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HomeMy WebLinkAbout2009-05-05; City Council; 19791; Amendment to Ascentium agreement for SharepointCITY OF CARLSBAD - AGENDA BILL ^ Q AB# MTG. DEPT. 19,791 05/05/09 IT AMENDMENT NO. 3 TO AGREEMENT FOR MICROSOFT SHAREPOINT IMPLMENTATION SERVICES DEPT. HEAD & CITY ATTY. rf^ CITY MGR. (^ RECOMMENDED ACTION: Adopt resolution No. 2009-089 to approve and authorize execution of Amendment No. 3 to professional services agreement with Ascentium Corporation for city Web site redevelopment. ITEM EXPLANATION: The City of Carlsbad's Web site is becoming an increasingly valuable tool for providing information and services to the public. The city's 2008 public opinion survey showed that nearly 40 percent of residents use the city Web site to get information about the city, a full 17 percentage points higher than the next most cited source of information, the North County Times. The average number of hits per day to the city's Web site has increased from 24,064 in 2007 to 36,891 for the same time period in 2009, a more than 50 percent increase. To be able to fully utilize the city's Web site as a tool for efficiently providing city information and services, city staff identified two critical areas in need of improvement. One area is the technology used to host and manage the Web site; the other is the way public users access information on the site. Improving these two areas will make it easier to provide up to date, useful information to Web site users; make it easier for the public to find the information they need; allow the city to provide more services online; reduce the staff resources required to respond to phone calls and office visits because many people will be able to serve themselves online; and position the city to easily upgrade its Web services as new needs arise and as new technologies become available. SharePoint by Microsoft is a part of the city's transition to a single technology platform for managing information across all city departments and locations. Using a predominantly Microsoft-based technology means the city's technology systems now "talk the same language," reducing the city's technology infrastructure costs and complexity, making information technology easier to manage, lowering the cost of developing new applications and improving employee productivity and end user experience. In addition to serving as a content management system for the city's Web site (allowing each department to directly update their own sections of the Web site), SharePoint will increase the city's ability to provide residents and businesses online services. Examples of this DEPARTMENT CONTACT: Gordon Peterson 602-2454 Gordon.Peterson@carlsbadca.gov FOR C/7Y CLERKS USE ONLY. COUNCIL ACTION: APPROVED ;a CONTINUED TO DATE SPECIFIC D DENIED D CONTINUED TO DATE UNKNOWN D CONTINUED D RETURNED TO STAFF D WITHDRAWN D OTHER-SEE MINUTES D AMENDED D Page 2 functionality include interactive maps, online job applications, and on-line payment processing, or bill pay. SharePoint also includes document routing capabilities and online collaboration, letting people in different locations to work together more efficiently. One of the most significant benefits of SharePoint is the ability to add functions easily and inexpensively, as new technologies emerge. The city's first use of SharePoint is for the public Web site. The city contracted with Ascentium, a company specializing in creating Web sites using SharePoint. Ascentium was hired to complete the programming needed to customize SharePoint for the city's use, convert a number of the city's existing Web applications and forms into the new SharePoint site and develop an improved structure for the Web site, making it easier for the public to access city information and services online. Based on the Purchasing Policy of the City of Carlsbad, an agreement may be amended up to 25 percent of the original agreement amount. The City Manager has authorized two amendments for services not anticipated at the time of the original agreement. City staff has identified additional services required to complete the project, and the cost of these additional services raise the total contract amount by $67,865, which is in excess of 25 percent of the original agreement amount. Therefore the third amendment requires City Council approval. Background Visual design and information architecture services related to the new Web site were originally to be completed by a different contractor and were not included in the agreement with Ascentium. During the initial phase of this project, it was determined that the most efficient and effective manner to secure necessary Web development services was to have the lead contractor, Ascentium, perform the visual design and information architecture services. Previously secured, the funds for these services were transferred, and the scope of the agreement altered (Amendment No. 1) The original scope of the project did not contain activities to address detailed content migration issues, such as how existing and new content maps to the new site structure. As the project progressed, it became apparent that city staff did not have the expertise or resources to complete this task. Staff created Amendment no. 2, and contracted with Ascentium Corporation to work with city department representatives to review content of the existing site, map that content to the new site, review best practices for content/page preparation in advance of a content migration, and review best practices for migrating content. Additional funds in the amount of $17,805 are needed to complete this work, and staff is requesting those funds be appropriated at this time. In the final stages of this first phase of the overall Web site project, it has been determined that additional work not contemplated in the original statement of work for the project may be needed. Staff negotiated Amendment No. 3 with Ascentium Corporation to include: a visual design and navigation for a City sub-site, user acceptance scenario creation and post production support for a not to exceed amount of $50,060. Staff is requesting that additional funds of $50,060 be appropriated at this time. FISCAL IMPACT: The original contract amount with Ascentium was $160,000, with two additional amendments: Amendment No. 1 $8,200 and Amendment No. 2 $49,605. To meet the requirements of Carlsbad Municipal Code 3.28.04 C.5, funds made available under Amendment No. 2 were decreased to $31,300. Staff is requesting additional funds in the amount of $67,865. These funds break out as follows: $17,805 to complete the work contained in Amendment No. 2, and $50,060 for services outlined in Amendment No. 3. City will pay the contractor for all work associated with those services described above on a time and materials basis not to exceed $67,865 ($17,805 + $50,060). There are sufficient funds in the Information Technology Fund to cover these expenses. The Finance Department will appropriate funds in the amount of $67,865 from the Information Technology Fund, and make these funds available in the Information Technology Fiscal Year 2008-09 budget. ENVIRONMENTAL IMPACT: Pursuant to Public Resources Code section 21065 and CEQA Guidelines section 15378, this action does not constitute a "project" within the meaning of CEQA and therefore, does not require an environmental review. EXHIBITS: 1. Resolution No. 2009-089 approving Amendment No. 3 to Agreement for Microsoft SharePoint Implementation Services, and the appropriation of funding. 2. Amendment No. 3 to Agreement for Microsoft SharePoint Implementation Services. 1 RESOLUTION NO. 2009-089 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING AMENDMENT NO. 3 TO 3 AGREEMENT FOR MICROSOFT SHAREPOINT IMPLEMENTATION 4 SERVICES AND THE APPROPRIATION OF FUNDING 5 WHEREAS, the City of Carlsbad recognizes that its Web site is an ever 6 increasing and valuable tool for providing services and information to the public; and 7 WHEREAS, the City began a phased approach of redesign and enhancement to8 9 the City Web site; and IQ WHEREAS, after careful review and evaluation, the City selected Ascentium 11 Corporation to provide the technical services needed to implement the new Web site on 12 the Microsoft SharePoint platform; and 13 WHEREAS, additional funds are required to successfully deploy, support and 14 maintain the new Web site; and 15 WHEREAS, sufficient funds are available in the Information Technology Fund for 16 this effort; and 17 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of 18 Carlsbad, California, as follows: 20 1 • That the above recitations are true and correct. 21 2. That the Amendment to the Agreement with Ascentium Corporation, a copy of 22 which is attached hereto, is hereby approved and the Mayor is authorized to 23 execute the agreement on behalf of the City. 24 3. That the Finance Director is authorized to appropriate $67,865 in the 25 Information Technology Fund budget for fiscal year 2008 - 2009. 26 27 28 4 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 5th day of May, 2009, by the following vote to wit: AYES: Council Members Lewis, Kulchin, Hall, Packard and Blackburn. NOES: None. ABSENT: None. CLAUDE'A LEWIS, Mayor ATTEST: LORRAWEM. WOOD, City Clerk /O C A I \ I J ^ AMENDMENT NO. 3 TO AGREEMENT FOR MICROSOFT SHAREPOINT IMPLMENTATION SERVICES Ascentium Corporation This Amendment No. 3 is entered into and effective as of the f^f^u, 2jQO°t , amending the agreement dated July 23, 2008 (the "Agreement") by and betweerrthe City of Carlsbad, a municipal corporation, ("City"), and Ascentium Corporation, ("Contractor") (collectively, the "Parties") for Microsoft Sharepoint implementation services. RECITALS A. On July 23, 2008, the Parties executed an Agreement for Microsoft Sharepoint implementation services which will re-architect and implement the City of Carlsbad's web site; and B. The Parties desire to alter the Agreement's scope of work to include information architecture recommendations in the form sub-site and human resources employment wireframes; development of the sub site visual design, user acceptance test case scenario and post production support; and C. The Parties have negotiated and agreed to a supplemental scope of work and fee schedule, which is attached to and incorporated by this reference as Exhibit "A", Scope of Services and Fee. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. In addition to those services contained in the Agreement, as may have been amended from time to time, Contractor will provide those services described in Exhibit "A". 2. City will pay Contractor for all work associated with those services described in Exhibit "A" of this amendment on a time and materials basis not-to-exceed fifty six thousand sixty dollars ($56,060). Contractor will provide City, on a monthly basis, copies of invoices sufficiently detailed to include hours performed, hourly rates, and related activities and costs for approval by City. 3. Contractor will complete all work described in Exhibit "A" by December 31,2009. 4. All other provisions of the Agreement, as may have been amended from time to time, will remain in full force and effect. 5. All requisite insurance policies to be maintained by Contractor pursuant to the Agreement, as may have been amended from time to time, will include coverage for this Amendment. City Attorney Approved Version #05.22.01 (o 6. The individuals executing this Amendment and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Amendment. City Attorney Approved Version #05.22.01 CONTRACTOR (sign heref (print name/title)7 (e-mail address) (sign here) KO^^ \K/ (print name/title) '(e-mail address) CITY CARLSBAD, a municipal ATTEST: .ORRAI, 'City Clel City Attorney Approved Version #05.22.01 If required by City, proper notarial acknowledgment of execution by contractor must be attached. If a Corporation. Agreement must be signed by one corporate officer from each of the following two groups. *Group A. **Group B. Chairman, Secretary, President, or Assistant Secretary, Vice-President CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: RONALD R. BALL, City Attorney Deputy City Attorney City Attorney Approved Version # 05.22.01 WASHINGTON SHORT-FORM INDIVIDUAL ACKNOWLEDGMENT (RCW 42.44.1 OO) State of Washington County of _MJ ss. I certify that I know or have satisfactory evidence that f\05£>2!iffi '£ Notary Public State of Washington (CATHERINE M MYERS My Appointment Expires Jul 10. 2012 Name of Signer is the person who appeared before me, and said person acknowledged that he/she signed this instrument and acknowledged it to be his/her free and voluntary act for the uses and purposes mentioned in the instrument. Dated: /Wtpr Month/Day/Year Signature of Notarizing Offfcer of-dry PobJic^ /Title (Such as "NTitle (Such as "Notary Public") Place Notary Seal Above My appointment expires 10, tQ12-y Mo\inth/Day/Year of Appointment Expiration OPTIONAL Although the information in this section is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent removal and reattachment of this form to another document. Description of Attached Document Title or Type of Document: Document Date: Number of Pages: Signer(s) Other Than Named Above: Right Thumbprintof Signer Top of thumb here © 1999 National Notary Association • 9350 De Solo Ave., P.O. Box 2402 • Chatsworth, CA 91313-2402 • www.NationalNotary.org Item No. 5906 • Reorder: Call Toll-Free 1-800-876-6827 \ts EXHIBIT "A" SCOPE OF SERVICES AND FEE DESCRIPTION OF ADDITIONAL SERVICES: User Experience Architecture, Visual Design, User Acceptance Testing, and Post Production Support The User experience deliverables deliver the design, structure, navigation and content placement for the page templates contained in a site. These page templates are referred to as wireframes. The wireframes are used by the content management system to contain site content and graphics. These additional wireframes are required for completion of the employment application, and the library sub-site. These efforts must be done prior to starting the build of the site as they define the structure of the page templates used on the site. Visual design deliverables create the visual representation of site pages. A visual representation encompasses the colors, page layout, font and suggested photography placements and direction around photography selection for the new site. The visual design is required so that the presentation layer (what users see) can be fully complete and subsequently built during the development phase. Post production support provides the City of Carlsbad Information Technology Department with the Web site management and technical information needed to ensure effective post production support. Project Impact User Experience Architecture & Visual Design: City sub site & Employment Application Role MOSS Developer(s) Project Manager QA Lead Art Director Creative Director Information Architect Total estimates Rate $ 165.00 $ 165.00 $ 135.00 $ 160.00 $ 225.00 $150.00 Hours 60 25 45 16 4 24 150 Total $ 9,900.00 $ 4,125.00 $ 6,075.00 $ 2,560.00 $ 900.00 $ 3600.00 $ 27,160.00 City Attorney Approved Version # 05.22.01 Project Impact: Test Scenario Role QA Lead PM Total estimates Rate $ 135.00 $ 165.00 Hours 24 4 28 Total $ 3,240.00 $ 660.00 $ 3,900.00 Project Impact: Post Production Support Role Time and materials, to be billed based on tasks completed to support post production work and knowledge transfer effort. Total $ 25,000.00 Deliverables • Updated wireframes, City sub site, and HR employment application • Design direction • Refined Visual compositions • UAT activities • Post production support activities (knowledge transfer Ascentium -> Carlsbad) City Attorney Approved Version # 05.22.01