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HomeMy WebLinkAboutAgenda - 06-24-2008-4qORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 24, 2008 Action Agenda Item No. ~-- --~ SUBJECT: Web Template Contract DEPARTMENT: Information Technologies PUBLIC HEARING: (Y/N) No ATTACHMENT(S): Kelly Marcom Cost Proposal and Statement of Work Contract between Orange County and Kelly Marcom INFORMATION CONTACT: Todd Jones, (919) 245-2285 PURPOSE: To consider signing a contract with Kelly Marcom of Sanford, NC to develop templates for the Orange County website. BACKGROUND: The Orange County website (http://www.co.orancle.nc.us) has steadily grown since its inception in 1996. Its growth was initially- driven by individual departments working informally with the Information Technologies department in creating new content and services to address customers' needs. While this process ensured each department was able to tailor its website to their constituent communities, there was no overarching website strategy or formal web authoring standards to manage the growth of information or the evolving public needs over time. Over the past two years, the Information Technologies department has worked with departmental web administrators in a collaborative effort to address issues resulting from the historically ad hoc evolution of the County's website. These efforts were described in a report presented to the Board on April 24, 2007. While the work of Information Technologies and departmental webmasters has .successfully addressed many of the issues raised by the public, there remains work to be done. The web template designed by Information Technologies to standardize the display and consistency of website information is now in use by a significant majority of the County departments. This template was intended to be a temporary design until a professional template redesign could be performed. Given the work of Information Technologies and the webmasters, the template redesign can now be performed and implemented at a modest cost. The redesign will leverage organizational and navigation mechanisms already in place to guide and direct the public to areas of interest. The County Manager identified a team representing the breadth of departments within the County to select a vendor and serve as the County interface for this project. The team consists of: Gwen Harvey, Assistant County Manager; Willie Best, Assistant County Manager, David Hunt, Deputy Clerk /Information Specialist; and Todd Jones, Chief Information Officer. The team has developed a Statement of Work for this template design project and has worked with the Purchasing office to solicit bids. The request for proposals (RFP) was put out to bid and web design firms were notified of its availability. Only one vendor, Kelly Marcom of Sanford, responded with a bid. Kelly Marcom's response included a detailed proposal for engaging the County's web, template team to elicit input and then provide template design services to reflect the County government's character and priorities. The ultimate deliverables from this work will be a set of templates, or files, that will be adopted to control the look and feel of the County's web pages, based on the work to date by Information Technologies and departmental webmasters. The Information Technologies group will develop conversion filters to convert all the County's web pages using the current template into the design of the new templates, resulting in a website with an increasingly modern, professional, and cohesive appearance and, ultimately, heightened appeal and utility to the public. FINANCIAL IMPACT: The cost of the web template redesign is not to exceed $17,000, which would come from funds already budgeted within Information Technologies. RECOMMENDATION(S): The Manager recommends that the Board approve the contract with Kelly Marcom and authorize the County Manager to execute the contract pending final review by staff and the County Attorney. ~-, T KE L1.Y MARCUM COST PROPOSAL AND STATEMENT O F WORK ORANGE COUNTY WEBSITE DESIGN - ftFP 5139 Submitted by Kelly MarCom, Inc. Date: March 20. 2008 Orange County seeks the professional services of a branding partner for the redesign of the county website's look and feel. This project includes the delivery of a design, supporting CSS setup and support documentation far the site's home page, secondary page, and a variant of the secondary page. Goals for this project include a modern, crisp design that accurately conveys Orange County's progressive government and rirh iconic history. Kelly MarCom understands that the county wishes for the selected vendor to use generic photographs in the completion of this project, with the idea that Orange County will later use County-specific images from an impending photo shoat to replace and rotate images on the home page. STATEMENT OF WORK - Project management and coordination - Ongoing client communications and creative consultation - Branding session and 20-40 hours of facilitated discussion - Art Direction and concepting - Creative development of (4) Home page/Secondary page concepts - Client selection of a concept - Layout and design of Home page, secondary page and (1) variation of the secondary page - Three rounds of client Changes to selected design - CSS preparations of final design, testing and validation - Delivery of CSS for selected design for implementation by Orange County COST PROPOSAL $10,000 - $12,000 'Estimate does nat include stock photography purchases or custom photography. ORANGE COUNTY, NORTH CAROLINA 1 This contract, made the day of June, 2008, between Orange County (County), and Kelly Marcom of Sanford for template development work to be provided by Kelly Marcom to the County, herein to be described. 1. The terms and conditions for providing services by Kelly Marcom shall consist solely of this contract, the County's RFP number 5138 and Kelly Marcom's response to RFP number 5139, incorporated herein by reference. 2. This agreement shall be for the delivery of templates as per RFP number 5139. The total per Kelly Marcom's response to RFP number 5139 shall not to exceed $12,000. 3. Services provided through this contract shall be commensurate with those presented in the County's RFP number 5139 and Kelly Marcom's response to RFP number 5139. ' 4. Orange County can contract for additional services not covered by the County's RFP number 5139 and Kelly Marcom's response to RFP number 5139 at a rate of $XX.00 per hour. This work must be pre-approved by the County's Chief Information Officer. Also the total of any additional work and the work covered by the RFP must not exceed $17,000.00 5. Payment is due thirty days after delivery. Invoices shall be submitted to for payment: Orange County Information Technologies P.O. Box 8181 Hillsborough, NC 27278 For County: For Kelly Marcom: Laura Blackmon, County Manager Patricia Picquet, Kelly Marcom