HomeMy WebLinkAbout04. Receive update on contract with Digital Deployment for web conversion services and ongoing website hosting 4■
Central Contra Costa Sanitary District
May 15, 2017
TO: FINANCE COMMITTEE
VIA: PHILIP LEIBER, DIRECTOR OF FINANCE AND ADMINISTRATION/,/,
FROM: JOHN HUIE, INFORMATION TECHNOLOGY MANAGER _
SUBJECT: CONTRACT WITH DIGITAL DEPLOYMENT FOR WEB CONVERSION
SERVICES AND ONGOING WEBSITE HOSTING
Central San's web sites (both internet and internal intranet sites) are outdated, have
slow response times, are disorganized, do not function properly on mobile devices, are
difficult to update and do not communicate the aesthetics and engagement our
customers have come to expect. The IT Master Plan and Communication Services
District-wide Outreach Plan identified the replacement of these sites as an important
task. Replacing these sites will improve the customer experience, improve and facilitate
communication of important business information and be more helpful in delivering the
information our customers want from the District. Our internal staff will also benefit by
modernizing both the PIMS and OTIS intranet sites so that they are more responsive
and easier to keep current and available across multiple platforms.
A cross-departmental team of staff analyzed the needs, of the District and gave input
into the process. Information Technology developed a Request For Proposals (RFP)
which was also reviewed by this same team. A formal Request for Proposals process
was initiated and publicized on December 27th, 2016 by the Purchasing Division.
The ten proposals submitted to the District were from: 360 Civic, Grio, Keifer
Consulting, Vinformatx, Jesse James Creative, Civic Plus, Planeteria Media, Digital
Deployment, Granicus and Vision Internet.
The Vision Internet proposal was returned to them unopened because it was received
after the deadline. The proposal from Vinformax was non-responsive and was not
evaluated.
The following weighted criteria was used for proposal evaluation: 1) Pricing, 2) Strength
of Proposal, 3) Knowledge, Expertise and Qualifications, 4) Record of Past
Performance, and 5) Conformance to RFP Requirements.
After extensive review of the proposals and onsite interviews and demonstrations of the
top five proposers, and reference checks, the Evaluation Team scored Digital
Deployment as the highest proposal based on the RFP criteria.
The contract will include implementation, licensing and related services in the first year
plus three (3) years of hosting and support with Digital Deployment. The total estimated
cost of this three-year contract is $200,430. The contract will contain options to extend
the contract for an additional two (2) one-year periods, upon mutual agreement, totaling
a maximum of five years.
Cost breakdown:
Implementation = $146,430
Maintenance and Support = $18,000 per year for a total of$54,000 for the 3 years.
Recap per year:
Year 1 = $164,430
Year 2 = $18,000
Year 3 = $18,000
Total = $200,430
This is an operational contract and each department establishes their O&M budget for
these services, which is approved by the Board every year. Authorizing the execution
of this contract is under the purview of the General Manager. Staff is bringing this to the
Finance Committee for informational purposes.