REQUEST FOR PROPOSAL FOR WEBSITE DESIGN CONTRACT SERVICES

Transcription

1 REQUEST FOR PROPOSAL FOR WEBSITE DESIGN CONTRACT SERVICES The Yl-Slan Air Quality Management District (District) is currently sliciting prpsals fr cntract services t redesign its existing website: If yu are interested and qualified, submit three (3) cpies f yur prpsal by 4:00 p.m. n Octber 14, Yl-Slan Air Quality Management District Attn: Carl Case, Administrative Services Manager 1947 Galile Curt, Suite 103 Davis, CA If yu have any questins regarding the prpsal prcess, cntact Carl Case at (530) r by at ccase@ysaqmd.rg. Technical questins n the existing and future enhancements f the website shuld be directed t Tm Hall, Public Infrmatin Officer at (530) r at thall@ysaqmd.rg.

2 A. General Infrmatin 1. Purpse The purpse f this RFP is t slicit respnses frm qualified parties r individuals t redesign the District s website based n a web-based cntent management system (CMS). It is envisined that respndents t the RFP have experience and expertise in the field f web design and with current CMS trends. 2. Backgrund The District s existing website was last redesigned in Web develpment standards have changed rapidly, and in rder t prvide a rbust infrmatin surce fr lcal residents, businesses and public fficials with cst-effectiveness and transparency as pririties, the District has determined that a redesign f the website and mve t a web-based CMS is needed. 3. Timetable fr Prpsal (tentative) Release f Request fr Prpsal September 14, 2015 Deadline fr Receipt f Prpsal Octber 14, 2015 (by 4:00 p.m.) Selectin Cmmittee Recmmendatin Nvember 13, 2015 Cntract Awarded December 2015 r January Prject Descriptin The primary aim f the website redesign is t allw speedy, simple deplyment f infrmatin t ur diverse audiences withut incurring lng-term maintenance and upkeep csts assciated with enterprise CMSes. The District must use its website t make available infrmatin, dcuments and air quality data t its cnstituents and the businesses that it regulates. This includes air quality frecasts, permit applicatins and educatinal infrmatin. Presenting a clean structure and layut f the site are high pririties the audiences accessing the website have varying levels f technical expertise. The website shuld be rbust enugh t deliver the wide range f infrmatin we prvide, but simple t navigate fr the mst nvice user. A respnsive design that prvides easy access and navigatin fr mbile users will be priritized as well. The prject als includes the migratin f current website cntent and dcuments. The ttal amunt available fr the website redesign prject is $30,000. B. Scpe f Wrk The District seeks t engage the services f a cnsultant t redesign its existing website as fllws: Becme familiar with the diverse audiences f the District s website prir t initiatin f the Scpe f Wrk. 1 Yl-Slan AQMD Website Design RFP

3 Create a visually stimulating hme page using the District s existing lg with simple navigatin t the main sectins. Base the website n a web-based CMS such as but nt limited t WrdPress r Drupal. Create a chice f design prttypes t be tested. Prvide increased access t AQMD dcuments and infrmatin: Straight-frward structure. Include a site map. Include a keywrd search tl. Prvide a respnsive design. Integrate existing dynamic air quality frecast data presentatin. Integrate frms t allw users t subscribe t multiple newsletters. Include an administratin page fr as-needed updates. Site updates and cntent creatin by District staff must be able t be accmplished withut additinal CMS sftware. Cmpatibility with District and/r ISP Systems: The cntractr will be respnsible fr identifying current hardware/sftware cnfiguratin t which new/prpsed systems must interface and/r be cmpatible. The cntractr shall ensure that the website and all f its functins are cmpatible with the Internet service prvider (ISP) currently hsting the web page r recmmend a cmparable ISP that better suits the needs f the district. Test and Acceptance Plan: The cntractr will design a brief Test and Acceptance Plan fr the web site that includes live test demnstratins. The District and cntractr will agree n the minimum requirements and time perid fr the test prcedures, test plan and test reprt. Maintenance training: The cntractr will hand ff all administrative capabilities t the District and prvide any necessary maintenance training t a minimum f tw District-identified emplyees, s that the District may keep infrmatin updated. The cntractr will als prduce a Prcedures Manual, fr staff reference, that prvides brief instructins n maintaining systems established n the new website. The cntractr must further be available fr a 60-day perid after prject cmpletin fr any technical supprt needed by the district. C. Cnsultant Qualificatins Excellent cmmunicatin skills (written and verbal). Experience in the field f website design. Ability t cmmit t cmpleting the website redesign by n later than June 30, D. What t Include in Yur RFP Respnse A qualifying prpsal must address all f the fllwing pints: 1. Prject Title 2. Cnsultant Name 3. Cnsultant Qualificatins Type f rganizatin, size, prfessinal registratin and affiliatins. 2 Yl-Slan AQMD Website Design RFP

4 Names, qualificatins f persnnel, and apprximate percentage f time each will devte t prject cmpletin. Outline f recent website prjects cmpleted r services currently prvided that are directly related t this prject, including URL addresses, reference cntacts and phne numbers. Qualificatins f cnsultants, subcntractrs, r jint venture firms (if applicable). 4. Understanding f and Apprach t the Prject Summary f apprach t be taken, sufficient t permit evaluatin f willingness and ability t prvide the deliverables listed in the Scpe f Wrk. Schedule f the timeframe necessary fr cmpletin f services. 5. Cmpensatin Prpse payment rate fr time and materials, retainer fees, and methdlgy fr invicing t prvide services as described under Scpe f Wrk. Any multipliers r mark-ups used in billing must be disclsed. Cst estimates shuld be brken dwn, as relevant, fr individual website features and elements. E. Additinal Requirements 1. All respndents must cmplete Attachment #1, Litigatin Invlvement. 2. All respndents must cmplete Attachment #2, Assurance and Certificatin. 3. State f Crpratin and Tax Payer Infrmatin Federal Incme Tax Law requires ur District t file infrmatin returns fr services rendered by certain individuals and thers. The cde prvides that the Taxpayer Identificatin Number f the payment recipient (cntractr) must be furnished upn request t the service recipient (District). In rder t help us cmply with ur reprting respnsibilities and t prtect yu frm withhlding r penalty, please cmplete Attachment #3, W-9 Frm. 4. Cntract It is understd that the successful respndent will enter int a service cntract with the District. A sample cntract is included in this RFP as Attachment #4. All prpsed changes t the cntract must be submitted with the prpsal. F. Evaluatin Criteria and Selectin Prcess 1. Evaluatin and Cnsultant Selectin a. A selectin cmmittee will evaluate and rate prpsals and select cnsultant based n criteria including, but nt limited t, the fllwing: 1) Previus experience and success with similar prjects 2) Understanding f Scpe f Wrk 3) Qualificatins relative t specificatins in Sectin B abve 4) Previus client satisfactin 3 Yl-Slan AQMD Website Design RFP

5 5) Cst b. Selectin will be made n the basis f the prpsals as submitted. The Selectin Cmmittee may deem it necessary t interview applicants. The District retains the right t interview applicants as part f the selectin prcess. 2. District Discretin District reserves the right, withut limitatin, t reject any and all prpsals received, t waive any minr infrmality r irregularity in any prpsal, r t cancel awarding f the cntract and advertise fr new prpsals, all as the public gd may require. 3. Award Ntificatin The District will ntify bth the successful and unsuccessful respndents in writing. The Cntract Administratr f the District will retain dcumentatin verifying the ntificatin. 4. Limitatins This RFP des nt cmmit the District t award a cntract, t pay any csts incurred in the preparatin f prpsals, r t prcure r cntract fr services r supplies. Csts fr develping prpsals are entirely the respnsibility f the respndent and shall nt be chargeable t District. All prpsals becme the prperty f District and will nt be returned t the respndents. 5. Ambiguity, Cnflict r Other Errrs a. If a respndent discvers any ambiguity, cnflict, discrepancy, missin, r ther errr in the RFP, the respndent shall immediately ntify District f such errr and request mdificatin r clarificatin f the dcument. b. District may mdify the RFP prir t the deadline fr prpsals by issuance f a revisin t all parties wh have received the RFP. G. Deadline All prpsals, cnsisting f three (3) cpies, must be received by: 4:00 p.m. n Octber 14, 2015 (Late prpsals will nt be cnsidered) Attachments: 1. Litigatin Invlvements 2. Assurance and Certificatin 3. W-9 Frm 4. Draft Cntract (draft is being reviewed by legal cunsel) 4 Yl-Slan AQMD Website Design RFP

6 Attachment #1 YOLO-SOLANO AIR QUALITY MANAGEMENT DISTRICT LITIGATION INVOLVEMENT Organizatin Name: Address: Invlvement in Litigatin: Check YES r NO t the fllwing questins. If a YES answer is checked, n a separate, attached page please explain fully the circumstances and include discussin f the type f prgram invlved as well as the ptential impact n this prgram, if awarded cntract. 1. Is the firm r any f its principals invlved in litigatin nw r within the last tw years? 2. Has the firm r Prject Directr ever been cited fr imprper management? 3. Has the firm r Prject Directr ever had public agency funds withheld? Yes N Cmpleted by: Name Title Signature Date 5 Yl-Slan AQMD Website Design RFP

7 Attachment #2 YOLO-SOLANO AIR QUALITY MANAGEMENT DISTRICT ASSURANCE AND CERTIFICATION I, (We), the undersigned, as duly authrized representative(s) f the respndent agency, affirm that the infrmatin and statements cntained within this prpsal t the best f my (ur) knwledge, are truthful and accurate, and further, that I (we) am (are) duly authrized t submit this prpsal frm the respndent agency t deliver services. Name Title Signature Date Name Title Signature Date 6 Yl-Slan AQMD Website Design RFP

8 Attachment #3 YOLO-SOLANO AIR QUALITY MANAGEMENT DISTRICT REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION (Substitute W-9) NAME (Exactly as shwn n IRS dcuments) ADDRESS (number and street) CITY, STATE AND ZIP Enter yur taxpayer identificatin n the apprpriate line belw. Fr individuals this is yur scial security number. Fr ther entities it is yur emplyer identificatin number (EIN). TYPE OF ENTITY: INDIVIDUAL (Scial Security #) SOLE PROPRIETOR (EIN) Yur individual name which matches this number and yur business name (if different) shuld bth be listed abve. PARTNERSHIP (EIN) CORPORATION (EIN) NON-PROFIT (EIN) CERTIFICATION: Under penalty f perjury, I certify that the number shwn n this frm is my crrect taxpayer identificatin number. SIGNATURE: _ DATE: PRINT NAME: _ PHONE #: 7 Yl-Slan AQMD Website Design RFP