DATE:
September 3, 2024
TO:
Mayor and Council Members
FROM:
Rachel Molina, City Manager
BY:
Casey Brooksher, Assistant City Manager
Victor Knight, Economic Development Manager
SUBJECT:
Professional Services Agreement with CivicPlus for Online Services
RECOMMENDED ACTION
It is recommended that the City Council authorize the City Manager to enter into a three (3) year agreement with CivicPlus, LLC in an amount of $174,144, plus a 10% contingency on the website redesign component in the amount of $2,916, for a total not-to-exceed $177,060, to provide website redesign and hosting, content management software, and online hosting and maintenance for the codification of the City’s Ordinances.
BACKGROUND
Services provided by CivicPlus have previously been divided into multiple contracts. The recommended action would allow contracts to be consolidated and include a website redesign. The last City website redesign was facilitated by CivicPlus in 2015.
The City’s website is hosted with CivicPlus, and staff are provided software by the vendor to maintain up to date information. The City is required to codify Council adopted ordinances and needs to procure the services of an experienced professional to provide electronic and paper codification updates. CivicPlus is the vendor responsible for Municode where the City’s ordinances are made publicly accessible.
ISSUES/ANALYSIS
CivicPlus will provide administrative support, online hosting, and web storage, in addition to providing electronic codification updates. Due to the history and volume of data, procuring another service provider would be resource intensive. Disruption to City domain names, and existing mobile application services would impact public access to information. Past vendor experience with a City of Hesperia website redesign will contribute to a successful outcome.
The recommended action includes a 10% contingency related to the website redesign only. The $2,916 contingency is included to accommodate unanticipated redesign effort needs or enhancements that may become available with new technology. Approval of the CivicPlus contract would extend services through Fiscal Year 2027-28.
CITY GOAL SUPPORTED BY THIS ITEM
Future Development – Facilitate balanced growth to ensure cohesive community development and pursue economic development.
FISCAL IMPACT
Funding has been included in the Fiscal Year (FY) 2024-25 Operating Budget.
ALTERNATIVE(S)
Provide alternative direction to staff.
ATTACHMENT(S)
None
Page PAGE 2 of NUMPAGES 2
Staff Report to the Mayor and Council Members
Professional Services Agreement with CivicPlus for Online Services September 3, 2024
City of Hesperia
STAFF REPORT