HomeMy WebLinkAbout08-07-2012 c6 city website updateA counci l
agenOa I epOR.t
Meeting Date
Aug . 7, 201 2
Item Numbe r
C 6
C I T Y O F SAN L U I S O B I S P O
FROM :
Michael Codron, Assistant City Manage r
Prepared By :Ryan Betz, Supervising Administrative Assistant
SUBJECT :REQUEST FOR PROPOSALS – CITY WEBSITE UPGRADE, SPECIFICATIO N
NO . 91104-201 2
RECOMMENDATION S
1.Approve the Request for Proposal (RFP) to upgrade the City's website, Specification No .
91104-2012 .
2.Authorize the City Manager to execute a contract with a qualified consulting firm for th e
website upgrade if the preferred proposal is within the available project budget of $45,000 .
3 Direct staff to return to the City Council with additional cost/benefit information and analysis i f
the preferred proposal exceeds the available project budget .
DISCUSSION
Backgroun d
Included in the City's two-year Financial Plan is the Capital Improvement Plan (CIP), whic h
describes projects that improve existing infrastructure and implement Council priorities . As part of
the adopted 2011-13 Financial Plan, a CIP to upgrade the City's website was approved in th e
amount of $45,000 for the initial upgrade and $15,000 for ongoing costs . The City currently use s
Microsoft FrontPage 2003 to create and maintain content on the City's website and Intranet.
Microsoft discontinued support for FrontPage at the end of 2006 and as a result, the website i s
becoming outdated, difficult to navigate, and labor intensive to maintain . Most of the new
technologies and design conventions that users are accustomed to are not available features wit h
FrontPage . Although the website should be one of the City's greatest communications assets, it ha s
suffered from the use of outdated software and is ready to be updated . City's Informatio n
Technology (IT) Strategic Plan confirms the need for the website upgrade and has identified th e
project as a high priority .
Scope of Projec t
The objective of the project is to implement a new City website that engages the community,
communicates meaningful information, and delivers important online services to the public . Thi s
will require innovative visual design, information architecture, and workflow development .
Existing content, where appropriate, will be repurposed . The result will be an accessible, standards -
based website targeting residents, business owners, City staff and visitors to the community .
Several of the website's new features will include :
• A standardized format and graphic theme throughout the website in a way that remain s
cohesive while allowing City programs and departments to express their uniqu e
personalities .
• Robust and consistent navigation tools for internal and external users .
C6-1
RFP --City website upgrade –Specification No .91104-2012 Page 2
•Enable multiple, non-technical users from each department to manage their depai talen t
information efficiently and routinely, including posting meeting dates, agendas, an d
minutes, departmental events, general noticing, and removing old or outdated content .
Maintain an archive of content previously posted to the website .
•Easy to view, print, and download city documents and forms from any browser .
•Integrate with third-party e-commerce systems and payment portals that enable visitor s
to securely pay online for products and services including, but not limited to, recreatio n
and permitting fees .
•A secure website that meets emerging industry standards and best-practices for privac y
and accessibility . Conform to Web Content Accessibility Guidelines (WCAG), We b
Accessibility Initiative (WAI), and Section 508 of the Rehabilitation Act .
•The ability to view live or recorded audio and video of meetings, using most moder n
browsers, on most devices .
•Provide an architecture or framework that anticipates future expansion and new onlin e
services as the City's budget, technology needs and demands dictate . Those service s
would include new push communication tools and access to city databases using mobil e
devises .
The IT Strategic Plan specifically states the website should be replaced with a solution that align s
with the industry's best practices, acts as a platform for social media tools (Facebook, Twitter, etc .),
and extends new business and operation applications such as the EnerGov, Cityworks an d
Springbrook systems to the community and customers .
Request for Proposals and Project Budge t
The RFP was developed by the Websters, a cross-departmental task force whose mission i s
maintenance and management of the website . The Websters worked together over several months t o
develop the project's scope and deliverables, focusing on a website solution with an innovativ e
visual design that provides constituents with easy access to business, government, citizen, an d
visitor information .
Staff also requested NexLevel, author of the City's IT Strategic Plan, to review the RFP . NexLeve l
provided feedback on a variety of issues, including the project's budget . After reviewing the RF P
and work scope of the project, NexLevel recommended an increase of $40,000 to the budget for a
total of $85,000 . This estimate is based upon current industry costs for updating a governmenta l
agency's website in consideration of San Luis Obispo's size and the complexity of function s
desired .
In addition to NexLevel's budget recommendation, staff sought informal cost estimates from a
variety of local and statewide vendors that implement new websites . The range of responses wa s
significant, from $15,000 to $300,000 . As a result, staff is recommending moving forward with the
release of the RFP so that an "apples to apples" comparison can be made of multiple proposals . If
the preferred proposal exceeds the currently available budget for the project of $45,000, staff wil l
return to the City Council with a detailed analysis of additional funding needs and seek furthe r
direction .
RFP -City website upgrade —Specification No . 91104-2012 Page 3
FISCAL IMPAC T
Funding currently exists in the amount of $45,000 for the website upgrade and $15,000 for ongoin g
costs . Additional funding may be requested depending on bids received . Should that occur, staff
would come back to the City Council with a detailed analysis of the cost and benefit of selec t
proposals and seek further direction .
ALTERNATIVE S
1.Deny the request for an RFP.Staff does not recommend this alternative . The City's curren t
website software program, Microsoft FrontPage, has been discontinued and is no longe r
supported . As a result, the website's functionality has become outdated, difficult to navigate ,
and lacks technology the City's customers have come to expect from using other websites .
Updating the website is also identified as a recommended project under the City's new I T
Strategic Plan .
2.In-house Approach .This option is not recommended . At this time, the Finance and I T
Department does not have sufficient staff with the skill level to design and implement an updat e
to the City's website . Staff does not believe that hiring a staff web developer is practica l
because of the ongoing personnel costs associated with the position .
3.Increase the project budget by $40,000.This option is not recommended . Though an initial
review of the RFP by NextLevel determined the project was underfunded by $40,000 based
upon current industry costs for updating a governmental agency's website, staff received a wid e
range of cost estimates from vendors during informal discussions . Therefore, staff recommend s
moving forward with the release of the RFP now . Should the bids come in over the allocate d
budget amount, staff would return to Council with a benefit/cost analysis of proposed work an d
ask for further direction .
ATTACHMENT S
1.Request for Proposals for Capital Improvement Plan City Website Upgrade, Specification N o
91104-2012 .
2.Approved Capital Improvement Plan reques t
4_4,-41wr u.~~wsi :U Ur~iaU 4IN .::UCn
990 Palm Street ■ San Luis Obispo,CA 9340 1
Notice Requesting Proposals fo r
WEBSITE REDESIGN,IMPLEMENTATION,MAINTENANCE &
HOSTIN G
The City of San Luis Obispo is requesting proposals from a qualified vendor to redesign, implement, hos t
and maintain the City's website . All proposals must be received electronically via email by 3 :00 p .m .,
Friday, September 14, 2012, addressed to rmcclure@slocity .org .
Proposals received after said date and time will not be considered . Proposals shall be submitted using th e
forms provided in the specification package .
Specification packages and additional information may be obtained for free on the City's Web site a t
www .slocity.org/finance/bids .asp or by contacting Rachel McClure at rmcclure@slocity.org.
The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities .
Telecommunications Device for the Deaf (805) 781-7410 .
C6-4
S • ecification No . 91104
TABLE OF CONTENT S
Description of Work
B.General Terms and Condition s
Proposal Requirements
Contract Award and Executio n
Contract Performanc e
C .
Special Terms and Condition s
Proposal Content
Proposal Evaluation and Selectio n
Proposal Review and Award Schedul e
Alternative Proposal s
Accuracy of Specifications
D.Agreement
E.Insurance Requirement s
F .
Proposal Submittal Form s
Proposal Submittal Summary For m
Statement of Past Contract Disqualifications
5
1 0
1 3
1 5
1 7
18
Section A
DESCRIPTION OF WOR K
PURPOSE
The City of San Luis Obispo ("City") is requesting proposals from qualified vendors to provid e
the following website services : develop a content management system ; migrate existing content ;
redesign; implementation ; hosting, and ongoing support for the City's website a t
www .slocity .org .
This new website should serve as an interactive public communications tool—providing eas y
access to public records and online services, and improving outreach to citizens, visitors ,
students, businesses, and other agencies . It should be visually pleasing, engaging, interactive, an d
easy to navigate, and efficiently promote the City . The site will be ADA accessible for interna l
and external customers, and apply modern web standards and best practices for providing servic e
to the public online .
BACKGROUN D
When the City's current website was created over a decade ago, it was intended to be one of th e
City's most effective means to communicate with the public . With few changes to the structur e
or design, the site is actively maintained using Microsoft FrontPage 2003 by dozens of Cit y
staffers, most of whom have little experience with website design . The site has become outdated ,
difficult to manage, and ill-suited to provide the services and online experience users have grow n
accustomed to .
In light of continued significant fiscal challenges, the City needs a refreshed, dynamic website t o
provide critical information and excellent customer service to the public .
Scope of Work
The objective of the project is to implement a new City website that engages the community,
communicates meaningful information, and delivers important online services to the public . This
will require innovative visual design, information architecture, and workflow development .
Existing content, where appropriate, will be repurposed . The result will be an accessible ,
standards-based website targeting residents, business owners, City staff and visitors to th e
community .
The City requires much the same functionality in a website that most other municipalities do .A
successful response will include examples or links to other government websites where th e
proposed approach has been successfully applied . The City also requires an online presence tha t
is aesthetically suitable as a platform for the City's brand—with a unique identity, but no t
necessarily a fully-custom design .
1
C6-6
Functionality Requirement s
The first phase of the project has already begun . Representatives from each City departmen t
considered what the website should do, then identified some characteristics of the functionalit y
and technical architecture required to do it . This effort produced the following objectives :
•Foster a positive image of the City of San Luis Obispo .
• Be an innovative, visually pleasing, and easy-to-use resource for residents, businesses ,
visitors and others . Visitors can obtain the information they want without spending a lo t
of time searching for it .
•Standardize the format and graphic theme throughout the website in a way that remain s
cohesive while allowing City programs and departments to express their uniqu e
personalities .
• Provide robust and consistent navigation . Tell users where they are within a topic o r
subtopic . Navigation should be consistent in location and operation from page-to-page .
•Centrally manage the design, theme, and graphic convention of the site, but facilitat e
department staff's ability to maintain the content .
•Incorporate content management capabilities to assist staff to organize content and ensur e
the quality and timeliness of it . Provide a content review-and-approval process .
•Provide an architecture or framework that anticipates future expansion and new onlin e
services as the City's budget, technology needs and demands dictate .
•Provide a secure website that meets emerging industry standards and best-practices fo r
privacy and accessibility. Conform to WCAG, WAI, and Section 508 guidelines .
•Provide a responsive experience for the average visitor, using average equipment . Quic k
to load and designed to function effectively on any modem browser.
•Deliver easy to view, print, or download documents . Documents should be presented i n
accessible formats appropriate for redistribution such as PDF or HTML .
• Integrate with third-party e-commerce systems and payment portals that enable visitors t o
securely pay online for products and services including, but not limited to, recreation an d
permitting fees .
•Content will be appropriately hyperlinked and cross-referenced throughout the site . All
content should be organized relative to subject matter and audience . Keywords ,
summaries, and other metadata should be applied manually to all content where automati c
methods are unable or unavailable to do so .
•Photos, video, and graphics should be relative to the site and used where most effective .
• Operate continuously, 24 hours a day, 7 days a week . Offline maintenance should b e
minimized .
•Routine maintenance should not require outside expertise, and non-technical line staff ar e
sufficient to perform content management and most maintenance activities .
• Visitors should be able to view live or recorded audio and video of meetings, using mos t
modem browsers, on most devices .
•Maps should be used to provide a spatial context for website content, where appropriate .
The City's Geographic Information Services (GIS) Division currently provides onlin e
C6-7
maps for most departments and expects to continue leveraging their considerabl e
experience for the new website .
Technical Requirement s
The successful proposal will provide the functionality the City requires, whether proprietary o r
open-source . The City has traditionally favored Microsoft products for server and deskto p
applications, but recognizes other platforms may offer different functionality and different value .
The City intends to implement the appropriate solution for the City's website needs .
In-house technical support is limited to Network Administrators and a Database Administrato r
tasked to provide support as necessary . The City prefers a configurable solution to a customize d
one, provided the configurable solution is sufficient to provide the necessary functionality or ca n
be customized to do so . Custom development should be limited to only that essential to delive r
the look-and-feel or functionality the City requires .
Implementation Plan and Timelin e
The project plan will detail what will occur when leading up to go-live in spring 2013 . The
selected firm will be expected to :
•Meet with the City's project manager and team to discuss and plan the project .
•Prepare a project plan detailing how work is to proceed, what the firm will expect fro m
the City, and what the City can expect from the firm .
•Work directly with department representatives to understand the specific needs of eac h
department .
•Provide regular progress reports to the project team .
•Present a draft of the site architecture, whether in digital form or documentation ,
sufficient for the project team to understand how the solution addresses the requirement s
of each department and the organization .
• Present an initial implementation of the site for the project team to review fo r
functionality, and begin iteratively refining .
•Present an initial implementation of the site's look-and-feel for the project team to revie w
for usability, and begin iteratively refining.
• Organize on-going testing throughout implementation as appropriate .
• Facilitate acceptance testing on City property to ensure satisfaction with the websit e
functions and conformance to agreed-upon specifications .
•Train City staff on maintaining content and performing any maintenance or suppor t
activities that will be required after go-live .
•Begin providing production-support after acceptance testing .
Training Pla n
The Service Provider will provide on-site training of appropriate IT and departmental staff fo r
initial system startup to ensure a smooth implementation . Proposals should also address training
for any maintenance activities necessary to support the operation of the website .
Hostin g
The City's network is designed, primarily, to support the 24/7 operation of the organization .
Although the website has traditionally been self-hosted, the City welcomes proposals that includ e
managed, off-site hosting by Proposer or a third party . IT policy allows mission-critical resource s
like the website to be hosted off-site when the terms-of-service adequately address security ,
backup, and support, and staff are assured of any access needed to perform any require d
maintenance and support .
Proposals should address :
• Whether hosting is provided through the Proposer or a third party.
•Security and backup protocols .
•How backup-and-restore requests are handled, and how the City can maintain a periodi c
backup of the website and databases onto the City's network .
•Maintenance the City will be responsible to provide and how it would be performed .
•Support for the web servers and the applications that run on it .
• Any service-level options available and their effect on average response time .
Ongoing Technical Suppor t
The new website should be evaluated on an annual basis to ensure currency with web standard s
and technologies as well as customer needs . A successful proposal will include provisions fo r
keeping all software up-to-date, performance monitoring,and security audits .
C6-9
Section B
GENERAL TERMS AND CONDITION S
PROPOSAL REQUIREMENTS
1 .Requirement to Meet All Provisions .Each individual or firm submitting a proposal shall mee t
all of the terms, and conditions of the Request for Proposals (RFP) specifications package . B y
virtue of its proposal submittal, the proposer acknowledges agreement with and acceptance of al l
provisions of the RFP specifications .
Proposal Submittal .All proposals must be received electronically via email by 3 :00 p .m.,
Friday, September 14, 2012, addressed to rmcclure@slocity .org .Each proposal must b e
submitted on the form(s) provided in the specifications and accompanied by any other require d
submittals or supplemental materials . No FAX submittals will be accepted .
Insurance Certificate .Each proposal must include a certificate of insurance showing :
The insurance carrier and its A .M . Best rating .
b .
Scope of coverage and limits .
Deductibles and self-insured retention .
The purpose of this submittal is to generally assess the adequacy of the proposer's insuranc e
coverage during proposal evaluation ; as discussed under paragraph 12 below, endorsements ar e
not required until contract award . The City's insurance requirements are detailed in Section E .
Proposal Quotes and Unit Price Extensions .The extensions of unit prices for the quantitie s
indicated and the lump sum prices quoted by the proposer must be entered in figures in th e
spaces provided on the Proposal Submittal Form(s). Any lump sum bid shall be stated in figures .
The Proposal Submittal Form(s) must be totally completed . If the unit price and the total amoun t
stated by any proposer for any item are not in agreement, the unit price alone will be considere d
as representing the proposer's intention and the proposal total will be corrected to conform to th e
specified unit price .
Proposal Withdrawal and Opening .A proposer may withdraw its proposal, without prejudic e
prior to the time specified for the proposal opening, by submitting a written request to th e
Director of Finance for its withdrawal, in which event the proposal will be returned to th e
proposer unopened . No proposal received after the time specified or at any place other than tha t
stated in the "Notice Requesting Proposals"will be considered . All proposals will be opened and
declared publicly . Proposers or their representatives are invited to be present at the opening o f
the proposals .
Submittal of One Proposal Only .No individual or business entity of any kind shall be allowe d
to make or file, or to be interested in more than one proposal, except an alternative proposa l
when specifically requested ; however, an individual or business entity that has submitted a sub -
proposal to a proposer submitting a proposal, or who has quoted prices on materials to suc h
proposer, is not thereby disqualified from submitting a sub-proposal or from quoting prices t o
other proposers submitting proposals .
5
C6-10
7.Cooperative Purchasing .During the term of the contract, the successful proposer will extend all
terms and conditions to any other local governmental agencies upon their request . These agencie s
will issue their own purchase orders, will directly receive goods or services at their place o f
business and will be directly billed by the successful proposer .
8.Communications .All timely requests for information submitted in writing will receive a writte n
response from the City . Telephone communications with City staff are not encouraged, but wil l
be permitted . However, any such oral communication shall not be binding on the City .
CONTRACT AWARD AND EXECUTIO N
Proposal Retention and Award .The City reserves the right to retain all proposals for a perio d
of 60 days for examination and comparison . The City also reserves the right to waiv e
non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete on e
part of a proposal and accept the other, except to the extent that proposals are qualified b y
specific limitations . See the "special terms and conditions" in Section C of these specification s
for proposal evaluation and contract award criteria .
10.Competency and Responsibility of Proposer .The City reserves full discretion to determine th e
competence and responsibility, professionally and/or financially, of proposers . Proposers wil l
provide, in a timely manner, all information that the City deems necessary to make such a
decision .
11.Contract Requirement .The proposer to whom award is made (Contractor) shall execute a
written contract with the City within ten (10) calendar days after notice of the award has bee n
sent by mail to it at the address given in its proposal . The contract shall be made in the for m
adopted by the City and incorporated in these specifications .
12.Insurance Requirements .The Contractor shall provide proof of insurance in the form ,
coverages and amounts specified in Section E of these specifications within 10 (ten) calenda r
days after notice of contract award as a precondition to contract execution .
13.Business Tax .The Contractor must have a valid City of San Luis Obispo business tax certificat e
before execution of the contract . Additional information regarding the City's business ta x
program may be obtained by calling (805) 781-7134 .
CONTRACT PERFORMANC E
14.Ability to Perform .The Contractor warrants that it possesses, or has arranged throug h
subcontracts, all capital and other equipment, labor, materials, and licenses necessary to carry ou t
and complete the work hereunder in compliance with any and all federal, state, county, city, an d
special district laws, ordinances, and regulations .
15.Laws to be Observed .The Contractor shall keep itself fully informed of and shall observe an d
comply with all applicable state and federal laws and county and City of San Luis Obisp o
ordinances, regulations and adopted codes during its performance of the work .
16.
Payment of Taxes .The contract prices shall include full compensation for all taxes that th e
Contractor is required to pay .
17.
Permits and Licenses .The Contractor shall procure all permits and licenses, pay all charges and
fees, and give all notices necessary .
18.
Safety Provisions .The Contractor shall conform to the rules and regulations pertaining to safety
established by OSHA and the California Division of Industrial Safety .
19.Public and Employee Safety .Whenever the Contractor's operations create a conditio n
hazardous to the public or City employees, it shall, at its expense and without cost to the City ,
furnish, erect and maintain such fences, temporary railings, barricades, lights, signs and othe r
devices and take such other protective measures as are necessary to prevent accidents or damag e
or injury to the public and employees .
20.Preservation of City Property .The Contractor shall provide and install suitable safeguards ,
approved by the City, to protect City property from injury or damage . If City property is injure d
or damaged resulting from the Contractor's operations, it shall be replaced or restored at th e
Contractor's expense . The facilities shall be replaced or restored to a condition as good as whe n
the Contractor began work .
21.Immigration Act of 1986 .The Contractor warrants on behalf of itself and all subcontractor s
engaged for the performance of this work that only persons authorized to work in the Unite d
States pursuant to the Immigration Reform and Control Act of 1986 and other applicable law s
shall be employed in the performance of the work hereunder .
22.Contractor Non-Discrimination .In the performance of this work, the Contractor agrees that i t
will not engage in, nor permit such subcontractors as it may employ, to engage in discriminatio n
in employment of persons because of age, race, color, sex, national origin or ancestry, sexua l
orientation, or religion of such persons .
23.Work Delays .Should the Contractor be obstructed or delayed in the work required to be don e
hereunder by changes in the work or by any default, act, or omission of the City, or by strikes ,
fire, earthquake, or any other Act of God, or by the inability to obtain materials, equipment, o r
labor due to federal government restrictions arising out of defense or war programs, then the tim e
of completion may, at the City's sole option, be extended for such periods as may be agreed upo n
by the City and the Contractor . In the event that there is insufficient time to grant such extension s
prior to the completion date of the contract, the City may, at the time of acceptance of the work ,
waive liquidated damages that may have accrued for failure to complete on time, due to any o f
the above, after hearing evidence as to the reasons for such delay, and making . a finding as to th e
causes of same .
24.Payment Terms .The City's payment terms are 30 days from the receipt of an original invoic e
and acceptance by the City of the materials, supplies, equipment or services provided by th e
Contractor (Net 30).
25.Inspection .The Contractor shall furnish City with every reasonable opportunity for City t o
ascertain that the services of the Contractor are being performed in accordance with th e
requirements and intentions of this contract . All work done and all materials furnished, if any ,
shall be subject to the City's inspection and approval . The inspection of such work shall no t
relieve Contractor of any of its obligations to fulfill its contract requirements .
7
C6-12
26.Audit .The City shall have the option of inspecting and/or auditing all records and other writte n
materials used by Contractor in preparing its invoices to City as a condition precedent to an y
payment to Contractor .
27.Interests of Contractor .The Contractor covenants that it presently has no interest, and shall no t
acquire any interest—direct, indirect or otherwise—that would conflict in any manner or degre e
with the performance of the work hereunder . The Contractor further covenants that, in the
performance of this work, no subcontractor or person having such an interest shall be employed .
The Contractor certifies that no one who has or will have any financial interest in performing thi s
work is an officer or employee of the City . It is hereby expressly agreed that, in the performanc e
of the work hereunder, the Contractor shall at all times be deemed an independent contractor an d
not an agent or employee of the City .
28.Hold Harmless and Indemnification .The Contractor agrees to defend, indemnify, protect an d
hold the City and its agents, officers and employees harmless from and against any and al l
claims asserted or liability established for damages or injuries to any person or property ,
including injury to the Contractor's employees, agents or officers that arise from or ar e
connected with or are caused or claimed to be caused by the acts or omissions of th e
Contractor, and its agents, officers or employees, in performing the work or services herein,
and all expenses of investigating and defending against same ; provided, however, that th e
Contractor's duty to indemnify and hold harmless shall not include any claims or liability
arising from the established sole negligence or willful misconduct of the City, its agents ,
officers or employees.
29.Contract Assignment .The Contractor shall not assign, transfer, convey or otherwise dispose o f
the contract, or its right, title or interest, or its power to execute such a contract to any individua l
or business entity of any kind without the previous written consent of the City .
30.Termination .If, during the term of the contract, the City determines that the Contractor is not
faithfully abiding by any term or condition contained herein, the City may notify the Contracto r
in writing of such defect or failure to perform . This notice must give the Contractor a 10 (ten )
calendar day notice of time thereafter in which to perform said work or cure the deficiency .
If the Contractor has not performed the work or cured the deficiency within the ten day s
specified in the notice, such shall constitute a breach of the contract and the City may terminate
the contract immediately by written notice to the Contractor to said effect . Thereafter, neithe r
party shall have any further duties, obligations, responsibilities, or rights under the contrac t
except, however, any and all obligations of the Contractor's surety shall remain in full force an d
effect, and shall not be extinguished, reduced, or in any manner waived by the terminatio n
thereof.
In said event, the Contractor shall be entitled to the reasonable value of its services performe d
from the beginning date in which the breach occurs up to the day it received the City's Notice o f
Termination, minus any offset from such payment representing the City's damages from suc h
breach . "Reasonable value" includes fees or charges for goods or services as of the last mileston e
or task satisfactorily delivered or completed by the Contractor as may be set forth in the
Agreement payment schedule ; compensation for any other work, services or goods performed o r
provided by the Contractor shall be based solely on the City's assessment of the value of th e
work-in-progress in completing the overall workscope .
8
C6-13
The City reserves the right to delay any such payment until completion or confirme d
abandonment of the project, as may be determined in the City's sole discretion, so as to permit a
full and complete accounting of costs . In no event, however, shall the Contractor be entitled to
receive in excess of the compensation quoted in its proposal .
9
C6-14
Section C
SPECIAL TERMS AND CONDITION S
1 .
Proposal Content .Your proposal must include the following information :
Submittal Form s
a.Proposal submittal summary for m
b.Detail proposal submittal form
c.Statement of past contract disqualification s
d.Certificate of insuranc e
Note : For ease of electronic preparation, proposers may prepare their own submitta l
forms as long as they contain the same information in a similar format.
Work Progra m
e.Description of your approach to completing the work .
f.Description of necessary software and hardware, integration needs and potential costs t o
host and maintain the website .
g.Description of any proposed modifications to your standard product or process i n
meeting the City's website needs .
h.As needed, description of any proposed exceptions to the City's term and condition s
and/or City website needs that cannot be met by your proposed solution .
i.Tentative schedule by phase and task for completing the work .
j.Services or data to be provided by the City, including description of required changes i n
the City's infrastructure and/or operating system/application software to implement you r
proposed solution .
k.List of comparable websites, including municipalities and governmental agencies ,
designed by your firm .
1 .
Any other information that would assist the City in making this contract award decision .
Compensatio n
m.Proposed compensation and payment schedule tied to accomplishing key tasks .
Proposal Length and Copies
n.Proposals should not exceed 35 pages, including attachments and supplementa l
materials .
o.The minimum font size is 11 point, with minimum left and right margins of one-inch, an d
top and bottom margins of 0 .7 inches .
Proposal Submitta l
p •Proposals must be submitted by 3 :00 p .m., Friday, September 14, 2012, in the forma t
described in the RFP specifications and accompanied by any other required submittals o r
supplemental materials .
Proposal documents must be emailed to rmcclure ,slocitv .org as either a PDF
(preferred) or Word document .
10
C6-15
2.Proposal Evaluation and Selection .Proposals will be evaluated by a review committee base d
on the following criteria :
Understanding of the work required by the City .
Quality, clarity and responsiveness of the proposal .
Demonstrated competence and professional qualifications necessary for successfull y
performing the work required by the City .
Recent experience in successfully performing similar services for municipal o r
government entities .
e .
Proposed approach in completing the work and ability to implement the replacement in a
timely manner .
References .
Background and related experience of the specific individuals to be assigned to thi s
project .
h.
Proposed compensation .
As reflected above, contract award will not be based solely on price, but on a combination o f
factors as determined to be in the best interest of the City. After evaluating the proposals an d
discussing them further with the finalists or the tentatively selected contractor, the City reserve s
the right to further negotiate the proposed work and/or method and amount of compensation .
3.Proposal Review and Award Schedule .The following is an outline of the anticipated schedule
for proposal review, contract award and completion of work :
a.Issue RFP 8/10/201 2
b .Receive proposals 9/14/201 2
c .Conduct interviews/demonstrations 9/24/201 2
d .Evaluate proposals 10/5/201 2
e .Present recommendation to the Council for contract award 11/7/201 2
f.Award contract 11/14/201 2
g .Build website 2/11/201 3
h .Conduct staff training 3/8/201 3
i .Implement new website 3/11/2013
4.Alternative Proposals .The proposer may submit an alternative proposal (or proposals) that i t
believes will also meet the City's project objectives but in a different way . In this case, th e
proposer must provide an analysis of the advantages and disadvantages of each of th e
alternatives, and discuss under what circumstances the City would prefer one alternative to th e
other(s). If an alternative proposal is submitted, the maximum length of the proposal may b e
expanded proportionately by the number of alternatives submitted .
5.Accuracy of RFP .The RFP for this project is believed by the City to be accurate and to contai n
no affirmative misrepresentation or any concealment of fact . Proposers are cautioned to
undertake an independent analysis of any test results in the RFP, as City does not guaranty the
accuracy of its interpretation of test results contained in the RFP . In preparing its proposal, th e
proposer and all subcontractors named in its proposal shall bear sole responsibility for proposal
preparation errors resulting from any misstatements or omissions in the RFP that could easil y
have been ascertained by examining either the project site or accurate test data in the City's
possession . Although the effect of ambiguities or defects in the RFP will be as determined b y
law, any patent ambiguity or defect shall give rise to a duty of proposer to inquire prior t o
proposal submittal . Failure to so inquire shall cause any such ambiguity or defect to be construe d
a.
b .
c .
against the proposer . An ambiguity or defect shall be considered patent if it is of such a natur e
that the proposer, assuming reasonable skill, ability and diligence on its part,knew or shoul d
have known of the existence of the ambiguity or defect . Furthermore, failure of the proposer o r
subcontractors to notify City in writing of RFP defects or ambiguities prior to proposal submitta l
shall waive any right to assert said defects or ambiguities subsequent to submittal of th e
proposal .
To the extent that this RFP constitutes performance specifications, the City shall not be liable fo r
costs incurred by the successful proposer to achieve the project's objective or standard beyon d
the amounts provided there for in the proposal .
In the event that, after awarding the contract, any dispute arises as a result of any actual o r
alleged ambiguity or defect in the RFP, or any other matter whatsoever, Contractor shal l
immediately notify the City in writing, and the Contractor and all subcontractors shall continu e
to perform, irrespective of whether or not the ambiguity or defect is major, material, minor o r
trivial, and irrespective of whether or not a change order, time extension, or additiona l
compensation has been granted by City . Failure to provide the hereinbefore described writte n
notice within one (1) working day of contractor's becoming aware of the facts giving rise to th e
dispute shall constitute a waiver of the right to assert the causative role of the defect or ambiguit y
in the plans or RFP concerning the dispute .
12
C6-17
Section D
FORM OF AGREEMENT
AGREEMEN T
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on [day, date, year] by an d
between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, an d
[CONTRACTOR], hereinafter referred to as Contractor .
WITNESSETH :
WHEREAS, on INSERT DATE, City requested proposals for development, implementation, hosting an d
maintenance of the City's website per Specification No .91104-2012 .
WHEREAS, pursuant to said request, Contractor submitted a proposal that was accepted by City for sai d
project .
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafte r
contained, the parties hereto agree as follows :
1.
TERM .The term of this Agreement shall be from the date this Agreement is made and entered, a s
first written above, until acceptance or completion of said project .
2.INCORPORATION BY REFERENCE .City Specification No .91104-2012 and Contractor's
proposal dated [date], are hereby incorporated in and made a part of this Agreement . To the extent that there are an y
conflicts between the City' Specification and this Agreement and the Contractor's proposal, the terms of the City's
specification and this Agreement shall prevail, unless specifically agreed otherwise in writing signed by both parties .
3.CITY'S OBLIGATIONS .For website design and maintenance services as specified in thi s
Agreement, City will pay and Contractor shall receive therefor compensation in a total sum not to exceed [$INSER T
AMOUNT .00 ].
4.CONTRACTOR'S OBLIGATIONS .For and in consideration of the payments and agreements
hereinbefore mentioned to be made and performed by City, Contractor agrees with City to do everything required b y
this Agreement and the said specification .
5.
AMENDMENTS .Any amendment, modification or variation from the terms of this Agreemen t
shall be in writing and shall be effective only upon approval by the City Manager of the City .
13 C6-18
6.COMPLETE AGREEMENT .This written Agreement, including all writings specificall y
incorporated herein by reference, shall constitute the complete agreement between the parties hereto . No oral
agreement, understanding or representation not reduced to writing and specifically incorporated herein shall be o f
any force or effect, nor shall any such oral agreement, understanding or representation be binding upon the partie s
hereto .
7.
NOTICE .All written notices to the parties hereto shall be sent by United States mail, postag e
prepaid by registered or certified mail addressed as follows :
City
City Clerk
City of San Luis Obisp o
990 Palm Stree t
San Luis Obispo, CA 9340 1
Contractor
Name
Addres s
8.AUTHORITY TO EXECUTE AGREEMENT .Both City and Contractor do covenant that eac h
individual executing this agreement on behalf of each party is a person duly authorized and empowered to execut e
Agreements for such party .
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year
first above written .
ATTEST :
CITY OF SAN LUIS OBISP O
By :
City Clerk
City Manage r
APPROVED AS TO FORM :
CONTRACTOR
By :
City Attorney
14 C6-19
Section E
INSURANCE REQUIREMENT S
The Contractor shall procure and maintain for the duration of the contract insurance against claims fo r
injuries to persons or damages to property that may arise from or in connection with the performance o f
the work hereunder by the Contractor, its agents, representatives, employees or subcontractors .
Minimum Scope of Insurance .Coverage shall be at least as broad as :
1.Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).
2.Insurance Services Office form number CA 0001 (Ed . 1/87) covering Automobile Liability, cod e
1 (any auto).
3.Workers' Compensation insurance as required by the State of California and Employer's Liabilit y
Insurance .
Minimum Limits of Insurance .Contractor shall maintain limits no less than :
1.General Liability : $1,000,000 per occurrence for bodily injury, personal injury and propert y
damage . If Commercial General Liability or other form with a general aggregate limit is used ,
either the general aggregate limit shall apply separately to this project/location or the genera l
aggregate limit shall be twice the required occurrence limit .
2.Automobile Liability : $1,000,000 per accident for bodily injury and property damage .
3.Employer's Liability : $1,000,000 per accident for bodily injury or disease .
Deductibles and Self-Insured Retentions .Any deductibles or self-insured retentions must be declare d
to and approved by the City . At the option of the City, either : the insurer shall reduce or eliminate such
deductibles or self-insured retentions as respects the City, its officers, officials, employees an d
volunteers ; or the Contractor shall procure a bond guaranteeing payment of losses and relate d
investigations, claim administration and defense expenses .
Other Insurance Provisions .The general liability and automobile liability policies are to contain, or b e
endorsed to contain, the following provisions :
1 . The City, its officers, officials, employees, agents and volunteers are to be covered as insureds a s
respects : liability arising out of activities performed by or on behalf of the Contractor ; product s
and completed operations of the Contractor; premises owned, occupied or used by th e
Contractor ; or automobiles owned leased, hired or borrowed by the Contractor . The coverag e
shall contain no special limitations on the scope of protection afforded to the City, its officers ,
official, employees, agents or volunteers .
2 For any claims related to this project, the Contractor's insurance coverage shall be primar y
insurance as respects the City, its officers, officials, employees, agents and volunteers . Any
insurance or self-insurance maintained by the City, its officers, officials, employees, agents o r
volunteers shall be excess of the Contractor's insurance and shall not contribute with it .
3 .
The Contractor's insurance shall apply separately to each insured against whom claim is made o r
suit is brought, except with respect to the limits of the insurer's liability .
4.Each insurance policy required by this clause shall be endorsed to state that coverage shall not b e
suspended, voided, canceled by either party, reduced in coverage or in limits except after thirt y
1 s C6-20
(30) days' prior written notice by certified mail, return receipt requested, has been given to th e
City .
Acceptability of Insurers .Insurance is to be placed with insurers with a current A .M . Best's rating of no
less than A :VII .
Verification of Coverage .Contractor shall furnish the City with a certificate of insurance showing
required coverage . Original endorsements effecting general liability and automobile liability coverage ar e
also required by this clause . The endorsements are to be signed by a person authorized by that insurer t o
bind coverage on its behalf. All endorsements are to be received and approved by the City before wor k
commences .
Subcontractors .Contractor shall include all subcontractors as insured under its policies or shall furnis h
separate certificates and endorsements for each subcontractor . All coverages for subcontractors shall be
subject to all of the requirements stated herein .
16
C6-21
PROPOSAL SUBMITTAL SUMMARY FOR M
The undersigned declares that she or he has carefully examined Specification No 91104-2012, which i s
hereby made a part of this proposal ; is thoroughly familiar with its contents ; is authorized to represent th e
proposing firm ; and agrees to perform the specified work for the following cost quoted in full :
PROPOSAL ITEM :
Website Development, Installation Maintenance and Hostin g
Other Costs
TOTAL
Bundling Discount (If Applicable )
Other (If Applicable )
TOTAL INSTALLATION COST S
ANNUAL OPERATING COST S
Annual Licensing, Hosting and Maintenance : First Year After Installatio n
q
Certificate of insurance attached ; insurance company's A .M . Best rating:
Firm Name and Addres s
Contact Nam e
Phone
Emai l
Authorized Representative
Nam e
Title
Date
INSTALLATION COST S
Design and Development Service s
Content Management Syste m
Content Migration Service s
Implementation, Installation and Other Professional Service s
Training
17
C6-22
STATEMENT OF PAST CONTRACT DISQUALIFICATION S
The proposer shall state whether it or any of its officers or employees who have a proprietary interest i n
it, has ever been disqualified, removed or otherwise prevented from bidding on, or completing a federal ,
state or local government project because of the violation of law, a safety regulation, or for any other
reason, including but not limited to financial difficulties, project delays, or disputes regarding work o r
product quality, and if so to explain the circumstances .
Do you have any disqualification as described in the above paragraph to declare ?
Yes q
No q
■If yes,explain the circumstances.
Executed on at under penalty of perjury of
the laws of the State of California, that the foregoing is true and correct .
18
-C6-23
GENERAL GOVERNMEN T
CITY WEBSITE UPGRADE
Project Descriptio n
12 Maintenance/Replacement q New project q Fleet Replacement
q New Fleet Reques t
q Council Goal / Measure Y Priority - List:
Need and Urgency
The City currently uses Microsoft FrontPage 2003 to create and maintain content on the City's website and Intranet . Microsoft discontinue d
FrontPage at the end of 2006 . As a result, the website is becoming outdated and is difficult to navigate .
.Although the website should be one of the City's greatest communications assets, it has suffered from the use of outdated software and is updated at
irregular intervals by a variety of employees . There is a need for a total web redesign to take advantage of new technology and design convention s
that users are becoming accustomed to using other websites .
The City website should be more picture intensive, have a dedicated spot for breaking news and press releases, provide easy access to business ,
government, citizen, and visitor information . The new site should continue to give each department autonomy in creating content for their pages, bu t
the management of the design of each page should be centralized so that consistency can be maintained throughout the site .
In light of the current fiscal challenges facing the City, the need for a dynamic site is critical because government websites are increasingly used b y
the public for updates and information . It is another method that the City can use to provide excellent customer service . There are several generations
of customers that will benefit from a more friendly and navigable site .
Readiness to Buil d
q Study complete or q n/a
q Equipment purchased or q n/a
q Property owned or property agreement in plac e
q Environmental approval and permits complete or q n/a
q Specifications or construction documents complet e
Environmental Review and Permits Require d
q Environmental Review
C6-24
GENERAL GOVERNMEN T
CITY WEBSITE UPGRAD E
Building Permi t
Waterway Permits (Fish & Game, Water Quality, Army Corps )
Railroad
Other : Non e
Operating Program Number and Title :
10100 Administration Contract Service s
Project Phasing and Funding Sources
Initial Project Costs by Phase
Budget to Date 2011-12 2012-13 2013-14 2014-15 2015-16 Total
Website Development $0 $45,000 $45,00 0
Environmental / Permit $0
Land Acquisition $0
Site Preparation $0
Design $0
Construction $0
Construction Management $0
Equipment Acquisition $0
Total $0 $45,000 $0 $0 $0 $0 $45,000
Ongoing Costs by Type
Budget to Date 2011-12-2012-13 2013-14 2014-15 2015-16 Total
Utilities $0
Maintenance materials $0
Property rental/lease $0
Staff $0
Contract Services $5,000 $5,000 $5,000 $15,00 0
Total $0 $0 $0 $5,000 $5,000 $5,000 $15,00 0
Detail of ongoing costs and alternatives to ongoing costs : Contract maintenance to provide increased functionality, custom graphics and othe r
ongoing site needs .
C6-2 5
0
0
0
GENERAL GOVERNMEN T
CITY WEBSITE UPGRAD E
Project Funding by Source
Budget to Date 2011-12 2012-13 2013-14 2014-15 2015-16 Total
General Fund $35,500 $35,50 0
Sewer Fund $1,900 $1,90 0
Water Fund $1,900 $1,900
Parking Fund $1,300 $1,300
Transit Fund $3,500 $3,500
Golf Fund $900 $900
Total $0 $45,000 $0 $0 $0 $0 $45,00 0
Reduced /Enhanced Project Alternative s
q
Reduced project is feasible — Cost of reduced project :
q
Project can be phased — Number of years for phasing :
Project Team
Assignment Program Estimated Hours
Project Management Network Services 12 0
Project Support Community Promotions 120
C6-2 6