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- CALIFORNIA
REQUEST FOR
PROPOSALS
WEBSITE DESIGN AND
MAINTENANCE SERVICES
DUE BY:
AP RI L 25, 2025
BY 5:00 P.M. (PDT)
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REQUEST FOR PROPOSALS / QUALIFICATIONS
The City of La Quinta (City) seeks proposals from qualified firms to provide website design and
maintenance services for the City.
Project/Services Title: Website Design and Maintenance Services
Issue Date: March 17, 2025
DUE DATE: April 25, 2025 by 5:00 P.M. (PDT)
Requesting Department: City Manager's Office
GENERAL TERMS AND CONDITIONS
1. SUBMISSION REQUIREMENTS
Proposals can be submitted via email, hand delivery, or mail. All proposals must bear original or electronic
signatures.
Submit via email an electronic original, as a single document in a .PDF format, or one paper original in a
sealed envelope to the following contact:
City of La Quinta
Attn: Marcie Graham, Marketing Manager
78495 Calle Tampico
La Quinta, California 92253
Tel: (760) 777 — 7032
Email: MGraham(a)-LaQuintaCA.gov
Email Subject: RFP — Website Design and Maintenance Services
2. SUBMISSION RESTRICTIONS
All proposals must be submitted in writing; no oral, facsimile, or telephone proposals or modifications will be
considered. Proposals received after the due date and time are considered non -responsive and will be returned
unopened.
3. QUESTIONS or REQUESTS FOR CLARIFICATIONS
Any requests for clarification or other questions concerning this RFP must be submitted in writing by March 31,
2025; and sent via email to Marcie Graham, Marketing Manager, MGrahamt_c�i_LaQuintaCA.gov
4. ERRORS AND OMISSIONS
If a proposer discovers any ambiguity, conflict, discrepancy, omission, or other error in the RFP or any of its
attachments, he/she shall immediately notify the City of such error in writing and request modification or
clarification of the document. Modifications will be made by addenda. Clarifications will be provided in writing
to all parties who have submitted proposals or who have requested an RFP for purposes of preparing a
proposal, without divulging the source of the request.
If a proposer fails to notify the City prior to the date fixed for submission of proposals of an error in the RFP
known to him/her, or an error that reasonably should have been known to him/her, he/she shall submit a
proposal at his/her own risk, and if he/she is awarded an agreement, he/she shall not be entitled to additional
compensation or time by reason of the error or any corrections thereof.
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5. MODIFICATIONS AND WITHDRAWALS OF SUBMITTED PROPOSALS
Proposer may withdraw proposals prior to the Submittal Deadline by submitting a written request to Marcie
Graham, Marketing Manager, at MGraham(a)_LaQuintaCA.gov Withdrawn proposals will be returned
unopened.
Proposers may modify proposals prior to the Submittal Deadline by withdrawing their proposal as noted above
and re -submitting anew before the Submittal Deadline.
6. ADDENDA
The City may modify this RFP, any of its key action dates, or any of its attachments, prior to the submittal
deadline. Addenda will be numbered consecutively and noted following the RFP title. It is the proposer's
responsibility to ensure they have incorporated all addenda. Failure to acknowledge and incorporate addenda
will not relieve the proposer from the responsibility to meet all terms and conditions of the RFP and any
subsequent addenda.
7. REJECTION OF PROPOSALS
The City may reject any or all proposals in whole or in part for any reason, including suspicion of collusion
among proposers, and may waive any immaterial deviation in a proposal. The City's waiver of an immaterial
defect shall in no way modify the RFP as published or excuse the proposer from full compliance with the
specifications if he/she is awarded the agreement. Proposals referring to terms and conditions other than the
City's terms and conditions as listed in the RFP, may be rejected as being non -responsive.
The City may conduct an investigation as deemed necessary to determine the ability of the proposer to perform
the work, and the proposer shall furnish to the City all such information and data for this purpose as requested
by the City. The City reserves the right to reject any proposal if the evidence submitted by, or investigation of,
such proposer fails to satisfy the City that such proposer is properly qualified to carry out the obligations of the
agreement and to complete the work specified.
8. CANCELLATION OF RFP
This RFP does not obligate the City to enter into an agreement. The City reserves the right to cancel this RFP
at any time, should the project be cancelled, the City loses the required funding, or it is deemed in the best
interest of the City. No obligation, either expressed or implied, exists on the part of the City to make an award
or to pay any cost incurred in the preparation or submission of a proposal.
9. DISPUTES/PROTESTS
The City encourages proposers to resolve issues regarding the requirements or the procurement process
through written correspondence and discussions during the period in which clarifying addenda may be issued.
The City wishes to foster cooperative relationships and to reach a fair agreement in a timely manner. Formal
proposals for major professional and technical services shall be governed by the City's Purchasing Policy.
10. NEGOTIATIONS AND FINAL AGREEMENT
The City's Agreement for Contract Services is enclosed as Attachment 1 for review prior to submitting a
proposal. An agreement will not be binding or valid with the City unless and until it is executed by authorized
representatives of the City and of the selected proposer. At the discretion of the City, any or all parts of the
successful proposal shall be made a binding part of the agreement.
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11. PRICING ADJUSTMENTS
The City reserves the right to negotiate final pricing with the most qualified proposer. Pricing shall remain firm
for the entire initial term of the agreement. Thereafter, any proposed pricing adjustment for additional periods,
if any, shall be subject to the terms of the agreement.
12. SELECTION PROCESS
Proposals shall be reviewed and rated based on the information requested by this RFP, as well as responses
from references and clients, background checks, any research on proposers, and other information pertinent
to the evaluation process. Closely ranked firms may be asked to furnish evidence of capability, equipment,
and financial resources to adequately provide the services.
13. RFP TIMELINE
RFP Issue Date:
March 17, 2025
Deadline for Proposers' Questions:
March 31, 2025
City's Response to Questions:
April 7, 2025
Proposals Submittal Deadline:
April 25, 2025, by 5:00 P.M. (PDT)
Interview for Finalists (if needed):
Week of April 28, 2025
City Council Consideration and Approval:
June 3, 2025
Targeted contract commencement
June 24, 2025
14. PROPRIETARY, CONFIDENTIAL, AND PUBLIC INFORMATION
14.1 Proprietary and Trade Secret Information:
A copy of each proposal will be retained as an official record and will become open to public inspection,
unless the proposal or specific parts can be shown to be exempt by the California Public Records Act
[California Government Code §7920.000 et seq.]. Each proposer may clearly label part of a proposal
as "Confidential" if the proposer thereby agrees to indemnify and defend the City for honoring such a
designation. The failure to so label any information that is released by the City will constitute a complete
waiver of all claims for damages caused by any release of the information. If a request for public
records for labeled information is received by the City, the City will notify the proposer of the request
and delay access to the material until seven working days after notification to the proposer. Within that
time delay, it will be the duty of the proposer to act in protection of its labeled information. Failure to so
act will constitute a complete waiver.
14.2 Confidential Information:
Evaluation scores, weight factors, and negotiation notes are confidential and will not be released or
retained [California Government Code § 7922.5001.
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14.3 Public Information:
All proposals will be opened on April 25, 2025, and will be made available to the public upon request.
By submitting a proposal, the proposer acknowledges and accepts that the content of the proposal and
associated documents will become open to public inspection. The final, executed agreement will be a
public document. Proposals and other information will not be returned.
15. PROPOSAL PREPARATION COSTS
Any costs incurred in the preparation of a proposal, preparation of changes or additions requested by the City,
presentation to the City, travel in conjunction with such presentations, or samples of items, shall be entirely the
responsibility of the proposer.
16. INSURANCE REQUIREMENTS and ACKNOWLEDGEMENT
Proposals must include a completed "Insurance Requirements Acknowledgment" form included as Attachment
2 stating that, if selected, the proposer will provide the minimum insurance coverage and indemnification noted
in Exhibits E and F, respectively, of the City's Agreement for Contract Services.
Commercial General Liability (at least as broad as ISO CG 0001)
$1,000,000 (per occurrence); $2,000,000 (general aggregate)
Must include the following endorsements:
General Liability Additional Insured
General Liability Primary and Noncontributory
Commercial Auto Liability (at least as broad as ISO CA 0001)
$1,000,000(per accident
Personal Auto Declaration Page if applicable
Worker's Compensation (per statutory requirements)
Must include the following endorsements:
Worker's Compensation Waiver of Subrogation
Worker's Compensation Declaration of Sole Proprietor if applicable
Cyber Liability
$1,000,000 (per occurrence)
$2,000,000 (general aggregate)
17. NON -COLLUSION AFFIDAVIT
Proposals must include an executed Non -Collusion Affidavit, included as Attachment 3, executed by an official
authorized to bind the firm.
18. CONFLICT OF INTEREST
The City requires a Statement of Economic Interest (Form 700) to be filed by any proposer who is involved in
the making of decisions which may have a foreseeable material effect on any City financial interest pursuant
to the City's Conflict of Interest Code and the California Political Reform Act of 1974.
19. LOCAL BUSINESS PREFERENCE
Local vendors are encouraged, but not required. For purposes of this section, `local' shall be defined as an
individual, partnership, or corporation, which regularly maintains a place of business within a 40-mile radius of
the City.
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20. CITY RIGHTS AND OPTIONS
The City reserves the right to:
■ Make the selection based on its sole discretion;
■ Issue subsequent RFP;
■ Postpone opening proposals or selection for any reason;
■ Remedy errors in the RFP or in the RFP process;
■ Modify the Scope of Services in the RFP;
■ Approve or disapprove the use of particular subcontractors;
■ Negotiate with any, all or none of the proposers;
■ Accept other than the lowest offer;
■ Waive informalities and irregularities in proposals;
■ Request additional information or clarification;
■ Request revisions during negotiations;
■ Invite any consultant of its choosing to assist with the evaluation of proposal responses or to provide
the City with a second opinion
■ Enter into an agreement with another proposer in the event the originally selected proposer defaults
or fails to execute an agreement with the City in a timely manner.
REQUESTED SERVICES
I. INTRODUCTION
The City of La Quinta is issuing this RFP to solicit qualified firms with demonstrated expertise in website design,
development, and hosting services. The City seeks to create a modern, accessible, and user-friendly website
that enhances community engagement, streamlines access to public services, and reflects La Quinta's unique
character. The selected firm will work closely with City staff to develop a website that meets the needs of
residents, businesses, and visitors while ensuring compliance with industry standards and best practices. This
RFP outlines the project objectives, scope of services, and submission requirements. Interested firms are
invited to submit proposals detailing their experience, approach, and cost estimates to support the successful
execution of this project.
II. SCOPE OF SERVICES
The City of La Quinta is seeking proposals from qualified firms to design, develop, and host a modern, user-
friendly, and ADA-compliant municipal website. The City's current website operates on a proprietary platform
that limits flexibility and would not be able to be used moving forward, necessitating the development of a new
website on a scalable and adaptable platform. The selected firm will be responsible for creating an intuitive
and visually appealing website that enhances user experience, improves accessibility, and integrates essential
city services and communication tools. The scope includes website design, content migration preserving all
existing functionality of the current website, integration with the City's archive portal (Laserfiche), mobile
responsiveness, search engine optimization (SEO), and ongoing training, hosting, maintenance, and support
for City staff and IT administrators. The firm must provide a content management system (CMS) that allows
city staff to update and manage content easily. Additionally, the website should incorporate security best
practices and ensure compliance with all relevant legal and regulatory requirements. The final deliverable must
reflect the City's brand identity and support its commitment to transparency and community engagement.
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III. PROPOSAL FORMAT
Firms are encouraged to keep their proposals brief and relevant to the specific information requested herein.
Proposals should be straightforward, concise, and provide "layman" explanation of technical terms that are
used. Emphasis should be on completeness and clarity of content.
All proposals must be a maximum of 20 pages, including mandatory information required here,
denoted as Sections 1 through 10.
Present the proposals in a format and order that corresponds to the numbering and lettering contained
herein, with minimal reference to supporting documentation, so that proposals can be accurately
compared.
1. Cover Letter
Signed by an official authorized to bind the firm with name, address, phone number, and email address
of firm's contract person, location of firm's main office, location of the office that would service this project,
a validity statement that all information and pricing provided in the proposal is valid for at least ninety (90)
days, and a statement that any individual who will perform work for the City is free of any conflict of
interest.
Firms Background, Qualifications, and Experience, including the following:
(a) Number of years in business
(b) Taxpayer identification number
(c) Resumes of the Project Manager and key personnel who will be responsible for performance if
any agreement results from this RFP
(d) Firm ownership and if incorporated, list the state in which the firm is incorporated and the date of
incorporation
(e) If the firm is a subsidiary of a parent company, identify the parent company
2. References of California government agencies (preferably cities utilizing)
(a) Client name, client project manager, telephone number, and email address
(b) Project description
(c) Project start date, and end date
(d) Staff assigned to each project by the firm
(e) Provide a summary of final outcome
3. Complete Pricing List
Proposal shall include a detailed fee schedule for the services requested by this RFP, as well as a multi-
year maintenance plan.
4. List of Complementary Services Offered by Proposer along with Corresponding Prices
S. Staffing and Project Organization
6. Subcontracting Services
Subcontracting any portion(s) of the Scope of Services is not preferable; however, if a proposer can
demonstrate to the City's satisfaction that it is in the best interest of the project to permit a portion of the
service(s) to be subcontracted by the proposer, it may be considered. Provide details on the role of any
subcontractor that will be used. Assignment is prohibited.
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7. Disclosures
Disclosure of any alleged significant prior or ongoing agreement failure, any civil or criminal litigation or
investigation pending, which involved the proposer or in which the proposer has been judged guilty or
liable within the last five (5) years. If there is no information to disclose, proposer must affirmatively state
there is no negative history.
8. Acknowledgement of Insurance Requirements (Attachment 2)
Proposals must include a written statement that, if selected, the proposer will provide the minimum
insurance coverage and indemnification noted in Exhibits E and F, respectively, of the City's Agreement
for Contract Services included as Attachment 1.
9. Non -Collusion Affidavit (Attachment 3)
Proposals must include an executed Non -Collusion Affidavit, included as Attachment 3, executed by an
official authorized to bind the firm.
10. Acknowledgement of Addenda (Attachment 4)
If any addendum/addenda are issued, the proposer shall initial the Acknowledgement of Addenda,
included as Attachment 4.
ATTACHMENTS
Agreement for Contract Services
2. Insurance Requirements Acknowledgement
Must be executed by proposer and submitted with the proposal
3. Non -Collusion Affidavit
Must be executed by proposer and submitted with the proposal
4. Addenda Acknowledgement
Must be executed by proposer and submitted with the proposal
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ATTACHMENT 1
AGREEMENT FOR CONTRACT SERVICES
THIS AGREEMENT FOR CONTRACT SERVICES (the "Agreement") is made and
entered into by and between the CITY OF LA QUINTA, ("City"), a California municipal
corporation, and [insert type of business entity, e.g. sole proprietorship, California Limited
Liability Corporation, etc], with a place of business at
("Contracting Party"). The parties hereto
agree as follows-
1. SERVICES OF CONTRACTING PARTY.
1.1 Scope of Services. In compliance with all terms and conditions of this
Agreement, Contracting Party shall provide those services related to
, as specified in the "Scope of Services" attached hereto as
"Exhibit A" and incorporated herein by this reference (the "Services"). Contracting Party
represents and warrants that Contracting Party is a provider of first-class work and/or
services and Contracting Party is experienced in performing the Services contemplated
herein and, in light of such status and experience, Contracting Party covenants that it
shall follow industry standards in performing the Services required hereunder, and that
all materials, if any, will be of good quality, fit for the purpose intended. For purposes of
this Agreement, the phrase "industry standards" shall mean those standards of practice
recognized by one or more first-class firms performing similar services under similar
circumstances.
1.2 Compliance with Law. All Services rendered hereunder shall be provided
in accordance with all ordinances, resolutions, statutes, rules, regulations, and laws of
the City and any Federal, State, or local governmental agency of competent jurisdiction.
1.3 Wage and Hour Compliance, Contracting Party shall comply with applicable
Federal, State, and local wage and hour laws.
1.4 Licenses, Permits, Fees and Assessments. Except as otherwise specified
herein, Contracting Party shall obtain at its sole cost and expense such licenses, permits,
and approvals as may be required by law for the performance of the Services required by
this Agreement, including a City of La Quinta business license. Contracting Party and its
employees, agents, and subcontractors shall, at their sole cost and expense, keep in
effect at all times during the term of this Agreement any licenses, permits, and approvals
that are legally required for the performance of the Services required by this Agreement.
Contracting Party shall have the sole obligation to pay for any fees, assessments, and
taxes, plus applicable penalties and interest, which may be imposed by law and arise
from or are necessary for the performance of the Services required by this Agreement,
and shall indemnify, defend (with counsel selected by City), and hold City, its elected
officials, officers, employees, and agents, free and harmless against any such fees,
assessments, taxes, penalties, or interest levied, assessed, or imposed against City
hereunder. Contracting Party shall be responsible for all subcontractors' compliance with
this Section.
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1.5 Familiarity with Work. By executing this Agreement, Contracting Party
warrants that (a) it has thoroughly investigated and considered the Services to be
performed, (b) it has investigated the site where the Services are to be performed, if any,
and fully acquainted itself with the conditions there existing, (c) it has carefully considered
how the Services should be performed, and (d) it fully understands the facilities,
difficulties, and restrictions attending performance of the Services under this Agreement.
Should Contracting Party discover any latent or unknown conditions materially differing
from those inherent in the Services or as represented by City, Contracting Party shall
immediately inform City of such fact and shall not proceed except at Contracting Party's
risk until written instructions are received from the Contract Officer, or assigned
designee (as defined in Section 4.2 hereof).
1.6 Standard of Care. Contracting Party acknowledges and understands that
the Services contracted for under this Agreement require specialized skills and abilities
and that, consistent with this understanding, Contracting Party's work will be held to an
industry standard of quality and workmanship. Consistent with Section 1.5 hereinabove,
Contracting Party represents to City that it holds the necessary skills and abilities to satisfy
the industry standard of quality as set forth in this Agreement. Contracting Party shall
adopt reasonable methods during the life of this Agreement to furnish continuous
protection to the Services performed by Contracting Party, and the equipment, materials,
papers, and other components thereof to prevent losses or damages, and shall be
responsible for all such damages, to persons or property, until acceptance of the Services
by City, except such losses or damages as may be caused by City's own negligence.
The performance of Services by Contracting Party shall not relieve Contracting Party from
any obligation to correct any incomplete, inaccurate, or defective work at no further cost
to City, when such inaccuracies are due to the negligence of Contracting Party.
1.7 Additional Services. In accordance with the terms and conditions of this
Agreement, Contracting Party shall perform services in addition to those specified in the
Scope of Services ("Additional Services") only when directed to do so by the Contract
Officer, or assigned designee, provided that Contracting Party shall not be required to
perform any Additional Services without compensation. Contracting Party shall not
perform any Additional Services until receiving prior written authorization (in the form of
a written change order if Contracting Party is a contractor performing the Services) from
the Contract Officer, or assigned designee, incorporating therein any adjustment in
(i) the Contract Sum, and/or (ii) the time to perform this Agreement, which said
adjustments are subject to the written approval of Contracting Party. It is expressly
understood by Contracting Party that the provisions of this Section shall not apply to the
Services specifically set forth in the Scope of Services or reasonably contemplated
therein. It is specifically understood and agreed that oral requests and/or approvals of
Additional Services shall be barred and are unenforceable. Failure of Contracting Party
to secure the Contract Officer's, or assigned designee's written authorization for
Additional Services shall constitute a waiver of any and all right to adjustment of the
Contract Sum or time to perform this Agreement, whether by way of compensation,
restitution, quantum meruit, or the like, for Additional Services provided without the
appropriate authorization from the Contract Officer, or assigned designee.
Compensation for properly authorized Additional Services shall be made in accordance
with Section 2.3 of this Agreement.
1.8 Special Requirements. Additional terms and conditions of this Agreement,
if any, which are made a part hereof are set forth in "Exhibit D" (the "Special
Requirements"), which is incorporated herein by this reference and expressly made a part
hereof. In the event of a conflict between the provisions of the Special Requirements and
any other provisions of this Agreement, the provisions of the Special Requirements shall
govern.
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2.1 Contract Sum. For the Services rendered pursuant to this Agreement,
Contracting Party shall be compensated in accordance with "Exhibit B" (the "Schedule of
Compensation") in a total amount not to exceed
Dollars ($ ), for the life of the Agreement, encompassing the Initial and
any Extended Terms (the "Contract Sum"), except as provided in Section 1.7. The
method of compensation set forth in the Schedule of Compensation may include a lump
sum payment upon completion, payment in accordance with the percentage of completion
of the Services, payment for time and materials based upon Contracting Party's rate
schedule, but not exceeding the Contract Sum, or such other reasonable methods as may
be specified in the Schedule of Compensation. The Contract Sum shall include the
attendance of Contracting Party at all project meetings reasonably deemed necessary by
City; Contracting Party shall not be entitled to any additional compensation for attending
said meetings. Compensation may include reimbursement for actual and necessary
expenditures for reproduction costs, transportation expense, telephone expense, and
similar costs and expenses when and if specified in the Schedule of Compensation.
Regardless of the method of compensation set forth in the Schedule of Compensation,
Contracting Party's overall compensation shall not exceed the Contract Sum, except as
provided in Section 1.7 of this Agreement.
2.2 Method of Billing & Payment. Any month in which Contracting Party wishes
to receive payment, Contracting Party shall submit to City no later than the tenth
(10th) working day of such month, in the form approved by City's Finance Director, an
invoice for Services rendered prior to the date of the invoice. Such invoice shall
(1) describe in detail the Services provided, including time and materials, and (2) specify
each staff member who has provided Services and the number of hours assigned to each
such staff member. Such invoice shall contain a certification by a principal member of
Contracting Party specifying that the payment requested is for Services performed in
accordance with the terms of this Agreement. Upon approval in writing by the Contract
Officer, or assigned designee, and subject to retention pursuant to Section 8.3, City will
pay Contracting Party for all items stated thereon which are approved by City pursuant to
this Agreement no later than thirty (30) days after invoices are received by the City's
Finance Department.
2.3 Compensation for Additional Services. Additional Services approved in
advance by the Contract Officer, or assigned designee, pursuant to Section 1.7 of this
Agreement shall be paid for in an amount agreed to in writing by both City and Contracting
Party in advance of the Additional Services being rendered by Contracting Party. Any
compensation for Additional Services amounting to five percent (5%) or less of the
Contract Sum may be approved by the Contract Officer, or assigned designee. Any
greater amount of compensation for Additional Services must be approved by the La
Quinta City Council, the City Manager, or Department Director, depending upon City laws,
regulations, rules and procedures concerning public contracting. Under no circumstances
shall Contracting Party receive compensation for any Additional Services unless prior
written approval for the Additional Services is obtained from the Contract Officer, or
assigned designee, pursuant to Section 1.7 of this Agreement.
3.1 Time of Essence. Time is of the essence in the performance of this
Agreement. If the Services not completed in accordance with the Schedule of
Performance, as set forth in Section 3.2 and "Exhibit C", it is understood that the City will
suffer damage.
3.2 Schedule of Performance. All Services rendered pursuant to this
Agreement shall be performed diligently and within the time period established in "Exhibit
C" (the "Schedule of Performance"). Extensions to the time period specified in the
Schedule of Performance may be approved in writing by the Contract Officer, or
assigned designee.
3.3 Force Majeure. The time period specified in the Schedule of Performance
for performance of the Services rendered pursuant to this Agreement shall be extended
because of any delays due to unforeseeable causes beyond the control and without the
fault or negligence of Contracting Party, including, but not restricted to, acts of God or of
the public enemy, fires, earthquakes, floods, epidemic, quarantine restrictions, riots,
strikes, freight embargoes, acts of any governmental agency other than City, and
unusually severe weather, if Contracting Party shall within ten (10) days of the
commencement of such delay notify the Contract Officer, or assigned designee, in
writing of the causes of the delay. The Contract Officer, or assigned designee, shall
ascertain the facts and the extent of delay, and extend the time for performing the
Services for the period of the forced delay when and if in the Contract Officer's judgment
such delay is justified, and the Contract Officer's determination, or assigned designee,
shall be final and conclusive upon the parties to this Agreement. Extensions to time
period in the Schedule of Performance which are determined by the Contract Officer, or
assigned designee, to be justified pursuant to this Section shall not entitle the
Contracting Party to additional compensation in excess of the Contract Sum.
3.4 Term. Unless earlier terminated in accordance with the provisions in
Article 8.0 of this Agreement, the term of this agreement shall commence on
, 2024, and terminate on , 20 ("Initial Term"). This
Agreement may be extended for additional year(s) upon mutual agreement
by both parties ("Extended Term"), and executed in writing.
4. COORDINATION OF WORK.
4.1 Representative of Contracting Party. The following principals of Contracting
Party ("Principals") are hereby designated as being the principals and representatives of
Contracting Party authorized to act in its behalf with respect to the Services specified
herein and make all decisions in connection therewith:
(a) Name
Telephone No.:
Email-
(b) Name
Telephone No.:
Email:
It is expressly understood that the experience, knowledge, capability, and
reputation of the foregoing Principals were a substantial inducement for City to enter into
this Agreement. Therefore, the foregoing Principals shall be responsible during the term
of this Agreement for directing all activities of Contracting Party and devoting sufficient
time to personally supervise the Services hereunder. For purposes of this Agreement,
the foregoing Principals may not be changed by Contracting Party and no other personnel
may be assigned to perform the Services required hereunder without the express written
approval of City.
4.2 Contract Officer. The "Contract Officer", otherwise known as [ENTER
NAME OF DEPARTMENT MANAGER OR DIRECTOR] or assigned designee
may be designated in writing by the City Manager of the City. It shall be Contracting
Party's responsibility to assure that the Contract Officer, or assigned designee, is kept
informed of the progress of the performance of the Services, and Contracting Party shall
refer any decisions, that must be made by City to the Contract Officer, or assigned
designee. Unless otherwise specified herein, any approval of City required hereunder
shall mean the approval of the Contract Officer, or assigned designee. The Contract
Officer, or assigned designee, shall have authority to sign all documents on behalf of
City required hereunder to carry out the terms of this Agreement.
4.3 Prohibition Against Subcontracting or Assignment. The experience,
knowledge, capability, and reputation of Contracting Party, its principals, and its
employees were a substantial inducement for City to enter into this Agreement. Except
as set forth in this Agreement, Contracting Party shall not contract or subcontract with
any other entity to perform in whole or in part the Services required hereunder without the
express written approval of City. In addition, neither this Agreement nor any interest
herein may be transferred, assigned, conveyed, hypothecated, or encumbered,
voluntarily or by operation of law, without the prior written approval of City. Transfers
restricted hereunder shall include the transfer to any person or group of persons acting in
concert of more than twenty five percent (25%) of the present ownership and/or control
of Contracting Party, taking all transfers into account on a cumulative basis. Any
attempted or purported assignment or contracting or subcontracting by Contracting Party
without City's express written approval shall be null, void, and of no effect. No approved
transfer shall release Contracting Party of any liability hereunder without the express
consent of City.
4.4 Independent Contractor. Neither City nor any of its employees shall have
any control over the manner, mode, or means by which Contracting Party, its agents, or
its employees, perform the Services required herein, except as otherwise set forth herein.
City shall have no voice in the selection, discharge, supervision, or control of Contracting
Party's employees, servants, representatives, or agents, or in fixing their number or hours
of service. Contracting Party shall perform all Services required herein as an independent
contractor of City and shall remain at all times as to City a wholly independent contractor
with only such obligations as are consistent with that role. Contracting Party shall not at
any time or in any manner represent that it or any of its agents or employees are agents
or employees of City. City shall not in any way or for any purpose become or be deemed
to be a partner of Contracting Party in its business or otherwise or a joint venture or a
member of any joint enterprise with Contracting Party. Contracting Party shall have no
power to incur any debt, obligation, or liability on behalf of City. Contracting Party shall
not at any time or in any manner represent that it or any of its agents or employees are
agents or employees of City. Except for the Contract Sum paid to Contracting Party as
provided in this Agreement, City shall not pay salaries, wages, or other compensation to
Contracting Party for performing the Services hereunder for City. City shall not be liable
for compensation or indemnification to Contracting Party for injury or sickness arising out
of performing the Services hereunder. Notwithstanding any other City, state, or federal
policy, rule, regulation, law, or ordinance to the contrary, Contracting Party and any of its
employees, agents, and subcontractors providing services under this Agreement shall not
qualify for or become entitled to any compensation, benefit, or any incident of employment
by City, including but not limited to eligibility to enroll in the California Public Employees
Retirement System ("PERS") as an employee of City and entitlement to any contribution
to be paid by City for employer contributions and/or employee contributions for PERS
benefits. Contracting Party agrees to pay all required taxes on amounts paid to
Contracting Party under this Agreement, and to indemnify and hold City harmless from
any and all taxes, assessments, penalties, and interest asserted against City by reason
of the independent contractor relationship created by this Agreement. Contracting Party
shall fully comply with the workers' compensation laws regarding Contracting Party and
Contracting Party's employees. Contracting Party further agrees to indemnify and hold
City harmless from any failure of Contracting Party to comply with applicable workers'
compensation laws. City shall have the right to offset against the amount of any payment
due to Contracting Party under this Agreement any amount due to City from Contracting
Party as a result of Contracting Party's failure to promptly pay to City any reimbursement
or indemnification arising under this Section.
4.5 Identity of Persons Performing Work. Contracting Party represents that it
employs or will employ at its own expense all personnel required for the satisfactory
performance of any and all of the Services set forth herein. Contracting Party represents
that the Services required herein will be performed by Contracting Party or under its direct
supervision, and that all personnel engaged in such work shall be fully qualified and shall
be authorized and permitted under applicable State and local law to perform such tasks
and services.
4.6 City Cooperation. City shall provide Contracting Party with any plans,
publications, reports, statistics, records, or other data or information pertinent to the
Services to be performed hereunder which are reasonably available to Contracting Party
only from or through action by City.
5. INSURANCE.
5.1 Insurance. Prior to the beginning of any Services under this Agreement and
throughout the duration of the term of this Agreement, Contracting Party shall procure
and maintain, at its sole cost and expense, and submit concurrently with its execution of
this Agreement, policies of insurance as set forth in "Exhibit E" (the "Insurance
Requirements") which is incorporated herein by this reference and expressly made a part
hereof.
5.2 Proof of Insurance. Contracting Party shall provide Certificate of Insurance
to Agency along with all required endorsements. Certificate of Insurance and
endorsements must be approved by Agency's Risk Manager prior to commencement of
performance.
6. INDEMNIFICATION.
6.1 Indemnification. To the fullest extent permitted by law, Contracting Party
shall indemnify, protect, defend (with counsel selected by City), and hold harmless City
and any and all of its officers, employees, agents, and volunteers as set forth in "Exhibit
F" ("Indemnification") which is incorporated herein by this reference and expressly made
a part hereof.
7. RECORDS AND REPORTS.
7.1 Reports. Contracting Party shall periodically prepare and submit to the
Contract Officer, or assigned designee, such reports concerning Contracting Party's
performance of the Services required by this Agreement as the Contract Officer, or
assigned designee, shall require. Contracting Party hereby acknowledges that City is
greatly concerned about the cost of the Services to be performed pursuant to this
Agreement. For this reason, Contracting Party agrees that if Contracting Party becomes
aware of any facts, circumstances, techniques, or events that may or will materially
increase or decrease the cost of the Services contemplated herein or, if Contracting Party
is providing design services, the cost of the project being designed, Contracting Party
shall promptly notify the Contract Officer, or assigned designee, of said fact,
circumstance, technique, or event and the estimated increased or decreased cost related
thereto and, if Contracting Party is providing design services, the estimated increased or
decreased cost estimate for the project being designed.
7.2 Records. Contracting Party shall keep, and require any subcontractors to
keep, such ledgers, books of accounts, invoices, vouchers, canceled checks, reports
(including but not limited to payroll reports), studies, or other documents relating to the
disbursements charged to City and the Services performed hereunder (the "Books and
Records"), as shall be necessary to perform the Services required by this Agreement and
enable the Contract Officer, or assigned designee, to evaluate the performance of such
Services. Any and all such Books and Records shall be maintained in accordance with
generally accepted accounting principles and shall be complete and detailed. The
Contract Officer, or assigned designee, shall have full and free access to such Books
and Records at all times during normal business hours of City, including the right to
inspect, copy, audit, and make records and transcripts from such Books and Records.
Such Books and Records shall be maintained for a period of three (3) years following
completion of the Services hereunder, and City shall have access to such Books and
Records in the event any audit is required. In the event of dissolution of Contracting
Party's business, custody of the Books and Records may be given to City, and access
shall be provided by Contracting Party's successor in interest. Under California
Government Code Section 8546.7, if the amount of public funds expended under this
Agreement exceeds Ten Thousand Dollars ($10,000.00), this Agreement shall be subject
to the examination and audit of the State Auditor, at the request of City or as part of any
audit of City, for a period of three (3) years after final payment under this Agreement.
7.3 Ownership of Documents. All drawings, specifications, maps, designs,
photographs, studies, surveys, data, notes, computer files, reports, records, documents,
and other materials plans, drawings, estimates, test data, survey results, models,
renderings, and other documents or works of authorship fixed in any tangible medium of
expression, including but not limited to, physical drawings, digital renderings, or data
stored digitally, magnetically, or in any other medium prepared or caused to be prepared
by Contracting Party, its employees, subcontractors, and agents in the performance of
this Agreement (the "Documents and Materials") shall be the property of City and shall be
delivered to City upon request of the Contract Officer, or assigned designee, or upon
the expiration or termination of this Agreement, and Contracting Party shall have no claim
for further employment or additional compensation as a result of the exercise by City of
its full rights of ownership use, reuse, or assignment of the Documents and Materials
hereunder. Any use, reuse or assignment of such completed Documents and Materials
for other projects and/or use of uncompleted documents without specific written
authorization by Contracting Party will be at City's sole risk and without liability to
Contracting Party, and Contracting Party's guarantee and warranties shall not extend to
such use, revise, or assignment. Contracting Party may retain copies of such Documents
and Materials for its own use. Contracting Party shall have an unrestricted right to use
the concepts embodied therein. All subcontractors shall provide for assignment to City
of any Documents and Materials prepared by them, and in the event Contracting Party
fails to secure such assignment, Contracting Party shall indemnify City for all damages
resulting therefrom.
7.4 In the event City or any person, firm, or corporation authorized by City
reuses said Documents and Materials without written verification or adaptation by
Contracting Party for the specific purpose intended and causes to be made or makes any
changes or alterations in said Documents and Materials, City hereby releases,
discharges, and exonerates Contracting Party from liability resulting from said change.
The provisions of this clause shall survive the termination or expiration of this Agreement
and shall thereafter remain in full force and effect.
7.5 Licensing of Intellectual Property. This Agreement creates a non-exclusive
and perpetual license for City to copy, use, modify, reuse, or sublicense any and all
copyrights, designs, rights of reproduction, and other intellectual property embodied in
the Documents and Materials. Contracting Party shall require all subcontractors, if any,
to agree in writing that City is granted a non-exclusive and perpetual license for the
Documents and Materials the subcontractor prepares under this Agreement. Contracting
Party represents and warrants that Contracting Party has the legal right to license any
and all of the Documents and Materials. Contracting Party makes no such representation
and warranty in regard to the Documents and Materials which were prepared by design
professionals other than Contracting Party or provided to Contracting Party by City. City
shall not be limited in any way in its use of the Documents and Materials at any time,
provided that any such use not within the purposes intended by this Agreement shall be
at City's sole risk.
7.6 Release of Documents. The Documents and Materials shall not be
released publicly without the prior written approval of the Contract Officer, or assigned
designee, or as required by law. Contracting Party shall not disclose to any other entity
or person any information regarding the activities of City, except as required by law or as
authorized by City.
7.7 Confidential or Personal Identifying Information. Contracting Party
covenants that all City data, data lists, trade secrets, documents with personal identifying
information, documents that are not public records, draft documents, discussion notes, or
other information, if any, developed or received by Contracting Party or provided for
performance of this Agreement are deemed confidential and shall not be disclosed by
Contracting Party to any person or entity without prior written authorization by City or
unless required by law. City shall grant authorization for disclosure if required by any
lawful administrative or legal proceeding, court order, or similar directive with the force of
law. All City data, data lists, trade secrets, documents with personal identifying
information, documents that are not public records, draft documents, discussions, or other
information shall be returned to City upon the termination or expiration of this Agreement.
Contracting Party's covenant under this section shall survive the termination or expiration
of this Agreement.
8. ENFORCEMENT OF AGREEMENT
8.1 California Law. This Agreement shall be interpreted, construed, and
governed both as to validity and to performance of the parties in accordance with the laws
of the State of California. Legal actions concerning any dispute, claim, or matter arising
out of or in relation to this Agreement shall be instituted in the Superior Court of the County
of Riverside, State of California, or any other appropriate court in such county, and
Contracting Party covenants and agrees to submit to the personal jurisdiction of such
court in the event of such action.
8.2 Disputes. In the event of any dispute arising under this Agreement, the
injured party shall notify the injuring party in writing of its contentions by submitting a claim
therefore. The injured party shall continue performing its obligations hereunder so long
as the injuring party commences to cure such default within ten (10) days of service of
such notice and completes the cure of such default within forty-five (45) days after service
of the notice, or such longer period as may be permitted by the Contract Officer, or
assigned designee; provided that if the default is an immediate danger to the health,
safety, or general welfare, City may take such immediate action as City deems warranted.
Compliance with the provisions of this Section shall be a condition precedent to
termination of this Agreement for cause and to any legal action, and such compliance
shall not be a waiver of any party's right to take legal action in the event that the dispute
is not cured, provided that nothing herein shall limit City's right to terminate this
Agreement without cause pursuant to this Article 8.0. During the period of time that
Contracting Party is in default, City shall hold all invoices and shall, when the default is
cured, proceed with payment on the invoices. In the alternative, City may, in its sole
discretion, elect to pay some or all of the outstanding invoices during any period of default.
8.3 Retention of Funds. City may withhold from any monies payable to
Contracting Party sufficient funds to compensate City for any losses, costs, liabilities, or
damages it reasonably believes were suffered by City due to the default of Contracting
Party in the performance of the Services required by this Agreement.
8.4 Waiver. No delay or omission in the exercise of any right or remedy of a
non -defaulting party on any default shall impair such right or remedy or be construed as
a waiver. City's consent or approval of any act by Contracting Party requiring City's
consent or approval shall not be deemed to waive or render unnecessary City's consent
to or approval of any subsequent act of Contracting Party. Any waiver by either party of
any default must be in writing and shall not be a waiver of any other default concerning
the same or any other provision of this Agreement.
8.5 Rights and Remedies are Cumulative. Except with respect to rights and
remedies expressly declared to be exclusive in this Agreement, the rights and remedies
of the parties are cumulative and the exercise by either party of one or more of such rights
or remedies shall not preclude the exercise by it, at the same or different times, of any
other rights or remedies for the same default or any other default by the other party.
8.6 Legal Action. In addition to any other rights or remedies, either party may
take legal action, at law or at equity, to cure, correct, or remedy any default, to recover
damages for any default, to compel specific performance of this Agreement, to obtain
declaratory or injunctive relief, or to obtain any other remedy consistent with the purposes
of this Agreement.
8.7 Termination Prior To Expiration of Term. This Section shall govern any
termination of this Agreement, except as specifically provided in the following Section for
termination for cause. City reserves the right to terminate this Agreement at any time,
with or without cause, upon thirty (30) days' written notice to Contracting Party. Upon
receipt of any notice of termination, Contracting Party shall immediately cease all
Services hereunder except such as may be specifically approved by the Contract Officer,
or assigned designee. Contracting Party shall be entitled to compensation for all
Services rendered prior to receipt of the notice of termination and for any Services
authorized by the Contract Officer, or assigned designee, thereafter in accordance with
the Schedule of Compensation or such as may be approved by the Contract Officer, or
assigned designee, except amounts held as a retention pursuant to this Agreement.
8.8 Termination for Default of Contracting Party. If termination is due to the
failure of Contracting Party to fulfill its obligations under this Agreement, Contracting Party
shall vacate any City -owned property which Contracting Party is permitted to occupy
hereunder and City may, after compliance with the provisions of Section 8.2, take over
the Services and prosecute the same to completion by contract or otherwise, and
Contracting Party shall be liable to the extent that the total cost for completion of the
Services required hereunder exceeds the compensation herein stipulated (provided that
City shall use reasonable efforts to mitigate such damages), and City may withhold any
payments to Contracting Party for the purpose of setoff or partial payment of the amounts
owed City.
8.9 Attorneys' Fees. If either party to this Agreement is required to initiate or
defend or made a party to any action or proceeding in any way connected with this
Agreement, the prevailing party in such action or proceeding, in addition to any other relief
which may be granted, whether legal or equitable, shall be entitled to reasonable
attorneys' fees; provided, however, that the attorneys' fees awarded pursuant to this
Section shall not exceed the hourly rate paid by City for legal services multiplied by the
reasonable number of hours spent by the prevailing party in the conduct of the litigation.
Attorneys' fees shall include attorneys' fees on any appeal, and in addition a party entitled
to attorneys' fees shall be entitled to all other reasonable costs for investigating such
action, taking depositions and discovery, and all other necessary costs the court allows
which are incurred in such litigation. All such fees shall be deemed to have accrued on
commencement of such action and shall be enforceable whether or not such action is
prosecuted to judgment. The court may set such fees in the same action or in a separate
action brought for that purpose.
9. CITY OFFICERS AND EMPLOYEES; NONDISCRIMINATION.
9.1 Non -liability of City Officers and Employees. No officer, official, employee,
agent, representative, or volunteer of City shall be personally liable to Contracting Party,
or any successor in interest, in the event or any default or breach by City or for any amount
which may become due to Contracting Party or to its successor, or for breach of any
obligation of the terms of this Agreement.
9.2 Conflict of Interest. Contracting Party covenants that neither it, nor any
officer or principal of it, has or shall acquire any interest, directly or indirectly, which would
conflict in any manner with the interests of City or which would in any way hinder
Contracting Party's performance of the Services under this Agreement. Contracting Party
further covenants that in the performance of this Agreement, no person having any such
interest shall be employed by it as an officer, employee, agent, or subcontractor without
the express written consent of the Contract Officer, or assigned designee. Contracting
Party agrees to at all times avoid conflicts of interest or the appearance of any conflicts
of interest with the interests of City in the performance of this Agreement.
No officer or employee of City shall have any financial interest, direct or
indirect, in this Agreement nor shall any such officer or employee participate in any
decision relating to this Agreement which effects his financial interest or the financial
interest of any corporation, partnership or association in which he is, directly or indirectly,
interested, in violation of any State statute or regulation. Contracting Party warrants that
it has not paid or given and will not pay or give any third party any money or other
consideration for obtaining this Agreement.
9.3 Covenant against Discrimination. Contracting Party covenants that, by and
for itself, its heirs, executors, assigns, and all persons claiming under or through them,
that there shall be no discrimination against or segregation of, any person or group of
persons on account of any impermissible classification including, but not limited to, race,
color, creed, religion, sex, marital status, sexual orientation, national origin, or ancestry in
the performance of this Agreement. Contracting Party shall take affirmative action to
ensure that applicants are employed and that employees are treated during employment
without regard to their race, color, creed, religion, sex, marital status, sexual orientation,
national origin, or ancestry.
10. MISCELLANEOUS PROVISIONS.
10.1 Notice. Any notice, demand, request, consent, approval, or communication
either party desires or is required to give the other party or any other person shall be in
writing and either served personally or sent by prepaid, first-class mail to the address set
forth below. Either party may change its address by notifying the other party of the change
of address in writing. Notice shall be deemed communicated forty-eight (48) hours from
the time of mailing if mailed as provided in this Section.
To City:
CITY OF LA QUINTA
Attention:
78495 Calle Tampico
La Quinta, California 92253
To Contracting Party:
10.2 Interpretation. The terms of this Agreement shall be construed in
accordance with the meaning of the language used and shall not be construed for or
against either party by reason of the authorship of this Agreement or any other rule of
construction which might otherwise apply.
10.3 Section Headings and Subheadings. The section headings and
subheadings contained in this Agreement are included for convenience only and shall not
limit or otherwise affect the terms of this Agreement.
10.4 Counterparts. This Agreement may be executed in counterparts, each of
which shall be deemed to be an original, and such counterparts shall constitute one and
the same instrument.
10.5 Integrated Agreement. This Agreement including the exhibits hereto is the
entire, complete, and exclusive expression of the understanding of the parties. It is
understood that there are no oral agreements between the parties hereto affecting this
Agreement and this Agreement supersedes and cancels any and all previous
negotiations, arrangements, agreements, and understandings, if any, between the
parties, and none shall be used to interpret this Agreement.
10.6 Amendment. No amendment to or modification of this Agreement shall be
valid unless made in writing and approved by Contracting Party and by the City Council
of City. The parties agree that this requirement for written modifications cannot be waived
and that any attempted waiver shall be void.
10.7 Severability. In the event that any one or more of the articles, phrases,
sentences, clauses, paragraphs, or sections contained in this Agreement shall be
declared invalid or unenforceable, such invalidity or unenforceability shall not affect any
of the remaining articles, phrases, sentences, clauses, paragraphs, or sections of this
Agreement which are hereby declared as severable and shall be interpreted to carry out
the intent of the parties hereunder unless the invalid provision is so material that its
invalidity deprives either party of the basic benefit of their bargain or renders this
Agreement meaningless.
10.8 Unfair Business Practices Claims. In entering into this Agreement,
Contracting Party offers and agrees to assign to City all rights, title, and interest in and to
all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. § 15) or
under the Cartwright Act (Chapter 2, (commencing with Section 16700) of Part 2 of
Division 7 of the Business and Professions Code), arising from purchases of goods,
services, or materials related to this Agreement. This assignment shall be made and
become effective at the time City renders final payment to Contracting Party without
further acknowledgment of the parties.
10.9 No Third -Party Beneficiaries. With the exception of the specific provisions
set forth in this Agreement, there are no intended third -party beneficiaries under this
Agreement and no such other third parties shall have any rights or obligations hereunder.
10.10 Authority. The persons executing this Agreement on behalf of each of the
parties hereto represent and warrant that (i) such party is duly organized and existing,
(ii) they are duly authorized to execute and deliver this Agreement on behalf of said party,
(iii) by so executing this Agreement, such party is formally bound to the provisions of this
Agreement, and (iv) that entering into this Agreement does not violate any provision of
any other Agreement to which said party is bound. This Agreement shall be binding upon
the heirs, executors, administrators, successors, and assigns of the parties.
[SIGNATURES ON FOLLOWING PAGE]
IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates
stated below.
CITY OF LA QUINTA, CONTRACTING PARTY:
a California Municipal Corporation
JON McMILLEN, City Manager
City of La Quinta, California
Dated:
ATTEST:
MONIKA RADEVA, City Clerk
City of La Quinta, California
APPROVED AS TO FORM:
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
By:_
Name:
Title:
By:
Name:
Title:
Exhibit A
Scope of Services
Services to be Provided:
[TO BE PROVIDED BY STAFF]
Exhibit A
Page 1 of 4
ADDENDUM TO AGREEMENT
Re: Scope of Services
If the Scope of Services include construction, alteration, demolition, installation,
repair, or maintenance affecting real property or structures or improvements of any kind
appurtenant to real property, the following apply:
1. Prevailing Wage Compliance. If Contracting Party is a contractor
performing public works and maintenance projects, as described in this Section 1.3,
Contracting Party shall comply with applicable Federal, State, and local laws. Contracting
Party is aware of the requirements of California Labor Code Sections 1720, et seq., and
1770, et seq., as well as California Code of Regulations, Title 8, Sections 16000, et seq.,
(collectively, the "Prevailing Wage Laws"), and La Quinta Municipal Code
Section 3.12.040, which require the payment of prevailing wage rates and the
performance of other requirements on "Public works" and "Maintenance" projects. If the
Services are being performed as part of an applicable "Public works" or "Maintenance"
project, as defined by the Prevailing Wage Laws, and if construction work over twenty-
five thousand dollars ($25,000.00) and/or alterations, demolition, repair or maintenance
work over fifteen thousand dollars ($15,000.00) is entered into or extended on or after
January 1, 2015 by this Agreement, Contracting Party agrees to fully comply with such
Prevailing Wage Laws including, but not limited to, requirements related to the
maintenance of payroll records and the employment of apprentices. Pursuant to
California Labor Code Section 1725.5, no contractor or subcontractor may be awarded a
contract for public work on a "Public works" project unless registered with the California
Department of Industrial Relations ("DIR") at the time the contract is awarded. If the
Services are being performed as part of an applicable "Public works" or "Maintenance"
project, as defined by the Prevailing Wage Laws, this project is subject to compliance
monitoring and enforcement by the DIR. Contracting Party will maintain and will require
all subcontractors to maintain valid and current DIR Public Works contractor registration
during the term of this Agreement. Contracting Party shall notify City in writing
immediately, and in no case more than twenty-four (24) hours, after receiving any
information that Contracting Party's or any of its subcontractor's DIR registration status
has been suspended, revoked, expired, or otherwise changed. It is understood that it is
the responsibility of Contracting Party to determine the correct salary scale. Contracting
Party shall make copies of the prevailing rates of per diem wages for each craft,
classification, or type of worker needed to execute the Services available to interested
parties upon request, and shall post copies at Contracting Party's principal place of
business and at the project site, if any. The statutory penalties for failure to pay prevailing
wage or to comply with State wage and hour laws will be enforced. Contracting Party
must forfeit to City TWENTY-FIVE DOLLARS ($25.00) per day for each worker who
works in excess of the minimum working hours when Contracting Party does not pay
overtime. In accordance with the provisions of Labor Code Sections 1810 et seq., eight
(8) hours is the legal working day. Contracting Party also shall comply with State law
requirements to maintain payroll records and shall provide for certified records and
inspection of records as required by California Labor Code Section 1770 et seq., including
Section 1776. In addition to the other indemnities provided under this Agreement,
Contracting Party shall defend (with counsel selected by City), indemnify, and hold City,
Exhibit A
Page 2 of 4
its elected officials, officers, employees, and agents free and harmless from any claim or
liability arising out of any failure or alleged failure to comply with the Prevailing Wage
Laws. It is agreed by the parties that, in connection with performance of the Services,
including, without limitation, any and all "Public works" (as defined by the Prevailing Wage
Laws), Contracting Party shall bear all risks of payment or non-payment of prevailing
wages under California law and/or the implementation of Labor Code Section 1781, as
the same may be amended from time to time, and/or any other similar law. Contracting
Party acknowledges and agrees that it shall be independently responsible for reviewing
the applicable laws and regulations and effectuating compliance with such laws.
Contracting Party shall require the same of all subcontractors.
2. Retention. Payments shall be made in accordance with the provisions of
Article 2.0 of the Agreement. In accordance with said Sections, City shall pay Contracting
Party a sum based upon ninety-five percent (95%) of the Contract Sum apportionment of
the labor and materials incorporated into the Services under this Agreement during the
month covered by said invoice. The remaining five percent (5%) thereof shall be retained
as performance security to be paid to Contracting Party within sixty (60) days after final
acceptance of the Services by the City Council of City, after Contracting Party has
furnished City with a full release of all undisputed payments under this Agreement, if
required by City. In the event there are any claims specifically excluded by Contracting
Party from the operation of the release, City may retain proceeds (per Public Contract
Code § 7107) of up to one hundred fifty percent (150%) of the amount in dispute. City's
failure to deduct or withhold shall not affect Contracting Party's obligations under the
Agreement.
3. Utility Relocation. City is responsible for removal, relocation, or protection
of existing main or trunk -line utilities to the extent such utilities were not identified in the
invitation for bids or specifications. City shall reimburse Contracting Party for any costs
incurred in locating, repairing damage not caused by Contracting Party, and removing or
relocating such unidentified utility facilities. Contracting Party shall not be assessed
liquidated damages for delay arising from the removal or relocation of such unidentified
utility facilities.
4. Trenches or Excavations. Pursuant to California Public Contract Code
Section 7104, in the event the work included in this Agreement requires excavations more
than four (4) feet in depth, the following shall apply:
(a) Contracting Party shall promptly, and before the following conditions
are disturbed, notify City, in writing, of any: (1) material that Contracting Party believes
may be material that is hazardous waste, as defined in Section 25117 of the Health and
Safety Code, that is required to be removed to a Class I, Class II, or Class III disposal site
in accordance with provisions of existing law; (2) subsurface or latent physical conditions
at the site different from those indicated by information about the site made available to
bidders prior to the deadline for submitting bids; or (3) unknown physical conditions at the
site of any unusual nature, different materially from those ordinarily encountered and
generally recognized as inherent in work of the character provided for in the Agreement.
Exhibit A
Page 3 of 4
(b) City shall promptly investigate the conditions, and if it finds that the
conditions do materially so differ, or do involve hazardous waste, and cause a decrease
or increase in Contracting Party's cost of, or the time required for, performance of any
part of the work shall issue a change order per Section 1.8 of the Agreement.
(c) in the event that a dispute arises between City and Contracting Party
whether the conditions materially differ, or involve hazardous waste, or cause a decrease
or increase in Contracting Party's cost of, or time required for, performance of any part of
the work, Contracting Party shall not be excused from any scheduled completion date
provided for by this Agreement, but shall proceed with all work to be performed under this
Agreement. Contracting Party shall retain any and all rights provided either by contract
or by law which pertain to the resolution of disputes and protests between the contracting
Parties.
5. Safety. Contracting Party shall execute and maintain its work so as to avoid
injury or damage to any person or property. In carrying out the Services, Contracting
Party shall at all times be in compliance with all applicable local, state, and federal laws,
rules and regulations, and shall exercise all necessary precautions for the safety of
employees appropriate to the nature of the work and the conditions under which the work
is to be performed. Safety precautions as applicable shall include, but shall not be limited
to: (A) adequate life protection and lifesaving equipment and procedures; (B) instructions
in accident prevention for all employees and subcontractors, such as safe walkways,
scaffolds, fall protection ladders, bridges, gang planks, confined space procedures,
trenching and shoring, equipment and other safety devices, equipment and wearing
apparel as are necessary or lawfully required to prevent accidents or injuries; and
(C) adequate facilities for the proper inspection and maintenance of all safety measures.
6. Liquidated Damages. Since the determination of actual damages for any
delay in performance of the Agreement would be extremely difficult or impractical to
determine in the event of a breach of this Agreement, Contracting Party shall be liable for
and shall pay to City the sum of One Thousand dollars ($1,000.00) as liquidated damages
for each working day of delay in the performance of any of the Services required
hereunder, as specified in the Schedule of Performance. In addition, liquidated damages
may be assessed for failure to comply with the emergency call out requirements, if any,
described in the Scope of Services. City may withhold from any moneys payable on
account of the Services performed by Contracting Party any accrued liquidated damages.
Exhibit A
Page 4 of 4
Exhibit B
Schedule of Compensation
With the exception of compensation for Additional Services, provided for in
Section 2.3 of this Agreement, the maximum total compensation to be paid to Contracting
Party under this Agreement is not to exceed ($ )
("Contract Sum"). The Contract Sum shall be paid to Contracting Party in installment
payments made on a monthly basis and in an amount identified in Contracting Party's
schedule of compensation attached hereto for the work tasks performed and properly
invoiced by Contracting Party in conformance with Section 2.2 of this Agreement.
Exhibit B
Page 1 of 1
Exhibit C
Schedule of Performance
Contracting Party shall complete all services identified in the Scope of Services,
Exhibit A of this Agreement, in accordance with the Project Schedule, attached hereto
and incorporated herein by this reference.
Exhibit C
Page 1 of 1
Exhibit D
Special Requirements
[insert Special Requirements or indicate "None" if there are none]
Exhibit D
Page 1 of 1
Exhibit E
Insurance Requirements
E.1 Insurance. Prior to the beginning of and throughout the duration of this
Agreement, the following policies shall be maintained and kept in full force and effect
providing insurance with minimum limits as indicated below and issued by insurers with
A.M. Best ratings of no less than A -VI:
Commercial General Liability (at least as broad as ISO CG 0001)
$1,000,000 (per occurrence)
$2,000,000 (general aggregate)
Must include the following endorsements:
General Liability Additional Insured
General Liability Primary and Non-contributory
Commercial Auto Liability (at least as broad as ISO CA 0001)
$1,000,000 (per accident)
Auto Liability Additional Insured
Personal Auto Declaration Page if applicable
Workers' Compensation
(per statutory requirements)
Must include the following endorsements:
Workers Compensation with Waiver of Subrogation
Workers Compensation Declaration of Sole Proprietor if applicable
Cyber Liability
$1,000,000 (per occurrence)
$2,000,000 (general aggregate)
Contracting Party shall procure and maintain, at its cost, and submit concurrently
with its execution of this Agreement, Commercial General Liability insurance against all
claims for injuries against persons or damages to property resulting from Contracting
Party's acts or omissions rising out of or related to Contracting Party's performance
under this Agreement. The insurance policy shall contain a severability of interest
clause providing that the coverage shall be primary for losses arising out of Contracting
Party's performance hereunder and neither City nor its insurers shall be required to
contribute to any such loss. An endorsement evidencing the foregoing and naming the
City and its officers and employees as additional insured (on the Commercial General
Liability policy only) must be submitted concurrently with the execution of this
Agreement and approved by City prior to commencement of the services hereunder.
Contracting Party shall carry automobile liability insurance of $1,000,000 per
accident against all claims for injuries against persons or damages to property arising out
of the use of any automobile by Contracting Party, its officers, any person directly or
indirectly employed by Contracting Party, any subcontractor or agent, or anyone for
Exhibit E
Page 1 of 6
whose acts any of them may be liable, arising directly or indirectly out of or related to
Contracting Party's performance under this Agreement. If Contracting Party or
Contracting Party's employees will use personal autos in any way on this project,
Contracting Party shall provide evidence of personal auto liability coverage for each such
person. The term "automobile" includes, but is not limited to, a land motor vehicle, trailer
or semi -trailer designed for travel on public roads. The automobile insurance policy shall
contain a severability of interest clause providing that coverage shall be primary for losses
arising out of Contracting Party's performance hereunder and neither City nor its insurers
shall be required to contribute to such loss.
Professional Liability or Errors and Omissions Insurance as appropriate shall
be written on a policy form coverage specifically designed to protect against acts, errors
or omissions of the Contracting Party and "Covered Professional Services" as designated
in the policy must specifically include work performed under this agreement. The policy
limit shall be no less than $1,000,000 per claim and in the aggregate. The policy must
"pay on behalf of" the insured and must include a provision establishing the insurer's duty
to defend. The policy retroactive date shall be on or before the effective date of this
agreement.
Contracting Party shall carry Workers' Compensation Insurance in
accordance with State Worker's Compensation laws with employer's liability limits no less
than $1,000,000 per accident or disease.
Contracting Party shall procure and maintain Cyber Liability insurance with
limits of $1,000,000 per occurrence/loss which shall include the following coverage:
a. Liability arising from the theft, dissemination and/or use of confidential or
personally identifiable information; including credit monitoring and
regulatory fines arising from such theft, dissemination or use of the
confidential information.
b. Network security liability arising from the unauthorized use of, access to,
or tampering with computer systems.
c. Liability arising from the failure of technology products (software) required
under the contract for Consultant to properly perform the services
intended.
d. Electronic Media Liability arising from personal injury, plagiarism or
misappropriation of ideas, domain name infringement or improper deep -
linking or framing, and infringement or violation of intellectual property
rights.
e. Liability arising from the failure to render professional services.
If coverage is maintained on a claims -made basis, Contracting Party shall maintain such
coverage for an additional period of three (3) years following termination of the contract.
Exhibit E
Page 2 of 6
Contracting Party shall provide written notice to City within ten (10) working
days if: (1) any of the required insurance policies is terminated; (2) the limits of any of the
required polices are reduced; or (3) the deductible or self -insured retention is increased.
In the event any of said policies of insurance are cancelled, Contracting Party shall, prior
to the cancellation date, submit new evidence of insurance in conformance with this
Exhibit to the Contract Officer. The procuring of such insurance or the delivery of policies
or certificates evidencing the same shall not be construed as a limitation of Contracting
Party's obligation to indemnify City, its officers, employees, contractors, subcontractors,
or agents.
E.2 Remedies. In addition to any other remedies City may have if Contracting
Party fails to provide or maintain any insurance policies or policy endorsements to the
extent and within the time herein required, City may, at its sole option:
a. Obtain such insurance and deduct and retain the amount of the
premiums for such insurance from any sums due under this Agreement.
b. Order Contracting Party to stop work under this Agreement and/or
withhold any payment(s) which become due to Contracting Party hereunder until
Contracting Party demonstrates compliance with the requirements hereof.
C. Terminate this Agreement.
Exercise any of the above remedies, however, is an alternative to any other
remedies City may have. The above remedies are not the exclusive remedies for
Contracting Party's failure to maintain or secure appropriate policies or endorsements.
Nothing herein contained shall be construed as limiting in any way the extent to which
Contracting Party may be held responsible for payments of damages to persons or
property resulting from Contracting Party's or its subcontractors' performance of work
under this Agreement.
E.3 General Conditions Pertaining to Provisions of Insurance Coverage by
Contracting Party. Contracting Party and City agree to the following with respect to
insurance provided by Contracting Party:
1. Contracting Party agrees to have its insurer endorse the third party general
liability coverage required herein to include as additional insureds City, its officials,
employees, and agents, using standard ISO endorsement No. CG 2010 with an edition
prior to 1992. Contracting Party also agrees to require all contractors, and subcontractors
to do likewise.
2. No liability insurance coverage provided to comply with this Agreement shall
prohibit Contracting Party, or Contracting Party's employees, or agents, from waiving the
right of subrogation prior to a loss. Contracting Party agrees to waive subrogation rights
against City regardless of the applicability of any insurance proceeds, and to require all
contractors and subcontractors to do likewise.
Exhibit E
Page 3 of 6
3. All insurance coverage and limits provided by Contracting Party and
available or applicable to this Agreement are intended to apply to the full extent of the
policies. Nothing contained in this Agreement or any other agreement relating to City or
its operations limits the application of such insurance coverage.
4. None of the coverages required herein will be in compliance with these
requirements if they include any limiting endorsement of any kind that has not been first
submitted to City and approved of in writing.
5. No liability policy shall contain any provision or definition that would serve
to eliminate so-called "third party action over" claims, including any exclusion for bodily
injury to an employee of the insured or of any contractor or subcontractor.
6. All coverage types and limits required are subject to approval, modification
and additional requirements by the City, as the need arises. Contracting Party shall not
make any reductions in scope of coverage (e.g. elimination of contractual liability or
reduction of discovery period) that may affect City's protection without City's prior written
consent.
7. Proof of compliance with these insurance requirements, consisting of
certificates of insurance evidencing all the coverages required and an additional insured
endorsement to Contracting Party's general liability policy, shall be delivered to City at or
prior to the execution of this Agreement. In the event such proof of any insurance is not
delivered as required, or in the event such insurance is canceled at any time and no
replacement coverage is provided, City has the right, but not the duty, to obtain any
insurance it deems necessary to protect its interests under this or any other agreement
and to pay the premium. Any premium so paid by City shall be charged to and promptly
paid by Contracting Party or deducted from sums due Contracting Party, at City option.
8. It is acknowledged by the parties of this agreement that all insurance
coverage required to be provided by Contracting Party or any subcontractor, is intended
to apply first and on a primary, non-contributing basis in relation to any other insurance
or self-insurance available to City.
9. Contracting Party agrees to ensure that subcontractors, and any other party
involved with the project that is brought onto or involved in the project by Contracting
Party, provide the same minimum insurance coverage required of Contracting Party.
Contracting Party agrees to monitor and review all such coverage and assumes all
responsibility for ensuring that such coverage is provided in conformity with the
requirements of this section. Contracting Party agrees that upon request, all agreements
with subcontractors and others engaged in the project will be submitted to City for review.
10. Contracting Party agrees not to self -insure or to use any self -insured
retentions or deductibles on any portion of the insurance required herein (with the
exception of professional liability coverage, if required) and further agrees that it will not
allow any contractor, subcontractor, Architect, Engineer or other entity or person in any
way involved in the performance of work on the project contemplated by this agreement
Exhibit E
Page 4 of 6
to self -insure its obligations to City. If Contracting Party's existing coverage includes a
deductible or self -insured retention, the deductible or self -insured retention must be
declared to the City. At that time the City shall review options with the Contracting Party,
which may include reduction or elimination of the deductible or self -insured retention,
substitution of other coverage, or other solutions.
11. The City reserves the right at any time during the term of this Agreement to
change the amounts and types of insurance required by giving the Contracting Party
ninety (90) days advance written notice of such change. If such change results in
substantial additional cost to the Contracting Party, the City will negotiate additional
compensation proportional to the increased benefit to City.
12. For purposes of applying insurance coverage only, this Agreement will be
deemed to have been executed immediately upon any party hereto taking any steps that
can be deemed to be in furtherance of or towards performance of this Agreement.
13. Contracting Party acknowledges and agrees that any actual or alleged
failure on the part of City to inform Contracting Party of non-compliance with any
insurance requirement in no way imposes any additional obligations on City nor does it
waive any rights hereunder in this or any other regard.
14. Contracting Party will renew the required coverage annually as long as City,
or its employees or agents face an exposure from operations of any type pursuant to this
agreement. This obligation applies whether the agreement is canceled or terminated for
any reason. Termination of this obligation is not effective until City executes a written
statement to that effect.
15. Contracting Party shall provide proof that policies of insurance required
herein expiring during the term of this Agreement have been renewed or replaced with
other policies providing at least the same coverage. Proof that such coverage has been
ordered shall be submitted prior to expiration. A coverage binder or letter from
Contracting Party's insurance agent to this effect is acceptable. A certificate of insurance
and an additional insured endorsement is required in these specifications applicable to
the renewing or new coverage must be provided to City within five (5) days of the
expiration of coverages.
16. The provisions of any workers' compensation or similar act will not limit the
obligations of Contracting Party under this agreement. Contracting Party expressly
agrees not to use any statutory immunity defenses under such laws with respect to City,
its employees, officials, and agents.
17. Requirements of specific coverage features, or limits contained in this
section are not intended as limitations on coverage, limits or other requirements nor as a
waiver of any coverage normally provided by any given policy. Specific reference to a
given coverage feature is for purposes of clarification only as it pertains to a given issue
and is not intended by any party or insured to be limiting or all-inclusive.
Exhibit E
Page 5 of 6
18. These insurance requirements are intended to be separate and distinct from
any other provision in this Agreement and are intended by the parties here to be
interpreted as such.
19. The requirements in this Exhibit supersede all other sections and provisions
of this Agreement to the extent that any other section or provision conflicts with or impairs
the provisions of this Exhibit.
20. Contracting Party agrees to be responsible for ensuring that no contract
used by any party involved in any way with the project reserves the right to charge City
or Contracting Party for the cost of additional insurance coverage required by this
agreement. Any such provisions are to be deleted with reference to City. It is not the
intent of City to reimburse any third party for the cost of complying with these
requirements. There shall be no recourse against City for payment of premiums or other
amounts with respect thereto.
21. Contracting Party agrees to provide immediate notice to City of any claim
or loss against Contracting Party arising out of the work performed under this agreement.
City assumes no obligation or liability by such notice, but has the right (but not the duty)
to monitor the handling of any such claim or claims if they are likely to involve City.
Exhibit E
Page 6 of 6
Exhibit F
Indemnification
F.1 Indemnity for the Benefit of City.
a. Indemnification for Professional Liability. When the law establishes a
professional standard of care for Contracting Party's Services, to the fullest extent permitted
by law, Contracting Party shall indemnify, protect, defend (with counsel selected by City), and
hold harmless City and any and all of its officials, employees, and agents ("Indemnified Parties")
from and against any and all claims, losses, liabilities of every kind, nature, and description,
damages, injury (including, without limitation, injury to or death of an employee of Contracting
Party or of any subcontractor), costs and expenses of any kind, whether actual, alleged or
threatened, including, without limitation, incidental and consequential damages, court costs,
attorneys' fees, litigation expenses, and fees of expert consultants or expert witnesses incurred
in connection therewith and costs of investigation, to the extent same are caused in whole or
in part by any negligent or wrongful act, error or omission of Contracting Party, its officers,
agents, employees or subcontractors (or any entity or individual that Contracting Party shall
bear the legal liability thereof) in the performance of professional services under this
agreement. With respect to the design of public improvements, the Contracting Party shall not
be liable for any injuries or property damage resulting from the reuse of the design at a location
other than that specified in Exhibit A without the written consent of the Contracting Party.
b. Indemnification for Other Than Professional Liabilitv. Other than in the
performance of professional services and to the full extent permitted by law, Contracting Party
shall indemnify, defend (with counsel selected by City), and hold harmless the Indemnified
Parties from and against any liability (including liability for claims, suits, actions, arbitration
proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of
any kind, whether actual, alleged or threatened, including, without limitation, incidental and
consequential damages, court costs, attorneys' fees, litigation expenses, and fees of expert
consultants or expert witnesses) incurred in connection therewith and costs of investigation,
where the same arise out of, are a consequence of, or are in any way attributable to, in whole
or in part, the performance of this Agreement by Contracting Party or by any individual or entity
for which Contracting Party is legally liable, including but not limited to officers, agents,
employees, or subcontractors of Contracting Party.
C. Indemnity Provisions for Contracts Related to Construction (Limitation on
Indemnity). Without affecting the rights of City under any provision of this agreement,
Contracting Party shall not be required to indemnify and hold harmless City for liability
attributable to the active negligence of City, provided such active negligence is determined by
agreement between the parties or by the findings of a court of competent jurisdiction. In
instances where City is shown to have been actively negligent and where City's active
negligence accounts for only a percentage of the liability involved, the obligation of Contracting
Party will be for that entire portion or percentage of liability not attributable to the active
negligence of City.
Exhibit
Page of
d. Indemnification Provision for Desian Professionals.
1. Applicability of this Section F.1(d). Notwithstanding Section F.1(a)
hereinabove, the following indemnification provision shall apply to a Contracting Party who
constitutes a "design professional" as the term is defined in paragraph 3 below.
2. Scope of Indemnification. When the law establishes a professional
standard of care for Contracting Party's Services, to the fullest extent permitted by law,
Contracting Party shall indemnify and hold harmless City and any and all of its officials,
employees, and agents ("Indemnified Parties") from and against any and all losses, liabilities
of every kind, nature, and description, damages, injury (including, without limitation, injury to or
death of an employee of Contracting Party or of any subcontractor), costs and expenses,
including, without limitation, incidental and consequential damages, court costs,
reimbursement of attorneys' fees, litigation expenses, and fees of expert consultants or expert
witnesses incurred in connection therewith and costs of investigation, to the extent same are
caused by any negligent or wrongful act, error or omission of Contracting Party, its officers,
agents, employees or subcontractors (or any entity or individual that Contracting Party shall
bear the legal liability thereof) in the performance of professional services under this
agreement. With respect to the design of public improvements, the Contracting Party shall not
be liable for any injuries or property damage resulting from the reuse of the design at a location
other than that specified in Exhibit A without the written consent of the Contracting Party.
3. Design Professional Defined. As used in this Section F.1(d), the term
"design professional" shall be limited to licensed architects, registered professional engineers,
licensed professional land surveyors and landscape architects, all as defined under current
law, and as may be amended from time to time by Civil Code § 2782.8.
F.2 Obligation to Secure Indemnification Provisions. Contracting Party agrees to
obtain executed indemnity agreements with provisions identical to those set forth herein this
Exhibit F, as applicable to the Contracting Party, from each and every subcontractor or any
other person or entity involved by, for, with or on behalf of Contracting Party in the performance
of this Agreement. In the event Contracting Party fails to obtain such indemnity obligations
from others as required herein, Contracting Party agrees to be fully responsible according to
the terms of this Exhibit. Failure of City to monitor compliance with these requirements imposes
no additional obligations on City and will in no way act as a waiver of any rights hereunder.
This obligation to indemnify and defend City as set forth in this Agreement are binding on the
successors, assigns or heirs of Contracting Party and shall survive the termination of this
Agreement.
Exhibit
Page of
�.A[11 UKNIA -
ATTACHMENT 2
INSURANCE REQUIREMENTS ACKNOWLEDGEMENT
Must be executed by proposer and submitted with the proposal
(name) hereby acknowledge and confirm that
(name of company) has reviewed
the City's indemnification and minimum insurance requirements as listed in Exhibits E and
F of the City's Agreement for Contract Services (Attachment 1); and declare that insurance
certificates and endorsements verifying compliance will be provided if an agreement is awarded.
lam
(Title)
of
(Company)
Commercial General Liability (at least as broad as ISO CG 0001)
$1,000,000 (per occurrence); $2,000,000 (general aggregate)
Must include the following endorsements:
General Liability Additional Insured
General Liability Primary and Noncontributory
Commercial Auto Liability (at least as broad as ISO CA 0001)
$1,000,000 (per accident)
Personal Auto Declaration Page (if applicable)
Cyber Liability
$1,000,000 (per occurrence)
$2,000,000(general aggregate)
Worker's Compensation (per statutory requirements)
Must include the following endorsement:
Worker's Compensation Waiver of Subrogation
Worker's Compensation Declaration of Sole Proprietor (if applicable)
Page of 11
NON -COLLUSION AFFIDAVIT FORM
Must be executed by proposer and submitted with the proposal
I, Syed Adrian Yousuf
I am Vice President
(Title)
-ALttfKNIA -
ATTACHMENT 3
(name) hereby declare as follows:
of Eplanet Global LTD
(Company)
the party making the foregoing proposal that the proposal is not made in the interest of, or on behalf
of, any undisclosed person, partnership. company association, organization, or corporation; that the
proposal is genuine and not collusive or sham: that the proposer has not directly or indirectly induced
or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly
colluded, conspired, connived, or agreee with any proposer or anyone else to put in a sham proposal,
or that anyone shall refrain from proposing: that the proposer has not in any manner. directly or
indirectly, sought by agreement. communication, or conference with anyone to fix the proposal price of
the proposer or any other proposer, or to fix any overhead, profit, or cost element of the proposal pnce,
or of that of any other proposer, or to secure any advantage against the public body awarding the
agreement of anyone interested in the proposed agreement: that all statements contained in the
proposal are true: and, further, that the proposer has not, directly or indirectly, submitted his or her
proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative
hereto, or paid, and will not pay, any fee to any corporation, partnership, company. association,
organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham
proposal.
declare under penalty of perjury under the la_vysl of the State of California that the foregoing is true and
correct. r
Proposer Signature
Proposer Name.
Proposer Title:
Company Name:
Address:
ed Adnan Yousuf
Vice President
Eplanet Global LTD
10031 Monroe Dr 303 Dallas TX, 75229
State of:_ 12 x %�
County of: ii I ` , n4Z.Nn
The foregoinT instrument was acknowledged
before me�day of ,
Your Name Here, No ry ubl J page 10 of 11
Cxpires V:�l 2.J 24
.v '-y KRYSTAL LAFFER Y
,9 `¢1 Notary ID 0134820988
,�' My Commission Expires
p MarCh 21, 2028
ta
ATTACHMENT 4
ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA
Must be executed by proposer and submitted with the proposal;
If no addenda has been issued, mark "N/A" under Addendum No. indicating
Not Applicable and sign
ADDENDUM NO. I SIGNATURE INDICATING RECEIPT
Page 11 of 11
E P L A N E T
G L O B A L
To:
City of La Quinta
ATTN: Marcie Graham, Ma
78495 Calle Tampico
La Quinta, California 9225.,
Tel: (760) 777 - 7032
Email: MGrahamCLaQuintaCA.gov
RFP - W f ebsite Design and
� Maintenance Services
Eplanet Global LTD is a Minority Business Enterprise (MBE)
Prepared by
Ammar Nadeem
ammarCeplanetglobal.com I ammar@trangotech.com
Ph: (408) 889-5565 x 131
www.eplanetgtobal.com
Thursday, April 24, 2025
Pricing is good for 240 days.
/ � I
EPLANET
OF TABLE CONTENTS
Letter of Transmittal.............................................................................................................................................................................. 3
Firm's Background, Qualifications, and Experience.......................................................................................................................................... 4
References of California Government Agencies............................................................................................................................................... 5
CompanyProfile.................................................................................................................................................................................. 9
Listof Consultant's Team...................................................................................................................................................................... 11
GovernmentAccount References.............................................................................................................................................................. 12
Design............................................................................................................................................................................................13
Functionality..................................................................................................................................................................................... 15
www.eplanetglobal.com
Page 2120
EPLANET
O l O � A l
LETTER OF TRANSMITTAL
Thursday, April 24, 2025
To:
City of La Quinta
Attn: Marcie Graham, Marketing Manager
78495 Calle Tampico
La Quinta, California 92253
Email: MGraham(c-r�,LaQuintaCA.gov
Subject: Proposal Submission — Website Design and Maintenance Services
Dear Ms. Graham,
On behalf of Eplanet Global LTD dba Trango Technologies Inc., I am honored to submit our proposal for Website Design
and Maintenance Services in response to the City of La Quinta's RFP. We appreciate the City's commitment to building a
secure, accessible, and community -oriented digital experience, and we look forward to delivering a solution that exceeds
expectations.
Our team proposes to implement your new municipal website on the Kentico Xperience platform, a modern, enterprise -grade
.NET -based digital experience platform (DXP) that supports full ADA/WCAG compliance, robust security features,
advanced content management workflows, and future scalability for citizen -facing applications. Kentico Xperience has proven
to be exceptionally reliable in public sector deployments, offering both performance and editorial control in a centralized
architecture.
Our main office is located at:
10031 Monroe Dr, Suite 303
Dallas, TX 75229
Tel: (408) 889-5565
Email: info@eplanetglobal.com
Website: www.trangotechnologies.com
This submission is valid for a period of ninety (90) days, and I confirm that I am fully authorized to bind the company.
Furthermore, we affirm that no conflicts of interest exist with any parties related to this procurement.
As a minority -owned, Texas -based C Corporation with over 8 years of successful digital transformation experience in the
government sector, we are excited by the opportunity to partner with La Quinta to create a next -generation web presence that
reflects the City's distinct identity and civic mission.
We thank you for considering our proposal.
Examples
• Platform Declaration: Clearly states that we will implement the new website on Kentico Xperience (.NET DXP).
• Authorization & Validity: Proposal is valid for 90 days and signed by an authorized officer.
• No Conflict of Interest: Affirmed.
• Format Compliance: Uses the specified document structure and technical tone with a concluding "Examples" section.
t"
Sincerely,
Ammar Nadeem
Vice President Sales
Eplanet Global Ltd.
10031 Monroe Dr, Suite 303
Dallas, TX 75229, USA
ammar@eplanetglobal.com I ammar@trangotech.com
(408) 889-5565 x 131
www.eplanetglobal.com
Page 3120
EPLANET
O l O• A t
FIRM'S BACKGROUND, QUALIFICATIONS, AND EXPERIENCE
a. Number of Years in Business
Eplanet Global LTD, doing business as Trango Technologies Inc., was founded on May 31, 2016, and has been operating
successfully for over 8 years. Our leadership team collectively brings over 30 years of cumulative experience in delivering
digital transformation, CMS development, accessibility compliance, and municipal web services to state and local government
agencies across the United States.
b. Taxpayer Identification Number (TIN)
Employer Identification Number (EIN): 98-1309002
c. Resumes of the Project Manager and Key Personnel
Resumes for the key individuals are attached in the appendix. Below is a summary of the core team members proposed for this
engagement:
• Nouman Sheikh — Project Manager & Solution Architect
o MBA in Project Management — University of Wales, UK
0 15+ years of experience in municipal website modernization
o Certified Kentico Solution Architect, expert in ADA/WCAG, SAML/SSO, and Laserfiche integrations
• Leila Gasanova — Deputy Project Manager
o B.A. in Public Communications, fluent in civic engagement workflows
o Skilled in client liaison, public sector process mapping, and training
• Corilynn Bailey — Accessibility & Security Compliance Lead
o Certified WCAG 2.2 and Section 508 specialist
0 10+ years of experience in digital accessibility audits, remediation strategies, and cyber risk management
• Faizan Ahmed — Lead UI/UX Designer
o Human -centered design expert with over 50+ responsive web designs
o Specialist in mobile -first municipal websites with Figma/Adobe XD prototyping
• Muzammil Riaz — Lead .NET Developer
o Senior engineer with a focus on Kentico Xperience, C#, Azure integration
o Experienced in secure enterprise -grade deployments and performance optimization
d. Firm Ownership and State of Incorporation
Eplanet Global LTD is a C Corporation incorporated in the State of Texas.
e. Parent Company Status
Eplanet Global LTD is an independent, privately held company and is not a subsidiary of any parent organization.
Examples
• Experience Timeline: Established in 2016 (8+ years operational), with leadership team experience totaling 30+ years.
• CMS Expertise: Team includes Kentico-certified solution architects and developers, ideal for .NET DXP
environments.
• Compliance Focus: Includes WCAG-certified accessibility specialists and Laserfche integration professionals.
• Format Alignment: Responses are structured in labeled subsections as per the RFP instructions, with clarity and
conciseness.
www.eplanetglobal.com
Page 4120
EPLLANET
REFERENCES OF SIMILAR CALIFORNIA GOVERNMENT
AGENCIES
Client: DeKalb County, GA
Contact: Lorraine Cochran -Johnson, Super District 7 Commissioner
Office: (404) 371-2899
Email: lcjohnson@dekalbcountyga.gov
Website: www.dekalbcoupAy_ga.gov
Project Description:
Our team executed a comprehensive website enhancement initiative focused on addressing usability, accessibility, and
performance issues stemming from user -reported feedback. Tasks included fixing broken links, improving mobile
responsiveness, replacing deprecated content modules, and fully aligning with ADA/WCAG standards. Backend improvements
included error resolution in form submissions and optimization of database queries for faster load times. A transparent public
ticketing system was implemented to allow residents to report issues and monitor their resolution status.
Project Duration: January 2023 — Ongoing
Assigned Staff: Nouman Sheikh, Faizan Ahmed, Muzammil Riaz
Outcome: Enhanced user trust, accessibility compliance, and system performance through sustained community involvement
and technical improvements.
Client: West Virginia University
Contact: Jacqueline Speir
Office: (304) 293-9233
Email: jacqueline.speir@mail.wvu.edu
Website: www.wvu.edu
Project Description:
Designed and developed a state -funded mobile application focused on forensic Al to assist in crime scene evidence processing.
The application uses machine learning and computer vision to reconstruct and match footprint evidence in real-time against a
centralized database. It includes features like geolocation tagging, secure chain -of -custody logging, and full integration with
law enforcement systems.
Project Duration: October 2022 — March 2024
Assigned Staff: Muhammad Zohaib, Hatesh Kumar, Corilynn Bailey
Outcome: Enhanced field investigation reliability and reduced case processing times across law enforcement agencies
statewide.
Client: DeKalb County, GA
Contact: Leah G. Davis
Office: (404) 371-2204
Email: lgdavis@dekalbcountyga.gov
Website: www.dekalbcountyga.gov
Project Description:
Provided advanced website performance tuning and community engagement upgrades as part of a long-term service agreement.
Introduced CMS workflow refinements, implemented calendar widgets and alerts, and developed citizen notification features
for public notices and updates.
Project Duration: June 2022 — December 2023
Assigned Staff: Sheraz Sagheer, Mariam Amin
Outcome: Increased civic engagement and reduced information bottlenecks across departments.
Client: DeKalb County, GA
Contact: Jennifer L. Manigo
Office: (404) 371-3681
Email: jlmanigo@dekalbcountyga.gov
Website: www.dekalbcountyga.gov
Project Description:
Delivered backend data structuring for the County's event management and announcement portals. Services included database
optimization, ADA auditing, and training for internal staff to use CMS modules for scheduling, document uploads, and
community notices.
Project Duration: March 2021 — May 2022
Assigned Staff: Adeel Gulzar, Mujeeb Ahmed
Outcome: Reduced administrative workload, improved web compliance, and streamlined event publication workflows.
Client: City of Baltimore, MD
Contact: Paul R. Kauffman, Director of the Mayor's Office of Information Technology
Email: paul.kauffman@baltimorecity.gov
Website: www.baltimoreciiy.gov
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Project escription:
Advised and supported the City's internal IT team on an intranet rearchitecture and modernization roadmap, which included
SSO integration, user access role design, document sharing enhancements, and cyber-hardening recommendations.
Project Duration: February 2023 — August 2023
Assigned Staff. Afroz Alam, Usama Ahmed, Kamran Rasheed
Outcome: Reduced IT overhead by 35% and improved internal communications infrastructure for over 500 municipal
employees.
Examples
• Format Compliance: Each reference includes client name, contact details, a brief narrative of the project scope,
assigned staff, and final outcomes.
• Clarity of Impact: Each description shows measurable results (e.g., improved accessibility, performance, civic
engagement).
• Real -World Relevance: References clearly demonstrate experience relevant to the City of La Quinta's website
redesign scope and goals.
List of Complementary Services Offered
In addition to the core website redesign and hosting services, Eplanet Global LTD dba Trango Technologies Inc. offers the
following complementary services tailored to enhance the digital capabilities of public sector organizations:
A. Multilingual Content Management & Translation Workflow Integration
• Overview: Implementation of multilingual support (e.g., Spanish, Arabic, Mandarin) using Kentico's multilingual
module, with auto -detection and language -specific content routing.
• Value: Serves diverse constituents and improves accessibility across language groups.
• Cost: $2,500 for initial setup + optional $500/year for managed translation updates.
B. Digital Forms & Workflow Automation
• Overview: Development of secure, mobile -friendly forms (e.g., public records requests, permit applications) with
backend workflow automation and notification triggers.
• Value: Reduces paperwork and accelerates service delivery by routing requests to appropriate departments.
• Cost: Starting at $1,500 for 5 custom forms with routing logic.
C. Community Alert System (Emergency & Routine Notifications)
• Overview: CMS -integrated banner and email alert modules for emergency broadcasts, event updates, or service
outages.
• Value: Keeps residents informed in real time via the website and optional SMS/email extensions.
• Cost: $1,200 (web alerts) + optional Twilio or SMTP integration for push notifications.
D. Intranet Design & Secure Staff Portals
• Overview: Setup of a password -protected intranet section for internal staff communications, HR documents, training
materials, and cross -departmental collaboration.
• Value: Improves internal efficiency and facilitates secure knowledge sharing.
• Cost: $3,000 for full intranet buildout + SSO integration.
E. CRM & Service Request System Integration
• Overview: API integration with existing or new CRM platforms (e.g., Salesforce, HubSpot) for centralized citizen
request management.
• Value: Enables seamless tracking, reporting, and analytics of constituent service inquiries.
• Cost: Priced based on system complexity; starting at $4,000.
F. ADA Compliance Audits and Remediation Training
• Overview: Periodic automated scans, manual audits, and city staff training on digital accessibility best practices.
• Value: Ensures ongoing WCAG 2.2 and Section 508 compliance.
• Cost: $1,200/year for monitoring; $600/session for training workshops.
Examples
• Multilingual Implementation: City of Holland, MI adopted our bilingual site solution with Arabic and English toggle.
• Automated Forms: DeKalb County's public records portal cut processing time by 40% after form automation.
• Intranet Success: Baltimore's internal site was launched to support 20+ departments with role -based access and
document sharing.
Staffing and Project Organization
A. Corporate Structure & Minority Ownership Status
Eplanet Global LTD, doing business as Trango Technologies Inc., is a C Corporation headquartered in Dallas, Texas. We
are a minority -owned, small business, registered and compliant with federal, state, and local business standards. Our diverse
team and inclusive culture are core to our identity and success. We have developed scalable CMS platforms for numerous
public -sector entities, always ensuring cultural sensitivity, ADA accessibility, and multilingual capabilities.
B. Organizational Chart
The following chart represents the proposed team for the City of La Quinta Website Redesign and Maintenance project:
Ammar N. — Executive Sponsor
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Nouman Sheikh —Project Manager Leila Gasanova —Deputy PM
Faizan Ahmed Harel John (UI/UX) Muzammil Riaz (Backend/.NET)
UI/UX Designer Sr. Graphic Lead Sheraz Sagheer (Full Stack Dev)
Mujeeb Ahmed & Aliya Igbal — QA Engineers
Kamran Rasheed — Training Manager
Additional functional and support roles include:
• Afroz Alam — DevOps Lead
• Corilynn Bailey — Cybersecurity Lead
• Usama Ahmed — Application Security
• Fahad Jamal & Shakir Khan — Database Administration
• Mariam Amin — Content Strategy & SEO
• Qasim Bilal — Project Controls Manager
• Hummad Khan — Business Analyst
C. Summary of Project Roles
• Nouman Sheikh — Project Manager & Solution Architect
Oversees end -to -end execution of the CMS redesign and hosting initiative using Kentico Xperience, ensuring technical
alignment and quality delivery.
• Leila Gasanova — Deputy PM & Client Liaison
Manages stakeholder engagement, milestone tracking, and ensures the project is executed on schedule and within
budget.
• Faizan Ahmed & Harel John — UUUX & Visual Design Team
Responsible for user -centered design, brand compliance, accessibility, and frontend interface aesthetics using Figma,
Adobe XD, and WCAG 2.2 guidelines.
• Muzammil Riaz & Sheraz Sagheer —.NET & CMS Development
Lead development of Kentico modules, content workflows, security modules, and cloud deployment.
• Mujeeb Ahmed & Aliya Iqbal — Quality Assurance
Conduct automated and manual testing to ensure error -free launches, including ADA scan reports and performance
benchmarks.
• Kamran Rasheed — Training Manager
Delivers in-depth training for city staff on CMS use, content publishing workflows, and security compliance awareness.
Examples
• Organizational Clarity: The chart and roles show clear lines of responsibility and escalation.
• Team Credentials: All team members have U.S. work authorization, and many are certified in PMP, WCAG, .NET,
AWS, GCP, and cybersecurity protocols.
• Public Sector Experience: This same team delivered website modernization projects for municipal clients including
DeKalb County, West Virginia University, and the City of Baltimore.
Disclosures
As a transparent and fully compliant vendor, Eplanet Global LTD dba Trango Technologies Inc. provides the following
disclosures in good faith, certifying that our firm maintains the highest ethical and operational standards when delivering
services to public sector clients.
A. Litigation History
None.
Eplanet Global LTD has not been involved in any litigation, arbitration, or legal proceedings —past or pending —related to
website design, hosting services, CMS development, or government contracts.
B. Contract Failures or Defaults
None.
We have never failed to complete a government contract, nor have we been terminated for cause or default. All of our municipal,
state, and federal engagements have concluded with satisfactory or exemplary evaluations.
C. Disciplinary or Regulatory Actions
None.
Our firm and all proposed team members are in good standing with all relevant licensing, regulatory, and industry bodies. We
have not been subject to suspension, disbarment, or any professional disciplinary action.
D. Business Ethics and Conflicts of Interest
Eplanet Global LTD certifies that:
• No conflict of interest exists in responding to this RFP.
• None of our personnel hold positions with the City of La Quinta or its subsidiaries.
• No gifts, favors, or inducements have been offered in connection with this proposal.
We maintain a documented Code of Business Ethics and Conduct, and all employees are trained annually on public sector
compliance, conflict of interest policies, and procurement integrity.
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E. Insurance, Licensure, and Registration
We maintain general liability, cyber liability, professional liability (E&O), and workers' compensation policies in excess
of the minimum coverage required by the City of La Quinta. Proof of coverage and endorsement forms can be provided upon
award of contract.
Examples
• Litigation -Free Track Record: Demonstrates our reliability and history of successful project delivery.
• Contract Completion Success: Reinforces our ability to perform and close out municipal contracts without failure or
delay.
• Business Ethics Policy: Highlights our commitment to transparency and compliance with government procurement
laws.
Acknowledgement of Insurance Requirements
We, Eplanet Global LTD dba Trango Technologies Inc., hereby acknowledge that we fully understand and agree to the
insurance requirements set forth by the City of La Quinta in the RFP for Website Design and Maintenance Services. Our firm
currently maintains, and will continue to maintain for the duration of any contract awarded, the following insurance coverages:
A. Required Insurance Coverage
Coverage T e
Minimum Coverage Amount
Status
Commercial General Liability
$1,000,000 per occurrence
�/ In Place
Workers' Compensation
Statutory Limits
�/ In Place
Employer's Liability
$1,000,000 per occurrence
�/ In Place
Professional Liability (Errors & Omissions)
$2,000,000 per claim
�/ In Place
Cybersecurity / Data Breach Liability
$2,000,000 per claim
�/ In Place
Commercial Automobile Liability
$1,000,000 combined single limit
V In Place
B. Endorsement Acknowledgements
We agree to provide endorsement documentation upon contract award to:
• List the City of La Quinta as an Additional Insured.
• Include a Waiver of Subrogation in favor of the City.
• Ensure 30 days' notice for cancellation or material changes in coverage.
C. Carrier Ratings
All insurance policies are issued by carriers rated "A" or higher by A.M. Best, satisfying industry requirements for municipal
procurement.
D. Certificate of Insurance (COI)
Upon award, Eplanet Global LTD will provide a Certificate of Insurance (COI) that fully reflects the required coverages,
limits, and endorsements as specified in the RFP.
Examples
• Confirmed Compliance: Each insurance category required by the RFP is acknowledged and backed by current active
policies.
• Municipal -Grade Protections: Includes specialized coverage for cybersecurity and professional liability, aligning
with modern city digital risk profiles.
• Responsiveness to Risk: Demonstrates proactive alignment with risk mitigation practices expected by public entities.
Acknowledgement of Addenda
We, Eplanet Global LTD dba Trango Technologies Inc., hereby acknowledge receipt of any and all addenda issued by the
City of La Quinta in connection with the Website Design and Maintenance Services RFP. The undersigned affirms that the
contents of any such addenda have been reviewed oroughIv and integrated into this proposal submission.
Addendum Number
Date Received
Acknowledged B Initials
Addendum No. 1
Aril 18, 2025
AN
Addendum No. 2
Aril 21, 2025
AN
Note: If no addenda were issued, indicate "None issued" in the table above.
In the event additional addenda are released before the proposal submission deadline, we confirm our intent to review and
incorporate all revisions, clarifications, or updates issued by the City. We understand that failure to acknowledge all applicable
addenda may result in disqualification.
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kOFILE
COMPANY
FOUNDED HEADQUARTERS PHONE WEBSITE
2016 10031 Monroe Dr, Suite 303, (408) 889-5565 www.eplanetglobal.com
Dallas, TX 75229, USA
Eplanet Global LTD was founded in May 2016 as an "Eplanet Communication Pvt ltd" development company specializing in
creating interactive web design, and multimedia content delivered on CD-ROM, BPO, and video production. Since then,
Eplanet Global LTD has made an unsurpassed name for itself in the web/internet industry as the master of government website
design, which remains our specialty. We now boast more than 300 websites launched in North America and have created
acclaimed website designs for hundreds of municipalities and counties, as well as government departments and agencies.
In September 1996, as the Internet was becoming a worldwide reality, Eplanet Global LTD began
developing a Web Content Management System (CMS) for the government market to enable non-
technical contributors to quickly and easily update content on their websites. The result was the
creation of our state-of-the-art Eplanet Government CMS. Our mission has always been to enhance
the communications of government organizations nationwide with their varied and valued audiences.
This is based on our vision statement, which reads:
"Bridging the gap between
governments and their communities
with flexible, secure, and innovative digital
platforms"
Focused exclusively on creative web design, government web apps, and content management technologies, Eplanet Global
LTD continues to invest in its technology, continually adding new capabilities and features that manifest our vision. While
many municipalities choose Eplanet Global LTD to develop and cost-effectively manage their website content, clients also use
Eplanet Global LTD as an information -sharing platform. Our suite of Eplanet Government web -based solutions has proven
valuable as a powerful technology that empowers clients to build and maintain sophisticated websites, all while using the
Internet and internal Intranets/Extranets to acquire, analyze, process, summarize, and share information — ensuring that the right
people always have the right information at the right time.
"Our award -winning web designs, cutting -edge technologies, and continuous innovations have made us a trusted leader in
building government -centric modules, apps, and content management systems. With comprehensive training and support, we
are recognized as one of the top experts in the industry. Our proven track record of delivering results for government clients
speaks for itself. We are fully committed to driving the evolution of our services, ensuring every project provides unmatched
value, efficiency, and long-term success for our partners. By choosing us, you're not just investing in a website—you're securing
a future of excellence and reliability for your community."
About Us
Eplanet Global LTD DBA Trango Technologies INC a Minority Business Enterprise (MBE) has been at the forefront of
technology solutions for the public sector for 8 years. Based at 10031 Monroe Dr 303 Dallas TX, 75229, we've successfully
collaborated with a variety of government agencies, helping them streamline Web and mobility solutions. Our experience
includes the deployment of sophisticated web and Mobile platforms. With approximately 30 government websites launched
Globally, Eplanet Global LTD is one of the industry's leading providers. We credit our rapid growth to our 8-year track record
of building award -winning government websites and content management systems. When you work with Eplanet Global LTD,
you're not just a client, you become part of the Eplanet Global family and will receive the service and support you need and
expect! We are among the most highly respected government website experts in the United States, and we proudly stand by our
work. Our team is led by highly qualified professionals, including our Project Lead/Architect who holds an MBA in Project
management/Information Technology (MBA-PM/IT). This leadership ensures that our projects are guided by expert knowledge
and strategic vision.
Strategic Partnership: MindGrub (Subcontractor)
Mindgrub, led by visionary Corilynn Bailey, is our esteemed partner in delivering advanced digital solutions tailored for
government and public sector innovation. Known for expertise in custom software and mobile app development, user -focused
design, and cybersecurity, Mindgrub brings a wealth of technical skills that elevate digital platforms. With a commitment to
client engagement and diversity in technology, Mindgrub is positioned to drive impactful digital transformation, ensuring a
seamless, engaging, and responsive experience for the City's residents and staff.
Vendor Information
• Name of Company: ePlanet Global LTD
• Authorized Person for Contract Negotiations, and Clarifications: Ammar Nadeem, Vice President of Sales
• Contact Information:
o Phone: (408) 889-5565 x 131
o Email: [ammar(_eplanetglobal.com] [ammar&trangotech.com]
o Address: 10031 Monroe Dr, Suite 303, Dallas, TX 75229, USA
• Government IDs and Registrations:
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o Unique Entity ID: TXRPNTKX82N6
o Business Start Date: 5/31/2016
o DUNS:119316901
o EIN:981309002
o CAGE Code: 9RC86
With these certifications, we guarantee the highest standards of accountability, diversity, and performance, reinforcing their
commitment to excellence in public sector service. We hereby acknowledge the receipt of any amendments to the RFR Should
you require any further information or clarifications, please do not hesitate to contact us.
Our Innovative Response Web Design (RWD) and Web Apps
Eplanet Global LTD has been a pioneer in implementing the latest trends in design by using Responsive Web Design (RWD).
This technology ensures that site visitors have an optimal viewing experience — easy reading and navigation with a minimum
of resizing, panning, and scrolling — across a wide range of devices, from desktop monitors to mobile phones. RWD provides
flexible and fluid website layouts that adapt to almost any screen. When you implement a dynamic new website powered by
Eplanet Global LTD, you will not only get an outstanding look, layout, and navigation, but you also receive 24/7 access to our
Government Communication Center for residents, businesses, and visitors.
Here you will find the communication tools you need such as
• Public Service Request App • Emergency Alerts
• Calendar of Events • Online Forms/Survey Tools
• E-Notification Modules • E-Newsletter Applications
• Online Payment Portal • Job Posting and Tracking Module
• Facilities Reservations • Public Records Request Tracker
• News Center with Facebook/Twitter Integration
Our Award -Winning Government CMS
Eplanet Global LTD is renowned as a leader in providing practical, high -value, easy -to -use
content management software Government CMS. This simple -to -use yet powerful solution
enables clients to manage their online presence with high functionality and style. With
applications such as an online document center, public service request app, public records request
tracker, agendas and minutes, frequently asked questions, and more, Eplanet Global LTD ensures
that our clients have the tools they need to make information and services available for website
users at the click of a mouse.
Quick Deployment, Personalized Training and Support
Eplanet Global LTD addresses time concerns by completing websites in considerably less time
than our competitors. And because our software is so easy to use, we are also able to effectively
train our clients in less than half the time it takes our competitors. Our training program is
customized based on each client's needs, and we provide hands-on training the way you want it - either onsite or offsite through
web conferencing tools. We pride ourselves on the skills of our support staff, who are responsive, knowledgeable, and helpful.
Our online support portal is available 24x7x365 for issue tracking and management. We also provide phone and email support
during regular business hours.
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LIST WCO"NSULTANTIS TEAM
Eplanet Global LTD understands the importance of having a talented and experienced staff. We are proud of our well -respected
team of top-notch experts in the field of government website design, development, analysis, content management, training, and
support. From the first creative concepts through to the design phases, and from site launch to training of personnel and
continued support of your website project, we have the right group of seasoned professionals to work with you through the
website process and beyond.
We are pleased to introduce the:
Noman Sheikh
As a project manager, Noman has managed many award -winning website projects for our clients, Noman has brought to Eplanet
Global LTD a very special skill set. Not only does he manage some of our highest -priority projects, but he is also a genuine
subject matter expert when it comes to the inner workings of government. With his unique background and education from one
of the UK's top universities holds an MBA in Project Management/Information Technology (MBA-PM/IT). This leadership
ensures that our projects are guided by expert knowledge and strategic vision, Noman is uniquely experienced to give an honest
and accurate assessment of your community's website needs.
• Philosophy: Learn as much as possible about our clients and use that knowledge to help build an amazing website.
• Expertise: Government procedure, special projects, public affairs, community development
• Role on your website project: Project Manager
Harel John
Harel has more than a decade of experience managing website design projects. He has deployed 360+ municipal websites and
has a solid background in web design and the latest web technologies. Formerly with EPG, Harel is a leader equipped to handle
any kind of sophisticated web project. He is an exceptional communicator with an innate listening skill that gives him the ability
to understand and deploy a client's unspoken needs. Harel's blend of creativity, proficiency, and technical knowledge is
unsurpassed in the industry.
• Philosophy: "Empathy, Focus, and... Impute"
• Expertise: Web Project Management - Adobe Design Premium CS5.5: Photoshop, Illustrator, InDesign, Flash, DreamWeaver,
Fireworks, HTML, CSS, CSS3, SEO, PHP, JavaScript, MySQL, JQuery, and HTML5
• Role on your website project: Graphic design of the website and backup support
Leila Gasanova
Leila Gasanova is a seasoned project manager with over 7 years of experience in managing complex, cross -functional business
initiatives. She specializes in optimizing workflows, enhancing communication, and overseeing comprehensive project
strategies for city and government websites. With her extensive background in e-commerce, education technology, and public
administration, Leila seamlessly navigates the intricacies of municipal and governmental requirements, ensuring project
alignment with strategic goals. Leila has successfully directed teams, implemented risk management systems, and coordinated
multi -stakeholder initiatives, making her an ideal fit for technical leadership roles in city and government website projects.
• Philosophy: "Always explain processes in terms that resonate with each audience, ensuring full understanding and engagement."
• Expertise: Strategic planning, technical direction for public sector projects, cross -functional collaboration, and risk mitigation.
• Role on your website project: Technical Director
Corilynn Bailey
Corilynn Bailey is a highly skilled Engagement Director with a specialized focus on cybersecurity solutions for public sector
clients. With over 15 years of experience in digital transformation and cybersecurity project management, Corilynn has led
initiatives that enhance security infrastructure, mitigate risks, and promote data integrity across government and municipal
platforms. Her in-depth knowledge of cybersecurity frameworks, coupled with her strong project leadership skills, makes her
an invaluable partner for municipal organizations aiming to fortify their digital environments.
Corilynn has successfully managed cross -functional teams, overseen the implementation of security protocols, and ensured
compliance with regulatory standards, all while fostering client engagement and transparent communication. Known for her
strategic vision and client -centered approach, she guides organizations in aligning cybersecurity measures with broader
organizational objectives, enhancing resilience and trust.
• Philosophy: "Build resilient partnerships through transparent communication, proactive security measures, and a commitment to
protecting client interests."
• Expertise: Cybersecurity strategy, risk management, regulatory compliance, client engagement, and project leadership in public
sector initiatives.
• Role on your website project: Engagement Director, Cybersecurity
TO ASSIST IN YOUR EVALUATION PROCESS, OUR FULL TEAM RESUMES ARE AVAILABLE VIA THIS LINK.
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GOVERNMENT ACCOUNT REFERENCES
Client: DeKalb County, GA
Lorraine Cochran -Johnson Super District 7 Commissioner
Office: 404-371-2899
Email: lci ohnsonkdekalbcountyga. jzov
Website: www.dekalbcouniyga.gov
Client: West Virginia University
Jacqueline Sppir
Office: 304-293-9233
Email: jacqueline.speirkmail.wvu.edu
Website: www.wvu.edu
Client: DeKalb County, GA
Leah G. Davis
Office: 404-371-2204
Email: ldg aviskdekalbcojg tyga.jzov
Website: www.dekalbcountyga_ fzov
Client: DeKalb County, GA
Jennifer L. Manigo
Office: 404-371-3681
Email: jlmanigo&dekalbcountyga.gov
Website: www.dekalbcoupAyga.gov
Client: City of Baltimore
Paul R. Kauffman (Director of the Mayor's Office of Information Technology)
Email: paul.kauffmangbaltimorecitygov
Website: www.baltimorecitygov
Client: Town of Ocean City
Mary D. Knight (City Manager)
Email: mknight(a�oceancitymd
Website: www.oceancitymd.gov
Client: City of Rockville
Doug Kinsler (Chief Information Officer)
Email: dkinsler(&rockvillemd.gov
Website: www.rockvillemd.gov
Client: Maryland State Government Agencies
Jennifer J. Morris (Director of the Department of Information Technology)
Email: jennifer.morriskmaryland.gov
Website: www.mMland.gov
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40 EPLL*tOANET
At
DESIGN
Design Deliverable:
The design concepts for this phase will be
based on one or possibly two homepage
layouts. The client will review and provide
design feedback to the designer for changes.
Eplanet Global LTD requests no more than
three iterations of changes before the final
concept is approved.
Final Home Page Sign -Off:
After all requested changes have been made,
Eplanet Global LTD will present the final
homepage design and layout for approval. The
customer's approval is required to proceed to
the next phase, which involves designing the
inner pages of the website. This process
repeats itself before the actual HTML and CSS
are written.
Final Inner Page Sign -Off:
When all changes have been made to the inner
pages, Eplanet Global LTD will present the
final inner page designs and layouts for
approval. Customer approval is required to
proceed to the next phase, where the actual
HTML and CSS coding is completed.
News Story Her
or Article Title 1
News Story Headline
or Article Title 2
News Story Headline
or Article Title 3
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GtOAL
Design
ex —
V �c s
Explore Our Online Governmet
Services & Resources
Evorft
Mock -Up Design for the City
It is very hard to create a mock-up design without having a full discovery meeting. Eplanet Global LTD is known for creating
thousands of unique website designs to capture the character of your municipality.
Please visit the following mock-up designs for reference:
• Login Name: eplanetuser
• Password: eplanet123
• URL: hitps://www.figfna.com/proto/flgdThhjbSTm3MzGY76B5K/san-bemardino?page-id=1001%3A9868&node-
id=1303-43&node-type=frame&viewport=49%2C330%2C0.24&t=WEeZf2BKSTZLDzkk-1&scalin —m�in-
zoom&content-scalin =fg fixed
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O l 0• A l
FUNCTIONALITY
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The Eplanet CMS interface provides an intuitive and user -fries
to edit and
2. Login Process
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the Login button.
page they want
After selecting the login button, users will be prompted to insert their Login Name and Password into the login screen, as shown below.
This process ensures secure access for authorized users.
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3. dit Buttons
FPPF Id
Island Paradise -
Once the login is
4. Content Editing
content editors can make the necessary changes directly on the page.
Edit this page
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Content editing is simplified with a "Word -Like" editor. Users can change page banners, headings, and the content displayed in the center
of the page. After the changes are made, the page can either be sent for approval or published directly to the website.
FEATURES, FUNCTIONALITY, & DESIGN & ONGOING SERVICES
The following applications and features will be integrated into your website:
In addition to the Government Content Management System that enables non -technical staff to easily and quickly create/update
content on the new website, Eplanet Global LTD provides a suite of applications and features specifically designed for the
government. All of those apps and features are fully described in the following section. The applications and features are
grouped into five categories:
Citizen's Communication Center Apps
• Home Page Alert • Agenda Posting Center with Video Links
• E-Notification Center with Text/Email Alerts • YouTube Video/Photo Galleries
• Document Center with keyword search • Quick Link Buttons
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• FA s with keyword search
• Staff Directory with keyword search
• News Center with Facebook/Twitter Integration
• "Share This" Social Media App
• Changeable Home Page photo carousel or YouTube video
player
• Online Web Forms
Citizen's Engagement Center Apps
• Citizen Request Center with Captcha
• Public Service Request App
(Example: www.kentwood.us/psr/index.php)
Staff Productivity Apps
• Image Manager
• iCal Integration
• Link Checker
• Menu Manager
• Job Posting
• New Eplanet Global LTD Web Calendars with monthly
grid and listing view
• Sliding Feature Bar
• Language Translator — over 95 languages
• Online Interactive Forms App — No PDF downloads
required — Can also be used for event registration.
• Bid Posting Center or Standard RFP Management App by
BidNet
• Web Form Builder with drag & drop text fields
• Online Interactive Form App Builder
• Website Content Archiving
• Website Content Scheduling
Site Administration and Security Features
• Audit Trail • URL Redirect Setup
• Drag and Drop Menu Management • Roles and Permission -based Security Mode
• Drag and Drop Picture Management • Secure Site Gateway
• Drag and Drop Document Management • Unique Login/Password for each Content Editor
• History Log • Web Statistics and Analytics
Mobile Device and Accessibility Features
• ADA Compliant WCAG 2.1 AA • Responsive Website Design (RWD) for great mobile
• ADA Accessibility Widget phone viewing
Marketing & Ongoing Consultation
Eplanet Global LTD seizes every opportunity to make our clients' websites highly visible. We draft press releases for posting
on our website and for local distribution. We continuously monitor your site after it goes live so you can take advantage of all
marketing opportunities. We also submit your site for various awards and recognition competitions to maximize its exposure.
Search Engine Registration and Marketing
Eplanet Global LTD will input all targeted keywords to ensure your web pages are search engine -friendly. This optimization
will enable users to find specific information through Google, Yahoo, or any other search engine.
Hosting & Security
Eplanet Global LTD takes website security very seriously. We provide our clients with the best protection protocols available.
Our data centers are located on secure premises with card -reader access, security cameras, and guards on duty 24/7 to ensure
physical protection from unauthorized entry. Eplanet Global LTD complies with SOC I/ISAE 3402, SOC 2, SOC 3, FISMA,
DIACAP, FedRAMP, PCI DSS Level 1, ISO 9001, and other relevant programs. Eplanet Global LTD is responsible for securing
the content, access to the content on the web server, snapshots, configurations, and infrastructure as a whole. Our web and
network administrators monitor network activity 24 hours a day to ensure system integrity and protection against threats like
Denial of Service (DoS) attacks. The secure configuration of our web servers is managed through patches, upgrades, security
testing, vulnerability scans, log monitoring, and data/OS backups.
Eplanet Global LTD Support Includes:
• 5 AM — 5 PM PST Phone Support (Monday thru Friday) • Software and Module Upgrades
• 24x7x365 Portal and Email Support • Immediate Bug Fixes/Patches
• Dedicated Support Staff • Round -the -Clock Server Monitoring
• New/Existing User Training • Data Center Network Upgrades
• Free Training Refreshers • Security and Antivirus Software Upgrades
• Video Tutorials and Online Training Manual • Firewall and Router Upgrades
• Automatic Integration of Enhancements • Bandwidth and Network Infrastructure Upgrades
• E-Newsletter Module Support • Remote Backup of All Website Assets
• Automatic CMS Module Upgrades (Calendar, Document Center, etc.) • Tape Backup of All Website Assets
• Four Major CMS Upgrades Per Year • Quarterly Newsletters on Major Feature Updates
• Regular Webinars on CMS Features and Usage
PROJECT APPROACH
At Eplanet Global LTD dba Trango Technologies Inc., our approach to the City of La Quinta's website redesign project is
centered around collaborative discovery, human -centered design, ADA-compliant development, and scalable deployment
on the Kentico Xperience Digital Experience Platform (DXP). Our methodology integrates modern public -sector
requirements with proven technical practices that drive digital transparency, operational efficiency, and community
engagement.
The engagement will begin with an intensive Discovery and Strategy Phase, where our project management team —led by
Nouman Sheikh (Project Manager & Solution Architect) —will conduct stakeholder interviews, audience analysis, content
audits, and accessibility diagnostics. We will collaborate with the City's departments to map existing workflows, identify pain
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points, ` d define both functional and aesthetic goals. Our team will document information architecture and content hierarchies
that align with La Quinta's branding and civic messaging priorities.
Following discovery, our UI/UX and graphic design team —led by Faizan Ahmed and Harel John —will craft wireframes and
prototypes using Figma and Adobe XD, ensuring responsive design for all devices and seamless compliance with WCAG 2.2
and Section 508. We will incorporate visual consistency with the City's brand and develop intuitive navigation structures that
reduce cognitive load for residents, visitors, and business users. Interactive elements such as calendars, RFP modules, pop-up
alerts, and searchable public records will be designed and previewed for stakeholder validation.
The technical implementation will leverage Kentico Xperience, a powerful, secure, and scalable .NET -based CMS platform
trusted by government agencies globally. Our development team, including Muzammil Riaz and Sheraz Sagheer, will configure
dynamic content modules, enable role -based content publishing workflows, and integrate tools like Laserfiche, Google
Analytics 4, and optional multilingual support for Spanish and Arabic. We will ensure data privacy by embedding robust
authentication, HTTPS enforcement, XSS/SQL injection protection, and conducting static/dynamic vulnerability assessments
led by our cybersecurity specialists.
During the QA and Launch Phase, Mujeeb Ahmed and Aliya Iqbal will execute rigorous manual and automated testing across
browsers and devices. ADA scan tools and screen reader testing will be employed, with audit logs provided to the City.
Simultaneously, our training manager Kamran Rasheed will conduct live sessions and prepare video tutorials for content
managers and departmental staff. Upon final UAT approval, we will deploy the site to a fully managed, US -based cloud
hosting environment with daily backups, 99.9% uptime SLA, and scalable CDN services.
Post -launch, we transition into our Sustainment and Maintenance Phase. For the next 4 years, our support team will provide
helpdesk services, CMS upgrades, monthly accessibility monitoring, SEO insights, and performance tuning. We'll also offer
optional features like CRM integration, community dashboards, intranet portals, and AI -enhanced citizen service modules to
help the City evolve its digital footprint over time.
IMPLEMENTATION PLAN
Phase 1: KICKOFF MEETING AND DISCOVERY (PROJECT PLANNING
Eplanet Global LTD:
• Will conduct a virtual kickoff meeting with the City. (A sample schedule will be provided by Eplanet Global LTD.)
• After the meeting, Eplanet Global LTD will provide a detailed project timeline.
• Eplanet Global LTD will facilitate a follow-up meeting to review custom functionality needs via web/phone conference.
Client:
• Before the kickoff meeting, the client is required to register in Eplanet's project portal, complete the design questionnaire,
upload at least 20 preliminary photos, and provide Eplanet Global LTD with a kickoff meeting schedule.
• A client representative will participate in a follow-up meeting to review the project plan.
Phase 2: DESIGN MOCKUPS/WIREFRAMESNEEPREM
Eplanet Global LTD:
• Within (5) five weeks of the kickoff meeting, Eplanet Global LTD will provide one custom homepage mockup and up to three
(3) basic interior page mockups.
• Eplanet Global LTD will provide a unique, reusable department microsite mockup if requested.
• Additional wireframes maybe delivered as deemed appropriate by Eplanet Global LTD, providing views of custom functionality
or other areas of the site of particular importance. These are intended to focus development efforts later in the project.
• Revisions will be made to each mockup based on the feedback received from the City. There will be a limit of four sets of
revisions to each mockup.
• Web/phone meetings may be necessary between each round of mockups/wireframes.
Client:
• Within 10 business days of the first mockup, the client will provide design feedback/change requests to Eplanet Global LTD
through the customer portal in a single list. The website committee should agree on the feedback provided to avoid delays.
• Eplanet Global LTD will deliver an updated mockup based on the feedback received. Delivery time will depend on the
complexity of the feedback. Large feedback lists may extend the timeline.
• The client will indicate approval of the final mockup via the Eplanet Global LTD project portal.
• The client will decide whether to create a sitemap or have Eplanet Global LTD create it. The sitemap should be provided in an
Excel or Word format, listing the existing pages to be rebuilt and linked to the current URLs. New pages should include a page
name and a brief description of the page functionality (e.g., freeform page style, staff directory, document center, etc.)
"The next steps cannot begin until the main client homepage mockup is approved"
Next Steps: After the Client approves the homepage mockup, Eplanet Global LTD will proceed with the following ste s:
IIIIII Phase 3 and 4: TEMPLATE DEVELOPMENT AND CMS INTEGRATION.
Eplanet Global LTD:
• Mockups will be developed into HTML pages, making them clickable and resizable.
• Eplanet Global LTD will integrate the Content Management System (CMS), enabling easy editing of the website.
• Integration of any third -party software will begin during this phase.
Client:
Zero tasks are assigned to the client during this phase. However, this is an ideal point of the phase for the City to work on finalizing the
sitemap and preparing any new content. The content can be written in MS Word and provided to Eplanet Global LTD or added directly
to the beta website after phase 7.
Phase 5: QUALITY ASSURANCE, ACCESSIBILITY, & CUSTOM DEVELOPMENT
Global LTD:
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• Eplanet Global LTD will review all developed assets for functionality. The development team will ensure functionality, style
sheet, and formatting match the approved design mockups.
• Any custom needs identified earlier in the project will be executed during this phase and tested for quality assurance.
• ADA programming and a beta site review with the client will be conducted to ensure compliance and satisfaction.
Client:
• As with the previous phase, there will be minimal involvement from the City during this stage. However, Eplanet Global LTD
may request an online web meeting to discuss progress on custom development.
• The Client may be asked to review/approve changes suggested by Eplanet Global LTD for accessibility reasons.
Phase 6: SITE MAP DEVELOPMENT AND CONTENT MIGRATION
Eplanet Global LTD:
• Eplanet Global LTD will deliver a suggested sitemap, in Excel format, for the website before this phase unless the City has
chosen to create its sitemap. Both the City and Eplanet Global LTD will review and update versions for approval. Pages will be
built out according to this previously approved sitemap architecture. Any pages not linked in the sitemap will be created as
blank pages.
• Migration will include all web pages, documents, and new content up to the relevant amount on the current website.
Client:
• To avoid delays, the City should approve the sitemap before this phase begins.
• Any new content that the City wants Eplanet Global LTD to add should be provided either directly from the old website or in
an MS Word format. Alternatively, the City will have the ability to add new content before going live.
• After migration, the beta site will be provided with built -out pages and content for review.
Phase 7 and 8: CORE CONTENT EDITING TRAINING, BETA SITE REVIEW, FULL STAFF
TRAINING, USABILITY ANALYSIS, AND GO -LIVE
Eplanet Global LTD:
• Eplanet Global LTD will conduct a beta site review followed by core team training (for a smaller group).
• After the beta site review, the City may request tweaks to the functionality of the website.
• Eplanet Global LTD will conduct full staff training for all CMS editors virtually.
• The training schedule will include editor training, administrator training, and a Q&A session.
• Results of the user experience testing will be provided to the City for review.
• Any change requests will be reviewed by Eplanet Global LTD for feasibility and scope before completion.
• Eplanet Global LTD will meet with the City's IT department before the go -live date to discuss the process and establish a pre -
go -live checklist (e.g., SSL certificates, redirects, subdomains, etc.).
• Retraining will be available at any time after the site goes live.
Client:
• The clients should provide a date and time for the beta site review and training through the Eplanet Global LTD project portal.
• After training, the City will complete any final content polishing, which may include adding new header photos, post -migration
content, or basic tweaks.
• The City may request functional tweaks to the site based on their review or results from UX testing.
• The City should provide a list of pre -go -live questions to Eplanet Global LTD for review and discussion.
• When the City is ready for the site to go live, they will request it via the project portal at least 48 hours before the desired go -
live time. Eplanet Global LTD will provide Ro-live instructions before that time.
INVESTMENT PROPOSAL / FEE SCHEDULE
PHASE 1: KICKOFF MEETING AND DISCOVERY/PROJECT PLANNING
PHASE 2: DESIGN MOCKUPS/WIREFRAMES: One concept, up to 4 sets of revisions per template, homepage template,
reusable department homepage, and inner page design and layout, including Responsive Web Design.
PHASES 3 & 4: EPLANET TEMPLATE DEVELOPMENT & CMS INTEGRATION: Setup of all CMS modules listed
on the following page with links to any additional third party web application. You also receive updates to all CMS modules for the
life of your Eplanet relationship. And you own the technology, design, and content!
PHASE 5: QUALITY ASSURANCE, ACCESSIBILITY, & CUSTOM DEVELOPMENT
PHASE 6: SITE MAP DEVELOPMENT AND CONTENT MIGRATION:
Bestpractices migration according to the new sitemap including spell checking and style corrections — Full Migration
PHASE 7: CONTENT EDITING AND SITE ADMINISTRATION TRAINING
PHASE 8: GO LIVE!
Eplanet Global LTD Annual Fee pre paid: Includes unlimited tech support, CMS software updates (unlimited users), security
software updates, SSL security certificate, and website health checks. Website hosting is included free of charge (Unlimited web
content storage space, I00GB monthly bandwidth limit) with the pre paid annual fee:
GRAND TOTAL (1ST YEAR): $23,500
Total Fixed Price Over 5 Years: Ongoing Support (Years 2-5): $8,000
ADDITIONAL PRODUCTS OFFERED
CMS Training Unlimited Training Included Free of Charge
Employee Intranet: $3,000
Set-up Fee, Onetime:
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O l O • • l
Final Project Total (Core Services Only)
• Year One (Implementation): $23,500
• Ongoing Support (Years 2-5): $8,000
• Total Fixed Price Over 5 Years: $31,500
Complete Pricing List
The following table outlines our detailed fee structure for the design, development, migration, deployment, and multi -year
support of the City of La Quinta's municipal website built on the Kentico Xperience digital experience platform (DXP).
A. Website Design & Implementation (One -Time Cost)
Service Description
Cost (USD)
Discovery & Requirements Gathering
$2,000
Information Architecture & UX Design
$3,000
Custom UI Design & Branding
$2,000
Kentico Xperience CMS Setup & Configuration
$4,000
Custom Module Development (RFP Widget, Forms, Alerts, etc.)
$2,000
Laserfiche Integration
$1,000
ADA/WCAG 2.2 Compliance Implementation
$1,500
Content Migration (up to 250 pages)
$3,000
QA Testing, Security Audit & User Acceptance
$1,500
Admin & Staff Training
$1,000
Project Management & Documentation
$2,500
Total Fixed Fee — Year One
$23,500 Q
B. Hosting, Support & Maintenance Plan
Service
Year 2
Year 3
Year 4
Year 5
Cloud Hosting (Fully Managed, US Region)
$1,500
$1,500
$1,500
$1,500
CMS Upgrades, Hel desk, Monitoring, Reports
Included
Included
Included
Included
Annual Support Subtotal
$1,500
$1,500
$1,500
$1,500
4-Year Support Total
$6,000
C. Optional Add -On Services
Service Description
Cost USD
Additional Language Support (e.g., Spanish, Arabic)
$2,500
Emergency 24/7 Support SLA
$3,000/year
Bi-Annual CMS Training Refreshers
$1,000/year
SEO Booster Pack Content, Tags, Metadata Audit
$2,000
Public -Facing Dashboards / Metrics Visualizations
$3,500
Examples
• Transparent Costing: Pricing is broken into one-time and recurring fees to allow clear budgeting.
• Scalable Support Plan: Maintenance covers a 4-year lifecycle with consistent pricing and flexibility.
• Optional Services: Enhancements like multilingual content, dashboards, and advanced SLAB are available based on
City priorities.
Final Project Total (Core Services Only)
• Year One (Implementation): $23,500
• Ongoing Support (Years 2-5): $8,000
• Total Fixed Price Over 5 Years: $31,500
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