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ITEM: AUTHORIZATION TO UTILIZE A GENERAL SERVICES ADMINISTRATION (GSA) CONTRACT, AS A BASIS FOR PRICING, FOR THE PURCHASE OF A NEW WEBSITE, DESIGN, CONTENT MANAGEMENT SYSTEM AND HOSTING SERVICE
REQUEST: Authorization to utilize GSA contract GS-35F-0124U, as a basis for pricing, for the purchase of a new website, design, content management system, and hosting service from CivicPlus in the amount of $34,010.
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EXPLANATION: Staff is seeking authorization to purchase a new website, design, content management system and hosting service for the Village. The current website was redesigned in 2014, and is utilized as one of the Village’s primary communication tools. The Village is seeking a responsive, secure, and compatible system, with multiple user-friendly mobile technologies to enhance Wellington’s outreach. The new website will provide a new look, updated usability, accessibility, and will deliver efficient exchange of information.
Additionally, CivicPlus offers a cloud based content management system (CMS), with tools built specifically for local government. The Village will work directly with the content migration team to develop a custom design that enables effective communication and supports. CivicPlus offers better support, maintenance and hosting technologies than our current provider.
The cost for CivicPlus is a one-time fee of $34,010, which was negotiated down from $42,335. The annual recurring maintenance, which would start in year two, is $5,990, negotiated down from $14,313. Wellington’s current website is hosted by Vision. The cost to upgrade or refresh the existing website is approximately $20,000, plus an additional $7,600 in annual recurring maintenance.
Staff reviewed multiple proposals and determined CivicPlus provides the best overall value for the products, user interface, and accessibility provided. CivicPlus provides superior control features, live support, integrated e-communications options, and secure hosting with cloud-based access.
CivicPlus was established in 1994 and works with 2,500+ local governments.
Staff is seeking authorization to utilize the GSA contract, as a basis for pricing, for the purchase of the new website, design, content management system, and hosting service from CivicPlus in the amount of $34,010.
GSA contract GS-35F-0124U was awarded to Icon Enterprises, Inc. (dba CivicPlus) effective from December 12, 2017 through December 11, 2022.
BUDGET AMENDMENT REQUIRED: NO
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING:
LEGAL SUFFICIENCY: YES
FISCAL IMPACT: Funds are budgeted in the Communications budget.
WELLINGTON FUNDAMENTAL: Responsive Government
RECOMMENDATION: Authorization to utilize GSA contract GS-35F-0124U, as a basis for pricing, for the purchase of a new website, design, content management system and hosting service from CivicPlus in the amount of $34,010.