From
ScaleWP, LLC 6320 Brookside Plaza, STE #168
Kansas City, MO 64113
US
Date
January 30, 2024
Estimate Number
12959
Expiration Date
February 29, 2024
Estimate Total
$64,000.00
  1. Task
    Rate
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    PROJECT OVERVIEW & GOALS
    ScaleWP will redesign Energy Innovation (EI) website from the ground up to create a modern, responsive, interactive design using a validated WordPress CMS framework that meets accessibility standards for all users. Every site we build uses a validated WordPress framework and visual page builder that is designed to empower your team to create and publish new content and for users to easily find the content they need. We use Asana as our project management tool. It is integrated with key milestones and Asana as an ongoing communication and project management tool for collecting feedback.

    After launch, ScaleWP remains your partner to support your team through training, support and development to make sure your site continues to meet your business goals and your team can easily make ongoing updates to the site.



    APPROACH & CUSTOM FUNCTIONALITY

    Our approach to achieve these goals:

    • ScaleWP will work closely with your team to develop a web style consistent with your existing branding and mission. 
    • We work closely with your team to create a sitemap, wireframes, and design mockups for the major pages of the website, presented in an interactive format for your review followed by revision rounds.
    • We will audit the completed designs to meet WCAG 2.1 AA accessibility standards.
    • Based on your feedback, we will create a WordPress child theme for the site with a modern, updated design.
    • ScaleWP will install, configure and test plugins or custom code for integrations as needed, including Google Analytics, email marketing tools, podcasting tools, EI’s Energy Policy Simulator, and any other functionality defined in discovery.
    • Content (new copy, pdfs, images) will be migrated from the existing site or provided by your team.
    • Training for the staff to update and manage new functionality on the site is included.
    • After the site launches, ScaleWP provides optional managed hosting, 24/7 monitoring and on-call support so your team has the help they need when it’s needed. We can also migrate the site to a host of your choosing. 
    • All theme and plugin licenses are included with the support and hosting plan.
    • Project management and communication: You should expect 10-12 planning and review calls throughout the project. ScaleWP uses cloud-based collaboration tools to keep you updated on the project’s progress.


    STATEMENT OF WORK


    Estimates are based on initial objectives and may change as mutually agreed-upon tasks and objectives change.

    TIMING
    The site will be complete and ready to launch 100 days after project initiation. Timing is subject to approvals and content being provided in a timely manner.

    Milestone 1: Discovery – Feb 25 – March. 8, 2024:

    • ScaleWP will develop a sitemap and wireframes to establish a broad content strategy and user experience independent of the graphic design.
    • Discovery documents will include a design and content questionnaire to help establish the site’s creative direction. Our project management tool, Asana will store and access these documents.
    • Definition of complex application requirements: We will work with the client team to define any technical and content requirements for custom functionality such as third party integrations, Grant Search functionality, the Grantees’ member area and bilingual support.
    • Staging environment: We create a staging environment and install all themes and plugins defined in the discovery process at this time.
    • Deliverables: Approved sitemap, wireframe, and client questionnaires.

    Milestone 2: Design – Mar. 1 – Mar. 22, 2024

    • We use a design visualization tool to create unique, interactive designs for the primary pages of your site. Using the wireframes, your design questionnaire, site branding, and our discussion from discovery calls, our team will create designs for the client team to review.  
    • Initial Concepts: ScaleWP will create two concepts for both a home page and an internal pages.
    • Once a concept is approved, we will create up to 23 total designs for various internal page layouts based on the approved Initial Concepts.
    • The design phase includes 2, 5-hour revision sprints. 
    • Deliverables: final, approved designs for all primary pages

    Milestone 3: Development – Mar. 22 – May 3, 2024

    • Create custom theme templates (Layouts) for approved designs and apply to primary and secondary pages. 
    • Develop custom pages for core WordPress pages: search, blog and blog archive pages where needed. 
    • Create global headers and footers along with menus. May include up to five mega menu dropdowns, if applicable. 
    • Plugin installation and setup: Includes standard, best-practice plugins (forms, analytics, security, SEO functionality, SMTP and speed optimization) along with plugins that provide additional functionality defined in the Discovery phase.
    • Integration of EI’s Energy Policy Simulator. 
    • Testing: Confirm that the site performs as expected in the most recent versions of Chrome, Safari and MS Edge on the most recent versions of Windows, MacOS, Android and iOS.

    Milestone 4: Content Development – May 3- May 18th, 2024

    • Create all pages, import content and finalize all photos and videos. Validate all internal links.
    • Build and test search, configured using Relevansi plugin.
    • Import or create all forms defined in discovery then test.
    • Perform ADA Audit using the Chrome Lighthouse accessibility scan to gauge accessibility.  Make edits as needed.
    • Site speed optimization: Analyze site performance and optimize code for performance. This includes configuring optimization plugins such as WP Rocket and the final server’s optimal settings. 
    • Beta site revisions: The beta phase includes 4, 2-hour revision sprints. 
    • Deliverable: Complete Beta site that’s read for review by the client team.

    Milestone 5: Launch sprint and post-launch activity –
    May 18th – June 10, 2024

    • ScaleWP will migrate the site to the production server on our fully-managed WordPress hosting platform, or to a host of EI’s choosing. 
    • Perform additional speed audit and optimization on the production server.
    • Assist in the creation of 301 redirects for any renamed or moved pages.
    • Test forms and email delivery on production server.
    • Conduct 2-3 video training sessions with the client team.
    • Troubleshoot and fix post-launch bugs for functionality defined in the original discovery phase. Post-launch support extends 30 days after the public launch of the site.
    • Assist with the sync of any content posted to ald site between during launch sprint, prior to Launch.

    Launch Date June 11, 2024:

    • We assist your team or perform DNS changes as needed.
    • Test Google Analytics and Search Console on live site.
    • Thirty days after launch your team may be covered by our 24/7 site support team (see Post-Launch Support section that follows). We install additional plugins for
    • monitoring and management along with a separate dashboard for you to manage your site and services.

    End-to-End, Active WordPress Management & Support ($225/month or get one month free with an annual plan)
    We built ScaleWP to create a platform and set of services that completely removes the need for marketing, content, and design teams to manage their website. Our team works around the clock to monitor your site’s server and uptime notifications and actively works to resolve any issues that come up. 

    This includes assistance with the following:

    • WordPress Deployments
    • WordPress Plugin Install/Setup
    • DNS Setup
    • CDN Optimization
    • Identifying and Solving Performance Issues
    • Cache Optimization
    • Cloud Integration
    • Advanced Workflows
    • Pre-Migration Planning
    • DNS Transition and Launch
    • Live  Training
    • Offload Critical Debugging Issues

    Here’s what our service includes:

    Managed WordPress Hosting: Your WordPress website is hosted in a managed hosting environment with a dedicated IP address. Our servers are optimized for WordPress and can scale with your increases in traffic. Visits are capped at 50,000 per month. Storage is capped at 35gb.

    Active Uptime Monitoring: The ScaleWP team monitors server uptime 24/7, every 60 seconds.

    Proactive Issue Resolution: If our team detects an issue with your hosting environment OR your WordPress application (theme or plugins), our team proactively works to resolve the issue, usually within 1 hour. More complex issues may take longer but we will notify you if there’s an issue.

    Monthly WP Core and Plugin Updates: Keeping everything on your site up-to-date is the number one defense against malware attacks and system failures. Before an update, we verify a current backup is in place. After an update, we verify that there are no issues. This is a premium service where a WordPress expert who knows your site’s setup monitors progress and verifies its success.

    Dedicated Account Representative: All ScaleWP clients have a dedicated support contact – a real person who knows your name and the details of your WordPress website.

    Staging Environment: You have a dedicated staging environment to test and develop new features. Content can be pushed or pulled between the live and staging environments. Your ScaleWP Account Rep can do this for you.

    Backups and Recovery: WordPress-specific backups are set up to save your database hourly and the entire site is backed up every 24 hours.  If the site goes down because of a software or database issue or a malicious attack, we’ll get it back up and running within 24 hours. No excuses, no hassles and no additional fees.

    Security Monitoring and Hardening: We evaluate each site on our platform to determine if additional security plugins or protocols are needed to protect it from malicious actors. We work with you to replace or upgrade your current security plugins. We also monitor the health of your system daily for suspicious activity and alert you to issues.

    WordPress Experts on Call: We know you have questions and sometimes you need help! We have you covered. You get 1 hour of a WordPress Expert’s development time each month plus unlimited support via email or app messaging. We don’t charge by contact or email for small WordPress fixes because that’s annoying.  If you have a bigger project that goes beyond what’s included, we’ll give you an hourly estimate to get the work done. You can also purchase a bank of hours at a discounted rate to apply to more time-consuming tasks you would like our team to handle for you. 

    SMTP Service: We include a premium SMTP hosting service to improve deliverability of emails sent from your sites. There is no additional charge for this service. We also will help configure a client’s own SMTP service if that’s preferred.

    CDN: Get the benefits of an enterprise CDN included in your hosting plan. Note that DNS changes may be required.

    Premium Plugin & Theme Licensing: We test, purchase, install and maintain these premium plugins for you. Current premium licenses available include All Elegant Themes and Plugins (Divi), Gravity Forms, Custom Post Types (CPTUI), and WP Rocket.

    Development and Design Services: ScaleWP subscribers have access to our skilled design and development team. We are ready to tackle any WordPress challenge at a discounted rate of $75/hour for our members who purchase a bank of 10 or more hours (Our standard rate is $95 per hour).

      $64,000
      1
      $64,000
    Subtotal $64,000.00
    Total $64,000.00

    Notes

    Thank you for considering ScaleWP for your project!

    Terms

    ScaleWP LLC – Terms & Conditions

    Payment & Terms:

    SCALEWP requires an initial, non-refundable payment of $8,000 upon initiating the agreement. Client will be invoiced $12,000 at the initiation of Milestone 2, $20,000 at the initiation of Milestone 3, $12,000 at the initiation of Milestone 4, and $12,000 at the initiation of Milestone 5. Payments may be made via credit card and ACH through Stripe, or by check.

    Fees may vary +- 10% based on actual requirements to be determined by mutual agreement. Fees are inclusive of expenses, as long as all work required is related to development objectives previously agreed upon. Hosting is not included.

    If, upon mutual agreement, additional tasks are required beyond what is covered by the proposal or agreed upon in planning, those additional hours will be billed at our discounted hourly rate of $85/hour. The client will be notified of the expected additional fees in advance of the work being initiated.

    Section B: Miscellaneous

    This Agreement shall not establish a joint venture or partnership, and neither party may bind the other without the advance written consent of the other party.

    Publicity. The parties will cooperate to create public announcements relating to the relationships set forth in this Agreement. Neither party shall make any public announcement regarding the existence of this Agreement without the other partyʼs prior written approval.

    Mutual Indemnification. Client will indemnify CM for all claims against CM arising out of activities of Clientsʼ employees and contractors. CM will indemnify Client for all claims against Client and arising out of activities of the employees and contractors of CM. The indemnifying party shall have the right to control the defense, and then the indemnified party shall provide reasonable cooperation for such defense.

    “Indemnify” means to pay or reimburse for all damage, loss, cost and expense (including reasonable attorney fees).

    Assignment. Neither party may assign this Agreement or delegate their duties without the advance written consent of the other party. No change or modification to this Agreement shall be effective unless signed by the parties. This Agreement constitutes the entire agreement between the parties.

    Force Majeure. Neither party shall be in default or otherwise liable for any delay in or failure of its performance under this agreement where such delay or failure of its performance under this agreement arises by reason of any Act of God, or any government or any governmental body, acts of war, the elements, strikes or labor disputes, or other cause beyond the reasonable control of CM.

    Governing Law. This agreement shall be governed by the laws of the State of Missouri as to all matters including, without limitation, matters of validity, construction, effect and performance.

    Confidentiality. Neither party shall disclose to any third party the Confidential Information of the other party and shall not use any such Confidential Information for any purpose other than the purpose for which it was originally disclosed to the receiving party. Confidential Information means any information of a party disclosed to the other party, which is identified as, or should be reasonably understood to be, confidential to the disclosing party.

    Consent. Any consent to be given under this Agreement will not be unreasonably withheld or delayed.

    Client Warranties. Client represents and warrants that the Client Properties will not knowingly: (a) violate any law or regulation, including, without limitation, the laws and regulations governing export control; (b) be defamatory or trade libelous; (c) be pornographic or obscene; or (d) contain any viruses, Trojan horses, worms, time bombs or other computer programming devices which are intended to damage a user=s system or data or prevent the user from using same.

    Client further represents and warrants that (a) Client has all rights necessary for the production, distribution, exhibition and exploitation of the Client Properties as part of the Work Product consistent with the license granted in this Agreement; and (b) there is no outstanding contract, commitment or agreement to which Client is a party or legal impediment of any kind known to Client which conflicts this Agreement or might limit, restrict or impair the rights granted hereunder.

    Client further represents and warrants that ScaleWP has the right to display completed work from the project in announcements and promotions.

    DISCLAIMER. THE FOREGOING WARRANTIES BY EACH PARTY ARE IN LIEU OF ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, WITH RESPECT TO THIS AGREEMENT, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. NEITHER PARTY SHALL HAVE ANY LIABILITY WHATSOEVER FOR ANY COVER OR SETOFF NOR FOR ANY INDIRECT, CONSEQUENTIAL, EXEMPLARY, INCIDENTAL OR PUNITIVE DAMAGES, INCLUDING LOST PROFITS, EVEN IF SUCH PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

    LIMITATION OF LIABILITY. DEVELOPER’S LIABILITY TO CLIENT FOR ANY REASON AND UPON ANY CAUSE OF ACTION, WHETHER SOUNDING IN TORT, CONTRACT, OR ANY OTHER LEGAL THEORY, SHALL AT ALL TIMES AND IN THE AGGREGATE BE LIMITED TO THE GREATER OF (A) $450, OR (B) THE AMOUNT ACTUALLY PAID BY CLIENT TO DEVELOPER DURING ONE (1) FULL CALENDAR MONTH IMMEDIATELY PRECEDING THE MONTH IN WHICH THE EVENT UPON WHICH LIABILITY IS PREDICATED FOR SERVICES PROVIDED BY DEVELOPER HEREUNDER, EXCLUSIVE OF ANY EXPENSES REIMBURSED PURSUANT THIS AGREEMENT. NOTWITHSTANDING ANYTHING TO THE CONTRARY CONTAINED OR IMPLIED HEREIN, DEVELOPER SHALL HAVE NO LIABILITY FOR ANY DAMAGES, WHATSOEVER RELATING TO THE TOOLS, THIRD PARTY PRODUCTS, OR ANY GOODS OR SERVICES NOT DEVELOPED OR PROVIDED BY DEVELOPER.

    Notices. For purposes of this agreement, notices or correspondence sent via email to [email protected] shall meet the written notice requirements. Notices, correspondence or payments may be mailed to:

    SCALEWP LLC, 6320 Brookside Plaza STE#168, Kansas City, MO 64113

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