HomeMy WebLinkAboutAGENDA REPORT 2017 0405 CCSA REG ITEM 10E ITEM 10.E.
CITY OF MOORPR ,CALIFORN
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AGENDA REPORT
TO: Honorable City Council
FROM: Brian Chong, Administrative Services Managers
DATE: March 20, 2017 (CC Meeting of 4/5/17)
SUBJECT: Consider Amendment No. 1 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. That agreement will
expire on May 19, 2017.
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 to
accomplish these tasks without full knowledge of HTML programming by automatically
converting what appears to be a word processing document into HTML.
The current Professional Services Agreement with CivicPlus will expire on May 19,
2017. The FY 2016-17 cost for website hosting, maintenance, and support is $4,937,
based on the current contract's annual cost increase of 5% per year. Staff has
negotiated a reduced annual cost increase in the contract extension of 3% per year,
which will result in a total cost of$21,275 over four years for continued website hosting,
maintenance, and support services.
Staff estimates that switching to a new content management system and website
hosting, maintenance, and support vendor would cost between $30,000 and $50,000 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. If a new vendor
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Honorable City Council
April 5, 2017
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was selected, it would also require a significant retraining effort for all staff members
involved in updating the City's website.
As part of the extension, the City will also receive a minor 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). Based on current workload, staff anticipates
beginning the redesign in late 2017 and launching the redesign in early 2018. There is
no additional cost to the City for the redesign.
FISCAL IMPACT
Funding for these services has been included in the FY 2016/17 budget and will be
included in the FY 2017/18 and subsequent budgets. Staff is not requesting an
additional appropriation for these services.
STAFF RECOMMENDATION
Authorize the City Manager to sign Amendment No. 1 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. 1
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AMENDMENT NO. 1
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. 1 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 the day of , 2017.
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, 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 fifty-three
thousand, eight hundred eight dollars and ten cents($53,808.10) by a value of twenty-
one thousand, two hundred seventy-five dollars ($21,275.00)for a total contract value of
seventy-five thousand, eighty-three dollars and ten cents ($75,083.10), and document '
said agreement to amend by jointly approving Amendment No. 1 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, 2021, 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 seventy-five thousand, eighty-three dollars and
ten cents ($75,083.10) without a written amendment executed by both
parties. Payment by City to Consultant shall be in accordance with the
provisions of this Agreement."
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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 seventy-five
thousand, eighty-three dollars and ten cents ($75,083.10) 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 the Multi-Year Option pricing in its entirety as
follows:
"Multi-Year Option —Annual Support, Maintenance, and Hosting
Year 2 $4,702
Year 3 $4,702
Year 4 $4,937 (+5%)
Year 5 $5,085 (+3%)
Year 6 $5,238 (+3%)
Year 7 $5,395 (+3%)
Year 8 $5,557 (+3%)"
V. Remaining Provisions:
Except as revised by this Amendment No. 1, all of the provisions of the
Agreement shall remain in full force and effect.
In Witness Whereof, the parties hereto have caused this Amendment to be
executed the day and year first above written.
CITY OF MOORPARK CONSULTANT
Steven Kueny Jesse Manning
City Manager Director of Sales
Attest:
Maureen Benson, City Clerk
Amendment No. 1 to Agreement between City of Moorpark and Icon Enterprises dba CivicPlus. Page 2 59