Administrative-Finance Committee Meeting Agenda

Administrative-Finance Committee
July 7, 2014
6:00 p.m.- Conference Room
1.
Call to Order
2.
Public Comment
3.
New Business
a. Discussion - The scope and development of a new website and a motion to
accept a proposal from MuniWeb to develop and maintain the Darien site
b. Motion - Authorizing the City Administrator to purchase three copiers in an
amount not to exceed $10,077.95
c. Resolution- Add quantities for the Plainfield Road Water Main project on
Plainfield Road through the existing Intergovernmental Agreement with the
County ofDuPage in an amount not to exceed $35,000.00
4.
Other Business
5.
Next Meeting- Monday, August 4, 2014
6.
Adjournment
AGENDA MEMO
Administrative/Finance Committee
July 7,2014
ISSUE STATEMENT
A discussion on the scope and development of a new website and a motion to accept a proposal
from MuniWeb to develop and maintain the Darien site.
BACKGROUNDnllSTORY
At the goal setting session, the City Council identified the website as an area to improve
communication with residents and budgeted $10,900.00 in the FYE 2015 budget to improve the
site. Staff then surveyed residents and elected officials to determine the satisfaction levels for
the current website, gauge current online habits, and identify opportunities to improve.
Staff searched for different website companies that could assist with the website redesign.
Companies with experience in designing municipal websites were preferred, as they have
background with municipal functions such as publishing meeting information, designing website
functions for a large public audience, and broadly communicating with residents. Staff identified
four companies, two of which submitted proposals for under $25,000.
Staff recommends Municipal Web Services, the company currently running the City of Darien
website. Their proposal includes many important items that are essential to updating our website
with increased ability to quickly find answers to questions, improve the functionality and
aesthetic of the site, and offer a variety of add-ons. The base cost of this proposal is $1 0,900
with $367 monthly for hosting and service. The alternative company, CivicPlus, offered $23,967
with $327 monthly for hosting and service.
At the Admin!Finance Committee on July 7th, staff will go through the list of Standard and
Optional Functions and Modules on page 9 of the Municipal Web Services Proposal to identify
areas of focus for standard modules, the optional modules, and any ideas or direction from the
committee.
STAFF/COMMITTEE RECOMMENDATION
Staff recommends selecting Municipal Web Services as the vendor for the website project. The
Committee will be asked about adding additional options, if desired.
ALTERNATE CONSIDERATION
Going with another vendor or any other ideas as directed.
CITY OF DARIEN
MEMO
TO:
Elected Officials
FROM:
Scott Coren, Assistant City Administrator
DATE:
March 4, 2014
SUBJECT: Website Redesign- Residential Survey
The City of Darien budget includes funds to redesign the website in FYE 2015. To begin this
process, staff surveyed residents to determine their satisfaction and usage of the current website
along with their current online habits for find opportunities to improve. Attached are the survey
results and a brief description of conclusions staff took from this feedback.
At the June 16, 2014 City Coilllcil meeting, staff will discuss the results of the survey and ask for
any additional feedback on website improvement. This project will go to the July
Administrative/Finance Committee to discuss further, along with proposals from companies that
design municipal websites.
Staff surveyed elected officials concurrently with the residential survey, to gain feedback both on
the website and the internal use of technology by elected officials for work and meeting
materials. The results of this survey will be used to help make future decisions both on the
website reconfiguration and in purchasing technology.
Residential Website Redesign Survey Results
Summary
Residents use the Darien website frequently as a source of information. Since the website was last
redesigned in 2006 technology has advanced significantly and we have higher expectations on the
availability of information, visual appeal, and ease of use.
Respondents Frequency of Use
Respondents tend to utilize the City of Darien frequently, with 71% visiting the site at least several times
per month. This tells us those that took the survey are generally familiar with the site and can provide
knowledgeable feedback.
Q1 How often do you visit the City of Darien
Website?
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0%
t 0%
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30%.
40%
SCI%
60%
70,._
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1 00'%
Respondents Overall Ratings of the Site
Respondents provided an overall rating of 3.11 for the site, which ranks as "Good" on the 1-5 scale. The
visual appeal and ease of searching the site topics fell below a "Good" grade. This shows potential areas
of focus and improvement.
Scale: 1
=Poor, 2 =Fair, 3 =Good, 4 = Very Good, S = Excellent
Question
Overall satisfaction with website
Visual appeal of the website
Ease of navigation
Ease of searching site
Ease of understanding links
Resident Rating
3.11
2.95
3.00
2.80
3.03
Current Respondent Communication Usage
The survey also requested information from residents on their current internet behaviors and
preferences.
-;19 What informational services do you
currently utilize? Please select a!! that
apply.
--
Respondents used a wide variety of sources to get
news and information. The three top sources
indicated were e-newsletters, the Patch online local
news site, and Facebook.
Blug Webeitc•
Plltch
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-
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-
- - ==l
--- ----===-----=--J
010 What City of Darien communication
services do you use? Please select all that
apply.
This question focuses on the way respondents get
Am:. .J~er ~ 72
Stnppcd: 1 ~
information from the City of Darien. The primary
way residents get information is through the Direct
Connect, although the results could skew high
because this was a primary way we advertised the
survey. Many more respondents utilize information
listed above than with the City of Darien specifically,
which shows opportunity for Darien to improve.
-·
Q11 Do you use uApps" on your phone or
tablet?
v..
61% of respondents also informed us they are
utilizing "Apps," or specialized applications for
mobile devices, more frequently. We can discuss
No
any features that residents could utilize as part of
upcoming website changes
City of Darien, Illinois
Municipal
Web Services
custom solutions since 1997
Proposal for Website Development
December 5, 2013
Jay Sheth
jay@muniweb.com
Direct: 248.931.5556
888-MUNI-WEB
55 E. Long Lake Rd, #230
Troy, Michigan 48085
www.muniweb.com
Table
or Contents
In electronic version, click on any chapter in the Table of Contents to move to that section
INTRO LETTER ............................................................................................................................. 3
COMPANY HISTORY AND PHILOSOPHY ................................................................................. 4
SUMMARY STATEMENT .......... .............................. ............................................................ ......... 5
WORK PLAN I IMPLEMENTATION ....... ... ........ ................... ................................................. ..... . 6
PROJECT TIM ELINE .. ... ... ...................... ......................... ............................................................ 7
STAFF QUALIFICATIONS ............................................................................................................ 8
CMS SPEC IFICAliONS .............................................................................................................. 9
TECHNICAL SPECIFICATIONS ................................................................................................. 10
PRICING .................................................. ................................................................................ 11
OPTIONAL SERVICES DESCRIPTIONS ..................................................................................... 15
RELEVANT EXPERIENCE .......................................................................................................... 18
REFERENCES ............................................................................................................. ... ........... 19
All information contained in this proposal is ®2013 by muniweb™ (Terms and Conditions Apply)
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Dear Mr. Coren:
Thank you for considering muniweb® as a partner for the City ot Darien website redesign project. We
look forward to presenting our solutions to create a visually appealing professional design, simple-to-use
navigation system and easy-to-update website that can be extended to accommodate future services
and content.
Your community's website is your Global Bill Board that is the information and transaction portal but,
more importantly, the first look that you provide to the prospective businesses and new residents.
People still judge a book by its cover and your website is the presentation cover of your community. We
would be delighted to remain a part of your web presence that showcases your community's strength
and richness to the world.
muniweb® has been providing custom solutions for municipalities since 1997. We pay particular
attention to simplifying the updating process because maintaining a municipal website is so crucial to its
success. We offer an easy-to-use Content Management System (CMS) for non-technical users which
streamlines content updates through a workflow process.
muniweb™ is proud to be a part of the City of Darien's website evolution since 2004. Our experience
with municipal websites has shown that the organization of the website is very important. Because our
team members know the difference between a CAFR and a TIF or a DDA and a DPW, you won't need
to spend time educating us on your community. muniweb® is uniquely qualified to partner with the City
of Darien in maintaining its professional web presence.
Our proposal outlines how the muniweb® team will create a website to engage your citizens and
communicate with local businesses and the public with up-to-date, easily accessible information.
Thank you for your time and consideration of our proposal. We look forward to partnering with the City
of Darien.
y Sheth
President, Municipal Web Services
jay@muniweb.com
Direct: 248.931.5556
<···-.
All information contained in this proposal is ©2013 by muniweb™ (Terms and Conditions Apply)
3
Company History and
Philo~opi'IV
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History
muniweb® was founded in 1997 with a mission of providing municipal organizations with well-designed,
highly organized, dynamic websites. Since then, we have helped hundreds of municipalities architect
and manage successful web campaigns. We are a Michigan based, full-service web development and
maintenance company and al! of our services are designed with !ocol government in mind.
Philosophy
We view our clients as partners in creating a successful web
presence. From our design philosophy to our development
approach, our processes are oriented towards teaming with our
clients for a comprehensive web development experience.
Having a successful web presence requires a committed
municipal staff and a knowledgeable, responsive website
expert behind them.
A look at several of our municipal websites shows the four
characteristics that we build into each one. We call these
characteristics The Four Easy's: easy to use, easy to find, easy to
maintain, and easy to expand.
1. Easy to Use: Websites should be easy to use. Our design of municipal websites effectively balances the
features of both broad and deep navigation sche mes. Doing so makes information easy to locate with
the le ast mouse clicks while avoiding the clutte r that comes with exc essive me nu ite ms. We also
o ptimize all graphic s making the visitor's experie nce more e njoyable .
2.
Easy to Find: Your w ebsite is y our community's "Bill Board". It is extreme ly important that it becomes
visible to the people looking for the services you offe r. We take ste ps during the c re ation of yo ur w ebsite
to ensure that it will place well with major search eng ines.
3.
Easy to Maintain and Update: Today's mass media is aggressively c ompeting for attention. A fresh,
upd ated website gets continuous attention - consequently frequent updates to your website are
c rucial. Whether you are g oing to manage your website in-house or o utsourc e the c ontent updates to
us, the ea se of upda ting will have a big impac t on ope rating costs.
4.
Easy to Expand: Finally, the expandability of yo ur municipal w ebsite is critic al. A flaw e d desig n can
make future expansion of the site difficult and expe nsive . Your w e bsite will grow as yo ur commitment to
provide information and servic es g row. We make sure that the site is able to expand g ra cefully witho ut
a need for red esign each time a new section or service is adde d.
Our Clients
Our clients range from small townships to mid-sized cities, municipal libraries and orga nizations. Our
mission is to keep our clients aware of the leading edge technologies a nd partner with them on making
their website as effec tive as possible given the c onstraints o f existing information systems infrastructure
and budg et. We ha ve e stablished long-term relationships with many o f our c lients over the yea rs as
th ey c ontinue to e ntrust us with the deve lopment and ongoing suppo rt of their web presence. To best
judge a partne rship with our firm, plea se contact those c ommunities tha t have a lrea dy expe rienc ed the
d iffe re nce muniwe b® has to o ffe r.
..
All information c ontained in !his prop osal is ©20 13 by muniweb™ (Terms and Conditions Apply)
4
Svmmary Slalemenl
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We understand that the City of Darien's website development goals include:
•
•
•
A more user-friendly website experience
Updated branding
Reorganized navigation
muniweb® proposes to build a professional, beautifully designed and organized website that reflects
your community's unique character and can be easily updated by non-technical editors using a
Content Management System.
munlweb® Development Objectives
"
Create a dynamic, visitor-focused website that uses today's technology and is easy and
intuitive to use
Offer online functions that will help decrease staff time
Develop the website in such a manner that maintenance and enhancement is simple
Ensure that the website can be expanded in future phases to web-enable additional services
Integrate a solution that automatically presents your website in a way that is friendly no matter
what mobile device is being used
Offer social media integration to support your social presence
Feature informative content that keeps users engaged and encourages repeat visits
Provide a safe and secure hosting environment
Deliver exceptional customer service and ongoing support
"
"
"
"
"
"
"
"
We design ourwebsites in a collaborative process
that ensures that you'll be excited about the results.
We then construct your site using exacting standards
that yield a consistent and comprehensive website
that:
•
•
•
•
•
•
•
engages the community
is simple to use
showcases functionality
conveys your message
is enhanced by a professional look and feel
implements branding
is accessible
Your website is so much more than just a design. It
goes well beyond that. It is a custom tool to interact
with your community. It is an investment in customer
relations and future business attraction. It is a research tool for your visitors and helps eliminate
additional phone calls, freeing up your staff for other duties. We will not only guide you through the
design process but work with your website committee so that the final product meets YOUR
community's needs with custom solutions. We bring our years of municipal expertise and thorough
customer service to ensure a smooth transition to your new website. muniweb® is your partner well
beyond your go live date.
..,•.._... , All information contained in this proposal is ©2013 by muniweb™ (Terms and Conditions Apply)
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,ork Pion /Implementation
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Initial Consultation: Design Consulting/Systems Analysis
Phase duration: Approximately 3 weeks
During this phase of development. we will meet with members of
We view our clients as partners
the website committee to discuss the design including the look, feel
in creating a successful global
and layout of the site. We also review a number of websites to
websiie presenc;e.
ascertain preferences for certain design elements such as color,
abstraction, imagery, placement of navigation, etc. Using this
feedback, we create the unique home page design customized for your community.
Then we create a web-based Client Workshop that facilitates communication between your project
manager and our web developers. The workshop tracks required content, acceptable formats/media,
project status, and includes an area where your project manager or website committee can view
material under development.
If muniweb® is contracted to develop a custom application such as a permitting application, we will
conduct a requirements analysis including a review of infrastructure hardware and software and
develop cost estimates and a project plan for the system .
Second Consultation: Design/Content/Navigation Review
Phase duration: Approximately l '/2 weeks
During this phase. we review the home page design and make requested changes. After home page
design signoff, we create a complimentary interior page design to be used throughout the site to
ensure consistency.
We also review the navigation layout. During the navigation review we look at primary and secondary
level navigation to ensure information is easy to find.
We review the proposed material for the site with content creators to determine the status of content
(on the existing website if available) and to discuss any potential new content. Our project managers
and web steward can answer questions about typical and best practices approaches to c ontent.
Website Construction: Template Creation/Content Migration
Phase duration: Approximately 4-6 weeks
During this phase we construct the template pages for each section o f the website, cut and optimize
graphics and build scripted navigation components. We build the various content pages using the
appropriate templates. Once content is in place, both muniweb® and client review takes place and
cross browser/mobile testing is completed.
Website Deployment: Go Live
Phase duration: Approximately 2-3 days
During this phase, we relocate the website to production servers, perform DNS setup activities if
appropriate, and register the website at search engines where necessary.
Implementation Summary
The typical development timeframe is about 12 weeks. Development can be shorter if content
is provided to muniweb® immediately. Development can be longer if content/imagery/data is
not provided in a timely manner.
~
All information contained in this proposal is ©20 13 by muniweb™ (Terms and Conditions Apply)
6
~rojecl
Tfmellnc-
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This timeline provides a representation of the typical timeline for a website redesign project after the
contract has been signed.
Who
Discuss design MWS
preferences
CLIENT
Design
creation
MWS
Review
design
MWS
CLIENT
Design
MWS
modifications
jt, ·.,
Content
Consult
MWS
CLIENT
Create CMS
templates
MWS
Website
Construction
MWS
Provide
content
CLIENT
Content
Migration
MWS
Review of
w e bsite
MWS
Browser and
mobile testin
MWS
Review of
website
CLIENT
Go Live I
Deployment
MWS
End User
Training
MWS
CLIENT
Software
MWS
Maintenance
~
Website
Content
Updates
CLIENT
~
Customer
Support
MWS
All information contained in this proposal is ©2013 by muniweb™ (Terms and Conditions Apply)
7
Sf off OuoliliccHons
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The following personnel will be involved in the development of the City of Darien website. Other
employees may be brought into the project depending on skill sets and schedule.
Emp loyee
Educ:otlono l
Bac kgroun d
Background Experience
Tracie Hawkinson
Web Steward
Project Manager
BS, Central Michigan
University
Developed and maintained over 25 municipal
websites including Novi, Northville, Brighton and
Farmington Hills.
BS, CIS, Madonna
University
Developed and maintained over 30 municipal
websites including Adrian, Chesterfield Twp,
Darien, Farmington and Northwest Municipal
Conference of Illinois.
Employee since 1998
Laura Hoffman
Web Steward
Trainer
Employee since 1999
Jennifer Doroslovac
Web Steward
Sales
Developed and maintained over 30 municipal websites including
Carpentersville, Wyandotte, Franklin, Cascade Township and Douglas.
Emolovee since 2001
Cindy Conn
We b Steward
Social Media Coordinator
G raphic Desig ner
Designed, developed and maintained over l 0 websites including
Hanover Park, Ecorse a nd Oakla nd Co unty Cle rk's Association.
Emolovee since 2009
Dimos Zarkadas
Senior UX/Graphic Designer
Employee since 1998
MPl, Queen's
University, Kingston,
Ontario
BS, G IS, University of
Alberta, Edmonton
Timothy Xie
Programmer
Software Develop er
Employee since 2000
:.~
Bachelor of
Mathematics, Nanjing
University
Has designe d o ver 50 municipal websites for
muniweb® including Strea mwoo d, Darie n,
Adrian Lib rary, Elkhorn, Plymo uth Township,
Waterford and Inde pe nde nce Township.
Developed custom programs including
Employment Application, Tax and Assessing
System, Transparency Solutio n, Permits and
Payments, Vendor Management, Text
Notification, Business Direc tory and Available
Build ings and Sites.
, · All information contained in this proposal is ©201 3 by muniwebTM (Terms and Conditions Apply)
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muniCMS Specificoflom
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Standard Functions
Optional Modules
Browser Based Administration for Non-Technical Users
WYSIWYG editor
FTP Capable
Responsive Web Design (RWD)
Action Center for Citizen Issue Resolution
Available Building and Sites System
Bids/Proposals Notices
Blogs
Business D!rectory
Employment Application System
Guest Book/Comments (moderated)
Inference Based Searching
Interactive Charting
Live Streaming Video
Mop Builder
Member Dashboard with Fee History
Member Registration I User Management
Mobile Applications
My Page Customizable
Online Payments- eCommerce
Online Payments - Permits
Online Payments- Utilities/Taxes
Password Protected Pages
Polls
Registration System (single event)
Reservation System
Secure Pages
Social Media Direct Message
Surveys
Text Notification System
•
Transparency Solution
Vendor Management System
Video on Demond
Cascading Style Sheet (CSS)
Cross Browser Compatibility
Search Engine Optimization (SEO)
Control Access by Function and Levels
User Permissions and Roles
Workflow Process and Management
Archive Features
Auto Expiration
Content Scheduling with Expiration Doting
On-Page Revisions Archive and Restore
Scheduled Publishing
Version Control
Third Party Links
Hyperlink Reports
Standard Modules
Agendas and Minutes Archive
Breodcrumbs (Dynamic)
Calendar
Departmental Templates
Dropdown Menus (Dynamic)
Emergency Notification Area
eNewsletter Subscription Service
eNewsletter Custom Template
FAQ
Google Anolytics and Webmaster Tools
Job Postings
News and Announcements
Online Submittoble Forms
Forms Archive
Press Releases
Printer Friendly Web Pages
Quick Links
Rotating Banner Images
RSS Feeds
Premium Search Service
Share Page Buttons
Site Mop (Dynamic)
Slideshows/Photo Gallery
1
I
Utlmres Menu
All information contained in this proposal is ©2013 by muniweb™ (Terms and Conditions Applyl
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,echnical Speclficollons
2417 Conditioned Power
•
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Battery Back-up
Natural Gas powered Generator
Communication and Bandwidth:
•
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250 Mbps
Multiple carriers: AT&T, Verizon
Redundant routers
Monitoring:
•
•
Power and temperature control assurance
All critical componentsInternet connectivity, servers and routers
Data Backup:
•
•
On-site I Online Daily Backups
Off-site I Online Archival
Data Redundancy:
•
All servers have RAID-5 hot swappable disks
Data Security:
•
•
•
•
•
•
OS Security always updated
Router level port blocking and reporting
Router level packet filtering and reporting
Server level port blocking and reporting
Weekly penetration and security tests
Weekly intrusion scans
Redundant data cenfers located In;
•
•
•
Midland, Ml
Southfield, Ml
Manitowoc, WI
All information contained in this proposal is ©2013 by muniweb™ (Terms and Conditions Apply)
10
ockoge Pricing Includes
I
Hosting on munlweb® Servers
included
Up to 2GB of storage($20/1 GB/mo additional storage)
Website Design
Two custom home page design with two rounds of design modifications and
one secondary page design with one round of design modifications. Includes:
Mobile Support with Responsive Web Design (RWD). Cross Browser Compatibility
and ADA Compliance, Rotating Banner Images, Home Page Slideshow, Printer
Friendly Web Pages and Share Page Buttons
Included
Website Development
Includes Content Migration up to 150 pages, Agenda and Minutes PDF archive
(maxed at three years), one standard Online Contact Us Form, Third Party Links,
Email Encryption, Google Analytics and Webmaster Tools and Search Engine
Optimization
Included
muniCMS
Includes all standard modules and functions, software/hardware licensing and
maintenance updates
Customer Support
Included
Included
7a-7p ET, M-F- 2 hour response time and 24/7 Emergency Response
Warranty
muniweb® warranties work for one year and will address technical problems
that arise during the first twelve months after completion of website.
Package Price
Included
. ·.
One-time fee - 30% due at contract signing, 30% due upon design approval
and balance due after website is deployed
Monthly Recurring - Includes hosting, software and hardware maintenance,
premium search service and e-newsletter service. Does not include website
content updates. Begins after website is deployed (5% annual increase each
year beginning year 5)
.·
-
Easy Pay Package Price
$10,900
$367
..
...-
'.
Monthly Cost for first 3 years - Begins with contract signing (includes monthly
recurring costs of $367 and the one-time fee of $1 0,900)
$739
Monthly Cost for Year 4
$367
Monthly Cost for Year 5Website Graphics Refresh beginning of year 5
5% annual increase beginning of year 5 and each subsequent year
$385
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All information contained in this proposal is ©2013 by muniweb™ (Terms and Conditions Apply)
.
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Website Graphics Refresh (beginning of year 5) - Included in Easy Pay Package only
Includes:
• Updated banner graphics
• Update Quick Unks section including addition of special icons
• Update site colors, styles, buttons, font types, separators and backgrounds to coordinate with
new graphics
·
• Update sectional graphic elements in the Utilities Menu, News Section, Calendar, etc.
• Cross Browser Testing
• Review content for style and presentation consistency and update any formatting issues, page
layouts, etc.
Pricing Assumptions
Pricing is valid for 90 days from the date of this proposal
The following assumptions have been made in preparing the timeline and pricing in this proposal.
Deviations from the assumptions may impact the pricing and timing of the project.
•
•
•
Clean, appropriately sized graphical objects (maps, pictures, logos, seals, etc.) will be specified
by muniweb® and provided by your website committee. If approved by your committee,
muniweb® may use other images.
Material for the site will be provided in electronic format.
PDF documents will be migrated as is
The following labor rates will be used for work outside of scope, additional content or for future
development and enhancements:
Web/HTML construction
Graphics and Design
Software Development and Scripting
Project management
$50/hr.
$65/hr.
$90/hr.
$125/hr.
,,.,...,,, All information contained in this proposal is ©2013 by muniweb™ (Terms and Conditions Apply)
t\;;;o :l"
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'
Optlonal Services Pticing
1.
Website Content Updates- 9a-5p ET. M-F. 4 business hour
response time for routine updates, 1 hour high priority
response time, immediate emergency response time
$50/hr billed in 15-minute increments
2. muniCMS Training - One day internet-based for 2 - 4
people. Includes recording of training session and training
notes.
$950
3. Additional List Serve Service includes one custom e-mail newsletter
$150 setup
4. Additional Agendas/Minutes PDF archive
$50/hr billed in 15-minute increments
5. Blogs
$375 setup and $10/mo
6. Polls - single question, unlimited polls
$150 setup and $1 0/mo
$50/hr billed in 15-minute increments for
muniweb® to create polls, if desired
7. Surveys - multiple question. unlimited surveys and responses
$250 account setup and $20/mo
$50/hr billed in 15-minute increments for
muniweb® to create and update
surveys, if desired
8.
Text Notification System
$750 setup and $75/mo
9.
Social Media Support
$50/hr billed in 15-minute increments
10. Document Library Module
$500 setup and $200/mo
11 . Online Forms
$50/hr tillable PDF forms
$85/hr submittable online forms
{billed in 15-minute increments)
12. Video Streaming - Live
$500 setup
$1 0/Gig bandwidth/me
(20G min per month)
$500 setup
13. Video Streaming - On demand
5~/meg/mo plus
$10/Gig bandwidth
14. Password Protection applied to specific area of website
$300 setup and $30/mo
15. Secure Socket Layer (SSL) Basic Certificate Setup and
Annual License
$120/yr
16. Available Building and Sites System (ABS)
$750 setup and $75/mo
17. Bids and RFP Notices System
$1.200 setup and $75/mo
18. Business Directory
$1.500 setup and $30/mo
19. Inference Based Searching
$4.500 setup
$50/hr billed in 15-minute increments for
muniweb® to populate inference
content, if desired
All information c ontained in this proposal is ®2013 by muniweb™ (Terms and Conditions Apply)
13
20. Map Builder
$2,500 setup and $60/mo
$50/hr billed in 15-minute increments to
populate maps
21 . Reservation System
$1,500 setup and $50/mo
22. Interactive Charting
$500 setup
$50/hr billed in 15-minute increments to
populate charts
23. E-Commerce
$150 setup and $20/mo plus
convenience transactions fees typically
2-5% paid by payee (e.g. citizens)
24. Action Center (Citizen Issue Resolution)
$2.500 setup and $100/mo
25. Employment Application Module
$2.000 setup and $50/mo
26. Permits/Licensing, Payments and Tracking
(includes 3 forms)
$1.200 setup and $50/mo
27. Vendor Management System
$2,500 setup and $75/mo
28. Mobile Applications
To be addressed and quoted
separately upon further discussion.
29. Email Services - 5 email addresses included in hosting
Block of 25 addresses - $50/mo
Block of 100 addresses - $1 00/mo
30. Internal Employee Intranet I Subsite
Password protection, same design template w ith different
color scheme, 25 pages or less
$2,000 setup and construction
All information c ontained in this proposal is ~2013 by muniweb™ (Terms and Conditions Apply)
14
Services Oesctlptlons
bock lo TOC
muniweb® has worlced with many of our clients to expand services on their website past the initial
development. We will worlc with department heads to develop a strategy for web enabling services for
your community. When our clients express a need or desire to enhance their site, we work with them to
select the best approach, whether off-the-shelf software or a custom system. and then work toward
that goal. Infrastructure or bock-end software greatly influences the approach taken on web-enabling
services. muniweb® wi!! assess your readiness to move forward with these projects and·to budget
appropriately for the costs of these services.
Website Content Updates - muniweb® con add content to the
website as requested by authorized personnel. The periodicity of
change for pages at a municipal site varies from weekly to annually.
We can use a combination of telephone, email and courier/mail to
interact with your content creators. Both a primary and secondary
web steward will be assigned to maintain the website. Each web
steward is trained to make modifications to a site quickly while
maintaining the design standards that give our municipal websites
their consistent. professional look and feel. Our processes ensure that
updates from emergency changes to low priority additions are
handled quickly. Charges are assessed on a ·~ hour basis so that you
won't get charged a full hour for a change that only takes a half
hour to make. A billing report is provided each month that details
maintenance activities on the website. Best of all. our web stewards
guarantee a four business hour response time for routine
maintenance items.
Website Content Training muniweb® can provide training for your staff to update content on the
website. Training is typically provided via an Internet-based technology such as GoToMeeting. This
allows for students to each work at their own workstation without the need for a centralized training
facility. Training is performed using the your new website as a training tool while performing typical
update tasks such as adding agendas and minutes to the website.
w
Premium Search - muniweb® offers a premium search service that provides contextual results. PDF
indexing, spell check, and synonym definitions. Municipal websites contain Iorge volumes of
information, especially when ordinances and meeting minutes ore included. Over time. finding the
information you're looking for con become a challenge. For on example of this premium searc h
service, visit the Village of Streamwood, IL website search engine at
www.streamwood .org/ReferenceDesk/Search .asp
Responsive Web Design (RWD) - An approach using specific web design layouts to provide an optimal
viewing experience across a wide range of devices from mobile phones and tablets to a variety of
different screen resolutions on desktop computer monitors. RWD provides for easy reading and
navigation with a minimum of resizing, panning, and scrolling with virtually no reduction in site
aesthetics.
Online Submlttable Forms with Captcha Technology - Annoyed with spam email generated from the
online forms on your website? We can help! We've implemented technology that stops "form spam"
with 100% success rate . Say good-bye to those pesky and unwonted sales messages from your web
forms!
All information contained in this proposal is ®2013 by muniweb™ (Terms and Conditions Apply)
15
List Serv (e-mail newsletter)- Communicating with the
numerous interest groups in your community can be a
challenge: Job seekers, soccer moms and dads,
community members, and the trades. They'd all
appreciate getting tailored information as soon as it's
available. Our List Serve can help. It reduces the
administrative burden of keeping track of email
distribution lists. It also automates the subscribe and
unsubscribe process, making it convenient for your
constituents to join and leave your mailing lists at their
convenience.
Social Media Strategy- Most progressive communities
have a very active social media campaign.
muniweb® provides end to end social media services
to support your social presence. We can refine/review
your social media approach to ensure all areas of
social media are being used to the community's best
interest and we can set up your social media
accounts and broadcast your messages
simultaneously to all major social forums.
Text Notification System -If you need to get a short message out in a hurry, our Text Notification System
makes it easy. Visitors to your site can sign up for one or more custom text notifications lists such as
Emergencies, Cancellations, Closings, etc.
Syndicated Content (RSS Feeds)- The City of Novi (www.cityofnovi.org) wanted to push communication
to their constituents using syndicated content. muniweb® worked with them to implement an RSS feed
with support for Yahoo, Google, Newsgator and AOL. Hundreds of users receive these feeds on their
custom RSS pages at these sites.
Blogs- Create a blog for your website. Choose when and how long to publish your posts, allow
commenting on your blog posts, and appoint a moderator (recommended).
Polls - Create a single question poll that can be integrated into any section of your website. Allows
visitors to view current and previous poll results.
Surveys- Set up multi-question surveys. Features fully functional ad min system, 30+ different question
types, data export to Excei/CVS file and advanced reporting console.
Streaming Video- The City of Novi (www.cityofnovi.org/Resources/Video.asp) wanted to provide live
streaming of council meetings along with an archive of videos from previous meetings. muniweb®
implemented a video streaming service, trained their employees and provide ongoing service to ensure
that videos are available quickly and consistently to the City's constituents.
Communication tools are inexpensive ways to get targeted information
to the right people at the right time.
·~"'·
All information contained in this proposal is ©2013 by muniweb™ (Terms and C nditions Apply)
16
Action Center (Citizen Issue Resolution) - For creating online forms
that can be used for tracking constituent requests. A powerful
workflow management tool enables issues to be tracked. resolved
and reported- to other staff or to the constituent.
Because we specialize in
municipal websites, we'll put
your city on the vanguard of
e-govemrnent.
Available Buildings/Sites- Allows you to provide an important tool
to commercial realtors to make their inventory of buildings and
sites readily available to interested merchants and site selection consultants. Customize your own ABS
system including search criteria, search results, building and site details. You decide who is able to
ado/edit/delete properties from the database and what information is displayed for each property.
The system makes it simple to send periodic reminders to realtors to keep their information up to date.
Business Directory- Community members can use your Business Guide to look up busines.ses. Search by
Business Name, Business Type, or view a List of Businesses by Letter. Business listings can include email
addresses, website addresses, images. business description, hours of operation, marketing text and
current promotions.
Document Library Module- Searchable consolidated area for forms, documents. agendas/minutes.
newsletters, press releases, etc. It is customized to the look and feel of your website and features a userfriendly admin system for quic k document upload.
eCommerce- Citizens can easily pay parking tickets, taxes, fees, fines. bills. etc. all online.
SSL Certificates- Typically, SSL is used to secure credit card transactions. data transfer and logins.
Employment Application Module- A custom program designed to streamline the job application
process. Features tillable PDF employment form and upload capability for resumes and cover letters.
Backend administration includes easy-to-manage job postings and notifications of submissions.
Inference Based Searching - A citizen-focused website that is question-driven. with clean, easy-tonavigate design. You can ask a question or type in keywords using plain language. You'll receive simple,
friendly. concise, easy-to-understand responses, as though they're coming from a neighbor. Example:
Honolulu Answers http://answers.honolulu.gov/
Interactive Charting- Charting library written in pure Java Script offering intuitive. interactive charts for
your website.
Map Builder- Create powerful, interactive maps using Google Maps. Examples of maps include: road
construction. bikeways and trails. development zones. downtown businesses and more.
Mobi Apps- Create specialized apps for mobi devices specific to your needs.
Permits and Payments- muniweb® developed a custom system with the ability to apply for permits and
included an online payment system to simplify the financial transaction associated with the permits..
Reservation System- Allows for community members to reserve facilities online.
Vendor Management System- Have vendors register online, making future purchasing communications
and bid processes more automated.
Internal Intranet- Many functions of the Human Resources office can be presented in a passwordprotected website that employees can access 24/7. lntranets typically post Benefits/Enrollment
information, Payroll information and forms, Policies/Procedures, Employee Review/Evaluation
documents, Internal Job Postings. Training/Education information, Employee Directories, etc. Having an
Intranet puts all this information at employees' fingertips 24/7.
All information contained in this proposal is ©2013 by muniweb™ (Terms and Conditions Apply)
17
I
~elevont
Experience
bock to TOC
General references are provided on our reference page. However, we've prepared this page to link
directly to web pages that demonstrate various capabilities and our experience with similar projects.
CMS Websltes - muniweb® provides a variety of CMS systems
to address our client's needs. The CMS offer easy to use
administrative front end and have features similar to those
offered by Microsoft Visual Studio Web Development. CMS
allows for multiple users with various permissions and
approval workflow process.
•
•
•
Hanover Park, IL- www.hpil.org
Waterford Township, Ml - twp.waterford.mi.us
Northwest Municipal Conference www .nwmc-cog.org
ASP-based System Development 1 AdmlnlsfraHve Systems-
muniweb® has developed several web-based database systems to automate processes, reduce
incoming phone calls and provide better services to constituents. Example:
•
Plymouth Township Assessor Data Lookup- www.plymouthtwp.org (services/assessor)
Employee lntranets- To improve employee communication and centralize information, the cities of
Northville and Nevi, Michigan had muniweb® develop intra nets for their employees.
•
•
City of Farmington Hills- www.fhgov.com/intranet (password required)
City of Novi- www.cityofnovi.org/eweb (password required)
Accessible Websites - muniweb® ensures full Section 508 compliance. Here are two examples of
accessible websites:
•
•
City of Elkhorn - www.cityofelkhorn.org
City of Novi - www .cityofnovi.org
Enhanced Communication Tools- We've worked with several of our clients to assist them in managing
their communications. Here are a few examples of advanced technology that we have implemented.
•
•
•
ListServ- City of Northville - www.cityofnorthville.org/ReferenceDesk/Mailinglist.asp
RSS- City of Novi- www.cityofnovi.org/Resources/RSS.asp
Text Messaging- City of Farmington Hills - www.fhgov.com/SMS/Availablelists.asp
Payment System- muniweb® worked with Rizzo Services to development an online payment system.
Each payment page has the look and feel of their client's websites.
•
Rizzo Payment Pages- www.rizzoservices.com/Payments
Password Protected Site - Intergovernmental Risk Management Agency (IRMA) required a password
protected area of their website for members only with unique navigation for both the public and
member sides. muniweb® provided a solution that not only protected the member area but also
allowed for member specific access to various internal documents.
•
.,;, ·. •
IRMA Website - www.irmarisk.org/Public/default.asp
All information contained in this proposal is ©2013 by muniweb™ (Terms and Conditions Apply)
18
I
~eferences
~
City of Novl, Ml
www.cityofnovi.org
Sheryl Walsh
Director of Communications
swalsh@cityofnovi.org
248-735-5628
Pop. 55,583
Client since 2000
Vlllage of Carpentersville, IL
www.vjl.carpentersville.il.us
Kevin Goethals
IT Director
KGoethals@vil.carpentersville.il.us
224-293-1 601
Pop. 38,062
Client since 2012
City of Wyandotte, Ml
www.wyandotte.net
Natalie Rankine
DDA Director
nrankine@wyan.org
734-223-3759
Pop. 25,618
Client since 2008
muniweb® has provided website services for over 100 municipal organizations. Here is a sampling of
some of the communities muniweb® has partnered with.
Cascade Township, Ml
www.cascadetwp.org
Client since 2003
Pop. 15,100
City of Elkhorn, WI
www .cityofelkhorn .org
Client since 2005
Pop. 10, 118
Village of Hanover Park, IL
www.hpil.org
Client since 2000
Pop. 37,973
City of Farmington, Ml
www .cUarmington.mi.us
Client since 2010
Pop. 10,438
-
-
City of Northville, Ml
Client since 2001
Pop. 5,970
Chesterfield Township, Ml
www .chesterfieldtwp.org
Client since 2009
Pop. 43,381
VIllage of Streamwood, IL
www .streamwood.org
Client since 2000
Pop. 39,858
Bloomfield Township, Ml
www .bloomfieldtwp.org
Client since 2003
Pop. 41,070
www .cityofnorthville.org
.o··.
Village of Franklin, Ml
www.franklin.mi.us
Client since 2012
Pop. 3,171
~····
Novl Public Library, Ml
-
~
. ' . =~·~... ~
~a '
d-/1" _ ;~.-
All information contained in this proposal is ®2013 by muni'NebTM (Terms and Conditions Apply)
www .novjlibrarv.org
Client since 2011
Patrons served 378,571
19
C ;t
Proposal for the City of Darien, IL
CivicPius Project Development Estimate
All Quotes are in US Dollars and Valid until June 30,2014.
Project Development and Deployment
$23,967
Initial GCMS® upgrades, maintenance, support and hosting - no additional cost
§.ery_er S(()~ge n()tfo _
ex.c_eeC! 20GB .
T~tat Fees Year.,1·.
..
,523 , 9~7
·
With CivicPius' Annual Services, you'll enjoy redundant hosting services, daily backups, extensive disaster recovery
plans, 24/7 support, software maintenance, unlimited upgrades, recurring training, and access to the CivicPius
community. Protecting your investment is important, and our Annual Services allow you to receive maximum benefit
at minimal cost. Over the course of a year, you'll receive software upgrades, maintenance and optimization.
Additionally, your staff will have full access to our support staff, ensuring that they're always up to date on our latest
features and functionality.
·Ailimal-seiViC'eS(colitinuing-GcMs~fupgracie&;·Miintenance~- ifui>iiOrt ancftiostinu) -·-· · · ·
Bilfed 12 months_ from contract signing; subject to a_nnual 5% increase year 3 and beyond
$3,927
Optional Multi-Year Payment Plan- CivicPius Advantage
CivicPius Advantage offers local governments an alternative payment plan that eases the impact of a new website on
your budget and spreads the one-time project development costs over a longer period of time.
Through a minimum three-year contract, CivicPius Advantage dramatically lowers the one-time project development
and start-up costs of launching a new website, combining one-time and recurring fees and spreading them over
the life of the contract.
CivlcPius Advantage
1st Year
2nd Year
3rd Year
4th Year
Annual Recurring Fees
$10,607
$10,607
$10,607
$4,330
C ;t
Proposal for the City of Darien, IL
The ClvicPius Recurring Redesign
At CivicPius, we realize that over time, you might decide that you want to change your design by giving it a visual
refresh, so to speak. On average, we have noticed that clients tend to request a redesign about every four or five
years in the life of a typical government website.
But instead of starting completely over from scratch with a new website rebuild, CivicPius has an option that can not
only help save you time and effort, but lots of money tool
At the end of your fourth year of continuous service with us, you are eligible to receive a website redesign with no
further out-of-pocket expense. The cost of the redesign is included in your annual fees each year, giving you the
knowledge that your website design will never become stale and that you'll never have to build your site from the
ground up again!
The Ci vicPllls.Rodaslgn OptioJ_lln.clutles :
•
New CivicPius Basic Redesign
•
Redevelop banner
•
Up to three graphic buttons to promote special services
•
Redevelop navigation method (may choose top drop-down or other options)
a
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 pages on the redesigned website to ensure
proper formatting, menu structure, and application of new site styles. Note: Content will be rewritten or
pages broken up (shortened or resectioned) during this process to reflect best web usability practices.
•
Site styles and page layouts will be touched so all pages match the new design and migrate cleanly
C ;t
Proposal for the City of Darien, IL
Project Development
Kick-Off Meeting
Deliverable: Project Timeline, training jump start and worksheets
Phase 1: Consulting
Deliverable: Needs assessment, best practices and worksheets
Phase 2: Website Preview Presentation
Deliverable: Website layout and mood board will be presented for your
approval
Phase 3: Website Reveal Presentation
Deliverable: Completed website design and navigation structure will be
presented. You will be able to propose changes at this time.
Phase 4: 24 Hours Customized Interactive Webinar Training for up to 6 employees
Quote includes free use of up to 6 webcams and headsets Deliverable: Train
System Administrator(s) on GCMS® Administration, permissions, setting up
groups and users, module administration. Basic User training on pages,
module entries, applying modules to pages. Applied use and usability
consulting to result in effective communication through your website.
Phase 5: Go Live
Deliverable: Content migrated from current primary site to new site based on
best practice recommendations. Custom website. Registration of site with all
major search engines.
Note: Content from sites other than the primary site can be migrated to the
new primary site for an additional fee.
Additional Functionality
Google Translation Tool
Responsive Design
Options Included in One-Time Fee
Included
Included
Included
Included
Included
Included
Included
Included
See Optional Enhancements
Optional
Total Project Developmem and Deployment Fee
Initial GCMS® upgrades, maintenance, support and hostrng fncfuded- no additional cost
$23,967
Server Storage not to exceed 20 GB
I
-
Total
Fees Year-.1
. -
$23,967
C ;»
Proposal for the City of Darien, IL
Optional Project Enhancement
Options
One-Time Fee
Pre-Implementation: On.Site Kick-Off Meeting Three days on-site. Quote includes travel
expenses.
Optional
$10,000
A consultation package concentrating on your website committee's design goals, audience
goals and meet with departments to kick-off with a project overview.
Deliverable: A document summarizing the meetings, with analysis and
recommendations. Design information gathered.
Add up to 6
departments per
additional day for
$2,200
Phase 1: Process Roadmap Consultation Three days on-site. Quote includes travel
expenses
A consultation package concentrating on evaluation of processes for customer and citizen
services. Designed to fit specific client needs in management of the website design and
creation process on the client side.
Deliverable: A comprehensive report of current citizen-facing practices and
citizen/customer-facing processes, recommendations for improving quality and
efficiency of govemment-tCH:itizen and government -to-customer relations and
processes, a follow-up report reviewing the results of implemented suggestions.
Optional
$10,000
Phase 1: Citizen Engagement/Website Marketing Suite Three days on-site. Quote
includes travel expenses.
This consultation will focus on creating a strategic marketing plan for the new website
directed at your main public-facing stakeholders (citizens, visitors and businesses) in an
effort to increase awareness of the site and increase interaction with the site's functionality.
We will work with you to create a custom plan for advertising and driving traffic to your
website geared toward capturing and building upon the momentum gained in the days and
weeks that follow the new site's launch.
Deliverable:
•
Strategic Initiatives: A strategic marketing plan aimed to increase
Optional
awareness of the site and increase interaction with the site's functionality
using targeted marketing tactics, a recommended plan of action for
implementing new site and tools, a follow-up report reviewing the results of
implemented suggestions.
$10,000
•
PR Services: Press release development, distribution and measurement,
letter to local library development, tetter to local library development, letter to
request dedicated link development, how to guide- approach local paper,
how to guide - invite local media.
•
Social Media Services: Consultation and recommended posts, Facebook
update examples, how to guide - respond to social media.
Phase 1: Public Engagement Evaluation Two days on-site. Quote includes travel
expenses.
A consultation package concentrating on evaluation the satisfaction of citizens/customers
regarding the current website and online services. A survey will be conduct to discover
general levels of satisfaction, desired site functions, features and tools, current tools
features or functions that are not considered valuable or need altered.
Optional
$7,800
Deliverable: A follow-up report containing findings of current engagement level along
with recommendations and road map for getting to the desired level of engagement.
Phase 1: Website Design Consultation Two days off-site - conducted remotely.
A consultation package concentrating on evaluating the form and function of the current
Optional
$3,600
C ;t
Proposal for the City of Darien, IL
website design and potential problems therein.
Deliverable: A comprehensive report on all findings regarding the current site design,
recommendations and roadmap for implementing the design to meet your overall
goals, a follow-up report reviewing the results of implemented suggestions.
Phase 1: Intranet Consultation Three days on-site. Quote includes travel expenses.
A consultation package concentrating on evaluating and improving current functions of
interdepartmental relations and recommendations for increasing effectiveness through the
use of all available web tools.
Deliverable: A comprehensive report on all findings regarding the current intranet
system being used and success rate of current system functions, a detailed plan for
making improvements and adapting the intranet system to your needs, a follow-up
report reviewing the results of implemented suggestions.
Phase 5: Consolidation of Identified External Site- Full Content, less than 100 pages
An option that allows for pages of content to be migrated from sites other than the current
primary site to the new primary site. Migration of top-level navigation is included.
Phase 5: Consolidation of Identified External Site- Full Content, more than 100
pages, 50 page block An option that allows for pages of content to be migrated from sites
other than the current primary site to the new primary site. Migration of top-level navigation
is included.
Phase 4: 3 Days of Customized On-Site Implementation Training for up to 12
employees
Quote includes travel expenses ($80 per person per day for the 13th attendee and beyond
Phase 4: Training/Consulting Two days on-site Review website with department
administrators and provide additional time for basic learners. Review website procedures.
Must be held concurrently with original on-site training session.
Optional
$10,000
Optional
$2,450
Optional
$1 ,400 per block
Optional
$8,000
Optional
$7,800
Post-Training: Website Presentation Two days of on-site meetings to present website to
stakeholders. Quote includes travel expenses.
Optional
Post-Training: Three-Month Checkup Held three months after go-live, includes two days
on-site of additional consultationltraining. Quote includes travel expenses.
Optional
Post-Training: Three Day Annual Refresher One day on-site consultation, two days onsite refresherladvanced training. Quote includes travel expenses.
Optional
Post Go-Live: 50 Pages of Additional Content
Virtual Webmaster: Five Hours of Content Updates per month.
$7,800
$7,800
$10,000
$1,450
Optional $5,700
Annual Minimum
Annual Recurring Training: Training on new functionality and services
Deliverable:
• New User Training: A three-hour training for new users to learn basic
features of the GCMS®.
Refresher Training/New Module Training: A three-hour session designed to
refresh existing users as well as to train them on new modules.
New
Feature Overview: A three-hour session designed to make users aware
•
of recently released modules and features.
• Website Review Consulting: An hour-long, in-depth review of the client
website followed by a two-hour session with client users.
•
Optional
$2,000
Annually
C ;t
Proposal for the City of Darien, IL
Functionality Options
GoCitizen Pro Custom Mobile App {iOS & Android)
Department Header Package - includes up to 20 pages of content migration
(No annual fee in the first year; annual fees starts in second year)
One-Time
Annual
$4500
$1200
$3,500
$650
n/a
$13,995
n/a
$4,495
n/a
$3,995
$125/page or
$1 000/1 0 oaoes
n/a
Human Resource Management System (HRMS)- Applicant Tracking
Key features include: Assessment lists, social media integration, career portal,
resume parsing, candidate source capture, job management, job requisitions, job
sourcing metrics, application management, candidate management, reporting,
profile metrics, e-mail tool, cost-per-hire metrics, candidate routing, background
check integration.
(Annual subscription fee is subject to an annual 5% increase year 3 and beyond)
HRMS - Applicant Tracking Lite
Key features include: Assessment lists, social media integration, career portal,
resume parsing, candidate source capture, one (1) free custom job application.
(Annual subscription fee is subject to an annual 5% increase year 3 and beyond)
HRMS - Onboarding
Employee onboarding module streamlines the process with our intuitive user
interface, solid business logic, strong auditing and great customer support.
(Annual subscription fee is subject to an annual 5% increase year 3 and beyond)
Language Translation (hand translation, priced per single language)
LDAP Integration
$1200
$300
Media Center with Live Streaming Video (1OGB of server storage included)
$1 000
$1000
New Logo Development
$5 000
n/a
New LoQo Development with Branding & Graphics Development
$7 000
n/a
$8,000
$1 ,575
Subsite - includes up to 20 pages of content migration
(No annual fee in the first year; annual fees starts in second year)
C !;t
Proposal for the City of Darien, IL
Project Development and Deployment Includes the Following:
I
Modules
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Agenda Center
Alerts Center & Emergency Alert Notification
Archive Center
Bid Postings
Blog
Business/Resource Directory
Calendar
Carbon Calculator
Citizen Request TrackerTM (5 users)
Community Connection
Community Voice™
Document Center
ePayment Center
Facilities & Reservations with Activities
Frequently Asked Questions
Forms Center
Healthy City
Intranet
Job Postings
My Dashboard
News Flash
Notify Me®
Wrth 500 SMS subscribers
Online Job Application with 1 Generic Application
Opinion Poll
Photo Gallery
Postcard
Quick Links
Real Estate Locator
Spotlight
Staff Directory
Functionality
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Action Items Queue
Audit Trail/ History Log
Automated PDF Converter
Automatic Content Archiving
Content Library (Content Tempiates)
Dynamic Breadcrumbs
Dynamic Sitemap
Expiring Items Library
Graphic Link Administration
Links Redirect and Broken Links Finder
Menu Management
Mouse-over Menu Structure
MuniMobile™ (Mobile Website Browsing)
Online Editor for Editing and Page Creation (WYSIWYG)
Online Web Statistics
Printer Friendly/Email Page
Rotating Content
RSS
Search Engine Registration
Site Layout Options
Site Search & Entry Log
Slideshow
Social Media Integration (Facebook, Share and Twitter)
User & Group Administration Rights
W eb Page Upload Utility
Website Administrative Log
Support
Maintenance of CivicPius
Application & Modules
Hosting
7 a.m. - 7 p.m. (CST) Monday- Friday
(excluding holidays)
Install Service Patches for OS
Shared Web/SQL Server
Upgrades
DNS Consulting & Maintenance
24/7 Emergency Support
Fixes
Monitor Bandwidth-Router Traffic
Dedicated Support Personnel
Improvements
Redundant ISP
2-hour Response During Normal Hours
Integration
Redundant Cooling
Usability Improvements
Testing
Diesel Powered Generator
Integration New & Upgraded Services
Development
Usage License
Daily Tape Backup
Proactive Support for Updates & Fixes
Intrusion Detection & Prevention
Online Training Manuals
Antivirus Protection
Monthly Newsletters
Upgrade Hardware
Phone Consulting
CivicPius Connection
AGENDA MEMO
Administrative/Finance Committee
July 7, 2014
ISSUE STATEMENT
A motion authori?:ing the City Administrator to purchase three copiers in an amount not to
exceed $10,077.95.
BACKGROUNDnDSTORY
The City of Darien needs three copiers this year for municipal services, the police sergeants, and
the police records department. The City sent out minimum specifications for each machine to
eight different companies to attempt to get a bulk discount on all of the machines. The
companies provided a combined bid and individual pricing for each machine. The machines
quoted varied greatly in capabilities and pricing, with some companies providing the low quote
on one machine with higher quotes on the other machines. The lowest combined bid for all
machines was $11,174.25, by Ricoh. Each company was then asked if they would be willing to
sell their machines individually, and each agreed to do so. If the machines were bought from
each individual company in this "a Ia carte" fashion, the total cost would be $10,077.95.
Com_Qany
Ricoh
ISBS
Copystar
Proven
Records Copier
$8,823.25
$6,662
$7,582
$5,634.39*
ABS
$8,999
$8,150
lllinois Paper
Gordon Flesch
$9,400
$10,695
DPOE
.
*Recommended machine
**Did not meet minimum specs
Sergeants Copier
$2,531.70*
$4,101
$2,637
$4,985
$4,989
$4,100
$4,000
$5,895
MS Copier
$2,355.70
$1,911.86*
$2,637
$3,100
$799**
$2,975
$2,500
$4,445
Total Cost
11,174.25
12,674.86
12,856
13,719.39
14,787
15,225
15,900
21,035
Staff tested out the machines at a demo location to ensure they were satisfactory. Each company
agreed to provide a maintenance agreement for each machine. Because not every company
services every type of machine, once the copiers are selected, staff will get quotes to enter into a
maintenance agreement for all the machines. If this is not possible we will solicit for
maintenance agreements for each unit.
STAFF/COMMITTEE RECOMMENDATION
Staff recommends purchasing each copier separately for a total of$10,077.95.
ALTERNATE CONSIDERATION
Purchasing all three machines for $11,174.25 from Ricoh, or some other method, would be
alternate considerations.
May 30,2014
Darien Village Hall:
Thank you for giving me the opportunity to ea.."'n your business. In the following
pages I have put together a proposal that will both meet and over exceed your
expectations.
Proposed unit: Toshiba 456 NEW I Toshiba 256 I TOSHIBA 477
• 45 PPM-Print-Copy-Scan black n white I Color Scanning/ Fax
• 25 PPM- Print-Copy-Scan black n white I Color Scanning/ Fax
• 49 PPM-Print-Copy-Scan black and white/ Color Scanning/ Fax ( Does only
8 ~X 11 and 8 ~X 14)
• Automatic 100 sheet document feeder
• Color scanning
• Data overwrite security feature
• Secure print
• Automatic duplexer
• Universal drawer
• Fax Board
• USB Printing n scanning
• Advanced scan to convert files back to original form and make changes (
excel, word and power point )
• Postscript I Pel
• E-filling
• Help button
• Energy star
• Includes Stapler
.lam giving you a very aggressive proposal. I am positive that this unit will meet
your needs, give you room to grow and take in all your end user needs.
This proposed equipment will allow you to print, copy and scan. You can add
any other features up to 7 years. This proposal will give you new equipment,
service and supply contract.
Purchase program:
• Toshiba 456 $5,634.39 or $160.58 for 39 months
• Toshiba 256 $4,985.00 or $142.07 for 39 months
• Toshiba477 $3,100.00 or $99.75 for 39 months
•
•
•
Lease programs will allow you to own the equipment at the end of term and
you do not pay tax
All specs have been met
Includes delivery, Install and Unlimited Training
Service pricing is locked in for three years
• 456 I 256 units $.0075 per copy
• 477 units $.012 per copy
• Includes all parts, labor and consumables. Excludes paper and staples.
• Four hour or less service response time
• Three year warranty I Lemon clause on purchase or covered for full term of
lease
Please review this infonnation and let me know how you would like to proceed
forward.
Thank you,
Tina Chazinski
Sr. Rep Proven Business Systems
708-606-9532
~·sruDio"477s/527s
TOSHIBA
Leading Innovation>»
}- Black & White MFP
~- Up to 55 P?M
~ Smaii/Med. Workgroup
> Copy, Print, Scan, Fax
)- Secure MFP
Specifications
Copying Process
Copying Type
Copy/Print Resolution
Copy/Print Speed
Warm-Up Time
First COpy Out Time
Multiple Copying
Acceptable Paper Size
and Weight
Memory (Max)
Document Feeder
ReductktVEn~QEJnent
Control Panel
Paper Supply
Duplex
Dimensions
Weight
TonerY191d
Power Supply
Power Consumption
Max Duty Cycle
Security
Indirect Electrostatic Photographic
Transfer System with Internal Transfer Belt
LED Head Printing
600 X 600 dpi (1200 X 1200 dpl- PS3 only)
49/55 PPM B&W
Approx. 60 Seconds
8Seconds
Up to 999 Copies
Cassette: ST-R to LG (17 1b Bond - 120 lb Index)
Bypass: 3" x 5" to L.G (17 lb Bond - 1381b Index)
Main Memory: 2 GB
HD: 160GB (Security SED Drive)
100-Sheet
25%to400%
Color 9' LCD Touch Panel
Up to 3,160-Sheet Input Gapacity
Standard 1 x 530-Sheet Cassettes
100-Sheet Bypass
Optional 3 X 530-Sheet cassette
Optional 2000-Sheet LCF
Std. Automatic Duplex Unit (17 lb Bond - 120 lb Index)
Approx. 32.26" X 20.55" X 23.78" (W X D X H)
Approx. 115 1bs
36K
120 V, 15 Amps
Maximum 1.5 kW
20Q/225K Copies
256 Bit AES (SED Hard Drive)
1-51lrne Overwrite (meets DOD standard)
LDAP, SMTP, Windows Server Donnaln, Local
Data Enayption
Disk Overwrite
Authentication
Accessories (Options)
Additional Paper Options, Spacers, Caster Base
Spacer (For ~ustilg machine height replacing a stand)
Gaster Base (Gaster base for PFU, LCF or Spacer)
cassettes: 530-Sheet Pedestal, ST-R to LG
Large Capacity Feeder (LCF): 2,000-Sheet Drawer, LT
Stand (Use in place of LCF)
GR1160
GR1170
MY1046
KD1040
STAND407CS
Finishing Options
Inner Finisher:
1 Tray: 500 Sheets
Damper Kits
Offline Stapler
MJ1038
KK1003
MJ1039
Connectivity/Security Options
Fax Board
Meta Scan Enabler for a-CONNECT
Wifeless Modlle
Wireless Antenna
IP SEC Enabler
Advanced Scanning (ReRite)
SharePolnt Connector
Exchange Connector
Google Docs Connector
GD1340
GS1010
GN1060
GN3010
GP1080
GB1280V8
GB1440
GB1450
GB1540
Print Specifications
POL Support
Operating Systems
Protocol Support
Drivers
Connectivity
Device Management
CertifiCation
PCLB and PostScript 3, XPS
Netware 6.5, Wndows XP, Vista, 7, 8
Windows Server 2003, 2008, 2008R2, 2012,
Citrix, Macintosh, Llnux, UNIX, AS400, SAP
IPXISPX, TCP/IP, AppleTalk
NetBIOS Over TCP/IP, LPRILPD, IPP, SMB,
SNMP, Netware, Port 9100,
Server 20031200812008R212012, Windows XP,VISta, 7, 8,
Macintosh 10.4, 10.5, 10.6, 10.7, 10.8
AS400, LPR & Por19100, SAP R/3, Unix Riter
101100/1000BaseTX Ethernet, (802.11b/gln optional)
TopAccess
Wllldows (XP, Vista, 7, 8, 2003, 2008, 2008R2)
Novell HPOS (DazeJ), Citrix
canwrtD
Corpon~te Office
East Coast
Scan Specifications
Scan Resolution
Scan Speed
F~e Format
·~y'-
100 dpl, 150 dpi, 200 dpi, 300 dpl, 400 dpi, 600 dpl
55 SPM B&W, 40 SPM Color (@ 300 dpij
TIFF, PDF, Secure PDF, JPEG, XPS (with HOD)
Midwest
South
Facsimile Specifications (Option GO 1340)
West Coast
Compatlbiity
Data Compression
Transmission Speed
Fax Modem Speed
Memory Transmission
Scan Speed
Web Site
Super G3
MH I MR I MMR IJBIG
Approx. 3 Seconds Per Page
33.6 Kbps
1 GB
.7 Seconds Per Page, Maximum 42 SPM
E-Filing Specifications
Operation Method
Number of Boxes
Capac~y of Boxes
Color Touch Screen Control Panel or C6ent PC
1 Public Box, 200 Private User Boxes
100 Folders Per Box, 400 Documents Per Folder
200 Pages Per Document
!=:.t,
9740 Irvine Blvd., Irvine, CA 92618
Tel: 949-462-6000
959 Route 46 East, 5th Floor, Parsippany, NJ 07054
Tel: 973-316-2700
8770 W. Bryn Mawr Ave., Suite 700, Chicago, IL 60631
Tel: 773-380-6000
2037 Bakers Mil Rd., Dacula, GA 30019
Tel: 678-546-9385
9740 Irvine 8/lld., Irvine, CA 92618
Tel: 949-462-6000
www.buslness.toshlba.com
Designs and Specifications subject to change without notice. For best results and
reliable perfonnance, always use supplies manufact~.rer or designated by Toshiba.
Not aft options and accessories may be available at the time of product launch. Please
contacl a local Authorized ToS!ma Dealership for availabiity. Toner yields are estimates
based on 6% coverage, letter-size page. Driver and connectivity feature support varies
by c~enVnetwork operating system.
C 2013 Toshiba America Business Solutions, Inc. Electronic Imaging Division
lnv. Co<;le 22234 477s/527s Brochure 6K 8113
Ricoh Aficio MP 3053SP
Black/White Multifunctional Device
The new MP 3053SP will help you print, copy, share and secure a wider range of
documents in more places, more conveniently. Use it as your information portal and
connect to cloud services and applications directly from the operation panel. With a host of
advanced document management capabilities packed into a space-saving, eco-friendly
design, it's ideal for any small office or workgroup looking to streamline workflow and
enhance output from creation to finish
Key Features
• Fast output speed of 30 pages per
minute
• 1,150 sheet paper capacity
• Warm up time of 14 seconds
• First copy speed of 4.2 seconds
• 1.5GB RAM and 250GB Hard
Disk Drive
Machine #2 - Police Department
Sergeants
• 30 Pages per minute
• Fax Enabled
• Internal Finisher with Staple and
Punch
• Network Scan and Print
• Up to 42 lb paper weight
• 600 x 600 dpi copy resolution
• Energy Star® compliant
RCO
imag ine. change
Quote Document for
RICOH
City Of Darien
Date: May 30,2014
imagine. change.
auanlill£
1
1
1
1
1
1
Item Description
Ex:t ~~lling Price
MP5002SP Configurable PTO Model
RICOH MP5002SP
RIC LARGE CAPACITY TRAY PB3140
FOR MFP D581-17
RICOH BRIDGE UNIT BU3060
RICOH FINISHER SR3120 FOR
MFP(D63617}
RICOH PUNCH UNIT PU3030 NA
RICOH FAX OPTION TYPE 5002 FOR
MFP (D62901}
NETWORK & SCAN CONNECTSEG4
MP3053SP CONFIGURABLE PTO
MODEL
RIC PAPER FEED UNIT PB3120 FOR
MFP D579-17
PAPER FEED UNIT PB3180
INTERNAL FINISHER 3352 FOR MFP
0586-17
FAX OPTION TYPE M7
DIGITAL QC 120/15AMP SURGE
PROTECTOR
NETWORK & SCAN CONNECT- SEG
2
MP2501 SP Configurable PTO Model
FAC 59 TALL CABINET
DIGITAL QC 120/15AMP SURGE
PROTECTOR
RICOH MP 2501 SP
NETWORK & SCAN CONNECT- SEG
2
$8,823.25
Sub Total:
$2,531.70
$2355.70
$13,710.65
~
LIVE ATTENDANT TO ANSWER ALL YOUR SERVICE
&
SUPPLY
REQUESTS OR ANYTHING THAT REQUIRES IMMEDIATE RESULTS.
~
DEDICATED ACCOUNT REPRESENTATIVE- TYLER WEBER
co
®
SAVIN MP301SPF
System Includes:
•!•
•!•
•!•
•!•
•!•
•:•
•!•
•!•
30 pages per minute & Black/White
(1) 100-Sheet Multi-Purpose Tray
(2) 550-Sheet Paper Tray
Automatic Document Feeder
Network Printing
Network Color Scanning (Scan to Folder I Scan to E-mail)
Faxing
1.5 GB RAM I 250GB HOD
•!• User Authentication Codes
Service Pricing:
All Black&. White copies charged"/itfllii!NJ.
)o>
)o>
Standard cost per copy agreement includes all toner, parts, labor,
service calls, and preventative maintenance.
Remote Diagnostic System (Toner Notifications 1 Service Calls)
*Includes: DeliveryI Set-up/ InstallationI Networking/Training*
REFERENCES WILL BE GIVEN UPTON REQUEST.
Image Systems and Business Solutions services
multiple local government, school districts, libraries
and private businesses.
AGENDA MEMO
Administrative Finance Committee
July 7, 2014
ISSUE STATEMENT
A resolution to add quantities for the Plainfield Road Water Main project on Plainfield Road through
the existing Intergovernmental Agreement with the County ofDuPage in an amount not to exceed
$35,000.
BACKGROUND
Recently the City has identified buried main line water valves and unnecessary water main loops
approximately 12-foot underground on Plainfield Road fronting the Colonial Manor Complex.
(Please note a typical water main is installed at a depth of approximately 5-foot.) Further field work
identified that there is an existing water main traversing the Colonial Manor property and there are
no recorded easements in place. Staffhas determined that the valving and piping was utilized during
the operation of the now abandoned adjacent well site and there is no water main as-built on file. The
existing piping and valving requires urgent consolidation. The department is unable to complete the
necessary work due to the depth of the excavation and unstable soil conditions.
Recently, the DuPage County contractor began installing the new water main on Plainfield Road. At
the connection point the existing water main is 10-12 feet deep. Utility conflicts in the area were
identified and consist of a 36-inch storm sewer on top of the water main, a gas main and a street light
pole/foundation on top of the water main as well. All ofthese make the narrow turf area between the
sidewalk and roadway very congested and not ideal for water main location. The existing water
main is showing signs of deterioration and should a water main break occur, the department would
be required to outsource the work due to the depth.
The City did not anticipate finding the above field conditions and since the County's contractor is on
site, staff recommends extending quantities at the unit costs provided within the Intergovernmental
Agreement. Attached, please find a cost summary sheet prepared by staff and pending DuPage
County review. Funding for the proposed project would be expensed from the Water Depreciation
Fund.
STAFF RECOMMENDATION
Staff recommends approval of a resolution to add quantities for the Plainfield Road Water Main
project on Plainfield Road through the existing Intergovernmental Agreement with the County of
DuPage in an amount not to exceed $35,000.
ALTERNATE CONSIDERATION
Not improving the water main infrastructure.
DECISION MODE
This item will be placed on the July 7, 2014 City Council agenda under New Business for formal
consideration.
WATER MAIN EXTENSION CHANGE ORDER NO. 1
~scription
Unit Cost
Unit
Quantity
Cost
Additional Work
Quantities
Water Main Abandon
lf
$
5.00
489 $
2,445.00
140 $
Water Main Service Connection
lS
$
1,768.00
1 $
1768.00
0 $
Cut and Cap
EA
$
525.00
2
$
1050.00
0 $
Cap E~istlng Fire Hydrant
EA
$
932.00
1 $
932.00
0 $
Fire Hydrant Ass Comjl
EA
$
896.00
1 $
896.00
0 $
Trench Backfill
C'(
$
23.00
381 $
8 763.00
164 $
3 772.00
CLIV Patch 0
SY
$
65.00
488 $
31,720.00
100 $
6 500.00
6-lnch Watermain
LF
$
64.00
23 $
1,472.00
s
1,280.00
8-lnch Watermain
LF
s
75.00
504 $
37,800.00
150 $
11,250.00
Tees8X6
EA
$
631.00
2 $
1,262.00
1 $
631.00
Tees 8X8
EA
$
411.00
1 $
411.00
0 $
-
EA
$
1,489.00
4 $
5,956.00
0 $
-
Water Valve 6-lnch
EA
$
1,500.00
0 $
8-lnch Watermaln 45 Bend
EA
$
556.00
4 $
F&h R&R
EA
$
1,787.00
1 $
EA
$
2,165.00
lS
$
2,200.00
Water Valve 8-lnch
Valve Vault 5-foot
TCP
Total Costs
Construction Observation
Total Costs
PERCENTAGE
10%
-
20
700.00
-
-
1 $
1500.00
2,224.00
4 $
2,224.00
1,787.00
0 $
6 $
12,990.00
1 $
2,165.00
1 $
2 200.00
0.75 $
1650.00
$
113,676.00
$
31672.00
1 $
31,672.00
$
3,167.20
s
34,839.20
s
145,348.00
RESOLUTION NO.._ _ _ __
A RESOLUTION TO ADD QUANTITIES FOR THE PLAINFIELD ROAD WATER MAIN
PROJECT ON PLAINFIELD ROAD THROUGH THE EXISTING
INTERGOVERNMENTAL AGREEMENT WITH THE COUNTY OF DUPAGE IN AN
AMOUNT NOT TO EXCEED $35,000.00
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DARIEN, DU PAGE
COUNTY, ILLINOIS, as follows:
SECTION 1:
The City Council of the City of Darien hereby authorizes the Mayor to add
quantities for the Plainfield Road Water Main project on Plainfield Road through the existing
Intergovernmental Agreement with the County ofDuPage in an amount not to exceed $35,000.00.
SECTION2:
This Resolution shall be in full force and effect from and after its passage and
approval as provided by law.
PASSED BY THE CITY COUNCIL OF THE CITY OF DARIEN, DU PAGE COUNTY,
ILLINOIS, this 7th day of July 2014.
AYES:
NAYS:
ABSENT: _____________________________________________________
APPROVED BY THE MAYOR OF THE CITY OF DARIEN, DU PAGE COUNTY,
ILLINOIS, this 7th day of July 2014.
KATHLEEN MOESLE WEAVER, MAYOR
ATTEST:
JOANNE E. RAGONA, CITY CLERK
APPROVED AS TO FORM:
CITY ATTORNEY