CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
SR 2017-101
July 11, 2017
Consent Agenda

TO: Honorable Mayor and City Council Members

SUBMITTED BY: Ashlee Wright, City Clerk

APPROVED BY: Chip Rerig, City Administrator

SUBJECT: Consideration of a resolution authorizing the City Administrator to enter into a

contract with Digital Deployment, Inc. for a 5-year term ending June 30, 2022 and
an amount not to exceed $109,450; and a resolution authorizing a budget
adjustment of $30,000 for year one of contract for the one-time cost of
implementation.

RECOMMENDATION

1. Authorize the City Administrator to enter into an agreement with Digital Deployment, Inc.
2. Authorize budget adjustment in the amount of $30,250 to be transferred from account 13-48014
Equipment Replacement Fund to 40-49013 Capital Improvement Fund.

BACKGROUND / SUMMARY

The Citys website is ten years old and is currently maintained and updated by Boots Road, Inc. Since its
creation in 2007 there have been significant developments in web design that have enhanced internet users
experience, including mobile responsiveness (can be used on phones and tablets of various sizes and
models), opportunities for improved functionality, and increased use of photos and graphics. A new website
that utilizes the latest design trends will allow the City to provide excellent customer service through a highly
usable, informative, and aesthetically pleasing website that will be available at all times to Carmel-by-the-Sea
community and visitors.

To this end, staff issued a Request for Proposals (RFP) for a new City website on March 17, 2017. The RFP
was posted on the Citys website, disseminated through Public Purchase (a free government bid notification
tool), and a notice was placed in the Pine Cone. The City received 23 proposals, which were reviewed and
evaluated by seven staff members according to the requirements set forth in the RFP, as well as the following
additional criteria: implementation approach, project management plan, past experience, understanding of City
needs, ability for integration with third party systems, staff ease of use, and public user experience. Of the 23
proposals, staff identified seven vendors to interview and receive demonstrations from: Digital Deployment,
Inc., Granicus, Brewhouse, Vision Internet, Revize, CivicPlus, and CivicLive. Staff representatives from each of
the City departments comprised the interview panel.

The City budgeted $40,000 in the FY17/18 Capital Improvement Plan (CIP) for the implementation of a new
website and hosting services, which was a carryover from the FY16/17 CIP. The $40,000 was an estimated
cost based on proposals the City received for website design and hosting services in 2014 from a failed RFP.

Web design costs are challenging to estimate, as the time it takes to build a website can range from weeks to
months depending on the complexity of the website itself. Of the 23 proposals received, proposed one-time
web design and implementation costs ranged from $15,000 to $185,000, with two thirds of these proposed
costs being more than $40,000. The following is the one-time implementation cost breakdown from each of
the seven vendors that were interviewed:

VENDOR ONE-TIME
IMPLEMENTATION
COST
Digital Deployment $70,250
Granicus $15,000
Brewhouse $43,420
Vision Internet $37,570
Revize $43,700
CivicPlus $23,800
CivicLive $21,000

Evaluation of each vendors proposed costs revealed that although the cost appeared low in some instances,
add-on services that are highly desired and needed for this project, such as content creation (which focuses on
keywords and ease of searching) and style-guide development (which ensures consistency among all the
pages in a website), would be additional costs. These are services that were included in the proposal provided
by Digital Deployment, Inc. as part of the one-time costs. Although Granicus, CivicPlus, and CivicLive are
competitively priced, staff has concerns about the paper doll or cookie cutter nature of their web design, and
its implications for the uniqueness of the final product, customer service, and future migration of content.

Staff recommends entering into a contract with Digital Deployment, Inc. for website design and hosting
services for the City for a five-year term in an amount not to exceed $109,450, which includes one-time costs
of $70,250 with yearly support costs of $8,400. Digital Deployment, Inc. was the unanimous choice of the
interview panel made up of Joel Staker, IT Manager, Katie OConnell , Local History Library, Sergeant Luke
Powell, Cortina Whitmore, Planning Administrative Coordinator, Catherine Tarone, Assistant Planner, Agnes
Topp, Environmental Compliance Manager, Matt Feisthamel, Assistant City Forester, and Ashlee Wright, City
Clerk. The panel felt they demonstrated that they were the most qualified to provide the City with a website that
will enhance the user experience for both the public and the staff by offering superior mobile responsive
design, backend usability that allows for effective content management, and the ability for seamless integration
with third party systems such as the Citys agenda and records management systems, currently in the
implementation phase.

This project is rare in that it is a project that will require a broad level of participation and input from each of the
City departments, key stakeholders, and community members. Based in California, Digital Deployment, Inc.
will be able to efficiently shepherd this project from start to finish and provide the City with a website that
reflects the charming and remarkable nature of Carmel-by-the-Sea. Digital Deployment, Inc. has demonstrated
their ability in with their portfolio of work which includes, the City of Rocklin California, San Mateo County
Employee Retirement Associations, and the Ocean Institute. Staff will also be utilizing the expertise of the
Citys marketing provider Burghardt + Dor, including the rich library of photographs that Burghardt + Dor has
developed over the years

Staff is also recommending that Council approve a budget adjustment in the amount of $30,250 to cover the
additional costs, transferring the funds from account 40-49013 Vehicle and Equipment Replacement Fund to
13-48014 Capital Improvement Projects.

FISCAL IMPACT

$30,250 to be transferred from account 13-48014 Equipment Replacement Fund to 40-49013 Capital
Improvement Fund.

PRIOR CITY COUNCIL ACTION

There is no prior Council action on this item.

ATTACHMENTS

1. Resolution entering into a Contract with Digital Deployment

2. Resolution authorizing a budget adjustment of $30,250
 CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL

RESOLUTION NO. 2017-___

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE

CITY ADMINISTRATOR TO EXECUTE AN AGREEMENT WITH DIGITAL DEPLOYMENT, INC. FOR A FIVE
YEAR-TERM FOR AN AMOUNT NOT TO EXCEED $109,450

WHEREAS, Digital Deployment, Inc. provides website design and hosting services; and

WHEREAS, through a rigorous and competitive process evaluation and interview process the City
identified Digital Deployment Inc., as the company with the efficiency and ability to provide the City with a
website that reflects the charming and remarkable nature of Carmel-by-the-Sea ; and

WHEREAS, Digital Deployment Inc. will provide the City with a new website in year one and ongoing
hosting support services through the term of the contract; and

WHEREAS, contracts and expenditures exceeding $25,000 require Council approval; and

NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-
THE-SEA DOES HEREBY:

Authorize the City Administrator to execute an agreement (Exhibit A) with Digital Deployment,
Inc.in the amount of $109,450 for a term of five years for a not to exceed amount of $109,450 for a
contract term ending June 30, 2022.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this
11th day of July, by the following roll call vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

SIGNED: ATTEST:

_______________________ ___________________________
Steve G. Dallas, Mayor Ashlee Wright, City Clerk


WebsiteDevelopmentProposal
CityOfCarmel-by-the-Sea

Questionsmaybeaddressedto:
RockyMartin
VP,Sales&Development
+1(916)238-1812
rocky@digitaldeployment.com
www.digitaldeployment.com

DigitalDeployment,Inc.
2321PStreet,FirstFloor
Sacramento,CA95816
FederalEIN:26-3341975
CASmallBusinessCertification:1770310
CAMultipleAwardSchedule(CMAS):3-14-70-3077A

 TransmittalLetter

Thursday,April13,2017

DigitalDeployment
2321PStreet
Sacramento,CA95816

Ms.AshleeWright
CityClerk
Carmel-by-the-sea

DearAshlee,

Forover13years,DigitalDeploymenthashelpedmanypublicsectorclientsmaneuverthedifficult
websiteredesignprocess.Wehopeyoufindourproposalandprocesshelpfulandlookforwardto
speakingwithyoumoreinaninterview.

Iamalsopersonallyconnectedtothearea.IamamemberoftheFoundationBoardofCSUMonterey
BayandIwasjustinCarmellastweekforthePanettaInstitutesLectureSeriesandDinnerwithCarly
FiorinaandRobertReich.WearealsocurrentlydesigninganewwebsitefortheMontereyCounty
Airport.

Itwouldbeourpleasuretohavetheopportunitytoworkwithyou.

Thankyou!

MacClemmens
ChiefExecutiveOfficer

P.S.Thisproposalwillremainvalidfor90days.DigitalDeploymenthasnoconflictsofinterestwiththe
CityofCarmel.

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TableofContents

TransmittalLetter 2

TableofContents 3

ExecutiveSummary 5

Company 7
Corporateleadership 7

Projectteam 8

References 10
Additionalreferences 10

ProposedSolution/Technology 11
Powerfulfeaturesthatputyouincontrol 11
Demostronglyrecommended 12
Anopensourceplatformextendedforusability 12
Continuousevolution 12
Compliantwiththemostrigorousstandards 13
Mobile-readyandfast 13
Yourrighttochoose 13
SystemRequirementsDocument 13

ImplementationApproach/Process 14
Timeline 14
Orientation 14
ContentTrack 14
Discovery 15
Design 16
Implementation 16
Training 16
Launch 17

Support&Hosting 18
WhatsincludedintheServiceLevelAgreement 18
Guaranteedresponsetimes 18
Documentationandknowledgebase 19
Hosting 19
Backuphostingarrangement 19

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Pricing 20

Terms 21
Contract 21
Timeline 21
Pricing 21

AppendixA:SystemRequirementsDocument 22

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 ExecutiveSummary

Websitedevelopmentprojectscanbefraughtwithrisk.Organizationsoftenask:

Howcanwebesurewerechoosingtherighttechnologyforourneeds?
Havewethoughtofeverythingsowedontneedchangeorders,ormissdeadlines?
Howcanwebesurewedontgetstuckwithavendorthatwecanttrusttodeliver?
Howdowemakesureournewwebsiteisonewecanbeproudof?
Howdowedothiswithoutregrettingourchoices?

DigitalDeploymentexiststohelpyoufindtherightanswerstotheseimportantquestionsandmitigate
therisks.Wehaveauniquereputation:inour13-yearhistoryofbuildingmorethan300websites,we
havenevergoneoverbudgetorissuedachangeorder.Ourprojectslaunchontimeandwithinbudget
duetotheprocessoutlinedbelow.

Process:Creatingawebsiteshouldbemorethansuccessfulitshouldalsobedelightful.Ourproven
processinstillsconfidence,takingprojectsfrominitiationtolaunchinapredictable,transparentway.

In-depthdiscoveryservicesexploreyourpurposeandengagestakeholderstoaligntheentire
organizationonprojectgoals.Afterall,yourwebsiteredesignprocessmightbethefirsttime
variouspartsofyourorganizationhavecommunicated.
Ourteaminventoriesyourcurrentcontent,developsamigrationstrategy,anddeeplyanalyzes
empiricaluserdatatobringthe10%ofcontentthat90%ofusersarelookingfortotheforefront,
soyouruserscanfindthingsquicklyandaccurately.
Ourteamofdesignerscreateandrefinepowerfuldesignsthatlistentouserneeds,thenwe
refinethedesignuntilitsperfectandreadyforimplementation.
Ourdevelopersbringyoursitetolifewhentheyimplementyournewdesign,featuresand
functionality.Asyouworkwithyourcontent,adedicatedfront-enddeveloperandstrategistwill
continuetorefineyoursite:makingitmoreengagingandimprovingitsoverallusability.
Weempoweryoutomanageyourowncontentwithcomprehensivetraining,guidingyourteam
oncontentbestpractices,governance,andworkflow,soyoucanlaunchandmaintainawebsite
thatreflectstheverybestofyourorganization.

Technology:Ourtechnologyplatformisopen-source,soyoudontgetlockedintoanyonevendor.Its
powerfulbecauseitusesDrupal,the#1enterprisecontentmanagementsystem.Itsmobile-friendly,
meetsmodernwebstandards,andsupportsSection508compliancetoensureaccessforuserswith
disabilities.Bestofall,ourusabilitylayerprovidesauniquelyuser-friendlycontentmanagement
experience:itputsyouincompletecontrolofyourcontentandworkflow,evencontentsharedtomail
listsorsocialmedia.Unlessyouvealreadyseenademo,youveneverseenaplatformlikethis.

Support:Althoughourongoingservicelevelagreement(SLA)programisoptional,morethan95%ofthe
clientswhojoinedfiveyearsagoarestillactiveclientstoday.Whetheryouneedhelpthinkingthrougha

WebsiteProposal DigitalDeployment Page5of25

newlandingpage,traininganewstaffperson,orneedaguaranteed30-minuteresponsetoanurgent
issue24/7ourcomprehensivesupportprogramensuresyougethelpfromthesame
Sacramento-basedteamthatbuiltyourwebsite.

Company:Foundedin2004,ourcompanyoperatesover300websites.Yetourpeopleareourgreatest
asset.Bysupportingthepassionsofourteamandinvestingheavilyinleadershipandprofessional
developmentwehaveenjoyedaprofoundemployeeretentionrateinfact,noemployeehasever
chosentoleaveDigitalDeploymenttoworksomewhereelse.Forourclients,thismeansextraordinary
operationalcontinuity,deeperinstitutionalmemory,andanemphasisonproductivelong-term
relationships.Wehavebeennamedthe#1BestPlacetoWorkandHealthiestEmployerbythe
SacramentoBusinessJournal.

Projectteam:Theteamthatwillworkonyoursitehasabroadarrayofskillsandisdeeplyexperienced.
Weveincludeddetailedbiosandrelevantexperienceforyourreference.

References:Wehaveaproventrackrecordwithorganizationslikeyours.

WecreatedanewwebsitefortheCityofRocklin,oneofthefastestgrowingcitiesinCalifornia
AredesignhelpedkidsandparentsgetexcitedaboutvisitingtheOceanInstitute
TheSanMateoCountyEmployeeRetirementAssociationwantedaclean,responsivedesign
thatworkedwellonalldevicesforallagegroups

PricingandTerms:Fulltermsandpricingbreakdowncanbefoundattheendofthisdocument.

Projectisnottoexceed$70,250,paidininstallmentsatkeymilestones.
Ongoingsupport(SLAprogram)is$700/moandcanbecanceledanytime.(nocontract)
Theprojecttimelineisexpectedtolastbetweensixtoeightmonthsfromcontractexecutionto
launch,willvarybaseduponyourneeds.

AtDigitalDeploymentwearepassionateaboutmakingtheprocessandtheoutcomeequallydelightful.
Wewanttouseourexperiencetoensureyournewwebsiteisoneyouwillbeproudof,andwedbe
honoredtoworkwithyou.

WebsiteProposal DigitalDeployment Page6of25

 Company

DigitalDeploymentisawebsitedevelopmentfirmfocusedsolelyonwebsitedevelopmentandits
variousfacetsincludingcontentmanagement,UX/UI,accessibility,informationarchitecture,strategy,
migrationandstakeholderdiscovery.Wecurrentlyoperateover300websitesforclientsacrossthe
UnitedStates;onaverage,ourcompanylaunchesanewwebsiteeveryweek.Oftheclientswehadfive
yearsago,morethan95%arestillactiveclientstoday.

Sinceourfoundingin2004,ourpeoplehavebeenourgreatestasset.Bysupportingthepassionsofour
teamandinvestingheavilyinleadershipandprofessionaldevelopment,wehaveenjoyedaprofound
employeeretentionrateinfact,noemployeehaseverchosentoleaveDigitalDeploymenttowork
somewhereelse.Forourclients,thismeansextraordinaryoperationalcontinuity,deeperinstitutional
memory,andanemphasisonproductivelong-termrelationships.Wehavebeennamedthe#1Best
PlacetoWorkandHealthiestEmployerbytheSacramentoBusinessJournal.

Corporateleadership

Company
MacClemmens
AsCEO,Macstandsforquality,
customersatisfactionand
thoughtfulgrowth.Hereviews
eachsitebeforeitlaunchesand
pushesforbettersolutions.
MacfoundedDDwhileincollege
andleditsgrowthtoamulti-million
dollarenterprise.Hewantsto
improvecomputerscience
educationandhasbeeninvitedto
theWhiteHousethreetimesto
workonsmallbusinessandnet
neutralitypolicy.
LearnmoreaboutMacat
digitaldeployment.com/mac
Operations
SloaneDellOrto
AsCOO,Sloanemanages
productionandchecksinweekly
onallprojects.Sheisthearchitect
ofourcurrentprocessand
offering.
SloanewasDigitalDeployments
firstemployeeandhasa
marketingbackground.Priorto
joining,sheworkedasthedirector
ofmarketingforQuest,where
revenueincreased5xto100M
duringhertenure,andoperated
herownwebdevelopmentfirm.
LearnmoreaboutSloaneat
digitaldeployment.com/sloane
Technology
DennisStevense
Astheleadsoftwareengineer,
Dennisensuresthestabilityofthe
hostinginfrastructureandthatthe
softwareplatformisdelightfulto
use.
DDrecruitedDennisfromthe
Netherlands,wherehehad
designedthe#1sellingappinthe
countryatage18.Hehasbeen
featuredinnumerousbooksand
AppleInsider.Hehasworkedat
DigitalDeploymentsince2010.
LearnmoreaboutDennisat
digitaldeployment.com/dennis

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 Projectteam
Thespecificteamthatwillworkonyoursitehasabroadarrayofskillsandisdeeplyexperienced.Weve
includeddetailedbiosandrelevantexperienceforyourreference.
Yourprojectmanager
HaleyAnthonisen
Haleyisyourprimarypointof
contactforday-to-day
communications.Sheis
responsiblefortheallocationof
resources,schedulingof
meetings,andanon-timeand
on-budgetdelivery.
HaleyhasworkedatDDforfive
yearsandhasmanagedour
largestprojectsinthe
educationandpensionspaces,
includingLongBeachCity
College,SacramentoCity
UnifiedSchoolDistrict,and
NewYorkCityRetirement.
LearnmoreaboutHaleyat
digitaldeployment.com/haley
WebsiteProposal
Yourstrategist
LindsayHardy
Lindsaysjobistomakesure Asthepersonwhocoordinated
yoursitetechnicallymeets
needs,looksgreat,andworks
wellforyourusers.Lindsaywill
bepresentatallkeypointsof
theproject,suchasdiscovery
anddesignsign-off.
Lindsayworkedforfiveyears SincejoiningDD,Rockyhas
directingwebstrategyatUC
DavisbeforejoiningDD.Ifyou
lookatgsm.ucdavis.edu,you
willseehisworkend-to-end,as
hewasresponsibleforcontent
andallaspectsofdesign.
LearnmoreaboutLindsayat
digitaldeployment.com/lindsay
DigitalDeployment
Yoursalesperson
RockyMartin
thisproposal,Rockyis
committedtoyoursatisfaction
andisalwaysavailableifyou
haveanyquestionsorifyou
haveanyotherweb-related
projectsinthefuture.
successfullymanaged
contractsthathaveledtoover
100successfulwebsite
launchesbyensuringour
clientsarehappyand
requirementsareunderstood
andclearlyscopedinadvance.
LearnmoreaboutRockyat
digitaldeployment.com/rocky
Page8of25

Yourcontentlead
StephBradley
Stephwilldirectyourcontent
inventory,managethe
migrationofcontentfromthe
oldsitetothenew,andhelp withyourcontentleadto
ensureyourcontentis
organizedwell.Shewillalso
trainyouinPhase4andassist ADAandsite
withcontentcuration.
Stephhaschampionedcontent
forourlargestsites,including
theSouthernRegional
EducationBoard,LongBeach
CommunityCollege,and
SacramentoCityUnified.
LearnmoreaboutStephat
digitaldeployment.com/steph
WebsiteProposal
Yourtechnicallead Yourdesignlead
JasonMcWhorter MariaMeehan
Onceyouveapprovedyour AfterdiscoveryinPhase1,
design,Jasonwillbringthat Mariawillleadafieldtripto
designtolife.Hellalsowork determineyourdesign
preferences,createdesign
designcontenttemplates,and conceptstosimulatethe
hellensurecompliancewith finishedproduct,andreview
theimplementeddesignfor
mobile-friendliness. quality.
JasonhasbeenwithDigital Mariahasover10yearsof
Deploymentforoverfiveyears. designexperienceattop
Hisfirstprojectherewas agenciespriortoworkingwith
designingGooglesexhibitat DD.Sheisourmost
theSmithsonian.Hesknown forward-thinkingdesignerwith
forhisskillandattentionto astrongmobilesensibility.
detail.
LearnmoreaboutMariaat
LearnmoreaboutJasonat digitaldeployment.com/maria
digitaldeployment.com/jason
DigitalDeployment Page9of25
 References

Wearehappytoprovidemoredetailonanyoftheprojectswehavebuiltovertheyearsweloveto
shareourwork!Intheinterestofbrevity,however,hereareafewrecent,relevantclients:

WecreatedanewwebsitefortheCityofRocklin,oneofthefastestgrowingcitiesinCalifornia,
thatcommunicatedtheemergingbrandandlifestyleofthecitywhileprovidingcitizenswith
self-servicefunctionalitysuchasrentalforms,reservations,andcontactinformation.
Numerousdepartmentscanmaintaintheirownsectionofthewebsiteusingadvancedworkflow
ande-mailapprovals.

Reference:
MichaelYoung,AssociateManagementAnalyst,michael.young@rocklin.ca.us,(916)625-5584

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AredesignhelpedkidsandparentsgetexcitedaboutvisitingtheOceanInstitutewhile
providingeventplannersinformationonfacilityrental,anddonorsacompellingreasontosupport
theirmission.

Reference:
DoriMoorehead,ExecutiveDirector,dmoorehead@ocean-institute.org,949-496-2274x110

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TheSanMateoCountyEmployeeRetirementAssociationwantedaclean,responsivedesign
thatworkedwellonalldevicesforallagegroups.ItalsowantedauniquelySanMateodesign
withanintuitiveplatform.
Today,SamCERAenjoysasitethatcanbeeditedbybothITandcommunicationswithenormous
flexibilitywhichhasallowedittocreateentirelynewsectionsonitsown.

Reference:
TariqAli,ChiefTechnologyOfficer,tali@samcera.org,(650)363-4854

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Additionalreferences

MazdaRacewayLagunaSeca-www.mazdaraceway.com
MelvynRecord,VPMarketing&Sales,melvyn@mazdaraceway.com,831-710-3926

TownofDiscoveryBay-www.todb.ca.gov
CarolMcCool,WebsiteManagerandassistanttotheGM,cmccool@todb.ca.gov,925-634-1131

Youcanseemoreofourworkatdigitaldeployment.com/portfolioandpleaseletusknowifyoudlikeus
toconnectyouwithanyofourotherclients.

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 ProposedSolution/Technology

Powerfulfeaturesthatputyouincontrol
Postonce,displaymanyways
Anypieceofcontentcanbetaggedtomultipleareas,yetthereisonlyonemaster(making
updatingandsyncingchangesabreeze)
Profilescanbeleveragedintwowayrelationships,allowingcontactinformationtobeupdatedin
oneplace,butvisibleinmanyareas

Contentinterface
WYSIWYGeditormakesformattingcontenteasy
Bulkimageandfileuploadingwithmobile-friendlyphotogallerycapability
EmbedYouTubevideosbysimplypastingtheURLofthevideo
AbilitytoembedHTMLandwidgetsdirectlyintositecontent
Simplyaddeventdatestoanypostanditappearsinthesitewidecalendar
Basictranslationplugins(GoogleTranslate)andadvancedtranslationcapability

Accesscontrolanddistributedadministrationofcontent
Contentdashboardwithemailnotificationsandone-clickworkflowapprovals
Abilitytocontrolaccesstonavigationtermsandindividualpostsbasedonrole
Abilityforcontributorstoaddcontent,administratorstoapprovebeforeitgoeslive
Revisionssavedforallversionsofcontent,andcontentcanberevertedifnecessary

Bundle&Blastandsocialmediafeatures
Anypieceofcontentonthesitecanbeemailblastedouttoyourlistwithoneclick
MultiplepiecesofcontentcanbebundledtogethertobuildnewsletterswithautomaticTOC
Commentingand/orFacebookintegration;visitorscanshareorlikecontentdirectlyfromthesite
AdministratorscanpostcontentdirectlytoTwitterorFacebookfromwithinthewebsite

Responsivewebdesign
Responsivecapabilitybuilt-inforvisitorsusinganydevice
Multiplebreakpointsincludedformaximumversatility

Webformsandpolls
EasilycreateSurvey-Monkey-typeformstocaptureinformationfromvisitors
Resultscanbeemailed,viewedandanalyzedon-site,anddownloadedtoExcel
CAPTCHAdiscouragesspamming
Webformscanbeusedforsite-widecontactformsandfeedbackforms
Usepollstogathervotesonissuesanddisplayresultsimmediatelytovisitor
AbilitytosendvisitortoanyURLorsetcustomconfirmationpagesforbothwebformsandpolls

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Otherfeatures
CustomURLsandautomaticprettyURLscreatedfromposttitlesandnavigationterms
AdvancedSEOcapabilities,suchasabilitytosettype-specific,orpost-specificmetadata
Advancedsearchwithabilitytofilterbyattributesliketype,date,author

Foracompletelistoffunctionalityalongwithimagesandexamples,pleasesee
digitaldeployment.com/deliverables

Demostronglyrecommended
Wehopethateverydecisionmakerwillchoosetohaveusgiveyoua
customizeddemotailoredtoyourneedstheusabilityandpowerare
mucheasiertoseeinaction!

Anopensourceplatformextendedforusability
Wevedesignedourtechnologytogiveyouthemostpowerfulandflexibleplatformpossible.Drupalis
the#1open-sourceenterprisecontentmanagementsystem,widelyusedonsiteslikewhitehouse.gov.

ThemaindrawbacktoDrupalisthatishasthereputationofbeingcomplicatedcomparedtoWordpress
andotherplatforms.ThishaslesstodowithDrupalasaplatformandmoretodowithhowitis
configured.Itspowerandcomplexityaretheinspirationbehindourmodulestoaidinconfigurationand
workflowforyouthesiteadministratorandithaseveninspiredourengineerstocontributetothecore
ofDrupal8.Asaresult,youwillhaveasitethatismorepowerfulthanWordpressandeveneasiertouse.
Italsogivesusmorepowertotailoritspecificallyforyourneeds.

Continuousevolution
Aswedevelopnewsites,weoftenrefinefunctionalityoraddnewwaysofsolvingproblems.Wemake
eachnewsolutionavailabletoourotherclientsthathaveasimilarneed.Forexample,werecently
developedamobile-friendlycalendarsolutionfortheUniversityofCalifornia,Davis
(gsm.ucdavis.edu/calendar)andnowthatmobile-friendlycalendaristhenewstandard,andexisting
clientsmaychoosetoupgradeatnoadditionalcharge.Centralizingdevelopmentgivesustheabilityto
spendmoremoneyandtimeonaproblemthananyoneclientcouldaffordtospend,anddevelopbetter
andmorerefinedfeaturesthatcanbeprovidedonone-offCMSinstallations.Mostreasonablewebsite
providersmightnotspend10hourstofixasmallbutannoyingbugonyoursite,butwewill,becauseit
potentiallyaffectshundredsofothers.

MonthlyUpdates:Updatesarereleasedeachmonth,exceptsecurityupdateswhicharereleased
immediately.Togetasenseofthecoolfeatureswerelease,seeourreleasenotesat
digitaldeployment.com/releases.

FreeUpgradetoDrupal8:Drupal8hasbeenreleased,andwewillprovideafreeupgradetoDrupal8
inthecomingyear.Notethatwhiletheupgradedoesnotprovidenewfunctionality,itupdatesthe
plumbingthecoremodulesthatstoreandmanagecontentunderthehood,improvingthelong-term
maintainabilityofthesiteforthesystemadministrator.Atthecurrenttime,mostDrupalwebsitesstill
operateonDrupal7.

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Compliantwiththemostrigorousstandards
Justasbuildingsneedtohavewheelchairramps,modernwebsitesmustcomplywithvarious
accessibilityandwebstandards.Wearecommittedtohelpingyoumakeyourwebsiteaccessible.We
adheretoW3CwebstandardsaswellastheSection508accessibilitystandardsoftheU.S.
RehabilitationAct,includingtheeventualadoptionofWCAG2.0AA.

Mobile-readyandfast
Weemploymulti-breakpointresponsivethemessoyourdesignwilllookgoodonanydevice.Wealso
guaranteeyoursitesreadinessforeventslikemobilegeddonthedayGooglestartedpenalizing
sitesthatwerenotmobile-friendly.Futurepenaltiesareexpectedforsitesthatloadslowlyandthatdo
notuseSSL(https),andweareconstantlyevolvingtheplatformtomeetsuchtechnicalrequirements
beforetheyareenforced.

Yourrighttochoose
WehavedesignedourplatformtoprotectyouintheeventthatyouneedtomoveawayfromDigital
Deployment.BecauseDrupalitselfisportableandwidelyused,youcanalwayschoosetohost
elsewhere.AndbecauseeverypartofthesoftwareandthemeisdesignedtoDrupalspecifications,it
couldbemaintainedbyothersfamiliarwiththeplatform.Yourserviceagreementismonthtomonth,
allowingyoutocancelanytime.Webelieveitisourdutytoprovidevaluetoyou,andifwerenot,well
honoryourrighttohaveareasonableexitplan.

SystemRequirementsDocument
PleaseseeAppendixA

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 ImplementationApproach/Process

Webelievecreatingawebsiteshouldbemorethansuccessfulitshouldalsobedelightful.Wehave
workedtocreateaprocessthatinstillsconfidence,takingprojectsfrominitiationtolaunchina
predictable,transparentway.Thisisaboutmorethanjustawebsite,itsaboutconnectingwithyour
audiencesinameaningfulway.

Timeline
Theprojecttimelineistypicallybetweensixtoeightmonthsfromorientationtolaunch,andvariesbased
uponyourneedsandtheavailabilityofyourteam.

Orientation
Intention:Thisone-hourorientationmeetingisintendedtodefineprojectexpectationsandreview
scope,identifyclientcontentleaders,andhelpparticipantsbecomefamiliarwiththeprocessandour
team.

Clientmeetings:1hourwithourteamandyourprimarywebteam

ContentTrack
Intention:Toworktogethertobringthetypicallysmallfractionofcontentthattheoverwhelmingmajority
ofusersarelookingfortotheforefront,soyouruserscanfindthingsquicklyandaccurately.Wework
withclienttoplanandcompleteallrequiredcontentservices.Thecontenttrackrunsalongsidetherest
oftheprocess,fromorientationthroughlaunch.

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Wedevelopcontentmanagementsystems,whichmeanscontentisabigpriorityformostofourclients.
Properplanningandexecutionofcontentservicescanmakeaproject(andpoorplanningorexecution
canbreakit).Becauseofthis,wehavecreatedadedicatedContentTrackthathumsalongbesidethe
otherphasestomakesurecontentisingoodshapeintimeforlaunch.

OurContentSpecialistcompletesaninventoryofallsitecontentandidentifiescontentthatmay
needspecialtreatmentorcustomtemplates.
Acontentstrategyiscreatedthatoutlineshowcontentserviceswillbecompleted,including
migrationtimeline,ifapplicable.
Migrationofcontentfromoldsitetonew,usingbestpracticesandsettingcontentupforeasiest
maintenancepossible.
ContentSpecialistwillworkwithyoutodeterminewhoneedstobetrainedonthenewsiteand
whatthebesttrainingstrategyforyourteamwillbe.
Aftertraining,contentcurationphasetakesplace.OurContentSpecialistprovidescontent
guidanceforhomepageandothervitalsections.

Clientmeetings:1hourcontentorientationandplanning;followupmeetings/phonecallsasneeded.
Deliverables:Contentinventory,strategydocuments,contentplan,trainingstrategy.

1 Discovery

Intention:thediscoveryprocesshelpsusunderstandyourorganizationsobjectives,challenges,and
audiences,aswellaswhateachaudienceneedsfromthewebsite.Italsoservestoalignyour
stakeholdersonprojectoutcomesandgoals.

Inthediscoveryphaseweidentifythegapsbetweenwhatthewebsiteisnowandwhatitneedstobe,
anddevelopstrategicsolutionstoclosethosegapsbymeansofinformationarchitecture,design,and
contentstrategy.Discovery,content,informationarchitectureanddesignareallonebigconversation
thathelpsusdiscoverthetoneofyourorganization.

ExploringyourPurposeexerciseshelpyouarticulate,andusunderstand,whoyouareforthe
world.Ithelpsbuildconsensuswithstakeholderstoallowustoembarkupontheprojectwitha
unifiedsetofgoalsinmindandaclearunderstandingofexpectedoutcomes.
Userstories(orpersonas)helpusimaginesitevisitorsandwhattheyaretryingtoaccomplish.
Stakeholdersurveyshelpgatherinputfromimportantgroupsthatmaynotbeapartofyour
websiteprojectteam(boardmembers,communitymembers,staff,etc).
Focusgroupsaresometimesappropriatewhenyoujustcantgettheinformationyouneedfrom
surveys,andyouwanttohaveinpersonconversationstogathermoredetail.
Areviewofexistinganalyticshelpsusunderstandcurrentsitevisitorbehavior.
Draftingtheinformationarchitecturethisearlyintheprocessgivesusaplacetostart.IAisa
process,notasolidplan;ascontentandnavigationanddesignstarttocometogether,wellbe
abletomakeadjustmentstobetterserveyouraudiences.
Websitefieldtriphelpsusdetermineyourteamsvisualanddesignpreferences.

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Clientmeetings:2-3hourDiscoverymeetingwithprimaryclientwebteamanddesiredstakeholdersto
reviewfindingsanddraftinformationarchitecture;websitefieldtrip.Focusgroupsandfollowupcallsas
needed.
Deliverables:DiscoveryDigestincludingprojectoverview,goals,audiencesandchallenges,draft
informationarchitecture.

2 Design

Intention:toprovidedesignsthatreflectyourorganizationatitsmostaspirational,designsthatreflect
everythingwelearnedinDiscovery.

Thedesignprocessincludeshowevermanyiterationsittakestogetitright.Wereusuallyprettyclose
onourfirstattempt,butifthedesignsneedmorework,wereonit.

FromthewebsitefieldtripandeverythinglearnedinDiscoveryphase,ourdesignpartnerscreate
andrefinetwopowerfuldesignsthatlistentouserneeds.
Clientchoosesadirection,anddesignisrefinediniterationsuntilitsjustright,andreadytobe
implementedinthesandbox.

Clientmeetings:1hourdesignreview,followupmeetingsandphonecallsasneeded.
Deliverables:acomplete,approveddesignforthehomepage,mainlandingpageandmobile.(If
scoped,designsformicrositesorspecialtemplatesmaybedeliveredatthistimeaswell.)

3 Implementation

Intention:totaketheapproveddesignsandmakethemarealityinyoursandbox,anddeliverasandbox
readyfortraining,withallrequiredfeaturesandfunctionality.

Thisisthephasewhenwereabitradio-silentexceptforcontentrelatedthings.

Ourfrontenddeveloperimplementsdesign,includinghomeandsubpages,andmobile
(responsive)functionality
Requiredfeaturesaretested,QAperformed
Sitereviewedforcontentandthemecompletion

Clientmeetings:none.
Deliverables:fullythemedwebsitereadyfortraining.

4 Training

Intention:toempoweryoutomanageyourowncontentwithcomprehensivetraining.

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Youlllearnhowtoedit/add/deletecontentonyournewsite,updatethesitemap,manageusers,
andmore.
Contentbestpractices,governance,andworkflowtips
Ongoingcontentmaintenancestrategiestohelpyoukeepyoursiteuptodate
TraintheTrainerapproach-enableclientworkteamtotrainadditionalstaffmembersifdesired

Clientmeetings:Allday(approx.6hour)trainingretreatdayatDigitalDeploymentwithcoffee,snacks
andlunchprovided.
Deliverables:Yournewsiteinitssandbox(pre-launch)form,readyforyourteamtobegincontent
curationwithoursupport.

5 Launch

Intention:toplanforandlatercelebratethelaunchofyourwebsite.

LastQAlefttorightcontentandthemereviews,andaccessibilitychecks
Doublechecksitesettings,launchreadiness
HelpclientchangeDNSsettingstotakethenewsandboxlive

Clientmeetings:Noneinperson,availablewithtechnicalinformation(viamessages)whenneeded..
Deliverables:thesmoothlaunchofawebsiteyoucanbeproudof.

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 Support&Hosting

Althoughourclientspublishtheirowncontentwithoutassistance,itshelpfultohaveanongoing
relationshipwithDigitalDeploymenttoprovidehigh-assurancesupport,securitypatchesandupdates,
offerongoingtraining,andrefreshtheirsitewithnewfeaturesandthelatesttechnology.Toaidour
clients,wehavedevelopedaService-LevelAgreementprogram(SLA)whichmakesthisexpertise
affordableandavailableforaflatmonthlyfee.

AlthoughourongoingSLAprogramisoptional,morethan95%oftheclientswhojoinedfiveyearsago
arestillactiveclientstoday.

WhatsincludedintheServiceLevelAgreement
Whetheryouneedhelpthinkingthroughanewlandingpage,traininganewstaffperson,orneeda
guaranteedless-than-30-minuteresponsetoanurgentissue24/7ourcomprehensivesupportprogram
ensuresyougethelpfromthesameSacramento-basedteamthatbuiltyourwebsite.

Supporttickets:Offersacompletewarrantyforanysuddenproblemsyouencounterwithyour
website,creatingafinancialincentiveforDigitalDeploymenttobuildanerror-freeproduct
(comparedtoothermodelswhichchargetorepairproblemsandresolveissueswiththeproduct
providedasasalesmodel)
Monthlyupdates:Includesongoingfeaturedevelopment,providingthelatesttechnologyand
newfunctionality;websiteiscontinuallyupgradedwiththelatestsecurityupdates
Training&bestpractices:Includesongoingtrainingandprofessionaldevelopmenttobetter
leveragethesitestechnologyandwebsitebest-practices
FulldetailsoftheSLAprogramcanbefoundatdigitaldeployment.com/sla.

Guaranteedresponsetimes
Whenyouhaveanissue,youcansubmitaticketdirectlythroughyourwebsiteorthrough
support.digitaldeployment.com.Weguaranteearesponseandresolutiontimedependingonthepriority
thatyousetoneachticket.Wetakethisseriously:99%ofallticketssubmittedarerespondedtoand
resolvedwithinthedefinedtimeframes.

Ifyousetyour Youllgeta Youllhaveresolutionto

priorityto responsewithin yourissuewithin
Low 2days 2weeks
Medium 8hours 1week
High 2hours 1day
Urgent 30minutes 2hours
Emergency Immediately ASAP

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Documentationandknowledgebase
Gotaquestionwhileyoureuplateworkinganddontwanttobotheranyone?Ourknowledgebasehas
hundredsofstep-by-steparticlesoneverythingfromhowtofilteroutyourownofficetrafficfromGoogle
Analyticsreportstochanginglandingpagetemplatestoadding/deletingusers.Everyaspectofyour
sitesoperationisthoroughlydocumentedandupdatedwitheachmonthlyrelease.Checkoutsome
articlesatsupport.digitaldeployment.com.

Hosting
DigitalDeploymenthascreatedapowerfulhostingenvironmentspecificallytailoredtoitstechnology.It
usesmultipleprovidersanddatacenterstoensurespeedanduptime.Weguarantee99.95%uptime,
seamlessmonthlyupdates,andfastoperation.

HTTPS(SSL)included:HTTPScolloquiallyreferredtoasSSListheindustrystandardprotocolfor
securecommunicationbetweenawebserverandabrowser,allowinguserstotrustthewebserverthey
areconnectingtoandensuringalldataremainsprivateandunchangedintransit.FullHTTPS
configuration(includingSSLcertificateacquisition,issuance,renewal,andinstallation)isincludedwith
yourhostingenvironment.DigitalDeploymentusestheLetsEncryptcertificateauthoritysponsoredby
Cisco,Google,andFacebookandusesonlymodernencryptionstandards,suchastheTLS1.2protocol
withSNI,AESciphers,and2048-bitkeys.

FullspecsfortheIT-minded:Foracomprehensiveoverviewofthehostingenvironment,uptime
guarantees,hardwareconfiguration,andsecuritypractices,pleasevisit
digitaldeployment.com/hostingspecs.

Backuphostingarrangement
DigitalDeploymentcan,uponrequest,establishanindependentsecondaryproviderforhostingand
basicmaintenancethattheclientcanswitchovertoatanytimeforanyreason.Wehaveestablishedthis
protocolwithlargerclientsincludinguniversitieswhohosttheirentirewebsiteonDDinfrastructure.Itwill
provideuninterruptedserviceandtheabilitytoimmediatelyestablishareasonableservicecontract
directlywithyourorganizationintheunlikelyeventthatDigitalDeploymentbecomesinsolventor
unresponsive.

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 Pricing

Estimatedtimeline Processmilestones Hours Cost
Weeks1-2 Orientation-Projectparticipantsenrolledandinstructedin
the5Phaseprocess.Discussion,documentation,and
preparation,planningandresourceallocationforPhase1. 20 $3,000
Infrastructuredeploymentoftestingandproduction
environments,Hostingsetupandconfiguration,CDN,Virtual
PrivateCloud,Serversetup,LoadBalancerConfiguration,
WebserverConfig,Drupalinstallation,moduledeployment,
configurationofcontenttypes,taxonomy,andallother
necessarymodules. 60 $9,000
Weeks3-8 Phase1:Discovery-Developanddisseminateexploration
exercises.Developanddisseminatestakeholdersurveys.
MeetandcollaborateonInformationArchitecture(IA),
Sitemap,ContentStrategy,adjustaccordingly. 60 $9,000
FirstProcessPayment $21,000
Weeks9-11 Phase2:Design-designdiscussionmeeting,designs
presented,designrevisions,finaldesignapproval. 80 $12,000
SecondProcessPayment $12,000
Weeks12-17 Phase3:Implementation-Executedesignandinformation
architectureintotheCMS.Implementtemplates. 120 $18,000
Weeks18-24 Phase4:Sandboxtrainingandsupport,launchand
post-launchsupportplanning.Qualitytestingandreview,QC,
fit-and-finishadjustments. 60 $9,000
ThirdProcessPayment $27,000
Migrationservices,includingmigration,evaluation,quality
control,formatting,andmetadata.
OurCrawlerfound1000primarypagesand1500files
(Costformula:12pagesperhour,24filesperhour,$60/hour)
*PrimaryPagescombineallvalidandindexablepageswhich
areeitherunique,orprimaryversionsofanyduplicateset.
BestportrayalofwhatwillbeindexedbyGoogle. 146 $8,750
Weeks24-TBD Phase5:Launch-Finalqualitychecksandpreparationfor
launch,DNSsupport,softlaunch,finallaunch,SLA
agreementbegins. 10 $1,500
FinalProcessPayment $10,250

TotalImplementationCost 556 $70,250

MonthlyServiceLevelAgreementFee $700

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 Terms

Contract
Allweneedisthissignaturepageofthisproposalscannedandemailedtosales@digitaldeployment.com
togetstarted.However,ifaseparate,formalcontractisrequiredbyyourorganization,noproblem!Ifyou
haveastandardcontractwearehappytouseyours;justreferencethisproposalasthelistof
deliverables,statethatthecontractsupersedesthisproposalintheeventofaconflict,andourlegal
teamwillreviewandsubmitanyquestions.Wecanalsosendoverasamplecontractforyoutouse.Note
thatwedonotrequireanythingotherthanthissignedproposaltobeginwork,andwewillusetheterms
ofourservicelevelagreement(SLA)forongoingmaintenancebydefault.Detailsoftheservicelevel
agreementcanbefoundatdigitaldeployment.com/sla.

Timeline
Theprojecttimelineistypicallybetweensixtoeightmonthsfromcontractexecutiontolaunch,and
variesbaseduponyourneedsandtheavailabilityofyourteam.

Pricing
Projectpricingisaflatfee;ongoingsupport(ServiceLevelAgreement)programismonth-to-month.
ThereisnocontractrequiredfortheSLAprogramandyoucancancelatanytime.Enrollmentisfreefor
thefirstmonthafterPhase4.

Projectisnottoexceed$70,250.
Paymentsaremadeatfourkeymilestones:afterPhases1,2,4,andbeforesitelaunch.
Ongoingsupport(SLAprogram)is$700/mo.

Acceptance:Iwishtoexecutethiswebsitedevelopmentagreementtoprovidethedeliverablesoutlined
inthisproposal.

Signature:___________________________ Signature:___________________________

Printname:__________________________ MacClemmens,CEO

Date:_______________________________ Date:_______________________________

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 AppendixA:SystemRequirementsDocument

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Website Design and Hosting Services RFP April 30, 2017

3. System Requirements
The Vendor must deliver to the City a new fully operational website based on the following requirements.

3.1 Website Requirements

Item # Description Mandatory, Vendor Comment / Solution
Comply?
Desired,
Yes, No,
Optional.
Partial
Req1. Ability to meet and conform to ADA, M
Section 508, WCAG, and WAI Yes
accessibility standards
Req2. Provide uniformity of design that is M
visually attractive, intuitive, and easy to Yes
use.
Req3. Provide all features and functionality that M
exist on current website (Vendors are
We are able to provide features that we have
strongly encouraged to carefully review Yes found while scaning your site, but cannot rely
the Citys existing web presence) completely on this scan
Req4. Ability to have a homepage slideshow D
feature where fresh pictures are display Yes
frequently
Req5. Robust, attractive modern carousel M
design for custom advertisements and Yes
news.
Req6. Provide seasonal background/color/style D
themes that can be quickly and easily be This is possible and dependant on what design direction you
Yes
changed by City webmasters choose. It can limit your design long term
Req7. Robust search capability (i.e. Google or M
similar look and feel and functionality
preferred). The search should allow the
Yes
user to do keyword searches of the
content included in PDFs and standard
Microsoft Office documents
Req8. The search is able to index documents D
that exist in third party systems (e.g. Partial We would need a better understanding of what third
Agendas and Minutes). party systems are being used
Req9. Site map provided that auto updates to M
reflect webpage add/change/deletes. Yes

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Website Design and Hosting Services RFP April 30, 2017

Item # Description Mandatory, Vendor Comment / Solution

Comply?
Desired,
Yes, No,
Optional.
Partial
Req10. Website shall have universal sizing to M
accommodate monitors of various screen
Our sites are all responsive and will automatically
Yes
resolutions and sizes scale to screen and device.
Req11. Consistent navigation on all pages, with M
the ability to change the delivered menus Our system has the ability for non technical users to change
Yes the navagation in real time
or navigational tools by City as needed.
Req12. Printer-friendly page capability using M
Media Type or alternatively with print Yes
button on every page
Req13. Easy creation and management of data D
collection forms that allow for data
capture into database formats. Module
that allows us to easily select pre- Yes
determined fields, but also provides the
ability to customize fields as needed.
Collection using SSL.
Req14. Capable of providing automated M
notifications when visitors complete forms
or other activities (e.g. job interest, Yes
contact us, etc.). Ability to route forms to
the appropriate staff person or people.
Req15. Ability to use of E-Signature in forms. O Yes With 3 pary tools
Req16. Capable of viewing from all major M
operating systems (i.e. Windows, OSX,
iOS, Android, etc.) and current versions Yes
of commonly used browsers (e.g. IE,
Safari, Firefox, and Chrome)
Req17. Providing seamless access and rendering M
of the website from all major mobile
devices (i.e. iPhones, iPads, Android Yes
phones, tablets, etc.). Pages should
render clearly so they are easy to view
and navigate on smaller screens.
Req18. Ability to link to other City pages and M
system, external webpages, and
outsourced e-commerce servers from any Yes
page within the new website.

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Website Design and Hosting Services RFP April 30, 2017

Item # Description Mandatory, Vendor Comment / Solution

Comply?
Desired,
Yes, No,
Optional.
Partial
Req19. Support for content and/or page based M
subscription capabilities such as RSS Yes
Req20. Support for a repository of current and M
archived City or Department news
Yes
stories.
Req21. News stories can be posted to one or M
more twitter feeds, Facebook pages,
and/or other social media as they are
Yes Our system has build in social media integration
posted to our website.
Req22. Ability to support City blog(s) O Yes
Req23. Ability to control access to some areas of D
the website through user ID and Yes
password.
Req24. Ability to activate a banner at the top of D
all pages to alert citizens in case of Yes
breaking news or disaster.
Req25. Robust site usage and statistics tracking M
(to the page level) to allow the City to
analyze how the public is using the Yes
website.
Req26. Design architecture allows the website to M
be rendered on older devices and Yes
operating system within two seconds.
Req27. Ability to link to social networking sites, M
including multiple accounts in each
service. Sites desired include: Facebook, Yes
Twitter, Youtube, Vimeo, Flickr, Nixle,
Next Door, and Pinterest.
Req28. Ability to embed content from social D
media site directly into website.
Examples: Twitter Feeds, Pinterest Yes
Boards, MindMixer, etc.

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Website Design and Hosting Services RFP April 30, 2017

Item # Description Mandatory, Vendor Comment / Solution

Comply?
Desired,
Yes, No,
Optional.
Partial
Req29. Ability to embed any page, as a widget, M
in mobile format, into our myRWC mobile
app (www.publicstuff.com). Widgets
work by opening a specific URL in a Yes
browser. Any feature the new website
will provide, that exists in myRWC, must
be embeddable as a mobile widget
(example: calendar).
Req30. Ability to enlarge photo with one click D
within a sub-window so users are not Yes
forced to leave current page
Req31. Provide measures that prevent security M
breaches and access to confidential data
collected and stored. The security
methods of the website can withstand
security attacks including, but not limited
to, Cross Site Scripting (XSS), Cross Site
Request Forgeries (CSRF), and SQL
Yes
Injection. In addition, provide immediate
notification of any known or suspected
breach and follow on investigation to
assess breach and implement changes to
remove risk.
Req32. Support breadcrumb type navigation M Yes
Req33. Interactive calendar. M Yes
Req34. Ability to support calendaring via iCal or M
similar technology. Will allow user to
import event into own calendar Yes
application such as Outlook.
Req35. Support a citywide master calendar and M
sub-calendars that include events,
meetings, holidays, etc. The calendars
should allow management from a main
calendar and allow for embedding across Yes
the website by content/subject matter
category. (Example: Embed only
scheduled council meetings on council
page)

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Website Design and Hosting Services RFP April 30, 2017

Item # Description Mandatory, Vendor Comment / Solution

Comply?
Desired,
Yes, No,
Optional.
Partial
Req36. Calendar should have the ability to be D
searchable, share events on social
media, have category filters, have Yes
locations (with maps), and include
images.
Req37. Allow citizens to submit calendar events D
for approval by city staff. Yes
Req38. Ability to interface or integrate with City M
identified systems in section Error! Yes Approach described in proposal
Reference source not found.
Req39. Integration of myRWC Public Stuff site M Yes
Req40. Provide secure website that meets M
emerging industry standard guidelines on Yes
privacy and accessibility
Req41. Provide innovative ideas and M
recommendations for maximizing the
Citys web presence. Please provide Yes
additional recommendations that may not
be covered in the prior requirements.
Req42. Provide warranty on all services for 3- M
years following implementation. Yes
Req43. Provide telephone support with a 4 hour M
response from 7 AM 5 PM PST Monday Yes Support parameters can be found in the proposal
through Friday.
Req44. Provide emergency telephone support M
with 4 hour response from 5:01 PM to
6:59 AM PST Monday Friday and on Yes Support parameters can be found in the proposal
weekends and holidays. Please state the
holidays recognized by your firm.
Req45. The website uses images that are M
copyright clear or owned by the City of Yes
Carmel-by-the-Sea
Req46. Ability to promote our own events or D
news on the website; possibly through an
Yes
advertising/banner management system.

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Website Design and Hosting Services RFP April 30, 2017

Item # Description Mandatory, Vendor Comment / Solution

Comply?
Desired,
Yes, No,
Optional.
Partial
Req47. URLs should be meaningful for better M
bookmarking and search engine use.
Example:
http://www.cbts.org/council/members.html
Yes
is preferred to
http://www.cbts.org/index.asp?sid=23939
Req48. The website includes a page of contacts M
at the City of Carmel-by-the-Sea. This
directory should include a position, name
of current person in that position, phone Yes
number, and email address. The email
address should be a live email link to
directly email a question and/or a form to
allow the user to submit a question.
Req49. Custom Favicon D Yes
Req50. Custom Favicon by department O No This is currently not a best practice
Req51. A feature like How do I? or quick links to D
allow users to quickly find popular topics. Yes

3.2 Content Management System (CMS)

Item # Description Mandatory, Vendor Comment / Solution
Comply?
Desired,
Yes, No,
Optional.
Partial
CMS1. Provide a comprehensive full function, M
web-based, easy to use solution that
includes, but is not limited to, template Yes
creation, security and approval levels,
WYSIWYG content editor, versioning,
content scheduling, etc.
CMS2. Ability to set system to automatically M
update content upon approval of edited Yes
page.
CMS3. Ability to schedule system to M
automatically add/update/delete content
upon approval of edited page and Yes
schedule.

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Website Design and Hosting Services RFP April 30, 2017

Item # Description Mandatory, Vendor Comment / Solution

Comply?
Desired,
Yes, No,
Optional.
Partial
CMS4. Ability to give a City staff member both M
edit and approval for their designated
areas of responsibility as well as to Yes
assign proxies during periods of
absences.
CMS5. Do not allow deleted pages to be M
accessible via search. Yes
CMS6. Comprehensive training and user help M
documentation Yes
CMS7. Provide spell-check and grammar M
correction functionality. Yes
CMS8. Support allowing staff to post various file M
types on web pages for viewing and/or
downloading (e.g. xls, .tif, .bmp, .jpg, Yes
.pdf, etc.)
CMS9. Support viewing of video and/or photo M
galleries from City-provided content or
allow links to photo galleries and videos Yes
hosted on another site.
CMS10. Support the posting of maps and allow D
dynamic linking to the City GIS website
or Google Maps.
Yes
CMS11. Allow content editors flexibility in M
determining size and position of page Yes
features such as photographs.
CMS12. Ability to map (alias) key pages to D
English-based URLs for marketing
purposes and ease of access (e.g.
http://redwoodcity.org/building would be Yes
the link to the Building Division
webpage, regardless of the actual page
name in the CMS.). A minimum of fifty
(50) such URLs shall be provided.
CMS13. Provide comprehensive audit capability M
to see who is modifying what and when. Yes
CMS14. Automatic replication of navigation and M
menu changes to all related pages with
no additional data entry.
Yes

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Website Design and Hosting Services RFP April 30, 2017

Item # Description Mandatory, Vendor Comment / Solution

Comply?
Desired,
Yes, No,
Optional.
Partial
CMS15. Ability to add, change, and/or delete M
links between pages and/or to other
websites as needed, with no vendor Yes
intervention required
CMS16. Ability to use CMS with Windows or M
OSX using IE, Firefox, Chrome, Safari
and other common browsers now and in Yes
the future.
CMS17. Provide training for site administrators M
and content contributors. Yes
CMS18. Allow CMS to be accessible via external M
access - outside of our internal network. Yes
CMS19. Provide the ability to archive outdated M
documents and images Yes
CMS20. Ability to optimize uploaded pictures and M
graphic files for quickest page loading Yes
CMS21. Ability to create and manage document M
galleries to organize and publish
documents according to subject matter
Yes
CMS22. Ability to specify a publishing schedule M
for specific content Yes
CMS23. Support for versioning and indexing of M
content to meet legal and policy-based
Records Retention and Retrieval Yes
requirements
CMS24. Provide multi-lingual Content Integration M
with website content translation Yes
capabilities.
CMS25. Ability to reorganize content to different M
sections of the website/intranet without Yes
manually changing content links
CMS26. Ability to apply customized look and feel M
within different departments/services
while maintaining global navigation and Yes
website common look and feel.

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Website Design and Hosting Services RFP April 30, 2017

Item # Description Mandatory, Vendor Comment / Solution

Comply?
Desired,
Yes, No,
Optional.
Partial
CMS27. The CMS handles version control that M
allows a page, section or the whole
website to be rolled back to a previous Yes
revision or point in time.
CMS28. The CMS handles file storage to D
maintain historical, existing and future
records, press releases and with version Yes
control.

3.3 Web Hosting

Item # Description Mandatory, Vendor Comment / Solution

Comply?
Desirable,
Yes, No,
Optional
Partial
Host1. Provide hosted website in secure, state- M
of-the-art data center. Yes
Host2. Provide hosted website in vendor M
owned and operated data center. If not, We use two data centers located on the East and West coast
please identify 3rd party that is providing Yes for disaster recovery
the hosting.
Host3. Host website in redundant facilities in D
the event the primary facility is Yes
inaccessible from the internet.
Host4. Provide hosted website in SAS-70 M
facility Yes
Host5. Provide hosted website on high M
availability hardware (i.e. virtualization) Yes
Host6. Provide hosted website in data center D
located within California Yes
Host7. Provide hosted website in data center D
located outside the 50 year flood plain Yes
Host8. Provide hosted website in data center D
located at least 50 miles from all known Yes
earthquake fault lines

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Website Design and Hosting Services RFP April 30, 2017

Item # Description Mandatory, Vendor Comment / Solution

Comply?
Desirable,
Yes, No,
Optional
Partial
Host9. Provide website and intranet access on M
a 24X7 basis with 99.99% uptime. If
not, please provide clear description of Yes
guarantee availability.
Host10. Maintenance/downtime scheduled M
outside of normal business hours, with
at least 2 weeks advance notice to City.
If not, please provide clear description Yes
of process for scheduling downtime and
notifying City (Intranet?)
Host11. Technical support for system outages M
responds to priority service calls 24 x 7 Yes
with 2 hours guaranteed response time
Host12. Site monitored for outages 24 x 7 M Yes
Host13. Provide City access to separate M
development and production Yes
environments.
Host14. Ensure full system backups and provide M
recovery services to minimize impact to Yes
the City.

City of Carmel-by-the-Sea Page | 16

 CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL

RESOLUTION NO. 2017-___

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING A

BUDGET ADJUSTMENT IN THE AMOUNT OF $30,250 TO BE TRANSFERRED FROM ACCOUNT 13-48014
EQUIPMENT REPLACEMENT FUND TO 40-49013 CAPITAL IMPROVEMENT FUND FOR THE
IMPLEMENTATION OF A NEW CITY WEBSITE.

WHEREAS, the City undertook a rigorous Request For Proposal process to determine the best vendor
to provide the City with web design and hosting services and the City received 23 proposals for web design
and hosting services with proposed costs ranging from $15,000 to $185,000; and

WHEREAS, Digital Deployment, Inc. was identified as the most qualified vendor to provide the City with
web design and hosting services; and

WHEREAS, the City budgeted $40,000 in the adopted FY2017-2018 Operating Budget for the
implementation of a new City website as part of the Capital Improvement Plan; and

WHEREAS, Digital Deployment, Inc. proposed one-time implementation costs of $70,250.

NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-
THE-SEA DOES HEREBY:

Authorize budget adjustment in the amount of $30,250 to be transferred from account 13-48014
Equipment Replacement Fund to 40-49013 Capital Improvement Fund for the year one costs of the
implementation of a new City website as described in the Capital Improvement Plan.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this
11th day of July, by the following roll call vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

SIGNED: ATTEST:

_______________________ ___________________________
Steve G. Dallas, Mayor Ashlee Wright, City Clerk