THE GREATER BOSTON FOOD BANK Design and Development Plan and Agreement
Date: – June 17, 2013
To: The Greater Boston Food Bank
Website Redesign
www.gbfb.org
From: Shubha Roy
Graphic Designer
Quincy, MA
Shubharoy88@yahoo.com
Re: Design and Development Plan and Agreement -Web Site design and development of The Greater Boston Food Bank (Non ProfitOrganization)
Organization Information
The Greater Boston Food Bank's mission is to end hunger in eastern Massachusetts. Their objective is to distribute enough food to provide at least one meal a day to those in need.
Project Description
• Redesigning the website, setting up a web-hosting provider, and implementation of the site using
CMS as a content management system for The Greater Boston Food Bank.
• To redesign the website including homepage and inside pages, for The Greater Boston Food Bank
to improve the navigation which can be used easily by users and organization. The homepage will
branch out to 2-3 subsequent template pages. Each of the template pages will be the layout palette
for all subsequent links.
• Areas and components needing to be updateable on the site will be identified by the Shubha Roy
and THE GREATER BOSTON FOOD BANK, and then implemented through the content
management system (CMS). Shubha Roy or THE GREATER BOSTON FOOD BANK will
update the site based on future arrangements.
• The improved design will attract the attention of current and prospective donors and volunteers.
• To change the layout of the website visually in terms of color, type and hierarchy, which addresses
to the theme of “End Hunger Here”.
• THE GREATER BOSTON FOOD BANK has acquired a webhost through Dreamhost.com.
• THE GREATER BOSTON FOOD BANK will transfer their domain name to the Dreamhost.com.
Deliverables
• Shubha Roy will install CMS to be used for THE GREATER BOSTON FOOD BANK as the
content management solution for the new web design
• Shubha Roy will design the website for THE GREATER BOSTON FOOD BANK using the
supplied wireframe (see next page) to establish links and content
• Shubha Roy will manage, design, implement and modify CMS and all accompanying HTML, CSS,
and PHP files to make the THE GREATER BOSTON FOOD BANK website live and allow THE
GREATER BOSTON FOOD BANK to manage content directly to the website
• Shubha Roy will train/work with THE GREATER BOSTON FOOD BANK to establish workflow
to update future content
Design and Design and Development Plan and Job Conference Reports
• If this proposal or any of the following points of this agreement and in the following job
conference reports are unsatisfactory in any material respect, THE GREATER BOSTON FOOD
BANK shall prepare a detailed written description of the objections. THE GREATER BOSTON
FOOD BANK shall deliver such objections to Shubha Roy within 2 working days days of receipt
of the correspondence. Shubha Roy shall then have 2 days to modify the Design and
Development Plan to respond to THE GREATER BOSTON FOOD BANK' objections. THE
GREATER BOSTON FOOD BANK shall have 2 days to review the modified correspondence.
If THE GREATER BOSTON FOOD BANK deems the modified correspondence to be
unacceptable, THE GREATER BOSTON FOOD BANK has the option of terminating this
Agreement upon written notice to Shubha Roy or permitting Shubha Roy to modify the
correspondence again under the procedure outlined in this paragraph. If this Agreement is
terminated, the obligations of both parties under it shall end except for THE GREATER
BOSTON FOOD BANK's obligation to pay Shubha Roy all sums due for preparing the Design
and Development Plan and accompanying work to date of termination.
Payment
• The total contract price shall be set forth in the Design and Design and Development Plan. THE
GREATER BOSTON FOOD BANK shall pay Shubha Roy the sum of $6000.00 upon approval
of the Design and Development Plan and the launch of the website. The remainder of the contract
price shall be payable in installments according to the payment schedule to be included in the
Design and Development Plan.
• Each installment shall be payable upon completion of each project phase by Shubha Roy and
acceptance by THE GREATER BOSTON FOOD BANK in accordance with the provision of
this Agreement entitled "Phases of Web Developement."
Changes in Project Scope:
• If at any time following acceptance of the Design and Development Plan by THE
GREATER BOSTON FOOD BANK, THE GREATER BOSTON FOOD BANK
should desire a change in Shubha Roy's performance under this Agreement that will alter
or amend the Specifications or other elements of the Design and Development Plan, THE
GREATER BOSTON FOOD BANK shall submit to Shubha Roy a written proposal
specifying the desired changes.
• Shubha Roy will evaluate each such proposal at its standard rates and charges. Shubha
Roy shall submit to THE GREATER BOSTON FOOD BANK a written response to
each such proposal within 10 working days following receipt thereof. Shubha Roy's
written response shall include a statement of the availability of Shubha Roy's personnel
and resources, as well as any impact the proposed changes will have on the contract price,
delivery dates or warranty provisions of this Agreement.
• Changes to the Design and Development Plan shall be evidenced by a "Design and
Development Plan Modification Agreement." The Design and Development Plan
Modification Agreement shall amend the Design and Development Plan appropriately to
incorporate the desired changes and acknowledge any effect of such changes on the
provisions of this Agreement. The Design and Development Plan Modification
Agreement shall be signed by authorized representatives of THE GREATER BOSTON
FOOD BANK and Shubha Roy, whereupon Shubha Roy shall commence performance
in accordance with it.
• Should Shubha Roy not approve the Design and Development Plan Modification
Agreement as written, Shubha Roy will so notify THE GREATER BOSTON FOOD
BANK within 10 working days of Shubha Roy's receipt of the Design and Development
Plan Modification Agreement. Shubha Roy shall not be obligated to perform any
services beyond those called for in the Design and Development Plan prior to its approval
of the Design and Development Plan Modification Agreement.
• For purposes of this Agreement, each Design and Development Plan Modification
Agreement duly authorized in writing by THE GREATER BOSTON FOOD BANK
and Shubha Roy shall be deemed incorporated into and made part of this Agreement.
Each such Design and Development Plan Modification Agreement shall constitute a
formal change
Delays:
• Shubha Roy shall use all reasonable efforts to deliver the Software on schedule.
However, at its option, Shubha Roy can extend the due date for any Deliverable by
giving written notice to THE GREATER BOSTON FOOD BANK. The total of all
such extensions shall not exceed 14 days.
• Any delay or nonperformance of any provision of this Agreement caused by conditions
beyond the reasonable control of the performing party shall not constitute a breach of this
Agreement, provided that the delayed party has taken reasonable measures to notify the
other of the delay in writing. The delayed party’s time for performance shall be deemed
to be extended for a period equal to the duration of the conditions beyond its control.
• Conditions beyond a party’s reasonable control include, but are not limited to, natural
disasters, acts of government after the date of the Agreement, power failure, fire, flood,acts of God, labor disputes, riots, acts of war and epidemics. Failure of subcontractors and
inability to obtain materials shall not be considered a condition beyond a party’s
reasonable control.
Training:
• Shubha Roy shall provide 1/2 days of training in the use of CMS by at least one qualified
Shubha Roy personnel ("trainers"). The training will be conducted on such dates and locations as
the parties may agree. Cost of the training is included in the design fee.
Ownership of Software:
• Shubha Roy assigns to THE GREATER BOSTON FOOD BANK its entire right, title and
interest in anything created or developed by Shubha Roy for THE GREATER BOSTON FOOD
BANK under this Agreement ("Work Product") including all patents, copyrights, trade secrets and
other proprietary rights. This assignment is conditioned upon full payment of the compensation
due Shubha Roy under this Agreement.
• Shubha Roy shall execute and aid in the preparation of any documents necessary to secure any
copyright, patent, or other intellectual property rights in the Work Product at no charge to The
Greater Boston Food Bank. However, THE GREATER BOSTON FOOD BANK shall
reimburse Shubha Roy for reasonable out-of-pocket expenses.
Phases of Website Design and Development Including Scope of Services:
Phase 1 – Project Planning
• Identify any final deliverables, scope of services, technical parameters that may differ or alter the
Design and Development Plan
• Address aesthetic considerations, and overall functional and communicative considerations that
should be given to the website
• Identify potential use of: Google maps; Google Analytics; Slideshows; Social Media pages | links; blogs
• Validate site map documenting links to all content and based on supplied wireframe. A pdf file
will be sent to THE GREATER BOSTON FOOD BANK
• Discuss additional components/plugins to support: slideshows for photographic stills; support for
audio clips and or their presentation; support for video clips/presentation
• Shubha Roy will migrate majority of content to new site
• Validate schedule (including turnaround time for feedback)
• Outline status of project and services to be rendered during the next phase
Phase 2 – Design | Prototype Phase
• Design development of the site, design presented as home page layout + 1-2 subsequent pages,
presentation as a static graphic jpeg or pdf image
• Discussion of needed content (visuals and editorial content)
• Outline status of project and services to be Rendered during the next phase; also current status of
content or Information needed from The Greater Boston Food Bank or vendors and whether there
is an effect To final delivery date
Phase 3 – Initial Coding Phase
• Initial CMS implementation of coded pages (2-3 links) with samples of actual content based on
final approved design
• Begin and identify migration of archival content
• Approval of initially coded pages (2-3 links)
Phase 4 – Implementation
• Final content, all links presented as interactive site uploaded to THE GREATER BOSTON
FOOD BANK’s new hosting server
• Minor modifications to content and imagery
• Final job conference report stated services rendered and status of the work
• Provide content management authoring and training of new design
• Development of search engine optimization built into all web site pages
Budget / expenditures
• Website redesign, percentage of archival content to be migrated over to new site, implementation
content management system (CMS), visual identity redesign, training on updating site: $300.00
• Web Hosting: supplied by THE GREATER BOSTON FOOD BANK
• Domain Registration: supplied by THE GREATER BOSTON FOOD BANK
• Additional artwork: TBD and approved by THE GREATER BOSTON FOOD BANK
Timeline
• Phase 1 Project Planning
• Web Design and Development Plan and Agreement to THE GREATER BOSTON FOOD
BANK
• Web Hosting Account Information (usernames, passwords, etc.) to Shubha Roy
• Wireframe and sitemap Presentation to THE GREATER BOSTON FOOD BANK
• Feedback and wireframe/sitemap adjustments to Shubha Roy: June 17
• First Invoice Presented from Shubha Roy: June 17 - $800.00
• Design Presentation: July 3
• Feedback on Design Presentation from THE GREATER BOSTON FOOD BANK to Shubha Roy:
July 5
• Second Invoice Presented from Shubha Roy: July 8 - $600.00
• Design Adjustment Presentation: July 8
• Initial Coding Presentation: July 22
• Third invoice presented from Shubha Roy: July 22 - $1200.00
• Feedback to Shubha Roy from THE GREATER BOSTON FOOD BANK: July 31
• Final Launch: August 7
• Fourth and Last Invoice Presented from Shubha Roy: August 7 - $3400.00
• Training on CMS: August 7
Signatures
Each party represents and warrants that on this date they are duly authorized to bind their respective
principals by their signatures below.
THE GREATER BOSTON FOOD BANK
By: ____________________________________
(signature)
________________________________________
(typed or printed name)
Title: ___________________________________
Date: ___________________________________
Shubha Roy
By: ____________________________________
(signature)
________________________________________
(typed or printed name)
Title: ___________________________________
Date: ____________________________________
