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Agenda Item
ASR
Control 19-001394 |
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MEETING DATE: |
01/14/20 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
All Districts |
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SUBMITTING
Agency/Department: |
County Executive Office (Approved) |
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Department contact
person(s): |
Joel Golub (714) 834-6827 |
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Jessica Witt (714) 834-7250 |
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Subject: Renew, Amend and Approve
Contracts for eGovernment Services
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ceo CONCUR |
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Clerk of the Board |
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Concur |
Approved Agreement to Form |
Discussion |
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3 Votes Board Majority |
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Budgeted: Yes |
Current Year Cost:
$383,993 |
Annual Cost:
FY 2020-21 $700,567 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 2/26/2019
# 38, 11/08/2016 #29, 3/01/2016 #16, 4/03/2012 #17 |
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RECOMMENDED ACTION(S):
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1. |
For Agreement MA-017-12011201 with Granicus, Inc., authorize Agreement to exceed five years in length, as required under Contract Policy Manual Section 3.3-105(3). |
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2. |
Authorize the County Procurement Officer or authorized Deputy to execute Amendment No. 5 to renew and amend Agreement MA-017-12011201 with Granicus, Inc. for eGovernment Services in an amount not to exceed $549,968, commencing on March 28, 2020, through March 31, 2022, for a cumulative contract total of $3,444,261. |
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3. |
Authorize the County Procurement Officer or authorized Deputy to execute Contract MA-017-20010482 with Promet Solutions Corporation for Comprehensive Web Development and Managed Services for a new eGovernment platform, effective upon contract execution by all necessary parties through October 31, 2021, in an amount not to exceed $788,117. |
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4. |
Authorize the Chief Information Officer or authorized designee to execute Work Orders up to a total not to exceed amount of $50,000 for all Work Orders issued during the term of the Contract with Promet Solutions Corporation for agency-specific changes to the Scope of Work for a cumulative Contract total not to exceed amount of $838,117. |
SUMMARY:
Renewing and amending the Contract with Granicus, Inc. for eGovernment Services will allow the County to maintain a consistent eGovernment platform while the County’s new platform with Promet Solutions Corporation is being developed and implemented.
BACKGROUND INFORMATION:
In 2007, the County initiated an eGovernment program to advance service delivery to constituents via online channels: website, social media, mobile and web applications. eGovernment, also known as “eGov,” refers to a public entity’s focus on providing services to constituents via a 24 hours a day, 7 days a week, easy-to-use, self-service, web-based model. This typically is achieved by establishing a strong, common web presence across all government departments in the areas of corporate branding and information categorization, site “look and feel”, navigation and online business processing (filing, registration, inquiry, look-up, search, payment, subscription, etc.). An eGov initiative requires an enterprise web content management system that enables common website elements to be shared, propagated and aggregated across websites and provides business staff with an interface to update website content instead of hiring a web programmer. Therefore, in 2007, the County acquired Vignette, an enterprise web content management system, to deliver eGovernment Services.
In 2011, after surveying County departments and holding multiple workshops, the County released a request for proposals (RFP) to explore the marketplace for a web content management system and associated services that would enhance the County’s opportunities to deliver eGovernment services and reduce the County’s total cost of ownership. The RFP evaluation panel ultimately determined that PixelPushers, Inc., DBA Civica Software’s fully managed web content management system offered the County the best value for cost in meeting countywide eGovernment objectives. On April 3, 2012, The Board of Supervisors (Board) approved the Agreement with Civica Software for a fully managed web content management system for a three-year term effective March 28, 2012, through March 27, 2015. Amendment No. 1 to the Agreement was executed to renew the term for a one-year period through March 27, 2016. Civica Software was subsequently acquired by Granicus, Inc. (Granicus) and on March 1, 2016, The Board approved Amendment No. 2 to the Agreement, which replaced Civica Software with Granicus as the contractor of record and extended the expiration date to March 27, 2019, also adding the option to renew the Agreement for two additional one-year periods. On November 8, 2016, the Board approved Amendment No. 3 to the Agreement to increase the not-to-exceed amount of the Agreement to cover additional demand for eGovernment services. On February 26, 2019, the Board approved Amendment No. 4 to renew the term for a one-year period through March 28, 2020.
Granicus has stopped enhancing its web content management system and, as such, it no longer meets the business needs of the County. As a result, the County is unable to provide the services demanded by its constituents. In 2017, Orange County Information Technology (OCIT) began researching Comprehensive Web Development and Managed Services Providers that could offer the County a turnkey Software-as-a-Service (SaaS) eGovernment solution. The search was guided by several business objectives including, but not limited to:
- A new platform that could be easily navigated by citizens
- Provide a cross-agency view of County activities
- Provide one-stop access to all County services
- Be mobile friendly
- Be compliant with the Americans with Disabilities Act
After extensive research, OCIT learned that a Drupal-based open-source platform will best meet the needs and objectives of the County by providing functionality, flexibility, security, compliance and higher levels of control by the County while managing website content. An open-source platform is developed as part of a public collaboration and made available for developers to contribute to. Drupal, as an open-source based platform, allows the County to take advantage of free core web content management software, modules and themes while remaining highly customizable, scalable, reliable and secure. OCIT researched several Drupal-based Comprehensive Web Development and Managed Services Providers and identified Promet Solutions Corporation (Promet) as a leader in this category. In October 2018, OCIT contracted with Promet to blueprint, architect and build six Drupal websites for the Board offices in accordance with Contract Policy Manual § 3.3-109. The project was a success with Promet meeting and exceeding expectations of the OCIT project team and the requirements of the contract.
Promet services are available through a competitively bid cooperative agreement administered by the Texas Department of Information Resources (DIR). Per Texas Government Code Title 10.B.2054.A Section 2054.0565, the Texas state legislature requires the DIR to specifically include terms in its Cooperative Contracts that allows “a governmental entity of another state” to utilize the DIR’s Cooperative Contracts.
OCIT negotiated with Promet to establish a mutually agreeable contract to design, develop and migrate current County website data hosted by Granicus to a new Drupal platform. While the websites are being designed and migrated, it is necessary to extend the current contract with Granicus to prevent any interruptions in eGovernment services to the public. Therefore, OCIT recommends approval to renew and amend the contract with Granicus and to execute a contract with Promet to architect, design and build Drupal websites. It is expected that the migration will take approximately 18 to 20 months. The proposed contract with Promet includes the flexibility to execute Work Orders during the term of the contract for unexpected changes to the Scope of Work.
In preparation for the County’s move to a new website platform through the proposed contract, County Executive Office Communications and Public Information Officers for County departments have started formal assessments of their respective websites. In addition, each department will be responsible for creating a web standards group to ensure the accuracy of their current content while updating or culling outdated information and web links prior to the website migration.
Granicus’ performance has been confirmed as at least satisfactory. OCIT has verified there are no concerns that must be addressed with respect to Granicus’ ownership/name, litigation status and/or conflicts with County interests. The County has the right to terminate the contract at any time and for any reason or no reason upon 90 days’ written notice. This contract does not currently include subcontractors or pass through to other providers. See Attachment D for Contract Summary Form.
FINANCIAL IMPACT:
All appropriations for the Promet contract are budgeted in FY 2019-20 Budget Control 038, Data Systems Development Projects and will be included in the budgeting process for future years. Actual costs will be cost applied to the Non-General Funds accordingly.
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New Web Content
Management System & Website Redesign - Phase 2 |
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Fiscal Year |
Source |
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FY 2019-20 |
General Fund: 100% |
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FY 2020-21 |
General Fund: 58% Non-General Fund: 42% |
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FY 2021-22 |
General Fund: 58% Non-General Fund: 42% |
Appropriations for the Granicus renewal and amendment are budgeted in FY 2019-20 Budget Control 289, OCIT Countywide Services, and will be included in the budgeting process for future years.
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Granicus Renewal and Amendment |
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Fiscal Year |
Source |
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FY 2019-20 |
Fund 289: OCIT Countywide Services 100% |
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FY 2020-21 |
Fund 289: OCIT Countywide Services 100% |
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FY 2021-22 |
Fund 289: OCIT Countywide Services 100% |
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Contract MA-017-20010482
Attachment B - Amendment No. 5 to Agreement MA-017-12011201
Attachment C - Agreement MA-017-12011201 Redline
Attachment D - Contract Summary Form for MA-017-12011201
Attachment E - Contract Summary Form for MA-017-20010482
Attachment F - TX GOV Code 2054