SR-112707-1L;cyor City Council Report
Santa rlonica°
City Council Meeting: Na~1.2-~~2av}
Agenda Item: ~ -
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer
Subject: Agreement with PMC for Website Services and Appropriation of Asset
Seizure Funds
Recommended Action
Staff recommends thaYthe City Council
1) authorize the City Manager to execute two contracts with PMC in an amount not to
exceed $125,330 pertaining to the enhancement and redesign of the City's website and
implementation of a Content Management System (CMS); and
2) appropriate asset seizure funds of $50,000 for a portion of the agreement.
Executive Summary
An interdepartmental committee was formed to improve the design, navigation and
management of the City's website. The committee examined all aspects of the City
website and determined that the site has fallen behind current standards of flexibility,
accessibility, and navigation.
Growth over the last two years has caused the website to become increasingly difficult
to navigate and maintain. Departmental web authors are finding the color pallet,
navigation system and unadorned hierarchical structure limits their ability to publish and
manage content. In order to strengthen internal controls, improve website usability and
create efficiencies, the interdepartmental team determined that it is necessary for the
City to upgrade and redesign the website within a CMS.
Discussion
To improve website usability and to continue to provide intuitive web solutions to both
staff and the public, it is necessary that the City upgrade the website design and
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infrastructure. The new website will use a CMS to manage and control the large,
dynamic collection of web material and will improve document control, auditing, editing,
and web page creation. Along with the website redesign, certain departments wish to
enhance their sites in parallel efforts.
Contractor/Consultant Selection
In March 2007, ISD released two Requests for Proposals (RFP's) for website services.
The first RFP solicited bids for the redesign of the City's website. The second RFP
solicited bids for the implementation of a CMS. Nine firms responded to the first RFP
and five responded to the second. Two individual interdepartmental committees.
consisting of representatives from the Library, Planning and Community Development,
Community and Cultural Services, Information Systems and the City Manager's Office
evaluated the responses for both processes. For each process, the committees rated
the firms on their knowledge of the technical aspects of the project, the completeness of
their response, their fixed fee proposal, and their experience. The top three vendors for
each process were invited to make presentations before the two committees.
After careful review, of the top three firms for both processes, the selection committees
determined that PMC was the most responsive bidder and best qualified to perform both
the website redesign and the CMS implementation. The committee based their decision
on PMC's design skills, the degree to which they involved clients in the process,
company stability, previous experience, technical expertise, level of training,
responsiveness (i.e. to the City's requirements), references and competitive rates.
Subsequent to the RFP process, the Police Department expressed and the desire
custom design work performed in conjunction with the redesign of the City's website
and implementation of the CMS. Information Systems staff has estimated the cost of
the Police Department's project at fifty thousand dollars ($50,000).
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Financial Impacts & Budget Actions
The total cost of the projects is $125,330. Funds of $75,330 are available in the
following accounts in amounts not to exceed as follows:
Project Account Description Amount
Web Redesign 0010770.589000 CIP $40,240
CMS Implementation 0010770.589000 CIP $35,090
In addition, an appropriation of asset seizure funds for $50,000 is required at account
0210770.589000 for the Police Department's Web Redesign.
Prepared by:
AI Dave, Software Systems Officer
Forwarded to Council:
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Approved:
Reference Contract
Nos. 8861 (CCS)
and 8862 (CCS)