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TO: Mayor Thomas J. Weisner
FROM: Clayton Muhammad, Director of Community Relations
DATE: June 9, 2016
SUBJECT:
A Resolution to approve the proposal for Municipal Website Design Services from Icon Enterprises d/b/a Civic Plus, Manhattan, Kansas, in the amount of $44,186 per year for three years which includes hosting and maintenance.
PURPOSE:
In order to provide a viable outlet for information, including City Council agendas and minutes, and maintain national standards for municipal websites, the City of Aurora’s website has been in need of a complete overhaul by a proven professional website company with experience in municipal website design.
BACKGROUND:
More than a decade old, the current City of Aurora website is need of a complete overhaul and redesign. Originally designed by an in-house webmaster, the site does not operate on a content management system that can be updated by multiple users throughout departments, is not easily navigable, and does not provide the infrastructure to utilize the most contemporary public interfacing tools in technology.
The City of Aurora issued a Request for Proposals in February 2016 and received 16 proposals from companies throughout the country. Using the services of a web consultant, the City of Aurora responded to more than 150 questions pertaining to the RFP. Bids were opened in March 2016 and a thorough review of submissions was conducted throughout the spring.
Each proposal was measured and rated in the following categories: Municipal Experience, Local Office/Representative, Platform, Hosting Support, and Cost Points (scoring rubric attached). The initial group was narrowed to those with the top scores and additional reference checks and reviews of current websites commenced. Based on the completion of the process, the committee is recommending Icon Enterprises/Civic Plus as the company to provide professional website redesign services for the City of Aurora.
Civic Plus has launched more than 500 government-related websites in the last two years alone. Recognized as one of the Top 100 Leading Companies by Gov Tech, Civic Plus specializes in municipal website design and offering a proven way for government to connect with its constituents across all platforms, including mobile. In addition, Civic Plus is highly lauded by Chief Technology Officers throughout the area, including Aurora’s Ted Beck. Because the website must interface with multiple platforms and third party vendors that are currently working with the City of Aurora, the technological infrastructure is just as important as the front-facing user-friendly platform.
Once the process begins, a robust comprehensive engagement plan will be instituted so that all stakeholders will have an opportunity to provide insight into what has not worked and what would be ideal as we move forward with the process.
DISCUSSION:
The icon Enterprises d/b/a Civic Plus cost proposal is $96,378 which includes $18,090 for hosting and maintenance. The city is taking advantage of the alternate payment plan of $44,186 for three years, which includes payments on the website redesign and annual hosting and maintenance costs. The fourth year cost for hosting and maintenance is $18,090 with a 5% technology fee. The hosting and maintenance 24/7 service is recommended to assist with keeping the site up with minimal down time. The 2016 City of Aurora budget provides funds in account 101-1340-419.32-20 for Website Redesign Professional Services. A budget transfer will be completed to cover the cost. There is no outstanding debt owed to the City of Aurora by Icon Enterprises d/b/a Civic Plus.
IMPACT STATEMENT:
In 2015 after an extensive rebranding process, the City of Aurora approved a new brand, including a new logo. As the City is rebranding, a key component to marketing and information access is the City’s website. In the age of technology, a municipal website is a main source of information for the City of Aurora. A website redesign by a proven, reputable professional company will continue to move Aurora forward and provide a vital tool for constituents.
RECOMMENDATIONS:
That the Mayor and City Council authorize the approval of the proposal for Municipal Website ReDesign by Icon Enterprises d/b/a Civic Plus.
cc: Alderman O’Connor, Chairman
Alderman Mervine
Alderman Bohman
Alderman Mesiacos, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution to approve the proposal for Municipal Website Design Services from Icon Enterprises d/b/a Civic Plus, Manhattan, Kansas, in the amount of $44,186 per year for three years which includes hosting and maintenance
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, In order to provide a viable outlet for information, including City Council agendas and minutes, and maintain national standards for municipal websites, the City of Aurora’s website has been in need of a complete overhaul by a proven professional website company with experience in municipal website design; and
WHEREAS, The City of Aurora issued a Request for Proposals in February 2016 and received 16 proposals from companies throughout the country. Using the services of a web consultant, the City of Aurora responded to more than 150 questions pertaining to the RFP. Bids were opened in March 2016 and a thorough review of submissions was conducted throughout the spring; and
WHEREAS, Each proposal was measured and rated in the following categories: Municipal Experience, Local Office/Representative, Platform, Hosting Support, and Cost Points (scoring rubric attached). The initial group was narrowed to those with the top scores and additional reference checks and reviews of current websites commenced. Based on the completion of the process, the committee is recommending Icon Enterprises/Civic Plus as the company to provide professional website redesign services for the City of Aurora; and
WHEREAS, The icon Enterprises d/b/a Civic Plus cost proposal is $96,378 which includes $18,090 for hosting and maintenance. The city is taking advantage of the alternate payment plan of $44,186 for three years, which includes payments on the website redesign and annual hosting and maintenance costs. The fourth year cost for hosting and maintenance is $18,090 with a 5% technology fee; and
WHEREAS, The 2016 City of Aurora budget provides funds in account 101-1340-419.32-20 for Website Redesign Professional Services. A budget transfer will be completed to cover the cost. There is no outstanding debt owed to the City of Aurora by Icon Enterprises d/b/a Civic Plus
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the Mayor and City Council authorize the approval of the proposal for Municipal Website ReDesign by Icon Enterprises d/b/a Civic Plus for Municipal Website ReDesign by Icon Enterprises d/b/a Civic Plus to do a complete website redesign for the City of Aurora website at www.aurora-il.org <http://www.aurora-il.org> and the Director of Purchasing is hereby authorized to execute all associated purchasing documents.