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CITY COUNCIL
Staff Report
SR 2017-101
July 11, 2017
Consent Agenda
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.
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.
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
Terms 21
Contract 21
Timeline 21
Pricing 21
AppendixA:SystemRequirementsDocument 22
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
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.
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 Operations Technology
MacClemmens SloaneDellOrto DennisStevense
AsCEO,Macstandsforquality, AsCOO,Sloanemanages Astheleadsoftwareengineer,
customersatisfactionand productionandchecksinweekly Dennisensuresthestabilityofthe
thoughtfulgrowth.Hereviews onallprojects.Sheisthearchitect hostinginfrastructureandthatthe
eachsitebeforeitlaunchesand ofourcurrentprocessand softwareplatformisdelightfulto
pushesforbettersolutions. offering. use.
MacfoundedDDwhileincollege SloanewasDigitalDeployments DDrecruitedDennisfromthe
andleditsgrowthtoamulti-million firstemployeeandhasa Netherlands,wherehehad
dollarenterprise.Hewantsto marketingbackground.Priorto designedthe#1sellingappinthe
improvecomputerscience joining,sheworkedasthedirector countryatage18.Hehasbeen
educationandhasbeeninvitedto ofmarketingforQuest,where featuredinnumerousbooksand
theWhiteHousethreetimesto revenueincreased5xto100M AppleInsider.Hehasworkedat
workonsmallbusinessandnet duringhertenure,andoperated DigitalDeploymentsince2010.
neutralitypolicy. herownwebdevelopmentfirm.
LearnmoreaboutDennisat
LearnmoreaboutMacat LearnmoreaboutSloaneat digitaldeployment.com/dennis
digitaldeployment.com/mac digitaldeployment.com/sloane
Yourprojectmanager Yourstrategist Yoursalesperson
HaleyAnthonisen LindsayHardy RockyMartin
Haleyisyourprimarypointof Lindsaysjobistomakesure Asthepersonwhocoordinated
contactforday-to-day yoursitetechnicallymeets thisproposal,Rockyis
communications.Sheis needs,looksgreat,andworks committedtoyoursatisfaction
responsiblefortheallocationof wellforyourusers.Lindsaywill andisalwaysavailableifyou
resources,schedulingof bepresentatallkeypointsof haveanyquestionsorifyou
meetings,andanon-timeand theproject,suchasdiscovery haveanyotherweb-related
on-budgetdelivery. anddesignsign-off. projectsinthefuture.
HaleyhasworkedatDDforfive Lindsayworkedforfiveyears SincejoiningDD,Rockyhas
yearsandhasmanagedour directingwebstrategyatUC successfullymanaged
largestprojectsinthe DavisbeforejoiningDD.Ifyou contractsthathaveledtoover
educationandpensionspaces, lookatgsm.ucdavis.edu,you 100successfulwebsite
includingLongBeachCity willseehisworkend-to-end,as launchesbyensuringour
College,SacramentoCity hewasresponsibleforcontent clientsarehappyand
UnifiedSchoolDistrict,and andallaspectsofdesign. requirementsareunderstood
NewYorkCityRetirement. andclearlyscopedinadvance.
LearnmoreaboutLindsayat
LearnmoreaboutHaleyat digitaldeployment.com/lindsay LearnmoreaboutRockyat
digitaldeployment.com/haley digitaldeployment.com/rocky
Yourcontentlead Yourtechnicallead Yourdesignlead
StephBradley JasonMcWhorter MariaMeehan
Stephwilldirectyourcontent Onceyouveapprovedyour AfterdiscoveryinPhase1,
inventory,managethe design,Jasonwillbringthat Mariawillleadafieldtripto
migrationofcontentfromthe designtolife.Hellalsowork determineyourdesign
oldsitetothenew,andhelp withyourcontentleadto preferences,createdesign
ensureyourcontentis designcontenttemplates,and conceptstosimulatethe
organizedwell.Shewillalso hellensurecompliancewith finishedproduct,andreview
trainyouinPhase4andassist ADAandsite theimplementeddesignfor
withcontentcuration. mobile-friendliness. quality.
Stephhaschampionedcontent JasonhasbeenwithDigital Mariahasover10yearsof
forourlargestsites,including Deploymentforoverfiveyears. designexperienceattop
theSouthernRegional Hisfirstprojectherewas agenciespriortoworkingwith
EducationBoard,LongBeach designingGooglesexhibitat DD.Sheisourmost
CommunityCollege,and theSmithsonian.Hesknown forward-thinkingdesignerwith
SacramentoCityUnified. forhisskillandattentionto astrongmobilesensibility.
detail.
LearnmoreaboutStephat LearnmoreaboutMariaat
digitaldeployment.com/steph LearnmoreaboutJasonat digitaldeployment.com/maria
digitaldeployment.com/jason
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
AredesignhelpedkidsandparentsgetexcitedaboutvisitingtheOceanInstitutewhile
providingeventplannersinformationonfacilityrental,anddonorsacompellingreasontosupport
theirmission.
Reference:
DoriMoorehead,ExecutiveDirector,dmoorehead@ocean-institute.org,949-496-2274x110
TheSanMateoCountyEmployeeRetirementAssociationwantedaclean,responsivedesign
thatworkedwellonalldevicesforallagegroups.ItalsowantedauniquelySanMateodesign
withanintuitiveplatform.
Today,SamCERAenjoysasitethatcanbeeditedbybothITandcommunicationswithenormous
flexibilitywhichhasallowedittocreateentirelynewsectionsonitsown.
Reference:
TariqAli,ChiefTechnologyOfficer,tali@samcera.org,(650)363-4854
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.
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
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.
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
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.
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.
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.
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.
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.
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.
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:_______________________________
3. System Requirements
The Vendor must deliver to the City a new fully operational website based on the following requirements.
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
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