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HomeMy WebLinkAbout4. Mayor's Report 10/21/2014IL Mount Prospect Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: PUBLIC INFORMATION OFFICER MARIANTHI THANOPOULOS Q,7 _.=000% DATE: OCTOBER 13, 2014 SUBJECT. VILLAGE OF MOUNT PROSPECT CENTENNIAL COMMISSION REQUEST 2014 FUNDS FOR WEBSITE DEVELOPMENT 100 - As part of the preparation for the Village's Centennial in 2017, the Centennial Commission has determined a new Website devoted to all things related to the lead -up to the Centennial would create excitement and a separate identity for the events. The Commission undertook discussions among its members to define a scope of services and solicit a vendor capable of meeting the Commission needs. The draft contract is attached for general information. The Commission is requesting authority from the Village Board to spend up to $10,000 for Website development, hosting, maintenance, and domain name purchase. The Commission is requesting initial authority to enter into a contract with Ravenswood Event Services to expend $2500 for FY2014 and $2500 for FY2015 for development costs. The Commission is further requesting expenditure of up to $2800 for 28 months (December 2015 to March 2018) for monthly updates. The cost for web hosting is $600 for the period in question and a host site is yet to be found. Design changes will be charged at $75/hour and will be coordinated through PIO staff and Commission leadership. The total projected cost of the Website will not exceed $10,000 total without additional reporting to the Village Board. Based on the projected costs of $8400, there is approximately 21 hours available for additional design and functionality changes. Recommendation: The Centennial Commission is requesting authority from the Village Board to spend up to $10,000 for Website development, hosting expenses, site maintenance, and domain name purchase from Ravenswood Event Services. PIO staff and the mayor are available to answer questions from the Village Board. Warn regards, Marianthi Thanopoulos Public Information Officer c: Mayor Arlene A. Juracek Centennial Commission Co -Chair Jean Murphy Assistant Village Manager David Strahl Village Clerk M. Lisa Angell Assistant to the Village Manager Doreen Jarosz duff entertainment 1100 W Cermak, Unit C411 Chicago, IL 60608 (312) 633-2600 www.ravenswoodevents.com www. d uffen tertai n ment.com MT PROSPECT CENTENNIAL CELEBRATION WEBSITE BUILD DELIVERABLES • Establish wireframe: Initial draft & up to 2 revisions • Establish design: Initial draft & up to 2 revisions • Navigation includes 4-5 completely customizable pages • Testing & Site Launch • SEO optimization • Social Media Integration • Establish calendar update protocol CONTRACT TERMS MILESTONES & ESTIMATED DELIVERY • Deliver initial launch by December 1St, 2015 FEES • $5,000 plus $100 per month for unlimited updates to photos and text. • $75 per hour for changes to design or functionality WHAT TO EXPECT We will always do our best to fulfill your needs and meet your goals, but sometimes it is best to have a few simple things written down so that we both know what is what, who should do what and what happens if things go wrong. In this contract you won't find complicated legal terms or large passages of unreadable text. IN SHORT You, The Village of Mt. Prospect, is hiring Ravenswood Event Services, located at 1100 W. Cermak, Chicago, IL to design and develop the deliverables outlined in this document for the estimated total price outlined in the Fees Section of this document. WHAT DO BOTH PARTIES AGREE TO DO? As our customer, you have the power and ability to enter into this contract on behalf of your company or organization. You agree to provide us with everything that we need to complete the project including text, images and other information as and when we need it, and in the format that we ask for. You agree to review our work, provide feedback and sign -off approval in a timely manner too. Deadlines work two ways and you will also be bound by any dates that we set together. When you sign off on this proposal, you also agree to stick to the payment schedule set out at the beginning of this proposal. We have the experience and ability to perform the services you need from us and we will carry them out in a professional and timely manner. Along the way we will endeavor to meet all the deadlines set but we can't be responsible for a missed launch date or a deadline if you have been late in supplying materials or have not approved or signed off our work on-time at any stage. On top of this, we will also maintain the confidentiality of any information that you give us. DETAILS OF THE WORK We will create designs for the look and feel, layout and functionality of the deliverables laid out in this document. This contract includes the development of one main design, plus the opportunity for you to make up to two rounds of revisions. If you're not happy with the designs at this stage, you will pay us in full for all the work that we have produced until that point and you may either cancel this contract or continue to commission us to make further design revisions at the hourly rate set out in our original estimate. BROWSERS We will not test these templates in old or abandoned browsers, for example Microsoft Internet Explorer 5, 5.5, 6 or 7 for Windows or Mac, previous versions of Apple's Safari, Mozilla Firefox or Opera unless otherwise specified. If you need to show the same or similar visual design to visitors using these older browsers, we will charge you at the hourly rate set out in our original estimate for any necessary additional code and its testing. TEXT CONTENT While we will help you develop text content and your brand voice, we are not responsible for writing or inputting any text copy unless we specified it in the original estimate - although we often upload some starter content for you during the design process. We'll be happy to help with your content upload tasks, which is included in the monthly update fee laid out in this proposal. PHOTOGRAPHS If needed, you will supply us photographs in digital format. For web use, most images should be supplied in JPG format If you choose to buy stock photographs we can suggest vendors of stock photography. Any time we spend searching for or taking appropriate photographs will be charged at our hourly rate, after a free initial consultation to determine if this is the best route to take. CHANGES AND REVISIONS As part of the agreement, you are entitled to content updates for $100/month. Updates refer to content changes, such as adding news stories, events on a calendar, and changes to photographs. Updates do not include the creation or revision of any additional page layouts, design, or functionality changes. Any content update requests will be completed within 5 business days. We know from plenty of experience that fixed-price contracts are rarely beneficial to you, as they often limit you to your first idea about how something should look, or how it might work. We don't want to limit either your options or your opportunities to change your mind. The estimate/quotation prices at the beginning of this document are based on the number of days that we estimate we'll need to accomplish everything that you have told us you want to achieve. Later, if you decide to change your mind, add extra content, or templates or even add new functionality, that won't be a problem. You will be charged the hourly rate set out in the estimate we gave you. Along the way we might ask you to put requests in writing so we can keep track of changes, and we'll provide an estimate for the changes so that you know how your changes will affect your final cost. TECHNICAL SUPPORT You may already have professional web site hosting, you might even manage that hosting in-house; if that's the case, great. If you don't manage your own web site hosting, we can set up an account for you at one of our preferred, third -party hosting providers. We include basic installation of your site on this server in our pricing, plus any statistics software such as Google Analytics. After launch, we'll provide you with login and account credentials, and the management of that server plus any support issues will be up to you. We are not a web site hosting company and so we cannot be held responsible for issues related to web site hosting, email or other third -party services. That said, we never like to see our clients in a bind, so we do provide hourly support services if you do require help with anything beyond the design and development of your site. We'll be happy to help. COPYRIGHTS You guarantee to us that any elements of text, graphics, photos, designs, trademarks, or other artwork that you provide us for inclusion in the web site are either owned by your good selves, or that you have permission to use them. When we receive your final payment, copyright is automatically assigned as follows: You own the graphics and other visual elements that we create for you for this project. We will give you a copy of all files and you should store them really safely as we are not required to keep them or provide any native source files that we used in making them. You also own text content, photographs and other data you provided, unless someone else owns them. We own the XHTML markup, CSS and other code and we license it to you for use on only this project. You may make changes to this code as much as you like, but you may not resell it or allow third parties to re -use this code. We love to show off our work and share what we have learned with other people, so we also reserve the right to display and link to your completed project as part of our portfolio and to write about the project on web sites, in magazine articles and in books about web design. r L=[k,rV We are sure you understand how important it is as a small business that you pay the invoices that we send you promptly. As we're also sure you'll want to stay friends, you agree to stick tight to the following payment schedule, which will be as follows, but may be revised based on further conversations between us. This payment schedule reflects the approximate amount of work to be accomplished in each phase of development Deposit - 50% of total estimated fee upon agreement of proposal. Design & Programming Invoice - 40% of total estimated fee upon completion of Design & Programming phase. Final Payment - 10% of total estimated fee due not more than 15 days after Launch / Delivery. LEGAL STUFF We can't guarantee that the functions contained in any web page templates or in a completed web site will always be error -free and so we can't be liable to you or any third party for damages, including lost profits, lost savings or other incidental, consequential or special damages arising out of the operation of or inability to operate this web site and any other web pages, even if you have advised us of the possibilities of such damages. If any provision of this agreement shall be unlawful, void, or for any reason unenforceable, then that provision shall be deemed severable from this agreement and shall not affect the validity and enforceability of any remaining provisions. ANY OTHER FINE PRINT? Just like a parking ticket, you cannot transfer this contract to anyone else without our permission. This contract stays in place and need not be renewed. If for some reason one part of this contract becomes invalid or unenforceable, the remaining parts of it remain in place. Although the language is simple, the intentions are serious and this contract is a legal document under exclusive jurisdiction of US courts. AGREEMENT If you agree to the terms of this proposal, please sign it, keep a copy for your own records, and return it. RAVENSWOOD EVENT SERVICES RALPH CONCEPCION, PRESIDENT Signature Date FOR CUSTOMER I approve project deliverables, timeline, and payment terms as outlined by this proposal CENTENNIAL COMMISSION — VILLAGE OF MT PROSPECT Signature Printed Name Date