City CouncilDec. 18, 2012

City Website• Council on May 1, 2012, authorized a contract not to

exceed $40K with Vision Internet for the design of a new website.

• New PIO began Sept. 1, 2012, and immediately began working with Vision, IT and Legal on a contract.

• Negotiated price of $30,860.

City WebsiteVision additionally offers three optional services:• Onsite consulting, $4,725. We will instead do this

remotely. • Content migration, $1,445 for 50 pages. We will do this

in-house. • Onsite training, $3,290. We will do this, per the

consensus of other Vision customers.

Total redesign cost:

$30,860 redesign + $3,290 training = $34,150

City WebsiteHosting• Currently pay $2,450/year for 1 gig of space. COSA

uses 7 gig. Vendor to begin charging $1,000/year for every 4 gig = $4,450/year. With redesign, total first-year cost of $38,600.

• Self-hosting would require $10,456 in servers & software PLUS $400/month for increased bandwith = $4,800/year after capital investment. With redesign, total first-year cost of $49,406.

City Website• Vision offers hosting with 100 gig for $200/month =

$2,400/year with 3% annual rate increase. With redesign, total first-year cost of $36,550.

Any of the above 3 options yield the current level of service.

City WebsiteSubscription Services

Vision further offers:• Hosting PLUS 24/7 tech support, upgrades for

$400/month = $4,800 year w/ 3% annual rate increase. With redesign, total first-year cost of $38,950.

• Hosting, 24/7 tech support, upgrades PLUS new features, graphic redesign after four years for $500/month = $6,000/year w/ 3% annual rate increase. With redesign, total first-year cost of $40,150.

City WebsiteHow to pay for hosting/subscription services?

Bond Fund 505 closed in FY11 with one active project … a new City Website. Fund closed by City Manager on 6/23/11 to pay for VoIP phone expenses, freeing up $90K in the Communications Fund’s fund balance for the website.

Vision’s redesign contract to be paid from these funds, leaving $55,850 available for website expenses.

City WebsitePay for hosting and/or subscription services from

earmarked website funds in Communication Fund fund balance. Saves General Fund at least $2,400/year.

Funding is sufficient to sustain services until next redesign.

Consider in FY13 budget charging departments or website users a small fee to replenish funding to pay for next redesign and future hosting/subscription services.

City WebsiteStaff recommends subscribing with Vision Internet for

hosting, 24/7 tech support, upgrades, new features and a graphic redesign in four years at a cost of $6K/year with a 3-percent annual rate increase. ). Doing so would involve total first-year cost of $40,150.

In the alternative, staff would recommend subscribing with Vision Internet for hosting, 24/7 tech support and upgrades at a cost of $4,800/year with a 3-percent annual rate increase. Doing so would involve total first-year cost of $38,950.

City WebsiteQuestions?

City Website

Additional Information

City WebsiteAttractive design• Clean, creative design that reflects our community

and features photos/collages of landmarks, scenery, etc.

• Intuitive navigation and a functional layout, with the most important info being the most accessible, easy-to-use drop-down menus, and info organized by department, topic and target users

• Consistent look and feel• Breadcrumbs that show the user’s current path so

they know where they are

City WebsiteInteractive components and features• Approval cycle ensures accuracy and consistency• Calendar system based upon month, category or

departments. Easier to search. Allows for recurring events, auto archiving, e-Notification, auto event address link to Google Maps

• News with e-Notification and auto archiving• E-Notification sign-up service. Users set preferences.

Export the database for other uses. Integrates with calendar, job postings, RFPs, news.

• Bookmark and Share content via Facebook, Twitter.

City websiteInteractive components and features• Component manager allows dynamic pages in which

content expires automatically.• Community Spotlight on the home page highlighting

special events, projects, news, etc.• Connected Pages – multiple instances of a page in

different areas that are updated simultaneously• Emergency Homepage Alert notifies users of

emergency info, prominently covering home page• Form/Survey Tool develops interactive forms

replacing paper forms. Also allows online surveys.

City WebsiteInteractive components and features• Forward to a Friend to easily forward pages to others• FAQs browsable by categories with multiple categories

assignable to each question and a simpler interface for creating Q’s and A’s

• CRM to request services and info based on categories, automatically routed to case processors, trackable by user s

• Image Library stores all images on the site, Photo Gallery displays them

• Rotating Homepage Banners w/ links freshens page

City WebsiteInteractive components and features• visionMobile converts content into mobile versions for

smart phones and tablets• Weather Updates• Easy integration with third-party, web-enabled

databases and systems

City WebsiteTimeline• Vision Stage 2-4 weeks• Concept Stage 2-4 weeks• Design Stage 3-4 weeks• Development Stage 4-9 weeks• Quality Assurance, Documentation

& Training Stage 2-3 weeks• Soft Launch & Final Launch 2 weeksTotal 15-26 weeks