TO: Board of Supervisors
FROM: Greg Bown, Interim Chief Information Officer - Information Technology Services
REPORT BY: Elena Guzmán, Staff Services Analyst II
SUBJECT: Amendment No. 4 to Agreement No. 170662B with Civic Plus, LLC for continued website hosting, design, implementation, and web accessibility services.
RECOMMENDATION
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Approve and authorize Amendment No. 4 to Agreement No. 170662B with Civic Plus, LLC extending the term to December 6, 2026, for continued website hosting, design, implementation, and web accessibility services. (Fiscal Impact: $69,420 Expense; Information Technology Fund; Budgeted; Discretionary)
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BACKGROUND
In 2016, staff issued a Request for Proposal (RFP), in cooperation with several county departments, to compare other website content management system solutions. CivicPlus, Inc. was selected for their extensive work with local governments and ability to provide a more secure, cost-effective platform that allowed Napa County websites to progress alongside technology. The Board of Supervisors approved Agreement No. 170662B with Civic Plus, LLC, formerly known as Civic Plus, Inc. for a maximum of $197,250 for the term of December 6, 2016 through December 5, 2020 to provide a content management software application and hosting services for County websites. At that time, staff had planned to seek bids for the website design creation and implementation portion of the overall project. However, CivicPlus offered to include website design creation and implementation at no additional cost. On January 31, 2017 the Board approved Amendment No. 1 to include website design creation and implementation with CivicPlus.
Later, a consultant was hired to audit applicable ADA activities and recommended the County improve its web accessibility. In 2019, the Board approved Amendment No. 2, to include a web accessibility subscription, AudioEye, to the Civic Plus agreement. AudioEye can search digital content for ADA accessibility and
identify web content that is not ADA compliant. This helps the County provide better web accessibility for members of the public with disabilities, as well as ensure ADA compliance with Napa County’s public websites. The amendment also extended the agreement for another three years of web hosting services. The County’s existing relationship with Civic Plus, who partnered with AudioEye offered a web accessibility subscription that was compatible with Napa County’s website. The service provided by AudioEye through Civic Plus was also exclusive to Civic Plus, therefore a sole source approval was requested. The amendment increased the amount by $184,388 to a new maximum of $381,638 and extended the term of the agreement three years to December 5, 2023.
On December 19, 2023 the Board approved amendment No. 3, increasing the agreement by $70,434 to a new maximum of $452,072 to renew its subscription for continued web accessibility services and extending the
term to December 6, 2024.
Amendment No. 4 is for the continuation of the existing services, extending the term to December 5, 2026 with the option of an automatic renewal for an additional one year term subject to an annual 5% increase on each renewal term. Without the renewal, the County will be unable to continue utilizing the Civic Plus software solution for website hosting, content management and database integration. In addition, the countyofnapa.org website will be terminated and not available to the staff or the public and the digital presence connected to countyofnapa.org will not be hosted or supported. Amendment effective date is backdated to December 5, 2024 due to amendment negotiations and to streamline the renewal and avoid disruptions with our software and countyofnap.org website.
Requested Action: Approve and authorize Amendment No. 4 to Agreement No. 170662B with Civic Plus, extending the term another two years.
FISCAL IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Information Technology Services (ITS) Applications & Development (42000-01) |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The renewal will allow for the County to continue utilizing the Civic Plus software solution and services. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Future costs will be budgeted in Information Technology Services and built into the ITS Cost Allocation plan. |
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Consequences if not approved: |
If not approved, the County will be unable to continue utilizing the Civic Plus services and the digital presence connected to countyofnapa.org will no longer be hosted and supported. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State of CEQA Guidelines) and therefore CEQA is not applicable.