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HomeMy WebLinkAbout2012-136 Visitors Bureau - Vision Point Media Inc for Website Up DateC 3 . Y� [Departmental Use Only) TITLE VisionPoint FY 2012 NORTH CAROLINA SERVICES AGREEMENT UNDER $90,00010 ORANGE COUNTY This Services Agreement (hereinafter "Agreement "), made and entered into this 29th day of May, .2012, ( "Effective Date ") by and between Orange County, North Carolina a body politic and corporate of the State of North Carolina (hereinafter, the "County ") and VisionPoint Media, Inc, d/b /a VisionPoint Marketing(hereinafter, the "VisionPoint"). WITNESSETH. That the County and VisionPoint, for the consideration herein named, do hereby agree as follows. 1. Basic Services a. Basic Services. The Services to be rendered pursuant to this Agreement relate to the Chapel Hill/Orange County Visitors Bureau Website design and development as determined by the Statement of Work and Purchase Order. Services provided by VisionPoint are as follows (fully describe services to be provided), i) research :and strategy to include planning, brand audit, competitive research, stakeholder interviews and strategy presentation, ii) organize and .group website content into sections including a sitemap Iand page schematics, .iii) .visual design including design concepts, revision and final design, iv) website development. to .include template development, CMS implementation, basic search engine optimization (SEO);. content migration, quality assurance, analytics incorporation, cordination with Media Temple to host and launch site, and finally training and support to Visitor; Bureau staff - as specified in Statement of Work and Purchase Order. b. Representation. By executing this Agreement, VisionPoint represents and .agrees that VisionPoint is qualified to perform and fully capable of performing and providing the services required or necessary under this Agreement in a fully competent, professional and timely manner. c. Time is of the essence with respect to this Agreement.; 2.. Duration of Services a. Term. The term of this Agreement shall be from as determined by the Statement of Work. b. Scheduling of Services. i) VisionPoint shall schedule and perform these activities in a timely manner. ii) Should the County determine that' VisionPoint is behind schedule due to VisionPoint's inefficiency, it may require VisionPoint to expedite and accelerate its efforts, including providing additional resources and working overtime, as necessary, to perform the required services in accordance with the approved project schedule at no additional cost to the County. iii) The Commencement Date for VisionPoint's Basic Services shall be upon receipt of first 1/3 deposit. 3. Compensation Revised May 9, 2012 1 i a. Compensation for Basic Services. The maximum amount payable for Basic Services shall not exceed Fifty Thousand Dollars ($50,000.00). Payment for Basic Services shall become due and payable within thirty (30) days of VisionPoint properly invoicing County. Payment shall be subject to provisions of Section 5(b). b Payment Terms. County shall pay VisionPoint the professional fees and the related expenses in accordance with this Agreement and the Statement of Work. All fees shall be deemed earned and due when VisionPoint has provided the services as ;described in the Statement of Work. If County's responsibilities (such as providing content, providing feedback and approval of milestone deliverables, providing access to stakeholders for interviews, etc.) are not met in a timely manner (i.e. if the project timeline if drawn out for more than 30 days), VisionPoint may bill the County for the entire cost of the project prior'to completion of the project. In addition, VisionPoint has the option to incorporate a 10% surcharge for projects that are stalled more than 60 -90 days because of the County. c. Rush Work. The County shall pay an increased hourly; rate for any services requiring work to be performed outside of normal working hours by reason. of unusual deadlines or as a consequence of the County not meeting scheduled times for delivery of information, materials, or approvals. The surcharge for rush work shall be at the standard rate plus. 75 %. Normal working hours for . the Services are as follows. 8 AM -6PM; Monday through Friday, excluding holidays. d. Reimbursable Expenses. The County shall reimburse VisionPoint for all out -of- pocket expenses incurred by VisionPoint with respect to the Services including, but not limited to, expenditures for stock photography, photography, presentation and artwork materials, copies and print outs, postage, local deliveries including messengers, software licenses, and shipping unless otherwise noted in the Statement of Work. e. Disputes. In the event the amount stated on an invoice is disputed by the County, the County may withhold payment of all or a portion of the disputed amount stated on an invoice until the parties resolve the dispute. Should VisionPoint fail to perform its duties under the terms of this Agreement, County may, without fault or penalty, Withhold any payment associated with the work to be performed until such time as said work is completed. Unless alternative arrangements . are made or the amount is disputed by the County, invoices are due within thirty (30) days of the date thereof, and interest will accrue at the rate of 18 % per annum on any balance past due more than thirty days; any balance past due more than sixtydays may result in discontinuation of work by VisionPoint, upon ten (10) days written notice to the County. Also, VisionPoint may elect to initiate internal or external collection procedures.. if legal action is necessary to collect delinquent fees, costs or disbursements of this firm, it is agreed that the firm shall be entitled to an award of its reasonable attorney's fees. so incurred through, trial and appeal of the proceeding. f. Estimates. Any estimates of anticipated fees provided: by VisionPoint at the request of a County, whether for budgeting purposes or otherwise, are, due to the uncertainties involved, necessarily only an approximation of potential fees. Under no circumstances are such estimates a maximum or minimum fee quotation. VisionPoint's actual fees ;will be determined in accordance with the policies described above. g. Additional Services. County shall not be responsiblefor costs related to any services in addition to the Basic Services performed by VisionPoint unless County requests such additional services in writing and such additional services are evidenced by a written amendment to this Agreement. h. Credit. VisionPoint shall have the right to include a credit line on the completed designs or any representations such as drawings, models, digital output or photographs and this same credit shall be included in any publication of the design byi the County. The County shall not, without Reviaed May 9, 2012 2 written approval, use VisionPoint's name for promotional or any other purposes with respect to these designs. VisionPoint's credit line shall depend on the specific work being credited. 6. Responsibilities of the County a. Cooperation and Coordination. The County has designated (Laurie Paolicelli) to act as the County's representative with respect to the Project and shall have the authority to render decisions within guidelines established by the County Manager and/or the County Board of Commissioners and shall be available during working hours as often as may be reasonably required to render decisions and to furnish information: b. Approvals. As a prerequisite to VisionPoint's delivery of Services, County shall, pursuant to this Agreement and the Statement of Work, within a! reasonable time. (i) fulfill all County Assignments and all County responsibilities under the Statement of Work and ensure that all Development Assumptions are accurate;: (ii) provide VisionPoint with reliable, accurate and complete information, as required; and (iii) make timely decisions and obtain required management approvals. In addition, VisionPoint shall be entitled to rely on all County decisions and approvals made independently of this Agreement and /or prior to its execution by the parties. Nothing in this Agreement shall require VisionPoint to evaluate, advise on, modify, confirm, or reject such decisions and approvals, except as expressly agreed to in the Statement of Work. c. Materials to be provided by the County. The County shall provide accurate and complete information and materials to VisionPoint and shall be responsible for the accuracy and completeness of all information and materials so provided. The County guarantees that all materials supplied to VisionPoint are owned by the County or that the County has all necessary rights in such materials to permit VisionPoint to use them for the Services. d. Copies. All copy provided by the County shall be in n form suitable for implementation. Where photographs, illustrations, or other visual materials are provided by the County, they shall be of professional quality and in a form suitable for reproduction without further preparation or alteration unless otherwise noted in the Statement of Work. The County shall pay all fees and expenses arising from its provision of materials that do not meet such standards. e. Approval of Deliverables. The signature of the County's Representative shall be conclusive as to the approval of all deliverable items specified in the ;Statement of Work ( "Deliverables ") prior to their release for printing, fabrication, use in development, or installation. f. Acceptance. County shall accept Deliverables which conform to the requirements of the Statement of Work. County will within :a reasonable time give VisionPoint notification of any non - conformance of the Deliverables: with such; requirements ( "Nonconformance "), and VisionPoint shall have a reasonable period of time, based on the severity and complexity of the Non - conformance, to correct the Non - conformance. If County uses the Deliverable before acceptance, fails to promptly notify VisionPoint of any Non - conformance, or unreasonably delays the beginning of acceptance testing, then the Deliverable shall be considered accepted by the County. 7. Responsibilities of VisionPoint a. Services to be provided. VisionPoint shall provide; the County with all services required in Section 3 to satisfactorily complete the Project within the time limitations set forth herein and in accordance with the highest professional standards. b. Standard of Care. Revised May 9, 2012 3 i) VisionPoint shall exercise reasonable: care and diligence in performing services under this Agreement in accordance with the highest generally accepted standards of this type of VisionPoint practice throughout the United States and in accordance with applicable federal, state and local laws and regulations applicable to the performance of these services. VisionPoint is solely responsible for the professional quality, accuracy and timely completion and/or submission of all work related to the Basic Services. 8. Personnel a. Subcontracting. VisionPoint may contract with others to provide services including but not limited to copywriting, photography, coding and illustration. The County agrees to be bound by any terms and conditions specified in the Statement(s) of Work, including required credits, with respect to reproduction of such material as may be imposed on VisionPoint by such third parties. VisionPoint will endeavor to obtain for the County the same reproduction rights with respect to Agreement materials resulting from such services as VisionPoint is providing the County under this Agreement. b. Independent Contractor. VisionPoint is an independent contractor of County. Any and all employees of VisionPoint engaged by VisionPoint in the performance of any work or services required of VisionPoint under this Agreement, shall be considered employees or agents of VisionPoint only and not of the County,:and any and all claims that may or might arise under any workers compensation or other law or contract on behalf of said employees while so engaged shall be the sole obligation and responsibility of VisionPoint. c. Compliance. VisionPoint agrees that VisionPoint, its employees, agents and its subcontractors, if any, shall be required to comply with. all federal,; state and local antidiscrimination laws, regulations and policies that relate to the performance of VisionPoint's services under this Agreement. d. Licenses. If activities related to the performance of Ithis Agreement require specific licenses, certifications, or related credentials VisionPoint represents that it and /or its employees, agents and subcontractors engaged in such activities possesssuch licenses, certifications, or credentials and that such licenses certifications, or. credentials are current, active, and not in a state of suspension or revocation. e. Assignment. While VisionPoint shall attempt to comply with County's request for specific individuals, VisionPoint shall be responsible for assigning and re- assigning its personnel, as it deems appropriate, to perform the Services. f. Solicitation. During the term of this Agreement, and for a period of eighteen (18) months following the expiration or termination thereof, neither party to this Agreement will directly or indirectly through any other person, firm, or other business entity, approach, contact or solicit any current employees of the other party or any former employees of the other party who were employed with the other party within :the six (6) month period prior to the expiration or termination of this Agreement, for the purpose of inducing such employee or former employee to either discontinue their employment with the other party or accept employment with or by any person or entity other than the other party in competition with the other party or in any way interfere with the relationship between the other party; and such employee. 9. Confidentiality A. NonDislcosure. With respect to this Agreement and any information supplied in connection with this Agreement or the Statement of Work and designated by the disclosing party as confidential, the recipient agrees to. (i) protect the confidential information in a reasonable and appropriate manner or in accordance with applicable professional. standards; (ii) use confidential information Revised May 9.2012 4 only to perform its obligations under this Agreement or the Statement of Work; and (iii) reproduce confidential information only: as required to perform its obligations under this Agreement or the Statement of Work. This section shall not apply to information which is. (i) publicly known; (ii) already known to the recipient;. (iii) disclosed to a third party without restriction; (iv) independently developed; or (v) disclosed pursuant to legal requirement or order. Subject to the foregoing, VisionPoint may disclose County's confidential information to its subcontractors and affiliates. b. Use by County. County may, solely for its internal business purposes, use, copy, distribute internally, and modify the deliverable items specifically described in the Statement of Work. County shall not, without prior written notice to VisionPoint, disclose to a third party, publicly quote or make reference to the Deliverables. c. Public Records Law. VisionPoint acknowledges that County is a North Carolina local governmental entity and as such is subject to North Carolina Public Records Laws. County will, within a reasonable time, notify VisionPoint of any such public records request for information, records, documents, or things created for, used in or related to the performance of this Agreement that VisionPoint claims is proprietary in nature. If VisionPoint objects to the disclosure of the requested information, it agrees that it shall be solely responsible for the defense of and the cost of defending any _claim or complaint against the County based upon the County's refusal to disclose information VisionPoint claims is proprietary in nature. VisionPoint agrees that if any such complaint or claim is filed it will indemnify County and will reimburse County for any and all damages awarded against County for County's refusal to provide the requested information. VisionPoint waives the right to file any court action against County for any such release, disclosure, or failure to release or disclose proprietary information. 10. Deliverables a. Use of Intellectual Property. Neither party shall use the other party's name, trademarks, service marks, logos, trade names and /or branding without such party's prior written consent. Notwithstanding anything herein to the: contrary, VisionPoint may reference or list County's name and/or a general description of the Services. County also agrees that upon reasonable prior notice from VisionPoint, County will be willing to provide a reference for VisionPoint (e.g. in the form of analyst telephone calls, County telephone calls, presentations, and the like). b. Samples and Photographs. The County shall provide VisionPoint with samples of each printed or manufactured design. Such samples shall be representative of the highest quality of work produced. VisionPoint may use such copies and samples for publication, exhibition, or other promotional purposes. The number of samples to be provided to VisionPoint shall be no less than 10 pieces. VisionPoint shall have the right to photograph all completed designs or installations and shall have the right to use such photographs for publication, exhibition, or other promotional purposes. c. Limited Warranty. VisionPoint warrants that the Services shall be performed with reasonable care in a diligent and competent manner. VisionPoint's sole obligation shall be to correct any non - conformance with this warranty, provided that County gives VisionPoint written notice within thirty (30) days after the Services are performed or successful completion of the acceptance test plan, if applicable, at no additional; cost to the County. VisionPoint does not warrant and is not responsible for any third party, products or services. County's sole and exclusive rights and remedies with respect to any third party products or services are against the third party vendor and not against VisionPoint. THIS SECTION IS VISIONPOINT'S ONLY WARRANTY CONCERNING THE SERVICES AND ANY DELIVERABLE, AND IS MADE EXPRESSLY IN LIEU OF ALL OTHER WARRANTIES AND REPRESENTATIONS, EXPRESS OR IMPLIED, INCLUDING ANY IMPLIED WARRANTIES OF Revised May 9. 2012 MERCHANTABILITY, NON - INFRINGEMENT, OR FITNESS FOR A PARTICULAR PURPOSE, OR OTHERWISE. d. Rights and Ownership. i) All services provided by VisionPoint under this Agreement shall be for the exclusive use of the County for the specific purposes contemplated in the Statement of Work, except that VisionPoint shall retain the right to use all services provided to County for self - promotion purposes, including in our online portfolio, offline presentations, case studies and press releases. The County shall not have any right to use the services or work provided by VisionPoint for any other purposes, including but not limited to selling, assigning or otherwise transferring rights to any artwork, :drawings, specifications, code, website applications and other materials provided by VisionPoint, except in a transaction whereby substantially all of the assets of County are sold to a third party. ii) All right, title and interest in all drawings,: artwork, specifications, code, website applications and other materials remain the property of VisionPoint. The County shall be entitled to temporary possession of such materials only for the purpose of reproduction after which all materials shall be returned, unaltered, to VisionPoint. Ownership of all materials provided by County shall remain the :exclusive property of the County. iii) VisionPoint shall retain all right, tithe and interest in and to. (i) the Deliverables, including but not limited to all patent, copyright, trademark and other intellectual property rights therein; and (ii) all methodologies, processes, techniques, ideas, concepts, trade secrets and know -how embodied in the Deliverables or that VisionPoint may develop or supply in connection with this Agreement or the Statement of Work (the "VisionPoint Knowledge "). Subject to the confidentiality restrictions contained herein, VisionPoint may use the Deliverables and the VisionPoint Knowledge forany purpose. All preliminary concepts and visual presentations produced by VisionPoint remain the property of VisionPoint and may not be used by the County without the written permission of VisionPoint. VisionPoint shall retain all artwork, drawings, code and specifications, for which reproduction rights have been granted to County for a period of six (6 months from the date of signing of this Agreement. Upon expiration of this period, all such materials may be destroyed unless the County has requested, in writing, that they be retained and agrees to pay reasonable storage charges. The County shall have reasonable access to all such materials for the purpose of review. 8. Insurance a. General Requirements. VisionPoint shall purchase ;and maintain and shall cause each of his subcontractors to purchase and maintain,: during the period of performance of this Agreement. i) Worker's Compensation Insurance for protection from claims under workers' or workmen's compensation acts; ii) Comprehensive General Liability Insurance covering claims arising out of or relating to bodily injury, including bodily injury, sickness, disease or death of any of VisionPoint's employees or any other person and to real and personal property including loss of use resulting thereof, iii) Comprehensive Automobile Liability Insurance, including hired and non -owned vehicles, if any, covering personal injury or death, and property damage; and iv) Professional Liability Insurance; covering personal injury, bodily injury and property damage and claims arising out of or related to the performance under this Agreement by VisionPoint or its agents, employees or subcontractors. Revised May 9, 2012 6 b. Insurance Rating. The minimum insurance rating for any company insuring VisionPoint shall be Best's A. If VisionPoint does not meet the insurance requirements, the County's Risk Manager must be consulted prior to finalizing this Agreement. C. Limits of Coverage. Minimum limits of insurance coverage shall be as follows. INSURANCE DESCRIPTION MINIMUM REQUIRED COVERAGE • Worker's Compensation Limits for Coverage A Statutory State of N.C. Coverage B - Employers Liability $500,000 each accident and policy limit and disease each employee • Commercial General Liability $1,000,000 Each Occurrence; $2,000,000 Aggregate. • Automobile Liability Combined Single Limit. $500,000 • Professional Liability NOTE. Insert coverage; limits required by Risk Manager if applicable_ d. Additional Insured. All insurance policies (with the exception of Worker's Compensation and Professional Liability) required under this Agreement shall name the County as an additional insured party. Evidence of such insurance shall be furnished to the County, together with evidence that each policy provides the County with not less than thirty (30) days prior written notice of any cancellation, non - renewal or reduction of coverage. 9. Indemnity a. Indemnity. VisionPoint, and to the extent permitted by applicable law, the County, agree to defend, indemnify and hold harmless the other and its officers, directors, agents, employees and representatives from any loss, cost or expense (including reasonable attorney fees and court costs) resulting from or arising out of or. in connection with its breach of the Agreement, or any negligent act or omission of any of its officers, directors, agents, employees and representatives, or County's use of Deliverables. It is the intent of this provision to require VisionPoint to indemnify the County to the fullest extent permitted under North Carolina law. No section of this agreement is intended to create a waiver of the County's rights and privileges as a sovereign entity. a. Application. The provisions of this Section are intended to apply in all circumstances, regardless of the grounds or nature of any claim asserted (including contract, statute, any form of negligence, whether of County, VisionPoint, or others, tort, strict liability or otherwise) and whether or not the party seeking indemnification was. advised of the possibility of the damage or loss asserted, to the extent not contrary. to applicable law. The parties' total liability shall not exceed the contract amount except where the claims relate to the infringement of intellectual property rights. 8. Amendments to the Agreement a. Changes in Basic Services. Changes in the Basic Services and entitlement to additional compensation or a change in duration of this Agreement shall be made by a written Amendment to this Agreement executed by the County and VisionPoint. VisionPoint shall proceed to perform the Services required by the Amendment only after receiving a fully executed Amendment from the County. Revised May 9. 2012 7 9. Termination Termination for Convenience. This Agreement may be terminated by either party upon thirty (30) days prior written notice. b. Compensation After Termination. i) In the event of termination, VisionPoint shall be paid that portion of the fees and expenses that it has earned to the date of termination, less any costs or expenses incurred or anticipated to be incurred by the County due to errors or omissions of VisionPoint. ii) Should this Agreement be terminated, VisionPoint shall deliver to the County within seven (7) days, at no additional cost, all deliverables including any electronic data or files relating to the Project. Waiver. No term of this Agreement shall be deemed waived, and no breach of this Agreement excused, unless the waiver or consent is in writing signed by the party granting such waiver or consent. 10. Additional Provisions a. Delays. Neither party shall be liable for any delays or failures in performance due to circumstances beyond its reasonable control. b. Limitation and Assignment. The County and VisionPoint each bind themselves, their successors, assigns and legal representatives to the terms of this Agreement. Neither the County nor VisionPoint shall assign or transfer its interest in this Agreement without the written consent of the other. c. Governing Law, This Agreement and the duties, responsibilities, obligations and rights of respective parties hereunder shall be governed by the laws of the State of North Carolina. d. Dispute Resolution. Any and all suits or actions to enforce, interpret or seek damages with respect to any provision of, or the performance or non - performance of, this Agreement shall be brought in the General Court of Justice of North Carolina sitting in Orange County, North Carolina. It is agreed by the parties that no other court shall have jurisdiction or venue with respect to such suits or actions. The Parties may agree to nonbinding mediation of any dispute prior to the bringing of such suit or action. e. Entire Agreement. This Agreement together with 'Exhibit A, all Statements of Work and Purchase Orders represents the entire . and integrated agreement between the County and VisionPoint and supersedes all prior negotiations, representations or agreements, either written or oral. In the event of a conflict between the documents the terms of the Agreement shall prevail. This Agreement may be amended only by written instrument signed by both parties. Modifications may be evidenced by facsimile signatures. Changes in scope or nature of services or fees may be modified through the Change Order Process by mutual consent of the parties. f. Severability. If any provision of this Agreement is held as a matter of law to be unenforceable, the remainder of this Agreement shall be valid and binding upon the Parties. g. Non - Appropriation. VisionPoint acknowledges that County is a governmental entity, and the validity of this Agreement is based upon the availability of public funding under the authority of its statutory mandate. In the event that public funds are unavailable and not appropriated for the performance of Revised May 9, 2012 8 County's obligations under this Agreement, then this Agreement shall automatically expire without penalty to County immediately upon written notice to VisionPoint of the unavailability and non - appropriation of public funds. It is expressly agreed that County shall not activate this non - appropriation provision for its convenience or to circumvent the requirements of this Agreement, but only as an emergency fiscal measure during a substantial fiscal crisis. In the event of a change in the County's statutory authority, mandate and/or mandated functions, by state and /or federal legislative or regulatory action, which adversely affects County's authority to continue its obligations under this Agreement, then this Agreement shall automatically terminate without penalty to County upon written notice to VisionPoint of such limitation or change in County's legal authority. h. Notices. Any notice required by this Agreement shall be in writing and delivered by certified or registered mail, return receipt requested to the following. Chapel Hill Orange County Visitor's Bureau VisionPoint Media, LLC Attn. Laurie Paolicelli 2443 Lynn Road, Suite 106 501. W. Franklin Street Raleigh, NC 27612 Chapel Hill, NC 27516 IN WITNESS WHEREOF, the Parties, by and through their authorized agents, have hereunder set their hands and seal, all as of the day and year first above written. ORANGE COUNTY. VISIONPOINT MEDIA, Inc. d/b /a VisionPoint M keting n; By. BY. ne Kuehn, Preside t & CEO Frank Tifton. u Ma aver This instrume f/as be epprov s tlo techni 1 content. Laurie o celli, ar ment Director This instrument has be pre-audited in the manner required by the Local Government Budget and Fiscal Control Act. Office of the Finance Director This m ment has been approved as to form and.legal sufficiency. Office of the doelyAttorney Revised May 9, 2012 9 •• • visionpoini mameunq Chapel Hill Orange County Visitor's Bureau Website Design & Development I Revised Statement of Work May 10, 2012 VisionPoint Marketing is a division of VisionPoint Media, Inc. VisionPoint Media, Inc. is certified by NC HUB, Carolinas Minority Supplier Development Councils, Inc. and WBENC as a minority and woman -owned business and historically underutilized business. Diane Kuehn, President & CEO I dkuehn @visionpointmarketing.com 1 919.848.2018 x 106 Table of Contents Executive Summary ...................................... ..............................3 Our Approach and Methodology ........................... ..............................4 Scopeof Work .......................................... ..............................6 Major Assumptions ..................................... ..............................6 Research & Strategy .................................... ..............................7 Information Architecture ................................. ............................... 8 VisualDesign .......................................... ..............................9 Development.......................................... .............................10 Analytics............................................. .............................12 Training & Support ..................................... .............................12 Account Management & Communication .................. ............................... 13 KeyPersonnel .......................................... .............................14 Assumptions............................................ .............................17 ProposedCost .......................................... .............................19 Project Initiation ........................................ .............................19 WorkSamples .......................................... .............................20 NC State University MBA Program ....................... ............................... 21 Campbell University ..................................... .............................26 NC State University Poole College of Management Undergraduate Program ...................... 29 Nancy McFarlane ....................................... .............................31 Dalton Investments ..................................... .............................33 Campbell University College of Pharmacy and Health Sciences . ............................... 37 Dermatologic Surgery of Central Virginia ................... ............................... 39 MMI Public Relations .................................... .............................41 Affordable Dentures ..................................... .............................43 Wake Technical Community College ...................... ............................... 45 O 2012 VisionPoint Media, Inc. 0 Z 0 z 3 D M M 1 z 0 Executive Summary Chapel Hill Orange County Visitors Bureau seeks a qualified partner to consult, direct and implement a new website located at the existing domain visitchapelhill.org. Given our existing relationship, VisionPoint Marketing has a unique understanding of the Bureau's existing web presence as well as an appreciation for the organization's marketing and outreach goals. The Scope of Work over the following pages has been carefully crafted to meet the web marketing needs of Chapel Hill Orange County Visitor's 3ureau. This Statement of Work has been revised to include several functionality requests as discussed during conversations with Laurie Paolicelli on April 30, 2012. These additions are: • Development of a mobile site • Development of the Citizen's Journal Functionality • Book a Hotel Integration Additionally, VisionPoint has added three critical assumptions to the Scope of Work in order to meet the Visitors Bureau's budgetary requirements. These assumptions are itemized under the Major Assumptions section of this proposal. We are pleased to present our proposal and look forward to continuing our relationship. Warm regards, Diane Kuehn President & CEO C0 2012 VisionPoint Media, Inc. 3 0 Z U 0 Z 3 D M Z G) Our Approach and Methodology At VisionPoint Marketing, we strongly believe in smart, informed design and marketing that, when executed, produce positive, measurable results. More specifically, our methodology revolves around a three - phased approach that allows for the flexibility to assess the project's progress at multiple, pre- defined points over the lifespan of the project. think create measure Although these are individual phases, they are in no way separate. Each phase informs the next, allowing for a fluid process that revolves around a core strategy. THINK We understand users and we understand business as well. VisionPoint values the fact that a business or institution has goals and expectations of their own, and that these goals can vary depending upon which department you speak to. We take great pride in our ability to build relationships with the various constituents within your organization, to uncover their expectations, and to use our development tools to bring them together and gain consensus. The findings from the research we do at the beginning of the project are used as a road map throughout the entire process. During the Think Phase, VisionPoint works with stakeholders and site users to gather information that will help define the specific goals that these groups would like to achieve via the website. We focus on the strategic initiatives of the company or institution, the expectations of the user groups, industry standard best practices, and trends in the targeted market. CREATE Every design decision we make throughout the process - whether it is a color choice, a layout decision, a choice of words, or a choice of technology - is based on whether or not it will serve the client and project goals. We do not make decisions based on our own personal preferences, on stylistic trends, or on hot new technologies. We make decisions based on what's best for the project. Q) 2012 VisionPoint Media, Inc. T Z 0 Z 3 D �l7 M M Z ci In the Create Phase, we explore possibilities in function, structure, look & feel, and content. This phase involves 5 working with the data from the Think Phase to begin to actually create real world 'stuff', from site maps to the look & feel of the site, as well as defining specific documentation for the technical development. o Z The Create Phase includes the implementation of the functionality, design elements, and system architectures developed earlier. Here we develop all front -end and back -end technology. The site is continuously tested and D refined until it is deemed fit for release. We test all functionality, migrate the site to the live environment (which M1 may include mapping existing content to a new structure and CMS platform), formally launch the site and c transfer site maintenance to the client. MEASURE Our methodology and approach are dependent on the actual performance of the pieces we produce. All of our ideas begin with the client's business or institution objectives. They are measured throughout the process for how well they communicate the key message and comply with the brand strategy. And they are judged by the specific, quantifiable results they achieve. Whereas most agencies are satisfied with ending the process when the site is launched, we at VisionPoint take it one more step further. We know that building a website and getting users to your website are two separate initiatives. The Measure Phase allows us to make sure that the site is working for your organization and achieving your marketing goals. We test all output against the measurable success criteria that had been decided on at the beginning of the engagement (in the Think Phase), and if the desired result is not being achieved, we tweak where possible and continue to monitor, measure and refine until your goals are met. These phases will be applied to this project as described in the following pages. O 2012 VisionPoint Media, Inc. Scope of Work The website will be developed as described over the following pages. Key insights driving this Scope of Work include: • The website should include a user - friendly content management system (CMS), enabling the client to frequently publish news, articles and other content as frequently as desired. • The website will include robust calendar functionality, enabling the client to abandon the current calendar tool (Everwonder) and manage events within the CMS. • The website should include modern blog and photo gallery functionality. • The website should be built with search engine optimization (SEO) in mind, enabling search engines to easily index the site and establish a foundation for future SEO activities such as keyword research and on -page optimization. • The site should embrace the recently developed brand identity and feature a best -in -class visual design that represents the Chapel Hill experience. • The website should include a mobile- optimized version, optimized for hand -held devices. Major Assumptions In order to meet Chapel Hill Orange County Visitors Bureau's budgetary requirements, VisionPoint Marketing has made two additional assumptions to the original Statement of Work delivered to Lauri Paolicelli on April 30, 2012. These assumptions are: 1. All meetings and presentations will occur over the phone, Skype or at VisionPoint Marketing's offices located at 2443 Lynn Road, Suite 108 in Raleigh, North Carolina. 2. In order to meet budgetary requirements, VisionPoint will need to manage this project strictly and efficiently. What this means for the client is that VisionPoint's timelines for content and turnaround on approval are firm. For example: » The client will need to respond to VisionPoint's inquiries in a timely manner i.e one to two business days » All necessary parties needed to gain consensus on key milestones are present during all presentations and reviews. » Weekly project report calls will be managed efficiently according to a strict schedule provided by VisionPoint's account manager. » All communication should be conducted through VisionPoint's account manager and a single client -side project lead. U 2012 VisionPoint Media, Inc. Ln 0 Z 0 Z D M M Z G) Scope of Work Chapel Hill Orange County Visitor's Bureau Website Design & Development j Revised Statement of Work Research & Strategy C0 Every recommendation, every decision and the methods of implementing those decisions should be driven zz 0 by a clear, concise strategy. VisionPoint Marketing's core sustainable differentiator that sets us apart from our z competition is our emphasis on strategy. D z Our approach is highly consultative; during the Strategy phase, VisionPoint will work with Chapel Hill Orange z County Visitors Bureau to identify business goals and make decisions regarding structure, design, content G) and functionality of the new website. Key to the success of this project is collecting the right information from internal stakeholders. The focus of this phase is strategy - setting goals, defining project parameters and creating measurable objectives that will guide us throughout the rest of the process. Specific to this project, the following will take place in the Strategy Phase: Pre - discovery and Kickoff VisionPoint will collaborate with the client project lead to coordinate schedules, communication plans, agendas, suggested stakeholders and groups to take part in major approvals as well as confirm deliverables, timing and methods for the project. Brand/ Communications Audit Prior to initiating the Strategy phase, the client should expect to provide VisionPoint with any relevant background information and materials that give context to the new brand (visual mark, color palette, etc.). VisionPoint will review these materials in order to become intimately familiar with the new Chapel Hill Orange County Visitor's Bureau identity. Competitive Research VisionPoint will take a comprehensive look at the competitive landscape to gain a better understanding of the Bureau's positioning, document best of best practices and to better understand the client's competitive threats and opportunities. Stakeholder Interviews VisionPoint will conduct four to five (4 -5) interviews with key Chapel Hill stakeholders. These interviews (which will last up to one hour each) are designed to elicit feedback and input on a variety of topics related to perception, brand and differentiation points as well as background, culture and business goals. VisionPoint will work with the client to determine which individuals should be interviewed and expect the client to provide access to these individuals. Each interview will occur over the phone, Skype or in person (at VisionPoint Marketing's offices). Strategy Presentation The key deliverable for this phase is a presentation given to key Chapel Hill Orange County Visitor's Bureau stakeholders which outlines the goals and objectives of the website redesign. The Strategy Presentation will provide a clear understanding of the website goals and target audience as well as include all data and key findings from the Strategy phase. O 2012 VisionPoint Media, Inc. Scope of Work Chapel Hill Orange County Visitor's Bureau Website Design & Development I Revised Statement of Work Information Architecture a Cn Information Architecture (IA) consist or organizing and grouping content into sections that drive an efficient °z U user experience. This phase of the process begins only after the Strategy phase has been completed. Z During the IA phase, VisionPoint architects organize and group content for the website based on the client's goals, content and best practice for usability and user experience (UX). A well planned IA takes into account z content types, business and user goals, functionality and accessibility enabling the site to expand in the future as the client grows and adds additional pages and sections. For this project, the Information Architecture breaks down into two components: a Sitemap and Page Schematics. Sitemap The sitemap is a visual representation of how content is organized throughout the entire web presence. It speaks to high -level content areas and informs the site's structure and navigation. Page Schematics Page Schematics (also known as wireframes) illustrate specific page types and how content on those page types will be treated. They indicate the proposed hierarchies of key elements including navigation, branding space, content, third -party applications and calls -to- action. While the page schematics do help inform the visual design of the site, they do not represent the design layout of the site. Based on your needs, this proposal includes development of the sitemap and page schematics for up to six page types. VisionPoint has assumed the following page types will be included: • Homepage • Inner Page • News Listing • News /Article Page • Calendar Overview Page • Calendar Listing (Event) Page 0 2012 VisionPoint Media, Inc. Scope of Work Chapel Hill Orange County Visitor's Bureau Website Design & Development I Revised Statement of Work Visual Design At VisionPoint Marketing, we pride ourselves on 'thoughtful design.' Every decision we make is based on how °z well it will achieve the goals of the client and project. In addition to being aesthetically pleasing, design should ° be a problem solver. 3 D X We understand that Chapel Hill Orange County Visitor's Bureau has undergone a re- branding process and will zI soon unveil the revised identity. VisionPoint confirms and agrees to work within these new brand guidelines in ci designing the new website. Our process is highly iterative; honest client feedback is essential to our approach which consists of the following phases: Round 1: Design Concepts In the first round, designers will create three design concepts that marry the strategy, IA and existing brand. Through internal iteration and revision, the VisionPoint design team will transform these concepts into visual layouts for presentation to the client. Only after passing an internal review process, will the concepts be deemed ready for presentation and review by the client. Each concept (which will consist of a homepage and one inner page) will be based on the same strategy and information architecture, but will explore a distinct look and feel and visual approach. Round 2: Revision Based on feedback from round 1, VisionPoint will ask the client to choose one of the concepts —a single design direction —and provide specific feedback for revision. VisionPoint will refine the chosen concept, diving deeper into the homepage and inner page layouts. VisionPoint will then present the expanded visual design once more for further feedback and revision. Round 3: Final Design In round 3, designers put the finishing touches on the look and feel, using client feedback and the initial goals of the project to guide their revisions. The ultimate deliverable for this phase is the final, approved visual look and feel for all page templates of the website. O 2012 VisionPoint Media, Inc. Scope of Work Chapel Hill Orange County Visitor's Bureau Website Design & Development I Revised Statement of Work Development i° During the development phase, we move beyond concept and into tactical execution of the website. All components, strategy, IA, design and technology merge and the website is coded into a reality. Content and visual assets are migrated into the new design and built on the chosen content management system (CMS), D ExpressionEngine 2.0. M Z ci VisionPoint's approach to programming separates the site design from the site content which will enable Chapel Hill Orange County Visitor's Bureau to change design and expand without the need to re -build the site in the future. Our process includes the following development tasks: Template Development VisionPoint developers will code up to 6 HTML CSS -based templates designed to accommodate all page types within the site. VisionPoint developers code with attention to best practice and the most current standards for search engine optimization, accessibility and compliancy with all major browsers. CMS Implementation The build -out of the website will include a number of functional elements including installation of the CMS, Expression Engine, and incorporating the HTML templates into the CMS structure. Calendar Tool VisionPoint will develop the calendar to allow CHOCVB to add events throughout the year, both one -time and recurring. Event details will include event location, detailed descriptive information, photos /videos, an RSVP sign -up form and social share functionality. Events can be viewed in Day, Week or Month view. Individual events can be added to the user's personal calendar with the click of a button. Basic Search Engine Optimization As the use of search engines begins to dominate how a decision -maker finds providers for most services and products, VisionPoint's basic search engine optimization ensures that your site is well - positioned to be found via search, and remains that way through the foreseeable future. The basic program ensures that the cornerstone practices of SEO are followed as we develop each of your pages. This will not only give an immediate lift in terms of site visibility, it will also position your site for scalable growth over time — as other sites link to it and as you add new content to it. VisionPoint's basic SEO program includes the following: • Best practice web design (xHTML, cascading style sheets, appropriate use of headers) • Development, or enhancement, of a text -based links site map. • An architecture built according to basic SEO principals allowing search engine spiders to easily crawl and index the site If the client would like to employ further, advanced SEO techniques in the future, all of the basic SEO program results and findings outlined above will be able to be leveraged. This will allow an advanced SEO engagement to begin quickly without having to backtrack or reinvest in the structure of the website. Content Migration VisionPoint will populate the website with final, approved content such as copy, news and photography provided by the client. After the site is launched, the CMS will allow the client to publish and edit all content on the website without the need to write code. 0 2012 VisionPoint Media, Inc. Scope of Work Chapel Hill Orange County Visitor's Bureau Website Design & Development I Revised Statement of Work Quality Assurance Our approach includes a strict testing and quality assurance (QA) phase where we test every page and element of each website internally before passing it off to the client for another round of client- conducted QA. We provide the client with documentation and guidance on QA processes to ensure that everything is in perfect working order before each site is launched. Web Statistics VisionPoint will set up and install the Google Analytics tracking code to the new site and provide the client with online access to robust reporting. Hosting S Launch VisionPoint will coordinate with MediaTemple, CHOCVB's current hosting provider to push the site live. Additional Functionality The following functionalities have been added to the Scope of Work based on discussions with Laurie Paolicelli on April 30, 2012 regarding the Chapel Hill Orange County Visitors Bureau's website and mobile site needs. Mobile Site VisionPoint Marketing will design and develop a mobile version of www.visitchapelhill.org optimized for handheld devises (Phone, Android and Blackberry). The mobile site will be a one -to -one equivalent, meaning each page template will receive a mobile- optimized layout. The mobile site will load in place of the desktop site when accessed by a mobile browser. (Note, the current mobile site requires users to search to find the mobile site's URL. The new proposed mobile site will be presented by default when a user goes to www.visitchapelhill.org on a mobile device.) Users to the mobile site will have the ability to return to the desktop version by selecting an appropriately titled link. Citizen's Journal VisionPoint Marketing will build the existing functionality of the Citizen's Journal into the new site. This functionality is assumed to be as follows: • Site visitors may submit articles via a form on the website along with their basic identification. • Articles will be stored within the content management system (CMS) for editing and approval. • Articles will not be published until an authorized administrator approves the content. O 2012 VisionPoint Media, Inc. 11 w 0 Z U 0 Z D D M Z G) Scope of Work Chapel Hill Orange County Visitor's Bureau Website Design & Development I Revised Statement of Work Anal ,ytics 12 rn Our goal is to create a web experience which provides measurable data and a quantifiable return on z investment. Much of the internet's beauty lies in its ability to track user behavior. Analytic tools measure z a variety of metrics including user path, content popularity, visitor type, referrals, entry and exit pages, conversions and goals, and keyword traffic. This information will help you understand the path users take M1 through your site, as well as which content elements are instrumental in user conversion. c VisionPoint Marketing will incorporate Google Analytics into your website. Google Analytics is free analytics software allowing users to easily view who is visiting the site, how long a visitor is engaged in the site, where a visitor leaves the site, how many page views each page receives, where visitors are located geographically and much more. Training & Support In order to ensure internal staff is fully equipped to manage the site moving forward, VisionPoint will provide training and support to all individuals who will access the CMS. This proposal includes one training session (which lasts approximately one hour) conducted either in person at VisionPoint's offices, over the phone or via Skype. Based on our experience, this will be ample time for everyone to feel comfortable managing content on the website. If the client requires additional training or post - launch support, VisionPoint can provide additional hours at a reasonable hourly rate (however we do not anticipate this as necessary). 0 2012 VisionPoint Media, Inc. Scope of Work Chapel Hill Orange County Visitor's Bureau Website Design & Development I Revised Statement of Work Account Management & Communication 13 VisionPoint Marketing provides a supervising Account Manager for day -to -day communications and ° management. All projects are managed from a master project plan with weekly scheduled progress reports z and calls to communicate status and completion of key milestones. Although your primary day to day point of D contact will be the Account Manager, VisionPoint Marketing executives Diane Kuehn and Tony Poillucci keep m plugged into all projects and will be part of the strategy and execution team throughout the lifecycle of the ZI relationship. Over the years, VisionPoint Marketing has developed and refined a project management and communication process that keeps all client and VisionPoint stakeholders abreast of progress, deadlines, potential risks and issues. For all web development engagements, the process is as follows after receipt of the client's engagement approval: Project Plan Account Manager develops a detailed Microsoft Project Plan with each task, dependency of tasks, milestones, deadlines, and responsible parties for each task. Internal Launch Meeting VisionPoint team holds an internal launch meeting to review the scope of work, existing research or assets provided by the client, preliminary competitive research and the draft Project Plan. Agenda VisionPoint sets a launch meeting / stakeholder interview visit with the client contact to include all client stakeholders with "sign off" authority and delivers an agenda to client to help them prepare for the client launch meeting. Client Launch Meeting VisionPoint and client hold a launch meeting and reach mutual agreement on Project Plan details and assignments. Weekly Progress Reports VisionPoint Account Manager will hold weekly conference calls with the client contact to review the written Weekly Progress Report. • The Weekly Progress Report will be emailed to the primary client contact and client "sign off" authorities each week prior to a conference call. These conference calls can take as little as five minutes and are pre -set for a standing day of the week and time. • Weekly Progress Reports review everything that was accomplished in the past week and all of the tasks by date that will be worked on over the next two week horizon. Any tasks that the client must do are specifically noted as a client assignment. In closing, please note that our clients consistently compliment us on our project management and execution. While we are proud of this, we still work with our clients and their particular working styles to adjust our project management style to suit the project at hand. 0 2012 VisionPoint Media, Inc. Key Personnel VisionPoint Marketing's core team consists of a wonderful balance of skill sets and personalities. Our leadership includes seasoned strategist, designers, technologists and marketers deeply experienced in the hands -on, tactical aspects of marketing and technology consulting as well as years of executive leadership experience at some of the world's largest firms. The following is a list of VisionPointers (including executive leadership) that will be closely involved in this project: Diane Kuehn — President & CEO Education: BS Business Administration concentrating in Marketing, UNC- Chapel Hill dkuehn @visionpointmarketing.com — Twenty five years of experience in direct marketing from the media, agency, and marketer perspectives provided Diane with a practical knowledge of the pros and cons of each type of medium and how to best integrate direct marketing principles throughout your sales and marketing initiatives. A master at helping clients understand their positioning and develop compelling messaging, Diane continues to serve on the strategy team for many VisionPoint clients. Prior to founding VisionPoint Media, Diane held numerous executive sales and marketing positions including EVP of Sales and Marketing of SourceLink; VP of Channel Development of High Speed Net Solutions; VP of Direct Results Group, an interactive agency in Boston; Director of New Business Development for ADVO, the country's largest direct marketing firm, and General Manager for a Cox Communications direct marketing firm in Baltimore, Maryland. Anthony Poillucci — Vice President of Strategy and Creative Education: BFA in Graphic Design, Massachusetts College of Art tony@visionpointmarketing.com — As Vice President of Strategy and Creative, Anthony Poillucci guides the creative vision and the strategy development for VisionPoint Marketing clients. Tony's extensive experience allows him to bring insights from the creative traditions of print and broadcast media along with the perspectives essential to success in today's interactive environment, resulting in campaigns far more successful than average. Tony's background ranges from entrepreneurial (Tony has launched and grown three successful small businesses) to Big Five Consulting (Tony led Arthur Andersen's Experience Design consulting practice for the West Coast Region of the US and was also a member of their Global Leadership Team). His client list and industry experience is just as diverse, ranging from Technology (Intel, XM Satellite Radio), Higher Education (Bucknell University, New School University, NC State University, Duke University), Financial (global investment management firms) and beyond. Tony also spent a combined nine years working in San Juan, Puerto Rico and Miami, FL where he gained a profound knowledge of the social and business culture of Latin America. He has worked with a number of Latin American and Spanish clients. O 2012 VisionPoint Media, Inc. 14 O Z 0 O z D M M z O Personnel Chapel Hill Orange County Visitor's Bureau Website Design & Development I Revised Statement of Work Dwight McKnight — Graphic Designer Education: Bachelor in Graphic Design, North Carolina State University 18 c dwight @visionpointmarketing.com — Hard - working, quick to the drawing board and with a propensity for high z standards, he readily gives each and every project his complete creative attention. Branding, identity, typography, o_ illustration, even metal working —all are specific attributes Dwight offers his clients. A strong art and industrial design Z background enables him to see projects from a different angle and come up with creative and unique solutions. D M In addition to his strong educational background, Dwight is also a recipient of the BSA's Eagle Scout Award, the z association's highest leadership -based ranking, and is the publications director of the American Institute of Graphic G) Arts. Turner Walters — Web Engineer Education: B.S. in computer science, University of North Carolina - Chapel Hill turner @visionpointmarketing.com — As a Web Engineer, Turner creates and maintains large -scale websites and applications. His wealth of knowledge in both programming and user experience gives him the flexibility to provide unique solutions to the needs of higher education, business, and non - profit clients. Turner's strong communications skills, patience, and sense of humor lead to healthy client relationships, and his training allows the client to fully understand how to use their website or application. Turner has deep experience with major Content Management Systems (Expression Engine, Drupal, Wordpress) and custom solutions. He understands and utilizes cutting -edge techniques based on HTML5, XHTML, CSS, PHP (Codelgniter), and JavaScript (JQuery). Ulisses Gurgel — Web Engineer Education: B.S. in computer science, Duke University ulisses @visionpointmarketing.com — In his position, Uli utilizes his expertise in dynamic areas of web development such as PHP, JavaScript and Python, while maintaining various Web applications and websites. He is experienced with development on content management systems and frameworks, including Drupal, Expression Engine, Plone, Grok, and Django. Previously, Uli worked as a web application developer for Pound Hammer Media in Oregon, and prior to that as an intern for Ursa Logic Corporation in Durham. Ulisses is a graduate of Duke University, where he earned a B.S. in computer science while serving as house manager for the Duke Box Office. He chose a career in computer science to pursue his fascination with computers, web design and all things digital. Originally from Sao Paulo, Brazil, Lill's foundational understanding of international culture coupled with his extensive Internet technological expertise allow him to manage VisionPoint Marketing accounts with a broad outlook. Erik Olson — Web Developer Education: B.A. in English /M.Ed. English Education Lynchburg College erik @visionpointmarketing.com — Erik brings with him 5 years of web experience, initially as a web designer who quickly found his passion for web development which is where his focus has been ever since. His development experience includes PHP, JavaScript /JQuery and Flash /Actionscript. He is experienced with development on content management systems and frameworks, including Expression Engine and WordPress. Previously, Erik worked as a web developer for Viget Labs in Falls Church, VA creating websites for internet start -ups. Prior to that he got his start as a web developer and designer for E -Site Marketing in Bethesda, MD where he built and designed websites for the hospitality industry. An avid runner and ex small business owner (a retail running store) Erik is now fueling his passion — front end web development. And as a former high school English teacher, Erik brings a unique perspective to web development and a keen eye for detail. 0 2012 VisionPoint Media, Inc. Personnel Chapel Hill Orange County Visitor's Bureau Website Design & Development I Revised Statement of Work Chris Francart— Web Engineer 16 Education: B.S. in Civil Engineering, Pennsylvania State University / Post Baccalauriate Certificate in Computer Science, Virginia Commonwealth University o Z U chris @visionpointmarketing.com — Chris began his career as a civil engineer responsible for large -scale construction g Z planning, site reviews and designing residential subdivisions. After five years in the field, a change -of -heart lead to a career switch —Chris swapped his design focus from asphalt highways to the information super highway. M Given his past experience and overtly positive outlook, Chris brings a unique perspective to web development and Z information architecture at VisionPoint Marketing. Outside of the office, Chris enjoys math, especially combinatorics and graph theory. Ashlee Little — Senior Account Manager Education: B.S in Communication, Advertising, Appalachian State University alittle @visionpointmarketing .com — In her role as Senior Project Manager, Ashlee is responsible for managing the people, schedules, and budgets that are a part of each VisionPoint engagement. She serves as liaison between VisionPoint's staff and clients while guiding projects from beginning to end. Before joining VisionPoint, Ashlee worked at Brand Fuel Promotions in Morrisville, NC where she served alongside the marketing and online services teams assisting with online product marketing, fulfillment, and online store design for BlueCross Blueshield North Carolina, Tobacco Free Zone, UNC's Kenan Flagler Business School, SAS, and Red Hat. She also served as the Associate Editor for Online Operations at The Appalachian, a print and online newspaper, located in Boone, NC. These experiences have made Ashlee very comfortable collaborating with a variety of colleagues and clients to meet deadlines and advance projects. Diana Tong — Senior Account Manager Education: BS in Business Administation, Minor in Spanish, UNC Chapel Hill Diana brings to the VisionPoint team an invaluable combination of professional marketing expertise. She got her start in the marketing field in London as a college intern with Ogilvy & Mather, and moved on to work in account management at The Stone Agency. She served big name clients like Blue Cross Blue Shield of North Carolina and Merz Pharmaceuticals before joining Brooks Bell Interactive to work in strategy and account management for organizations like The Wall Street Journal, AARP and XM Radio. Her professional experience is not limited to marketing other businesses, however. Diana is a business woman in her own right. In 2010, she co- launched her own music - inspired art gallery and boutique in Raleigh, N.C. called Amplified Art. Diana holds a bachelors degree in business administration from the University of North Carolina at Chapel Hill and is currently pursuing an MBA part time. As a senior project manager, Diana manages integrated campaigns focused on strategically aligning PPC, email, social media and other marketing efforts for clients. She also supports accounts like Campbell University and the NC State Jenkins MBA program. Carissa Neiderkorn — Project Manager Education: BA in Communication Studies, Minor in Leadership Studies, UNC Wilmington Carissa @visionpointmarketing .com — As a junior project manager, Carissa manages VisionPoint Marketing's internal resource scheduling while supporting client project plans and deliverables. A brilliant collaborator and eternal optimist, Carissa's background in social media, event planning, digital marketing and project management make her a wonderful strategic advisor and client advocate. Carissa is a graduate of the University of North Carolina Wilmington, where she earned her Bachelor's in Communication Studies along with a minor in Leadership Studies. Always the student, Carissa can often be found researching foreign countries and planning her next around - the -world adventure. © 2012 VisionPoint Media, Inc. Assumptions 1. All work will be done as one project to be completed as soon as possible based upon a mutually agreed upon project schedule. 2. Client's time commitments: The client will provide a dedicated project lead that will be the main point of contact for VisionPoint's Project Manager. 3. Mobile site will be designed after final design of the desktop site is approved. The client will receive one round of revision to the mobile page template designs. 4. VisionPoint will not create custom mobile treatments for any third -party services. 5. The Citizen's Journal will consist of two (2) page templates: a blog overview page and an individual article page. These will be the same templates used for the news overview and news article pages. 6. All meetings and presentations will occur over the phone, Skype or at VisionPoint Marketing's offices located at 2443 Lynn Road, Suite 108 in Raleigh, North Carolina. 7. The current Book a Hotel functionality will remain the same. VisionPoint does not recommend rebuilding this functionality, but rather will link to the existing vendor. 8. The current Chat With Us functionality will remain the same. 9. The current Request RFP functionality ( http:// www .visitchapelhill.org /indox.php /cvbhotrates/ fasttrackrfp) will remain the same. 10. Photography and /or illustrations are not included in the cost of this proposal. If the design requires original or stock imagery of any kind, VisionPoint will provide the client with cost estimates and client will purchase the artwork. 11. If they are to be used in the website, client will provide VisionPoint with access to existing web files and guidelines or client will send zip files of creative assets for all native graphic files or custom art, such as logos, in .eps or .ai file format. 12. Custom or non - standard fonts are not included in this proposal. If the design requires a custom or non - standard font, VisionPoint will provide the client with the cost, and the client will purchase the font. Custom fonts generally cost around $50.00 USD per year. 13. The client will have 2 rounds of revision to the site's information architecture. 14. VisionPoint will provide three website design concepts which will be represented by more than one page type each. The client will have 3 rounds of revisions to establish the "look and feel" of the site's visual design, as stated in the scope of work. 15. The finished site will incorporate one home page template and up to five inner page templates. 16. The website's size is assumed to be up to be roughly the size of the existing site when launched. 17. The page templates will be designed for the best user experience for Windows, Mac, and Linux /Unix operating systems. 18. The templates will be compliant with the following browsers: Internet Explorer 7+ (Windows), Firefox 2+ (Windows), Safari 3+ (Mac), and Chrome. O 2012 VisionPoint Media, Inc. 17 0 Z 0 Z D M Z G) 19. The site will include a content management system (CMS) which will provide the client the ability to Is easily update site content as well as have multiple staff editors. The CMS will give the client the ability to enhance the site with little or no cost. o z 20. Licensing fees for ExpressionEngine 2.0 are included in the cost of this proposal. o z 21. Training for use of the content management system will include documentation and one training D session. x M 22. In order to run ExpressionEngine, the web server must support PHP version 5.2.4 or newer and c MySQL version 5.0.3 or newer 23. The site has been specified to only be in the English language. 24. Per VisionPoint's understanding of your preference, the site will be hosted by MediaTemple. 25. In order to meet budgetary requirements, VisionPoint will need to manage this project strictly and efficiently. What this means for the client is that VisionPoint's timelines for content and turnaround on approval are firm. For example: The client will need to respond to VisionPoint's inquiries in a timely manner Le one to two business days. All necessary parties needed to gain consensus on key milestones are present during all presentations and reviews. » Weekly project report calls will be managed efficiently according to a strict schedule provided by VisionPoint's account manager. All communication should be conducted through VisionPoint's account manager and a single client -side project lead. 26. As with any project, both the client and VisionPoint have responsibilities that need to be accomplished in a timely manner in order for the project to move along smoothly. If client responsibilities (such as providing content, providing feedback and approval of milestone deliverables, providing access to stakeholders for interviews, etc) are not met in a timely manner (i.e. if the project timeline if drawn out for more than 30 days), VisionPoint may bill the client for the entire cost of the project prior to completion of the project. In addition, VisionPoint has the option to incorporate a 10% surcharge for projects that are stalled more than 60 -90 days because of the client. © 2012 VisionPoint Media, Inc. Proposed Cost Fees associated with this Scope of Work are as follows: Website Design and Development............................... ............................... Terms: Project cost will be invoiced as follows. All invoices are due Net 30. • 1/3 upon initiation • 1/3 upon agreement of visual design • 1/3 upon project completion Project Initiation This project will be initiated by the signatures below: Accepted and agreed to by an authorized executive: ..................... ............................... Signature ........................................................ ............................... Printed Name Chapel Hill Orange County Visitor's Bureau 501 West Franklin Street Chapel Hill, NC 27516 Accepted and agreed to by: ........................................ ............................... Diane Kuehn, President & CEO VisionPoint Media, Inc. d /b /a VisionPoint Marketing 2443 Lynn Road, Suite 108 Raleigh, NC 27612 Phone: 919.848.2018; Fax: 919.861.1118 O 2012 VisionPoint Media, Inc. Date Date: • .........$50,000 19 0 Z 0 Z D M M 1 Z G) 010,.1-136 ORANGE COUNTY — CONTRACT CONTROL SHEET Routing Order: (1) Department, (2) IT, (3) Risk Management, (4) Financial Services, (5) Attorney, (6) Manager, (7) Clerk This Document shall accompany all contracts and shall be submitted for signature in the Routing Order specified above. If the Manager determines the contract is not appropriate for Manager approval the Manager shall submit the contract for BOCC approval. Contracts for BOCC approval must be submitted through, and complete, the routing process prior to agenda review. Contracts for legal review should be completed through the legal review process prior to being routed for signature. Department Party/Vendor Name: Vision Point Media Inc. dba Vision Point Marketing Party/Vendor Contact Person: Diane Kuehn Contact Phone: 919- 848 -2018 Party/Vendor Address: 2443 Lynn Road #108 City Raleigh State: NC Zip: 27612 Department: Visitors Bureau Amount: 50.000 Purpose: Brin current website 4p-to-date and redesign to match new branding Budget Code(s): 37600520- 600000 Vendor # 61183 (N /A if new vendor) Vendor is a BOCC consultant? Yes ❑ Amendment ® Effective Date 5/29/12 Approved by Board Yes N o NON Contract Type: (Check one) New ® Renewal If this is a Grant Agreement, ❑ ❑ Agenda Date: Title of Contract: , pre - application has been approved by the Board of Commissioners Yes❑ No❑. If submitted 'for were bids/RFPs received Yes❑ No❑ Bid/RFP n er i contract has been reviewed and approved by the Department Director as to technical content: , Department Director's Signat e: Date: IT Director (Applicable only to hardware /software purc ses or related services) This contract has been reviewed and approved by the Information Technology Director as to technical content and information technology specifications: IT Director's Signature: ' Date: Risk Ma Include the following coverages: ❑ CGL na ement ❑ Auto; ❑ WC; ❑ Professional; ❑ Property; OR No Insurance Required ap Contract pending receipt of Certificate of Insurance ❑. With incorporation of Insurance provisions as shown, this contract is approved by the Risk Manager: Risk Manager's Signature: J a tyl6 `1,- 14 Date. 7 1/ Financial Services This Contract is condition� s pon appropriation by the Board of Commissioners Ye before approval Yes❑ No If budget amendment is necessary, please attach to this form. . This instrument A budget amendment is necessary manner required by the Local Government Budget and Fiscal C ntrol Act: "- has been pre - audited in the Financial Services Director's Signature: n 3 (l� z (�^�' Date: I Approval b Board County Attorney pp Y ❑ (Contracts $90 000.00 or more for goods or services, $250,000.00 or more for construction, or any BOCC consultant contract). Approval by Manager (Most other contracts $1,000 and above). Department Director a royal onl $1,000). This contract has bee viewed d approved by the Attorney as to legal form and sufficiency: pp Y ❑ (Under Attorney's Signature Date: County Manager This contract has been reviewed and is approved by the County Manager This contract has been reviewed and is for signa e keir Yes ❑NoManager's Signature: Date: o the Approved by BOCC on the _ day of Submitted for Chair signature on the _day of 20 Clerk's Signature: Date: Revised March 2012