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Home My WebLink AboutAGENDA REPORT 2021 0505 CCSA REG ITEM 10GCITY OF MOORPARK,  CALIFORNIA City Council Meeting of May 5, 2021 ACTION Approved Staff Recommendation. BY B. Garza. G. Consider Amendment No. 2 to Professional Services Agreement with CivicPlus for Website Design, Support, Maintenance, and Hosting. Staff Recommendation: Authorize the City Manager to sign Amendment No. 2 to the Professional Services Agreement with CivicPlus for website design, support, maintenance, and hosting, subject to final language approval by the City Manager. (Staff: Brian Chong) Item: 10.G. MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Brian Chong, Assistant to the City Manager DATE: 05/05/2021 Regular Meeting SUBJECT: Consider Amendment No. 2 to Professional Services Agreement with CivicPlus for Website Design, Support, Maintenance, and Hosting BACKGROUND On May 20, 2013, the City executed a four-year Professional Services Agreement with CivicPlus for website design, support maintenance, and hosting. On May 3, 2017, the City extended the agreement through June 30, 2021, consisting of a four-year extension and a re-alignment to the City’s fiscal year calendar. Staff now recommends an additional four-year extension to the agreement. DISCUSSION In 2013, CivicPlus completed a comprehensive redesign of the City’s website and since then has provided website hosting, maintenance, and support services to the City. City staff uses the CivicPlus content management system (CMS) on a daily basis to edit, update, and add content on the City’s website. The CMS enables City staff across all departments to accomplish these tasks without full knowledge of HTML programming by automatically converting what appears to be a word processing document into HTML5. The CMS also includes the City’s on-line requests for service (such as graffiti, potholes, etc.), agenda notifications, some E-mail blasts, and on-line forms (such as those used to apply to serve on City boards and commissions). The current agreement with CivicPlus will expire on June 30, 2021. The City’s original agreement with CivicPlus contained a 5% annual escalator. City staff renegotiated a 3% annual cost escalator as part of the agreement’s first extension (in effect 2017-2021). Staff has negotiated continuation of the current 3% annual cost escalator for the duration of the proposed agreement extension, for a total cost of $23,944.79 for all four years. Combined with the $75,082.73 already contained in the contract (covering software purchase, configuration, and annual hosting, maintenance, and support), the contract would now have a total value of $99,027.52. Item: 10.G. 474 Honorable City Council 05/05/2021 Regular Meeting Page 2 Staff estimates that switching to a new content management system and website hosting, maintenance, and support vendor would cost between $40,000 and $60,000 in one-time hard costs, in addition to recurring annual support costs and one-time soft costs for staff time preparing and processing a Request for Proposals. As part of the extension, the City will also receive a website redesign, which will consist of a new website layout, color and design scheme, graphics environment, and navigation elements. The redesign will also improve performance of the City’s website on mobile devices and enhance compliance with website requirements of the Americans with Disabilities Act (ADA). FISCAL IMPACT None. Funding for this agreement is included in City’s annual budget, and the same 3% annual escalator that has been in place since 2017 would continue with the new agreement. COUNCIL GOAL COMPLIANCE This action is consistent with City Council Goal 2, Objective 3 (2.3): “Complete a comprehensive website update.” STAFF RECOMMENDATION Authorize the City Manager to sign Amendment No. 2 to the Professional Services Agreement with CivicPlus for website design, support, maintenance, and hosting, subject to final language approval by the City Manager. Attachment: Amendment No. 2 475 AMENDMENT NO. 2 PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MOORPARK AND ICON ENTERPRISES, INC., DBA CIVICPLUS, FOR CITY WEBSITE DESIGN, SUPPORT, MAINTENANCE, AND HOSTING This Amendment No. 2 to the Agreement between the City of Moorpark, a municipal corporation (“City”), and Icon Enterprises, Inc., a corporation dba CivicPlus (“Consultant”), for website design, support, maintenance, and hosting services (“Agreement”), is made and entered into on this ___ day of ____________________, 2021. RECITALS WHEREAS, on May 20, 2013, the City and Consultant entered into an Agreement to have the Consultant provide website design, support, maintenance, and hosting services; and WHEREAS, on May 3, 2017, the City and Consultant extended the Agreement through June 30, 2021; and WHEREAS, the City and Consultant now desire to amend the Agreement for an additional period; and WHEREAS, the City and Consultant now desire to amend the Agreement to increase the compensation for services to be performed by Consultant from seventy-five thousand, eighty-two dollars and seventy-three cents ($75,082.73) by a value of twenty- three thousand, nine hundred and forty-four dollars and seventy-nine cents ($23,944.79) for a total contract value of ninety-nine thousand and twenty-seven dollars and fifty-two cents ($99,027.52), and document said agreement to amend by jointly approving Amendment No. 2 to the Agreement. NOW, THEREFORE, it is mutually agreed by and between the parties to the Agreement as follows: I. Section 1, TERM, is amended by replacing this section in its entirety as follows: “The term of this Agreement shall be from the date of execution until June 30, 2025, unless this Agreement is terminated or suspended pursuant to this Agreement. II. Section 2, SCOPE OF SERVICES, is amended by replacing the second paragraph in its entirety as follows: “Compensation for the services to be performed by Consultant shall be in accordance with Exhibit B. Compensation shall not exceed the rates or total contract value of ninety-nine thousand and twenty-seven dollars and fifty-two cents ($99,027.52) without a written amendment executed by both parties. Payment by City to Consultant shall be in accordance with the provision of this Agreement.” ATTACHMENT 476 Amendment No. 2 to Agreement between City of Moorpark and Icon Enterprises, Inc. Page 2 III. Section 5, PAYMENT, is amended by replacing the second paragraph in its entirety as follows: “The City agrees to pay Consultant in accordance with the payment rates and terms and the schedule of payment as set forth in Exhibit B, based upon completion of mutually agreed upon milestones. This amount shall not exceed ninety-nine thousand and twenty-seven dollars and fifty-two cents ($99,027.52) for the total term of the Agreement unless additional payment is approved in writing as provided in this Agreement. IV. Exhibit B is amended by replacing pricing as follows: “Multi-Year Option – Annual Support, Maintenance, and Hosting FY 2020-21 $5,556.75 (Already included in previous Agreement) FY 2021-22 $5,723.45 (+3%) FY 2022-23 $5,895.16 (+3%) FY 2023-24 $6,072.01 (+3%) FY 2024-25 $6,254.17 (+3%) Fiscal Years run from July 1 through June 30.” IV. Remaining Provisions: Except as revised by this Amendment No. 2, all of the provisions of the Agreement shall remain in full force and effect. 477 Amendment No. 2 to Agreement between City of Moorpark and Icon Enterprises, Inc. Page 3 In Witness Whereof, the parties hereto have caused this Amendment to be executed the day and year first above written. CITY OF MOORPARK CONSULTANT _______________________________ _______________________________ Troy Brown City Manager Amy Vikander Vice President of Client Services Attest: _______________________________ Ky Spangler City Clerk 478