Project Description
In cooperation with Solano-Napa Builders' Exchange (SNBE), reformed, expanded, and
promoted NapaMax (its local materials exchange program)
to improve the program's effectiveness. Developed and
supported a new, Web-based system (www.napamax.org) with extensive outreach and
technical assistance to solicit listings from the entire Solano-Napa region.
The steps required to accomplish their project are as follows:
Task 1: Report to City Council, Obtain Fund Allocation. (3/1/02 to
3/8/02)
The City Waste Reduction/Recycling Coordinator (WRRC) prepared the
required reports in late February of 2002. The City Council approved
allocation of the requested funds in March 2002. This task is 100 percent
complete.
Task 2: Prepare RFP for Software Development, Site
Maintenance. (3/1/02 to 3/22/02)
City Recycling Division staff, in cooperation with the City Information
Technology (IT) Division staff and Web design consultants, conducted an
informal "concept review and comment period" during which it received input
from several consultant teams specializing in Web site design. Staff found
this step invaluable toward developing a formal scope of work, but,
recognized that the work required far more staff time than anticipated,
especially the Information time. City staff drafted and revised the RFP from
April 2002 through early June 2002. The Recycling Division staff then
completed and released the RFP on June 17, 2002. This task is 100 percent
complete.
Task 3: Accept and Review Bids, Select Contractor. (4/19/02 to 5/1/02)
Four qualified Web design consulting firms submitted proposals for the
Web site development work by the submittal deadline of June 24, 2002. The
City will make copies of the proposals available to the CIWMB staff upon
request. City staff reviewed the proposals and selected a preferred
contractor on Thursday, June 27, 2002. It selected the Napa-based Web site
design firm, Genacom, to develop the Web site. This task is 100 percent
complete.
Task 4: Prepare Contract for Site Design Set-Up and
Maintenance. (5/1/02 to 5/15/02)
The City WRRC, IT staff, and City Attorney's Office worked in
cooperation with the consultants to develop the final contract for Web site
development. The contract was signed on July 10, 2002. This task is 100
percent complete.
Task 5: Develop, Create, and Test Web Site. (6/15/02 to 3/1/04)
The consultant team has developed several versions of the website to
date with format that accommodates an in-depth monitoring system. Genacom
also trained five staff members from the City and County on basic HTML to
enable them to revise content and listings directly to the website. Genacom
refined the site with respect to linkages and subjected it to a battery of
tests using sample listings.
Genacom personnel continues to develop descriptive text on several pages
of the site and refine language that discloses the type and extent of
transaction that has occurred through contacts and "exchanges." The
contractor has developed a more e-mail driven format that alerts users to
problems, instructions, and notice of potential matching parties. The site
continues to evolve and improve with City staff and Genacom working together
on this project. The site was open for public use on November 1, 2002. This
task is 90 percent complete.
Task 6: Host and Maintain Web Site. (6/15/02 to 3/1/04)
Members of the City IT Division staff analyzed the project to determine
the best approach to eventual management of the new website. After reviewing
bids and selecting the contractor for website design, the City determined
that it could host and maintain the site in-house at less than the budgeted
amount of funds. The WRRC determined that the budgeted amount for this task
exceeded the need by $6,260.00. After discussing the issue with the CIWMB
grant administrator, he prepared a budget revision to reflect a reallocation
of the excess funds for the website design work described in Task 1. The
revised budget is dated May 6, 2002.
The City IT Division staff started to host and manage the website after
the Genacom consultant team had completed testing of the initial testing of
the site. The IT staff began work on this task on November 1, 2002. The City
has found the work consistent with the existing scope of work for its IT
staff and has therefore will arrange with the grant manager to transfer the
matching fund expenditure from this task to Task #1 to support additional
work by Genacom toward refining and improving elements of the site. This
task is 80 percent complete
Tasks 7-9: Tasks of Preparing Listings, Monitoring Use of Site. (6/02
to 3/04)
The City Waste Reduction and Recycling Coordinator began the process of
reviewing, approving, and posting listings on November 1, 2002. He will
monitor activity and gather data on contacts and exchanges over the next
reporting period. The agents responsible for each of these tasks will
continue to undertake them between September of 2002 and March of 2004.
These tasks are 25 percent complete
Task 10: Develop Design and Layout of Flyers. (Quarterly 5/1/02 to
5/22/02 and 5/1/03 to 5/22/03)
The City Waste Reduction and Recycling Coordinator developed initial
design and layout of flyers in-house during November of 2002. He will
continue to revise flyer designs over the first year of program
implementation. Other versions will be developed in the summer of 2003 and
used for ensuing quarters of the project calendar. This task is 20 percent
complete.
Tasks 11-15.2, 18-21: Tasks of Preparing, Scheduling, Buying
Advertisements. (Quarterly 5/02 to 3/04)
The City WRRC purchased paper and created, folded and delivered flyers
to distribution centers. The flyers were addressed to a select group of
businesses, agencies and institutions within the project area. Some minor
delays in preliminary steps of website design led to the rescheduling of the
introductory flyer and Solano-Napa Builders Exchange newsletter
advertisements. The result was that flyers and ads were suspended for one
quarter. The WRRC therefore doubled the advertisements during the second
quarter in an effort to follow substantially the original project timeline
and impact public awareness of the new site. Copies of relevant time sheets
and receipts are attached to the budget itemization sheet. These tasks are
25 percent complete.
Tasks 16 and 17: Ad and Public Service Announcement Development. (5/02
to 3/04)
The WRRC worked with representatives of the local press and radio to
prepare appropriate messages for introducing the new Web site. The
introductory messages were run at the beginning of November 2002. Others are
scheduled for periodic runs throughout the grant project calendar. These
tasks are 25 percent complete.
Tasks 22 and 23: Identify and Analyze Results, Prepare Reports, and
Payment Requests. (9/02 to 3/04)
The City hired a consulting firm to monitor and report on the project.
The first report was prepared in August of 2002. The company will continue
to assist the City to complete Tasks #8, 22, 23, & 24. These tasks are 40
percent complete.
Task 24: Prepare Final Report, Present to CIWMB. (4/04)
The City's consultant and staff assistants will, after compiling and
assessing program data, prepare the final report to meet all grant program
requirements with the documents prepared by March of 2004. This task has not
yet been started.
Anticipated Accomplishments Over the Next Reporting Period:
The City WRRC fully intends to accomplish all tasks according to the
detail provided above. The City's main objectives for this project over the
next six months are:
- Prepare and distribute quarterly advertising.
- Refine the look and features of the Web site.
- Continue Web site hosting and monitoring.
- Attempt to capture more heavy building material listings and use from
target generators.
*Permission was obtained from grant recipient to publish project profile.
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