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Exh 8BAGENDA ITE14I #3B JUNE 13, 2005 STAFF REPORT City of Atlantic Beach Commission Meeting AGENDA ITEM: Web Site Development and Hosting Contract DATE: May 24, 2005 SUBMITTED BY: David E. Thompson, Chief of Police/DPS BACKGROUND: The purpose of this memo is to obtain the authorization to sign an agreement for web site development and hosting services for the City of Atlantic Beach web site. When staff members determined that the' previous development and hosting company was no longer in the business of providing these services, staff members explored a number of web sites and companies to identify the features that they wanted on the Atlantic Beach Web Site. After obtaining the support and approval for a budget adjustment for $12,500 to select a new development and hosting company, staff members created an RFP. Bryan Smith, Nelson Van Liere, and Edie Mickey assisted in this process. The RFPs were advertised, and they were sent to a number of companies that offer the desired services. Five (5) proposals were received. On April 27, 2005, Donna Bussey, Bryan Smith and David Thompson reviewed and discussed the proposals, and they scored them according to the criteria in the RFP. CivicPlus was unanimously selected as the first choice. Since that time, CivicPlus has provided a contract for consideration. After reviewing the contract and making some adjustments, the contract is ready to be signed. BUDGET: The contract will obligate the City of Atlantic Beach to $10,000 for providing the services in the contract. Annual hosting fees will be effective through September 30, 2005, and future fees will correspond with the City fiscal year. RECOMMENDATIONS: To approve signing the contract with CivicPlus for services as identified in the attached contract. ATTACHMENTS: Proposed contract. REVIEWED BY CITY ITEM NUMBER: AGIJNDA ITEM #SB JUNE 13, 2005 Date Initiated: OS-03-OS CivicP/us License and ServiceARreement for City ofAttantie Beach Organization: City of Atlantic Beach Web Address: www.ci.atlantic-beach.tl.us and www.coab.us Contact Name: David Thompson E-mail Address: dthompson@eoab.us Street Address: 850 Seminole Rd Address 2: City Atlantic Beach State: FL Zip Code: 32233 Phone: 904-247-5800 Ext: Fax: (904) 247-5867 Billing Contact: David Thompson Billing Address (if different) Billing Phone #: Fax: Information required on invoices, e.g. P.O. # or Job #: Tax ID #: Sales Tax Exempt #: Payment Terms: Annual Acct. Rep. Laura Munsch Terms and Conditions: 1. Annual invoicing for this contract will take place 60 days after the contract is signed or upon the initially established go-live date, whichever comes first. 2. Either party may terminate the agreement at the end of the contract term by providing the other party with 60 days prior notice. 3. In the event that neither party gives such notice prior to the cnd of the initial or any subsequent term, this agreement will automatically be renewed for an additional contract tetrn. 4. In the event of early temunation of this agreement by the client, full payment of the remainder of the contract is required within 15 days of termination. 5. In the event of a rate increase, CivicPlus will notify the client at least 60 days in advance of the annual renewal. 6. Upon complerion of development, the Setup and Development Fees will be invoiced. 7. Annual fees for CivicPlus services are invoiced prior to the year of service and arc due by the first of the following month. 8. Modifications to the original "go-live" date may result in additional fees. 9. Payment is due on the date annotated on the invoice for that term's service. Service will be discontinued if payment is not made within 20 days after the due date. Payments received will be applied first to finance charges, then to the oldest outstanding invoice. 10. If the account exceeds 60 days past due, the web service will be removed and the data will be erased. 11. CivicPlus will support designated support contacts for the client. Support will include providing technical support and application support of the CivicPlus system Following initial setup, additional page design, graphic design, word processing training, and custom programming maybe contracted separately. CivicPlus .317 Houston St., Suite E . Manhattan, KS 66502 888-228-2233, ext. 307, Fax: 785-587-8951 www.civicplus.com Page 1 of 5 AGENDA ITIrNI #8B JUNE 13, 2005 Date Initiated: OS-03-OS CivicPius License and ServiceAgreement for City ofAtiantic Beach Service Rates: The client a2rces to av CivicPlus for the following chosen services: Annual Fee One-Time Fee © Custom Package, I GB includes: $ 3,000.00 $ 2,500.00 Search Eagine Registration Optimization © Basic Registration MODULES: p Archive Center Q Banner Development -Additional p Bid Posting (requires Notify Me) ~ Business Directory D Civic Alert or News Flash Q Document Center -Standard © Document Center -Enhanced ~ Dynamic Breadcrumbs Q E-Commerce Q Events Calendar -Standard p Events Calendar -Enhanced D FAQ D Forms Creation (2 forms) ^ Intranet p Job Posting (requires Notify Me) l7 Notify Me (up to 1000 E-mail addresses) p Online Form Development Tool Q Online Job Application O Online Web Statistics © Opinion Poll © Site Search ~ StaffDirectory Cx] Upgrade to CivicPlus Advanced Q Web Mail # of Email One-Time Registration: Keyword Selection, Site Optimization Information, Link Popularity Boost Additional Domains: www.coab.us Other. HTIvII, backup site on a remote server and send HTML backup of site to client monthly Initial Development: Develop and migrate approximately 125 pages and supporting documents Training: Provide up to 12 hours of online phone training. Actual time will be invoiced at $125/hr and will not exceed amount specified. • Total: $ Included $ Included $ $ $ 600.00 $ 300.00 $ Included $ Included $ Included $ Included $ $ $ Included $ Included $ Included $ Included li $ $ $ $ $ Included $ Included $ Included $ Included $ Included $ Included $ S $ Included $ Included $ Included $ Included $ Included $ Included $ $ $ Included $ Included $ Included $ Included $ Included $ Included $ Included $ Included S Included $ Included $ $ $ Included $ Included $ Included $ Included $ 2,200.00 $ 200.00 $ $ 2,700.00 $ $ 1,500.00 $ 4,800.00 $ 7,200.00 r...t:_ -~ »-•~ » ••~ •• ~~•••»••• „u„=~~ ~ ~~. ~iw wcu sue ivame: www.coao.us ana www.ci.atlanttc-beach tl u Setup Notes: CivicPlus will develop the client's website and selected services. See attached project estimate from proposal. The client will work with designated personnel in providing content and information concerning the development of the site. Upon completion of training, CivicPlus will continue to support the client, upgrades to the applications and hosting of the website. The client • will be responsible for updating content on their website. Page 2 of 5 CivicPlus .317 Houston St., Suite E . Manhattan, KS 66502 888-228-2233, ext. 307, Fax: 785-587-8951 www.civicplus.com AGENDA IT1:14I #8B JUNIr 13, 2005 Date I-ritiated: OS-03-OS CiviePttrs License anri Service A,;reement for City of Atlantic Beach Additional Training: Training that involves billable time beyond the contracted amount will be documented and invoiced. Support: 30 days of free user support will be provided with the purchase of CivicPlus services. Technical problems with the software are addressed throughout the contract period at no charge. Additional Projects: Projects that involve billable time beyond the contracted amount will be documented. Written approval by the client is necessary before billable time is incurred. Maintenance Upgrades: Maintenance upgrades to the CivicPlus service are provided at no extra charge. Additional modules maybe purchased and activated at any time Indemnification and Liability Atlantic Beach 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 Atlantic Beach and installation of software contemplated by this agreement, or otherwise arising out of or in any way connection 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 gross negligence or willful misconduct oa the part of CivicPlus. 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. Except as expressly provided in this agreement, CivicPlus makes no expressed or implied representations, or warranties, including any warranties regarding merchantability or fitaess for a particular cause. Development Specifscations Additional development specifications and requirements will follow upon commencement of the project. Acceptance: We the undersigned, agreeing to the conditions specified in this document, understand and authorize the provision of services outlined in this contract. Name Date Atlantic Beach Name Date CivicPlus The terms of this unsigned contract will remain effective until Plcase fax the above contract as soon as possible to FAX Number: 785-587-8951 For any billing questions, Accounting can be reached at 888-228-2233, ext.215 Support can be reached at: 888-228-2233, ext. 307 785-587-1853, ext. 307 Page 3 of 5 CivicPlus .317 Houston St., Suite E • Manhattan, KS 66502 888-228-2233, ext. 307, Fax: 785-587-8951 www.civicplus.com AGIrNDA ITEM #3B JUNE 13, 2005 Date Lritiated: OS-03-OS notion L• Rrrnmmrndrd flntinn Timeline Advanced System (See' Difference Between Standard and Advanced below) One-Tome Fee Annual Fee 7 days - Task 1: Analysis Included • Review and analyze the current website and literature. • Review current site statistics, if they are available. • In order to keep costs low, phone meetings will be utilized. 14 days - Task 2: Design and Layout (Advanced System) $2,500 for the • Creating a site diagram for the website. development of a • Reviewing site diagram with deasion-makers. unique layout or amount maybe • Creating a professional and attractive'lookond feel" for the entire website. reduced to ' Creating the layout for each page which will incorporate photographs, graphic illustrations, $1,200 if city topic headings and maps. chooses to use • Creating standards and templates for the sections of the website. existing layout • Designing the menu structure and site architecture providing site visitors with easy and (over 30 options intuitive navigation. Depth level of menu structure and menu options are unlimited. available) • Review of site diagram, look and feel, layout for each department 7 days - Task 3: Site Development $2 700 • Determine and develop new content Ensure that procedures pn be completed online whenever possible. • Migrate existing content and develop new pages. Approximatey 100-125 pages and approximately 20 pdfs. • Develop Notification form to report problems. • Develop Job App!'~cation online form which fulfills the RFP requirements. • Setup a fully functional site with the modules listed below, the software that runs the site, and $3000 statistical analysis for the site. (Advanced System) 4 days - Task 4: Training $1,500 for 12 • Provide training to the employees who will be responsible for departrnerrtal updates. hours of online Provide training to the main web administrator who will be responsible for adding • Phone training departmenWcategories to the main page and assigning rights to administer those pages. and Provide training to the main web administrator on the use of and interpretation of web • administrative statistics. setup • Assume on-site training will be provided for 3 days and 1 day of online phone training. This OR estimate may vary based upon number of administrators. Estimate includes travel and related ~ 200 for on-site expenses • training 1 day - Task 5: Go-live and project review • Launch site & setup HTML remote backup of site and send mor>thly backup of site to cfient $200 $1,200 • Gather feedback from staff involved in project. 1 day - Task 6: Markefing Included • Registration of site with all major search engines. • Press Release to market new website. 34 days Total Setup and One-Time Fees ;6,700 or 54,200 Total Annual Fee 512,600 Page 4 of 5 CivicPlus .317 Houston St., Suite E . Manhattan, KS 66502 888-228-2233, ext. 307, Fax: 785-587-8951 www.civicplus.com AGENDA ITEM #SB JUNir 13, 2005 Date Initiated: OS-03-OS Recommended Add-ons (Optional} Additional Additional Setup Fee Annual Fee o Customized Online Job Application System -allows for the storage of data by $6,500 to $1,200 the applicant and more capabilities for the city staff including pdf of current online $8,500 job application with data from applicant and capability of exporting data to internal application. o Portal or home page development featuring a variety of graphic elements and $1,700 display of dynamic information o Ongoing Page Development and Graphic Design (up to 5 hours per month of $4,200 graphic design and development services) The fnllnwinn mnriules anti cerviret are inrhirieri~ Modules lricluded:v/ith this service: • Archive Center Dynamically Generated 2 Online Forms Bid Pasting with automatic Breadcrumbs News Flash for any page notification to subscribers Dynamic Sitemap • Site Search • Business/Resource Directory E-mail Subscription Lists • Events Calendar • Document Center (unlimited lists may be set up by client) Job Posting with automatic • Staff Directory Forms creation and notification to subscribers • Menu Management System customization for city staff Content Management System • FAQ module Services and.Support Included: vvith`thisservice ~ ` osttng: ivic us pp ication an upport - Data Hosting Modules: - 24x1 Support - Twice Daily Data Backup - Upgrades - Dedicated Support manager - Patch Maintenance - Fixes - 3 hour response - Site Monitoring - Improvements - Proactive support for updates - Offsite storage of backup - integration and fixes - Data recovery (fee based) - Testing - Highly rated by Gients - DNS hosting - Development - Online training manuals - DNS maintenance if needed - Usage license - Newsletters featuring tricks - Router monitoring and website ideas ' Monthly pricing is valid for at least three years. Volume of data is limited to 1.OGB. Additional storage space may be purchased for $10/month for 100MB. Bulk storage is negotiable. Additional pages and menu items may be added at any time by the city's staff. if the city chooses to use CivicPlus designers and page development specialists on an ad hoc basis, then the rates are $95/hr. CivicPlus also offers contracted service rates if the development needs are necessary on a continual basis. Additional modules or programming projects are bid on an ad hoc basis. Projects are kept within the defined scope and project estimate. Rates vary from $75/hr to $125/hr. based on the project size and skills. Timeline is based upon experience with other clients. CivicPlus prefers to keep an aggressive timeline if possible, but ultimately the timeline is up to the client. The annual fee may be reduced by $1,200 if the city decides that there is no need for a remote site backup Page 5 of 5 CivicPlus • 317 Houston St:, Suite E . Manhattan, KS 66502 888-228-2233, ext. 307, Fax: 785-587-8951 www,civicplus.com AGENDA ITEM #SB JUNE 13, 2005 STAFF REPORT City of Atlantic Beach Commission Meeting AGENDA ITEM: Web Site Hosting and Development DATE: January 10, 2005 SUBMITTED BY: David E. Thompson, Chief of Police/DPS BACKGROUND: Several years ago, a Jacksonville company, ACT, assisted with the development of the City of Atlantic Beach web site. The design of the site was established, information was loaded into it, and city staff members were trained in the processes for making updates as needed. In addition to the development of the site, ACT hosted the site on their servers. In the Fall of 2004, after the city fiscal budget had been established, the company advised that it was discontinuing its web site development services. However, the company agreed to honor its prior commitments to continue hosting the web site. This change essentially leaves the Atlantic Beach web site in its current state, without providing any possibility for evolution or growth. Over the past six (6) months, there have been a number of problems with the web site hosted by ACT. The web site has been unavailable on several occasions, and ACT has had to be notified that people were unable to access the site on the worldwide web. On several occasions, staff members were unable to update the web site, which created problems for the timely dissemination of information. ACT has not been very accommodating and responsive when problems have arisen, which is probably due to the fact that they are not continuing their web site development operations. Over the past several years, the City Commission has expressed a desire for staff to continue the development and evolution of the city web site. Staff has researched and identified a number of enhancements for future web site development, but funding is not available to proceed with any changes at this time. For enhancements to be made to the web site in the current fiscal year, funding will need to be identified for this purpose. Based on estimates received from vendors that provide these services, the cost for duplicating and then enhancing the city web site will cost approximately $12,500. BUDGET: To continue developing and hosting the city web site, the costs will be approximately $12,500. With City Commission approval, this will be included in the City of Atlantic Beach mid-year budget adjustments. RECOMMENDATIONS: To approve $12,500 of funding in the mid-year budget adjustments for web site development and hosting. ATTACffiVIENTS: REVIEWED BY CITY MANAGER: AGENDA ITEM NUMBER: