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ITEM: AUTHORIZATION TO RENEW AN EXISTING CONTRACT FOR WEBSITE HOSTING AND SUPPORT, DIGITAL ACCESSIBILITY, COMMUNICATIONS AND SOCIAL MEDIA ARCHIVING SERVICE
REQUEST: Authorization to renew an existing contract for Website Hosting and Support, Digital Accessibility, Communications and Social Media Archiving Services with CivicPlus, LLC and add two new services in the amount of approximately $65,381.08.
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EXPLANATION: The Village currently utilizes CivicPlus, LLC for various website and digital services, including website hosting and support, AudioEye for digital accessibility, DocAccess for document accessibility, CivicSend for digital communications, social media archiving, and IdP integration for secure user authentication under this contract.
Staff is requesting to add two new services to the existing contract: SeeClickFix 311 for community engagement/service requests and Intranet through CivicPlus Municipal Websites Central. SeeClickFix is replacing an existing service currently being provided by another provider. The replacement of the existing service with SeeClickFix 311 will provide an annual cost savings of approximately $22,389.85 for the first year and approximately $12,389.85 for the subsequent FY27-28 renewal. Intranet through CivicPlus Municipal Websites is a new service. IT evaluated multiple vendors for both services and found the CivicPlus solutions to be the best fit.
Implementation of the two new services is anticipated to begin prior to the Village’s October 6, 2026 annual renewal date. Accordingly, the Village will incur $11,704.95 in separate implementation, subscription and one-time fees for the two new services for the period of September 9, 2026 through October 5, 2026. These costs are not part of the October 6, 2026 through October 5, 2027 annual renewal.
Beginning October 6, 2026, the two new services will be co-termed with this current contract with CivicPlus and included in the annual renewal cycle. The total contr...
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