HomeMy WebLinkAboutbocc.con.117.2016 Rev. 08-30-11 jls
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COUNTY CLERK'S
CONTRACT COVERSHEET
CONTRACT #: 117.2016
ORIGINATING DEPARTMENT: Senior Services
PROCUREMENT OFFICER: Patty Kravitz PHONE#:-9205432
PROJECT NAME: Senior Services Website Design CONTRACTOR: ACRE Narrative Design
Matt Annabel
DOLLAR AMOUNT: $3,500.00 LINE ITEM# 001.79.95027.82000
CONTRACT EXECUTION DATE: 2/4/2016 CONTRACT END DATE: 12/31/2016
AUTOMATIC RENEWAL: ❑ YES ®NO TERM:
❑ BOCC AGENDA ITEM(Grants, IGA) ® STAFF AUTHORIZED SIGNATURE
(Requires BOCC Signature) (Per Revised Procurement Code 7/2005)
❑ OVER$50,000(Requires Section Leader&County Manager's Signature)
✓ CHECK PROCUREMENT TYPE:
❑ None ® Informal ❑ Formal ❑ Sole Source ❑ Emergency ❑Outside Agency/State Bid
❑ Compliance with C.R.S. 8-17-5-101, 102 as amended(Immigration Form) ❑ Exempt
❑ Contract Renewal
✓ CHECK CONTRACT TYPE:
® Services/Maintenance ❑ Employment
❑ License/Use ❑ Intergovernmental Agreement(Resolution Required)
❑ Lease ❑Non-Profit
D Construction ❑Quasi-Public(e.g.-AVH)
❑ Goods,Equipment, Supplies ❑ Grant Agreements(Notify Finance& Resolution Required)
❑ Other(e.g. revenue) ❑Change Order/Contract Amendment
(C/O: 10%or$25K whichever is the lesser must have County Manager signature)
All Contracts should be proofed and all exhibits and notices must be attached for the following:
✓ ®No Pages Missing V®All Other Blanks Filled In
✓ ® If Page Left Intentionally Blank—Note on Page ✓®All Exhibits Attached
I ®Page numbered consecutively ✓❑All Legal Descriptions attached (if applicable)
✓ ®All Original Signatures Affixed ✓❑Notice of Award/Notice to Proceed Attached (if applicable)
✓ ® All Dates Filled In ✓❑ Warranty(if applicable)
✓ ❑ Special Instructions for Finance Department:
✓ ® Authorized Procurement Officer's Name: Patty Kravitz
BY CHECKING ABOVE AND ENTERING NAME,THE AUTHORIZED STAFF PERSON INDICATES THAT
THE ATTACHED DOCUMENT HAS BEEN PROOFED AND READY FOR SCANNING.
NOTE: CLERK'S OFFICE WILL KEEP ORIGINAL DOCUMENTS IN COMPLIANCE WITH COLORADO STATE
ARCHIVES RETAINAGE SCHEDULE. ALL ATTACHMENTS MUST BE WITH THIS CHECKLIST!
February 4th,2016
Attn: Patty Kravitz
Pitkin County Senior Services
0275 Castle Creek Road
Aspen, CO 81611
RE: Working agreement for web-site design
Dear Patty,
Thank you for the opportunity for Acre Narrative Design(Acre)to assist Pitkin County Senior Services(PCSS)with creating a new
website. I am excited to help you get your message out!
This document is a working agreement to cover the tasks related to creating a website for PCSS. The scope of work defined below is
based on the conversation I had with yourself, Marty Ames and Mary Kenyon yesterday(February 310, 2016).
Project Budget:
The total approved budget, for all tasks defined under the"Scope of Work"section of this agreement, is$2500.00. Acre will not perform
work in excess of that amount without PCSS'prior written approval.
Project Delivery:
Acre commits to delivering the full"Scope of Work"(defined in this agreement), on or before March 15th,2016(end-of-day).
Scope of Work:
I.) Base level website setup,design of graphic content scheme-$1500
This task encompasses complete setup of the form and function of the new website. It represents the minimum amount of
work involved in creating a structural and graphic framework for a website that is ready to be populated with content. The
scope of this line item would specifically include all of the following:
a. Design and implementation of a customized template for the PCSS website on the Weebly.ccrn platform. The template
would include the structural setup of all page layouts and navigation. At base level this template would be populated with
placeholder text and imagery.Acre can migrate existing web content and/or create new web content for the site for
additional fees(see below).
b. Customization of a PCSS specific web style standard(for all graphics and text)that is consistent with all of PCSS's
marketing and newsletter materials.
c. Design and implementation of a visual narrative scheme for highlighting PCSS's services on the site.
d. Four(4)meetings with PCSS staff:
i. An initial web design meeting to review web-site ideas(wants, likes,dislikes,etc.)from PCSS staff. The goal of
this meeting is to firm up design parameters.
ii. A technical working session to set-up a Weebly account for PCSS and setup all administrators for the new site.
iii. A design review meeting to confirm site design direction(scheduled after website design is 50%complete)
iv. A staff training session covering Weebly site admin, maintenance, and additional/editing of content.
e. Basic search engine optimization(SEO)through the tools available on the Weebly.com platform.
II.) Migration of existing web content to the new site—billed hourly at$40.00 per hour
This scope covers the migration of select Senior Services web content from the existing Pitkin County website to the new
PCSS website. It requires Acre have access to all applicable digital source files for the images, videos, and text to be
migrated. Acre will coordinate the list(and prioritization)of content to be migrated with PCSS prior to commencing migration.
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Scope of Work(continued):
Ill.) Creation of new web content—billed hourly at$40.00 per hour
This scope covers the creation of any fresh graphic content for the new PCSS website. This work may include graphic design,
simple animations, photography, video,text narrative writing, or other media productions. It may also include modifications to
existing web text,graphics,videos, and other content.Acre will coordinate all content creation(and prioritization)decisions
with PCSS prior to creating new content.
Social Media Setup and Linkage—$200 per social media service
Acre will set up social media accounts and link them to the PCSS website at your request. This$200/per social media service fee
includes account setup and linkage only. It does not cover the creation of social media content, or day-to-day management of social
media accounts. Social media work is independent of the website project scope and website project budget.All social media work
would be billed in addition to the website work.Acre does not currently offer day-to-day management or analytics for social media
accounts, but I'd be happy to help you procure those services if need be.
Web Hosting and Domain Related Fees:
Acre will arrange web hosting of the PCSS site through Weebly.com. Hosting fees and Domain Name subscriptions are not included in
the scope-of-work pricing defined above. Acre will work with PCSS to setup the Weebly account such that all website hosting and
domain related fees will be billed directly to PCSS(by Weebly)on an annual basis. PCSS should anticipate hosting and domain name.
related costs in the neighborhood of$150 per year(based on January 2016 Weebly pricing)for the new website.
Website Maintenance:
Acre will build the PCSS site with the intention that ongoing content updates and Weebly account mainter.ance will be fully turned over
to PCSS staff upon completion of the website design.That said,websites typically require technical maintenance as time passes.The
web world is constantly changing and site functionality sometimes breaks as web standards are updated. Acre will be available to
address technical maintenance issues(at PCSS's request),at an hourly rate of$40.00 per hour,for a pe-iod of 1 year(from
completion date of website deliverables).Acre asks that the website maintenance agreement be reviewed(and possibly adjusted)on
an annual basis. The purpose of this is to allow our maintenance agreement to appropriately and economically adapt to
sudden/unexpected shifts in the technology that the site is built upon.
Additional Services:
Acre is not anticipating additional products to be added to the scope of this proposal. Should PCSS request additional work that closely
relates to this proposal,that work will be performed at an hourly rate of$40.00 per hour. If that work becomes significant,Acre may, at
PCSS request, submit a new proposal which clearly identifies the scope of the additional work prior to commencement of that work.
Host Availability and Stability:
The availability and performance of the PCSS site will be 100%reliant on the stability of the Weebly.com platform and services.Acre
cannot guarantee the ongoing availability or stability of the Weebly.com platform or services.Acre strongly recommends that PCSS
review Weebly's product offering and service history prior to finalizing this agreement.
Search Engine Optimization:
Acre will set up the PCSS website with basic Search Engine Optimization(SEO)available through the Weebly platform.Acre does not
offer advanced SEO services. If advanced SEO is required,Acre would be happy to coordinate that work with an SEO firm or provider.
Printing Costs:
There may be limited printing costs associated with design and review of some products outlined above.Acre will provide printing and
reproduction estimates and services at PCSS request.The costs of those services are not included in the above pricing.All prints and
reproductions will be billed to PCSS at Acre's direct cost.
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Billing:
Billing for all approved work will be done upon completion of the project. It will not exceed the amounts specified(per task)without prior
approval.An itemized statement(specifying services, hours incurred and hourly rate)shall be sent monthly. Payment is due within 45
days of receipt.
Acceptance:
This working agreement may be accepted in full by signing this document and returning to Acre.The final agreement may be
terminated at any time by PCSS or Acre upon giving(7)days written notice.Work performed up to the date of termination will be
included in a final statement and shall be due and payable.The final agreement, unless previously terminated by written notice,shall be
concluded with Acre's receipt of the final payment for all finished work.
Thank you again for considering Acre Narrative Design. Please do not hesitate to call with any questions as you review this proposal.
Respectfully,
Matthew Annabel
Acre Narrative Design
Agreement accepted by:
dP A V I 6
•atty Kravitz Date
Pitkin County Senior Services( ('D
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