HomeMy WebLinkAboutProfessional Services Agreement - Pathfinders Advertising - Maintain and Improve Southbendin.gov1316 COU 4TY-Crry BUILDING
227 W. JE E ERSON 13om.I-VARD
S01E1iiBa.r IINIA ANAcif601-1930
CITY OF SOOT -i BENI) Pairs B1J'l'T1GIE , MAYOR
BOARD OF PUBLIC WORKS
September 25, 2018
Garrett Gingerich
Pathfinders Advertising
1250 Park Place Boulevard
Mishawaka, IN 46545
RE: Professional. Services Agreement.
Dear Mr. Gingerich:
P1E0M, 574/ 235-9251
FAX 574/ 235-9171
The Board of Public Works, at its meeting held on. September 25, 2018, approved the above
referenced agreement to maintain and improve southbendin.gov in the amount of $20,000.
Enclosed please find the original of the agreement for your signature. Please sign and return
the original agreement to our office and retain a copy for your records.
If you have any further questions regarding this matter, please call this office at (574) 235-
9251.
Sincerely,
Linda M. Martin, Clerk
Enclosure
GARY A,Gii.m- Sin✓ANNA M. Hi ITZBr-,iw EiAZ BErr:i A, MARADIK JAr`,ri s A. Miai.i,LM Tl1l_IZESr J. DolzAU
PAT H F I N 0 1 R,S
P141061-2*91A "110-100,11
Client: City of South Bend
Project: Ongoing Website Maintenance and Support Plan
Date: September 11, 2018
Choice Plan Description
Once your website reaches an ideal state of content and functionality, Pathfinders recommends budgeting
for and engaging in an ongoing website maintenance and support agreement to proactively maintain and
keep the infrastructure of your website up-to-date. Ongoing development and updates will keep your
websites fresh and appealing for users, while also keeping the back -end CMS current to mitigate the risk of
security breaches.
Ongoing maintenance tasks to include:
• Client communication and management for maintenance and troubleshooting requests
• General website troubleshooting and remediation (either reported/discovered by client or agency)
o Time Estimate: Completely depended on the issue
o Details on response and completion timeframes included below
• Utilize 3 rd_party tools to provide activity monitoring of systems
o identify conflicts and issues that are hard to spot with a visual review
• Monthly WordPress CMS and plugin updates
• Remediation should updates cause unforeseen issues
• Time Estimate: 1 to 3 hours
• Monitoring and ensuring site is search compliant and can be optimally indexed by search engines
• Actionable by request of Client only
o Provide best practices and recommendations to support the City of South Bend
0 Site search recommendations and optimizations
N Possible website risks, updates and security threats
• CSS design changes
• Minor copy writing and editing to address any search compliance issue's discovered
(E.g., too long title tags, missing meta descriptions, etc.)
• Page/content creation and/or updates to images, photography, video
o V-Party integration troubleshooting support
• HTML programming for new functionality
• Quarterly planning meetings
@ 2018 Pathfinders I All Rights Reserved
High Production application down Client will receive
or major malfunction
a follow-up
resulting in users unable to
communication
perform their normal
regarding a High
functions.
priority issue from,
Pathfinder
support within 8
hours with a
detailed
description of the
failure and
expected
resolution time.
Medium Production application I Client will receive
functionality or performance
a follow-up
resulting in high number of
communication
users unable to perform
regarding a
their normal functions.
Medium priority
Also, to include High Priority
issue from
business enhancements and
Pathfinder
communications. Examples
support within, 24
include (but not limited to):
hours with a
• Functional support/
detailed
maintenance (e.g. data
description of the
sync to website,
failure and
login/access issues,
expected
miscellaneous errors
resolution time.
troubleshooting).
Low Low priority enhancements,
Client will receive
communications, or updates.
a follow-up
Examples include (but not
regarding a Low
limited to):
Priority within 48
• Minor Ul or aesthetic
hours from time
changes, including copy,
of request
graphics/fonts changes.
• Minor data structure
changes (e.g.
add/remove an input
field as long as it's not
part of any special logic
other than simple form
submission validation).
• Minor functional changes
(e.g. add/remove search
filter, minor data
validation change, minor
permission, change).
8 hours'
24 hours'
48 hours'
Standard: Sam — 5pm
EST, M-F
If a High priority
event occurs outside
of business hours
and support is
required, Pathfinders
will respond,
address, and
remediate the issue
as quickly as possible
to the best of our
ability.
Sam — 5pm EST, M-F
Sam — 5pm EST, M-F
Within
reasonable
efforts as soon
as possible'
Within
reasonable
efforts as soon
as possible
within current
scheduled 2-
week sprint'
Within 2
weeks of next
scheduled
sprint'
0 2018 Pathfinders I All Rights Reserved
on=
A Lit ho H z a t 1 o n
1, the undersigned, have the authority to agree to and do authorize the terms described above as
they relate to the project, its cost, and expected delivery.
M�PAQVW
Board of Pawic Wark,,
AUTHORIZED BY
CLI ATURE
AUTHORIZED, BY
AGENCY SIGNATURE
DATE
DATE
CO 2018 Pathfinders I Ali Rights Reserved
The objective of a retainer agreement is to achieve a win/win for both the client and agemcy. Itprovides aset
budget and expectations for the client, as well as, provides the agency with a set number of hours of
productivity that allows for proper capacity planning for your account. While billed monthly, hours utilized
will bemanaged quarterly. This flexibility allows the collective team to determine what's most important at
the time, so you aren't spending money on services when you don't need them. Pathfinders will proactively
manage allotted hours, while making recommendations on the best ways to use the time.
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The client and agency may review the agreement activity every toensure that the activity levels
remain equitablefor both partners.
1. Pathfinders is deemed to have responded when it has replied to the client's initial request.This may
be in the form of an email, telephone call, or ticket via project management software to either
provide a solution urrequest further information,
2. Pathfinders is unable to provide guaranteed resolution times. This is because the nature and causes
ofproblems can vary enormously.
a. For instance, it maybe possible to resolve a fatal server issue in minutes, simply by restarting
the server. But if a server fails due to disk error or a hardware fault (also classed as a High
Priority issue) it may take much longer to get back up and running,
b. In all cases, Pathfinders will make its best efforts to resolve problems as quickly as possible, it
will also provide frequent progress reports to the client.
I Uptimmguarantees will beinherited via client's hosting provider.
4. This statement of work (SOW) includes hard cost associated with third-partyvendors/systems
associated with proactive monitoring ofthe w/ebsite.
5. This agreement begins October 1, 2018 and will remain 6neffect for mminimum, twelve-month
period.
G. Client may stop this Agreement with thirty (30) days written notice. In the event that the Client
cancel's the Agreement, it is responsible for payment through the then current month and is not
subject to any termination fees,
7. The Pathfinders; Advertising Ongoing Website Maintenance and Support Plan fee includes the
services asdescribed above. Your Monthly Maintenance and Support Plan will berenewed Q1|m
subsequent years, unless Pathfinders is notified otherwise. Should our fees or services change,
Pathfinders will proactively notify the client and request approval prior to the annual Q1 billing cycle.
@ 2018 Pathfinders |^mRights Reserved
U_Tll
INTER -OFFICE MEMORANDUM
11
MACK Department of Innovation Technology
zQ
City of South Bend 227 W Jefferson Blvd
186
TO: Board of Public Works, Linda Martin
CC: Dan O'Connor, Michael Schmidt, Jennifer Hockenhull
FROM: Anna Kennedy
SUBJECT: Website Ongoing Maintenance
�DATE: 9/13/2018
Linda and Members of the Board,
We are submitting for review and approval a professional services agreement for Pathfinders
Advertising to maintain the City website, southbendin.gov. The professional services fees are
set for $20,000 to be billed monthly. This maintenance will include security updates to the CMS
and ongoing improvements to the site's functionality as hours allow.
Thank you,
Anna Kennedy
BOARD OF PUBLIC WORDS
AGENDA ITEM REVIEW REQUEST FORM
11111111l%6 5RIK1F;
Department Innovation &
Name Anna Kennedy Technology
BPVV Date 9-,25-,2018 Phone Extension 6203
Legal Z'
Attorney Name Kennedy
Controller z
Controller review is required for all Contracts $5,000.00, or more and
greater than one year in length per the City Purchasing Policy
Purchasing z
Check the Appropriate
Item Type — Required for All Submissions
El Agreement
El Contract El Proposal El Addendum
Z Professional Services
0 Resolution
El Bid Opening
F-1 Bid Award ❑ Req. to Advertise F] Title Sheet
El Quote Opening
❑ Quote Award
R Change Order No.
❑ C/O & PCA No. EJ PCA
R Ease/Encroach.
El Traffic Control
F-1 Other:
Required Information
Company or Vendor Name
Pathfinders Advertising
New Vendor
R Yes Z No Rif Yes, Approved by Purchasing
MBE/WBE Contractor
F-1 MBE F] WBE
MBE/BE Contractor Requested [:] No [:] Yes Name of Company
Project Name
Website Maintenance
Project Number
Funding Source
IT Fund Professional Services
Account No.
279-0672-415.31-06
Amount
$20,000
Terms of Contract
8/1/2018-8/1/2019
Purpose/Description
Maintain and improve southbendin,gov
FIRequired Contractor's Certification Form Attached (Non -Collusion,
Non -Discrimination, Non -Debarment. E-Verifv. Iran. etc.)
Amount of R increase $
F-1 Decrease $
Previous Amount $
Current Percent of Change: %
New Amount $
Total Percent of Change:
Copy
Original
F
E
El
M
El
Dispersal After Approval
Santiago Garces
Dan O'Connor
Den Hockehull