Golf Manor committee selects CodeBlue proposal to forward to finance for village website redevelopment

The Golf Manor Village Community Engagement Committee voted without objection to forward a website redevelopment proposal from CodeBlue — with a recommendation for its silver tier — to the village finance committee for review and potential contract negotiation.

Committee members reviewed proposals submitted in response to a request for proposals (RFP) that attracted submissions from CivicPlus, Revive, CodeBlue and iD House. Miss Jesser summarized the procurement timeline and said the committee received multiple proposals. Miss Nguyen and other members raised cost and maintenance concerns; Miss Nguyen noted the proposals’ annual maintenance fees varied widely and that some bids lacked clear annual cost figures.

Staff presented proposal details. CivicPlus provided tiered options with an initial-development bronze option listed at about $9,000 and annual support in the $7,800–$13,000 range depending on tier and included a 5% annual maintenance increase in its proposal examples. Revive submitted a single tier listed at roughly $44,000 development and $6,000 annual maintenance. CodeBlue’s tiers were lower in price, with a bronze around $28,000 and silver around $38,000 and an annual support option near $900–$4,500 depending on tier and usage; committee members said CodeBlue’s local presence and the company representative’s participation in the meeting weighed in its favor. iD House and other hyperlocal vendors also submitted proposals.

Committee members discussed technical and procurement issues: whether the village’s existing WordPress content should be migrated or condensed, what services must be included in annual maintenance (security updates, two hours of monthly support, content edits), how third‑party features such as a merchandise “swag shop” or text‑notification integration would work, and what protections the village would need in a contract if a vendor failed to deliver. The group sought clarity on payment schedules and whether insurance or a contract clause would protect the village if work was incomplete.

After discussion, a committee member moved to “select the proposal by CodeBlue” and to recommend the silver tier to finance, and the committee seconded the motion and approved it without objection. The motion directs staff to present CodeBlue’s proposal and recommended tier to the finance committee for funding and contract review; final contract terms, payment schedule and any insurance or warranty protections will be negotiated by administration and reviewed by the village attorney and finance committee before execution.

Committee members emphasized budget constraints. One member said the village’s current hosting and annual fees are “not even north of a thousand,” and several members urged choosing tiers and contract terms that keep ongoing maintenance affordable. The committee also asked staff and the finance committee to determine which upfront and recurring costs the village will cover and whether first‑year maintenance could be included in an initial payment.

The committee instructed staff to bring the CodeBlue recommendation and pricing options to the finance committee; if finance approves, staff will negotiate contract terms and may return to the council for final approval depending on procurement limits and the finance committee’s determination.