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HomeMy WebLinkAboutJericko (JPD Website BPW approved 3/26/25) City of Jeffersonville Government Contract Coversheet Please note: All information MUST be completely filled out and submitted to Clerk's Office within 48 hrs of execution. Date Submitted to Clerk: 3/26/2025 Department: Police Vendor Name: Jericko Sign Date: 3/26/2025 Ending Date: Amount of Original Contract: 1000/ month Is this an amendment or change order to original contract? Yes or No Amended Contract Amount: Purpose: Website For Clerk's Office to fill out Date uploaded to Gateway: Website Services Agreement Date: May 1st, 2025 (Pending Rebuild Date) (36-Month Contract) Parties Contractor: Client: Jericko LLC Jeffersonville Police Department 800 Graceland Drive 2218 E 10th St Memphis, IN 47143 Jeffersonville, IN 47130 United States 1. Background and Purpose Per the JPD Website Proposal 2025 ('Proposal"), the Contractor will provide comprehensive website design, maintenance, and support services to the Client for a 36-month term. The following terms align with the deliverables, objectives, and pricing outlined in that proposal. 2. Term and Rate 1. Term: This Agreement commences on May 1, 2025 and continues through April 30, 2028(36 months), unless terminated earlier as provided herein. 2. Monthly Rate: The Client agrees to pay $1,000(One Thousand Dollars) per month for the services described in Section 3. This discounted rate reflects the 36-month commitment outlined in the Proposal. 3. Out-of-Contract Rate (Reference Only): The standard out-of-contract monthly rate for these services is $1,700, indicating the value of the discount the Department receives by entering a multi-year partnership. 1 3. Scope of Services 3.1 Website Design &User Experience Custom Interface & Branding: A professional, intuitive design aligned with JPD branding and identity. Responsive, Mobile-Friendly Layout: Optimized for desktops,tablets, and smartphones to ensure vital information is easily accessible. Annual Design Refresh (lx per 2 Years): Up to one major design adjustments per two years to keep the site current and aligned with departmental changes. 3.2 Ongoing Maintenance & Updates Proactive Monitoring: Regular checks on performance, security, and software (themes, plugins, CMS). Frequent Content Refreshes: Press releases, alerts, events, announcements, or other content updates. Performance Checks: Routine audits to address broken links,outdated resources, or design inconsistencies. 3.3 Technical & Security Management Feature& Plugin Management: Handling essential site functionalities(contact forms, calendars, etc.)to ensure secure, reliable operations. SSL Certificate Maintenance: Keeping user data encrypted. Regulatory Compliance: Meeting applicable data protection and public transparency requirements. 3.4 User Account Management Tiered Access & Permissions: Providing authorized staff with secure content update access. Training &Support: Guidance on best practices for staff responsible for website sections or content. 3.5 Content & Page Management Up to 10 Pages(or as specified in the Proposal) for departmental resources, community info, online forms, etc. Strategic Content Placement: Organized structure to facilitate quick visitor access to crucial info. 2 Content Uploads& Immediate Updates: Timely changes, including urgent alerts or policy shifts. 3.6 SEO Integration Keyword Research &Optimization: Tailored meta tags, headings, and text updates for better search engine rankings. Ongoing Refinements: Regular adjustments aligning with updated SEO best practices. 3.7 High-Level Support & Reliability Priority Support: Rapid response to concerns or issues as they arise. Minimal Downtime: Leveraging robust hosting and DNS management for steady operation. Backup &Redundancy: Methods ensuring near-zero data loss risks. 4. Payment Terms 4.1 Invoicing The Contractor will invoice the Client on or around the 1st of each month, beginning May 1, 2025. Payment is due within 30 days of the invoice date(Net 30), unless otherwise specified in writing. 4.2 Late Payment Consequences First Late Payment: If payment is not received by the due date, a late fee of 10% of the outstanding invoice amount will apply. Second Late Payment: If payment is not received within 15 days after the due date for a second time, a late fee of 20% of the outstanding invoice amount will apply. Third Late Payment: If payment is not received within 30 days after the due date for a third time, a late fee of 30% of the outstanding invoice amount will apply. Service Suspension: Failure to pay any invoice within 45 days after the due date may result in service suspension until the outstanding balance is paid in full. 4.3 Payment Method The Client may pay via check, ACH transfer, or any other method agreed upon by both Parties. 3 4.4 Price Adjustments Any rate modifications within the Term require written agreement from both Parties 5. Deliverables & Revisions 5.1 Deliverable Timeline The Contractor will collaborate with JPD to set content update schedules and deadlines for major design overhauls or added functionalities. 5.2 Revisions Minor revisions are included. Substantial or repeated changes beyond the scope may be subject to additional fees or a separate quote. 6. Department Responsibilities 6.1 Content & Approvals The Client provides necessary content (text, images, etc.)and timely feedback. 6.2 Access Credentials The Client grants Contractor suitable access(domain, hosting, etc.) to execute updates. 6.3 Public Relations & Emergency Alerts For urgent postings or alerts, the Client notifies Contractor promptly to expedite updates. 7. Termination & Early Exit 7.1 Termination for Breach Either Party may terminate this Agreement if the other Party substantially breaches any of its obligations and fails to cure such breach within 30 days of receiving written notice. 7.2 Early Termination by JPD if the Client elects to terminate this 36-month Agreement before the end date (April 30, 2028), the Client shall pay for all services rendered up to the effective date of termination, plus an early termination fee calculated based on the months remaining in the Term: Month%Remaining Termination Fee 10+ months 50%of remaining contract value 7-9 months 35%of remaining contract value 4-6 months 25% of remaining contract value 0-3 months t5%of remaining contract value 4 8. Intellectual Property & License 8.1 Ownership The Contractor retains all copyright, trademark, and proprietary rights to any original code, designs, or materials produced under this Agreement. Upon payment, the Contractor grants JPD a limited, non-transferable license to use and display these materials for the Agreement's duration. 8.2 Department Branding The Jeffersonville Police Department's logos, graphics, or brand materials remain the Department's exclusive property. 9. Dispute Resolution & Governing Law 9.1 Dispute Resolution Unresolved disputes are subject to negotiation in good faith. If no resolution, arbitration or court proceedings in [Your State/Country] may follow. 9.2 Governing Law This Agreement is governed by the laws of the State of Indiana, without regard to conflict-of-law rules. 10. Entire Agreement & Hosting 10.1 Superseding Clause This Agreement, along with the JPD Website Proposal 2025, supersedes all prior or contemporaneous agreements or discussions. Any modifications must be in writing and signed by both Parties. 10.2 Hosting Managed by Jericko LLC All website hosting remains under Jericko LLC's management throughout the Term. This includes domain, nameserver configurations, and server-related maintenance. 5 Signatures By signing below, both Parties acknowledge they have read, understood, and agree to the terms and conditions of this 36-month Website Services Agreement, effective May 1, 2025 (when new website is complete). / For Jeffersonville Police Department: Signature: Name (Printed): (\j‘ AN4--tN-Mort Title: c•-Ac...k Date: - For Jericko LLC: Signature: _00e" Name (Printed): Michael Smith Title: Owner Date: 1- L S Thank you for choosing Jericko Media. We look forward to creating a secure, modern, and user-friendly platform for the Jeffersonville Police Department over the next three years.