CONSENT AGENDA ITEM NO. 7F FOR COUNCIL: March 28, 2016 SUBJECT: Consideration of approving a contract with Vision Internet (a limited source service provider) to Upgrade Existing City Website Content Management System and Redesign Main City and BCPA Websites RECOMMENDATION/MOTION: That Council approve a contract with Vision Internet (a limited source provider), for $49,500, be executed to Upgrade the City’s existing Vision Internet website content management system (CMS) and redesign the main City (www.cityblm.org) and BCPA (www.artsblooming.org) websites. STRATEGIC PLAN LINK: Goal 1. Financially Sound City Providing Quality Basic Services STRATEGIC PLAN SIGNIFICANCE: Objective 1c. Engaged residents that are well informed and involved in an open governance process BACKGROUND: The City’s current website was originally implemented in August of 2011 (after a competitive RFP process), during which Vision Internet was selected from a pool of seven (7) vendors. Council approved the original website design and implementation contract during the April 11, 2011 meeting. The contract allowed staff to partner with Vision Internet, a company focused on designing specialized websites for the local government sector, to design new websites for both the City of Bloomington main site and the Bloomington Center for the Performing Arts (BCPA). Staff has been satisfied with the Vision Internet partnership. As our existing website environment is built on the Vision Internet CMS, they are a limited source vendor for this service. As such, staff is seeking Council approval to extend the existing contract with Vision Internet allowing for upgrade of the existing CMS and redesigning our sites to take advantage of new functionality provided within the new CMS. The new websites went live in August, 2011. Staff was impressed with project management, design and implementation skillset of the Vision Internet team. The result of the project has been a highly functional website that is also visually pleasing and presents a good image for the City. The Vision Internet content management system (CMS) has also allowed easy modification of web content by staff members throughout all City departments, while also providing online tools designed to help City staff communicate and engage with our citizens. A website is typically refreshed, or redesigned, approximately every four (4) years in order to maintain a fresh look and feel while also adding functionality and technology that has become available within those four years. Staff is requesting approval to engage Vision Internet to redesign the City of Bloomington main website, redesign the Bloomington Center for the Performing Arts (BCPA) website and to upgrade the existing CMS environment within which both websites exist. The fact that the current site exists within the current Vision Internet CMS environment, uniquely positions Vision Internet to be able to provide an efficient, cost effective upgrade and redesign. The upgrade/redesign proposal submitted by Vision Internet will provide complete project management for redesign and implementation; responsive design, which allows the website to detect the user’s screen resolution and automatically adjust the site for optimal display; provide both desktop and mobile users the best possible visual experience from the same website; Advanced Mega Menus, which will allow us to provide access to much more information via a single click or tap; Advanced Subsites which will allow much more creativity and design freedom between the different departmental sites with the main City website. Please see the attached “visionLive Enhancements” and “visionLive Value” documents for further information. Staff believes it necessary to upgrade the current Vision Internet CMS and redesign the City websites in order to maintain a fresh look and feel and to provide the latest technology services and outreach to our citizens. The upgrade/redesign to the BCPA website will help staff increase marketing efforts for events at the facility. After upgrade, mobile access to BCPA ticket purchases will be more intuitive, broadening the reach to more potential clients. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED: N/A FINANCIAL IMPACT: Funds for the upgrade/redesign of the City’s websites arrays are included in the FY 2016 Budget under the Capital Lease - Capital Outlay Office & Computer Equipment account (40110133-72120). Stakeholders can locate this in the FY 2016 Budget Book titled “Other Funds & Capital Improvement Program” on pages 92 and 95. Respectfully submitted for Council consideration. Prepared by: Scott Sprouls, Information Services Director Financial & Budgetary review by: Chris Tomerlin, Budget Analyst Carla A. Murillo, Budget Manager Legal review by: Jeffrey R. Jurgens, Corporation Counsel Recommended by: David A. Hales City Manager Attachments: • Vision Internet CMS and Web Redesign - Bloomington, IL - MSA 03-15-16.pdf • Vision Internet CMS and Web Redesign - Bloomington, IL - Upgrade Presentation.pdf • Vision Internet CMS and Web Redesign - visionLiveEnhancements.pdf • Vision Internet CMS and Web Redesign - visionLiveValue.pdf • Vision Internet CMS and Web Redesign – Limited Source Justification ______________________________________________________________________________ for the City of Bloomington Project Name: 2016-0315 CMS6vS CBI List of Services Vision will perform the following services for the City of Bloomington: Website Development Services visionLiveTM Subscription Services Contacts City Project Manager Name: Craig McBeath Address: 109 E. Olive Street, Bloomington, IL 61701 Phone: 309-434-2257 Email: [email protected] Fax: 309-434-2601 City Contract Contact Name: Jeff Jurgens Address: 109 E. Olive Street, Bloomington, IL 61701 Phone: 309-434-2213 Email: [email protected] Fax: 309-434-2316 Vision Project Manager Name: Kristoffer Von Bonsdorff, or his designee Address: 222 N. Sepulveda Blvd., Suite 1500, El Segundo, CA 90245 Phone: (310) 656-3100 Email: Fax: (310) 656-3103 Vision Contract Contact Name: Contract Administrator Address: 222 N. Sepulveda Blvd., Suite 1500, El Segundo, CA 90245 Phone: (310) 656-3100 Email: [email protected] Fax: (310) 656-3103 2016-0315 CMS6vS CBI 1 terms and conditions This Master Services Agreement (“Agreement”) is made and entered into effective as of the date of the last signature below (the “Effective Date”) by and between Vision Technology Solutions, LLC dba VISION INTERNET PROVIDERS (“Contractor”), and the customer which is a signatory hereto (“Client”). Client and Contractor are sometimes individually referred to as a “Party” and collectively as the “Parties.” 1. Services. This Agreement (which includes and incorporates the Addendum(s) attached hereto and Contractor’s acceptable use policy (“AUP”) posted at www.visioninternet.com) sets forth the entire terms and conditions by which Contractor will deliver and Client will receive any and all of the services provided by Contractor, including one or more of the following: website development, visionLiveTM subscription services, maintenance services, and/or other extra work and services (collectively, the “Services”) and supersedes all other written or oral agreements, proposals or understandings with regard to the Services provided for herein. This Agreement is intended to cover any and all Services ordered by Client and provided by Contractor. Contractor will provide Services to Client as requested by Client and as set forth in the applicable Addendum(s) in exchange for payment of related fees specified in such Addendum(s), and compliance with the terms and conditions of this Agreement, and compliance with Contractor’s AUP as such policy may change from time to time. In the event of conflict with an Addendum with respect to the terms of this main body of this Agreement, then this Agreement shall govern. 2. Subsequent Extra Work/Other Services. Additional services not initially covered in this Agreement (including the Addendum referenced above) and extra hours will be presented to Client for approval prior to commencement of work (“Extra Work”). Extra Work will be set forth in an amendment to this Agreement signed by the Parties and designated as Addendum C-1, C-2, etc., as applicable, and such Addendum shall become part of this Agreement when executed by both parties. Such addendum will be billed at Contractor’s then prevailing hourly rates, which are currently as follows: Content Migration, $85/hr; Graphic Production, $95/hr; Quality Assurance, Testing, Debugging, Technical Support, Webmaster Services, HTML Programming, $105/hr; Consulting, Project Management, Database Design, Dynamic Programming, $135/hr; Graphic Design, Training, $125/hr; Straight flatbed scanning will be billed at $10 per scan. Touch up work to images will be billed at the Graphic Design hourly rate. Client shall be responsible for any or all additional fees including, without limitation: photography, stock images, illustration, fonts, scanning, software, applications, online promotion, marketing, copy writing, redesign, change orders, mailings, and fees to any third party vendors if applicable. Calls outside of Business Hours for support services unrelated to the website being down for more than ten (10) minutes will be subject to a minimum fee of $135. 3. Ownership; Limited Licensing of Intellectual Property. 3.1. Designs. Upon payment in full of the website development fees provided under Addendum A, Contractor grants a non-exclusive, non-transferrable, and perpetual license for Client