7.H.
City Council Meeting - FINAL
- Meeting Date:
- 09/03/2024
- From:
- Sarah Langley, Public Affairs Director
TITLE:
Rejection of All Proposals: Website and/or Community Engagement Platform
STAFF RECOMMENDED ACTION:
Reject all proposals received in response to the Request for Proposals (RFP) MS2024-119 solicitation for Website and/or Community Engagement Platform.
Executive Summary:
A RFP was launched in the spring of 2024 to allow staff to gain a better understanding of available providers of municipal website and/ or community engagement platform services. A cross-divisional group of staff served as members of the evaluation panel and reviewed all proposals. After review of all proposals and existing personnel resources, it was determined that no proposals met the City's needs for website and/or community engagement platform services and rejection of the proposals would be in the best interest of the City. In compliance with the Procurement Code Manual, the responses to RFP MS2024-1119 must be formally rejected by the City Council.
Staff have instead outlined an alternative approach to continuously improve the City's website and community engagement products. For the website, staff plan to remain with the same website provider and purchase consulting services to undertake large content cleanup and user experience projects to improve the function of the City's website. Staff will also undertake a redesign project with our current website provider once the City's new logo is finalized. For the community engagement platform, a cross-divisional group of staff will review written quotes from relevant service providers and direct select a product. This approach allows City staff to review proposals from a wider number of providers of community engagement platforms and apps, some of which did not respond to the RFP. Staff are confident that this alternative approach will result in the highest quality website and community engagement platform possible for the City.
Staff have instead outlined an alternative approach to continuously improve the City's website and community engagement products. For the website, staff plan to remain with the same website provider and purchase consulting services to undertake large content cleanup and user experience projects to improve the function of the City's website. Staff will also undertake a redesign project with our current website provider once the City's new logo is finalized. For the community engagement platform, a cross-divisional group of staff will review written quotes from relevant service providers and direct select a product. This approach allows City staff to review proposals from a wider number of providers of community engagement platforms and apps, some of which did not respond to the RFP. Staff are confident that this alternative approach will result in the highest quality website and community engagement platform possible for the City.
Financial Impact:
None
Policy Impact:
None
Previous Council Decision or Community Discussion:
None
Options and Alternatives to Recommended Action:
- Do not reject all proposals and direct staff to select a contractor from the vendors who responded.
Background and History:
Purchasing staff posted Request for Proposals MS2024-119 for a vendor to construct a Website and/or Community Engagement Platform on the PlanetBids website on February 1, 2024. The RFP was advertised in the Arizona Daily Sun on February 6 and February 13, 2024. On March 5, 2024, 15 proposals were received. Purchasing reviewed the proposals and deemed them responsive and responsible. A selection committee of seven (7) staff members evaluated the fifteen (15) proposals and met to discuss the proposals. The selection committee determined that software products that were being proposed did not fully meet the needs of the City and elected to reject all proposals. City staff has determined to pursue a different strategy.
Pursuant to Article 15.4 of the City of Flagstaff Procurement Code Manual, "After receipt, opening and evaluation, but before award, all solicitations may be rejected if determined to be in the best interest of the City.However, any recommendations for a solicitation to be rejected shall be approved by the City Council."
Pursuant to Article 15.4 of the City of Flagstaff Procurement Code Manual, "After receipt, opening and evaluation, but before award, all solicitations may be rejected if determined to be in the best interest of the City.However, any recommendations for a solicitation to be rejected shall be approved by the City Council."
Connection to PBB Priorities and Objectives:
-High Performing Governance
Connection to Regional Plan:
N/A
Connection to Carbon Neutrality Plan:
N/A
Connection to 10-Year Housing Plan:
N/A
Connection to Division Specific Plan:
N/A