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File #: 200543.    Version: 1 Name:
Type: Staff Recommendation Status: Passed
File created: 11/17/2020 In control: City Commission
On agenda: 12/3/2020 Final action: 12/3/2020
Title: Content Management System Award Recommendation (B)
Attachments: 1. 200543A_-Award Public Notice.pdf, 2. 200543B_Award recommendation transmittal (002) - signed.pdf, 3. 200543C_Tabulation.pdf, 4. 200543D_OralPresentations_PIOX-2000043-SG_Evaluator_1.pdf, 5. 200543E_OralPresentations_PIOX-2000043-SG_Evaluator_2.pdf, 6. 200543F_OralPresentations_PIOX-2000043-SG_Evaluator_3.pdf, 7. R200543G_RFP Submittal Response-OpenCities Inc.pdf


Content Management System Award Recommendation (B)



On August 18, 2020, the City of Gainesville solicited a Request for Proposal (PIOX-200043-SG) to procure a technology solution that will support the City’s neighbor-centered design, engagement and communications efforts.


The solution, commonly referred to as a CMS (Content Management System), will allow the city to update its website - significantly enhancing the user experience, content management and providing improved neighbor information and customer service. A key goal of the project is to achieve a high level of visual quality and a design. The City will be able to decentralize content management by empowering staff to easily create and manage website content in each department under the oversight of a central administrator. The new website will also prioritize ADA compliance and mobile accessibility.


The RFP covers the initial design, testing, training, launch, hosting and site maintenance for the period of five years. Annual software-as-a-service fees are included as part of this proposal.


On Sept. 17, 2020 fifteen vendors submitted proposals. Four were invited for Oral Presentations on Nov. 5-6, 2020. On Nov. 16, 2020, the award was posted to Open Cities.


Fiscal Note

The total cost proposed by OpenCities:

- Implementation: $59,750 + SaaS Fee $24,360 = Year 1 total of $84,110

- Annual License: $28,000 (reduce the annual SaaS by 13%) cost savings $3,640 annually

- Estimated 5 Year Total: $181,550



The City Commission authorizes the City Manager to enter into an agreement with OpenCities to update the official City website, subject to approval by the City Attorney as to form and legality.

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