Res. No. 174-06-12315RESOLUTION NO. 17 4 — 0 6 —1 231 5
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
SOUTH M143M, FLORIDA, AUTHORIZING THE CITY MANAGER TO ENTER INTO
AN AGREEMENT WITH ISLAND STYLE CONSULTING & DESIGN TO ACT AS THE
WEBSITE REDESIGN PROJECT MANAGER FOR AN AMOUNT NOT TO EXCEED
$17,550.00 AND CHARGING THE DISBURSEMENT TO THE M.I.S. CONTRACTUAL
SERVICES ACCOUNT NUMBER 001- 1340 -513 -3450; PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, the City desires to redesign the City of South Miami's website appearance and features so the
site is an efficient, viable communication interface between government, residents, property owners, the business
community and casual web users; and
WHEREAS, the City wishes to have an easy -to -use, attractive site design that captures the City of South
Miami spirit; and
WHEREAS, the City has already contracted with Accrisoft Corporation to provide the necessary software
and web hosting for the City; and
WHEREAS, Island Style Consulting and Design has already worked with Accrisoft Corporation as a
Website Redesign Project Manager for another City, with great success.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE
CITY OF SOUTH MIAMI, FLORIDA THAT:
Section 1. The City Manager is authorized to enter into an agreement with Island Style Consulting &
Design to act as the Website Redesign Project Manager for an amount not to exceed $17, 550.00.
Section 2. The cost shall be charged to the M.I.S. Contractual Services Account Number 001 -1340-
513 -3450, with a current balance of $89,069.00.
Section 3. The attached agreement is made a part of the resolution.
Section 4. This resolution shall be effective immediately upon adoption.
PASSED AND ADOPTED this day of '2006.
TEST:
TY CLERK
READ AND APPROVED AS TO FORM:
4Ld4�_�_
6% A Y
Mayor Feliu: Yea
Vice Mayor Wiscombe: Yea
Commissioner Palmer: Yea
Commissioner Birts: Yea
Commissioner Beckman: Yea
C.-Documents and SettingslSRothsteinl* DocumentsTeso- Ora%land Style Madoc
® CITY OF SOUTH MIAMI
INTER- OFFICE MEMORANDUM
To: Maria Menendez
City Clerk
From: Kathy Vazquez
Central Services
Date: December 05, 2006
Re: Resolution Name Change
Please be advised that on Resolution # 174 -06 -12315 approve 1013106 to Island Style Consulting
and Design should have had the owners name above the company's name.
The correct name should be:
Henny Groschel- Becker. Ph.D.
Island Style Consulting & Design
Please attach this memo to original resolution.
Thank you.
South Miami
Au- Amenca=yr
F
CITY OF SOUTH MIAMI
•iCORPORA�� • OFFICE OF THE CITY MANAGER
7927
INTER- OFFICE MEMORANDUM �QD'
To: The Honorable Mayor Feliu and Members of the City Commission
Via: Yvonne S. McKinley City Manager °t
Date. September 19, 2006 Item No.
Subject: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
SOUTH M 0M, FLORIDA AUTHORIZING THE CITY MANAGER TO ENTER
INTO AN AGREEMENT WITH ISLAND STYLE. CONSULTING & DESIGN TO
ACT AS THE WEBSITE REDESIGN PROJECT MANAGER FOR AN AMOUNT
NOT TO EXCEED $17,550.00 AND CHARGING THE DISBURSEMENT TO THE
M.I.S. CONTRACTUAL SERVICES ACCOUNT NUMBER 001 -1340- 513 -3450;
PROVIDING FOR AN EFFECTIVE DATE.
Reason: The Mayor and City Commission are committed to _providing the residents, property
owners and business community of South Miami with a website that will be informative and easy -to -use.
The first step was contracting with Accrisoft Corporation for the software and hosting of the site. The
second step in this process is to work with Accrisoft to redesign the website's appearance, improve the
organization and navigation of the site and ensure that all information on the site is up to date.
In order to complete the second step of this project it is necessary"to have someone who is knowledgeable
to act as the website redesign project manager. Ms. Henny Groschel- Becker, of Island Style Consulting
& Design worked as the website redesign project manager for the Village of Key Biscayne. The Village
of Key Biscayne also contracted with Accrisoft for their software and hosting. The Village Manager of
Key Biscayne was contacted in regards to Ms. Groschel- Becker and we were informed that they were
very happy with her services and their new website. Ms. Groschel"- Becker is charging the City of South
Miami the same hourly rate she charged the Village of Key Biscayne.
Ms. Goschel- Becker has already done some preliminary work on the new website for the City and her
work has been excellent. With the assistance of Ms. Groschel- Becker it is my expectation that the new
website should be up and running by January 2007.
Cost: An amount not to exceed $17,550.00.
Funding Source: M.I.S. Department Contractual Service Account 4100- 1340 - 513 -2450 with a
current balance of $89,069.00
Backup Documentation:
• Island Style Consulting and Design Proposal
• Agreement with Island Style Consulting and Design
CITY OF SOUTH MIAMI
AGREEMENT FOR PROFESSIONAL SERVICES
V�--
This Agreement, made and entered into on this 9 day of October, 2006, by and
between the City of South Miami (the City) and Island Style Consulting & Design, (the
Consultant ").
RECITALS
The City wants to engage the Consultant to perform certain professional services as
specifically described in Exhibit "A" to this Agreement ( "Specified Services "). The Consultant
wants to provide such Specified Services.
In consideration of the mutual covenants set forth in this Agreement, the parties agree as
follows:
1. SCOPE OF SERVICES
a. The Consultant agrees to provide the Specified Services upon written
request from the City Manager. Consultant shall provide the Specified Services as an
independent contractor for the City.
b. The Consultant recognizes that, unless expressly provided by the City
Commission, only the City Manager is authorized to commit the expenditure of City funds for
the implementation of the Consultant's recommendations.
2. FEES FOR SERVICES
As full compensation for satisfactory performance of the Specified Services, the
Consultant agrees to charge and shall be paid by the City, a total fee not to exceed Seventeen
Thousand, Five Hundred and Fifty ($17,550.00) Dollars. Consultant shall be paid on an hourly
basis, $65.00/hour, for a total of 270 hours over 18 weeks.
Fees shall be paid in arrears each month, pursuant to monthly invoices, based upon the
hours of work completed for each task invoiced. Invoices shall be promptly processed for
payment by the City pursuant to the Local Government Prompt Payment Act.
The duration of the term of this Agreement shall commence on October 4, 2006 and shall
end on January 31, 2007.
4. RECORDS
All original reports, work papers, guidelines, designs, sketches, tracings, drawings,
computations, and any other documents and plans that result from the Consultant providing
Page 1 of 4
Specified Services (the "Records ") shall be the property of the City. Upon termination of this
Agreement or upon request of the City during the term of this Agreement, any and all such
documents shall be delivered to the. City by the Consultant. Work products which are created for
the City by Consultant may be used by her during the course of her normal business, unless
prohibited by law.
5. ASSIGNMENT
This Agreement shall not be assignable by the Consultant.
6. PROHIBITION AGAINST CONTINGENT FEES
The Consultant warrants that it has not employed or retained any company or person,
other than a bona fide employee working solely for the Consultant, to solicit or secure this
Agreement, and that it has not paid or agreed to pay any person(s), company, corporation,
individual or firm, other than a bona fide employee working solely for the Consultant any fee,
commission, percentage, gift, or any other consideration, contingent upon or resulting from the
award or making of this Agreement.
7. TERMINATION
This Agreement may be terminated by the City upon twenty (20) days written notice with
or without cause and by the Consultant upon twenty (20) days written notice with or without
cause. If this Agreement is terminated, the Consultant shall be paid in accordance with the
provisions of Paragraph 2 above, for all acceptable work performed up to the date of termination.
S. NONEXCLUSIVE AGREEMENT
The services to be provided by the Consultant pursuant to this Agreement shall be
nonexclusive and nothing herein shall preclude the City from engaging other firms to perform
the ' same or similar services for the benefit of the City within the City's sole and absolute
discretion.
9. . ENTIRE AGREEMENT
The parties hereby agree that this is the entire agreement between the parties. This
Agreement cannot be amended or modified without the express written consent of the parties.
The City Manager shall act for the City hereunder.
10. WARRANTIES OF CONSULTANT
The Consultant hereby warrants and represents that at all times during the term of this
Agreement it shall maintain in good standing all required licenses, certifications and permits
required under Federal, State and local laws necessary to perform the Specified Services.
Page 2 of 4
11. NOTICES
All notices and communications to the City or Consultant shall be in writing and shall be
deemed to have been properly given if transmitted by registered or certified mail or hand
delivery. All notices and communications shall be effective upon receipt. Notices shall be
addressed as follows:
City: Yvonne S. McKinley
City Manager
City of South Miami
6130 Sunset Drive
South Miami, Florida 33143
Consultant: Henny Groschel- Becker
Island Style Consulting & Design
290 West Mashta Drive
Key Biscayne, Florida 33149
12. GOVERNING LAW
This Agreement shall be construed in accordance with the laws of the State of Florida.
13. CONSULTANT INDEMNITY
Consultant shall indemnify and hold harmless City from any and all claims, damages,
liabilities, costs, and expenses (including, but not limited to, reasonable attorneys' fees and all
related costs and expenses) incurred by City as a result of any claim, judgment, or adjudication
against City arising from a claim that City's use of the Consultant's Content, as permitted under
this Agreement, infringes Intellectual Property rights of a third party. To qualify for such defense
and payment, Client must: (i) give Consultant prompt written notice of a claim. Consultant shall
have no obligation to indemnify the City under this Section to the extent the infringement arises
from (i) the City Content, (ii) specifications provided by City or its agents; (iii) derivative works
of the Web Site created by City, (iv) modifications or maintenance of the Web Site by a parry
other than Consultant, (v) misuse of the Web Site, and (vi) failure of City to implement any
improvement or updates to the Web Site, if the infringement claim would have been avoided by
the use of the improvement or updates. This section shall survive termination or expiration of
this Agreement.
14. WAIVER
Neither parry shall be deemed by mere lapse of time (without giving notice or taking
other action hereunder) to have waived any breach by the other parry of any of the provisions of
this Agreement. Further, the waiver by either party of a particular breach of this Agreement by
the other party shall not be construed as, or constitute, a continuing waiver of such breach, or of
other breaches of the same or other provisions of this Agreement.
Page 3 of 4
IN WITNESS WHEREOF, the parties hereto have accepted, made and executed this
Agreement upon the terms and conditions above stated on the day and year first above written.
CONSULTANT:
ISLAND STYLE CONSULTING & DESIGN
By:
Henny Groschel- Becker
CITY:
CITY OF SOUTH MIAMI
6130 Sunset Drive
South Miami, Florida 33143
I
By: i
vonne S. Aleki nley
ity Manager
Atte t:.=
ity Clerk
Approved as to form and legal sufficiency:
City ttt lrney/
Page 4 of 4
Henny Groschei- Becker, Ph.D.
290 West Mashta Drive
Key Biscayne, FL 33149
786 -348 -3592
island_style— kb @bellsouth-net
EXHIBIT "A"
WEBSITE REDESIGN PROPOSAL FOR 2007
(CONTINUATION OF TASKS STARTED IN FY 2006)
Prepared for the City Manager
City of South Miami
6130 Sunset Drive
South Miami, Florida 3314.3
August 14, 2006
Needs (as expressed in a July 19, 2006 meeting at the City):
1. Redesign of the website's appearance and features:'so the site is an efficient,
viable communication interface between government; -residents, property owners,
the business community and casual web users.
2. An easy -to -use, attractive site design that captures the City of South Miami spirit.
3. Improved organization and navigation, via menus and links, for easy access to
different areas and information centers.
4. Relevant, up -to -date content and links to internal .and :external information.
5. High - profile presence of Commission and Board meeting agendas and minutes.
6. Easier online access to departmental forms.
7. Events calendar.
8. Electronic newsletter.
9. Webcasts of Commission meetings.
SCOPE OF WORK FOR FY 2007 — WEBSITE REDESIGN PROJECT MANAGER:
Solutions (continued from companion proposal for start of project in FY 2006 dated
August 10, 2006; overlap of some tasks is expected):
1. Continue review of existing website structure and content to identify good
elements and elements needing improvement.
2. Meet with City Department Heads to develop content to maximize web presence
to meet immediate and future communication needs.
3. Obtain graphics and photographs from staff or other_ sources for overall website
appearance, take digital photographs and/or design, graphics as needed.
4. Continue fine- tuning page layouts, navigation and linkito meet design goals.
5. Research utility of online forms for various departments to streamline operations.
FY 2007 Web Redesign Proposal, pg. 2
August 14, 2006
6. Work with Accrisoft's City of South Miami team (project management, technical
and art department employees) to ensure layout design is carried out, desired
features are incorporated, and pace of work is maintained.
7. Provide information on third party software that can be used to broadcast
Commission meetings on the web in real time and from archives.
8. Identify one or more City staff members as "go to "personnel who can most
effectively obtain and transmit up -to -date informatiort for future site maintenance.
9. Meet with Department Heads to encourage updating'of content on a regular basis
10. Develop interesting profile pieces to feature on the new home page; search for
and add relevant, interesting content
11. Coordinate launch of the new site with Accrisoft and G. Reyes.
12. Observe and update the new site after launch to ensure smooth operation.
13. Work with City Manager and staff to promote the new - :website
TIME AND BUDGET ESTIMATE:
Contract Start/End Dates: October 1, 2006 — January 31, 2.007 (18 weeks)
(End date is estimated to be after launch of new website)
Time and Effort: 15 hours /week for a total of 270 Fours over 18 weeks
(Hours per week may be increased at start of contract to
expedite project; consultant will bill monthly.)
Consulting Rate: $65.00 /hour
Proposed Budget: $17,550.00
Budget Justification: Consultant's hourly rate is decreased from $75.00 /hr (quoted
in FY 2006 proposal) to $65.00s We the hours per week are
increased. End date is based on FY 2006 proposal start date
of August 21, 2006 and January 2007 launch of new site.
Special Remarks: Work will be conducted on site at City of South Miami facilities
and off -site with communications. via email and telephone.
Internet -based Accrisoft site management software is
accessible from any computer via secure password.
Deliverables:
1. Bi- Weekly updates on website redesign activities for the City Manager.
2. Pre - launch and post - launch site overviews for City Manager and staff in January
2007 (estimated launch date). Consultant is available to brief the Commission at
the City Manager's request.
3. Outreach plan to inform City residents and other users about the new site will be
developed with staff.