINTED NAME OF AUTHORIZED AGENT TITLE
SIGNATURE OF AUTHORIZED AGENT DATE E-MAIL ADDRESS
FEDERAL ID NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER (IF APPLICABLE)
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
25E_a63
EXHIBIT D
CITY OF SANTA ANA
REQUEST FOR PROPOSALS FOR
WEBSITE REDESIGN AND IMPLEMENTATION OF DRUPAL
CONTENT MANAGEMENT SYSTEM
REFERENCES
List and describe fully the contracts performed by your firm which demonstrate your ability to provide the
supplies, equipment or services included in the scope of the proposal specifications. Attach additional Pages if
required. The City reserves the right to contact each of the references listed for additional information
regarding your firm's qualifications.
Reference
Customer Name:
Contact Individual:
Address:
Phone Number:
Facsimile Number:
Contract Amount:
Year:
Description of supplies, equipment, or services provided:
I
Reference
Customer Name:
Contact Individual:
Address:
Phone Number:
I
Facsimile Number:
Contract Amount:
Year:
Description of supplies, equipment, or services provided:
I
i
Reference
Customer Name:
Contact Individual:
Address:
Phone Number:
Facsimile Number:
Contract Amount:
Year:
Description of supplies, equipment, or services provided:
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
25Ej-54
EXHIBIT E
CITY OF SANTA ANA
REQUEST FOR PROPOSALS FOR
WEBSITE REDESIGN AND IMPLEMENTATION OF DRUPAL
CONTENT MANAGEMENT SYSTEM
PROPOSER'S STATEMENT
Proposer understands and agrees that this written RFP (or any part thereof specifically designated and accepted
by the City of Santa Ana, hereinafter City) shall constitute the entire agreement between proposer and the City
only after it has been accepted by the City Council, endorsed by the Clerk of the Council with her signature and
official seal noting hereon the action of approval of the Council, signed by the Executive Director or his duly
authorized agent, and signed by the City Attorney, denoting his approval of the form of this document, and its
execution, and when it or an exact copy of it has been either delivered to proposer or deposited with the United
States Postal Service properly addressed to the proposer with the correct postage affixed thereto.
Proposer further agrees that upon delivery (as defined above) of the accepted agreement he/she will furnish City
all required bonds and certificate of liability insurance within ten (10) days (excluding Saturdays, Sundays and
City's legal holidays), or the funds, check, draft, or proposer's bond substituted in lieu thereof accompanying this
proposal shall become the property of the City and shall be considered as payment of damages due to the delay
and other causes suffered by City because of the failure to furnish the necessary bonds and because it is distinctly
agreed that the proof of damages actually suffered by City is difficult to ascertain; otherwise said funds, check
drafts, or proposer's bond substituted in lieu thereof shall be returned to the undersigned.
Proposer understands that a proposal is required for the entire work, that the estimated quantities set forth in the
RFP schedule are solely for the purpose of comparing proposals, and that final compensation under the contract
will be based upon the actual quantities of work satisfactorily completed.
All terms contained in the specifications, the certification of nondiscrimination by contractors, and the required
insurance certificates are to be incorporated by reference into this agreement and are made specifically as part of
this RFP.
Firm
Signed and Printed Name:
Title
Date
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
256255
EXHIBIT F
CITY OF SANTA ANA
REQUEST FOR PROPOSALS FOR
WEBSITE REDESIGN AND IMPLEMENTATION OF DRUPAL
CONTENT MANAGEMENT SYSTEM
SAMPLE ADDITIONAL INSURED ENDORSEMENT
FOR COMMERCIAL GENERAL LIABILITY POLICY
Insurance Company
This endorsement modifies such insurance as is afforded by the provisions of Policy #
relating to the following:
The City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701; its officers, employees,
agents, volunteers and representatives are named as additional insureds ("additional Insureds") with
regard to liability and defense of suits arising from the operations and uses performed by or on behalf of
the named insured.
2. With respect to claims arising out of the operations and uses performed by or on behalf of the named
insured, such insurance as is afforded by this policy is primary and is not additional to or contributing with
any other insurance carried by or for the benefit of the additional insureds.
3. This insurance applies separately to each insured against whom claim is made or suit is brought except
with respect to the companys limits of liability. The inclusion of any person or organization as an insured
shall not affect any right which such person or organization would have as a claimant if not so included.
4. With respect to the additional insureds, this insurance shall not be cancelled, or materially reduced in
coverage or limits except after thirty (30) days written notice has been given to the City of Santa Ana,
20 Civic Center Plaza, Santa Ana, California 92701.
(Completion of the following, including countersignature, is required to make this endorsement effective.)
Effective , this endorsement form as a part of
Policy #.
Issued to
Named Insured
Countersigned by
Authorized Representative
SAMPLE ONLY
25&66
360 Business Consulting
Response to RFP 16-121
12
25E-57
M
Table of Contents
A. Statement of Qualifications 3-
1. Cover Letter 3
2. Firm and Personnel Experience 4
3. Implementation Plan is
4. Financial Responsibility 30
B. Exhibit C—Proposer's Statement and Proposal Item Pricing 31_
C. Exhibit D—References 34
D. Exhibit E—Proposer's Statement 35
E. Exhibit F—Sample Additional Insured Endorsement for Commercial General
Liability Policy 36
City of Santa Am 2
Website Rcdcsigu andimpicamniatiun of nrupal Content Managcn ent System RFP 16.121
25E-59
0 Cover Letter
October 20, 2016
Jack Ciulla, Project Director
City of Santa Ana
20 Civic Center Plaza
Santa Ana, CA 92702
Dear Mr. Ciulla.
The City of Santa Ana is looking for a proven provider of Drupal-based websites for governmental
agencies. Alter reviewing the comprehensive specifications of your RPP, Nye believe our experience and
team of professionals make us the right company to deliver the successful website and content
management system you are seeking. We have the knowledge and experience to provide the features,
functionality and integrations you need.
360 Business Consulting has been in business for more than 12 years, and provides a complete range of
marketing and technology services. Our clients we've developed Drupal CMS for include the City of
San Diego, the City of Laguna Woods, the San Diego Unified School District, the Central Basin
Municipal Water District and the West Basin Municipal Water District. We also have experience
developing Economic Development portals, specifically with major universities including .Cal State San
Bernardino. We have the ability to survey local businesses to determine the services they need to help
them better serve their customers.
We have the experience and ability to not only design and create innovative, practical technology
solutions, but also to provide strategy. copywriting, search engine optimization and training support to
our clients. We also have experience designing mobile applications. and making sites work on popular
mobile platforms.
We are proud of the team of people Working at our company and have very little turnover. In fact, the
same team will be assigned to this project that has worked with the City and the other municipalities
listed as references in this proposal.
This proposal shall remain valid for 365 days from the date of submittal. I acknowledge receipt of
Addendum No. 1 on October 12. 2016. 1 am authorized to bind 360 Business Consulting to the teens of
the proposal and I attest that all information submitted with the proposal is true and correct.
Sincerely. �J
Bridget DiRico. CEO 360 Business Consulting-
1576
onsulting1576 N. Batavia St.
Oratige, CA 92867
949.315.5068
bdiricofa 360-biz.com
C'iIP of Santa Ana
WetKile IW,signnnd linpinn<nlation of Onipt Conlml%Mnai; mdul $'worn RFP I6d 21
25E-60
® Firm and Personnel Experience
360 BC Group, late., our corporate entity, is a privately held corporation with 48 employees. We have
been in, business for I Z years and operate three companies under the'360 BC Group, Inc. umbrella: 360
Business Consulting, GiftChecksOnline and .eGuardian'(a child, protection service that was sold in 2012).
Weare financially solvent, have little long-tenn'debi and have been profitable in each of our last 10
years.
Our public sector clients -include the City of San Diego, the City of Laguna Woods, the San Diego
Unified School District, Huntsville City Schools, Superior Court of Orange County, -the West Basin
Municipal Water District and the, uperior Court of Contra Costa County.
Founded in 2004; 360 Business Consulting is'a.Califomia corporation headquartered in Orange, CA at
1576 N. Batavia Street (this is the physical location responsible for your project). The company.now has
six:offiecs in Califomia, Texas, Washington and Nevada. We area Certified Disadvantaged Business
Enterprise and have design and development cxpc6cnce liclping.government, state and local clients with
their web and technology needs.
We have the experience and ability to not:only design and create innovative, practical technology
solutions, but also to provide strategy, copywriting, search engine optimization and tmining•support to
our clients. We also have experience:designing mobile applications, and making sites.woik on popular
mobile platforms.
We are very proud of the team of people working at our company and have very little turnover. Our
vision for this project is to deliver a websiteand CMS that is relevant for the next 5-10years, and:
I. Graphically communicates the uniqueness and mission of the City of Santa Ana without being
sluggish to load;
2., User-friendly, intuitive and invites audiences to interact with the website;
3. Easy and quick for the your internal team to update and revise content as necessary;
4. Although we are very familiar with many,different CMS, we suggest use of open -source
technology that is flexible to upgrades, additions of functionality and revisions;
5. Secure and protected against intrusionsand hacking;
6. Compatible with social media and mobile devices;
7. In compliance with ADA accessibilityand W3C standards.
Weare able to provide authentication, data collection and analytics, as well as secure off-site hosting,
No subcontractors will be used to complete this project. All tasks will be completed by employees of
360 Business Consulting.
The company specializes in consulting and implwnentingsuccessful website design, development and
maintenance programs that utilize the latest in technology strategies. 360 is unique, in that it guarantees
both its results and its ability to complete projects on time and within a pre -established budget. Wohave
City of Sauta Ana
website Redesign amd lmplenncngnion ofDmpal Content Management system RPP 1&121
25E-61
: 2h:
the experience and ability to not only design and create innovative, practical technology solutions, but
also to provide strategy, writing, search engine optimization and training support to our clients.
We,provide you with all the code, databases and copyrights on everything we create. Upon closure of
the project, we turn over all materials to you, ensuring you always have ownership of what you paid for.
In addition, or code structure and comments are well structured forothers to make changes if you hire
internally or decide to work with another company.
Extensive Design, Development & Technical Capabilities
Specifically, 360 has the following capabilities to meet the needs of Santa Ana:
■ 360 has developed more than 1,000 websites and marketing programs in
its 12 years of business, with the vast majority of the theme being driven 1 95>
by a website with support marketing and technology applications. p
MyS UI
• We have developed and customized various content management
systems (CMS) for our governmental and private sector clients,
including Drupal, Wordpress, Ektron, Red Dot, Joontla, DotNetNuke,
and Silefinity.. We created an Ektron site for Service Master, now Clean x�ssoRDP
Scapes. We developed the templates, implemented the training, YY Wr
integrated it with their digital marketing efforts and customized their reporting. After one year, they
had us convert their CMS to Drupal to eliminate the expense of licensing fees.
We are experienced designers, writers, Flash developers and videographcrs. We can either take your
elements and incorporate them into the site, or take direction and create all needed elements from
scratch using video, animation and graphics,
• For the Central Basin Water District, we provide both web
design and graphic design services for their newsletter,
marketing materials and other materials as needed.
For the City of San Diego, we performed the content migration
from their former site into their new Drupal-based system. Using
both an automated and manual process, we migrated 35,000
pages and 90,000 pdfs. For the San Diego Unified School District,
BlackBoard CMS into their new Drupal-based CMS.
City of Santa Ana
1Vc1eslle Redesign unJ LnPlen¢ntntion ofnmpal Cont:nl Afanagcmrni System RFP 16-1? 1
25E-62
Central Basin
Nkfflicipal Water District
The City of
SAN ®IEG&
we migrated 100,000 pages from
Working with the City of Laguna Woods,,our client asked us
to, design a website that would specifically accommodate the City of
r
needs, of their unique population (the majority of their ��t I Laguna Woods
.residents, are 6.0 years old and above). The website we
designed increased their user interaction but while presenting the new site at their council meeting, a
councilmeinber suggested a website that Would,appcaled more to the business environment in ilia
city. At no extra charge, :w.e designed templates for another site, they could use. They havedt
launched the sitc,yet but have the tools they need to do so.
We were selected by the Superior Court of Sutter County to relaunch theirwebsite. We provided
a modem and clearOpyout that was easy'
for non-technical staff to manage and THL SUPERIOR COURT OF CAMFORKIA
increased the site's usability for residents. COUNTY OF SUTTER
-Working within their graphic standards,
360 createdn custom calendaring system, a secure file transfer utility and a mediation
appointment system integrated into their Outlook server. Even though not part of thc.original bid,
the Court staff wasstruggling'to fund the time to develop copy for the new site and meet their
launch deadline. At no extra charge, 360's team of copywriters developed the copy and
optimized it for search engines..
HTML CSS We prefer to work with open -source tools and their extensions such
PHP, MySQL,;Javaseript, Java,,HTML 5 and CSS, but also have
extensive experience with ASP and .NET. We also work in Flash,
Access, XML and XHTML..our talented and on -staff programmers are
specialists in these languages,, and some have contributed objects,
Quer✓ modules and security protocols that have been adopted by the standards
•'° ^ •°^� organizations..
360 has been a pioneering agency in.scawh engine optimization (SEO). We provide SEO
services for many. major web hosting companies, Fortune 500 companies, leading-edge online
retailers and local businesses. We have presented to organizations and convenlions;.sat on
industry panels and written two popular books on SEO. We were one of the first organizations,
years ago, to (ecus on content versus site gimmicks, tints our changes, even ones made years ago,
continue to be well -rated by major search engines:
Social media saviy.
Social media is a key element of our clients' communication and relationship with their online
audiences. Our design and development projects help our clients' integrate social media into
their overall web strategy and designs.
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■ Using Facebook and Twitter we have created social media and marketing campaigns that drive
target audicnces "lo websites and communicate important information about using transportation
services. Social media is a very effective medium for increasing awareness.
■ Our experienced copywriters develop content for our clients' blogs,
twitter feeds, and Facebook and Instagram posts. We're able to r
ensure a consistent feed of information and communication to key
•
audiences.
360 is also able to deliver reporting and management that enables our clients to, quickly and
easily track.the usage of your website. We frequently use Google Analytics to provide
comprehensive tracking and management information to help better understand how your
visitors are using your site.
■ In addition to the actual numbers reported, we also provide our clients with monthly
analytics and our analysis of what the data actually means for the site's users. In the
Work Samples section you will rind sample of the information included in our web
reports and executive summary,
Responsive website design and development.
• All of the websites we created are mobile responsive. Weare experienced designing and developing
responsive websites to accommodate users accessing the site
from their mobile device. In addition to the look and feel, we
adjust the mobile view to prioritize the behavior of most mobile
users.
Audience feedback survey tools. We have created many survey
tools that enable our clients to seek and collect information
from their audiences, In addition to providing flexibility to
develop questions that require multiple choice, multiple select,
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ranking and written response options, you will also have real-time and archived reporting.
Online forms, Providing easy access to web forms, both static and dynamic, is a key part of
making the website relevant to its users. 360 creates a basic form center for administrators to
quickly add and organize commonly required forms.
Ecommerce solutions. We. have developed many ecommerce solutions that support online
payment processing in a secure, stable environment for both retail and commercial
applications.
■ We have designed and developed email templates for our clients to use to communicate with
their audiences. We are able to design templates that meet their branding specifications and have
functionality that makes it easy to track and organize responses, and feed into client CRIM
databases.
• We have worked with ExactTarget, Marketo, Act -On, Eloqua, Constant Contact and a variety of
proprietary email systems. We have experience designing templates, and tweaking emails to
increase click through rates, open rates and actions.
■ Our experience exceeds successful design. It is focused on the evolving nature of email
marketing and the design of effective CTA. Our templates are sent to more than 250k recipients
each month.
• We are fully aware of the website elements necessary in order to achieve compliance with
Federal ADA Requirements. For example, ensuring that the site can be navigated with only the
directional arrows and keyboard and offering a text browser.
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Key Personnel
Roe Zana
Project
Ei eeutlirc
- canauarew
Alyssa Villa,
..l5uia Dlai r
Maiketlng
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We propose the following team to work with you throughout your .engagement with us. We may
eventually bring in other specialists as needed — we have a staff of 48 employees nationwide — but the
core team represented here will be consistent. This allows us to be more efficient in learning your needs,
while providing stability in your interactioiis'witlt us. We have built many long-term,client relationships
by making it easy and convenient to work with us; and serving as a reliable partner in the needs of the
companies that require our services. No key team member will be reassigned without prior written
approval from the City of Santa Ana.
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Ron Zayas
Chici Strateglsi. Covt:rnmeiv and i:lu tuipalmes
tzava sQ.3611-bir..cam
949:916.9120
949.608.3663 (fax)
1576 N. Batavia St.
Orange, CA 92867
Ron will be ilia Project Leader and is responsible for understanding what y
need; developing a strategy to meet your objectives and then guiding the cr..,.
team to implement the necessary work on a daily basis. A former executive for the world's largest
printing' franchise, Ron lead the team that developed and deployed the international franchise -wide
document management system.
Ron is our main strategist for all governmental and municipality clients. He was key in the strategic
development of the City. of San Diego's website project which required 360 to cooperate with other
vendors completing different aspects of the project. Ron's expertise in technology and marketing makes
him a valued resource to our clients. While you will frequently interact directly with all team members,
your,strategist is always coordinating. efforts to make sure that objectives are met, even when they are
outside the scope of our engagements. He is a co-founder of the company. Ife will spend an average of
20% of his time specifically dedicated to your project.
Laura Diaz
prrle�! Iolatiaoei
Whiza 360-biz.cam
1576 N. Batavia St.
Orange, CA 92867
949.916.9120
949.608.3663 (fax)
Laura will be your single point of contact. She is a certified project manager who is highly detailed,
organized and responsive. Her jab is to ensure that all items happen when and how they should. She
reviews incoming job tickets and makes assignments to the team; she follows up with the team and with
clients to make certain deadlines are mel. if you ever need to know where anything is at any given time,
and you don't want to use the online system, give Laura a call. One point of contact makes things easier
when you are in a hurry. Laura will have 35% of her time focused on your project.
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IQ
Marc Prost
Technology Lead
mfrost x360-hiz.enn1
949.916.9120
949.608.3663 (fax)
1576 N. Batavia St.
Orange, CA 92867
Marc is an accomplished programmer trained atone of the most prestigious schools for web
development in the country (Cal Poly Pomona). Marc's job is to turn your ideas into efficient code and
oversee the technology aspect of your project. He will help lead the efforts with our other in-house
programmers, and review your code before it goes live, whether it is creating your database or
developing the front-end of your software. Marc will be workingexclusively on your project for 33% of
his time.
Robert Rodriguez
Web and User Interface Design
rrod rig ez(h-1360-hiz.co ru
949.916.9120
949.608.3663 (fax)
1576 N. Batavia St.
Orange, CA 92867
While Marc programs, Robert's job is to put the pieces together into a.clean, functional HTML page that
works with all major browsers. He is very experienced designing both digital and non -digital media and
has lead our projects for (lie City of San Diego, the City of Laguna Woods, San Diego Unified School
District and Huntsville City Schools. Ile understands how to integrate key design elements with intuitive
functionality. Robert will be spending 3540% of his time on this project.
David Hofstede
LeaJd Cppy;vlilEf and Editor
d hofsledera,,360-biz.cown
949.916.9120
949.608.3663 (fns)
1576 N. Batavia SI.
Orange, CA 92867
David oversees the staff of writers who craft messages for our client's websites and SL•O efforts. David
will be leading the copywriting strategy for the portal's content and positioning Long Beach as a highly -
attractive location to do business. He will ensure that the content is attractive to both search engines and
entrepreneurs looking to start a new business. David will be working on your project 15-20% of his time.
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Alyssa Villa
btarketmg
uvillata1360-biz.en m
949.916.9120'
949:608:3663 (fax)
1576 N. Batavia St.
Orange; CA 92867
Alyssa is our marketingand emarketing specialist. She helpsdevelop campaigns and oversees the
impletneittation of marketing campaigns for our clients. She works closely with Robert and David to
ensure that designs and.content work together to accomplish marketing objectives. Alyssa will spend 15r
209/6 of her time on this project.
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on's expertise In both technology and marketing makes him a
valued resource to our clients. For more than 30 years he has
leveraged technology to deliver secure, user-friendly websites and
applications that accomplish organizational objectives. He is our
main'strateglst for all governmental and municipality clients and
Is a co-founder of the company._
Project Experience
Orchestrated the web redevelopment for the San Diego Unified School Districts website and individual
websites for the district's 156 schools. The content migration aspect of the project included 1 DD,ODD
pages from BlackBoard CMS into their new Drupal-based CMS.
Led the team responsible for the City of San Diego's new Drupal-based website content migration. Using
both an automated and manual process, the migration Included 35,000 pages and 90,000 pdfs.
Works with private corporations and public entities to develop, enhance and Implement online marketing
initiatives, Including websites, online technology, search engine optimization and search engine
marketing.
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i:GMI: i
Laura is a pro -active and enthusiastic project manager who never
misses a detail or a deadline. She creatively engages wlth others
to develop innovations and improvements in the customer
experience. Laura has exceptional skills for planning, organizing
and driving a project to completion. She is a Certified Project
Manager.
Project Experience
Led the development, monitoring and reporting of financial and non-financial performance against
organizational and service priorities and objectives; Identified key areas for development and
improvement.
Embedded performance management and improvement, via the annual business planning process.
Ensured that services are delivered effectively, achieve value for money and maximize budget
efficiencies.
Coordinated the monitoring and reporting of service performance (including, but not limited to, key
performance indicators), to ensure continuous improvement in line with targets and agreed outcomes.
Developed management systems and processes to monitor delivery of agreed objectives to meet both
Internal and external requirements, and developed a culture of continuous improvement.
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Marc talks in code. An accomplished programmer trained at one
ofdhe most prestigious schools for web -development in the
country (Cal Poly Pomona), Marc's job is to turn your Ideas into
efficient code. He will help lead the efforts with our other in-house
programmers, ar d review your code before it goes live, whether
It is creating databases or developing the front-end of software
solutions. Marc has been leading our programming efforts for the
past six years.
Project Experience
Key architect of content migration strategies for all development projects.
Directed the development team that created custom scripts to migrate 100,000 pages for :one of the
nation's largest school districts into a new Drupal-based CMS.
Created the technology that relied on both an automated and manual process to migrate 35,000 pages
and 90,000 pdfs for the City of San Diego.
Created front and back -end of several large-scale public sector web applications, including designing
complex content management systems, complete with data management, uploading, and reporting.
Developed IDS apps that seamlessly incorporated related websites and integrated 3rd party API's, and
open source software for increased functionality.
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As the Director of Design, Robert Is the closest link between our
clients and their websites and CMS customization. His creative
falents give him the insight into bringing client content into CMS
designs. He plays a key role in the customization of CMS for our
clients, including migrating content from databases into Drupal
templates and linking system menus to migrated content. He is
also an accomplished video director. Robert has been at 360 for
five years.
Project Experience
Provides art direction for front-end website/mobile design and integrates design elements with client
print and digital assets.
Leader In Drupal implementations for Superior Court of Sutter County, City of San Diego and San. Diego
Unified School District, specifically the customization of templates, mapping content for migration and
ensuring theme/templates are properly configured to support the needed content types and fields.
Manages quality control team and process of migrating content from the database into Drupal templates,
identifies which supporting files need to be moved, ensures active links on all migrated content and
makes adjustments to templates as necessary in the migration process.
Produces and directs promotional, industrial and web videos for clients, Oversees the integration of client
designs across media.
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David oversees the staff ofwriters who craft messages -for our
clients' websites and SEO and marketing efforts. Even if you
have your own internal writing resources, David can help either
Increase the speed of your efforts, or help target yourwriting
for SED. David can review, edit ondevelop the copy you need,
whether It is for web copy, technical documents, landing pages
orads. David has been a key part of 360 since the company's
inception in 2004.
Project Experience
Directed content creation for major website development initiative consisting of hundreds of website
pages. Managed journalistic -style copy development strategy by interviewing client department teams
Created and edited original content to publish hundreds of blogs on subjects related to various
management industries.
Developed copywriting strategies for client social media campaign, Including one that boosted Facebook
'likes' from less than 1,000 to more than 10,000 in 30 days.
Crafted, video scripts for public and private sector entities to bee.used at events, for advertisement/
marketing and in online promotional campaigns.
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® Implementation Plan.
Santa Ana is looking fora company that can offer comprehensive website design, development and
hosting.. We believe our breadth :of experience with municipalities, private sector business and our team
of professionals make us Ilse right company to successfully deliver on your Scope of Work. Below you
will find an overview of how we plan to fulfill the Scope of Services outlined in the RFP:
Process
We have developed hundreds of websites for both the public and private sector. Not only do we
understand the limited resources of municipalities, we also understand the perspective; ofvarious.users
(they arc our private sectorplients!)..At the,slart of our relationship, we will facilitate our kick=off
meeting with your team and all 'internal audiences you would.likepresent. In addition to gatheringinput
from your team and evaluating current web usage, wc.arc' also open to facilitating a public workshop to
seek resident feedback and input.
Evaluation
At the launch of our -relationship, we will define the specific goals -of the website redesign to set a
common expectation for.performancc.
Specifically, what does success look like to you?
• Number of request for information forms submitted
• Promoting the business' opportunities building
• Attracting traffic to the site and increasing engagement?
We will rely on web analytic tools to help us understand how your audience is interacting with the
website and can provide insight into what is working well and what might need some adjusting/revising.
A key measurement is engagement, or how engaged users are. This helps us understand if the site is
providing infornation,:coniimmicating a story and increasing the awareness. We review average time
spent on pages, time spent on portal and pages per visit.
If visitor's aren't finding a particular key page, not staying long or are exiting from that page, we would
avant: to revisit the content and how we tided to drive users to that page.
For calls to action that leads the visitor to request more information or contact the program, we track the
number of completed forms'(hopefully we cht compare with historical data, signups for newsletter or
blogor download an app or other support tools.
Design
With the input of your team and other staff and considering the needs of your key audiences, we will
create up to three design themes for you to choose. Many times the ultimate winning design is a
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combination of two or more of the.original themes to create a best -of -class look and feel.. We can also
determine if you prefer the Economic Development Portal to be included with the main site, or a
miiirositc. If you choosothe later, we will also provide designs for the portal.
Our design team is experienced with creating websites and corresponding marketing campaigns across
industries, Thim cities and municipalities to school districts and water districts. This experience -gives our
clients access to talented designers who incorporate a balance of function and aesthetic into each unique
website theme. The result will be a highly effective, intuitive website that invites audiences to interact
and participate—and fits Within the overall Branding scheme. The website will meet Accessibility
Compliance requirements.
In addition, we are able to provide strategy, copywriting for blogs.:and,6veb content, search engine
optimization and training support to our clients.
AdminBtrative
When we create an'implementation plan and schedule, we account for time needed to complete each
step of the project—adjustments to the website architecture, design, technical implementation, content
development, testing and.ultimately,:thc launch of the now site; and marketing program. We also. know
that changes, adjustments and revisions that are simply part of ihe:process of getting the most desirable
website. Our Schedules are efficient, yet realistic because at die end of the day, getting it right for our
clients is our top priority.
There is no one-sizafits-all program, and, with the broad range of clients 360 serves, we never assume a
client's needs for their project and technical environment. You are the owner of your program. We are
your partner to make what you want come to life -Successful implementation always involves a direct
communication path between the client and 3.0. Tliat's why we believe so strongly that designing,and
developing websites starts and ends with communication. When you work with 360,you have access to
a group of specialists that you will know by name; meet with regularly and trust with your needs.
Prom day one of our relationship, our team is ready to answer your questions and help you maximize the
investment you have made in our services. The. training team assigned to your account will develop
training materials that provide information your team need's to implement your program.
Upon project completion, we provide you with all the documentation you will need to administer your
new site,.or if you decide to work with a different vendor in the future..
Project Management
Because your team has many responsibilities and duties, 360 takes the responsibility of managing the
scope and deliverables. We pride ourselves, on being proactive project managers and making the
development process as simple as possible for our clients. We assume our job is to snake your life easier
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and reduce stress levels, by being a partner who takes full ownership and consistently;communicates
with you. Our weekly status meetings are critical for the team to connect to review status, issues and the
activities for the next week.We are also available by email and phone at anytime to answer your
questions.
We will cover project objectives and strategy in our initial meeting; our weekly status meetings and
reports cover implementation progress; we use the project management software of your choice or you
can use our real-time system to track project management and development.
Website Design and Development
Upon contract award, our project management team initiates the project planning with your
representatives and drives the project through to completion.
Immediately, your 360. project manager (Laura Diaz) will contact you to schedule our initial meeting at
your location. During this meeting, we will be completing the discovery phase of the project by
gathering more information from your team about the wants and needs for the portal as well as
establishing mutual expectations for communication and reporting of project status. At this time we will
also be reviewing your web stats and analytics. We will also discuss the process of migrating the
existing designs and functionality and making sure we have all the information we need to begin.
Following our first meeting, 360 will prepare three design comps for the portal and support materials
(followed by three to five rounds of revisions based on your feedback). Once the main look and feel is
determined, we will work with your team to create additional responsive or adaptive designs/themes
(followed by three rounds of revisions). These designs will be customizable by color, logo and branding
for cach.of the templates.
If desired, we will also,presenl a public workshop to facilitate input on the design. Major initiatives
require the collaboration and cooperation of many different entities and people. Through our work with
municipalities, we have collaborated with other departments, vendors and the public in order to
accomplish the project objectives. Facilitating the process of gathering input from citizens and other
stakeholders through town hill meetings, we have experience interacting with constituents and other
stakeholders to garner applicable feedback and establishing expectations. 360 has a reputation for being
flexible, accommodating and cooperative to both our governmental and corporate clients. We hope
you'll be able to speak with our references listed to hear their perspective on working with 360.
While we will be able to provide more specific design recommendations following our selection and
meeting, we anticipate a design that is professional and unique in appearance. Graphically inviting,
especially with an entry page that speaks to the character of Santa Ana and your mission, we seek to
design a site that inspires visitors to explore (lie site for the inforntation.they need.
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We are fully aware of the website elements necessary in order to achieve compliance with Federal ADA
Requirements. For example, ensuring that the portal can be navigated with only the directional arrows
and keyboard and offering a text browser.
Because we have much experience currently and through our 12 years of business providing website
maintenance, our team is very aware of the needs of site users. This attention to detail ensures that we
are always on the look out for plug -ins and links to additional resources when making any changes to the
site.
360 is hired to create mobile apps for many clients, so. we are very experienced in creating websites that
are mobile -friendly and give users the sante access from their mobile device as from their computer. The
websites we create are intended for viewing on computers, tablets and smart phones.
360 i.,i also able to deliver reporting and management that enables you to quickly and easily track the
usage of your portal. We frequently use Google Analytics to provide comprehensive tracking and
management information to help better understand how your visitors are using your site.
For the duration of our engagement, 360 will facilitate project planning, including the project schedule
and scope for completing key milestones in the development schedule. Following the initial meeting, if
necessary, 360 will revise our implementation plan and scheduled the milestones that drive the project's
implementation.
User Acceptance Testing and Quality Control
Throughout our development process, we will be testing for platfomt compatibility and security. This
ensures that the website we are developing appears and responds consistently, regardless of the
operating system or browser they are using.
We design and develop sites that are compatible with both PC and Mac platforms using Explorer, Safari
and Firefox browsers. One of our largest clients is a global company and we make thousands of changes
to their website each year. A standard procedure for each of those changes is to ensure that the pages
appear the same, regardless of user preferences.
During our development of your site, the 360 quality control managers will each conduct weekly testing
to ensure this compatibility and that there are no broken links. This testing will be documented through
our online project ticketing system, as well as reviewed during our weekly status reports.
During the last week of our development time, all of our team members, and designated Santa Acta staff
members, review the site. We provide the link to our secure development server and ask for email
comments. Although invisible to the public and completely secure, on our financial -grade services, this
comprehensive testing ensures that the website is ready for public use prior to launch.
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Communication
There is no one -size -fits -all website, and with the broad range of clients 360 serves, we never assume a
client's needs for their project and technical environment. You are the owner of your website. We are
your partner to make what you want conic to life. We take our role as a proactive driver of the project's
successful completion.
That's why we believe so strongly that designing and developing websites starts and ends with
communication. Although we will cover project objectives and strategy in our initial meeting; our
weekly status meetings and reports cover implementation progress; our 360 FullView Communication
System in real-time tracks project management and development,=successful implementation always
involves a direct communication path between the client and 360. In a nutshell, when. you work with 360,
you have access to a group of specialists that you will know by name, meet with regularly and trust with
your needs.
Although the decision of our clients, we feel that weekly status meetings, are necessary. In addition to
your personal contact with any of our team members as necessary, the standing weekly meeting keeps
the project on track and on schedule. We are happy to host our weekly calls on our conference call line
(free ofcharge, of course), and be at your location for three in-person meetings during our engagement.
In addition to our weekly meetings, we also provide a weekly status report that treks tasks, deadlines
and completion status. The report is direct, thorough and makes prioritization management straight-
forward and part of our weekly discussions.
After the launch of the websitc, we will continue to meet with you weekly (or as necessary) over the
next 30 days to complete post -rollout oversight and troubleshooting. We also will make necessary
modifications to the site's architecture during this time. This is included in our proposed price. Of course
during that time you will also have the same access to your 360 team as you did during the design and
development phases.
Following the 30 days of troubleshooting and oversight, 360 will also provide phone and email customer
service during the first 90 days alter launch. We arc available via phone and email during business hours
and after hours emergency services.
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Anticipated Timeline
Upon contract award, 360 will schedule a meeting to introduce team members to Santa Ana city staff
and gather more information about the needs and wants for your new site.
Following our initial meeting—which will be an in-person meeting at your location—we.continue to
meet via teleconference once per week. Our weekly meetings are a.review of current status, necessary
approvals needed or changes that you would like 360 to make. We find that our weekly client meetings
are very effective at move the project forward and keeping everyone informed of the project's status.
Our meetings are focused and respect everyone's time.
Project Kick-Off/Initial Meeting: Week of January 23 (assuming Contract Approval is
January 20, 2017).
January 23, 2017: At our kick-off meeting we will be facilitating discussion that -helps us get a clear
picture of your wants and needs for the website and economic development portal. We will also discuss
if you would like us to schadule a Workshop to facilitate input from stakeholders.
February 10, 2016: Following our first meeting, 360 will prepare (lie three design comps for the sites
and create the development strategy within 2 weeks.
Provide Comprehensive Documentation and Materials Generated from Website Design
February 27, 2017: Once the City has selected the design concept (assuming you needs,2 weeks to
review, request design changes and approve), page templates and design elements will be ready for
review 2 weeks from the date of selection. Simultaneous back -end development on the site and CMS
will happen during this time. Once design has.been selected, you can dctemtine if you'd like us to
facilitate a Workshop in March or April to present initial design concept with stakeholders.
Our weekly meetings will be reviewing progress and seeking approvals on materials we deliver.
Install and Configure Drupal Development and Production Environments
April 10, 2017: If all approval timelines are mel and images are approved, the Drupal templates will be
ready for content. We will then begin the content migration.
Implement New Website on Development Server Utilizing Drupal
April 24, 2017: Assuming approval, 360 will have the functionality, CMS system and content migration
completed. We also suggest at this date that the City post a brief video on the exiting website to give
users a sneak -peck at the new website and how to use it. This will build excitement toward the site's
launch and prevent as much confusion as possible once the new site is launched. With your approval,
360 would create the video to show the main highlights of the new home page and the basic architecture.
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Quality Assurance of Drupal Solution
May 1, 2107: At this stage, 360 will be conducting quality control although your team members are
Welcome to QC as well -As in the.previous phase, We suggest keeping users up-to-date on the website's
progress. We could refresh the video, feature a testimonial or report on.a new piece of functionality.
Completion of Deployment to Production Web Server and User Acceptance Testing
May 15,,2017: Following,our thorough quality assurance testing, we will make any necessary bug fixes,
linkissues.or any adjustments to the Drupal templates before dcploying,lhc site to the production server
and conducting user acceptance testing.
Delivery of Disaster Recovery, Backup Plan and Training
May 22, 2017: During this week; we would like to be onsite to facilitate the initial training sessions in
preparation.for the go -live, date. These trainings will range from the highest -level -administrator to.
department editors and othcc defined roles as needed: Wewill akoAcliver the:disasler recovery and
backup plan to the appropriate City team members.
Design and Implementation Completion
June 1, 2017: Following training, the websites will be ready to go live.
Qtyof Santa Ana
Anticipated T(meline
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City of Santa Ana
WebMic Redplgn and Impinnentatiou of Dntpal Content Mnwgemcnt Systcm RPP 16.121
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Drupal Content Management'System
Developing a stable and lcxible CMS will be critical to the long-term usability and success.of the now
website. We have a lot of experience customizing Drupal tools'to accommodate specific needs and
situations. We. have hardened the,security of our clients' Drupal CMSand find thc'modulcs,bc
comprehensive.and flexible to specific customization. We have recently completed large Drupal
development projects for the San Diego Unified School District, Huntsville City _Schools and the West
Basin Water District. All have Single Sign -On, a W`YSIWIG content ediling.capabilities and
compatibility with current Internet browsers.
Search Engine Optimization -360 has an excellent track record for helping our clients.ntaximize their
SEO placement on the major search engities. Based on page name and'informationarch iteclure; the
design of the CMS and URL, structure will ensure that content added to the website is'SEO optimized.-
APIs
ptimized:
APIs and Extensibility Through the development of your CMS; we will provide clear documentation
to reduce fttturc support costs., Wealso understand that your needs will change at some point in the
Future. That's why all of our assignments arc developed to be scalable to accommodate future growth.
Removal of Unnecessary Formatting—When importing documents, the CMS will strip out
unnecessary formatting to eliminate tl>eproblem of inconsistent formatting on the,web pages. We have
created systems that know what to look for and remove any formatting that will impact the appearance
of your online content:
Administration and Editing
Making a website relevant to its audience. requires consistent refreshing of content. That's wily the
administrative interface nmst be intuitive and efficient for non-technical staff to use.
Security and Approval—The website administrative system will allow multiple levels ofroles:as well
as access and editing rights. for Santa Ana staff, department managers and designated content editors for
the entire site and specific pages. In addition, the CMS will offer the option to lock content for different
levels of content editing permissions. The site will also include an approval process'to ensure thahall
content is reviewed and approved by the necessary people before it is made live for public viewing.
Because the administration of the CMS is accessed via log -in and—and is password protected—all
editing actions will be tracked by the tiine,,date and user that made the change. The highest level
administrator will be able to view editing activity in real-time or request a report for a specified date
range or by a specific area of the website. The different levels of access can be determined to best
accommodate your needs.
Account Creation—The CMS will be designed with an active: directory and LDAP integration for
automated account -creation and application of designated roles,groups.and permissions. The specific
automation will be'c_ustomiz.ed according to your specific needs.
cityomanla'Amt
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Editing Capabilities -360 would provide you with a web -based editing and administration
WYSrWYG interface that looks and feels similar to working in Word. The administrative interface will
give your staff tools that they are comfortable using. These functions include undo/redo, table creation,
image insertion and multiple file uploading. For image insertion, the CMS will have a built-in image
editor that allows the editor to resize, crop, rotate and enhance sharpness. Additional features can be
added based specific needs for image control.
Because the site content management system is password protected, content editing will be available for
your staff to securely make edits from the city offices or anywhere they have Internet connectivity.
Regardless of whether they are accessing the CMS using a computer, mobile device or tablet using iOS
or Android, designated content managers will be able to quickly make desired revisions. If selected, 360
will also develop an editing app for both Android and iOS that allows designated editors to add content
and keep in touch with users.
Like the front-end of the website, the CMS editing will be supported for Intemet Explorer 8+, Safari 5+,
Chrome stable and Firefox ESR.
In addition, spell check, predetermined fonts and font colors will be locked in to ensure consistency and
accuracy throughout the site --regardless of which administrator completes the updates.
When editing content, administrators will have several options for adding content on the website.
Content can be shared to pages and subpages or deployed to other websites. When adding content, the
editor can schedule it to appear live at a specific date and time and deactivated at a specific date and
time. Deactivated, or content that is hidden from view on the public facing site, will remain on the CMS
and the editor will be able to edit it as needed.
File Storage—The website will also accommodate your document storage and management in the CMS.
Located centrally, the storage area will accommodate all major content, graphic and media file types,
including at a minimum PDF, Word, Excel, PowerPoint, JPG, GIF, TFF, HTMLS video, WMA, MPEG,
Quicktime, MP3, MP4, AVI.
Integration -360 has the ability to integrate with APIs for the major CRiv1 programs and 3`d party
providers including Vimeo, Yourube, Kaltum and SharePoint.
Features
Santa Ana will launch your new site with a full suite of features that both informs and seeks interaction
with their audience and community.
Provide Information—The main reason that people visit a website is to find information, specifically a
website for a public entity. Not only does a good website save time for the site users but also City staff.
The information providing features of the website will include:
City of Santa Ana
Website Redesign and Implementation of Dmpal Content Management System RFP 16-121
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Opt -in eNewsletters and/or e -Notifications -360 will develop this tool to be simple for City staff to
administer, creating up to 25 different e -newsletters, allowing subscriber additions and deletions and
inclusion of links and images to compliment the content. For the user, the site will make it easy for them
to sign up for the newsletters and notification and also to unsubscribe at any time. The site will also
provide reporting of opt -outs and invalid email addresses for management purposes.
Calendar—Although the calendar section of the site will give the site user a clear and comprehensive
look at your events or promotions, it will also offer the site's editors an easy interface for management.
For the users, they will be able to print pages of the calendar and view the calendar as monthly, weekly
or daily. The City staff will be able to add events as single -time or recurring, add written descriptions
and link to events. Editors will also be able to designate events to appear on the homepage and automate
an RSS Feed. Calendars will include content sharing workflows, iCal support and bldg support.
Newsroom—Finding news will also be easy to find and manage on your new site. 360 will provide your
staff with the tools they need to post news to one or more pages of the site and set an expiration date for
the news article to move from the site's newsroom into the site's news archive. You will also have the
ability to set a date in the future for the article to be live to the public. The staff will be able to determine
the order that the news articles appear on the site's newsroom.
Survey 'Tool—This tool will enable Santa Ana to seek and collect information from your audiences, In
addition to providing flexibility to develop questions that require multiple choice, multiple select,
ranking and written response options, you will also have real-time and archived reporting,
Web Forms—Providing easy access to forms is a key part of malting the website relevant to its users.
360 will create a basic form center for administrators to quickly add and organize commonly required
forms.
Online Paymeut Processing—We have developed many ecommerce solutions. Your website will
support online payment processing in a secure, stable environment.
Directories—Contact information will be easily accessed by users and updated by your staff, as
necessary. This ensures that the most current and accurate contact information is always available.
Site Map—The site map will automatically be updated as your staff edits the website, ensuring that it
always displaying the correct and current layout of the site's pages.
Search—The Search feature of the site will make it easy for users to enter keywords or dates and search
the entire website for specific news, information, documents, forms or events. We also employ a "smart
search" functionality that eliminates the frustration of searches that retrieve irrelevant documents.
Mobile Friendly -360 is hired to create mobile apps for many clients, so we are very experienced in
creating websites that are mobile -friendly and give users the same access from their mobile device as
from their computer. The websites we create are intended for viewing on computers, tablets and smart
phones.
City of Santa Ana
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Security—Throughout our engagement, the site Will be protected by financial -grade security and
infrastructure to protect your documents, logins and passwords for accessing the site's management
tools.
Platform Compatibility—We will be ensuring that the website appears and responds consistently,
regardless of the operating system or browser used. We design, develop and maintain sites that arc
compatible with both PC and Mac platforms using commonly used browsers Explorer, Safari and
Firefox. We follow a standard procedure for each change our team makes to ensure that the pages appear
the same, regardless of user preferences.
For the duration of our engagement, 360 will facilitate project planning, including the project schedule
and scope for completing key milestones in the development schedule. Following the initial meeting, if
necessary, 360 will revise our implementation plan and scheduled the milestones that drive the project's
completion.
Role of the City
Redesigning a website is a process that requires active involvement and consistent communication
between the City and the provider. During our engagement, we will need your designated loam to be
available for status meetings and provide approvals for key phases of the project.
We will also need you to indicate what content from the existing site you want for the website, if you are
providing new content or if you need 360 to develop content. Any content editing or creation is included
in our fee.
In addition to your input, we will also ask for the data collected in the web logs of the existing site. This
information allows us to understand how your current site is being used so we can make sure your new
site performs better than the current site.
We will also need access to the website's current images as well as any additional images you would
like used in your new site.
Training Support
From day one of our relationship, our team is ready to answer your questions and help you maximize the
investment you have made in our services. After the silo's rollout, we provide you with all the page
template designs. Upon closure of the project, we turn over all materials to you, ensuring you always
have ownership of what you paid for.
Training Support—We will develop and deliver comprehensive training about the website and how to
use the tools created to manage the site. The training team assigned to your account will develop training
materials that provide information you need to implement the content management system.
City of Sauta Atm
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We estimate a one-week training period for Santa Ana's designated web administrators. 360 will
provide up to five in-person training sessions and up to 20 web trainings by a 360 strategic team member
as well as a technical team member.
Following our onsite training, we will be available during business hours to answer training questions
via email and phone. We are also available to host three WebEx trainings to demonstrate the software's
fimctionality and features, or as follow up training.
Training Manual and Documentation—All 360 -created software makes it faster, easier and more
efficient to get the information you need when you need it. We will provide a comprehensive training
manual and thorough documentation online that can be retrieved with the click.
Once we have completed the training sessions, and the 90 days of post -launch support, 360 will have a
thorough understanding of what additional training you may need or want.
City of Santa Ana
Website Redesign and Implementation of Drupal Content Management System RPP 16-121
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0 Financial Responsibility
We have been in business for the past 12 years and have been profitable for the past 10 years. 360 is a
closely -held private company. We do not publicly disclose our financial statements as it gives an
advantage to our competitors. However, in order to be in full compliance with this RFP, we will release
financial statements if requested by the City of Santa Ana. Please contact Bridget DiRico at
949.315.5068 or bdirico@360,biz.com.
City of SantaAna
Websha Redesign and Implemcutalion of Drupal Content Alanagement Syskm RFP 16.121
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19 Exhibit C—Proposal Item Pricing
EXHIBIT C
CITY OF SANTA ANA
REQUEST FOR PROPOSALS FOR
WEBSITE REDESIGN AND IMPLEMENTATION OF DRUPAL
CONTENT MANAGEMENT SYSTEM
PROPOSERS CERTIFICATION and PROPOSAL ITEM PRICING
Certification - I certify that I have read, undersland and agree to the lennsand conditions of this Request for
Proposals. I have examined the Scope of Services'(Exhibit A) and am familiar with the scope of work
locations. I am familiar with all the existing conditions and Gmitatlon that may Impact work request's'., I
undeistand and agree that 1 am responsible for iepordng any errors, omissions or discrepancies to the City for
clarification prior to the'submission of my proposal.
Proposal Item Price - Pricing.shall be based on a fixed-price basis for services described In Exhibit A. Fee
must be inclusive of all costs, including but not limited to, direct and indirect'.cosls for labor,overhead,
incidental supplies, travel; mileage, acrd fuel: Any special materials will be purchased by the contractor' only
after discussed and authorized by the City projects manager or designee In writing.
Please attach proposed cost and payment, schedule.
360 EC Group, In. eba 360 Business Consulting 0493155068 (Phone) 949.608.3663 (FaxI
LEGAL NAME OF COMPANY PHONE AND. FAX NUMBERS
9576 N. Batavia SL Orange. CA92867
BUSINESS ADDRESS
27.1580582
FEDERAL ID NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER (IF APPLICABLE)
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL..
PROPOSALS THAT DO NOT CONTAIN THIS FORM 1MLL eP coN;InFRpn NnNRFCPnNCIV p
20
Cil, urSanm Ano
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Pricing Narrative
We endeavor to give our clients the, full -support they need to achieve their projects on time and on
budget. We understand the objectives outlined, and propose the following pricing.
Website Design and Implementation of Drupal CMS
By reviewing the current site and the objectives, we are comfortable with providing a project -based
quote that includes the following:
• All client contact and meetings.
■ All public meetings, workshops and committee review meetings.
• All programming as needed to complete the project.
• All functionality and features listed in the RFP.
■ Design, including three design comps for overall site design and creation of templates with
revisions as described in the RFP.
■ Designs, including three design camps for Economic Development Portal.
■ Implementation of Open Data Portal.
■ Technical and content support for 90 days atter launch, including minor design changes and
enhancements.
Mobile -friendly website design.
■ Online payment processing.
• Development and deployment of custom Online Training and Certification Program for the
City's administrators. *See Value -Add Offerings.
• Training manual, up to five onsite training sessions, 20 online training sessions, and unlimited
phone and email support.
■ Style guide and documentation for future implementations and revisions.
■ Survey and form tools that can be used site -wide or by department.
• Migration of all current content.
• Throughout the migration, all existing URL's will continue operation and be mapped to the
current destination in new platform.
• Although not requested in the RFP, 360 will also do all 301 redirects to preserve your current
Search Engine standings, preventing any loss of SEO the City has achieved. *Sce Value -Add
Offerings.
• Resolution of any minor issues in the migration, such as mapping or fixing links, for 90 days
following the site launch.
• While migrating all 'of the current content, we would edit any existing content for consistency
and search engine optimization by our team of professional editors.
Website Redesign and Implementation of Drupal CMS, Economic Development Portal and Open
Data Portal: Not to exceed S 140,480.
city orlama Ana
Website Redesign and 1mplcnmntaaaa ornrupal Content Management Syncna RFP 16-121
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*Value -Add Offerings
Search Engine Optimization Enhanced Content Migration
In addition to our Content Migration services, we will also maximize your SEO by preventing any loss
of current standings. We will set up 301 redirects to ensure that we preserve your current Search
Engine standings, preventing any loss of SEO that the City has achieved.
Online Training and Certification Program
In addition to the lraining'sessions and materials, we will develop an Online Training and Certification
for the City. The online course and certification allows your staff to complete a comprehensive training
course and achieve certification to administer the site. This not only allows you to offer training to
additional or new staff, it also serves as a refresher course for those who take the initial training, if
necessary. This will be provided to you at no additional charge.
City of Santa Ana
360 Cost/Pricing Info}matlan
Citl;of Santa Ana
Wcbsito Redesign and Implcmentall'on ol'Drupal Content Management System RFP 16121
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Wcbsito Redesign and Implcmentall'on ol'Drupal Content Management System RFP 16121
25E-90
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® Exhibit D—References
EXHIBIT D
CITY OF SANTA ANA
REQUEST FOR PROPOSALS FOR
WEBSITE REDESIGN AND IMPLEMENTATION OF DRUPAL
CONTENT MANAGEMENT SYSTEM
REFERENCES
List and describe fully the contracts performed by your firm vrhich demonstrate your abllity la piO4ide the
supplies, equlpment'or services Included in the -scope of the proposal specifications. Attach addltlonal'oaoris if
required. The City reserves the right to contact each of the references listed for additional Information
regarding your firm's qualifications.
e einence
Customer Nam r. City of son Diego Contact lndi4ldual: Ron Vaquez
Address: 1200 ardAvenao Phone Number: 619.23646164
San Diego, CA92101 leacs:mile Number.
-Contract Amount: SSS -000 Year. 2015-20-16
Description of at
Content mlgratlan
Reference
Customer Name: San.Olego Unified Schoof District
Address: 100 Normal Street
San Diego; CA 02101
Contract Amount: $175.000
Descdp9on
We were au
Reference
up of CLAS, and adding
Contact Individual: G"M Smith
Phone Number: 619.725.7404
Facsimile Number: 9smith2Qsandi.net
Year. 2014-2106
maintenance
Customer Nam.:Central Basin Municipal Watorlas Contact Individual: Priscilla Segum
Address: 6252 Telegraph Rd. Phone Number 020201:5594
Commerce. CA 80040
Contract Amount• $175,000
Farslm90Numbar Pris.c'llas@cenlmlba;3n.om
Year. 2e162018
Description of suppyes, equipment, or services provided:
Gmphie Deskgn. wobstle sarvkes; CMS and hosting son -lees- Approximately 5.000 pages and 20 content contributor& Ompat 7.
City of Santa Ana
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0 Exhibit E—Proposer's,Statement
EXHIBIT E
CITY OF SANTA ANA
REQUEST FOR PROPOSALS FOR
WEBSITE REDESIGN AND IMPLEMENTATION OF DRUPAL
CONTENT MANAGEMENT SYSTEM
PROPOSER'SSTATEMENT
Proposer understands and agrees that this written RFP (or any part thereof specifically designated and accepted
by the City of Santa Ana, hereinafter City) shall constitute the entire agreement between proposer and the City
only after it has been accepted by'the City Council, endorsed by the Clerk of the Council with her signature and
official seal noting hereon the action of approval of the Council, signed by the Executive Director or his duly
authorized agent, and signed by the City Attorney, denoting his approval of the term of this document, and Its
execution, and .when 11 or an exact copy of it has been either delivered to proposer or deposited with the United
States Postal Service property addressed to the proposer with the correct postage affixed thereto.
Proposer further agrees that upon delivery (as defined above) of the accepted agreement he/she will furnish City
all required bonds and certificate of liabifily insurance within len (10) hays (excluding Saturdays, Sundays and
City's legal holidays), or the funds, check, droll, or Proposer's bond subslituted in lieu thereof accompanying this
proposal shall become the property of the City and shall be considered as payment of damages due tolhe delay
-and other causes suffered by City because of the (allure to furnish the necessary bonds and because it is distinctly
agreed that the proof of damages actually suffered by City is difficult to ascertain; otherwise said funds, check
'drafts, or proposers bond substituted in lieu thereof shall be returned to the undersigned.
Proposer understands that a proposal is required for the entire work, that the estimated quantities set forth in the
RFP schedule are solely for the purpose of comparing proposals. and that final compensation under the contract
will be based upon the actual quantities of work satisfactorily completed.
NI terms contained In the specifications, the certification of nondiscrimination by contractors, and the required
Insurance certificates are to be incorporated by reference into this agreement add are made specifically as part of
this RFP.
Inc.cM 36D
Signed and Printed Name:
Title
Date
PROPOSALS THAT DO NOT CONTAIN THIS
77
City ortioma Ana
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0 Exhibit F—Sample Additional Insured Endorsement for
Commercial General Liability Policy
EXHIBIT F
CITY OF SANTA ANA
REQUEST FOR PROPOSALS FOR
WEBSITE REDESIGN AND IMPLEMENTATION OF DRUPAL
CONTENT MANAGEMENT SYSTEM
SAMPLE ADDITIONALINSURED ENDORSEMENT
FOR COMMERCIAL GENERAL LIABILITY POLICY
Insurance Company Sentinel Inst rano Company
This,endorsement modifies such Insurance as is afforded by the provisions Of Parley ri 41 SEM PS1259 DV
relating to the following:
1. The City of Santa Ana, 20 Civic Center Plaza, Santa Ana, CaIiIOrnia 92701; its officers, employees,
agents, volunteersand representatives are named as additional Insureds ('additional Insureds') with
regard to liabilityanddefense of suits arising from the operations and uses performed by or on behalf of
the named Insured.
2. With respect to claims arising out of the operations and uses performedby or on behalf of the. named
Insured, such insurance as is afforded by this policy is primary and Is not additional to or contributing with
any other insurance carried by or for the benefit Of the additional insureds.
3. This insurance applies separately to each Insured againstwhom claim is made or suit is brought except
with respect to the company's limits at liability, The. Inclusion of any -person or organization as an Insured
shall not affect any right which such person ar organization would have as a claimant it not so Included.
4. With respect to the additional insureds, [his insurance shall not be cancelled, or materially reduced in
coverage or limits except after thirty (30) days written notice has been given to the City of Santa Ana,
20tivic Center Plaza, Santa Ana, California 92701.
(Completion of the following, including countersignature, is required to make this endorsement offec[ive.)
Effective Teo , this endorsement form as a part of
Policy # 41 SUI PS1259 GV
Issued to 360 BC Grove. Inc.
Named Insured
Countersigned by Teo
Authorized Representative
SAMPLE ONLY
73
City of Santa Ana
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