HomeMy WebLinkAboutAGENDA REPORT 2013 0320 CCSA REG ITEM 09A ITEM 9.A.
'sty Council Weeting
MOORPARK CITY COUNCILS_____ ,3ao-aoi3 _
AGENDA REPORT ACTION:
TO: Honorable City Council ---- --
FROM: Jennifer Mellon, Administrative Services Manager� ,�, -
DATE: March 7, 2013 (CC Meeting of 3/20/13)
SUBJECT: Consider Professional Services Agreement between City of
Moorpark and CivicPlus for Design and Hosting of a New City of
Moorpark Website
BACKGROUND
The City's current website was designed in 2002; over a decade ago. Technology has
advanced substantially since then. The public routinely and increasingly relies upon the
internet and expects information to be readily available and easy to find. One of the City
Council objectives for Fiscal Year 2012-13 (FY 2012-13) is to, "Develop an enhanced
city website that encourages interactive communication with the City in a user friendly
format, easy calendar event scheduling and removal, and includes additional online
services for new and renewed Business Registration and animal licensing, and parking
ticket payments." As part of the FY 2012-13 budget process, staff recommended
inclusion of funds to redesign the City website which was approved by the City Council
and included within the budget. This project was proposed to take place over two fiscal
years at a cost not to exceed $50,000.
DISCUSSION
In November 2012, staff released an RFP for the Website Redesign and Hosting Project
and received three proposals in mid-January 2013. All three vendors conducted
software demonstrations and staff concluded that CivicPlus and Vision Internet were the
top two vendors for consideration. Additional information was requested from the
vendors which included clarifying information and a best and final offer cost proposal
request. After final review, staff is recommending moving forward with CivicPlus
because their solution provided the most functionality for the lowest cost and upon
speaking with numerous customer references, CivicPlus clients were very pleased with
their experiences both working with CivicPlus through the design process as well as
with their continued support.
CivicPlus is an award winning company that has been dedicated to designing public
websites since 2001. Their initial proposal was an all-inclusive design and hosting
solution that was very competitively priced. Upon request for a best and final offer,
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Honorable City Council
March 20, 2013 Regular Meeting
Page 2
CivicPlus reduced their initial cost proposal for the project by 15% as well as discounted
the ongoing maintenance cost by 2.5%, both of which were far below the other vendor
being considered. The only changes to the CivicPlus scope of work that were included
in their final offer was to change the end-user training from on-site to remote training
which will be adequate for staff due to the ease of use of the software.
The initial proposal four (4) year cost was $62,354.78 and the revised proposal four (4)
year cost is $53,808.10. As part of the proposal, CivicPlus also offers a no-cost
redesign of the website after 48 months of continuous service. Staff is recommending
entering into an agreement for a four (4) year term at an amount not to exceed
$53,808.10. Staff also wishes to include a budget of an additional $5,000.00 for other
services associated to the new website such as professional photography to be
completed prior to the website "go live". Recurring costs for hosting, maintenance, and
support shall commence in year two (2) of the project and continue annually. In years
two (2) and three (3) of the proposed Agreement with CivicPlus maintenance costs shall
not exceed $4,702 and thereafter these recurring costs shall be subject to a maximum
annual increase of 5%.
Information Systems is confident that CivicPlus will work with the City to deliver a
website that meets the needs of the public and staff including conceptual design,
migration of existing content, website configuration, training, hosting, support, and
ongoing maintenance. It is anticipated that the project will commence in Spring, 2013
and take no more than 8 months to complete. Information Systems staff will manage the
project plus staff representatives from each department will participate on a committee
to make certain all required and relevant information is included during the design
phase and through content migration.
Examples of Southern California websites designed and maintained by CivicPlus that
are of the same quality that Moorpark is expecting are: La Mesa www.ci.la-mesa.ca.us
and East Palo Alto www.ci.east-palo-alto.ca.us. CivicPlus is also in the final design
stage with the City of Malibu. CivicPlus recently unveiled a new version of the content
management solution software, and Moorpark will receive all the new features available
with this release. The Moorpark Website shall include interactive features such as e-
notification, the ability for the public to complete maintenance requests, and easy
integration with social media. Other enhanced features include dynamic calendaring,
and a "what you see is what you get" ability to modify content both of which will
dramatically increase productivity for staff. One of the strong selling points of CivicPlus
is their proactive design methodology. They are firm believers that if a group of clients
express the need for a new feature they will dedicate the resources to that effort to
provide a solution. CivicPlus continuously designs enhancements to their solution and
once enhancements are completed they are released to all their clients.
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Honorable City Council
March 20, 2013 Regular Meeting
Page 3
FISCAL IMPACT
The FY 12-13 Information Systems budget contains $25,000 for this project. The first
year costs to complete the Website Design and Implementation shall not exceed
$40,000.00 which includes design, migration, training, maintenance, support, and
hosting plus an additional amount of $5,000.00 to be used for additional services such
as professional photography. Information Systems Staff shall request appropriation for
the additional $19,000 to complete the Website project as part of the normal budget
process for FY 13-14. The four (4) year cost of the Professional Services Agreement
for Website Design and Hosting with CivicPlus shall not exceed $53,808.10. The FY
13-14 cost for additional services relating to the new website shall not exceed
$5,000.00.
STAFF RECOMMENDATION
Authorize the City Manager to execute an Agreement CivicPlus for design and hosting
of the official City of Moorpark website subject to final language approval by the City
Manager and City Attorney.
Attachment: Cost Proposal
43
City of Moorpark
Web Site Design and Hosting Project
TOTAL COST CivicPlus
- - - -. -- --- - `
Total Cost for Website Design, Migration,Training,Maintenance,Support and Hostin g $ 39,467.00
Additional Costsi $
TOTAL FIXED COST YEAR 1 $ 3
TOTAL RECURRING COSTS YEAR 21, $ 4,702.00
TOTAL RECURRING COSTS-YEAR 4� $ 4,937.10
TOTAL RECURRING COSTS YEAR 3i $ 4,702.00
TOTAL 4 YEAR PROJECT COS 808.10
CivicPlus will include a no-cost redesign upon any 48 month term.
Recurring Costs include Maintenance, Support,and Hosting charges and are subject to a 5%increase per year.
CivicPlus has proposed a fixed recurring cost for years 2 and 3 with no increase. First year maintenance
is included in the project.
Printed: 3/11/2013
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