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AI- 2916   12. B. 3.    
BOC Regular
Meeting Date: 06/20/2019  
Website Redesign RFQ Recommendation
Submitted For: Lucy Blair FROM: Lucy Blair, Communications Manager, Administration
Department: Administration  

Information
RESOLUTION:
Resolved, County Commission approval is recommended for an agreement with Revize to provide website design and development for an enhanced Calhoun County website. With help from the Administrative Services Department, the Communications Manager requests the approval of the Board of Commissioners to authorize the issuance of a Purchase Order to Revize in an amount not to exceed $100,000 as well as authorize the Administrator/Controller to sign on behalf of the County.

RECOMMENDATION:
County Commission approval is recommended for an agreement with Revize to provide website design and development for an enhanced Calhoun County website. With help from the Administrative Services Department, the Communications Manager requests the approval of the Board of Commissioners to authorize the issuance of a Purchase Order to Revize in an amount not to exceed $100,000.
BACKGROUND:
Government websites are the primary place where citizens can receive critical information about public services. The current website is a product of American Eagle, which the County signed an agreement with in 2010. With modern technology, a website must be managed on an ongoing basis and updated regularly. The current website and the content management system (CMS) it hosts are outdated and have not been updated in years.
                                                
A website redesign was included in the Capital Improvement Plan process, with the approval of the Information Technology Executive Committee, which is chaired by Commissioner Jake Smith. At the beginning of 2019, Assistant Administrator Brad Wilcox, Communications Manager Lucy Blair, and Information Technology Manager David Hackett met to identify the process for implementing the website redesign before 2020.
 
In February, two listening sessions were held for employees interested in voicing opinions about what is or isn't functional with the current website. These meetings were led by Lucy Blair with the intention of receiving feedback, but also explaining how a service-first website removes barriers between citizens and the services they need. These meetings, as well as a feedback form on Google Docs, resulted in feedback from many departments, including,
  • Treasurer's Office
  • Clerk and Register
  • Juvenile Home
  • Road Department
  • Community Development
  • Equalization
  • Human Resources
  • Finance
  • Courts
  • Sheriff
  • Prosecutor's Office
 
A formal Request for Qualifications (RFQ #107-19) was issued by Purchasing on March 11, 2019. The scope of services were established to facilitate the selection of the most qualified vendor to provide web consultation, website design, web hosting, promotion, and website support and maintenance. Fifteen proposals were received in response to RFQ #107-19. Wilcox, Blair, and Hackett met and, using the criteria from the RFQ, narrowed the pool to five final candidates, which we brought to a core website redesign committee group. This group included,
  • Aaron Edlefson, Veteran Affairs
  • Kelli Scott, Administration
  • Kris Getting, Circuit and Probate Courts
  • Brigette Reichenbaugh, Public Health Department
  • David Hackett, IT
  • Lucy Blair, Communications
  • Brad Wilcox, Administrative Services
 
On April 15, this team met and discussed the strength of each proposal using an evaluation matrix. Ultimately, they unanimously agreed to recommend Revize as the most qualified consultant to provide Calhoun County with website design and development, as well as provide ongoing maintenance, based on the requirements as stated in RFQ #107-19.
 
Revize is based in Troy, Michigan and its focus is government websites. Revize has assisted the following County government entities develop their websites,
  • Barry County
  • Benzie County
  • Gogebic County
  • Kalkaska County
 
With an extensive portfolio of government websites, Revize understands how to develop a useful website and what additional digital resources are helpful to include, such as an efficient Content Management System, citizen engagement tools, a bid posting interface, social media integration, calendar function, and online forms. Currently, Calhoun County either does not have these tools or they are hosted by other platforms. Ultimately this will reduce the number of digital platforms the County manages, saving money in the long-run.
 
Revize will lead every step of the redesign process from "discovery"  through training for County staff. Communications Manager Lucy Blair will assist with Revize's needs and with developing new department content, ensuring that the finished website is not just redesigned but useful as well. Steps in the redesign process include,
  • Discovery and kickoff
  • Design mockup and wireframes
  • Template development and CMS integration
  • Accessibility and custom development
  • Site map development and content migration
  • CMS training and go live
 
To ensure that the website does not remain stagnant after this redesign, Calhoun County will engage Revize in ongoing tech support, CMS updates, and website hosting and storage.
 
The new version of the Calhoun County website should be available to the public by the end of 2019.
SUMMARY:
The Administrative Services Department requests the Board of Commissioners to authorize the issuance of a purchase order with Revize for the redesign and development of the Calhoun County website in an amount not to exceed $100,000.

Fiscal Impact
BUDGETARY IMPACT:
Funding for the County website project, $100,000, was included in the 2019 Capital Improvement Plan. Initial estimates from Revize anticipate the first-year costs, which includes the entire redesign process as well as the first year of tech support, at $82,900.
Attachments
Revise RFQ Proposal
RFQ #107-19
Revize Initial Scope of Work
Vendor List

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