Sample Only

City of Lynnwood Contract for Professional Services - Web Design

This Contract, dated as of February 12, 2002, is made and entered into by and between the City of Lynnwood ("Lynnwood"), a Washington Municipal Corporation, and Ciber, Inc., ("Contractor").

Contractor Business: Ciber Inc.
Contractor Name: Kelly Bell, Account Executive
Contractor Address: 2125 112^th Ave NE
Contractor Phone: 425-451-2575
Contractor Fax: 425-455-5190
Contractor e-mail: kbell@ciber.com

WHEREAS, the purpose of this contract is to provide network design and development; and

WHEREAS, this Contractor was selected through an RFP process and approved by Council on February 11, 2002; and

WHEREAS, funds for this purpose are authorized through Lynnwood Capital Funds;

NOW, THEREFORE, in consideration of the terms, conditions, covenants, and performance of the scope of work contained herein, as attached and made a part hereof, Lynnwood and Contractor mutually agree as follows:

1. Scope of Work.

Contractor shall provide the following services that are specified below and as attached. These services shall be termed "work" herein. Work shall include the following phases, which are detailed in Attachment A. Project phases may occur concurrently.

Phase I, Design/Creative Brief

Phase II, Work Plan

Phase III, Development

Phase IV, Reporting

Phase V, Knowledge Transfer

Phase IV, Migration.

Status Reports shall be submitted by Contractor to Lynnwood each week, as provided in Attachment B. These reports do not mitigate Contractor responsibility to complete project tasks and schedules within the schedules and compensation designated herein.

2. Term of Contract.

The term of this Contract shall be until completion of the project, which shall occur on or before June 1, 2002.

3. Compensation.

Total Compensation. Lynnwood agrees to pay the fixed rate compensation of $60,000 in consideration of Contractor performing Work. Payment shall only be made for services performed. Payment shall be made after review and authorization by Lynnwood. Said authorization shall be conditioned upon the submittal of an invoice with a breakdown of the services performed. Such payment shall be full compensation for work performed and/or Work rendered and for all supervision, labor, supplies, materials, equipment or use thereof, and for all other expenses and incidentals necessary to complete all the work. Contract value shall not exceed $60,000 without approval and authorization in writing by the City Purchasing Manager. All services and expenses required to meet the scope of work herein at the compensation specified above are the responsibility of the Contractor regardless of the time and costs required. No additional charges for miscellaneous costs such as travel, copy costs, phone charges or other such costs shall be accepted by Lynnwood. Changes to Ciber business climate, Ciber sponsors and/or Ciber team member turnover shall not be the responsibility of Lynnwood and shall not be cause to modify the fixed compensation of $60,000. Ciber will not be liable for changes, introduced by the City of Lynnwood, in design that occurs outside the agreed upon change control process or after acceptance of the phase two work plan. Similarly, The City of Lynnwood will not be liable for changes introduced by Ciber that occur outside of the change control process and after the acceptance of the phase two work plan. Phase two work plan and additional phases will all be signed off on as complete by Lynnwood Program Manager. Additionally, all parties will sign off on all change control requests.

Disputed Work: Notwithstanding all above, if Lynnwood believes in good faith that some portion of Work has not been completed satisfactorily, Lynnwood may request Contractor to correct work prior to Lynnwood payment for such Work. In such event, Lynnwood must clearly and reasonably provide to Contractor an explanation of Lynnwood concern over the Work and the remedy that Lynnwood expects from Contractor. Lynnwood may withhold from any payment otherwise due an amount that Lynnwood in good faith is under dispute, or if the Contractor does not provide a sufficient remedy, Lynnwood may retain the amount equal to the cost to Lynnwood for otherwise correcting or remedying the work not properly completed.

Method of Payment. Contractor shall submit an invoice for the compensation after Work has been performed. This may be a monthly invoice after work has been performed, or may be a single invoice after project completion. An itemized billing statement in a form approved by Lynnwood will be submitted to provide a detailed description of the Work performed during the month, the number of hours spent performing such Work, and any reimbursable costs and expenses incurred in connection with such Work. For questions regarding late payment, first call Joe Wedel. The Accounts Payable staff may also be able to assist you; call 425-670-6672.

Invoices shall be submitted to the following address

The City of Lynnwood

PO Box 5008

Lynnwood, WA 98046-5008

Attention: Joe Wedel

4. Performance of Work.

Contractor shall perform Work and accomplish such tasks as identified and designated as the responsibilities of Contractor throughout this Contract. Contractor shall have authority to incur costs and expenses necessary to perform Work and tasks, subject to the limitations specified under Compensation above and subject to approval by Lynnwood.

5. Phase Acceptance.

Each phase of the project shall include one or more major deliverables, defined in the Work Schedule provided by Contractor in Phase II. Each deliverable shall be subject to Lynnwood acceptance. Contractor shall maintain a deliverable acceptance log (Attachment C). As each deliverable is completed, the Lynnwood Project Manager will be notified by Contractor. Lynnwood will have one week to review the deliverable and either accept the work or note any deficiency. Contractor will resolve all issues expeditiously. If no deficiency is acknowledged within one week, Contractor may consider this deliverable accepted by Lynnwood.

6. Change Order.

Should substantial change be required to the contract scope of work and compensation due to substantial change in Lynnwood requirements specified herein, such change shall require a written authorization in the form of Contract Change Order under the direction and signature of the Lynnwood Purchasing Manager. Changes to Ciber business climate, Ciber sponsors and/or Ciber team member turnover shall not be the responsibility of Lynnwood and shall not be cause to modify the fixed compensation of $60,000 or adjust project deliverable date beyond June 30, 2002. Ciber will not be liable for changes, introduced by the City of Lynnwood, in design that occurs outside the agreed upon change control process or after acceptance of the phase two work plan. Similarly, The City of Lynnwood will not be liable for changes introduced by Ciber that occur outside of the change control process and after the acceptance of the phase two work plan. Such risks are accepted within the bid and offer of the Contractor, and are the responsibility of the Contractor to absorb.

However, for purposes of contract control, changes to the appearance or structure defined within accepted project deliverables may be required from time to time. The following process shall be used to manage such changes in order to assure Contractor deliverables as specified herein:

1. Contractor shall maintain a change control coordinator, who shall maintain Contractor records regarding change notice, ensuring all change notices get evaluated, providing reports about the change notice status and reconciling approved change notices to the contractual agreements.

2. The Lynnwood IS Director and Lynnwood Project Manager shall both approve all changes on behalf of Lynnwood.

3. A Project Change Control Log (Attachment D) shall be used by Contractor to manage Change Requests, and shall be provided to Lynnwood accordingly.

7. Lynnwood Responsibilities.

Lynnwood will have the following responsibilities, to insure project completion in a timely manner within the specified compensation and completion dates herein. These responsibilities shall be contingent upon sufficient advance notice by Contractor of timeframes and requirements. Lynnwood will provide the following in a timely manner consistent with the Work Plan submitted by the Contractor in Phase II:

1. Lynnwood shall provide the hardware on which the CMS will operate. Lynnwood will purchase software and software licenses required to operate the site Hardware, related operating systems, and server software:

o Staging server will require Windows NT server SP6 or higher as the operating system. Windows 2000 recommended.

o The staging server will have SQL Server 7.0 SP2 or higher. SQL Server 2000 recommended. Additional licenses will be required to support additional users.

o The staging server will have sufficient disk space for both the database and the staging Web site.

o Production server that will use Windows NT server SP6 or higher as the operating system. Windows 2000 recommended.

o The production server will have sufficient disk space for the production Web site.

o A firewall between the production Web server and the rest of the City of Lynnwood's LAN.

o Adobe Acrobat software. The City may already have the appropriate licenses.

o Web Trends Software or other Web reporting software that may be selected in the Discovery phase.

o File upload software (such as ASP Upload) for image uploads.

o Microsoft .NET Framework.

2. Lynnwood shall provide assistance and involvement as follows:

o Assign a primary point of contact for Contractor.

o Provide a subject matter expert(s) to assist in the Discovery phase.

o Provide database administrator who shall also be responsible for the technical management of the variable content Web site upon completion and will learn in detail from Contractor how to operate the variable content Web site software and will train other City of Lynnwood employees.

o Provide Contractor temporary administrative security rights on these servers and provide physical access to them.

o Set up Exchange server connectivity on the staging server and web server to integrate with SQL Server if needed, with the assistance of Contractor.

o Install software on all servers, setting up security and providing technical support on any systems or network issues should they arise.

o Provide manpower to test and approve all features of the variable content Web site on a timely basis.

o Convert existing Web site under the assistance of Contractor.

8. Termination.

All funds for payment by Lynnwood under this Contract are subject to the availability of approved funds. In the event of no approved funding for the work provided under this Contract, Lynnwood may terminate the Contract, without termination charge or other liability.

This Contract may be terminated by Lynnwood without cause upon written notice. Work in progress will be paid, on a prorated basis to the date ordered to stop. Lynnwood reserves the right to cancel this Contract, with cause, effective at a time of its choosing. Work in progress would be completed at Lynnwood's option.

During any term, this Contract may be terminated with or without cause by either party, by giving sixty (60) days written notice to the other party. In the event of termination, an equitable adjustment shall be made in the compensation payable to Contractor under this Contract; provided that the percentage of the total compensation payable shall not exceed the percentage of the Work satisfactorily completed at the time of termination. Further, Contractor shall not be entitled to any reallocation of cost, profit or overhead. Contractor shall not in any event be entitled to anticipated profit on Work not performed because of such termination. Contractor shall use its best efforts to minimize the compensation payable under this Contract in the event of such termination.

9. Communications.

Notices to Lynnwood regarding the contract terms and conditions shall be made to:

City of Lynnwood

Nancy Locke, Purchasing Manager

P.O. Box 5008, Lynnwood, WA 98046-5008

E-Mail: nlocke@ci.lynnwood.wa.us

Phone: 425-670-6602

Fax: 425-778-5632

Communications with Lynnwood regarding project work shall be directed to:

Project Manager: Joe Wedel

City of Lynnwood, PO Box 5008, Lynnwood WA 98046

E-Mail: jwedel@ci.lynnwood.wa.us

Phone: 425-670-6623

10. Performance Standard.

All duties by Contractor or designees shall be performed in a manner consistent with accepted practices for other similar Work, including but not limited to, those practices required by governing courts and the Washington State Bar Association.

11. Representations.

Contractor represents and warrants that it has the requisite training, skill and experience necessary to provide Work and is appropriately accredited and licensed by all applicable agencies and governmental entities.

12. Independent Contractor.

It is the intention and understanding of the Parties that Contractor shall be an independent contractor and that Lynnwood shall be neither liable for nor obligated to pay sick leave, vacation pay or any other benefit of employment, nor to pay any social security or other tax that may arise as an incident of employment. The Contractor shall pay all income and other taxes as due. Industrial or other insurance that is purchased for the benefit of the Contractor shall not be deemed to convert this Contract to any employment contract. It is recognized that Contractor may or will be performing professional Work during the term for other parties and that Lynnwood is not the exclusive user of the Work that Contractor will provide.

13. Inspection.

The Work shall be subject, at all times, to inspection by and with approval of Lynnwood, but the making (or failure or delay in making) such inspection or approval shall not relieve Contractor of responsibility for performance of the Work in accordance with this Contract, notwithstanding Lynnwood's knowledge of defective or noncomplying performance, its substantiality or the ease of its discovery. Contractor shall provide sufficient, safe, and proper facilities and equipment for such inspection and free access to such facilities.

14. Property and Confidential Information.

Contractor shall not, without the prior written consent of Lynnwood, disclose to third parties information that is not otherwise subject to public disclosure unless:

a. The information is known to Contractor prior to receiving the same directly or indirectly in connection with the Work;

b. The information is in the public domain at the time of disclosure by Consultant; or

c. The information is received by Contractor from a third party who does not have an obligation to keep the same confidential.

15. Indemnification.

The Contractor releases and shall defend, indemnify and hold harmless Lynnwood, its elected officials, officers, employees, agents and volunteers for any and all claims, demands, losses, negligent acts or omissions, and liabilities (including costs and all attorney's fees) to or by any and all persons and entities, including without limitation, their respective agents, licensees, or representatives, arising from, resulting from, or connected with this Contract to the extent caused by the negligent acts, errors or omissions of Contractor, its partners, shareholders, agents, employees, or by the Contractor's breach of this Contract.

To the maximum extent permitted by applicable law, this shall apply. However, this shall not require Contractor to indemnify Lynnwood against any liability for damages arising out of bodily injury or property damages caused by or resulting from negligence of Lynnwood. Lynnwood shall protect, defend and indemnify and save harmless the Contractor, its representatives and other employees all costs, claims, judgments or awards of damages arising out of the negligent acts or omissions of Lynnwood, its officers or employees. Further, in the case of concurrent negligence of Contractor on the one hand and Lynnwood on the other hand, each party shall be required to indemnify the other only to the extent of the negligence of the party.

Contractor release and shall defend, indemnify and hold harmless Lynnwood from and against all claims, cost, liabilities, damages, expenses (including but not limited to reasonable attorney fees) and royalties based upon any actual or alleged infringement or misappropriate of any patent, copyright, trade secret, trademark, or other intellectual property right by any Work. Further, if any Work infringe or misappropriates any patent, copyright, trade secret, trademark or other intellectual property right, Contractor shall either (a) procure for Lynnwood the right to use such Work; or (b) modify Work so that it no longer infringes or misappropriates any such right.

16. Work Product.

All work product, including records, files, documents, plans, computer disks, magnetic media or material which may be produced or modified by Contractor while performing Work shall belong to the City of Lynnwood. At the termination or cancellation of this Contract, copies of files containing the written record of the Contractor's Work shall be delivered to Lynnwood upon request. Until at least 12 months following final payment, Contractor shall provide Lynnwood prompt access to (and Lynnwood shall have the right to examine, audit and copy) all of Consultant's books, documents, papers and records related to the Work. Ciber can not copyright the City of Lynnwood content or templates.

17. Contractor to Direct Work.

Contractor shall control and direct the performance of the work of Contractor pursuant to this Contract, subject to Lynnwood oversight. Lynnwood reserves the right to inspect, review and approve the work of Contractor to assure that it has been completed as specified, before payment.

18. Insurance.

Worker's Compensation and Employer's Liability Coverage: coverage or insurance in accordance with the applicable laws related to worker's compensation, and employer's liability insurance with limits no less than $1,000,000 including $1,000,000 for bodily injury by Accident, each accident; and $1,000,000 bodily injury by disease, each employee; and $1,000,000 bodily injury, policy limit (including but not limited to, the Washington Industrial Insurance Act and the laws of the state in which any such person was hired), regardless of whether such coverage or insurance is mandatory or merely elective under the law. In case of subcontracted work, Contractor shall require each subcontractor to provide Worker's Compensation insurance for their employees unless Contractor covers such employees.

Consultant's Liability & Property Damage Insurance:

a. Contractor shall procure and maintain during the life of this Contract and during performance of Work, Professional Liability (Errors and Omissions) Commercial General Liability, and Automobile Liability, to protect Lynnwood and Contractor against all claims, damages, losses and expenses arising out or resulting from performance of Work, with insurance companies or through sources approved by the State Insurance Commissioner pursuant to RCW Chapter 48.

b. A Declaration of Professional Liability Insurance shall be filed with Lynnwood after award but before start of contract. This Declaration is subject to approval by Lynnwood. Failure of Contractor to fully comply with the requirements regarding insurance shall be material breach of contract and be cause for immediate termination of Contract and all obligations regarding same. Contractor shall maintain full coverage for a claims made form for at least three years following completion of work.

c. Contractor shall not begin Work until all required insurance has been obtained and until such insurance has been approved by Lynnwood, nor shall Contractor allow any subcontractor to commence work on its subcontract until the same insurance requirements have been complied with by such subcontractor. Said insurance shall provide coverage to the Contractor, any subcontractor performing work provided by this Contract, and Lynnwood. The coverage so provided shall protect against claims for personal injuries, including accidental death, as well as claims for property damages which may arise from any act or omission of Contractor or the subcontract, or by anyone directly or indirectly involved or employed by either of them.

d. Approval of the insurance by Lynnwood shall not relieve or decrease the liability of Contractor for any damages arising from Contractor's performance of the Work.

e. Insurance shall provide, at a minimum, the types of insurance coverage, limits and endorsements stated below and shall be included in all applicable policies and on the Certificate of Insurance. The coverage's below shall protect Contractor and Lynnwood from claims for damages of bodily injury, including death resulting therefrom, as well as claims for property damage, which may arise from operations under this Contract, whether such operation be by itself or by any subcontractor or by anyone directly employed by either of them, it being understood that it is Contractor's obligation to enforce the requirements of this section in respect to any subcontractor employed for this project:

General Liability (Commercial General Liability Insurance) shall be written with limits of liability of no less than $1,000,000 combined single limits, per occurrence and $2,000,000 in aggregate shall include:

Premises & Operations;

Owners and Consultants Protective;

Products Liability including completed Operations Coverage;

Contractual Liability;

Broad Form Property Damage;

Commercial Form (to include Extended Bodily Injury;

Employees as Additional Insured;

Explosion, Collapse & Underground Hazard;

Independent Consultants;

Personal Injury;

Stop Gap; and

Cross Liability Clause.

Umbrella Liability Insurance shall be written on a following form basis with limits of, in no case less than, $2,000,000;

Professional Liability Insurance including Errors and Omissions shall be written on a claims made form basis with limits of in no case less than $1,000,000;

Automobile Bodily Injury and Property Damage Insurance sufficient to cover any driving that is directly required for the performance of the stated work.

f. Nothing contained in these insurance requirements is to be construed as limiting the extent of Contractor's responsibility for payment of damages resulting from operations under this Contract.

g. The coverage provided by the General Liability and the Automobile Liability is primary to any insurance maintained by the Lynnwood.

h. The inclusion of more than one insured under this policy shall not affect the rights of any insured as respects to any claims, suit or judgement made or brought by or for any other Insured or by or for any employee of any other Insured. This policy shall protect each Insured in the same manner as though a separate policy had been issued to each, except that nothing herein shall operate to increase the company's liability beyond the amount or amounts for which the company would have been liable had only one Insured been named.

i. The Certificate of Insurance (ACCORD Form 25-S) shall be amended as follows: The cancellation clause shall be revised to read: Should read "Any of the above described policies be cancelled, changed or reduced in coverage before the expiration date, the issue company will mail 30 day written notice through certified mail, to the certificate holder named at the left"

j. Such insurance shall be maintained as required above, and any additional coverage's and limits as Lynnwood may from time to time specify to protect the Lynnwood, its successor and assigns from any claims, losses harm, costs, liabilities, damages, and expenses (including but not limited to reasonable attorney's fees) that may arise out of any property damage, bodily injury (including death) or professional liability elated to the Work performed.

k. Failure to comply with provisions contained herein shall not waive the responsibility of Contractor to provide the required protection.

l. The Certificate of Insurance (and the accompanying page with the Named Insured Endorsement) must include the following in the description:Web Design Project, Nancy Locke

19. General Provisions.

a. Governing Law. This Contract shall be interpreted, construed, and enforced in all respects in accordance with the laws of the State of Washington.

b. Full Agreement. This Contract and all attachments form all of the covenants, promises, agreements and conditions, between the parties. All attachments and addendum are incorporated herein by this reference, and shall be a part of this contract instrument. In the event of discrepancy between the documents, addendum and attachments shall prevail over the Contract. This entire contract including all attachments specifies the working relationship between Lynnwood and Contractor and specific obligations of both parties.

c. Full Force and Effect. Any provisions of this Contract that is declared invalid or illegal shall in no way affect or invalidate any other provision hereof and such other provisions shall remain in full force and effect

f. Assignment. Neither the Contractor nor Lynnwood shall have the right to transfer or assign, in whole or in part, any or all of its obligations and rights hereunder without the prior written consent of the other party. No delegation or subcontracting of performance of any of the Work, with or without Lynnwood's prior written consent, shall relieve Contractor it its responsibility to perform the service in accordance with this Contract. Contractor shall be fully responsible for the performance, acts and omissions of Contractor employees, Contractor subcontractors and any other person who performance or furnishes any Services (collectively, the Support).

g. Attorney Fees. In the event either party brings a lawsuit to enforce the Contract, or arising from breach of this Contract, the prevailing party shall be entitled to its costs and attorneys' fees for bringing or defending the action. The venue for any dispute related to this Contract shall be Snohomish County, Washington.

h. Survivability. The obligation of Contractor under all provisions of this Agreement, which may reasonably be interpreted or construed as surviving the completion, termination, or cancellation of this Contract, shall survive the completion, termination, or cancellation of this Contract.

i. Executory Contract. This Contract will be considered valid once signed by both parties.

j. No Waiver. Failure or delay in Lynnwood to declare any breach or default immediately upon occurrence shall not waive such breach or default. Failure of Lynnwood to declare one breach or default does not act as a waiver of the Lynnwood's right to declare another breach or default.

k. Authority. Each individual executing this Contract on behalf of Lynnwood and Contractor represents and warrants that such individuals are duly authorized to execute and deliver this Contract on behalf of the Contractor or Lynnwood.

l. Performance. Time is of the essence of this Contract in each and all of its provisions in which performance is a factor.

m. Remedies Cumulative. Any remedies provided for under the terms of this Contract are not intended to be exclusive, but shall be cumulative with all other remedies available at Lynnwood at law or in equity.

n. Titles. The titles to the paragraphs of this Contract are solely for the convenience of the parties and are not an aid in the interpretation of the instrument.

o. Contractor Obligation. Except as otherwise specifically provided in this Agreement, Contractor shall furnish all that may be required to provide the scope of work as described in the contract and incorporated documents, including any personnel, labor and supervision, technical, professional and other Work, equipment and supplies. Details of the any supplies, equipment, or installation or same, that are necessary to carry out the intent of this Contract, but that are not expressly stated, shall be performed or furnished by the Contractor as part of the Contract, without any increase in the compensation otherwise payable under this Contract.

p. Binding Effect. The provisions, covenants, and conditions in this Contract apply to bind the parties, their legal heirs, representatives, successors, and assigns.

q. No Gifts and Gratuities. Businesses must not offer, nor Lynnwood employees accept, gifts, gratuities, loans, trips, favors, special discounts, Work, or anything of economic value in conjunction with Lynnwood business practices. It is also unlawful for anyone to offer another, to influence or cause him or her to refrain from submitting a bid. Consultants and Lynnwood employees must strictly adhere to the statutes and ordinances for ethics in contracting and purchasing, including Lynnwood Ethics Code, RCW 42.23 (Code of Ethics for Municipal Officers) and RCW 42.52 (Ethics in Public Service). This is applicable to any business practice, whether a contract condition, bid practice, or at any activity related to Lynnwood business.

r. Conflict of Interest. Contractor confirms that Contractor does not have a business interest or close family relationship with any Lynnwood officer or employee who was, is, or will be involved in the Contractor selection, negotiation, drafting, signing, administration or evaluation of the Consultant's performance. In addition, Contractor confirms adherence to Lynnwood policy regarding conflict of interest, Lynnwood Ethics Code, and the RCW as named previous.

s. Compliance with Laws. Contractor, at its sole cost and expense, shall perform and comply with all applicable laws of the United States and the State of Washington; and all applicable laws, ordinances, rules, regulations, orders, and other requirements, in effect, of any governmental entity (including but not limited to such requirements as may be imposed upon Lynnwood and applicable to the Contract). Contractors shall furnish documents as may be required to effect or evidence such compliance.

t. Personal Liability. It is agreed by and between the parties hereto that in no event shall any official, officer, employee, or agent of Lynnwood be in any way liable or responsible for any covenant or Contract herein contained whether express or implied, nor for any statement of representation made herein or in any connection with this Contract.

u. Nondiscrimination. In all hiring or employment made possible or resulting from this Contract, there shall be no unlawful discrimination against any employee or applicant for employment because of sex, age, race, color, creed, national origin, marital status or the presence of any sensory, mental, or physical handicap, unless based upon a bona fide occupational qualification. This requirement shall apply to but not be limited to the following: employment, advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. No person shall be denied or subjected to discrimination in receipt of the benefit of any Work or activities made possible by or resulting from this Contract on the grounds of sex, race, color, creed, national origin, age except minimum age and retirement provisions, marital status, or in the presence of any sensory, mental or physical handicap.

v. EEO. "The Equal Opportunity Clause" in Section 301 of Executive Order 10925 as amended, and the implementing Rules and Regulations, are herein incorporated by reference for all contracts that include Federal funding.

DRAFT - DO NOT SIGN

CITY OF LYNNWOOD: Signature: ____________________________________ Mike McKinnon, Mayor Date:_________________________________________ ATTEST: _____________________________________ By: __________________________________________ Mike Bailey, Finance Director Date: _________________________________________

CONTRACTOR: Signature: ____________________________________ Title: ________________________________________ Date:_________________________________________ Federal Employee ID No.:________________________

Attachment A

Scope of Work

Phase I: Design/Creative Brief

Contractor shall develop a new, intuitive look and feel for the Lynnwood website including a Content Management System (CMS). Working with Lynnwood representatives, a Contractor graphic artist will design options for the look and feel of the website. Contractor shall develop and deliver a Creative Brief to Lynnwood. This Creative Brief will provide an agreed upon web site design. Contractor shall first present the Creative Brief to Lynnwood in draft form that contains multiple options for Lynnwood to select a final format. Contractor shall invite and coordinate an extensive review and discussion of the draft form and various options with Lynnwood. Inviting input and discussion from Lynnwood, Contractor shall then prepare a final document called the Creative Brief, that shall represent the agreed upon look and feel for the website. This Creative Brief shall be approved and accepted by Lynnwood, and Contractor shall be responsible for revising the Creative Brief until Lynnwood accepts a final version. A minimum of 2 copies of the final Creative Brief shall be presented by the Contractor to Lynnwood, once approved and accepted by Lynnwood.

This creative brief shall include, among other items a description and/or sample of the key functions and look to the web site:

_ Sample web page display options;

_ Sample of navigation options;

_ Sample of reports that are recommended and/or possible using the reporting tools;

_ Discussion of capabilities to modify and update the content of the proposed web site;

_ Display of tools such as notification of expired web pages, access to MS Word, and other tools required by the specifications.

During discovery, Contractor shall consider and allow for several considerations for the CMS and accompanying web site display:

· Development and Production Tools: The CMS will be developed and maintained using Microsoft .Net Enterprise servers.

· Staging & Web Servers: Web pages will be created, edited and reviewed on a Staging Server located inside the Lynnwood network. Once approved, the content will be available during its authorized life cycle on the Lynnwood Web Server, to be located in a DMZ outside the Firewall.

· Client Browser Version Level: The CMS will serve content that can be displayed on client browsers supporting HTML 3.2 or higher.

· Site Look & Feel Design: Contractor Designer will work with the Lynnwood Webmaster to determine design guidelines, then produce three site look & feel themes based on those guidelines to use as a starting point for further refinement. The Designer will continue to work with the Webmaster until a suitable set of Themed Templates has been achieved.

· Site Navigation: The site will provide navigation techniques, built into the themed look & feel of the site:

o Menu System: The navigation method will be dynamically built and will be available throughout the site.

o Departmental Portals: Each City department will maintain a portal to the services they provide. Navigation to department portals can be through the main Menu System.

o Site Search: A Site Search feature will index appropriate pages for search capabilities. A Box/link will be included in the themed look & feel area so it can be accessed from all pages in the site.

o Site Map: A Site Map will categorize content for a hierarchical view for content navigation.

Attachment A

Scope of Work, continued

· CMS Client Tools: A goal for system design is to promote easy adds, changes and deletions of content by the Lynnwood content owners, using either one of the pre-defined templates, or an open format Rich Text Editor (RTE).

o Rich Text Editor: Provides an open format for content layout that provides many of the same features as MS Word.

_ Font formatting, Bulleted Lists, Tables, Pictures and Links

_ Cut from any Office program and Paste into the RTE and retain formatting.

o Templates: Provide a rigid format for content layout. Text formatting and layout are hard coded into page components, as are the placement of any pictures, tables and other objects.

_ Initial Template Library: Ciber will work with the Webmaster and City Web Team to identify initial Template needs

· Content Life Cycle Automation: The CMS will actively manage what pages are available and when. Before any page can be published, the user must enter Activate and Expire dates, and optionally specify a Reminder schedule (see "Content Alerts" under "Email Messaging").

· Meta Tags: The CMS will prompt content creators for required Meta Tags as defined by the State sponsored WAGILS standards to conform to State index systems such as Ask George and Find-it! Washington.

· File Download Support: The CMS will allow content owners to directly post files of any type for downloading from our site. These will typically be PDF files, but may include any MS Office user file, GIS, AutoCad, etc.

· Email Messaging: An relationship with the City's Exchange Server will be established to facilitate automated message creation and routing to City staff.

o Content Alerts: As content nears expiration, or on a Reminder Schedule if set by the user, the content owner will be notified through a system generated email message.

o Message Routing: The system will package the contents of various Forms submitted by visitors into email messages and route them appropriately.

· Automatic Content Cleanup: The system will automatically and permanently delete expired content over 6 months old.

· ADA Level 1 Compliance: The CMS will strive for ADA Level 1 compliance, but it is not a strict requirement. Where features are in conflict with level 1 compliance, the City Webmaster will determine which is more desirable and provide direction.

· Online Help: Ciber will design an online web based Help system for content owners and managers that describes how to use the CMS to add, change, delete and authorize/reject web pages.

· CMS Security: Contractor will consider security in the design, as follows. The Lynnwood Webmaster will manage user rights in Active Directory and within the CMS:

o Active Directory: Ciber will use Windows 2000 Active Directory to manage user group access to various areas of the CMS. Ciber will work with the Webmaster to determine group access rights.

o Content Routing and Approval: The CMS will require that content must be approved by an authority before it goes live. The Webmaster can disable separate approval on a per-user basis.

· Web Site Security: Contractor will consider web security in the design, as follows:

o Firewall Configuration: Contractor will assist modules and specifications to insure that the firewall is secured. Contractor will evaluate firewall settings and assist the Lynnwood Webmaster and Network Engineer to open appropriate ports and restrict traffic appropriately.

o Services, Ports and Accounts: Contractor will assist the Lynnwood Webmaster and Network Engineer to identify unused Win2K services, default or unused ports, and unused accounts that should be disabled according to security best practices.

Attachment A

Scope of Work, Continued

Phase II: Work Plan

Contractor shall develop a work plan and deliver to Lynnwood. This schedule shall, at a minimum, provide estimates of when each of the following phases of development shall be complete and shall specify any requirements or schedules that Lynnwood must achieve to maintain the Contractors progress without delay. In no case shall the project schedule extend beyond June 30, 2002 for the completion of the entire project. The work shall be the responsibility of the Contractor to complete. The Project Schedule shall be provided to Lynnwood as a courtesy for project control purposes and to provide proper notice to Lynnwood of any responsibilities of Lynnwood due to maintain proper project schedules without delay.

Phase III: Development

Contractor will develop the Content Management Systems (CMS) which will be a custom interface for the maintenance and management of the Lynnwood website. This CMS shall be developed consistent with the Creative Brief, and all requirements named above and in the original RFP documents.

Phase IV: Reporting

Contractor shall provide guidance to Lynnwood for the use and design of reports software tools. Lynnwood will be responsible for developing the reports, but Contractor shall provide guidance on the report tools.

PhaseV: Knowledge Transfer

Contractor will train the Lynnwood Webmaster in proficient use of all aspects of the CMS, and the Webmaster will in turn provide training as needed to the City departmental staff who will be using the system. This is typically called a "Train the Trainer" scenario. This will include a minimum of 2 hours and a maximum of 4 hours training by the Contractor to Lynnwood at a time mutually agreed upon.

Web Site Technical Training, Operations Document: Contractor will deliver the following products as documentation of their deliverables, and review in details the contents with the City Webmaster:

_ Thorough commented code printout.

_ Database code printout

_ Data model diagrams

_ Comprehensive online CMS help file

_ Ciber will demonstrate along side with the Webmaster on how to produce one template

Phase IV: Content Migration:

This is the process of moving existing web content from Lynnwood's prior site into the CMS. Contractor shall provide assistance and expertise to Lynnwood; Lynnwood shall be responsible to conduct the physical migration. Contractor will work with the City Webmaster to develop a migration plan that addresses moving existing content to the new site, and entry of new content. Lynnwood will provide staff to import or recreate site content, with advice from Contractor as questions arise on how to handle specific content migration problems. Contractor will assist with the initial move into the new production site.

Attachment B

Project Status Reports

City of Lynnwood		ciber
Project Status
To:	[Enter list of recipients]
Prepared by:	[Author]
Project Name:	[Enter project name]

Key Accomplishments This Period ([From Date] through [To Date])

1. Accomplishment detail

a. List item for accomplishment

b. List item for accomplishment

2. Accomplishment detail

Planned Accomplishments Next Period ([From Date] through [To Date])

1. Planned accomplishment detail

2. Planned accomplishment detail

Outstanding tasks:

3. Task to be performed.

4. Task to be performed.

Outstanding Issues/Concerns:

5. Issue detail

6.

Key Concerns	Yes	No
Risk of Scope Increase?		X
Risk of Missing Deliverable Dates?		X
Budget Increases or New Items?		X
Obstacles to Achieving Results?		X
Resource Problems?		X
Other Critical Issues?		X

Explanation and Impact of Questions marked "Yes":

Other Critical Issues-Understanding of what is needed as it relates to the IPC Network environment in regards to Extranet and external connectivity

Risk Assessment:

6. Risk definition and details

Risk Mitigation:

7. Mitigation strategy

Milestone Status:

Milestone	Planned Completion Date	Estimated Completion Date	Actual Completion Date	Variance/ Comments	Status Open Closed Hold

Overall Project Schedule Status:

Project Planned (Base) Hours	Project to Date Hours - Actual	Estimated Remaining Project Hours	Projected Project Hours (Actual + Remaining)	Variance (Base Hours - Projected Hours)
Variance Explanation:

NOTE:

Attachment C

Project Deliverables Acceptance Log

ciber
Reference	Description	Deliverable	Delivered Date	Accepted Date	Accepted By

Attachment D

Project Change Control Log

ciber
Change	Date		Project	Individual					Team
Request	Submitted	Brief Description of Requested Change	WBS #	Requesting	Dept	Change	Status	Date	Member
Number				Change	Impacted	Approved?		Approved	Assigned

Top of Page | About Us | Site Index | Contact Us | Home