City Council Minutes 2013 12 03 - Laserfiche WebLink

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City Council Meeting Minutes December 3, 2013 Page 14 of 21 APPROVAL OF CONTRACTS WITH VISION INTERNET PROVIDERS, INC. FOR WEBSITE DESIGN AND HOSTING SERVICES Mayor Muckle requested a staff presentation. Public Relations Manager Muth explained Request for Proposals for Website Design services was sent out in June. The City received 12 proposals and 4 companies were interviewed. Vision Internet Providers, Inc. was chosen for the design and hosting of the City's website based on their government experience, good references, and easy to use content management system. The new site will bring together all of the City's existing web sites (City Hall, Library, Recreation, and Economic Development) and the design will include a main City page as well as individualized pages for the Library and Recreation Center. Also included will be an eNotification system, which will allow residents to sign up for updates via both email and text messaging, an emergency alert ability, and many other new features. The new site will be hosted in the cloud with Vision. The IT Department supports the decision to move the website to the cloud, which frees up server space, makes the site more secure, and reduces staff's workload. Once the contract is executed the design and implementation of the new site will take between 15 — 26 weeks. Both contracts have been reviewed by the City Attorney. The design services will cost $53,677. There is $50,000 budgeted in the 2013 Capital Projects Budget for this project. The additional funds will be requested in a budget amendment. Hosting services are $7,800 per year and is included in the 2014 budget. The texting service will have a per text cost. The final costs have not been determined yet, but there is money in the 2014 budget for this service. Staff recommended Council approval of the contracts with Vision Internet for website design and hosting. COUNCIL COMMENTS Council member Stolzmann inquired whether this feature links pictures taken by residents to the website for reporting problems. Public Relations Manager stated the new system does have a system for reporting items with a location and photo. Council member Stolzmann voiced her concern the contract does not include a cost the text messaging feature. Public Relations Manager Muth stated it is an upfront cost of approximately $8,000 per year and was included in the 2014 budget. Council member Stolzmann asked where the contract price and quality for this particular vendor fell among the 12 other vendors. Public Relations Manager Muth stated 8 -10 vendors were in the $40,000 and above range. There were a couple of proposals, which were lower, but the quality was not what the City was looking for.