HomeMy WebLinkAbout09-22-2015 Barnett Cox and Associates and StudioGood (BCA/StudioGood) - Addendum to AgreementADDENDUM TO AGREEMENT
THIS ADDENDUM TO AGREEMENT is made and entered in the City of San Luis Obispo on
5 Z ZP,C) L by and between the CITY OF SAN LUIS OBISPO, a municipal corporation,
herein after referred to as City, and Barnett Cox and Associates and StudioGood (BCA/StudioGood), hereinafter
referred to as Contractor.
WITNESSETH:
WHEREAS, on July 8, 2014 the City entered into an Agreement with Contractor for marketing services for
the City of San Luis Obispo lodging industry per Specification No. 91275; and
WHEREAS, the City desires to amend the scope of services to include the redesign and integration of the
City's various tourism websites including: SanLuisObispoVacations.com and ShareSLO.com; and
WHEREAS, the Contractor has submitted a proposal for this purpose that is acceptable to the City's
Tourism Improvement District (TBID) Board; and
WHEREAS, Contractor is qualified to execute the proposed services and improvements as presented to the
Tourism Business Improvement District Board; and
WHEREAS, the City Council approved the Community Promotions program funding for 2015 -16 at its July
7, 2015 regular meeting.
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter
contained, the parties hereto agree as follows:
hereto.
1. The scope of services is hereby amended to include the services as set forth in Exhibit A attached
2. The related increase in compensation in the amount of $70,000 is hereby amended as set forth in
Exhibit A attached hereto.
3. All other terms and conditions of the Agreement remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year
first written above.
AS TO FORM:
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Dietrick, City Attorney
CITY OF SAN LUIS OBISPO,
A Municipal Corporation
By ` fo
Kato c ig, Ci nager
CONTRACTOR
By:
HCAIStudio d
EXHIBIT A
SCOPE OF WORK
Overview
City of SLO TBID has asked StudioGood to consolidate the existing 3 digital properties, into a single,
mobile friendly tourism website. The development efforts are described in the Scope of Work &
Deliverables section below.
This document represents our mutual understanding of roles and responsibilities, project scope and
deliverables. Changes may affect the schedules and costs presented.
Details
StudioGood will build a mobile - friendly website according to the details below. These items will be
delivered between July 2015 — October 2015.
Wireframes
• One final set of custom wireframes, including but not limited to the following page types:
• Home
• Events
• Things to Do
• Blog /ShareSLO
Site Map
One site map that details all site pages (shows site content layers)
Design
One final set of visual design, including but not limited to the following page types:
• Home
• Events
• Things to Do
• Blog /ShareSLO
Website
• Custom built responsive website
• Blog component with commenting functionality
• Search functionality
• Repurpose and edit existing website copy for new site
• Email sign -up
• Booking engine integration
• Google analytics
• Social sharing
Content Management System
• Custom or WordPress*
*Note: The development of the CMS will be based on website features, functionality and the
integration with the Events dashboard currently being developed by the SLO Happenings App.
Scope of Work & Deliverables
Outlined below are the work and deliverables required to meet the objectives of the City of SLO TBID
website rebuild.
1.0 DISCOVERY
1.1 Creative Brief
Obiective:
StudioGood will provide the creative brief. It will govern all project work and ensure everyone is
working toward the same goals.
Deliverable(s):
• StudioGood will deliver a creative brief that sets expectations for the project, defines
the key audience and outlines how success will be measured.
Assumptions:
• StudioGood will require approval on this document prior to beginning creative
development.
1.2 Content Inventory and /or Site Audit
Objective:
StudioGood will create a content inventory that itemizes all site content.
City of SLO TBID will review content inventory and provide overall creative direction. These
items will govern wireframe and creative development.
Deliverable(s):
• City of SLO TBID will deliver outline of site requirements.
• StudioGood will review the content inventory with the client.
Assumptions:
• City of SLO TBID will provide this outline prior to StudioGood beginning wireframe and
creative development.
2.0 DEFINE INFORMATION DESIGN
2.1 Information Architecture — Sitemap
Objective:
StudioGood will develop a detailed sitemap for the architecture and content of the website
rebuild.
Deliverable(s):
• StudioGood will deliver one (1) sitemap that visually represents the content structure
and distribution by platform, device and OS.
2.2 Mobile Strategy
Objective:
StudioGood recommends the following mobile strategy for the website:
Fully responsive *: The site displays correctly, with all content showing and no visual
anomalies on a full range of desktop and mobile devices.
*Note: In some cases, some features of the desktop site may not be compatible with mobile
devices. The mobile site will be built to modify the user experience accordingly.
Deliverable(s):
• StudioGood will deliver one (1) set of mobile wireframes (detailed below).
2.3 Detailed Wireframes
Objective:
StudioGood will be responsible for developing the user flow and wireframes to support
development efforts of the TBID website. Wireframes will have an architecture component and
establish site layout.
Deliverables):
• StudioGood will deliver one (1) set of wireframes each for mobile and desktop versions
of the website.
Assumptions:
• StudioGood assumes no changes will be made to desired functionality upon wireframe
approval. If changes are required, StudioGood will communicate appropriate
timing /cost implications.
• This statement of work allows for 2 revisions to each set of wireframes.
3.0 CREATIVE DESIGN
3.1 Creative Concept Development
[Objective:
Based upon the Creative Brief and approved Wireframes, the StudioGood creative team will be
responsible for creating the look and feel of the TBID website. Design will be dictated by the
mobile strategy described in section 2.2 above.
Deliverables:
• StudioGood will deliver 2 -3 creative mockups (look & feel) for review and 1 full set of
design files. StudioGood will deliver assets, including layered art files and fonts required
for the TBID website as follows:
• Website design (desktop, tablet) in PSD /JPG format.
• Mobile design in PSD /JPG format.
Assumptions:
• All logos, photography, media assets and illustration have previously been provided to
StudioGood through the existing Marketing Agency contract.
• Brand standards have previously been provided to StudioGood through the existing
Marketing Agency contract.
StudioGood will be responsible for the asset creation for the TBID website.
Mockups include a homepage and 1 -2 internal page examples. A complete set of design
files will be delivered after a look & feel is chosen.
• This statement of work allows for 3 revisions to the creative.
3.2 Copy Deck & Copy Editing
Objective:
StudioGood will be responsible for developing the copy for all content areas of the TBID
website.
StudioGood will be responsible for functional copy to support the TBID website. This copy
will support navigation and instructional needs and support the overarching strategies in
the approved wireframes.
Deliverables:
• StudioGood will provide all website copy necessary to incorporate into design in a
finalized copy deck (tracked Word document) for review by City of SLO TBID.
Assumptions:
• StudioGood will be responsible for the content of the TBID website and any supporting
content development. Copy documents will be routed through City of SLO TBID legal
prior to incorporation into design.
4.0 DEVELOPMENT
Site Development
Site development will commence upon approved wireframes. StudioGood will be responsible
for all front -end and back -end coding.
Deliverables:
• All front -end development, database development and back -end integration to support
website.
• Features include —
o CMS
• Helium integration
• Blog with commenting functionality
• Search functionality
• Email sign up
• Google Analytics integration
Assumptions:
• Browser -based website compatible on mobile, tablet, and desktop. StudioGood will QA
all content and functionality.
5.0 DATA COLLECTION AND VALIDATION
StudioGood will be responsible for the collection and storage of data to support the new TBID
website.
Data collected and stored includes:
• Email addresses*
*Note: The email sign up form will be added to the site via a Constant Contact embed code,
therefore all email addresses will be collected in the Constant Contact database managed
by Barnett Cox & Associates.
6.0 ANALYTICS
StudioGood will provide initial Google Analytics set up and work with the client to determine
overall structure and top site interactions to track.
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StudioGood will deliver initial Google Analytics set up and provide user access and basic
training of set up for the client.
StudioGood will deliver metrics reporting as applicable.
Assumptions:
• Client will have complete access to the Google Analytics account to view metrics as
needed.
• Analytics set up will include tracking of visits, shares, conversions, bounce rate,
referrals, time on page, user events, and user flow, and agreed -upon site interactions as
applicable.
7.0 CIA TESTING
7.1 CIA Test
Objective:
StudioGood will perform internal testing that includes development testing and general user
testing coordinated by the account team. These tests run throughout the life of the project, and
prior to project launch. In addition they are run after changes are made or bugs fixed during
maintenance. Testing will focus on the following items:
Overall: ensure the staged and production sites meet all design and development
requirements of the project:
• Layout (headers, footers, sidebars, spacing, content modules)
• Stylization (colors, fonts, links, buttons, overlays, forms and fields)
• Responsiveness (device and viewport testing)
• Links (hover and click states, correct open behavior)
• Forms (display, character counts, error messages, required notations, labels,
submissions)
• Social sharing (behavior, content, images)
• CMS (logins, navigation, data storage, exports, branding
• Analytics set ups (categories, events, tracking in place)
• Functional: ensure correct functionality and overall experience for each module /screen
• Content: conduct final copy checks for spelling, typos, grammar, alignment, spacing
• Bugs: provide comprehensive report of bugs and verification of fixes where needed
• Compatibility: cross - browser compatibility, including the following browser versions:
• IE9 -11
• Firefox (latest version)
• Chrome & Safari all versions (all are automatically updated)
o iOS & Android (latest versions)
Compatibility for specific device types, email clients and social platforms to be tested
where applicable.
8.0 HOSTING, MAINTENANCE AND SUPPORT
8.1 Hosting
Objective:
StudioGood will provide hosting services and will handle standard ongoing maintenance to the
site as covered in the Marketing Agency contract for 2014 -2016.
Deliverables:
■ Recommendation: SanLuisObispoVacations.com will be used as the domain of the TBID
website, to be hosted on StudioGood servers.
Assumptions:
• The hosting agreement will run from July 2015 —June 30, 2016*
• No maintenance is assumed beyond this period of 12 months, without an amendment
or new scope of work.
*Note: Per our existing Marketing Agency contract with the City of SLO TBID, StudioGood will
host the website through the end of the contract period.
8.2 Server Architecture Detail
StudioGood will provide a server or server cluster customized to the hosting needs of the client. We
use Amazon Web Services and can provide the following services:
• SSL
• Auto - scaling and load balancing for high- traffic instances
• Computation- focused or traffic - focused instances
• Unlimited I Negotiated I Custom storage solutions
• Database and server backups
• Failovers for high uptime
9.0 PROJECT MANAGEMENT
Obiective:
StudioGood will provide an account team to serve as a main contact point for delivery of files,
content and all other communication associated with this project. Project management time
accounts for the following:
• Account oversight
• Strategic direction
• Project calendar and timelines
• Project organization and communications
• Internal team management
• Review cycle management
+ Meetings /Client work sessions
Timeline
Milestones will be identified along the development path where StudioGood will present the
deliverable /component, at which time both parties will review to ensure project is still on strategy, on
schedule, and on budget /within scope. If requirements force changes to the initial scope, StudioGood
will discuss with City of SLO TBID at these milestones so that priorities may be set and /or trade -offs may
be assessed.
High Level Schedule*
Estimated duration 12 -16 weeks. Some phases identified below occur in parallel.
Phase I: Scoping, Discovery and Planning
Estimated duration 2 weeks:
• Determine and document full scope of project — clearly identify key deliverables
• Identify team, establish roles, responsibility and define chain of communication
• Identify and refine goals and objectives
• Discover business requirements
• Content and media audit /analysis
• Begin high -level information architecture
Phase II: Creative Design
Estimated duration 2 - 3 weeks:
• Refine information architecture
• Build creative look and feel
• Create functional requirements
• Technical specifications
Phase III: Production
Estimated duration 3 - 5 weeks:
• Technical development for site
• Creative integration
Phase IV: Testing, Quality Assurance and Launch
Estimated duration 1 - 2 weeks:
• Overall testing and refinement
• User acceptance testing
• Migration to hosting facility and launch
*Note: A detailed project timeline with deadlines and deliverables will be provided upon signing
of agreement.
Estimated Budget Parameters
Define (Scope, Functionality, Flow) $5,000
Direct (Strategy, Project Management) $15,000
Design (Creative, Concept, Comps, Final Files) $20,000
Development (Programming, Integration, Execution) $30,000
Total: $70,000
Payment Schedule for Fees
0 50% ($35,000) of fees payable on signed agreement.
0 25% ($17,500) of fees payable on September 1, 2015.
0 25% ($17,500) of fees payable on project completion.
In the event the project is cancelled or put on hold, all completed work will be billed against costs
outlined above.
City Manager Report
Final City Manager Approval
Approver Name
Date Approved
City Administration
JD
09/22
Reviewer Routing List
Reviewer Name
Date Reviewed
City Attorney
Jma
9/21/15
Finance & Information Technology
DJJ
9/21/15
September 16, 2015
FROM: Derek Johnson gW 09/15/15
PREPARED BY: Molly Cano, Tourism Manager
SUBJECT: Tourism Website Redesign Agreement Addendum
RECOMMENDATION
As recommended by the Tourism Business Improvement District (TBID) Board, approve the
addendum to the Marketing Services agreement with Barnett Cox & Associates (BCA) and
StudioGood to include the tourism website redesign project and encumber $70,000 to BCA/
StudioGood for the development of the new website.
DISCUSSION
Fiscal year 2015 -16 commenced the second year of the two -year agreement with BCA and
StudioGood for marketing services (Attachment 1). In addition to the marketing initiatives outlined
within the marketing plan presented at the June 10, 2015 meeting, the TBID Board recommended
the allocation of an additional $70,000 for the complete redesign, merge, and integration of the
tourism website portfolio including: SanLuisObispoVacations.com, ShareSLO.com, GoSLO mobile
experience, and the Helium booking engine. Currently, the main tourism website,
SanLuisObispoVacations.com, is not in a mobile compatible format which is negatively impacting
our website traffic and the return on investment from the tourism advertising programs. This site
was launched over 5 years ago and has exceeded the industry standard for the lifespan of a website.
During the July 7, 2015 meeting, City Council authorized the City Manager to enter into various
contracts and program expenditures for the Tourism Business Improvement District (TBID) not to
exceed the 2015 -16 non - staffing program budget of $1,257,812 based on the recommendations by
the TBID Board. This included the second year financing of the two -year contract with BCA and
StudioGood for marketing services and the authorization to amend the existing agreement to include
an additional $70,000 for tourism website redesign.
Tourism Website Redesign Agreement Addendum
FISCAL IMPACT
Page 2
During the July 7, 2015 meeting, the City Council authorized the City Manager to enter into
various contracts for the Community Promotions program as recommended by the Tourism
Business Improvement District Board (TBID). (Attachment 2)
Currently the TBID has an available balance of $309,059 for Contract Services (7227). After the
deduction of $70,000 for this project, the balance of $239,059 would remain for additional
contract service expenditures. Additionally, the TBID has committed to $98,250 in Event
Promotion sponsorship funding and a separate City Manager Report is routing for that approval.
After this additional deduction the balance of $140,809 would remain for future contract
services.
ATTACHMENTS
1. Marketing Service Agreement
2. City Council Meeting Minutes — July 7, 2015
3. Agreement Addendum