Agenda - Council - 08/08/2017 - Laserfiche WebLink

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CC Regular Session 4. 5. Meeting Date: 08/08/2017 By: Jason Fredrickson, Administrative Services Information Title Approve CivicPlus Website Redesign Contract Purpose/Background: PURPOSE The purpose of this item is to get council approval on the attached CivicPlus Website Redesign Contract documents. There are two Statement of Work documents (attached). Statement of Work # 1 (SOW # 1) details the development and integration of the CivicEngage software, which is the base functionality included from the Request for Proposal (RFP). As discussed during the RFP process, and with the City Council on (06/27/2017), city staff further investigated the CivicRec module, which expands the capabilities of event registration and facility management. The cost and outline of features are included in SOW # 1. Features are also noted in the Proposal document. After having the software demonstrated for key staff members, we believe the software to be of great value to the City. Also, after some discussion with staff and other CivicRec customers, we are adding training consultation time specifically for the CivicRec implementation (see Statement of Work #2). BACKGROUND This case was reviewed by the Council on 06/27/2017, at which time the Council viewed the results for the RFP, staffs recommendation (Civic Plus), and viewed a demo of the Civic Plus product. Generally, the Council was supportive of bringing back a contract for approval. Staff has notified the contractor (Civic Plus) an additional checkpoint with the Ramsey City Council is needed before the project goes too far (i.e. the Council would like to confirm the scoping). Civic Plus has agreed to review "gray scale/ draft" website with the Council before the finalize the design. At that time, changes can easily be made. However, at that time, a better picture of the website scope will be available to share. Staff is hoping to have the new website completed by winter 2017-2018. Please see 06/27 CCWS case for details on the Civic Plus proposal/ the website RFP. Funding Source: The CivicEngage software, which was proposed by CivicPlus to the RFP, was a part of the 2017 budget. Sufficient dollars exist to cover this cost. Hosting and maintenance costs, which occur on an annual basis starting on year 2, are currently a part of the 2018 budget. For the CivicRec and consulting items, we've identified funding sources for these items including: QCTV dollars, as well as, Data Processing dollars from the Administration and Information Technology departments. Recommendation: Provided there are no objections, City Staff recommend accepting the attached documents. Once approved the design project will be underway. Action: