AGENDA TITLE:
Adopt a Resolution Authorizing the Interim City Manager to Execute Professional Service Agreement with Civic Plus, of Manhattan, Kan., for the Design and Hosting of the City’s Web Services, CivicOptmize Online Forms Module, and See Click Fix Mobile Application ($371,150) (IT)
MEETING DATE:
May 15, 2024
PREPARED BY:
Benjamin Buecher, Information Technology Manager
RECOMMENDED ACTION:
Adopt a Resolution Authorizing the Interim City Manager to Execute Professional Service Agreement with Civic Plus, of Manhattan, Kan., for the Design and Hosting of the City’s Web Services, CivicOptmize Online Forms Module, and See Click Fix Mobile Application ($371,150)
BACKGROUND INFORMATION:
An organization’s web presence is critical to communicating with its customers. A robust online and particularly mobile platform is crucial to disseminating information to residents, businesses and visitors.
In February 2018, the Council approved a Professional Services Agreement with CivicPlus for the hosting, design and support of the City’s website and intranet. In February 2021, Council approved Amendment No. 2 to extend for an additional three-year Professional Service Agreement with CivicPlus for the redesign, support and hosting of the City’s website. That contract expired in February 2024.
CivicPlus hosts the City’s website and offers CivicEngage module, a content management system for staff to maintain content on the City’s web pages.
CivicPlus hosts CivicOptimize, a service allowing the City the ability to put the majority of the PDF forms and applications, used by the utilities and departments, online as secure fillable webpages. This gives customers ability to submit applications securely through the City’s website.
CivicPlus hosts “See-Click-Fix”, a mobile platform for citizens to engage with the City. The application offers the ability to link to making payment and alerting City staff to particular issues around the City that should be addressed.
Staff recommends the City Council adopt a resolution to renew the contract with CivicPlus for the service modules CivicEngage, CivicOptimize and See Click Fix Mobile application for 5-year contract. The contract would auto-renew annually, until a cancellation by either party is submitted in writing as outlined in the contract. The first year, 2024, is prorated for the cost of the mobile application for a total of $62,900. The annual fee would be subject to an inflationary rate of 5% per year. Year two, $71,500; Year three, $75,100; Year four, $78,850; Year five, $82,800, for a total not to exceed ($371,150)
FISCAL IMPACT:
63% of Information Technology costs are attributed to the General Fund and General Fund supported departments. The remaining 37% is allocated from other funds based on their allocated share of Information Technology support services.
FUNDING AVAILABLE:
Costs are included in the FY 2023/24 Budget 10020400.72450.
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Benjamin Buecher
Information Technology Manager
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Melissa Munoz
Accounting Manager
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Andrew C. Keys
Interim City Manager