HomeMy WebLinkAbout29118
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A G R E E M E N T
THIS AGREEMENT is made and entered into this _______ day of ___________, 2017, by and
between the COUNTY OF FRESNO, a political subdivision of the State of California,
hereinafter referred to as "COUNTY," “Client” or “Subscriber” and Vision Technology Solutions,
LLC, 222 N. Sepulveda Blvd., Suite 1500, El Segundo, CA 90245, hereinafter referred to as
"CONTRACTOR" or “Vision”.
R E C I T A L S
WHEREAS, COUNTY desires to purchase professional services for web site design, content
migration, and software license, installation, training, and software maintenance of a Web
Content Management System from CONTRACTOR; as set forth in the COUNTY’s Request for
Proposal (RFP) 208-5465 dated April 25th, 2016 and all Addendums thereto (collectively, the
“RFP”); and
WHEREAS, CONTRACTOR represented, via its Response to COUNTY’s RFP No 208-5465,
dated May 12th, 2016 (the “Response”), that CONTRACTOR’s Vision Content Management
System (VCMS) and related professional services will meet the stated needs of the COUNTY;
and
WHEREAS, COUNTY desires CONTRACTOR to provide Software Hosting Services on a
hosted system via Secure Socket Layer (SSL) and;
WHEREAS, COUNTY also desires to purchase from CONTRACTOR continuous maintenance
and support for Vision Content Management System (VCMS); and
WHEREAS, COUNTY and CONTRACTOR desire to execute this Agreement for the
subscription-based right to use the VCMS software, and maintenance and support of the VCMS
software.
NOW, THEREFORE, the parties agree as follows:
W I T N E S S E T H
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I. DOCUMENTS CONSTITUTING AGREEMENT
This Agreement includes the RFP and the Response, both of which are attached hereto
respectively as Exhibits A and B, and incorporated herein by reference.
II. DEFINITIONS
The following terms used throughout this Agreement are defined as follows:
Acceptance Test:
The process of testing a specific function or functions to determine if the operation or
operations are as stated in this Agreement.
Application:
A computer program designed to perform a group of coordinated functions, tasks, or
activities for the benefit of the user.
Change Control Process:
Process used by the Information Services Division of COUNTY’s Internal Services
Department (ISD) to inform staff of new or updated production use systems.
Completion:
Transfer of the website to the production server with a public Internet Protocol address.
County System Hardware:
The central processing units owned or leased by COUNTY which are described in this
Agreement on which COUNTY is licensed to use the System Software, any back-up
equipment for such central processing units, and any peripheral hardware such as
terminals, printers, and personal computers as described in this Agreement.
Final System Acceptance:
When it is determined by COUNTY that all necessary deliverables have been delivered,
the data has been converted, the base VCMS has been successfully installed and tested,
and the VCMS performs all functions in accordance with its specifications.
First Production Use:
Date of first use of the System in a production environment.
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ISD:
Information Services Division of COUNTY's Internal Services Department.
License:
The meaning assigned to the term ”License” as defined in Section II-A of this Agreement
and the rights and obligations it creates under the laws of the United States of America
and the State of California including without limitation, copyright and intellectual property
law.
Monies:
The terms "Monies", "Charges", "Price", and "Fees" are considered to be equivalent.
System:
The System Software and System Documentation, collectively. Reference to the
"System" shall include any component thereof. All modifications and enhancements to
the System shall be deemed to be part of the System as defined herein and shall be
subject to all terms and conditions set forth herein. The System consists of the VCMS
which supports various Fresno County Department of Internal Services, and all
interfaces.
System Documentation:
The documentation relating to the System Software, and all manuals, reports, brochures,
sample runs, specifications and other materials comprising such documentation provided
by CONTRACTOR in connection with the System Software pursuant to this Agreement.
System Software:
Vision Content Management System, also known as the Vision Internet Content
Management System, VCMT, VCMS and the Vision Content Managemen t Tool,
collectively, the “VCMS”), that certain computer software described in this Agreement
provided by CONTRACTOR, and all interfaces, coding, tapes, disks, modules and
similar materials comprising such software or on which it is stored. System Software
shall not include operating system software, or any other Third-Party Software.
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User:
The terms "User", "Customer" and "Licensee" all refer to COUNTY and are considered
to be equivalent throughout this Agreement.
Warranted Problem(s):
Errors or bugs on the System Software that prevent the code from performing as originally
intended.
III. OBLIGATIONS OF THE CONTRACTOR
A) OWNERSHIP AND LIMITED LICENSING OF INTELLECTUAL
PROPERTY FOR CONTRACTOR DESIGNS.
Upon payment in full of the one-time fees provided under Section VII-
B., CONTRACTOR will grant a non-exclusive, non-transferrable, and
perpetual license for COUNTY to reproduce, modify or create derivative
works for its own use, public display, and use any and all of
CONTRACTOR’s copyrights in the homepage layout wireframe, sitemap,
draft homepage design concept(s) interior page layouts (collectively, the
“CONTRACTOR Designs”) embodied in COUNTY’s website and intranet,
which are prepared or caused to be prepared by Contractor under this
Agreement. The CONTRACTOR Designs provided under this Agreement
are licensed and not sold. COUNTY understands and agrees that the
CONTRACTOR Designs as a whole are an original work of authorship by
CONTRACTOR and that CONTRACTOR shall retain all rights, title, and
interests therein. CONTRACTOR retains its right to use any web pages
developed for the COUNTY in any of its own promotional materials as
examples of its work.
B) SYSTEM SOFTWARE SUBSCRIPTION-BASED LICENSE
CONTRACTOR also grants a limited, non-exclusive, and non-
transferrable license for COUNTY to use two instances of the Vision
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Content Management SystemTM, and Dynamic and Interactive
Components of the VCMS to the extent necessary for the COUNTY’s use
and operation of its website and intranet; provided, COUNTY does not
modify the VCMS and maintains a visionLiveTM Subscription in
accordance with this Agreement. The VCMS provided under this
Agreement is licensed and not sold, and COUNTY understands and
agrees that CONTRACTOR shall retain all rights, title, and interests in the
VCMS, Dynamic and Interactive Components, and any other
CONTRACTOR intellectual property not provided for in this Section.
1. SCOPE OF LICENSE
The license granted herein shall consist solely of the non-exclusive,
non-transferable right of COUNTY to operate the System Software in
support of all COUNTY departments.
2. OWNERSHIP
The parties acknowledge and agree that, as between CONTRACTOR
and COUNTY, title and full ownership of all rights in and to the System
Software, System Documentation, and all other materials provided to
COUNTY by CONTRACTOR under the terms of this Agreement shall
remain with CONTRACTOR. COUNTY will take reasonable steps to
protect trade secrets of the System Software and System Documentation.
COUNTY may not disclose or make available to third parties the System
Software or System Documentation or any portion thereof.
CONTRACTOR shall own all right, title and interest in and to all
corrections, modifications, enhancements, programs, and wo rk product
conceived, created or developed, alone or with COUNTY or others, as a
result of or related to the performance of this Agreement, including all
proprietary rights therein and based thereon. Except and to the extent
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expressly provided herein, CONTRACTOR does not grant to COUNTY
any right or license, express or implied, in or to the System Software and
System Documentation or any of the foregoing. The parties acknowledge
and agree that, as between CONTRACTOR and COUNTY, full ownership
of all rights in and to all COUNTY data, whether in magnetic or paper
form, including without limitation printed output from the System, are the
exclusive property of COUNTY.
3. POSSESSION, USE AND UPDATE OF SOFTWARE
COUNTY agrees that only COUNTY will use the System Software for
its own internal purposes and shall not further sublicense the System
Software. CONTRACTOR may, at reasonable times, inspect COUNTY’s
premises and equipment to verify that all of the terms and conditions of
this license are being observed. CONTRACTOR may create, from time to
time, updated versions of the System Software and System
Documentation and CONTRACTOR shall make such System Updates
available to COUNTY. System Updates shall be licensed under the terms
of this Agreement. COUNTY agrees to follow the prescribed instructions
for updating System Software and System Documentation provided to
COUNTY by CONTRACTOR.
4. TRANSFER OF SOFTWARE
COUNTY shall not rent, lease, license, distribute, sell, transfer, or
assign this license, the System Software, or the System Documentation,
or any of the information contained therein other than COUNTY data, to
any other person or entity, whether on a permanent or temporary basis,
and any attempt to do so will constitute a breach of this Agreement. No
right or license is granted under this Agreement for the use or other
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utilization of the licensed programs, directly or indirectly, for the benefit of
any other person or entity, except as provided in this Agreement.
5. POSSESSION AND USE OF SOURCE CODE
CONTRACTOR shall not provide the source code to the System
Software.
6. RESTRICTIONS ON USE:
COUNTY shall not: (i) license, sublicense, sell, resell, transfer, assign,
distribute or otherwise commercially exploit or make available to any third
party the System Software or the System Documentation in any way; (ii)
modify or make derivative works based upon the System Software or the
System Documentation; (iii) create Internet “links” to the System Software
or “frame” or “mirror” any System Documentation on any other server or
wireless or Internet-based device; (iv) send spam or otherwise duplicative
or unsolicited messages in violation of applicable law; (v) send or store
infringing, obscene, threatening, libelous, or otherwise unlawful or tortious
material, including material harmful to children or violative of third party
privacy rights; (vi) send or store material containing software viruses,
worms, Trojan horses or other harmful computer code, files, scripts,
agents or programs; (vii) interfere with or disrupt the integrity or
performance of the System Software or the data contained therein,
including but not limited to COUNTY Data; (viii) attempt to gain
unauthorized access to the System Software or its related systems or
networks; or (ix) reverse engineer or access the System Software in order
to (a) build a competitive product or service, (b) build a product using
similar ideas, features, functions or graphics of the System Software, or
(c) copy any ideas, features, functions or graphics of the System Software.
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7. INTELLECTUAL PROPERTY, TRADEMARK AND COPYRIGHT
CONTRACTOR retains ownership of the System Software, any
portions or copies thereof, and all rights therein. CONTRACTOR reserves
all rights not expressly granted to COUNTY. This License does not grant
COUNTY any rights in connection with any trademarks or service marks of
CONTRACTOR, its suppliers or licensors. All right, title, interest and
copyrights in and to the System Software and the accompanying System
Software Documentation and any copies of the System Software are
owned by CONTRACTOR, its suppliers or licensors. All title and
intellectual property rights in and to the content which may be accessed
through use of the System Software are the property of the respective
content owner and may be protected by applicable copyright or other
intellectual property laws and treaties. This License grants COUNTY no
rights to use such content.
C) SERVICES TO BE PROVIDED BY CONTRACTOR TO COUNTY
CONTRACTOR shall provide website development and visionLiveTM
subscription services for the main COUNTY website as more particularly
described under Exhibit C, attached hereto and incorporated herein by
reference. CONTRACTOR shall provide intranet development and
visionLiveTM subscription services for the COUNTY intranet as more
particularly described under Exhibit D, attached hereto and incorporated
herein by reference.
D) LIMITED WARRANTY
CONTRACTOR warrants that the deliverables set forth in Exhibit C
and Exhibit D will be conveyed to COUNTY upon Completion. All
programming code developed by CONTRACTOR is warranted to be free
of Warranted Problems; provided, however, COUNTY does not: (1)(a)
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modify the VCMS or (1)(b) use the VCMS in combination with any third -
party system not authorized by CONTRACTOR; and (2) maintains a
visionLiveTM Subscription in accordance with this Agreement. In the
event of breach of the limited warranty provided in this Section,
COUNTY’s sole remedy and CONTRACTOR’s entire liability shall be
limited to CONTRACTOR’s correction of the Warranted Problem. Except
as expressly set forth above, CONTRACTOR MAKES NO GUARANTEE
OR WARRANTY OF ANY KIND, WHETHER EXPRESS OR IMPLIED,
INCLUDING OF MERCHANTABILITY OR FITNESS OF THE SERVICES
FOR A PARTICULAR PURPOSE WHATSOEVER, AND USE OF THE
SERVICES OR ANY INFORMATION THAT MAY BE OBTAINED
THERE FROM IS AT CLIENT'S OWN RISK AS THE SERVICES ARE
PROVIDED TO CLIENT ON AN “AS IS” BASIS. In no event, at any time,
shall the aggregate liability of CONTRACTOR pursuant to this limited
warranty exceed the amount of fees paid by COUNTY to CONTRACTOR
in the most recent twelve months, and CONTRACTOR shall not be
responsible for any lost profits or other damages, including direct,
indirect, incidental, special, consequential or any other damages,
however caused. CONTRACTOR does not warrant any connection to,
transmission over, nor results of use of, any network connection or
facilities provided, nor any third-party applications and software obtained
by, for, or on behalf of COUNTY. CONTRACTOR assumes no
responsibility for any damages suffered by the COUNTY, including, but
not limited to, server down time, loss of data, loss of business,
misdeliveries, delays, non- deliveries, access speed, or service
interruptions of any kind. COUNTY acknowledges that the information
available through the interconnecting networks may not be accurate.
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CONTRACTOR has no control or authority over such information and
shall not be liable for the quality, accuracy, or validity of the
data/information gathered from the Internet. Use of information gathered
through the use of CONTRACTOR services is at the risk of the
COUNTY.
E) ADDITIONAL SERVICES
CONTRACTOR may provide additional services for an additional
charge. Charges will be as identified in Section VII-E of this Agreement;
or, if not included in this Agreement, charges will be at CONTRACTOR’s
pricing in effect at the time such goods or services are provided. Any
additional services requested by COUNTY and determined by
CONTRACTOR to be billable by CONTRACTOR must be identified as a
chargeable service prior to the service being performed and must be
approved in writing in advance by COUNTY’s Contract Administrator (as
defined in Section IV-A. Additional services may include, but are not
limited to, the following:
1. ADDITIONAL TRAINING
CONTRACTOR will conduct “train-the-trainer” training of COUNTY
staff at a COUNTY designated location for five consecutive days as
specified in CONTRACTOR’s Response to RFP No. 208-5465. Beyond
that, additional training at a County facility is available upon request by
COUNTY at an additional charge under the terms of this Agreement.
Requests for additional training will be reviewed by CONTRACTOR and
must be requested in writing in advance by COUNTY’s Contract
Administrator. Charges will be at rates identified in this Agreement.
2. CUSTOMER SITE VISITS
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Site visits to COUNTY sites, as may be requested in writing by
COUNTY and that are within the scope of the project services, are
available for reasons such as, (1) additional system training on hardware
or software usage; and (2) additional consultation on website services.
Site visits outside of the scope of project services will be reviewed by
CONTRACTOR and must be requested in writing in advance by the
COUNTY’s Contract Administrator. Charges will be at CONTRACTOR’s
then current rates.
3. CUSTOM PROGRAMMING
Requests for supplemental programming or customization of System
features not covered under this Agreement are available to COUNTY.
Such requests will be reviewed by CONTRACTOR and must be requested
in writing in advance by the COUNTY’s Contract Administrator. Charges
will be at rates identified in Section VII. E. of this Agreement.
F) CONTRACTOR’S PROJECT COORDINATOR
Upon execution of this Agreement, CONTRACTOR shall appoint a Project
Coordinator who will act as the primary contact person to interface with COUNTY
for implementation, maintenance and support of System Software.
IV. OBLIGATIONS OF THE COUNTY
A) COUNTY CONTRACT ADMINISTRATOR
COUNTY appoints its Chief Information Officer (CIO) or his/her
designee, as COUNTY's Contract Administrator with full authority to deal
with CONTRACTOR in all matters concerning this Agreement.
B) SAFEGUARDING SYSTEM SOFTWARE
COUNTY will follow its current practices to safeguard System Software
delivered to COUNTY by CONTRACTOR. A copy of COUNTY’S “Information
Technology (IT) Standards and Preferences” will be made available upon request .
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C) ACCEPTANCE TESTING
COUNTY shall notify CONTRACTOR of Final System Acceptance when
System Software has been successfully tested and satisfactorily performs all
functions necessary pursuant to this Agreement, and all deliverables identified in
this Agreement as required for acceptance have been received by COUNTY.
D) ACCEPTANCE TESTING PROCESS
Following System Installation, CONTRACTOR shall test the System
along with COUNTY personnel.
E) COUNTY PROJECT MANAGER
Upon execution of this Agreement, COUNTY’s Contract Administrator shall
designate an individual from ISD who will function as Project Manager with
responsibility for day-to-day management of the project for implementation of the
System Software. The Project Manager and COUNTY personnel shall have the
necessary and appropriate training and experience to implement the terms of this
Agreement. COUNTY acknowledges CONTRACTOR’S reliance on same.
F) OTHER COUNTY OBLIGATIONS
Technical assistance from COUNTY’s ISD staff will be provided during
the performance of the installation of the System Software. In particular,
COUNTY will provide:
a. Network connectivity and troubleshooting assistance.
b. Ability to monitor network traffic and isolate bottlenecks.
c. Technical assistance concerning the integration with existing
COUNTY systems (if applicable).
d. Expertise to handle issues with PCs, printers, and cabling before,
during, and after rollout.
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G) RIGHTS REGARDING CONTENT
COUNTY warrants that it holds all rights and/or licenses necessary to
display all of the images, data, information or other items supplied by
COUNTY and being displayed on the COUNTY’s web pages during the
effective period of this Agreement. COUNTY will retain ownership of all
information and content (including COUNTY-provided logos and images)
owned exclusively by COUNTY and provided by COUNTY for use on its
website. COUNTY shall supply all necessary information to
CONTRACTOR in a timely manner in digital format including without
limitation copy, text, audio files, video files, pdf files, photographs, artwork
and preexisting graphics. CONTRACTOR is not responsible for content
migrated by COUNTY or any third party. COUNTY expressly authorizes
CONTRACTOR to display and/or modify any COUNTY-supplied images,
data, information and other items in connection with the services provided
herein.
H) CONTRACTOR’S MARK
COUNTY agrees that CONTRACTOR may place in the website footer
an unobtrusive text link reading “Created by Vision” or the equivalent.
CONTRACTOR’s footer text credit shall always be linked to a
CONTRACTOR web page.
V. TERM
This Agreement shall become effective on the date first written hereinabove and continue
for a term of three (3) years (the “Initial Term”), with the option for two (2), one (1) year
extensions thereafter, upon written authorization from County’s Director of Internal
Services/Chief Information Officer or his/her designee and payment of all annual Fees.
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VI. TERMINATION
A) NON-ALLOCATION OF FUNDS
The terms of this Agreement, and the services to be provided
thereunder, are contingent on the approval of funds by the appropriating
government agency. Should sufficient funds not be allocated, the services
provided may be modified, or this Agreement terminated, at any time by
giving the CONTRACTOR thirty (30) days advance written notice.
B) BREACH OF CONTRACT
The COUNTY may immediately suspend or terminate this Agreement
in whole or in part, where there is:
1) An illegal or improper use of funds;
2) A failure to comply with any term of this Agreement;
3) A substantially incorrect or incomplete report submitted to the
COUNTY;
4) Improperly performed service.
In no event shall any payment by the COUNTY constitute a waiver by
the COUNTY of any breach of this Agreement or any default which may
then exist on the part of the CONTRACTOR. Neither shall such payment
impair or prejudice any remedy available to the COUNTY with respect to
the breach or default.
CONTRACTOR may, upon thirty (30) days prior written notice to
COUNTY, terminate this Agreement if COUNTY fails to comply with any
material term or condition of this Agreement unless COUNTY cures such
failure within such thirty (30) day period, or other such timeframe as may
be mutually agreed upon in writing by the parties.
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C) WITHOUT CAUSE
Under circumstances other than those set forth above, this Agreement
may be terminated by COUNTY upon the giving of thirty (30) days
advance written notice of an intention to terminate to CONTRACTOR.
COUNTY shall permanently delete all copies of the SYSTEM upon
termination of this Agreement.
VII. COMPENSATION/INVOICING
COUNTY agrees to pay CONTRACTOR and CONTRACTOR agrees to
receive compensation as follows:
A) ONE-TIME FEES FOR PROFESSIONAL SERVICES, INSTALLATION,
TRAINING, CONTENT MIGRATION, AND PROJECT MANAGEMENT
1. Development / Professional Services / Project Management with
Content Consulting Plus/2 consecutive days Training $53,570.00
2. Onsite Consulting (2 consecutive days) $6,110.00
3. Premium Design (2 additional design concepts) $4,840.00
4. Advanced Design Package *Plus $ 9,500.00
5. Website Analysis (UX) Package *Plus $ 3,000.00
6. Intranet Website Professional Services $16,955.00
7. Additional Training (3 consecutive days) $3,750.00
Total One-time fees $ 97,725.00
B) PAYMENT SCHEDULE FOR ONE-TIME FEES
1. 10% upon all parties signing this Agreement.
2. 20% upon delivery of homepage wireframe
3. 20% upon delivery of the draft homepage design concepts
4. 20% upon System Installation of Licenses.
5. 20% within 21 days after Completion.
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6. 10% upon Final System Acceptance, or after training, whichever comes
later.
C) NOT TO EXCEED AMOUNT FOR ONE-TIME FEES
It is understood and agreed that the dollar figures listed he reinabove for
one-time fees include applicable taxes which may be subject to change during the
period for scheduled payments. In no event shall services performed under this
Agreement exceed $97,725.00 for one-time fees.
D) VisionLIVETM ANNUAL MAINTENANCE, SUPPORT, AND HOSTING
FEES (“Subscription Services”):
Excepting Premium Disaster Recovery fees totaling $4,800.00, all
other Subscription Services provided for the County during the first year of
the Agreement shall be at no cost to COUNTY. CONTRACTOR shall
invoice COUNTY $24,240.00 per year for all Subscription Services
beginning the second year of this Agreement, which rate shall be
increased by five percent (5%) per year, for each year of the Term,
inclusive of renewal periods. Such annual fees are paid annually and in
advance. Excepting termination by COUNTY in accordance with Section
VI-B hereinabove, COUNTY shall not be entitled to a prorated refund of
any unused such fees should COUNTY terminate this contract prior to
expiration of the one year period for which such fees were paid.
CONTRACTOR shall invoice COUNTY annually for Subscription Services
as follows:
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1. Year One Total Annual Maintenance,
Support, and Hosting Fees $4,800.00
2. Year Two Total Annual Maintenance,
Support, and Hosting Fees $24,240.00
3. Year Three Total Annual Maintenance,
Support, and Hosting Fees $25,452.00
4. Year Four Total Annual Maintenance,
Support, and Hosting Fees $ 26,724.60
5. Year Five Total Annual Maintenance,
Support, and Hosting Fees $28,060.83
TOTAL FOR SUBSCRIPTION SERVICES
YEARS ONE THROUGH FIVE: $109,277.43
E) ADDITIONAL LICENSE/SERVICE FEES:
Optional, additional services and software provided under this
Agreement may include, but are not limited to:
1. Website exceeding 250GB $50.00/month per 5GB increment
2. Graphic Design, Training Billable Service / Hour $ 125.00
3. Quality Assurance, Testing, Debugging, Technical Support,
Webmaster Services, HTML Programming Billable Service / Hour
$105.00
4. Graphic Production Billable Services / Hour $ 95.00
5. Content Migration Billable Services / Hour $ 85.00
6. Advanced Subsite $ 12,000.00
7. 1st Advanced Subsite Annual Maintenance $ 3,250.00
8. Subsequent Advanced Subsite Annual Maintenance$ 2,250.00
9. Basic Subsite $ 7,500.00
10. 1st Basic Subsite Annual Maintenance $ 2,500.00
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11. Subsequent Basic Subsite Annual Maintenance $ 1,500.00
12. 1st Design Theme $ 2,500.00
13. Subsequent Design Theme $ 1,250.00
14. Consulting, Project Management, Database Design, Dynamic
Programming, Billable Services / Hour $ 135.00
CONTRACTOR may increase the above-noted Additional
License/Services Fees upon thirty (30) days' advance written notice to
COUNTY, provided that CONTRACTOR shall not increase such fees
more than once in any one year period, and provided further that each
increase will not exceed the then-current fees by five percent (5%) per
year.
Additional Service Fees shall only be paid to CONTRACTOR if any
such services set forth hereinabove are performed by CONTRACTOR
upon COUNTY’s written request. The Advanced Subsites, Basic Subsites,
or Design Themes (“Department Branding”) must be procured by
COUNTY on or before Acceptance Testing begins. Thereafter,
Department Branding is available subject to service availability and
CONTRACTOR’S then-prevailing fees, which may not exceed 5% of the
listed fees. In no event shall Additional Service Fees exceed $ 20,000.00
for each year this Agreement is in force.
F) TOTAL CONTRACT AMOUNT
In no event shall services performed under this Agreement be in
excess of $307,003.00 during the entire possible five (5) year term of this
Agreement. It is understood that all expenses incidental to
CONTRACTOR'S performance of services under this Agreement shall be
borne by CONTRACTOR.
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G) INVOICING
CONTRACTOR shall submit invoices (which must reference the
provided contract number), either electronically or via mail (and must
reference the provided contract number on the invoice) to the County of
Fresno ISD, Accounts Payable, 333 W. Pontiac Way, Clovis, CA. 93612 or
Accounts Payable (ISDBusinessOffice@Co.Fresno.Ca.US). COUNTY will
pay CONTRACTOR within forty-five (45) days of receipt of an approved
invoice, by mail addressed to CONTRACTOR’s remittance address at 222
N. Sepulveda Blvd., Suite 1500, El Segundo, CA 90245.
VIII. INDEPENDENT CONTRACTOR:
In performance of the work, duties and obligations assumed by
CONTRACTOR under this Agreement, it is mutually understood and agreed that
CONTRACTOR, including any and all of the CONTRACTOR'S officers, agents,
and employees will at all times be acting and performing as an independent
CONTRACTOR, and shall act in an independent capacity and not as an officer,
agent, servant, employee, joint venture, partner, or associate of the COUNTY.
Furthermore, COUNTY shall have no right to control or supervise or direct the
manner or method by which CONTRACTOR shall perform its work and function.
However, COUNTY shall retain the right to administer this Agreement so as to
verify that CONTRACTOR is performing its obligations in accordance with the
terms and conditions thereof.
CONTRACTOR and COUNTY shall comply with all applicable provisions of
law and the rules and regulations, if any, of governmental authorities having
jurisdiction over matters the subject thereof.
Because of its status as an independent CONTRACTOR, CONTRACTOR
shall have absolutely no right to employment rights and benefits available to
COUNTY employees. CONTRACTOR shall be solely liable and responsible for
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providing to, or on behalf of, its employees all legally-required employee benefits.
In addition, CONTRACTOR shall be solely responsible and save COUNTY
harmless from all matters relating to payment of CONTRACTOR'S employees,
including compliance with Social Security withholding and all other regulations
governing such matters. It is acknowledged that during the term of this
Agreement, CONTRACTOR may be providing services to others unrelated to the
COUNTY or to this Agreement.
IX. CONFIDENTIALITY
A Party receiving Information (defined below) of the other will not disclose
such Information other than to persons in its organization who have a need to
know and who will be required to comply with this Section. The Party receiving
Information will not use such Information for a purpose inconsistent with the terms
of this Agreement. “Information” means the Software, Documentation and all
information and intellectual property related thereto (including, but not limited to all
databases provided to COUNTY by CONTRACTOR whether created by
CONTRACTOR or its third party licensors such as, without limitation, the mapping
product databases) as well as information related to the business of
CONTRACTOR or COUNTY. Information will not include: (i) information publicly
known prior to disclosure; (ii) information coming into the lawful possession of the
recipient without any confidentiality obligation; and (iii) information required to be
disclosed pursuant to regulatory action or court order, provided adequate prior
written notice of any request to disclose is given to the Party whose information is
to be disclosed. Each Party will exercise at least the same degree of care to
safeguard the confidentiality of the other’s Information as it does to safeguard its
own proprietary confidential information, but not less than a reasonable degree of
care.
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X. MODIFICATION
Any matters of this Agreement may be modified from time to time by the
written consent of all the parties without, in any way, affecting the remainder.
XI. NON-ASSIGNMENT
Neither party shall assign, transfer or sub-contract this Agreement nor their
rights or duties under this Agreement without the prior written consent of the other
party, except that CONTRACTOR may assign this Agreement without COUNTY’s
consent to an “Affiliate” of CONTRACTOR or in connection with an acquisition of
CONTRACTOR, merger (whether CONTRACTOR is the surviving or
disappearing entity) or consolidation of CONTRACTOR with another entity, or in
connection with the sale, assignment, or majority t ransfer of any stock,
membership or other ownership interest in CONTRACTOR. “Affiliate” shall mean
(a) a domestic entity formed, existing and governed pursuant to the laws of one of
the fifty (50) states of the United States of America (or the District of Columbia)
controlling, controlled by, or under common control with CONTRACTOR.
XII. HOLD HARMLESS
Except as provided in Section III-D hereinabove, CONTRACTOR agrees to
indemnify, save, hold harmless, and at COUNTY'S request, defend the COUNTY,
its officers, agents, and employees from any and all costs and expenses,
damages, liabilities, claims, and losses occurring or resulting to COUNTY in
connection with the performance, or failure to perform, by CONTRACTOR, its
officers, agents, or employees under this Agreement, and from any and all costs
and expenses including attorney’s fees and court costs, damages, liabilities,
claims, and losses occurring or resulting to any person, firm, or corporation who
may be injured or damaged by the performance, or failure to perform, of
CONTRACTOR, its officers, agents, or employees under this Agreement.
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XIII. INSURANCE
Without limiting the COUNTY's right to obtain indemnification from
CONTRACTOR or any third parties, CONTRACTOR, at its sole expense, shall
maintain in full force and effect, the following insurance policies throughout the
term of the Agreement:
A) COMMERCIAL GENERAL LIABILITY
Commercial General Liability Insurance with limits of not less than One
Million Dollars ($1,000,000) per occurrence and an annual aggregate of
Two Million Dollars ($2,000,000). This policy shall be issued on a per
occurrence basis. COUNTY may require specific coverages including
completed operations, products liability, contractual liability, Explosion -
Collapse-Underground, fire legal liability or any other liability insurance
deemed necessary because of the nature of this contract.
B) AUTOMOBILE LIABILITY
Comprehensive Automobile Liability Insurance with limits for bodily
injury of not less than Two Hundred Fifty Thousand Dollars ($250,000.00)
per person, Five Hundred Thousand Dollars ($500,000.00) per accident
and for property damages of not less than Fifty Thousand Dollars
($50,000.00), or such coverage with a combined single limit of Five
Hundred Thousand Dollars ($500,000.00). Coverage should include
owned and non-owned vehicles used in connection with this Agreement.
C) PROFESSIONAL LIABILITY
If CONTRACTOR employs licensed professional staff, (e.g., Ph.D.,
R.N., L.C.S.W., M.F.C.C.) in providing services, Professional Liability
Insurance with limits of not less than One Million Dollars ($1,000,000.00)
per occurrence, Three Million Dollars ($3,000,000.00) annual aggregate.
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D) WORKER'S COMPENSATION
A policy of Worker's Compensation insurance as may be required by
the California Labor Code.
CONTRACTOR shall obtain endorsements to the Commercial General
Liability insurance naming the County of Fresno, its officers, agents, and
employees, individually and collectively, as additional insured, but only
insofar as the operations under this Agreement are concerned. Such
coverage for additional insured shall apply as primary insurance and any
other insurance, or self-insurance, maintained by COUNTY, its officers,
agents and employees shall be excess only and not contributing with
insurance provided under CONTRACTOR's policies herein. This
insurance shall not be cancelled or changed without a minimum of thirty
(30) days advance written notice given to COUNTY.
Within Thirty (30) days from the date CONTRACTOR executes this
Agreement, CONTRACTOR shall provide certificates of insurance and
endorsement as stated above for all of the foregoing policies, as required
herein, to the County of Fresno, Robert Bash, Chief Information Officer,
333 W. Pontiac Way, Clovis CA 93612, stating that such insurance
coverages have been obtained and are in full force; that the County of
Fresno, its officers, agents and employees will not be responsible for any
premiums on the policies; that such Commercial General Liability
insurance names the County of Fresno, its officers, agents and
employees, individually and collectively, as additional insured, but only
insofar as the operations under this Agreement are concerned; that such
coverage for additional insured shall apply as primary insurance and any
other insurance, or self-insurance, maintained by COUNTY, its officers,
agents and employees, shall be excess only and not contributing with
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insurance provided under CONTRACTOR's policies herein; and that this
insurance shall not be cancelled or changed without a minimum of thirty
(30) days advance, written notice given to COUNTY.
In the event CONTRACTOR fails to keep in effect at all times
insurance coverage as herein provided, the COUNTY may, in addition to
other remedies it may have, suspend or terminate this Agreement upon
the occurrence of such event.
All policies shall be with admitted insurers licensed to do business in
the State of California. Insurance purchased shall be purchased from
companies possessing a current A.M. Best, Inc. rating of A FSC VII or
better.
XIV. AUDITS AND INSPECTIONS
CONTRACTOR shall at any time during CONTRACTOR’S normal
business hours, and upon prior written notice, as often as the COUNTY may
deem necessary, make available to the COUNTY for examination all of its records
and data with respect to the matters covered by this Agreement. CONTRACTOR
shall, upon request by the COUNTY, permit the COUNTY to audit and inspect all
of such records and data necessary to ensure CONTRACTOR'S compliance with
the terms of this Agreement. Any such examinations or audits shall be at the
COUNTY’S expense.
If this Agreement exceeds ten thousand dollars ($10,000.00),
CONTRACTOR shall be subject to the examination and audit of the Auditor
General for a period of three (3) years after final payment under contract
(Government Code Section 8546.7).
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XV. NOTICES
A) AUTHORITY TO GIVE AND RECEIVE NOTICES
The following persons (with addresses noted below) have authority to
give and receive notices under this Agreement:
COUNTY OF FRESNO CONTRACTOR
Robert Bash Katrina Bondoc
Chief Information Officer Associate Counsel, Commercial
Contracts
333 W. Pontiac Way 222 N. Sepulveda Blvd., Suite 1500
Clovis, CA 93612 El Segundo, CA 90245
Any and all notices between the COUNTY and the CONTRACTOR
provided for or permitted under this Agreement or by law shall be in writing and
shall be deemed duly served when personally delivered to one of the parties, or in
lieu of such personal services, when deposited in the United States Mail, postage
prepaid, addressed to such party or by electronic mail sent to and confirmed by
CONTRACTOR at CONTRACTOR’s email address or by COUNTY at COUNTY’s
email address.
B) PRIMARY ESCALATION CONTACT INFORMATION
The persons and their contact information that the COUNTY or
CONTRACTOR can use to escalate problems or situations:
(1)
COUNTY CONTRACTOR
Contact # 1: Contact # 1:
Daniel Moore Jung Yoon
Information Technology
Manager
Senior Director of Operations
Office Phone: (559) 600-5800 Office Phone: (310) 656-3100
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Email: dmoore@co.fresno.ca.us Email jyoon@visioninternet.com
(2)
COUNTY CONTRACTOR
Contact # 2: Contact # 2:
Mark Zack Yuliang Ding
Information Technology Division
Manager
Director of Software Development
Office Phone: (559) 600-5800 Office Phone: (310) 656-3100
Cell Phone: (559) 349-0210
Email: mzack@co.fresno.ca.us Email yding@visioninternet.com
XVI. GOVERNING LAW
Venue for any action arising out of or related to this Agreement shall only
be in Fresno County, California.
The rights and obligations of the parties and all interpretation and
performance of this Agreement shall be governed in all respects by the laws of
the State of California. The Uniform Computer Information Transactions Act or
any version thereof, adopted by any state in any form (“UCITA”), shall not apply to
this Agreement and, to the extent that UCITA is applicable, the parties agree to
opt-out of its applicability pursuant to its provisions.
XVII. DISCLOSURE OF SELF-DEALING TRANSACTIONS
This provision is only applicable if the CONTRACTOR is operating as a
corporation (a for-profit or non-profit corporation) or if during the term of this
agreement, the CONTRACTOR changes its status to operate as a corporation.
Members of the CONTRACTOR’s Board of Directors shall disclose any
self-dealing transactions that they are a party to while CONTRACTOR is providing
goods or performing services under this agreement. A self -dealing transaction
shall mean a transaction to which the CONTRACTOR is a party and in which one
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or more of its directors has a material financial interest. Members of the Board of
Directors shall disclose any self-dealing transactions that they are a party to by
completing and signing a Self-Dealing Transaction Disclosure Form (Exhibit F)
and submitting it to the COUNTY prior to commencing with the self -dealing
transaction or immediately thereafter.
XVIII. STATUTE OF LIMITATIONS
Any cause of action of COUNTY with respect to the services provided
hereunder must be instituted within one year after the claim or cause of action has
arisen or be forever barred.
XIX. SURVIVAL
The terms and conditions of Sections III-D(Limited Warranty), IX
(Confidentiality), XVI (Governing Law & Venue), and XIX (Survival) shall survive
any termination or expiration of this Agreement.
XX. ENTIRE AGREEMENT
This Agreement constitutes the entire agreement between the
CONTRACTOR and COUNTY with respect to the subject matter hereof and
supersedes all previous Agreement negotiations, proposals, commitments,
writings, advertisements, publications, and understandings of any nature
whatsoever unless expressly included in this Agreement. In the event of any
inconsistency in interpreting the documents comprising this Agreement, the
inconsistency shall be resolved by giving precedence in the following order of
priority: (1) the text of this Agreement (excluding the RFP and the Response); (2)
the RFP; and (3) the Response.
//
//
//
//
1 IN WITNESS WHEREOF , the parties hereto have executed this Agreement as of the
2 day and year first hereinabove written .
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1ef Executive Officer
7 Print Name & Title
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DATE :
. Bash
Director of Internal Services/
Chief Information Officer
APPROVED AS TO LEGAL FORM
FOR ACCOUNTING USE ONLY :
FUND : 1020
SUBCLASS : 10000
ORG NO .: 8905
ACCOUNT NO .: 7309
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CO ~~y ~J:SNO
BRIAN PACHECO, Chairman , Board of Supervisors
ATIEST:
BERNICE E . SEIDEL, Clerk
Board of Supervisors
By ~~~b ef .
Deputy
REVIEWED & RECOMMENDED FOR
APPROVAL
OMMENDED FOR APPROVAL
A PPROVED AS TO ACCOUNTING FORM
~~~~rtf
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EXHIBIT C
PART I: Website Development
A) Included Services
Pursuant to the terms herein, CONTRACTOR agrees to provide website
development services as provided below in exchange for payment of fees and
compliance with the terms and conditions of this Exhibit C and the Agreement.
Website development services, as specified in CONTRACTOR’s Response to
RFP No 208-5465, include the following:
1) Content Consulting Plus. CONTRACTOR will conduct on-site
consultation meetings (not to exceed a total of 5 days) as outlined in
the following agenda:
(a) Analytics Report – CONTRACTOR will review one year’s
worth of COUNTY’s website analytics and provide direction
and suggestions on content revisions.
(b) Customized Content Strategy - Based on COUNTY’s internal
structure, CONTRACTOR will spend one day consulting with
COUNTY on how to edit current content, how to roll out
content strategy plan to COUNTY’s content editors, website
governance and best practices. If necessary, CONTRACTOR
may return for another day to meet with COUNTY’s project
stakeholders to present the customized content strategy.
(c) Writing for the Web Training – CONTRACTOR will provide
one day of onsite training to
(i) Review content editing process and roll-out content
strategy plan to departments; and
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(ii) Conduct personalized content strategy and
customized plain language training for departments.
Training materials include:
1) Content development and migration best practices
handout
2) Website content best practices handout
3) Website persona handout
4) Communicating with your audience handout
5) Task process evaluation handout
6) Customized plain language handouts
7) Writing for the Web textbook
Upon COUNTY’s request, CONTRACTOR will perform one hour
of remote follow-up consultation via WebEx.
2) Navigation and Graphic Design with Premium Design and Design
Package Plus.
Based on the results from the Advanced Website Analysis, the
CONTRACTOR will consult with COUNTY on how to organize Client website
content. Based on this consultation, the CONTRACTOR will create a homepage
layout wireframe that shows the placement of key information and dynami c
content. The COUNTY will review the homepage layout wireframe and may
provide feedback to CONTRACTOR. The COUNTY will choose option(s) from, or
a combination of, the following: (a) video background homepage with interior
pages; (b) video/image carousel background homepage with interior pages; (c)
anchored scrolling homepage; (d) cards/tiles homepage; or (e) parallax
homepage. The CONTRACTOR will then provide COUNTY with three draft
homepage design concepts via COUNTY-accessible software or as an email
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attachment. COUNTY will select one homepage design concept. The
CONTRACTOR will revise the selected homepage design concept. After
COUNTY reviews the final homepage design concept, the CONTRACTOR will
provide three interior page designs per layouts available from CONTRACTOR.
The CONTRACTOR will deliver the following:
(i) Advanced Website (UX) Analysis
(ii) Three homepage design concepts
(iii) Approved homepage design
(iv) Up to three interior page templates
(v) Option(s) from the following:
1) video background homepage with interior pages
2) video/image carousel background homepage with interior
pages;
3) anchored scrolling homepage;
4) cards/tiles homepage; and
5) parallax homepage.
(vi) Responsive Website Design with visionDesignerTM
3) Integration of Third-Party Components and Databases.
(i) Active Directory
(ii) Google Translate Integration
(iii) SMS Component
(iv) Additional HTML Template
The CONTRACTOR will provide COUNTY an HTML template that
vendors of third-party components can use. CONTRACTOR will also integrate
links to these third-party components into the overall website navigation.
Additional web-interfaces with third-party databases and systems are outside
the scope of work of this Exhibit C.
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B) TRAINING
CONTRACTOR will conduct “train-the-trainer” training of COUNTY
staff at a COUNTY designated location for five consecutive days as
specified in CONTRACTOR’s Response to RFP No 208-5465.
C) Additional Website Development Terms and Conditions
1) CONTRACTOR will develop website frontend to be compatible with
Internet Explorer 9, 10, and 11, and the latest released versions at
the time of Completion of: Firefox, Chrome, and Safari. Website
backend will be compatible with Internet Explorer 9, 10, and 11, and
the latest released version of Chrome and Firefox at the time of
Completion. Website may not be compatible with previous or future
versions. Website backend will be optimized for 1024 x 768 pixels
resolution or above. COUNTY understands and agrees that the
website will be developed with Hypertext Markup Language
(“HTML”), CSS, JavaScript, and Microsoft ASP.NET (“MS-ASP”)
interfaced with a database created in Microsoft SQL Server (“MS-
SQL”). COUNTY understands and agrees that the website is
developed to run on a Microsoft Windows Server 2012 (“MS-
Server”), or later. Responsive Website Design with visionMobile
DesignerTM mobile browsers will be compatible with the latest
released versions at the time of Completion of iOS Safari, Android
Chrome, and Windows Phone 7 Internet Explorer, but may not be
compatible with previous or future versions. COUNTY is
responsible for the costs of all software licensing. All of the web
browsers listed in this section, and any others added by
CONTRACTOR at its discretion are herein referred to collectively as
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the “Supported Web Browsers”.
2) CONTRACTOR will design the website frontend navigation and
graphic design to be generally compliant with WCAG 2.0 A.
COUNTY further understands and agrees that content, website
backend, and third-party tools may not be compliant with Section
508 or WCAG 2.0.
//
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PART II: visionLiveTM subscription services, plus edition
A) Included Subscription Services
Pursuant to the terms herein, CONTRACTOR agrees to provide Hosting
Services, Support Services, and VCMS Licensing Services (collectively
“Subscription Services”) as provided below. CONTRACTOR will provide
Subscription Services to the Client in exchange for payment of fees and
compliance with the terms and conditions of this Addendum and the Agreement
(which includes and incorporates CONTRACTOR’s acceptable use policy (“AUP”)
posted at www.visioninternet.com as such policy may change from time to time).
Subscription Services include the following:
(1) Hosting Services. CONTRACTOR will provide shared website
hosting on a Microsoft Windows Server and shared database hosting on a
Microsoft SQL Server for one (1) unique VCMS website. The shared server
hosting service includes:
(a) SOC-certified datacenter
1) Full hardware redundancy
2) Redundant generator backup
3) Daily data backups
4) Intrusion protection
5) 24/7 monitoring
6) 99.9% uptime
7) DDoS mitigation service
8) Up to 250 GB of website content storage
9) Premium Disaster Recovery Services. CONTRACTOR
will provide, in a separate colocation facility (“DR Facility”),
shared website hosting on an additional Microsoft Windows
Server and shared database hosting on an additional Microsoft
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SQL Server for one (1) unique VCMS website. The Premium
Disaster Recovery Service includes:
(i) Data replication from primary hosting facility to DR
Facility initiated every 15 minutes at minimum.
(ii) In the event of hardware failure, power failure, internet
failure or natural disaster impacting CONTRACTOR’s
primary hosting facility (collectively, “Failure”), Client’s
website will failover to CONTRACTOR’s DR facility.
Failure shall exclude the following non-exhaustive
occurrences: routine or scheduled maintenance;
modifications by Client or its designee, including
modifications to hosting settings; or Distributed Denial
of Service (DDoS) attacks that succeed in overcoming
CONTRACTOR’s third-party provided DDoS defense.
CONTRACTOR guarantees that a website outage
resulting from a Failure shall not exceed 5 minutes. If
the outage exceeds 5 minutes, then the following
applicable credit shall be reflected in Client’s next
invoice following the outage:
Outage from Failure Exceeding 5
Minutes in One Calendar Month
Credit
One occurrence exceeding 5 minutes 50% of Client’s Premium DR Fees for
the applicable month
Two or more occurrences with each
exceeding 5 minutes
100% of Client’s Premium DR Fees for
the applicable month
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Any recovery exceeding 30 minutes,
regardless of number of occurrence in
one calendar month
100% of Client’s Premium DR Fees for
the applicable month
A. Downtime. “Downtime" shall be defined as System non-
availability due to System Software error, malfunction, or Warranted
Problem, or due to System Maintenance activity other than in
accordance with the scheduling parameters set forth in this
Agreement. Examples of Downtime include, without limitation:
(i) One (1) or more COUNTY facilities cannot access the
System for reasons within CONTRACTOR'S Control;
or
(ii) Any functional Component of the System or Interface
is not available and is within CONTRACTOR'S control.
COUNTY requires that there be no unscheduled Downtime for
routine maintenance of the Application Software. COUNTY will
accept occasional scheduled Downtime for significant non-routine
Updates and maintenance to be scheduled by CONTRACTOR.
Non-routine maintenance includes such tasks as major System
Software version Updates. CONTRACTOR shall use its best
efforts to keep scheduled Downtime for non-routine maintenance to
a minimum and if required.
(2) Support Services. Support Services is defined as technical
support, account management, and education and training for the VCMS.
First Production Use will be identified by COUNTY and communicated to
CONTRACTOR. CONTRACTOR will support day-to-day operation of the
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System as follows:
(i) CONTRACTOR will provide Support Services to a designated Client
account manager, system administrator or webmaster. Technical
support is generally available by email and telephone from 6:00 AM
to 6:00 PM Pacific Time Monday through Friday excluding holidays
(“Business Hours”), with emergency support available 24 hours a
day, 7 days a week. An emergency is defined as Client’s website
being down for more than ten (10) minutes.
(ii) Support Services also include:
A) Dedicated Account Manager
B) Account Management*
a. Semi-annual account reviews (Health
Checks)
b. Semi-annual site analytics report
c. Semi-annual graphics site audit
d. Up to 30 hours of site improvement
credits**
* Health Checks, Site Analytics Report and Graphics Site Audit will not be performed until the
second year of the Agreement and every year thereafter.
** Thirty site improvement credits will be available beginning the second year of the
Agreement and every year thereafter within the Initial Term. Any unused hours in a given
year may be carried over to the following year within the Initial Term. Site improvement
credits expire at the end of the Initial Term and will not carry over beyond the Initial Term.
C) Education and Training
a. Training and best practices webinars
b. Access to On-Demand Training Library
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c. On-going new feature training (via remote
meeting service)
d. Monthly office hours (via remote meeting
service)
(3) VCMS Licensing Services. CONTRACTOR will provide a license
to the Plus edition of the VCMS, which includes the following functionalities
indicated by the applicable check marks:
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1) Additional Interactive Components and Features
(a) None at this time.
2) VCMS Licensing Services include:
(a) Periodic functional enhancements.
(b) New visionLiveTM Interactive Components that may be
released from time to time by CONTRACTOR.
(c) Bug fixes to the VCMS code.
(d) Updates to provide compatibility to future versions of
Supported Web Browsers (as listed in Addendum A) within
three months of their release. Compatibility with previous
versions of Supported Web Browsers is not guaranteed.
(e) SYSTEM UPDATES. From time to time CONTRACTOR will
develop and provide System Updates to COUNTY for the
COUNTY’S licensed CONTRACTOR software. System
Updates shall be subject to the terms and conditions of this
Agreement and shall be deemed licensed System Software
hereunder and will be made available to COUNTY at no
additional charge to COUNTY. System Updates will be made
available to COUNTY at the discretion of CONTRACTOR but
will not be unreasonably withheld.
3) VCMS Licensing Services do not include:
(a) Optional Interactive Components.
(b) Modules, Programs, or Software Applications.
(c) Conversion to new platforms.
(d) Modification of third-party products.
(e) Compatibility with Client’s third-party products.
(f) Website design services.
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(g) NEW PRODUCTS. CONTRACTOR may from time to time
release new software with capabilities substantially different
from or greater than the System Software ("New Products")
and which therefore do not constitute System Updates.
These New Products will be made available to COUNTY
upon terms and at a cost not to exceed CONTRACTOR‘s
then standard rates for customers similarly situated.
(h) All other services not expressly provided for in the Agreement
and its applicable Exhibit(s).
B) Customizations.
The following are customizations provided in Client’s project: None.
Unless Client has retained other Services from CONTRACTOR under
the applicable Addendum, Client is solely and exclusively responsible for
all services not expressly provided for in this Addendum. Any changes,
alterations or modification requested by the Client to its Website may be
subject to a fee to be quoted by a CONTRACTOR representative at the
time of the request. Client may, at any time, upgrade from its current
edition to either a Standard or Plus Edition, as applicable. Client may not,
during the Initial Term (defined below) or any renewal term, downgrade
from its current edition to either a Standard or Basic Edition, as applicable.
Client acknowledges that the Subscription Services may be modified or
improved because of the dynamic nature of technology. CONTRACTOR
may, from time to time, make minor modifications to the Subscription
Services, as a whole or any part thereof. Such minor modifications may be
implemented at any time and without notice to Client. Continued use of the
Subscription Services following any modification shall constitute binding
acceptance of the modification.
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C) Documentation
CONTRACTOR shall provide to COUNTY System Documentation,
which shall consist of electronic media files. The electronic media files
must be printable using PC software normally available at COUNTY.
CONTRACTOR shall provide new System Documentation corresponding
to all new Software Upgrades. COUNTY may print additional copies of all
documentation. All System Documentation is to be used by COUNTY only
for the purposes identified within this Agreement.
D) TECHNICAL INFORMATION
CONTRACTOR will provide technical information to COUNTY from
time to time. Such information may cover areas such as Vision Live
usage, third party software, and other matters considered relevant to
COUNTY by CONTRACTOR. Technical information will be provided at the
discretion of CONTRACTOR, but will not be unreasonably withheld.
E) OPERATING SYSTEM UPDATES
The application must run on a client operating system that is
consistently and currently supported by the operating system vendor.
Applications under maintenance are expected to always be current in
regards to the required client O/S. No outdated or unsupported client O/S
will be implemented on the production network. CONTRACTOR is
expected to keep their software current in order to operate in this
environment. Patches may include critical O/S updates and security
patches.
F) ANTI-VIRUS MANAGEMENT
CONTRACTOR will actively run anti-virus management, where
appropriate, on all application servers and PCs. The application is
expected to perform adequately while anti-virus management is active.
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G) ADHERE TO CHANGE CONTROL PROCESS
COUNTY employs a procedure to implement updates, upgrades, and
version releases to a system that is in production use. This forum allows
ISD to inform staff (Help Desk, Network, Server, Database, Security, and
Analysts) of upcoming changes to a production system. CONTRACTOR
must inform ISD a minimum of 1 week prior to any planned, non -
emergency changes so that the Change Control Process may be followed.
H) PRIVACY REQUIREMENTS
CONTRACTOR shall be responsible for the following privacy and
security safeguards:
To the extent required to carry out the assessment and authorization
process and continuous monitoring, to safeguard against threats and
hazards to the security, integrity, and confidentiality of any COUNTY data
collected and stored by the CONTRACTOR, CONTRACTOR shall afford
the COUNTY access as necessary at CONTRACTOR’s discretion, to the
CONTRACTOR’s facilities, installations, and technical capabilities.
If new or unanticipated threats or hazards are discovered by either the
COUNTY or the CONTRACTOR, or if existing safeguards have ceased to
function, the discoverer shall immediately bring the situation to the
attention of the other party.
I) PROTECTION OF INFORMATION
CONTRACTOR shall be responsible for properly protecting all
information used, gathered, or developed as a result of work under this
Agreement. CONTRACTOR shall also protect all COUNTY data,
equipment, etc. by treating such information as sensitive. It is anticipated
that this information will be gathered, created, and stored within the
Primary Work Location. Should CONTRACTOR personnel remove any
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information from the Primary Work Location, CONTRACTOR shall protect
such information to the same extent it would its own proprietary data
and/or company trade secrets. The use of any information subject to the
Privacy Act will be utilized in full accordance with all rules of conduct
applicable to Privacy Act Information. Notwithstanding the foregoing,
COUNTY may not gather, create, or store bank account information,
cardholder information, or personally identifiable information such as
addresses, driver records, birthdates, or the like on the System and at the
Primary Work Location.
COUNTY will retain unrestricted rights to COUNTY data. The
COUNTY retains ownership of any user created/loaded data and
applications hosted on CONTRACTOR’s infrastructure, as well as
maintains the right to request full copies of these at any time.
Data processed and stored by the various applications within the
network infrastructure shall not contain bank account information,
cardholder information, and other financial information, as well as
personally identifiable information (PII). This data and PII shall be
protected against unauthorized access, disclosure, modification, theft, or
destruction. CONTRACTOR shall ensure that the facilities housing the
network infrastructure are physically secure.
The data must be available to the COUNTY upon request within a
reasonable timeframe, and shall not be used for any other purpose other
than that specified herein. The CONTRACTOR shall provide requested
data via File Transfer Protocol to COUNTY’S FTP account and shall be
billed at CONTRACTOR’S then-prevailing rate for Technical Support,
which is currently $105.00/hour.
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No data shall be released by the CONTRACTOR without the consent
of the COUNTY in writing. All requests for release must be submitted in
writing to the COUNTY.
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EXHIBIT D
PART I: INTRANET SYSTEM INSTALLATION
A) Included Services
Pursuant to the terms herein, CONTRACTOR agrees to provide intranet
development services as provided below in exchange for payment of fees and
compliance with the terms and conditions of this Exhibit D and the Agreement.
Intranet development services, as specified in CONTRACTOR’s Response to
RFP No 208-5465, include the following:
1) Complete COUNTY’s main website project
2) Replicate the main website including components such as calendar,
news, etc., but excluding optional components provided for an
additional fee
3) Implement the approved Intranet design
4) Migrate or add up to 25 pages
5) Responsive Design
6) Launch the website behind a firewall network
B) Additional Intranet Development Terms and Conditions
The Intranet will be compatible with Internet Explorer 9, 10, and 11, and the
latest released version of Chrome and Firefox at the time of Completion. The
Intranet may not be compatible with previous or future versions. Client
understands and agrees that the intranet will be developed with Hypertext Markup
Language (“HTML”), CSS, JavaScript, and Microsoft ASP.NET (“MS-ASP”)
interfaced with a database created in Microsoft SQL Server (“MS -SQL”). Client
understands and agrees that the website is developed to run on a Microsoft
Windows Server 2012 (“MS-Server”), or later. Responsive Website Design with
visionMobile DesignerTM mobile browsers will be compatible with the latest
released versions at the time of Completion of iOS Safari, Android Chrome, and
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Windows Phone 7 Internet Explorer, but may not be compatible with previous or
future versions. Client is responsible for the costs of all third-party software
licensing. All of the web browsers listed in this section, and any others added by
CONTRACTOR at its discretion are herein referred to collectively as the
“Supported Web Browsers”.
PART II: visionLiveTM subscription services, Standard edition
A) Included Subscription Services
Pursuant to the terms herein, CONTRACTOR agrees to provide Hosting
Services, Support Services, and VCMS Licensing Services (collectively
“Subscription Services”) as provided below. CONTRACTOR will provide
Subscription Services to the Client in exchange for payment of fees and
compliance with the terms and conditions of this Addendum and the Agreement .
Subscription Services include the following:
(1) Hosting Services. CONTRACTOR will provide shared website
hosting on a Microsoft Windows Server and shared database hosting on a
Microsoft SQL Server for one (1) unique VCMS intranet. The shared server
hosting service includes:
(a) SOC-certified datacenter
1) Full hardware redundancy
2) Redundant generator backup
3) Daily data backups
4) Intrusion protection
5) 24/7 monitoring
6) 99.9% uptime
7) DDoS mitigation service
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8) Up to 250 GB of website content storage
A. Downtime. “Downtime" shall be defined as System non-
availability due to System Software error, malfunction, or Warranted
Problem, or due to System Maintenance activity other than in
accordance with the scheduling parameters set forth in this
Agreement. Examples of Downtime include, without limitation:
(i) One (1) or more COUNTY facilities cannot access the
System for reasons within CONTRACTOR'S Control;
or
(ii) Any functional Component of the System or Interface
is not available and is within CONTRACTOR'S control.
COUNTY requires that there be no unscheduled Downtime for
routine maintenance of the Application Software. COUNTY will
accept occasional scheduled Downtime for significant non-routine
Updates and maintenance to be scheduled by CONTRACTOR.
Non-routine maintenance includes such tasks as major System
Software version Updates. CONTRACTOR shall use its best
efforts to keep scheduled Downtime for non-routine maintenance to
a minimum and if required.
(2) Support Services
Support Services is defined as technical support, account management,
and education and training for the unmodified VCMS. First Production Use will be
identified by COUNTY and communicated to CONTRACTOR. CONTRACTOR will
support day-to-day operation of the System as follows:
CONTRACTOR will provide Support Services to a designated Client
account manager, system administrator or webmaster. Technical support is
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generally available by email and telephone from 6:00 AM to 6:00 PM Pacific Time
Monday through Friday excluding holidays (“Business Hours”), with emergency
support available 24 hours a day, 7 days a week. An emergency is defined as
Client’s website being down for more than ten (10) minutes.
Support Services also include:
(b) Dedicated Account Manager
(c) Account Management*
(i) Semi-annual account reviews (Health Checks)
(ii) Semi-annual site analytics report
(iii) Semi-annual graphics site audit
(iv) Up to 15 hours of site improvement cronpedits**
* Health Checks, Site Analytics Report and Graphics Site Audit will not be performed until the
second year of the Agreement and every year thereafter.
** Fifteen site improvement credits will be available beginning the second year of the
Agreement and every year thereafter within the Initial Term. Any unused hours in a given
year may be carried over to the following year within the Initial Term. Site improvement
credits expire at the end of the Initial Term and will not carry over beyond the Initial Term.
(d) Education and Training
(i) Training and best practices webinars
(ii) Access to On-Demand Training Library
(iii) On-going new feature training (via remote meeting
service)
(iv) Monthly office hours (via remote meeting service)
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(3) VCMS Licensing Services.
CONTRACTOR will provide a license to the Standard edition of the VCMS,
which includes the following functionalities indicated by the applicable check
marks:
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1) Additional Interactive Components and Features
(a) None at this time.
2) VCMS Licensing Services include:
(a) Periodic functional enhancements.
(b) New visionLiveTM Interactive Components that may be
released from time to time by CONTRACTOR.
(c) Bug fixes to the VCMS code.
(d) Updates to provide compatibility to future versions of
Supported Web Browsers (as listed in Addendum A) within
three months of their release. Compatibility with previous
versions of Supported Web Browsers is not guaranteed.
(e) SYSTEM UPDATES. From time to time CONTRACTOR will
develop and provide System Updates to COUNTY for the
COUNTY’S licensed CONTRACTOR software. System
Updates shall be subject to the terms and conditions of this
Agreement and shall be deemed licensed System Software
hereunder and will be made available to COUNTY at no
additional charge to COUNTY. System Updates will be made
available to COUNTY at the discretion of CONTRACTOR but
will not be unreasonably withheld.
3) VCMS Licensing Services do not include:
(a) Optional Interactive Components.
(b) Modules, Programs, or Software Applications.
(c) Conversion to new platforms.
(d) Modification of third-party products.
(e) Compatibility with Client’s third-party products.
(f) Website design services.
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(g) NEW PRODUCTS. CONTRACTOR may from time to time
release new software with capabilities substantially different
from or greater than the System Software ("New Products")
and which therefore do not constitute System Updates.
These New Products will be made available to COUNTY
upon terms and at a cost not to exceed CONTRACTOR‘s
then standard rates for customers similarly situated.
(h) All other services not expressly provided for in the Agreement
and its applicable Exhibit(s).
B) Customizations.
The following are customizations provided in Client’s project: None.
Unless Client has retained other Services from CONTRACTOR under
the applicable Addendum, Client is solely and exclusively responsible for
all services not expressly provided for in this Addendum. Any changes,
alterations or modification requested by the Client to its Website may be
subject to a fee to be quoted by a CONTRACTOR representative at the
time of the request. Client may, at any time, upgrade from its current
edition to either a Standard or Plus Edition, as applicable. Client may not,
during the Initial Term (defined below) or any renewal term, downgrade
from its current edition to either a Standard or Basic Edition, as applicable.
Client acknowledges that the Subscription Services may be modified or
improved because of the dynamic nature of technology. CONTRACTOR
may, from time to time, make minor modifications to the Subscription
Services, as a whole or any part thereof. Such minor modifications may be
implemented at any time and without notice to Client. Continued use of the
Subscription Services following any modification shall constitute binding
acceptance of the modification.
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C) Documentation
CONTRACTOR shall provide to COUNTY System Documentation, which
shall consist of electronic media files. The electronic media files must be printable
using PC software normally available at COUNTY. CONTRACTOR shall provide
new System Documentation corresponding to all new Software Upgrades.
COUNTY may print additional copies of all documentation. All System
Documentation is to be used by COUNTY only for the purposes identified within
this Agreement.
D) TECHNICAL INFORMATION
CONTRACTOR will provide technical information to COUNTY from time to
time. Such information may cover areas such as Vision Live usage, third party
software, and other matters considered relevant to COUNTY by CONTRACTOR.
Technical information will be provided at the discretion of CONTRACTOR, but will
not be unreasonably withheld.
E) OPERATING SYSTEM UPDATES
The application must run on a client operating system that is consistently
and currently supported by the operating system vendor. Applications under
maintenance are expected to always be current in regards to the required client
O/S. No outdated or unsupported client O/S will be implemented on the
production network. CONTRACTOR is expected to keep their software current in
order to operate in this environment. Patches may include critical O/S updates
and security patches.
F) ANTI-VIRUS MANAGEMENT
CONTRACTOR will actively run anti-virus management, where
appropriate, on all application servers and PCs. The application is expected to
perform adequately while anti-virus management is active.
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G) ADHERE TO CHANGE CONTROL PROCESS
COUNTY employs a procedure to implement updates, upgrades, and
version releases to a system that is in production use. This forum allows ISD to
inform staff (Help Desk, Network, Server, Database, Security, and Analysts) of
upcoming changes to a production system. CONTRACTOR must inform ISD a
minimum of 1 week prior to any planned, non-emergency changes so that the
Change Control Process may be followed.
H) PRIVACY REQUIREMENTS
CONTRACTOR shall be responsible for the following privacy and security
safeguards:
To the extent required to carry out the assessment and authorization
process and continuous monitoring, to safeguard against threats and hazards to
the security, integrity, and confidentiality of any COUNTY data collected and
stored by the CONTRACTOR, CONTRACTOR shall afford the COUNTY access
as necessary at CONTRACTOR’s discretion, to the CONTRACTOR’s facilities,
installations, and technical capabilities.
If new or unanticipated threats or hazards are discovered by either the
COUNTY or the CONTRACTOR, or if existing safeguards have ceased to
function, the discoverer shall immediately bring the situation to the attention of the
other party.
I) PROTECTION OF INFORMATION
CONTRACTOR shall be responsible for properly protecting all information
used, gathered, or developed as a result of work under this Agreement.
CONTRACTOR shall also protect all COUNTY data, equipment, etc. by treating
such information as sensitive. It is anticipated that this information will be
gathered, created, and stored within the Primary Work Location. Should
CONTRACTOR personnel remove any information from the Primary Work
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Location, CONTRACTOR shall protect such information to the same extent it
would its own proprietary data and/or company trade secrets. The use of any
information subject to the Privacy Act will be utilized in full accordance with all
rules of conduct applicable to Privacy Act Information. Notwithstanding the
foregoing, COUNTY may not gather, create, or store bank account information,
cardholder information, or personally identifiable information su ch as addresses,
driver records, birthdates, or the like on the System and at the Primary Work
Location.
COUNTY will retain unrestricted rights to COUNTY data. The COUNTY
retains ownership of any user created/loaded data and applications hosted on
CONTRACTOR’s infrastructure, as well as maintains the right to request full
copies of these at any time.
Data processed and stored by the various applications within the network
infrastructure shall not contain bank account information, cardholder information,
and other financial information, as well as personally identifiable information (PII).
This data and PII shall be protected against unauthorized access, disclosure,
modification, theft, or destruction. CONTRACTOR shall ensure that the facilities
housing the network infrastructure are physically secure.
The data must be available to the COUNTY upon request within a
reasonable timeframe, and shall not be used for any other purpose other than that
specified herein. The CONTRACTOR shall provide requested data via File
Transfer Protocol to COUNTY’S FTP account and shall be billed at
CONTRACTOR’S then-prevailing hourly rate for Technical Support, which is
currently $105.00.
No data shall be released by the CONTACTOR without the consent of the
COUNTY in writing. All requests for release must be submitted in writing to the
COUNTY.
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Exhibit E
XXI. SERVICE LEVELS for VISIONLIVETM SUBSCRIBERS
By way of example, but not by limitation, a compilation of the deadlines
stated herein is included below for convenience or reference by Vision and the
Subscriber.
Service Level
Required
Level 1 Error Level 2 Error Service Level 3
Request
(time measured from initial report of Error or Extra Work
request to Vision)
Initial Response Due 2 business hours 4 business hours 40 business hours
Correction Required 4 business hours As mutually
agreed, or next
update cycle
As mutually
agreed
Escalation 2 hours 2 business days N/A
XXII. CLASSIFICATION OF SERVICES.
Services are classified as follows:
A) Service Level 1 Error:
An error, which there is no means of circumvention, causing (a) the
Vision-hosted website to be unreachable by public users, or (b) non-
authorized content to be displayed on the Vison-hosted website (i.e.
hacking). Vision is not responsible for downtime or errors associated with
denial of service attacks, distributed denial of service attacks, or
Subscriber’s DNS server unless the DNS server is hosted by the Vision.
Subscriber will check uptime of website via IP address prior to reporting
an Error to Vision. A Level 1 Error does not affect On-Premise
Subscribers. A Level 1 Error is sometimes referred to as “Critical” and
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may be attributed to the content management tool or third-party software
“crashing” Vision’s server, Vision’s hardware failure, or an attack, hack, or
virus on Vision’s server, hardware, or system(s).
B) Service Level 2 Error:
An error, which (a) there is no means of circumvention, (b) renders an
essential component of the content management tool non -functioning, (c)
the Subscriber has encountered while performing regular updates to the
website, and (d) did not occur at the time of the website launch. A Level 2
Error is sometimes referred to as “Urgent”, and usually requires
debugging of programming code.
C) Service Level 3 Request:
A request for programming code and/or graphic changes that the
Subscriber would like Vision to perform. These changes may include
changing programming logic, adding functionality or features, creating new
templates, adding new graphics, or modifying existing graphics. A Service
Level 3 Request is sometimes referred to as “Extra Work” and will be
billed at prevailing hourly rates.
XXIII. SERVICE LEVEL CORRECTION.
For Level 1 and Level 2 Errors, Subscriber may call 888-263-8847 at any
time (seven (7) days a week, twenty four (24) hours a day) to report an Error. For
Service Level 3 Requests, Subscriber may call 888 -263-8847 during normal
business hours (6 a.m. to 6 p.m. PST, Monday through Friday, excluding Federal
and California State holidays), or email accountmanager@visioninternet.com, or
submit the request via Vision’s support services tool. Vision generally responds to
and resolves reported Service Level Errors in accordance with the table above.
Vision shall use commercially reasonable efforts to resolve a Level 2 Error
as mutually agreed by the Subscriber and Vision. All other errors affecting non -
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essential components of the content management tool, or errors that can be
reasonably circumvented, but requires debugging of programming code, will be
corrected during the next regular update cycle.
XXIV. ESCALATION PROCEDURE. In the event Vision has been unable to provide
either a permanent or a mutually acceptable temporary resolution within the
applicable timeframes set forth in Section B above, Vision shall initiate the
following escalation procedures.
A) Level 1 Errors:
If a Level 1 Error is not corrected within two (2) hours following th e
report of Error, Vision technicians attempting to correct the situation shall
notify Vision’s Director of Network Operations, who will immediately
become personally involved in resolving the problem. Vision shall keep
Subscriber apprised of the status of its efforts to correct the Error at no
less than eight (8) hour intervals.
B) Service Level 2 Errors:
If a Service Level 2 Error is not corrected within two (2) business days
following the report of Error, Vision technicians attempting to correct the situa tion
shall notify Vision’s Director of Software Development, who will immediately
become personally involved in resolving the problem. Vision shall keep
Subscriber apprised of the status of its efforts to correct the Error at no less than
weekly intervals.
//
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Exhibit F
I. SELF-DEALING TRANSACTION DISCLOSURE FORM
In order to conduct business with the County of Fresno (hereinafter
referred to as “County”), members of a CONTRACTOR’s board of directors
(hereinafter referred to as “County CONTRACTOR”), must disclose any self-
dealing transactions that they are a party to while providing goods, performing
services, or both for the County. A self -dealing transaction is defined below:
“A self-dealing transaction means a transaction to which the corporation is
a party and in which one or more of its directors has a material financial interest”
The definition above will be utilized for purposes of completing this
disclosure form.
II. INSTRUCTIONS
Enter board member’s name, job title (if applicable), and date this
disclosure is being made.
(1) Enter the board member’s company/agency name and address.
(2) Describe in detail the nature of the self-dealing transaction that is being
disclosed to the County. At a minimum, include a description of the following:
I. The name of the agency/company with which the corporation has the
transaction; and
II. The nature of the material financial interest in the Corporation’s
transaction that the board member has.
(3) Describe in detail why the self-dealing transaction is appropriate based on
applicable provisions of the Corporations Code.
(4) Form must be signed by the board member that is involved in the self-
dealing transaction described in Sections (3) and (4).
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(1) Company Board Member Information:
Name: Date:
Job Title:
(2) Company/Agency Name and Address:
(3) Disclosure (Please describe the nature of the self-dealing transaction you are a party to):
(4) Explain why this self-dealing transaction is consistent with the requirements of Corporations Code 5233 (a):
(5) Authorized Signature
Signature: Date:
EXHIBIT A
Fresno County
Request for Proposal #208-5465
G:\Public\RFP\FY 2015-16\208-5465 Web Content Management System\208-5465 Web Content Management System.doc PD-040 (11/2015)
COUNTY OF FRESNO
REQUEST FOR PROPOSAL
NUMBER: 208-5465
WEB CONTENT MANAGEMENT SYSTEM (WCMS)
Issue Date: April 8, 2016
Closing Date: MAY 12, 2016
Proposal will be considered LATE when the official Purchasing time clock reads 2:00 P.M.
Questions regarding this RFP should be directed to: Louann M. Jones,
phone (559) 600-7118 or e-mail ljones@co.fresno.ca.us.
Check County of Fresno Purchasing’s website at
https://www2.co.fresno.ca.us/0440/Bids/BidsHome.aspx
for any future addenda.
Please submit all Proposals to:
County of Fresno - Purchasing
4525 E. Hamilton Avenue, 2nd Floor
Fresno, CA 93702-4599
BIDDER TO COMPLETE
Undersigned agrees to furnish the commodity or service stipulated in the attached response at the prices and terms stated, subject to the attached
“County of Fresno Purchasing Standard Instructions And Conditions For Requests For Proposals (RFP’s) And Requests For Quotations (RFQ’s)”.
COMPANY
ADDRESS
CITY STATE ZIP CODE
( ) ( )
TELEPHONE NUMBER FACSIMILE NUMBER E-MAIL ADDRESS
SIGNATURE (IN BLUE INK)
PRINT NAME TITLE
PURCHASING USE: GEC:ssj ORG/Requisition: 8905 / 8905160643
Proposal No. 208-5465
1A
CCOOUUNNTTYY OOFF FFRREESSNNOO PPUURRCCHHAASSIINNGG
STANDARD INSTRUCTIONS AND CONDITIONS FOR
REQUESTS FOR PROPOSALS (RFP'S) AND REQUESTS FOR QUOTATIONS (RFQ'S)
Note: the reference to “bids” in the following paragraphs applies to RFP's and RFQ's
GENERAL CONDITIONS
By submitting a bid the bidder agrees to the following conditions. These conditions will apply to all subsequent purchases based on this bid.
1. BID PREPARATION:
A) All prices and notations must be typed or written in ink. No erasures
permitted. Errors may be crossed out, initialed and corrections printed
in ink by person signing bid.
B) Brand Names: Brand names and numbers when given are for
reference. Equal items will be considered, provided the offer clearly
describes the article and how it differs from that specified. In the
absence of such information it shall be understood the offering is
exactly as specified.
C) State brand or make of each item. If bidding on other than specified,
state make, model and brand being bid and attach supporting
literature/specifications to the bid.
D) Bid on each item separately. Prices should be stated in units specified
herein. All applicable charges must be quoted; charges on invoice not
quoted herein will be disallowed.
E) Time of delivery is a part of the consideration and must be stated in
definite terms and must be adhered to. F.O.B. Point shall be
destination or freight charges must be stated.
F) All bids must be dated and signed with the firm’s name and by an
authorized officer or employee.
G) Unless otherwise noted, prices shall be firm for one hundred eighty
(180) days after closing date of bid.
2. SUBMITTING BIDS:
A) Each bid must be submitted on forms provided in a sealed
envelope/package with bid number and closing date and time on the
outside of the envelope/package.
B) Interpretation: Should any discrepancies or omissions be found in the
bid specifications or doubt as to their meaning, the bidder shall notify
the Buyer in writing at once. The County shall not be held responsible
for verbal interpretations. Questions regarding the bid must be
received by Purchasing stated within this document. All addenda
issued shall be in writing, duly issued by Purchasing and incorporated
into the contract.
C) ISSUING AGENT/AUTHORIZED CONTACT: This RFP/RFQ has been
issued by County of Fresno, Purchasing. Purchasing shall be the
vendor’s sole point of contact with regard to the RFP/RFQ, its content,
and all issues concerning it.
All communication regarding this RFP/RFQ shall be directed to an
authorized representative of County Purchasing. The specific buyer
managing this RFP/RFQ is identified on the cover page, along with his
or her telephone number, and he or she should be the primary point of
contact for discussions or information pertaining to the RFP/RFQ.
Contact with any other County representative, including elected
officials, for the purpose of discussing this RFP/RFQ, its content, or
any other issue concerning it, is prohibited unless authorized by
Purchasing. Violation of this clause, by the vendor having unauthorized
contact (verbally or in writing) with such other County representatives,
may constitute grounds for rejection by Purchasing of the vendor’s
quotation.
The above stated restriction on vendor contact with County
representatives shall apply until the County has awarded a purchase
order or contract to a vendor or vendors, except as follows. First, in the
event that a vendor initiates a formal protest against the RFP/RFQ,
such vendor may contact the appropriate individual, or individuals who
are managing that protest as outlined in the County’s established
protest procedures. All such contact must be in accordance with the
sequence set forth under the protest procedures. Second, in the event
a public hearing is scheduled before the Board of Supervisors to hear
testimony prior to its approval of a purchase order or contract, any
vendor may address the Board.
D) Bids received after the closing time will NOT be considered.
E) Bidders are to bid what is specified or requested first. If unable to or
unwilling to, bidder may bid alternative or option, indicating all
advantages, disadvantages and their associated cost.
F) Public Contract Code Section 7028.15
Where the State of California requires a Contractor’s license, it is a
misdemeanor for any person to submit a bid unless specifically
exempted.
3. FAILURE TO BID:
A) If not bidding, return bid sheet and state reason for no bid or your
name may be removed from mailing list.
4. TAXES, CHARGES AND EXTRAS:
A) County of Fresno is subject to California sales and/or use tax
(8.225%). Please indicate as a separate line item if applicable.
B) DO NOT include Federal Excise Tax. County is exempt under
Registration No. 94-73-03401-K.
C) County is exempt from Federal Transportation Tax. Exemption
certificate is not required where shipping papers show consignee as
County of Fresno.
D) Charges for transportation, containers, packing, etc. will not be paid
unless specified in bid.
Proposal No. 208-5465
1B
5. W-9 – REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND
CERTIFICATION & CALIFORNIA FORM 590 WITHHOLDING EXEMPTION
CERTIFICATE:
Upon award of bid, the vendor shall submit to County Purchasing, a
completed IRS Form W-9 - Request for Taxpayer Identification Number and
Certification and a California Form 590 Withholding Exemption Certificate if
not currently a County of Fresno approved vendor.
6. AWARDS:
A) Award(s) will be made to the most responsive responsible bidder;
however, the Fresno County Local Vendor Preference and/or the
Disabled Veteran Business Enterprise Preference shall take
precedence when applicable. Said Preferences apply only to Request
for Quotations for materials, equipment and/or supplies only (no
services); the preference do not apply to Request for Proposals. RFQ
evaluations will include such things as life-cycle cost, availability,
delivery costs and whose product and/or service is deemed to be in the
best interest of the County. The County shall be the sole judge in
making such determination.
B) Unless bidder gives notice of all-or-none award in bid, County may
accept any item, group of items or on the basis of total bid.
C) The County reserves the right to reject any and all bids and to waive
informalities or irregularities in bids.
D) Award Notices are tentative: Acceptance of an offer made in response
to this RFP/RFQ shall occur only upon execution of an agreement by
both parties or issuance of a valid written Purchase Order by Fresno
County Purchasing.
E) After award, all bids shall be open to public inspection. The County
assumes no responsibility for the confidentiality of information offered
in a bid.
7. TIE BIDS:
All other factors being equal, the contract shall be awarded to the Fresno
County vendor or, if neither or both are Fresno County vendors, it may be
awarded by the flip of a coin in the presence of witnesses or the entire bid
may be rejected and re-bid. If the General Requirements of the RFQ state
that they are applicable, the provisions of the Fresno County Local Vendor
Preference shall take priority over this paragraph.
8. PATENT INDEMNITY:
The vendor shall hold the County, its officers, agents and employees,
harmless from liability of any nature or kind, including costs and expenses,
for infringement or use of any copyrighted or un-copyrighted composition,
secret process, patented or unpatented invention, article or appliance
furnished or used in connection with this bid.
9. SAMPLES:
Samples, when required, must be furnished and delivered free and, if not
destroyed by tests, will upon written request (within thirty (30) days of bid
closing date) be returned at the bidder's expense. In the absence of such
notification, County shall have the right to dispose of the samples in
whatever manner it deems appropriate.
10. RIGHTS AND REMEDIES OF COUNTY FOR DEFAULT:
A) In case of default by vendor, the County may procure the articles or
service from another source and may recover the cost difference and
related expenses occasioned thereby from any unpaid balance due the
vendor or by proceeding against performance bond of the vendor, if
any, or by suit against the vendor. The prices paid by the County shall
be considered the prevailing market price at the time such purchase is
made.
B) Articles or services, which upon delivery inspection do not meet
specifications, will be rejected and the vendor will be considered in
default. Vendor shall reimburse County for expenses related to delivery
of non-specified goods or services.
C) Regardless of F.O.B. point, vendor agrees to bear all risks of loss,
injury or destruction to goods and materials ordered herein which occur
prior to delivery and such loss, injury or destruction shall not release
vendor from any obligation hereunder.
11. DISCOUNTS:
Terms of less than fifteen (15) days for cash payment will be considered as
net in evaluating this bid. A discount for payment within fifteen (15) days or
more will be considered in determining the award of bid. Discount period will
commence either the later of delivery or receipt of invoice by the County.
Standard terms are Net forty-five (45) days.
12. SPECIAL CONDITIONS IN BID SCHEDULE SUPERSEDE GENERAL
CONDITIONS:
The “General Conditions” provisions of this RFP/RFQ shall be superseded if
in conflict with any other section of this bid, to the extent of any such conflict.
13. SPECIAL REQUIREMENT:
With the invoice or within twenty-five (25) days of delivery, the seller must
provide to the County a Material Safety Data Sheet for each product, which
contains any substance on “The List of 800 Hazardous Substances”,
published by the State Director of Industrial Relations. (See Hazardous
Substances Information and Training Act, California State Labor Code
Sections 6360 through 6399.7.)
14. RECYCLED PRODUCTS/MATERIALS:
Vendors are encouraged to provide and quote (with documentation) recycled
or recyclable products/materials which meet stated specifications.
15. YEAR COMPLIANCE WARRANTY:
Vendor warrants that any product furnished pursuant to this Agreement/order
shall support a four-digit year format and be able to accurately process date
and time data from, into and between the twentieth and twenty-first
centuries, as well as leap year calculations. "Product" shall include, without
limitation, any piece or component of equipment, hardware, firmware,
middleware, custom or commercial software, or internal components or
subroutines therein. This warranty shall survive termination or expiration of
this Agreement.
In the event of any decrease in product functionality or accuracy related to
time and/or date data related codes and/or internal subroutines that impede
the product from operating correctly using dates beyond December 31, 1999,
vendor shall restore or repair the product to the same level of functionality as
warranted herein, so as to minimize interruption to County's ongoing
business process, time being of the essence. In the event that such warranty
compliance requires the acquisition of additional programs, the expense for
any such associated or additional acquisitions, which may be required,
including, without limitation, data conversion tools, shall be borne exclusively
by vendor. Nothing in this warranty shall be construed to limit any rights or
remedies the County may otherwise have under this Agreement with respect
to defects other than year performance.
Proposal No. 208-5465
1C
16. PARTICIPATION:
Bidder may agree to extend the terms of the resulting contract to other
political subdivision, municipalities and tax-supported agencies.
Such participating Governmental bodies shall make purchases in their own
name, make payment directly to bidder, and be liable directly to the bidder,
holding the County of Fresno harmless.
17. CONFIDENTIALITY:
All services performed by vendor shall be in strict conformance with all
applicable Federal, State of California and/or local laws and regulations
relating to confidentiality, including but not limited to, California Civil Code,
California Welfare and Institutions Code, Health and Safety Code, California
Code of Regulations, Code of Federal Regulations.
Vendor shall submit to County’s monitoring of said compliance.
Vendor may be a business associate of County, as that term is defined in the
“Privacy Rule” enacted by the Health Insurance Portability and Accountability
Act of 1996 (HIPAA). As a HIPAA Business Associate, vendor may use or
disclose protected health information (“PHI”) to perform functions, activities
or services for or on behalf of County as specified by the County, provided
that such use or disclosure shall not violate HIPAA and its implementing
regulations. The uses and disclosures if PHI may not be more expansive
than those applicable to County, as the “Covered Entity” under HIPAA’s
Privacy Rule, except as authorized for management, administrative or legal
responsibilities of the Business Associate.
Vendor shall not use or further disclose PHI other than as permitted or
required by the County, or as required by law without written notice to the
County.
Vendor shall ensure that any agent, including any subcontractor, to which
vendor provides PHI received from, or created or received by the vendor on
behalf of County, shall comply with the same restrictions and conditions with
respect to such information.
18. APPEALS:
Appeals must be submitted in writing within seven (7) working days after
notification of proposed recommendations for award. A “Notice of Award” is
not an indication of County’s acceptance of an offer made in response to this
RFP/RFQ. Appeals should be submitted to County of Fresno Purchasing,
4525 E. Hamilton Avenue, Fresno, California 93702-4599 and in Word
format to gcornuelle@co.fresno.ca.us. Appeals should address only areas
regarding RFP/RFQ contradictions, procurement errors, quotation rating
discrepancies, legality of procurement context, conflict of interest, and
inappropriate or unfair competitive procurement grievance regarding the
RFP/RFQ process.
Purchasing will provide a written response to the complainant within seven
(7) working days unless the complainant is notified more time is required.
If the protesting bidder is not satisfied with the decision of Purchasing,
he/she shall have the right to appeal to the Purchasing Agent/CAO within
seven (7) working days after Purchasing’s notification; except if, notified to
appeal directly to the Board of Supervisors at the scheduled date and time.
If the protesting bidder is not satisfied with Purchasing Agent/CAO’s
decision, the final appeal is with the Board of Supervisors.
19. OBLIGATIONS OF CONTRACTOR:
A) CONTRACTOR shall perform as required by the ensuing contract.
CONTRACTOR also warrants on behalf of itself and all subcontractors
engaged for the performance of the ensuing contract that only persons
authorized to work in the United States pursuant to the Immigration
Reform and Control Act of 1986 and other applicable laws shall be
employed in the performance of the work hereunder.
B) CONTRACTOR shall obey all Federal, State, local and special district
laws, ordinances and regulations.
20. AUDITS & RETENTION:
The Contractor shall maintain in good and legible condition all books,
documents, papers, data files and other records related to its performance
under this contract. Such records shall be complete and available to Fresno
County, the State of California, the federal government or their duly
authorized representatives for the purpose of audit, examination, or copying
during the term of the contract and for a period of at least three (3) years
following the County's final payment under the contract or until conclusion of
any pending matter (e.g., litigation or audit), whichever is later. Such records
must be retained in the manner described above until all pending matters are
closed.
21. DISCLOSURE – CRIMINAL HISTORY & CIVIL ACTIONS:
Applies to Request for Proposal (RFP); does not apply to Request for
Quotation (RFQ) unless specifically stated elsewhere in the RFQ document.
In their proposal, the bidder is required to disclose if any of the following
conditions apply to them, their owners, officers, corporate managers and
partners (hereinafter collectively referred to as “Bidder”):
Within the three-year period preceding the proposal, they have been
convicted of, or had a civil judgment rendered against them for:
o fraud or a criminal offense in connection with obtaining,
attempting to obtain, or performing a public (federal, state,
or local) transaction or contract under a public transaction;
o violation of a federal or state antitrust statute;
o embezzlement, theft, forgery, bribery, falsification, or
destruction of records; or
o false statements or receipt of stolen property
Within a three-year period preceding their proposal, they have had a public
transaction (federal, state, or local) terminated for cause or default.
22. DATA SECURITY:
Individuals and/or agencies that enter into a contractual relationship with the
COUNTY for the purpose of providing services must employ adequate
controls and data security measures, both internally and externally to ensure
and protect the confidential information and/or data provided to contractor by
the COUNTY, preventing the potential loss, misappropriation or inadvertent
access, viewing, use or disclosure of COUNTY data including sensitive or
personal client information; abuse of COUNTY resources; and/or disruption
to COUNTY operations.
Individuals and/or agencies may not connect to or use COUNTY
networks/systems via personally owned mobile, wireless or handheld
devices unless authorized by COUNTY for telecommuting purposes and
provide a secure connection; up to date virus protection and mobile devices
must have the remote wipe feature enabled. Computers or computer
peripherals including mobile storage devices may not be used (COUNTY or
Contractor device) or brought in for use into the COUNTY’s system(s)
without prior authorization from COUNTY’s Chief Information Officer and/or
designee(s).
Proposal No. 208-5465
1D
No storage of COUNTY’s private, confidential or sensitive data on any hard-
disk drive, portable storage device or remote storage installation unless
encrypted according to advance encryption standards (AES of 128 bit or
higher).
The COUNTY will immediately be notified of any violations, breaches or
potential breaches of security related to COUNTY’s confidential information,
data and/or data processing equipment which stores or processes COUNTY
data, internally or externally.
COUNTY shall provide oversight to Contractor’s response to all incidents
arising from a possible breach of security related to COUNTY’s confidential
client information. Contractor will be responsible to issue any notification to
affected individuals as required by law or as deemed necessary by COUNTY
in its sole discretion. Contractor will be responsible for all costs incurred as
a result of providing the required notification.
23. PURCHASING LOCATION & HOURS:
Fresno County Purchasing is located at 4525 E. Hamilton Avenue (second
floor), Fresno, CA 93702. Non-holiday hours of operation are Monday
through Friday, 8:00 A.M. to 12:00 Noon and 1:00 P.M. to 5:00 P.M. PST;
Purchasing is closed daily from 12:00 Noon to 1:00 P.M. The following
holiday office closure schedule is observed:
January 1* New Year's Day
Third Monday in January Martin Luther King, Jr.’s Birthday
Third Monday in February Washington - Lincoln Day
March 31* Cesar Chavez’ Birthday
Last Monday in May Memorial Day
July 4* Independence Day
First Monday in September Labor Day
November 11* Veteran's Day
Fourth Thursday in November Thanksgiving Day
Friday following Thanksgiving
December 25* Christmas
* When this date falls on a Saturday, the holiday is observed the
preceding Friday. If the date falls on a Sunday, the holiday is observed
the following Monday.
24. FRESNO COUNTY BOARD OF SUPERVISORS ADMINISTRATIVE
POLICIES:
ADMINISTRATIVE POLICY NUMBER 5
Contract Salary Limitation Fresno
County Administrative Policy No. 5 provides that in contracts with non-
profit organizations that primarily serve Fresno County and professional
service contracts where Fresno County is the sole client, the contractors
must agree to the following contract language: “The contractor agrees to limit
administrative cost to a maximum of 15% of the total program budget and to
limit employee benefits to a maximum of 20% of total salaries for those
employees working under this agreement during the term of the agreement.
Failure to conform to this provision will be grounds for contract termination at
the option of the County of Fresno.” Any bidder that wishes an exemption
from this contract requirements must set forth the request for exemption, as
well as a complete explanation of why the exemption should be granted, in
the bidder’s response to the RFP. Only the Board of Supervisors can
approve such exemption.
Policy Statement: Contractors shall be limited to a maximum 15%
administrative cost as compared to the total program budget and employee
benefits shall be limited to a maximum of 20% of salaries.
The following language will be included in each applicable contract:
"The contractor agrees to limit administrative cost to a maximum of 15% of
the total program budget and to limit employee benefits to a maximum of
20% of total salaries for those employees working under this agreement
during the term of this agreement. Failure to conform to this provision will be
grounds for contract termination at the option of the County of Fresno."
The above provision shall be applied to renewal or multi-year contracts with
non-profit organizations which primarily serve Fresno County and
professional services contracts where
Fresno County is the sole client, such as:
Community based organization service contracts related to social
services, health services, or probation services.
Cultural art program contracts.
Professional services contracts.
This policy will not apply to contracts between the County and the Federal or
State governments; or one-time contracts. The Board of Supervisors will
consider exemptions to this policy only upon the recommendation of the
County Administrative Office.
Management Responsibility: It shall be the responsibility of any County
official authorized by the Board of Supervisors to execute contracts or enter
into agreements on behalf of the County to review all applicable contracts to
insure that this policy is fully enforced.
It shall be the responsibility of the County Administrative Officer to review
requests for exemptions to this policy and to make recommendations to the
Board of Supervisors on such requests for exemption.
ADMINISTRATIVE POLICY NUMBER 34
Competitive Bids and Requests for Proposals
Fresno County Administrative Policy No. 34 provides that no person, firm
or subsidiary thereof who has been awarded a consulting services contract
by the County, may submit a bid for, or be awarded a contract for, the
provision of services, procurement of goods or supplies, or any other related
action which is required, suggested, or otherwise deemed appropriate in the
end product of the consulting services contract. Any bidder that wishes an
exemption from this contract limitation must set forth the request for
exemption, as well as a complete explanation of why the exemption should
be granted, in the bidder’s response to the RFP. Only the Board of
Supervisors, on a four-fifths (4/5) vote finding that such waiver is in the best
interests of the County, can waive this policy.
Definitions: Purchasing Authority and Responsibility – In accordance with
the State of California Government Code Section 25500 et seq., and the
Fresno County Ordinance Code Chapter 2.56, the Board of Supervisors has
established a County Purchasing Agent. The Board has designated the
County Administrative Officer as the Purchasing Agent. Unless otherwise
restricted, all necessary authority and responsibility has been delegated to
the Purchasing Agent to satisfy the acquisition requirements of the County.
The Purchasing Agent may defer day-to-day acquisition management to the
Purchasing Manager as appropriate.
Proposal No. 208-5465
1E
Policy Statement: Competitive bids or requests for proposals shall be
secured for all contracts for goods or services which are proposed to be
acquired by the County except when in unusual or extraordinary
circumstances, a department head, requests an exception to competitive
bidding. All such requests must be documented by the department head
including a detailed description of the facts justifying the exception. The
request must receive concurrence of the procurement authority who will sign
that particular contract i.e. the Board of Supervisors or Purchasing
Agent/Purchasing Manager. The following circumstances are examples
which constitute “Suspension of Competition”:
In an emergency when goods or services are immediately necessary
for the preservation of the public health, welfare, or safety, or for the
protection of County property.
When the contract is with a federal, state, or local governmental
agency.
When the department head, with the concurrence of the Purchasing
Agent, finds that the cost of preparing and administering a competitive
bidding process in a particular case will equal or exceed the estimated
contract amount or $1,000 whichever is more.
When a contract provides only for payment of per diem and travel
expenses and there is to be no payment for services rendered.
When obtaining the services of expert witnesses for litigation or special
counsel to assist the County.
When in unusual or extraordinary circumstances, the Board of
Supervisors or the Purchasing Agent/Purchasing Manager determines
that the best interests of the County would be served by not securing
competitive bids or issuing a request for proposal.
Contracts for services should not usually cover a period of more than one
year although a longer period may be approved in unusual circumstances.
Multiple year contracts must include provisions for early termination and
must be contingent on available funding. Unless exempted as provided for
above, no contract for service shall extend, either by original contract or by
extension, beyond three years unless competitive bids have been sought or
a Request for Proposal has been processed.
During any competitive bidding procedure, all bids shall be opened publicly
and the dollar amount of each bid shall be read aloud. Under no
circumstance shall a bid which is received at the designated place of
opening after the closing time be opened or considered.
Contracts for goods or services shall not be effective until approved by the
Board of Supervisors or, if appropriate, the Purchasing Agent/Purchasing
Manager. Contractors and vendors shall be advised by the responsible
department head that performance under the contract may not commence
prior to such approval.
Medical Professional Contracts
The competitive recruitment process, annual performance evaluation, and
periodic salary surveys are equivalent to competitive bids for independent
physicians contracting with the County on a fee for service basis.
A salary survey for physician services shall be conducted every two years.
Contracts for physician services shall not extend, either by original contract
or by extension, beyond five years unless competitive bids have been sought
or unless exempted as provided above.
Contracts for Legal Services
The competitive recruitment process, annual performance evaluation, and
periodic salary surveys are equivalent to competitive bids for independent
law firms and attorneys contracting with the County on a fee for service
basis.
A salary survey for legal services shall be conducted every two years.
The selection of and contracting with firms to provide legal services shall be
coordinated through the County Counsel's Office. The County Counsel shall
assist in securing a law firm with the requisite legal expertise and price
structure that would provide the best service to the County. County Counsel
shall be involved throughout the process of selecting a firm, developing a
contract, and monitoring the billing and services provided throughout the
contract period.
Prohibited Bids Concerning End Product of Consulting Contracts
No person, firm, or subsidiary thereof who has been awarded a consulting
services contract by the County, shall be awarded a contract for the
provision of services, procurement of goods or supplies, or any other related
action which is required, suggested, or otherwise deemed appropriate in the
end product of the consulting services contract. This policy may be waived
by the Board of Supervisors on a four-fifths (4/5) vote finding that such
waiver is in the best interests of the County.
Management Responsibility: The County Administrative Officer is
responsible for preparing and issuing written procedures to assure
compliance with this policy by all County officials and departments.
ADMINISTRATIVE POLICY NUMBER 71
Prohibiting the Use of Public Funds for Political Advocacy
Fresno County Administrative Policy No. 71 provides that no County
assets, including money, shall be used for political campaigns of any type.
Political campaigns are defined as political advocacy for or opposition to a
matter or person that has qualified for the ballot. No contract entered into by
the County shall provide for use of County monies for political campaigns.
Policy Statement: Government assets, including money, grant funds, paid
staff time, equipment and supplies, facilities or any other government asset
shall not be used for political campaigns of any type. Political campaigns are
defined as political advocacy for or opposition to a matter or person that has
qualified for the ballot.
Management Responsibility: Department Heads shall be held responsible
for ensuring that government assets within their control are not used to
advocate for or against any matter or person that has qualified for the ballot.
This section does not prohibit the expenditure of government assets to
create and provide informational or educational materials regarding a matter
that has qualified for the ballot. Such information or educational materials
shall provide a fair, accurate and impartial presentation of relevant
information relating to the matter that has qualified for the ballot. However,
government assets shall not be expended to create and provide such
informational or educational materials in the 90 days prior to the election
unless specifically authorized by the Board of Supervisors or required by the
Public Records Act or other law.
Proposal No. 208-5465 Page 2
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TABLE OF CONTENTS
PAGE
OVERVIEW ..................................................................................................................... 3
KEY DATES .................................................................................................................... 3
TRADE SECRET ACKNOWLEDGEMENT ..................................................................... 4
DISCLOSURE – CRIMINAL HISTORY & CIVIL ACTIONS ............................................. 6
REFERENCE LIST .......................................................................................................... 9
PARTICIPATION ........................................................................................................... 10
GENERAL REQUIREMENTS ....................................................................................... 11
BIDDING INSTRUCTIONS AND REQUIREMENTS ..................................................... 17
SCOPE OF WORK ........................................................................................................ 19
COST PROPOSAL ........................................................................................................ 24
PROPOSAL CONTENT REQUIREMENTS ................................................................... 26
AWARD CRITERIA ....................................................................................................... 29
CHECK LIST ................................................................................................................. 30
Proposal No. 208-5465 Page 3
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OVERVIEW
The County of Fresno on behalf of the Department of Internal Services is requesting proposals from qualified
vendors to provide a replacement or redesign and update of the County of Fresno (COF) Web Content
Management System(s) (WCMS). The Internal Services Department (ISD) is seeking a system solution that
will allow county staff to create, edit, and maintain the web site. The project is meant to standardize the
formatting and infrastructure of the current site to allow ease in update, compatibility in multiple platforms and
responsive design. Prior to submission, vendors must have successfully performed and/or completed
updates and redesigns of other entities’ WCMS in the last year.
KEY DATES
RFP Issue Date: April 8, 2016
Vendor Conference: April 20, 2016 at 10:00 A.M.
Vendors are to contact Louann M. Jones at
(559) 600-7118 if planning to attend vendor
conference or to receive a Skype invitation to
the conference
(Skype for Business is not required to participate.
The line provided in the e-mail invitation will open
Skype for Business in any web browser.)
County of Fresno Purchasing
4525 E. Hamilton Avenue, 2nd Floor
Fresno, CA 93702
Deadline for Written Requests for
Interpretations or Corrections of RFP:
April 27, 2016 at 10:00 A.M.
E-Mail: ljone@co.fresno.ca.us
RFP Closing Date: May 12, 2016 at 2:00 P.M.
County of Fresno Purchasing
4525 E. Hamilton Avenue, 2nd Floor
Fresno, CA 93702
Proposal No. 208-5465 Page 4
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TRADE SECRET ACKNOWLEDGEMENT
All proposals received by the County shall be considered "Public Record" as defined by Section 6252 of the
California Government Code. This definition reads as follows:
"...Public records" includes any writing containing information relating to the conduct of the public's
business prepared, owned, used or retained by any state or local agency regardless of physical form or
characteristics "Public records" in the custody of, or maintained by, the Governor's office means any writing
prepared on or after January 6, 1975."
Each proposal submitted is Public record and is therefore subject to inspection by the public per Section 6253
of the California Government Code. This section states that "every person has a right to inspect any public
record".
The County will not exclude any proposal or portion of a proposal from treatment as a public record except in
the instance that it is submitted as a trade secret as defined by the California Government Code. Information
submitted as proprietary, confidential or under any other such terms that might suggest restricted public
access will not be excluded from treatment as public record.
"Trade secrets" as defined by Section 6254.7 of the California Government Code are deemed not to be public
record. This section defines trade secrets as:
"...Trade secrets," as used in this section, may include, but are not limited to, any formula, plan,
pattern, process, tool, mechanism, compound, procedure, production data or compilation of
information that is not patented, which is known only to certain individuals within a commercial
concern who are using it to fabricate, produce, or compound an article of trade or a service having
commercial value and which gives its user an opportunity to obtain a business advantage over
competitors who do not know or use it."
Information identified by bidder as "trade secret" will be reviewed by County of Fresno's legal counsel to
determine conformance or non-conformance to this definition. Such material should be submitted in a
separate binder marked "Trade Secret". Examples of material not considered to be trade secrets are pricing,
cover letter, promotional materials, etc.
INFORMATION THAT IS PROPERLY IDENTIFIED AS TRADE SECRET AND CONFORMS TO THE
ABOVE DEFINITION WILL NOT BECOME PUBLIC RECORD. COUNTY WILL SAFEGUARD THIS
INFORMATION IN AN APPROPRIATE MANNER.
Information identified by bidder as trade secret and determined not to be in conformance with the California
Government Code definition shall be excluded from the proposal. Such information will be returned to the
bidder at bidder's expense upon written request.
Trade secrets must be submitted in a separate binder that is plainly marked "Trade Secrets."
The County shall not in any way be liable or responsible for the disclosure of any proposals or portions
thereof, if they are not (1) submitted in a separate binder that is plainly marked "Trade Secret" on the outside;
and (2) if disclosure is required or allowed under the provision of law or by order of Court.
Vendors are advised that the County does not wish to receive trade secrets and that vendors are not to
supply trade secrets unless they are absolutely necessary.
Proposal No. 208-5465 Page 5
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TRADE SECRET ACKNOWLEDGEMENT
I have read and understand the above "Trade Secret Acknowledgement."
I understand that the County of Fresno has no responsibility for protecting information submitted as a trade
secret if it is not delivered in a separate binder plainly marked "Trade Secret." I also understand that all
information my company submits, except for that information submitted in a separate binder plainly marked
“Trade Secret,” are public records subject to inspection by the public. This is true no matter whether my
company identified the information as proprietary, confidential or under any other such terms that might
suggest restricted public access.
Enter company name on appropriate line:
Has submitted information identified as Trade Secrets in
a separate marked binder.** (Company Name)
Has not submitted information identified as Trade
Secrets. Information submitted as proprietary
confidential or under any other such terms that might
suggest restricted public access will not be excluded
from treatment as public record.
(Company Name)
ACKNOWLEDGED BY:
( )
Signature (In Blue Ink) Telephone
Print Name and Title Date
Address
City State Zip
**Bidders brief statement that clearly sets out the reasons for confidentiality in conforming with the California
Government Code definition.
Proposal No. 208-5465 Page 6
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DISCLOSURE – CRIMINAL HISTORY & CIVIL ACTIONS
In their proposal, the bidder is required to disclose if any of the following conditions apply to them, their
owners, officers, corporate managers and partners (hereinafter collectively referred to as “Bidder”):
Within the three-year period preceding the proposal, they have been convicted of, or had a civil
judgment rendered against them for:
o fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a
public (federal, state, or local) transaction or contract under a public transaction;
o violation of a federal or state antitrust statute;
o embezzlement, theft, forgery, bribery, falsification, or destruction of records; or
o false statements or receipt of stolen property
Within a three-year period preceding their proposal, they have had a public transaction (federal, state,
or local) terminated for cause or default.
Disclosure of the above information will not automatically eliminate a Bidder from consideration. The
information will be considered as part of the determination of whether to award the contract and any
additional information or explanation that a Bidder elects to submit with the disclosed information will be
considered. If it is later determined that the Bidder failed to disclose required information, any contract
awarded to such Bidder may be immediately voided and terminated for material failure to comply with the
terms and conditions of the award.
Any Bidder who is awarded a contract must sign an appropriate Certification Regarding Debarment,
Suspension, and Other Responsibility Matters. Additionally, the Bidder awarded the contract must
immediately advise the County in writing if, during the term of the agreement: (1) Bidder becomes
suspended, debarred, excluded or ineligible for participation in federal or state funded programs or from
receiving federal funds as listed in the excluded parties list system (http://www.epls.gov); or (2) any of the
above listed conditions become applicable to Bidder. The Bidder will indemnify, defend and hold the County
harmless for any loss or damage resulting from a conviction, debarment, exclusion, ineligibility or other matter
listed in the signed Certification Regarding Debarment, Suspension, and Other Responsibility Matters.
Proposal No. 208-5465 Page 7
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CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER
RESPONSIBILITY MATTERS--PRIMARY COVERED TRANSACTIONS
INSTRUCTIONS FOR CERTIFICATION
1. By signing and submitting this proposal, the prospective primary participant is providing the
certification set out below.
2. The inability of a person to provide the certification required below will not necessarily result in denial
of participation in this covered transaction. The prospective participant shall submit an explanation of
why it cannot provide the certification set out below. The certification or explanation will be
considered in connection with the department or agency's determination whether to enter into this
transaction. However, failure of the prospective primary participant to furnish a certification or an
explanation shall disqualify such person from participation in this transaction.
3. The certification in this clause is a material representation of fact upon which reliance was placed
when the department or agency determined to enter into this transaction. If it is later determined that
the prospective primary participant knowingly rendered an erroneous certification, in addition to other
remedies available to the Federal Government, the department or agency may terminate this
transaction for cause or default.
4. The prospective primary participant shall provide immediate written notice to the department or
agency to which this proposal is submitted if at any time the prospective primary participant learns
that its certification was erroneous when submitted or has become erroneous by reason of changed
circumstances.
5. The terms covered transaction, debarred, suspended, ineligible, participant, person, primary covered
transaction, principal, proposal, and voluntarily excluded, as used in this clause, have the meanings
set out in the Definitions and Coverage sections of the rules implementing Executive Order 12549.
You may contact the department or agency to which this proposal is being submitted for assistance in
obtaining a copy of those regulations.
6. Nothing contained in the foregoing shall be construed to require establishment of a system of records
in order to render in good faith the certification required by this clause. The knowledge and
information of a participant is not required to exceed that which is normally possessed by a prudent
person in the ordinary course of business dealings.
Proposal No. 208-5465 Page 8
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CERTIFICATION
(1) The prospective primary participant certifies to the best of its knowledge and belief, that it, its owners,
officers, corporate managers and partners:
(a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded by any Federal department or agency;
(b) Have not within a three-year period preceding this proposal been convicted of or had a civil judgment
rendered against them for commission of fraud or a criminal offense in connection with obtaining,
attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a
public transaction; violation of Federal or State antitrust statutes or commission of embezzlement,
theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving
stolen property;
(c) Have not within a three-year period preceding this application/proposal had one or more public
transactions (Federal, State or local) terminated for cause or default.
(2) Where the prospective primary participant is unable to certify to any of the statements in this certification,
such prospective participant shall attach an explanation to this proposal.
Signature:
(in blue ink)
Date:
(Printed Name & Title) (Name of Agency or Company)
Proposal No. 208-5465 Page 9
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VENDOR MUST COMPLETE AND RETURN WITH REQUEST FOR PROPOSAL
Firm:
REFERENCE LIST
Provide a list of at least five (5) customers for whom you have recently provided similar services. Be sure to
include all requested information.
Reference Name: Contact:
Address:
City: State: Zip:
Phone No.: ( ) Date:
Service Provided:
Reference Name: Contact:
Address:
City: State: Zip:
Phone No.: ( ) Date:
Service Provided:
Reference Name: Contact:
Address:
City: State: Zip:
Phone No.: ( ) Date:
Service Provided:
Reference Name: Contact:
Address:
City: State: Zip:
Phone No.: ( ) Date:
Service Provided:
Reference Name: Contact:
Address:
City: State: Zip:
Phone No.: ( ) Date:
Service Provided:
Failure to provide a list of at least five (5) customers may be cause for rejection of this RFP.
Proposal No. 208-5465 Page 10
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PARTICIPATION
The County of Fresno is a member of the Central Valley Purchasing Group. This group consists of Fresno,
Kern, Kings, and Tulare Counties and all governmental, tax supported agencies within these counties.
Whenever possible, these and other tax supported agencies co-op (piggyback) on contracts put in place by
one of the other agencies.
Any agency choosing to avail itself of this opportunity, will make purchases in their own name, make payment
directly to the contractor, be liable to the contractor and vice versa, per the terms of the original contract, all
the while holding the County of Fresno harmless. If awarded this contract, please indicate whether you would
extend the same terms and conditions to all tax supported agencies within this group as you are proposing to
extend to Fresno County. * Note: This form/information is not rated or ranked for evaluation purposes.
Yes, we will extend contract terms and conditions to all qualified agencies within the Central Valley
Purchasing Group and other tax supported agencies.
No, we will not extend contract terms to any agency other than the County of Fresno.
(Authorized Signature in Blue Ink)
Title
Proposal No. 208-5465 Page 11
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GENERAL REQUIREMENTS
DEFINITIONS: The terms Bidder, Proposer, Contractor, and Vendor are all used interchangeably and refer to
that person, partnership, corporation, organization, agency, etc. which is offering the proposal.
LOCAL VENDOR PREFERENCE: The Local Vendor Preference does not apply to this Request for
Proposal.
RFP CLARIFICATION AND REVISIONS: Any revisions to the RFP will be issued and distributed as written
addenda.
FIRM PROPOSAL: All proposals shall remain firm for at least two hundred forty (240) days.
PROPOSAL PREPARATION: Proposals should be submitted in the formats shown under "PROPOSAL
CONTENT REQUIREMENTS" section of this RFP.
County of Fresno will not be held liable or any cost incurred by bidders responding to RFP.
Bidders are to bid what is specified or requested first. If unable to or unwilling to, bidder may bid alternative
or option, indicating all advantages, disadvantages and their associated cost.
SUPPORTIVE MATERIAL: Additional material may be submitted with the proposal as appendices. Any
additional descriptive material that is used in support of any information in your proposal must be referenced
by the appropriate paragraph(s) and page number(s).
Bidders are asked to submit their proposals in a binder (one that allows for easy removal of pages) with index
tabs separating the sections identified in the Table of Contents. Pages must be numbered on the bottom of
each page.
Any proposal attachments, documents, letters and materials submitted by the vendor shall be bound and
included as a part of the final contract should your bid be selected.
TAXES: The quoted amount must include all applicable taxes. If taxes are not specifically identified in the
proposal it will be assumed that they are included in the total quoted.
SALES TAX: Fresno County pays California State Sales Tax in the amount of 8.225% regardless of vendor's
place of doing business.
RETENTION: County of Fresno reserves the right to retain all proposals, excluding proprietary documentation
submitted per the instructions of this RFP, regardless of which response is selected.
ORAL PRESENTATIONS: Each finalist may be required to make an oral presentation in Fresno County and
answer questions from County personnel.
AWARD/REJECTION: The award will be made to the vendor offering the overall proposal deemed to be to
the best advantage of the County. The County shall be the sole judge in making such determination. The
County reserves the right to reject any and all proposals. The lowest bidders are not arbitrarily the vendors
whose proposals will be selected. Award Notices are tentative: Acceptance of an offer made in response to
this RFP shall occur only upon execution of an agreement by both parties or issuance of a valid written
Purchase Order by Fresno County Purchasing.
County Purchasing will chair or co-chair all award, evaluation and contract negotiation committees.
Award may require approval by the County of Fresno Board of Supervisors.
WAIVERS: The County reserves the right to waive any informalities or irregularities and any technical or
clerical errors in any quote as the interest of the County may require.
TERMINATION: The County reserves the right to terminate any resulting contract upon written notice.
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MINOR DEVIATIONS: The County reserves the right to negotiate minor deviations from the prescribed terms,
conditions and requirements with the selected vendor.
PROPOSAL REJECTION: Failure to respond to all questions or not to supply the requested information
could result in rejection of your proposal.
ASSIGNMENTS: The ensuing proposed contract will provide that the vendor may not assign any payment or
portions of payments without prior written consent of the County of Fresno.
BIDDERS LIABILITIES: County of Fresno will not be held liable for any cost incurred by vendors in
responding to the RFP.
CONFIDENTIALITY: Bidders shall not disclose information about the County's business or business
practices and safeguard confidential data which vendor staff may have access to in the course of system
implementation.
DISPUTE RESOLUTION: The ensuing contract shall be governed by the laws of the State of California.
Any claim which cannot be amicably settled without court action will be litigated in the U. S. District Court for
the Eastern District of California in Fresno, CA or in a state court for Fresno County.
NEWS RELEASE: Vendors shall not issue any news releases or otherwise release information to any third
party about this RFP or the vendor's quotation without prior written approval from the County of Fresno.
BACKGROUND REVIEW: The County reserves the right to conduct a background inquiry of each
proposer/bidder which may include collection of appropriate criminal history information, contractual and
business associations and practices, employment histories and reputation in the business community. By
submitting a proposal/bid to the County, the vendor consents to such an inquiry and agrees to make available
to the County such books and records the County deems necessary to conduct the inquiry.
PERFORMANCE BOND: The successful bidders may be required to furnish a faithful performance bond.
Bidders are to quote a separate price for a performance bond.
ACQUISITIONS: The County reserves the right to obtain the whole system/services/goods as proposed or
only a portion of the system/services/goods, or to make no acquisition at all.
OWNERSHIP: The successful vendor will be required to provide to the County of Fresno documented proof
of ownership by the vendor, or its designated subcontractor, upon request of the proposed
programs/services/goods.
EXCEPTIONS: Identify with explanation, any terms, conditions, or stipulations of the RFP with which you
CAN NOT or WILL NOT comply.
ADDENDA: In the event that it becomes necessary to revise any part of this RFP, addenda will be provided
to all agencies and organizations that receive the basic RFP.
SUBCONTRACTORS: If a subcontractor is proposed, complete identification of the subcontractor and his
tasks should be provided. The primary contractor is not relieved of any responsibility by virtue of using a
subcontractor.
CONFLICT OF INTEREST: The County shall not contract with, and shall reject any bid or proposal submitted
by the persons or entities specified below, unless the Board of Supervisors finds that special circumstances
exist which justify the approval of such contract:
1. Employees of the County or public agencies for which the Board of Supervisors is the governing body.
2. Profit-making firms or businesses in which employees described in Subsection (1) serve as officers,
principals, partners or major shareholders.
3. Persons who, within the immediately preceding twelve (12) months, came within the provisions of
Subsection (1), and who were employees in positions of substantial responsibility in the area of service to
Proposal No. 208-5465 Page 13
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be performed by the contract, or participated in any way in developing the contract or its service
specifications.
4. Profit-making firms or businesses in which the former employees described in Subsection (3) serve as
officers, principals, partners or major shareholders.
5. No County employee, whose position in the County enables him to influence the selection of a contractor
for this RFP, or any competing RFP, and no spouse or economic dependent of such employee, shall be
employees in any capacity by a bidder, or have any other direct or indirect financial interest in the
selection of a contractor.
6. In addition, no County employee will be employed by the selected vendor to fulfill the vendor’s contractual
obligations to the County.
ORDINANCE 3.08.130 – POST-SEPARATION EMPLOYMENT PROHIBITED: No officer or employee of the
County who separates from County service shall for a period of one year after separation enter into any
employment, contract, or other compensation arrangement with any County consultant, vendor, or other
County provider of goods, materials, or services, where the officer or employee participated in any part of the
decision making process that led to the County relationship with the consultant, vendor or other County
provider of goods, materials or services.
Pursuant to Government Code section 25132(a), a violation of the ordinance may be enjoined by an
injunction in a civil lawsuit, or prosecuted as a criminal misdemeanor.
EVALUATION CRITERIA: Respondents will be evaluated on the basis of their responses to all questions and
requirements in this RFP and product cost. The County shall be the sole judge in the ranking process and
reserves the right to reject any or all bids. False, incomplete or unresponsive statements in connection with
this proposal may be sufficient cause for its rejection.
SELECTION PROCESS: All proposals will be evaluated by a team consisting of representatives from
appropriate County Department(s), and Purchasing. It will be their responsibility to make the final
recommendations. Purchasing will chair or co-chair the evaluation or evaluation process.
Organizations that submit a proposal may be required to make an oral presentation to the Selection
Committee. These presentations provide an opportunity for the individual, agency, or organization to clarify
its proposal to ensure thorough, mutual understanding.
INDEPENDENT CONTRACTOR: In performance of the work, duties, and obligations assumed by Contractor
under any ensuing Agreement, it is mutually understood and agreed that Contractor, including any and all of
Contractor's officers, agents, and employees will at all times be acting and performing as an independent
contractor, and shall act in an independent capacity and not as an officer, agent, servant, employee, joint
venture, partner, or associate of the County. Furthermore, County shall have no right to control, supervise, or
direct the manner or method by which Contractor shall perform its work and function. However, County shall
retain the right to administer this Agreement so as to verify that Contractor is performing its obligations in
accordance with the terms and conditions thereof. Contractor and County shall comply with all applicable
provisions of law and the rules and regulations, if any, of governmental authorities having jurisdiction over
matters the subject thereof.
Because of its status as an independent contractor, Contractor shall have absolutely no right to employment
rights and benefits available to County employees. Contractor shall be solely liable and responsible for
providing to, or on behalf of, its employees all legally required employee benefits. In addition, Contractor shall
be solely responsible and save County harmless from all matters relating to payment of Contractor's
employees, including compliance with Social Security, withholding, and all other regulations governing such
matters. It is acknowledged that during the term of the Agreement, Contractor may be providing services to
others unrelated to the COUNTY or to the Agreement.
HOLD HARMLESS CLAUSE: Contractor agrees to indemnify, save, hold harmless and at County's request,
defend the County, its officers, agents and employees, from any and all costs and expenses, damages,
liabilities, claims and losses occurring or resulting to County in connection with the performance, or failure to
perform, by Contractor, its officers, agents or employees under this Agreement and from any and all costs
and expenses, damages, liabilities, claims and losses occurring or resulting to any person, firm or corporation
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who may be injured or damaged by the performance, or failure to perform, of Contractor, its officers, agents or
employees under this Agreement.
SELF-DEALING TRANSACTION DISCLOSURE: Contractor agrees that when operating as a corporation (a
for-profit or non-profit corporation), or if during the term of the agreement the Contractor changes its status to
operate as a corporation, members of the Contractor’s Board of Directors shall disclose any self-dealing
transactions that they are a party to while Contractor is providing goods or performing services under the
agreement with the County. A self-dealing transaction shall mean a transaction to which the Contractor is a
party and in which one or more of its directors has a material financial interest. Members of the Board of
Directors shall disclose any self-dealing transactions that they are a party to by completing and signing a
Fresno County Self-Dealing Transaction Disclosure Form and submitting it to the County prior to commencing
with the self-dealing transaction or immediately thereafter.
PRICE RESPONSIBILITY: The selected vendor will be required to assume full responsibility for all services
and activities offered in the proposal, whether or not they are provided directly. Further, the County of Fresno
will consider the selected vendor to be the sole point of contact with regard to contractual matters, including
payment of any and all charges resulting from the contract. The contractor may not subcontract or transfer
the contract, or any right or obligation arising out of the contract, without first having obtained the express
written consent of the County.
ADDRESSES AND TELEPHONE NUMBERS: The vendor will provide the business address and mailing
address, if different, as well as the telephone number of the individual signing the contract.
ASSURANCES: Any contract awarded under this RFP must be carried out in full compliance with The Civil
Rights Act of 1964, The Americans With Disabilities Act of 1990, their subsequent amendments, and any and
all other laws protecting the rights of individuals and agencies. The County of Fresno has a zero tolerance for
discrimination, implied or expressed, and wants to ensure that policy continues under this RFP. The
contractor must also guarantee that services, or workmanship, provided will be performed in compliance with
all applicable local, state, or federal laws and regulations pertinent to the types of services, or project, of the
nature required under this RFP. In addition, the contractor may be required to provide evidence
substantiating that their employees have the necessary skills and training to perform the required services or
work.
INSURANCE: Without limiting the COUNTY's right to obtain indemnification from CONTRACTOR or any third
parties, CONTRACTOR, at its sole expense, shall maintain in full force and effect, the following insurance
policies or a program of self-insurance, including but not limited to, an insurance pooling arrangement or Joint
Powers Agreement (JPA) throughout the term of the Agreement:
A. Commercial General Liability: Commercial General Liability Insurance with limits of not less than One
Million Dollars ($1,000,000) per occurrence and an annual aggregate of Two Million Dollars ($2,000,000).
This policy shall be issued on a per occurrence basis. COUNTY may require specific coverages
including completed operations, products liability, contractual liability, Explosion-Collapse-Underground,
fire legal liability or any other liability insurance deemed necessary because of the nature of this contract.
B. Automobile Liability: Comprehensive Automobile Liability Insurance with limits for bodily injury of not less
than Two Hundred Fifty Thousand Dollars ($250,000.00) per person, Five Hundred Thousand Dollars
($500,000.00) per accident and for property damages of not less than Fifty Thousand Dollars
($50,000.00), or such coverage with a combined single limit of Five Hundred Thousand Dollars
($500,000.00). Coverage should include owned and non-owned vehicles used in connection with this
Agreement.
C. Professional Liability: If CONTRACTOR employs licensed professional staff, (e.g., Ph.D., R.N., L.C.S.W.,
M.F.C.C.) in providing services, Professional Liability Insurance with limits of not less than One Million
Dollars ($1,000,000.00) per occurrence, Three Million Dollars ($3,000,000.00) annual aggregate.
This coverage shall be issued on a per claim basis. Contractor agrees that it shall maintain, at its sole
expense, in full force and effect for a period of three (3) years following the termination of this Agreement,
one or more policies of professional liability insurance with limits of coverage as specified herein.
D. Worker's Compensation: A policy of Worker's Compensation insurance as may be required by the
California Labor Code.
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Contractor shall obtain endorsements to the Commercial General Liability insurance naming the County of
Fresno, its officers, agents, and employees, individually and collectively, as additional insured, but only
insofar as the operations under this Agreement are concerned. Such coverage for additional insured shall
apply as primary insurance and any other insurance, or self-insurance, maintained by County, its officers,
agents and employees shall be excess only and not contributing with insurance provided under Contractor's
policies herein. This insurance shall not be cancelled or changed without a minimum of thirty (30) days
advance written notice given to County.
Within thirty (30) days from the date Contractor executes this Agreement, Contractor shall provide certificates
of insurance and endorsement as stated above for all of the foregoing policies, as required herein, to the
County of Fresno, Internal Services Department, Attn: Claudia Favors, 2048 N. Fine Avenue, Fresno, CA
93727, stating that such insurance coverage have been obtained and are in full force; that the County of
Fresno, its officers, agents and employees will not be responsible for any premiums on the policies; that such
Commercial General Liability insurance names the County of Fresno, its officers, agents and employees,
individually and collectively, as additional insured, but only insofar as the operations under this Agreement are
concerned; that such coverage for additional insured shall apply as primary insurance and any other
insurance, or self-insurance, maintained by County, its officers, agents and employees, shall be excess only
and not contributing with insurance provided under Contractor's policies herein; and that this insurance shall
not be cancelled or changed without a minimum of thirty (30) days advance, written notice given to County.
In the event Contractor fails to keep in effect at all times insurance coverage as herein provided, the County
may, in addition to other remedies it may have, suspend or terminate this Agreement upon the occurrence of
such event.
All policies shall be with admitted insurers licensed to do business in the State of California. Insurance
purchased shall be purchased from companies possessing a current A.M. Best, Inc. rating of A FSC VII or
better.
AUDIT AND RETENTION: The Contractor shall maintain in good and legible condition all books, documents,
papers, data files and other records related to its performance under this contract. Such records shall be
complete and available to Fresno County, the State of California, the federal government or their duly
authorized representatives for the purpose of audit, examination, or copying during the term of the contract
and for a period of at least three years following the County's final payment under the contract or until
conclusion of any pending matter (e.g., litigation or audit), whichever is later. Such records must be retained
in the manner described above until all pending matters are closed.
DEFAULT: In case of default by the selected bidder, the County may procure materials and services from
another source and may recover the loss occasioned thereby from any unpaid balance due the selected
bidder, or by any other legal means available to the County.
BREACH OF CONTRACT: In the event of breach of contract by either party, the other party shall be relieved
of its obligations under this agreement and may pursue any legal remedies.
CONFIDENTIALITY: All services performed by vendor shall be in strict conformance with all applicable
Federal, State of California and/or local laws and regulations relating to confidentiality, including but not
limited to, California Civil Code, California Welfare and Institutions Code, Health and Safety Code, California
Code of Regulations, Code of Federal Regulations.
Vendor shall submit to County’s monitoring of said compliance.
Vendor may be a Business associate of County, as that term is defined in the “Privacy Rule” enacted by the
Health Insurance Portability and Accountability Act of 1996 (HIPAA). As a HIPAA Business Associate,
vendor may use or disclose protected health information (“PHI”) to perform functions, activities or services for
or on behalf of County, as specified by the County, provided that such use or disclosure shall not violate
HIPAA and its implementing regulations. The uses and disclosures of PHI may not be more expansive than
those applicable to County, as the “Covered Entity” under HIPAA’s Privacy Rule, except as authorized for
management, administrative or legal responsibilities of the Business Associate.
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Vendor shall not use or further disclose PHI other than as permitted or required by the County, or as required
by law without written notice to the County.
Vendor shall ensure that any agent, including any subcontractor, to which vendor provides PHI received from,
or created or received by the vendor on behalf of County, shall comply with the same restrictions and
conditions with respect to such information.
APPEALS: Appeals must be submitted in writing within *seven (7) working days after notification of proposed
recommendations for award. A “Notice of Award” is not an indication of County’s acceptance of an offer
made in response to this RFP. Appeals shall be submitted to County of Fresno Purchasing, 4525 E. Hamilton
Avenue 2nd Floor, Fresno, California 93702-4599 and in Word format to gcornuelle@co.fresno.ca.us.
Appeals should address only areas regarding RFP contradictions, procurement errors, proposal rating
discrepancies, legality of procurement context, conflict of interest, and inappropriate or unfair competitive
procurement grievance regarding the RFP process.
Purchasing will provide a written response to the complainant within *seven (7) working days unless the
complainant is notified more time is required.
If the protesting bidder is not satisfied with the decision of Purchasing, he/she shall have the right to appeal to
the Purchasing Agent/CAO within seven (7) working days after Purchasing’s notification; except, if notified to
appeal directly to the Board of Supervisors at the scheduled date and time.
If the protesting bidder is not satisfied with Purchasing Agent/CAO’s decision, the final appeal is with the
Board of Supervisors.
*The seven (7) working day period shall commence and be computed by excluding the first day and including the last day upon the date
that the notification is issued by the County.
RIGHTS OF OWNERSHIP: The County shall maintain all rights of ownership and use to all materials
designed, created or constructed associated with this service/project/program.
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BIDDING INSTRUCTIONS AND REQUIREMENTS
ISSUING AGENT: This RFP has been issued by County of Fresno, Purchasing. Purchasing shall be the
vendor’s sole point of contact with regard to the RFP, its content, and all issues concerning it.
AUTHORIZED CONTACT: All communication regarding this RFP shall be directed to an authorized
representative of County Purchasing. The specific buyer managing this RFP is identified on the cover page,
along with his or her telephone number, and he or she should be the primary point of contact for discussions
or information pertaining to the RFP. Contact with any other County representative, including elected
officials, for the purpose of discussing this RFP, it content, or any other issue concerning it, is prohibited
unless authorized by Purchasing. Violation of this clause, by the vendor having unauthorized contact
(verbally or in writing) with such other County representatives, may constitute grounds for rejection by
Purchasing of the vendor’s quotation.
The above stated restriction on vendor contact with County representatives shall apply until the County has
awarded a purchase order or contract to a vendor or vendors, except as follows. First, in the event that a
vendor initiates a formal protest against the RFP, such vendor may contact the appropriate individual, or
individuals who are managing that protest as outlined in the County’s established protest procedures. All
such contact must be in accordance with the sequence set forth under the protest procedures. Second, in the
event a public hearing is scheduled before the Board of Supervisors to hear testimony prior to its approval of
a purchase order or contract, any vendor may address the Board.
VENDOR CONFERENCE: On April 20, 2016 at 10:00 A.M., a vendor's conference will be held in which
the scope of the project and proposal requirements will be explained. The meeting will be held at the
office of County of Fresno Purchasing, 4525 E. Hamilton (between Cedar and Maple), 2nd Floor,
Fresno, California. Addendum will be prepared and distributed to all bidders only if necessary to clarify
substantive items raised during the bidders' conference.
Bidders are to contact Louann M. Jones at County of Fresno Purchasing, (559) 600-7118, if they are planning
to attend the conference or e-mail her at ljones@co.fresno.ca.us for a Skype invitation.
NUMBER OF COPIES: Submit one (1) original and seven (7) copies of your proposal no later than the
proposal closing date and time as stated on the front of this document to County of Fresno Purchasing. Each
copy to be identical to the original, include all supporting documentation (e.g. literature, brochures, reports,
schedules etc.). The cover page of each quotation is to be appropriately marked “Original” or “Copy”.
INTERPRETATION OF RFP: Vendors must make careful examination of the requirements, specifications
and conditions expressed in the RFP and fully inform themselves as to the quality and character of services
required. If any person planning to submit a proposal finds discrepancies in or omissions from the RFP or
has any doubt as to the true meaning or interpretation, correction thereof may be requested at the scheduled
Vendor Conference (see above). Any change in the RFP will be made only by written addendum, duly issued
by the County. The County will not be responsible for any other explanations or interpretations.
Questions may be submitted subsequent to the Vendor Conference, subject to the following conditions:
a. Such questions are submitted in writing to the County Purchasing not later than April 27, 2016 at 10:00
a.m. Questions must be directed to the attention of Louann M. Jones, Purchasing Analyst.
b. Such questions are submitted with the understanding that County can respond only to questions it
considers material in nature.
c. Questions shall be e-mailed to countypurchasing@co.fresno.ca.us.
NOTE: The bidder is encouraged to submit all questions at the Vendor Conference. Time limitations can
prevent a response to questions submitted after the conference.
SELECTION COMMITTEE: All proposals will be evaluated by a team co-chaired by Purchasing. All
proposals will be evaluated by a review committee that may consist of County of Fresno Purchasing,
department staff, community representatives from advisory boards and other members as appropriate.
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The proposals will be evaluated in a multi-stage selection process. Some bids may be eliminated or set aside
after an initial review. If a proposal does not respond adequately to the RFP or the bidder is deemed
unsuitable or incapable of delivering services, the proposal may be eliminated from consideration. It will be
the selection committee’s responsibility to make the final recommendation to the Department Head.
CONTRACT TERM: It is County's intent to contract with the successful bidder for a term of three (3) years
with the option to renew for up to two (2) additional one (1) year periods based on mutual written consent.
County will retain the right to terminate the Agreement upon giving thirty (30) days advance written notification
to the Contractor.
PAYMENT: The County of Fresno, if appropriate, may use Procurement Card to place and make payment for
orders under the ensuing contract.
AUDITED FINANCIAL STATEMENTS: Copies of the audited Financial Statements for the last three (3)
years for the business, agency or program that will be providing the service(s) proposed. If audited
statements are not available, complied or reviewed statements will be accepted with copies of three years of
corresponding federal tax returns. This information is to be provided after the RFP closes, if requested. Do
not provide with your proposal.
CONTRACT NEGOTIATION: The County will prepare and negotiate its own contract with the selected
vendor, giving due consideration to standard contracts and associated legal documents submitted as a part of
bidder’s response to the RFP. The tentative award of the contract is based on successful negotiation pending
formal recommendation of award. Bidder is to include in response the names and titles of officials authorized
to conduct such negotiations.
NOTICES: All notices, payments, invoices, insurance and endorsement certificates, etc. need to be
submitted as follows: referencing contract/purchase order number, department, position, title and address of
administering official.
EPAYMENT OPTION: The County of Fresno provides an Epay Program which involves payment of invoices
by a secure Visa account number assigned to the supplier after award of contract. Notification of payments
and required invoice information are issued to the supplier's designated Accounts Receivable contact by e-
mail remittance advice at time of payment. To learn more about the benefits of an Epay Program, how it
works, and obtain answers to frequently asked questions, click or copy and paste the following URL into your
browser: www.bankofamerica.com/epayablesvendors or call Fresno County Accounts Payable, 559-600-
3609.
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SCOPE OF WORK
The County of Fresno on behalf of the Department of Internal Services is requesting proposals from qualified
vendors to provide a replacement or redesign and update of the County of Fresno (COF) Web Content
Management System(s) (WCMS). The Internal Services Department (ISD) is seeking a system solution that
will allow county staff to create, edit, and maintain the web site. The project is meant to standardize the
formatting and infrastructure of the current site to allow ease in update, compatibility in multiple platforms and
responsive design. Prior to submission, vendors must have successfully performed and/or completed
updates and redesigns of other entities’ WCMS in the last year.
The WCMS is currently hosted using the Ektron product, which was built and deployed in 2008. The system
was designed by the vendor to requirements set by 18 County of Fresno Departments and services 900,000
residents within the County and uncounted numbers of interested parties in the state of California and
beyond. The internal WCMS provides content management for 7,000+ employees within the County. The
system has been upgraded multiple times until reaching its current deployed version of 8.5. Upgrades were
time intensive endeavors due to the extent at which customized templates and third party modules, such as
calendars, were implemented. The system currently utilizes content and asset replication services from a
staging server to a public viewing server.
Most editing and configuration of the Ektron system is done via a centralized Web Master provided by ISD.
Content management is the responsibility of each individual department and is supported by approximately
50 content editors with potential for more. The County does not want limitations to the number of content
editors allowed.
It is the intent of the County to select a vendor to provide services in each of the following categories: 1)
Professional services, from concept to post implementation review, for designing, developing, and
implementing a new county web site; 2) Knowledge, skills, and experience to implement the objectives; 3)
Transfer of knowledge to ISD Staff; 4) A system solution for administration, development, publishing, editing,
and management of the WCMS by County staff.
All vendors participating in this Request for Proposal must describe, in detail, how they will fulfill each of the
following project objectives. For your response to be considered, refer to the section and number in your
response to each item.
I. COMPANY
The vendor must have organization and management structure adequate and appropriate for overseeing
and supporting the proposed services, and will provide sufficient management, customer service, and
technical support staffing levels.
Please fully respond to the items below by including the question/statement in each response.
1) Describe, in detail, your organization’s company structure and include a company organization chart.
2) How many project managers, customer service, and/or technical support staff would be assigned and
available to assist and support ISD and the solution project, during implementation and maintenance?
3) Provide the titles, experience, and qualifications of the vendor personnel responsible for response at
the various levels of support.
4) Describe your experience with WCMS upgrades conversions. How many clients are using the
proposed solution? How long has the solution been in production for these clients and what types of
services? Describe the number and complexity of those conversions.
5) Provide a description of your company’s ability to launch a solution within 180 days of contract
signing.
II. PROJECT OBJECTIVES
Please fully describe how your solution would attain the requirements identified below by including the
question/statement in each response.
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A. Design/Layout
The County of Fresno utilizes its website (www.co.fresno.ca.us) as the primary platform for public
communication with elected and appointed officials and staff; other governmental agencies; the
legislature; the media; the business community; internal staff and organizational committees; regional
partners; project consultants; and the general public.
1) The vendor will provide services to design, develop, and implement a new web site for the County of
Fresno.
2) The system will be a responsive design to display properly on various devices, such as smartphones,
PCs, tablets, etc.
3) The system will provide multiple design style/template options with font/color/layout that maintain
consistent look and feel but provide variety for content editors.
4) The public site will be ADA Section 508 Standards Compliant for viewing by visually or physically
impaired individuals.
5) OPTIONAL: Please describe your ability to provide for the creation of our own templates for use by
content editor staff.
B. Functionality
1) The system will allow for storage and retrieval of ancillary documents and files and does not restrict
file size or quantity of files placed on the server.
2) The system will provide a simple and intuitive WYSIWYG content editing interface.
3) The system will include a comprehensive search tool.
4) The system will support content updates with the ability to route through an approval change process.
5) The system will allow COF staff to create on-line forms for data submission.
6) The solution will allow for data and content migration to the new site. This task will be a joint effort by
both the successful vendor and County staff.
7) The system will be able to provide site visitors with content subscriptions and email alerts.
8) The system will provide site statistics.
9) OPTIONAL: Please describe how your solution could expand to include internal, intranet sites after a
successful launch of the external sites.
10) OPTIONAL: Please describe how your solution could provide for type-ahead search functionality.
11) OPTIONAL: Please describe how your solution could shrink/grow or redistribute content to
accommodate multiple languages (Spanish, Hmong, etc.).
C. System
1) The system will have the option to be upgraded without re-coding.
2) The deployed system will be browser independent.
3) OPTIONAL: Please describe how your solution could provide for the ability to have a
staging/development site that can be used for training, testing.
III. TECHNOLOGY REQUIREMENTS
The solution will operate within the existing Fresno County IT environment including its Local and Wide
Area data network and hardware and software infrastructure. It will comply with internal County IT
standards and have the capability of inter-operating, integrating, and/or interfacing with County systems
as well as with standard office automation products.
Please fully respond to how your solution complies with the items below by including the
question/statement in each response.
1) The application will always run on a client operating system that is consistently and currently
supported by the operating system vendor.
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2) The application will run on the latest supported release of any required third-party software, such as
JAVA, Flash, etc. within 30 days of release.
3) Should the solution require installation of software on the client PC, the system will install and be
available on the all users’ desktop.
4) Administrative rights will not be granted to either the client or the server in order for a user to perform
day to day operations of the system. An account may be granted elevated privileges for data
collection.
5) The system will use standard IT industry methodologies for software design, especially for external
data exchange interfaces, Application Programming Interfaces (APIs), and interfaces to common
infrastructure support services
6) Describe the hardware, software, database, and network capability required to implement and
operate the proposed system for current user and client volumes, as well as to accommodate a
potential 15% annual expansion over a five year period.
7) Identify the specifications and quantity of each hardware, software, database, network or
telecommunications component required to operate the proposed system at the performance levels
specified above.
8) Hosting vs. On-Premise: Please describe whether the proposed solution is on premise at the County
of Fresno data center or hosted in the cloud. If cloud, please provide details of the service.
IV. IMPLEMENTATION REQUIREMENTS
Implementation is defined as all tasks performed by the vendor and ISD staff related to configuring,
developing interfaces, installing the system, functionally and operationally testing the system,
documentation, training, and implementation.
The vendor will be responsible for tracking, resolving, or coordinating the resolution of all reported
problems within the implementation date. The vendor will have staff members accessible by e-mail
and/or telephone to diagnose and resolve problems.
Although ISD desires an expeditious implementation, it recognizes the implementation schedule should
be realistic and consistent with the estimates of the vendor. The vendor should prepare a realistic yet
aggressive implementation plan.
Please fully respond to how your company will perform the below tasks by including the
question/statement in each response.
A. Develop Project Work Plan & Implementation Schedule
1) The vendor will develop, and keep updated, a Project Work Plan and Implementation Schedule using
Microsoft Project or other ISD approved software. The approved project plan will be the basis for
tasks and responsibilities.
2) The ISD Project Manager will approve changes to deliverable time frames in writing at least two
weeks prior to the impacted milestones. All approved changes will be reflected in the work plan and
the vendor will highlight and explain any major changes to an earlier approved version.
3) The vendor should identify all relevant assumptions made in the development of the project plan. All
assumptions will be clearly documented; including assumptions made for development software
tools, use of any third party software, County of Fresno resources providing assistance, etc.
B. Project Management
1) The vendor will manage and deliver the goods and services defined in the Scope of Work.
2) The vendor will provide a project organization chart specific to the personnel/staff assigned for the
duration of the contract.
3) The vendor will designate a Project Manager who will have the authority to commit the resources
necessary to satisfy all contractual requirements.
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4) The vendor will utilize a comprehensive methodology for ongoing project risk management to address
such issues as technical risk, resource issues, scheduling problems, readiness, etc.
5) The vendor will define notification and escalation procedures to address extended and unresolved
problems, and system failure to the vendor Project Manager and ISD Project Manager. The
escalation procedures will include, but not be limited to the following:
Conditions warranting additional help in resolving a problem
Time duration between escalating to the next level of support
A diagram depicting the various levels of response
C. User Acceptance Testing and Corrections
1) The vendor will conduct a User Acceptance Test to ensure ISD users are able to successfully use the
WCMS.
2) The vendor will develop test scripts, review results and recommend initial system acceptance.
County users will assist in the actual test and be responsible for final approval of user acceptance
test recommendations.
3) The vendor will make any corrections based on the results of the User Acceptance Test.
D. Documentation
1) The vendor will provide updated documentation in electronic form, which details how users,
administrators, and IT staff perform WCMS functions for the version of the system delivered.
2) The user manuals will present system functionality to end users in a clear, concise, non-technical
manner.
3) All technical and end-user documentation and training materials provided by the vendor will become
the property of the County of Fresno, at no additional charge.
4) OPTIONAL: A corresponding on-line tutorial and/or instruction on system use for new staff is desired.
E. Transfer Knowledge & Train Users
1) The vendor will provide ISD staff with training necessary to fully operate, maintain, and develop new
functions for the system. ISD will be responsible for ongoing training after full implementation.
Training may be conducted in the Fresno area or remotely using web conferencing. ISD will secure
an appropriate training location.
F. Post Implementation Review
1) The vendor will conduct a post-implementation review within three months of rollout, as requested by
ISD staff, to confirm the system is working as expected.
2) The review will confirm the following:
functionality has been obtained
response times have been achieved
appropriate vendor support has been provided
ISD users have been successfully trained
V. MAINTENANCE AND SUPPORT
The vendor will be responsible for maintaining and supporting all installed application software, initially
under a one year warranty, beginning after full acceptance of the system, upon implementation. Further
support will be provided under ongoing software maintenance renewals.
Upon payment of annual maintenance, the cost of support will be borne by the vendor unless issues are
directly attributable to malfunctioning hardware, network, operating system or other system components
whose operation and maintenance is the responsibility of ISD.
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Please fully describe how your company will perform the below maintenance and support by including the
question/statement in each response.
1) Develop procedures and establish notification for distribution of any software upgrades or version
replacements to which ISD is entitled under the software maintenance agreement, along with
updated user and operational documentation, and assist in its installation in the test environment and
migration to production.
2) Maintain compatibility and integration with any third party reporting tools that have been implemented
as part of the contract. Should any of these packages be upgraded, ISD will notify the vendor in
advance, so analysis and code changes can be implemented as quickly as possible.
3) Correct any errors in functionality which are reported by ISD within a reasonable period, depending
upon the severity of the error.
4) Provide a means for ISD staff to report system problems via e-mail and telephone to vendor staff who
are dedicated to supporting clients and are accessible as required, during normal business hours and
weekend/holiday support.
5) Ensure responses are made to ISD staff, within specified time periods, acknowledging receipt of the
problem report and identifying when direct contact can be made with the vendor-assigned support
staff person.
6) Establish and implement policies and procedures for prioritizing and responding to ISD requests for
support including:
Criteria for diagnosing reported problems and determining probable cause(s) of the problem
Use of Severity Index criteria for assessing the impact of reported problems
Determining responsibility for problem resolution
Defining response time for various categories of problems
Documenting the response and subsequent actions
Escalating disagreements regarding cause of the problem and responsible party
Working cooperatively with ISD staff to promptly resolve problems
Tracking all problem reports
7) Correct any application software errors through remote or on-site service by vendor personnel or
otherwise qualified subcontractors according to the response times.
8) Provide a means for ISD to submit requests or proposals for new or enhanced functionality, outside
of the core software components.
VI. SECURITY
1) Please describe how your system’s software would ensure security from public interference.
2) Please described how your system’s software would allow for internal selective access, prevent
unauthorized access, and provide audit trails for work performed and identify who performed the
work.
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COST PROPOSAL
Company:
Please complete the following cost sheet. The price sheet must include unit price, quantity, and total price
for each item listed if applicable. Add any additional lines as needed.
ITEM UNITS UNIT PRICE TAX TOTAL
SOFTWARE / INSTALLATION / TRAINING / HARDWARE
Software (Application) Cost:
Workstation/User Licenses
Server License
List and Specify any 3rd Party Software required for system
Data Migration
Total Software Cost
Installation
Specify the installation Fees
Project Management Fees
Total Installation Cost
Training at County of Fresno Location
Train the Trainer – Admin/Supervisor
Train the Trainer – Data Entry Clerk
Additional Cost for 1 Day of Training
Estimated Travel Expenses
Total Training Cost
Hardware
List and Specify Hardware required for system
Total Hardware Cost
Taxes
Total System Cost
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ITEM UNITS UNIT PRICE TAX TOTAL
COST for HOSTING
COST for NON-HOSTING
COST for OPTIONAL FEATURES
Section II.A.5. Provision for the creation of templates for use by
content editors
Section II.B.9. Expansion to include internal/intranet sites
Section II.B.10. Provision for type-ahead functionality
Section II.B.11. Provision for language options (Spanish/Hmong,
etc.)
Section II.C.3. Provision for staging/development site for
training/testing
Section IV.D.4. On-line tutorial and/or instruction on system use
MAINTENANCE COST – ANNUAL
Maintenance (to be paid annually)
Discounts (indicate discount type, % as well as $ amount)
Total Annual Maintenance Cost – Year 1
Total Annual Maintenance Cost – Year 2
Total Annual Maintenance Cost – Year 3
Total Annual Maintenance Cost – Year 4
Total Annual Maintenance Cost – Year 5
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PROPOSAL CONTENT REQUIREMENTS
It is important that the vendor submit his/her proposal in accordance with the format and instructions
provided under this section. Doing so will facilitate the evaluation of the proposal. It will limit the
possibility of a poor rating due to the omission or mis-categorization of the requested information.
Responding in the requested format will enhance the evaluation team’s item by item comparison of
each proposal item. The vendor’s proposal may be placed at a disadvantage if submitted in a format
other than that identified below.
Bidders are requested to submit their proposals in a binder (one that allows for easy removal of pages) with
index tabs separating the sections identified. Each page should be numbered.
Each binder is to be clearly marked on the cover with the proposal name, number, closing date,
“Original” or “Copy”, and bidder’s name.
Merely offering to meet the specifications is insufficient and will not be accepted. Each bidder shall submit a
complete proposal with all information requested. Supportive material may be attached as appendices. All
pages, including the appendices, must be numbered.
Vendors are instructed not to submit confidential, proprietary and related information within the
request for proposal. If you are submitting trade secrets, it must be submitted in a separate binder
clearly marked “TRADE SECRETS”, see Trade Secret Acknowledgement section.
The content and sequence of the proposals will be as follows:
I. RFP PAGE 1 AND ADDENDUM(S) PAGE 1 (IF APPLICABLE) completed and signed by participating
individual or agency.
II. COVER LETTER: A one-page cover letter and introduction including the company name and address
of the bidder and the name, address and telephone number of the person or persons to be used for
contact and who will be authorized to make representations for the bidder.
A. Whether the bidder is an individual, partnership or corporation shall also be stated. It will be
signed by the individual, partner, or an officer or agent of the corporation authorized to bind the
corporation, depending upon the legal nature of the bidder. A corporation submitting a proposal
may be required before the contract is finally awarded to furnish a certificate as to its corporate
existence, and satisfactory evidence as to the officer or officers authorized to execute the
contract on behalf of the corporation.
III. TABLE OF CONTENTS
IV. CONFLICT OF INTEREST STATEMENT: The Contractor may become involved in situations where
conflict of interest could occur due to individual or organizational activities that occur within the
County. The Contractor must provide a statement addressing the potential, if any, for conflict
of interest and indicate plans, if applicable, to address potential conflict of interest. This
section will be reviewed by County Counsel for compliance with conflict of interest as part of the
review process. The Contractor shall comply with all federal, state and local conflict of interest laws,
statutes and regulations.
V. TRADE SECRET:
A. Sign where required.
VI. CERTIFICATION – DISCLOSURE – CRIMINAL HISTORY & CIVIL ACTIONS
VII. REFERENCES
VIII. PARTICIPATION
Proposal No. 208-5465 Page 27
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IX. EXCEPTIONS: This portion of the proposal will note any exceptions to the requirements and
conditions taken by the bidder. If exceptions are not noted, the County will assume that the bidder's
proposals meet those requirements. The exceptions shall be noted as follows:
A. Exceptions to General Conditions.
B. Exceptions to General Requirements.
C. Exceptions to Specific Terms and Conditions.
D. Exceptions to Scope of Work.
E. Exceptions to Proposal Content Requirements.
F. Exceptions to any other part of this RFP.
X. VENDOR COMPANY DATA: This section should include:
A. A narrative which demonstrates the vendor’s basic familiarity or experience with problems
associated with this service/project.
B. Descriptions of any similar or related contracts under which the bidder has provided services.
C. Descriptions of the qualifications of the individual(s) providing the services.
D. Any material (including letters of support or endorsement) indicative of the bidder's capability.
E. A brief description of the bidder's current operations, and ability to provide the services.
F. Copies of the audited Financial Statements for the last three (3) years for the agency or program
that will be providing the service(s) proposed. If audited statements are not available, compiled
or reviewed statements will be accepted with copies of three years of corresponding federal tax
returns. This information is to be provided after the RFP closes, if requested. Do not provide
with your proposal.
G. Describe all contracts that have been terminated before completion within the last five (5) years:
1. Agency contract with
2. Date of original contract
3. Reason for termination
4. Contact person and telephone number for agency
H. Describe all lawsuit(s) or legal action(s) that are currently pending; and any lawsuit(s) or legal
action(s) that have been resolved within the last five (5) years:
1. Location filed, name of court and docket number
2. Nature of the lawsuit or legal action
I. Describe any payment problems that you have had with the County within the past three (3)
years:
1. Funding source
2. Date(s) and amount(s)
3. Resolution
4. Impact to financial viability of organization.
XI. SCOPE OF WORK:
A. Bidders are to use this section to describe the essence of their proposal.
B. This section should be formatted as follows:
Proposal No. 208-5465 Page 28
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1. A general discussion of your understanding of the project, the Scope of Work proposed and a
summary of the features of your proposal.
2. A detailed description of your proposal as it relates to each item listed under the "Scope of
Work" section of this RFP. Bidder's response should be stated in the same order as are the
"Scope of Work" items referring to each section and number of item that it is addressing.
Bidders must explain their approach and method of satisfying each of the listed items.
C. When reports or other documentation are to be a part of the proposal a sample of each must be
submitted. Reports should be referenced in this section and submitted in a separate section
entitled "REPORTS."
D. A complete description of any alternative solutions or approaches to accomplishing the desired
results.
XII. COST PROPOSAL: Quotations may be prepared in any manner to best demonstrate the worthiness
of your proposal. Include details and rates/fees for all services, materials, equipment, etc. to be
provided or optional under the proposal.
XIII. CHECK LIST
Proposal No. 208-5465 Page 29
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AWARD CRITERIA
COST
A. Does the system meet the needs of the County of Fresno for an acceptable cost?
CAPABILITY AND QUALIFICATIONS
A. Does the bidder demonstrate professional knowledge, skills, and experience to implement the objectives
of the RFP?
B. Does the bidder demonstrate experience in providing the services desired within the last year?
C. Does the bidder’s system comply with ADA Section 508 Standards for viewing by the visually and/or
physically impaired?
D. Does the bidder’s solution meet the functionality requirements of the RFP?
TECHNOLOGY REQUIREMENTS
A. Does the bidder’s system meet the technological requirements as described in the RFP?
IMPLEMENTATION AND MANAGEMENT PLAN
A. Is the organizational plan and management structure adequate and appropriate for supporting the pre
and post implementation services requested in the RFP?
MAINTENANCE AND SUPPORT
A. Has the bidder demonstrated the ability to meet the maintenance and support needs as described in the
RFP?
SECURITY
A. Does the bidder provide a description/solution for security from public interference and internal
authorization processes?
Proposal No. 208-5465 Page 30
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CHECK LIST
This Checklist is provided to assist vendors in the preparation of their RFP response. Included in this list, are
important requirements and is the responsibility of the bidder to submit with the RFP package in order to
make the RFP compliant. Because this checklist is just a guideline, the bidder must read and comply with the
RFP in its entirety.
Check off each of the following:
1. All signatures must be in blue ink.
2. The Request for Proposal (RFP) has been signed and completed.
3. Addenda, if any, have been completed, signed and included in the bid package.
4. One (1) original plus seven (7) copies of the RFP have been provided.
5. Provide a Conflict of Interest Statement.
6. The completed Trade Secret Form as provided with this RFP (Confidential/Trade Secret
Information, if provided must be in a separate binder).
7. The completed Criminal History Disclosure Form as provided with this RFP.
8. The completed Participation Form as provided with this RFP.
9. The completed Reference List as provided with this RFP.
10. Indicate all of bidder exceptions to the County’s requirements, conditions and specifications
as stated within this RFP.
11. Lastly, on the LOWER LEFT HAND CORNER of the sealed envelope, box, etc. transmitting
your bid include the following information:
County of Fresno RFP No. 208-5465
Closing Date: May 12, 2016
Closing Time: 2:00 P.M.
Commodity or Service: Web Content Management System (WCMS)
Return Checklist with your RFP response.
G:\PUBLIC\RFP\FY 2015-16\208-5465 WEB CONTENT MANAGEMENT SYSTEM\208-5465 ADD 1.DOC (10/2015)
COUNTY OF FRESNO
ADDENDUM NUMBER: ONE (1)
RFP NUMBER: 208-5465
WEB CONTENT MANAGEMENT SYSTEM
Issue Date: April 25, 2016
IMPORTANT: SUBMIT PROPOSAL IN SEALED PACKAGE WITH PROPOSAL NUMBER, CLOSING DATE AND BUYER’S NAME
MARKED CLEARLY ON THE OUTSIDE TO:
COUNTY OF FRESNO, PURCHASING
4525 EAST HAMILTON AVENUE, 2nd Floor
FRESNO, CA 93702-4599
CLOSING DATE OF PROPOSAL WILL BE AT 2:00 P.M., ON MAY 12, 2016.
PROPOSALS WILL BE CONSIDERED LATE WHEN THE OFFICIAL PURCHASING TIME CLOCK READS 2:00 P.M. PST
All proposal information will be available for review after contract award.
Clarification of specifications is to be directed to: Louann M. Jones,
phone (559) 600-7118 or e-mail ljones@co.fresno.ca.us.
Note the following and attached changes to the Request for Proposal number: 208-5465 and include them
in your response. Please sign in blue ink and return this addendum with your proposal.
Deadline for written questions has been extended to 12:00 P.M. PST, April 29, 2016.
ACKNOWLEDGMENT OF ADDENDUM NUMBER One (1) TO RFP 208-5465
COMPANY NAME: (PRINT)
SIGNATURE (In Blue Ink):
NAME & TITLE: (PRINT)
Purchasing Use: LMJ:ssj ORG/Requisition: 89050000 / 8905160643
Addendum No. One (1) Page 2
Request for Proposal Number: 208-5465
April 25, 2016
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QUESTIONS AND ANSWERS
Q1. Can you tell me what percentage of the website or departments require multiple languages on
their pages?
A1. At this time there are only 1 or 2 that have a requirement from the State to provide multiple languages.
Q2. Do you have an idea of how many languages in total are incorporated into the site?
A2. I believe the current requirement is English, Spanish, and Hmong. This requirement can change based
on County demographics.
Q3. Does the County want to treat the different languages as separate sites (essentially), or do you
want us to use the same design and just have translated content?
A3. Same design, just translated content.
Q4. If we are required/requested to deliver an Oral Presentation, is this to be done in person or via
web meeting?
A4. We prefer all vendor demos to be done in person. If there are extenuating circumstances, an online
alternative will be acceptable.
Q5. Whether companies from Outside USA can apply for this? (like, from India or Canada)
A5. We prefer USA, they must have a legal ability to do business in the USA and must be able to support &
respond to an 8-5 PST timeframe.
Q6. Whether we need to come over there for meetings?
A6. Yes
Q7. Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada)
A7. We prefer USA, they must have a legal ability to do business in the USA and must be able to support &
respond to an 8-5 PST timeframe.
Q8. Can we submit the proposals via email?
A8. Proposals need to be submitted as detailed in the RFP (hardcopy with signatures in blue ink).
Q9. Do you and the County of Fresno anticipate WCMS vendors partnering with systems integration
(SI) vendors to complete this RFP/bid or do you have a separate RFP for configuration,
implementation, integration, and migration work?
A9. No, we will not separate the RFP, they can bid together.
Q10. Is there a weighting system for award criteria? How much weight is given to the categories of
the award criteria? Will it be released w/addendum?
A10. We do not have the evaluation tool completed at this time and that is why the criteria is "looser". We
don't normally release the evaluation tool until the Tentative Award letter is released. Since this is a
Request for Proposal, not a Request for Quotation, price is just one factor to be evaluated in a RFP,
price is the deciding factor in a RFQ. We want you to propose your solution to our needs as specified in
the Scope of Work and the rest of this RFP.
Q11. Do we have Sharepoint? What version? Is that a potential platform we would consider using?
Is that environment externally accessible? Or behind a firewall? Any add-ins to Sharepoint?
A11. Yes, we currently have Sharepoint 2013 installed. Yes, the County is open to using Sharepoint. The
current Sharepoint is not accessible externally and is behind a firewall. No to the "Add Ins", we are
pretty much running bare bones.
Addendum No. One (1) Page 3
Request for Proposal Number: 208-5465
April 25, 2016
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Q12. With regard to new platform, is there a tech preference?
A12. The County prefers using Microsoft's .Net framework, and our coding preference is C#.
Q13. CMS vendor, is there a preference to proprietary or diagnostic/open source?
A13. We are fairly agnostic. We want full support, so if we were to get an open source solution with full
support from a vendor, we would be open to it. We have had questions about open source platforms
and how they are "truly" support by a vendor.
Q14. Regard to hosting, do we prefer on-premise, 3rd party, or cloud?
A14. The County's preference is on-premise hosting at our datacenter.
Q15. Do you provide SQL servers?
A15. Yes, the County would provide hardware and SQL licensing based upon the specifications in the RFP
response.
Q16. Preference to perpetual license model?
A16. Our preference is to have one license to cover all users.
Q17. Have we put together total scope of budget or range for software and design/development?
A17. At this time, there is not a defined budget amount for this project.
Q18. How much weight is given to cost?
A18. Cost is a factor, but not the ultimate deciding factor.
Q19. Will there be an opportunity for discussion/negotiating after a short list?
A19. No, but you can break things out in your proposal for various options. A menu price is preferable. We
negotiate contract terms. We do not extend a "best and final offer" situation. Cover everything in the
cost proposal, then add any costs for additional services that you propose. No cost increases will be
negotiated after your bid is accepted. Pricing will vary according to the bids and if we choose options.
You can call out "Exceptions" to our RFP on a separate page.
Q20. Will there be demos after a short list?
A20. Yes, the County will invite those companies that make the short list to perform a demo.
Q21. Is it possible to make a word version of RFP docs available?
A21. We don’t do that, to avoid changes in our RFP terms.
Q22. In terms of County’s new CMS, requirements are clear, but how are some of the business
process functions going to be handled? form?
A22. We would like the public to be able to fill out a form on the site and submit it and the form will go to the
right person.
Q23. Would the County be interested if there was a solution framework / building blocks / processes
with WCMS to allow workflows through a form.
A23. Yes, the County would be interested in this functionality.
Q24. If you migrate to a different system from Ektron / CMS 400, what are your plans for migrating
content? Should that be included in this proposal or is it a separate effort.
A24. It is in the current proposal (Functionality - Item #6) to migrate the current content but it would also be a
joint venture between the awarded vendor and our Content Managers.
Addendum No. One (1) Page 4
Request for Proposal Number: 208-5465
April 25, 2016
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Q25. Can you provide html content, smart forms, etc.?
A25. As a ballpark figure, we currently have approximately 60,000+ pieces of content with most of it being
HTML.
Q26. Will it all be coming over or cleaning it all out?
A26. There are currently pages within that content that is no longer relevent but most of it would be brought
over. That is why it would be a joint venture between the awarded vendor and our Content Managers.
Q27. Are you looking to mirror what you already have in a new design or add new functionality?
A27. We don’t want to lose content, but want to freshen it up as it is an eight year old design, expand, for
public to submit forms, more accessible in phone/tablets, public interaction, allow the public to subscribe
/ be notified when content changes, etc.
Q28. Page 20, Section A - Design / Layout - item #3 - Are you looking for multiple layouts or develop
own layout?
A28. Both, but with restrictions to allow for variety but keeping site symmetrical. Also to allow transfer of
knowledge so in the event one of our Department's would like a new template, we can do it ourselves
inhouse.
Q29. Do you want developers to be able to make changes after deployment, so do you want estimated
training cost after improvement?
A29. Yes, we would like the training costs for the transfer of knowledge to our staff for template creation and
modification.
Q30. Is there an analytical study to indicate kind of problems we currently have? Will that be
available to us?
A30. Biggest complaint is the editor we are using is cumbersome, editor is not WYSIWYG, and unable to
view pages on phones, tablets, etc. We cannot attempt upgrade without crashing system. Whatever
platform we go with, we would like it to be pure in the sense that when an upgrade come out, we can
apply the upgrade and the site still works and works well.
Q31. In regards to the branding of the new site, are there specific colors, fonts, backgrounds, styles
that are required?
A31. Design is up to vendor, but we want to restrict how free our Content editors can be. We would like the
ability to limit the number of fonts, colors, etc. We would like to stay with a consistent design feel
throughout the site. If we would like to change the theme of the site, we would like that theme to
cascade to all of the Department sites.
Q32. Regarding Internal WCMS, are you looking for re-design for intranet as well?
A32. The success of the update of the Public Facing website, could lead to implementing the selected
solution for the County's Intranet Site but at a later date and time.
Q33. Will county pay for hardware costs?
A33. Yes, but we need to know what vendor recommends in terms of hardware and software.
Q34. Do you have measurements on space, traffic, anything that would help us out?
A34. We believe that there are approximate 10,000 daily hits on homepage, but we are lacking on stats due
to our issues with our home grown stats serve and so we haven’t been able to check it out lately.
Database size is approximately 20Gb.
Addendum No. One (1) Page 5
Request for Proposal Number: 208-5465
April 25, 2016
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Q35. Skill sets, regarding knowledge transfer-Do you have front end html developers on staff?
A35. Our developer team has experience in Visual Studio 2013, .Net, Entity Framework, MVC, C#,
Javascript, and HTML. We also have SQL & Oracle DBAs on staff.
Q36. Any search appliance you have in house you’d want us to use?
A36. The County has no preference on a search appliance. The only preference we have is to have Type A
Head functionality (i.e. suggestive results during typing).
Q37. How much do you want vendor to give as far as advice up front on first page, talking to depts.,
etc. on best way to lay site out for user experiences?
A37. We are not looking for something like that. We’d like for it to be easy for public to come and get what
they’re looking for. If you have experience working on gov’t sites, give us what works.
Q38. Does county have content auditing needs or requirements?
A38. No, not at this time.
Q39. Content strategy - Do you think it’s worth talking content strategy as part of the proposal?
A39. Certainly, we would be interested.
Q40. Tell me how many people need to be trained?
A40. How many admin level, versus updating content? 3-4 developers, 3-4 admins, and approximately 50
content editors.
Q41. Considering the design of your current site, have you seen any that stand out to apply to new
site?
A41. Not really, but see a growing trend to aesthetic visibility---but we want vendor to show us what they can
do.
Q42. Hosting vs. Serving, Can you explain why you prefer on-site hosting.
A42. We try to keep data local, as a government entity, it’s a generational thing. We will consider cloud, but
like being in control of data and up-time.
Q43. Would you prefer hosting vs non-hosting cost proposal?
A43. Yes.
Q44. How much weight will be given to vendors with lots of gov’t experience?
A44. It would be very beneficial if your company has experience with government websites.
Q45. Can you describe current infrastructure?
A45. Development, staging, production servers- along with a couple of instances on one (1) SQL server.
Q46. Are you looking to continue with same type of infrastructure?
A46. Yes, we are looking for a similar infrastructure.
Q47. Are you leaning towards Ektron?
A47. We are platform agnostic and are open to all platforms.
Q48. How many visitors to site?
A48. Ballpark 50K+ 100K per month. We would like to be able to exclude internal hits as the County's
Homepage is the default home page for some County Departments.
Addendum No. One (1) Page 6
Request for Proposal Number: 208-5465
April 25, 2016
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Q49. Is analytics going to be very important for you as well and we should include those in our
proposal?
A49. Yes, analytics are going be important and include it in your proposal.
Q50. What do you have currently?
A50. We have a homegrown, but it is not working at this time.
Q51. Multi-lingual supported?
A51. Yes, we would like to support multiple languages. English, Spanish, and Hmong to start.
Q52. How big is current database?
A52. Ballpark is about 20-30 gig, that is just sequel database content. The size of the database is 20.4 Gig.
Q53. Are there any other sources for data migration?
A53. No.
Q54. How much 3rd party migrations do we need to consider. Is there any other migration that needs
to be done?
A54. We’d be open to listen to vendor ideas.
Q55. How many editors?
A55. There are approximately 50 content editors at this time.
Q56. Budget? What is outrageous?
A56. I don’t have an answer. It’s all relative to what vendors are offering.
Q57. Is the staging/production model a model you want to keep?
A57. Yes, we would like to keep the current staging / production model.
Q58. If there was a solution where (staging/production) process can be done differently would you be
open?
A58. Yes, we would be open to other options. We do have Departments that publish content directly but we
also have Departments that go through an internal approval process before publishing it to production.
Q59. Are you looking to have forms moved from old to new?
A59. Yes we don’t want to lose functionality.
Q60. Did you customize the forms?
A60. We did some and want to keep the content.
Q61. Would most forms be in email and not in automated workflow process?
A61. Yes, email or database.
Q62. Do you have a preference for site statistics and analytics?
A62. We have a baseline requirement for overall hits and then Dept hits, anything over that is “icing on the
cake”.
Q63. Is WWW2 out of scope for this?
A63. No, most of that content is live/valid and would be analyzed for conversion with its Content Managers
during the migration part of the project.
Addendum No. One (1) Page 7
Request for Proposal Number: 208-5465
April 25, 2016
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Q64. You prefer to have them in one spot?
A64. Yes, but if there is a better solution, we are open to seeing what is available.
Q65. Cost proposal- If we have a unique model/tool, how do we differentiate ourselves in the pricing
table?
A65. Menu out your software.
G:\PUBLIC\RFP\FY 2015-16\208-5465 WEB CONTENT MANAGEMENT SYSTEM\208-5465 ADD 2.DOC (10/2015)
COUNTY OF FRESNO
ADDENDUM NUMBER: TWO (2)
RFP NUMBER: 208-5465
WEB CONTENT MANAGEMENT SYSTEM
Issue Date: May 3, 2016
IMPORTANT: SUBMIT PROPOSAL IN SEALED PACKAGE WITH PROPOSAL NUMBER, CLOSING DATE AND BUYER’S NAME
MARKED CLEARLY ON THE OUTSIDE TO:
COUNTY OF FRESNO, PURCHASING
4525 EAST HAMILTON AVENUE, 2nd Floor
FRESNO, CA 93702-4599
CLOSING DATE OF PROPOSAL WILL BE AT 2:00 P.M., ON MAY 12, 2016.
PROPOSALS WILL BE CONSIDERED LATE WHEN THE OFFICIAL PURCHASING TIME CLOCK READS 2:00 P.M. PST
All proposal information will be available for review after contract award.
Clarification of specifications is to be directed to: Louann M. Jones,
phone (559) 600-7118 or e-mail CountyPurchasing@co.fresno.ca.us.
Note the following and attached additions, deletions and/or changes to the requirements of request for
proposal number: 208-5465 and include them in your response. Please sign in blue ink and return this
addendum with your proposal.
ADDITIONAL REQUIREMENT – County we will not allow any vendor branding anywhere on the County
website. There can be no links to the vendor, no logos, no copyright info, etc.
ACKNOWLEDGMENT OF ADDENDUM NUMBER Two (2) TO RFP 208-5465
COMPANY NAME: (PRINT)
SIGNATURE (In Blue Ink):
NAME & TITLE: (PRINT)
Purchasing Use: LMJ:ssj ORG/Requisition: 89050000 / 8905160643
Addendum No. Two (2) Page 2
Request for Proposal Number: 208-5465
May 3, 2016
G:\PUBLIC\RFP\FY 2015-16\208-5465 WEB CONTENT MANAGEMENT SYSTEM\208-5465 ADD 2.DOC
QUESTIONS AND ANSWERS
Q1. What are the expected start and launch dates?
A1. Unknown, they will be determined during contract negotiations
Q2. What systems do you currently use for online marketing efforts (email, content marketing)?
A2. None.
Q3. Are there any sections of the sites which may not be apparent that we should be aware of? For
instance, the external blog, etc.?
A3. We have some ancillary documents stored on an outward-facing file server. These documents are
referenced from our primary web site.
Q4. What is the minimum browser version acceptable?
A4. We would like the site to be browser agnostic, we do not plan to support browsers that are out-of-date.
Q5. Please identify any custom components/modules for the public and intranet sites and
expectations for migration.
A5. We will not be migrating any custom components/modules. We will, however, be looking into having
some additional design and/or content created for a few departments we would like to showcase.
Q6. Please identify all 3rd party system integrations, current versions and access methods.
A6. Our current CMS is not directly integrated with any 3rd party systems, but we do have 3rd party
systems that handle job searching, property tax payments, election results, etc. These systems are
linked to our CMS by URL or contained within an iFrame.
Q7. Will content migration & formatting be expected of the selected vendor or will CoF manage this?
A7. Yes but it will be a team effort between the selected Vendor and the County Department Content
Editors.
Q8. What resources will CoF provide to the project?
A8. We will have the different Department Content Editors, current Site Admins, Server Staff, Database
Staff, Security Staff, and Developers/WebMasters available during the entire process.
Q9. Who are the internal stakeholders who will be managing the site (content updates, dev
maintenance, analytics reporting, etc.)?
A9. We have approximately four Admin Users, three to four Web Developers, and approximate 50 Content
Editors from the various County Departments.
Q10. Have you conducted audience research recently, ex. Usability testing, interviews, surveys, etc.?
A10. No.
Q11. Do you have an up-to-date content model (including metadata and taxonomies)? Would you
share it with us?
A11. We do not.
Q12. Can you confirm that you are looking for a new IA/redesign for both the public facing site and
the intranet.
A12. The success of the update of the public facing website, could lead to implementing the selected solution
for the County's intranet site, but at a later date and time.
Addendum No. Two (2) Page 3
Request for Proposal Number: 208-5465
May 3, 2016
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Q13. Can we have visibility into the intranet?
A13. No, not at this time.
Q14. What is the anticipated level of production support that is required post launch?
A14. We would test the system before go-live, and hopefully would only need minimal support. However, we
would expect to have support by you until any production problems are resolved, and we may request
additional development post-launch (enhancements).
Q15. Have you identified the publishing workflow to be implemented? If so, please provide.
A15. Not at this time.
Q16. How many pages make up the public website?
A16. We currently have approximately 60,000+ pieces of content with most of it being HTML.
Q17. How many pages make up the intranet?
A17. No answer at this time.
Q18. For the intranet what specific functionality is in place?
A18. No answer at this time.
Q19. What authentication method is being incorporated on the intranet site?
A19. Active directory
Q20. Apart from security provided by CMS app any additional layer of security desired?
A20. Depends upon your system; we do need some sort of role definition.
Q21. Do you have a preferred technology stack that you are most familiar with (i.e. .NET, LAMP, etc.)
that you would prefer the CMS platform to be based on?
A21. Prefer .Net, C#, but are open to other options.
Q22. What type(s) of content will be on the site(s) (Multimedia, Interactive Tools, etc.)? Can you also
please provide all content formats that will be used on the site? (PDF, DOC, WAV, MP3, FLV
etc.)
A22. HTML, PDF, all MS Office formats, wav, mp3, mp4, etc. Definitely NO Flash or Quicktime.
Q23. Is there a preference to continue hosting the CMS or move to a cloud environment?
A23. We try to keep data local, as a government entity, it’s a generational thing. We will consider cloud, but
like being in control of data and up-time.
Q24. Who is the current hosting provider?
A24. Internal hosting at this time.
Q25. Please provide the host environment current specifications and architectural diagram.
A25. We will not provide this.
Q26. Are there specific IT/Infrastructure requirements we should be aware of?
A26. No.
Q27. What are the requirements around security, HPI that we need to adhere to?
A27. You will need to adhere to standard HIPAA regulations.
Addendum No. Two (2) Page 4
Request for Proposal Number: 208-5465
May 3, 2016
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Q28. Can you give examples of the type of testing platform that you want to implement? Is it a
staging environment for the development team? Or is it to test marketing messages? Or is it to
be used to do user testing? Something else?
A28. We will need a test environment for developers, and a staging site for content editors to add/edit/review
their content before publishing live. Some departments also require approval chains where content
must be reviewed before publishing.
Q29. Is the award criteria based on a weighted scale or are all 6 factors considered of equal value? If
not, can you provide what the weights are?
A29. Scores will be weighted on each item, not by section.
Q30. What is the procurement process of on-boarding a new vendor, such as security, pricing, legal
review, etc.
A30. If you are selected, contract negotiations begin, once a contract is finalized it is presented to the board.
Once they sign, you would then be requested to provide some documents be provided a VPN account
restricted to your severe & databases.
Q31. What will be the review process post submission of RFP response? A narrowing of the field?
Agency site visits? Presentations and/or meetings? What does the timeline look like?
A31. The written RFP will be reviewed by a team; some number of vendors will be selected for demos.
There is no set number that will be invited, as this will depend upon how many are received. The team
will also then evaluated each vendor demonstration. Depending upon the demos, the team may wish to
conduct a site-visit with a client.
Q32. Does the County currently work with a digital development resource and are they participating in
the review? Are they any existing or past vendors participating in the review?
A32. No. The review will be conducted by County staff only.
Q33. Are there geographical requirements impacting the selection?
A33. We prefer to do business with vendors within the United States.
Q34. How many agencies have submitted questions?
A34. Up to the time of writing this, 8.
Q35. What was the RFP release process? Did the County independently release the RFP to a select
group of agencies or was the distribution exclusively from the purchasing web site?
A35. The RFP was released on the Purchasing website and a Bid Notice was emailed to a vendor list
created by our IT department.
Q36. What official resources/checklist(s) will the County use to determine ADA Section 508
compliance?
A36. We will use a number of websites that offer ADA Section 508 compliance checking services
Q37. Will the County provide internal resources to assist in manual accessibility tests?
A37. If we have the resources available, yes.
Q38. Are resources assigned to this project required to be U.S. Citizens?
A38. No, but the contracted vendor(s) must be able to legally do business in the United States.
Addendum No. Two (2) Page 5
Request for Proposal Number: 208-5465
May 3, 2016
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Q39. Assuming the County moves forward with our platform recommendation of SharePoint, will the
County create the SharePoint development, stage, and production farm environments required
to support the final solution, or is the vendor responsible for the creation of these
environments?
A39. We will create the server environments and the vendor will configure.
Q40. Will the County configure the SharePoint development, stage, and production farm
environments, or is the vendor responsible for the configuration of these environments? If the
vendor is responsible, does the County have requirements for high availability in these
environments?
A40. Vendor will configure. The production server will need 24/7 uptime, with scheduled maintenance
windows.
Q41. Will the production SharePoint farm used in the public facing WCMS solution be dedicated to
this solution or, will the production farm be a shared environment used for multiple solutions?
A41. It will be dedicated.
Q42. In the County's current web architecture, how is content replicated from the staging web server
to the production web server? Is this functionality handled through Ektron or is it managed with
a third party tool? If a third party tool is used, would you prefer to use it with the new CMS?
A42. The function of moving content from the staging web server to the production server is handled through
Ektron. We would like the new WCMS System to handle this model too.
Q43. Is the County looking for hosting for the live website as well as the CMS/database? We try to
keep data local, as a government entity, it’s a generational thing.
A43. We will consider cloud, but like being in control of data and up-time.
Q44. Does the County require custom documentation (outside of those provided as part of a
purchased training class) to be written or would a publicly available, online knowledge base that
contains step by step instructions on how to use the CMS be sufficient?
A44. We are expecting the documentation to be part of the system delivery that is in support of your system.
So if you mean online by being to your website knowledge base, that’s fine. We are not expecting to
use Google, or such to try and figure out your system.
Q45. What does the County consider to be the most important factor to ensure this project's
success?
A45. The project needs to remain in-scope.
Q46. The RFP asks about our experience with WCMS upgrade conversions; can you please clarify
whether that's in regards to upgrading the current CMS to a newer version or migrating from one
CMS to a different CMS entirely?
A46. We are interested in knowing your Company’s experience in both as part of the evaluation process. As
mentioned during the Vendors Conference, we currently have Ektron and due to customizations we had
made to Ektron, upgrading to a more current version would be very painful. We want to be able to
upgrade the new WCMS System whenever the selected vendor releases a new version.
Q47. With regards to launching a solution in 180 days, does that include web design as well as
implementation and content migration?
A47. A project plan can be detailed out during contract negotiations. We would expect system installation
and training within this time frame at minimum.
Addendum No. Two (2) Page 6
Request for Proposal Number: 208-5465
May 3, 2016
G:\PUBLIC\RFP\FY 2015-16\208-5465 WEB CONTENT MANAGEMENT SYSTEM\208-5465 ADD 2.DOC
Q48. One of the requested items is to "describe your ability to provide for the creation of our own
templates for use by content editor staff". Are you looking for non-technical end users to be
able to create new templates, be able to deploy different content layouts and designs within the same
template, or for technical CMS administrators to be able to create new templates?
A48. No, this would be a developer type to create a template and then make it available for non-technical
staff.
Q49. With regards to type-ahead search functionality, does this refer to files within the CMS or
through search on the live website?
A49. Yes, we would like it to span across both systems, but if forced to choose, we want the type-ahead
functionality on the live website.
Q50. For multilingual pages and content, can you elaborate on how you'd like the CMS to
"shrink/grow or redistribute content"? Will the County handle translation in-house or would the
use of a third party application, such as Google Translate, be required?
A50. We are open to suggestion on the best way to handle language translation.
Q51. How would the County define a successful User Acceptance Test? Does the County have such
a test prepared that they would like the CMS vendor to use?
A51. A successful user acceptance test will be when the system is accepted for production use. No we don’t
have one developed yet.
Q52. As our access to your datacenter and servers would rightfully be limited, would you expect the
selected CMS vendor to be able to install, maintain, and support all required software for a CMS
that is installed at your location and not in a vendor hosted (and vendor accessible) cloud?
A52. Yes, with the cooperation of our staff.
Q53. Which 3rd party reporting tools would the County wish to integrate with the CMS?
A53. In regards to Web Analytics, please feel free to include a solution with your response.
Q54. What percentage of the content migration do you anticipate being handled by the County vs. the
selected vendor? Our company offers a free migration tool that's been used with great success
by our clients in moving away from Ektron. Since it's completely free (and we provide training),
some of our clients have opted to handle their migration mostly, or even entirely, in-house to
reduce costs. If such a tool was available to the County, would that change the ratio of
migration work?
A54. Perhaps. We are unable to fully answer this as we don’t know your tool.
Q55. Kindly let us know the details about the current staffing structure to support the current
applications.
A55. We currently have a webmaster and approximately 50 content editors working on the site daily. We
also have support from our development team, server team, and database team.
Q56. Are processes in place (Incident management workflow, change management workflow, run
book details for L1 support etc.) for supporting applications?
A56. Any modifications to production systems are required to go through our change management process.
We also rely on our current vendor for support with issues we are not able to solve in-house.
Q57. Can support tickets be raised only by the ISD staff or can issues be raised by end users?
A57. ISD staff only.
Addendum No. Two (2) Page 7
Request for Proposal Number: 208-5465
May 3, 2016
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Q58. Content subscription and email alerts can be allowed on a number of levels, is the intent for
individuals to provide simple subscription (i.e. subscribe/unsubscribe to a specific content feed
with an email address) or more complex involving user profiles and subscription management
interfaces for categorical or key word subscriptions (i.e. Google alerts style notifications).
A58. At this point a simple subscribe/unsubscribe will be sufficient.
Q59. Can COF provide examples of the types of forms that are desired or required as part of the initial
deployment? Is the county primarily looking for simple data forms that are submitted tot eh data
base and sent to an internal email or complex branching forms with submission workflows?
A59. We are looking for simple forms completed by site visitors that when submitted are delivered to an email
address or database.
Q60. What format would COF prefer, if any, for stating exceptions to the County's requirements,
conditions, and specifications?
A60. Separate page labeled Exceptions, reference section in RFP and list your points.
Q61. The RFP states that, in the case of a tied bid, the contract shall be awarded to the County of
Fresno vendor. Is this the case for RFQs only or does this apply to RFPs as well?
A61. This applies to both RFPs and RFQs, but what we will look at is “all other factors being equal” and in
this RFP even if the pricing was equal the chances of all other factors being equal from one proposal to
another would be very, very surprising. In an RFP the cost is not the only deciding factor determining
award of contract.
Q62. When do you anticipate that finalist demos at COF will occur? When would finalists be notified
that they have been selected for an onsite demonstration/presentation?
A62. Vendors will be invited to provide demonstrations after the Evaluation Team has reviewed, discussed
and evaluated all the proposals. Probably sometime in June, we will have a better idea after the
Evaluation Team meeting has been scheduled.
Q63. If awarded the contract for design work, we would at a minimum need to hold a requirements
gathering meeting with County stakeholders. Is this acceptable?
A63. You would meet with the IT department stakeholders after the Tentative Award letter is released and
after the 7 day appeals period has ended.
EXHIBIT B
Vision Technology Solutions, LLC
Response to RFP #208-5465
Fresno County
Website Proposal
Reed McGinnis
Regional Sales Manager
805.637.8165 / 310.656.3103 fax
rmcginnis@visioninternet.com
222 N. Sepulveda Blvd., Suite 1500
El Segundo, CA 90245
www.visioninternet.com
Date: May 12, 2016
Page 0
Page 1
Cover Letter
Dear Selection Committee Members,
Thank you for the opportunity to submit a proposal for the upgrade of Fresno County’s website. Based on
the thoroughness of your RFP, we can see creating a comprehensive website designed to enhance the
communication efforts of the County is a top priority.
Since 1995, Vision has partnered with nearly 700 local government clients across North America to
develop their online presence, shaping the evolution of online government and transforming the way
residents interact with local government.
A recent survey of more than 330 local government professionals revealed that though 77% believed
their websites were “essential” to their communication strategy, only 34% felt their sites were “highly
effective” today. Why is that? Our experience has shown that agencies often think about their websites in
terms of the technology that powers them. Though CMS functionality is important, what really matters is
what you can achieve through it. The clients we partner with endeavor to have websites that Serve,
Represent and Delight their communities, drawing upon the experience and best practices we have
honed over the last 20 years. More than just a website, Vision offers:
Expertise: We have worked with leading agencies across the country, including the City of San
Francisco, the City of Atlanta, Monterrey County and more. We have refined our approach in
direct response to lessons learned from these agencies and will rely on this experience while
guiding you through our research-based process.
Flexibility: While our process is designed to uncover your needs and architect a solution to
enable you to fulfill those needs, we also recognize the increasing tempo of change in the online
world. Not only has the visionCMSTM been designed to put control in your hands, but we maintain
an active user community and provide on-going educational opportunities to ensure you stay up
to date about trends and have the tools to adapt to them.
Innovation: Years ago, we were the first local government website developer to offer mobile
websites. Similarly, we were the first to offer mobile responsive design. We take our
responsibility to deliver “what’s next” to our clients very seriously and continually bring
enhancements to the visionCMSTM and share about trends with our Client Partners via our online
forums, webinars, and regional live user groups.
We see tremendous potential for your website and would welcome the opportunity to help you achieve it.
I look forward to talking with you soon about what’s next for Fresno County.
Respectfully submitted,
Reed McGinnis
Regional Sales Manager, Vision
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Table of Contents
COVER LETTER................................................................................................................................ 1
TABLE OF CONTENTS ..................................................................................................................... 2
EXECUTIVE SUMMARY ................................................................................................................... 4
CONFLICT OF INTEREST STATEMENT ........................................................................................... 7
TRADE SECRET ............................................................................................................................... 8
CERTIFICATION - DISCLOSURE - CRIMINAL HISTORY AND CIVIL ACTIONS ........................... 9
REFERENCES ................................................................................................................................. 12
PARTICIPATION ........................................................................................................................... 13
EXCEPTIONS ................................................................................................................................. 14
COMPANY DATA ........................................................................................................................... 15
COMPANY HISTORY – SHAPING THE EVOLUTION OF GOVERNMENT WEBSITES ....................................................... 15
CONTACT INFORMATION ............................................................................................................................... 16
EXPERIENCE ................................................................................................................................................ 16
SIMILAR CONTRACTS .................................................................................................................................... 16
VISION’S PROJECT TEAM .............................................................................................................................. 17
SUCCESS STORIES ....................................................................................................................................... 19
CLIENT TESTIMONIALS ................................................................................................................................. 29
FINANCIAL STATEMENTS ............................................................................................................................... 31
CONTRACT TERMINATION ............................................................................................................................. 31
PENDING LAWSUITS OR LEGAL ACTIONS .......................................................................................................... 31
PAYMENT PROBLEMS WITH THE COUNTY ......................................................................................................... 31
SCOPE OF WORK .......................................................................................................................... 32
I. COMPANY ................................................................................................................................................ 32
II. PROJECT OBJECTIVES .............................................................................................................................. 33
III. TECHNOLOGY REQUIREMENTS.................................................................................................................. 41
IV. IMPLEMENTATION REQUIREMENTS ............................................................................................................ 44
V. MAINTENANCE AND SUPPORT .................................................................................................................... 48
VI. SECURITY ............................................................................................................................................. 50
OUR SERVICES ............................................................................................................................. 53
SERVE ........................................................................................................................................................ 53
REPRESENT ................................................................................................................................................. 55
DELIGHT .................................................................................................................................................... 57
OPTIONAL INTRANET WITH RESPONSIVE DESIGN .............................................................................................. 58
IMPLEMENTATION PROCESS ........................................................................................................................... 60
ONGOING SERVICES AND HOSTING ................................................................................................................. 67
COST PROPOSAL .......................................................................................................................... 73
COST SUMMARY .......................................................................................................................................... 73
INCLUDED PROFESSIONAL SERVICES ............................................................................................................... 74
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COST PROPOSAL .......................................................................................................................................... 75
SOFTWARE SUBSCRIPTION (VISIONLIVETM) ...................................................................................................... 77
ADDED VALUE PROFESSIONAL SERVICES .................................................................................. 81
OPTIONAL PROFESSIONAL SERVICES ............................................................................................................... 81
OPTIONAL ADVANCED DESIGN PACKAGES ........................................................................................................ 83
OPTIONAL WEBSITE ANALYSIS PACKAGE ......................................................................................................... 86
OPTIONAL DEPARTMENT BRANDING PACKAGES ................................................................................................. 88
INTRANET SITE COST SUMMARY .................................................................................................................... 91
ADDITIONAL INFORMATION ........................................................................................................................... 94
CHECK LIST................................................................................................................................... 95
APPENDIX I: VISIONCMSTM COMPONENT HIGHLIGHTS ........................................................... 97
INTERACTIVE COMPONENTS AND FEATURES ..................................................................................................... 97
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Executive Summary
For nearly 20 years, Vision has maintained its leadership in government
website development. While most companies take a cookie-cutter
approach, Vision remains true to the idea that every community is unique.
Through our service of nearly 700 of some of the most progressive
municipalities across the United States, we developed and refined a
comprehensive, research-based development process that will help us
understand your goals and implement a solution that will address your
community’s needs and reflect its personality. Our approach is one of
partnership, guiding you to achieve extraordinary results by creating a
website that will address three governing purposes, to: 1. Serve, 2.
Represent and 3. Delight the community.
Serving your community
Vision recognizes the core of a county government’s online presence is to Serve the members of their
community. This means providing key services online to allow residents to conduct business with you
24/7 - eliminating the need for cumbersome visits to your offices.
Vision takes the core purpose of serving your community seriously. We will ensure that your residents’
needs are quickly addressed by:
Analyzing the top tasks residents look to complete on the website and the way they access your
current site
Consulting with you to ensure these needs guide the design process
Providing numerous interactive components, such as Online Job Applications, Facility
Reservations, Online Payments, eNotifications and more to create a robust, functional website.
We feel that quality and design are necessary components to ensure your community is well served. At
Vision, we will work with you determine and meet your community’s specific needs.
Representing your community
In addition to providing basic services, many of our customers are recognizing that their website can
become an indispensable part of their overall communications strategy. Years ago, the concept of
“branding” was rarely discussed. However, as residents expect more from their county’s online presence,
many Vision clients are seizing the opportunity to use their website to brand their community, its leaders
and their individual agencies and departments.
Your Community– Use of bold graphics and full resolution imagery to convey the identity of your
community. Vision clients leverage the flexibility of the CMS to change out homepage
backgrounds to reflect their community’s seasonal identity. We can highlight the economic and
cultural identity of your county to residents, visitors and businesses.
Your Leadership – Your elected officials are looking for ways to connect with constituents and
have a non-mediated voice to the community. Vision sites are innovating ways for your leaders
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to use the website as an important, and unfiltered, mode of communicating directly to the
residents.
Your Agency – Create an identity for your agencies and their missions. Leverage our
visionCMS’s ability to individualize the design of your department’s subsite, while adhering to the
overall style and approval structure of the larger site.
The new website represents our city well and helps us tell our story to visitors
and citizens alike.
Don Tracy, City of Cedar Park
Delighting your community
Certainly, many residents’ interactions with the county can be far less than “delightful”. Since
governments first went online, they have sought to digitize a mountain of forms, policies and other paper
content and get it on the web. That thought process led to cumbersome sites, often with thousands of
pages of dated content that confounds residents and challenges site administrators to keep content
current and relevant. If residents can’t readily find th e information they seek - quickly and easily and on
the device of their choice - their opinion of their county administration can understandably be affected.
However, when a resident finds a website that is streamlined and can be accessed on their terms, the
seeds of delight are planted. Vision’s process and functionality is ever -mindful of the resident, delivering
a solution to keep content current, relevant and easily-accessible via:
A delightful mobile experience – Vision was the first to bring mobile responsive design to
government websites. Many of you residents want information right now, at the point of need,
which means it should be equally easy to find and understand information on phones and tablets
as it is on a computer.
A delightful visual experience – When complete, your website will have a stunning design
that reflects your community and your visitors will easily find what they are looking for. We will
organize your information by audience, topic, service, and/or department, create multiple paths
to information, and implement a site search tool.
A delightful interactive experience - The website will include advanced interactive
components for navigating special types of content like news, events, and directories. It will
improve outreach with tools like eNotification and Web 2.0 features like RSS Feeds, Social Media
Integration, and Bookmark and Share.
A delightful CMS experience - To empower staff, reduce administration time, and give you
complete control we will implement our advanced content management system - visionCMSTM.
With one click access to regularly used features and individualized workspaces, your staff will
have complete control over their online experience.
A Partner that supports you in a changing world
Vision clients are our Partners. Our partnership does not end when the website is launched, rather that
signals the beginning of the relationship. To best serve our Client-Partners, we have to help them adapt
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to the increasing tempo of change. Your site is dynamic; your mission and priorities can change daily. In
this environment, our clients realize they can no longer keep their site static for 4-5 years between
redesigns while resident expectations increase and technology evolves.
Vision can provide you with tools which evolve to meet the challenges of tomorrow and advice on how to
address emerging trends. We impart our expertise and best practices to ensure your site meets the
challenges of today and tomorrow, by remaining innovative in our technology and approach. However,
we do not innovate alone, and we realize another key aspect of staying ahead is to draw from others that
share your same challenges on a daily basis. To meet that need for our Partners, Vision has built and
maintains an active user community of hundreds of the most progressive cities in the US. Our Client
Partners interact via our online forums and regional live user groups to share ideas, best practices and
“pro tips” with their peers. Since our user community all work on a common Software -as-a-Service
platform, attainable innovation is achieved daily, and our visionCMS, the most flexible CMS in the industry
for the government market, allows our clients to respond to an environment of change.
visionCMSTM
visionCMSTM was created from the ground up to be the most flexible CMS available to meet the
government mission. It allows non-technical staff from different departments to maintain their own
content while preserving consistency throughout the site. Its intuitive editor allows staff to incorporate
text, images, documents, and links. Further, visionCMSTM allows you to control the delegation of
authority. You can define the content that editors can update and the tasks they can perform. With the
Approval Cycle, you can create any number of custom workflows that are unique on a per-department
and/or type of content basis. This level of control and flexibility is unmatched in the industry. The system
scales to support any size community: You are allowed unlimited users, pages, and categories.
Ongoing Support
Additionally, our visionLiveTM subscription maintenance plan keeps you covered long-term, by including
unlimited technical support, system upgrades and hosting for one set subscription fee. As technology
advances, we will continue to lead the industry in flexibility and functionality with monthly release cycles
to continually enhance the functionality of the visionCMSTM. Flexibility is engrained in everything we do,
so as an alternative, you are still free to host the website in-house or with a third-party provider. No
matter how you would like to engage with us for ongoing service, we have a plan that will work for you!
It is this commitment to service, coupled with our industry expertise, creativity, and advanced technology
that will produce a remarkable website for Fresno County and its residents.
Vision would very much like to work with your team to Serve, Represent and Delight your community as
your partner. We would welcome the opportunity to leverage our expertise, library of best practices and
industry-leading tools to architect and support your website for many years to come. Thank you for the
opportunity to offer this proposal and please do not hesitate to ask for any required clarification or
additional information that will assist your evaluation of potential partners.
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Conflict of Interest Statement
Vision is not aware of any conflicts of interest related to working with Fresno County or to performing the
work described in this proposal. Neither Vision nor any of its employees has any known interest which
would create any conflicts of interest.
Should Vision be selected to perform the work described in this proposal, any information which is known
or which becomes known at a later date which may create an actual or potential conflict of interest will
be fully disclosed in writing to the County.
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Trade Secret
Page 9
Certification - Disclosure - Criminal
History and Civil Actions
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References
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Participation
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Exceptions
Because Vision Internet specializes in web development and support services, we would recommend
using the MSA that our government clients use and attaching the County’s contract, so as to make your
terms part of the agreement. We can discuss any conflicting sections, and we reserve the right to object
to conflicting terms in the County’s sample contract.
Included with our proposal package is a sample of the MSA that our government clients use. However,
we understand that you may have modifications which we can discuss with you. Please see the included
envelope labeled “Master Services Agreement Sample” for this information.
Page 15
Company Data
Company History – Shaping the Evolution of Government
Websites
The fact that Vision has been in business for the past twenty years offering website consulting, design,
development, hosting, and maintenance services is not nearly as important as how this experience equips
us to address the unique needs of Fresno County. The insights gained, combined with the consequent
innovation stoked from serving 700+ progressive cities across the US, well positioned Vision to be a
thought leader in the industry.
In the beginning, when the notion of a government agency even providing a website offering basic
contact information was considered “cutting edge”, Vision launched its first version of the visionCMSTM
which enabled even non-technical staff to update and maintain dynamic websites. The flexibility and ease
of use sparked creativity and agencies began expanding the services offered to residents online - adding
features like job applications, RFP postings, and eNotifications - transforming websites into virtual city
halls. As the use of smartphones became widespread, Vision focused on delivering mobile-friendly
services and was the first local government provider to offer Responsive Web Design to clients.
Innovation, focused firmly on the resident experience, is at our core.
If experience has shown us one thing it’s that creating a successful online presence requires more than
just technology. Our clients want a trusted adviser that can help them achieve their emerging goals.
When the City of West Hollywood desired a creative design that would represent their unique identity and
“not look like a government website”- they came to us. The resulting colorful, bold website has won
seven awards from industry associations and creative agencies. When the City of Bell’s new
administration struggled to regain public trust in the wake of a corruption scandal - they came to us.
Together we created a website that adhered to best practices for transparency a nd won an “A“ rating
from the Sunny Awards.
Each of the 700+ agencies we have partnered with over the years has had unique goals and objectives.
We recognize you will, too. Our history of innovation and expertise in online government makes us
exceptionally qualified to help lead Fresno County through a comprehensive, research-based process to
achieve those goals, uncovering needs and creating a website that will uniquely Serve, Represent, and
Delight your community.
Vision’s experience was unparalleled, allowing us to learn what they had
learned while working with other municipal clients. Their process was truly collaborative
and strategic, allowing them to work seamlessly with our web content management
committee and give our customers what they were looking for; a website that is
attractive, informative, interactive, and intuitive.
Bill Baker, City of Westbrook
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Contact Information
Primary Contacts Reed McGinnis – Regional Sales Manager
rmcginnis@visioninternet.com
805.637.8165
Corporate Headquarters Vision Technology Solutions, LLC dba Vision
Internet Providers
222 N. Sepulveda Blvd., Suite 1500
El Segundo, CA 90245
310-656-3100
888-263-8847 toll free
310-656-3103 fax
Experience
Vision has extensive experience serving
government agencies with populations
ranging from towns of less than one
thousand residents to cities and counties of
several million. We serve all levels of
government agencies, educational
institutions and non-profit organizations,
including websites for cities, counties, state
and federal agencies, special districts,
economic development departments,
transit, performing arts, workforce
development, environmental services,
tourism and visitors bureaus, and more.
Similar Contracts
Within the last 5 years, Vision Internet has entered in over 200 contracts with government clients. Below
is a small sample of these client contracts. Additional information is available upon request.
Monterey County, California
Contract Amount: $53,430
Contract Duration: March 2014 to April 2015
Project Outcome: Vision provided Monterey County with Vision Content
Management System implementation, graphic design, navigation
design, and interactive components.
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Kings County, California
Contract Amount: $59,900
Contract Duration: February 2012 to April 2013
Project Outcome: Vision provided Kings County with Vision Content Management
System implementation, graphic design, navigation design, and
interactive components.
City of Belmont, California
Contract Amount: $44,195
Contract Duration: March 2013 to April 2014
Project Outcome: Vision Internet provided the City of Belmont with Vision Content
Management System implementation, graphic design,
navigation design, and interactive components.
Vision’s Project Team
An essential component of the project process is establishing clear expectations about who will be
involved in the project and what they will deliver. Vision enjoys the contributions of long-term, dedicated
staff who guide the development of each and every project. Their expertise will ensure the success of
your development.
Role Contribution to Your Project
Kristoffer von
Bonsdorff,
Lead Project
Manager
Kristoffer vast technical expertise coupled with deep
knowledge of local government enables him to coach and
guide the development of each website. A part of Vision’s
team since 2008, he oversees our staff of 10 project
managers. Once your project is approved, Kristoffer will
assign your primary project manager, who will serve as
your main point of contact throughout the development.
Uriz Goldman,
User Experience
Manager
Uriz is passionate about creating more intuitive customer
experiences for each of our clients. As a Certified User
Experience Consultant, he will oversee the
comprehensive User Experience Analysis for your
website, bringing a wide depth of experience gathered
from working with hundreds of local government
agencies since joining Vision in 2005.
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Natalia Cudlip,
Art Director
Natalia’s eye for detail and creativity have resulted in
some of Vision’s most stunning website designs since she
joined Vision in 2007. As our Art Director, she will
personally meet with you to discuss your project and help
guide our team of designers to bring it to life.
Joe Capucini,
Training
Manager
Joe is an experienced software trainer and consultant
who specializes in adult learning. Certified as a Technical
Trainer (CTT+), he has designed and delivered multiple
training programs. He will equip you to get the most out
of visionLiveTM, both through the initial training included
in your project, but also through his on-going live training
webinars available to all clients.
Lyman Benton,
Technical
Support
Manager
An expert at visionCMSTM, Lyman oversees Vision’s
technical support team. These specialists will be your first
line of defense if you have questions about how to use
the system or need to solve technical and user-
experience issues. You can reach out to Lyman or his
team for live technical support via telephone or email.
Robert Schnelle,
Client Success
Manager
Robert knows our CMS inside and out and has a passion
for serving customers. He will work with you once your
website launches to ensure you’re getting the most out of
your relationship with Vision, by monitoring the site’s
performance, consulting with you about new features
and services and providing feedback during your Site
Health Check calls.
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Success Stories
Vision has developed hundreds of websites for a variety of local government and education agencies
across North America. Our process is set up to uncover the unique goals of each organization and bring
those goals to life online.
The following client profiles were included to showcase a variety of projects that were particularly
relevant to Fresno County to help demonstrate how our process has worked for others with goals similar
to yours.
Many companies claim to be experts about government websites, but I can tell
you after switching to Vision we know who truly holds that title.
Sara Berry, City of Maryland Heights
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Monterey County, CA
www.co.monterey.ca.us
Page 21
City of Lemon Grove , CA
www.lemongrove.ca.gov
Page 22
City of Palm Springs , C A
www.palmspringsca.gov
Page 23
City of Glendale, CA
www.glendaleca.gov
Page 24
Somerset County , NJ
www.co.somerset.nj.us
Page 25
Fort Bend County, TX
www.fortbendcountytx.gov
Page 26
Durham County , NC
www.dconc.gov
Page 27
City of Reno , NV
www.reno.gov
Page 28
City of Fort Lauderdale , FL
www.fortlauderdale.gov
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Client Testimonials
Creating a website for a county can be challenging because each department
has its own interests and understanding of what a website should be. The analysis of
our existing website and community has given me data to back up my
recommendations based on science, not emotion – helping to keep everyone on the
same page as we work through the process. This has been invaluable as we refine our
web presence from a mere website to the future: a customer service portal .
Kevin Tunell, Yuma County
This is my eighth career website, and visionCMSTM is the best content
management system I have had the privilege of working with. It is beauty as well as
function.
Mandy Cawby, WaterOne
We could not have had a better experience with Vision. Everyone was super-
responsive, patient, very helpful and positive throughout the entire project. Anytime we
needed guidance, our Project Manager was always there for us. The Vision Team went
above and beyond. They were as invested in the website as we were, and we truly
appreciated that!
Anthony Wilson, City of San Angelo
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With any technology, you need the good foundation of a website, which we
have now. Vision’s content management system has given us infinite space to expand
and enhance our site. It’s exciting to have an idea and then have the tools in hand to
create a cool new way to communicate with the public.
John Bernstrom, City of Grand Forks
The visionCMSTM platform gives us a lot of options to creatively deliver
important information. Whether it’s in a video format or an email through the
eNotification portal, we have creative ways to use the tools available within this
platform that ultimately make it easier for the public to stay informed.
Stacy LaVanture, City of Palm Bay
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Financial Statements
Please note that we are a financially sound company, profitable, and have been in business since 1995.
We have no pending litigation, no bankruptcies, and no planned office closures or mergers. Vision
Internet has not been declared bankrupt, made a voluntary assignment in bankruptcy, or made a
proposal under any legislation relating to bankruptcy or insolvency under the laws of any province,
territory, state, or country.
Per your RFP, we can provide our company’s financial statements. Because this information is
confidential, we are not including it with our proposal submission to protect our proprietary information
from accidental dissemination. However, we can provide this information in a separate, sealed package
upon request.
Contract Termination
Vision has not had any contract terminations currently or within the past five (5) years.
Pending Lawsuits or Legal Actions
Vision has not had any pending litigation, no bankruptcies, lawsuits, legal actions, and no planned office
closures or mergers within the past five (5) years.
Payment Problems with the County
Vision has not had payment problems with the County within the past three years.
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Scope of Work
I. Company
1) Describe, in detail, your organization’s company structure and include a company
organization chart.
Vision Internet’s sixty-two team-members have diverse, overlapping skills guaranteed to make your
project an overwhelming success. Vision Internet has assembled a fantastic team of motivated,
passionate individuals excited about the work they do and the solutions they provide. Coming from a
variety of backgrounds, each contributes exceptional technical skills, solid business expertise, and
diverse industry experience. Below is our company’s organization chart.
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2) How many project managers, customer service, and/or technical support staff would be
assigned and available to assist and support ISD and the solution project, during
implementation and maintenance?
Every member of the Vision Internet team brings years of experience and ability to any project they
work on. For your project, we will assign one of our highly skilled Project Managers who will work with
our lead Project Managers on developing your website. We will also assign our in-house developers and
designers, who have experience creating award winning websites for other government projects.
3) Provide the titles, experience, and qualifications of the vendor personnel responsible for
response at the various levels of support.
Please see page 17 for full details of our key personnel.
4) Describe your experience with WCMS upgrades conversions. How many clients are using
the proposed solution? How long has the solution been in production for these clients and
what types of services? Describe the number and complexity of those conversions.
Our latest version of our CMS solution is visionCMSTM 6. We currently have 502 clients using the latest
version of our CMS solution. The visionCMSTM 6 has been in production for over two years. Though our
visionCMSTM 6 has been in production for over two years, we release monthly updates to the CMS that
includes new features, functionality and tools that are automatically added to all visionLiveTM client
websites at no additional charge. For a full list of services provided by the visionCMSTM, please see page
97.
5) Provide a description of your company’s ability to launch a solution within 180 days of
contract signing.
While it is possible to launch your website within 6 months, we would recommend a longer schedule to
take into account the County’s decision making time. Please see page 66 for details.
II. Project Objectives
A. Design/Layout
1) The vendor will provide services to design, develop, and implement a new web site for
the County of Fresno.
Each of the 700+ agencies we have partnered with over the years has had unique goals and
objectives. We recognize you will, too. Our history of innovation and expertise in online government
makes us exceptionally qualified to help lead Fresno County through a comprehensive, research-based
process to achieve those goals, uncovering needs and creating a website that will uniquely Serve,
Represent, and Delight your community.
The flexibility of our content management system allows for creative freedom in styles and layouts not
available from other firms. Our team will work with you to understand your community and create a
design that will provide an accurate sense of place for your virtual visitors:
Please see page 60 for full details on how Vision will provide Fresno County with website design,
development and implementation.
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2) The system will be a responsive design to display properly on various devices, such as
smartphones, PCs, tablets, etc.
Your site visitors utilize a wide variety of devices
to access your website, including mobile
phones, tablets, and computers with large and
small monitors. Fortunately, with visionMobileTM
your website will detect the screen resolution of
the user’s device and automatically respond,
producing a view of the site optimized
specifically for that screen. This ensures your
site visitors will be able to easily use the site, no
matter what device they are using.
Understanding that Responsive Design is key for the County, our experience and innovation in this
area makes us the clear leader for mobile technology. Since launching our first responsive site in
January 2013, we have built quality Responsive websites and continue to be a leader in this innovative
technology.
3) The system will provide multiple design style/template options with font/color/layout
that maintain consistent look and feel but provide variety for content editors.
Unique to visionCMSTM, the SiteMaster Template Builder allows your website administrators to create
and configure custom interior page layouts throughout the website. Need to create a two-column page
that displays just news and calendar items? Have a special event that needs a unique landing page?
No problem! Simply drag and drop your desired content and widgets and your new layout is set. Best
of all, you can determine which department content editors are able to use individual templates,
providing additional oversight. The SiteMaster Template Builder puts you in control and ensures you
will be able to easily adapt to your organization’s changing content needs.
Additionally, the content editor allows for customization of content, including text attributes (e.g.,
bold, italic, underline), addition of images and documents into the body of the content, links to
other content, and HTML editing among other things.
Users can create page templates within the visionCMS (VCMS). Widgets can be added or removed
from these page templates. Page templates are used to create the pages on the site and widgets are
customizable via widget settings.
4) The public site will be ADA Section 508 Standards Compliant for viewing by visually or
physically impaired individuals.
Knowing that the County has a duty to serve the entire community, we implement websites which
maximize accessibility for those with disabilities. Content on your website will be available to those
with disabilities in a variety of ways, including with Alt-Tags automatically attached to images
downloaded onto the site. Your website’s site map will also be useful for visually impaired users, as
screen reader software can read through it faster than the site’s usual navigation. These are just
examples of the ways that Vision Internet can provide for your community members with disabilities.
Please note that we meet Section 508 and WCAG 2.0 requirements; we can discuss specifics of other
standards upon request.
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5) OPTIONAL: Please describe your ability to provide for the creation of our own
templates for use by content editor staff.
Our vision CMSTM will provide developers the ability to create, modify, and maintain website templates,
including the ability to directly edit the underlying website code (HTML, CSS3, scripts, etc).
B. Functionality
1) The system will allow for storage and retrieval of ancillary documents and files and
does not restrict file size or quantity of files placed on the server.
One of the main reasons people visit a local government website is to get information and download
important documents and forms. With the Document Central, website visitors can easily find the
information they need, and you can slash printing and distribution costs for all types of documents.
Based on our extensive experience in content management, we recommend a centralized location
for all documents. This allows website visitors to browse for documents from a single, categorized
location as well as to access information from individual pages within the website. Furthermore, it
allows easier administrator management of files, thus preventing confusing links and ensuring there
are not multiple versions of the same document throughout the site. To prevent broken links in the
website, the Document Central prevents deletion of linked documents and provides a complete list of
pages linking to the document to simplify website administration.
We recommend all documents be stored in Adobe Acrobat PDF format to enable everyone to
view them, regardless of platform. However, you may upload most types of files including Microsoft
Word, Excel, graphics files, and audio or video clips.
2) The system will provide a simple and intuitive WYSIWYG content editing interface.
Our solution includes a WYSIWYG (What You See Is What You Get) Text Editor that is based upon
standard document creation components that make it easy for your non-technical staff to edit and
format text. Using the WYSIWYG editor’s simple interface, users can add HTML tags to documents and
create tables, add links, insert images and perform spell checks, similar to how this would be
performed on Word. With the WYSIWYG editor, they can also change font styles, colors, sizes, and
formatting such as bold, italics, and underlining. If your staff has used Microsoft Word, then they
should be able to easily use the Vision Content Management System.
3) The system will include a comprehensive search tool.
visionSearch is a premium search alternative to our standard Google Search. Since many website
visitors use search as the primary means of finding what they want and exploring your website, it is
important to have a search tool that provides fast and accurate results. In addition to searching HTML
pages and documents on your website, this powerful tool includes all of the functionality that visitors
and administrators expect in an industrial-strength search engine.
Features for website visitors include:
Sorting – users can sort their search results by Relevance, Last Modified, Title or Content Type
Filter – users can use the Filter by Content Type checkbox to quickly select the type of content
they want to include in their search results
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Advanced Search Options – users can use the advanced options to easily apply Boolean
options to their search criteria; options include searching with all of the words, with the exact
phrase, with at least one of the words and without the words; in addition, another advanced
option lets users filter by document type, such as HTML, Word, PDF, etc.
For site administrators, visionSearch allows significant control over what content is indexed by search
and how it displays. Configuration tuning options include:
Page Promotion – this is the ability to add keywords to promote a specific page higher in the
search results
Search Synonyms – Configure synonyms so the search results will consider the words or
phrases to be exactly the same (for example, you can configure the visionSearch so if a user
enters trash, rubbish, or garbage then any page containing any of these words will be returned)
Search Scope - defining the scope of the search index, potentially allowing you to display
results from multiple websites, or just for one specific department
Display Options – administrators can also refine what search options are presented to visitors
4) The system will support content updates with the ability to route through an approval
change process.
For websites where content authorship and updates ar e distributed throughout an organization’s
departments, it is helpful to implement the Approval Cycle where content updates and changes do not
go live on the website until one or more persons have approved them. Our clients find that having the
Approval Cycle allows website maintenance to be delegated while ensuring consistency throughout the
site. This eliminates errors and the posting of inaccurate content.
5) The system will allow COF staff to create on-line forms for data submission.
Interactive forms are the staple of an
effective government website. They
allow users to communicate and
interact with their government at
convenient times. Vision Internet’s
Form Builder can be used to develop
online forms for asking questions,
getting feedback, or submitting
applications. Keep in mind that
these online forms can be used
for replicating many paper forms
the County uses, including
service requests.
The Form Builder also provides you
with the ability to easily create your
own online surveys and track the
results in real-time. In contrast to
the traditional paper survey
approach, online surveys are more
convenient because they eliminate
Figure 1: The Form Builder lets you create forms and surveys where the
results are stored in a central database and interactive reporting tools let
you create graphical representations of the responses.
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the time and expense of mailing back responses. Furthermore, you can display the results in several
formats, including graphical representations. This allows your staff to aggregate the responses and
view them in report format.
Along with the ability to create your own online forms, we will also include a set of 12 form templates.
You can customize these forms to be used for employment applications, service requests, business
license applications, gathering feedback, submitting events to the website’s online calendar, and
satisfaction surveys. Additionally, your staff can customize these forms for more specific functions.
The tool supports fill in the blank, multiple choice, multiple select, and ranking type questions. It also
has an export function so you can analyze the results using Excel or any other program capable of
importing CSV files.
6) The solution will allow for data and content migration to the new site. This task will be
a joint effort by both the successful vendor and County staff.
Included in the scope of your project is the content migration of up to 200 pages into the new
website.
A critical part of developing a useful, customer-focused website is evaluating and editing the content
that exists on your website today. Total page migration shouldn’t be your goal; rather, keeping the
information that is important to your customer and delivering it in a way that is easily understood
should be.
Vision’s Advanced Content Strategy Consultation provides a highly -customized approach to
understanding your customer and evaluating on-line processes. Vision’s Content Strategy Expert will
help you develop and implement a content strategy that fits your organization and will train your
content writers how to write better content utilizing plain-language principles. This unique, one of a
kind service offering will help Washtenaw County discover the best way to approach your content. In
addition, it will encourage and inspire your executive leadership and internal departments by providing
a unique, hands-on learning experience led by an experienced Government Content Strategy Expert
empowering your staff to look at your website content through your customers’ lens. The end result
is fewer pages to manage, a higher satisfaction rate from your customers, and the knowledge and
training to write and publish better web content.
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7) The system will be able to provide site visitors with content subscriptions and email
alerts.
Increase communication, draw in more repeat users, and get important information out more quickly,
using our email based eNotification tool. Our tool provides a sign-up box allowing users to add their
email addresses to receive important notices, and set their preferences for the eNotifications they
would like to receive. Each registration is verified via a confirmation email that the user must respond
to in order to complete the registration process. This same mechanism allows each user to change
preferences including opting out from subscription lists.
To better manage the eNotification process, your staff can see how many subscribers there are for
each category, plus edit subscriber information and export the subscriber database for use in other
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systems. Additionally, a marketing dashboard allows administrators to track the number of sent emails
and the open rate.
The best part about our eNotification tool is that it also integrates with the Calendar, Job Postings,
RFP Postings, and News components, giving you the ability to broadcast event and news content from
your website to your subscribers. There is no need to recreate the content. This integrated approach
enables your users to sign up for different types and categories of content on a single subscription
page in order to have it delivered directly into their email box.
8) The system will provide site statistics.
To realize the full potential of your
website, you must measure its
progress. The easiest way to
accomplish this is to actively monitor
website traffic and the content most
utilized by visitors.
Included with our hosting services,
we offer web analytics to analyze
website traffic. It presents site
traffic reports in an organized and
concise format, all with full-color
graphics. By utilizing this, we are
able to offer complete reports on
website visitor patterns, referring
sites, visitor paths, and
demographics. The reports enable
you to understand the website end-users, what search engines and keywords they use to find your
website, the pages they access, the documents they download most often, and much more.
The reports also provide activity and technical statistics that contain information about the average
number of visits, the least and most active days, the length of visits, the total hits, the errors found on
the pages, etc. These numbers are especially helpful when trying to determine the impact various site
promotions have had.
The reports are made available to you over the web, and data is easily exportable to Word, Excel, and
XHML.
9) OPTIONAL: Please describe how your solution could expand to include internal,
intranet sites after a successful launch of the external sites.
For details of our Intranet solution and implementation, please see page 58.
10) OPTIONAL: Please describe how your solution could provide for type-ahead search
functionality.
The included visionSearch component has an auto suggest feature that will recommend terms as you
type.
Figure 2: Web analytics provide advanced, interactive reporting.
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11) OPTIONAL: Please describe how your solution could shrink/grow or redistribute
content to accommodate multiple languages (Spanish, Hmong, etc.).
Included with your project is Google Translation Integration. We will provide links at the top of your
homepage that allow for easy navigation between the different language sites. We are one of very few
vendors that have specific experience developing foreign language websites. We have created
websites in Spanish, Chinese, Haitian Creole, and Danish.
C. System
1) The system will have the option to be upgraded without re-coding.
Yes, our visionCMSTM will have the option to upgrade without re-coding.
Also, the days of developing your website, then not revisiting it until you redesign it 3-5 years later,
are over. Your website should constantly evolve to meet the changing needs of your community. In
order to facilitate this, Vision has built Site Improvement Credits into our subscription plan. These
credits can be used to purchase any service Vision offers, from design time, to training to
programming, enabling you to make incremental changes to your website without allocating an
additional budget. Conversely, Credits can be accrued over the course of your contract if you would
prefer to save up for a complete redesign.
2) The deployed system will be browser independent.
The frontend of the website will be tested in the browser/operating system combinations according to
the following testing matrix1:
Firefox2 IE 9, 10 & 11 Chrome3 Safari4
Windows XP N/A
Windows Vista/7
Windows 8
Mac OSX n/a
Once testing is complete, the site will be available to the public upon your final approval!
1 Should the County require any additional testing with other browser/operating systems/mobile
devices, we can discuss this with you during consulting and determine your precise needs. We can
provide a budget for any additional work at this time.
2 Latest released version.
3 Latest released version.
4 Latest released version.
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3) OPTIONAL: Please describe how your solution could provide for the ability to have a
staging/development site that can be used for training, testing.
At Vision Internet we take pride in the quality of our work and constantly strive for perfection. To
ensure your website is free from defects, we put your site through our rigorous quality assurance
process. The quality assurance process actually spans several phases of the project. Our experience
has taught us that quality is highest when it is an integral part of the entire development process. The
quality assurance process involves these five steps:
1. Programmer Testing: As the programmers and coders develop, they continuously test their
work. Generally they are able to avoid and catch most potential problems because of our
disciplined approach to programming.
2. Alpha Testing: The site is populated with test data and content. The development team
methodically tests each function to ensure they are working according to the detailed
specifications. Most problems are identified and corrected by the development team during
this phase of testing.
3. Beta Testing: In the beta test, the site is populated with your actual content and tested by
the project manager using different scenarios identified during the consulting phases of your
project. This can include testing using specific browsers. At this stage you will also have
access to our staging server and will participate in the testing.
4. Soft Launch: The site is moved to the production server and tested again verifying the site
copied correctly and is functioning at its new home. This includes running a link verification
tool to check for broken links.
5. Commencement of Operation: The site goes live and normal operation of the site begins.
We strive for perfection and our rigorous testing process is one aspect that helps us achieve some of
the best results in the industry.
III. Technology Requirements
1) The application will always run on a client operating system that is consistently and
currently supported by the operating system vendor.
The frontend of the website will be tested in the browser/operating system combinations according to
the following testing matrix5:
Firefox6 IE 9, 10 & 11 Chrome7 Safari8
Windows XP N/A
Windows Vista/7
Windows 8
5 Should the County require any additional testing with other browser/operating systems/mobile
devices, we can discuss this with you during consulting and determine your precise needs. We can
provide a budget for any additional work at this time.
6 Latest released version.
7 Latest released version.
8 Latest released version.
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Mac OSX n/a
Once testing is complete, the site will be available to the public upon your final approval!
2) The application will run on the latest supported release of any required third-party
software, such as JAVA, Flash, etc. within 30 days of release.
Our content management system can easily work with many third-party systems, provided they are
web-enabled. Most of these types of components can be given the same look and feel as your main
website via modifications to the presentation template. For your project, we will provide you with an
HTML template that vendors of these third-party components can use. We will also integrate links to
these third-party components into the overall website navigation. There are many examples of where
we have used this approach, including the Cities of Newport Beach, CA; Rancho Cordova, CA; and
many others.
Another approach is to create a web interface for existing third-party databases. We used this
approach in displaying tax records exported from a mainframe system for Vanderburgh County, IN;
Contractor information from city databases for the City of Hamilton, OH; and staff and student contact
information from school databases for the UCLA School of Law.
3) Should the solution require installation of software on the client PC, the system will
install and be available on the all users’ desktop.
There are no requirements for workstation software. Current browser support is all that is needed for
a workstation.
4) Administrative rights will not be granted to either the client or the server in order for a
user to perform day to day operations of the system. An account may be granted elevated
privileges for data collection.
Yes, we can create different user groups with different sets of permissions used throughout the
website. Groups of users can be configured with different access rights and managed centrally. User
accounts and what content rights they have are easily managed from a choice of areas.
5) The system will use standard IT industry methodologies for software design, especially
for external data exchange interfaces, Application Programming Interfaces (APIs), and
interfaces to common infrastructure support services
In the development of the website, we will use industry methodologies. Our solution uses Microsoft
ASP.NET (C#). It is important to move information back and forth between programs. The API
(Application Programming Interface) function is available for fetching data from the Calendar
component and the Service Requests component. You can fetch all of your information out of the
database for the Calendar component and Service Requests (GovTrack) component, Facebook and
Twitter, for integration into other systems, to create a custom display, as a backup, archiving or
exporting into files. Note that the current functionality only allows for fetching data, not pushing data
to the system.
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6) Describe the hardware, software, database, and network capability required to
implement and operate the proposed system for current user and client volumes, as well
as to accommodate a potential 15% annual expansion over a five year period.
visionCMSTM Hardware and Software
Below are details on the hosting environment we are offering the County:
Shared Server
Quad-core or Hex-core processors
10 GB~16 GB memory per hosting virtual server
VMware High Availability Configuration
RAID 50 and up Storage Area Network Configuration
Vision’s solution is flexible. If you or a third party is hosting the website, we recommend the following:
Web Server
Dual processors with quad cores at minimum 2.8 GHz CPU
Minimum 6 GB RAM
Minimum 40 GB Hard Drive
Windows Server 2012
Database Server
Dual processors with multiple cores at minimum 2.8 GHz CPU
Minimum 8 GB RAM
Minimum 80 GB Hard Drive
Windows Server 2012
Microsoft SQL Server 2012
Note: The Web Server and Database Server can either be separate or reside on the same machine. In
case they are on the same machine, the minimum requirements are dual processors with Quad cores
and at least 2.8 GHz CPU and 8GB RAM. For better performance, we recommend dual processors with
Quad cores and 3.0 GHz CPU and above.
7) Identify the specifications and quantity of each hardware, software, database, network
or telecommunications component required to operate the proposed system at the
performance levels specified above.
Please see our answer to question 6 above for details.
8) Hosting vs. On-Premise: Please describe whether the proposed solution is on premise
at the County of Fresno data center or hosted in the cloud. If cloud, please provide details
of the service.
For full details of both our Hosted and On-Premise solutions, please see page 77. Our proposed
solution would be our hosted visionLiveTM solution, but can accommodate for an on-premise solution if
the County wants to host themselves.
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IV. Implementation Requirements
A. Develop Project Work Plan & Implementation Schedule
1) The vendor will develop, and keep updated, a Project Work Plan and Implementation
Schedule using Microsoft Project or other ISD approved software. The approved project
plan will be the basis for tasks and responsibilities.
Yes, our assigned project manager will work with the County and provide a project work plan and
implementation schedule through Microsoft Project. For details of the project implementation plan,
please see page 60.
2) The ISD Project Manager will approve changes to deliverable time frames in writing at
least two weeks prior to the impacted milestones. All approved changes will be reflected
in the work plan and the vendor will highlight and explain any major changes to an earlier
approved version.
Yes, our assigned project manager will provide in writing via email changes to the deliverable time
frames prior to milestones.
3) The vendor should identify all relevant assumptions made in the development of the
project plan. All assumptions will be clearly documented; including assumptions made for
development software tools, use of any third party software, County of Fresno resources
providing assistance, etc.
Yes, during the consultation stage of your project, our assigned project manager will work directly
with the County to identify any and all assumptions to software tools, functionality and components.
B. Project Management
1) The vendor will manage and deliver the goods and services defined in the Scope of
Work.
Yes, Vision will work with, manage and deliver the goods and services defined in the County’s scope of
work. Please see page 60 for full details on how Vision will provide Fresno County with website design,
development and implementation.
2) The vendor will provide a project organization chart specific to the personnel/staff
assigned for the duration of the contract.
Yes, included with your project will be a detailed project organization chart that will give specifics as to
the staff assigned to your project as well as a detailed chart of the project phases that will be taken in
the development of your new website.
3) The vendor will designate a Project Manager who will have the authority to commit the
resources necessary to satisfy all contractual requirements.
For your project, we will assign one of our highly skilled Project Managers who will work with our lead
Project Managers on developing your website.
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4) The vendor will utilize a comprehensive methodology for ongoing project risk
management to address such issues as technical risk, resource issues, scheduling
problems, readiness, etc.
Please note that Vision has been developing websites for government and public agencies for over
twenty years, and that we have extensive experience in developing exceptional websites on-time and
on-budget.
Regarding potential risks, we can meet your projected deadlines. However, variables which may affect
any agreed upon launch date include participant decision times and any customizations County may
request.
We can discuss the schedule with you upon request and, during the contract process, agree upon the
best timeline for your website’s success.
5) The vendor will define notification and escalation procedures to address extended and
unresolved problems, and system failure to the vendor Project Manager and ISD Project
Manager. The escalation procedures will include, but not be limited to the following:
Conditions warranting additional help in resolving a problem
Time duration between escalating to the next level of support
A diagram depicting the various levels of response
As a part of contract process, we can prepare a SLA tailored to Fresno County’s needs. We can
negotiate this with you during this portion of the project.
C. User Acceptance Testing and Corrections
1) The vendor will conduct a User Acceptance Test to ensure ISD users are able to
successfully use the WCMS.
Yes, during the implementation stage of your project, our project management team will conduct a
User Acceptance Test to search for any bugs or complications to the site as well as to ensure users are
able to use the new website.
2) The vendor will develop test scripts, review results and recommend initial system
acceptance. County users will assist in the actual test and be responsible for final
approval of user acceptance test recommendations.
Yes, during testing of the new website, we will work directly with the County’s users to review all
results of the tests as well as go over recommendations from the users.
3) The vendor will make any corrections based on the results of the User Acceptance Test.
Vision will make all corrections to the website based on the User Acceptance Test results that are
relevant to the original scope of work. We will need to discuss further with the County any corrections
outside the original scope of work.
D. Documentation
1) The vendor will provide updated documentation in electronic form, which details how
users, administrators, and IT staff perform WCMS functions for the version of the system
delivered.
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Included with your project is an online reference guide with full details on the Vision Content
Management SystemTM and its components. This centralized, online reference will have screenshots
from the VCMSTM so that it will be easy-to-use for your entire staff. Information included with the
online reference guide includes:
Details on the VCMSTM’s interactive components
Directions on managing site content
Instructions on maintaining Section 508 compliance
Instructional videos
Your website’s online reference guide will insure that your staff will always have an easy-to-use site
guide close at hand!
2) The user manuals will present system functionality to end users in a clear, concise,
non-technical manner.
Yes, the manuals will address all system functionality and interactive components
3) All technical and end-user documentation and training materials provided by the
vendor will become the property of the County of Fresno, at no additional charge.
Yes, the training materials will be provided to the County at no additional charge.
4) OPTIONAL: A corresponding on-line tutorial and/or instruction on system use for new
staff is desired.
Yes, we can provide the County with on-line tutorials and instructions on our system use and
functionality.
Training Webinars
Every month, Vision provides free training webinars to clients. These sessions focus on visionCMSTM
functionality, client best-practices and general trends from the industry, such as transparency,
accessibility and content strategy. Anyone from your organization that is interested may attend at no
cost, providing an easy to access training resource.
Innovation in Online Government Academies
Vision’s Innovation in Online Government Academies bring our clients together to participate in a free
educational conference showcasing best practices and trends in website management. Each one-day
event features a keynote from an industry-leading speaker, educational sessions about trends in the
industry, an update about what’s new at Vision and advanced training on the visionCMS TM. We are at
our best when we’re listening to our clients and these events provide a unique opportunity to learn
and develop together.
E. Transfer Knowledge & Train Users
1) The vendor will provide ISD staff with training necessary to fully operate, maintain,
and develop new functions for the system. ISD will be responsible for ongoing training
after full implementation. Training may be conducted in the Fresno area or remotely using
web conferencing. ISD will secure an appropriate training location.
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Vision Internet is including two consecutive days of onsite training within the scope of your project.
This consists of a session for each of your department’s content authors and an overall system
administrator and will cover creating and updating content, managing security, system configuration,
and more.
Training is conducted onsite at an office of the County’s choice by the training manager. Each trainee
ideally should sit in front of a computer and work along with the instructor who will demonstrate using
a projector. Because the system is so intuitive and easy to use, the duration of the class for regular
content administrators is only half a day. An additional half a day is needed to train the website
system administrators or “super users.” A typical training class ca n accommodate up to 15 trainees at
one time.
Because our content management tool is so easy-to-use, even your non-technical staff should have no
problems managing the website by themselves. We believe that this ensures your staff will be
completely capable of managing the website without incurring further, unnecessary maintenance
costs.
Below are additional details on our training services:
Session I: Basic Training (Content Managers)
Homepage functionality overview
Interior page overview
Logging in, dashboard and administration interface overview
Site Content
o Pages
Adding, editing and deleting
Publishing
o Documents
o Images
o News
o Calendar
Awaiting My Approval
o Approving and publishing content
Locked Content
Change Password
Help section
Session II: Advanced Training (Super Users)
Site Content (Components A-Z)
o Form/Survey Tool
o Business Directory
o Photo Album
o Service Request
o More as time permits or special requests.
Site Settings
o Configuration
o Reports
o Trash Can
o Departments
o Content Groups, Content Roles and Workflows.
o User Accounts
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o Members Accounts
o Page Templates
o More as time permits or special requests.
F. Post Implementation Review
1) The vendor will conduct a post-implementation review within three months of rollout,
as requested by ISD staff, to confirm the system is working as expected.
Yes, once your website has launched, we can conduct a post-implementation review with the County
to confirm all functionality and components are working. Please note, the review will be apart of the
visionLiveTM subscription service the County selects.
Also, once your website has been launched, we will be in regular contact with your staff to solicit
additional ideas regarding your website’s improvement. Additionally, we will provide you with the
contact information for our technical support team, who can help determine specific components
which would benefit the County and its target audiences.
2) The review will confirm the following:
functionality has been obtained
response times have been achieved
appropriate vendor support has been provided
ISD users have been successfully trained
Yes, Vision will review and confirm the above items during the post-implementation review.
V. Maintenance and Support
1) Develop procedures and establish notification for distribution of any software upgrades
or version replacements to which ISD is entitled under the software maintenance
agreement, along with updated user and operational documentation, and assist in its
installation in the test environment and migration to production.
Vision clients are our Partners. Our partnership does not end when the website is launched, rather
that signals the beginning of the relationship. To best serve our Client-Partners, we have to help them
adapt to the increasing tempo of change. Your site is dynamic; your mission and priorities can change
daily. In this environment, our clients realize they can no longer keep their site static for 4-5 years
between redesigns while resident expectations increase and technology evolves.
Vision can provide you with tools which evolve to meet the challenges of tomorrow and advice on how
to address emerging trends. We impart our expertise and best practices to ensure your site meets the
challenges of today and tomorrow, by remaining innovative in our technology and approach. With
that goal in mind, Vision offers multiple training and collaboration opportunities for our clients in order
to learn from best practices and each other.
Technology is continually evolving. visionLiveTM ensures your website will keep pace. If upgrades to
visionCMSTM are released, they will automatically be added to all visionLive TM client websites at no
additional charge. Has a new browser been released? Has a new mobile device become popular? No
worries! We have you covered.
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2) Maintain compatibility and integration with any third party reporting tools that have
been implemented as part of the contract. Should any of these packages be upgraded, ISD
will notify the vendor in advance, so analysis and code changes can be implemented as
quickly as possible.
We will be providing usage, statistics tracking and website reporting tools through Google Analytics.
Included with our hosting services, we offer Google Analytics to analyze website traffic. It presents
site traffic reports in an organized and concise format, all with full-color graphics. By utilizing this, we
are able to offer complete reports on website visitor patterns, referring sites, visitor paths, and
demographics. The reports enable you to understand the website end-users, what search engines and
keywords they use to find your website, the pages they access, documents they download most often,
and much more.
The reports also provide activity and technical statistics that contain information about the average
number of visits, the least and most active days, the length of visits, the total hits, the errors found on
the pages, etc. These numbers are especially helpful when trying to determine the impact various site
promotions have had.
The reports are made available to you over the web, and data is easily exportable to CSV, Excel and
PDF.
Our visionCMSTM is flexible enough to work with many third-party reporting tools should the county
wish to work with them outside of Google Analytics. We can discuss this further with the county upon
request.
3) Correct any errors in functionality which are reported by ISD within a reasonable
period, depending upon the severity of the error.
At Vision we stand behind our clients and can provide you with the support you need. Typical support
questions include how to perform advanced tasks, configure the system, or accomplish some
organizational need in the best way possible.
In all cases, Vision is able to address your technical and/or operational needs. Continual monitoring of
your site is provided to assist your staff in finding solutions to any unexpected problems. For issues
that occur after business hours, emergency staff support is provided 24 hours a day, 7 days a week.
4) Provide a means for ISD staff to report system problems via e-mail and telephone to
vendor staff who are dedicated to supporting clients and are accessible as required,
during normal business hours and weekend/holiday support.
Our three-step procedure assures quality service, efficiency, and on-time delivery. Support calls are
generally handled within one hour, and are handled by our technical support team or your project
manager. We guarantee a maximum 48 hours turnaround for most support issues, most of which are
handled in under an hour of reporting. Our phone and email support hours are 6:00 am – 6:00 pm
PST, Mondays to Fridays. For issues that occur after business hours, emergency staff support is
provided 24 hours a day, 7 days a week.
5) Ensure responses are made to ISD staff, within specified time periods, acknowledging
receipt of the problem report and identifying when direct contact can be made with the
vendor-assigned support staff person.
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We guarantee a maximum 48 hours turnaround for most support issues, most of which are handled in
under an hour of reporting. In all cases, Vision is able to address your technical and/or operational
needs. Continual monitoring of your site is provided to assist your staff in finding solutions to any
unexpected problems.
6) Establish and implement policies and procedures for prioritizing and responding to ISD
requests for support including:
Criteria for diagnosing reported problems and determining probable cause(s) of the
problem
Use of Severity Index criteria for assessing the impact of reported problems
Determining responsibility for problem resolution
Defining response time for various categories of problems
Documenting the response and subsequent actions
Escalating disagreements regarding cause of the problem and responsible party
Working cooperatively with ISD staff to promptly resolve problems
Tracking all problem reports
Yes, we have several policies and procedures to responding to the items above. We have separate
response times for emergencies (site down), urgent issues (site admin tools not functioning), and
everything else. All communications are tracked in our helpdesk, whether via phone or email, and at
any time the ISD and County can request escalation from our project managers or support agent at
your discretion.
7) Correct any application software errors through remote or on-site service by vendor
personnel or otherwise qualified subcontractors according to the response times.
Yes, our support staff will address and correct software errors reported.
8) Provide a means for ISD to submit requests or proposals for new or enhanced
functionality, outside of the core software components.
Yes, the ISD and County can submit requests for new or enhanced functionality. We can work with
the ISD and County to find the best way to implement and even create new functionality that meets
your needs.
VI. Security
1) Please describe how your system’s software would ensure security from public
interference.
Security Features
The Vision Content Management SystemTM contains the following security features:
No passwords are anywhere in the website.
All user credentials are encrypted.
Types of protections are present in the Vision CMSTM to prevent attacks from these
common vectors:
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o Remote file includes - Remote file includes are a commonly exploited vulnerability in
PHP. Contractor’s solution is ASP.NET based, and is not vulnerable to that.
o Cross-site scripting (XSS) and cross-site request forgery (XSRF) - The Vision CMSTM
utilizes HtmlEncode, UrlEncode, and validation to prevent XSS and utilizes ASP.NET
MVC generating an anti forgery security token to prevent XSRF.
o Brute force login attempts- The Vision CMSTM utilizes Captcha to prevent brute force
login attempts. User accounts will also be locked out after a certain numbers of
failed login attempts.
o SQL injection – The Vision CMSTM utilizes LINQ to Entities of Entity Framework
instead of composing query with string manipulation or concatenation, to prevent
traditional SQL injection attacks.
Additionally, if we are hosting your website:
o Command execution - Remote command executions are prohibited from
Contractor’s server in the case that website is hosted on Contractor’s server.
o Full path disclosure
o Directory traversal - AND
o Remote file disclosure - Directory browsing is prohibited from Contractor’s server in
the case that website is hosted on Contractor’s server.
Security and DDoS Protection
Security Strategy
Our security strategy involves a heavy investment in both prevention and mitigation. We have:
Dual high bandwidth, high availability firewalls.
Behavior-based blocking: IP addresses are temporarily blocked if they send excessive
requests per second or per hour.
Black Lotus DDoS protection: Automatically activates whenever a significant attack
comes, scrubbing malicious traffic through multiple data centers while allowing legitimate
traffic access the site.
Hosting and Data Security
Vision owns and controls all equipment used in our primary data center. Our data center is Coresite in
downtown Los Angeles. Coresite has the following certifications:
SSAE 16 SOC 1 Type 2 – An external auditing firm completes an SSAE 16 SOC 1 Type 2
review of the data center on an annual basis.
PCI DSS – An external assessment was completed in September 2014 by a Quality
Service Assessor (QSA) to validate the data center’s compliance with the Payment Card
Industry (PCI) Data Security Standard (DSS) version 3.0 as a “Level 1” service provider
for its collocation services. The data center has scheduled ongoing PCI DSS reviews on
an annual basis.
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Vision’s web sites are hosted on Microsoft Server virtual devices with N + 2 physical device failover.
Your website is collocated with other sites on the same server but is fully partitioned with its own
database, site instance and IIS application pool. Your server is fully dedicated to web hosting and the
Vision CMS software. Critical operating system patches are applied immediately and non-critical
patches are applied monthly. There are no open source technologies in use in the web server
infrastructure, however open source packages are leveraged in Vision’s CMS software.
All of Vision’s servers are monitored 24/7/365 with enterprise-level monitoring software. This software
is installed in multiple data centers and our network engineers and programmers are always on call.
We run backups to devices both onsite in our data center and offsite in our office. We maintain 14
days of backups on a RAID device in the data center and one day of backups on a backup server in
our Santa Monica office. We randomly test our backups at minimum once per week via a full restore.
Additionally, Vision performs regular stress tests on our servers and ensures all visionLive updates
pass a Qualys Web Application Scan prior to releasing them on our production servers.
2) Please described how your system’s software would allow f or internal selective access,
prevent unauthorized access, and provide audit trails for work performed and identify
who performed the work.
Vision Internet can implement an Extranet where restricted content is integrated into the main County
website. The restricted content is not viewable by users until they log into the website (i.e. designated
staff or elected officials). Once they log in, they will see the additional content within the menus or as
an additional section to the main website.
When implementing the Extranet, you may want to have different levels of information access. With
our Extranet tool, you can define an unlimited number of groups such as designated staff, executive
management, and elected officials. Registered users can belong to any number of groups and any
number of groups can be associated with most pages in the Extranet. Once implemented, the website
visitors will need to log into the website using a username and password to view the secure pages.
The Extranet functionality is included as part of the following components: Business Directory,
Calendar, Document Central, Facility Directory, FAQs, Forms Builder, Job Postings, News, Pages, Photo
Gallery, RFP Postings, Service Directory, and Staff Directory.
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Our Services
A recent survey of more than 330 local government professionals revealed that through 77% believed
their websites were “essential” to their communication strategy, only 34% felt their sites were “highly
effective” today. The reality is that though most agencies currentl y utilize some form of a content
management system, their challenges are borne out of the fact that technology alone does not produce
effective websites that Serve, Represent and Delight their communities. Success is realized when
powerful technology is coupled with expertise and best practices to produce attractive, easy to navigate
websites that provide clear, succinct content to visitors.
Serve
Vision recognizes the core of a local government’s online presence is to
Serve the members of their community. This means providing key services
online to allow residents to conduct business with you 24/7 – eliminating
the need for cumbersome visits to your office.
In order to fulfill this purpose, Vision will provide consultation services and
key functionality to ensure your residents can find what they need and
complete the processes with ease.
Powerful Tools and Flexible Content Management:
visionCMSTM was created from the ground up to be the most flexible CMS available to meet the
government mission. It allows non-technical staff from different departments to maintain their own
content while preserving consistency throughout the site. Its intuitive editor allows staff to incorporate
text, images, documents, and links. Further, visionCMSTM allows you to control the delegation of
authority. You can define the content that editors can update and the tasks they can perform. With the
Approval Cycle, you can create any number of custom workflows that are unique on a per-department
and/or type of content basis. This level of control and flexibility is unmatched in the industry. The system
scales to support any size community: You are allowed unlimited users, pages, and categories.
Additionally, numerous interactive components are available with the visionCMSTM to allow you to offer
interactive services to your residents 24/7. Features include:
Agenda and Minute Management
Calendar
Citizen Request Management
eNotification
Event Registration
Form and Survey Builder
Facility Directory and Reservation Tool
Online Job Application
Online Payments
RFP Postings
Service Directory
Staff Directory
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visionSocial – Social Media Management, Simplified
With visionSocial, you can streamline your social media activities by managing them directly from the
CMS. Post what you want, when you want and where you want it.
Post directly to Facebook and Twitter from visionCMS, and:
Customize messages with text and images to increase engagement
Schedule posts to maximize visibility
Plan multiple posts across multiple channels to build campaigns
Integration of Third-Party Components and Databases
Today, there are many advanced components for such functions as:
eCommerce and ePayment
GIS Mapping
Park and Recreation Services
Permitting
Service Requests (CRM)
Streaming Video
Others
Our content management system can easily work with these third-party systems, provided they are web-
enabled. Most of these types of components can be given the same look and feel as your main website
via modifications to the presentation template. For your project, we will provide you with an HTML
template that vendors of these third-party components can use. We will also integrate links to these
third-party components into the overall website navigation. There are many examples of where we have
used this approach, including the Cities of Newport Beach, CA; Rancho Cordova, CA; and many others.
Another approach is to create a web interface for existing third-party databases. We used this approach
in displaying tax records exported from a mainframe system for Vanderburgh County, IN; Contractor
information from city databases for the City of Hamilton, OH; and staff and student contact information
from school databases for the UCLA School of Law.
These are just a few examples of our extensive experience working with third-party databases and
systems. While interfaces to third-party systems are not included within the budget, they are available for
an additional fee. We will provide a firm quote for interfaces after analyzing the databases and
requirements during the consulting phase of your project.
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Represent
In addition to providing basic services, many of our customers are
recognizing that their website can become an indispensable part of their
overall communications strategy. Years ago, the concept of “branding”
was rarely discussed. However, as residents expect more from their
county’s online presence, many Vision clients are seizing the opportunity
to use their website to brand their community, its leaders and their
individual agencies and departments.
With Vision, your website will have a design that makes it stand out
among counties on both a regional and national basis. The Fresno
County website will be inviting, easy to use, and will reflect your unique
identity. This will be accomplished through the following design
characteristics:
Creative design that reflects your community and creative design elements that capture
the essence of the County.
Highly functional layout that makes important information available from the homepage
and pages throughout the site.
Photos and collages of recognizable landmarks, scenery of the County, and the local area.
Consistent look and feel throughout the site to make it easier for website visitors to
navigate the site and find information they need.
Section 508 Compliance making it accessible to persons with disabilities.
Easy-to-use drop down menus helping users to quickly understand navigation and locate
information with the least amount of clicks.
Breadcrumbs showing the user’s current path to let them know exactly where they are on
the website.
Vision is recognized for its ability to create great designs that fulfill each of the above objectives. We have
been featured in the national media and have won over 250 awards for creating effective web solutions,
including the most prestigious awards in the industry. We intend to use all of this skill and experience to
create an award-winning quality website for your community.
No one compared to Vision and what they could do… we looked at all the
awards that they had won – and the websites for those awards – and could see
definitely what they were doing was what we wanted to do.
Kathy Ward, City of Dana Point
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Unique, Custom Website Designs
The flexibility of our content management system allows for creative freedom in styles and layouts not
available from other firms. Our team will work with you to understand your community and create a
design that will provide an accurate sense of place for your virtual visitors:
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Delight
Certainly, many residents’ interactions with the county can be far less
than “delightful”. Since governments first went online, they have sought
to digitize a mountain of forms, policies and other paper content and get
it on the web. That thought process led to cumbersome sites, often with
thousands of pages of dated content that confounds residents and
challenges site administrators to keep content current and relevant.
When a resident finds a website that is streamlined and can be accessed
on their terms, the seeds of delight are planted. Vision’s process and
functionality is ever-mindful of the resident, delivering a solution to keep
content current, relevant and easily-accessible.
Navigation Consultation to Make Information Easy to Find
For your website, we recommend organizing information by office/department, topic, and/or target users.
Keep in mind that the average resident does not know the organizational structure of the County, nor
needs to. Our approach allows users to find information in the variety of ways that make most sense to
them. This is a solution we use on many of our government websites because when content is available
through multiple “paths” it is simple for users to search the site regardless of their preferred method. We
often implement Action Based Navigation which allows users to easily find a particular service or page on
your website through an easy-to-use drill down menu, such as “I Want To…view an event, fill out a form,
etc.”
It is also easy for your staff to update and maintain web pages because of our single-source web-
publishing model. It lets you update the web page one-time and multiple connected pages throughout
the site are also instantly updated. This creates greater consistency while maintaining maximum usability
for website visitors.
Access on all devices with Responsive Design with visionMobileTM
Your site visitors utilize a wide variety of devices to
access your website, including mobile phones,
tablets, and computers with large and small
monitors. Fortunately, with visionMobileTM your
website will detect the screen resolution of the
user’s device and automatically respond, producing
a view of the site optimized specifically for that
screen. This ensures your site visitors will be able
to easily use the site, no matter what device they
are using.
Understanding that Responsive Design is key for the County, our experience and innovation in this area
makes us the clear leader for mobile technology. Since launching our first responsive site in January
2013, we have built quality Responsive websites and continue to be a leader in this innovative
technology.
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Optional Intranet with Responsive Design
Included at no additional cost, we will be implementing an Extranet that will provide a restricted,
password protected area of the website for your staff that can be used to show private content. Please
see page 97 for full details. As an option, we can also implement a more robust Intranet for your website.
While the public website will enable you to improve your communication with people outside your
organization, the Intranet will serve as the main source of information for your employees. It will have its
own unique homepage, navigation, and design. The design will be based upon the approved public
website design; however, it may include its own color scheme, collage, and homepage layout. On the
following page is an example of the website and Intranet as implemented on the City of Walnut Creek
site.
In implementing your Intranet, we would take the following steps:
Complete your main website project
Replicate the main website including components such as calendar, news, etc.
Implement the approved Intranet design
Migrate or add pages as required9
Launch the website behind a firewall so as to make it inaccessible from outside your internal
network10.
Please note that the Intranet must be hosted on the County’s server according to the specifications on
page 67.
RSS viewer widgets can be used to retrieve and display information from the main County site, such as
news and events, and display them on the Intranet. Any content can be retrieved as long as a RSS feed
URL is available. If a website user clicks on one of the news or events items in the RSS viewer, they will
be taken to the detailed information on the main website. Please note that items from the Intranet and
main County site will not be combined into one list.
In this approach, the content in the website and the Intranet plus all management tools would be
separate.
9 Includes up to 25 pages; additional pages may be migrated for an additional budget.
10 For users to access the Intranet from outside your network, they may need to use a VPN to access
your network prior to accessing the Intranet.
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We will also implement Responsive Design for your Intranet website that will display an optimized view of
the Intranet for mobile devices, ensuring your staff can view it even when on the go.
Figure 3 : Bottom image is of the Cit
Intranet.
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Implementation Process
Each of the 700+ agencies we have partnered with over the years has had unique goals and objectives.
We recognize you will, too. Our history of innovation and expertise in online government makes us
exceptionally qualified to help lead Fresno County through a comprehensive, research-based process to
achieve those goals, uncovering needs and creating a website that will uniquely Serve, Represent, and
Delight your community.
Vision Stage
In order to create a strategic website, you must first define your vision and goals. Our Vision Stage is
designed help uncover what’s working and not working on your existing site as well as better understand
what your community expects to see on the website.
Comprehensive Website Analysis and Information Gathering
Effectively Serving, Representing, and Delighting your unique community requires research to understand
your users, what they expect to see on your website and how they engage with your website. Vision will
apply a number of different evaluation methods to gather information about the use of the current
County website to provide useful direction for development of a new website, including:
Community Surveys
User Testing
Focus Groups
Heat Map Analysis
Stakeholder Engagement
Advanced Website Analytics Analysis
Community Surveys
Do you know the top five things visitors are seeking to find on your website? Do you know if they are
able to easily find the information they need and complete tasks? We believe the best way to determine
the course forward is to begin with your community and their needs. This process has consistently
uncovered valuable insights that shaped our recommendations for the homepage wireframe and
navigation:
Info tends to be either too general or too specific; sometimes there is info about what specific
ordinances exist but other times you have to dig through the Municipal Code itself. Would appreciate an
additional layer that made it easier to peruse/navigate as a lot of what we deal with tends to be code
violent/enforcement issues.
There is no section labeled "Parks" you have to do a search.
Use clear, simple terms for major headings, with more specific information included in each general
heading. I.e. use GARBAGE instead of Solid Waste.
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User Testing
Though the surveys will provide valuable feedback about the overall visitor experience on your website ,
we also want to understand how intuitive the processes are to the average site visitor. To do this, Vision
will collaborate with your staff to identify five tasks for your website. These tasks will be tested by five
users employing screen-sharing software; this software records the interactions of the users with your
website and its mission is to identify any usability issues. Tester audience will be determined in
collaboration with your staff.
Focus Groups
Vision will moderate groups of diverse people assembled by your organization to participate in a guided
discussion about your website redesign. Typically, these groups are representative of your core
audiences, including groups like business owners, parents, students, senior citizens, and staff. Vision will
provide you with the best practices on how to assemble your focus groups; normally 2-3 focus groups will
provide valid information.
Heat Map Analysis
Reviewing your website analytics will provide insight into what content users seek and how they are
finding it. However, it’s important to also understand what elements of the website are drawing visitors’
attention and how they’re interacting with your content. To do this, Vision will conduct a heat map
analysis of your existing website. Vision’s User Experience Consultant will review the results, along with
all of the other analysis, to make recommendations for a site layout that will best suit the needs of your
users.
Stakeholder Engagement
In order to understand your organization’s goals as we create the vision for your new website, we will
also engage your internal stakeholders. This process allows us to gather ideas and suggestions for the
Figure 4: Heat Map Analysis tracks how users
engage with your website .
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new site’s layout, content and design. As the conclusion of the information -gathering Vision stage, we
will:
Prepare and review a survey document which will focus on goals and objectives.
Review your existing website and those of similar counties.
Study examples of other websites you like.
Review project goals and timeline.
Collect content and materials for the new website.
Advanced Website Analytics Analysis
If you have been capturing analytics on your existing website, Vision’s User Experience Consultant will
review your data in order to uncover key content, pages and other insights about how users are
engaging with your website. The report will include:
Most Visited Pages
Entry Pages
Exit Pages
Bounce Rate
Mobile Use
Devices
The Vision Stage will conclude with the delivery of a Usability Study Report that will provide the compiled
insights and recommendations for your site development, including:
Usability Study Report
Discovery of Goals
Online Community Survey Report
Stakeholder Survey Report
Accessibility Report (section 508)
Broken Links Report
User Testing Report
Analytics Report
Heat-maps Report
Mobile Assessment
Summary of Recommendations
Advanced Content Strategy Consultation for Your Staff
A critical part of developing a useful, customer-focused website is evaluating and editing the content that
exists on your website today. Total page migration shouldn’t be your goal; rather, keeping the
information that is important to your customer and delivering it in a way that is easily understood should
be.
Vision’s Advanced Content Strategy Consultation provides a highly -customized approach to understanding
your customer and evaluating on-line processes. Vision’s Content Strategy Expert will help you develop
and implement a content strategy that fits your organization, and will present the strategy to
stakeholders in your organization. This unique, one of a kind service offering will help Fresno County
discover the best way to approach your content. In addition, it will encourage and inspire your executive
leadership and internal departments by providing a unique, hands-on learning experience led by an
experienced Government Content Strategy Expert empowering your staff to look at your website content
through your customers’ lens. The end result is fewer pages to manage, a higher satisfaction rate from
your customers, and the knowledge and training to write and publish better web content.
Included services:
Content development and migration best practices handout
Website content best practices handout
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Website persona template
Communicating with your audience template
Task process evaluation template
Writing for the web textbook
Scheduled follow up consultation (1 hour via web)
Analytics report
Customized plain language training
Customized content strategy
Content strategy presentation to stakeholders (1 day on-site)
Personalized content strategy training (1 day on-site for up to 10 people per session; Two, 4-
hour sessions)
Concept Stage
The analysis conducted in the Vision Stage will help inform the direction of your site’s development. This
begins with the Concept Stage, where we define the wireframe and information architecture for
your new website, informed by our identification of what information is most important to your users and
internal stakeholders.
In the case of Victoria, Texas, the
Vision Stage uncovered that residents
came to the site most frequently to
know what was going on in town. As a
result, the wireframe for the website
focused around a large area for
graphics that could show Stories,
Meetings, Events and News – all to
provide a comprehensive view of the
community.
In addition to the site’s layout, the
Concept Stage also includes the initial
creation of the site’s navigation
architecture, guiding how the content
will be laid out to ensure it can be intuitively accessed by site visitors. This
will be achieved by:
Defining the navigation strategy.
Reviewing and recommending interactive components and features to ensure streamlined
navigation through special types of content.
Creating a conceptual sitemap and categorization of pages. The navigation and information
architecture will take into account your current needs plus allow for future expansion and growth.
A wireframe also known as
a screen blueprint, is
a visual guide that
represents the skeletal
framework of a website.
Wireframes are created for
the purpose of arranging
elements on a website
homepage to best
accomplish its defined
purpose.
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The Concept Stage will conclude with your satisfaction and approval of the homepage layout wireframe.
Design Stage
Once the layout of the site is complete, it’s time to move
into the Design Stage to bring the site to life with a
compelling, but usable design. In order to create a design
that effectively represents your community, our designers
will review the data collected about your website in the
Vision stage, conduct surveys with your staff about design
preferences and meet with your website committee to
discuss their findings.
Following this analysis stage, you will receive a digital
mood board, showcasing the graphics, photos, fonts, colors
and other design elements that best represents your
community.
This mood board will help ensure the entire team is on the
same page regarding the site’s look and feel before the
initial concept is presented.
As part of the process, we will present one preliminary concept, then provide unlimited revisions to
ensure your satisfaction with the site’s design.
Development Stage
During the Development Stage the process continues as we create the interior page design then program
the website. Development includes implementation of visionCMSTM and integration of the interactive
components and features. Quality is ensured by our extensive experience, testing, and the proven
technology of visionCMSTM.
Included in the scope of your project is the content migration of up to 200 pages into the new website.
For more information about the visionCMSTM, please refer to page 53.
Training and Soft Launch Stage
While quality assurance is an integral part of every stage of the project, in the Quality Assurance,
Documentation, and Training Stage we:
Perform extensive functional testing.
Figure 5: A Digital Mood Board will provide an
overview of the aesthetic concept for your new
website.
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Review content.
Provide administrator and content editor training.
For your project we will provide two consecutive days of onsite training consisting of sessions for your
staff representatives on content editor training and for advanced administrator functions including system
configuration, system maintenance, reporting, and strategies for future expansion.
Launch Stage
In the Launch Stage, the website is moved to the production server. Our launch process includes the
installation of necessary software, making configuration changes, and transferring code and content.
Once transferred, we again go through the final quality assurance process to ensure the site transferred
correctly plus do a final check for broken links, Section 508 compliance, and others.
The frontend of the website will be tested in the browser/operating system combinations according to the
following testing matrix11:
Firefox12 IE 9, 10 & 11 Chrome13 Safari14
Windows XP N/A
Windows Vista/7
Windows 8
Mac OSX n/a
Once testing is complete, the site will be available to the public upon your final approval!
11 Should the County require any additional testing with other browser/operating systems/mobile
devices, we can discuss this with you during consulting and determine your precise needs. We can
provide a budget for any additional work at this time.
12 Latest released version.
13 Latest released version.
14 Latest released version.
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Project Schedule
The table below shows our recommended development and launch schedule along with a list of key
deliverables/milestones. We can, however, work with you to find a way to shorten the schedule if you
require.
Implementation Step Avg. Duration
Vision Stage
Initial kick-off call with County’s project manager
Survey preparation and review
Comprehensive website analysis
Review project goals and timeline
Advanced Content Strategy Consultation
o 1 day on-site content strategy development meeting
o 1 day on-site content training meeting
4 – 6 Weeks
Concept Stage
Creation of Information Architecture
Create conceptual sitemap
Homepage layout wireframe
2 – 4 Weeks
Design Stage
Unique, custom graphic design
Custom icons, buttons, screen elements, and backgrounds
Homepage design comp
3 – 4 Weeks
Development Stage
Implementation of visionCMSTM
Integration of interactive components
Migration of up to 200 pages of content
4 – 9 Weeks
Quality Assurance, Documentation, and Training Stage
Final testing
Two consecutive days of onsite training sessions
2 – 3 Weeks
Soft Launch & Final Launch
Move website to production server
Completed website
Website goes live
2 Weeks
Total estimated time to launch 17 – 28 Weeks
* The schedule may vary depending on additional components and participant decision times. Some stages may
overlap, which can reduce the total time of completion.
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Ongoing Services and Hosting
Vision clients are our Partners. Our partnership does not end when the website is launched, rather that
signals the beginning of the relationship. To best serve our Client-Partners, we have to help them adapt
to the increasing tempo of change. Your site is dynamic; your mission and priorities can change daily. In
this environment, our clients realize they can no longer keep their site static for 4-5 years between
redesigns while resident expectations increase and technology evolves.
Vision can provide you with tools which evolve to meet the challenges of tomorrow and advice on how to
address emerging trends. We impart our expertise and best practices to ensure your site meets the
challenges of today and tomorrow, by remaining innovative in our technology and approach. With that
goal in mind, Vision offers multiple training and collaboration opportunities for our clients in order to learn
from best practices and each other.
Training Webinars
Every month, Vision provides free training webinars to clients. These sessions focus on visionCMSTM
functionality, client best-practices and general trends from the industry, such as transparency,
accessibility and content strategy. Anyone from your organization that is interested may attend at no
cost, providing an easy to access training resource.
Innovation in Online Government Academies
Vision’s Innovation in Online Government Academies
bring our clients together to participate in a free
educational conference showcasing best practices
and trends in website management. Each one-day
event features a keynote from an industry-leading
speaker, educational sessions about trends in the
industry, an update about what’s new at Vision and
advanced training on the visionCMSTM. We are at our
best when we’re listening to our clients and these
events provide a unique opportunity to learn and
develop together.
The Innovation in Online Government Academy proved to be an excellent
platform for receiving best-practice tips and training, a better understanding of the
direction and plans of Vision, and a sense that the company cares about their
partnerships with their customers.
Jason Eggers, City of Belmont
Vision Hosting
For over eighteen years, website hosting has been an integral part of our operations. We started our
business as an Internet Service Provider (ISP) offering full service connectivity, design, and hosting. As
the business evolved, we developed our relationship with CoreSite and Cogent, a global network provider,
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which enables us to provide comprehensive hosting solutions for our clients. We have our own co-
location suite within a secure, state-of-the-art facility.
Our hosting services include:
Necessary bandwidth for website (over a 1 Gbps fiber digital line)
Power failure equipment including battery backup
Redundant generator backup
VMware Virtualization server with high available setting
Operating system health monitoring and automatic hardware failover capability
Centralized storage area network
Full climate control
Firewall protection
24 hour monitoring
Security access via ID, biometrics, CCTV and key card
Microsoft Windows Server (based on the CMS version)
Microsoft SQL Server (based on the CMS version)
Fixed IP address for the website
Daily onsite backups
Guaranteed 99.9% uptime
visionCMSTM Hardware and Software
Below are details on the hosting environment we are offering the County:
Shared Server
Quad-core or Hex-core processors
10 GB~16 GB memory per hosting virtual server
VMware High Availability Configuration
RAID 50 and up Storage Area Network Configuration
Vision’s solution is flexible. If you or a third party is hosting the website, we recommend the following:
Web Server
Dual processors with quad cores at minimum 2.8 GHz CPU
Minimum 6 GB RAM
Minimum 40 GB Hard Drive
Windows Server 2012
Database Server
Dual processors with multiple cores at minimum 2.8 GHz CPU
Minimum 8 GB RAM
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Minimum 80 GB Hard Drive
Windows Server 2012
Microsoft SQL Server 2012
Note: The Web Server and Database Server can either be separate or reside on the same machine. In
case they are on the same machine, the minimum requirements are dual processors with Quad cores and
at least 2.8 GHz CPU and 8GB RAM. For better performance, we recommend dual processors with Quad
cores and 3.0 GHz CPU and above.
Web Analytics
To realize the full potential of your
website, you must measure its
progress. The easiest way to
accomplish this is to actively monitor
website traffic and the content most
utilized by visitors.
Included with our hosting services, we
offer web analytics to analyze website
traffic. It presents site traffic reports in
an organized and concise format, all
with full-color graphics. By utilizing this,
we are able to offer complete reports
on website visitor patterns, referring
sites, visitor paths, and demographics.
The reports enable you to understand
the website end-users, what search
engines and keywords they use to find your website, the pages they access, the documents they
download most often, and much more.
The reports also provide activity and technical statistics that contain information about the average
number of visits, the least and most active days, the length of visits, the total hits, the errors found on
the pages, etc. These numbers are especially helpful when trying to determine the impact various site
promotions have had.
The reports are made available to you over the web, and data is easily exportable to Word, Excel, and
XHML.
Unlimited Support
At Vision we stand behind our clients and can provide you with the support you need. Typical support
questions include how to perform advanced tasks, configure the system, or accomplish some
organizational need in the best way possible.
In all cases, Vision is able to address your technical and/or operational needs. Continual monitoring of
your site is provided to assist your staff in finding solutions to any unexpected problems. For issues that
occur after business hours, emergency staff support is provided 24 hours a day, 7 days a week.
Figure 6: Web analytics provide advanced, interactive reporting.
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Upgrades
Technology is continually evolving. visionLiveTM ensures your website will keep pace. If upgrades to
visionCMSTM are released, they will automatically be added to all visionLive TM client websites at no
additional charge. Has a new browser been released? Has a new mobile device become popular? No
worries! We have you covered.
Site Improvement Credits
The days of developing your website, then not revisiting it until you redesign it 3-5 years later, are over.
Your website should constantly evolve to meet the changing needs of your community. In order to
facilitate this, Vision has built Site Improvement Credits into our subscription plan. These credits can be
used to purchase any service Vision offers, from design time, to training to programming, enabling you to
make incremental changes to your website without allocating an additional budget. Conversely, Credits
can be accrued over the course of the initial term of your contract if you would prefer to save up for
more extensive redesign revisions.
Recovery
Vision Internet uses software to monitor the website 24/7. If there is any outage, four Vision Internet
staff members will receive notifications by e-mail and text message. For scheduled server maintenance,
we will notify you in advance via email. For unexpected server downtimes or outages, we will notify you
via phone or e-mail if possible.
As part of our hosting services, we back up the website daily and keep two weeks worth of database
backups at all times. Data is backed up both by FTP to off-site storage and by tape backup. We back up
all site files and the entire site database.
Entry to the Vision Internet hosting facility requires ID, palm scanner, and key card. Software based
security measures include Windows firewall, Norton Enterprise Anti-Virus and firewall, and Windows
Defender. Our security includes .net framework security mechanisms, MD5 encrypted sensitive
information, and SSL.
Security Features
The Vision Content Management SystemTM contains the following security features:
No passwords are anywhere in the website.
All user credentials are encrypted.
Types of protections are present in the Vision CMS TM to prevent attacks from these common
vectors:
o Remote file includes - Remote file includes are a commonly exploited vulnerability in PHP.
Contractor’s solution is ASP.NET based, and is not vulnerable to that.
o Cross-site scripting (XSS) and cross-site request forgery (XSRF) - The Vision CMSTM
utilizes HtmlEncode, UrlEncode, and validation to prevent XSS and utilizes ASP.NET MVC
generating an anti forgery security token to prevent XSRF.
o Brute force login attempts- The Vision CMSTM utilizes Captcha to prevent brute force login
attempts. User accounts will also be locked out after a certain numbers of failed login
attempts.
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o SQL injection – The Vision CMSTM utilizes LINQ to Entities of Entity Framework instead of
composing query with string manipulation or concatenation, to prevent traditional SQL
injection attacks.
Additionally, if we are hosting your website:
o Command execution - Remote command executions are prohibited from Contractor’s
server in the case that website is hosted on Contractor’s server.
o Full path disclosure
o Directory traversal - AND
o Remote file disclosure - Directory browsing is prohibited from Contractor’s server in the
case that website is hosted on Contractor’s server.
Security and DDoS Protection
Security Strategy
Our security strategy involves a heavy investment in both prevention and mitigation. We have:
Dual high bandwidth, high availability firewalls.
Behavior-based blocking: IP addresses are temporarily blocked if they send excessive requests
per second or per hour.
Black Lotus DDoS protection: Automatically activates whenever a significant attack comes,
scrubbing malicious traffic through multiple data centers while allowing legitimate traffic access
the site.
Hosting and Data Security
Vision owns and controls all equipment used in our primary data center. Our data center is Coresite in
downtown Los Angeles. Coresite has the following certifications:
SSAE 16 SOC 1 Type 2 – An external auditing firm completes an SSAE 16 SOC 1 Type 2 review of
the data center on an annual basis.
PCI DSS – An external assessment was completed in September 2014 by a Quality Service
Assessor (QSA) to validate the data center’s compliance with the Payment Card Industry (PCI)
Data Security Standard (DSS) version 3.0 as a “Level 1” service provider for its collocation
services. The data center has scheduled ongoing PCI DSS reviews on an annual basis.
Vision’s web sites are hosted on Microsoft Server virtual devices with N + 2 physical device failover. Your
website is collocated with other sites on the same server but is fully partitioned with its own database,
site instance and IIS application pool. Your server is fully dedicated to web hosting and the Vision CMS
software. Critical operating system patches are applied immediately and non-critical patches are applied
monthly. There are no open source technologies in use in the web server infrastructure, however open
source packages are leveraged in Vision’s CMS software.
All of Vision’s servers are monitored 24/7/365 with enterprise -level monitoring software. This software is
installed in multiple data centers and our network engineers and programmers are always on call.
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We run backups to devices both onsite in our data center and offsite in our office. We maintain 14 days
of backups on a RAID device in the data center and one day of backups on a backup server in our Santa
Monica office. We randomly test our backups at minimum once per week via a full restore.
Additionally, Vision performs regular stress tests on our servers and ensures all visionLive updates pass a
Qualys Web Application Scan prior to releasing them on our production servers.
Disaster Recovery
In the event of any outage impacting our primary data center, your website visitors will be able to access
your website as usual via our backup data center. Our Disaster Recovery Strategy includes:
Backup Data Center:
Geographically separate backup center from our primary data center
SSAE 16 Type II Compliant
Standard Disaster Recovery Services:
Site resorted in 90 minutes or less
Data replication every 15 minutes
Recurring monthly failover testing
Guaranteed 99.9% website uptime
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Cost Proposal
With Vision, you are sure to receive a website that delivers on its potential. Using our in-depth
consultation process, we create unique solutions tailored to our government clients’ most pressing
concerns.
Vision’s services are comprised of two components:
1) Professional Services – During the Vision Implementation Process, our Professional Services
team will take you through Vision, Concept, Design, Development, Documentation, Training and
Launch stages of your project and will create a unique website that meets your needs.
2) Software Subscription – The Software Subscription provides access to our SaaS-based
Content Management System (CMS) and includes Support and On-Going Services offered through
visionLiveTM. Since we continually update and launch new functionality to our CMS, you have the
knowledge that your website will be fresh and relevant over the course of the contract.
Based on our initial understanding of your RFP, the focus of your current website and our extensive
knowledge of local governments’ needs, we propose the following scope of services. While you will find
details regarding our proposed services and plans throughout this section, here is a summary of costs for
your quick reference:
Cost Summary
Year Included Services Fee
Year 1: Included Professional Services
1st Year of visionLiveTM FREE
$53,570
Year 2: 2nd Year of Software Subscription (visionLiveTM)
(assumes Standard Edition)
$9,000
Year 3: 3rd Year of visionLiveTM (assumes Standard Edition + 5% increase) $9,450
Year 4: 4th Year of visionLiveTM (assumes Standard Edition + 5% increase) $9,922
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Included Professional Services
Services
Vision Stage
Preparing and reviewing a survey document which will focus on goals and
objectives
Leading a remote planning and brainstorming session where we discuss
the current website, needs of users and staff, and possible approaches for
the future
Studying examples of other websites you like
Reviewing project goals and timeline
Collecting content and materials for the new website
Scope includes Web-based consultation meetings with Project and UX
Managers
Advanced Content Strategy Consultation
o 1 day on-site content strategy development meeting
o 1 day on-site content training meeting
Included
Concept Stage
Creating the information architecture which supports easy access to
information
Creating a conceptual sitemap and categorization of pages
Content consulting package - Plus
Up to 200 pages of content migration
Creating a homepage layout wireframe that shows the placement of key
information and dynamic content.
Included
Design Stage
Providing art direction
Conducting a design review
Scope includes the Basic Design Package
o One homepage design concept with revisions
Included
Development Stage
Implementing your visionCMSTM and interactive components on a
Development site
Included
Documentation and Training Stage
Conducting training on the visionCMSTM with county staff
Scope includes two consecutive days of onsite training session
Included
Launch Stage
Conducting final quality assurance checks
Bringing the new site live
Included
TOTAL $53,570
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Cost Proposal
Company: Vision Technology Solutions, LLC
On the following pages is a completed copy of the Cost Proposal sheet included with the RFP. We can
discuss further details upon request:
Item Total
SOFTWARE / INSTALLATION / TRAINING / HARDWARE
Software (Application) Cost
Workstation/User Licenses
Server License
List and Specify any 3rd Party Software required for
system
Data Migration
Total Software Cost $53,570
Installation
Specify the installation Fees
Project Management Fees
Total Installation Cost $0, Included with the base cost.
Training at County of Fresno Location
Train the Trainer – Admin/Supervisor
Train the Trainer – Data Entry Clerk
Estimated Travel Expenses
Additional Cost for 1 Day of Training $1,250 per day (optional)
Total Training Cost $0, Included with the base cost.
Hardware
List and Specify Hardware required for system
Total Hardware Cost $0, Included with the base cost.
Taxes N/A
Total System Cost $53,570
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Item Total
COST for HOSTING TBD, based on vLive Edition selected
by the County. Please see page 67 for
details.
COST for NON-HOSTING TBD, based on vLive Edition selected
by the County. Please see page 67 for
details.
COST for OPTIONAL FEATURES
Section II.A.5. Provision for the creation of templates
for use by content editors
Section II.B.10. Provision for type-ahead functionality
Section II.B.11. Provision for language options
(Spanish/Hmong, etc.)
Section II.C.3. Provision for staging/development site
for training/testing
Section IV.D.4. On-line tutorial and/or instruction on
system use
$0, All requested optional features are
included with the base cost.
Section II.B.9. Expansion to include internal/intranet
sites
$16,955. Please see page 91 for full
details of our Intranet features and
ongoing services.
MAINTENANCE COST – ANNUAL
Maintenance (to be paid annually) $9,000
Discounts (indicate discount type, % as well as $ amount) N/A
Total Annual Maintenance Cost – Year 1 Free
Total Annual Maintenance Cost – Year 2 $9,000
Total Annual Maintenance Cost – Year 3 $9,450
Total Annual Maintenance Cost – Year 4 $9,922
Total Annual Maintenance Cost – Year 5 $10,418
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Software Subscription (visionLiveTM)
Vision provides two editions of visionLiveTM, a subscription-based
Content Management System and service plan designed to equip you
with the technology, expertise and training to keep your website
relevant and effective over time. Recognizing each agency will have
unique goals, we offer two editions, each designed to provide
appropriate functionality and services for a variety of needs and budget ranges.
Based on our assessment of Fresno County’s needs, we recommend the Standard Edition, but have
included information about each option for your consideration.
Standard Edition
Our most popular option, Standard Edition was designed to provide you with advanced visionCMS TM
functionality and hosting with a variety of training and support resources to equip your staff with the
tools and expertise needed to maintain a highly effective website. In addition to an on-going series of
webinars and consultation with your account manager, included services, such as the Annual Site
Analytics Report, will help you measure your site’s performance and effectiveness over time. Should these
reports indicate tweaks need to be made in order to optimize your site’s design, main navigation or
buttons, you can simply apply your Site Improvement Credits to engage Vision’s team of designers a nd
programmers.
Plus Edition
If you need more: more storage, more tools, more service - then Plus Edition is for you. This premium
edition includes developer-friendly tools, such as our API Library and Sandbox Environment, as well as
our most comprehensive on-going service package. You will receive frequent reports to help you monitor
the on-going success of your website and will have monthly access to an open office hour with the Vision
team. With an even larger bank of Site Improvement Credits at your disposal, you will always have the
resources to keep your site fresh, relevant and in tune with your users.
The features and services included in each edition are outlined below in order to allow you to easily
compare and select the plan that best suits the County’s needs.
On-Premise Options
Would you like a subscription-based maintenance plan, but would prefer to host your site in-house? No
problem! With our On-Premise Subscription Maintenance option, you will receive all the maintenance and
support services outlined above in the hosted visionLiveTM subscription option, but will be able to host the
site on your own servers. Please note this will only be $1,200 more annually on top of whichever
visionLiveTM Edition the County selects.
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Added Value Professional Services
Along with our included website development services and visionLiveTM subscription services, we can offer
the following added value professional services to the County. We offer these to demonstrate our forward
thinking for your project.
Optional Professional Services
Depending upon your needs and available resources, you may opt for these additional services. They are
not required to create a high-quality, successful project. Details are provided in the Vision Process
outlined on page 60.
Optional Services Fee
Onsite consulting
Two consecutive days of onsite consulting
Onsite consulting and brainstorming sessions
Requirements gathering from project team
Creation of survey
All travel expenses
$6,110
Premium design services
Up to three homepage design concepts total (the
County will select one for implementation)
$4,840
Advanced Design Package
See packages and plans on page 83
Varies
Advanced Website Analysis Package
See packages and plans on page 86
Varies
Department Branding Packages
See packages and plans on page 88
Varies
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Optional Premium Disaster Recovery
Even though our standard visionLiveTM plan provides an industry-leading recovery timeframe, we
understand any downtime can have an impact on your organization. Our optional Premium DR Plan
provides automated, near instantaneous failover in the event of any issues in our primary data center. It
includes:
Site restoration in five minutes or less
“Hot” standby site running at our back-up data center at all times
Automatic failover and failback
Expanded Service Level Agreement (SLA) guarantee
Service Budget
Premium Disaster Recovery $4,800/year plus a 5% annual increase
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Optional Advanced Design Packages
Included with your project is our Basic Design Package. However, the County may wish for more
comprehensive design services, including carousel backgrounds, anchored scrolling, and more. Below are
details on additional design packages we can offer the County.
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Below are details on our Advanced Design Package offering.
Video Background
As an alternative to a static image in the background of your website,
a video background can allow you to showcase people, events and
places in a format that tells a more compelling story. (You will be
responsible for providing the video.)
Advanced Video Integration
If you would like to incorporate video beyond just your homepage
background, then you should consider the Advanced Video Integration
option. This approach will allow you to include video for your
homepage background, but also on internal pages throughout your
website.
Anchor Scrolling
Anchor Scrolling is the practice of creating anchor links to allow users
to navigate to respective positions on your homepage either by
scrolling or clicking on the anchor link. This approach can be useful if
you would like to showcase content targeting a variety of audiences
on your homepage. Check out North Port, Florida’s site
(www.cityofnorthport.com) to see this approach in action.
Tiles/Cards
With the Tiles/Cards approach, the site’s top drop-down menus will be replaced by tiles on the homepage
of the website. As you will see in the example below from Montclair, California’s website, as the user
clicks on Residents, Business, and Departments, the tiles on the homepage change to reflect relevant
information for that topic:
The Business section features
Business Licenses, Economic
Development and resources for
new businesses.
The Departments section features
key departments, such as
Community Development, Police
and Fire.
The Residents section features
Recreation, Senior & Youth
Programs, and Events.
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Parallax Scrolling
Parallax Scrolling is similar to Anchor Scrolling in that it allows you to
incorporate a lot of content into your homepage in a visually pleasing
way. However, with Parallax Scrolling, the text and objects on the
website are programmed to slide on top of the background of the site,
which remains static. This creates the illusion of depth on the 2D
website. You can see an example of this on Fort Lauderdale’s website
(www.fortlauderdale.gov). If you scroll on the homepage, you’ll see
the content change, but the background will remain constant.
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Optional Website Analysis Package
In order to develop a website that effectively serves, represents and delights your community, you must
first take a step back and understand how your residents use your site. Vision’s two Website Analysis
Packages are outlined below:
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Stakeholder Survey
A survey will be distributed among your key stakeholders; its purpose is to gather information on the
current goals and tasks of your website from an internal user point of view.
Homepage Heat-mapping
Heat-mapping is a technique where code is added to a web page and then software collects information
about every action taken on that page so that its functionality can be studied in depth.
Site Analytics
Vision Internet will analyze your metrics for different periods of time to look for patterns and useful
information to develop your new website.
Site Analytics (basic)
Most Visited Pages: Vision will provide a list of most visited content per session (30 min of activity)
Site Analytics (advanced)
Most Visited Pages
Entry Pages: An entry page is the first page that is viewed by a session, this is useful to
determine what are the landing pages of your site.
Exit Pages: An exit page is the last page of a series of pages that were visited by the same
session, it is important to understand exit pages as the end of a user’s journey.
Bounce Rate: Bounce Rate is the percentage of single-page sessions, it represents the
percentage of users who enter and leave the site on a single page.
Mobile: If your current analytics allows for segment creation, Vision will analyze metrics on
mobile devices:
Market Share: Percentage of visits made from mobile devices
Devices: Identify the most frequently used mobile devices
Most Visited Pages
User Testing
Vision Internet will collaborate with your staff to identify 5 tasks for your website. These tasks will be
tested by 5 users employing screen-sharing software; this software records the interactions of the users
with your website and its mission is to identify any usability issues. Tester audience will be determined in
collaboration with your staff.
Online Community Survey
Vision Internet will work with your staff to create and incorporate into your website an online survey
whose purpose will be gathering information regarding the level of satisfaction of the County’s website
users, this survey will also contribute to identify the most common tasks as well as potential goals of your
website users.
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Usability Study Report
Vision Internet will create a comprehensive report that includes all the discoveries, we will also provide
you with all the different assets as a single deliverable that will help you make data driven decisions for
your website redesign.
Optional Department Branding Packages
Often, as we dig into the discovery process, counties find that certain departments require a level of
specialized functionality and branding to best serve their unique audiences. In order to accommodate
these needs, Vision offers three department branding packages:
Design Theme
The Design Theme package allows a department to customize their pages with an unique color scheme
while still utilizing the framework of the main website. The consistency of the page layout and menus
makes navigating the site intuitive, while still allowing for a distinct look and feel.
Basic Subsite
For departments that require customization beyond a simple color changes, the Basic Subsite package
provides the ability to set up separate top-level navigation and a unique homepage template. In addition,
a unique instance of Google Analytics measures traffic only on the sub-site. While the structure will be
the same as the main website, these design changes -- including the ability to incorporate up to five
custom homepage widgets -- will allow the department to truly differentiate itself.
Advanced Subsite
The Advanced Subsite package is intended to serve the needs of larger departments that have either
maintained their own separate websites in the past, or would like to develop one as part of this project.
Any department that purchases this package will receive comprehensive services, including one-on-one
consultation through the development process, in order to define their unique goals, analyze their
audiences, and ultimately create a structure, navigation and site design that serves those goals.
The resulting site will include the same functionality as the main website since it will use the same
administrative backend and have the same interactive components. This means that there is a single
instance of visionCMSTM where all content is stored.
Please also note that any department that selects the Advanced Subsite package will also receive their
own department-specific Account Management services, equivalent to those included in the visionLive TM
edition selected by the county.
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Intranet Site Cost Summary
ear Included Services Fee
Year 1: Included Professional Services
1st Year of visionLiveTM FREE
$16,955
Year 2: 2nd Year of visionLiveTM $8,200
Year 3: 3rd Year of visionLiveTM (assumes 5% increase) $8,610
Year 4: 4th Year of visionLiveTM (assumes 5% increase) $9,040
*Please note that the visionLiveTM service for the Intranet does not include hosting. Please
see page 67 for the recommended server details. Please see the tables below for visionLiveTM
service for the Intranet:
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Additional Information
Included Warranty
All programming code within the project developed by Vision is warranted for a period of one-year from
the date of completion. We will create a backup of the website when it is completed. If any problem
arises while you are maintaining the site, we will be able to restore the site back to its condition as it
existed at the time of completion. If we are maintaining and hosting the site, we can restore it to its
condition as it existed at the day of the last backup, should a problem arise.
In our over eighteen years of business, we have not had any significant problems arise, due to our
extensive quality assurance process and technical expertise.
Terms and Conditions
Vision agrees to perform the services at the prices quoted in this proposal. This quote is valid for 240
days.
Disability Accessibility
Although the language of the ADA does not explicitly mention website accessibility, the Department of
Justice has issued guidance on the ADA as applied to the websites of public entities. We are capable of
fully complying with Section 508 and WCAG 1.0.
Ownership and Licensing
Vision will grant to Fresno County a non-exclusive and perpetual license to use the website design, and a
non-exclusive and subscription-based license to the visionCMSTM.
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Check List
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Conclusion
By implementing your new website as we propose, Fresno County will take a significant step forward in
its ability to serve its citizens. The website will incorporate our advanced content management system
and creative design to enable users to get the information they need when they need it .
It is our un-matched years of experience, innovative creativity and focused attention to our clients’
unique needs that allows us to create award-winning quality websites. Just as we have done for cities
and counties in 44 states, we aim to do the same for Fresno County.
We are very excited about the opportunity to direct our creativity and technical expertise towards
creating a unique solution for you and your community. We are confident that our consulting, graphic
design, programming, and client support expertise will result in the innovative website you are looking
for. We look forward to the opportunity to work with Fresno County to create what’s next.
Respectfully submitted,
Reed McGinnis
Regional Sales Manager, Vision
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Appendix I: visionCMSTM Component Highlights
visionCMSTM is the most advanced government-focused content management system available. In
addition to the plethora of functions that simplify administration and save staff time, visionCMS TM includes
interactive components and features essential to serving your website visitors.
Customization of the Vision Content Management SystemTM includes the frontend graphic design and
layout as well as adding or subtracting fields for your specific needs. Additional components and
customizations can be added during development or after launch for an additional fee. Our clients
appreciate the flexibility that this level of customization provides over the cookie-cutter offerings of our
competitors.
Interactive Components and Features
This section highlights the components and features available for the visionCMS. Included features will be
based on the visionLive Edition selected as detailed on page 83.
Business Directory
One way to promote local businesses is the
use of a Business Directory in the County’s
website. This supports local industry and
businesses by increasing their ability to reach
a national/international market while at the
same time making residents more aware of
them. When you list businesses on your
website, their individual websites may receive
higher placement in search engines because
of your link to them.
The Business Directory is an interactive index
of local businesses. Your staff can post a
business’s name, description, location, contact
information, links to their sites, and, if
available, a graphic (i.e. logo or photo). Users
would then be able to browse an alphabetical
listing of these businesses or filter the
directory based upon categories you define.
Additionally, businesses will be able to submit their information through the website and maintain their
information over time. All submitted information must be approved by a website administrator before
being made public on the website.
Figure 1: Subdirectory shows l ocal restaurants.
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Calendar
Interactive calendars are a staple of local
government websites and are an essential tool
for your site’s success. The Dynamic Calendar
System can be used to improve attendance at
your events and meetings by making it easier
for users to find the types of events important
to them. The Dynamic Calendar System allows
staff to create calendars for any department or
category your staff chooses. These calendars
can share events, preventing duplication of
effort.
Calendars can be implemented in a user-
friendly monthly or yearly format. To assist
users further, your website’s Calendars will
have filtering tools that allow them to find
information by month, category, or even
departments. This makes it quite easy to locate specific information.
Our Dynamic Calendar System contains a number of advanced functions including:
Recurring events function
Automatic archiving
Integration with eNotification component
Ability to create and assign filtering categories to events
Ability to restrict use of categories by specific staff
Ability to control which events to include on the homepage of the site
Ability to insert calendar pages anywhere in the site navigation
Ability to apply different calendar formats including standard monthly calendar and a listing of
events
Add to my Outlook, Google, and Yahoo calendars link
Automatic event address link to Google Maps for driving directions
Automatic RSS feeds
NOTE: With the eNotification component, calendar events may also be broadcast to subscribers via email.
Emergency Alert (Site-wide)
In the case of an emergency, it is extremely important for Fresno County to reach out to residents in the
most efficient way possible. By doing so, potentially life-saving information reaches those who need it
most. Notifying the County’s website users is simple with the Emergency Alert banner. The notice is
easily customized and can be prepared in advance with common evacuation or shelter information. As
some users may not access the website through the homepage, when activated, the Emergency Alert
banner will prominently display across the top of the website of every page so users would not miss it.
Figure 2: Use the Calendar
to find meetings and events quickly.
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eNotification
Increase communication, draw in more repeat users, and get important information out more quickly,
using our email based eNotification tool. Our tool provides a sign-up box allowing users to add their email
addresses to receive important notices, and set their preferences for the eNotifications they would like to
receive. Each registration is verified via a confirmation email that the user must respond to in order to
complete the registration process. This same mechanism allows each user to change preferences
including opting out from subscription lists.
To better manage the eNotification process, your staff can see how many subscribers there are for each
category, plus edit subscriber information and export the subscriber database for use in other systems.
Additionally, a marketing dashboard allows administrators to track the number of sent emails and the
open rate.
The best part about our eNotification tool is that it also integrates with the Calendar, Job Postings, RFP
Postings, and News components, giving you the ability to broadcast event and news content from your
website to your subscribers. There is no need to recreate the content. This integrated approach enables
your users to sign up for different types and categories of content on a single subscription page in order
to have it delivered directly into their email box.
Extranet (Members Only)
Vision Internet can implement an Extranet where restricted content is integrated into the main County
website. The restricted content is not viewable by users until they log into the website (i.e. designated
staff or elected officials). Once they log in, they will see the additional content within the menus or as an
additional section to the main website.
When implementing the Extranet, you may want to have different levels of information access. With our
Extranet tool, you can define an unlimited number of groups such as designated staff, executive
management, and elected officials. Registered users can belong to any number of groups and any
number of groups can be associated with most pages in the Extranet. Once implemented, the website
visitors will need to log into the website using a username and password to view the secure pages.
The Extranet functionality is included as part of the following components: Business Directory, Calendar,
Document Central, Facility Directory, FAQs, Forms Builder, Job Postings, News, Pages, Photo Gallery, RFP
Postings, Service Directory, and Staff Directory.
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Facebook and Twitter Feed Readers
Vision incorporates feed readers into your website that
pull content from social media websites such as
Twitter and Facebook. This allows you to display all of
your social media updates simultaneously on your
website without having to make updates in two
different places. The benefits of this are two-fold:
your residents no longer have to check more than one
website to stay updated with all the newest
information, and you encourage your website visitors
to be active and interact with the community via both
social media and the website itself.
Facilities Directory
The Facilities Directory provides citizens with a listing
of all types of facilities in the community. Site users
are able to search the listing by type (such as parks,
recreation centers, and schools) amenities (such as swimming pool, meeting rooms, and kitchen), and
capacity. Because the tool is designed to list all facilities in the community, it has a registration form
where organizations can put in the necessary information about the facility they have available. Entered
information does not become live on the website until after review and approval by your designated
administrator.
Facilities listed on the directory can also be added to a Google map of your area, providing website
visitors with a visual guide to County amenities.
Figure 3: Locations listed on the Facilities Directory
can be posted onto a Google map.
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Facilities Reservations
As an additional function of the Facilities Directory, your users will be able to reserve facilities online,
making it more convenient for your visitors and residents who are trying to plan events. With the
Directory implemented with maps and reservation capabilities, your website will become a one-stop
location for finding and using County amenities!
Frequently Asked Questions
Frequently Asked Questions (FAQ) are a website staple that visitors have come to expect. While
traditional FAQs consist of long lists of questions that may overwhelm users, our component provides a
simple and easy way for them to find the information they need. Website visitors are able to browse the
list of questions (and answers) by categories you define. Multiple categories may be assigned to each
question so that your visitors will be able to find answers based upon the category that best matches
what they are looking for.
Your staff will also love the feature because our component presents a much simpler solution to creating
FAQs. Questions and their associated answers are submitted through a simple and centralized interface.
Our component does the rest!
Friendly URL Manager
The Friendly URL Manager allows you to change the address of any page on the Fresno County website
to www.co.fresno.ca.us/__________. For example, with the Friendly URL Manager you can change the
address of the Calendar www.co.fresno.ca.us/calendar, which is much more user-friendly
than www.co.fresno.ca.us/index.aspx?page=16.
Google Translation Integration
It is important to reach non-English speaking residents; they are a major audience that may require your
services. As part of your project, we can implement the free Google translation link in your website. This
link will direct website visitors to the Google translation website.
We will provide links at the top of your homepage that allow for easy navigation between the different
language sites. We are one of very few vendors that have specific experience developing foreign
language websites. We have created websites in Spanish, Chinese, Haitian Creole, and Danish.
NOTE: Please note that without multilingual support components, you can still add your non-English
content directly into the Vision Content Management System. This can simply be treated as a
department. While the graphics would not be changed in the navigation and headers, the alternate
language text could be added directly by your staff. This approach is beneficial when you only need a few
non-English pages.
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govTrack CRMTM (Citizen Request Management)
It is important for Fresno County to
provide their residents with advanced
features for requesting services online,
saving both your users and your staff
time. Included with your project, Vision
can implement our advanced govTrack
CRMTM for your website.
Your residents will be able to make service
and information requests based on
categories defined by the County. Users
can also send comments and files (such as
photos of a street lamp requiring
maintenance, graffiti that needs to be
removed, etc.) to the case processor so
that they will have a clearer idea of the
work that needs to be done. These
requests will be automatically routed to the
appropriate case processor and a
confirmation email will be sent to the user.
Passwords provided to users will allow them to log-in and track the progress of their request throughout
the process. Users will also receive emails updating them on their requests.
Additionally, because govTrack CRMTM is integrated with the included Frequently Asked Questions
component, your users will also be able to check for common solutions to their problem before sending it
to the County.
Assigned case processors will be notified of service requests by email. After logging-in, an easy-to-use
queue will show them a list of pending requests, including highlighted overdue projects. Either County
staff or a contractor can be assigned as a case processor and receive service requests; since requests do
not need to be accessed via the Vision Content Management System, you do not need to worry about
granting access to the website’s backend to non-County employees.
Job Application Manager
The Job Application Manager helps government hiring managers save time by streamlining and
simplifying the creation, customization and management of online job applications. This is the most
flexible job application tool available for the government website development industry today.
Some of the Job Application Manager features include:
Ability to create customized online job application forms on the fly.
Ability to mark questions as sensitive, automatically encrypting answers in database to protect
applicants’ sensitive information.
Secure personalized log in accounts for job seekers to view the status of their application.
Figure 4: With the govTrack CRM, citizens can fill out a
simple form to report code violations, submit questions or
other inquiries.
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Ability to directly set interview dates and hire dates.
Filter capabilities for application lists based on date, status, or other parameters.
Job Posts
Job Posts is one of the most popular types of
content on local government websites. By
posting jobs within the site, you are both
attracting possible candidates and averting
the flood of telephone inquiries about
positions that do not exist. This, of course,
keeps your administrative costs down.
Our Job Posts component makes posting jobs
a snap. Your HR staff fills out a simple form
with fields such as position, department,
salary, and benefits. Staff can schedule when
postings go live on the website and when
they expire, thus simplifying the process and
reducing your administrative time and costs.
To make it easy for users, postings can include interactive components for filtering available positions by
category, type of position, posting date, and salary. As is normal for all our components, your staff is able
to define the categories or classification of Job Postings.
NOTE: With the eNotification component, job postings may also be broadcast to subscribers via email.
News Postings
By posting news on your site, you will improve
communication with your target audiences. Our
experience is that news can take many forms,
including press releases, feature stories, and “what’s
new” content. With our News Postings component,
each of these types of news can be implemented onto
a single section of the website or have their own
separate area. To ensure usability for website visitors
while providing simplicity for staff, news content is
automatically moved to an archive section at a
predefined interval after publishing. Website visitors
can also browse the archive by category. This is a
great way to provide a historical archive while making
site administration easy. Additionally, RSS feeds of
news items are automatically available to website
visitors.
NOTE: The News Postings component integrates with eNotification for broadcasting information to
subscribers via email.
Figure 5: Users can filter for jobs of interest.
Figure 6: News items are easy to find from a
centralized location.
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OneClick Social NetworkingTM
The innovative OneClick Social NetworkingTM component allows your staff to post content to your website
and to the most popular social networking sites, such as Twitter and Facebook, with one click --saving
your staff precious time and helping you broadcast your news, alerts, events and other notices easily and
selectively all across the web. OneClick Social NetworkingTM works by generating an RSS feed of each
component, which can be connected to Twitter, Facebook and any other tool that allows importing of
RSS feeds using a third party service.
Online Payment Integration
The Online Payments functionality is a core tool integrated into the content management system, and
used by other components requiring online transactions. It would include integration with an online
transaction service where transaction information would be transmitted securely to a third-party vendor.
This vendor would then process the credit card or e-check and transfer the funds from the transaction to
your bank account.
A recording of each transaction is logged into a local database for reconciliation with the transaction
report made available from the vendor. Transactions recorded within the central database would also be
associated with the transactions by different applications using the tool. For security reasons, however,
credit card information will not be stored into the database. This is an add-on to payment related
functions and forms.
Transaction based forms and/or functions are an additional cost beyond the Online Payments tool. The
County will be responsible for fees paid to third-party online transaction services. Our standard online
payment services are Authorize.Net and PayPal. Integration of other services may result in additional
fees.
Page Template Builder
Unique to visionCMSTM, the Page Template Builder allows your website administrators to create and
configure custom interior page layouts throughout the website. Need to create a two-column page that
displays just news and calendar items? Have a special event that needs a unique landing page? No
problem! Simply drag and drop your desired content and widgets and your new layout is set. Best of all,
you can determine which department content editors are able to use individual templates, providing
additional oversight. The Page Template Builder puts you in control and ensures you will be able to easily
adapt to your organization’s changing content needs
Photo Gallery
Nothing spices up a website like pictures. With our Photo Gallery component, your website visitors can
browse through images of your beautiful county and its exciting events. Users can view photo albums
defined by your staff, and either look at images via thumbnails or a slide show. Simply upload the image
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from the Image Library to the new album and add a caption; thumbnails are created and added to pages
based upon the predefined template. What a great way to save staff time while livening up your website!
RFP Posts
To make future Requests for Proposals simpler, easier to manage, and more cost effective, the website
can include an RFP Postings section where they can be posted along with amendments and updates.
Potential vendors can download RFPs in a PDF format. Because RFPs are time sensitive, you can schedule
when the RFP posting would be live on the website and when it would be removed, thus ensuring your
website is kept up-to-date with minimal staff time required.
NOTE: RFP Postings can be integrated with our eNotification system to alert users by email.
RSS Feeds
RSS (Really Simple Syndication) Feeds keep local residents, potential visitors, and other subscribers up-
to-date on important news, events, and announcements from your website. Users can subscribe to your
website and receive automatic updates in their RSS readers, mobile phones and personal homepages
(such as iGoogle, My MSN and My Yahoo!) as a convenient way of remaining current on community
events.
Service Directory
Key to serving your community is making it easy for them to find the services they need. While we
generally recommend organizing information by topic or service in addition to by department and target
audience, the interactive Service Directory allows users to filter or search a list of services by category,
department, and keyword, thus simplifying the entire process.
For each service in the directory, you can provide a title and description plus associate the service with
contacts in the Staff Directory.
Single Sign On
The Single Sign On component is an area where registered users can log in, view and update information
they have submitted and make new submissions to various components, all from their dashboard. If the
Extranet (Members Only) component is present, they can also view pages and content that is only
available to members. This is a versatile tool that can be set up to fill various needs, with each feature
able to be turned on or off on a per-user basis or site-wide. Registered users may either be added
through the visionCMSTM, or they can be allowed to register from the frontend. For fast and easy
registration, users can also be allowed to log in using their Facebook or Google accounts.
If activated, users can:
Update their account information.
Add a profile picture.
Change their eNotification preferences.
Access Member Only content.
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Submit service requests, monitor and update existing service requests.
Process service requests, if they are a service request processor.
Submit businesses to the Business Directory, view past Business Directory submissions.
Submit events to the Dynamic Calendar System, view past event submissions.
Register for events, view past event registrations, sign up for waiting lists.
Reserve facilities in the Facilities Directory, view past facility reservations.
SMS Component
On the standard eNotification page, users will be able to opt in to receive SMS text messages and enter
their phone number. Users will also be to sign up for email notifications and choose categories.
The backend user will be able to create and send out SMS text messages to SMS subscribers. The
backend user will be able to view a list of SMS subscribers, and add, edit or delete subscribers. Basic
statistics will be available for SMS messages and subscribers.
All text messages will be sent via a third-party SMS text messaging service provider. Please note that this
is a third-party tool that requires a separate client account with the third-party service provider. The
County shall be responsible for all SMS text messaging charges.
Vision Internet will not be responsible for any changes that a third-party tool makes to its system or its
functions. Vision Internet will not provide technical support for a third-party tool in the event that this
feature goes down.
If changes are made to the third-party API, we will not be able to provide immediate service to
accommodate whatever changes are necessary. In the event that Vision Internet is asked to
Figure 7 : Single Sign On allows your staff to perform various functions from
their visionCMS TM dashboard.
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accommodate changes to the API, this will incur additional time and material costs beyond any
visionLiveTM fee, other ongoing Vision Internet support fees, and the original implementation cost for SMS
Integration.
Staff Directory
It is often difficult for website visitors to find the
correct person to contact in a government
agency. However, the useful Staff Directory
component greatly simplifies this search. It can
list all staff persons, departments, even related
agencies and partners, along with their contact
information and description of their role or area
of specialization. Your website users will love the
convenience, simplicity, and accessibility; they
can easily filter the list of staff based upon
name, department, or other criteria determined
to be important to them.
Additionally, your staff will be pleased that they
can make their email addresses available to
others without exposing their contact information to spammers. Our component “masks” email addresses
so that email-harvesting software used by spammers cannot automatically extract them from your
website.
Streaming Video Center
Included with your project is a Streaming Video Center, which includes video streaming for up to 25
meetings per year, with an average of 4 hours per meeting. Also included is up to 120 hours of specialty
content per year.
visionSearch
visionSearch is a premium search alternative to our standard Google Search. Since many website visitors
use search as the primary means of finding what they want and exploring your website, it is important to
have a search tool that provides fast and accurate results. In addition to searching HTML pages and
documents on your website, this powerful tool includes all of the functionality that visitors and
administrators expect in an industrial-strength search engine.
Features for website visitors include:
Sorting – users can sort their search results by Relevance, Last Modified, Title or Content Type
Filter – users can use the Filter by Content Type checkbox to quickly select the type of content
they want to include in their search results
Advanced Search Options – users can use the advanced options to easily apply Boolean
options to their search criteria; options include searching with all of the words, with the exact
phrase, with at least one of the words and without the words; in addition, another advanced
option lets users filter by document type, such as HTML, Word, PDF, etc.
Figure 8: Staff Directory allows users to interactively find
staff contact information by department or name.
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For site administrators, visionSearch allows significant control over what content is indexed by search and
how it displays. Configuration tuning options include:
Page Promotion – this is the ability to add keywords to promote a specific page higher in the
search results
Search Synonyms – Configure synonyms so the search results will consider the words or
phrases to be exactly the same (for example, you can configure the visionSearch so if a user
enters trash, rubbish, or garbage then any page containing any of these words will be returned)
Search Scope - defining the scope of the search index, potentially allowing you to display
results from multiple websites, or just for one specific department
Display Options – administrators can also refine what search options are presented to visitors