HomeMy WebLinkAbout7 Website Upgrade ContractTo: Board of Directors
From: Steven Poncelet
Date: November 15, 2017
Subject: Consideration to Award the Website Upgrade Contract with Vision
Internet
1. WHY THIS IIPIATTI�R IS REF®R� THE �®ARD
Board approval is required for procurements in excess of $15,000.
2. HIST®RY
The District's website is a very important tool for communicating with our customers,
community, and the public. It is also valuable in helping improve the overall
effectiveness of the District's customer service and enabling the delivery of new
programs. The District's website has been evolving over time and took a big step
forward in 2013 when the District replaced our somewhat custom website with an
industry -standard Content Management System (CMS). The District, at that time,
investigated numerous website technology options and conducted a robust public
procurement process awarding the new website to Vision Internet. Vision Internet is
an industry leader specializing in websites for public agencies and utilities.
The District's current website is almost 5-years old and needs an upgrade. Vision
Internet has performed well and is offering improved performance and services with
an upgraded website homepage and service agreement. An upgrade to the current
website would be less costly and require less staff time for the District. Government
Code Section 53060 and the District's procurement policies allows for contracts for
special services or administrative matters if the vendor or person are specifically
trained and experienced and competent to perform the special services required.
Given the significant investment that the District has made in the current Vision
website, the uniqueness of the Vision Internet websites and services, and the costs
savings, staff is recommending to continue working with Vision Internet for website
services. The Town of Truckee has also recently upgraded their website with Vision
Internet with positive results.
Vision Internet has provided a new Master Services Agreement for a homepage
upgrade and improved services which has been reviewed and modified by District
counsel. Included in the scope of work will be the ability for customers to access the
District's SmartHub customer engagement log -in directly from the homepage along
with the ability for the District to automate the homepage emergency banner using the
District's outage management system. Also included is a 2-day on -site training for
District staff on the upgraded website. The term of the contract with Vision Internet is
five years and includes the on -going website hosting, maintenance and support with
incremental improvements to the homepage. The District can terminate this contract
for cause at anytime but may terminate for convenience after two years.
4. FISC,AL. INI�ACT
The initial development cost for the upgraded website, migration, and training is
$24,640 with annual cost for website hosting, maintenance and support of $7,000 plus
an annual increases 5% per year for for five years for a contract amount not to exceed
$63,319 plus a 10% change order authorization of $6,300 for a total contract amount
not to exceed $69,619. Sufficient funds exist in the current FY17 and proposed FY18
& FY19 budgets for the required expenditures.
5. R�CCJIVIM�ND.ATI®N
Authorize the General Manager to execute a contract with Vision Internet, in
substantially the form approved by District Counsel, for an amount of $63,319 with a
10% change order authorization of $6,300 for a total amount not to exceed $69,619.
Steven Poncelet
Public Information & Strategic Affairs Manag(
Michael D. Holley
General Manager