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Res 03-14 Authorizing a Contract with KaleidoscopeTOWN OF WESTLAKE RESOLUTION NO. 03-14 A RESOLUTION OF THE BOARD OF ALDERMEN OF THE TOWN OF WESTLAKE, TEXAS AUTHORIZING THE TOWN MANAGER TO ENTER INTO A CONTRACT WITH KALEIDOSCOPE FOR THE CONSTRUCTION AND DEVELOPMENT OF A WEBSITE FOR THE WESTLAKE ACADEMY. BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1: That the Board of Aldermen of the Town of Westlake does hereby authorize the Town Manager to enter into a contract with Kaleidoscope for the construction and development of a website for the Westlake Academy, as attached as Exhibit A. SECTION 2: That this Resolution shall become effective upon the date of its passage. PASSED AND APPROVED ON THIS 10TH DAY OF MARCH 2003. ATTEST: dingo Crosswy, Town ecretary APPROVED AS TO FO Trent O. Petty, Town,M ager Kaleidoscope Information Services, Inc. P. 4. Box 224928 Dallas, TX 75222. 972-893-1547 fax 214-853-5257 Proposal Town of Westlake January 15, 2003 Request: Design, develop and deploy an Internet website to promote visitors to Westlake. Objectives: • Establish an original graphic design for the website consistent with the town's vision of quality and expressing the richness of the Westlake Community. • Create a flexible design that will easily accommodate a variety of content/event specific deployments. Host the site from a Content Management System (CMS) platform which will enable the town's limited staff to frequently, easily update content such as Westlake events, attractions, hotels and restaurants. • Implementation Target: February, 2003. Background and Overview The Town of Westlake wishes to promote artistic events to be held in the new municipal complex upon its opening in the fall of 2003. Conversations between Trent Petty, Westlake Town Manager, and Brett Barron, Kaleidoscope Consultant, revealed the need for a website to promote visitors to these events. The site design should be flexible, as it will be expanded to support promotion of a larger convention and tourism business as the Town grows. Content Management System Kaleidoscope recommends that the project website be hosted from a Content Management System (CMS) platform. The primary benefit of a CMS is the ability to self-administer changes to site content easily, without HTML knowledge, and without the risk of altering site design. Content Management Systems have been available to major sites for years, but at a cost beyond most small organization budgets. It is a CMS that allows CNN and the Wall Street Journal, for example, to publish stories within minutes of the time an article is approved by an editor. The information related to the article, including the title, text and any associated images, is entered into the CMS and the CMS generates the appropriate web pages in a pre -defined format. This process does not require content authors to be web designers. Additionally, site expansion is easily accommodated without extensive assistance from outside design firms, keeping on-going site maintenance costs to a minimum. The Kaleidoscope CMS will enable a Westlake staff `administrator, to log in to a password protected web page to edit or add content throughout the site at any time from any Internet connected web browser. Kaleidoscope will set up the website within our CMS with the expectation that it will eventually be hosted on servers owned and maintained by the Town of Westlake. Site Development Kaleidoscope will work with the Town of Westlake to develop a website to meet the design objectives following an established process: Discovery and Information Architecture. The objective of this phase of development is to construct an information architecture that will define key site content and to devise the best organization and presentation of that content to meet site objectives. Deliverable: A working outline of the site structure that will evolve into a comprehensive site map. Design Concepting and Graphic Production. Compelling promotional collateral must convey an image and theme that are designed with consideration of the target audience and project objectives. The objective of this phase of development is to define the site thematic elements, presentation style and navigation mechanisms which will encase site content. Deliverable: I series of site prototype pages to be reviewed by the client, refined, re -reviewed andfinally approved for deployment. Template Build and CMS Customization. This phase of development applies the site architecture and design concept into functional HTML code within the context of the Kaleidoscope Content Management System. Deliverable: A password protected, web based control panel from which all key site content will be populated. Content Buildout. This final phase of development involves the entry of site content into the Kaleidoscope CMS. Deliverable: Afully functional website, editahle by Town staff through a password protected web based control panel. Project Costs and Timeline The site development and deployment costs quoted below are based solely on the functional specifications provided by the Town of Westlake and described herein. Any additional functionality to be added may or may not result in additional development charges and may extend the completion date of the project. Development Cost of CMS based, Internet Website Discovery and Information Architecture $3,500 Design Concepting and Graphic Production 5,000 Template Build and CMS Customization 4,500 Content Buildout 1,500 Interim Site Hosting No Charge TOTAL $14,500 Timeline Given current Kaleidoscope workloads and the urgency of this project, Kaleidoscope can commit to completion of the first three phases of this project within 15 working days post the effective date of this agreement. Timelines for the remaining Buildout phase will be determined after the Site Map has been approved. Working with Kaleidoscope Communication and Information Collection All meetings are assumed to take place at Kaleidoscope offices in Dallas, Texas, or by Phone. The customer will provide a single point of contact for all questions related to contractual work with Kaleidoscope. This Contact will be considered by Kaleidoscope to have final approval responsibility. Any work approved by Contact will be applied against the approved hours of this contract, toward a maintenance contract or billed monthly. The Contact will provide all required and requested content and materials to complete the work requested. Should Kaleidoscope be requested to obtain materials from third parties instead of this Contact, additional charges will be applied for trafficking and additional project management and coordination. Approved communication: email, Internet/telephone conference, face-to-face. Kaleidoscope Copyright and Content Policy Kaleidoscope policy stipulates that the site owner have copyright authority on all site content including text, graphics and any other information elements. Client assumes all responsibility related to content copyright. All content delivered by client, or collected assumed to be in final and complete form. Kaleidoscope is not from the existing site, is responsible for misspellings or editing content should this content become out of date during the development process or should client wish to modify content after delivery. Modifications can be made, but will be performed under a change order to this proposal and billed against retainer. Kaleidoscope Services Agreement and Acceptable Use Policy Execution of this contract indicates agreement with and acceptance of the standard Kaleidoscope Services Agreement and Acceptable Use Policy that provided with this document. Developed by Kaleidoscope All internet sites will bear the "developed by Kaleidoscope" link, logo and tag line for the duration of the agreement and during the time Kaleidoscope is providing services and/or client is using the web site developed by Kaleidoscope. Kaleidoscope use of Outside Services/Referrals Kaleidoscope may, at its discretion, use outside services and or contract personnel to provide certain components of our offerings. Kaleidoscope only uses services of the highest quality, provided by firms or individuals with the utmost integrity. Kaleidoscope stands behind the products and services for which it bills. Additionally, Kaleidoscope may refer customers to other providers more suited to handle aspects of or the entire project as specified. Kaleidoscope may receive `agency' or `referral' fees from such providers. Kaleidoscope Proposal CONFIDENTIAL page (3/4) Kaleidoscope Proposal CONFIDENTIAL Page (414) Acceptance All delivery dates are conditioned upon timely delivery of required materials by customer. Any and all ideas presented in this proposal are the sole property of Kaleidoscope except for ideas previously presented by the Town of Westlake to Kaleidoscope in writing. Kaleidoscope reserves the right to re -bid this proposal should the scope of work change or the project entail work not originally understood or agreed to by Kaleidoscope. The client shall approve any such work before it is performed. When signed below, this agreement is accepted in its entirety and without reference to other agreements unless indicated herein. Pricing structure and rates are subj without notice but are guaranteed for this proposal. Prices quoted in thiect to change s proposal are honored for 30 days from the date of this proposal. Unless otherwise specified, shipping, courier charges, travel expenses and other materials and expenses are not included in the costs quoted herein. Furthermore, unless otherwise specified, hardware, software or other supplies are not included in the costs quoted herein. Such expenses shall be billed separately, if necessary. If Kaleidoscope does not receive payment in full of any amounts due and owing to Kaleidoscope within fifteen (15) days of the due date thereof, customer may be charged a finance charge of 1.5% per month. Fees quoted by Kaleidoscope do not include sales taxes of any kind. Any relevant taxes are the responsibility of the client and Kaleidoscope will add any necessary Texas sales and use taxes to the amounts due and payable by customer. In the event of the client's early termination or cancellation of work, customer agrees to pay for all work completed as of the date of termination at our full hourly rate as indicated in Attachment D, but in no event less than 25% of the full project cost. Kaleidoscope reserves the right to change its billing to a time and materials basis or bill in greater increments should the project be delayed by customer approval periods, other delays not controlled by Kaleidoscope such as customer requested rework or put on hold longer than 30 days. Please sign below to agree to all terms and conditions in this binding agreement and contract the services described herein: Kaleidoscope Info oration Services, Inc. Town of Westlake Brett Barron, President Date Trent Petty, Town "Ager Date Kaleidoscope Information Services, Inc. Attachment D Professional Fee Schedule Consulting / Programming / Development $150 /hr HTML / Graphic preparation $125 /hr Technical Support / Admin Assistance $125 /hr PO Sox 224928 • Dallas, TX 75243 972-893-1547 fax 214-853-5257