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HomeMy WebLinkAboutR-1998-136 City of Yakima Website Development• RESOLUTION NO. R-98- 1 3 G A RESOLUTION authorizing the City Manager and the City Clerk to execute an Agreement between the City of Yakima and the State of Washington Department of Information Systems, Washington Interactive Technologies, for the purpose of website development. WHEREAS, The City of Yakima desires that an official City Website be developed; and WHEREAS, Washington Interactive Technologies has agreed to provide the website development services; and WHEREAS, the City Council deems it to be in the best interest of the City of Yakima to enter into the attached Agreement with the State of Washington Department of Information Systems, Washington Interactive Technologies, now therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manger and the City Clerk are hereby authorized and directed to execute the attached Agreement with the State of Washington Department of Information Systems, Washington Interactive Technologies for the purpose of professional services for website development. ADOPTED BY THE CITY COUNCIL this 15th day of September, 1998. ATTEST: City Clerk John Puccinelli, Mayor RUG 26 '98 10:26AM INFO SERVICES P.2 v4rdi Washington Rate Deportment of jiInformation Services WASHINGTON INTERACTIVE TECHNOLOGIES =ELEMENT CUSTOMER: Department; Citv_of Yakima Division: ' Coordinator: Phone: FAX: DIS Customer Service Agreement No. D030-0 DIS Supplement No. W99-01 Markets Qeoree Oliver Customer Contract No. 329 N Second Street Customer Billing Account No. Xakima WA 93.9) 509/575-6040 509/576-6.33.5 1. Purpose. This Supplement is executed pursuant to the terms and conditions of the above referenced Customer Service Agreement between the Department of Information Services (DIS) and Customer, which is hereby incorporated by reference, for the purchase of Washington Interactive Technologies (WIT) interactive design services to assist with the development of the City of Yakima web site. 2. Scope ofEf}ort. 2.1 The period of performance for this Supplement will be from the date of its execution by both the parties through November 30, 1998, unless sooner terminated as provided in the above referenced Customer Service Agreement. 2.2 The Total Cost for the project shall not exceed 817,300.00 2.2.1.Interactive Design Services. Customer will be billed in full for services rendered to the point of Customer's cancellation or change. Customer may be billed additional charges to accommodate Customer -requested changes, additions, and deletions. 3. Statement of Work. The materials attached hereto shall constitute the Statement of Work describing services to be provided, deliverables, and other relevant details. These materials include, but are not limited to the following: • Memo describing services and Preliminary Budget Estimate, dated: Iuly.2O, 1998. • Attachment 2. City of Yakima Website Design/Construction 4. Rel,m% CuStorner agrees to assume full responsibility for the content of all programming it transmits, broadcasts or records using WIT staff, equipment or facilities. Customer agrees to obtain any necessary licenses, authorizations, permission or releases for the capture or use of any data, information or images in any media it provides to DIS in connection with the work authorized by this Supplement. 5. Rights in Data:, The final product which is a result of the work performed under this Supplement shall be "works for hire" as defined by the US Copyright Act of 1976 and shall be owned by DIS and licensed to the Customer oni a perpetual, royalty -free basis. Source Materials which originate from work performed under this Supplement shall be "works for hire" as defined by the US Copyright Act of 1976 and shall be solely owned by DIS. DIS grants a perpetual royalty free license to the Customer to use these Source Materials. Source Materials include all information captured on any magnetic or other media such as film, tapes, diskettes and/or sound reproductions used in the development of the final product. DIS' ownership includes the right to copyright or patent and the ability to transfer these rights. WASHINGTON INTERACTIVE TECHNOLOGIES PO Box 42445 . Olympia, WA 98504-2445 *Phone 3601407-0435 AUG 26 '98 10:27AM INFO SERVICES P.S Data which the Customer delivers'to DIS under this Supplement, shall be transferred to DIS with a nonexclusive, royalty -free, irrevocable license to publish, translate, reproduce, deliver, perforin, dispose of, and to authorize others to do so; Provided, that such license shall be limited to the extent which the Customer has a right to grant such a license. The Customer retains ownership of this material. The Customer shall exert all reasonable effort to advise DIS, at the time of delivery of data furnished under this contract, of all known or potential invasions of privacy contained therein and of any portion of such document which was not produced in the performance of this contract. 6. Agtiterizatias, Execution of this Supplement by both parties constitutes an addendum to the underlying Customer Service Agreement, which remains in full force and effect. Customer hereby accepts the terms of this Supplement and authorizes DIS to perform the services described, CITY OF YAKIMA DEPARTMENT OF INFORMATION SERVICES Signatureic%arcT A. Zais, Jr. 9/18/98 Title City Manager Manager9 Multimedia Services Date Washington Interactive Technologies This Supplement form has been approved as to form by Chip Holcomb, Assistant Attorney General, on March 31, 1997. City Contract No. 98-102 Resolution No. R-98-136 Date Department of Information Services Washington Interactive Technologies City of Yakima Customer Service Agreement No. D030-0 Supplement No. W99-01 Page 2 a AUG 26 '98 10:28AM INFO SERVICES P.6 Attachment 2 City of Yakima Website Design/Construction , In addition to basic organizational information (Le. description, location, address, phone, hours of operation, etc.), following is a list of various areas/divisions of the City and the information to be included. (Please note: Most of this information can be provided in an electronic format.) ADMINISTRATION CITY COUNCIL • Councilmembers names, phone and address • Mission and vision for the City of Yakima • City Annual Report to the Community • Filing For Council - brochure produced by the City Clerk's office • Council Boards and Commissions CITY CLERKS • Agenda • Action Agenda • Boards & Commissions • Agenda Statements (updated on a weekly/bi-weekly basis) • Public Hearing Notices • Municipal Directory • Filing For Council • City Charter • Ordinances CITY MANAGER • Organizational information only PERSONNEL • Job application which can be downloaded • Job openings • Basic organization information, address, phone number, etc. PURCHASING • Bid calls and RFP's • Purchasing manual • "Selling to the City of Yakima" • Vendor applications • Hot links to the National Institute of Government Purchasing; National Association of Purchasing Managers; State of Washington Office of State Procurement; and the General Services Administration (Federal Procurement.) City of Yakima Page 1 Website Development AUG 26 '98 10:28RM INFO SERVICES P.7 WATER & IRRIGATION • Water page will be posting information re: water treatment and water quality • Tips from Safe Drinking Water Act • Conservation tips • Water rates • Connection charges • Inorganic test results • Consumer Confidence report • Hot links to National Water Resource Association, American Water Works Association, EPA ground water and drinking water sites, Department of Health Drinking Water site WASTEWATER • General description • phone numbers and e-mail address • Sewer Use Ordinance • Any other Wastewater legislation - Connection Charge Ordinance • now to handle a sewer backup - what to do in case of sewer backup - whom to call, what to do, etc. • Pre-treatment information and ordinance • Hot links to Department of Ecology, Health District, Environmental Protection Agency, Water Environment Federation LEGAL • Organizational information only COMMUNITY & ECONOMIC DEVELOPMENT CODE ADMINISTRATION • Common code violations and whom to call • Fire code inspection checklist - 2 pgs btb • Business license, how to get one, the fee schedule and application • Building permit application and information about the application process • Minimum requirements for site plan • Current brochures • Weedy lot information • Easy as 1-2-3 form to report code violations • Hot links .to International Conference of Building Officials; International Fire Code Institute ENGINEERING • Sewer connection charges - how to calculate them (it is possible to provide a calculation sheet where the user would simply plug in lot size or other appropriate information and the charge would be automatically calculated) • Information about how to connect to sewer and water • Information about the development process • Construction schedules - especially those impacting traffic patterns City of Yakima Page 2 Website Development AUG 26 '98 10:29AM INFO SERVICES P.8 HOUSING • Available programs with description and eligibility and contact numbers • Landlord tenant laws PLANNING • Planning Commission agenda • Zoning cases • Description of the Planning Division, function, responsibilities, programs, projects, address, e- mail address, phone number(s), office hours, etc. • All zoning, subdivision, SEPA, and other application forms and instructions • Development application fee schedule. • Description of, and instructions for, each development application type (see existing brochures) • Text of all development ordinances and regulations with word/phrase search ability. This would include the zoning ordinance, subdivision ordinance, SEPA ordinance, etc. • Public hearing/meeting schedule (Hearing Examiner & City Council) • Public 'hearing notices (same info as in legal notices and including a vicinity map locating parcel to be developed). • Development decisions and summary. Full text of all decisions and a general listing and brief description of each development decision by the zoning administrator, hearing examiner, and city council. • Aerial photography of the city and urban area. ARC View • Hot links to state agencies, ,Municipal Research, , Planning Association of Washington, American Planning Association, Association of Washington Cities, state and local elected officials a -mail addresses. • Map showing routes to city hall from I-82, SR 12 & 24 and available public parking. (ARC View) CABLE COMMUNICATIONS • Cable Franchise • Community Access TV Basic description of Community Access Hours of operation, available training and equipment and how to access it, criteria for imported programming, etc. Schedules Advisory committee information and meeting minutes • Government Access YPAC (Yakima Public Affairs Cable) • Telecommunications Policy and Administration Procedure for obtaining a franchise Telecommunications Ordinance and Franchise FINANCE & BUDGET ACCOUNTING • Budget summary City of Yakima Page 3 Website Development AUG 26 '98 10:29AM INFO SERVICES P.9 ANIMAL CONTROL • Hours of operation • Policies regarding cat traps, barking dogs, etc. • How to file a complaint • Affidavit information and form COURTS • Organizational information only CUSTOMER SERVICE • How to sign up for service • Conservation tips INFORMATION SYSTEMS • Organizational information only FIRE • Fire Stations location and phone numbers • Fire Prevention Tips • Information from Fire Annual Report • Do,you want to know if today is a burn day? Link to Clean Air Authority • Employment information • 911 communications • Link to Kids' Fire Safety page • Dialy Fire/EMS counts - for the past 24 hours and year-to-date • Hot Link to National Fire Prevention Association - Safety Messages POLICE • Message from the Chief • Crime prevention information • Info about programs, reserves, explorers, radio watch • Frequently Asked Questions • Common complaints - tell people how to file complaints mail in crime reports? • Statistics • Links - to RCW, City Ordinance, other law enforcement web sites • Bulletins - press releases, fraud alerts • Wanted list with pictures • LINK to road and pass information at Department Of Transportation • Link to FBI • Neighborhood map • number of incidents PUBLIC WORKS GENERAL INFORMATION • Tree information • Temporary employment opportunities City of Yakima Page 4 Website Development AUG 26 '98 10:29AM INFO SERVICES P.10 PARKS • Special programs such as summer playgrounds, concerts in the park, Halloween festival, Santa calling, Hershey's Track, Pioneer picnic • Adult sports • Youth sports . • Community recreation • Aquatics • Fisher Golf • Activity brochure • Parks Commission - meeting, minutes, etc. • Hot link to County parks STREETS • Street sweeping schedule • Fall leaf pickup • Spring clean up • Snow removal plan • Street traffic counts • Clearview reminders • Sign visibility information • Pedestrian/bicycle safety • Winter weather information • Details on construction zones • Hot links to DOT traffic advisory TRANSIT • Transit schedules and routes • Hot links to Federal Transit Administration, Washington State Department of Transportation, Washington State Transit Associaiton, American Public Transit Association, State Transit Systems. REFUSE • Refuse routes, schedules and rates • Fall Leaf Pickup schedule • Spring clean up AREAS ON THE FRONT PAGE OR FLOATING INDEX: • Press Releases/Legal Notices/Public Announcements • Bid calls/Request for Proposals • Legal notices • Legislative Issues (during session) • City Departments • Frequently Asked Questions about All City Services • .Addresses/phone numbers of City Facilities City of Yakima Page 5 Website Development AUG 26 '98 10:30AM INFO SERVICES P.11 HOT LINKS • Potential Yakima Valley Home Page hot link • Link up with Chamber, Convention Center, School District, County, Airport, Museum, Convention Center, Capitol Theatre • Links to Association of Washington Cities, Municipal Research and the National League of Cities City of Yakima Page 6 Website Development WEBSITE DEVELOPMENT COMMITTEE MEETING July 13, 1998 2:00 p.m. 1. Proposal from Washington Department of Information Systems Comments Contract Funding 2. Where do we go from here? Getting ready for action - what steps should we take Information gathering 3. Next meeting WEBSITE DEVELOPMENT COMMITTEE MEETING July 13, 1998 Minutes Attendees: Rick Pettyjohn, Information Systems; Dave Brown, Water and Irrigation; Tom Sellsted, Information Systems; Pete Hobbs, Wastewater; Tom Sevigny, Fire; Shawn Valdez, Purchasing; Ray Yokum, Information Systems; John Haddix, Public Works; Don Skone, Planning; and Marketa George Oliver, CMO. The proposal from the State Department of Information Systems - Washington Interactive Technologies (WIT) was discussed. The Committee discussed what services were to be rendered for the proposal. Other questions about design and maintenance were also addressed. Dave Brown mentioned that we would need to designate who would have the capability to update/change the website. Marketa emphasized that the Committee was the ultimate decision maker on those issues and that the State representatives would provide the training necessary to perform the maintenance. Rick Pettyjohn asked if the Committee would like to meet with the State representatives before going forward with a contract. Marketa said that she would set up another video conference or a meeting if the committee would like one. Dave Brown said that as long as the Information Systems representatives were comfortable with the State people's ability to provide the technical expertise, he was in favor of going forward with a contract. He said the design, maintenance decisions would ultimately be made by the Committee. Rick said he was confident that the State's people were technically capable. Don Skone asked about maps which would be available on line. Tom Sellsted said that it was always planned (regardless who the vendor was) to do any maps for the site in-house. Don said he was fine with the proposal then and thought we should move forward. The issue of funding was discussed. Rick said that Dick (Zais) has directed him to take the funding from his (professional services) budget. He said he had budgeted $4,500 this year for it, but that he would take the funds from his budget. He also mentioned that he had taken a substantial sum from his budget to augment the City Hall remodel project. The Committee also discussed the idea of providing hot links to commercial organizations for a fee. It was decided that this issue could be re -visited after the website was developed. It was decided at the meeting to go forward with an agreement with the State Department of Information Systems. The total cost of the State proposal is $22,455. Marketa will contact the State and handle the appropriate paperwork. She will also set up a meeting for the State representatives to meet with the Committee and begin work on the website. Rick announced that Strategic Resources Inc. will demonstrate a multi -function Internet based kiosk in the Information Systems Conference Room on Thursday, July 16th from 9:00 to 11:00 a.m. Anyone who is interested in seeing the kiosk is welcome to stop by and talk with a representative. Marketa asked if there was interest in setting up a 24-hour, phone, voice mail menu system. Overall, the Committee did not seem enthusiastic about the idea. However, Tom Sevigny from Fire said that such a system may serve the Fire Department well by providing a line the media can call to gain information about the previous days Fire/EMS calls. Marketa will forward the information to Tom. Marketa will let everyone know when the next meeting (with the WIT representatives) is scheduled. BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. For Meeting Of 9/15/98 ITEM TITLE: Consideration of a resolution authorizing the execution of an agreement with the Washington State Department of Information Systems, Washington Interactive Technologies for City of Yakima Website Development. SUBMITTED BY: Marketa George Oliver, Administrative Assistant to the City Manager Rick Pettyjohn, Information Systems Manager Website Development Committee CONTACT PERSON/TELEPHONE: Marketa George Oliver, 575-6040 SUMMARY EXPLANATION: The City of Yakima has had an unofficial presence on the Internet for a period of time. The idea of constructing an official City home page came under review in April, 1997 and is critical for several reasons. First, the information found on the Internet about the City of Yakima is not an official City Home Page. Some of this information is out of date and inaccurate. If the City does not create an official web presence, Yakima is letting other people/entities speak for the City. Second, a home page is a useful public information/education tool with the potential of producing a substantial savings. If the home page was only used as a public information tool, it would be valuable. The ability to save on printing costs makes the development of a web site even more attractive. Potential cost savings come in the form of a reduction of printing expenses for media packets. Local media have Internet access. The City could discontinue the printing of these, and potentially other packets, while at the same time, provide access to more people in a more time -effective manner. Also, the Internet has become a valuable tool for tourism and economic development. Travelers and businesses routinely rely on the Internet to peruse information about a location. It is important that the City make sure that the information available about Yakima is accurate, interesting, and current. This cannot be done without a web presence. Numerous City staff members have been participating in the Website Development Committee. The Committee went through the request for proposal process in Spring, 1998. The City received only three proposals, all of which were rejected due to a variety of reasons, primarily cost. Committee members then entered into discussions with representatives from the State of Washington Department of Information Systems, Washington Interactive Technologies (WIT) and asked for a written proposal. The initial proposal from DIS was for $22,455. The Committee discussed the proposal and the associated costs and recommended approval. However, the cost has decreased and the contract is for the amount of $17,300. For this amount, WIT agrees to develop the City's website which will include the information outlined in the City's original request for proposals document. The Website Development Committee met on July 13th and discussed WIT's proposal and recommended moving forward with it. A copy of the minutes from that meeting is included for your information. Resolution _ Ordinance _ Contract X Other (Specify) Funding Source City Information Syst APPROVED FOR SUBMITTAL: 01 Budget (General Fund) City Manager STAFF RECOMMENDATION: The contract with the State Technologies. COUNCIL ACTION: Website Development Committee recommends passage of the Department of Information Systems, Washington Interactive Resolution adopted. RESOLUTION NO. R-98-136 AUG 26 '98 10:27AM INFO SERVICES P.4 asMngto4 .oter active 1,%( oIogies The statewide video telecommunications system Washington Interactive Technologies PO Box 42445 Olympia, Washington 98504-2445 (360) 407 -WITS (360) 407-9487 FAX (360) 438-7996 Department of Information Services Superintendent of Public Instruction Educational Service Districts ' July 20, 1998 TO; Marketa George Oliver ADDRESS: 120 N Second St, Yakima, WA 98901 PHONE: FAX: FROM: (509) 575-6040 (509) 576-6335 Jon Krack -- Interactive Design Manager SUBJECT: Preliminary Budget Estimate — Web Site Development Per our meetings, you will find this a budget estimate for Washington Interactive Technologies (WIT) to assist with the development of the City of Yakima web site. WIT will perform the following activities: • Project Management WIT will compile previously gathered information and conduct further meetings, if required, regarding the requirements, features, and content of the site. WIT will manage the production of the web site, from initiation to completion. • Develop User Interface A navigation scheme will be developed, based off the site structure ,defined above. The navigation will include schemes for primary and secondary navigation, and processes for updating with future growth. In addition to the navigation, the user interface includes items such as logos, backgrounds, in -content graphics, font style and size. • Produce HTML WIT will produce HTML, allowing distribution of the supplied content over the World Wide Web. WIT assumes the City will provide content: we prefer electronic versions, if available. • Test / Implement on web server WIT will install the completed web site on the City's web server and perform quality control measures to ensure the site performs as designed, AUG 26 '98 10:28RM INFO SERVICES P.5 • Create Templates WIT will provide HTML templates, allowing the City to create new pages and maintain their existing pages. This estimate includes a 15% contingency. It is our experience that additional requirements can spring up in the course of the project's development. These funds are considered to have your approval to be spent, but will only be used if necessary. If you have any questions or need additional information, please call me at (360) 407-0134. We are looking forward to working with you on this project! Preliminary Budget Estimate Pisquirainentis, Gathering t.'erilntplaae Deve. lopment ' Qi iiuetion TWO:2gI.lrnpleinentation ��"�j {Template Creation :P„ Contingency t+15%)+15%) !lb gat $3,000 $3,400- $5,200 $1,500 $1,900 515,000.00:i $2,250 $17,250.00."