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Exhibit 1 - Agenda Information Sheet City of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance ACM: David Gaines DATE: April 13, 2021 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager, or their designee, to execute a contract with CivicPlus, LLC, for website design, hosting, and maintenance for the www.cityofdenton.com website for the Public Affairs and Customer Service Department; providing for the expenditure of funds therefor; and providing an effective date (RFP 7456 – awarded to CivicPlus, LLC, for three (3) years, with the option for two (2) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $150,000.00). INFORMATION/BACKGROUND The current City of Denton website is nearing the end of its lifecycle. Because the foundation of the site, its content management system (CMS), is approaching obsolescence in September of 2022. To keep the website stable and secure, the CMS must be rebuilt or replaced before the manufacturer stops supporting the version of the system we are using. Due to the age of the current CMS system, an upgrade to a supported version is not a possible option. Staff has determined a rebuilding of the CMS, and thus the website would be at a significant cost to the City and is recommending the purchase of a new website with a new, more evergreen CMS. From January 1, 2019, through December 31, 2019, the City of Denton’s website, www.cityofdenton.com, was visited 3,530,133 times. This indicates that the City’s website is a major source of information for residents and it is our main digital communication tool; all other avenues, including print pieces and social media posts, ultimately lead back to the website as a source of information. Residents visit the website to pay their utility bills, find information, and reach City staff. Because Denton is a full-service city, there are many departments with information that should be shared with the public for transparency and excellent customer service. This causes our website to have a large number of pages, which presents the challenge of providing intuitive navigation and a search function to help residents find the information they need as easily as possible. Another challenge is providing a website that is accessible to everyone in the community, including residents who visit the website on mobile devices, desktop computers, speak languages other than English, and those who have disabilities that require text readers or other accessibility tools. Our current website suffers from a series of deficiencies: • Security vulnerabilities. City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com • Lack of ADA compliance. • The search function is not reliable, making website navigation difficult for residents. • Lack of standard features available on most other municipal websites. • Design limitations that impair the user experience. • The content management system our website is built on is approaching obsolescence in Sept. 2022. Staff developed an RFP for a new website seeking a vendor that could provide better navigation and search tools, improve ADA compliance, offer more dynamic content design options, increase the availability of usage analytics, and provide better security. We also had a preference for a vendor with experience working with municipal governments due to the unique challenges presented by government websites that have hundreds of pages and require robust solutions to help residents find what they need. After interviewing the top four website vendors who submitted bids for the website RFP, staff recommends entering into a contract with CivicPlus. CivicPlus specializes in websites for municipalities with more than 20 years of experience in the industry. They have provided technology solutions to over 4,000 local government clients. Compared to other vendors, CivicPlus offered the best solutions to meet our needs and to correct usability problems that exist with our current website. Compared to our current website, CivicPlus is offering a website with improved search function capability that will greatly assist residents in finding the content they need, improved ADA compliance options, a more sophisticated content management system (CMS) that will improve efficiencies and workflow for staff making changes to the website, and more dynamic content organization tools that will improve the user experience for residents visiting the website. Additionally, staff spoke to other municipal clients of CivicPlus, who reported satisfaction with the vendor’s ongoing maintenance and responsiveness. CivicPlus was not the lowest bidder for the RFP, but their bid was competitive and significantly lower than the bid submitted by our current website vendor and some other competitors. Staff determined that the quality of the solutions presented by CivicPlus will provide the best value for the money spent on the website. Project Description Estimated 5-Year Expenditure Website Design & Training $ 75,950 Years 2 to 5 support and maintenance $ 47,972 20% contingency $ 26,078 Total: $150,000 Requests for Proposals was sent to 103 prospective suppliers of this item. In addition, specifications were placed on the Materials Management website for prospective suppliers to download and advertised in the local newspaper. Thirteen (13) proposals were received and evaluated based upon published criteria including project schedule, compliance with specifications, probable performance, and price. Based upon this evaluation, CivicPlus, LLC was ranked the highest and determined to be the best value for the City. NIGP Code Used for Solicitation: 915-(Service Only)-Communications and Media Related Services Notifications sent for Solicitation sent in IonWave: 103 Number of Suppliers that viewed Solicitation in IonWave: 64 HUB-Historically Underutilized Business Invitations sent out: 6 SBE-Small Business Enterprise Invitations sent out: 34 Responses from Solicitation: 13 PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On Sept. 1, 2020, the Committee on Community Engagement received a report on staff’s analysis and documented shortcomings of the current website, including staff’s next steps for procurement of a new website. On February 2, 2021, the Committee on Community Engagement received an update on the website procurement. RECOMMENDATION Award a contract with CivicPlus, LLC, for website design, hosting, and maintenance for the www.cityofdenton.com website for the Public Affairs and Customer Service Department, in the not-to- exceed amount of $150,000. PRINCIPAL PLACE OF BUSINESS CivicPlus, LLC Manhattan, KS ESTIMATED SCHEDULE OF PROJECT This is an initial three (3) year contract with options to extend the contract for two (2) additional one (1) year periods, with all terms and conditions remaining the same. FISCAL INFORMATION These services will be funded from General Government Project Funds. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Pricing Evaluation Exhibit 3: LLC Members Exhibit 4: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Sarah Fullwood, 940-349-8110. Legal point of contact: Marcella Lunn at 940-349-8333.