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CONTRACT AGREEMENT FOR WEBSITE REDESIGN
THIS AGREEMENT, dated insert contemporary date for reference purposes, is by and between
the City of Renton (the "City"), a Washington municipal corporation, and Reliance
Communications, LLC ("Consultant"), a California Limited Liability Company. The City and the
Consultant are referred to collectively in this Agreement as the "Parties." Once fully executed
by the Parties, this Agreement is effective as of the date executed by both Parties.
1. Scope of Services: Consultant agrees to provide website redesign services as proposed
in Exhibit A. The Scope of Services may hereinafter be referred to as the "Services."
2. Chan�es in Scope of Services: The City, without invalidating this Agreement, may order
changes to the Scope of Services consisting of additions, deletions or modifications, the
Compensation being adjusted accordingly consistent with the rates set forth in Exhibit B
or as otherwise mutually agreed by the Parties.
3. Time of Performance: Consultant shall commence performance of the Agreement
pursuant to the schedule(s) set forth in Exhibit A. The Contract has a five (5) year term
and shall terminate, unless extended by mutual agreement, 5 years from the date the
Parties execute the Agreement.
4. Compensation:
A. Amount. The maximum aggregate totat compensation payable to the Consultant
shall not exceed $160,100, as detailed in this subsection. Compensation shall be
paid based upon Services actually performed according to the rate(s) or amounts
specified in Exhibit B. Total compensation to Consultant for the design and
implementation of the City's new website shall not exceed $$96,500 ($91,000
professional services; not to exceed $5,500 re: travel costs), plus any applicable
state and local sales taxes. Total compensation for the Software-as-a-Service
described as SaaS in Exhibits A and B shall not exceed $63,600 ($15,900 per year
starting in the second year of the contract), plus any applicable state and local sales
taxes. These annual payments will be billed for in advance; however, no Software-
as-a-Service charges will accrue or be paid before the completion and
implemenation/deployment of the City's new website. If desired by the City, a
website design refresh is included for no extra charge at the end of the fourth year
of the contract. Except as specifically provided in this Agreement, the Consultant
shall be solely responsible for the payment of any taxes imposed by any jurisdiction
or authority as a result of the performance and payment of this Agreement.
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B. Method of Payment. Upon completing each phase of work identified in Exhibit B,
the Consultant shall submit a voucher or invoice in the form specified by the City,
including a description of what Services have been performed. Payment shall be
made by the City only after the Services have been performed and within thirty (30)
calendar days after receipt and approval by the appropriate City representative of
the voucher or invoice. If the Services do not meet the requirements of this
Agreement, the Consultant will correct or modify the work to comply with the
Agreement. The City may withhold payment for such work until the work meets the
Agreement requirements.
C. Non-Appropriation of Funds. If sufficient funds are not appropriated or allocated for
payment under this Agreement for any future fiscal period, the City shall not be
obligated to make payments for Services or amounts incurred after the end of the
current fiscal period, and this Agreement will terminate upon the completion of all
remaining Services for which funds are allocated. No penalty or expense shall
accrue to the City in the event this provision applies.
5. Termination:
A. The City reserves the right to terminate this Agreement at any time, with or without
cause by giving thirty (30) calendar days' notice to the Consultant in writing. In the
event of such termination or suspension, all finished or unfinished documents, data,
studies, worksheets, models and reports, or other material prepared by the
Consultant pursuant to this Agreement shall be submitted to the City, if any are
required as part of the Services.
B. In the event this Agreement is terminated by the City, the Consultant shall be
entitled to payment for all hours worked to the effective date of termination, less all
payments previously made. This provision shall not prevent the City from seeking
any legal remedies it may have for the violation or nonperformance of any of the
provisions of this Agreement. No payment shall be made by the City for any
expenses incurred or work done following the effective date of termination unless
authorized in advance in writing by the City.
C. The Consultant reserves the right to terminate this Agreement with not less than
sixty (60) calendar days' written notice of its intent to terminate as a result of an
uncured breach by the City. Such termination shall not take effect if the City cures
its breach prior to the intended termination date
6. Warranties And Ri�ht To Use Work Product: Consultant represents and warrants that
Consultant will perform all Services identified in this Agreement in a professional and
workmanlike manner and in accordance with all reasonable and professional standards
and laws. Consultant further represents and warrants that all final work product that is
created for and delivered to the City pursuant to this Agreement shall be the original
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work of the Consultant for which Consultant holds the title and intellectual property
rights. Consultant grants to the City a non-exclusive, perpetual right and license to use,
reproduce, distribute, adapt, modify, and display all such final work product.
7. Record Maintenance: The Consultant shall maintain accounts and records, which
properly reflect all direct and indirect costs expended and Services provided in the
performance of this Agreement. The Consultant agrees to provide access to and copies
of any records related to this Agreement as required by the City to audit expenditures
and charges and/or to comply with the Washington State Public Records Act (Chapter
42.56 RCW).
8. Public Records Compliance: To the full extent the City determines necessary to comply
with the Washington State Public Records Act, Consultant shall make a due diligent
search of all records in its possession, including, but not limited to, e-mail,
correspondence, notes, saved telephone messages, recordings, photos, or drawings and
provide them to the City for production. In the event Consultant believes said records
need to be protected from disclosure, it shall, at Consultant's own expense, seek judicial
protection. Consultant shall produce for distribution any and all records responsive to
the Public Records Act request in a timely manner, unless those records are protected
by court order.
9. Independent Contractor Relationship:
A. The Consultant is retained by the City only for the purposes and to the extent set
forth in this Agreement. The nature of the relationship between the Consultant and
the City during the period of the Services shall be that of an independent contractor,
not employee. The Consultant, not the City, shall have the power to control and
direct the details, manner or means of Services. Specifically, but not by means of
limitation, the Consultant shall have no obligation to work any particular hours or
particular schedule, unless otherwise indicated in the Scope of Work or where
scheduling of attendance or performance is mutually arranged due to publicized
classes or activities. Consultant shall retain the right to designate the means of
performing the Services covered by this agreement, and the Consultant shall be
entitled to employ other workers at such compensation and such othe� conditions
as it may deem proper, provided, however, that any cont�act so made by the
Consultant is to be paid by it alone, and that employing such workers, it is acting
individually and not as an agent for the City.
B. The City shall not be responsible for withholding or otherwise deducting federal
income tax or Social Security or contributing to the State Industrial Insurance
Program, or otherwise assuming the duties of an employer with respect to
Consultant or any employee of the Consultant.
10. Hold Harmless: The Consultant agrees to release, indemnify, defend, and hold harmless
the City, its agents, attorneys, elected officials, employees, insurers, officers,
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representatives, and volunteers from any and all third party claims, demands, actions,
suits, causes of action, arbitrations, mediations, proceedings, judgments, awards,
injuries, damages, liabilities, taxes, losses, fines, fees, penalties, expenses, attorney's or
attorneys' fees, costs, and/or litigation expenses to or by any and all persons or entities,
including, without limitation, their respective agents, licensees, or representatives,
arising from, resulting from, or in connection with a breach by the Consultant of any
term of this Agreement, except for that portion of the claims caused by the City's sole
negligence.
Should a court of competent jurisdiction determine that this agreement is subject to
RCW 4.24.115, (Validity of agreement to indemnify against liability for negligence
relative to construction, alteration, improvement, etc., of structure or improvement
attached to real estate...) then, in the event of liability for damages arising out of bodily
injury to persons or damages to property caused by or resulting from the concurrent
negligence of the Consultant and the City, its officers, officials, employees and
volunteers, Consultant's liability shall be only to the extent of Consultant's negligence.
It is further specifically and expressly understood that the indemnification provided in
this Agreement constitute Consultant's waiver of immunity under the Industrial
Insurance Act, RCW Title 51, solely for the purposes of this indemnification. The Parties
have mutually negotiated and agreed to this waiver. The provisions of this section shall
survive the expiration or termination of this Agreement.
11. Gifts and Conflicts: The City's Code of Ethics and Washington State law prohibit City
employees from soliciting, accepting, or receiving any gift, gratuity or favor from any
person, firm or corporation involved in a contract or transaction. To ensure compliance
with the City's Code of Ethics and state law, the Consultant shall not give a gift of any
kind to City employees or officials. Consultant also confirms that Consultant does not
have a business interest or a close family relationship with any City officer or employee
who was, is, or will be involved in selecting the Consultant, negotiating or administering
this Agreement, or evaluating the Consultant's performance of the Services.
12. Citv of Renton Business License: The Consultant shall obtain a City of Renton
Business License prior to performing any Services and maintain the business license in
good standing throughout the term of this agreement with the City. More information
regarding requirement to register with the State of Washington Department of Revenue
can be found on the web at:
http:/1dor.wa.�ovlcontent/doin�business/re�istermvbusiness/
13. Insurance: Consultant shall secure and maintain:
A. Commercial general liability insurance in the minimum amounts of $1,000,000 for
each occurrence/$2,000,000 aggregate for the Term of this Agreement.
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B. In the event that Services delivered pursuant to this Agreement either directly or
indirectly involve or require Professional Services, Professional Liability, Errors and
Omissions coverage shall be provided with minimum limits of $1,000,000 per
occurrence. "Professional Services", for the purpose of this section, shall mean any
Services provided by a licensed professional or those Services that require a
professional standard of care.
C. Workers' compensation coverage, as required by the Industrial Insurance laws of
the State of Washington, shall also be secured.
D. Commercial Automobile Liability for owned, leased, hired or non-owned, leased,
hired or non-owned, with minimum limits of $1,000,000 per occurrence combined
single limit, if there will be any use of Consultant's vehicles on the City's Premises by
or on behalf of the City, beyond normal commutes.
E. Consultant shall name the City as an Additional Insured on its commercial general
liability policy on a non-contributory primary basis. The City's insurance policies
shall not be a source for payment of any Consultant liability, nor shall the
maintenance of any insurance required by this Agreement be construed to limit the
liability of Consultant to the coverage provided by such insurance or otherwise limit
the City's recourse to any remedy available at law or in equity.
F. Subject to the City's review and acceptance, a certificate of insurance showing the
proper endorsements, shall be delivered to the City before performing the Services.
G. Consultant shall provide the City with written notice of any policy cancellation,
within two (2) business days of their receipt of such notice.
14. Delavs: Consultant is not responsible for delays caused by factors beyond the
Consultant's reasonable control. When such delays beyond the Consultant's reasonable
occur, the City agrees the Consultant is not responsible for damages, nor shall the
Consultant be deemed to be in default of the Agreement.
15. Successors and Assi�ns: Neither the City nor the Consultant shall assign, transfer or
encumber any rights, duties or interests accruing from this Agreement without the
written consent of the other, which consent shall not be unreasonably withheld.
Notwithstanding the foregoing, Contractor may freely and without consent assign this
Agreement to an Affiliate or to an acquirer of all or part of Contractor's business or
assets, whether by merger or acquisition.
16. Notices: Any notice required under this Agreement will be in writing, addressed to the
appropriate party at the address which appears below (as modified in writing from time
to time by such party), and given personally, by registered or certified mail, return
receipt requested, by facsimile or by nationally recognized overnight courier service.
Time period for notices shall be deemed to have commenced upon the date of receipt,
EXCEPT facsimile delivery will be deemed to have commenced on the first business day
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following transmission. Email and telephone may be used for purposes of administering
the Agreement, but should not be used to give any formal notice required by the
Agreement.
City of Renton Reliance Communications, LLC
Preeti Shridhar Nate Brogan, Senior VP
1055 South Grady Way 100 Enterprise Way, Suite 300-A
Renton, WA 98057 Scotts Valley, CA 95066
Phone: (425)430-6569 Phone 888-527-5225 x201
PShridhar@Rentonwa.gov nbrogan@schoolmessenger.coml
Fax: (425)430-6523 Fax: 1-800-360-7732
17. Discrimination Prohibited: Except to the extent permitted by a bona fide occupational
qualification, the Consultant agrees as follows:
A. Consultant, and Consultant's agents, employees, representatives, and volunteers
with regard to the Services performed or to be performed under this Agreement,
shall not discriminate on the basis of race, color, sex, religion, nationality, creed,
marital status, sexual orientation or preference, age (except minimum age and
retirement provisions), honorabty discharged veteran or military status, or the
presence of any sensory, mental or physical handicap, unless based upon a bona
fide occupational qualification in relationship to hiring and employment, in
employment or application for employment, the administration of the delivery of
Services or any other benefits under this Agreement, or procurement of materials or
supplies.
B. The Consultant will take affirmative action to insure that applicants are employed
and that employees are treated during employment without regard to their race,
creed, color, national origin, sex, age, sexual orientation, physical, sensory or mental
handicaps, or marital status. Such action shall include, but not be limited to the
following employment, upgrading, demotion or transfer, recruitment or recruitment
advertising, layoff or termination, rates of pay or other forms of compensation and
selection for training.
C. If the Consultant fails to comply with any of this Agreement's non-discrimination
provisions, the City shall have the right, at its option, to cancel the Agreement in
whole or in part.
D. The Consultant is responsible to be aware of and in compliance with all federal,
state and local laws and regulations that may affect the satisfactory completion of
the project, which includes but is not limited to fair labor laws and worker's
compensation.
18. Record Keepin� and Reportin�: Consultant shall maintain accounts and records which
properly reflect all direct and indirect costs expended and Services provided in the
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performance of this Agreement. Consultant agrees to provide access to any records
required by the City.
19. Data Collection: Consultant shall not collect any Personally Identifiable Information
(PII) of City staff, other than first name, last name and email address.
20. Limited Warranty and Limitation of Liability.
ANY CAUSE OF ACTION UNDER THIS AGREEMENT WILL BE BROUGHT IN ACCORDANCE WITH
THE APPLICABLE STATUTE OF LIMITATIONS LAWS FOR WASHINGTON STATE.
THE TOTAL LIABILITY OF THE PARTIES FOR BREACH OF CONTRACT, INCLUDING BREACH OF
ANY EXPRE55 OR IMPLIED WARRANTY, SHALL BE LIMITED TO THE MAXIMUM TOTAL
COMPENSATION PAYABLE IN SECTION 4 OF THIS AGREEMENT. PROVIDED HOWEVER, IN
THE CASE OF INDEMNIFICATION OBLIGATIONS OF THE CONSULTANT FOR THIRD PARTY
CLAIMS BROUGHT PURSUANT TO SECTION 10, THE TOTAL LIABLITY OF CONTRACTOR SHALL
BE LIMITED TO ONE MILLION DOILARS ($1,000,000).
21. Miscellaneous: The parties hereby acknowledge:
A. The City is not responsible to train or provide training for Consultant.
B. Consultant will not be reimbursed for job related expenses.
C. Consultant shall furnish all tools and / or materials necessary to perform his / her
Services.
D. Except as otherwise provided in the Services, Consultant shall not be required to
provide tools and /or materials for the participants/students in classes provided as
Services.
E. In the event special training, licensing, or certification is required for Consultant to
provide Services he/she will acquire or maintain such at his/ her own expense and,
if Consultant employs, sub-contracts, or otherwise assigns the responsibility to
perform the Services, said employee / sub-contractor / assignee will acquire and or
maintain such training, licensing, or certification.
F. This is a non-exclusive agreement and Consultant is free to provide his/ her Services
to other entities, so long as there is no interruption or interference with the
provision of Services called for in this Agreement.
G. Consultant is responsible for his / her own insurance, including, but not limited to
health insurance.
H. Consultant is responsible for his/ her own Worker's Compensation coverage as well
as that for any persons employed by the Consultant.
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22. Other Provisions:
A. Approval Authoritv. Each individual executing this Agreement on behalf of the City
and Consultant represents and warrants that such individuals are duly authorized to
execute and deliver this Agreement on behalf of the City or Consultant.
B. General Administration and Mana�ement. The City's contract manager is Preeti
Shridhar, Deputy Public Affairs Administrator. In providing Services, Consultant shall
coordinate with the City's contract manager or his/her designee.
C. Amendment and Modification. This Agreement may be amended only by an
instrument in writing, duly executed by both Parties.
D. Conflicts. In the event of any inconsistencies between Consultant proposals and this
Agreement, the terms of this Agreement shall prevail. Any exhibits/attachments to
this Agreement are incorporated by reference only to the extent of the purpose for
which they are referenced within this Agreement. To the extent a Consultant
prepared exhibit conflicts with the terms in the body of this Agreement or contains
terms that are extraneous to the purpose for which it is referenced, the terms in the
body of this Agreement shall prevail and the extraneous terms shall not be
incorporated herein.
E. Governin� Law. This Agreement shall be made in and shall be governed by and
interpreted in accordance with the laws of the State of Washington and the City of
Renton. Consultant and all of the Consultant's employees shall perform the Services
in accordance with all applicable federal, state, county and city laws, codes and
ordinances.
F. Joint Draftin� Effort. This Agreement shall be considered for all purposes as
prepared by the joint efforts of the Parties and shall not be construed against one
party or the other as a result of the preparation, substitution, submission or other
event of negotiation, drafting or execution.
G. Jurisdiction and Venue. Any lawsuit or legal action brought by any party to enforce
or interpret this Agreement or any of its terms or covenants shall be brought in the
King County Superior Court for the State of Washington at the Maleng Regional
Justice Center in Kent, King County, Washington, or its replacement or successor.
H. Severability. A court of competent jurisdiction's determination that any provision or
part of this Agreement is illegal or unenforceable shall not cancel or invalidate the
remainder of this Agreement, which shall remain in full force and effect.
I. Sole and Entire A�reement. This Agreement contains the entire agreement of the
Parties and any representations or understandings, whether oral or written, not
incorporated are excluded.
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.1. Time is of the Essence. Time is of the essence of this Agreement and each and all of
its provisions in which performance is a factor. Adherence to completion dates set
forth in the description of the Services is essential to the Consultant's performance
of this Agreement. '
K. Third-Partv Beneficiaries. Nothing in this Agreement is intended to, nor shall be
construed to give any rights or benefits in the Agreement to anyone other than the
Parties, and all duties and responsibilities undertaken pursuant to this Agreement
will be far the sole and exclusive benefit of the Parties and no one else.
L. Assi�ns and Successors. The Parties each bind themselves, their partners,
successors, assigns, and legal representatives to the other party to this Agreement,
and to the partners, successars, assigns, and legal representatives of such other
party with respect to all covenants of the Agreement.
M. Waivers. All waivers shall be in writing and signed by the waiving party. Either
party's failure to enforce any provision of this Agreement shall not be a waiver and
shall not prevent either the City or Consultant from enfarcing that provision or any
other provision of this Agreement in the future. Waiver of breach of any provision
of this Agreement shall not be deemed to be a waiver of any prior ar subsequent
breach unless it is expressly waived in writing.
fV. Counterparts. The Parties may execute this Agreement in any number of
counterparts, each of which shall constitute an ariginal, and all of which will
together constitute this one Agreement.
IN WITNESS WHEREOF, the Parties have voluntarily entered into this Agreement as of the date
last signed by the Parties below.
CITY OF RENTON CONSULTANT
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Denis Law Nate Brogan ?�--�-�'f
Mayor Senior VP
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Approved as to Legal Form
a'�'�'�.^s'k'M1C<G��(�`''`��+t,�.....
Lawrence J. Warren
Renton City Attorney
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modify a webpage no one overwrites another's work or accidentally removes important
��;� new information.Administrators can also override the lock,just in case someone forgets to
� unlock a page before completing their tasks.
CUSTOMIZE CONTENI' PUBLISHIItiiG APPRtaVAL PRQCESSES
�� /�� In order to maintain high-quality and consistent published web content, SitePublish
�/
features a Content Approval manager. Publishing Approval Processes support any number
i
of checks, revisions and multiple levels of sign-off to be custom-designed by Administrators.
They ensure that content is always approved by the correct user before it gets published
and is visible to your whole community.This tool also supports notifications and status
reports for all approvals to ensure that the approval process is handled in a timely manner,
no matter how complex it may be.
The City of Renton � Website Redesi�n Project Proposal �
°������'`��* WEBPA�''CClNTENT SCHEDULING � �
,
� SitePublish also provides Content Scheduling tools that make it easy to plan ahead and be
prepared for important page updates.These tools allow you to release information on a
given date, remove a webpage from the public view on a given date, auto-archive a page or
�� .
send stale-content reminders and reports that make it easy to track which pages need to be
updated. Content Scheduling tools work in conjunction with SitePublish's Automatic
Archiving and Page Hiding functionality,which streamlines archiving processes and makes it
easy to maintain information stored on webpages for as long as your City wants.
�����°` NEWS & ALERTS CONTENT ENGlNE
' SitePublish helps enhance your online communication potential by delivering time-sensitive
� information such as News and Alerts in multiple formats.The News and Alerts Engine is a
�u�;�, powerful tool that allows you to publish news or announcements in one central location
��, �,�,..
and have them appear everywhere on the site where you want that content to be.This tool
makes it easy to create highly-visible emergency alerts and notifications, and to keep your
community up-to-date on all your current news.
The News&Alerts Engine supports RSS subscriptions, allowing your stakeholders to
subscribe to your news feeds and receive notifications when new content is published.
SitePublish also makes it easy to send information
to those who need it with built-in email newsletters, �
subscription management,integrated mobile = TIPS FRQM TH�WCAG
support,email notification lists, mass email, and SitePublish's Accessibility
more. Checker will help you to
maintain Yaur City Website`s
adherence to some essential
Web Corrtent AccessibiliCy
��'fi,t,'itd':zy.,ry+.
�"� O�I-PAGE ACCESSIBILlTY CNECKER & Guidetines,such as:
REP+C?RTING ■ Provide Cext atternatives
fctr non-te�content.
Meeting W3C,WCAG, and Section 508 guidelines ■ Pravide captions and
��� is always a priority for government w�bsites,so other aiternatives for
�"��:� rrtiuitirxtedia.
SitePublish includes an Accessibility Checker to
■ Create content that ean
ensure your page meets legal requirements for be presented in different
accessibility on an ongoing basis. SitePublish can ways,inctudirr�by
also run reports out-of-the-box such as a broken dS515kIYE�ECI1ft0{OgIE'S,
without losirr�meanin�.
link validator,content update and usage reports,
■ Make it easier for users to
and page error verification reports. see and hear content.
� �
CONNECT�ENGAGE•SERVE
� ���,. �Hc�Tc,,�Bunns ,.,�
�* � Post an unlimited number of photos in photo galleries that support commenting on images,
slideshow functionality,as well as approval processes for uploads and comments to
maintain security and communications standards.
'���;�sr-b.r�
��`��""�-� �7�.��AL��}�°1�T�NT��p�7�T
SitePublish's Global Content Widget solves an age-old problem: having to publish the same
type of information in multiple places at once.Your content managers will overcome this
hurdle simply by dragging a global content widget on to a webpage where general content
���" that is relevant in many places can be published. Whenever content is updated in that
widget,the updates are applied to every page where the widget appears,saving valuable
time and ensuring consistent content quality and timely delivery.
�,;���rx.�;�:�,..,
��ta CLQIJD-BASED DOCUME�dT� MEDIA MANAGER
�`
� Upload thousands of document and multimedia files your City uses into SitePublish's
centralized Document& Media Libraries to facilitate the creation of a completely digital
��w.,A .F��� archive and resource centre for staff and citi2ens.
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Using this tool,administrators, councillors, department heads and even citizens can work
together to build,share and access an ever-expanding library of resources that will help City
groups and communities accomplish their goals and stay engaged.
This tool also supports Version Control and Permissions,which ensure that only the desired
version of a file is the one being used, and that it is only being used by the people who have
the requisite permissions to work on it or download it.
The City of Renton � Website Redesign Project Proposal �
�`�,":",_'"��; WEBPI�M�+'�t�RS1C}N CrJiV?Ftt�L MANAGEME{w� ,
,� x�;
`"��
� SitePublish's Version Control Manager enables side-by-side comparison of every version of
,
� content history,a particularly useful tool for comparing an existing content version with the
�;.,, ,��° latest one before it gets published.With this tool it is easy for authors,stakeholders and
"w"»a.:.,w;�:�r»��>�:s�,
administrators to check the content history and see what has been changed.With
automatic rollback support to any historical version,switching back to any earlier version is
simple.
"��'��^��� G�J�II ENT VERSI�N F�ISTORY TRACKI�JG & PERNl1SSIONS MANAGElVIENT
�'��
Permissions and version histories for all documents and media stored in SitePublish's
� Document Repository can be tracked and managed by Administrators, allowing them to set
� �.
�,,, �;,. exactly who has what access to which documents and media,and to view the history of
�;,;
'F�r�.�-.,�:.>.,,��`
�' how those resources have been handled and modified since being uploaded to your
website.The document management system fully integrates with CivicLive's Customizable
Workflow Engine—allowing documents to go through approvals, be emailed to the correct
recipients or output to other applications to speed document processing.
�,„��,a�,,,<�, � AUQ6TTRAILS
�,
��..
n�� 4,.
�
' To help meet security and reporting requirements,SitePublish provides full Audit Trails.
� „
� Administrators can use this tool to track users that have accessed and modified content, as
�`�� ,;�' well as timestamping access.With this system,your Administrators know who changed
��.::,,,.�;�.<,,;���..
content or replaced a document version, and when they did it.
,`��`�' ��;";'� ENTERP�lSE-GRADE P�RN'11551tJNS MAiVA+GEMENT
'w�;
b��
� SitePublish also provides the security and access control that a government website needs.
�� Powerful User Permissions allow control over who can view,create, edit or delete site
;�
�°;
��;, �;,, content.Your Administrators can give specific users the ability to access an mo i t e
��..,..
'..::,';'1.:,�%�Yn��'>
webpages or subsections that are most relevant to their role within your City government.
� . .
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CONNECT�ENGAGE�SERVE
,
� �`�r�4. 4J�Cit ���J Ot �"�RiX1���9ViMJ IYIANliL7�M�1�'
� To make the best of your City's Website management team resources, SitePublish offers
� Delegated Authoring Capabilities, enabling Administrators to set every user's permissions
<�,;.����...,..
for content management to embed and use advanced components such as calendars, FAQs
and forms without being site-wide Administrators for the entire Website.This feature can
save over-worked administrators hundreds of hours a year,and build distributed content
authoring and management structure that is perfectly aligned with your City's web
governance structure.
�"� �'��� TAX4NOMY & METADATA EDITING
�ti;r� What good is a library of document and multimedia resources if they can't be properly
organized and discovered with ease?Thanks to Civiclive's Taxonomy and Metadata Editor,
organizing and categorizing your website resources becomes effortless. This tool enables
^����,�s,��"��
users to tag information and documents and create hierarchies that make searching for and
navigating to specific resources easy and intuitive.
�.a����'d�,, (.�L014rR4 Li1Y(L� �D�1{�(1
�.
��Y
Quick Links are a versatile navigation tool that can be deployed on homepages and
subpages while also enhancing the look and feel of a website.SitePublish allows content
��
managers to design,create,edit or remove quick links through a widget that can be added
����:,���>.���.�.
to webpages.
viM.�d�,"'.J%:&i
f,at ���`� UN�.�MIT�d �UB��TE MAN1�C7���N�
�
�-
� We may be implementing SitePublish for one website right now, but our CMS can be used
� b our Ci to mana e all of the website r
y y ty g s you ope ate for years to come. Site Management
`������� tools can be used to administrate multiple complimentary sites such as tourism, police,fire,
economic development,and any other websites your City agencies and departments
maintain independently from www.rentonwa.gov.
The City of Renton � Website Redesign Project Proposal �
1
A Mobile- p�i � �d eC�a�ernmer�t ution
Between the anticipated eclipse of tablet sales over conventional computer sales and recent studies that show 28%of
all website traffic being conducted using mobile devices,the message is clear to governments:your citizens want
information accessible on the go.
That's why CivicLive wants your City to offer web-based services where your citizens will use them the most.
CivicLive's 3 proven mobile-optimization methods are:
�
RESPONSIVE
WEB DESIGN
CUSTOM
ANDROID & iOS
� SMARTPHONE '
APPS
r�
�
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BROWSER-BASED
WEB APP
Whether navigating through full webpages optimized for an end-user's specific device,or quickly navigating
between specialized application sections,your end-users will get the information,resources,and access to
municipal services that they want on whichever device they're using at that time.
� R����
CONNECT•ENGAGE•:aERVE
� RESPONSIVE DESIG� �
Responsive Design maintains a consistent look and feel for your website across all platforms, keeping
navigation familiar to end-users. Furthermore, services and functionality can be securely accessed from their
mobile browsers at once,without the need to switch between multiple mobile apps that your City may have
developed in the past;with a responsive-design website from CivicLive,the web services your citizens need
are all there,just like with their desktop experience.
� DtD YOU
s KNOW?
Responsive Design
is induded with our
proposal!
��
Responsive Design is included with every
CivicLive implementation and is the simplest, most
effective means for making your website function optimally on
any screen size and any platform. Depending on your project �
requirements, responsive design may be the only form of
mobile-optimization your website needs.
The City of Renton � Website Redesign Project Proposal �
1
CIVICLIVE SMARTPI-�E APP �' �
Smartphone technology is notable for its emphasis on specially-designed applications that c�eate intuitive
interfaces for performing thousands of different tasks with varying degrees of complexity on one touch-
enabled mobile device. Hundreds of eGovernment apps have been developed for use with municipal
governments,often focusing on one small task or feature. However,are these apps right for you? How well
do they integrate with your City's web technology and web governance plans?
Civiclive's approach to the Android and iOS smartphone app is simple: it provides quick,easy access to the
eGovernment services we provide on your website via an intuitive app interface designed to match your new
CivicLive-designed website.
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This takes the onus off of technology and web administration staff in your government to maintain multiple
systems and platforms,each with varying update frequencies, specialized functions and resources,allowing
for a more efficient, consistent and accurate internal content and information management.
With our smartphone app as part of your CivicLive eGovernment solution,your end-users can enjoy seamless
integration and access to consistent information and data on all their devices,empowering them to get the
best possible experience from your government in terms of service and citizen engagement.
� � .
CONNECT�ENGA6E•GERYE
BROWSER-BASED 1i�c QPP `�
Want your CivicLive solution to work best on common handheld devices without the need for downloading
Apps from OS-specific App Stores?Try Web Apps.
CivicLive's Web App is a perfect solution for customers who have smartphone optimization as a high priority,
but who don't necessarily want to limit that accessibility to App-based operating systems.
A Web App is accessed using the default(or any preferred) browser App available on an end-user's
smartphone through your conventional URL. However, when your website appears, it is not displayed as a
full-size webpage on the device's corresponding screen resolution. Instead, end-users see a pre-determined,
more touch-friendly interface that has been developed by the CivicLive Design Team.
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CI"C�t E"�PI't"S .
The City of Renton � Website Redesign Project Proposal �
Citizen En � e r�t Solutions �'''
Effective government websites go beyond delivering information
online:they create a gateway for citizens to get access to the It's surprising how poor many
resources and services they need and want. government Web sites are to this day.
They're poor/y organized, and most
People are becoming used to easy self-service options for everything eGovernment applications are still very
from shopping for clothes to buying cars—and the proliferation of agency-centric, rather than focusing on
what would make sense to the citizen."
services and technology that has evolved from this phenomenon is
proof that it works.So, it only makes sense for your government to Rob Atkinson
provide this leve)of convenience in your citizens' lives. President of the Information Technology
and Innovation Foundation
Examples of our Citizen Engagement Modules:
Citizen Dashboards � Public/Private Discussion f-- � Polls
Collaborative Social Groups Forums � � Topical Voting
Customizable Surveys Searchable Staff Directories ; RSS-Subscription Support
Unlimited Blogs with Podcast Site-wide Search 1 News Engine
and Streaming Video Support Citizen Services Request j Emergency Alerts
Multi-Leve)Calendars with � i Free/Paid Permits&license j � i Wikis
j Year, Month,Week, Day views, i Applications � j � Searchable Business Directories
j Full Filtering and RSS � Customizable Forms j � FAQ Pages
1 ' � ,
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CONNECT•ENGAGE•SERVE
. ,����`��' �� C#TIZE�ASNBC?ARDS �
�,,
True eGovernment practices empower citizens and other stakeholders.That's why Civiclive
created Citizen Dashboards. With these dashboards,everyone in your community can
��s��s-A�N�
register on the website and receive a personalized eGovernment experience and a one-stop
source for all the information a specific citizen may want from your website. On one page,a
citizen can:
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CivicLive offers a versatile Citizen Request System that can be used to simplify the process
of discovering and requesting government services right from your website.This system can
�.
�:�,y n, be used to fulfill a myriad of different roles, including(but not limited to):
,�„.. ,:�
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1 Reporting Potholes
,/ Applying for Parking Permits
./ Applying for Pet, Hunting& Fishing Licenses
./ Reporting Graffiti &Vandalism
1 Requesting Oversized Garbage Pickup
./ Requesting Business Registration Certificate
./ Anima) Control Reports
,/ Reserving Public Parks Facilities&Applying for Campground Permits
Once requests are submitted,The Citizen Request System routes them to the correct
department or person using our powerful Workflow Engine. Citizens can also track their
requests from their Citizen Dashboard to make sure it is handled correctly, consistently and
in a timely fashion.
The City of Renton � Website Redesi�n Project Proposal �
.><:;�F:.�:.��,,, .
��";. � E-+COM CE �RAMEWt�RK rr„�ii
�' ����
� City services aren't always free.That's why Civiclive offers an E-Commerce Framework,
allowing your City to offer paid online services such as registering for events right alongside
�,�,k,.
cost-free services. In order to maintain security,transactions can be processed using PCI-
compliant hosted pay page payment processors.
S�?CIA1.GROUP5
! Give your community the power to engage with your government in a focused group
� environment using our Social Groups module.
� Social Groups utilize numerous SitePublish modules in a public or private group context in
order to create professional network, build a knowledge base for that specific group, and
foster collaboration on documents and other resources shared on the Web.
Now you can give committees, action groups and
citizen groups their own place on the web
without having to worry about the security of
other social networks,or the confidentiality of
that specific group's tasks and resources. �
;.,
.��
��"'�`Y'��'�:� VO�"ING, POLLS AN� SURVEYS
��
� � Voting, Polls and Surveys lets your government get feedback and gather community
reactions on any kind of specific topic where granular, individual citizen data is desired.
��� �� These tools also include real-time results and detailed reporting so your administrators can
�.��,.,;���;-.;���'��'
track and measure engagement.
� ��
CONNECT�ENGAGE�SERVE
. �,���,�� pR�vA���noa�R�T�D allo/o� pug��c o�s�seaN �o�un�s
��.
Start the conversation with SitePublish's Forums modules—the perfect
place for private (or publicj online discussions,conversations and
debates on specific topics.
Includes security
and moderation
capabilities ta hetp
build safe and
constructive
dialog.
S,�„�,`�"<�,�.�; MllLTI-�EVEL CALENDAR
� �
�.
� SitePublish's Calendar module supports multiple integrated calendars, allowing a City to
� separate calendars by topic,and also merge calendars for stakeholder convenience. For
�.; �,� example, a mayoral aide could post an event to every calendar in the system,while a
5�'4.,„
p^'�`"`""�"„M meeting could be posted only to a specific calendar.The calendar exports iCal files to
Outlook to maintain consistency,and supports RSS subscription, allowing users to subscribe
to events they want to be updated on.
,yM��`�`,�:"`��kw,�� GOVERNMENT BL{3GS AND PODCASTS
Make your government's online connection to your citizens more personal by using
CivicLive's Blogs& Podcasts module for staff, political figures and other notable people who
`��:, ,�`� work with your government.With this module, City representatives can create a web blog
���"�'�'�� that they can update on their own accord and enhance its content richness with podcasts
and videos, and use moderated or open commenting from other users.
The City of Renton � Website Redesign Project Proposal �
�,°`��'`��� STAfF CTORY & PROFILE PAGES � .
� �.
��
+ � The Searchable Staff Directory tool provides searchable �'�,
� online listings with customizable contact information and /�.3.
� optional profile pages for each staff inember.These �
� directories make it simple for citizens(and other staff)to "'°��
find the right contact person in the shortest amount of
time.
�'V�x��'��
���.:��,``��� SEAR�MABLE Lt�CAL BUSINE5S UIFiEGTORY
� �
�"�, Just like key City staff can have personal profiles and be searchable in a Staff Directory,sa
� � can local businesses.CivicLive can create a Searchable Business Directory for businesses
���
�� „�� operating in your City that can display search results by customizable filters such as business
�, �>
,��:.
categories.
S�AR�H
<,.���°: "µ�,,:<:�„� EVENT MAiVAGEI'VlENT& EVEIVT REGISTRATION
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attendees, integrate events with the calendar,view reports on event participation,create
waiting lists,and make event-specific Forms.
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OSitePublish provides fuil built-in Search capabilities with a Unified Search Tool.
��� , The search modules provide simple and complex searches, ranking and results control,
�"�'w�;�:.,;�,. metadata search,and full Google Integration if desired.
�`�"'��"'��,� LIVE VIDEO STREAIVIING 5UPPORT
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k,� If your City can access its community via mediums such as television and radio for live
broadcasts,why not add the Internet to that list as well?With Civiclive's Video Streaming
� Integration framework,your City's website will become a primary place to live stream
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videos of council meetings,announcements, City events, and more.
By integrating with well-established 3�d party video streaming providers(EG-YouTube)with
robust video management and unlimited storage space,your City can easily utilize your
website as an essential video sharing destination.
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One of the greatest benefits of choosing Civiclive's eGovernment solution is that it doesn't just offer new ways to
engage citizens and make website content management easy for your staff, it also offers new ways for your staff to
improve how their primary roles in your government work as well.
Our Productivity,Transparency&Accessibility Management Tools include:
Advanced Drag-and-Drop Intranet Management
Workflow Manager Scheduled and Automatic
Meeting Agenda, Minutes and Archiving
Media Manager 'I Want To...' Navigation
Structured Content Publishing Mega-Drop-Down Menu
Approvals Navigation
Granular User Permissions Automatic Breadcrumb
Group-based Permissions Navigation
Activity Logs Accessibility Checker
Full Audit Trails designed to Text-Only Page Creation ��
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� Making sure your eGovernment solution works smoothly requires a governance structure
that makes effective use of your department staff,department managers,and higher-level
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administrators.
To enable effective web governance structures for important website-related tasks,we
offer an intuitive drag-and-drop Workflow Engine that allows your staff to easily map out
custom processes and staff duties related to just about everything you need your website to
do,such as:
�� Manage content development approval a Make sure Citizen Requests, Reports
before content gets published anywhere and Applications are routed to the
on the website right staff and managed effectively
Review and edit press releases and news ��, Process job applications for job
stories before they are published postings published in our 1ob Postings
module
' Simplify bidding and bid submissions to
publicly tendered RFPs
The City of Renton � Website Redesign Pro.ject Proposal �
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Nothing makes fostering government transparency values easier than providing immediate
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�`��, transparency by thoroughly documenting council meetings, CivicLive has created a
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SitePublish Meeting Minutes&Agendas module specifically-designed for sharing meetings-
related content such as Agendas, Minutes, and Audio/Videos Recordings.
:�������� INTRANET & PRIVATE STAFf COLLASQRATION GRUUPS
Depending on your City staff needs, some form of private web space for inter-departmental
collaboration and resource sharing will need to be created.
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��`'���,.���_� �{"s� For smaller endeavors or specific projects,CivicLive's Social Groups module can be
configured to be private and restricted so that only certain staff users can access that
group's content and resources.
�'� For larger endeavors, an entire Intranet site can be created with customized access and
content management permissions restrictions.
All of SitePublish's useful modules such as Calendars, Document& Media Libraries, Blogs,
and Surveys/Polls/Votes can also be used on Intranets as well.
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� SitePublish supports the latest SAML SSO standards that provide easy integration to identity
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providers such as ADFS. Identity providers allow for managing user authentication across
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access to multiple applications.
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� Manage publicly-tendered RFPs, RFIs and RFQs right from initial posting to submission
evaluation processes using SitePublish's Bids Posting&Submissions module.Any number of
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RFPs and their related documents can be uploaded by your staff and made openly available
for download or restricted to specific users.
If your City wants to encourage fully paperless bid submission processes, a workflow can be
created that ensures bids are routed to the right staff members responsible for evaluating
proposals.
The City of Renton � Website Redesign Project Proposal �
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!US P G & APPLt�ATlONS �
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!;� Instead of relying on third party applications that create barriers to filling the jobs your City
� has available right now, simply post those jobs on SitePublish's integrated Job Posting and
��,„, Applications module.
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This tool also allows candidates to register as users on your website and submit resumes as
attachments to an application form.Just like with our Bid Posting&Submissions module,
job applications can also be processed electronicaly via submission review workflows.
"n`�'�`�°" AFtCHl1/I'�9G $c REC+L�RDS RETENTION
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�� � As part of CivicLive's commitment to fostering government transparency and information
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accessibility,our eGovernment solutions are designed to maintain virtually unlimited
�:.x �� amounts of di ital archives.
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Accessing these archives is never inhibited; content versions and older documents can be
retrieved and made accessible online again based on the needs your City has for them.
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At CivicLive,we want your website to offer a limitless range of functionality, either by solely using our software,or by
integrating with preferred external systems.
In order to help your website reach its potential,SitePublish includes a robust set of web services, rich XML support for
input and output, and APIs for easy interoperability.
Some examples of how Civiclive integrates with 3'd party software and applications:
APIs&Web Services ArcGIS Integration
Google 5earch Integration Google Analytics Support
Google Translate Integration PCI-Compliant Online Payment
Social Media Feed Integration Processing Integration
Social Media Sharing [like, YouTube and Vimeo Player
tweet,+1,etc.] Support
Interactive Links Integration RSS
� E-Pub Reader Integration SQL Server
Flickr&Google Photos � LDAP
Integration
The City of Renton � Website Redesign Project Proposal �
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CivicLive can integrate Google Analytics into your Website to provide staff with the ability to
track and analyze web traffic throughout the site.This integration will provide reporting
�� ��,, � capabilities such as page hits, user statistics,top searches and best performing pages.
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� SitePublish supports the ability to import an existing directory of user credentials to be
� imported in to SitePublish in order for those users to be able to use those credentials to log
�� � in to SitePublish. LDAP removes the need for additional credential management,simplifying
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any security processes your City may have in place for maintaining a high number of staff
credentials.
�"�Y�"µ°' PRt�VODE REAL.-TIME, CR{?SS-PiATFORI!/! INFO�RMATIOiV UPDATES WITH
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SOCIA�. MJEDIA FEED INTEGRATI09U
�� Your City most likely already provides time-sensitive updates to followers on social media
�"�... � communities such as Twitter and Facebook—so why not share these content updates on
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your website with prominently-integrated social media feeds on your homepage?
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,� w,� Integration with multiple GIS systems such as Google Maps and ArcG15 can provide diverse
� � data mapping for City services. Real estate, business registries, zoning and many mrare areas
�"`���,.,, q m�� of City responsibility can be mapped,viewed and tracked.Additionally,the mapping
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systems can integrate with other modules to allow you to track and map requests,
complaints, and more.
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CONNECT•ENGAGE�SERVE
Suppa�t, Hostin Maint�nance `''
CivicLive has proposed a Software-as-a-Service (SaaS)solution as
our response to your Website Redesign project's long-term #��CivicLive'sj replies are a/ways
requirements. pertinent and expedient. !
appreciate the service they are
With a SaaS solution,your City administrators will enjoy: providing and/believe it is a real
asset to our community. Thank you
./ Access to CivicLive's friendly Technical Support team for any for providing us with excellent
service-related or usability-related needs; service,staff and products.
✓ The freedom to have as many users as your City needs;
./ Hassle-free software maintenance for our SitePublish CMS; ludy Pennel!
./ Reliable, enterprise-grade website hosting&data protection
HFHS IT
services.
TECHNICAL SUPPORT SERVICES
Technical Support Services provisioned with a SaaS solution are as follows:
�� A TOIL-FREE SUPPORT HOTLINE
During our extended business hours,your users can contact CivicLive's Technical Support Team directly
using a toll free telephone number.This number is first directed to your Dedicated Support Specialist,
and then to an alternate team member if they are not available.
'�� EMAIL SUPPORT
Submitting support inquiries via email to your dedicated support specialist is a great way to outline more
complex support issues that may result in a Development Ticket or Design Ticket being issued for a
specific request.
LIVE ONLINE CHAT
Technical support via Live Chat is also provisioned as part of our SaaS solution in order to get access to
fast, over-the-web help from a Technical Support Specialist. Live Chat help is particularly beneficial for
in-context usability assistance (ie: getting an answer to a software usability-related question that arises
at that exact time).
EMERGENCY PAGER SUPPORT
For off-business hours emergency support requests,CivicLive offers a pager number that notifies your
dedicated Support Specialist that your CMS Administrators have called in to support. Emergency support
via pager is prompt,which maximum response times averaging 15 minutes, 24 hours a day.
The City of Renton � Website Redesign Project Proposal �
�� A STRUCTURED �ALATION PROCESS ,� �
CivicLive offers a structured procedure for any technical support-related issues that are escalated past
the point of a CivicLive Technical Support Specialist's capabilities.This escalation procedure involves first
deferring to the CivicLive Client Engagement Manager, and then, if necessary,to our company's Chief
Technical Officer.
TECHNICAL SUPPORT TICKET TRACKING
For support issues that aren't resolved over the phone or within 24 hours,CivicLive's Technical Support
Specialists keep your City staff up-to-date by creating and managing Support Tickets. Email updates on
support progress are sent to your designated staff contact person from initial definition to resolution,
ensuring effective communication and documentation of the support issue exists for reference.
ACCESS TO CUSTOMERNET — OUR CLIENT INTRANET
Your system administrators can be given access to CivicLive's private customer intranet,CustomerNet.
CustomerNet serves as a collaborative web space where your staff can participate in discussions related
to tips and tricks on using our software,accessing user manuals and videos, read up on CivicLive news,
and more.
r� UNLIMITED-USER SOFTINARE LICENSE
CivicLive doesn't want to limit any City's website management experience and processes by limiting the
number of staff users who assume web management roles using our SitePublish CMS software.That's why
CivicLive's Software-as-a-Service solution includes an unlimited-user software license that is bundfed
together afong with technical support and software maintenance services in to one low annual services fee.
In other words,the Renton's web governance team will never feel pressured to limit the number of users on
the SitePublish CMS;any member of your City's staff can contribute to your new eGovernment strategy!
SOFTWARE MAINTENANCE & UPGRADES
CivicLive invests considerable resources in to the long-term maintenance and development of our SitePublish
CMS software.We give every client access to our software maintenance and upgrade services in order to
ensure the SitePublish CMS your City uses is always the latest and best version of our software.
Benefits of our Software Maintenance and Upgrades include:
.! Getting access to the latest eGovernment tools and modules we develop for SitePublish
,/ Ensuring that software is always up-to-date with CivicLive's latest security standards
,/ Software upgrades are handled by CivicLive's team,which means your IT team never has ta worry about
spending time on instal(ing updates themselves
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� WEB HOSTING SER�tS & INFRASTRUCTURE �''
Your citizens want secure access to your City's website at all times, and a great way to make that happen is
by eliminating potential technical difficulties that could occur on local server and network environments.
That's why we encourage every City to choose our SaaS solution; hosting your website at our state-of-the-art
datacenter eliminates virtually every hardware, network connection and security risk that may impact your
website and your users.Take a look at some quick facts about our datacenter:
0 ` ' " � • •
TC}TAL BUI�DlNG AREA 85,000 square feet total space.
RAISED FLt70R AREA 25,000 square feet of raised floor over four separate computer areas
14,000 square feet of raised floor over administration&support areas.
DATA CENTER AREA 25,000 square feet of two foot(2')raised tile floor.
DESfGN CRITERIA Purpose design/built data center based on 99.9%system availability.Former banking
and e-commerce hub for major national Bank. In operation for over five years.
HYDRO COIUNECfIONS Twin incoming mai�feeders at 13,800 volts/4000 amps,each with multiple diverse
routing from hydro grid.
PQWER BACK-UP Three standby generators(two at 1.5 megawatts,one at 1.35 megawatts for a total of
4.35 megawatts total standby power).Over 30,000 liters of diesel fuel on ha�d,
capable of running the building at full capacity for over 72 hours.Two fully
independent UPS systems totaling 2,700 kVA,with hot tie capability.
FIRE SIJPPRESSiQtV • VESDA(Very Early Smoke Oetection Apparatus)supporting an INERGEN gas fire
suppression system.
• Interlocked dry pre-action sprinkler systems both above and below the raised
floor.
• Computer room areas have an independent two-hour fire rating,separate from
the remaining building structure.
SECURITY . Facility entrance and security areas are protected with bulletproof glass, NATO
rated for small-bore missiles.
• All exterior walls are custom reinforced.
• 24 X 7 manned security.
• Intrusion detection systems.
• Card access control for multiple secure zones.
• An array of video monitoring and image capture systems both inside and outside
the building.
• Remotely-operated truck bay capable of full-sized tractor-trailer within a secure
environment.
FACILITY MONITORWG Invensys direct digital building monitoring system encompassing over 2,000 individual
monitored devices(heating,cooling,water,air conditioning&ventilation).
The City of Renton � Website Redesign Project Proposal �
� DATA PROTECTION �VICES �
Since data and user security, privacy and access are primary concerns for every City's IT team, CivicLive
ensures that the following security measures are built right in to our hosting infrastructure:
�_� MONITORING & BACKUP
Civiclive's Managed Backup service provides tape backup to prevent loss of data due to accident,
hardware failure or environmental disasters.The backup solution typically results in one full database
backup plus five incremental backups each week based on CivicLive's backup schedule.
Civiclive will perform tape validation and maintain an activity log for each backup to ensure successful
completion. Our system design automatically detects problems at any stage of backup ensuring a very
high level of data security and availability.
Monitoring ensures that your City's data is safe and always secure. Backup reports deliver a variety of
logged statistics that include the backup cycle,success or failure and the amount of data backed up.
`�� FIREWALL & PRIVACY
CivicLive's firewalls are designed to restrict the type of traffic and originating IP addresses that can
access Renton's servers.This service is based on our shared firewall infrastructure. However, CivicLive
can also provision a dedicated environment,where our Implementation Analyst will work with your
team to define security rules in order to deliver a customized firewall security policy that meets your
specific security and privacy criteria.
��,� DISASTER RECOVERY
Civiclive's client databases are backed-up daily and stored in an offsite location separate from our
primary datacenter. In a disaster situation,the main location will fail-over to an alternate cloud server
with a recovery time objective of 72 hours to the previous nightly back-up.
�`�� DATABASE & NETWORK REDUNDANCIES
Redundancy is managed at power,firewall, network connectivity,server configuration,web server and
database server levels.
�:; POWER
CivicLive provides redundancy in four different levels of the overall hosting configuration.These include
redundancy at the incoming power supply, uninterruptible power supply,standby power generators,
rack power,web server, and database server levels.
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� ��� SECURITY APPR�,,:H �.
CivicLive employs a layered defense system to protect its hosting environment against malicious attacks,
while maintaining open and reliable access to end users.
At the core of the CivicLive security program is the Security and Architecture Team. They remain vigilant
and aware of the rapidly evolving security environment by continually tracking and testing new
products,tools,and software patches that become available to counter threats or vulnerabilities.
Although the Security and Architecture Team comprises the core of CivicLive security, day-to-day
operational support of Renton's systems, including handling of Renton-specific security issues, is
provided by a designated Civiclive Customer Support Team. Collaboration and communication between
Security and Customer Support Teams ensures that Renton's deployment is protected with
comprehensive security measures.
Civiclive employs engineered secure builds for every supported platform (operating system and
applications)delivering enhanced security, manageability, and availability. Hardened server hardware
configurations are standard and provide yet another level of security.The server build,when used in
conjunction with other security features and services, provides a solid defense against intrusions and
malicious attacks.
�,.,,��:� SECURE DESIGN AND CONFIGURATION
:
CivicLive web solutions are designed in a multi-tier architecture that offers security within and between
each network tier.Tiers are often classified as Access Layer, De-Militarized Zone (DMZ) Layer,
Application Layer,and Data Layer.
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The City of Renton ( Website Redesign Project Proposal �
T� r�ar rk r ject Impl menta"'��n
eth dol� y
CivicLive uses a proven 8-phase project implementation "For someone that is not so tech-savvy, 1 was
methodology cailed SmartWork to take your able to follow the lead of the folks at CivicLive to
eGovernment project from conceptualization planning help create our site. We were asked for our input,
to a complete implementation that ends with a live what we wanted, how we wanted it to took, and
it's like they used the images in my mind. 1
website. appreciate the weekly one-on-one calls with our
SmartWork's 8 phases are each designed to address �mplementation analyst, Kevin Nguyen. He
explained the system and web creation tools to me
specific project milestones.Via our Project Manager, in a way that made sense. With his approach, I was
your City Project Team gets to interact with a number of (ess intimidated. 1 felt comfortable with the
Civic�ive technical specialists throughout the SmartWork process, and even enjoyed it. The trainer, Thomas,
implementation. did such an excellent job with me and with our
staff. When he left, we felt con�dent that we'd be
Learn more about SmartWork's 8 phases,key project able to transfer content and create content.
Thanks, CivicLive!"
milestones,and the numerous project deliverables in
the following section. Natalee Flynn
Clearfield City PR Coordinator
PLANNING
� . .- DESIGNING
�"o
ENVISIONING CONFIGURING
�''� TRAINfNG
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� '� THE ENVISIONING P�E �r�'
The Envisioning phase kicks-off your Website Redesign project and is designed to create a dialog between your
project team and our Project Manager about what the goals and constraints of the project are. In this phase,
CivicLive meets with City of Renton team members and begins to determine the exact solution that will make
the project a success.The purpose of the Envisioning Phase is to begin to build a shared vision of the project
among all the key stakeholders of the project.
After the project kick-off meeting,our Project Manager creates a project roadmap in a Vision Scope Document
which is used to begin the more technical project planning that occurs in the next phase.
The Envisioning Phase typically only lasts for one or two days; a meeting
day, and a day for our Project Manager to finalize the Vision Scope
Document-the first Website Redesign project deliverable your team
receives from CivicLive.
THE PLANNING PHASE
During the Planning Phase,CivicLive creates specific and measurable plans to define how the solution will meet
the definition of success as laid out in the Envisioning Phase.This phase is dedicated to detailed requirements
gathering about specific aspects of the project and how our proposed solution will address them. Everything
from the most general creative elements to the most specific technical details are outlined, and will include
project elements like:
�� CivicLive Team and Renton Team Roles& Responsibilities by SmartWork Phase
��n SitePublish Configuration Functional Specifications
�� Webpage Content Migration Plan
��x Stabilizing& User Acceptance Testing Plan
�'� Long-Term Software Update& Maintenance Plan
We will work closely with your team to analyze your current content and clearly define that all information is
presented in an organized,consistent and predictable manner on every page for wwrw.rentonura.�cav.
The Planning phase closes with the project's first milestone and second deliverable:the creation and sign-off of
the Master Project Plan and Project Charter—critical documents that will be used by both teams as the project
progresses.
The City of Renton � Website Redesi�n Project Proposal � •
THE DESIGNING PHA�+' �
Citizen engagement, usability and effective web presence-building all depend on quality web design work.And
that's why CivicLive places so much emphasis on the Designing phase of our project—we want to ensure your
Website Redesign project results in the most tangible success indicator—a beautiful, usable website!
We want to make sure our design work is exactly what your City staff,citizens and other stakeholders want,
which is why we've broken down the Designing phases in to 4 processes that begins with a Design Vision &
Analysis surveying process,and ends with the CivicLive Design Team implementing the design elements in our
SitePublish CMS.
TFIE DEStGN V151C►N & REQ,UIREMENTS-GATHERING PROCESS
CivicLive begins the Designing phase with a process focused on determining the unique needs of your
community and gathering relevant requirements that will shape your website's look and feel.
This process is focused on developing a plan fo�addressing the following 5 critical elements of eGovernment
web design:
✓ Usability ,/ Search Engine Optimization
1 Simplified Access to Information ./ Web Accessibility
./ Consistent, Beautiful Look-and-Feel
Everything we plan, design and build in the Designing phase will consider those five tenets.And, in order to get
started on the right path,the Design Vision and Requirements-Gathering Process gets our Delivery Team and
the Renton Project Team thinking about—and planning out—design-related deliverables with these aspects in
mind.
This Design Vision and Requirements-Gathering Process can include the following tasks and deliverables:
�� An open or closed survey of Renton staff website design input.
� Use Cases and Stakeholder Usability Scenario documents with planned
solutions for improving those scenarios through design-related
elements.
� A Website Design forum in your community to get in- �5�
person feedback on desired functionality and design af users want to find
suggestions from external stakeholders such as citizens. the informBtiOn they
are looking for
in 3Q seconds or less
and leave the si#e if
they're unsuccessful
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� TH� iT��A�r�v� iti�oR�,,�r�oN a�cH�T�cTu�� D�s�GN �Raa��
A good Information Architecture(IA)—how the information is structured—ensures a website's information is
structured logically and is easy to navigate.
Building the best possible Information Architecture will not just offer immediate usability improvements—it'll
help Renton staff maintain and expand the website's content for years to come.Our Iterative Information
Architecture process is our Designing phase's first collaborative step and involves our Design Team, our Project
Manager, and your City project team.Together,this group applies the planning and analysis conducted in the
Design Vision &Usability process to a site map that will outline how information is defined, structured and
linked to across the whole website in terms of page hierarchies.This process focuses on organizing webpages
and other web resources in a structure that is
aligned with users' needs,your City's organizational The new city website now reflects the true
requirements,and search engine optimization. character of Redmond, and the navigation is
easier, quickly getting to where you want to
The Information Architecture process ends with go, often with just one click."
the first major milestone of the Designing phase: 1ohr� Marchion
Mayor of Redmond,Washington
the Finalized Website lnformation Architecture.
THE ITERATIVE WIREFRAME DESIGN
PRt3CESS
Wireframing is an iterative design process that examines page-level information architecture, as opposed to
the site-wide information architecture that was planned in the previous process.
Wireframing is an industry-standard web design
process that is great for giving your City staff the
chance to see how much informatian is best
displayed on the homepage and various types of
subpage templates.Wireframing is a highly •
interactive iterative process, and is our Designing
phase's first opportunity for your staff to visualize '�'
(and participate in!)the usability and accessibility
improvements CivicLive will make to your website.
The Wireframing process culminates with the
following critical deliverable: the Finalized ;�,::.<
Wireframes. _'%"
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The City of Renton � Website Redesign Project Proposal �
THE ITERAT1vE 'N�'EaF� DEsiGN P�tocEss �r+ .
In this stage,CivicLive adds color and depth to the website's design wireframes to bring the site to life and
ensure that it will build a strong, positive image for your City.
We want it to become an effective web marketing asset just as much as it will become an eGovernment web
services asset to your community,which is why this completely iterative process only ends when your project
team is completely satisfied with the work we've done.
This is where we create the website's Loak and Feel.
We believe that the look and aesthetic of a website contributes a lot to its success.www.rentonwa.gov's look-
and-feel will convey the image and appeal of Renton.A strong design theme will also aid with site navigation
and entice users to return in the future.
Here are some examples ot design elements we address during this process:
� PROPER IOGOS & UNIFYING HEADERS/FOOTERS
Consistent use of the City's logo and headers to merge appropriately with the homepage and all
subpages.
��� STANDARD NAVIGATION & SEARCH
Standard, simple,easy-to-use navigation features such as breadcrumb hyperlinks will tell users
where they are,where they've been and where they can go,while a helpful, accurate search
option will be on every page to provide an alternative content discovery option.
��� DIFFERENT TYPES OF NAVIGATION EIEMENTS
A combination of inega drop-down menus,side and top waterfall drop-down menus, breadcrumb
hyperlinks,graphical quick links tables,and other navigation elements will make it easy for users
to track where they are and where they want to go. Our idea of successful navigation elements
includes making it possible to find virtually any web content within three clicks of a user's current
location.
�� TONE & COLORATION
Contrasting tones will be used between text and background images to reduce eyestrain,while
the background shall be comprised of muted tones that are subtle and never overpowering.
_� CONSISTENT DESIGN THEME & BRANDING
Consistent look and feel throughout the site will prevent users from getting overwhelmed and lost
within the site.This is facilitated through the use of Subpage Template design(s).
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CONNECT•ENGAGE•SERVE
THE TECNNICAL IMPLE�NTATI+QN & PAGE TEMPI�ATE CREI�I►N PROCESS
Once the interface design,wireframes and information architecture have been approved by your project team,
Civiclive will begin applying those design deliverables to a selection of responsive-designed webpage
templates in SitePublish.These pages are what the CivicLive Analyst will use for configuring the numerous
SitePublish eGovernment modules your City website will feature in the Developing phase.
CivicLive also uses this final stage of the Designing phase to address numerous user accessibility requirements
—many of which are mandatory for public sector websites—and search engine optimization requirements.
Addressing these requirements at the page template level allows CivicLive to make sure Renton staff don't
have to worry about managing them,although our Training phase will give them the knowledge to do so.
�� USING HTML, JAVASCRIPT, AND CASCADING STYLE SHEETS (CSS)
Style sheets are the primary method we ensure a consistent look and feel throughout the website.The
design team utilizes HTML,JavaScript and CSS to give the user the best possible online experience and
improve the look-and-feel of a site as it is viewed across multiple browsers and devices.
�`�i� PAGE-LEVEL SEARCH ENGINE OPTIMIZATION CONFIGURATION MAKES THE
WEBSITE SEARCHABLE
While great search engine optimization (SEO} is maintained with content management best practices,the
foundation of SEO is in the page-level details. Making the site authoritative, available and readable to
both humans and search engines is a key process that includes content&source code optimization,
navigation and internal links optimization; meta-tag creation/adjustments, and XML sitemap creation—all
of which your users can be trained on in order to effectively manage SEO over the long term.
�'� CROSS-BROWSER COMPATIBILITY TESTING
CivicLive conducts�igorous cross-browser compatibility and consistency
testing using both traditional PCs and Macs as well as mobile devices such
as smartphones and tablets. Our industry-standard range of supported and Potential tourisfis
tested web browsers includes: and investors who
cannot�nd the
1 Internet Explorer ver.9+ ./ Google Chrome ver.26+ information they need
1 Apple Safari 5.1+ 1 Mozilla Firefox 16+ �+i+i!(nat convert into
./ Opera 12.1+
revenue sources.
��{ NETWORK & CONNECTION ACCESSIBILITY
Civiclive can design your website to accommodate varying network connection speeds that users in your
City may have. Our Design Team can employ smaller file sizes for images and other multimedia, and
conduct page load time testing to ensure webpages load within desired limitations on slower Internet
connections.
The City of Renton � Website Redesign Project Proposal �
��` ADA AND W3C Gl'�+�LINES AND STANDARDS COMP,,�NCE FOR USERS WITH
SPECIAL NEEDS
Civiclive is committed to maintaining eGovernment website accessibility no matter what kind of
limitations a user may face,which is why the websites we build are designed to conform to W3C and ADA
guidelines at multiple levels. During the technical implementation & page template creation process,the
CivicLive Design Team can use numerous accessibility-building resources and options that will help
disadvantaged users groups,such as:
./ Visually-Impaired Users
Text-only page versions can be created that allow screen reader applications to easily
create an audio playback of the webpage's content,ensuring visually-impaired users don't
miss desired content on your website, and allows for easy site navigation.
f Users with Reduced Eyesight
CivicLive accommodates these users with page template elements such as larger and
legible headers and text,or te�size increase/decrease buttons.
./ Hearing-Impaired Users
For hearing-impaired users,CivicLive can embed transcripts of spoken audio clips and
video players that provide a subtitle option.
1 Users with Alternative Preferred languages
Many language tools exist that Civiclive can leverage in order to offer users access to your
website's information in their preferred language, such as:
■ Using a Google Translate dropdown menu as
part of all of your webpage templates so users
always have the option to switch language on The successful completion of the
every page. Designing phase results in the
■ Landing pages that prompt users to select their following critical project
preferred (anguage from a list,or press a deliverables•
button corresponding to their language that
then serves each page the user navigates to in ❑ Finalized Website Information
the correct language.These translation choices Architecture
can also be bookmarkable so that users can ❑ Finalited Responsive Website
bypass language choice pages and go straight Interface Design
to what they want the next time they're on the ❑ Finalized Website Design
website. Wireframes
❑ Finalized Responsive Webpage
Templates
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CONNECT•ENGAGE•SERVE
, THE CONFIGURING P+w�„r5E �
The Configuring phase is where CivicLive fully configures your eGovernment software solution—a custom
deployment of our SitePublish CMS's many modules and tools that Renton staff will use for everything from
day-to-day content management to delivering online services to your community.
This phase houses the bulk of Civic�ive's technical implementation process and requires minimal input from
Renton staff.Our team of Analysts completes this phase using a simple 4-step approach that covers everything
from setting up the technical staging environment to integrating external software applications.
PROVISlONING THE ENVIRONMENT
CivicLive Analysts create the server environment that is used from this phase right up to the
end of the stabilizing phase.
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�`"":�`°"�<��� SiTEPUBLISH BASE INSTALLATIC9N
A Civiclive Analyst installs the SitePublish CMS with out-of-the-box functionality on the
environment and conducts a preliminary round of testing.
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"��`W""�° SITEPUBlISH TECNNICAL CUNFIGURATi1JN
Once SitePublish's out-of-the-box testing and installation process is complete,our Analysts
begin configuring SitePublish modules based on the technical specifications outlined in the
Planning phase.
3�° PARTY SC3FTWARE & S�3�IAl.
MEDIA 1NTEGRATIQIV The deliverables of the Configuring
phase are all software-related, and
�'�, Once the SitePublish modules are fully-
include:
configured,external applications that were
part of your Technical Specifications(such as ❑ Provisioned Environment
Language Translation Tools,GIS tools,Social ❑ Installed and Configured
Media accounts and feeds,Analytics, and E- SitePublish CMS
Commerce applications) are all integrated ❑ Integration of Any Desired 3�a
with SitePublish. Party Software
The City of Renton � Website Redesign Project Proposal �
THE TRAINING PHASL�'' �
In order to ensure your staff have everything they need to effectively manage your City's website over the
long-term,CivicLive dedicates an entire phase of our project implementation methodology to training the staff
that will use our software based on the type of roles they will fulfill.
Our training plan will include sessions that are tailored to the unique needs of your staff, many of which may
fall under one of the four general training session types:
��-. WEB ADMINISTRATOR TRAINING SESSION
Training for system administrators on the solution's backend. Focuses on imparting top-level technical
knowledge of how SitePublish works.These users will become your highest-tier webmasters and primary
points-of-contact for Civiclive throughout the lifetime of your partnership with us.
�� POWER USERS SESSION
Training for standard tool power users such as Content Managers. Focuses on detailed skills building to
enable effective and efficient use of all of SitePublish's modules and tools.
��; DEVELOPER TRAINING SESSION
In-depth background training on SitePublish suitable for staff who will enhance or develop the code base
or extend the software in house.This training is only required by clients with IT Administrators who wish
to conduct in-house custom development using our software or take advantage of web services and APIs
to integrate with third party applications.
�%:`� TRAIN-THE-TRAINER SESSION
Advanced training,focusing on promoting the skills and
Our Training phase marks a critical
knowledge needed to train new users on the system.
Participants in this course should have already taken milestone in the SmartWork
the administrator or power user courses. �mplementation Methodology,and
ends with these twa deliverables:
❑ Fully-trained Renton staff ready
to conduct Content Migration and
User Acceptance Testing
❑ Training documents and
multimedia such as user manuals
and how-to videos for specific
SitePublish modules
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CONNECT•ENGAGE•SERVE ,
C THE MIGRATING PH�r �+''
The goal of CivicLive's Migrating phase is to transfer your existing content from
www.rentonwa.gov to the corresponding webpage based on your CivicLive
website's new information architecture. The Migrating s#ep in the
The Content Migration process is accomplished through two processes that Civiclive Implementation
typically occur simultaneously: Pt'oCess t'esults in the
following deliverables:
COLLABORATIVE WEBPAGE CONTENT MIGRATION &
OPTIMIZATION ❑ Internally-Launched
The CivicLive Content Migration Specialist and members of your project Beta Website
team conduct manual page content migration; optimizing and transferring ❑ Renton Staff-Approved
desired web content from your live website to pages where that content is Web Content
needed based on the IA developed in the Designing phase.
� AUTOMATED & MANUAL DOCUMENT MIGRATION
For high volume document and file migration,the CivicLive Project Manager may opt to implement an
automated document migration process. However,this process can be handled manually by Civiclive's Content
Migration Specialist and members of your project team for most projects.
THE STABILIZING PHASE
Civiclive believes that testing and QA is best done prior to a website's launch.This is why we dedicate an entire
phase for two different critical types of testing:
�`�� CIVICIIVE'S QUALITY ASSURANCE (QA) PROCESS
CivicLive's Quality Assurance Specialists conduct our stringent QA Key deliverables of the
process that is designed to discover problems before the site goes live to
the public.These issues can range from content errors such as typos or Stabilizing phase are:
blank pages to potential problems with code used on page templates. ❑ Fully QA'd Website
Examples of qA tasks include: Ready to Go Live
✓ Verifying Page Consistency ✓ Webpage Content Print ❑ Qq Testing
�/ Verification of all Website Links Testing DocurTtentation
./ Testing to Ensure All Scripting ✓ Final Cross-Browser
Works Compatibility Testing
RENTON STAFF USER ACCEPTANCE TESTING PERIOD
We also use the Stabilizing phase as a chance for your City staff to get familiar with their new eGovernment
website,explore its content,and provide any final feedback that may affect the website before it goes live.
Although we recommend setting a time limit on this period, it can last as long as your staff want it to in order
to feel completely satisfied that the website meets their expectations.
The City of Renton � Website Redesi�n Project Proposal �
� THE DEPLOYING PHA�+'' �
In SmartWork's final phase, CivicLive launches www.rentonwa.gov to
the public.Our team performs any remaining knowledge transfer with
Renton staff and conducts a final Quality Assurance process as the
website goes live in order to ensure the launch goes smoothly. Key deliverables of the
Deploying phase are:
Civiclive can also provide post-deployment services such as tracking
citizen engagement with analytics and conducting stakeholder ❑ A Live Website!
satisfaction surveys if desired. ❑ Introduction ta the
CivicLive Technical
Support Team
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CONNECT•ENCaA6E•SERVE
Estirr�ated Smar �rk Project Ti eli�ie
The following table provides an estimated project timeline and highlights project milestones using our SmartWork
Project Implementation Methodology.
I
- • ' - • ' • � � •
C� THE ENVISIONING PHASE
1 Day
Project Kick-Off Meeting
G THE PLANNING PHASE
Draft Master Project Plan & Charter
20 Days
Client Reviews Project Plan & Project Charter
MIIESTONE: �inati�ed Pro;ect Plan & Charter pocurn�nts
� THE DESIGNING PHASE
Conduct Vision & Requirements-Gathering Process
Conduct Iterative Information Architecture Process
Conduct Iterative Wireframing Process 30 Days
Conduct Iterative Interface Design Process
MILESTONE: Fin�lized Website Des�gn
Implement Responsive Webpage Templates in CMS
continues on the following page>
The City of Renton � Website Redesign Project Proposal �
� � .
- • ' - • - ' • • • � �
',�ie THE CONFIGURING PHASE
Provision Staging Environment
Install SitePublish on Staging Environment
30 Days
Configure SitePublish Modules
Integrate 3rd Party Software
MILESTONE: Fully-Canfigured SitePubl�sh CMS Technical 5oluti+�n
� THE TRAINING PHASE
Conduct Training Sessions 3 Days
MILESTONE: Fully-Trained R�ntan Staff
(� THE MIGRATING PHASE
Collaborative Web Content Migration
15 Days
Collaborative Document& File Migration
MILESTONE: Internal Beta Website Launch
� THE STABILIZING PHASE
CivicLive Quality Assurance [QA) Process 10-20 Days
Renton Staff User Acceptance Testing [UAT] Period
�P THE DEPLOYING PHASE
1 Day
FINAL MILESTONE:�llebsite Launch!
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CQNNECT•ENGAGE•SERVE
Project Commur�t'cations �'�'`
Effective communication is a critical success factor for any project in order to ensure tight deadlines are met.The
objective of a communication strategy is to reduce anxiety, enlist support and inspire confidence. Regular status
meetings between day-to-day project management and team leads should be established in order to ensure the project
proceeds according to plan. The proposed project communication strategy defines in detail all communication points
required during the course of the project to ensure CivicLive's ability to meet deadlines.This strategy may evolve
through the duration of the project and its milestones as communication needs change.
During the initial planning sessions,additions to and omissions from this communication plan should be discussed and
agreed upon by both CivicLive and Renton. This will be done in conjunction with key project staff.The following
information should be clarified or gathered and tabulated at that time:
• all stakeholders
• information the project teams need and from whom
• identification of who needs/wants information from the project team
• how,to whom, how often and who will communicate with the various stakeholders
• format of deliverables
��mmunication Process�s
Scheduled reviews of work in progress will be managed and communicated through the CivicLive Project Manager.The
following chart provides a basis from which to build the communication plan:
�"o Utthc�rst lA9hat t4€swa I Fror�
Stak�h��der Typ�csf Corrarx�u�afcat�on (�ethad of�c�r�amun�ca�i�r� I lr�itiata�
___
Project Team Issues that require Agenda item on next Project Management As Required
escalation to Project meeting
Management
Project Team Urgent issues Email or telephone call to Project Management As Required
tea m
Project Team Status updates Status Reports,Action Log, updated Project Plan CivicLive
and Meeting Agenda sent by email a day in
advance, prior to meetings
Project Team Status meeting Updated Action Log, Meeting Minutes and CivicLive
communication documents Project Plan will be sent out the by the end of
meeting day
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_
The City of Renton � Website Redesign Pro.ject Proposal �
uality �ontrol � r� ``'� .
Please find below at a high-level outline a summary of our implementation processes that ensure quality control. Over
the years Civiclive has been recognized by its clients for its timely,well managed and transparent implementations.This
is due to the operation procedures and resources employed at CivicLive.
Civiclive follows these guiding principles to ensure successful implementations:
Creation of a Project Charter—a formal document that states the objectives of the project, its scope,the key
stakeholders and much more. Understanding and following the principles laid out in this document creates a strong
foundation for a successful project.
Creation of a Communication Plan—a formal document detailing the communication strategy employed for this
project, how often status meetings are held,who will attend,what reporting documents to expect and when to expect
them. In addition,the plan details CivicLive's steering committee reporting that is generated on a regular basis,where
applicable.
Creation of a Risk Management Plan—a formal document that captures risks, its probability of occurrence,actions to
mitigate them and much more.This document is frequently reviewed during Steering Committee meetings to ensure
that the project runs smoothly from start to finish.
Creation of a Change Control Plan—a formal document that details how additions to scope are handled. Included in this
document are sample Change Request templates,the methodologies followed to minimize risk and impact to budget,
resources and timelines.
Creation of a Sign-Off Plan—a formal document that details what deliverables require a sign-off before proceeding to
the next phase.Sign-offs ensures that all project stakeholders have mutual understanding on deliverables.
Execution of the Above Plans—Not only does CivicLive create thorough plans, it follows them to ensure project success.
Occasionally certain plans may need to change based on the development of the project; hence Civiclive emphasizes
recurring steering committee meetings to review these plans and update applicable changes.
End of Project Surveys—CivicLive conducts customer satisfaction surveys at the end of the project.This has been a great
source of feedback that has enabled CivicLive to create one of more thorough and transparent implementation plans.
How CivicLive Measures Success of a Project
Civiclive rneasures success in a number of ways. First and foremost,we focus on client satisfaction: Has the site realized
the client's vision and met all of their requirements? Is the client happy with the final product and with the services? In
addition, success is measured by the functionality of the web solution,focusing on many factors including the overall
design and usability, ease of use, accessibility,and the overall performance and reliability. In addition, metrics and site
analytics are also used to evaluate site performance,to measure increased site usage post implementation.
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CONNECT•EN6AGE•SERVE
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■ ■
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The following section outlines Civiclive's One-Time and Annual fixed fee structure we've created in order
to meet your Website Redesign project's requirements. We have modified your Pricing Form to provide
the City of Renton with a more comprehensive overview of our deliverables that are included in our one-
time fee.
� • • • 111 11
Our One-Time Implementation Fee covers costs associated with designing,devetoping and impiementing your new website
using our SmartWork Methodology.Key deliverables per SmartWork phase include:
Contract Execution Deposit-$22,750 Designing Phase Deliverables-$9,100
Envisioning& Planning Phase Deliverables-$9,100 A Completely New Responsive Website Design for
Kick-Off Meeting www.rentonwa.govwith our 100%Design Satisfaction
Finalized Project Plan Guarantee
Project Charter
Configuring Phase Deliverab{es-$22r750 Training Phase Deliverables-$9,1�Q
Complete SitePublish CMS Software Configuration Completion of Training Sessions
Integration of Desired 3�d Party Software User Manuals,Videos,and Access to Online Resources
Migrating Phase Deliverables—$4,550 Stabilizing Phase(�eliverables-$4,550
Completion of Desired Website Content Migration A Stable Internal Beta Launch of www.rentonwa.gov
Completed Civicl.ive Qq and Renton Staff User
Acceptance Period
t�e�e�y�ng�t,ase t�e0iverab�es-5�,�-00 ������g���k�:T'h�r� �r� r�c��ddi�i�s���
www.rentonwa.govgoes Live! �
hid��r�f�����r rr����i�����ar pr�j��t s
Finalized Project Documents ����.��������������g
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CivicLive's Annual Software-as-a-Service[SaaSJ Fee Includes the following services:
� Enterprise-grade Data Protection and Unlimited- Unlimited-UserSitePublish CMS Software License
Bandwidth Website Hosting Services for A Design Refresh of www.rentonwa.gov at the End of
www.rentonwa.gov Contract Year#4[if desired]
SitePublish CMS Software Version Upgrades& �L���� C}°TE>1'�t��'� $5 �t�,�[t�tt��f�������
Maintenance ������ j� ��g��������,����t
Unlimited Access to CivicLive Technical Support �