September 23, 2025
Agenda Item No. 13
TO:
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:
Grace K. Leung, City Manager - 949-644-3001, [email protected] PREPARED BY:
Lorig Yaghsezian, Management Analyst - 949-644-3028, [email protected] TITLE:
Professional Services Agreement with Planeteria Media LLC for a Redesign of the City’s Website, Content Management System and Hosting ABSTRACT:
Staff recommends the City of Newport Beach enter into a professional services agreement (PSA) with Planeteria Media LLC of Santa Rosa, CA for a redesign of the City’s website, content management system (CMS) and hosting. This includes the main City website, staff intranet, Police Department and Library sites. The firm was selected after a detailed Request for Proposals (RFP) process. The recommended agreement is for an initial two-year term, with three optional one-year extensions, for a total not-to-exceed cost of $151,300.
RECOMMENDATIONS:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; b) Approve the professional services agreement with Planeteria Media LLC of Santa Rosa, CA for a redesign of the city’s official websites and hosting services for an initial, approximately two-year term, ending October 1, 2027 with three additional one-year extensions and a total not to exceed amount of $151,300, and authorize the Mayor and City Clerk to execute the agreement; and c) Approve Budget Amendment No. 26-030 appropriating $151,300 in increased expenditures in the IT Replacement Fund, Account No. 7657650-911027-ITCMS from the IT Replacement Fund’s unappropriated fund balance.
DISCUSSION:
Background
In 2014 the City entered a PSA to provide an upgrade to the City’s CMS and annual maintenance with Vision Internet providers, Inc.
This partnership was intended to modernize the City's online infrastructure, improving functionality and accessibility for both City staff and residents. Since the completion of this agreement, the City has not undertaken a major redesign of its website for nearly a decade. In that time, technology has rapidly advanced, and the needs of the City’s online presence have evolved. The website’s outdated design and functionality now hinder its ability to effectively serve users in the way that modern technology demands.
As a result, the website has become outdated and no longer fully meets the evolving needs of its users. This redesign will provide a more intuitive, modern interface, ensuring that residents, staff and visitors can easily access important City resources. In addition, the new site will improve ADA accessibility, ensuring it is fully compliant with modern advisability standards.
Request for Proposals and Evaluation
Staff developed an RFP with a scope of services detailing the required website redesign expertise and services. The RFP was published on January 6, 2025 when it was posted on the City’s electronic public procurement platform, PlanetBids, and distributed directly to known consultants providing these services. The RFP submission deadline was February 21,2025 and the process yielded 21 proposals.
This RFP was evaluated in two phases. Phase 1, the Technical Evaluation, involved an evaluation panel consisting of staff from the City's Police Department, IT, Library and City Manager's Office reviewing each proposal and rating them on the following technical factors:
Qualifications and experience of the vendor;
Demonstrated understanding of the technical and functional needs of the sites; Ability to performs all services requested in the Scope of Services; Comprehensive plan for ongoing maintenance, support and training.
The RFP instructed proposers that only those proposals earning a minimum of 70% of the available points from Phase 1 would be eligible to advance to Phase 2, the Cost Evaluation, in which the City's Purchasing staff would compare and calculate the costs from each proposal. Of the 21 proposals received by the City, three qualified to advance to the Cost Evaluation phase. Interviews were conducted with the finalists to augment the evaluation panel's findings. The results of the panel scoring are provided in the following table.
Proposer
Planeteria Media LLC
CivicPlus, LLC
MIG, Inc.
Phase 1: Technical Review
Maximum 4800
4200
3720
2920
Phase 2: Cost Review
Maximum 1200
1200.00
693.29
301.72
Total Score
Maximum 6000
5400.00
4413.29
3221.72
Overall Rank
1 2
3 The RFP asked proposers to provide detailed cost information for services rendered. In Phase 2 (the Cost Review) of the RFP evaluation, Purchasing Division staff members compared the proposed monthly retainers from each of the finalists and assigned points to each proposer wherein the proposal with the lowest cost would receive the maximum of 1200 points and each subsequent proposal would receive points proportional to the difference in cost. The results of the Cost Review are included in the table.
Planeteria Media LLC was rated as the top proposer for the website redesign by the evaluation panel, based on their proposal's content, strategic approach to the project, design capabilities and experience in developing public agency websites, as well as the interview conducted with their team.
Planeteria Media LLC has extensive experience working with municipalities, having developed websites for numerous cities, counties and public agencies. Their expertise includes designing ADA-compliant, mobile-responsive websites that enhance user experience and accessibility. They offer flexible CMS solutions, primarily using WordPress and Drupal, which are well suited to the City’s needs. Their team also provides comprehensive content support, working closely with clients to ensure smooth content migration and organization. Their proven track record of delivering secure, high-performance websites, combined with a focus on collaboration and client service, makes them well-equipped to support the City website redesign project.
Should the City Council approve the PSA, the team for this project would be Laura Ali, Kim Sawyer Egir, Katie Thomas and Jacquelynn Lozano. Ms. Ali, the Senior Project Manager, will lead the team with over 12 years of experience in website-based project management. Ms. Egir, the Lead Visual Designer, brings 15 years of expertise in Graphic Design and User Experience, having designed intuitive user interfaces for municipal clients. Ms. Thomas, the Content Lead, specializes in content strategy, migration, and storytelling, ensuring clarity and consistency with clients. Ms. Lozano, the Technical Project Manager, oversees the technical aspects of the project, with strong experience in WordPress development, API integrations, and accessibility.
FISCAL IMPACT:
The IT Replacement Fund (Fund 765) has reserves of approximately $11.2 million, which are available to cover the proposed budget amendment of $151,300. The initial website launch is priced at $92,300. Optional website hosting for five years is available for $32,000. CMS licensing is required for two years, with years one and two costing $10,800, and years 3 through 5 priced at $16,200, totaling $27,000. All project-related costs will be charged to the IT Replacement Expense Account 7657650-911027-ITCMS.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item).
ATTACHMENTS:
Attachment A – Professional Services Agreement
Attachment B – Budget Amendment No. 26-030
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Professional Services Agreement with Planeteria Media LLC for a Redesign of the City’s Website, Content Management System and Hosting September 23, 2025
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