Item No: 4.C.2.

Meeting Date: February 27, 2012

From: Mike Thornton, Purchasing Manager, for

Stan Carter, Information Technology Director

Subject: Resolution authorizing the Mayor and City Clerk to execute Amendment 1 to an Agreement with Vision Internet Providers, Inc. for website programming services.

Staff Recommendation:

Staff recommends approval of the resolution authorizing execution of Amendment 1 to an existing Agreement with Vision Internet Providers, Inc. for an additional $10,000.00.

Analysis:

On December 13, 2010 the City Manager executed an agreement with Vision Internet Providers, Inc. for $22,450.00. The services contracted for under the original Agreement are website programming/design services and a Content Management System (CMS).

The CMS is a software tool that allows for the submission, review/approval and posting of content to the City’s website. Currently, all content published or posted to the City website must be done by Information Technology (IT) Department staff. The method of posting the information is technical and not designed for end user departments to use. Often times even the content itself must be created by IT staff.

Implementation of the CMS will allow for end user departments to create website content; they can then submit the content for review. The content will be reviewed and if approved, will automatically be published to the correct area of the City’s website. This will eliminate this labor intensive process having to be done by IT department staff.

The CMS software tool will allow city departments to maintain their area of the City’s website with current and fresh information. The CMS software will also be instrumental in the timely release of information related to the City’s upcoming Smart Grid project.

Execution of this Amendment will authorize the firm to provide three website designs incorporating the City’s new logo and colors previously approved by commission. The City will select one of the three designs to be used as the base template for the City’s website. The amendment will bring the total value of the agreement to $34,350.00. The new website design will be released along with the implementation of the Content Management System.

Commission approval of this Amendment is being sought as the combined dollar value of the original agreement and this amendment triggers the Commission approval level.

The Purchasing Division issued RFP 100182 on March 1, 2010 for City Wide Website Design Services and Content Management System. A total of three (3) local vendors specializing in website design and Internet presence were notified of this RFP in meetings with representatives from each company. The City received five (5) responses to the RFP. None of the local firms submitted a response. The evaluation committee determined Vision Internet to have submitted the best proposal and at the lowest cost. Proposal costs came in as high at $135,840.00 with Vision Internet submitting the lowest cost proposal. Vision Internet met the City’s proposal requirements and has the most experience with government agencies.

Options:

1. Approve the resolution authorizing execution of Amendment 1 for $10,000.00; or

2. Such alternative action as the Commission may deem appropriate

Fiscal Impact:

The City has an open purchase order for $22,450.00 issued when the original Agreement was executed. The City has paid $4,490.00 for services already provided by Vision Internet Providers, Inc. This Amendment will bring the total value of the Agreement to $32,450.00. The additional $10,000 will be reimbursed to the IT Department account shown from the City Manager contingency account.

Submission Date and Time: 2/24/2012 10:39 AM____

Department: _Information Technology___ Prepared by: _Mike Thornton_________ Attachments: Yes_X__ No ______ Advertised: ____Not Required __X___ Dates: __________________________ Attorney Review : Yes___ No ____ _________________________________ Revised 6/10/04

Reviewed by: Dept. Head ________ Finance Dept. __________________ Deputy C.M. ___________________ Submitted by: City Manager ___________________

Account No. _001-1633-513.34-10__ Project No. ___________________ WF No. ______________________ Budget _____$19,960.00_________ Available ____$ 200.00_________

RESOLUTION NO._______________

RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AMENDMENT 1 TO AN AGREEMENT WITH VISION INTERNET, INC. FOR WEBSITE PROGRAMMING SERVICES FOR AN ADDITIONAL $10,000.00; AND PROVIDING AN EFFECTIVE DATE.

BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:

THAT the Mayor and City Clerk are hereby authorized to execute Amendment One to an agreement with VISION INTERNET PROVIDERS, INC. whose address is Post Office Box 251588, Los Angeles, California 90025 for website programming services.

THAT this resolution shall become effective immediately.

PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at a regular meeting held the 27th day of February 2012.

__________________________

Mayor

ATTEST:

__________________________

City Clerk