3.1 TENDER FOR THE SUPPLY, INSTALLATION, AND SUPPORT OF WEB CONTENT MANGEMENT SYSTEM (CF ; TE:ST)

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1 Council Meeting, 26 November 2013 Section Page TENDER FOR THE SUPPLY, INSTALLATION, AND SUPPORT OF WEB CONTENT MANGEMENT SYSTEM (CF ; TE:ST) Responsible Director: Tom Evans RECOMMENDATION That Council: 1. Accepts the tender of Seamless Pty Ltd for the supply, installation, configuration, and ongoing maintenance for one year, of a Web Content Management System for the GST inclusive sum of $276, Authorises the Chief Executive Officer, at her discretion, to approve annual maintenance agreements for the subsequent four years, in accordance with the contract value and documentation, to the value of $54,890 and a further $74,800 over four years, for software related services, all GST inclusive. 3. Authorises the Chief Executive Officer to execute the contract agreement. INTRODUCTION This report seeks Council s approval for the purchase of a Web Content Management System. BACKGROUND A Web Content Management System is a software package that will allow Monash to improve the functionality and content of its websites so the community is better served. The community will benefit from being able to interact with Council more online, through more interactive forms and surveys. As part of this project, the primary Council website and related Council websites will be redesigned and will have more of a task focus than a topic focus (keeping pace with what the community expects from a Council website). The redesign will be responsive which means that the software will pick up automatically whether visitors are viewing the websites on a smart phone, tablet or desktop computer, and resize the websites to fit. Content will be able to be updated on the website more promptly than before. The Web Content Management System will allow multiple staff across Council to create content which can be approved for publishing without requiring technical coding skills. This will enable members of the Communications team to publish information to the website more promptly.

2 Council Meeting, 26 November 2013 Section Page 2 Council websites include the following: (Youth and Family Services) (Libraries) (Recreation Centres x3) A community directory A business directory The aims of the Web Content Management System are the following: Create a flagship website for Council services; Enable the community to request specific services online thereby providing better customer service Enable the community to have a satisfying experience visiting Council s website, whether they are using a smart phone, tablet or desktop computer Provide a fresh new look and feel to the websites Ensure the websites meet standards of accessibility so people with disabilities have access to information and services. Ensure the websites provide information in multilingual formats, helping to reach out to Monash s diverse community. Integrate Google Maps into the websites, ensuring visitors can easily locate our facilities and services. The proposed implementation will include the following elements: Software and software maintenance purchase; Redesign of the information and site architecture; Conceptual, user interface, and visual design; Information review and migration of selected information; Training of users; Providing testing and support services to enable the software for the organisation. The primary operational users of this proposed software will be the Communications Branch, Monash Public Library Service, Monash Youth and Family Services, and the Recreation Centres. PUBLIC NOTIFICATION The EOI for the Web content management system was advertised in The Saturday Age newspaper on 6 July The EOI was also placed online at between 8 July 2013 and 19 July A shortlist of companies responding to the EOI were invited to submit a tender on the between the 17 August 2013 and 30 August 2013.

3 Council Meeting, 26 November 2013 Section Page 3 WEB CONTENT MANAGEMENT SYSTEM REQUIREMENTS The project will incorporate the following aspects: Capable of providing responsive design to mobile and smartphone devices; A workflow process for content creation, review and approval; Provide monitoring and analysis capability to track website usage; Design of websites that meet suitable Web Content Accessibility Guidelines; Allow for the management of images and documents used in the websites; Provide easy multilingual capabilities to ensure our Culturally and Linquistically Diverse communities can engage with Council online; Integrate with social media tools such as Twitter, Facebook, and YouTube; Provide events calendars and community noticeboards; Allow the community directory to be better tailored to resident needs; TENDERS RECEIVED BlueArc Pty Ltd Elcom Pty Ltd NetCat Pty Ltd Now Pty Ltd Reactiv Pty Ltd Seamless Pty Ltd Tender prices for the initial supply of a core system, configured to Council s minimum needs, training, and one year s software maintenance, ranged from $301,763 to $1,232,332 including GST. These prices reflect the initial cost of the software, including the software supply, one year of software support, implementation and design services, and training that could be assessed on a like for like basis. TENDER EVALUATION PROCESS The evaluation panel consisted of: Ainslie Gowan, Manager Communications Brian Lane, Manager Information Technology Steven Truman, Coordinator Corporate Applications Yvonne Schwarz, Web Coordinator

4 Council Meeting, 26 November 2013 Section Page 4 The tenders were assessed according to the following process: Phase 1: Cost, based over a five year contract life; Compliance with Functional Specification; Experience, capability of the supplier, and Solution Support; Implementation Plan; Technical Fit of Proposed Solution; Phase 2 Verification of Functional Specification software demonstrations and Product Usability; References checks. After the completion of the first phase of evaluation, a shortlist of tenderers was developed, which was evaluated in phase two. SHORTLISTED COMPANIES In order to establish the total cost of ownership over a five year period, a comparative financial assessment of the submissions was performed. Where necessary, additional information was sought from the relevant tenderer, including clarification of the pricing submitted. After this evaluation, three companies were shortlisted for interviews and software demonstrations. These were: Elcom Pty Ltd NetCat Pty Ltd Seamless Pty Ltd DISCUSSION Seamless Pty Ltd has been assessed, based upon Council s criteria, as best meeting Council s requirements. They submitted a competitive price compared to other tenderers, and have been assessed as best satisfying Council s functional requirements. The company s performance, technical ability and service have been satisfactorily investigated through reference checks. After software demonstrations, the Seamless software was shown to be very functional, with examples provided of websites that were highly responsive to different mobile and tablet environments. Seamless demonstrated they had significant experience in local government, which was seen through the number and type of websites that they had been involved in. They displayed a good understanding of what visitors are looking for on a Councils website. The software was seen to be very intuitive and easy to use, and the multilingual capabilities of the software stood out. Seamless demonstrated a good product, suitable design capability, and can provide sufficient support. Overall Seamless Pty Ltd s tender was assessed as representing the best value for Council.

5 Council Meeting, 26 November 2013 Section Page 5 FINANCIAL IMPLICATIONS Having regard to total costs, modelled over a five year period, Seamless Pty Ltd represented the best value to Council. The Seamless contract price of $276,345 (GST inclusive) includes software installation, design services, training, and one year of software maintenance. An additional four years of maintenance and support, is estimated at a GST inclusive sum of $54,890 (GST inclusive) in total. A further provision of $74,800 (GST inclusive) is sought for future software related services. These services could include expanded software functionality, additional design requirements, or further training. The analysis confirms that Seamless Pty Ltd has an advanced technical solution, a high level of expertise and experience, and a competitive price. Funds are available for this project from the approved 2013/2014 IT capital budget and the proposal is consistent with the Council s information technology investment strategy. The project aligns with two Strategic Objectives of the Council Plan, namely Fostering confident and connected communitities and Progressive governance and strong leadership. CONCLUSION It is recommended that Council award Seamless Pty Ltd the tender for the supply, installation and support of a Web Content Management System, with a one year maintenance contract and, two, two year support extensions at the discretion of the Chief Executive Officer.