HomeMy WebLinkAboutCC AG PKT 2009-01-26 #FAGENDA STAFF REPORT
DATE: January 26, 2009
TO: Honorable Mayor and City Council
THRU: David Carmany, City Manager
FROM: Robbeyn Bird, CPA
Director of Administrative Services/City Treasurer
SUBJECT: WEBSITE RE-DESIGN REQUEST FOR PROPOSAL
SUMMARY OF REQUEST:
The proposed City Council action will authorize staff to initiate the request for
proposal (RFP) process so that a contract may be awarded for the update and
redesign of the City's website.
BACKGROUND:
The City's website has not been updated in a number of years. The current
website is outdated and not very "user friendly' to the public. Web page design
has progressed enormously in the past several years and new innovations have
made the use of an updated webpage extremely easy.
FINANCIAL IMPACT:
There is no financial impact at this time. When staff completes the RFP process,
a recommendation will be made to select a vendor and a budget amendment
request will be brought back to City Council for approval.
RECOMMENDATION:
Staff recommends that the City Council authorize staff to initiate the request for
proposal process.
SUBMITTED BY: NOTED AND APPROVED:
Robbeyn~rd, CPA David Carman ,City Manager
Director of Administrative Services
Attachments:
A. Request for Proposal
Agenda Item F
City of Seal Beach
Administrative Services Dept
211 Eighth Street
Seal Beach CA, 80740
www ci seal-beach.ca.us
(562) 431-2527 EM 1311
Website Re-Design
Request for Proposal
Executive Summary
The purpose of this Request far Proposal (RFP) is to solicit proposals from qualified vendors to redesign
the City's webslte (www.ci.seal-beach.ca.us) and automate the process by which multiple City content
contributors create, publish and update the website content.
PROJECT GOALS:
• Improve citizen access to City government by providing a web site that is easy to use, contains
complete and comprehensive information, has intelligent and rapid search capabilities and provides a
seamless intertace to additional applications.
• Improve department use of web site as a customer service tool by providing a wide range of rights and
privileges to carry out the daily workload; by making it easy to update and maintain sites with current level
of skills; and by providing the tools and the standards far presentation of information.
• Provide a uniform and consistent look and feel to City web pages that incorporates City identity program
elements.
• Integrate the City web site with third party applications such as class registration, permitting, etc.
• Implement a two way system allowing customers to communicate and request City services.
PROJECT DESCRIPTION:
The Clty wants to establish a web site that provides improved access to Informatlon, Interactive
communications, and support for business transactions over the Internet. To meet this goal, the City
wants to establish a web presence that will provide uniform interfaces to current and future web
applications provide robust search capabilities, and use Icons, color, text and graphics in a consistent
manner to improve communication. The site well Include interactive forms and other web enabled
Informatlon services that will enhance the users' experience with the City of Seal Beach web site. The
public expectation is that online services are always available, that transactions are secure, and that
government organizations are not sharing information about citizens. Meeting these expectations is a
necessity.
The City's core computing environment consists of: Gigabit Ethernet, 100mb to the desktop; T-1 speed to
the Internet; Windows Server 2003 for network resource management; Windows XP Professional
Desktop OS; Windows Office XP for office applications and Laserfiche.
INFORMATION REQUESTED:
Interested vendors should submit a thorough but concise package of information that responds to the
Request for Proposal (RFP) and ATTACHMENT A - ~uestlonnaire.
INFORMATION DUE DATE:
To be considered, vendor must submit the requested proposal(s) by 5:00 p.m. on Friday, February 27,
2009.
SELECTION CRITERIA:
The selection of consultants will be based upon the following factors:
• The qualifications and expertise of the vendor and the persons to be assigned to the project.
• The "fiY' of the vendor's systems with the City's computing environment.
• The experience of the organization in implementing similar systems in other municipal environments.
ESTIMATED PROJECT TIMELINE:
Proposals Due
Review Proposals
Interviews with finalists and Final Decision
Contract Negotiation
Contract to Council
Planning, Testing, Training, Implementation
Go Live
Evaluation & Project Close
February 27, 2009
March 2 to March 13
March 15 to March 27
March 30 to April 10
April 27, 2009
April 28 to October 28, 2009
October 28, 2009
November 4, 2009
THE PROCESS:
The City will review information submitted in response to this RFP. Those vendors that best meet the
criteria stated above will be invited to interview with and provide a demonstration for the City project team.
The City intends to negotiate a scope of work and contract for services with the selected vendor for
Counal's approval at the Councl Meeting of April 27, 2009.
Please submit seven copies of your information to:
City of Seal Beach
Administrative Services Dept
211 Eighth Street
Seal Beach, CA 90740
Questions regarding application platforms, hardware and software systems shall be directed to Robbeyn
Bird at 562-431-2527 Ext 1311 or rbirdC~ci.seal-beach.ca.us
Questions regarding user needs and functions shall be directed to Robbeyn Bird at 562-431-2527 Ext
1311 or rbird~ci.seal-beach.ca.us
Questions regarding additional issues shall be directed to Robbeyn Bird at 562-431-2527 Ext 1311 or
rbird ~ci.seal-beach.ca.us
Attachments:
A. VendovWebsite Management Application Questionnaire
B. Website Hosting Questionnaire
C. Web page accessibility guidelines.
D. General Contract Provisions
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SB Website RFP - 2009
Scope of Project
The City of Seal Beach is seeking the services of an experienced website design firm to re-design,
develop, and implement a new City website utilizing posted information on the existing website as well as
new information, products, and features as suggested by the City. The basic project is a redesign of the
existing City of Seal Beach web site to incorporate desired features, achieve the goals of the site, and
promote the City's image.
The City's existing Internet website is www.ci.seal-beach.ca.us which contains general City information as
well as separate pages for most City departments. The City has identified the types of information it would
like to have on its new main page and individual department pages with the intention of the successful
firm incorporating all of this information in a manner utilizing consistent design and layout themes to
provide a resourceful, informative website.
Final delverables will include all code, design-related scripting and graphics for the homepage, a
template for interior site pages, and any additional specialty pages. City of Seal Beach will require
transfer of all rights to the final deliverables for modification or re-use on the web site.
OVERALL PROJECT GOALS
1. Recreate and greatly enhance the City's existing website to be a resourceful, informative, and
marketing asset that provides a atizen/business friendly environment that emphasizes access to City
services and departments and business opportunities.
2. Develop a highly beneficial, cost-effective, easy to use, interactive, and architecturally sound website
that is flexible enough to support the City's Internet needs for a minimum of ten years.
3. Create a standardized format and enhanced graphical look for all pages; thereby establishing a unified
theme throughout the City's website.
a. Complete design and coding for the design of the home page of the web site.
b. Complete design and coding for the design of a template to be used on interior pages of the site, to
include fonts, colors, headings to at least H6 level, data tables, links, navigational elements, search
elements, lists (both <ul> and <ol>), and up to 10 additional elements to be agreed upon later.
c. Includes converting existing pages in the site to the new design template.
d. Includes programming of actual functionality on the site.
4. The general website design and element will include accessibility, usability, appeal, Eunct~onality and
ease of incorporating future features.
Although the City has some specific requirements, we are also interested in your ideas for content, and
more specifically, your approach in re-designing the style of the City's website. We encourage
respondents to consider and propose alternative solutions and recommendations.
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SB Website RFP - 2009
SCOPE OF WORK
1. System operations and technical features:
a. The website must provide for high-speed upload/download response times for low-end to high end
computers that are used by the average citizen. A page size of less than 75kb for template elements
is preferred.
b. As per the Americans with Disabilities Act, the City must provide the same level of service to
individuals with visual, hearing, motor, or cognitive disability that we do to the general public.
All proposals must include the utilization of W3C Content Accessibility Guidelines when
designing and developing the Citys website. The City expects respondents to offer
suggestions regarding accessibility (ATTACHMENT C).
c. The site must be designed to function effectively with common versions of software and
hardware, which must be identified in your proposal including NN/IE 3+ for PC and Mac, AOL
5+, Mozilla, and Opera browsers.
d. All documents, including maps and tables, should be available in a'printer friendly' format
without extensive graphics, to provide ease of viewing, printing, and downloading.
e. Include links for citizens to download any browser supplement products, such as Acrobat
Reader, that is necessary to view information on the site.
f. The site should take into consideration the City's future desire to include e-commerce
capabilities to enable secure on-line credit card purchases, verification, fulfillment, and
acceptance and e-government transactions such as on-line permitting, park and facility
reservations, class registrations, employment recruitment applications and other interactive forms.
2. Other recuirements and features:
a. Cross-referenced information should be hyper-linked from page to page within the website and
the Home Page link always visible.
b. Graphical files should be relative to the site and provide for quickest loading.
c. The site must be designed for 24 hours a day, 7 days a week operation; except for scheduled
maintenance downtime which will be limited to the early morning hours far 30 minutes
maximum.
d. Capability to maintain an archive of existing and past records such as agendas, minutes, press
releases, newsletters, etc.
e. City personnel will maintain the site. Therefore, a system needs to be in place far maintenance
and updating capabilities by non-technical staff. (ATTACHMENT A)
f. The proposal should include basic training for a minimum of 25 employees, the training plan
and timeline.
3. Services reouired after selection
a. The selected firm's representatves maybe requred to attend a minimum of one City Council
meeting.
b. The selected firm's representatives will be required to meet with the City's project team and/or
representatves to discuss and plan the project(s), provide progress reports as needed.
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SB Website RFP - 2009
c. In conlunction with performance under the approved contract, the Vendor may be required to
attend additional progress meetings (maximum of 15 over a 6 month period) in the event Vendor is
not in conformance with the contract. These meetings will be at no additional cost to the City.
d. Initial draft website design templates will be provided to the City within six weeks from the date
of the contract for review prior to implementation.
e. A joint beta testing period and a subsequent acceptance testing period shall be provided,
during which the City may evaluate the website on City property to ensure satisfaction with the
website functions and speafications.
f. Provide the City with the source code for the website and any applications developed in
conjunction with the website.
g. The selected firm will be responsible for coordinating and implementing the website with City
personnel and the web hosting site.
REQUESTED INFORMATION AND PROPOSAL FORMAT
1. The proposal should contain a total cost of the prolect, as well as a detailed "line item" breakdown of
costs for the prolect. In addition, please specify:
a. "Not to Exceed" Fees (for actual cost of time and materials needed to complete the project).
b. "Not to Exceed" Fee (for any reimbursable anticipated during the course of this project).
c. Hourly rate schedule for services.
d. Any additional costs/charges (such as traveling expenses) must be clearly defined in the
proposal.
NOTE: Information and costs for the optional services should be submitted separately.
2. Proposal(s) should include necessary software and hardware, any additional communication
requirements, integration needs and potential costs necessary to maintain the website (i.e. hardware,
software, installation, licensing, training, etc.).
3. Proposal(s) should be all encompassing, with a single vendor identified as the "responsible lead
vendor:' Please include any subcontractor(s) Thal will be required to meet the needs of the proposal or
clearly indicate what portion of the services are not included as part of your proposal.
4. The Proposal should not exceed 50 pages in total (optional service proposals are separate).
5. Seven (7) copies of the Proposal must be submitted (one copy unbound).
6. The title page of the proposal should contain your firm's name, address, telephone number, principal
contact, fax number, and a-mail address.
7. Years of experience related to website design.
8. Include resumes of all principals to be involved in the project and their roles and responsibilities for the
proposed prolect.
9. The Proposal should contain a Table of Contents.
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SB Website RFP - 2009
10. Enclose a section on relevant website development experience and information on the extent of your
fvm's abilities to meet the needs of this project.
11. Provide an estimated detailed timeline for completion of this project.
12. Provide a list of comparable websites, including municipalities and governmental agencies,
designed by your firm. Include the website address, company/agency contact, address, telephone
number, and hard copies of the Home Pages. These companies/agencies may be contacted for
references.
13. You are welcome to provide any other information deemed appropriate for this project.
OPTIONAL SERVICES
The City is interested in receiving proposals on these services. Companies are not obligated to propose
on these optional services.
If providing a proposal on these services, please provide separate proposal(s), with the appropriate titles
and cost estimates thereof. Please indicate whether the costs reflect an annual, monthly, or hourly rate
and the minimum number of hours available to the City during the designated time frame.
WEBSITE MAINTENANCE
The City has not yet determined whether it will be mafntairnng the website in-house with City personnel or
contracting out this service. If the service is contracted out, the following is the scope of services the City
would like to have provided:
a. Monthly inspections of the entire City website for accuracy of information, date, timeliness, and
grammatical and spelling accuracy. Designated department representatives should be
contacted directly by the Vendor regarding any outdated information and elimination thereof.
b. Posting of City press releases and other information provided in an agreed upon standardized
format within 24-hours of submittal by the City (weekends and holidays excepted).
c. Minor tesUdate corrections within 24-hours of notification by the City (weekends and holidays
excepted). Acceptable notification methods by the City are a-mail, facsimile, or telephone.
d. Periodic posting of special reports such as the City's General Plan, Budget, Water Quality
Report, etc. within 24-hours of submittal by the City (weekends and holidays excepted);
unless otherwise approved by the City.
e. Attendance of quarterly on-site meetings with the City's Project Manager and/or Website Re-
Design Committee.
WEBSITE HOSTING
The City has not yet determined whether it will be hosting the website in-house with City personnel or
contracting out this service. If the City chooses to contract this service out and you are interested in
hosting the City's website, in addition to submitting a proposal, complete and submit ATTACHMENT B.
SELECTION PROCESS
City staff will review the proposals received and based on experience, scope of work, cost and other
relevant issues, the most qualified fvms will be invited to conduct a presentation and be interviewed for
further consideration. City has the right to reject all proposals. After the interview process has been
completed, staff will make a final determination regarding the selection of a firm and a contract.
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SB Website RFP - 2009
1. Proposal Evaluation and Review
As indicated, staff will review and evaluate all proposals and select a firm based on a combination of
factors that represent the best overall value for the services requested. In evaluating the proposals,
the City will select proposals for further consideration based on, but not limited to, the following
criteria:
a. Completeness and inclusion of requested information;
Each vendor shall meet all of the specifications. Non substantial deviations maybe considered,
provided that the vendor submits a full description and explanation of/and justHication for the
proposed deviations. Final determination of any proposal will be made by the City of Seal Beach. The
City of Seal Beach, California, reserves the right to purchase services which in our opinion represents
the best value to the City for the duty to be performed.
b. Ability and effectiveness of the firm to meet the needs of the City in given project areas;
c. Qualifications and experience of the firm and staff assigned to the project.
d. Past performance of the firm on completed projects;
e. Similar projects completed by the firm;
f. Professional standing and financial stability of the Firm;
g. Availability of the fvm to meet deadlines, responsiveness to changes, and staying within projected
budgets;
h. Ability to present materials that can be understood by technical and non-technical staff;
i. Feasibility of the proposal(s) based upon the proposed scope of service;
j. Ability to provide technical support throughout the length of the contract;
2. Presentation and Interview
The most qualified fvms will be selected to conduct a formal presentation to City staff/project team for
further evaluation.
Qualifying firms will be notified by the City to schedule a presentation and interview session within 30
days of receiving and reviewing the written proposals. The presentation and interview session shall take
place at the City of Seal Beach, City Hall; 211 Eighth Street. Any firm unable to appear for this
presentation and interview session will be eliminated from further consideration for the award of this
contract.
Areas to be considered during this session will be, but not limited to:
a. Demonstration of qualifications and fulfilling the needs of the project as outlined in the Request for
Proposal;
b. Demonstration of services provided to other companies, agencies, and municipalities;
SB Website RFP - 2009
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3. Final Selection
Following the review of the proposals, presentation, and interviews, the City may further invite a firm(s) to
formally meet with City representatives/project team prior to making a final determination.
Factors that will determine the final selection will include the finalization of terms in regards to service
agreements and costs.
However, the City of Seal Beach reserves the right to reject any or all quotations, waive any informality in
RFP's, and to accept or reject any items thereon.
4. Contract Commencement and Completion
a. The selected firm will be regwred to enter into an Agreement for the project with the City.
(ATTACHMENT D)
b. Any contract resulting from this RFP shall not be effective unless, and until, approved by the City
Council. Upon approval, the contract shall start within 30 days after the award of the contract. The
estimated completion date shall be defined in the proposal submitted by the selected firm, but shall
be no later than 180 days from the award of the contract
c. Before the City executes a contract, the selected firm shall furnish the City a certificate
evidencing Workman's Compensation Insurance and Comprehensive Public Liability
Insurance or General Liability Insurance. The City shall be named as an additional insured and the
Certificates of Insurance must be accompanied by the applicable endorsements for the specific
insurance policy.
OWNERSHIP AND INTELLECTUAL PROPERTY
1. All screens, graphics, domain names, content and the "look and feel" of the site developed shall be
owned solely by the City of Seal Beach, together with any and all underlying software, object code, digital
programming, and source code.
2. The Vendor does not retain any rights to use any materials or software it gains from its creation of the
website.
3. All intellectual property developed in connection with the website will be owned solely by the City of
Seal Beach.
4. In developing the website, the Vendor will not infringe or violate the copyright and other intellectual
property rights of third parties.
5. The Vendor is responsible for securing various rights, licenses, clearances, and other permissions
related to works, graphics or other copyrighted materials to be used or otherwise incorporated in the
website.
6. All applicable copyright notices will be displayed on the website. Vendor will not, during the website
development or thereafter, use the City's logos, except with the City's express written approval.
CITY'S RESPONSIBILITY
1. A City representative will be designated to monitor aff technical aspects and assist in administering the
contract. The types of actions within the City's representative's authority are to assure that the Vendor
pertorms the technical requirements of the contract. The City representative will also perform or cause to
be performed, inspections necessary in connection with performance of the contract; monitor the
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SB Website RFP - 2009
Vendor's performance under the contract; and notify the Vendor and the City of any deficiencies
observed.
2. The City will be responsible for providing the Vendor with the specific information on the content to be
included on the City's website, including documents and images within two weeks of the Vendor's
request; unless otherwise specified and approved.
3. The project team, made up of the Citys project manager and representatives from the City will be
available as necessary to answer questions and provide resources.
4. The City representative will not be responsible for any failure on the part of the Vendor to carry out
work in accordance with the contract.
CITY STAFF REQUEST
We ask that you review our website, www.ci.seal-beach.ca.us and visit the sites we have identified below
as a possible new style for our website.
Website list with remarks, please review specific areas of sites
• City of Bellflower, CA -Very nice layout, design, topic layout
• City of Longview, WA -Very nice layout, design, topic layout
• City of Santa Fe, TX - Nice gwck scrolling news display, cascading on top, nice hot topic layout
• City of Thousand Oaks, CA -Top banner has a section within the banner to access calendars, A to Z,
etc. Also we liked that each department home page listed topics covered with links.
• City of Westminster, CA -Like the calendar feature, the month as well as the weekly feature
• City of Redondo Beach, CA -Like the survey feature at the bottom of the web page
• City of San Carlos, CA -Very nice layout, design, particularly like the home page
MISCELLANEOUS
The Vendor shall hold the City of Seal Beach, its officers, agents, servants, and employees, harmless
from liability of any nature or kind on account of use of copyrighted or un-copyrighted composition, secret
process, patented or un-patented invention, article, or appliance furnished or used under the quotation.
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SB Website RFP - 2009
ATTACHMENT A
City of Seal Beach
VENDOR/WEBSITE MANAGEMENT APPLICATION QUESTIONNAIRE
1.0 VENDOR INFORMATION
1.1 List the name, address, phone number, fax number, and a-mail address of the Vendor's authorized
negotiator. Vendor's authorized negotiator shall be empowered to make binding commitments for the
Vendor's firm. Outstanding contract terms will be negotiated with the finalist Vendor once the evaluations
are completed.
1.2 Vendor's submission of information as directed by this RFP shall represent vendor's express
agreement that the vendor's information is valid for at least one hundred and twenty days from the RFP
due date.
1.3 The contract for this effort will be with the City of Seal Beach. If vendor is selected by the City to
provide the services described herein, vendor agrees to execute a contract with the City incorporating the
terms and conditions listed in ATTACHMENT D of this RFP.
1.4 Provide a description of the company including a brief company history. Include the location of your
organization's headquarters, the year the organization was formed and ownership structure.
1.5 Provide a list of at least five (5) vendor client references that are currently using vendor's software.
References of local government or related agencies preferred. The reference list must include:
(a) Client name and location.
(b) Current contact person and phone number.
(c) Description of services provided by Vendor to client.
1.6 Vendor must be available on short notice for product demonstrations~nterviews.
(An estimated project timeline is provided on the front page of this RFP.)
1.7 COSTS
(a) Cost for core functionality (Complete design and coding for the design of a template to be
used on interior pages of the site, to include fonts, colors, headings to at least H6 level, data
tables, links, navigational elements, search elements, lists (both <ul> and <ol>), design of three
additional specialty pages on the site, etc).
(b) Cost for additional design work required to provide functionality required by RFP.
(c) Not to exceed estimate for the conversion of the City of Seal Beach web site content to new
content management system. Include labor hour rate and number of hours required.
(d) Hourly rate for professional services. Include task description, task resource level (skill level
or job classification, and hourly rate).
(e) Provide rates and associated resource levels of Professional/Consulting Services for any
recommended services related to the implementation, content conversion, and training of the
Content Management System.
(f) Support plan cost (per hours/days).
(g) Specify if any professional services are provided through asub-contract or partner program,
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SB Website RFP - 2009
2.0 VENDOR SERVICES, WEBSITE MANAGEMENT APPLICATION QUESTIONNAIRE
General
2.1 Under what operating systems does the website management application software run? Please
describe the level of compatibility for each OS if applicable.
2.2 Is content delivery accomplished through a native tool, or via other web servers (e.g. Apache,
Netscape/Iplanet, NES, IIS)?
2.3 Does the application require a dedicated server(s)? What is the recommended server
specification/configuration to run the application effectively?
2.4 Is a database used for the content repository? If so, which databases are supported? Is the database
DAO/ODBC compliant?
2.5 Please describe how your system is implemented in an Internet vs. Intranet environment.
2.6 How would your design meet the demands of a service based government Web site? Identify new
and innovative approaches to organizing current and future content services and information for the site.
2.7 Describe your company's experience in making Web sites as accommodating as possible to disabled
and visually impaved visitors.
Software Standards/Integration
2.8 Does the website management application support XML? Please list all supported content types e.g.
image formats, document formats.
2.9 What language is the application written in? Does it support Java, JavaScript, C++, Perl or CGI? Is
there an SDK available? Are API's to Java, C++ or Visual Basic available?
2.10 Is the source code included?
2.11 Please list all supported network protocols.
2.12 Please list supported/recommended backup and recovery tools.
2.13 Are standards such as X.509 Certificates, SSL and Secure FTP supported?
2.14 Please list supported browsers and versions.
2.15 Does the application meet federal ADA compliance requirements? Please describe how your
application conforms.
2.16 Please explain your system's ability to integrate with third party portal products and identify any with
which you have achieved successful integration.
2.17 Please describe the capability of your product to integrate with the MS Exchange.
2.16 Does your system provide any Listserv capabilities or integrate with any third party Listserv
products?
2.19 Does your system provide for forms generation/management or integrate with any third party forms
management products?
SB Website RFP - 2009
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Workstation Requirements
2 20 What are the minimum client workstation requirements to effectively access and use the application?
User Intertace
2.21 Describe the application software's user intertace. Include clearly labeled screen shots.
2.22 Are the content contributor and content approver interfaces Windows-based or browser-based?
2.23 Is the administrator interface Windows-based or browser-based?
2.24 Are the interfaces consistent throughout the whole system?
2.25 Can user interfaces be modified or customized?
2 26 Does your system have automated link verification?
Security
2.27 How is user authentication and authorization managed? Please describe whether proprietary, or
whether there is integration with SAM, AD, or LDAP compatible Directories.
2.26 Is security managed at the server or can it be managed remotely via a client, browser or if applicable
a Directory?
2.29 Please describe in detail the various levels of security that can be applied, (e.g. screen, menu, field,
content, file etc.) for both users and groups.
2.30 Does your system enable centralized control over page layout, colors, fonts, navigation and
graphical elements? Please explain functionality in detail.
Design/Content Separation and Templating
2.31 Does your system separate design from content? If yes, describe how. Does your system use
design templates?
2.32 What third party design tools (e.g. Dream Weaver, FrontPage, Fusion, Nvu) can be used with your
system to create design templates? Does your system include aids for template creation and modification
such as wizards etc.?
2.33 Is an authoring tool provided native to the application? Are authoring tools such as Dream Weaver,
MS -Word, FrontPage and Nvu supported far content creation?
2.34 Does your system separate design from content in such a way that facilitates the propagation of
changes throughout the entire website? Please explain.
2.35 Does your system separate design from content in such a way that facilitates publishing to multiple
devices (e.g. Palm devices, mobile phones, etc.)? Explain how.
2.36 Is there abrowser-based intertace for clients and approvers? Is a preview mode available? Is there
a browser-based interface for application administration? Is a proprietary desktop application required?
2.37 Does your system allow for reuse of content and templates to enforce a common look, feel and
identity? Does it provide packaged templates?
SB Website RFP - 2009
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2.38 Does your system provide content checking capability such as spell checking, link checking etc.?
Workflow
2.39 Does your system support a secure development, staging and deployment framework?
2.40 Does your system provide an automated method for routing content for approval, allowing for
multiple levels of approval before content is deployed? Please give overview of your workflow features.
2.41 Does your system support sequential (series) and parallel workflow?
2.42 Does your system support iterative loop backs for reiected (non-approved) content?
2.43 What skills (e.g. VBscript, Perl) are needed to manipulate the workflow of your system (e.g.
assigning required approvals for a particular page)?
2.44 Does your system support automatic notifications of approvals/rejections to content creators and
moderators (e.g. via email)? Explain how.
2.45 Does your system enable an administrator (or other user with the appropriate security access) to
view all content waiting for approval?
2.46 Does your system allow reviewers to make comments directly on the document?
2.47 Can your system generate workflow summary reports?
Collaboration
2.48 Does your system support check-in/check-out, version control, audit trails, file locking and rollbacks?
Is code management as well as content management supported? Are all links on the site automatically
updated when a page is moved or deleted? Can directories of lists of content be managed as a group
instead of as individual files? Is the document's place in the workflow easily identified?
2.49 Does your system provide the ability to merge page changes in situations where multiple authors are
submitting changes to a common page? Explain how.
Asset Management
2.50 What assets can your system handle (e.g. text, graphics, audio, video)? Does the application
process/optimize image files? If so, which formats are supported for optimization?
2.51 How does your system catalog assets?
2.52 How does your system support the re-use of assets?
2.53 What features support the management of metadata? Does your system enforce the tagging of
metadata, including required fields and automated prompts? Does your system enable automatic creation
of metadata without manual input? What information needs to be input by the contributor or administrator
in order to accomplish automatic metadata creation?
2.54 Does your system allow for full content searching of all managed components?
2.55 Does your system enable users to tag content with keywords to be used for indexing and searching?
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Publishing
2.56 How does your system generate pages for publication to the Internet or Intranet?
2.57 How do you address performance and scalability issued with the dynamic generation of pages?
2.58 Does your system allow for flexible re-mapping of directories?
Other Features
2.59 Does your system have the ability to automatically generate a site map?
2.60 Does your system come with a search engine? Please explain functionality in detail. If not, with
which search engines can your system integrate?
2.61 Does the application provide tools for system monitoring, log files and lag file analysis? Can reports
be generated from log files that are available?
2.62 Can your system integrate with web hit tracking software such as Web trends? Describe both
feasibility and effort needed.
Hosting
2.63 Does your company currently have any clients who outsource the hosting of their website?What is
the recommended hosting configuration?
2.64 Can you set up your system with an outsourced hosting arrangement?
Support
2.65 What problems are covered under your customer support program?
2.66 Do you provide online support? If so, please describe the level of support, including hours of
availability and response time.
2.67 Do you provide live phone support? If so, please describe the level of support, including hours of
availability and response time.
2.68 Is there a Heip menu in your system? If so, is Help available for both content contributors and
system administrators?
2.69 Is the Help function contextlfield sensitive?
2.70 What documentation is included with each license purchased?
Training and Education
2.71 What level of documentation, training and technical support is provided for City personnel with the
purchase of your system?
2.72 What support is available after installation?
2.73 Are there ongoing training classes available?
2.74 Do you have a'Yrain the trainer' program?
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Upgrades
2.75 How often are formal upgrades released?
2.76 How many major releases have there been over the last 3 years
2.77 How many minor releases have there been over the last 3 years?
2.78 How do you inform customers of reported problems with youf software and the required fixes? Do
you report problems to customers whether or not they may be affected?
2.79 How do you provide patches to customers?
2.80 Please specify future plans for system upgrades and identify any new functionality that may not have
been requested so far in this document.
Warranty
2 81 What is covered by the standard warranty?
2.82 How long is the standard system warranty after the install date?
Professional Services
2.83 What professional services can your company provide (e.g. integration with other applications,
search engine assistance, customization etc.)?
3.0 VENDOR TECHNICAL ASSSUMPTIONS
Vendor may use this location to explain assumptions used for technical areas where clarification is
necessary beyond the explanations groen in Vendor's response to any of the preceding sections. Be sure
to reference relevant paragraph numbers from the RFP.
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ATTACHMENT B
City of Seal Beach
WEB SITE HOSTING QUESTIONNAIRE (if applicable)
FEATURES RESPONSE
SERVER/ACCESSIBILITY INFORMATION
1. Set-up Fee
2. Transfer Fee
3. Monthly Fee
4. Is a contract required? If yes, what is the minimum
contract fee? Is there a discount in cost for a long
term contract? If yes, how much?
5. Specify server type (i.e. UNIX, NT, etc.)
6. Specify connectivity type and describe features
related to reliability and redundancy.
7. Specify router type (ie. Cisco)
S. Specify connectivity type and describe features
related to reliability and redundancy.
9. Would/ar should the City be given their own
dedicated server? If not, explain what would be
provided.
10. Specify storage space availability and limitations.
Will this be adequate for the City's needs? Is there
an additional charge for more storage space? How
much?
11. How much bandwidth will you provide? Is there an
additional cost for more?
12. What is the guaranteed percentage of site uptime?
PROGRAM SPECIFICS
13. CGI Bin -what scripts and what script languages
do you support? What features would be included
for your proposal price (i.e. guest book, form mail,
counter, chat, etc.)? Is there an additional cost for
additionalfeatures?
14. Do you provide forms for secure data transmission
(For instance, if the City wanted to allow the public
to complete and submit on-line permit application
forms).
15. Do you provide shopping caNcredit card clearing
services? Is this service included in your fee?
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16. Please specify your audio/video capabilities.
17. Describe the site statistics that will be made
available to the City. Will these cover each
individual page? Will the statistics be live and be
able to be accessed on-line by authorized City
personnels If not, how often would statistics be
provided?
18. Please list database options your site will support
(i.e. SQL, Access, Oracle, etc.)
SECURITY/POWER SUPPLY/BACK-UP
19 How does your firm go about detecting intrusion?
What is your monitoring frequency?
20. What actions are taken if intrusion is detected?
21. What type of firewalls do you provide?
22. What type of safe data transmission encryption
software do you use?
23. What kind of log files do you maintain? Will the
City have access restrictions to these files?
24. Describe your back-up power supply capabilities.
25. Describe the building/physical surroundings the
server is housed in and any relevant safety/security
features or concerns the City should be aware of.
26. What type of data back-up do you provide and how
frequently is it pertormed?
27. Do you offer the option of a mirror server? Would it
reside in-house? We have third party applications
that will require DMZ residence.
ADDITIONAL INFORMATION
28. Please indicate the number of years your company
has been providing this type of service.
Please attach five (5) references of clients that you perform website hosting services. Include the
company name, address, phone number, email address, and contact person. Please also provide the
length of time you have pertormed this service for them.
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ATTACHMENT C
City of Seal Beach
WEB PAGE ACCESSIBILITY GUIDELINES
Section 508
Web-based Intranet and Internet Information and Applications (1194.22)
The criteria for web-based technology and information are based on access guidelines developed by the
Web Accessibility Initiative of the World Wide Web Consortium. Many of these provisions ensure access
for people with vision impairments who rely on various assistive products to access computer-based
information, such as screen readers, which translate what's on a computer screen into automated audible
output, and refreshable Braille displays. Certain conventions, such as verbal tags or identification of
graphics and format devices, like frames, are necessary so that these devices can "read" them for the
user in a sensible way. The standards do not prohibit the use of web site graphics or animation. Instead,
the standards aim to ensure that such information is also available in an accessible format. Generally, this
means use of text labels or descriptors for graphics and certain format elements. (HTML code already
provides an "Alt Text" tag for graphics which can serve as a verbal descriptor for graphics). This section
also addresses the usability of multimedia presentations, image maps, style sheets, scripting languages,
applets and plug-ins, and electronic forms.
The standards apply to Federal web sites but not to private sector web sites (unless a site is provided
under contract to a Federal agency, in which case only that web site or portion covered by the contract
would have to comply). Accessible sites offer significant advantages that go beyond access. For example,
those with "text-only" options provide a faster downloading alternative and can facilitate transmission of
web-based data to cell phones and personal digital assistants.
§ 1194.22 Web-based Intranet and Internet information and applications.
(a) A text equivalent for every non-text element shall be provided (e.g., via "alt", "longdesc", or in element
content).
(b) Equivalent alternatives for any multimedia presentation shall be synchronized with the presentation.
(c) Web pages shall be designed so that all information conveyed with color is also available without
color, for example from context or markup.
(d) Documents shall be organized so they are readable without requiring an associated style sheet.
(e) Redundant text links shall be provided for each active region of a server-side image map.
(f) Client-side image maps shall be provided instead of server-side image maps except where the regions
cannot be defined with an available geometric shape.
(g) Row and column headers shall be identified for data tables.
(h) Markup shall be used to associate data cells and header cells for data tables that have two or more
logical levels of row or column headers.
(i) Frames shall be titled with text that facilitates frame identification and navigation.
()) Pages shall be designed to avoid causing the screen to flicker with a frequency greater than 2 Hz and
lower than 55 Hz.
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(k) A text-only page, with equivalent information or functionality, shall be provided to make a web site
comply with the provisions of this part, when compliance cannot be accomplished in any other way. The
content of the text-only page shall be updated whenever the primary page changes.
(I) When pages utilize scripting languages to display content, or to create interface elements, the
information provided by the script shall be identified with functional text that can be read by assistive
technology.
(m) When a web page requires that an applet, plug-in or other application be present on the client system
to interpret page content, the page must provide alink to aplug-in or applet that complies with
§1194.21(a) through (I).
(n) When electronic forms are designed to be completed on-line, the form shall allow people using
assistive technology to access the information, field elements, and functionality required for completion
and submission of the form, including all directions and cues.
(o) A method shall be provided that permits users to skip repetitive navigation links.
(p) When a timed response is requred, the user shall be alerted and given sufficient time to indicate more
time is requred.
Note to 61194.22: 1. The City interprets the above paragraphs of this section as consistent with the
following checkpoints of the Web Accessibility Initiative of the World Wide Web Consortwm:
Web Content Accessibility Gudelines 1.0 published on May 5, 1999
Authoring Tool Accessibility Guidelines 1.0 published on February 3, 2000
User Agent Accessibility Guidelines 1.0 published on December 17, 2002
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ATTACHMENT D
City of Seal Beach
GENERAL CONTRACT PROVISIONS
The following example agreement for technical services represents the standard terms and conditions
which must be agreed to by the vendor selected to perform the Website Re-Design in the City of Seal
Beach
~~i~~~«•~iai~~~~~iia~~~~«•i~~~~~»•cti~+a~~~~~~w~~ieweriiWia••~iii~a~~«~~~ei~~~+t+~r~~
PROFESSIONAL SERVICES AGREEMENT (see next page)
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SB Website RFP - 2009
PROFESSIONAL SERVICES AGREEMENT
between
City of Seal Beach
211 - 8th Street
Seal Beach, CA 90740
[Consultant's Name]
[Consultant's Address]
[Consultant's Phone Number]
This Professional Service Agreement ("the Agreement") is made as of [DATE] (the "Effective
Date"), by and between ("Consultant"), a ], and
the City of Seal Beach ("City"), a California charter city, (collectively, "the Parties").
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RECITALS
A. City desires certain professional services.
B. Consultant represents that it is qualified and able to provide City with such services.
NOW THEREFORE, in consideration of the Parties' performance of the promises, covenants,
and conditions stated herein, the Parties hereto agree as follows.
AGREEMENT
1.0 Scope of Services
1.1. Consultant must provide those services ("Services") set forth in the attached
Exhibit A, which ~s hereby incorporated by this reference. To the extent that there is any conflict
between Exhibit A and this Agreement, this Agreement must control.
1.2. Consultant must perform all Services under this Agreement in accordance with
the standard of care generally exercised by like professionals under similar circumstances and m
a manner reasonably satisfactory to Authority.
1.3. In performing this Agreement, Consultant must comply with all applicable
provisions of federal, state, and local law.
1.4. Consultant will not be compensated for any work performed not specified in the
Scope of Services unless the City authorizes such work in advance and in writing. The City
Manager may authorize payment for such work up to a cumulative maximum of $10,000.
Payment for additional work in excess of $10,000 requires prior City Council authorization.
2.0 Term
This term of this Agreement shall commence as of the Effective Date and shall continue
for a term of _ years unless previously terminated as provided by this Agreement.
3.0 Consultant's Compensation
City will pay Consultant in accordance with the fee schedule set forth in Exhibit _for
Services but in no event will the City pay more than $ Any additional work
authorized by the City pursuant to Section 1.4 will be compensated in accordance with the rate
schedule set forth in Exhibit
4.0 Method of Payment
4.1. Consultant must submit to City monthly invoices for all services rendered
pursuant to his Agreement. Such invoices must be submitted within 15 days of the end of the
month during which the services wcre rendered and must describe in detail the services rendered
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during the period, the days worked, number of hours worked, the hourly rates charged, and the
services performed for each day in the penod. City will pay Consultant within 30 days of
receivrng Consultant's invoice. City will not withhold any applicable federal or state payroll and
other required taxes, or other authorized deductions from payments made to Consultant.
4.2. Upon 24 hours notice from City, Consultant must allow City or City's agents or
representatives to inspect at Consultant's offices during rcasonable business hours all records,
invoices, time cards, cost control sheets and other records maintained by Consultant in
connection with this Agreement. Ctty's rights under this Section 4.2 shall survive for two years
following the termination of this Agreement.
5.0 Termination
5.1. This Agreement may be terminated by City, without cause, or by Consultant
based on reasonable cause, upon giving the other party written notice thereof not less than thirty
30 days prior to the date of termination.
5.2. This Agreement may be terminated by Crty upon !0 days' notice to Consultant rf
Consultant fails to provide satisfactory evidence of renewal or replacement of comprehensive
general liability insurance as required by this Agreement at least 20 days before the expiration
date of the previous policy.
6.0 Party Representatives
6.1. The City Manager is the City's representative for purposes of this Agreement.
6.2. _
of this Agreement.
7.0 Notices
is the Consultant's sole representative for purposes
7.1. All notices permitted or required under this Agreement shall be deemed made
when personally delivered or when mailed 48 hours after deposit in the U.S. Mail, first class
postage prepaid and addressed to the party at the followrng addresses:
To City: City of Seal Beach
911 Seal Beach Boulevard
Seal Beach, California 90740
Attn: City Manager
To Consultant: [Consultant's Address]
Attn:
7.2. Actual notice shall be deemed adequate notice on the date actual notice occurred,
regardless of the method of service.
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8.0 Independent contractor
8.1. Consultant is an independent contractor and not an employee of the City. Al]
services provided pursuant to this Agreement shall be performed by Consultant or under its
supervision. Consultant will determine the means, methods, and details of performing the
services. Any additional personnel performing services under this Agreement on behalf of
Consultant shall also not be employees of City and shall at all times be under Consultant's
exclusive direction and control. Consultant shall pay all wages, salaries, and other amounts due
such personnel in connection with their performance of services under this Agreement and as
required by law. Consultant shall be responsible for all reports and obligations respecting such
additional personnel, including, but not limited to: social security taxes, income tax withholding,
unemployment insurance, disability insurance, and workers' compensation insurance.
8.2. Consultant shall indemnify and hold harmless City and its elected officials,
officers and employees, servants, designated volunteers, and agents serving as independent
contractors m the role of city or agency officials, from any and all liability, damages, claims.
costs and expenses of any nature to the extent arising from Consultant's alleged violations of
personnel practices. City shall have the right to offset against the amount of any fees due to
Consultant under this Agreement any amount due to City from Consultant as a result of
Consultant's failure to promptly pay to City any reimbursement or indemnification arising under
this Section 8.
9.0 Subcontractors
No portion of this Agreement shall be subcontracted without the prior written approval of
the City. Consultant is fully responsible to City for the performance of any and all
subcontractors.
10.0 Assignment
Consultant must not assign or transfer any interest in this Agreement whether by
assignment or novation, without the prior written consent of City. Any purported assignment
without such consent shall be void and without effect.
11.0 Insurance
11.1. Consultant must not commence work under this Agreement until it has provided
evidence satisfactory to the City that Consultant has secured all insurance required wider this
Section. Consultant must furnish City with original certificates of insurance and endorsements
effecting coverage rcquired by this Agreement on forms satisfactory to the City. The certificates
and endorsements for each insurance policy must be signed by a person authorized by that
insurer to bind coverage on its behalf, and must be on forms provided by the City if requested.
Al] certificates and endorsements must be received and approved by the City before work
commences. The City reserves the right to require complete, certified copies of all required
insurance policies, at any time.
11.2. Consultant must, at its expense, procure and maintain for the duration of the
Agreement, insurance against claims for injuries to persons or damages to property that may
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arise from or in connection with the performance of this Agreement. Insurance is to be placed
with insurers with a current A.M. Best's rating no less than A:VIII, licensed to do business in
California, and satisfactory to the City. Coverage must be at least as broad as the latest version
of the following: (1) General Liability: Insurance Services Office Commercial General Liability
coverage (occurrence form CG 0001); and (2) Automobile Liability: Insurance Services Office
Business Auto Coverage form number CA 0001, code 1 (any auto). Consultant must maintain
limits no less than: (1) General Liability: $2,000,000 per occurrence for bodily injury, personal
injury and property damage and if Commercial General Liability Insurance or other form with a
general aggregate limit is used, either the general aggregate limit shall apply separately to this
Agreemendlocation or the general aggregate limit shall be twice the required occurrence limit;
and (2) Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
11.3. The insurance policies must contain the following provisions, or Consultant must
provide endorsements on forms supplied or approved by the City to state: (1) coverage shall not
be suspended, voided, reduced or canceled except after 30 days prior written notice by certified
mail, return receipt requested, has been given to the City; (2) any failure to comply with
reporting or other provisions of the policies, including breaches of warranties, shall not affect
coverage provided to the City, its directors, officials, officers, (3) coverage must be primary
insurance as respects the City, its directors, officials, officers, employees, agents and volunteers,
or if excess, must stand in an unbroken chain of coverage excess of the Consultant's scheduled
underlying coverage and that any insurance or self-insurance maintained by the City, its
directors, officials, officers, employees, agents and volunteers shall be excess of the Consultant's
insurance and must not be called upon to contribute with it; (4) for general liability insurance,
that the City, its directors, officials, officers, employees, agents and volunteers shall be covered
as additional insureds with respect to the services or operations performed by or on behalf of the
Consultant, including materials, parts or equipment furnished in connection with such work; and
(5) far automobile liability, that the City, its directors, officials, officers, employees, agents and
volunteers shall be covered as additional insureds with respect to the ownership, operation,
maintenance, use, loading or unloading of any auto owned, leased, hired or borrowed by the
Consultant or for which the Consultant is responsible.
11.4. All insurance required by this Section must contain standard separation of
insureds provisions and must not contain any special limitations on the scope of protection
afforded to the City, its directors, officials, officers, employees, agents, and volunteers.
11.5. Any deductibles or self-insured retentions must be declared to and approved by
the City. Consultant guarantees that, at the option of the City, either: (1) the insurer shall reduce
or eliminate such deductibles or self-insured retentions as respects the City, its directors,
officials, officers, employees, agents, and volunteers; or (2) the Consultant shall procure a bond
guaranteeing payment of losses and related investigation costs, claims and administrative and
defense expenses.
12.0 Indemnification, Hold Harmless, and Duty to Defend
Consultant must indemnify, and hold the City, its officials, officers, employees,
volunteers and agents (collectively "Indemnities") free and harmless from any and all claims,
demands, causes of action, costs, expenses, liability, loss, damage or injury, in law or equity, to
SB Website RFP - 2009
25
property or persons, including wrongful death, in any manner arising out of or incident to any
acts or omissions of Consultant, its employees, or its agents in connection with the performance
of this Agreement, including without limitation the payment of all consequential damages and
attorneys fees and other related costs and expenses. With respect to any and all such aforesaid
suits, actions, or other legal proceedings of every kind that may be brought or instituted against
Indemnitees, Consultant must defend Indemnitees, at Consultant's own cost, expense, and risk,
and must pay and satisfy any judgment, award, or decree that may be rendered against
Indemnttees. Consultant must reimburse City and its directors, officials, officers, employees.
agents and/or volunteers, for any and all legal expenses and costs incurred by each of them in
connection therewith or in enforcing the indemnity herein provided. Consultant's obligation to
indemnify shall not be restricted [o insurance proceeds, if any, received by the City, its directors,
officials, officers, employees, agents or volunteers. All duties of Consultant under this Section
shall survive termination of this Agreement.
13.0 Equal Opportunity
Consultant affirmatively represents that it is an equal opportunity employer. Consultant
must not discriminate against any subcontractor, employee, or applicant for employment because
of race, religion, color, national origin, handicap, ancestry, sex, sexual orientation, or age. Such
non-discrimination includes, but is not be limited to, all activities related to inrhal employment,
upgrading, demotion, transfer, recruitment or recruitment advertising, layoff, or termination.
14.0 Labor Certification
By its signature hereunder, Consultant certifies that it is aware of the provisions of
Section 3700 of the Califomia Labor Code that require every employer to be insured against
liability for Worker's Compensation or to undertake self-insurance in accordance with the
provisions of that Code, and agrees to comply with such provisions before commencing the
performance of the Services.
15.0 Entire Agreement
This Agreement contains the entire Agreement of the parties with respect to the subject
matter hereof, and supersedes all prior negotiations, understandings, or agreements. This
Agreement may only be modified by a writing signed by both parties.
16.0 Severability
The invalidity in whole or in part of any provisions of this Agreement shall not void or
affect the validity of the other provisions of this Agreement.
I7.0 Governing Law
This Agreement shall be governed by and construed in accordance with the laws of the
State of Califomia.
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18.0 No Third Party Rights
No third party shall be deemed to have any rights hereunder against either Party as a
result of this Agreement.
19.0 Waiver
No waiver of any default shall constitute a waiver of any other default or breach, whether
of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily
given or performed by a Pasty shall give the other Party any contractual rights by custom,
estoppel, or otherwise.
20.0 Prohibited Interests
Consultant maintains and warrants that tt has not employed nor retained any company or
person, other than a bona fide employee working solely for Consultant, to solicit or secure thts
Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any
company or person, other than a bona fide employee working solely for Consultant, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting
from the awazd or malung of this Agreement. For breach or violation of this warranty, Cuy has
the right to rescind this Agreement without liability. For the term of this Agreement, no
member, officer or employee of City, during the term of his or her service with City, shall have
any direct interest in this Agreement, or obtain any present or anticipated material benefit arising
therefrom.
21.0 Attorneys' Fees
If either Party commences an action against the other Party, either legal, administrative or
otherwise, arising out of or in connection with this Agreement, the prevailing Party in such
litigation shall be entitled to have and recover from the losing Party all of its attorney's fees and
other costs incurred in connection with such action.
22.0 Exhibits
All exhibits referenced in this Agreement are hereby incorporated into the Agreement as
if set forth in full herein. In the even of any material discrepancy between the terms of any
exhibit so incorporated and the terms of this Agreement, the terms of this Agreement shall
control.
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IN WITNESS WHEREOF, the Parties hereto, through their respective authorized
representatives have executed this Agreement as of the date and year first above written.
CITY OF SEAL BEACH CONSULTANT
By: By;
David Carmany, City Manager
Name:
Attest:
Its:
By:
Linda Devme, City Clerk
By:
Approved as to Form: Name:
By: Its:
Quinn Barrow, City Attorney
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