Agenda - Council Work Session - 02/28/2017

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CC Work Session 2. 2. Meeting Date: 02/28/2017 Information Title: Website RFP Update Purpose/Background: PURPOSE (A) Receive update on initiative for a new City website (staff will provide a brief presentation). (B) Provide staff direction to move forward with the process outlined in this case. BACKGROUND The City Council budgeted dollars in the 2017 budget for a new City website. Additionally, the Council recently provided staff information direction to include a tactic in the 2017-2019 Strategic Plan for a new City website (NOTE: this has not been formally adopted). Primary reasons for new City website: (1) Mobile Friendly: the City's current website is not mobile friendly. (2) Up-to-date Technology: the City's website is currently running off of software that is outdated and becoming functionally obsolete (the website is old). (3) Format/ Communication Style: the format and layout of the existing website could be improved, to be more intuitive and functional for the City's different customer groups (businesses, developers, residents, visitors, etc.). Also, the Ramsey brand could be better portrayed. (4) Online Payments: the current website had limited capacity/ ability to process online payments. (5) Online Registration: facility rental/ room rental/ events registration currently cannot take place online. The City currently operates on a manual system. (6) Flexibility/Scalability: the current website host does not offer convenient add -on modules/ features. This is important to staff --as the city grows/ evolves, and as demands for the website change, staff recommends a website product that can shift, expand, and contract as -needed. (7) ADA Compliance: current website doesn't meet recently updated ADA standards. Process to update the City's website: (1) Direct staff to release RFP to vendors [February 2017] (2) Proposals due, staff review [May 2017] (3) Staff Interviews, Council interview(s) [June 2017] (4) Negotiation/ Award Contract [July 2017] (5) Implement/ Complete Website [6-12 months, depending on various factors] Please note, the proposed website RFP is attached to this case. If the Council would like to discuss the RFP, staff would be happy to review in detail. If the Council has any suggested changes for the RFP, staff would be happy to take that direction as well. Timeframe: 15-30 minutes Funding Source: