Contract Form Document (send to Katrina after verbal win)

 

Katrina introduction email for contracts

Send to Client (CC Katrina)

Hi contact,

 

Thanks again for the opportunity to work with the City! We are excited about partnering to create an outstanding website on our new CMS!

 

Now that we our scope of work set for your project, I am putting you in-touch with our contract department to hammer out the details of our legal agreement. Your contract liaisons for Vision Internet will be Katrina Bondoc and David Luong, who I have CC’ed on this email. They will guide you and your legal team through the contract process and answer any questions you may have related to this.  They will contact you shortly to get draft contracts in your hands; they can also be reached via email at kbondoc@visioninternet.com and dluong@visioninternet.com, and via telephone at 310-656-3100.  

 

Once again, it has been great speaking with you, and feel free to contact Katrina, David or I with any additional questions. 

 

Thanks,

RSM

 

 

 

What to expect email (to clients after contracts is executed)

 

Subject Line:  Vision Internet process moving forward

 

We are very excited that we now officially moving forward in redesigning the City’s website! 

I wanted to take a moment to lay out what to expect as we move forward and some actions your team can start taking now to facilitate the development process.

1. We first will identify the right project manager (PM) to serve you. We have a terrific staff of PMs and you will be in good hands. As soon as they are designated, I will get together with them in order to bring them up to speed on your needs and priorities.
2. You will then hear from your PM.They will say hello and schedule a kick-off call to do introductions, walk you through the project process, and ensure they have a good understanding of what is important to you. Schedule allowing, I will join that call to maximize your continuity as we get started.

   Please note:  We have been experiencing great demand for our software and services, and it may take 2 weeks or so for you to hear from your PM. If this does not meet your needs, please reach out to me.

3. Your Project Manager will then be your primary contact through the rest of the process.I am always available as well should you have any questions or just want to check in.

This period is a great time to get a head start on the process.  A few things to think about should you have the time prior to kick-off.

 

1. Start gathering high-resolution images, including buildings, people, activities, etc, that convey a sense of your organization and area. This includes your logo files and any other official images that will need to be included on the site. These will eventually be shared with your designer to develop the concepts for the site’s look and feel.

    

2. Start going through your existing website content, eliminating anything that is out-of-date and identifying key information that should be added. Of course as part of the project, we will help to identify your top pages. But, doing an initial run-through can help facilitate that process for us.

3. Plan to compile a list of at least ten sites you like with a brief explanation as to why. These do not have to be Vision sites or even local government websites. Having this context will help frame our discussions once we get started. If you’re looking for a quick reference, check out our project gallery page as a starting point.

4. Lastly, go to Vision’s Resources page where we provide a wealth of information to help you succeed. You can find information about Webinars and Events, Guides and eBooks, and the Vision Blog and Newsletter. As you scroll down this page, there is also a form where you can add your email address to get on our mailing list for webinar and newsletter communications. In addition, you should also follow Vision on social media where we regularly post updates via our Twitter, LinkedIn and Facebook accounts.

 

I hope this is helpful. I am always available for you to reach out to and help in any way needed.  We are excited to fulfill this project for the City and are ready to take your website to a whole new level in serving your public, representing the city, and delighting visitors!

 

Regards,

Reginald RSM

 

 

SALES TO OPERATIONS HAND-OFF MEETING

To be executed for all PM-led projects that are sold by RSM

A. Meeting Goal:
To ensure transfer from sales to operations of sales information on customer priorities, organization, and context to maximize probability of a success project start-up and implementation.

B. Materials for all participants (participants should review ahead of time):

1. Client contract
2. RSM/AM PM Notes

C. Agenda

1. Customer context.  RSM.  (5-10 minutes)
   1. History of relationship with Vision
   2. Nature of sales process – key references used if any
   3. Overall customer priorities and commitments made in sales process and what was most important to the customer
      1. Design
      2. Function
      3. Timeline
      4. Other
   4. Individuals at customer and background
      1. Names and titles/roles, personalities, individual priorities, any “Watch outs”

          

2. Scope basics.   RSM.  (5-15 minutes)
   1. Type of work.  New site, upgrade, other.
   2. Contract value and billing cycle
   3. Standard contract items
      1. Contract migration # of pages
      2. Off-site vs. on-site consultation and training
      3. Customizations
      4. Active Directory Integrations
      5. Subsites / departmental branding / Intranet.  Existence of and expected timing in relation to main site.
      6. Premium Services (UX, design themes, other)
      7. Who is hosting
   4. Any non-standard contract items
3. Q&A / Discussion
   1. Q&A from PM/Implementation team