01-1073�'1 . 5. �•" i e��f rti L�'
Presented By
Green Sheet # , `� 3 $ �j
RESOLUTION
OF SAINT PAUL, MINNESOTA
Referred To
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WIIEREAS, the world wide web has grown from a static "electronic billboazd" to a means to deliver
interacfive information, services and transactions to citizens, who increasingly expect to receive information
and services through the web at times and places that aze most convenient to them, and
WI-IEREAS, "e-governmenY' is defined as the use of technology to enhance the access to and delivery of
government services to benefit citizens, business partners and employees, and
WHEREAS, the City Council previously approved funding for a web site implementation plan to improve the
delivery of these e-government services to the citizens of Saint Paul, and piaced $800,000 in contingency for
this implementation, and
WI-IEREAS, the City has completed a detailed implementation plan and conducted a compeUtive request for
proposals, and has identified the appropriate technical resources and software to implement this e-government
plan, and
WIIEREAS, the Mayor, pursuant to Section 10.07.4 of the City Charter, recommends the following transfers
for the 2001 General Fund budget;
Current
Budeet
TRANSFER FROM:
Department of Technology and Management Services
Administration
001-01001-0548 Council Contingency
001-01001-xxxx All other spending
Total Budget
TRANSFER TO:
001-01001-0219
001-01001-0280
001-01001-0259
001-01001-0856
001-01001-0857
001-01001-�x
Total Spending
Net Change
Consulting
Software maintenance
Other training
Software
Hardware
All other spending
800,000
511 344
1,311,344
0
0
0
0
0
511,344
1311,344
Council File # O l� �Dt}',�j
.�
Committee: Date
Chanees
(800,000)
0
(800,000)
Amended
Budeet
511344
1,311,444
237,000 237,000
50,000 50,000
13,000 13,000
200,000 200,000
300,000 300,000
0 511344
800,000 1311344
0
BE IT RESOLVED, that the City Council approves these changes to the 2001 budget.
j°: � i� 3 s'� I �, �
i:1 � i.—, �;\ i—�: i
`•,.�a`;.v:ft: ��,
Adopted by Council: Date �e.,_ S.(.
xequested by Department of:
By:
Approved by Financial Services
Adoption Certified by Council Secretary B�'�
Form Approved by City Attorney
B �. _ � . {� �z
I By �
AppYOVed by Mayor: Date ��j � � �
6 � _ to,��
� Approved by Mayor for Submission to
Council
BY: �
By:
. � � o�- ta ��:.
r� ooi GREEN SHEET No 1 10386
Scott Renstrom 266-8b
VST BE ON COUNCiI AG9dDr18Y (DA7El
TOTAL # OF SIGNATURE PAGES
■ u �.R„�� u «,.�
� ❑ anr.nox�i ❑ arrcwrt
❑NWYJRL8FRNCESpR ❑RMMCYLL9
❑ WYORpRABffifAIIT) ❑
(CLIP ALL LOCATIONS FOR SIGNATUR�
Move funds out of contingency to execute a contract with SCellent, Inc. for eGovernment
Initiative.
PLANNING CAMMISSION
Ci6 COMMI'i7EE
CIVIL SERVICE CAMMISSION
1. Has fhis persoNfirm ever worked under a contract fa fhis tlepaAment7
YES NO
2. Nas Mis Pnso�rm ever been a cRY employee9
YES NO
3. �oes this persoNfimi possess a sltill rwt nortnalryP� �' �y �urreM dty emDbyee?
VES NO
4. Is this pewonm�m a ta`ge[ed ventloCt
YES NO
Improvement in the quality of the ciy's web site and better communication with citizens
and residents.
SOURCE
INFORMATION(IXPWM
f
COST/REVENUEBUDGETED(CIRCLEONE) VES NO
ACTNITY NUMBER
�t-I���
CITY OF SAINT PAUL
Narm Co[eman, Mayor
Saint P¢u1, Minncsota 55102
390 Ciry Ha1l
IS WestKeZloggBoulevard
Telephone: (657) 266-8510
Facsimile: (657J 266-8573
October 3, 2001
Dear Council President Bostrom:
The City of Saint Paul is ready to begin the next phase of implementation of our ongoing
eGoverment Initiarive. As you lrnow this includes execufing a contract with Stellent, Inc.
to begin delivering the necessary software and consulting services. Council action is
needed to move the necessary funds out of contingency. I understand that, as formally
requested, staff has provided you a written report describing the process and rational for
selecting Stellent, Inc.
It is unperative that this happens quickly because of the need to focus on cifizen service,
standardize information delivery, and provide departments easy content administration
tools.
The City of Saint Paul is a nationalleader in the volume of online information and
services available to citizens but our site has become too large and complicated to manage
efficiently. Stellent, Inc. has been selected by the City to make access to and delivery of
government services to benefit citizens, business partners and employees. Please put this
resolution on the October l Oth City Council agenda.
Thank you,
�
Mayor Norm Coleman
Cc: Peter Hames
o1-�n"t3
Interdepartmental Memorandum
CITY OF 5AIN'I' PAUL
To: Cily Coimcilmembers
From: Sean Kershaw
Date: October 2, 2001
Re: E-Gov web site vendor seleetion
As formally requested by Council in January, this memo reports on the recent web site implementation
RFP process. Staffhas selected a vendor, and is prepared to move forward with implementation pending
Council budget action.
Please contact me if you have any additional questions or concems, or need more information.
The budget amendment is anticipated to be on the October 10'" City Council Agenda.
Project GoaUProblem Statement
The goal of this e-Govemment initiative is to use the web to improve the delivery of services to the
citizens of Saint Pau1.
The City of Saint Paul is a national leader in the volume of online information and services available to
cidzens. However, our site has become too large and complicated to manage efficiently. A content
management system will address tkus problem by simplifying the process of posting and organizing
information and services on our web site. This will improve the timeliness, supply and accuracy of
information and services to citizens. The City's dependence on addirional technical and support staff will
be minimized, and the long-term sustainability and functionality of the site will be greatly enhanced
Background
Staff worked closely with an outside consultant (Bom Information Services) to develop both a long-term
"road map" and a detailed implementation plan to aclueve these goals. This implementation plan was
presented to Councilmembers earlier in the yeaz, and is posted on the City's intranet at htto•//theorb.
In January of 2001, Council transferred $800,000 to contingency for use after the content management
softwaze and implementation consultant had been selected. Council action is needed to release these
funds.
ot-�o�1�
Process Description/Summary
• On hme 19'�, the City issued a formal competitive request for proposals (RFP) for content
management softwaze and related services. The RFP outlined the goals and objectives for the
project, including the detailed functional and technical requirements, and the criteria by which
proposals would be evaluated. Potential proposers were given detailed functional requirements,
including a description of the City's cutrent technology environment, but could propose a range
of strategies to achieve these requirements. Proposals would be evaluated based on the following
criteria:
1) Responsiveness to CiTy's web site plan
2} Cost
3) Technology fit with the City
4) Past �perience doing similaz projects, including references
5) Proposed implementation timeline
• Vendors submitted questions about the City's expectations, existing technology, etc., and on July
13�' stafftransmitted detailed answers to all parties that received the RFP.
• Twenty-four proposals were submitted by the deadline on August 1 st.
• A core team of procurement, technical and functional staff reviewed the proposals against the
criteria in the ItFP. Staff also gathered informa6on on content management softwaze used by
other jurisdictions, and reviewed software evaluations prepazed by experts in the field.
• Based on trus analysis, staff chose six proposals for finther consideration. A subsequent list of
questions was sent to these sis vendors. These questions helped to clarify the functionality of the
products, wmpaze this functionality to other competing products, and outline in more detail the
technical hazdwaze requirements for installation and ongoing use of the software.
• Based on a review of products, and the answers to the previous questions, staff chose to
interview two vendors. Staff reviewed softwaze manuals and other technical information on
these two products. Staff also interviewed the project managers and technical staff, and checked
references. A more detailed comparison was completed for both products.
• With this information, functional, technical and procurement staff unanimously made a final
decision that Stellent Inc.'s Content Management System would best meet the City's needs.
Decision Rationale
The final decision was based on the following key points:
• Minimize customizarion and total cost of ownership by using an off-thashelf, packaged content
management system.
• Of the off-the-shelf products proposed, the Documentum (proposed by Westin) and Stellent
(proposed by Stellent) software products aze the two best content management options for the
City of Saint Paul's new site.
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a t- tc'13
• When these two packages were analyzed in detail against the City's technical and functional
goals and requirements, Stellern's Content Management System was determined to be the best
choice for the City of Saint Paul.
1) Minimize customi�ation and total cost of owuership by using an off-the-shelf, packaged
system.
Proposals submitted in response to the RFP fell into ttuee basic categaries:
Completely customized solutions built specifically for the City of Saint Paul;
A pronri nroduct developed and supported by one company, but used by multiple cities; and
Packaeed "off-the-shelf' content manaeement products that aze used, modified and integated by
numerous companies and organizations.
After reviewing and comparing a1124 proposals, stafF felt strongly that the City should minimize a
customized appmach for its new site. Pacicaged solutions met the identified CiTy goals better in the five
evaluation azeas and were therefore strongly prefened. Findings from the initial review process ate as
follows:
Evaluation CYiteria Ontcome and Comments
Resoonsiveness to RESI7LT: 23 af the proposals met t6e minimum functional requirements set by
Plan: Ma�cimize the City.
content management
functionality, ease of ' Pcoposals based on packaged products were more likely to exceed the minimum
use, and "fiY' with City requirements, and include additional features (e.g., enhanced woriQlow, XML,
goals. wireless, presentation flexibility, etc.) that could be used at any time, based on the
City's evolving needs and phased implementation plan.
* Proposals based on packaged products were generally more flexible and scalable,
which in tum supports better long-term viability and use of the application for the
City.
Cost: RESULT: Proposals based on packaged soludons that signiScanUy eaceeded the
Minunize short and cost range pnblicly set by the City were not considered for future review.
long-term costs; i.e.,
cost of ownership. * Packaged products generally adhere to a planned upgrade procedure and schedule
which supports the long-term viability of the application and reduces the amount of
City technical support.
* Custom solutions were more likely to have higher long-term cos[s for standard
maintenance, because the work is specialized and must be performed andfor uvriated
by the City.
* Cost and time est'vnates for custom solution proposals appeared to be less firm and
more prone to increases probably due to the fact the proposer was not starting with a
known base.
* Proposals based on packaged products offered less expensive and faster expansion
to the in4anet, should the City decide to move in that d'uection.
* If the system fails or is outgrown, replacement costs appeazed to be greater with
the custom solutions.
-3-
o�- �o��
Technoloev fit: RESiJLT: No proposals were rejected in this round for tec6nology or network
Maximize the use of eonfiguration reasous.
existing City
technology and * Proposals based on packaged producu did not require City technical expertise for
technical lmow how developing product upgrades. Consistent with IS direction, the City should not be in
the softwaze development business when commercial softwaze is available that meeu
our needs.
* Numerovs integration companies were available to implement and support the
products identified in the packaged product proposals which means the City is not
dependent on a single company, or the expertise of our staft; for support and
maintenance.
* The packaged product solutions requued a basic configuration set-up but minimai
or no real customization maldng it easier to upgade the system when new software
versions aze released
Past exnerience: RESi7LT: All other large cities surveyed are choosing packaged products
Choose a vendor with a
tested product, * The packaged product proposals used softwaze that has heen tested hy hundreds af
experience with lazge companies and refined over many years, resulting in a stable and reliable product.
sites and/or public
sector experience.
Pronosed RESiTLT: Most packsged solutions allowed the City to phase in the release of
imnlementation plan: the new site easily.
Choose an efficient
development strategy, * While most proposals anticipated meeting timeline of CiTy, stafF felt strongly that
and emphasize strong modifying anexisting product would be much faster than building a product "&om
project management. the gound up."
Based on this, the following four products (from six proposals), were reviewed more closely.
• Documentum Content Management System: Westin, Inc.
• GovOffice Content Management System: Avenet Inc.
• Microsoft Content Management System: Bom Informarion Services; and RCM Consulting
• Stellent Content Management System: Ambient Consulting; and Stellent Inc.
As mentioned, staff submitted a subsequent list of questions to these six vendors, requesting additional
informarion on the product functionality and outlining in more detail the technical hazdware requirements
for installation and ongoing use of the software.
�
� l - to�13
2) Documentum (Westin) and Stellent's (Stellent) proposals are the two best options for Saint
Paul. Staff carefully reviewed the detailed functional and technical capacity of these six
proposals, and made the decision to wntinue with these two for the following reasons:
Evaluation Criteria Commeuts
Res onsiveness: ; Documentum, Microsoft and Stellent aze each very flexible and scalable in
Content management terms of core content management capacity. Each has core functionality that is
capacity considered state-of-the-art.
s GovOffice is a content management system, but offers less functionality than
the Documentum and Stellent ptoducts
Resoonsiveness: * Documentum and Stellent each began as document management producu.
Document management Their capacity in this regazd is extremely strong. Staff can work from all types
capacity of existing electronic files or use the template functions to post and manage
informafion. Cirizens view files in HTML. Very flexible and powerful.
* MicrosoR and GovOffice offered significantly less document management
capacity.
* GovOffice requues citizens to download many documents to view them.
r GovOffice developed For use with MS Word.
Resoonsiveness: * All products offered basic "template-based" web page creation.
Ease of use,-and haining * Stellent, and Documentum to a lesser e�ctent, aze especially shong in the
strategy for intemal staff ability to automatically convert existing documenu in any format to web-
viewable IiTML for citizens. This helps staffpost and manage existing
informarion easily and efficienUy.
* Documentum, Microsoft and Stellent offer additional feahues and
functionality that will require additional kainiug by some staff.
Resnonsiveness and nast • Documentwn and Stellent each bave more than 1000 current customers.
exnerience: * Documentum, Microsoft and Stellent have relevant public sector e�cperience
Previous experience with with lazge municipaUpublic web sites.
lazge customers and/or * GovOffice experience is limited to smalUmedium-sized sites. Saint Paul would
municipal sites also be testing ground for a new version of their technology. Avenet has
pazlnered with Microsoft, but Microsoft already offers a competing product for
lazge sites such as Saint Paul's. (T7iis is the product Born and RCM proposed.)
Cost and Technoloev fit: * Born, RCM and GovOffice each required Microsoft systems for malcimum
Database and server functionality of content management systems.
language * Microsoft's .Net technology is not fully tested in mazketplace.
' Oracle is the current Clty database staudard (e.g., GIS, AMANDA, etc.).
Bom, RCM and GovOffice proposals offered no advantage for going with
Microsoft's SQL or IIs.
* Additional staff expertise would be required to maintain Microsoft systems for
database and servers.
* Documentum and Stellent use Oracle technology and enable the City to use
existing staff technical experience.
-5-
o�-to�13
Technoloev fit: * Documentum, Microsoft and Stellent can each serve as the basis for the City's
Required custom'vation intemet with little or no software customizarion.
• Documentum, Microsoft and Stellent require some initial set-up and
configuration, but essentially no customization. This makes it much easier to
upgrade and maintain the system in the future.
• Documentum and Stellent offer open azchitecture technology, which simplifies
product service.
* GovOffice requires additional customizarion to aclueve the current
funcrionality of other products for workflow, 3�vII., document conversion, etc.
Customization creates barriers to fut�ue upgrades.
Past exnerience: • Stellent and Documentum aze each over six yeazs old ("ancienP', in internet
Longevity in the terms).
mazketplace * Microsoft's Content Management System is a new product for the company.
' GovOffice is a new product, tested only in sma]Umedium-sized cities.
Past exnerience: • Documentum, Microsoft and Stellent are established and viable financially.
Company viability * GovOffice is a new company. City would be almost entirely dependent on
Avenet for support and maintenance, and very vulnerable if Avenet suffered
business set backs.
Past exnerience: * Documentum and Stellent are consistently ranked very favorably in softwaze
Product reviews/ratings reviews. (StafFpurchased detailed functionaUtechnical reviews &om the Gartner
Group, and did extensive web-based lit seazches.)
* The Microsoft product was not rated strongly in reviews.
* GovOffice lacks similaz third party, independent reviews.
Past exnerience: * As the actual original developer of the product, Stellent was chosen over
Vendor fami}iarity with Ambien4.
product
ImnlementaGon * Documentum and Stellent can be phased in with existing system.
plan/Technolo2v fit: * Microsoft and GovOffice require extensive new technical expertise that may
Need to reconfigure delay launch, increase internal costs and prevent phased implementauon.
neiwork k Documentum and Stellent can be extended to the City's intranet with a
minimum of softwaze (re)configuration.
3. StellenPs Content Management System is the best choice for the City of Saint Paul.
Evaluation Criteria Comments
Responsiveness to City's * Stellent is superior in terms of document crearion/conversion, worldlow, and
web site plan, and overall ability to organize and manage dynamic information and content for the City.
functionality
Cost * StellenYs final cost proposal is very strong, and will enable the City to purchase
additional user licenses.
Technology fit * The network and technology solution proposed by Stellent was the best solution
for City IS staff.
�
O 1 -to'� ;
Bxperience and references s Stellent has the most experience with public and lazge city/county web sites:
e.g., Scott County, Minneapolis, LA Coimty, City and County of San Fraucisco,
Mesa AZ, County of Fresno, DOE, MNDOT, Redmond WA Police Dept, etc.
* References for Stellent were all very strong.
• Stellent is local, and has worked with otter potenrial parmers such as GovDocs.
Implementation timeline I* Stellent's proposed rimeline was more reasonable, and helps the City "go live"
with the new site quickly.
Cc: Linda Camp
Peter Hames
Cindy Mullan
Mazcia Moermond
Jason Reid
Rebecca Stenberg
-7-
,�
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,�e`
, �_
JERRY BLAKEY
Councilmember
October 24, 2001
CZTY OF SAINT PA�7L
OFFICE OF TAE CITY COUNCIL
Peter Hames
Technology and Management Services
160 City Hall
15 West Kellogg Boulevard
Saint Paul, Minnesota 55102
Sean Kershaw
West Team Leader PED
1100 City Hall Annex
25 West Fourth Street
Saint Paul, Minnesota 55102
RE: E-Government Security
Dear Peter and Sean,
Ol-lb�S
I have reviewed the Request for Proposal for Web Site development and the responses
from the various providers. This review has prompted some concern regazding security
for the E-Government project. As you know, President Bush has put togetHer a task force
to look at issues of security and cyber terrorism as it specifically relates to government
web sites. With that in mind, it is prudent to review and ask questions regazding security
measures within the City of Saint Paul system prior to moving forwazd with any new web
development.
Has the City of Saint Paul had an external penetration audit done? If so, what
were the results of the audit and how have we complied with the
recommendations?
If we have not had an external penetration audit, what measures aze in place
resulting from any internal penetration audit the City may haue done? When
was the last penetration audit done?
Have any of the provider responses dealt with site security? Are there any
early warning systems proposed?
CITY HALL THIRD FLOOR SAINT PAUL, MINNESOTA 55 1 02-1 61 5
651/266-8610
s��
Printed on Recycled Paper
Currently, we use Oracle for our payroll database system and a privately
o, -ia��
developed softwaze for LIEP. It is my understanding that the code for Oracle
was written in Pakistan, how do we protect or provide web site security to
prevent someone form hacking into our payroll and information systems
today? Have the developers of Oracle been contacted to see if they have
security patches for the program?
I know that we have firewalls in place to protect information in the Police
Department, how aze we situated with protection in the Fire Departrnent?
How secure aze the Police Department firewalls?
I hope that you can have some answers to these questions today. If we have not had an
extemal penetration audit done, I believe that it would be prudent to do so at our eazliest
convenience. Also, we skould make sure that any provider that we may select has
adequate security provisions in place to protect our information systems from attack.
Although I have limited knowledge about programming and hacking, I do know that
several federal government web sites have been "hacked into" in recent yeazs by young
chiidren.
Thank you for your time and attention to this matter,
Si rely,
Jerry Blak
City Co " member
Cc: Mayor Norm Coleman
City Councilmembers
�'1 . 5. �•" i e��f rti L�'
Presented By
Green Sheet # , `� 3 $ �j
RESOLUTION
OF SAINT PAUL, MINNESOTA
Referred To
a3
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
WIIEREAS, the world wide web has grown from a static "electronic billboazd" to a means to deliver
interacfive information, services and transactions to citizens, who increasingly expect to receive information
and services through the web at times and places that aze most convenient to them, and
WI-IEREAS, "e-governmenY' is defined as the use of technology to enhance the access to and delivery of
government services to benefit citizens, business partners and employees, and
WHEREAS, the City Council previously approved funding for a web site implementation plan to improve the
delivery of these e-government services to the citizens of Saint Paul, and piaced $800,000 in contingency for
this implementation, and
WI-IEREAS, the City has completed a detailed implementation plan and conducted a compeUtive request for
proposals, and has identified the appropriate technical resources and software to implement this e-government
plan, and
WIIEREAS, the Mayor, pursuant to Section 10.07.4 of the City Charter, recommends the following transfers
for the 2001 General Fund budget;
Current
Budeet
TRANSFER FROM:
Department of Technology and Management Services
Administration
001-01001-0548 Council Contingency
001-01001-xxxx All other spending
Total Budget
TRANSFER TO:
001-01001-0219
001-01001-0280
001-01001-0259
001-01001-0856
001-01001-0857
001-01001-�x
Total Spending
Net Change
Consulting
Software maintenance
Other training
Software
Hardware
All other spending
800,000
511 344
1,311,344
0
0
0
0
0
511,344
1311,344
Council File # O l� �Dt}',�j
.�
Committee: Date
Chanees
(800,000)
0
(800,000)
Amended
Budeet
511344
1,311,444
237,000 237,000
50,000 50,000
13,000 13,000
200,000 200,000
300,000 300,000
0 511344
800,000 1311344
0
BE IT RESOLVED, that the City Council approves these changes to the 2001 budget.
j°: � i� 3 s'� I �, �
i:1 � i.—, �;\ i—�: i
`•,.�a`;.v:ft: ��,
Adopted by Council: Date �e.,_ S.(.
xequested by Department of:
By:
Approved by Financial Services
Adoption Certified by Council Secretary B�'�
Form Approved by City Attorney
B �. _ � . {� �z
I By �
AppYOVed by Mayor: Date ��j � � �
6 � _ to,��
� Approved by Mayor for Submission to
Council
BY: �
By:
. � � o�- ta ��:.
r� ooi GREEN SHEET No 1 10386
Scott Renstrom 266-8b
VST BE ON COUNCiI AG9dDr18Y (DA7El
TOTAL # OF SIGNATURE PAGES
■ u �.R„�� u «,.�
� ❑ anr.nox�i ❑ arrcwrt
❑NWYJRL8FRNCESpR ❑RMMCYLL9
❑ WYORpRABffifAIIT) ❑
(CLIP ALL LOCATIONS FOR SIGNATUR�
Move funds out of contingency to execute a contract with SCellent, Inc. for eGovernment
Initiative.
PLANNING CAMMISSION
Ci6 COMMI'i7EE
CIVIL SERVICE CAMMISSION
1. Has fhis persoNfirm ever worked under a contract fa fhis tlepaAment7
YES NO
2. Nas Mis Pnso�rm ever been a cRY employee9
YES NO
3. �oes this persoNfimi possess a sltill rwt nortnalryP� �' �y �urreM dty emDbyee?
VES NO
4. Is this pewonm�m a ta`ge[ed ventloCt
YES NO
Improvement in the quality of the ciy's web site and better communication with citizens
and residents.
SOURCE
INFORMATION(IXPWM
f
COST/REVENUEBUDGETED(CIRCLEONE) VES NO
ACTNITY NUMBER
�t-I���
CITY OF SAINT PAUL
Narm Co[eman, Mayor
Saint P¢u1, Minncsota 55102
390 Ciry Ha1l
IS WestKeZloggBoulevard
Telephone: (657) 266-8510
Facsimile: (657J 266-8573
October 3, 2001
Dear Council President Bostrom:
The City of Saint Paul is ready to begin the next phase of implementation of our ongoing
eGoverment Initiarive. As you lrnow this includes execufing a contract with Stellent, Inc.
to begin delivering the necessary software and consulting services. Council action is
needed to move the necessary funds out of contingency. I understand that, as formally
requested, staff has provided you a written report describing the process and rational for
selecting Stellent, Inc.
It is unperative that this happens quickly because of the need to focus on cifizen service,
standardize information delivery, and provide departments easy content administration
tools.
The City of Saint Paul is a nationalleader in the volume of online information and
services available to citizens but our site has become too large and complicated to manage
efficiently. Stellent, Inc. has been selected by the City to make access to and delivery of
government services to benefit citizens, business partners and employees. Please put this
resolution on the October l Oth City Council agenda.
Thank you,
�
Mayor Norm Coleman
Cc: Peter Hames
o1-�n"t3
Interdepartmental Memorandum
CITY OF 5AIN'I' PAUL
To: Cily Coimcilmembers
From: Sean Kershaw
Date: October 2, 2001
Re: E-Gov web site vendor seleetion
As formally requested by Council in January, this memo reports on the recent web site implementation
RFP process. Staffhas selected a vendor, and is prepared to move forward with implementation pending
Council budget action.
Please contact me if you have any additional questions or concems, or need more information.
The budget amendment is anticipated to be on the October 10'" City Council Agenda.
Project GoaUProblem Statement
The goal of this e-Govemment initiative is to use the web to improve the delivery of services to the
citizens of Saint Pau1.
The City of Saint Paul is a national leader in the volume of online information and services available to
cidzens. However, our site has become too large and complicated to manage efficiently. A content
management system will address tkus problem by simplifying the process of posting and organizing
information and services on our web site. This will improve the timeliness, supply and accuracy of
information and services to citizens. The City's dependence on addirional technical and support staff will
be minimized, and the long-term sustainability and functionality of the site will be greatly enhanced
Background
Staff worked closely with an outside consultant (Bom Information Services) to develop both a long-term
"road map" and a detailed implementation plan to aclueve these goals. This implementation plan was
presented to Councilmembers earlier in the yeaz, and is posted on the City's intranet at htto•//theorb.
In January of 2001, Council transferred $800,000 to contingency for use after the content management
softwaze and implementation consultant had been selected. Council action is needed to release these
funds.
ot-�o�1�
Process Description/Summary
• On hme 19'�, the City issued a formal competitive request for proposals (RFP) for content
management softwaze and related services. The RFP outlined the goals and objectives for the
project, including the detailed functional and technical requirements, and the criteria by which
proposals would be evaluated. Potential proposers were given detailed functional requirements,
including a description of the City's cutrent technology environment, but could propose a range
of strategies to achieve these requirements. Proposals would be evaluated based on the following
criteria:
1) Responsiveness to CiTy's web site plan
2} Cost
3) Technology fit with the City
4) Past �perience doing similaz projects, including references
5) Proposed implementation timeline
• Vendors submitted questions about the City's expectations, existing technology, etc., and on July
13�' stafftransmitted detailed answers to all parties that received the RFP.
• Twenty-four proposals were submitted by the deadline on August 1 st.
• A core team of procurement, technical and functional staff reviewed the proposals against the
criteria in the ItFP. Staff also gathered informa6on on content management softwaze used by
other jurisdictions, and reviewed software evaluations prepazed by experts in the field.
• Based on trus analysis, staff chose six proposals for finther consideration. A subsequent list of
questions was sent to these sis vendors. These questions helped to clarify the functionality of the
products, wmpaze this functionality to other competing products, and outline in more detail the
technical hazdwaze requirements for installation and ongoing use of the software.
• Based on a review of products, and the answers to the previous questions, staff chose to
interview two vendors. Staff reviewed softwaze manuals and other technical information on
these two products. Staff also interviewed the project managers and technical staff, and checked
references. A more detailed comparison was completed for both products.
• With this information, functional, technical and procurement staff unanimously made a final
decision that Stellent Inc.'s Content Management System would best meet the City's needs.
Decision Rationale
The final decision was based on the following key points:
• Minimize customizarion and total cost of ownership by using an off-thashelf, packaged content
management system.
• Of the off-the-shelf products proposed, the Documentum (proposed by Westin) and Stellent
(proposed by Stellent) software products aze the two best content management options for the
City of Saint Paul's new site.
-2-
a t- tc'13
• When these two packages were analyzed in detail against the City's technical and functional
goals and requirements, Stellern's Content Management System was determined to be the best
choice for the City of Saint Paul.
1) Minimize customi�ation and total cost of owuership by using an off-the-shelf, packaged
system.
Proposals submitted in response to the RFP fell into ttuee basic categaries:
Completely customized solutions built specifically for the City of Saint Paul;
A pronri nroduct developed and supported by one company, but used by multiple cities; and
Packaeed "off-the-shelf' content manaeement products that aze used, modified and integated by
numerous companies and organizations.
After reviewing and comparing a1124 proposals, stafF felt strongly that the City should minimize a
customized appmach for its new site. Pacicaged solutions met the identified CiTy goals better in the five
evaluation azeas and were therefore strongly prefened. Findings from the initial review process ate as
follows:
Evaluation CYiteria Ontcome and Comments
Resoonsiveness to RESI7LT: 23 af the proposals met t6e minimum functional requirements set by
Plan: Ma�cimize the City.
content management
functionality, ease of ' Pcoposals based on packaged products were more likely to exceed the minimum
use, and "fiY' with City requirements, and include additional features (e.g., enhanced woriQlow, XML,
goals. wireless, presentation flexibility, etc.) that could be used at any time, based on the
City's evolving needs and phased implementation plan.
* Proposals based on packaged products were generally more flexible and scalable,
which in tum supports better long-term viability and use of the application for the
City.
Cost: RESULT: Proposals based on packaged soludons that signiScanUy eaceeded the
Minunize short and cost range pnblicly set by the City were not considered for future review.
long-term costs; i.e.,
cost of ownership. * Packaged products generally adhere to a planned upgrade procedure and schedule
which supports the long-term viability of the application and reduces the amount of
City technical support.
* Custom solutions were more likely to have higher long-term cos[s for standard
maintenance, because the work is specialized and must be performed andfor uvriated
by the City.
* Cost and time est'vnates for custom solution proposals appeared to be less firm and
more prone to increases probably due to the fact the proposer was not starting with a
known base.
* Proposals based on packaged products offered less expensive and faster expansion
to the in4anet, should the City decide to move in that d'uection.
* If the system fails or is outgrown, replacement costs appeazed to be greater with
the custom solutions.
-3-
o�- �o��
Technoloev fit: RESiJLT: No proposals were rejected in this round for tec6nology or network
Maximize the use of eonfiguration reasous.
existing City
technology and * Proposals based on packaged producu did not require City technical expertise for
technical lmow how developing product upgrades. Consistent with IS direction, the City should not be in
the softwaze development business when commercial softwaze is available that meeu
our needs.
* Numerovs integration companies were available to implement and support the
products identified in the packaged product proposals which means the City is not
dependent on a single company, or the expertise of our staft; for support and
maintenance.
* The packaged product solutions requued a basic configuration set-up but minimai
or no real customization maldng it easier to upgade the system when new software
versions aze released
Past exnerience: RESi7LT: All other large cities surveyed are choosing packaged products
Choose a vendor with a
tested product, * The packaged product proposals used softwaze that has heen tested hy hundreds af
experience with lazge companies and refined over many years, resulting in a stable and reliable product.
sites and/or public
sector experience.
Pronosed RESiTLT: Most packsged solutions allowed the City to phase in the release of
imnlementation plan: the new site easily.
Choose an efficient
development strategy, * While most proposals anticipated meeting timeline of CiTy, stafF felt strongly that
and emphasize strong modifying anexisting product would be much faster than building a product "&om
project management. the gound up."
Based on this, the following four products (from six proposals), were reviewed more closely.
• Documentum Content Management System: Westin, Inc.
• GovOffice Content Management System: Avenet Inc.
• Microsoft Content Management System: Bom Informarion Services; and RCM Consulting
• Stellent Content Management System: Ambient Consulting; and Stellent Inc.
As mentioned, staff submitted a subsequent list of questions to these six vendors, requesting additional
informarion on the product functionality and outlining in more detail the technical hazdware requirements
for installation and ongoing use of the software.
�
� l - to�13
2) Documentum (Westin) and Stellent's (Stellent) proposals are the two best options for Saint
Paul. Staff carefully reviewed the detailed functional and technical capacity of these six
proposals, and made the decision to wntinue with these two for the following reasons:
Evaluation Criteria Commeuts
Res onsiveness: ; Documentum, Microsoft and Stellent aze each very flexible and scalable in
Content management terms of core content management capacity. Each has core functionality that is
capacity considered state-of-the-art.
s GovOffice is a content management system, but offers less functionality than
the Documentum and Stellent ptoducts
Resoonsiveness: * Documentum and Stellent each began as document management producu.
Document management Their capacity in this regazd is extremely strong. Staff can work from all types
capacity of existing electronic files or use the template functions to post and manage
informafion. Cirizens view files in HTML. Very flexible and powerful.
* MicrosoR and GovOffice offered significantly less document management
capacity.
* GovOffice requues citizens to download many documents to view them.
r GovOffice developed For use with MS Word.
Resoonsiveness: * All products offered basic "template-based" web page creation.
Ease of use,-and haining * Stellent, and Documentum to a lesser e�ctent, aze especially shong in the
strategy for intemal staff ability to automatically convert existing documenu in any format to web-
viewable IiTML for citizens. This helps staffpost and manage existing
informarion easily and efficienUy.
* Documentum, Microsoft and Stellent offer additional feahues and
functionality that will require additional kainiug by some staff.
Resnonsiveness and nast • Documentwn and Stellent each bave more than 1000 current customers.
exnerience: * Documentum, Microsoft and Stellent have relevant public sector e�cperience
Previous experience with with lazge municipaUpublic web sites.
lazge customers and/or * GovOffice experience is limited to smalUmedium-sized sites. Saint Paul would
municipal sites also be testing ground for a new version of their technology. Avenet has
pazlnered with Microsoft, but Microsoft already offers a competing product for
lazge sites such as Saint Paul's. (T7iis is the product Born and RCM proposed.)
Cost and Technoloev fit: * Born, RCM and GovOffice each required Microsoft systems for malcimum
Database and server functionality of content management systems.
language * Microsoft's .Net technology is not fully tested in mazketplace.
' Oracle is the current Clty database staudard (e.g., GIS, AMANDA, etc.).
Bom, RCM and GovOffice proposals offered no advantage for going with
Microsoft's SQL or IIs.
* Additional staff expertise would be required to maintain Microsoft systems for
database and servers.
* Documentum and Stellent use Oracle technology and enable the City to use
existing staff technical experience.
-5-
o�-to�13
Technoloev fit: * Documentum, Microsoft and Stellent can each serve as the basis for the City's
Required custom'vation intemet with little or no software customizarion.
• Documentum, Microsoft and Stellent require some initial set-up and
configuration, but essentially no customization. This makes it much easier to
upgrade and maintain the system in the future.
• Documentum and Stellent offer open azchitecture technology, which simplifies
product service.
* GovOffice requires additional customizarion to aclueve the current
funcrionality of other products for workflow, 3�vII., document conversion, etc.
Customization creates barriers to fut�ue upgrades.
Past exnerience: • Stellent and Documentum aze each over six yeazs old ("ancienP', in internet
Longevity in the terms).
mazketplace * Microsoft's Content Management System is a new product for the company.
' GovOffice is a new product, tested only in sma]Umedium-sized cities.
Past exnerience: • Documentum, Microsoft and Stellent are established and viable financially.
Company viability * GovOffice is a new company. City would be almost entirely dependent on
Avenet for support and maintenance, and very vulnerable if Avenet suffered
business set backs.
Past exnerience: * Documentum and Stellent are consistently ranked very favorably in softwaze
Product reviews/ratings reviews. (StafFpurchased detailed functionaUtechnical reviews &om the Gartner
Group, and did extensive web-based lit seazches.)
* The Microsoft product was not rated strongly in reviews.
* GovOffice lacks similaz third party, independent reviews.
Past exnerience: * As the actual original developer of the product, Stellent was chosen over
Vendor fami}iarity with Ambien4.
product
ImnlementaGon * Documentum and Stellent can be phased in with existing system.
plan/Technolo2v fit: * Microsoft and GovOffice require extensive new technical expertise that may
Need to reconfigure delay launch, increase internal costs and prevent phased implementauon.
neiwork k Documentum and Stellent can be extended to the City's intranet with a
minimum of softwaze (re)configuration.
3. StellenPs Content Management System is the best choice for the City of Saint Paul.
Evaluation Criteria Comments
Responsiveness to City's * Stellent is superior in terms of document crearion/conversion, worldlow, and
web site plan, and overall ability to organize and manage dynamic information and content for the City.
functionality
Cost * StellenYs final cost proposal is very strong, and will enable the City to purchase
additional user licenses.
Technology fit * The network and technology solution proposed by Stellent was the best solution
for City IS staff.
�
O 1 -to'� ;
Bxperience and references s Stellent has the most experience with public and lazge city/county web sites:
e.g., Scott County, Minneapolis, LA Coimty, City and County of San Fraucisco,
Mesa AZ, County of Fresno, DOE, MNDOT, Redmond WA Police Dept, etc.
* References for Stellent were all very strong.
• Stellent is local, and has worked with otter potenrial parmers such as GovDocs.
Implementation timeline I* Stellent's proposed rimeline was more reasonable, and helps the City "go live"
with the new site quickly.
Cc: Linda Camp
Peter Hames
Cindy Mullan
Mazcia Moermond
Jason Reid
Rebecca Stenberg
-7-
,�
��
,�e`
, �_
JERRY BLAKEY
Councilmember
October 24, 2001
CZTY OF SAINT PA�7L
OFFICE OF TAE CITY COUNCIL
Peter Hames
Technology and Management Services
160 City Hall
15 West Kellogg Boulevard
Saint Paul, Minnesota 55102
Sean Kershaw
West Team Leader PED
1100 City Hall Annex
25 West Fourth Street
Saint Paul, Minnesota 55102
RE: E-Government Security
Dear Peter and Sean,
Ol-lb�S
I have reviewed the Request for Proposal for Web Site development and the responses
from the various providers. This review has prompted some concern regazding security
for the E-Government project. As you know, President Bush has put togetHer a task force
to look at issues of security and cyber terrorism as it specifically relates to government
web sites. With that in mind, it is prudent to review and ask questions regazding security
measures within the City of Saint Paul system prior to moving forwazd with any new web
development.
Has the City of Saint Paul had an external penetration audit done? If so, what
were the results of the audit and how have we complied with the
recommendations?
If we have not had an external penetration audit, what measures aze in place
resulting from any internal penetration audit the City may haue done? When
was the last penetration audit done?
Have any of the provider responses dealt with site security? Are there any
early warning systems proposed?
CITY HALL THIRD FLOOR SAINT PAUL, MINNESOTA 55 1 02-1 61 5
651/266-8610
s��
Printed on Recycled Paper
Currently, we use Oracle for our payroll database system and a privately
o, -ia��
developed softwaze for LIEP. It is my understanding that the code for Oracle
was written in Pakistan, how do we protect or provide web site security to
prevent someone form hacking into our payroll and information systems
today? Have the developers of Oracle been contacted to see if they have
security patches for the program?
I know that we have firewalls in place to protect information in the Police
Department, how aze we situated with protection in the Fire Departrnent?
How secure aze the Police Department firewalls?
I hope that you can have some answers to these questions today. If we have not had an
extemal penetration audit done, I believe that it would be prudent to do so at our eazliest
convenience. Also, we skould make sure that any provider that we may select has
adequate security provisions in place to protect our information systems from attack.
Although I have limited knowledge about programming and hacking, I do know that
several federal government web sites have been "hacked into" in recent yeazs by young
chiidren.
Thank you for your time and attention to this matter,
Si rely,
Jerry Blak
City Co " member
Cc: Mayor Norm Coleman
City Councilmembers
�'1 . 5. �•" i e��f rti L�'
Presented By
Green Sheet # , `� 3 $ �j
RESOLUTION
OF SAINT PAUL, MINNESOTA
Referred To
a3
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WIIEREAS, the world wide web has grown from a static "electronic billboazd" to a means to deliver
interacfive information, services and transactions to citizens, who increasingly expect to receive information
and services through the web at times and places that aze most convenient to them, and
WI-IEREAS, "e-governmenY' is defined as the use of technology to enhance the access to and delivery of
government services to benefit citizens, business partners and employees, and
WHEREAS, the City Council previously approved funding for a web site implementation plan to improve the
delivery of these e-government services to the citizens of Saint Paul, and piaced $800,000 in contingency for
this implementation, and
WI-IEREAS, the City has completed a detailed implementation plan and conducted a compeUtive request for
proposals, and has identified the appropriate technical resources and software to implement this e-government
plan, and
WIIEREAS, the Mayor, pursuant to Section 10.07.4 of the City Charter, recommends the following transfers
for the 2001 General Fund budget;
Current
Budeet
TRANSFER FROM:
Department of Technology and Management Services
Administration
001-01001-0548 Council Contingency
001-01001-xxxx All other spending
Total Budget
TRANSFER TO:
001-01001-0219
001-01001-0280
001-01001-0259
001-01001-0856
001-01001-0857
001-01001-�x
Total Spending
Net Change
Consulting
Software maintenance
Other training
Software
Hardware
All other spending
800,000
511 344
1,311,344
0
0
0
0
0
511,344
1311,344
Council File # O l� �Dt}',�j
.�
Committee: Date
Chanees
(800,000)
0
(800,000)
Amended
Budeet
511344
1,311,444
237,000 237,000
50,000 50,000
13,000 13,000
200,000 200,000
300,000 300,000
0 511344
800,000 1311344
0
BE IT RESOLVED, that the City Council approves these changes to the 2001 budget.
j°: � i� 3 s'� I �, �
i:1 � i.—, �;\ i—�: i
`•,.�a`;.v:ft: ��,
Adopted by Council: Date �e.,_ S.(.
xequested by Department of:
By:
Approved by Financial Services
Adoption Certified by Council Secretary B�'�
Form Approved by City Attorney
B �. _ � . {� �z
I By �
AppYOVed by Mayor: Date ��j � � �
6 � _ to,��
� Approved by Mayor for Submission to
Council
BY: �
By:
. � � o�- ta ��:.
r� ooi GREEN SHEET No 1 10386
Scott Renstrom 266-8b
VST BE ON COUNCiI AG9dDr18Y (DA7El
TOTAL # OF SIGNATURE PAGES
■ u �.R„�� u «,.�
� ❑ anr.nox�i ❑ arrcwrt
❑NWYJRL8FRNCESpR ❑RMMCYLL9
❑ WYORpRABffifAIIT) ❑
(CLIP ALL LOCATIONS FOR SIGNATUR�
Move funds out of contingency to execute a contract with SCellent, Inc. for eGovernment
Initiative.
PLANNING CAMMISSION
Ci6 COMMI'i7EE
CIVIL SERVICE CAMMISSION
1. Has fhis persoNfirm ever worked under a contract fa fhis tlepaAment7
YES NO
2. Nas Mis Pnso�rm ever been a cRY employee9
YES NO
3. �oes this persoNfimi possess a sltill rwt nortnalryP� �' �y �urreM dty emDbyee?
VES NO
4. Is this pewonm�m a ta`ge[ed ventloCt
YES NO
Improvement in the quality of the ciy's web site and better communication with citizens
and residents.
SOURCE
INFORMATION(IXPWM
f
COST/REVENUEBUDGETED(CIRCLEONE) VES NO
ACTNITY NUMBER
�t-I���
CITY OF SAINT PAUL
Narm Co[eman, Mayor
Saint P¢u1, Minncsota 55102
390 Ciry Ha1l
IS WestKeZloggBoulevard
Telephone: (657) 266-8510
Facsimile: (657J 266-8573
October 3, 2001
Dear Council President Bostrom:
The City of Saint Paul is ready to begin the next phase of implementation of our ongoing
eGoverment Initiarive. As you lrnow this includes execufing a contract with Stellent, Inc.
to begin delivering the necessary software and consulting services. Council action is
needed to move the necessary funds out of contingency. I understand that, as formally
requested, staff has provided you a written report describing the process and rational for
selecting Stellent, Inc.
It is unperative that this happens quickly because of the need to focus on cifizen service,
standardize information delivery, and provide departments easy content administration
tools.
The City of Saint Paul is a nationalleader in the volume of online information and
services available to citizens but our site has become too large and complicated to manage
efficiently. Stellent, Inc. has been selected by the City to make access to and delivery of
government services to benefit citizens, business partners and employees. Please put this
resolution on the October l Oth City Council agenda.
Thank you,
�
Mayor Norm Coleman
Cc: Peter Hames
o1-�n"t3
Interdepartmental Memorandum
CITY OF 5AIN'I' PAUL
To: Cily Coimcilmembers
From: Sean Kershaw
Date: October 2, 2001
Re: E-Gov web site vendor seleetion
As formally requested by Council in January, this memo reports on the recent web site implementation
RFP process. Staffhas selected a vendor, and is prepared to move forward with implementation pending
Council budget action.
Please contact me if you have any additional questions or concems, or need more information.
The budget amendment is anticipated to be on the October 10'" City Council Agenda.
Project GoaUProblem Statement
The goal of this e-Govemment initiative is to use the web to improve the delivery of services to the
citizens of Saint Pau1.
The City of Saint Paul is a national leader in the volume of online information and services available to
cidzens. However, our site has become too large and complicated to manage efficiently. A content
management system will address tkus problem by simplifying the process of posting and organizing
information and services on our web site. This will improve the timeliness, supply and accuracy of
information and services to citizens. The City's dependence on addirional technical and support staff will
be minimized, and the long-term sustainability and functionality of the site will be greatly enhanced
Background
Staff worked closely with an outside consultant (Bom Information Services) to develop both a long-term
"road map" and a detailed implementation plan to aclueve these goals. This implementation plan was
presented to Councilmembers earlier in the yeaz, and is posted on the City's intranet at htto•//theorb.
In January of 2001, Council transferred $800,000 to contingency for use after the content management
softwaze and implementation consultant had been selected. Council action is needed to release these
funds.
ot-�o�1�
Process Description/Summary
• On hme 19'�, the City issued a formal competitive request for proposals (RFP) for content
management softwaze and related services. The RFP outlined the goals and objectives for the
project, including the detailed functional and technical requirements, and the criteria by which
proposals would be evaluated. Potential proposers were given detailed functional requirements,
including a description of the City's cutrent technology environment, but could propose a range
of strategies to achieve these requirements. Proposals would be evaluated based on the following
criteria:
1) Responsiveness to CiTy's web site plan
2} Cost
3) Technology fit with the City
4) Past �perience doing similaz projects, including references
5) Proposed implementation timeline
• Vendors submitted questions about the City's expectations, existing technology, etc., and on July
13�' stafftransmitted detailed answers to all parties that received the RFP.
• Twenty-four proposals were submitted by the deadline on August 1 st.
• A core team of procurement, technical and functional staff reviewed the proposals against the
criteria in the ItFP. Staff also gathered informa6on on content management softwaze used by
other jurisdictions, and reviewed software evaluations prepazed by experts in the field.
• Based on trus analysis, staff chose six proposals for finther consideration. A subsequent list of
questions was sent to these sis vendors. These questions helped to clarify the functionality of the
products, wmpaze this functionality to other competing products, and outline in more detail the
technical hazdwaze requirements for installation and ongoing use of the software.
• Based on a review of products, and the answers to the previous questions, staff chose to
interview two vendors. Staff reviewed softwaze manuals and other technical information on
these two products. Staff also interviewed the project managers and technical staff, and checked
references. A more detailed comparison was completed for both products.
• With this information, functional, technical and procurement staff unanimously made a final
decision that Stellent Inc.'s Content Management System would best meet the City's needs.
Decision Rationale
The final decision was based on the following key points:
• Minimize customizarion and total cost of ownership by using an off-thashelf, packaged content
management system.
• Of the off-the-shelf products proposed, the Documentum (proposed by Westin) and Stellent
(proposed by Stellent) software products aze the two best content management options for the
City of Saint Paul's new site.
-2-
a t- tc'13
• When these two packages were analyzed in detail against the City's technical and functional
goals and requirements, Stellern's Content Management System was determined to be the best
choice for the City of Saint Paul.
1) Minimize customi�ation and total cost of owuership by using an off-the-shelf, packaged
system.
Proposals submitted in response to the RFP fell into ttuee basic categaries:
Completely customized solutions built specifically for the City of Saint Paul;
A pronri nroduct developed and supported by one company, but used by multiple cities; and
Packaeed "off-the-shelf' content manaeement products that aze used, modified and integated by
numerous companies and organizations.
After reviewing and comparing a1124 proposals, stafF felt strongly that the City should minimize a
customized appmach for its new site. Pacicaged solutions met the identified CiTy goals better in the five
evaluation azeas and were therefore strongly prefened. Findings from the initial review process ate as
follows:
Evaluation CYiteria Ontcome and Comments
Resoonsiveness to RESI7LT: 23 af the proposals met t6e minimum functional requirements set by
Plan: Ma�cimize the City.
content management
functionality, ease of ' Pcoposals based on packaged products were more likely to exceed the minimum
use, and "fiY' with City requirements, and include additional features (e.g., enhanced woriQlow, XML,
goals. wireless, presentation flexibility, etc.) that could be used at any time, based on the
City's evolving needs and phased implementation plan.
* Proposals based on packaged products were generally more flexible and scalable,
which in tum supports better long-term viability and use of the application for the
City.
Cost: RESULT: Proposals based on packaged soludons that signiScanUy eaceeded the
Minunize short and cost range pnblicly set by the City were not considered for future review.
long-term costs; i.e.,
cost of ownership. * Packaged products generally adhere to a planned upgrade procedure and schedule
which supports the long-term viability of the application and reduces the amount of
City technical support.
* Custom solutions were more likely to have higher long-term cos[s for standard
maintenance, because the work is specialized and must be performed andfor uvriated
by the City.
* Cost and time est'vnates for custom solution proposals appeared to be less firm and
more prone to increases probably due to the fact the proposer was not starting with a
known base.
* Proposals based on packaged products offered less expensive and faster expansion
to the in4anet, should the City decide to move in that d'uection.
* If the system fails or is outgrown, replacement costs appeazed to be greater with
the custom solutions.
-3-
o�- �o��
Technoloev fit: RESiJLT: No proposals were rejected in this round for tec6nology or network
Maximize the use of eonfiguration reasous.
existing City
technology and * Proposals based on packaged producu did not require City technical expertise for
technical lmow how developing product upgrades. Consistent with IS direction, the City should not be in
the softwaze development business when commercial softwaze is available that meeu
our needs.
* Numerovs integration companies were available to implement and support the
products identified in the packaged product proposals which means the City is not
dependent on a single company, or the expertise of our staft; for support and
maintenance.
* The packaged product solutions requued a basic configuration set-up but minimai
or no real customization maldng it easier to upgade the system when new software
versions aze released
Past exnerience: RESi7LT: All other large cities surveyed are choosing packaged products
Choose a vendor with a
tested product, * The packaged product proposals used softwaze that has heen tested hy hundreds af
experience with lazge companies and refined over many years, resulting in a stable and reliable product.
sites and/or public
sector experience.
Pronosed RESiTLT: Most packsged solutions allowed the City to phase in the release of
imnlementation plan: the new site easily.
Choose an efficient
development strategy, * While most proposals anticipated meeting timeline of CiTy, stafF felt strongly that
and emphasize strong modifying anexisting product would be much faster than building a product "&om
project management. the gound up."
Based on this, the following four products (from six proposals), were reviewed more closely.
• Documentum Content Management System: Westin, Inc.
• GovOffice Content Management System: Avenet Inc.
• Microsoft Content Management System: Bom Informarion Services; and RCM Consulting
• Stellent Content Management System: Ambient Consulting; and Stellent Inc.
As mentioned, staff submitted a subsequent list of questions to these six vendors, requesting additional
informarion on the product functionality and outlining in more detail the technical hazdware requirements
for installation and ongoing use of the software.
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2) Documentum (Westin) and Stellent's (Stellent) proposals are the two best options for Saint
Paul. Staff carefully reviewed the detailed functional and technical capacity of these six
proposals, and made the decision to wntinue with these two for the following reasons:
Evaluation Criteria Commeuts
Res onsiveness: ; Documentum, Microsoft and Stellent aze each very flexible and scalable in
Content management terms of core content management capacity. Each has core functionality that is
capacity considered state-of-the-art.
s GovOffice is a content management system, but offers less functionality than
the Documentum and Stellent ptoducts
Resoonsiveness: * Documentum and Stellent each began as document management producu.
Document management Their capacity in this regazd is extremely strong. Staff can work from all types
capacity of existing electronic files or use the template functions to post and manage
informafion. Cirizens view files in HTML. Very flexible and powerful.
* MicrosoR and GovOffice offered significantly less document management
capacity.
* GovOffice requues citizens to download many documents to view them.
r GovOffice developed For use with MS Word.
Resoonsiveness: * All products offered basic "template-based" web page creation.
Ease of use,-and haining * Stellent, and Documentum to a lesser e�ctent, aze especially shong in the
strategy for intemal staff ability to automatically convert existing documenu in any format to web-
viewable IiTML for citizens. This helps staffpost and manage existing
informarion easily and efficienUy.
* Documentum, Microsoft and Stellent offer additional feahues and
functionality that will require additional kainiug by some staff.
Resnonsiveness and nast • Documentwn and Stellent each bave more than 1000 current customers.
exnerience: * Documentum, Microsoft and Stellent have relevant public sector e�cperience
Previous experience with with lazge municipaUpublic web sites.
lazge customers and/or * GovOffice experience is limited to smalUmedium-sized sites. Saint Paul would
municipal sites also be testing ground for a new version of their technology. Avenet has
pazlnered with Microsoft, but Microsoft already offers a competing product for
lazge sites such as Saint Paul's. (T7iis is the product Born and RCM proposed.)
Cost and Technoloev fit: * Born, RCM and GovOffice each required Microsoft systems for malcimum
Database and server functionality of content management systems.
language * Microsoft's .Net technology is not fully tested in mazketplace.
' Oracle is the current Clty database staudard (e.g., GIS, AMANDA, etc.).
Bom, RCM and GovOffice proposals offered no advantage for going with
Microsoft's SQL or IIs.
* Additional staff expertise would be required to maintain Microsoft systems for
database and servers.
* Documentum and Stellent use Oracle technology and enable the City to use
existing staff technical experience.
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Technoloev fit: * Documentum, Microsoft and Stellent can each serve as the basis for the City's
Required custom'vation intemet with little or no software customizarion.
• Documentum, Microsoft and Stellent require some initial set-up and
configuration, but essentially no customization. This makes it much easier to
upgrade and maintain the system in the future.
• Documentum and Stellent offer open azchitecture technology, which simplifies
product service.
* GovOffice requires additional customizarion to aclueve the current
funcrionality of other products for workflow, 3�vII., document conversion, etc.
Customization creates barriers to fut�ue upgrades.
Past exnerience: • Stellent and Documentum aze each over six yeazs old ("ancienP', in internet
Longevity in the terms).
mazketplace * Microsoft's Content Management System is a new product for the company.
' GovOffice is a new product, tested only in sma]Umedium-sized cities.
Past exnerience: • Documentum, Microsoft and Stellent are established and viable financially.
Company viability * GovOffice is a new company. City would be almost entirely dependent on
Avenet for support and maintenance, and very vulnerable if Avenet suffered
business set backs.
Past exnerience: * Documentum and Stellent are consistently ranked very favorably in softwaze
Product reviews/ratings reviews. (StafFpurchased detailed functionaUtechnical reviews &om the Gartner
Group, and did extensive web-based lit seazches.)
* The Microsoft product was not rated strongly in reviews.
* GovOffice lacks similaz third party, independent reviews.
Past exnerience: * As the actual original developer of the product, Stellent was chosen over
Vendor fami}iarity with Ambien4.
product
ImnlementaGon * Documentum and Stellent can be phased in with existing system.
plan/Technolo2v fit: * Microsoft and GovOffice require extensive new technical expertise that may
Need to reconfigure delay launch, increase internal costs and prevent phased implementauon.
neiwork k Documentum and Stellent can be extended to the City's intranet with a
minimum of softwaze (re)configuration.
3. StellenPs Content Management System is the best choice for the City of Saint Paul.
Evaluation Criteria Comments
Responsiveness to City's * Stellent is superior in terms of document crearion/conversion, worldlow, and
web site plan, and overall ability to organize and manage dynamic information and content for the City.
functionality
Cost * StellenYs final cost proposal is very strong, and will enable the City to purchase
additional user licenses.
Technology fit * The network and technology solution proposed by Stellent was the best solution
for City IS staff.
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Bxperience and references s Stellent has the most experience with public and lazge city/county web sites:
e.g., Scott County, Minneapolis, LA Coimty, City and County of San Fraucisco,
Mesa AZ, County of Fresno, DOE, MNDOT, Redmond WA Police Dept, etc.
* References for Stellent were all very strong.
• Stellent is local, and has worked with otter potenrial parmers such as GovDocs.
Implementation timeline I* Stellent's proposed rimeline was more reasonable, and helps the City "go live"
with the new site quickly.
Cc: Linda Camp
Peter Hames
Cindy Mullan
Mazcia Moermond
Jason Reid
Rebecca Stenberg
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,�
��
,�e`
, �_
JERRY BLAKEY
Councilmember
October 24, 2001
CZTY OF SAINT PA�7L
OFFICE OF TAE CITY COUNCIL
Peter Hames
Technology and Management Services
160 City Hall
15 West Kellogg Boulevard
Saint Paul, Minnesota 55102
Sean Kershaw
West Team Leader PED
1100 City Hall Annex
25 West Fourth Street
Saint Paul, Minnesota 55102
RE: E-Government Security
Dear Peter and Sean,
Ol-lb�S
I have reviewed the Request for Proposal for Web Site development and the responses
from the various providers. This review has prompted some concern regazding security
for the E-Government project. As you know, President Bush has put togetHer a task force
to look at issues of security and cyber terrorism as it specifically relates to government
web sites. With that in mind, it is prudent to review and ask questions regazding security
measures within the City of Saint Paul system prior to moving forwazd with any new web
development.
Has the City of Saint Paul had an external penetration audit done? If so, what
were the results of the audit and how have we complied with the
recommendations?
If we have not had an external penetration audit, what measures aze in place
resulting from any internal penetration audit the City may haue done? When
was the last penetration audit done?
Have any of the provider responses dealt with site security? Are there any
early warning systems proposed?
CITY HALL THIRD FLOOR SAINT PAUL, MINNESOTA 55 1 02-1 61 5
651/266-8610
s��
Printed on Recycled Paper
Currently, we use Oracle for our payroll database system and a privately
o, -ia��
developed softwaze for LIEP. It is my understanding that the code for Oracle
was written in Pakistan, how do we protect or provide web site security to
prevent someone form hacking into our payroll and information systems
today? Have the developers of Oracle been contacted to see if they have
security patches for the program?
I know that we have firewalls in place to protect information in the Police
Department, how aze we situated with protection in the Fire Departrnent?
How secure aze the Police Department firewalls?
I hope that you can have some answers to these questions today. If we have not had an
extemal penetration audit done, I believe that it would be prudent to do so at our eazliest
convenience. Also, we skould make sure that any provider that we may select has
adequate security provisions in place to protect our information systems from attack.
Although I have limited knowledge about programming and hacking, I do know that
several federal government web sites have been "hacked into" in recent yeazs by young
chiidren.
Thank you for your time and attention to this matter,
Si rely,
Jerry Blak
City Co " member
Cc: Mayor Norm Coleman
City Councilmembers