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HomeMy WebLinkAbout14.E. Website Company-Bluestem Systems, Inc. /Y.E D^, l~hL, City of Shakopee Memorandum TO: Mayor and City Council Mark McNeill, City Administrator . FROM: Tracy Schaefer, Assistant to the City Administrator SUBJECT: Website Company - Bluestem Systems, Inc. (Revised) MEETING DATE: January 20, 2003 Introduction On January 7, the Telecommunications recommended directing staff to complete phase one of the website with the former Bluestem System, Inc. programmer that is employed by Claritas Inc. and to stay within the $50,000 allocated website budget. City staff will also be able to complete some of the work as well to keep costs to a minimum. Background Staff was informed in December that the city's web site company, Bluestem Systems, Inc., had gone out of business. City Council authorized hiring Bluestem Systems, Inc., for an amount, not to exceed $50,000 to develop a new city website. Additional funds are in the 2004 budget for phase II. City staff had been working with Bluestem to create a new design, layout and a customized content management software package. ., The launching of the website was slightly delayed due to city building construction projects and changing of Bluestem staff on the project. 80% of the website is completed, but the text and some pictures need to be loaded and some minor programming and testing needs to be completed. Staff has worked with former Bluestem employees to get copies of the website on CD, since the test site no longer exists. Although it is not good news that the company has gone out of business, staff feels that we will not need to start over. In the RFP, staff indicated that the programming and content of the web site would be property of the city of Shakopee and that all programming must be done in standard computer language. With those two things in mind, another company and city staff will be able to continue and expand the site from where Bluestem left it. Staffhas also contacted a former Bluestem employee, the main web site programmer, that is already employed with different company, Claritas Inc. (www.claritasinc.com), and he is interested in continuing the project with the city of Shakopee. Although staff could send out a new RFP to complete the project, staff feels comfortable . and satisfied with the work the former Bluestem employee completed. In addition to a comfort level with the former employee, he can also "run" with the project to get it 1 completed, rather than paying a new company to evaluate the current programming and then complete the project. Staff feels that if we can work with former employee and his new company to complete the site in a more timely and cost effective fashion than hiring a new website company. After phase one of the web site is launched, the Telecommunications Commission will bring forward a recommendation on how to continue with the additional phases. Budget Impact . Shakopee has already paid $45,433.88 to Bluestem Systems, Inc. Ofthat amount, roughly $5,000 - $7,000 is for "somewhat not completed work," and staff is working with our legal counsel to find out what recourse can be taken. I also have $17,375 of unpaid invoices. (Most of this amount is for uncompleted phase II work.) At this point, staff will not pay the invoices, has informed our attorney's, and will wait for action from Bluestem. Recommendation Telecommunications Commission recommended directing staff to complete phase one of the website with the former Bluestem System, Inc. programmer that is employed by Claritas Inc. and to stay within the $50,000 allocated website budget for phase one. City staff will also be able to complete some ofthe work as well to keep costs to a minimum. Staff will come back for City Council approval, if the amount will exceed the original $50,000. However, to keep the process moving, staff feels this is the best option. Alternatives 1) Direct staff to complete phase one of the web site with the former Bluestem System, Inc. programmer that is employed by Claritas Inc. and stay within the $50,000 allocated . website budget. 2) Direct city staff to complete the website internally. Staff can complete the text and photos, but does not have the expertise to do the final testing of the site. Some concerns may arise due to the e-commerce and security functions on the site. 3) Send out an RFP to complete the work. Action Requested Direct staff to complete phase one of the website with the former Bluestem System, Inc. programmer that is employed by Claritas Inc. and stay \vithin not to exceed the $50,000 allocated website budget for Phase I. City staff will also be able to complete some of the work as well to keep costs to a minimum. .~ racy S fer Assista to the City Administrator . 2 JI{ E. City of Shakopee Memorandum TO: Mayor and City Council CONSENT . Mark McNeill, City Administrator FROM: Tracy Schaefer, Assistant to the City Administrator SUBJECT: Website Company - Bluestem Systems, Inc. MEETING DATE: January 20, 2003 Introduction On January 7, the Telecommunications recommended directing staff to complete phase one of the website with the former Bluestem System, Inc. programmer that is employed by Claritas Inc. and to stay within the $50,000 allocated website budget. City staff will also be able to complete some of the work as well to keep costs to a minimum. Background Staffwas informed in December that the city's website company, Bluestem Systems, Inc., had gone out of business. City Council authorized hiring Bluestem Systems, Inc., for an amount, not to exceed $50,000 to develop a new city website. Additional funds are in the 2004 budget for phase II. City staff had been working with Bluestem to create a new design, layout and a customized content management software package. .. The launching of the website was slightly delayed due to city building construction projects and changing of Bluest em staff on the project. 80% of the web site is completed, but the text and some pictures need to be loaded and some minor programming and testing needs to be completed. Staff has worked with former Bluestem employees to get copies of the website on CD, since the test site no longer exists. Although it is not good news that the company has gone out of business, staff feels that we will not need to start over. In the RFP, staff indicated that the programming and content of the website would be property of the city of Shakopee and that all programming must be done in standard computer language. With those two things in mind, another company and city staff will be able to continue and expand the site from where Bluestem left it. Staffhas also contacted a former Bluestem employee, the main website programmer, that is already employed with different company, Claritas Inc. (www.c1aritasinc.com), and he is interested in continuing the project with the city of Shakopee. .. Although staff could send out a new RFP to complete the project, staff feels comfortable and satisfied with the work the former Bluestem employee completed. In addition to a comfort level with the former employee, he can also "run" with the project to get it 1 completed, rather than paying a new company to evaluate the current programming and then complete the project. Staff feels that if we can work with former employee and his new company to complete the site in a more timely and cost effective fashion than hiring a new web site company. After phase one of the web site is launched, the Telecommunications Commission will bring forward a recommendation on how to continue with the additional phases. Budget Impact . Shakopee has already paid $45,433.88 to Bluestem Systems, Inc. Of that amount, roughly $5,000 - $7,000 is for "somewhat not completed work," and staff is working with our legal counsel to find out what recourse can be taken. I also have $17,375 of unpaid invoices. (Most ofthis amount is for uncompleted phase II work.) At this point, staff will not pay the invoices, has informed our attorney's, and will wait for action from Bluestem. Recommendation Telecommunications Commission recommended directing staff to complete phase one of the web site with the former Bluestem System, Inc. programmer that is employed by Claritas Inc. and to stay within the $50,000 allocated website budget for phase one. City staffwill also be able to complete some of the work as well to keep costs to a minimum. Staff will come back for City Council approval, if the amount will exceed the original $50,000. However, to keep the process moving, staff feels this is the best option. Alternatives 1) Direct staff to complete phase one of the website with the former Bluestem System, Inc. programmer that is employed by Claritas Inc. and stay within the $50,000 allocated . website budget. 2) Direct city staff to complete the website internally. Staff can complete the text and photos, but does not have the expertise to do the final testing of the site. Some concerns may arise due to the e-commerce and security functions on the site. 3) Send out an RFP to complete the work. Action Requested Direct staff to complete phase one of the website with the former Bluestem System, Inc. programmer that is employed by Claritas Inc. and stay within the $50,000 allocated web site budget. City staff will also be able to complete some of the work as well to keep costs to a minimum. Tracy Schaefer Assistant to the City Administrator . 2