TO: Mayor and City Commission
FROM: Samuel A. May, Interim City Manager
DATE: March 15, 2017
Title
RESOLUTION - ADOPTING PRICING STRUCTURE OF CITY OF OVIEDO RFP# 16-15 AWARDED TO CIVICPLUS, INC. FOR WEBSITE DESIGN SERVICES.
BACKGROUND: The City’s website was last refreshed in 2013. The City’s website serves as the main information portal for the City. In fact, as measured in the FY 2016 Measure Up Margate year-end report, there were over 420,000 website hits in fiscal year 2016. The City is in need of an experienced website design contractor to re-design, develop and implement a new platform for the City. The information on the City’s website should be directed towards the City’s residents, businesses, and visitors; prospective businesses and residents; other government agencies; civic groups; associations; youth and senior citizen groups; developers; and any person or agency seeking to conduct business with, or obtain information about the City.
City staff from the City Manager’s Office and Information Technology Department met with and viewed website designs by three website design contractors. Based on the review by Staff of each, the City is recommending proceeding with CivicPlus, Inc. CivicPlus, Inc. currently provides website design services to over 2,500 local governments across the United States and Canada including many in Florida. Included in their proposal is a completely redesigned website, a complete content management system which includes periodic upgrades, hosting, maintenance and support, custom mobile app, and seamless integration with social media platforms. It is estimated that the project implementation will take six (6) months. It is anticipated that the new website will launch in October.
The City wishes to adopt the pricing structure of the City of Oviedo RFP# 16-15 awarded to CivicPlus, Inc. for website design services. The City of Oviedo issued a Request for Proposal (RFP) for said services in 2016. The City received nine (9) submittals and ultimately awarded the RFP to CivicPlus, Inc. The City was provided two pricing options from CivicPlus, Inc. Option #1 provided for a flat rate leasing option and Option #2 provided for an initial investment and ongoing annual maintenance fees. Ultimately, Oviedo chose the flat rate leasing option. CivicPlus, Inc. no longer offers the flat rate lease option, but has agreed to honor the Option #2 pricing structure provided to the City of Oviedo (as referenced in Statement of Work #1). In addition to the adopted module pricing structure from the City of Oviedo, CivicPlus, Inc. has offered the City of Margate Design Center Pro module at no additional charge for the first year (as referenced in Statement of Work #3). The proposed agreement is for an initial five (5) year term. After the initial term, this agreement may be renewed for additional one year periods if mutually agreeable to both parties.
RECOMMENDATION: Approve.
FISCAL IMPACT: The total initial year 1 fee, which includes maintenance for year 1, is $33,538. Starting in year 2, the annual maintenance fee is $8,875. This includes the Design Center Pro module annual fee of $1,233. This annual maintenance fee is subject to an annual 5% increase year 3 and beyond. This project is budgeted in FY 2017 (001-3410-513.65-73).
CONTACT PERSON: Adam Reichbach, Assistant to the City Manager
James Wilbur, Information Technology Director