HomeMy WebLinkAboutMINUTES - 10162012 - C.73RECOMMENDATION(S):
APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute a purchase order amendment with Icon
Enterprises Inc.,(dba CivicPlus), on behalf of the Director of Communications and Media, to increase the payment
limit by $5,000 to a new payment limit of $319,050 to provide website content management software, website design
services, website hosting, software maintenance and training with no change in term.
FISCAL IMPACT:
Costs incurred under the blanket purchase order will be billed directly to departments using the services.
BACKGROUND:
In 2007, after many departments expressed an interest in modernizing the county's website, the County Administrator
established a Website Team comprised of staff from various County departments. The goals of the Website Team
were to create a site that was more user friendly, easily searchable, attractive, easier to maintain/update and with built
in metrics for evaluating customer usage. After researching and developing a list of website needs and priorities, the
Website Team adopted the California Counties Portal Information Architecture. This type of information
APPROVE OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
Action of Board On: 10/16/2012 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF SUPERVISORS
AYE:John Gioia, District I Supervisor
Candace Andersen, District II
Supervisor
Mary N. Piepho, District III
Supervisor
Karen Mitchoff, District IV
Supervisor
ABSENT:Federal D. Glover, District V
Supervisor
Contact: Betsy Burkhart,
925-313-1180
I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors
on the date shown.
ATTESTED: October 16, 2012
David Twa, County Administrator and Clerk of the Board of Supervisors
By: STACEY M. BOYD, Deputy
cc:
C. 73
To:Board of Supervisors
From:David Twa, County Administrator
Date:October 16, 2012
Contra
Costa
County
Subject:Amend Blanket Purchase Order With CivicPlus
BACKGROUND: (CONT'D)
architecture structures and organizes information systems (i.e. web content) to help people achieve their goals.
After careful consideration, the Website Team selected CivicPlus to modernize the County's website.
The County's blanket purchase order with CivicPlus was originally $269,050 for the period of December 1, 2007
through March 14, 2013. On September 13, 2011, the Board of Supervisors approved an increase of $45,000 to
the blanket purchase order to cover work on individual department webpages.
After discussion with the Director of Communications and Media, it was decided that CivicPlus would redesign
the County's website. The new layout will be customer focused and will classify information by services and
programs used by citizens rather than by the County's own internal departmental structure. The cost of the
redesign will be $5,000.
In accordance with Administrative Bulletin No 611.0, County Departments are required to get Board approval for
purchases over $100,000.
CONSEQUENCE OF NEGATIVE ACTION:
The County will not be able pay CivicPlus to complete the redesign of the County's website.
CHILDREN'S IMPACT STATEMENT:
None.
ATTACHMENTS
Redesign Contract
;»Service &License Ag reement for Co ntra C osta Cou nty,CA
CivicPlus R edesign Contract
O rganization
StreetAddress
Address 2
Contra Costa Coun ty,CA
6 51 Pine Street
10'h F loor
URL www.co.contra-costa.ca.us
City Martin ez State CA Postal
Code 9455 3
CivicPlus provides telep hone sup port forall trainedclients from7am -7pm Central Time,Monday-Friday (exclud ing holidays).Emergency
Support is provi ded ona 2417/36 5 basis for representatives named by the Client.Client is responsible for ensu ring CivicPlus hascurren t
updates.
Em ergency Cont act &Mobile Phone
Em ergency Con tact &Mobile Phone
Emergency Con tact &Mobile Phone
Betsy Burkhart -925 -56 8-95 88
Ed Woo-925 -383-2688
Help Desk -925 -313-1250
E-Mail dfokk@caocccounly.usBllltngContactDanielleFokemma
Phone 925 -335-1039
Billing Addr ess 651 Pi ne St reet
Address 2 10'h F loor
City Marti nez
Tax ID #94-6000509
Billin g Terms Annual
Info Required on Invoice (PO or Job #)
Contract Contact Betsy Burkhart
Ext.
ST
N/A
C A
Fax
Postal
Code
Sales Tax
Exemp t #
Account
Rep
Email
925-335-1098
94553
R eece H ammilt
Betsy.Bu rkhart@contracostatv.org
Phone
Pr oject Contact
Phone
925-3 13-1180
Betsy Burk ha rt
925-313-1180
Ext.
Ext.
N/A
N/A
Fax
Email
Fax
925-335-1085
Betsy.Bu rkha rt@contracostatv.org
925 -335-108 5
Te r ms &Condi tio ns
Client Deliverable
1.Icon Ent erpri ses,Inc.,d/b/a CivicPlus will c reate a ba sic redesig n o f Co ntra C osta Co unty,CA (C lien t)website that includes a ll
fu nctiona lity as d efined in Exhi bit A -C ivicPlus Project Deliverables, atta ched hereto .
Add itional Services
2.Client m ay co ntrac t with C iv ic Plus for a dditional C onsulting ,We bsite De sign ,S etup ,Programmin g ,and T rai ning se rvices
(Pr oject Development S ervices) th at e xceed th ose defi ned in Exhibit A.C ivicP/us w ill in voic e C lie nt for th e a dditiona l se rvices
immedia tely prior to project Go-Live .
3 .C lient m ay co ntra ct with Civi cPlus fo r add itional A nnual Support ,Maintenance & Ho sting se rvices t ha t ex ceed th ose defined in
Exhibit A.C ivicPlus will invoi ce C lient for annual services immed iately p rior to proje ct G o-Live .
Page 1 of 4
Ofvicplus •317 Hou ston St.,Suite E · Manh attan,KS 66502 ·W\vw.CivicPlu s.com
Toll Free888-228-2233 •Accounting Ext.291 •Support Ext.307 •Fax 785-587-8951
C Serv ice &License Agreement for Contra Costa County,CA
4 .Serv ices that involve billable time beyond th e co ntracted amou nt w ill be d ocumented and invoiced .Wr itten ap proval by th e
clie nt is n ecessary b efore billa ble time is incurred .
5 .Mod ules tha t incur add itional u sage fees m ay be purchased and ac tivated a t a ny tim e .
Billing &Payment Terms
6 .Client will be invo iced upo n contract sig ningfor the increase inannual recurring feesandany associated one-time fees.
Project details can be found in Exh ibit A.
7 .The client shall sign a proj ect completion and acceptance form prio r to project go -live .The da te may be extended if material
sys tem o r opera tional failures are encou ntered .All Part ies ag ree that the webs ite will not go-live until the project is acc epted in
wr iting by t he client.
8.Project Development invoices are due by the firs t of the following mont h,b ut n o soone r than 30 days from invoice da te .
9 .Annual S upport,Main tenance &Host ing invoices m ay be prora ted in o rder t o co rrelate wit h t he Client's budget y ear.
10 .Fees f or CivicPlus A nnual Support,Mai ntenance & Hos ting services are invoiced prio r to the yea r of serv ice .Th ey a re due by
t he first o f Ihe following mo nth, but no soo ner than 30 days from invoice dat e .
11 .Project development wi ll b e discontinued if pay ment is no t made w ithin 30 d ays after th e inv oice d ue d ate .
12 .A fter pr oject go-live,if the C lient's acco unt exceeds 6 0 day s pas t du e, S upport will b e di scontinued until the Clie nt's account i s
m ade c urrent. If th e C lient's a ccount exceeds 90 days p ast due,A nnual S upport, M aintenance &Hosting will be discontinued
until the Client's accou nt is made current.C lient wil l b e given 30 days no tice pri or to d iscontinuation o f s ervices for n on-
pa yment
13 .A fin ance c harge of 2 .9 p ercent (%)p er month o r $5.00,which ever is g reater, w ill b e a dded to p ast du e accounts .Payments
re ceived will b e a pplied first to finan ce c harges, the n to th e old est ou tstanding inv oice(s).
14 .Prov ided the C lient's account is current, at any time th e Client may request an electroni c c opy of the w ebsite Customer
Co ntent (graphic des igns,web content,page d esigns, and banners). C lient agrees to pay $25 0 pe r co mpleted request.
Pr ovided the C lient's account is current, upon termination of services c lient may reque st a c omplimentary electronic copy of
w ebsite Cus tomer Co ntent and Government Co ntent M anagement Sys tem (GCMS) So ftware .
Changes to Existing Service
15 .Effective with this renewal ,the following se rvices will be added :
Services to be ADDED One -Time Fee Monthly Fee
Redesign o f c urrent w ebsite $5,000 N/A
Additio nal Modules (Exhibit A)W aived Waived
Agreement Renewal
16 .Either part y may terminate th e A nnual Support,Maintenance & Host ing Agreement at t he end of the con tract term by providing
t he othe r pa rty w ith 60 days wri tten not ice,prior to the contract renewal date .
1 7.In the even t that n either party gives 60 days notice pr ior t o the end o f the initial or any subsequent term,this Agreement will
au tomatically renew for an addi tional contract term .
18.In t he even t of ea rly termination of th is Agreeme nt by t he clien t ,full paymen t of the remainder of the co ntra ct i s due wit hin 15
days of termination.
19 .Each y ear this Ag reement is in effect,a technology in vestment and be nefit f ee of 5 percent (%)o f the total Ann ual Su pport,
Main tenance &Hosting cos ts w ill be app lied .
20 .Civ icPlus will provide unlimited tel ephone su pport Mo nday-Friday,7:00 a m -7:00 pm (Ce ntrat Tim e)excluding h olidays,for all
trained C lient s taff .Em ergency S upport i s provided o n a 24/7/365 basis for em ergency co ntacts n amed by th e C lient.C lient is
responsible for prov iding CivicPlus with co ntact u pdates.
2 1.S upport includes providing te chnical s upport of th e CivicPlus G overnment C ontent Management So ftware,application support
(pages and modules), and ma intenance o f Clie nt's we bsite .Following initial setup, additional p age desig n ,graphic d esign,
use r training, site modification,a nd c ustom pro gramming may b e co ntracted separateiy for an additional fee .
Page 2 of 4
CivicPlu 5'317Hou ston St.,Suite E'Manh attan,KS 66502·W\'NI,Civi cPJ us,com
Toll Free 888-228 -2233 • A ccounting Ext .29 1 'Support Ext.307 • Fax 7 85-587-8951
;»Serv ice &License Agreemen t for Con tra Co sta C ounty, CA
22 .During th e p eriod of thi s agreement a nd subse quent annual renewals, Givic Plus wa rrants that it w ill,wit hout additional ch arge
10 the cl ient, imm ediately correct any prob lems o r d efects d iscovered in the So ftware a nd reported to GivicPlus by th e cl ient,
s uch w arranty to include o ngoing m aintenan ce up grades and technical e rror co rrection.
23 .Givic Plus p rovides o nline we bsite statistics so ftware at no ex tra charge .If Client desi res to u se o ther websi te sta tistic so ftware,
Givic Plus will pro vide t he necessary log file access.
Marketing
24 .Client will make a reasonable attempt to w ork with t he GivicP lus Marketing Depa rtment to ga ther in forma tion and mee t
dead lines a ssociated w it h w ebsite award con test entr ies througho ut the term o f th is Ag reement.
25 .Glien t permi ts GivicPlus to i nclud e an example o f t he Glient's h ome p age a nd a li nk to th e C lient's webs ite on the GivicPlus
corpora te websi te.
26 .Glient will make a reasonab le attempt to work wi th the Givi cPlus Mar ket ing Department to create a news it em to be released in
conjunction with th eir project Go-Live da te .Glient w ill pro vi de GivicP lus w i th con tact informalion for local and reg ional media
outlets.GivicP lus may use the press release in any marke ting ma terials as desired throughou t the term o f this Ag reemen t.
27.Glie nt wi ll m ake a reaso nable attempt to work w ith th e GivicPlus M arketing D epartment to creat e a case st udy re lated to their
website .
28 .Glie nt agrees to allow GivicPlus to di splay a "Powered by GivicPlus" in signia a nd w eb link at lhe bo ttom o f th eir w eb p ages.
Glient un derstands th at the pri cing a nd a ny re lated discount s tructure pr ovided under th is Ag reemen t ass umes such p erpet ua l
permissio n.
Intelle ctu al P rope rly ,Owner ship &Content Responsib ility
29 .Up on fu ll an d co mplete pa yment of s ubmitted invoices for th e pr oject developmen t and launch of the we bsite,c lient will own
t he gr aphic d esign s,web co ntent,page d esigns an d banne rs ("Gustomer Conte nt") as well as th e GGMS So ftware.
30 .Up on co mpletio n of th e deve lopme nt of the site,client w ill assu me f ull responsibility for W eb si te co nte nt m ainten ance and
con ten t adminis tration.Clien t, n ot GivicPlus,sha ll h ave sale resp onsibility for t he a cc ur acy,qua lit y,i ntegrity,l egality,reliability ,
ap propr iate ness,and in te llectual property owners hi p or right to u se of all Customer C ontent .
31 .Glient sha ll n ot (i)lic ense, subli ce nse ,se ll ,resell ,tran sfer, assig n, d istribute or o the rw ise co mmercially exp loit o r make
available to any third p arty th e So ftware in any way ;(ii) mo dify o r m ake d eriv ative w orks based u pon the so ftware;(iii)c rea te
Internet "lin ks"to the So ftware or "frame"o r "mi rror"an y Gove rnment Co ntent Man agement Sys tem a dministrative access on
a ny other server or wi reless or Intern et-based device;or (iv)rev erse en gineer or access th e So ftware in or der to (a) b uild a
co mpelilive p roduct o r se rvice,(b) buil d a pro duct using sim ilar id eas,feature s,fun ctions or g rap hics of the So ftware,or (c)
co py a ny id eas,f eatures,fun ctions o r graphics o f the So ftware.
32.T he GivicPlus n ame,th e Givic Plus logo, and t he produ ct an d modu le n ames asso cia ted w ith the Sys tem a re trademarks o f
GivicPlus,and n o right or license is granted to use t hem.
Indemnifi cation
33 .Glient shall defend,indemnify and hold ha rm less GivicPlus ,il s partners ,em p loyees ,and agents f rom and against an y and all
lawsuits ,cla ims,dema nds,penall ies,losses,fines,liabilities,damages,a nd expenses incl uding attorney's fees o f any k ind ,
without limi tat ion,in connection w ith t he operalio ns of and insta llation of software contempla ted by th is Agreement,or
otherwise ar ising ou t of or in any way connec ted wi th the GivicPlus prov ision o f serv ice and performance u nder this
Agreement.Th is sect ion shall n ot apply 10 t he extent that any loss o r damage is caused by t he negligence or w il lful
m isconduct on the part of GivicP lus .If Glient and GivicPius are bo th negligent,damages s hall be apportioned in a ccordance
w ilh Ihe p ercentage of n egligence o f each party.T hi s paragraph is not in tended to b enefit en tities no t a p arty to this con tract.
34 .GivicPlus"w ill not b e liable for any act,omission of act,neg ligence o r defecI in th e quality of service of any u nderlying ca rrier or
ot her service prov ider wh ose facilities o r se rvices a re used in furni shing any p ortion o f th e se rvice received by th e cus tomer.
Givic Plus w ill not be liable f or any fai lure o f pe rformance that is ca used b y o r th e res ult o f any ac l o r o mission b y cus tomer o r
a ny e ntity o ther th an Givic Plus t hat furn ishes serv ices, facilities o r equipment used in co nnection wilh GivicPlus serv ices o r
f a cilities .
35 .Except as exp ressly provi ded in th is A greement, GivicP lus ma kes no exp res sed or implied represen tations or w arra nt ies,
inclu ding any wa rrant ie s regarding m erchantability or fit ness fo r a particular caus e .
Page 3 of 4
CivicPlus •317 HoustonSt.,SuiteE • Manh altan,KS66502 ·W\WI .CivicPlus.com
To ll Free 888 -228-2233 •Acco unting Ext. 29 1 •S upport E xt. 307 •Fax 785·587 -895 1
~:;~Service &License Ag reement for Co ntra Co s ta Co unty,CA
Fo r co Maj oure
36 .No par ty s ha ll ha ve an y liab ility \0 th e other h ere under by reason o f any dela y or failure to per form a ny ob ligalion o r coven ant if
l he de lay or failu re to perfo rm i s occasion ed by fo rce m aje u re. mea nin g any ac t o f G od, s to rm, fir e.ca sua lt y .un anticipated
w ork s toppage. strike ,lockout,labor dispute. civic di sturbance,rio t,war, na tiona l emerge ncy,ac t o f Go vernment. act o f publ ic
e nemy. o r o ther cau se o f similar or di ssimilar nature bey ond i ts con trol.
Accepta nce
We ,th e u ndersigned . agreeing \0 the conditions spe cified i n I his d ocumen t, un derst and and a uthor ize the p rovision 01serv ices o utlined
in Ihis Agreeme nt.
Dale
'1 -\'is -IL
Dale
Sig n and E·mal l o r Fax th is Copy
A ttn : Co ntra ct M anager
Em ail :SalesCoo rdinators@ Civic Plus.com
Fa x:785 ·587·8951
And -Ma il Tw o (2) S igned O rigina ls
C ivicPl us Contract Man ager
3 17 Ho uston 5 1.,Su ite E
Ma nh attan ,KS 66502
We w ill e -mail o r lax a ccu nter-slqn eo c opy 0 1 the con tract back 10 you so we ca n begin your p roject.Upon re ce ipt of Iw o sign ed
origi nals ,we w ill ccunter-slqn and re turn one copy for yo ur Mes .
-Remamder o f t his p age le ft inten tionall y b lank-
Pag e4 ot4
CivicPlus •3 11H ouston 51 ,Sui te E •Manhallan,KS 66 502 •W\'I\'I .CiyiCPlus .com
Toll r ree 888·228·2233 •Accounting Ext 291 'SUpPOlt Ell t.307 'Fal(785·587-895 1
;»Service &License Agreement for Contra Costa County,CA
E x hi b i t A -Ci v icP l us Project De liverables
":C l v i c P I U s j P roj ~c tl D ev e l o p'm en tI SEnw l c e sl&'S c o p'e)~f;S'e!.v I c es .f o r
ft.>."I.CP (B a s lc l Redes ig /l ':,\''. .,~''"'j'"M'<..'.~'."
Design &Project Overview Annual Fee One Time Fee
Increase
•Redevelop banner
NIA $5,000
•Up to 3 graphic buttons to promote special services
•Redevelop navigation method (may choose top drop-down or other options)
•Select color scheme to match new graphics
•Design setup -wireframe
•Print this page option
•Email this page option
•Breadcrumbs
•Sitemap
•Redevelop graphic elements of website (Newsflash, FAQs, Calendar, etc.)
•Project Management
•Testing
•Review
•Content Migration -Includes retouching of all existing published pages to
ensure proper formatting, menu structure, and application of new site
styles .Note: Content will !!.Q!be rewritten, reformatted or pages broken up
(shortened or re-sectioned)
•CivicPlus will provide client an electronic copy of their backed-up, archived
data on CD I DVD
Add-On Ootions
Inclusion of all standard modules (see module listing)Optional
Content Development -Develop all Content Pages
Optional
Portal Page
Optional
Portal page with Flash Optional
Additional Banners Optional
12 hours interactive webinar training (up to 6 employees)
Optional
Quote includes free use of up to 6 webcams and headsets
Annual Increase N/A
Total One -Time Fee $5,000.00
Total Due $5,000.00
Exhibit A 1of2
CivicPius'317 Houston St.,Suite E • Manhattan, KS 66502 • www .CivicPlus.com
Toll Free 888-228-2233 •Accounting Ext. 291 • Support Ext. 307 • Fax 785-587-8951
;»Service & License Agreement for Contra Costa County, CA
Prol ec t Dev elopm ent In c lu d es t h e Fo l low in o :
Modules I Functlonalltv
•Agenda Creator •Action Items Queue
•Alerts Center &Emergency Alert Notification •Audit Trail/History log
•Archive Center •Automated PDF Converter
•Bid Postings •Automatic Content Archiving
•Business/Resource Directory •Content Library
•Calendar •Dynamic Breadcrumbs
•Carbon Cal culator •Dynamic Sitemap
•Citizen Request Tracker (5 users)•Expiring Items Library
•Community Voice •Generic Mobile App (iOS &Android)
•Document Center •Graphic Link Administration
•ePay •links Redirect and Broken Links Finder
•Facilities &Reservations •Menu Management
•FAQs •Mouse-over Menu Structure
•Featured Info Module •MuniMobile
•Forms Center •Online Editor for Editing and Page Creation rNYSIWYG)
•Healthy City Initiative •Online Web Statistics (Only with CivicPlus Hosting)
•Intranet •Page Wizard w/Multiple layouts
•Job Postings •Printer Friendly/Email Page
•Media Center •Rotating Content
•My Dashboard •RSS
•NewsFlash •Search Engine Registration
•NotifyMe Email & SMS Text Subscription •Site layout Options
•Online Job Application w/1 Generic Application •Site Search & Entry log
•Opinion Poll •Slideshow
•Permits &Licensing •Social Media Integration (Facebook &Twitter)
•Photo Gallery •User &Group Administration Rights
•Postcard Module •Web Page Upload Utility
•Quick Links •Website Administrative log
•Real Estate locator
•Staff Directory
A nnual S upport,Mai nten an ce &H o stinq Se rv ice In clud e t h e Follo w l nq:
Support Maintenance of Civic Plus Hosting
Appticatlon &Modules
7-7 (CST)Mon-Fri (excluding holidays)Install Service Patches for OS
Shared Web/SQl Server
24/7 Emergency Support Upgrades DNS Consulting &Maintenance
Dedicated Support Personnel Fixes Monitor Bandwidth-Router Traffic
2-hour Response during Normal Hours Improvements Redundant ISP
Usability Improvements Integration Redundant Cooling
Integration New &Upgraded Services Testing Natural Gas Powered Generator
Proactive Support for Updates & Fixes Development Daily Tape Backup
Online Training Manuals Usage License Intrusion Detection &Prevention
Monthly Newslellers Antivirus Protection
Phone Consulting Upgrade Hardware
CivicPlus Connection
CivicPlus Universitv
Exhibit A 2 of2
Civi cPlus'317 Houston St .,Suite E •Manhallan,KS 66502'www.CivicPlus.com
Toll Free 888-228-2233'A ccounting Ext.291 •Support Ext. 307 • Fax 785-587-8951
Service & License A greement for Co ntra C osta C oun ty, CA
E x hibit B •Annu al S upport, M ainten ance a nd H os ting Se rv i ces
Cu rrent A nnual Sup port,Ma intenance and Hos ting Fee
ServerStorage notto exceed 120GB $35,886 .00
MediaCenter Storage notto exceed 10GB
Annual Increase $1,794 .60
N ew Ann ual F ee $37,680.60
(F or County site a nd K ee p t he De lta Clean )
$662.00
(Effective upon Contract Signing)$38,342.60
A nnual Support,Mai ntenance & Hos ting Service Inc lude t he Following :
Support Maintenance o f Ci vicP lus Hosting
Application &Modules
7-7 (CSn Mon-Fr! (exciud ing holidays) lnstall Service Patches for as Shared Web/SOL Serve r
24/7 Emergency Support Upgrades DNS Consulling & Maintenance
Dedicated Support Personnel Fixes Moni tor Bandw idth-Router Traffic
2-hour Respo nse during Norma l Hours Improvements Redundant ISP
Usability Improvements Integration Redundant Cooling
Integration New &Upgraded Services Testing Natura l Gas Powered Generator
Proactive Support for Upda tes &F ixes Development Daily Tape Backup
Online Training Manuals Usage License Intrusion Detection &Prevention
Monthiy Newsletters Antivirus Protection
Phone Consulting
Upgrade Hardware
CivicPlus Connection
CivicP lus Universi ty
Exhibi t B 1 of1
Clvlcplua-317 Houston St.,SuiteE ·Manhattan,KS 66502'\vww .CivicPlus.com
Toll Free 888-228-2233 •Account ing Ext. 291 •Support Ext. 307 •Fax 785-587-8951