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HomeMy WebLinkAboutresolution.council.024-07 RESOLUTION # 2+ (Series of2007) A RESOLUTION APPROVING A CONTRACT BETWEEN THE CITY OF ASPEN, COLORADO, AND CIVIC RESOURCE GROUP SETTING FORTH THE TERMS AND CONDITIONS REGARDING CONSULTING SERVICES FOR THE ASPEN/PITKIN WEB SITE AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID CONTRACT WHEREAS, there has been submitted to the City Council a contract between the City of Aspen, Colorado, and Civic Resource Group, a copy of which contract is annexed hereto and made a part thereof. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ASPEN, COLORADO: Section 1 That the City Council of the City of Aspen hereby approves that contract between the City of Aspen, Colorado, and Civic Resource Group regarding consulting services for the Aspen/Pitkin website, a copy of which is annexed hereto and incorporated herein, and does hereby authorize the City Manager of the City of Aspen to execute said contract on behalf of the City of Aspen. Dated: ~~ ~~ ~ 7 ~ I I, Kathryn S. Koch, duly appointed and acting City Clerk do certify that the foregoing is a true and accurate copy of that resolution adopted by the City Council of the City of Aspen, Colorado, at a meeting held ~ ~ Jtt:q- I K n S. Koch, City Clerk r AGREEMENT FOR PROFESSIONAL SERVICES This Agreement made and entered on the date hereinafter stated, between the CITY OF ASPEN, Colorado, ("City") and Civic Resource Group ("Professional"). For and in consideration of the mutual covenants contained herein, the parties agree as follows: Scope of Work. Professional shall perform in a competent and professional manner the Scope of Work as set forth at Exhibit "A" attached hereto and by this reference incorporated herein. Completion. Professional shall commence work immediately upon receipt of a written Notice to Proceed from the City and complete all phases of the Scope of Work as expeditiously as is consistent with professional skill and care and the orderly progress of the Work in a timely manner. The parties anticipate that all work pursuant to this agreement shall be completed no later than August 15, 2007. Upon request of the City, Professional shall submit, for the City's approval, a schedule for the performance of Professional's services which shall be adjusted as required as the project proceeds, and which shall include allowances for periods of time required by the City's project engineer for review and approval of submissions and for approvals of authorities having jurisdiction over the project. This schedule, when approved by the City, shall not, except for reasonable cause, be exceeded by the ProfessionaL Payment. In consideration of the work performed, City shall pay Professional on a time and expense basis for all work performed. The hourly rates for work performed by Professional shall not exceed those hourly rates set forth at Exhibit "B" appended hereto. Except as otherwise mutually agreed to by the parties the payments made to Professional shall not initially exceed $64,650.00 . Professional shall submit, in timely fashion, invoices for work performed. The City shall review such invoices and, if they are considered incorrect or untimely, the City shall review the matter with Professional within ten days from receipt of the Professional's bill. Non-Assignability. Both parties recognize that this contract is one for personal services and cannot be transferred, assigned, or sublet by either party without prior written consent of the other. Sub-Contracting, if authorized, shall not relieve the Professional of any of the responsibilities or obligations under this agreement. Professional shall be and remain solely responsible to the City for the acts, errors, omissions or neglect of any subcontractors officers, agents and employees, each of whom shall, for this purpose be deemed to be an agent or employee of the Professional to the extent of the subcontract. The City shall not be obligated to payor be liable for payment of any sums due which may be due to any sub-contractor. Termination. The Professional or the City may terminate this Agreement, without specifYing the reason therefore, by giving notice, in writing, addressed to the other party, specifying the effective date of the termination. No fees shall be earned after the effective date of the termination. Upon any termination, all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs, reports or other material prepared by the Professional pursuant to this Agreement shall become the property of the City. Notwithstanding the above, Professional shall not be relieved of any liability to the City for damages sustained by the City by virtue of any breach of this Agreement by the Professional, and the City may withhold any payments to the Professional for the purposes of set-off until such time as the exact amount of damages due the City from the Professional may be determined. Covenant Against Contingent Fees. The Professional warrants that slhe has not employed or retained any company or person, other than a bona fide employee working for the Professional, to solicit or secure this contract, that s/he has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gifts or any other consideration contingent upon or resulting from the award or making of this contract. Independent Contractor Status. It is expressly acknowledged and understood by the parties that nothing contained in this agreement shall result in, or be construed as establishing an employment relationship. Professional shall be, and shall perform as, an independent Contractor who agrees to use his or her best efforts to provide the said services on behalf of the City. No agent, employee, or servant of Professional shall be, or shall be deemed to be, the employee, agent or servant of the City. City is interested only in the results obtained under this contract. The manner and means of conducting the work are under the sole control of Professional. None of the benefits provided by City to its employees including, but not limited to, workers' compensation insurance and unemployment insurance, are available from City to the employees, agents or servants of Professional. Professional shall be solely and entirely responsible for its acts and for the acts of Professional's agents, employees, servants and subcontractors during the performance of this contract. Professional shall indemnify City against all liability and loss in connection with, and shall assume full responsibility for payment of all federal, state and local taxes or contributions imposed or required under unemployment insurance, social security and income tax law, with respect to Professional and/or Professional's employees engaged in the performance of the services agreed to herein. Indemnification. Professional agrees to indemnify and hold harmless the City, its officers, employees, insurers, and self-insurance pool, from and against all liability, claims, and demands, on account of injury, loss, or damage, including without limitation claims arising from bodily injury, personal injury, sickness, disease, death, property loss or damage, or any other loss of any kind whatsoever, which arise out of or are in any manner connected with this contract, if such injury, loss, or damage is caused in whole or in part by, or is claimed to be caused in whole or in part by, the act, omission, error, professional error, mistake, negligence, or other fault ofthe Professional, any subcontractor of the Professional, or any officer, employee, representative, or agent of the Professional or of any subcontractor of the Professional, or which arises out of any workmen's compensation claim of any employee of the Professional or of any employee of any subcontractor of the Professional. The Professional agrees to investigate, handle, respond to, and to provide defense for and defend against, any such liability, claims or demands at the sole expense ofthe Professional, or at the option of the City, agrees to pay the City or reimburse the City for the defense costs incurred by the City in connection with, any such liability, claims, or demands. If it is determined by the final judgment of a court of competent jurisdiction that such injury, loss, or damage was caused in whole or in part by the act, omission, or other fault of the City, its officers, or its employees, the City shall reimburse the Professional for the portion of the judgment attributable to such act, omission, or other fault of the City, its officers, or employees. Professional's Insurance. (a) Professional agrees to procure and maintain, at its own expense, a policy or policies of insurance sufficient to insure against all liability, claims, demands, and other obligations assumed by the Professional pursuant to Section 8 above. Such insurance shall be in addition to any other insurance requirements imposed by this contract or by law. The Professional shall not be relieved of any liability, claims, demands, or other obligations assumed pursuant to Section 8 above by reason of its failure to procure or maintain insurance, or by reason of its failure to procure or maintain insurance in sufficient amounts, duration, or types. (b) Professional shall procure and maintain, and shall cause any subcontractor of the Professional to procure and maintain, the minimum insurance coverages listed below. Such coverages shall be procured and maintained with forms and insurance acceptable to the City. All coverages shall be continuously maintained to cover all liability, claims, demands, and other obligations assumed by the Professional pursuant to Section 8 above. In the case of any claims-made policy, the necessary retroactive dates and extended reporting periods shall be procured to maintain such continuous coverage. (i) Workers' Compensation insurance to cover obligations imposed by applicable laws for any employee engaged in the performance of work under this contract, and Employers' Liability insurance with minimum limits of FIVE HUNDRED THOUSAND DOLLARS ($500,000.00) for each accident, FIVE HUNDRED THOU- SAND DOLLARS ($500,000.00) disease - policy limit, and FIVE HUNDRED THOUSAND DOLLARS ($500,000.00) disease - each employee. Evidence of qualified self-insured status may be substituted for the Workers' Compensation requirements of this paragraph. (ii) Commercial General Liability insurance with minimum combined single limits of ONE MILLION DOLLARS ($1,000,000.00) each occurrence and ONE MILLION DOLLARS ($1,000,000.00) aggregate. The policy shall be applicable to all premises and operations. The policy shall include coverage for bodily injury, broad form property damage (including completed operations), personal injury (including coverage for contractual and employee acts), blanket contractual, independent contractors, products, and completed operations. The policy shall contain a severability ofinterests provision. (iii) Comprehensive Automobile Liability insurance with mlmmum combined single limits for bodily injury and property damage of not less than ONE MILLION DOLLARS ($1,000,000.00) each occurrence and ONE MILLION DOLLARS ($1,000,000.00) aggregate with respect to each Professional's owned, hired and non-owned vehicles assigned to or used in performance of the Scope of Work. The policy shall contain a severability of interests provision. If the Professional has no owned automobiles, the requirements of this Section shall be met by each employee of the Professional providing services to the City under this contract. (iv) Professional Liability insurance with the minimum limits of ONE MILLION DOLLARS ($1,000,000) each claim and ONE MILLION DOLLARS ($1,000,000) aggregate. (c) The policy or policies required above shall be endorsed to include the City and the City's officers and employees as additional insureds. Every policy required above shall be primary insurance, and any insurance carried by the City, its officers or employees, or carried by or provided through any insurance pool of the City, shall be excess and not contributory insurance to that provided by Professional. No additional insured endorsement to the policy required above shall contain any exclusion for bodily injury or property damage arising from completed operations. The Professional shall be solely responsible for any deductible losses under any policy required above. (d) The certificate of insurance provided by the City shall be completed by the Professional's insurance agent as evidence that policies providing the required coverages, conditions, and minimum limits are in full force and effect, and shall be reviewed and approved by the City prior to commencement of the contract. No other form of certificate shall be used. The certificate shall identify this contract and shall provide that the coverages afforded under the policies shall not be canceled, terminated or materially changed until at least thirty (30) days prior written notice has been given to the City. (e) Failure on the part of the Professional to procure or maintain policies providing the required coverages, conditions, and minimum limits shall constitute a material breach of contract upon which City may immediately terminate this contract, or at its discretion City may procure or renew any such policy or any extended reporting period thereto and may pay any and all premiums in connection therewith, and all monies so paid by City shall be repaid by Professional to City upon demand, or City may offset the cost of the premiums against monies due to Professional from City. (f) City reserves the right to request and receive a certified copy of any policy and any endorsement thereto. (g) The parties hereto understand and agree that City is relying on, and does not waive or intend to waive by any provision of this contract, the monetary limitations (presently $150,000.00 per person and $600,000 per occurrence) or any other rights, immunities, and protections provided by the Colorado Governmental Immunity Act, Section 24-10-10] et seq., C.R.S., as from time to time amended, or otherwise available to City, its officers, or its employees. City's Insurance. The parties hereto understand that the City is a member of the Colorado Intergovernmental Risk Sharing Agency (ClRSA) and as such participates in the cIRSA Property/Casualty Pool. Copies of the CIRSA policies and manual are kept at the City of Aspen Finance Department and are available to Professional for inspection during normal business hours. City makes no representations whatsoever with respect to specific coverages offered by C]RSA. City shall provide Professional reasonable notice of any changes in its membership or participation in CIRSA. Completeness of Agreement. It is expressly agreed that this agreement contains the entire undertaking of the parties relevant to the subject matter thereof and there are no verbal or written representations, agreements, warranties or promises pertaining to the project matter thereof not expressly incorporated in this writing. Notice. Any written notices as called for herein may be hand delivered to the respective persons and/or addresses listed below or mailed by certified mail return receipt requested, to: City: City Manager City of Aspen 130 South Galena Street Aspen, Colorado 81611 Professional: Greg Curtin Civic Resource Group 915 Wilshire Blvd, Suite 1805 Los Angeles, CA 90017 Non-Discrimination. No discrimination because of race, color, creed, sex, marital status, affectional or sexual orientation, family responsibility, national origin, ancestry, handicap, or religion shall be made in the employment of persons to perform services under this contract. Professional agrees to meet all of the requirements of City's municipal code, Section 13-98, pertaining to non-discrimination in employment. Waiver. The waiver by the City of any term, covenant, or condition hereof shall not operate as a waiver of any subsequent breach of the same or any other term. No term, covenant, or condition of this Agreement can be waived except by the written consent of the City, and forbearance or indulgence by the City in any regard whatsoever shall not constitute a waiver of any term, covenant, or condition to be performed by Professional to which the same may apply and, until complete performance by Professional of said term, covenant or condition, the City shall be entitled to invoke any remedy available to it under this Agreement or by law despite any such forbearance or indulgence. Execution of Agreement by City. This agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. Notwithstanding anything to the contrary contained herein, this agreement shall not be binding upon the City unless duly executed by the Mayor of the City of Aspen (or a duly authorized official in his absence) following a Motion or Resolution of the Council of the City of Aspen authorizing the Mayor (or a duly authorized official in his absence) to execute the same. General Terms. (a) It is agreed that neither this agreement nor any of its terms, provisions, conditions, representations or covenants can be modified, changed, terminated or amended, waived, superseded or extended except by appropriate written instrument fully executed by the parties. (b) lfany of the provisions of this agreement shall be held invalid, illegal or unenforceable it shall not affect or impair the validity, legality or enforceability of any other provision. (c) The parties acknowledge and understand that there are no conditions or limitations to this understanding except those as contained herein at the time of the execution hereof and that after execution no alteration, change or modification shall be made except upon a writing signed by the parties. (d) This agreement shall be governed by the laws of the State of Colorado as from time to time in effect. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement in three copies each of which shall be deemed an original on the date hereinafter written. [SIGNATURES ON FOLLOWING PAGE] ATTESTED BY: CITY OF ASPEN, COLORADO: ~. :tl'~~^<<r~ Date: ::, ')..: WITNESSED BY: U2UJy1~ By: PROFESSIONAL: Civ;c. f?~SO<<-(V'tt' t"OlAf:> 60<J? ~ f1 CiVlCc ~ fj;ac.--folf' he. V'c~ &. ).007 . Title: Date: ExmBIT "A" to Professional Services Agreement Scope of Work The objective ofthis work is to identitY the best way to serve the City of Aspen and Pitkin County (COA/PC) customers with their varying needs. This contract is for professional consulting services to assist COAlPC to: Develop a strategy that enables the City and County to address the challenges of: . Continuing to share website costs, . Providing Customers with the services and information that they need, and . Enhancing the ability of the City and County to establish distinct identities. Assist with the exploration and procurement of outsourcing options for website design, implementation, and hosting. Assist with the exploration and adoption ofE-commerce and E-Government standards that best meet the requirements of the numerous software applications and business processes that are utilized to interact and transact with customers, both internal and external. Evaluate the current web site and COAIPC business processes to recommend e- commerce implementations based on a best practices approach. Assist with the evaluation and procurement of a content management system. Provide a project plan for design and implementation. The scope of work for this contract is as outlined in the following Work Plan: c c - ~ c;ly of Aspen and Pi1kin c.umy 3. Work Plan Project Goal. The Project will be divided into several phases. Phase 1, outlined in this proposal, will be to develop the planning and strategic framework required to successfully implement a new web site and assist with the exploration of related activities, such as E-COD1Dlcrce, E-Government, Content Management System (CMS), as well as software, hardware, and outsourcing options, to SClVe the City of Aspen and Pitkin County over the near and long terms. The overall goal of this project is to prepare an E-Services Strategy that will assist the City and County in addressing critical challenges regarding its web site and related activities. As such, an ultimate goal of the project is the redesign of the City and County web site along with the procurement and implementation of an industry standard web content management system including a baseline customer service information system so that the site serves as a more manageable and user friendly co=unications and information dissemination tool for the City and County. The web site redesign would include a graphic redesign that puts furth a high quality, professional image that maintains public sector sensibility while also establishes a distinct identify for the City and County. To accomplish intended goals and objectives, the project must be viewed as a business project designed to improve how the City and County functions and delivers services to the public and its stakeholders. By placing the project in this context, it can receive the attention necessary from leadership and be assigned measurable business indicators. CRG will work collaboratively with the City and County to meet its stated goals and objectives including providing a technology audit/inventory, assessments, reco=endations and input on future planning. CRG will employ its proven and well established web site and IT planning framework with the City and County to address overall planning goals and objectives identified in the RFP. In addition CRG will bring to bear its wealth of experience and research to help refine and clarify planning requirements that meet the City and County unique needs including addressing key issues that are unique to municipal information technology systems. The project team made up of the consultant and City and County staff will schedule reviews and checkpoints, so that each new installment of work is built upon an approval of the previous work. eRG'. Approach CRG employs a rigorous analytical approach and methodology for web site consulting services and information technology strategic planning. CRG's Strategy Frunework has been developed specifically to address the needs of government agencies seeking to utilize information technology to improve opcmtions, communications and customer service. The Framework integrates the best of web site assessment, best practices review, business process lIJllIlysis, independent research, technology planning and information technology trends to create an integrated process for assessing and developing an E-Services Strategic plan. Web Site Consulting Services RFP 3. Work Plan Paa< I of II Qvk Rtseuree Gro.p City of Aspen and Pitkin County r The project team will ensure that the E-Services Strategic Plan meets specific measurable targets '- in the short-term while developing a decision path for a long-term plan that can evolve with the City and County. Key elements of the CRG methodology include: Focus on Integrated Approach: CRG's integrated analytical framework combines the best approaches from strategic business consulting with leading edge methodologies for information technology planning, network operations, and application development. CRG utilizes a project planning and management methodology that seamlessIy integrates the various kinds of expertise necessary for this project and employs the best available project management tools and approaches including surveying best practices among government agencies. Focus on Your Organization: Our methodology begins and ends with the specific characteristics of your organization, not general models and IT templates developed through traditional IT planning processes. CRG applies a holistic review of the organi7ation that looks at bow each element contributes to the organization's success-its people, processes, policies, technology, management, customers, and other stakeholders. The Team will seek to leverage existing talent, technology, and processes to the greatest extent feasible in order to maximize current assets and minimi7-C: new financial commitments. The project team will utilize systematic processes for analyzing the readiness of departments to integrate new technology and E-Govermnent services into their operations. Key areas of organizational focus include: . IT decision making and governance . Staffing: Required skills and capabilities, reporting and resource allocation models . Organizational impacts of potential technologylbusiness initiatives . Overall organizational structure and culture ,.... Focus on Benefits, Results aDd ContinuoDs Improvement: Our methodology measures any "- recommendation against tangible benefits and the development of realistic performance and success measures that can be evaluated by your organization over time. These include conducting a thorough assessment of financial management systems and other technology solutions that will meet the long term needs of the City and County. Focus on Best Practices: In the current dynamic technology environment, best practices and applied case studies are the most useful tools for developing useful, implementable E-Services Strategic plans. CRG balances the use of traditional IT bencbmarks-many of which have little relevance in the new technology environment-with best practices research and analysis. Additionally, CRG is developing new bencbmarking approaches that incorporate more meaningful, city services oriented success. One ofCRG's greatest strengths is our research on best practices in the use of Information Technology in municipal government. For example, CRG has recently completed the most comprehensive study of the use of the Internet by municipal governments and conducts ongoing Best Practices research on cities, counties, regional agencies and other types of organizations in the public sector. CRG has ongoing relationships with key personnel in local governments across the nation for information on current trends in technology utilization. Similarly, CRG is staffed with senior consultants who have worked in and understand the business of government. Focus on Stakeholder Needs: Technology is now clearly the province of customer service-both external and internal customers. Input from the actual users of technology and potential beneficiaries of information technology is necessary to develop meaningful strategies and plans. An essential element of Civic Resource Group's strategic approacb is the facilitated assessments (see Work Plan below). This process includes an integrated series of activities and workshops that ,.... can include ongoing feedback mechanisms (online feedback forms, mail-inIdrop forms). The "-' process will be tailored to City and County needs and desires. These tools and processes are important in the effort to accomplish the following critical objectives: Web Site Consulting Services RFP 3. Worlt Plan Page 2 of 11 Civic Raouce Group City of Aspcn. and Pitkin Coumy -- . . Uncover information, resources, and ideas that would not otherwise be considered in tbe analytical process. . Educate key internal and external stakeholders about tbe goals of tbe project. the current environment for technology in government, and how technology plans can benefit them. . Creates a sense of mission and collaboration for tbe stakeholders; greatly enhances the potential for "buy-in" at every level and among every stakeholder group: elected officials, department heads, line personnel, external residents, communities and businesses. CRG has developed a dynamic process for facilitating tbese assessments, and utilizes only its highest-level consultants and project principals in tbe process. The exact mix of filcilitated components and tbe resources dedicated to this process can vary significantly depending on tbe project requirements and budget. The Team believes, however, that this process must be a key element of the project. and included at some level. Focus on Assets: CRG's Asset Mining methodology is a key element oftbe Integrated Framework. From software applications to document to human resources, information assets are identified throughout tbe organization. Building this information asset inventory is a critical building block for developing an organizational information architecture that can be leveraged for tbe electronic delivery of information and web services. Focus on Security: The importance of security in today's Information Technology environment cannot be overstated. The three key aspects of Security are: . Prevention: Policies and training to ensure that !be first level of security-human beings--are doing tbeir best to create a secure environment; appropriate software and ,.- hardware security solutions and protocols \"...- . Detection: Multi-level detection software and detection routines . Reaction: Policies and plans for appropriate reactions to security breaches Focus on Resources: Civic Resource Group utilizes a Total Cost of Ownership (TCO) approach to cost considerations. The TCO approach identifies all hidden and indirect costs associated with implementing Information Technology. Costs such as training, technology obsolescence, vendor/market risk, lost productivity during downtime, maintenance, and otbers are often not included in cost assessments resulting in unrealistic budget estimates and expectations. '-' Project Results ,- '- At tbe conclusion of this project tbe City and County will have tbe information and knowledge necessary to implement an integrated E-Services Strategy that will offer !be following benefits: . Provide an integrated plan that takes a phased approach and builds off of tbe technological foundation that has already been established by tbe City and County. This will include identifying and reviewing tbe City and County existing technology applications, software, and tbeir impact on budget, staffing, outsourcing, equipment and system architecture, and departmental operations throughout the organization. . Develops the strategic framework that will serve as tbe cornerstone for creating an effective design and implementation plan including a blueprint for acquisition and replacement of applications over tbe coming years. . Offers a thorough analysis of tbe current website and infrastructure and makes recommendations on potential future applications. Recommendations will take into consideration important filctors that are often overlooked including market and business Web Site Consulting Saviccs RFP 3. Work Plan Page 3 oel1 Ctvie Rao.rce Group City of As"", and Pitkin County risk of vendors, tecbnology obsolescence, new and emerging tecbnologies and initiatives such as e-commerce, e-govemmenl, community wireless, GIS, and homeland security. . Provides tbe City witb a thorough analysis of best practices and trends in municipal government websites. including e-govcrnment initiatives tbat will secve as a guide for future development and establish goals for tbe City and County in its commitment to serving its citizens. . Lays tbe groundwork and infrastructure for the City and County to adopt new tecbnologies as they emerge and identifY and articulate tbe operating platforms for tbe next three to five years including identifYing upgrades or replacement of current systems and applications. . Develops a framework for a Return on Investment (ROI) approach to information tecbnology investments including identifYing hidden costs and benefits sucb as training, employee retention and convenience of offering transactions online, including an assessment of tbe utility bill e-commerce application currently in use. - ~ TimBlin. and Dellv....bles As part oftbe City of Aspen and Pitkin County E-Srrvices Strategy, Civic Resource Group will conduct a comprehensive assessment comprised of a series of web and Internet tecbnology assessments and research tasks leading up to the development of tbe final plan. Following is an overview oftbe Scope of Work, Timeline, and Delivcmbles by Task. c M.1JVf WOlk EI'-'Il11'llt c:. TIIlWIII)1 Key ! ,1c.;,,~ d.. DL'IIJl'f~lOh-,.... Task 1: Web Environment Assessment Completion: 5-6 Weeks from Start Comprehensive Review of Current City and County Web Site and Web Operations: l> Web site audit and user testing l> User needs input/assessment l> Web operations review: organization, poIides, procedures, costs l> Assess ament web operating system, documentation, technology platforms and online applications/services l> Site performance testing, accessibility testing l> Analyze available usage statistics (web site and business applications) and/or user input Deliverable: Web Environment Memorandum--Findings and Preliminary Recommendations Task 2: Benchmarking & Best Practices Review (BU) Compl8llon: 2-3 Weeks following Completion of Task 1 - <- Focused Revi_ and Report on Best Web Practices in sampling of City and County websites: l> Current trends, innovations and best practices in City/County web siteslmunidpallntemet technology l> E-gov related policies/standards (e.g" electronic privacy, usage. accessibility, public records, security) l> Report on research findings on user needs/desires Deliverable: Benchmarking & Best Practices Report Web Site Consulting Services RFP 3. Wool< PIaD Page40fll Ovk Re.oun:e Gro.p City of Aspen and Pitkin County c MdJur Work EIl'nh'nt & Tlrrll'IIIH' Key T;Jsk,.., & DLlr\cr,lbIL~ Task 3: Phase I Web Recommendations Completion: 2-3 Weeks following Completion of Task 2 (dependent on City and County planning and needs) Task 4: Final E-Services Strategy Completion: ~ Weeks following Completion of Task 3; approximately 12-16 weeks (~ months) from project start Based on Tasks 1 & 2, prepare and prioritize Phase I Web recommendations, including e-services, site markBtinWbranding, s~e management and policies. Deliverable: Web Recommendations Report: )> Prioritization of Web projects and initiatives )> "Packaging" of options/services )> Business caselrationale for priorities )> Cost projections and budgetary recommendations )> Preliminary vendor/product assessment )> Implementation factorsltimeline )> Project plan for design and implementation Deliverable: executive briefing providing E-Services Strategy plan for the City of Aspen and Pitkin County: recommended next steps, key focus areas for planning, e- commerce, B-gOVernment and technology trends, overview of organizational and budget needs, etc. Brief will also incorporate key elements of Tasks 1, 2 & 3. ( ....... Preliminary Work Plan ~ The tasks required to complete tbe E-SeMces Strategy plan project (fasks I through 4) will include a mix of onsite meetings and evaluations, facilitated interviewslpresentatioDSlfocus groups (as requested by City and County project personnel), and offsite research, analysis, evaluation and plan preparation. The deptb and breadth of this work will vary depending on ghe project budget (see cost proposal alternatives). These tasks will be planned and conducted in a streamlined manner so as to maintain an aggressive project schedule while also staying within the agreed upon budget. Civic Resource Group will work on tbe City and County's bebalf in all communications and research activities including vendor/product research and reviews and C)- government best practices researcb. 1be Preliminary Project Work Plan below outlines tbe key project activities including key subtaskslactivities and City and County benefits. 1be Wark Plan is based on tbe requirements in tbe RFP and CRG's experience working on similar projects. Note that because oftbe nature of tbe project which requires input from key stakeholders, the project schedule will rely on City and County staff availability and access to resources. CRG will work coUaboratively witb tbe City of Aspen and Pitkin County to develop a detailed Wark Plan that meets its specific needs and budget requirements. As indicated above, we believe a realistic time frame for project completion is approximately 3 to 4 months. ,.- "- Web Site Coosulting Services RFP 3. WOltptan Page S ofll avk Raourte Group c r "- ,-.. '-' City of As.... and Pitkin Couoty Taak 1: Web Environment Assessment I I'!- ( "1111\< 11\ III \ I IlllJ1!od .;.\ Illllll\ a. Overall customer Benchmark CWTCIlt stakcl10lders and their Begin to aeate implemcotable technology needs and generallocatiOlls. marketing and outreach plan. expectations Identify potential stakeholders. Align E-Services Strategy Create user profiles--generate "personae" with capabilities of key models representing various user groups. stakeholders. Online u.... survey/opinioo polling. Assessment of skills and capabilities of community users. b. Electronic Review inventory of CWTCIlt electrooic Create realistic plan for Government services available, and future plans as meeting customer needs and provided by City and County. desires in a pbased, Develop Best Practices database/review of E- impIementable, and government services implemented in cities sustainable approsch. and counties similar in size and scope. Review description of current Intunet site and future plans as provided by City and County. Conduct comprehensive, independent web site audit of current web site. c. Community Analysis Target community leaders and representative Community educatioo and sample of other community members for in- buy-in. depth focus group. Public participatiOll. d. Cum:nt Community Assess public participation and marketing Create integrated Outreach strategies CWTCIldy implemented by City and communications and service County. delivery strategy aligned with City and County business goals. e. Review Accessibility Level of access to technology. Align E-Services Strategy Needs Level oflangusge, cultural. economic, with access levels of key physical barriers. users/user groups. Relevance of balanced community issues. Address key access issues: disabled access, multi-lingusl Review of CWTCIlt information (e.g.. web site) access, computerlInternet for accessibility. access. Risk avoidance, compliance with emerging regulatioos, standards and policies. Web Site ConsuJting Services RFP 3. Work Plan !'aae6oflJ CIvic RtIOaree Groap City of Aspen and Pitkin County c [ Key Business Processes Review I I'!- ( IIl\[lillll 111 \I( 1I101d,d<l~\ j;{ 11,llh g. Web OpcrntiOllS/ Technology in Government ,-.. "- h. HardwarelSoftware Standards and Web Systems Integration - "- Identify key customer (extanal and internal) service business processes. Review how technology is currently used in the delivery of services and organizational operatioos by department. Survey of department heads, line supervisors, ITIMIS persoonel, etc. Review and model key processes. Refine key processes based on possible IT opportunities. Identify and assess current initiatives from both a technological and an organizational perspective. Compare against other Municipal Organizations. Evaluate alOllg multiple dimensions including Government 10 Government, Government 10 Business, and Government to the Public. Evaluate City and County IT operating budget and capital expenditures. Factor in latest trends in IT costs. Research on speciaVinnovative funding sources, including grants. Total cost of ownership analysis. Assess current tactical and strategic plans as provided by City and County for current network, platforms, wireless applicatiOlls, electronic secviceslintanel, etc. Streamlined customer secvice business processes. Cost efficiencies from business automatiOll. Provide the strategic direction on government technology initiatives alOllg with benchmarks. Identify new opportunities 10 further the City and County mission using infurmatiOll technology. Ensure the IT spending is reasonable and in line with financial goals. Total Cost of Ownership (TCO) allows the City and County 10 identify and plan for all costs associated with IT and webaite services delivery, including hidden costs and indirect costs. Establish technology baseline and relationships. Provide framework for IT A..... GIS mapping standards and platfurm. planning and input for the E- Services plan. Assess application development standards as provided by City and County. Review current CllII81raints and requirements for network operating environment, including network standards for hardware and software, as identified and provided by City and County. Evaluate dependencies and relationship. between departments and locations. ldenti tial inte2ration oaths Web Site CoDSUhing Scniccs RFP 3. Work Plan Page 7 ofl. a* Resouree Greup c r- '- - ~ City or Aspen and Pilkin Couoty Task 2: Benchmarking & Best Practlcea Review (B&8) II..I,{ Illq)"Il<1I1 \11111'1'..1 _\ 1.\11111" a. Benchmarking Review of emerging web trends in the use, Educate 011 the status of web development, and impIementatioo of uti1izatioo in the municipal information technology in the government sector. governmentlmunicipal sector. Identify quality products and Cooduct research to identify quality service services based on actual providers in technology, e-government and implementatioo. wel>-enablement. Measure level of customer Research approach includes CRG database of service, willingness to work providers, phone interviews/site meetings creatively with City and with providers where appropriate/possible, County. evaluation of provider product/service Align providers with City and implementatiOlls, OIlline site/practices County technology goals and evaluation, expert interviews, targeted needs. industry surveys. b. Web Policy Audit- Review Web Technology Standards as En81ll"C current standards lOr Policies, Standards, provided by City and County. privacy and other policies. Regulations Identify, inventory and review other available Recommendations for policies related to informatioo technology. necessary/quality policy Research on policies, standards and development related to regulations impactiog cities and counties. information technology. Best practices research on policies and Test applicatiOlls and web staodards implemented by cities and counties based information lOr disabled similar in size and scope. access. c. Web Security Plan Review descriptioo of current status and Create basis for future action plans for network security as updated/enhAn""" network provided by City and County. and site security policy and Review CWTCIlt security sccommodatiOlls. plan. Review and categorize any recent real or perceived security problems/i88llCS. Review any available infurmation security documentation, including back-up protocols, disaster recovery plan and procedures. Server/workstation access security. Observe physical security protocols for equipment, access, lBciIities, etc. Conduct independent network and web site vulnerability test and analysis Web Site Consulting Services RFP 3. Worlt Plan !'aae80fll Ovic! Resource Group r "- - ........ - '- City of Aspen and Pitkin County d. Web Inventory Review narrative of curreot web Identify performance technology/network environment as provided capability of existing by City and County. technology. Inventory and review current software, Develop IT performance gap. applications and 1icenses. e. Applications Review Identify necessary applicatioos. Develop applications needs and Analysis based on actual business process and capabilities review. f. Inftastructure Support Create skills/expertise matrix based on Identify personnel needs, infrastructure needs and standards. gaps, under-lover-utilization. Map current staffing/expertise to Identify outsourcing/contract infrastructure support needs malrlx. opportunities and needs. g. Intemal Training and Survey employees on training desireslneeds. Enhance current training Support Review current training plan, evaluation of plan. previous training initiatives. Identify opportunities for new training, optimize curreot training resources. h. StatfBenchmarking Benchmark staffing in terms of numbers and Create viable staffing plan for skill levels with cities similar 10 City/County. future needs. i. Technology and Assess for technologies and processes for Identify redundancies and Process Rationalization redundancies, efficieocies, commonalities, inefficiencies in current etc. (e.g., intradepartmental, workllow/business processes. interdepartmental, enterprise wide) Identify opportunities fur Develop recommendatiOlls for 1Ilr<'.am lini'1g utilizing information processes and standardizing technologies. technology 10 enhance processes. Identify areas where existing technology can be leveraged for future work. j. Program Assess major programs fur relevance, Identify overlaps and Rationalizatioo efficiencies, redundancies, commonalities. inefficiencies in current Develop recommendatioos fur programs. technology programs. Identify opportunities fur utilizing information technology to enhance programs. k. Budget Assess organizatiooal budget opportunities Create fuundation fur budget Rationalization and constraints. and cost assessments. Develop budget and altanative financing models for IT development. Web Site Comulting Services RFP 3. Worl< Plan J'aae90fll avIe Rmoarc:e Gro.p ".- '- ,.- "- ,- "- City of Aspen and Pilkm C..... Tasks 3 and 4: Web Recommendations & E-Servlces Strategy I I ~ j, ( I 111]\ 'Jill! II \ltlll"I"I,,_\ I:tllllll' a. Overall City and Compare key City and County web site Align E-Services Strategy County Web strategiclbusiness goels as derived from City planning and initiatives with Envirllllment and County input with business goels derived overall City and County from department heads, IT managers, and Strategic PIan(s): Economic available Department missiOll Development, Community statements/goals/ strategic plans. Development, etc. Definitioo of key organizatioo functiooa1 Identify how informatioo areas. technology directly supports Definitioo of CWTCIlt business processes. business goals. Prioritizatioo of process improvement projects. Goals for how technology will improve processes in the short- and loog-term. Definitioo of success and methods of measurement. Description of anticipated challenges to implementing project plans. b. Web Organizational Given strategic goals, needs and capabilities, Develop realistic baseline of Preparedness Review assess the n::adiness of organizatiOll to the readiness of departments integrate/adopt new web technology in terms and the City and County of individuals, departments, technology, overall to integrate and culture, policies, etc. manage new services. Develop recommendations. c. Gap Analysis Identify and define gaps: financial, policies, Basis for recommended capabilities, trainiog, etc. organizatimal changes and Develop recommendations for bridging key improvements gaps. d. Technology Utility Develop recommendatiOlls for best uses of Create a business culture that tecbnology within the City and County for optimizes the integration of customer service. information technology into practices and processes e. Technology Strategic Develop web enablementIIT altanatives for Ensure that future technology Alternatives & processes, services, internal operstiOllS. implementatioos can easily be Rccommendatioos Develop technology/infioastructure integrated. altanatives. Exclude or include technology optiOO8 based on CWTCIlt and anticipated architecture, policies and maintenanoe. Web Site Consulting Services RFP 3. Work Plan P'll" 100(11 Ovlt RtIOUI"ee Gtoup c .r- "- - ~ C;ty of Aspen and Pi1kin County I 1,,1, ( "11I!H'llllll \1\ III"d"I'I_ \ 1\\ 1!,llh [Opportunities& Identify creative/innovative future Consider opportunities to Challenges opportunities. leverage IT initiatives in the Identify challenges that the orgaoization may community, or with other filce in implement ..strategies. governmental agencies. g. Develop Asset Identify and inventory key available City and Usable database of available Inventory and County informatioo ssaets: data, documents, informatioo assets. Recommendations information, expertise, multimedis, recordslhistory, etc. h. Recommendations Identificatioo of elements of technology Guide policy of for Leveraging implementatioo thst can be shared with conservative/prudent Opportunities others in the community including innovative investment. programs the will promote economic development in the City and County. Ensure greatest return on CWTCIlt investments. Deacriptioo of impact to sharing resources (e.g. cost savings or sdditiooal costs, policies & procedures, training and support). Fundiog opportunities: Government funding initistives; pooling resources; private fundiog .ties. i. Cootinuous Recommendations for metrics used in Long tmn plan for measuring Improvement and measuring success. and evaluating the success of Development overall Plan implementation. Timetable for planfunplementstioo review and check up. Mechani8lll for refining Stakeholder communieatioo stra'-". services, initiatives as part of ooRoinR orocess. j. Draft and Complete Iterative review with City and County Staff, Allows City and County to be E-Services Strategy Final Written and Oral presentatiOllS. fully involved in Plan Plan preparation. k. Final E-Services City Council, County & StsffPresentatioo. Rosdmllp for implementatioo Strategy Plan of web site and related Public Presentatioo. projects. Final Document with Presentatioo Materials. Align plan with City and County business goals. Accessible public document Web Site ConsultiDl Scrviccs RFP 3. Wotk Plan Paae 11 oft! 0vIc Reooun:e Groap EXffiBIT "B" to Professional Services Agreement Rate Schedule The estimated cost for this E-Services Strategy is $64,650.00. This estimate includes technical assessment, user needs assessment and benchmarking, and includes up to three onsite visits by two senior Civic Resource Group consultants over 3-5 days. This cost is a "not to exceed" amount and includes direct costs, such as travel, accommodations, as well as seven hardcopies (including color printouts) and CD-ROMs of final deliverables. Payment for work performed will be on a milestone basis by project deliverable/task, as outlined in Section 3. Work Plan. Four major tasks are outlined and will serve as the milestones for payment. ACORD. CERTIFICATE OF LIABILITY INSURANCE OP 10 P~ DA. TE (MMlDDIYYYY) CIVIC-1 03/07/07 PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Cohn-Reid-O'Neill Ins Serv Inc ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE License # OC04862 HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 555 Airport Blvd., #100 ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Burlingame CA 94010-2002 Phone. 650-762-0400 Fax.650-762-0490 INSURERS AFFORDING COVERAGE NAlC# INSURED INSURER A: IIt.....l r1l;. " _arina x... co. 24783 INSURER B: Civic Res~urce Grou~ LLC INSURER c: 915 Wilsh re Blvd6 te 1805 INSURER 0: Los Angeles CA 90 17 INSURER E: COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAt.ED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO AU THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. LTR NSR TYPE OF INSURANCE POLICY NUMBER DATE MMlDDfYV DATE MMlDDIYY LIMITS ~NERAL UABILITY EACH OCCURRENCE $1000000 A X X COMMERCIAL GENERAL LIABilITY VP09400936 11/21/06 11/21/07 PREMISES Ea occurence\ s250000 -J CLAIMS MADE [!] OCCUR MED EXP (Anyone person) $ 10000 ~ PERSONAL & AOV INJURY $ 1000000 I- GENERAL AGGREGATE $ 2000000 nlA~EnE~~~ APnSIPER: PRODUCTS. COMPIOP AGG $2000000 POLICY JECT Loe EmD Ben. 1000000 ~TOMOBILE LIABilITY COUBlNED SINGLE LIMIT $ 1000000 A ANY AUTO VP09400936 11/21/06 11/21/07 (Ea acddent) ~ ~ ALL OWNED AUTOS BODILY INJURY $ SCHEDULED AUTOS (Per person) l- e!- HIRED AUTOS BODILY INJURY $ ~ NON..QWNED AUTOS (Per accidenl) - PROPERTY DAMAGE $ (Per accident) ==iGE LIABILITY AUTO ONLY - EA ACCIDENT $ ANY AUTO OTHER THAN EA ACe $ AUTO ONLY: AGG $ OESSlUMBRELLA LIABILITY EACH OCCURRENCE $ 1000000 A OCCUR D CLAIMS MADE VP09400936 11/21/06 11/21/07 AGGREGATE $1000000 $ ~ DEDUCTIBLE $ X RETENTION UOOOO $ WORKERS COMPENSATION AND TrORY LIMITS I IO~- EMPLOYERS' UABllITY E.L EACH ACCIDENT $ ANY PROPRIETORIPARTNERlEXECUTIVE OFFICERlMEMBER EXCLUDED? E.L. DISEASE. EA EMPLOYE S ~~~I~~VIS~NS below E.L. DISEASE - POLICY LIMIT S OTHER A Errors & Omissions VP09400936 11/21/06 11/21/07 Limit 1,000,000 Liabilitv Deductibl 10,000 DESCRIPTION OF OPERATIONS f LOCATIONS I VEHfCLES f EXCLUStONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS Certificate holder is included as an additional insured per the attached addendum of insurance VP033~ NOTICE OF CANCELLATION FOR NON-PAYMENT OF PREHIOX SHALL BB 10 DAYS. CERTIFICATE HOLDER Procurement/Contracts City of Aspen/pitkin County Rebecca HOdgson/Ruth Kinney 130 South Galena Aspen CO 81611 CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICES BE CANCEUED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL ~ DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO so SHAll IMPOSE NO OBLIGATION OR UABIUTY OF ANY KIND UPON THE INSURER, ITS AGENTS OR REPRESENTATIVES. A. 0 REP SENTATIVE ACORD 25 (2001/08) @ACORDCORPORATlON1988 CERTIFICATE OF INSURANCE ADDENDUM ADDITIONAL INSURED WORDING INSURED: INSURER: POLICY NO: Civic Resource Group LLC The 51. Paul Fire and Marine Insurance Co. VP09400936 The following is a part of Commercial General Liability Protection, Insuring Agreement VP033, of the above mentioned policy: Who Is Protected Under This Aareement Persons or organizations for your work as required by written contract. Any person or organization who: . Is not otherwise a protected person under this agreement; and . Is required by a written contract or agreement with you to be made a protecled person for your work; Is a protected person only for covered bodily injury or property damage that results from your work. However, no such person or organization is a protected person for injury or damage that results from their sole negligence. We explain what we mean by your work in the products and completed work total limit section. ACOBQ. CERTIFICATE OF LIABILITY INSURANCE J"""'~ 03/07/2007 .~ (SOO)SZ4-70Z4 FAX 4-4011 THIS caTFICATE I8I8SUEIl AS A MATTER OF INFORMATION Aut_tic; DIlIta Proc:to$s;ng Insurance Agency, tnc ONl. Y AND CONFI!Rll NO RlGIfIlI UPON THE Cl!ImFJCATE 1 ADP Boul evard HOlDER. THIS CERTIFICATE DOeS ~ ..::r;m>. ~8l: AI.. lEft THE E II BY POLlet w. Roseland, NI 01061 INSUREIUJ AFFORDING COVERAGE NAIC . ....... C''''c; _re. ........p LLC -", Ellployers utiOll Insurance Co. illS Wilshi... Blvd ........ "' SUite UI05 .........<> Los Angeles, CA 90017 -'" _E: lIiE POlICIES DF INSUIlANCE LISTED BB.OW HAVE BEEN lS$uroo TO THE INSIJREO lWEI) AIlO~ FOR TIE POLICY PEIVOD INDK),t,TED. NOlWlIHSTANOING foHf REQUIREIoIENT. TERM OR CONoITION OF AHf 00I\fTRACT OR DTHEROOCUIoENTWrTH RESPECT TO WHICH THIS CERTIFICATE IMYBE I88UEOOR MAY PERT..... THE INSlA&NCIi AFFORDED.Y"nlE POUClES DEtICIWI!D HEREIt IS SUIlJECT TO I\LI. THE TERIolS, EXClU810NS N'O CONIlITION$ OF SUCH POlICES. AOOREG.<'.TE LIMITS SHOWNIMY HAVE BEEN REDUCED BY PAIOCIAlMS. TftII! OF_l.IIWMZ -.....-... ~_LWIUIY ClAIMS....,. 0 00Cl.ft ........- .......... .......1lDO ...... , . 1lEDE1CP(AntraM"""" S PER9OfW.. I; AlNINNR'r . _LAGGAEG.\lI! . PIUJJClll- COIFIOP _ . L.OC COUOIOED ......, l.NT 1Eo_> . ALLow..:. 'Wro8 SCHBJtllB) Al1TDS H"",,AUTtlO ~"""'" 8ODI. y ....... 1""'.......) , oooo.v IIUURY ("_I $ --.v_ /J'Ir_ . -.......... ..., AUTO EACtt 0CCt~ AGGIGlGt.TE ~OI\I..Y-IEA~ $ . $ . . . , . "'ACe O'Tl'eft'ftiNc .wTOONlY: AG<l llIWUCTl9lE Rl!nNTION . ~.x. '-:ngffNID _LOYEJIS'LMMm Ar~ ~~- ""'""" ADP005S441-06 11/17/Z006 II/I . . E.L DISEASE -l'OI..tcY w.tT S 1,000 1000 1000 IESCJ1llFJJDlfrlf. ~TIOftS'UJCAnotII/WllCLS/9CI...IJtICIIrIW~D IYIJmOftSaIBIT, INCIM.~ Procurenentltontracts City of ""-/Titkin COun~ Atten: Rebecca Hodgscm/Ruth Kinney 130 SOUth Galena Aspen, CO 81611 IttOWDlllnCWntR.-.eM! lII:..... IIOI.ItZa RCAMeiLU!a Im'DII! T1t& EXI"'IIU.TIOIIIM11!~.TW_""'M.&.~TOMM. ..JJL. DA,""'MIITJ'III"Oil'lCI:lOn.. ~TlENOL.Det~1Unc LUT. IMIT,......... TO 1IM..uctt NaTa SHAu.1MPOK NO ORJGATDt DR LMIUJY OF "'" laM) UIONTIIE ft"IAOafTS ~... . ....AllVU. .umaazED ~A1IVE Richa~ Coss.t~ ANCEL ,CORD 2lI (2OO11Ol1) eACORD CORPORATION ''''