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HomeMy WebLinkAboutAgenda Packet - October 15, 2007 - CC (2) 3 /07/6/07 cam. .415.0.47 AZUSA CONSENT CALENDAR TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: ANN GRAF DIRECTOR OF INFORMATION TECHNOLOGY VIA: F.M. DELACH CITY MANAGER DATE: OCTOBER 15, 2007 SUBJECT: PURCHASE OF CIVIC PLUS WEB CONTENT MANAGEMENT SOFTWARE AND SUPPORT SERVICES RECOMMENDATION 1. It is recommended that the City Council waive formal sealed bids in accordance with Azusa Municipal Code Using alternative purchasing procedures for purchases not involving public projects. Section 2-523 section B, computers: when purchasing computer software and 2-523 section C, no competitive market. 2. It is recommended that the City Council approve the purchase of the Civic Plus web content management software and services the in the amount of$ 31,200.00. BACKROUND On January 1, 2000 the City debut its first professionally designed website. The goal of this project was to build a community resource, and to provide a portal of information for the community, and to change how citizens relate to government. Having this web presence has redefined government processes, what we do and how we do it, and most importantly why we do it. The goal of e-government is no different than the goal of good government. The content of the e-government web is important as it takes into consideration the changing realities and demands of businesses and local citizens that are served. The web is something to help move things forward, make peoples lives better, eliminate communication problems, and increase quality of life. The web, now much more than a repository of information is being referred to as "Social Media", because of the interactive resources available. Over the past 7 years this website has fulfilled these goals as we continue to make information available to our customers. However, our site is becoming obsolete, _/ , browser technology has changed, search capabilities are required, ADA compliance and a need for future expansion that will allow us the capability to include streaming video of council meetings, e-commerce initiatives, and the integration of the "Social Web" such as blogs and RSS (real simple syndication) feeds. A better more efficient, automated web management solution is needed. Over the past several months research has been done on content management solutions for website management. Content management is a software solution that provides an easy to use interface for updating and adding content it also includes benefits like site searching, multiple calendars for departments, page expiration, software support and upgrades. It has been determined that Civic Plus a web content management vendor can provide all the aspects of content management required by the City, and is the sole provider of a complete website communication package that meets our requirements and includes the e-commerce expandability in the future. There are several hundred sites nationwide using Civic Plus software, with 22 in California. The Chino Hills site was a CAPIO (California Association of Public Information Officials) award winner. FISCAL IMPACT Funding for requested purchase is a budgeted carryover of funding from Fiscal year 2006-2007 from the AQMD fund. Monthly operating support costs are budgeted in 48499300006415, 48499940000006415. Ait-ce ivic Plus PROJECT SUMMARY Next Generation Government Websites Created on 10/1/2087 Total One-time Cost for Azusa $31,200 For Consulting, Design, Development, Content and Training (See page 2 details.) by Ashley Fruechting Recurring Monthly Cost $550 (See page 3 for details.) When You Choose CivicPlus... You Work with Experienced Professionals Serving clients for over 11 years, CivicPlus has website experience with more than 300 international government organizations. Your website will be produced by a team of experienced designers, programmers, content developers and project managers. Your Website Is Custom Designed for You Reflecting the uniqueness of your community, your site will be created by professional graphic designers. You and the graphic designers will determine the layout, design and structure of the site. Your Website Is Custom Programmed for You After you approve the design composite, our programming team custom develops the Website Management System to accommodate your design.. Our team of trained experts guides you through the step-by-step process of creating an engaging and professional website. You Control the Cost We understand that meeting your fiscal obligations is very important. Our system uses a modular design that allows you to choose the modules and applications that meet your immediate needs. Don't let the low cost fool you. Our sensible Midwest cost of living and hard work ethic ensure that you receive more value for your money. You Are Never Alone Providing unlimited 24-hour support, CivicPlus is responsive, friendly and always there for you. Most requests are handled and resolved within an hour. In addition to our 24-hour a day service, we provide • Monthly newsletters ▪ Support website with manuals and resources • Annual users'conference You Aren't Surprised by Costly Software Updates CivicPlus continually strives to provide cutting edge applications, features and modules to ensure your site stays at the forefront of Internet communication. All of our clients are offered continual updates and upgrades as part of their maintenance package. You Save Time and Decrease Aggravation With the CivicPlus Incremental Upgrade Plan, your website For additional information: Ashley Fruechting administrators take advantage of valuable functionality and usability fruechting@civicplus.com upgrades without the hassles of retraining and loss of productivity. Your 888-228-2233, ext. 266 overburdened IT staff is able to focus on your technology needs while Cell: (785) 313-1301 CivicPlus staff ensures your website is up and running on the latest hardware and software. 888-228.2233 www civicplus corn Page 1 ft-C I PROJECT DETAILS Next Generation Government Websites Project Details for One-time Cost Cost n Phase 1: Analysis and Establish Timeline Overview ' $900 • Review current site statistics. • Deliverable: Project Timeline and worksheets. • Establish project timeline • Phase 2: Website Design $5,500 • Create a professional and attractive"look and • Modify design with input from client. feel"for the entire website. • 2 additional banners for department pages • Deliverable: Approved design composites. Y Phase 3: Develop Navigation Architecture $1,200 • Develop the global navigation and sub- • Develop resource links for the client's website navigation. • Deliverable: Approved Navigation. D Phase 4: Site Development-Modules and Site setup $3,000. • Setup dynamic elements on pages. • Deliverable:Setup a fully functional site,the • Setup website statistics(Webtrends) software that runs the site (See Included Modules • Includes:Links to document management, for list of services) links to unlimited websites,link to GIS, integration with Granicus system,Fillable PDFs,slideshow of images,calendar of events with multiple views for Individual departments,in addition to listed modules below. • Phase 5: Page Development and Content Migration $14,000 • Gather content worksheets from your • Approximately 500 pages and supporting files will be departments and contact departments as developed. needed for additional content • On-going review with your staff as major areas are • Develop new web pages as needed with developed assistance from client and migrate existing • Deliverable: Create content. content. ➢ Phase 6: Review and Test $900 • Make final revisions to website • Review on-going responsibilities of department heads • Review new website for quality and administrative staff and usability • Deliverable: Quality Assurance Report of all pages created by CivicPlus and your staff. Phase 7: Training $4,500 • Provide training to employees who will be • Online phone training is for no more than three(3) responsible for departmental updates employees for up to 20 hours. • Provide training to main web administrator • Provide training to main web administrator on the who will be adding levels to the main page use of and interpretation of web statistics. and assigning. • Installation on remote server.Requires:Microsoft SQL 2005 Enterprise server&Microsoft 2003 Advanced Web Sever. > Phase 8: Go-live and Project Review $1,200 • Launch site • Gather feedback from staff. D 'Phase 9: Marketing Included • Registration with major search engines. > Annual Audit: Site Review and Consulting Included Total One-time Cost $31,200 88&228.2233 www civicplus corn Page 2 . • ;it-- • . Civic Plus INCLUDED MODULES & SERVICES Next Generation Government Websites Included Modules Recurring Monthly Cost: $550 Monthly One-time Monthly One-time Fee Fee Fee Fee O Archive Center $ $ a Opinion Poll $ Included $ Included ❑Banner Development-Add'i $ $ 0 Photo Gallery $ $ ❑Bid Posting $ $ ©Quicklinks $ Included $ Included ❑Blog $ $ 0 RequestTracker for_users $ $ B Business Directory $ Included $ Included l7 RSS $ Included $ Included i I Document Center $ Included $ Included OSlideshow $ $ IM Dynamic Breadcrumbs $ Included $ Included Ill Staff Directory $ Included $ Included g Dynamic Sitemap $ $ ❑Other: $ $ O E-Commerce $ $ Admin.Modules&Services ©Events Calendar $ Included $ Included 0 Additional Domains $ $ M FAQ $ Included $ Included 0 Automated pdf converter $ $ ❑Forms Development Tool $ $ ©Links Redirect $ Included $ Included RI Intranet $ Included $ Included 0 Online Web Statistics $ Included $ Included ®Job Posting $ Included $ Included El Printer Friendly $ Included $ Included ®News Flash $ Included $ Included ©Rotating Content $ Included $ Included ©Notify Me Email Subscription $ Included $ Included ©Search Engine Registration $ Included $ Included O Online Job Application $ $ ®Site Search &Entry Log $ Included $ Included li Website Administrative Log $ Included $ Included Content Management System and Website Management Include: • Mouse-over menu structure, author and publisher rights,options for site layout, rotating content,dynamic page components • Online Editor-allows for online editing and page creation • Web Page Wizard -create web pages easily with preformatted options • Web Page Upload Utility - allows for the upload of web pages • Site Search log - allows you to research site search entries on your site • Action Items- items that need attention are automatically in a queue • Menu Management- add new menu items easily. Monthly Service and Support Fees Include these services: CivicPlus Application and Modules: Support: • Upgrades • 24/7 Support • Fixes • Dedicated Support manager • Improvements • 3 hour response • Integration • Proactive support for updates&fixes • Testing • Highly rated by dients • Development • Online training manuals • Usage license • Newsletters featuring tricks and website ideas 888.228-2233 mew civicplus corn Page 3