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HomeMy WebLinkAboutPR 15294: CITY WEBSITEMemo To: The City Council and City Manager From: Colleen Russell, Planning Director Date: 6/23/2009 Re: Planning's Web-pages to enhance the distribution of public information Background: The Planning Department is lacking a presence on the City of Port Arthur website. This resolution (15294) is for a contract to remedy this situation. Due to this deficiency (no webpage(s)), planning staff gets many questions that could be accessed on line if the Planning Department had exhibits and links on the website. The cost submitted, is to develop such a link by contract shall serve intemet customers. Most of the expense is due to digitizing planning maps that includes those of the transit division that cannot readily be duplicated without digitizing, until we obtain a software to update and produce our own maps; this procedure will help the Planning Department of which the transit division is an integral part, such that accurate maps and meeting information will be displayed for commuters as well as the general public. The cost will be charged to our transit division budget (presently named 5307-PA Transit) and come out of the Computer Program budget (401-1504-561.92- 00) at a cost not to exceed $12,700, as web pages are also desired by the Federal Transportation Administration and such a presence is well overdue for this division. Summary: Planning's presence on the website will allow the public to obtain current zoning, plat, annexation, de-annexation and variance updates as well as see the agenda for meetings as well as meetings' conclusion. In the future, the public will be able to pay for the applications on line. Initially, applications and other map information may be downloaded until the system becomes fully operational for other necessary processes. Respectfully, ~ _ -_~I ~,~~__ Colleen Russell, Planning Director P.R. No. 15294 06/11/09 CWR RESOLUTION NO. A RESOLUTION AUTHORIZING A CONTRACT APPROVAL TO CREATE A "PRESENCE" ON THE CITY'S WEBSITE, TO ENSURE MORE ACCURATE MAPS AND TIMELY DISPERSAL OF PLANNING RELATED INFORMATION TO THE PUBLIC (GRANT-5307-PA-TRANSIT, ACCOUNT No. 401-1504-561.92-00) WHEREAS, the Planning Department requires web-pages and links on the City's website to better serve the public attached Exhibit "A"; and WHEREAS, the contract is with GoWeb Softwaee Group Inc. to be executed with a not to exceed an implementation period of sixty days, with 50% of the fees paid prior to commencement, due to the nature of the j ob and technical implementation required to do said "scope of work . " NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT the facts and opinions in the preamble aze true and correct . THAT the City Manager is herein authorized to execute the contract, attached a EXHIBIT "B", with GoWeb Software Group Inc. to create a website page for the Planning Department as to better serve the citizens of Port Arthur at a cost not to exceed $12,700 with a time frame of sixty days from date of execution of said contract THAT the website will be created as to provide the services as delineated in Exhibit "C", attached hereto. THAT a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED this day of June, A.D., 2009, at a Regulaz P.R NO.15294 04/27/09 Page 2 of 3 Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: MAYOR COUNCILMEMBERS: NOES: ATTEST: Mayor City Secretary APPROVED AS TO FORM: ~, City Attorney ~ ~_ ~~ GL~ P.R. NO.15294 04/27/09 Page 3 of 3 APPROVED FOR ADMINISTRATION: City Manager ~~ ~~~ Finance Director EXHIBIT "A" (yl ~,WE~ Proposal/Price offer Colleen Russell City of Port Arthur Director of Planning and Zoning 444 Fourth Street Port Arthur TX 77642 April 28, 2009 QUOTE FOR DELIVERY OF WEBSITE CHANGES FOR PLANNING AND ZONING DIVISION Creation of a major subsection to the City's website for all content related to the Planning and Zoning Division. This subsection will contain all visual animations (i.e. puzzle pieces coming together) maps, verbiage, contact information relating to the Planning and Zoning Division along with a Site Map of this department, so that content is easily located by the end user. These four major top-level sections will be created for the Planning and Zoning division, in addition to the main landing page for the division itself: a. Planning Division b. Housing Division c. Transit and Transit History Division d. One Block at a Time section and articles e. Historic homes TOTAL ONE-TIME COST: $2000.00 2. Mapping Services: All four maps (Street, Inner City, Coastal, Parks) shall be converted to electronic format, "cleaned up" (meaning that we will manually remove the artifacts that will be introduced by the scanning) and will produce a professional version of each map in a final PDF format. We will deliver to the City a high resolution version of each map so that the City has each map on file for future printing purposes. For web based usage, each map's zones shall be color coded according to its zones. Four additional maps will be produced using Google Maps, so that the end user may zoom in and view aerial/satellite photography. Go Web will manually duplicate the polygon shaped zoning areas according to geocoordninates obtained by visually looking at the scanned in maps. We will programmatically place these points into the Google maps application. TOTAL ONE-TIME COST: $6500.00 3. An online version of the Transit Map shall be scanned in and "cleaned up". The map will be downloaded in PDF format for printing purposes. This Transit Map routes will also be converted to a Google Maps online application, so that the end user may zoom in and view the routes from an aerial/satellite view. TOTAL ONE-TIME COST: $900.00 4. Application Schedules and Deadlines: A section shall be created that displays the deadline dates by which Applications must be received. An admin section shall be provided to the city so that the City may update this section in the future (for 2010, 2011, etc.) by itself. TOTAL ONE-TIME COST: $600.00 5. Language Translation Services: Text verbiage in the website shall be accessible in the following languages, in addition to English: Spanish and Vietnamese. The end user will be able to select their preferred language by clicking on a drop down box and changing their language. Text contained within images (such as images, flash animations, logos, etc.J will be in English only. Text contained within the online applications shall not be translated, and shall remain in English. TOTAL ONE-TIME COST: $2700.00 Please note: There will be additional translation fees associated with future changes to verbiage. Translation services are billed at an hourly rate. 6. At this time, it is impossible to quote a fee for the provision of accepting online payments for applications. It is our understanding that the city's IT department has not yet finalized it online payment acceptance plans. Signature: Name: Date: Go Web Software Group, Inc.: 1707 Post Oak Blvd Ste 179 Houston TX 77056 Phone 281-733-2758/ Fax 713-583-6567 Contact: Brian Deorsam. briand@caowebsystems.com. `' ,r. ' }~ <~~~~~rc~i ~errr}s ~.~r~~; ~~c~r~{~itEC~~~t:al c~ppiy of C~~ W~~ Safit~~/e~r~ ~ra~.~p, Irc:. EXHIBIT "B" THE 8TATE OF TEXAS ~ COUNTY OF JEFFERSON § NONEXCLUSIVE CONTRACT FOR PROFESSIONAL SERVICES THIS AGREEMENT, entered into as of this -day of June, A.D., 2009, by and between Briaa Deorsam (hereinafter called "CONSULTANT") the City of Port Arthur, Port Arthur, Texas (hereinafter called the "CITY") and administered by the City Attorney's Office, on behalf of the Planning Department with proposed resolution 15294. WITNESSETH THAT: WHEREAS, the CITY desires to engage the CONSULTANT to render certain professional services hereafter, described in "Scope of Services". NOW, THEREFORE, the Parties hereto do mutually agree as follows: 1. EMPLOYMENT OF CONSULTANT The CITY hereby agrees to engage the CONSULTANT and the CONSULTANT hereby agrees to perform the "Scope of Services" hereinafter set forth. 2. SCOPE OF SERVICES Consulting services shall be provided as follows: A. SERVICES (a) Description of Work: CONSULTANT shall create a presence for the Planning Department and divisions therein on the City's website with updates on an as needed basis (as requested by the Planning Director or her designee) as described in Exhibit "A" (Attached). (b) Compensation: Consultant's compensation for Services is also noted in Exhibit "A". 3. TIME OF PERFORMANCE CONSULTANT will proceed immediately upon execution of this Contract and as requested by the Planning Director or her designee, i.e. the Assistant . _. _ _ _._.___ Planning Director or supervisors of a said Planning Division, with performance of the services called for under "website changes for Planning Department" unless delayed by causes outside the control of the CONSULTANT and will proceed with subsequent work only on authorization by Planning Director. CONSULTANT shall immediately submit to CITY in writing evidence of delay satisfactory to the City Attorney's reasonable discretion, upon which an extension of time equal to the period of actual delay may be granted in writing. 4. INFORMATION AND SERVICES TO BE FURNISHED CONSULTANT It is agreed that the CITY will furnish, without charge, planning information as to the public, regarding existing maps, applications, and associated links of institutions -that the Planning Department partners with or has to be affiliated with in order to accomplish necessary tasks. The CITY will cooperate with the CONSULTANT to facilitate the performance of the work described in this Contract and "EXHIBIT A". This information is though not confidential, will not be released by the CONSULTANT without the permission of the Planning Director so that its accuracy and validity can be assured. 5. COMPENSATION AND METHOD OF PAYMENT A. COMhENSATION CITY will pay CONSULTANT for work performed and services rendered under Paragraph 2 "Scope of Services" B. PAYMENT CONSULTANT will invoice CITY for the costs once site is operable or at such times as requested by the Planning Director or designee. CITY agrees to pay CONSULTANT the full amount of each such invoice within fifteen (15) days of receipt. 6. CONSULTANT shall keep accurate records, including time sheets of all time allocated to performance of Contract work. Such records shall be kept in the office of the CONSULTANT for a period of not less than two (2) years and shall be made available to the CITY for inspection and copying upon reasonable request. 7. OWNERSHIP OF DOCUMENTS All documents, including correspondence are property of CITY. CONSULTANT shall not replicate this same "type" viewing screens for another client without the City's consent. 8. INDEMNIFICATION CONSULTANT shall comply with the requirements of all applicable laws, rules, and regulations in connection with the web-services provided of CONSULTANT and shall exonerate, indemnify and hold harmless the CITY, its officers, agents and all employees from any and all liability, loss or damage arising out of noncompliance with such laws, rules and regulations; without limitation, CONSULTANT shall assume full responsibility for payments of Federal, State and Local taxes or contributions imposed or required under the Social Security Worker's Compensation, and Income Tax Laws with respect to CONSULTANT'S employees. Further, CONSULTANT shall exonerate, indemnify and hold harmless the CITY, its officers, agents and all employees from any and all liability, loss, damages, expenses or claims for infringement of any copyright or patent arising out of the use of any documents furnished by CONSULTANT in the performance of this Contract. The foregoing indemnification provision shall apply to CONSULTANT regardless of whether or not said liability, loss, damages, expenses, or claims is caused in part by a party indemnified hereunder. 9. ADDRESS OF NOTICES AND COMMUNICATIONS OWNER: CONSULTANT: CITY OF PORT ARTHUR Brian Deorsam ATTN: City Attorney c/o Go WebSoftware Group, Inc. P.O. Box 1089 1710 Post Oak Blvd, Ste. 179 Port Arthur TX 77641-1089 Houston, Texas 77056 All notices and communications under this contract shall be mailed or delivered to CITY and CONSULTANT at the above addresses. 10. SUCCESSORS AND ASSIGNMENT8 The CITY and the CONSULTANT each binds himself and his successors, executors, administrators and assigns to the other party of this Contract and to the successors, executors, administrators and assigns of such other party, in respect to all covenants of this Contract. Except as above, neither the CITY nor the CONSULTANT shall assign, sublet or transfer his interest in this Contract without the written consent of the other. Nothing herein shall be construed as creating any personal liability on the part of any officer or agent of any public body, which may be a party hereto. 11. TERl1~INATION OF CONTRACT FOR CAUSE If, through any cause, the CONSULTANT shall fail to fulfill in a timely and proper manner his obligations under this Contract, or if the CONSULTANT shall violate any of the covenants, agreements, or stipulations of this Contract, the CITY shall thereupon have the right to terminate this Contract by giving written notice to the CONSULTANT of such termination and specifying the effective date thereof, at least five (5) days before the effective date of such termination. Not withstanding the above, the CONSULTANT shall not be relieved of liability to the CITY for damages sustained by the CITY by virtue of any breach of the Contract by the CONSULTANT and the CITY may withhold any payments to the CONSULTANT for the purpose of set-off until such time as the exact amount of damages due the CITY from the CONSULTANT is determined. 12. TERMINATION FOR CONVENIENCE OF THE CITY The CITY may terminate this Contract, at any time by giving at least seven (7) days notice in writing to the CONSULTANT. If the Contract is terminated by the CITY as provided herein, the CONSULTANT will be paid for the time provided up to the termination date. If this Contract is terminated due to the fault of the CONSULTANT, Paragraph 12 hereof relative to termination shall apply.. Otherwise, in the future if services or cost is no longer feasible for either parties by mutual consent or notice the contract can be terminated 13. CHANGES The CITY may, from time to time, request changes in the scope of the services of the CONSULTANT to be performed hereunder. Such changes, including any increase or decrease in the amount of the CONSULTANT'S compensation, which are mutually agreed upon by and between the CITY and CONSULTANT shall be incorporated in written amendments to this Contract. 14. PERSONNEL A. The CONSULTANT represents that he has, or will secure at his own expense, all personnel required in performing the services under this Contract. B. All of the services required hereunder shall be performed by the CONSULTANT or under his supervision and all personnel engaged in the work shall be fully qualified and shall be authorized or permitted under State and Local law to perform such services. C. None of the work or services covered by this Contract shall be subcontracted without the prior written approval of the City. Any work or services subcontracted hereunder shall be specified by written Contract or agreement and shall be subject to each provision of this Contract. 15. REPORTS AND INFORMATION The CONSULTANT at such times and in such forms as the CITY may require, shall furnish the CITY such periodic reports as it may request pertaining to the work or services undertaken pursuant to this Contract, the costs and obligations incurred or to be incurred in connection therewith, and any other matters covered by this Contract. 16. CIVIL RIGHTS No person shall, on the grounds of race, religion, color, sex or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity of the CITY. 17. INTEREST OF CONSULTANT AND EMPLOYEES The CONSULTANT covenants that he presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of his services hereunder. The CONSULTANT further covenants that in the performance of this Contract, no person having such interest shall be employed. 18. INCORPORATION OF PROVISIONS REQUIRED BY LAW Each provision and clause required by law to be inserted into the Contract shall be deemed to be enacted herein and the Contract shall be read and enforced as though each were included herein. If through mistake or otherwise any such provision is not inserted or is not correctly inserted, the Contract shall be amended to make such insertion on application by either P~y• SIGNED AND AGREED TO on this the day of CONSULTANT: 2009. Brian Deorsam c/o Go WebSoftware Group 1710 Post Oak Blvd, Ste. 179 Houston, Texas 77056 SIGNED AND AGREED TO on this the day of CITY OF PORT ARTHUR, TEXAS BY: City Attorney 2009. Planning Director EXHIBIT "C" PROPOSED WEBSITE I. Picture: Puzzle coming together The pledge of the Planning Department The goal of the Planning Department II. Newspaper Article(s) III. Planning Calendar Need to state what is planning Applications/Zoning & Plat IV. Maps Zoning Map Street Map Park Map V. Link to Ordinances Link to SETPC Link to PANG Link to PTRC Link to Chambers Link to EDC Link to Visitors Bureau VI. Historical Preservation Society Link to EPA Brownfield Link to EDA Link to EDA (Economic Development) Link to Parks & Wildlife Links to Leeds & CPTD Links to surrounding area school districts -Port Arthur, Beaumont, Nederland, Port Neches, Groves