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Home My WebLink About9.a. City website services provider R EXECUTIVE SUMMARY CITY COUNCIL City Council Regular Meeting: January 3, 2012 AGENDA ITEM: City website services provider 4` AGENDA SECTION: Y p New business - PREPARED BY Alan Cox, Communications Coordinator AGENDA NO. a ATTACHMENTS: Proposed contract APPROVED BY: DA RECOMMENDED ACTION: Approve motion to authorize a contract with CivicPlus for "premium" level web hosting services In its goals for 2011 -12, the City Council included an item to "embrace technology initiatives that improve citizen access to City services." The Council has previously expressed an interest in making the City's website more attractive and relevant to stakeholders. Staff has researched potential options to improve the site. History ,The City of Rosemount inaugurated a presence on the web in 1997 with a site at www.rosemountmn.com. A few years later, the City signed up for service with a new vendor. GovOffice was designed in partnership with the League of Minnesota Cities to serve as an affordable choice for content management and web hosting for local government, especially for entities too small to have a dedicated staff for web operations. In 2005, the City paid for a partial redesign of the website to reflect the logo and visual identity system implemented the year before. The design has not changed since then. GovOffice has implemented small increases in the cost of its service. The City has also paid one -time charges of a few hundred dollars for enhanced features like the ability to create online forms and "friendly" webpage addresses. GovOffice has provided some service enhancements through the years, including an increase in the amount of storage space it permits each customer. There have been no concerns in the last few years with the "uptirne" or availability of the site. GovOffice recently implemented what it dubbed "Version 3.0," which the interface used to administer the site but did not change the design or features visible to visitors. Shortcomings of the current GovOffice website include design limitations, lack of live video - streaming, required reliance on outside solutions for e- commerce transactions, limited scalability for new potential services, limited functionality for smartphones and tablets, limited interactive ability with residents and an uneven record of updates and improvements. These issues caused staff to investigate other alternative solutions. - Alternatives Other companies compete with GovOffice to serve cities and use different approaches. Some provide only limited tools to create webpages and mainly act as a service to host content created in- house by cities. One provider sets up sites based on common blogging software to create a spare, functional website appearance. Ari alternative that is especially popular among cities in the central U.S. is CivicPlus. Two of its recent customers "in the Twin Cities are St. Paul and Apple Valley; other local include Burnsville, Inver Grove Heights, and Brooklyn Center. Like GovOffice, CivicPlus provides and maintains servers to host sites, along with online tools to create webpages. The company considers one of its strongest selling points to be the ongoing creation of modules that add enhanced services. CivicPlus offers three levels of service. The lowest level offers fewer services than the current provider; the middle level is roughly comparable to the current provider with a few enhancements. The Premium level allows all current and future modules at no additional charge. It also includes extensive consulting work, involving visits to the City by vendor staff to meetings with all departments to conceptualize the site, and provide ongoing training of staff members. Feature comparison Public feedback on the current site has included usability concerns about the way to navigate around the site and find information that the visitors,need. , Both vendors can implement a horizontal navigation bar with drop -down choices, which has become something of a standard on the web. Both would also be able to accommodate a different organizational scheme that emphasizes arranging webpages by categories of service instead of by City departments. The CivicPlus Premium option offers several enhancements that would be available as soon as the site "goes live." • A version of the Rosemount site designed for use on smart phones and other small - screen devices. •h A system to allow posting_ of alerts on all pages of the site. • An option to allow visitors to customize their homepage of the site according to their interests. • An integrated system to permit users to sign up for etnails when pages are updated or new information is available. • A module that would allow the City return to showing meetings live on the web. • Sections that would allow visitors to apply for permits and for employment online and to reserve facilities. 1 • Forms for citizens to request services that can be accessed 13 y multiple employees. ,4 • Mobile,apps for citizen requests. • Improved search functions for users. • An option to collect some payment CivicPlus also has a track record of extending new functionality to its Premium product through the year. Several hew modules are on the company's "roadmap" for 2012, including a package of software for the management of sports leagues, a system designed to post procurement materials like bids and RFPs, a section for efficient posting of legal notices, and electronic newsletter functionality. While the City may not choose to employ all of these features immediately, it should benefit from the capabilities of a robust online platform that gives it new options. Costs GovOffice has not informed the City of costs after March 2012; increases recently have been on the order of $100 a year: By using CivicPlus, the City would be able to end its current contract with a vendor for bulk email services. The contract runs through July 2012 at $2,508 per year. 2 5 The grid below compares costs provided by the vendors in early December. The second option is the one recommended by staff, for reasons given later. 2012 2013 2014 _ 2015 GovOffice with redesign` $ 5,400 $ 1,300 $ 1,400 $ 1,500 CivicPlus Premium paid upfront $ 25,795 $ 3,572 $ 3,751 $ 3,936 CivicPlus Premium spread over $ 10,980 $ ' 10,980 $ 10,980 $ 3,938 three years CivicPlus Premium over three $ 12,105 $ 12,105 $ 12;105 °t " $ 5,199 years with prepaid redesign in late 2015 and every four years - -after - Council discussion and staff recommendation, The City Council discussed the options in detail during its work session on December 14. The Council directed staff to negotiate a contract with Civic Plus for "the premium level of service and seek any additional costs savings in the proposal that might be available. The vendor responded with a price cut of roughly $1,200 in 2012 to the second option in the table above. Based on the price cut and the amount that would be saved by transitioning in the last half of the year to the bulk email service built into the CivicPlus system, this is the anticipated net expense under the contract. 2012 2013 2014 2015 CivicPlus Premium paid upfront $24,526 ` $3,572 $3,751° $3,936 Minus cancelation of bulk email -800 -2,500 -2,500 -2,500 contract Minus cost of current service :1,100 - 1,100° = - f 1,100 1,100 Net additional cost of new web $22,626 -$28 ' $151 $236 provider Staff recommends approval of the enclosed contract. The new wehsite will`not only immediately provide for a more useful and better designed site, but will also provide the best platform:foifurther enhancements in the future. Many of the limitations previously noted with the current vendor will be improved. Funding would come from $10,000 set aside for the purpose in the Administration budget for 2011, with additional funds from the 2011 Council designated accounts. The contract would not include advance payments fora redesign, leaving the Council the freedom to decide whether and when a redesign is necessary and also to avoid locking us in to the new vendor beyond the current design life. The vendor will work with the City during the first half of 2012 to implement the new site The City will have ty the ability to implement design and other changes based'on citizen feedback during the course of the contract. 3 4 1 4 C p Service & License Agreement for Rosemount, MN 3. Client may contract with CivicPlus for additional AnnuarSupport, Maintenance & Hosting'services that exceed those defined in Exhibit A. CivicPlus will invoice Client for annual services immediately prior to project Go -Live. Modules that incur additional usage fees may be purchased and activated at any time. Billing & Payment Terms 4. One -third of the total Project Development fee will be billed upon completion of,design; one -third of the total Project Development fee will be billed upon completion of content.•The remainder of the Project Development fee and any additional Project Development services will be invoiced upon Go -Live. 5, The client shall sign a project completion and acceptance form prior to project go -live. The date may be extended if material system or operational failures are encountered. Immediately upon project Go -Live the final bill for the project development services will be billable and payable. All Parties agree that the website will not go -live until the project is accepted in writing by the client: 6. Project Development invoices are due by the first of the following month, but no later than 30 days from invoice date. Project Development will be discontinued if payment i "s not made within 30 days after the invoice due date. 7. Invoicing for Annual Support, Maintenance & Hosting begins six months from contract signing or upon project Go - Live whichever occurs first. (Which shall be the contract renewal date for Annual Support, Maintenance & Hosting). 8. Annual Support, Maintenance & Hosting invoices may be prorated in order to correlate with the Client's budget year, and are invoiced prior to the year of service. 9. After project go -live, if the Client's account exceeds 90 days past due, Annual Support, Maintenance &`Hosting will be discontinued until the Client's account is made current. Client will be given 30 days notice prior to discontinuation of services for non - payment. 10. Provided the Client's account is current, at any time the Client may request an electronic copy of the website Customer Content (graphic designs, web content, page designs and banners), and Content Management System (CMS) Software. Client agrees to pay $250 per completed request. Provided the Client's account is current,,upon termination'of services client may request a complimentary electronic copy of website Customer Content and CMS Software. Agreement Renewal 11. Either party may terminate the Annual Support, Maintenance & Hosting Agreement at the end of the contract term by providing the other party with 60 days written notice, prior to the contract renewal date. 12. In the event that neither party gives 60 days notice prior to the end of the initial or any subsequent term, this Agreement will automatically renew for an additional contract term. 13. In the event of early termination of this Agreement by the client,&ll payment of the remainder of the contract is due within 15 days of termination. 14. Each year this Agreement is in effect, charges for Annual Support, Maintenance & Hosting services may be increased by CivicPlus by no more than 5% per annum. Support F , 15. CivicPlus will provide unlimited telephone support Monday- Friday, 7:00 am — 7:00 pm (Central Time) excluding holidays, for all trained Client staff, Emergency Support is provided on a 24/7/365 basis for emergency 'contacts named by the Client. Client is` responsible for providing CivicPlus with contact update's. 16. Support includes providing technical support of the CivicPlus Content Management Software, application support (pages and modules), and technical maintenance of Client's website. Following initial setup, additional page design, graphic design, user training, site modification, and custom programming may be contracted separately for an additional fee. 17. During theperiod of this agreement and subsequent annual' renewals, CivicPlus warrants that it will, without additional charge to the client, take action to correct any problems or defects discovered in the Software and reported to CivicPlus by the client, such warranty to include ongoing maintenance upgrades and technical error correction. 18. CivicPlus provides online website statistics software at no extra charge. If Client desires to use other website statistic software, CivicPlus will provide the necessary log file access. 4 Page2of4 CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888 - 228 -2233 • Accounting Ext. 215 • Support Ext. 307 • Fax 785 - 587 -8951 C p Service & License Agreement for Rosemount, MN Marketing 19. Client will work with the CivicPlus Marketing Department to make a reasonable attempt to gather information and meet : deadlines associated with website award contest entries throughout the term of this agreement, and'to create a case study related to their website. 20. Client permits CivicPlus to include an example of the Client's home page - and a link to the Client's website on the CivicPlus corporate website. 21. Client will make a reasonable attempt to work with the CivicPlus Marketing Department to create a news item to'be'released in conjunction with their project Go -Live date. Client will provide CivicPlus with contact information for local and regional media outlets. CivicPlus 'may use the press release in any marketing materials as desired throughout the term of this Agreement. 22. Client allows CivicPlus to display a "Powered by CivicPlus" insignia,°and web link at the bottom of their web pages. Client understands that the pricing and any related discount structure provided under this agreement assumes such perpetual permission. Intellectual Property, Ownership & Content Responsibility 23. Upon full and complete payment of submitted invoices for the Project Development and launch of the website, client will own the graphic designs, web content, page designs'and banners ("Customer Content"), as well as the CMS Software. 24. Upon completion of the development of the site, client will assume full responsibility for website content maintenance and . content administration. Client, not CivicPlus, shall have sole responsibility for the accuracy, quality, integrity, legality, reliability, appropriateness, and intellectual property ownership or right to use of all Customer Content. 25. Client shall not (i) license, sublicense, sell, resell, transfer, assign, distribute or otherwise commercially exploit or make available to any third party the Software in any way; (ii) modify or make derivative works based upon the software; (iii) create Internet "links" to the Software or "frame ". or "mirror" any functionality on any other server or wireless or Internet -based device; or (iv) reverse engineer or access the Software in order to (a) build a competitive product or service, (b) build a product using similar ideas, features, functions or graphics of the Software, or (c) copy: any ideas, features, functions or graphics of the Software. 26. The CivicPlus name, the CivicPlus logo, and the product and module names associated with the CMS System are trademarks of CivicPlus, and no right or license is granted to use them. Indemnification 27. Client shall defend, indemnify and hold harmless CivicPlus, its partners, employees, and agents from and against any and all lawsuits, claims, demands, penalties, losses, fines, liabilities, damages, and expenses including attorney's fees of any kind, without limitation, in connection with the operations of and installation of software contemplated by this Agreement, or otherwise arising out of or in any way connected with the CivicPlus provision of service and performance under this Agreement. This section shall not apply to the extent that any loss or damage is caused by the negligence or willful misconduct on the part of CivicPlus. If Client and CivicPlus are both negligent, damages shall be apportioned in accordance with the percentage of negligence of each party. This paragraph is not intended to benefit entities not a party to this contract. 28. CivicPlus will not be liable for any,act, omission of act, negligence or defect in the quality of service of any underlying carrier or - other service provider whose facilities or services are used in furnishing any portion of the service received by the customer. CivicPlus will not be liable for any failure of performance that is caused by or the result of any act or omission by customer or any entity other than CivicPlus that furnishes services, facilities or equipment used in connection with CivicPlus services or • - facilities. 29. Except as expressly provided in this Agreement, CivicPlus makes no expressed or implied representations or warranties, including any warranties regarding merchantability or fitness for a particular cause. Force Majeure 30. No party shall have any liability to the other hereunder by reason of any delay or failure to perform any obligation or covenant if the delay or failure to perform is occasioned by force majeure, meaning any act of God, storm, fire, casualty, unanticipated work stoppage, strike, lockout, labor dispute, civic disturbance, riot, war, national emergency, act of Government, act of public enemy, of other cause of similar or dissimilar natur&beyond its control. Page3of4 CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888 - 228 -2233 • Accounting Ext. 215 *Support Ext. 307 • Fax 785 - 587 -8951 C p Service & License Agreement for Rosemount, MN Acceptance We, the undersigned, agreeing to the conditions specified in this document, understand and authorize the provision of services outlined in this Agreement, contingent on Council approval on January 3` 2012. ?,-44444P be aeon L,, 2-9 AO City of Ros ount, MN Date CivicPlus Date Sign and Fax this Copy And - Mail Two (2) Signed Originals Attn: Contract Manager CivicPlus Contract Manager Fax: 785-587-8951 317 Houston St., Suite E .Manhattan, KS 66502 We will fax a counter - signed copy of the faxed contract back to you so we can begin your project. Upon receipt of two signed originals, we will counter -sign and return one copy for your files. -- Remainder of this page left intentionally blank — Page 4 of 4 CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888 - 228 -2233 • Accounting Ext. 215 • Support Ext. 307 • Fax 785 - 587 -8951 � ~ . So�ioe&Lk �mnoa�me�for �eoun�MN, - Exhibit Deliverables Project -- AJ|Ouotexare inUSboilers and Valid for,30 Days from December 22.2Oi1 Project Development `~-,~- � | First Year'stAnnua| Support, Maintenance &Huutng � " Included Server Storage Partnership Di ount- valid if 6eptedby December 3V , 2011 . ' m1'8e9 | � ' f Total Fees Year $24,526 Year 2 and Beyond Annual Support, Maintenance & Hosting - � Subject to � $8,572 — -- '-------'-----'� 600 Partnership D bY December 30- i 2 yll (9 - __ - __ . —Rem�ndernf�io page left intentionally blank— ' . ` . , 4 � - ^ . � � . . ~ ~ ^ ' ~ ^ � ^ . � . ~ ^ . ~ ' - ^ ~ ° . n ' � ^ Exhibit A1 of» QvicPuo'•817 Houston GL. Suite E^ Manhattan, ^ 86502^vwmCivioPuo.com Toll Free 000uuueunn^ Accounting Ext. 21o^ Support Ext. 307^ Fax roo-5or-8851 � ^ ' � ~ C p Service & License Agreement for Rosemount, MN 4 Project Development • Phase 1: Analysis and Timeline Development $2,848 Deliverable: Project Timeline and worksheets Phase 2: Website Design $5,740 Deliverable: Website Design Composition Phase 3: Navigation Architecture Development $1,180 Deliverable: Navigation structure optimized for your website Phase 4: Modules and Site Setup Deliverable: Set up fully functional site,' software that runs the site, and site's statistical $2,938 analysis. Phase 5: Content Development of 100 standard pages and up to 500 supporting elements $4,670 Deliverable: Website content development and module content. Phase 6: Test and Review, Establish Future Expectations $2,439 Deliverable: List of items that need to be addressed Phase 7: 24 Hours Interactive Webinar Training (up to 6 employees) Quote includes free use of up to 6 webcams and headsets Deliverable: Train System Administrator(s) on GCMS Administration, permissions, setting up $3,840 groups and users, module administration. Basic User training on pages, module entries, applying modules to pages'.Applied use and usability consulting to result in effective communication through your Phase 8: Go -Live and Project Review $1,719 Deliverable: Final project review report Phase 9: Marketing $ 421 Deliverable: Registration of site with all major search engines Phase 10: Ongoing Consultation Deliverable: Site review with recommendations for enhancements to improve visitor Included interaction; layout, design and content recommendations. Additional Functionality Google Translation Tool • Included 5 Additional Users - Citizen's Request Tracker $600 Gov 2.0 Upgrades Blog Share Included Facebook Integration Twitter Integration Included Options Included in One -Time Fee None n/a Total Project Development Fee $ 26,395 First Year Annual Support, Maintenance and Hosting Fee Included Server storage not to exceed 15 GB; Media Center storage not to exceed 10 GB Partnership Discount- valid if accepted by December 30` ", 2011 ($1,869) Total Fees Year 1 $24,526 Exhibit A2of3 CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888 - 228 -2233 • Accounting Ext.•215 • Support Ext. 307 • Fax 785 - 587 -8951 . . .. , . .1 C p Service & °License Agreement for Rosemount, MN , Project Developmentincludes the Following: Modules Functionality„ , • Agenda Center -. e • Action Items Queue - • Alerts Center & Emergency Alert Notification • Audit Trail / "History Log _ • Archive Center • • Automated PDF Converter • Bid Postings • Automatic Content Archiving • Business /Resource Directory r • Content Library • Calendar • Dynamic Breadcrumbs ., • Carbon Calculator • Dynamic Sitemap • Document Center r • Expiring Items Library • ePay • Graphic Link Administration • Facilities & Reservations • Links Redirect and Broken Links Finder • FAQs • Menu Management • Featured Info Module •' Mouse -over Menu Structure • Forms Development Tool • Online Editor for Editing and Page Creation (WYSIWYG) ,,, • Healthy City Initiative t • Online Web Statistics (Only with CivicPlus Hosting) • Intranet • Page Wizard w /Multiple Layouts • Job Postings _ • '' Printer Page Friendly/Email Pa Y 9 • Media Center , • Rotating Content • My Dashboard • RSS • NewsFlash • Search Engine Registration iii • NotifyMe Email Subscription - • Site Layout Options • Online Job Application w/1 Generic Application • Site Search & Entry Log • Opinion Poll • Slideshow • Permits & Licensing • User '& Group Administration Rights • Photo Gallery •. Web Page Upload Utility • Postcard Module • Website Administrative Log x • • Quick Links " ;.• Real Estate Locator , • Request Tracker (5 users) • Staff Directory , . Annual Support, Maintenance & Hosting Service Include the Following: Support Maintenance of CivicPlus Application Hosting & Modules 7 -7 (CST) Mon -Fri (excluding holidays) Install Service Patches for OS' Shared Web /SQL Server 24/7 Emergency Support Upgrades DNS Consulting & Maintenance . Dedicated Support Personnel "Fixes r Monitor Bandwidth - Router Traffic . 2 -hour Response during Normal Hours Improvements Redundant ISP , Usability Improvements Integration Redundant Cooling Integration New & Upgraded Services Testing Natural Gas Powered Generator Proactive Support for Updates & Fixes Development Daily Tape Backup Online Training Manuals Usage License Intrusion Detection & Prevention Monthly Newsletters . Antivirus Protection Phone Consulting Upgrade Hardware CivicPlus Connection ' CivicPlus University r - F Exhibit A 3 of 3 CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • www.CivicPius.com . Toll Free 888 - 228 -2233 • Accounting Ext. 215 • Support Ext. 307 • Fax 785- 587 -8951 1