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2008-0691 2008-69 'lir►' Resolution Authorizing the Updating and Completion of the Town of Wappinger Website At a regular meeting of the Town Board of the Town of Wappinger, Dutchess County, New York, held at Town Hall, 20 Middlebush Road, Wappingers Falls, New York, on February 25th, 2008. The meeting was called to order by Christopher Colsey, Supervisor, and upon roll being called, the following were present: PRESENT: Supervisor - Christopher J. Colsey Councilmembers - William H. Beale Vincent F. Bettina Maureen McCarthy Joseph P. Paoloni ABSENT: The following Resolution was introduced by Councilman Bettina and seconded by Councilman Beale. WHEREAS, the Town of Wappinger Town Board had authorized the development of a website to increase resident accessibility to various Town of Wappinger functions; WHEREAS, the Town of Wappinger Town Board has appointed Duality, Incorporated as the Town's computer consultant; WHEREAS, the current website has been partially inoperable for a period to exceed one (1) year; WHEREAS, the website was developed under the former computer consultant in a manner deemed obsolete to current design standards; WHEREAS, Duality, Incorporated has surveyed the needs of the respective municipal departments affected by the current status; and, WHEREAS, Duality, Incorporated has submitted a proposal in the amount of $7,300.00 for the completion of the website. THEREFORE BE IT RESOLVED, that the Town Board of the Town of Wappinger hereby authorizes updating and completion of the Town of Wappinger website in accordance with the submitted proposal of Duality, Incorporated. The foregoing was put to a vote which resulted as follows: CHRISTOPHER COLSEY, SUPERVISOR Voting: WILLIAM H. BEALE, COUNCILMAN Voting: VINCENT F. BETTINA, COUNCILMAN Voting: MAUREEN McCARTHY, COUNCILWOMAN Voting: JOSEPH P. PAOLONI, COUNCILMAN Voting: Dated: Wappingers Falls, New York 2/25/2008 AYE AYE AYE AYE AYE The Resolution is hereby duly declared adopted. 'HN C. AXSLtERSON, TOWN CLERK L U -, i Inc. Information Technology Solutions for PMB 120 • 982 Main St. Suite 4 • Fishkill, NY 12524 Phone: (845) 790-0996 • Fax: (845)790-1467 • Email: info@dualityinc.com Date: 02/18/2008 To: The Honorable Chris Colsey, Supervisor Cc: Town Board Re: New Town Website — Request for Proposal Dear Chris, Thank you for the opportunity to present you with this Town of Wappinger website redevelopment proposal. We look forward to working with you, the Town Board and your staff on a fresh and fully functional new website in 2008. Throughout January and February of 2008, Duality Inc. has had the opportunity to meet with town officials and employees to gather feedback on the current website. We've met with all Departments to discuss what is lacking with their sections of the website, what functions they would like implemented, and gathering of Departmental forms that will need to be posted on the newly designed website. In addition to Departmental information that will be available to town residents, general web pages will remain available to website users. This includes: ■ Website "Homepage" featuring "Important Meeting dates", latest "Town News", and other important text and graphics that will be determined by the Supervisor and Town Board. ■ Welcome page featuring a short paragraph developed by Supervisor Colsey and the Town Board welcoming ■ Town Officials page, complete with biographies and contact information. ■ Phone/Email Directory which will display contact information for town officials and employees. ■ Board's page, featuring links to Town Board, Planning Board, and Zoning Board of Appeals. ■ Link to General Code, to view Codes for the Town of Wappinger ■ Download Forms page, featuring downloadable forms by Department (Town E -Code Book) ■ Link page, featuring website URL's that are most commonly used by constitutes, such as State, County, and local website. ■ Minutes & Agendas page, featuring Town, Planning, and Zoning Board Minutes/Agendas. ■ News & Announcements page ■ Contact Us page If additional pages are needed, please notify us prior to development. Seen below, is a brief summary of functions that each Department wants implemented with their new section of the website. *6site FunctionsDepartment) Assessor General information about Department, transfer forms from existing page, and add additional Forms and links. Building Department Development of dynamic back -end which will allow the department to post Agendas, Minutes, and add photos. Several forms will need to be converted to PDF and additional security will be enabled on each PDF to prevent tampering of the Duality, Inc. PMB 120, 982 Main St., Suite 4 Fishkill, NY 12524 The costs associated with designing the general template of the new Town of Wappinger website will be $4000. This fee includes design & development of the website template and its graphical image. See below for a complete explanation of the type of work that will be conducted. Web Site Design & Development — edit, write, design and program the web pages and content using existing information you will supply. This phase includes all necessary HTML, Flash, and script programming enabling the extensions for advanced design and functionality benefits. A dynamic navigation system will be programmed that will enable visitors to use the website and find the information they need with great ease. Existing content will be transferred from the old website to the new website, unless otherwise instructed by the Supervisor, Town Board, or by a Department Head. Below are estimated costs, by Department, for programming of their particular pages and transfer of content from current website to new website. Website Development Costs (by Department) Assessor $200.00 Building Department $500.00 Duality, Inc. PMB 120, 982 Main St., Suite 4 Fishkill, NY 12524 document. Comptroller/Accounting It has yet to be determined what information will need to be Office entered in this section of the website. Dog Control General information about Department. Current information will be transferred from current website. Fire Inspector General information about Department. Current information will be transferred from current website. Highway Department General Information about Department and links of interest. Justice Court General Information about Department, Court Dates, Directions to Court office, etc. Planning Board Development of dynamic back -end which will allow the department to post Agendas, Minutes, and add photos. Several forms will need to be converted to PDF and additional security will be enabled on each PDF; to prevent tampering of the document. Receiver of Taxes General information about Department Recreation/Senior Center General information about Department, transfer of forms from existing page, and additional forms placement. All content from the current Senior Center page will be transferred to the new website. Supervisor Welcome message from Supervisor and complete contact information. Water/Sewer General information about Department Town Board General information about Department Town Clerk General information about Department, transfer forms from existing page, and add additional Forms and links. In additional, all Historical Town Board Minutes will be transferred' from the current website to the new website. The Town Clerk also has several more years of minutes that need to be added. Zoning Development of dynamic back -end which will allow the department to post Agendas, Minutes, and add photos. Several forms will need to be converted to PDF and additional security will be enabled on each PDF to prevent tampering of the document. The costs associated with designing the general template of the new Town of Wappinger website will be $4000. This fee includes design & development of the website template and its graphical image. See below for a complete explanation of the type of work that will be conducted. Web Site Design & Development — edit, write, design and program the web pages and content using existing information you will supply. This phase includes all necessary HTML, Flash, and script programming enabling the extensions for advanced design and functionality benefits. A dynamic navigation system will be programmed that will enable visitors to use the website and find the information they need with great ease. Existing content will be transferred from the old website to the new website, unless otherwise instructed by the Supervisor, Town Board, or by a Department Head. Below are estimated costs, by Department, for programming of their particular pages and transfer of content from current website to new website. Website Development Costs (by Department) Assessor $200.00 Building Department $500.00 Duality, Inc. PMB 120, 982 Main St., Suite 4 Fishkill, NY 12524 Comptroller TBD Dog Control $100.00 Fire Inspector $200.00 Highway Department $100.00 Justice Court $100.00 Planning Board $500.00 Receiver of Taxes $100.00 Recreation/Senior Center $200.00 Supervisor $100.00 Water/Sewer $100.00 Town Board $100.00 Town Clerk $500.00 Zoning $500.00 Summary of Costs General Website Development Cost $4000.00 By Department Cost $3300.00 Total: $7300.00 We would request one-half payment upon acceptance of this proposal, and the final half upon completion and launch of the site. The above charges do not include a website hosting charge of $21.95 per month. Currently, your website is hosted with another provider oavaservlethosting.com). To save the town money, we will be moving you from that hosting provider to another Website Host. The cost for one (1) year of web hosting is due upon acceptance of this proposal ($263.40). Total Due at signing: $ 3913.40 Should you wish to proceed, we would suggest the following design timeline: 1. Within 2 weeks from proposal acceptance: We will present you with a basic image and theme of the site to ensure agreement. You will be asked to accept the site "image" at this time, prior to site construction. 2. Within 3-5 weeks from proposal acceptance: Development and presentation of the site for launch. Again, we thank you for the opportunity to present you with this proposal. If you are interested, we'd be happy to discuss any aspect of our services with you in greater detail. Please feel free to contact us, if we may be of assistance. Sincerely yours, Matthew D. Chernay Vice -President �;w&,_i:_ Craig M. Roberts President Duality, Inc. PMB 120, 982 Main St., Suite 4 Fishkill, NY 12524