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Home My WebLink AboutC29090 - Website/Online Dvlpmnt Svcs _ - ------- NIEETD �i 4�4TE�, � �� j ��_� Contract No. C29090 ; C�sl�3�"��'Q�._.,..,,.,_.....,_��...�,�...��.. 7 ; * Continued to the meeting � �� ; � �'�`'`�''F� ''� 2#�� r2�-�`�'�`i�Y�---�-�--�-�°.•�...�.. of August 27, 2009, with � s staff requested in the �� ¢ meantime to provide precise CITY OF PALM DESERT information on ttie scope of services included in COMMUNITY SERVICES the proposed contract. STAFF REPORT REQUEST: Consideration of a contract with Kimberly Corak for website/online development services. DATE: July 9, 2009 CONTENT: Kimberly Corak Contract/Scope of Work Recommendation: By Minute Motion, 1) Approve subject contract with Kimberly Corak for website/online development and interactive marketing services in an amount not to exceed $72,000; 2) Authorize the Mayor to execute the agreement on behalf of the City. Executive Summary: Both the Information Systems (IS) and Marketing staff continue to monitor the effectiveness of the City's two websites (CityofPalmDesert.org and Palm-Desert.org). More than ten thousand visitors use each site every month. Ensuring that the sites are kept up-to-date, not only from a content standpoint, but from a technological and usability perspective is of the utmost importance. This takes a considerable amount of time and requires specialized knowledge, as it is ever-changing. Therefore, these services are better provided by a consultant. The City's websites are extremely important resources used by our residents, businesses, and visitors, as they rely on the sites for the most up-to-date information available. In order to meet the needs of our customers, the sites must continue to evolve and be current with the latest technologies. Attached is an outlined scope of work for website/online development and interactive marketing services. They are grouped into four major categories including website and landing page consulting and management; lifecycle marketing and email management; online marketing consulting and management; and web-based social marketing consulting. The services provided by Ms. Corak could easily be a full-time position within the IS and/or Marketing departments. The City recognizes a cost savings by contracting for these services instead of hiring staff. The cost of the contract is split between these two departments, thereby only costing each department $3,000 per month for a total of 60 to 80 hours of work. Kimberly Corak Contract Page 2 Staff recommends approval of this contract in an amount not to exceed $72,000. Funds are available in FY 2009/10 budget, account numbers 110-4190-415-3091 and 110- 4417-414-3091. Background: Over the years, website and online management has become an increasingly important function to both information systems and marketing. Online initiatives now help drive marketing strategies and are at the forefront of customer relations and management. Maintaining up-to-date websites and continually looking for ways to improve them, coupled with email management/e-newsletters and the rising popularity of online marketing and social media is a full-time job. Ms. Corak has been servicing the City of Palm Desert's websites and been involved with marketing's online strategies and initiatives for many years. She is familiar with the Palm Desert brand, infrastructure, challenges and opportunities. She has the technical knowledge to assist IS with their needs and the marketing background to provide valuable consulting services to both areas. In addition, Ms. Corak assists with technical requirements of the websites and offers support in the management of web vendors including the development and integration of third-party systems such as ClicktoGov and Civica. She provides statistical analysis for both sites and provides recommendations for consistent improvement in results. Ms. Corak engages in weekly working calls with staff to review website content and be sure that each department is following the proper website guidelines. She makes herself available for any employee who requests assistance with the site. Also discussed weekly is the strategic plan and how to make necessary changes if the goals are not being met. Social media is a new, unchartered territory and by having a consultant's expertise on how and when the City should engage on is extremely valuable. This contract is considered professional services and does not require going out to bid. Training a new vendor would be costly and time consuming. The services provided under this contract are varied and invaluable to both the City's IS and Marketing departments. Staff is recommending approval of the contract. Submitted by: � � 2� y o Kristy Kn ing � V Inform s ems Manager Marketing Manager Kimberly Corak Contract Page 3 Approval: V�. �P��, � -� Sheila R. Gilligan Paul Gibson Assistant City Manager Director of Finance Jo . ohlmuth Ci y anager Contract No. C29090 Client: City of Palm Desert Project: Interactive Marketing and Web Site Management Date: July 1, 2009 Interactive Marketing and Online Timeframe Billings Development Service Description WEB SITE AND LANDING PAGE CONSULTING AND MANAGEMENT Based on 15-20 $6,000 /month The scope includes services for all City of Palm Desert Web entities (egov; hours per Week; tourism; landing pages; and other sites per request): services would be • Strategic planning ongoing • Need and scope definition throughout • Technical requirements development 2009/2010. • Web vendor management • Development and third-party integration management • Usability, content and functionality audits • Statistical traffic analysis • Research including surveys and focus groups (employees/officials, residents, businesses, visitors) • Web site copywriting • Content gathering, editin�and production • User comment management and analysis • Site map generation • RFP development/ bid review LIFECYCLE MARKETING AND EMAIL MANAGEMENT Scope includes developing a lifecycle marketing and email strategy and editorial calendar as well as all approved execution including: • Template creative direction • Data capture and feed strategy • Messaging, promotion development, and copywriting • Email set up and blasting • Direct mail consulting (in partnership with traditional marketing) • Tracking and analysis • Staff training ONLINE MARKETING CONSULTING AND MANAGEMENT Online marketing services indudes consulting on all Web-based engagements (in partnership with Traditional and Interactive Agencies) including, but not limited to: • Online media • Organic search marketing • Pay per click marketing • Affiliate programs • Co-op programs (Desert Willow, JW Marriott, etc.) WEB-BASED SOCIAL MARKETING AND PUBLIC RELATIONS CONSULTING In partnership with the City's PR and Interactive Agencies, services will include consulting, management and tracking to ensure the City is positively represented within the social fabric of the Web, including: • Social Web-based and wireless applications • Photo (ie Flickr) and video (ie You Tube) entities • Blogs, Wikis and microblogs (ie Twitter) GENERAL PROFESSIONAL SERVICES Includes all business services needed to do business with the City including on site meetings (as needed), weekty progress calls, mailing, faxing, etc. Kimberly Corak � Interactive Marketing and Web Site Consultant 343 East El Parque Drive ( Tempe � Arizona � 85282 602.741.0902 � KimberlyCorakC�yahoo.com Contract No. C29090 Billing and Assumptions Services commence immediately upon receipt of contract and initiat payment. Unused retainer hours expire at the end of the month. Scope does not include any out-of-pocket expenses. Changes in project scope may result in changes to the schedule and budget. Kimberly Corak is an independent contractor. Payment is due upon receipt of invoice. Authorization The City of Palm Desert Consultant Printed Name: Printed Name: Kimberly Corak Signature Signature: Date: Date: Kimberly Corak � Interactive Marketing and Web Site Consultant 343 East El Parque Drive � Tempe � Arizona � 85282 602.741.0902 � KimberlyCorakC�yahoo.com