HomeMy WebLinkAboutRes 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