Council approval to issue a purchase order to Interpersonal Frequency (IF), in the amount of $277,450.00 for Content Management System and Website Audit Services.

Council approval to issue a purchase order.

The City of Independence website is one of the most important communications tools used to provide information for all City departments, services, and programs. The COMET content management system currently used to operate and maintain the City’s website is out of date and City needs have outgrown its abilities. A technology transformation including a website audit, update, and launch, will allow the City to transition into a more modern customer service model for all stakeholders we work with on a day-to-day basis.

Following competitive Request for Proposals process with more than 20 firms responding, City staff recommends moving forward with a contract with Interpersonal Frequency to begin the technology transformation project in the 2022-23 Fiscal Year.

The Independence City Council updated the Independence For All Strategic Plan in 2021. This plan included a greater focus on the need for improved communications through the City’s website. Throughout the pandemic, City services were updated to allow for more online interactions between City staff and citizens, business owners, and other stakeholders. The City’s inhouse content management system, COMET, struggled to keep up with the demands of these changes and no longer can compete with off-the-shelf services for website development, maintenance, and updates. Staff determined a technology transformation was needed and began the process of drafting a Request for Proposals.

The Procurement Division issued a Request for Proposals (RFP) on September 22, 2021. The RFP closed on October 20, 2021. The RFP was published through the Public Purchase e-procurement website, which notified (2,078) potential respondents; (279) accessed the RFP. Twenty (20) firms responded to the RFP. After the initial review of proposals four (4) firms, Buckeye Innovation, LLC, eWay Corp, Interpersonal Frequency (IF) and Jesse James Creative were identified as finalists and interviewed. After reviewing the criteria of Evidence of experience & references with similar projects, Expertise of personnel, Applicable resources, Functionality and technical ability of the proposed solution and Price, Interpersonal Frequency (IF) was determined to be the best value respondent and determined to be the best firm to provide the requested service. Staff and IF then negotiated a price of $277,450.00, for the requested services.

IF has shown throughout the RFP process that it understands the unique challenges local governments face, has experience in directly addressing these challenges with sustainable web solutions, and the ability to support City staff in the auditing, development, transition, and launch of a new website and content management system.

Approval of this item shall authorize change orders up to a total of ten (10) percent of the authorized amount for each order, provided appropriations are available.

The Fiscal impact to the City is $277,450.00

• $125,000.00 from ARPA Funds (0614022-5402)
• $50,000.00 from Tourism Fund (004, 6061-5205)
• $102,450 split between the 3 Utility Funds (040, 480, Org. 4822)