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Receive a presentation providing an update on the Solano County website redesign; Approve a contract with Interpersonal Frequency for $946,545 for the period of October 1, 2024 through June 30, 2028, to build, implement, and support the redesigned website and backend platform; and Delegate authority to the County Administrator to execute the contract and any subsequent amendments, with County Counsel concurrence, up to an annual aggregate of $74,999
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Published Notice Required? Yes ___ No _X _
Public Hearing Required? Yes ___ No _X _
DEPARTMENTAL RECOMMENDATION:
The County Administrator’s Office (CAO) recommends the Board of Supervisors:
1. Receive a presentation providing an update on the Solano County website redesign; and
2. Approve a contract with Interpersonal Frequency for $946,545 for the period of October 1, 2024 through June 30, 2028, to build, implement, and support the redesigned website and backend platform; and
3. Delegate authority to the County Administrator to execute the contract and any subsequent amendments, with County Counsel concurrence, up to an annual aggregate of $74,999
SUMMARY:
The CAO in coordination with the Department of Information Technology (DoIT) has been undergoing a project to fully redesign the www.solanocounty.com website to increase functionality and create a better user experience for both County departments and website visitors. The project has completed the planning phase and is now ready to move into implementation.
After extensive research and planning, the project has defined requirements and approved a site map and design of the new site. The project is ready to move into the build, launch, and support stages. Interpersonal Frequency (I.F.) was selected through an RFP process as the contracted vendor for the planning phase. Contracting with I.F. for the build and launch of the website provide continuity of services through the final stages.
FINANCIAL IMPACT:
The total cost of the recommended contract with Interpersonal Frequency to build, implement, and support the redesigned website and backend platform is $946,545. This includes $250,000 for the initial development of the website, including training, content migration, content development support, and integrations. In addition, the contract includes $696,545 for the first 3 years of ongoing support. The ongoing support will begin when the site is launched at a cost of $220,950 in year one with a 5% increase annually. This fee includes hosting, annual integration fees, and support services for ongoing management of the site. The contract includes an option for an additional 2 years of ongoing support. The costs associated with the management of the website redevelopment are included in the County’s FY2024/25 General Expenditure and DoIT Working Budgets and include sufficient appropriations to fund the recommended contract.
DISCUSSION:
In December 2022, the CAO in partnership with DoIT and all County Departments launched a project to update the Solano County website. The project has the mission of making the Solano County website an accessible trusted destination for Solano County information and services. Guiding principles include: user-centered deign, unified content strategy, scalable for future growth, collaboration, community-focused, and County and department alignment.
In June 2023, as a result of a Request for Proposals (RFP), Interpersonal Frequency (I.F.) was contracted for Phase 1 of the Solano County website redesign project, which included gathering data and stakeholder feedback to understand the limitations of the current website, gathering requirements of the new website, developing wireframes and visual design of the new website, and beginning training on best practices for updating content. Phase 1 was completed in June 2024 and staff have been in negotiations with I.F. to fully implement the launch of the project, including undergoing DoIT security review and ensuring the business requirements could be met.
The proposed contract is for Phase 2 of the website redesign to build and implement the website and backend platform per the Phase 1 requirements and design, including advanced search features, forms and registrations, site translation, and networking and security features. It also includes training for content management staff, migration of current site components (as needed), and support for content development and testing of the new site.
Once the new site goes live, I.F. will provide maintenance and support, including hosting, support services, and post-launch improvements.
ALTERNATIVES:
The Board could choose to not approve the contract. This is action is not recommended because the redesign of the website has been a high priority for the Board and County Departments.
OTHER AGENCY INVOLVEMENT:
The CAO is working with DoIT as part of the core team for implementation of the project. All County Departments have been engaged and will continue to be engaged in development and launch of the new site.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION