R-03-08-28-10A1 - 8/28/2003RESOLUTION NO. R- 03- 08- 28 -10A1
WHEREAS, the City has a need for technical consulting services
for web site programming, design, licensing, and hosting, and
WHEREAS, Interactive Ensemble, Inc. has submitted a Consulting
Agreement to provide said services, and
WHEREAS, the City Council desires to enter into said agreement
with Interactive Ensemble, Inc., Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS,
That the Mayor is hereby authorized and directed to execute on
behalf of the City a Consulting Agreement for Web Site Programming,
Design, Licensing, and Hosting with Interactive Ensemble, Inc., a copy
of said agreement being attached hereto as Exhibit "A" and incorporated
herein for all purposes.
The City Council hereby finds and declares that written notice of
the date, hour, place and subject of the meeting at which this
Resolution was adopted was posted and that such meeting was open to the
public as required by law at all times during which this Resolution and
the subject matter hereof were discussed, considered and formally acted
upon, all as required by the Open Meetings Act, Chapter 551, Texas
Government Code, as amended.
RESOLVED this 28th day of August, 2003.
AP ST:
CHRISTINE R. MARTINEZ, City Sectary
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City of Round Rock, Texas
CITY OF ROUND ROCK CONSULTING AGREEMENT
WITH INTERACTIVE ENSEMBLE, INC.
FOR WEB SITE PROGRAMMING, DESIGN, LICENSING, AND HOSTING
THIS CONSULTING AGREEMENT for professional services for web site programming,
design, licensing, and hosting ( "Agreement ") is made by and between the City of Round Rock, a
Texas home rule municipal corporation, whose offices are located at 221 East Main Street, Round
Rock, Texas 78664 -5299, ( "City") and Interactive Ensemble, Inc.( "Consultant "), whose offices are
located at 3215 Steck Avenue, Suite 200, Austin, Texas 78757.
RECITALS:
WHEREAS, City has determined that there is a need for programming and design of the
Round Rock Economic Development web site (the "Web Site "), and for licensing of Consultant's
Web Site Management System to City from August 1, 2003 through August 1, 2005, and for hosting
by Consultant of the Web Site on Consultant's Internet servers from August 1, 2003 through August
1,2005;and
WHEREAS, City desires to contract for professional services for such services; and
WHEREAS, the parties desire to enter into this Agreement to set forth in writing their
respective rights, duties and obligations hereunder;
NOW, THEREFORE, WITNESSETH:
That for and in consideration of the mutual promises contained herein and other good and
valuable consideration, the sufficiency and receipt of which are hereby acknowledged, it is mutually
agreed between the parties as follows:
1.01 EFFECTIVE DATE, DURATION, AND TERM
This Agreement shall be effective on the date this Agreement has been signed by each party
hereto, and shall remain in full force and effect unless and until it expires by operation of the term
indicated herein, or is terminated or extended as provided herein.
2003.
The term of this Agreement shall be for twenty -four (24) months beginning from August 1,
It is expressly acknowledged by and between the parties hereto that work shall begin within
seven (7) calendar days of execution of this Agreement.
City reserves the right to review the project at any time, including at the end of any
deliverable or phase, and may elect to terminate the project with or without cause or may elect to
continue with the next deliverable or phase.
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EXHIBIT
1.02 PAYMENT
In consideration for the professional services to be performed by Consultant, City agrees to
pay Consultant a total sum of not less than Twenty -four Thousand Three Hundred Seventy and
No /100 Dollars ($24,370.00) and not more than Forty -seven Thousand Eight Hundred Ten and
No /100 Dollars ($47,810.00), as delineated hereafter:
Milestone
Milestone I: Requirements Document
Milestone II: CMS
Milestone III: Content and Site Structure
Milestone IV: SMS
Milestone V: Communications
Milestone VI: Plans
Hosting: Monthly
Hosting: Annual
1.03 TERMS OF PAYMENT
1.04 OBJECTIVES AND SCOPE OF SERVICES
Low Estimate High Estimate
$3,500.00
$2,500.00
$2,500.00
$7,500.00
$2,500.00
$3,800.00
$1,080.00 ($45 x 24)
$ 990.00 ($495 x 2)
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$ 7,500.00
$ 4,500.00
$ 6,200.00
$15,000.00
$ 6,500.00
$ 4,200.00
$ 2,040.00 ($85 x 24)
$ 1.870.00 ($935 x 2)
$24,370.00 $47,810.00
Consultant's compensation for professional services shall not exceed, without written
consent, the amounts indicated herein. City shall pay, strictly within the confines of the not -to- exceed
sum recited herein, Consultant's professional fees for work done on behalf of City.
To receive payment, Consultant shall prepare and submit a detailed invoice to City for
services rendered. If City has any dispute with work performed, then City shall notify Consultant
within thirty (30) days after receipt of invoice. In the event of any dispute regarding the work
performed, then and in that event Consultant shall either (a) satisfactorily re- perform the disputed
services or (b) provide City with an appropriate credit.
Consultant contracts to work with City to enhance the current Round Rock Economic
Development Web Site so that it demonstrates the complete value of the City and surrounding areas;
to improve the Web Site by expanding demographic statistics, enhancing general information about
the area, and increasing the visual imagery thereon; to present focused content targeted at prospects
in Nanotechnology, Bio- Pharma, Bio -IT, Advanced Manufacturing, and High Technology
businesses; and to work with City staff to identify key data and present same in a professional and
easy -to- access format for City's target market of Site Consultants and Corporate Realtors.
Consultants agree to provide, by way of inclusion but not limitation, the following services:
MILESTONE I - GATHERING INFORMATION AND VISUAL IMAGERY
($3,500 - $7,500)
Collection of information, images, and photographs for the Web Site content and writing the
Requirements Document, all as further delineated in Exhibit "A" attached hereto and
incorporated herein for all appropriate purposes.
MILESTONE II - UTILIZING A CONTACT MANAGEMENT SYSTEM
($2,500 - $4,500)
Integration of a Contact Management System, aweb -based application for tracking prospects
and prospecting activity, all as further delineated in Exhibit "A" attached hereto and
incorporated herein for all appropriate purposes.
MILESTONE III - COLLECTING CONTENT TO THE WEB SITE, AND SITE
STRUCTURE ($2,500 - $6,200)
Collection of content and definition of new site structure, all as further delineated in Exhibit
"A" attached hereto and incorporated herein for all appropriate purposes.
MILESTONE IV - INTEGRATING A SITE MANAGEMENT SYSTEM
($7,500 - $15,000)
Implementation of Consultant's Site Management System, all as further delineated in Exhibit
"A" attached hereto and incorporated herein for all appropriate purposes.
MILESTONE V - EXPANDING ELECTRONIC COMMUNICATIONS
($2,500 - $6,500)
Expansion of Electronic Communications to promote specific information to designated
audiences, all as further delineated in Exhibit "A" attached hereto and incorporated herein
for all appropriate purposes.
MILESTONE VI - DEFINING 3 -YEAR TECHNOLOGY STRATEGY
($3,800 - $4,200)
Definition of next three years for the department Technology Strategies, all as further
delineated in Exhibit "A" attached hereto and incorporated herein for all appropriate
purposes.
Further, Consultant agrees to provide the following as part of the hosting services:
(1) Database server functionality;
(2) Weekly backup of City's database;
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(3) Periodic monitoring of the functionality of City's database; and
(4) Monthly statistics displaying usage of the Web Site.
HOSTING SERVICES
(MONTHLY $1,080 - $2,040)
(ANNUAL $990 - $1,870)
Providing hosting services as delineated in Exhibit "A" attached hereto and incorporated
herein for all appropriate purposes, and as govemed by the Service Level Agreement labeled
Exhibit "B" and attached hereto and incorporated herein for all appropriate purposes.
The parties expressly agree that any work not included in or reasonably inferable from
Section 1.04 herein and from Exhibits "A" and "B"attached hereto shall be considered additional
work for which the parties must mutually negotiate acceptable terms for performance and payment.
Any work necessitated to correct problems caused by unauthorized alterations or modifications made
by City to the Web Site shall be considered additional work subject to the provisions of this
paragraph.
1.05 REQUIRED REPORTS
Consultant agrees to provide City with any necessary detailed final written reports, together
with all information gathered during the course of the project. Additionally, Consultant agrees to
provide City with any necessary oral presentations of such detailed final written reports, at City's
designation and at no additional cost to City.
1.06 LIMITATION TO SCOPE OF WORK
Consultant and City agree that the scope of services to be performed is generally enumerated
in Section 1.04 herein. Notwithstanding anything herein to the contrary, the parties agree that City
retains absolute discretion and authority for all funding decisions, such decisions to be based solely
on criteria accepted by City which maybe influenced by but not be dependent on Consultant's work.
1.07 NON - APPROPRIATION AND FISCAL FUNDING
This Agreement is a commitment of City's current revenues only. It is understood and agreed
that City shall have the right to terminate this Agreement at the end of any City fiscal year if the
governing body of City does not appropriate funds sufficient to purchase the services as determined
by City's budget for the fiscal year in question. City may effect such termination by giving
Consultant a written notice of termination at the end of its then current fiscal year.
1.08 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to Consultant
will be made within thirty (30) days of the day on which City receives the performance, supplies,
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materials, equipment, and/or deliverables, or within thirty (30) days of the day on which the
performance of services was complete, or within thirty (30) days of the day on which City receives
a correct invoice for the performance and /or deliverables or services, whichever is later. Consultant
may charge a late fee of one percent (1 %) for payments not made in accordance with this prompt
payment policy; however, this policy does not apply to payments made by City in the event:
1. There is a bona fide dispute between City and Consultant concerning the supplies,
materials, or equipment delivered or the services performed which causes the
payment to be late; or
2. The teens of a federal contract, grant, regulation, or statute prevent City from making
a timely payment with federal funds; or
3. There is a bona fide dispute between the parties and subcontractors or between a
subcontractor and its suppliers concerning supplies, materials, or equipment
delivered or the services performed which causes the payment to be late; or
4. Invoices are not mailed to City in strict accordance with instructions, if any, on the
purchase order or the Agreement or other such contractual agreement.
1.09 TERMINATION
This Agreement may be terminated for any of the following conditions:
1. By City for reasons of its own, with or without cause, and not subject to the mutual
consent of any other party, such written termination notice to be given to the other
party not less than sixty (60) days prior to termination.
2. By mutual agreement and consent of the parties, such agreement to be in writing.
3. By either party for failure by the other parry to perform the services set forth herein
in a satisfactory manner, such termination notice to be given in writing to the other
Party.
4. By either party for failure by the other party to fulfill its obligations as set forth
herein.
5. By satisfactory completion of all services and obligations described herein.
Should City terminate this Agreement as herein provided, no fees other than fees due and
payable at the time of termination shall thereafter by paid to Consultant. City shall pay Consultant
for all uncontested services performed to date of notice of termination.
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If either party defaults in performance of this Agreement or if City terminates this Agreement
for default on the part of the other party, then City shall give consideration to the actual costs
incurred by Consultant in performing the work to the date of default. The cost of the work that is
useable to City, the cost to City of employing another firm to complete the useable work, and other
factors will affect the value to City of the work performed at the time of default.
The termination of this Agreement and payment of an amount in settlement as set forth above
shall extinguish all rights, duties, and obligations of City and the terminated party to fulfill
contractual obligations. Termination under this section shall not relieve the terminated party of any
obligations or liabilities which occurred prior to cancellation.
1.10 INDEPENDENT CONTRACTOR STATUS
Consultant is an independent contractor, and is not City's employee. Consultant's employees
or subcontractors are not City's employees. This Agreement does not create a partnership, employer -
employee, or joint venture relationship. No party has authority to enter into contracts as agent for the
other party. Consultant and City agree to the following rights consistent with an independent
contractor relationship:
1. Consultant has the right to perform services for others during the term hereof.
2. Consultant has the sole right to control and direct the means, manner and method by
which services required by this Agreement will be performed.
3. Consultant has the right to hire assistants as subcontractors, or to use employees to
provide the services required by this Agreement.
4. Consultant or its employees or subcontractors shall perform the services required
hereunder, and City shall not hire, supervise, or pay any assistants to help Consultant.
5. Neither Consultant nor its employees or subcontractors shall receive training from
City in skills necessary to perform services required by this Agreement.
6. City shall not require Consultant or its employees or subcontractors to devote full
time to performing the services required by this Agreement,
7. Neither Consultant nor its employees or subcontractors are eligible to participate in
any employee pension, health, vacation pay, sick pay, or other fringe benefit plan of
City.
1.11 NON - SOLICITATION
All parties hereto agree that they shall not directly or indirectly solicit for employment,
employ, or otherwise retain staff of the other during the term of this Agreement.
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1.12 RESPECTIVE OWNERSHIP
Any graphics, data, imageware, audio material, video material, and the HTML documents
and database content which are created hereunder by Consultant for use on the Web Site shall remain
the sole property of City.
Consultant shall remain the sole owner of all applications, interfaces, software programs or
programming methodologies owned or created by Consultant hereunder and used in the development
of the Web Site and Business System.
1.13 CONFIDENTIALITY
Any and all programs, data, or other materials furnished by City for use by Consultant in
connection with services to be performed under this Agreement shall be held in confidence by
Consultant as set forth hereunder. All parties agree to hold all confidential information in the
strictest confidence and not make any use thereof other than for the performance of this Agreement.
Notwithstanding the foregoing, the parties recognize and understand that City is subject to the Texas
Public Information Act and its duties run in accord therewith.
Consultant may use portions of the completed project for publicity, marketing, or promotion
only if City gives its specific express permission to do so in writing prior to Consultant making any
use of same, and City shall be under no obligation whatsoever to grant such permission.
1.14 WARRANTIES
Consultant warrants that all services performed hereunder shall be performed consistent with
generally prevailing professional or industry standards, and shall be performed in a professional and
workmanlike manner. Consultant shall re- perform any work not in compliance with this warranty.
Consultant warrants that its work will, at a minimum, comply with Exhibit "A" attached
hereto and incorporated herein for all appropriate purposes.
Consultant warrants that its work will be free from defects in software design under normal
use and service for the duration of this Agreement, provided that the Web Site is used on the Internet
server for which it was developed. Consultant's sole and exclusive obligation, and City's sole and
exclusive remedy, under this warranty is the repair or replacement, at Consultant's expense, of any
defective workmanship or software covered by this warranty. Consultant shall not be liable under
this warranty or otherwise for any defect caused by any unauthorized alterations or modifications
made by anyone other than Consultant THE WARRANTY GIVEN BY CONSULTANT IN THIS
PARAGRAPH AND THE OBLIGATIONS AND LIABILITIES OF CONSULTANT UNDER THIS
PARAGRAPH SHALL BE EXCLUSIVE AND ARE IN LIEU OF, AND CITY HEREBY WAIVES,
ALL OTHER SIMILAR WARRANTIES, GUARANTEES, CONDITIONS, OR LIABILITIES,
EXPRESS OR IMPLIED, ARISING BY LAW OR OTHERWISE, INCLUDING WITHOUT
LIMITATION THE IMPLIED WARRANTY OF MERCHANTABILITY AND THE WARRANTY
OF FITNESS FOR A PARTICULAR PURPOSE.
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1.15 INDEMNIFICATION
Consultant agrees to hold harmless, exempt, and indemnify City, its officers, agents,
directors, servants, representatives and employees, from and against any and all suits, actions, legal
proceedings, demands, costs, expenses, losses, damages, fines, penalties, liabilities and claims of any
character, type, or description, including but not limited to any and all expenses of litigation, court
costs, attorneys fees and all other costs and fees incident to any work done as a result of this
Agreement arising out of or in any way related to any design, data or other material of any type
supplied by Consultant which are or are alleged to be (1) defamatory; or (2) infringing on a third
party's property rights, including but not limited to copyright or trademark rights; or (3) are
otherwise tortious or in violation of any local, state or federal statute, rule or regulation. Consultant
further agrees that, upon request of City, Consultant will defend any claim or litigation brought in
connection with any such design, data or other material on behalf of City, and in the name of City,
and at Consultant's own expense.
City agrees to hold harmless, exempt, and indemnify Consultant, its officers, agents,
directors, servants, representatives and employees, from and against any and all suits, actions, legal
proceedings, demands, costs, expenses, losses, damages, fines, penalties, liabilities and claims of any
character, type, or description, including but not limited to any and all expenses of litigation, court
costs, attorneys fees and all other costs and fees incident to any work done as a result of this
Agreement arising out of or in any way related to any design, data or other material of any type
supplied by City which are or are alleged to be (1) defamatory; or (2) infringing on a third party's
property rights, including but not limited to copyright or trademark rights; or (3) are otherwise
tortious or in violation of any local, state or federal statute, rule or regulation. City further agrees
that, upon request of Consultant, City will defend any claim or litigation brought in connection with
any such design, data or other material on behalf of Consultant, and in the name of Consultant, and
at City's own expense.
In no event shall either party be liable to the other for special or consequential damages,
statutory or otherwise, including without limitation damages arising from loss of the use of the Web
Site, whether or not occasioned by Consultant's negligence.
1.16 ASSIGNMENT AND DELEGATION
No party may assign any rights or delegate any duties under this Agreement without the other
party's prior written approval.
1.17 LOCAL, STATE AND FEDERAL TAXES
Consultant shall pay all income taxes, and FICA (Social Security and Medicare taxes)
incurred while performing services under this Agreement. City will not do the following:
1. Withhold FICA from Consultant's payments or make FICA payments on its behalf;
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2. Make state and/or federal unemployment compensation contributions on Consultant's
behalf; or
3. Withhold state or federal income tax from any of Consultant's payments.
If requested, City shall provide Consultant with a certificate from the Texas State
Comptroller indicating that City is a non - profit corporation and not subject to State of Texas Sales
and Use Tax.
1.18 NOTICES
All notices and other communications in connection with this Agreement shall be in writing
and shall be considered given as follows:
1. When delivered personally to the recipient's address as stated in this Agreement;
or
2. Three (3) days after being deposited in the United States mail, with postage prepaid
to the recipient's address as stated in this Agreement.
Notice to Consultant:
Interactive Ensemble, Inc.
Deborah Shelby, President
3215 Steck Avenue, Suite 200
Austin, TX 78757
Notice to City:
City of Round Rock
James Nuse, City Manager
221 East Main Street
Round Rock, TX 78664
AND TO:
City Attorney's Office
Stephan L. Sheets, City Attorney
309 East Main Street
Round Rock, TX 78664
Nothing contained in this section shall be construed to restrict the transmission of routine
communications between representatives of City and Consultant.
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1.19 APPLICABLE LAW
The laws of the State of Texas shall govern this Agreement. Venue shall lie in Williamson
County, Texas.
1.20 EXCLUSIVE AGREEMENT
The terms and conditions of this Agreement, including the exhibits listed below, constitute
the entire agreement between the parties and supersede all previous communications,
representations, and agreements, either written or oral, with respect to the subject matter hereof. No
modifications of this Agreement will be binding on any of the parties unless acknowledged in
writing by the duly authorized goveming body or representative for each party.
1.21 DISPUTE RESOLUTION
If a dispute arises under this Agreement, the parties agree to first try to resolve the dispute
with the help of a mutually selected mediator. If the parties cannot agree on a mediator, City shall
select one mediator and Consultant shall select one mediator and those two mediators shall agree
upon a third mediator. Any costs and fees, other than attomey fees, associated with the mediation
shall be shared equally by the parties.
City and Consultant hereby expressly agree that no claims or disputes between the parties
arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration
proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9 USC
Section 1 -14) or any applicable state arbitration statute.
1.22 ATTORNEYS FEES
In the event that any lawsuit is brought by one party against any of the other parties in
connection with this Agreement, the prevailing party shall be entitled to seek to recover its
reasonable costs and reasonable attorneys fees.
1.23 FORCE MAJEURE
Notwithstanding any other provisions of this Agreement to the contrary, no failure, delay or
default in performance of any obligation hereunder shall constitute an event of default or a breach
of this Agreement, only to the extent that such failure to perform, delay or default arises out of
causes beyond control and without the fault or negligence of the party otherwise chargeable with
failure, delay or default; including but not limited to acts of God, acts of public enemy, civil war,
insurrection, riots, fires, floods, explosion, theft, earthquakes, natural disasters or other casualties,
strikes or other labor troubles, which in any way restrict the performance under this Agreement by
the parties.
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Consultant shall not be deemed to be in default of its obligations to City if its failure to
perform or its substantial delay in performance is due to City's failure to timely provide requested
information, data, documentation, or other material necessary for Consultant to perform its
obligations hereunder.
1.24 SEVERABILITY
The invalidity, illegality, or unenforceability of any provision of this Agreement or the
occurrence of any event rendering any portion of provision of this Agreement void shall in no way
affect the validity of enforceability of any other portion or provision of this Agreement. Any void
provision shall be deemed severed from this Agreement, and the balance of this Agreement shall be
construed and enforced as if this Agreement did not contain the particular portion of provision held
to be void. The parties further agree to amend this Agreement to replace any stricken provision with
a valid provision that comes as close as possible to the intent of the stricken provision. The
provisions of this Article shall not prevent this entire Agreement from being void should a provision
which is of the essence of this Agreement be determined void.
1.25 GENERAL AND MISCELLANEOUS
The section numbers and headings contained herein are provided for convenience only and
shall have no substantive effect on construction of this Agreement.
No purchase order or other ordering document that purports to modify or supplement the
printed text of this Agreement or any schedule, exhibit or addendum shall add to or vary the terms
of this Agreement. All such proposed variations or additions (whether submitted by Consultant or
City) are objected to and deemed material unless properly agreed to in writing.
Except for contractual obligations recited herein, no party shall be liable for any failure due
to causes beyond its control. The failure of a party to exercise any right hereunder shall not operate
as a waiver of said party's right to exercise such right or any other right in the future.
If at any time during the term of this Agreement Consultant becomes subject to any
bankruptcy or insolvency proceeding under federal or state statute, and provided that City's license
payments are current, then and in that event Consultant shall provide best efforts and cooperation
to ensure an orderly and efficient transition of City's system to Consultant's successor. This
provision specifically includes source code and data files used to produce City's Web Site and
business system.
Notwithstanding anything herein to the contrary, the following sections shall survive
termination of this Agreement: Sections 1.12, 1.13, 1.15, 1.19, 1.20, 1.23, and 1.24.
To expedite order processing, transmitted copies are considered documents equivalent to
original documents; however, City agrees to provide Consultant with one (1) fully executed original
Agreement.
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This Agreement may be executed in multiple counterparts, which taken together shall be
considered as one original.
IN WITNESS WHEREOF, the parties have executed this Agreement on the dates hereafter
indicated.
CITY OF ROUND ROCK, TEXAS ATTEST:
By:
Nyle Maxwell, Mayor Christine R. Martinez, City Secretary
Date Signed: Date Signed:
INTERACTIVE ENSEMBLE, INC.
By:
Deborah Shelby, President
Date Signed:
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Round Rock Economic Development
RFO No. 03 -014 —
Economic Development Web Site
1 " INTERACTIVE
Ijensernble Del
f lop.
EXHIBIT
"
July 17, 2003
3215Steck Ave., Suite 200
Austin, Texas 78757
phone 512.420.8800
fax 512.420.8801
infoeiensemble.com
www.iensemble.com
/
•
•
•
1" INTERACTIVE
ensemble Define. Develop. Deliver.
Table of Contents
Overview
Goals 3
Our Approach, 3
Milesto mGa Information and Visual Imagery 3
4
Requirements
Content 4
Photographs, Maps, and Images 4
Hosting
5
H
Milestone II: Utilizing a Contact Management System... 5
5
Features
Benefits 5
.6
Milestone III: Collecting Content to the Web Site 6
Site Wide Modifications 6
Current Architecture ....„ 7
New Architecture
Visual Modifications 7
Milestone IV: Integrating a Site Management System 8
9
Features-..
Web Site Content 9
Milestone V:
9
Expanding Electronic Communications.. 10
Nfilestone VI Defining 3 year Technology Strategy
10
Hosting Se
RFO Requirements 11
Development Experience 11
Estimated Cost 11
Company Infomtation 13
15
Confidential Proposal for Round Rock Public Affairs, Business Development
2
r
0
jensef11bJe Define. Develop. Deliver.
Overview
The ptimaty objective of this project is to enhance the current Round Rock Economic
site in such a way that it demonstrates the complete value of the and De�dOpntend to
by expanding demographic improve the Web site �g area. intend e
hic statistics, enhancing genera] information nn abboo ut the area, and
increasing the visual imagery. We will present focused content targeted at ptospata in N
Advanced anufacttumg and High Technology businesses. Bdo
Enhancing the content is significant to maldog this a valuable resource for Site Consultant and
Realm's, the
Cotp
principal visitors of the Web site. We understand that orman orate
presenting
will direct them to contact your team. We will work wide key right kind re i n it in oar
professional and easy to access format far your beget t One o f o our Economic y and present t n a
C ow partners Mark James, CEO of ED Solutions, may also consult on this project as needed.
Goals
There ate three main goals for this project
• Promote Round Rock as a major player, stand alone city, with valuable resources
• Provid quality, mot, and detailed infotmati on for Site consultants and Corporate Realtors
• Demonstrate the opportunities within to tie industries of Nanoteduiol Bio-
Phatma, Bio -1T, Advanced Man Technology
°>
Our Approach
There are several aspects to this project ftom research, writing and photograph to
managing the project therefore, therefore, we a suggesting the following Milestones: y and
• I ents Document images, and photographs for the web site content and
whiting the
• II — a w n tegration of a Contact Management Systems, a web -based application for ttadriug prosper
• III — Collection of content and definition of new site structure
• IV — Implementation of our Site Managetnat System
• V — Expansion of Electronic Communications to promote specific information to designated
audiences
• VI — Definition of the next 3 years for the department Tedmology Strategies.
This proposal provides an overview of our approach to this project and some of our initial
As the project evolves, the Requirements Documents will be refined to s of he proj
budget Our process helps you define your vision for your Web site while developing appropriate p s for the proected
applications. As your technologypattney we will always deliver the highest quality of work s g to
improve your internal process while expanding communication to your target audience. t
Confidential Proposal for Round Rock Pabik Affairs' Business Development
3
• INTERACTIVE
ensemble Define. Develop. Deliver. -
Milestone I: Gathering Information and Visual Imagery
Based on the described objectives and the atrtent content of the Round Rock Economic Development Web
site, the focus of this first Milestone is defining the features and functionality of the new sits collecting the
infosdon, images, photographs, and maps to be used on the enhanced site, and establishing a new site
architecture and interface. Utilizing testing reports, information maintained by other City Departments, and
generating new information are key ekments of this first Milestone. A full description of the scope of work
defiaiRs the content, images, and photographs to be generated in this Milestone will be the first step and will
be presented in the Requirements Document
Information that has been created fot the City of Round Rock Economic Development group will be named
if it is still current and reflects the cement goals. An example is the Angelou Economic
presentation on
Economic Indicators on March 7, 2002
mug that Round Rock should
• Remain aggressive
• Recognize Interdependence
• Recovery based on existing Industries
• Renewed growth from fumte technologies
• Ia6nlband
• Wireless Web
• Fuel Cells
• Nanotecbaologp
• Bioinfmniatics
Requirements Document
As part of our process, we start cads project by doanneoting the finality of the site, the structure of
the site (Site Atchitectare), and who will be responsible for the maintenance of information that is
presented and collected utilizing our business systems. This document also establishes the business roles
that maybe implemented to automate procedures and workflow. Once this document has been signed,
we begin the next step of developing the interface and functionality for the new site.
Content
Determining where the cleated lafoanation is maintained is the first step in this process. Some
information may exist in internal reports, or documents generated by outside sources. Some content may
reside in other sections of die City Web Site. Establishing a protocol with existing departments on how
this infomnation will be presented on tie Economic Development Web site will also be a portion of this
Milestone.
Collecting and coord this information is a major aspect of this Milestone, Other elements of the
content are key words that will be used for searching by visitors and search
descriptors of the content that hone in on the information that is ptesen � � ate the
t
Content will be focused for the target audiences. Creating content to direct visitors to specific
th ne boon what they are seeking will make the experience quicker and more likely to lead
them
of Nano by c ontacting your team. Generating specific information for the target business
c tedmology, Bio-Phanna, Bio -IT, Advanced Manufacturing, and ffigh Technology
ompardes is one example of this approach. Providing more specific details on the community could be
what another visitor is seeking. What information will be ported on the Web site will be fully defined as
patt of this Milestone.
Confidential Proposal for Round Rock Public Affairs, Business Development
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Content that will also be under review is local press coverage such publications as the Austin American
Statesman, Austin Business Journal, and Round Rock Leader. A complete list of publications will be
identified doing this Milestone for continued monitoring
Photographs, Maps, and Images
There ate many resources with images that can be used to enhance the current Web site. Connecting to
the Geographic Information System (GIS) section of the City Web site not only provides graphical
images, but relevant information desired by the target audiences.
Photographs of Round Rock add a visual quality to the site that allow a visitor to have a more complete
experience of what it is like to be a part of the Round Rock community. Help your site visitors
experience the pairs and downtown area, as well as scenic locations or relevant facilities. Aerial views of
the City are also patt of the experience that can be presented through photographs. These photographs
can be used to communicate the message that Rotmd Rock is a vital and thriving community ready to
meet the needs of growing businesses and families.
Hosting
The current web site will be relocated to the new server as patt of the first Milestone. This wall simplify
the implementation of the e-mail services and expedite the launching process. In addition, it will be more
cost effective for us to add updates prior to the launch.
Milestone II: Utilizing a Contact Management System
Taking advantage of an existing Contact Management System ( CMS) or implementing our Web -based system
will provide your organization with a powerful tool for collecting information from the web site and tracking
the progress of each prospect Our system can also be used for many other tasks. Defining the rents
for this application will determine which solution is best suited to meet the needs of your organization. The
Requirements Document defines all features and functions for this part of the business system The process
for mavinuring this system will also be defined during this process as well.
Our innovative Contact Management System is designed to help your organization streamline
communications, enhance customer service and track status of contacts. Our Contact Management System
has helped many of our customers maximize their business communications by minimising time spent
organizing client information.
We have created the tool you need to keep track of contacts and follow up on their progress with evety
communication. Our team of programmers can also modify our CMS to meet your organization's exact
needs.
Features
• Secure access and user management
• Personal action items tracking system
• Multilevel searching
• " Today's actions" list generated automatically at login
• Powerful search capabilities
• Plen'ble categorization facility to enhance searching
• Projected Revenue tracking
• Assign actions for others on your team.
Confidential Proposal for Round Rock Public Affairs, Business Development 5
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Benefits
• Web -based so you can work from anywhere, anytime you have an Internet connection
• Data is seam and backed up automatically
• Simple Web -based interface takes almost no time to learn
• Maintain your entire team's tasks or just yout own
Milestone III: Collecting Content to the Web Site
Photographs, images, and text will be collected and organized for the Economic Development Web site as
Milestone III. Thee may be some items that need to be posted prior to the launch of the newly - structured
Web site and we have taken that into consideration in our estimate for the project. Determining what
information will be posted, where it will reside, where this information canes from and who will be
responsible for maintaining this content is also part of this Milestone.
Once all the new content has been collected and we have defined where it wall reside, we are also suggesting
that some modifications be made to the existing site to enhance it further. _.
Site Wide Modifications
• All content will be spell checked
• All documents will have meta tags for search engine optimization as well as for the site searching
• . All links to outside web sites will be reviewed and checked to aware they are sell functional
• All links to other web sites will open a new window
• Navigational changes will be reviewed in Milestone I to incorporate newmateeials
Confidential Proposal for Round Rock Public Affaiw, Business Devdopment 6
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Current Architecture
This is a chart of the current Economic Development Web site
Ti
Round rsoac
°mat afeAfehlyekre
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Contact Us
Other Unix
New Architecture
The new architecture will expand based on the content collected in Milestone III, making the site more
valuable and dealmle for infonnatiron to be added in the future: Since much of the content is not defined
at this point we have outlined some basic strategies.
Infrastructure
The current foundation of information provides a great starting point for enhancing this section.
Emphasis will be on t tatgehnwdeets expanding the information that encourages visitors to take
action and make contact to get more details. Expanding the Available Sites is a priority. Adding
photographs, images, and other information to expand the existing content will make this'an
invaluable resource for Site selectors as well as other target audiences. -
Operations
This section also has a very solid foundation to expand and guide the visitor to take action. An
example of this would be in the Taxes section by adding a rink to the contact foam so they can get
more information or be contacted by your team. Information about your team maybe included in
this section or a new section may be added to the main navigation. This type of modification will be
Confidential Proposal for Rand Rock Public Affairs, Business Development
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refined during Milestone I. Adding Frequently Asked Questions could be another enhancement to
this section.
Community
Displaying the assets of the community both with additional content and photographs will give
visitors a unique opportunity to gain a sense of aII that Round Rock has to offer. Expanding the
current content to add more depth to the existing information along with Turks to local resources will
provide visitors with a renal location of information about the area.
Other Links
Cuttently, this goes directly to another City Page which is fine, however, additional links are
recommended in this area. Creating a specific area on the Economic Development Web site that
lists the additional rcaoutees specific to your target audience and also linking to the City page will
m nimjz duplicate efforts.
Contact Us
An interactive fovea will be added to this section of the web site. Content can be stored in a database
ot sent to an e-mail address or stored as a test file. On the new Contact Form, a visitor can specify
what type of information they are looking for which will direct the request for the best response.
Special packets should be created (electronic— that cm be punted) for your auger markets that can
easily
based b � supplied to the person or group requesting the additional information the Web-
Visual Modifications
The following are some samples of what will be reviewed for potential visual modification to the Web
site.
Home Page
me borne page should be modified to maximize the real estate for communications with the target
markets. Modifications will maintain a visual consistency with the City Web site design
Navigation
With the expansion of content, the presentation of the navigation will need to be reviewed after the
architecture has been fully defined.
Adding GIS Information
Linking drreedy into the online GIS Interactive Map Viewers provides greater value to the tatget
market Defining bow this can be integrated with the Economic Development Web site will be
determined in Milestone L
Photography
Once the photographs have been identified, they may need to be modified for the Web site. This can
be completed by our team, your team or a combination of efforts. How this process will proceed will
be determined in the Requirements Document for Milestone L
Confidential Proposal for Rand Rod Public Mars, Business Development 8
It is easy to understand why many organization dream of being able to easily and quicldy update the content
• on their Web site. Not only can this be more cost effective, but it also means updates can happen on their
schedule. Of curse, such an arrangement would only be cost effective if it didn't require an operator with
i/ years of experience in various scripting and prop tmming languages to use the application.
• All of our dints that need control over the content of their site find our Site Management System (SMS)
powerful and simple to use. We have a base of pre-configured code that works with your Web browser to
' give you complete control aver your site If you need any customized solutions, our experienced
development team will be at your disposal to build the solution you need.
Our Site Management System (SMS) enables designated administrators to update content within a Web
browser, requiting no other tools to manage the content. Piles can easily be uploaded to the site using cur
Web -based interface, and content is updated through Web -based forts and WYSIWYG (whatyou seejs
what ott raptor We i
We also g� designed our c be managed by non-technical users with minimal
provide on-she training a documentation.
ion.
Integrating our Site Management System with your design and site architectute will eliminate bad links
because navigation is maintained in the database. That moms that as newinfoematioh is added to the site
links will be generated by the system for consistency and erase of navigation for the end user.
Our SMS is template driven making updates or modifications to the design and layout of the site more cost
effective Our SMS was designed to ensure our partners have the best and most cost effective means for
keeping your public presence fresh and up to date.
!' INTERACTIVE
lensemble Define. Develop. Deliver -
Milestone IV: Integrating a Site Management System
Our Site Management System coil be implemented for the Economic Development Web site, but it could be
implemented at the City level. At this time, we are aatiaipating this will be launched only for the Ec onom i c
Development Web site, though this can be reviewed during the fast Milestone
Based on Open Source applications, out SMS does not requite additional license fees for the database of
server components of the system Oat SMS has the flexib�7'ity to integrate even the most customized content .
or be implemented with standard features to lower the initial investment Based on the structure of our SMS,
we an install a basic version and upgrade it in Milestones with more customized features as
grows and your needs expand. your business
Features:
• Pages or files can be added, edited, or deleted fioan within a Web browser
• Navigation updates automatically when new pages are added, modified or deleted
• Access to designated areas of the site can be limited based on login
• Access levels an be designated to user groups or individuals
• Group permissions are inherited by all users assigned to the group making huge scale user
management simple
• Templates are customized to meet your branding strategies
• A single Web site an have multiple templates allowing different areas to have unique visual
presentations
Web Site Content
Everything you need to maintain content and keep it updated and meaningful for your site visitors will be
available at your fingertips. After logging in through the secure administrative interface, you will have
Confidential Proposal to Round Rock Public Afaies, Business Development 9
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immediate control to add, modify, preview, and delete any of the content of your Web site. The following
is a short list of sites that use our SINS;
• Aspyr Media — www.aspyr.com
• Bulshodge - www.bulshodge.com
• Commission on State Emergency Communications (911) — www.911.statetaus
• ED Solutions — www.sohrtionsed.com
• Let's Gel — www.letsgeleom
• Keg) Austin Beautiful — wavw.keepaustinbeautifulorg
• Merchant Risk Count - www.merrhantriskcainalotg
• Office of public Ins v nce Counsel —ww opiestate.tr.us
• Susan Combs — www:susancombs.com
• Tate Austin — www tateaustin,com
• Texas Economic Development Counal — wwwtezasedc cog
• UniiirslifFederal Credit Union - www.ufcu.arg
Milestone V: Expanding Electronic Communications
EstAliahin an electronic method for commmnicating with your peimasy target market will increase the value
of your Web site by using it as a tracking system. It is also a resource for your target market Utilizing email
to communicate timely information to targeted groups or for those who register to get your updates will find
this beneficial on several levels
Allowing a visitor to register to get a copy of the updates is one method for obtaining an audience. Another
method is to create a list of prospects that you want to communicate with, d them for specific
types of commie it tins For ex ample, one list could be focused on a new facility is now available. This
would go to the list that has indicated they ate interested in site and building updates as well as the list of
potential site locators and corporate realtors. All of our systems allow a user to remove their email address
from the list if they no longer want the updates.
A monthly or quarterly update can have general updated information as well as specific links on the
Economic Development Web site. Directing visitors to specific links can assist in the tracking of such
communications.
Our HTML email system is based on Web -forms that are easy to &11 out and designed specifically for each
client to customize the look and fed of the communication. For those who choose to not accept HTML
email, we provide the information in it text format as well.
Milestone VI - Defining 3 year Technology Strategy.
Defining the technology requirements for the Economic Development team for the next three years is the
first part of this Milestone. The second is to review the current strategies that are and will be implemented for
the City of Round Rock. Determining where there are gaps or differences is the focus of this Milestone.
Understandling the specific requirements for Economic Development will help ensure that the technology
needs are defined, developed, and delivered. Our team will document the Techmaloa Requirements for the
Economic Development Team and work with other City staff to determine how the technology needs well be
met
Confidential Proposal for Round Rock Public Affairs, Business Development 10
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Hosting Services
We host out servers at Mow in Austin, Texas waiving the highest levels of security available for our clients.
We have state -of -the att monitoring capabilities and scattily, both physical and software based. Out security
partner, Symbiot monitors our servers and alerts us to any potential security concerns before they can
become a problem for our clients. We always keep our servers current to account for those exploits and limit
or eliminate our exposure. Our systems are monitored 24/7/365 with multi -homed Internet architecture
featuring 4 levels of redundancy for connectivity as well as back-up generators. Systems are backed up on a
nighdy basis.
Our hosting rates include up to 20 email accounts that can be administered by your team as well as
customizable SPAM filtering and vitus warming for each e-mail account We also provide Web -based e-mail
at no additional cost. E-mail administration is available through out Web -based interface by your designated
administrator(s). Individuals may log into the Web -based system and modify their personal information
including SPAM filtering password, and the option to forward their e-mail to another account.
• Statistical Reporting
• 24/7/365 Monitoring
• Co- location -1 and 2 U co-location
• Stared web server hosting
• Database hosting
• e-mail administration •
• Mailing lists - with web -based administration
• * HTML E -Mail
RFP Requirements
The following are spedfic requests ftorm the RFP for information about our capabilities, skills, and experience
with projects that contain slaular requirements. We have been a Texas State certified QISV and Hub vendor
since 1997.
Development Experience
Below we have detailed 3 Complex sites thatinclude the followingfeattues:
• 30 or more dynamic pages
• Integration of data from multiple sources streamlined into a singular presentation on a web site
• Multiple user interface for Web -based applications
• Flexible Web -based interface for managing the web site
• Custom design and interface for each Web site
Case Study for Texas Economic Development Council
The Texas Economic Development Council (fED is an Austin- based, statewide professional
association dedicated to the development of economic and employment opportunities in Texas.
TEDC provides information, educational and legislative services to nearly 900 members.
TEDC were keeping much of their membership database across multiple programs. They were badly
decentralized and did not have an online presence.
Confidential Piopwal for Round Rode Public AtE,ies, Business Development
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They found a need for bringing much of their localized database of subscribers online and to
implement an online presence. As the years have progressed, they have needed to create a Web
interface that will allow their membership to get to exclusive information and register for training.
We created a Web -lased solution that centralized their membership, made updating of their Web site
si mple, and brought event registration online; replacing a manual, paper-based solution.
Case Study for Bulshodge
Mike BuLs has been in the real estate business fat many years, producing a monthly report that
documents the status of the commercial sublease properties in Austin. Each month, he distrllnited
spreadsheets to the cammeteial real -estate community, then collected, and summarized the results by
hand. The process was time-consuming, labor intensive and inefficient
Mr Buls soon realized that he needed a database to generate his reports, and an online presence. Ile
also recognized that a Web -based system for collecting information was vital to his ability to both
maintain and grow his business.
During the development process, it became dear that this system needed to do more than produce
reports on sublease properties, and.BulsHodge,com was born.
We not only provided him. with the tools he needed to streamline processes and an improved online
presence; but we also developed a comprehensive broker service for bulshodge.com. Brokets can
now manage information iu the system about their listings as well as
• Searle the system for other listings
• Mail search results and individual listings to anyone
.• Send broadcast mad to other members
• Download all broker information into a file that can be brought into a spreadsheet program or
PDA
• Upload brochures and multimedia about their listings
The system is now regarded as the one of the most powerful and easy to use broker listing systems
available on the Web and will be branching out to other locations nationwide in the near future.
Case Study for University Federal Credit Union
UFCU is the largest locally-owned financial institution in Austin with over $400 million in assets and
over 100,000 membes. It is the 11th hugest ctedit union in the United States.
We've led development on their intranet, an exttanet, and two Web sites for over four years. Each
new tool organizes and simplifies processes, allowing UFCU to invest more employee hours in
customer service thereby increasing their profitability.
Our latest project was a complete site redesign to offer an integrated Web image in support of their
new branding strategy to compete with top -tier financial institutions.
To dete mine the new Look and Fed Interactive Ensemble teamed with UFCU representatives to
develop a visual presence focused on strong branding and ease of use.
Dining the design process, we demonstrated new navigation systems and analysed each for
accessibility, usability and market acceptance. Based on this analysis, a versatile drop down menu
system was adopted.
Every page of the site offers multiple locations to place promotional ads, Doss references, persuasive
facts or practical information designed to inform members and keep them coming lad° We
implemented UFCU's new site in SMS, our site management system This empowers their non -
technical employes to easily update, maintain and edit their site content.
Confidential Proposal for Round Rock Public Affairs, Business Development 12
Milestone
Low Estimate
High Estimate
Milestone L Requirements Document
$3,500
17,500
Milestone IF CMS
$2,500
$4,500
Milestone HE Content and She Structure
$2,500
$6,200
Milestone IV: SMS
$7,500
$15,000
Milestone V: Communications
$2,500
$6,500
Milestone VI: Plans
$3,800
$4,200
Hosting — mondily
$45
$85
Hosting— Annual
$495
$935
• INTE RACTIVE
en semble Define. Develop. Deliver.
Economic Development Projects
We are currently working with Commerce Economic Development welapm Corporation to create an online
presence streamlining the distribution. of information with other local resources such as the Chamber
and the City. Working with the Catellus Cotporation who is leading the Robert Mueller Airport
Redevelopment and Reuse project we arming an online presence to enhance communication
with the local community. We recently launched Phase I for the Richport Commons project for
Gun Barrel City Economic Development Corporation. This first phase provides basic information
for builders, investors, businesses, and the community.
Technical Qualifications
Some of out team nreaabets have been developing web sites since 1993. Each team member brings
years of expertise in Project Management, Graphic Design and User Interface, Prognmmmg and
Systems Administration.
Below are some of the technologies we use in our development process.
Programming Database Consuidng Graphk Web
Languages Programs Services Design (Development
PHP -..... ........:.. .... PostGreSQL...._.. Project Management Visual Deslgn '
Per MYSQL Online Business Flash
Strategies
ASP
Visual Basic
Python
XML FileMalcer
MS SQL
Workflow Strategies (Animation
! Shodcwave .
HTML
DHTML
lavaScript
Data Entry
Oracle
Estimated Cost
The following table is a preliminary estimate that will be refined in a Scope of Work document that defines
what will be accomplished poor to starting each Milestone. We have provided f expected range in cost as a
Side for budgetary considerations that will be relined based on the Swne of Work Tk,r,,.,,a.,.
If you have specific questions about this proposal, please contact Deborah Shelby, 512- 420 -8800 or
deb@iensemble.com.
Confidential Proposal for Round Rock Public Affairs, Business Development 13
j INTERACTIVE
ensembJe Define. Develop. Deliver
This doaimeut is confidential and p op ietacy. Interactive F hle, Inc retains fall ownetship of bodi the contents and structure of
this document Neither this document no tbee information contained herein may be re produced, disclosed or distributed to any
person outside oldie City of Round Rock Pub& Affairs, Business Development without the prior written permission of Interactive
Ensemble; Inc This proposal is valid for 30 days.
Confidential Proposal for Round Rock Public Affairs, Business Development
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`a tt INTERACTIVE
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Who We Are:
What We Do:
How We Do It:
Why We Do It: Interactive Ensemble helps companies and organizations:
Why Interactive :
Ensemble:
Representative
Clients: -
Community
Involvement:
Interactive Ensemble is a Web technology company specializing in
professional online business solutions since 1997.
Interactive Ensemble creates solutions by customizing our
premiere suite of development tools to meet our clients needs.
Interactive Ensemble approaches each client as a business
partner to ensure the final product exceeds expectations. We
guide dients through our process of defining the project
requirements, developing the applications and delivering the
most cost effective solutions.
- .: - Create professional, functional and indispensable tools for
advancing the goals of their business or community
Understand the importance their Web site plays in
conveying organizational values and information
Generate efficiencies through advanced technologies
: Expert consultation
: Professional service
: Custom applications
: Andy Roddick
Aspyr Media
: CSEC (Texas 911)
: ECPTOTE
: ED Solutions
Lammes Candies
:: Golfers Against Cancer
•: Keep Austin Beautiful
:: Community roots, national reach
:: Reliable, lasting partnerships
:: Years of proven experience
OPIC
:: Pliant Corporation
:: Priority Copy
:: Susan Combs
TEDC
:: UFCU
We know that when our community thrives, everyone wins. To
that end, we have provided technological guidance and support
to various non -profit and community groups such as:
:: aGIJFF
www.iensemble.com
Certifications
:: Texas State Certified Vendor
:: State Certified WUB (QISV)
:: Travis County Certified Vendor
« Waiting with Interactive
Ensemble has been the kind of
partnership we've needed as a
core part of our technical
team. 19
- Darra Rightmar,
University Federal Credit Union
g 512.420.8800
8 512.420.8801
as Wo(giasemble.wm
m 3 Steck Avenue. suite 200
Austin, Texas lb
® wwwie semble.com
of INTERACTIVE •
'Ejerisemiole- Define. Develop. Deliver.`
Economic Development in an Economic Downturn
Communicating Your Community
Current economic conditions have created fierce competition among cities
across the country. Luring new businesses to a community has become an
undertaking that requires a coordinated effort from chambers of commerce,
state and local governments as well as economic development corporations
(EDCs). Increasingly, local groups are also synchronizing their efforts online.
As most companies will tell you, the Internet is the first place they turn for
information when selecting a site for relocation or expansion. With the
Internet, communities find an effective tool to coordinate their economic
development initiatives. Maintaining a database of contacts, developing a
communications strategy or creating a single source for important community
information, the Internet can expand a community's marketing capabilities as
well as provide greater efficiencies across multiple groups and organizations.
When developed effectively, chambers of commerce, local community groups
and EDCs can use their combined marketing and research capabilities to
efficiently promote their city or region.
Why interactive Ensemble
At Interactive Ensemble, we understand the challenges EDCs face in meeting
their community's needs while highlighting its attractive qualities. Interactive
Ensemble presents online communities as a way to bridge this communication
gap. We draw upon our extensive knowledge of the Web, as well as our
community expertise, to deliver solutions that meet all of our clients'
technology needs.
The Community Connection
Interactive Ensemble was built on a solid foundation of community
involvement. We know that when our community thrives, everyone wins. To
that end, we have provided technological guidance and support to various
community groups and corporations. In addition, we understand the
importance EDCs play in sustaining a community's way of life. We feel this
sets us apart from other Web development companies, making Interactive
Ensemble an invaluable partner in creating a custom - tailored plan with both
technology and community needs in mind.
About Us
Interactive Ensemble is a professional Web technology company that creates
professional, functional and indispensable tools for Economic Development
Corporations (EDCs) to advance the goals of their communities. Founded in
1997 in Austin, Texas, Interactive Ensemble continues to build dynamic Web
tools to help clients meet local, statewide and global business initiatives.
www.iensemble.com
Services We Provide:
:: Web Sites /Intranets /Extranets
E- commerce Tools
:: Site Management
:: Contact Management
:: Survey /Polling Tools
:: Event Management
:: Property listings
:: Custom Database Applications
:: Hosting
:: Email List Services
« Interactive Ensemble's team
is attentive to our needs, and
helped us define what our
audience expects. We're very
excited about our new design and
look forward to working with
them for our future economic
development solutions." /
C 512.420.8800
512.420.8801
- Tom Stellman
President, TIP Strategies
www.tipstrategies.com
hro@te.com
v, 3 Steck Avenue. Suite zoo
Austin, Texas 78757
wwwiaaenblacum
�y INTERACTIVE •
enSemble" Define. Develop. Deliver."
www.iensemble.con
•
•
•
•
•
•
The Capabilities of Interactive Ensemble
Interactive Ensemble has been creating powerful web -based solutions since
1 997. We offer consulting, design, programming, content development, hosting,
and an array of other services.
Define the requirements
Interactive Ensemble employees comprise a diverse group of dedicated
individuals with a broad range of skills. By utilizing this multidisciplinary force -
and supporting them with market research, competitive analysis, and strategic
planning - we are able to pinpoint the precise requirements of our clients and
how best to meet them:
Develop the solutions
Our teams balance technological and design skirl with a thorough understanding
of information architecture and the user experience. One team member may be
a multimedia master, another may be a hardcore programmer, and a third a
dedicated usability expert, but during the development stage they are all focused
on a single goal: a robust solution which meets or exceeds the requirements
defined in the initial stage.
We also work with our clients to extend existing brand strategies to the web, or
to create entirely new strategies for the online environment. Experts at the visual
presentation of information, our designers combine interface design savvy,
knowledge of the web, and strategic brand analysis to deliver the best possible
solution to our dients.
Deliver results
Our relationship with our clientele doesn't end with the site launch. In addition
to hosting and maintenance options, Interactive Ensemble provides continuous
support and consultation. We grow with our clients, providing them with the
expertise, dedication, and raw talent to continuously meet their needs.
Solutions we've
implemented include:
•: Web sites /Intranets /Extranets
.: Database applications
:: Order fulfillment systems
:: Online shopping tools
:: Site management tool$
:: Employee databases
:: Contact Management Tools
:: Web portals
:: Hosting
:: Mail List Services
Our clients include:
Aspyr
Andy Roddick
ECPTOTE
Golfers Against Cancer
Lammes Candies
Office of Public Insurance Counsel
Susan Combs
Texas 911 (CSEC)
TEDC
University Federal Credit Union
g 512.420.880o
• 512.420.8801
inro@iensemblecom
t 3 Stedc Avenue. Suite zoo
Austin, Texas 7
S awrriensemble com
Web Site Availability
Credit Percentage
99.9 to 100%
0%
98% to 99.8%
10%
95% to 97.9%
25%
90% to 94.9%
50%
89.9% or below
100%
Date: 08/28/03
Interactive Ensemble, Inc.
3215 Steck Ave, Suite 200
Austin, TX 78757
512.420.8800
Service Level Agreement — Exhibit "B"
Between And
City of Round Rock Interactive Ensemble, Inc.
301 West Bagdad #210 3215 Steck Ave, Suite 200
Round Rock, TX 78664 Austin, TX 78757
(512) 218 - 7094 512.420.8800
Web Site Availability Service Level Agreement for Hosting Account Services
1. Coverage; Definitions
This Web Site Availability Service Level Agreement (SLA) applies to you
( "customer ") if you have ordered any of the hosting account services from
Interactive Ensemble, Inc. (the "Services ") and your account is current (i.e.,
not past due) with Interactive Ensemble, Inc. ( "IE ") As used herein, the term
"Web Site Availability" means the percentage of a particular month (based on
24 -hour days for the number of days in the subject month) that the content of
customer's Web site is available for access by third parties via HTI'P and
HTPPS, as measured by Interactive Ensemble, Inc.
2. Service Level
a. Goal:
IE's goal is to achieve 100% Web Site Availability for all customers.
b. Remedy:
Subject to Sections 3 and 4 below, if the Web Site Availability of customer's
Web site is less than 100 %, IE will issue a credit to customer in accordance
with the following schedule, with the credit being calculated on the basis of
the monthly service charge for the affected Services:
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3. Exceptions
Customer shall not receive any credits under this SLA in connection with any
failure or deficiency of Web Site Availability caused by or associated with:
a. Circumstances beyond IE's reasonable control, including, without
limitation, acts of any governmental body, war, insurrection, sabotage, armed
conflict, embargo, fire, flood, strike or other labor disturbance, interruption of
or delay in transportation, unavailability of or interruption or delay in
telecommunications or third party services, virus attacks or hackers, failure of
third party software (including, without limitation, ecommerce software,
payment gateways, chat, statistics or free scripts) or inability to obtain raw
materials, supplies, or power used in or equipment needed for provision of
this SLA;
b. failure of access circuits to the IE Network, unless such failure is caused
solely by IE;
c. scheduled maintenance and emergency maintenance and upgrades;
d. DNS issues outside the direct control of IE;
e. issues with FTP, POP, or SMTP customer access;
f. false SLA breaches reported as a result of outages or errors of any IE
measurement system;
g. customer's acts or omissions (or acts or omissions of others engaged or
authorized by customer), including, without limitation, custom scripting or
coding (e.g., CGI, Perl, HTML, ASP, etc), any negligence, willful misconduct,
or use of the Services in breach of IE's Terms and Conditions and Acceptable
Use Policy;
h. DNS (Domain Name Server) Propagation.
i. outages elsewhere on the Internet that hinder access to your account. IE is
not responsible for browser or DNS caching that may make your site appear
inaccessible when others can still access it. IE will guarantee only those areas
considered under the control of IE: IE server links to the Internet, IE's routers,
and IE's servers.
4. Credit Request and Payment Procedures
In order to receive a credit, customer must make a request therefor by
sending an email message to creditrequest@iensemble.com. Each request in
connection with this SLA must include customer's account number (per IE's
invoice) and the dates and times of the unavailability of customer's Web site
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and must be received by IE within ten (10) business days after customer's
Web Site was not available. If the unavailability is confirmed by IE, credits
will be applied within two billing cycles after IE's receipt of customer's credit
request. Credits are not refundable and can be used only towards future
billing charges.
Notwithstanding anything to the contrary herein, the total amount credited to
customer in a particular month under this SLA shall not exceed the total
hosting fee paid by customer for such month for the affected Services. Credits
are exclusive of any applicable taxes charged to customer or collected by IE
and are customer's sole and exclusive remedy with respect to any failure or
deficiency in the Web Site Availability of customer's Web site.
Note: Credits are not refundable and can be used only towards future billing
charges.
5. Scheduled Maintenance Scope
Scheduled Maintenance shall mean any maintenance at the IE datacenter to
which Customer's equipment is connected (a) of which Customer is notified
48 business hours in advance, and (b) that is performed during a standard
maintenance window on Tuesdays and Thursdays from 1 AM to 5 AM local
time of the IE datacenter to which Customer's equipment is connected. Notice
of Scheduled Maintenance will be provided to Customer's designated point
of contact by a method elected by IE (telephone, e-mail, fax or pager).
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•
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DATE: August 22, 2003
SUBJECT: City Council Meeting - August 28, 2003
ITEM: 10.A.1. Consider a resolution authorizing the Mayor to execute a
Consulting Agreement with Interactive Ensemble, Inc. for
Web Site Programming, Design, Licensing, and Hosting.
Resource: Nancy Yawn, Business Development /Public Affairs
History:
Funding
Cost: See attached range
Source of Funds: 2002 -2003 Economic Development Budget
Outside resources: N/A
Impact/ Benefit:
Public Comment: N/A
The current economic development website,
www.roundrocktex.com, was contracted to Warren Creative
for design, which was one component of their marketing
services. The site contains mostly static information about
Round Rock's community, infrastructure and operations.
The next step is needed to make this the premier Economic
Development website.
Our Economic Development website needs upgrading to
meet current IEDC standards. These upgrades will allow
the website to tie into the City's GIS system and provide
contact management capabilities. This will benefit us by
having our target audience utilize the site and help keep
us in the evaluation process.
Sponsor: Planning and Community Development Department
CITY OF ROUND ROCK CONSULTING AGREEMENT
WITH INTERACTIVE ENSEMBLE, INC.
FOR WEB SITE PROGRAMMING, DESIGN, LICENSING, AND HOSTING
THIS CONSULTING AGREEMENT for professional services for web site programming,
design, licensing, and hosting ( "Agreement ") is made by and between the City of Round Rock, a
Texas home rule municipal corporation, whose offices are located at 221 East Main Street, Round
Rock, Texas 78664 -5299, ( "City ") and Interactive Ensemble, Inc.( "Consultant "), whose offices are
located at 3215 Steck Avenue, Suite 200, Austin, Texas 78757.
RECITALS:
WHEREAS, City has determined that there is a need for programming and design of the
Round Rock Economic Development web site (the "Web Site "), and for licensing of Consultant's
Web Site Management System to City from August 1, 2003 through August 1, 2005, and for hosting
by Consultant of the Web Site on Consultant's Internet servers from August 1, 2003 through August
1, 2005 ; and
WHEREAS, City desires to contract for professional services for such services; and
WHEREAS, the parties desire to enter into this Agreement to set forth in writing their
respective rights, duties and obligations hereunder;
NOW, THEREFORE, WITNESSETH:
That for and in consideration of the mutual promises contained herein and other good and
valuable consideration, the sufficiency and receipt of which are hereby acknowledged, it is mutually
agreed between the parties as follows:
1.01 EFFECTIVE DATE, DURATION, AND TERM
This Agreement shall be effective on the date this Agreement has been signed by each party
hereto, and shall remain in full force and effect unless and until it expires by operation of the term
indicated herein, or is terminated or extended as provided herein.
2003.
The term of this Agreement shall be for twenty -four (24) months beginning from August 1,
It is expressly acknowledged by and between the parties hereto that work shall begin within
seven (7) calendar days of execution of this Agreement.
City reserves the right to review the project at any time, including at the end of any
deliverable or phase, and may elect to terminate the project with or without cause or may elect to
continue with the next deliverable or phase.
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1.02 PAYMENT
In consideration for the professional services to be performed by Consultant, City agrees to
pay Consultant a total sum of not less than Twenty -four Thousand Three Hundred Seventy and
No /100 Dollars ($24,370.00) and not more than Forty -seven Thousand Eight Hundred Ten and
No /100 Dollars ($47,810.00), as delineated hereafter:
Milestone
Milestone I: Requirements Document
Milestone II: CMS
Milestone III: Content and Site Structure
Milestone IV: SMS
Milestone V: Communications
Milestone VI: Plans
Hosting: Monthly
Hosting: Annual
Consultant's compensation for professional services shall not exceed, without written
consent, the amounts indicated herein. City shall pay, strictly within the confines of the not -to- exceed
sum recited herein, Consultant's professional fees for work done on behalf of City.
1.03 TERMS OF PAYMENT
$3,500.00
$2,500.00
$2,500.00
$7,500.00
$2,500.00
$3,800.00
$1,080.00 ($45 x 24)
$ 990.00 ($495 x 2)
To receive payment, Consultant shall prepare and submit a detailed invoice to City for
services rendered. If City has any dispute with work performed, then City shall notify Consultant
within thirty (30) days after receipt of invoice. In the event of any dispute regarding the work
performed, then and in that event Consultant shall either (a) satisfactorily re- perform the disputed
services or (b) provide City with an appropriate credit.
1.04 OBJECTIVES AND SCOPE OF SERVICES
Low Estimate High Estimate
$24,370.00 $47,810.00
Consultant contracts to work with City to enhance the current Round Rock Economic
Development Web Site so that it demonstrates the complete value of the City and surrounding areas;
to improve the Web Site by expanding demographic statistics, enhancing general information about
the area, and increasing the visual imagery thereon; to present focused content targeted at prospects
in Nanotechnology, Bio - Pharma, Bio -IT, Advanced Manufacturing, and High Technology
businesses; and to work with City staff to identify key data and present same in a professional and
easy -to- access format for City's target market of Site Consultants and Corporate Realtors.
Consultants agree to provide, by way of inclusion but not limitation, the following services:
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$ 7,500.00
$ 4,500.00
$ 6,200.00
$15,000.00
$ 6,500.00
$ 4,200.00
$ 2,040.00 ($85 x 24)
$ 1.870.00 ($935 x 2)
MILESTONE I - GATHERING INFORMATION AND VISUAL IMAGERY
($3,500 - $7,500)
Collection of information, images, and photographs for the Web Site content and writing the
Requirements Document, all as further delineated in Exhibit "A" attached hereto and
incorporated herein for all appropriate purposes.
MILESTONE II - UTILIZING A CONTACT MANAGEMENT SYSTEM
($2,500 - $4,500)
Integration of a Contact Management System, a web -based application for tracking prospects
and prospecting activity, all as further delineated in Exhibit "A" attached hereto and
incorporated herein for all appropriate purposes.
MILESTONE III - COLLECTING CONTENT TO THE WEB SITE, AND SITE
STRUCTURE ($2,500 - $6,200)
Collection of content and definition of new site structure, all as further delineated in Exhibit
"A" attached hereto and incorporated herein for all appropriate purposes.
MILESTONE IV - INTEGRATING A SITE MANAGEMENT SYSTEM
($7,500 - $15,000)
Implementation of Consultant's Site Management System, all as further delineated in Exhibit
"A" attached hereto and incorporated herein for all appropriate purposes.
MILESTONE V - EXPANDING ELECTRONIC COMMUNICATIONS
($2,500 - $6,500)
Expansion of Electronic Communications to promote specific information to designated
audiences, all as further delineated in Exhibit "A" attached hereto and incorporated herein
for all appropriate purposes.
MILESTONE VI - DEFINING 3 -YEAR TECHNOLOGY STRATEGY
($3,800 - $4,200)
Definition of next three years for the department Technology Strategies, all as further
delineated in Exhibit "A" attached hereto and incorporated herein for all appropriate
purposes.
Further, Consultant agrees to provide the following as part of the hosting sery ices:
(1) Database server functionality;
(2) Weekly backup of City's database;
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(3) Periodic monitoring of the functionality of City's database; and
(4) Monthly statistics displaying usage of the Web Site.
HOSTING SERVICES
(MONTHLY $1,080 - $2,040)
(ANNUAL $990 - $1,870)
Providing hosting services as delineated in Exhibit "A" attached hereto and incorporated
herein for all appropriate purposes, and as governed by the Service Level Agreement labeled
Exhibit `B" and attached hereto and incorporated herein for all appropriate purposes.
The parties expressly agree that any work not included in or reasonably inferable from
Section 1.04 herein and from Exhibits "A" and "B"attached hereto shall be considered additional
work for which the parties must mutually negotiate acceptable terms for performance and payment.
Any work necessitated to correct problems caused by unauthorized alterations or modifications made
by City to the Web Site shall be considered additional work subject to the provisions of this
paragraph.
1.05 REQUIRED REPORTS
Consultant agrees to provide City with any necessary detailed final written reports, together
with all information gathered during the course of the project. Additionally, Consultant agrees to
provide City with any necessary oral presentations of such detailed final written reports, at City's
designation and at no additional cost to City.
1.06 LIMITATION TO SCOPE OF WORK
Consultant and City agree that the scope of services to be performed is generally enumerated
in Section 1.04 herein. Notwithstanding anything herein to the contrary, the parties agree that City
retains absolute discretion and authority for all funding decisions, such decisions to be based solely
on criteria accepted by City which maybe influenced by but not be dependent on Consultant's work.
1.07 NON - APPROPRIATION AND FISCAL FUNDING
This Agreement is a commitment of City's current revenues only. It is understood and agreed
that City shall have the right to terminate this Agreement at the end of any City fiscal year if the
governing body of City does not appropriate funds sufficient to purchase the services as determined
by City's budget for the fiscal year in question. City may effect such termination by giving
Consultant a written notice of termination at the end of its then current fiscal year.
1.08 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to Consultant
will be made within thirty (30) days of the day on which City receives the performance, supplies,
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materials, equipment, and /or deliverables, or within thirty (30) days of the day on which the
performance of services was complete, or within thirty (30) days of the day on which City receives
a correct invoice for the performance and/or deliverables or services, whichever is later. Consultant
may charge a late fee of one percent (1 %) for payments not made in accordance with this prompt
payment policy; however, this policy does not apply to payments made by City in the event:
1. There is a bona fide dispute between City and Consultant conceming the supplies,
materials, or equipment delivered or the services performed which causes the
payment to be late; or
2. The terms ofa federal contract, grant, regulation, or statute prevent City from making
a timely payment with federal funds; or
3. There is a bona fide dispute between the parties and subcontractors or between a
subcontractor and its suppliers concerning supplies, materials, or equipment
delivered or the services performed which causes the payment to be late; or
4. Invoices are not mailed to City in strict accordance with instructions, if any, on the
purchase order or the Agreement or other such contractual agreement.
1.09 TERMINATION
This Agreement may be terminated for any of the following conditions:
1. By City for reasons of its own, with or without cause, and not subject to the mutual
consent of any other party, such written termination notice to be given to the other
party not less than sixty (60) days prior to termination.
2. By mutual agreement and consent of the parties, such agreement to be in writing.
3. By either party for failure by the other party to perform the services set forth herein
in a satisfactory manner, such termination notice to be given in writing to the other
party.
4. By either party for failure by the other party to fulfill its obligations as set forth
herein.
5. By satisfactory completion of all services and obligations described herein.
Should City terminate this Agreement as herein provided, no fees other than fees due and
payable at the time of termination shall thereafter by paid to Consultant. City shall pay Consultant
for all uncontested services performed to date of notice of termination.
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If either party defaults in performance of this Agreement or if City terminates this Agreement
for default on the part of the other party, then City shall give consideration to the actual costs
incurred by Consultant in performing the work to the date of default. The cost of the work that is
useable to City, the cost to City of employing another firm to complete the useable work, and other
factors will affect the value to City of the work performed at the time of default.
The termination of this Agreement and payment of an amount in settlement as set forth above
shall extinguish all rights, duties, and obligations of City and the terminated party to fulfill
contractual obligations. Termination under this section shall not relieve the terminated party of any
obligations or liabilities which occurred prior to cancellation.
1.10 INDEPENDENT CONTRACTOR STATUS
Consultant is an independent contractor, and is not City's employee. Consultant's employees
or subcontractors are not City's employees. This Agreement does not create a partnership, employer -
employee, or joint venture relationship. No party has authority to enter into contracts as agent for the
other party. Consultant and City agree to the following rights consistent with an independent
contractor relationship:
1. Consultant has the right to perform services for others during the term hereof.
2. Consultant has the sole right to control and direct the means, manner and method by
which services required by this Agreement will be performed.
3. Consultant has the right to hire assistants as subcontractors, or to use employees to
provide the services required by this Agreement.
4. Consultant or its employees or subcontractors shall perform the services required
hereunder, and City shall not hire, supervise, or pay any assistants to help Consultant.
5. Neither Consultant nor its employees or subcontractors shall receive training from
City in skills necessary to perform services required by this Agreement.
6. City shall not require Consultant or its employees or subcontractors to devote full
time to performing the services required by this Agreement.
7. Neither Consultant nor its employees or subcontractors are eligible to participate in
any employee pension, health, vacation pay, sick pay, or other fringe benefit plan of
City.
1.11 NON - SOLICITATION
All parties hereto agree that they shall not directly or indirectly solicit for employment,
employ, or otherwise retain staff of the other during the term of this Agreement.
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1.12 RESPECTIVE OWNERSHIP
Any graphics, data, imageware, audio material, video material, and the HTML documents
and database content which are created hereunder by Consultant for use on the Web Site shall remain
the sole property of City.
Consultant shall remain the sole owner of all applications, interfaces, software programs or
programming methodologies owned or created by Consultant hereunder and used in the development
of the Web Site and Business System.
1.13 CONFIDENTIALITY
Any and all programs, data, or other materials furnished by City for use by Consultant in
connection with services to be performed under this Agreement shall be held in confidence by
Consultant as set forth hereunder. All parties agree to hold all confidential information in the
strictest confidence and not make any use thereof other than for the performance of this Agreement.
Notwithstanding the foregoing, the parties recognize and understand that City is subject to the Texas
Public Information Act and its duties run in accord therewith.
Consultant may use portions of the completed project for publicity, marketing, or promotion
only if City gives its specific express permission to do so in writing prior to Consultant making any
use of same, and City shall be under no obligation whatsoever to grant such permission.
1.14 WARRANTIES
Consultant warrants that all services performed hereunder shall be performed consistent with
generally prevailing professional or industry standards, and shall be performed in a professional and
workmanlike manner Consultant shall re- perform any work not in compliance with this warranty.
Consultant warrants that its work will, at a minimum, comply with Exhibit "A" attached
hereto and incorporated herein for all appropriate purposes.
Consultant warrants that its work will be free from defects in software design under normal
use and service for the duration of this Agreement, provided that the Web Site is used on the Internet
server for which it was developed. Consultant's sole and exclusive obligation, and City's sole and
exclusive remedy, under this warranty is the repair or replacement, at Consultant's expense, of any
defective workmanship or software covered by this warranty. Consultant shall not be liable under
this warranty or otherwise for any defect caused by any unauthorized alterations or modifications
made by anyone other than Consultant. THE WARRANTY GIVEN BY CONSULTANT IN THIS
PARAGRAPH AND TIIE OBLIGATIONS AND LIABILITIES OF CONSULTANT UNDER THIS
PARAGRAPH SHALL BE EXCLUSIVE AND ARE IN LIEU OF, AND CITY HEREBY WAIVES,
ALL OTHER SIMILAR WARRANTIES, GUARANTEES, CONDITIONS, OR LIABILITIES,
EXPRESS OR IMPLIED, ARISING BY LAW OR OTHERWISE, INCLUDING WITHOUT
LIMITATION THE IMPLIED WARRANTY OF MERCHANTABILITY AND THE WARRANTY
OF FITNESS FOR A PARTICULAR PURPOSE.
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1.15 INDEMNIFICATION
Consultant agrees to hold harmless, exempt, and indemnify City, its officers, agents,
directors, servants, representatives and employees, from and against any and all suits, actions, legal
proceedings, demands, costs, expenses, losses, damages, fines, penalties, liabilities and claims of any
character, type, or description, including but not limited to any and all expenses of litigation, court
costs, attorneys fees and all other costs and fees incident to any work done as a result of this
Agreement arising out of or in any way related to any design, data or other material of any type
supplied by Consultant which are or are alleged to be (1) defamatory; or (2) infringing on a third
party's property rights, including but not limited to copyright or trademark rights; or (3) are
otherwise tortious or in violation of any local, state or federal statute, rule or regulation. Consultant
further agrees that, upon request of City, Consultant will defend any claim or litigation brought in
connection with any such design, data or other material on behalf of City, and in the name of City,
and at Consultant's own expense.
City agrees to hold harmless, exempt, and indemnify Consultant, its officers, agents,
directors, servants, representatives and employees, from and against any and all suits, actions, legal
proceedings, demands, costs, expenses, losses, damages, fines, penalties, liabilities and claims of any
character, type, or description, including but not limited to any and all expenses of litigation, court
costs, attorneys fees and all other costs and fees incident to any work done as a result of this
Agreement arising out of or in any way related to any design, data or other material of any type
supplied by City which are or are alleged to be (1) defamatory; or (2) infringing on a third party's
property rights, including but not limited to copyright or trademark rights; or (3) are otherwise
tortious or in violation of any local, state or federal statute, rule or regulation. City further agrees
that, upon request of Consultant, City will defend any claim or litigation brought in connection with
any such design, data or other material on behalf of Consultant, and in the name of Consultant, and
at City's own expense.
In no event shall either party be liable to the other for special or consequential damages,
statutory or otherwise, including without limitation damages arising from loss of the use of the Web
Site, whether or not occasioned by Consultant's negligence.
1.16 ASSIGNMENT AND DELEGATION
No party may assign any rights or delegate any duties under this Agreement without the other
party's prior written approval.
1.17 LOCAL, STATE AND FEDERAL TAXES
Consultant shall pay all income taxes, and FICA (Social Security and Medicare taxes)
incurred while performing services under this Agreement. City will not do the following:
1. Withhold FICA from Consultant's payments or make FICA payments on its behalf;
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2. Make state and/or federal unemployment compensation contributions on Consultant's
behalf; or
3. Withhold state or federal income tax from any of Consultant's payments.
If requested, City shall provide Consultant with a certificate from the Texas State
Comptroller indicating that City is a non - profit corporation and not subject to State of Texas Sales
and Use Tax.
1.18 NOTICES
All notices and other communications in connection with this Agreement shall be in writing
and shall be considered given as follows:
1. When delivered personally to the recipient's address as stated in this Agreement;
or
2. Three (3) days after being deposited in the United States mail, with postage prepaid
to the recipient's address as stated in this Agreement.
Notice to Consultant:
Interactive Ensemble, Inc.
Deborah Shelby, President
3215 Steck Avenue, Suite 200
Austin, TX 78757
Notice to City:
City of Round Rock
James Nuse, City Manager
221 East Main Street
Round Rock, TX 78664
AND TO:
City Attomey's Office
Stephan L. Sheets, City Attorney
309 East Main Street
Round Rock, TX 78664
Nothing contained in this section shall be construed to restrict the transmission of routine
communications between representatives of City and Consultant.
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1.19 APPLICABLE LAW
The laws of the State of Texas shall govem this Agreement. Venue shall lie in Williamson
County, Texas.
1.20 EXCLUSIVE AGREEMENT
The terms and conditions of this Agreement, including the exhibits listed below, constitute
the entire agreement between the parties and supersede all previous communications,
representations, and agreements, either written or oral, with respect to the subject matter hereof. No
modifications of this Agreement will be binding on any of the parties unless acknowledged in
writing by the duly authorized governing body or representative for each party.
1.21 DISPUTE RESOLUTION
If a dispute arises under this Agreement, the parties agree to first try to resolve the dispute
with the help of a mutually selected mediator. If the parties cannot agree on a mediator, City shall
select one mediator and Consultant shall select one mediator and those two mediators shall agree
upon a third mediator. Any costs and fees, other than attorney fees, associated with the mediation
shall be shared equally by the parties.
City and Consultant hereby expressly agree that no claims or disputes between the parties
arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration
proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9 USC
Section 1 -14) or any applicable state arbitration statute.
1.22 ATTORNEYS FEES
In the event that any lawsuit is brought by one party against any of the other parties in
connection with this Agreement, the prevailing party shall be entitled to seek to recover its
reasonable costs and reasonable attorneys fees.
1.23 FORCE MAJEURE
Notwithstanding any other provisions of this Agreement to the contrary, no failure, delay or
default in performance of any obligation hereunder shall constitute an event of default or a breach
of this Agreement, only to the extent that such failure to perform, delay or default arises out of
causes beyond control and without the fault or negligence of the party otherwise chargeable with
failure, delay or default; including but not limited to acts of God, acts of public enemy, civil war,
insurrection, riots, fires, floods, explosion, theft, earthquakes, natural disasters or other casualties,
strikes or other labor troubles, which in any way restrict the performance under this Agreement by
the parties.
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Consultant shall not be deemed to be in default of its obligations to City if its failure to
perform or its substantial delay in performance is due to City's failure to timely provide requested
information, data, documentation, or other material necessary for Consultant to perform its
obligations hereunder.
1.24 SEVERABILITY
The invalidity, illegality, or unenforceability of any provision of this Agreement or the
occurrence of any event rendering any portion of provision of this Agreement void shall in no way
affect the validity of enforceability of any other portion or provision of this Agreement. Any void
provision shall be deemed severed from this Agreement, and the balance of this Agreement shall be
construed and enforced as if this Agreement did not contain the particular portion of provision held
to be void. The parties further agree to amend this Agreement to replace any stricken provision with
a valid provision that comes as close as possible to the intent of the stricken provision. The
provisions of this Article shall not prevent this entire Agreement from being void should a provision
which is of the essence of this Agreement be determined void.
1.25 GENERAL AND MISCELLANEOUS
The section numbers and headings contained herein are provided for convenience only and
shall have no substantive effect on construction of this Agreement.
No purchase order or other ordering document that purports to modify or supplement the
printed text of this Agreement or any schedule, exhibit or addendum shall add to or vary the terms
of this Agreement. All such proposed variations or additions (whether submitted by Consultant or
City) are objected to and deemed material unless properly agreed to in writing.
Except for contractual obligations recited herein, no party shall be liable for any failure due
to causes beyond its control. The failure of a party to exercise any right hereunder shall not operate
as a waiver of said party's right to exercise such right or any other right in the future.
If at any time during the term of this Agreement Consultant becomes subject to any
bankruptcy or insolvency proceeding under federal or state statute, and provided that City's license
payments are current, then and in that event Consultant shall provide best efforts and cooperation
to ensure an orderly and efficient transition of City's system to Consultant's successor. This
provision specifically includes source code and data files used to produce City's Web Site and
business system.
Notwithstanding anything herein to the contrary, the following sections shall survive
termination of this Agreement: Sections 1.12, 1.13, 1.15, 1.19, 1.20, 1.23, and 1.24.
To expedite order processing, transmitted copies are considered documents equivalent to
original documents; however, City agrees to provide Consultant with one (1) fully executed original
Agreement.
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This Agreement may be executed in multiple counterparts, which taken together shall be
considered as one original.
IN WITNESS WHEREOF, the parties have executed this Agreement on the dates hereafter
indicated.
CITY OF ROUND ROCK, T
By:
Mayor
Date Signed: /> „QS -03
INTERACTIVE ENSEMBLE, INC.
B J
Deborah Shelby, Presiden.
Date Signed: itA, I
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ATTEST:
Christine R. Martinez City Secretary
Date Signed: 03
Round Rock Economic Development
RFO No. 03 -014 —
Economic Development Web Site
r INTERACTIVE.
EXHIBIT
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f
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Define. Develop. Deliver.
July17, 2003
3215Steck Ave, Suite 200
Austin, Texas 78757
phone 512.420.8800
fax 512.420.8801
info @fenseuible.com
www.iensemble.com
1,
•
If INTERACTIVE
jensemble Define. Develop. Deliver;
Table of Contents
Overview
3
Goals
3
Our Approach.
3
Milestone I: Gathering Information and Visual Imagery 4
Requirements Document
4
Content
4
Photographs, Maps, and Images 5
Hosting
5
Milestone II: Utilizing a Contact Management System 5
Features
5
Benefits
6
Milestone HI: Collecting Content to the Web Site 6
Site Wide Modifications
6
Current Architecture
7
New Archtlecture
7
Visual Modifications
8
Milestone PI: Integrating a Site Management System 9
Features:
9
Web Site Content
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Milestone V: Expanding Electronic Communications 10
Milestone VI — Defining 3 year Technology Strategy 10
Hosting Services
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RFO Remfirements.
11
Development Experience
11
Estimated Cost
13
Company Information
15
Confidential Proposal for Round Rock Public Affairs, Business Development 2
$ Define. Develop. Deliver:
Overview
The primary objective of this project is to enhance the current Round Rode Economic Deveiopm
site in such a way that it demonstrates the t Web
complete value of the city and surrounding area We intend to
improve the Web site by expanding demographi statistics, enhancing general information about the area, and
increasing the visual imagery. We will present focused content tatgeted Phatnsa, Bio -IT, Advanced Manufacturing and High Tedwol businesses. in NanoterLnology, Bio
Enhancing the content is significant to making this a valuable resource for Site Consultants and Corporate
Realtors, the principal visitors of the Web site We understand that esen ' information
will direct them to, contact to the date and re at it i
your team. We will work with your staff to identify key data and present it in a
professional and easy to access format for your target market. One of out Economic Development
Consulting partners Mark James, CEO of ED Solutions, may also consult on this project as needed.
Goals
Them are three main goals for this project
• Promote Round Rock as a major player, stand alone city, with valuable resources
• Provide quality, current and detatledmformatioar for Site consultants and Corporate Realtots
• Demonstrate the opportunities within the area to the target industries of N
Phatma, Bio -IT, Advanced Manufacturing and High Technology O Bio-
Our Approach
There are several aspects to this project from research, writing, and
managing the project; therefore, we are suggesting the following Milestones: : to and
•
• I — Collection information, , end photographs for the web site content and writing the
Document
• II — Integration of a Contact Management System, a web -based application for tracking prospects
Prospecting activity
• ]77 — Collection of content and definition anew site structure
• IV — Implementation of our Site Management System
• V — Expansion of Electronic Communications to
audiences s
audiences P Pic information to designated
• VI — Definition of the next 3 years for the department Technology Strategies.
This proposal provides an overview of our approach to this project and some of our initial recommendations.
As the project evolves, the Requirements Documents will be refined to maximize the results for the projected
budget Our process helps you define your vision for your Web site while developing appropriate online
applications. As your technology partner, we will always deliver the highest quality of work striving to
improve your internal process while expanding communication to your target audience,
Confidential Proposal for Round Rock Public Affairs, Business Development
3
• INTERACTIVE
ensemble Define. Develop. Deliver:
Milestone I: Gathering Information and Visual Imagery
Based on the described objectives and the current content of the Round Rock Economic Development Web
site, the focus of this first Milestone is defining the features and functionality of the new site, collecting die
infornurtion, images, Photogtaphs, and maps to be used on the enhanced site, and establishing a new site
architecture and interface. U l izing existing reports, information maintained by other City Departments, and
generating new information are key elements of this first Milestone. A full description of the scope of work
defining the content, images, and photographs to be generated in this Milestone will be the first step and will
be presented in the Requirements Document.
Information that has been created for the City of Round Rock Economic Development group will be utilized
if it is still current and reflects the current goals. An ode is the Angelou Economic presentation on
Economic Indicators on March 7, 2002 concluding that Round Rock show:
• Remain agave
• Recognize Interdependence
• Recovery based on existing Industries
• Renewed growth from flnure technologies
• Infinlband
• Wireless Web
• Fuel Cells
• Nanotecbnology
• Bioinformatirs
Requirements Document
As part of our process, we start each project by documenting the fimctionality of the site, the structure of
the site (Site Architecture), and who will be responsible for the maintenance of information that is
presented and collected utilizing out business systems. This document also establishes the business roles
that may be implemented to automate procedures and workflow. Once this document has been signed,
we begin the next step of developing the interface and functionality for the new site.
Content
Determining where the desited information is maintained is the first step in this process. Some
information may exist in internal reports, or documents generated by outside sources. Some content
may
reside in other sections of the City Web Site. Establishing a protocol with existing departments on how
this information will be presented on the Economic Development Web site will also be a portion of this
Milestone.
Collecting and coordinating this information is a major aspect of this Milestone. Other elements of the
content are key words that will be used for searching by visitors and search engines. These are the
descriptots of the content that hone in on the information that is presented.
Content will be focused for the target audiences. Creating oontent to direct visitors to specific
information based on what they are seeking will make the experience quicker and more Rely to lead
them to take action by contacting your team. Generating specific information for the target business
sectors of Nano technology, ctuting and High Technology
technology, Pharma, Bio-IT, Advanced Mauufa
companies is one example of this approach. Providing more specific details on the community could be
what another visitor is seeking. What information will be posted on the Web site will be fully defined as
part of this Milestone.
Confidential Proposal for Round Rack Public Affairs, Business Development 4
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Content that will also be under review is local press coverage such publications as the Austin American
Statesman, Austin Business Journal, and Round Rock Leader. A complete list of publications will be
identified during this Milestone for continued monitoring.
Photographs, Maps, and Images
There are many resources with images that can be used to enhance the cutrent Web site. Connecting to
die Geographic Information System (GIS) section of the City Web site not only provides graphical
images, but relevant information desired by the target audiences.
Photographs of Rwmd Rock add a visual quality to the site that allow a visitor to have a more complete
experience of wbat it is like to be a part of the Round Rock community. Help your site visitors
experience the parks and downtown area, as well as scenic locations or relevant facilities. Aerial views of
the City are also part of the experience that can be presented through photographs. 'These photographs
can be used to communicate the message that Round Rode is a viral and thriving community ready to
meet the needs of growing businesses and families.
Hosting
The current web site will be relocated to the new server as part of the first Milestone. This will simplify
the implementation of the e-mail services and expedite dm launching process. In addition, it will be more
cost effective for us to add updates prior to the launch.
Milestone II: Utilizing a Contact Management System
Taking advantage of an existing Contact Management System (CMS) or implementing our Web -based system
will provide your organization with a powerful tool for collecting information from the web site and trucking
the progress of each prospect Our system can also be used for many other tasks. Defining the requirements
for this application will determine which solution is best suited to meet the needs of your organization. The
Requirements Document defines all features and functions for this part of the business system. The process
for marimizing this system will also be defined during this process as well.
Our innovative Contact Management System is designed to help your organization streamline
communications, enhance customer service and track status of contacts. Our Contact Management System
has helped many of our customers ma their business communications by minim time spent
organizing client information.
We have created the tool you need to keep track of contacts and follow up on their progress with every
communication. Our team of programmes can also modify our CMS to meet pout organization's exact
needs.
Features
• Secure access and user management
• Personal action items barking system
• Multi -level searching
• "Today's actions" list generated automatically at login
• Powerful seatch capabilities
• Flexible categorization facility to enhance searching
• Projected Revenue tracking
• Assign actions for others on your team.
Confidential Proposal for Round Rock Public Affairs, Business Development - 5
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Benefits
• Web -based so you can work from anywhere, anytime you Gave an Internet connection
• Data is secure and backed up automatically
• Simple Web -based interface takes almost no time to learn
• Maintain your entire team's tasks or just your own
Milestone III: Collecting Content to the Web Site
Photographs, images, and text will be collected and organized for the Economic Development Web site as
Milestone III. There may be some items that need to be posted prior to the launch of the newly - structured
Web site and we have taken that into consideration in our estimate for the project Determining what
information will be posted, where it will reside where this information comes from and who will be
responsible for maintaining this content is also part of this Milestone.
Once all the new content has been collected and we have defined where it will reside, we are also suggesting
Mat some modifications be made to the existing site to enhance it further._
Site Wide Modifications
• All content will be spell checked
• All documents will have meta tags for search engine optimization as well as for the site searching
• . All links to outside web sites will be reviewed and checked to ensure they are stilt functional
• All links to other web sites will open a new window
• Navigational changes will be reviewed in Milestone I to incorporate new materials
Confidential Proposal for Round Rock Public Affairs, Business Development 6
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Current Architecture
This is a chart of the cement Economic Development Web site.
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New Architecture
The new architecture will expand based on the content collected in Milestone III, mating the site more
valuable and flexible for information to be added in the future. Since much of the content is not defined
at this point, we have outlined some basic strategies.
Infrastructure
The c utent foundation of information provides a great starting point for enhancing this set-don.
Emphasis will be on the target markets expanding the information that encourages visitors to take
action and make contact to get more details. Expanding the Available Sites is a priority. Adding
photographs, images, and other information to expand the existing content will make this an
invaluable resource for Site sdectors as well as other target audiences.
Operations
This section also has a very solid foundation to expand and guide the visitor to take action. An
example of this would be in the Taxes section by adding a link to the contact form so they can get
more information or be contacted by your team. Information about your team may be included in
this section or a new section may be added to the main navigation. This type of modification wi71 be
Confidential Proposal for Round Rock Public Affair Business Development 7
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refined during Milestone L Adding Frequently Asked Questions could be another enhancement to
this section.
Community
Displaying the assets of the community both with additional content and photographs will give
visitors a u ni q ue opportunity to gain a sense of all that Round Rock has to offer. Expanding the
current content to add more depth to the existing information along with links to local resources will
provide visitors with a central location of information about the area.
Other Links
Cutrendy, this goes directly to another City Page which is fie, however, additional links are
tecommended in this am Creating a specific area on the Economic Development Web site that
lists the additional resources specific to your target audience and also linking to the City page will
minimize duplicate efforts.
Contact Us
An interactive form will be added to this section of the web site Content can be stored in a database
or sent to an e-mail address or stored as a text file On the new Contact Form, a visitor can specify
what type of information they are looking for which will direct the request for the best response
Special packets should be created (electronic— that can be printed) for your target markets that can
easily be supplied to the person or group requesting the additional information through the Web-
based form.
Visual Modifications
The following are some samples of what will be reviewed for potential visual modification to the Web
site
Home Page
The home page should be modified to maximize the real estate for communications with the target
markets. Modifications will maintain a visual consistency with the City Web site design
Navigation
With the expansion of content, the presentation of the navigation will need to be reviewed after the
axchitectute has been fully defined
Adding GIS Information
Linkin directly into the online GIS Interactive Map Viewets provides greater value to the target
market Defining how this can be integrated with the Economic Development Web site will be
determined in Milestone L
Photography
Once the photographs have been identified, they may need to be modified for the Web site. This can
be completed by our team, your team or a combination of efforts. How this process will proceed will
be determined in the Requirements Document for Milestone L
Confidential Proposal for Round Rock Public Affairs, Business Development 8
• • INTERACTIVE
if Define. Develop. Deliver
er Milestone IV: Integrating a Site Management System
Our Site Management System will be implemented for the Economic Development Web site, but it could be
implemented at the City level. At this time, we are anticipating this will be launched only for the Economic
Development Web site, though this can be reviewed during the first Milestone.
It is easy to understand why many organizations dream of being able to easily and quickly update the content
on their Web site_ Not only can this be more cost effective, but it also means updates can happen on their
schedule. Of course, such an arrangement would only be cost effective if it didn't require an operator with
yeats of experience in various scripting and programming languages t use die application.
r All of out clients that need control over the content of their site find our Site Management System (SMS)
powerful and simple to use. We have a base of pre - configured code that works with your Web browser to
• give you complete control over your site. If you need any customized solutions, our experienced
development team will be at your disposal to build the solution you need.
Our Site Management System (SMS) enables designated administrators to update content within a Web
browser, requiring no other tools to manage the content. Wiles can easily be uploaded to the site using our
Web -based interface, and content is updated through Web -based forms and WYSIWYG (whatyou see is
what you got) editor. We designed our system to be managed by non- tedmical users with minimal training.
We also provide on -site training and documentation.
Integtatiog our Site Management System with your design and site architecture will eliminate bad links
because navigation is maintained in the database. That means that as new information is added to the site
links will be generated by the system for consistency and ease of navigation for the end user.
Out SMS is tiunplat, driven making updates or modifications to the design and layout of the site more cost
effective. Our SMS was designed to ensure our partners have the best and most cost effective means for
keeping your public presence fresh and up to date.
1'
Based on Open Source applications, our SMS does not require additional license fees for the database or
saver components of the system. Our SMS has the Bestiality to integrate even the most customized content .
or be implemented with standard features to lower the initial investment Based on the structure of our SMS,
we can install a basic version and upgrade it in Milestones with more customized features as your business
grows and your needs expand.
Features:
• Pages or files can be added, edited, or deleted from within a Web browser
• Navigation updates automatically when new pages are added, modified or deleted
• Access to designated areas of the site can be limited based on log in
• Access levels can be designated to user groups or individuals
• Group petmissions are inherited by all users assigned to the group making large scale user
management simple
• Templates are customized to meet your branding strategies
• A single Web site can have multiple templates allowing different areas to have unique visual
presentations
Web Site Content
Everything you need to maintain content and keep it updated and meaningful for your site visitors will be
available at your fingertips. After logging in through the segue administrative interface, you will have
Confidential Proposal for Round Rock Public Affairs, Business Development 9
ij INTERAC1WE
ensemble Define. Develop. Deliver.
immediate control to add, modify, preview, and delete any of the content of your Web site The following
is a short list of sites that use our SMS:
• Aspyr Media — www aspyr.com
• Bulshodge - www.bulshodgecom
• Commission on State Emergency Communications (911) —www 911.state.tx.us
• ED Solutions — www.solutionsed.com
• Lets Gel — wwwietsgeLcom
• ICeep Austin Beautiful — www.keepaustinbeautifulorg
• Merchant Risk Council -www.metchantriskcounalotg
• Office of Public Tnenra Counsel — www.opic.state.tx.us
• Susan Combs — www.susancombs.com
• Tate Austin — www.tateaustin.com
• Texas Economic Development Council — wwwtexasedc org
• University Federal Credit Union — wwwufat.ag
Milestone V: Expanding Electronic Communications
Establishing an electronic method for communicating with your primary target market will increase the value
of your Web site by using it as a tacCing system. It is also a resource for your target market Utilizing entail
to communicate timely information to targeted groups or for those who register to get your updates will ford
this beneficial on seveal levels.
Allowing a visitor to register to get a copy of the updates is one method for obtaining an audience. Another
method is to create a list of prospects drat you want to communicate with, categorizing them for specific
types of communications. For example, one list could be focused on a new facility that is now available. Ibis
would go to the list that has indicated they are interested in site and building updates as well as the list of
potential site locators and corporate realtors. All of our systems allow a user to remove their email address
from the list if they no longer want the updates.
A monthly or quarterly update can have general updated information as well as specific links on the
Economic Development Web site. Directing visitots to specific links can assist in the taddng of such
commtmications.
Our HTML email systetn is based on Web -forms that are easy to fill out and designed specifically for each
client to customize the look and fed of the communication For those who choose to not accept HTML
email, we provide the infommation in a text format as well
Milestone VI - Defining 3 year Technology Strategy.
Defining the technology requirements for the Economic Development team for the next three years is the
fast part of this Milestone. The second is to review the current stategies that are and will be implemented for
the City of Round Rock. Determining where there are gaps or differences is the focus of this Milestone.
Understanding the specific requirements for Economic Development will help ensure that the technology
needs are defined, developed, and delivered. Our team will document the Technology Requitements for the
Economic Development Team and work with other City staff to determine how the technology needs will be
met.
Confidential Proposal for Round Rock Public Affairs, Business Development 10
if INTERACTIVE
ensemble Define. Develop.-Deliver.
1 Hosting Services
We host our servers at Inflow in Austin, Texas uti1171nE the highest levels of security available for our clients.
We have state-of-the art monitoring capabilities and security, both physical and software based. Our security
partner, Symbiot monitors our servers and alerts us to any potential security concerns before they can
become a problem for our clients. We always keep our servers cutrent to account for those exploits and limit
or eliminate our exposure. Our systems are monitored 24/7/365 with multi-homed Internet architecture
featuring 4 levels of redundancy for connectivity as well as backup generators. Systems are backed up on a
nightly basis -
Our.hosting rates include up to 20 eLmall accounts that can be administered by your team as well as
customizable SPAM filtering and virus scanning for eadr e-mail account We also provide Web -based e-mail
at no additional cost. E-11:121/1 administration is available through our Web -based interface by your designated
administrator(s). Individuals may log into the Web -based system and modify their personal information
including SPAM filtering, password, and the option to forward their e-mail to another account.
• Statistical Reporting
• 24/7/365 Monitoring
• Co-location -1 and 2 U co- location
• Shared web server hosting
• Database hosting
• e-mail administration
• Mailing Lists - with web -based adminisnation
• HTML E-Matl
RFP Requirements
The following are specific requests from the RFP for information about our capabilities, ski ls, and experience
with projects that contain siaular requirements. We have been a Texas State certified QISV and Hub vendor
since 1997.
1
Development Experience
Below we have desalted 3 Complex sites that include the following features:
• 30 or more dynamic pages
• Integration of data from multiple sources streamlined into a singular presentation on a web site
• Multiple user interface for Web -based applications
• Flexible Web -based interface for maeragng the web site
• Custom design and interface for each Web site
1 Case Study for Texas Economic Development Council
The Texas Economic Development Council (TEDC) is an Austin- based, statewide professional
association dedicated to the development of economic and employment opportunities in Texas.
( TEDC provides information, educational and legislative services to neatly 900 members.
TEDC were keeping much of their membership database ass multiple programs. They were badly
( decentralized and did not have an online presence.
Confidential Proposal for Round Rock Public Affairs, Business Development 11
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r They found a need for bringing much of their localized database of subscribers online and to
implement an online presence. As the years have progressed, they have needed to create a Web
r interface that will allow their membetship to get to exclusive information and register for training.
We created a Web -based solution that centralized their membership, made updating of their Web site
r simple, and brought event registration online replacing a manual, paper -based solution.
r Case Study for Bulshodge
r Mike Buis has been in the real estate business for many years, producing a monthly report that
documents the status of the commercial sublease properties in Austin. Each month, he distributed
r spreadsheets to the commercial real- estate community, then collected, and summarized the results by
hand. The process was time - consuming, labor intensive and inefficient
Mr Buts soon realized that he needed a database to genente his reports, and an online presence. He
also recognized that a Web -based system for collecting information was vital to his ability to both
0 maintain and grow his business.
' During the development process, it became dear that this system needed to do more than produce
reports on sublease properties, and BulsHodge com was bon.
We not only provided him with the tools he needed to streamline processes and an improved online
' presence; but we also developed a comprehensive broker service for bulshodgecom. Brokets can
now manage information in the system about their listings as well as:
- • Seatch the system for other listings
• Mail search results and individual listings to anyone
i) • Send broadcast mall to other members
• Download all broker information into a file that tan be brought into a spreadsheet program or
() FDA
• Upload brochures and multimedia about their listings
i) The system is now regarded as the one of the most powerful and easy to use broker listing systems
available on the Web and will be branching out to other locations nationwide in the near future.
Case Study for University Federal Credit Union
UFCU is the largest locally -owned financial institution in Austin with over 1400 million* assets and
over 100,000 members. It is the llth largest credit union in the United States.
We 've led development on their Intranet, an martinet, and two Web sites for over four years. Each
new tool organizes and simplifies processes, allowing UFCU to invest more employee hours in
customer service thereby increasing their profitability.
Our latest project was a complete site redesign to offer an integrated Web image in support of their
new handing strategy to compete with top -tier financial institutions.
To determine the new Look and Feel Interactive Ensemble teamed with UFCU representatives to
develop a visual presence focused on strong branding and ease of use.
During the design process, we demonstrated new navigation systems and analysed each for
accessibility, usability and market acceptance. Based on this analysis, a versatile drop down menu
system was adopted.
Every page of the site offers multiple locations to place promotional ads, cross references, persuasive
facts or practical information designed to inform members and keep them coming back. We
implemented UFCU's new site in SMS, our site management system. This empowers their non-
technical employees to easily update, maintain and edit their site content
Confidential Proposal for Round Rock Public Affairs, Business Development 12
Milestone
Low Estimate
High Estimate
Milestone I: Requirements Document
#3,500
$7,500
Milestone II: CMS
#2,500
#4,500
Milestone III: Content and Site Stmcture
#2,500
$6,200
Milestone IV: SMS
#7,500
315,000
Milestone V: Communications
#2,500
$6 ,500
Milestone VI: Plans
#3,800
#4,200
Hosting- monthly
#45
#85
Hosting - Annual
#495
#935
i IMTZMC11VE
iensemble Define. Develop. Deliver. -
Economic Development Projects
We are aurentiy working with Commerce Economic Development corporation to create an online
presence streamlining the distribution of information with other local resources such as the Chamber
and the City. Working with the Catellus Corporation who is leading the Robert Mueller Airport
Redevelopment and Reuse project, we are creating an online presence to enhance communication
with the local community. We recently launched Phase I for the Richport Commons project for
Gun Baird City Economic Development Corporation. This first phase provides basic information
for builders, investors, businesses, and the community.
Technical Qualifications
Sonic of our team membets have been developing web sites since 1993. Each team member brings
years of expertise in Project Management, Graphic Design and User Interface, Programming and
Systems Administration.
Below are some of the technologies we use in our development proc
Programming
Languages
PHP
ASP
Visual Basic
Python
XML
Database Consulting Graphic Web
Prograins Services Design Development _
PostGreSQL- - Project Management Visual Design HTML W
MySQL Online Business Flash DHTML
Strategies
MS SQL .
Workflow Strategies
Animation ]avaSaipt
I shodcwave. Data Entry
Oracle
FIIeMaker
1•
Estimated Cost
The following table is a pteliminaty estimate that will be refined in a Scope of Work document that defines
what will be accomplished prior to starting each Milestone. We have provided our expected range in cost as a
guide for budgetary considerations that will be refined based on the Scope of Work Document
If you have specific questions about this ptoposal, please contact Deborah Shelby, 512-420-8800 or
deb@iensenrble.com.
Confidential Avi3Od for Round Rock Public Affairs, Business Development 13
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This document is confidential and proprietary. Interactive Ensemble Inc retains full ownership of both the contents and structure of
this document Neither this document no the information contained herein may be reproduced, disclosed or distbuted to any
person outside of the City of Round Rock Public Affairs, Business Development without the prior written permission of Interactive
Fnsrmhie, Inc This proposal is valid for 30 days
Confidential Proposal for Round Rock Public Affairs, Business Development 14
INTERACTIVE
ensemble Define. Develop. Deliver."
1 --
Who We Are:
What We Do:
How We Do It:
Why We Do It:
Why Interactive :: Expert consultation
Ensemble:
•: Professional service
Custom applications
• Representative :.
Clients: •
Community
Involvement:
Interactive Ensemble is a Web technology company specializing in
professional online business solutions since 1997.
Interactive Ensemble creates solutions by customizing our
premiere suite of development tools to meet our clients needs.
Interactive Ensemble approaches each client as a business
partner to ensure the final product exceeds expectations. We
guide clients through our process of defining the project
requirements, developing the applications and delivering the
most cost effective solutions.
Interactive Ensemble helps companies and organizations:
•: Create professional, functional and indispensable tools for
advancing the goals of their business or community
: Understand the importance their Web site plays in
conveying organizational values and information
.: Generate efficiencies through advanced technologies
Andy Roddick
Aspyr Media
CSEC (Texas 911)
ECPTOTE
ED Solutions
Lammes Candies
:: Community roots, national reach
:: Reliable, lasting partnerships
:: Years of proven experience
:: oPIC
:: Pliant Corporation
:: Priority Copy
:: Susan Combs
:: TEDC
UFCU
We know that when our community thrives, everyone wins. To
that end, we have provided technological guidance and support
to various non -profit and community groups such as:
: aGLIFF
: Golfers Against Cancer
: Keep Austin Beautiful
www.iensemble.com
Certifications
:: Texas State Certified Vendor
:: State Certified HUB (QISV)
:: Travis County Certified Vendor
" Working with Interactive
Ensemble has been the kind of
partnership we've needed as a
core part of our technical
team. »
- Darra Rightmar,
University Federal Credit Union
g 512.420.8800
• 512.420.8801
• info@imsemble.com
• 3 Steck Avenue. suite 200
Austin, T «as 78757
® www.knsemble.com
� • INTERACTIVE
,j ensemble - Define. Develop. Deliver."
Economic Development in an Economic Downturn
Communicating Your Community
Current economic conditions have created fierce competition among cities
across the country. Luring new businesses to a community has become an
undertaking that requires a coordinated effort from chambers of commerce,
state and local governments as well as economic development corporations
(EDCs). Increasingly, local groups are also synchronizing their efforts online.
As most companies will tell you, the Internet is the first place they turn for
information when selecting a site for relocation or expansion. With the
Internet, communities find an effective tool to coordinate their economic
development initiatives. Maintaining a database of contacts, developing a
communications strategy or creating a single source for important community
information, the Internet can expand a community's marketing capabilities as
well as provide greater efficiencies across multiple groups and organizations.
When developed effectively, chambers of commerce, local community groups
and EDCs can use their combined marketing and research capabilities to
efficiently promote their city or region.
Why Interactive Ensemble
At Interactive Ensemble, we understand the challenges EDCs face in meeting
their community's needs while highlighting its attractive qualities. Interactive
Ensemble presents online communities as a way to bridge this communication
gap. We draw upon our extensive knowledge of the Web, as well as our
community expertise, to deliver solutions that meet all of our clients'
technology needs.
The Community Connection
Interactive Ensemble was built on a solid foundation of community
involvement. We know that when our community thrives, everyone wins. To
that end, we have provided technological guidance and support to various
community groups and corporations. In addition, we understand the
importance EDCs play in sustaining a community's way of life. We feel this
sets us apart from other Web development companies, making Interactive
Ensemble an invaluable partner in creating a custom - tailored plan with both
technology and community needs in mind.
About Us
Interactive Ensemble is a professional Web technology company that creates
professional, functional and indispensable tools for Economic Development
Corporations (EDCs) to advance the goals of their communities. Founded in
1997 in Austin, Texas, Interactive Ensemble continues to build dynamic Web
tools to help clients meet local, statewide and global business initiatives.
www.iensemble.com
Services We Provide:
:: Web Sites/lntranets/Extranets
:: E- commerce Tools
Site Management
:: Contact Management
:: Survey /Polling Tools
:: Event Management
:: Property Listings
Custom, Database Applications
:: Hosting
:: Email List Services
" Interactive Ensemble's team
is attentive to our needs, and
helped us define what our
audience expects. We're very
excited about our new design and
look forward to working with
them for our future economic
development solutions." PP
g 512.420.8800
512.420.8801
- Tom Stellman
President, TIP Strategies
www.tipstrategies.com
info@iensemble.com
3215 Steck Avenue. Suite 200
Aussstin, T'' 7
t
*new ieissembie.com
INTERACTIVE
• ensemble Define. Develop. Deliver.`
The Capabilities of Interactive Ensemble
Interactive Ensemble has been creating powerful web -based solutions since
1997. We offer consulting, design, programming, content development, hosting,
and an array of other services.
Define the requirements
Interactive Ensemble employees comprise a diverse group of dedicated
individuals with a broad range of skills. By utilizing this multidisciplinary force -
and supporting them with market research, competitive analysis, . and strategic
planning - we are able to pinpoint the precise requirements of our clients and
how best to meet them.
Develop the solutions
Our teams balance technological and design skill with a thorough understanding
of information architecture and the user experience. One team member may be
a multimedia master, another may be a hardcore programmer, and a third a
dedicated usability expert, but during the development stage they are all focused
on a single goal: a robust solution which meets or exceeds the requirements
defined in the initial stage.
We also work with our clients to extend existing brand strategies to the web, or
to create entirely new strategies for the online environment. Experts at the visual
presentation of information, our designers combine interface design savvy,
knowledge of the web, and strategic brand analysis to deliver the best possible
solution to our clients.
Deliver results
Our relationship with our clientele doesn't end with the site launch. In addition
to hosting and maintenance options, Interactive Ensemble provides continuous
support and consultation. We grow with our dients, providing them with the
expertise, dedication, and raw talent to continuously meet their needs.
www.iensemble.con
Solutions we've
implemented include:
• : Web sites /Intranets /Extranets
:: Database applications
:: Order fulfillment systems
:: Online shopping tools
• : Site management tools
Employee databases
Contact Management Tools
:: Web portals
Hosting
:: Mail List Services
Our clients include:
TEDC
Aspyr
Andy Roddick
ECPTOTE
Golfers Against Cancer
Lammes Candies
Office of Public Insurance Counsel
Susan Combs
Texas 911 (CSEC)
University Federal Credit Union
{l 512.420.8800
8 512.420.8801
m(o@lensemble.com
11 3zi5 Std Avenue. Suite zoo
Austin, Texas 7
5 WWu,.iensembte.com
Web Site Availability
Credit Percentage
99.9 to 100%
0%
98% to 99.8%
10%
95% to 97.9%
25%
90% to 94.9%
50%
89.9% or below
100%
Date: 08/28/03
Interactive Ensemble, Inc.
3215 Steck Ave, Suite 200
Austin, TX 78757
512.420.8800
Service Level Agreement — Exhibit `B"
Between And
City of Round Rock Interactive Ensemble, Inc.
301 West Bagdad 9210 3215 Steck Ave, Suite 200
Round Rock, TX 78664 Austin, TX 78757
(512) 218 -7094 512.420.8800
Web Site Availability Service Level Agreement for Hosting Account Services
1. Coverage; Definitions
This Web Site Availability Service Level Agreement (SLA) applies to you
("customer") if you have ordered any of the hosting account services from
Interactive Ensemble, Inc. (the "Services ") and your account is current (i.e.,
not past due) with Interactive Ensemble, Inc. ( "IE ") As used herein, the term
"Web Site Availability" means the percentage of a particular month (based on
24 -hour days for the number of days in the subject month) that the content of
customer's Web site is available for access by third parties via HTTP and
HTTPS, as measured by Interactive Ensemble, Inc.
2. Service Level
a. Goal:
IE's goal is to achieve 100% Web Site Availability for all customers.
b. Remedy:
Subject to Sections 3 and 4 below, if the Web Site Availability of customer's
Web site is less than 100 %, IE will issue a credit to customer in accordance
with the following schedule, with the credit being calculated on the basis of
the monthly service charge for the affected Services:
1
3. Exceptions
Customer shall not receive any credits under this SLA in connection with any
failure or deficiency of Web Site Availability caused by or associated with:
a. Circumstances beyond IE's reasonable control, including, without
limitation, acts of any governmental body, war, insurrection, sabotage, armed
conflict, embargo, fire, flood, strike or other labor disturbance, interruption of
or delay in transportation, unavailability of or interruption or delay in
telecommunications or third party services, virus attacks or hackers, failure of
third party software (including, without limitation, ecommerce software,
payment gateways, chat, statistics or free scripts) or inability to obtain raw
materials, supplies, or power used in or equipment needed for provision of
this SLA;
b. failure of access circuits to the IE Network, unless such failure is caused
solely by IE;
c. scheduled maintenance and emergency maintenance and upgrades;
d. DNS issues outside the direct control of IE;
e. issues with FTP, POP, or SMTP customer access;
f. false SLA breaches reported as a result of outages or errors of any IE
measurement system;
g. customer's acts or omissions (or acts or omissions of others engaged or
authorized by customer), including, without limitation, custom scripting or
coding (e.g., CGI, Perl, HTML, ASP, etc), any negligence, willful misconduct,
or use of the Services in breach of IE's Terms and Conditions and Acceptable
Use Policy;
h. DNS (Domain Name Server) Propagation.
i. outages elsewhere on the Internet that hinder access to your account. IE is
not responsible for browser or DNS caching that may make your site appear
inaccessible when others can still access it. IE will guarantee only those areas
considered under the control of IE: IE server links to the Internet, IE's routers,
and IE's servers.
4. Credit Request and Payment Procedures
In order to receive a credit, customer must make a request therefor by
sending an email message to creditrequest@iensemble.com. Each request in
connection with this SLA must include customer's account number (per IE's
invoice) and the dates and times of the unavailability of customer's Web site
2
and must be received by IE within ten (10) business days after customer's
Web Site was not available. If the unavailability is confirmed by IE, credits
will be applied within two billing cycles after IE's receipt of customer's credit
request. Credits are not refundable and can be used only towards future
billing charges.
Notwithstanding anything to the contrary herein, the total amount credited to
customer in a particular month under this SLA shall not exceed the total
hosting fee paid by customer for such month for the affected Services. Credits
are exclusive of any applicable taxes charged to customer or collected by IE
and are customer's sole and exclusive remedy with respect to any failure or
deficiency in the Web Site Availability of customer's Web site.
Note: Credits are not refundable and can be used only towards future billing
charges.
5. Scheduled Maintenance Scope
Scheduled Maintenance shall mean any maintenance at the IE datacenter to
which Customer's equipment is connected (a) of which Customer is notified
48 business hours in advance, and (b) that is performed during a standard
maintenance window on Tuesdays and Thursdays from 1 AM to 5 AM local
time of the IE datacenter to which Customer's equipment is connected. Notice
of Scheduled Maintenance will be provided to Customer's designated point
of contact by a method elected by IE (telephone, e-mail, fax or pager).
3
Mayor
N le Maxwell
Mayor Pro -tem
Tom Nielson
Council Members
Alan McGraw
Carrie Pin
Scot Knight
Scott Rhode
Gary Coe
City Manager
James R. Nuse. P.E.
City Attorney
Stephan L. Sheets
ROUND ROCK, TEXAS
PURPOSE. PASSION. PROSPERITY.
September 8, 2003
Ms. Deborah Shelby
Interactive Ensemble, Inc.
3215 Steck Avenue, Suite 200
Austin, TX 78757
Dear Ms. Shelby:
The Round Rock City Council approved Resolution No. R- 03- 08 -28-
10A1 at their regularly scheduled meeting on August 28, 2003. This
Resolution approves a Consulting Agreement for Web Site
Programming, Design, Licensing, and Hosting.
Enclosed is a copy of the Resolution and original agreement for your
files. If you have any questions, please do not hesitate to contact
Nancy Yawn at 218 -7094.
Sincerely,
Sherri Monroe
Assistant City Secretary
Enclosure
CITY OF ROUND ROCK Administrative Dept.. 221 East Main Street • Round Rock, Texas 78664
Phone: 512.218.5400 • Fax. 512.218.7097 • www.ci.round- rock.tx.us