02 - Laserfiche WebLink

BACKGROUND The City currently maintains a number of websites including www.cityofpleasantonca.gov, which is the City's primary website for business and information. All city departments are represented on the website with the goal of providing access to City information and services through a single web portal. Services such as recreation class registration, library book management, bid and employment application submittals and informational services including access to City records, meeting agenda's, meeting video, etc. Due to the importance of the website as a City service tool, staff has been concerned that it has become outdated and somewhat cumbersome to navigate. In addition, the site is not mobile device friendly which is problematic for mobile uses which are generating significant web traffic. In addition to www.cityofpleasanton.gov the City maintains the Progress intranet site that is used by City employees for information sharing. Information included on Progress includes, a city employee directory, personnel policies and procedures, standard contract and document templates, service request forms, records management information, etc. Notwithstanding the internal nature of this site, staff is of the opinion that its functionality could be improved significantly with a new site. To address these issues, the City budget includes funding to develop a new website and staff recently conducted an advertised public bidding process to identify a firm to prepare the new website. Staff also included specifications for an intranet site with the intent of being able to leverage the benefits of having one platform and process to accomplish these projects. In response to the city's bid request, it received 13 proposals all of which were reviewed by a staff web committee established for the purpose of directing the project. Based on that initial review four firms participated in a presentation to the web committee during which they were provided with an opportunity to display their technologies, approach and design concepts. As an outcome of that review, the committee identified Civica as the most qualified firm to complete the project. Staff also conducted a reference process which reinforced Civica's qualifications to complete the project. DISCUSSION Civica is has an extensive resume including recently developing websites for the City of Santa Barbara and the County of Orange. In addition, it includes technology within its websites that is geared specifically toward public/city and residential uses. As an example, it will provide modules allowing users to customize web features to meet their specific needs, to manage social media, subscription services for event and meeting notifications, FAQ's, community calendar, news etc. Of significant importance is the firm's Content Management System (CMS) that will facilitate webpage editing by City staff to assure pages remain current. Project fees include $66,730 for the website and $26,485 for the intranet covering development, content migration, licensing and first year maintenance for a total of $93,215. Maintenance charges after the first year are estimated at $4,910 for the website and $2,750 for the intranet. Staff is intending to host the site internally but will review other hosting options following implementation. Staff is also recommending a Page 2 of 3