07-24-2017 Council Packet - Laserfiche WebLink

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AGENDA ITEM Item No.: 18 Date: July 24, 2017 Item Description: Selection of Website Designer Presenter: Doug Reeder Agenda City Administrator's Interim City Administrator Section: Report 1. Purpose. To select a company to design a new website for the City of Orono. 2. Background. The City of Orono web site is in need of being updated to take advantage of new technology innovations which will allow staff to keep it updated in the most efficient manner and to bring a design which is user friendly and provides updated information about the City of Orono. Currently the website has a great deal of information on it but the information is difficult to locate and difficult to keep current. It is also not now possible to provide information on the website and have it automatically appear on other social media such as Facebook. The City Council Communications Committee and the staff have met with six different companies who are interested in redesigning the current website. The recommendation of the Committee is that the best company to redesign the Orono web site is CivicPlus. This company has designed over 2500 city websites over the last 20 years and have presented the attached detailed outline of how they would proceed with the redesign of the Orono web site. They have recently designed the websites for Elk River, Wayzata and Hopkins. 3. Project Scope. The project will include a total redesign of the Orono website with extensive interaction between city staff and CivicPlus, mostly over the internet. When completed the site will replace the current website. The agreement will also include the requirement to host the new website and to make timely updates as technology changes. It is estimated that the project will require 20 to 28 weeks to complete. 4. Cost. CivicPlus is estimating that the project cost will be between $20,000 and $35,000 depending on how much of the work is done on site and how much training is requested by the City of Orono. The cost for the City of Hopkins this year was $25,000 which included some training. If the City Council concurs with the committee recommendation staff will finalize an agreement with CivicPlus which will determine the actual cost. In addition to the initial design costs there will be annual costs to host the website and provide updates as we have with the current website. 5. Funding. The redesign of the website was not specifically budgeted in the 2017 general fund budget. It is recommended that the costs be charged to the Cable Franchise Fund which has a current balance of $142,268 6. Staff Recommendation. I recommend that Council authorize staff to enter into an agreement with CivicPlus to design a new website for the City of Orono. COUNCIL ACTION REQUESTED Motion to authorize staff to enter into an agreement with CivicPlus to design a new website for the City of Orono. Exhibits Exhibit A. Memo on website design options. Exhibit B. Project Management Production Process Overview (CivicPlus) Prepared By: SMR Reviewed By: W Approved By: W,