Request for Proposal for Website Re-Design, Development, Implementation and Hosting of the City Of Kannapolis Website

Transcription

1 Request for Proposal for Website Re-Design, Development, Implementation and Hosting of the City Of Kannapolis Website RFP Issue Date: February 5, 2015 Proposal Deadline: February 27, 2015, 3:00 p.m. Bid Number:

2 Introduction The City of Kannapolis is seeking to update its website to enhance the user experience, expand interactive documents and e-commerce abilities, simplify content management, and provide better information and customer service to its residents and businesses, while meeting high standards for design quality and visual appeal. Effective websites provide dynamic content that keeps users engaged and coming back. Effective websites also must ensure that content sought is easily found and that navigation remains user-friendly. In Kannapolis, the management of online content has been decentralized to multiple content managers in City departments under the oversight of the City s Director of Communications. The City of Kannapolis seeks the assistance of a company that can accomplish all of the functionality identified in this RFP. The City also seeks a company that has the capability of integrating additional features that may be needed in the future. The City seeks an innovative design that aids website visitors who generally know what information they need or service they want to access. The site shall also equally facilitate usage by visitors who may not understand how to find that information or service within the governmental organizations. The City s current website was redesigned in 2008 and is limited in its functionality and design. The current City website, which contains general City information, including separate pages for City departments, specific events and functions is located at Background Kannapolis is located on the I-85 corridor and is in both Cabarrus and Rowan Counties. The City is home to the North Carolina Research Campus where eight universities are conducting world renowned research on health, nutrition and the solutions to diseases. The City is experiencing significant residential and commercial growth. Kannapolis has a Council-Manager form of government. The City was incorporated in 1984 and has a current population of approximately 43,000. Families continue to seek out Kannapolis for its proximity to Charlotte. In addition to the North Carolina Research Campus the City is home to a growing number of national and international firms such as Stewart Haas Racing, Cardinal Health, Stanley Works, and Shoe Show. Gordon Food Services and Data Chambers are two new firms opening this year. The City is located in close proximity to the Concord Regional Airport and Charlotte Douglas International Airport. The City is in the midst of identifying key redevelopment projects that are important to job creation for its citizens. We view the website as an important communication tool for this emphasis on economic development. 2

3 The City of Kannapolis is the birthplace of racing icon Dale Earnhardt and music great George Clinton. The City is home to the North Carolina Music Hall of Fame, the historic Gem Theatre and the Kannapolis Intimidators (minor league for the White Sox). The City also has an Amtrak station. Website Objective The City of Kannapolis is seeking to enter into a professional services agreement with a qualified vendor to design and implement a new City website based on the above strategy. The City's website URL is currently The City is seeking the services of an experienced website design firm to redesign, develop, implement, and possibly provide hosting and maintenance information for the City s website. This project will involve utilizing posted information on the existing website as well as the implementation of new information, products, and features as suggested by the City and the firm selected. The information on the City website should be directed towards the City s citizens, businesses, visitors, prospective businesses, prospective residents, other government agencies, civic groups, associations, youth and senior citizen groups, developers, and any person or agency seeking to conduct business with, or obtain information about, the City of Kannapolis. Special Provisions and Internet Provider Services are not part of this contract. The City already has an and ISP; therefore these services are not part of this RFP process. However, hosting and maintenance service options should be presented as options to facilitate the design and maintenance of this site. The City's emphasis is on incorporating extensive content management tools and database driven architecture while providing a user-friendly and intuitive site structure and an interface that is both attractive and ADA compliant. Vendor Qualifications The intent of this RFP is to enable the City of Kannapolis to evaluate vendor experience, qualifications and capabilities for developing and implementing a new City website. The desired qualifications are outlined below. Responders are to submit a written narrative corresponding to each of the numbered items: 1. Municipal Website Design Experience A. North Carolina municipal clients (please list name and site URL) B. Other municipal clients (please list name and site URL) 3

4 C. If no previous municipal experience, please explain relevant government website experience (please list other government clients/urls) D. References (minimum three references, including all contact information below) 1. Client Name 2. Client Contact Person 3. Phone and Fax 4. Client Address 5. Client Address 6. Website Address 2. Company Profile A. Number of years in business B. Office location(s) (Include business address) C. Demonstrated company financial stability 3. Team Members/Roles (list all personnel to be assigned to this project) A. Name, title, role (e.g., project management, programming, graphics, previous experience) 4. Vendor Service Capabilities (Describe all available) A. Web Development B. Software tools (e.g., Content Management System or modules) C. Site maintenance D. Site hosting E. Client training and guide book(s) F. Availability of robust self-service documentation and technical support G. Appropriate redundancy and scalability to avoid unexpected outages and to accommodate periodic maintenance, usage growth and sudden usage surges H. Meets U.S. Federal Government ADA requirements I. 24 x 7 support J. Security for both City staff and users K. Compatible with major web browsers currently in use, including, but not limited to Microsoft IE 7.x and above, Mozilla Firefox 3.x and above, Safari 4.x and above, Google Chrome and Opera 10.x and above, etc. L. Mobile Responsive Capabilities M. Intranet Development - (please quote this as an add-on option) N. Customer Service Philosophy O. Ability for site to grow as our City grows P. Ability for site to manage multiple url interfaces Q. Analytic Reporting on a quarterly basis R. Other 4

5 5. Integrated Content Management System Components and Tools A Content Management System (CMS) that is suitable for both technical and non-technical users is needed. It should be web-based in a template environment to maintain consistency throughout the site. Users must also be able to update the site from any computer, without any required software. The CMS listing included in this RFP represents functional categories and is not comprehensive; others may be recommended or added. The City's new website vendor must be able to provide at a minimum the desired components shown below. Possible budgetary constraints may require that some elements be implemented in phases. No. Component/ Module Name Function 1 Agenda / Minutes Upload, Manage Agendas / Minutes Management 2 Automatic expirations Expiration Dating 3 Browser Based Update, Delete And Create and/or Administration Duplicate Template-Based Web Pages 4 Calendar Departmental as Update/Publish Calendars by both well as City Wide Department and City Wide 5 Departmental Home Pages Dynamic Content 6 Directories, Listings Dynamic Content 7 E-Notification Electronic Subscription 8 Event Registration Online Reservation / Payment (optional component at this time) 9 Forward To A Friend Extension 10 Frequently Asked Questions Dynamic Content 11 FTP Capable Upload/Download Capability 12 Hit Tracking Analytics and Site Audit Reports 13 Intranet/Extranet User Restricted Pages 14 Multi-Lingual Support Dynamic Content 15 News & Announcements Dynamic Content 16 News Releases Online Publishing 17 Newsletters Subscription And Online Publishing 18 Online Forms Forms/Publishing/Tracking 19 Online Payments Secure Online Transaction -by Dept. (optional component at this time) 20 Printable Pages Print-Friendly Function 21 RFP/RFQ/Bid Posting Dynamic Content 22 Rotating Photos/Banner Ads Dynamic Image Display 23 RSS Feeds out Registration by Dept. 24 Site Search Internal Site Search Engine 25 Special event/facility liability Secure Online Registration -by Dept. forms (optional component at this time) 26 Survey/Polling Capability Poll/Question/Answer tracking Offered by Vendor (Indicate: Yes/No) Vendor Comment 5

6 27 Site Index / Site Map 28 Video Hosting 29 Social Media Interface Facebook and Twitter feeds 31 Emergency Notification 32 Facility Management Reservations and/or Listing 33 Mobile/Tablet/Other Technology Capability 6. Vendor/Municipal Contract Performance (Please provide two examples that include all of the following): A. Client name B. Contract amount C. Contract duration D. Project outcome Deliverables This section identifies the deliverables associated with this RFP: 1. Under Vendor Qualifications section, complete and return items Include a project approach summary for building a municipal website. 3. Include a sample project schedule for building a municipal website. 4. Include a project approach summary/schedule for transitioning material from the current site and going live with the new site. 5. Include pricing range/cost for services outlined Other Submittal Requirements The deadline for RFP responses is Friday, February 27, 2015 at 3:00 p.m. Submit one hard copy and one copy to Annette Privette Keller, Director of Communications; aprivettekeller@kannapolisnc.gov. Hard copies may be dropped off or mailed to 401 Laureate Way, Kannapolis, NC Submittals that are not received on or before the specified deadline will not be accepted (no exceptions). The City reserves the right to request follow-up information or clarification from vendors in consideration. The bid must be signed and dated by an authorized official of the firm. The City of Kannapolis reserves the right to reject any or all submittals, to compare the relative merits of the respective responses, and to choose a vendor, which in the opinion of the City, will best serve the interests of the City. Each response to this RFP shall be done at the sole cost and expense of each proposing vendor and with the express understanding that no claims against the City for reimbursement will be accepted. A bidder may withdraw its bid prior to the deadline that bids are due by sending a written request, signed and dated by an authorized official of the firm, to Annette Privette Keller, Director of Communications. Bids may be withdrawn after the deadline only in accordance with N.C.G.S

7 Evaluation Criteria Responses to this RFP will help the City identify the most qualified web vendor and will be indicative of the level of the firm's commitment. The City will evaluate the qualifications, references, overall fit with the City of Kannapolis, as well as the pricing range/cost to determine the most qualified web vendor. Selection Process The selection process will involve the following phases: Phase 1: A review team will evaluate vendor submittals. The initial review will determine conformance to submission requirements and whether responses meet minimum criteria established. Review will include the vendor's acceptance of RFP terms and completeness of submissions. Phase 2: Interview of most qualified applicants. Phase 3: Check references given. Phase 4: Enter into negotiations for a professional services agreement. Schedule A. February 5, 2015 RFP Release Date B. February 27, 2015 (3 p.m.) Proposals Due C. Week of March 9, 2015 Tentative Interview Dates of Top Firms* D. Week of March 16, 2015 Selection of Proposal by Committee* E. June/July 2015 Site Goes Live ( days after award) * Dates subject to change Inquiries Inquiries about this request for qualifications must be in writing and directed to: Annette Privette Keller Director of Communications City of Kannapolis 401 Laureate Way Kannapolis, NC Phone: (704) aprivettekeller@kannapolisnc.gov 7

8 Ownership and Intellectual Property A. All pages, graphics, domain names, content, code, and general look and feel of the site developed will be the property of the City of Kannapolis. All source files must be delivered at the completion of the project. B. All intellectual property developed in connection with the website will be owned solely by the City of Kannapolis. C. In developing the website, the contractor will not infringe or violate the copyright or other intellectual property of third parties. D. The contractor is responsible for securing various rights, licenses, clearances and other permissions related to works, graphics or other copyrighted materials to be used or otherwise incorporated in the website. E. All applicable copyright notices will be displayed on the website. Services required after selection A. The selected firm s representative(s) may be required to attend a public meeting(s) during the approval process and presentations of any prepared website information during the development process. B. The selected firm s representatives will be required to meet regularly with the City s project manager and/or representatives to discuss and plan the project(s) and provide progress reports as needed. Meetings may be in person (preferred), by phone or web meeting. C. In conjunction with performance under the approved contract, the contractor may be required to attend additional progress meetings. In the event the contractor is not in conformance with the contract, these meetings will be provided at no additional cost to the City. D. The successful respondent will work with the City project manager to meet the needs of department representatives to determine a final list of information to be presented and agree on a final layout for those department s web pages. E. Initial draft website design templates and site maps, will be provided to the City within four weeks from the date of the approved contract for review prior to implementation. F. A testing period and subsequent acceptance testing period, either period not to exceed 10 business days, shall be provided, during which the City may evaluate the website on City property to ensure satisfaction with the website functions and conformance with the RFP. At the completion of each testing period, a letter of acceptance or failure will be provided to the firm selected. Items requiring correction at either testing period must be corrected within 10 calendar days by the firm selected. If corrections are needed, a testing period and subsequent acceptance testing period, either period not to exceed 5 business days, shall be provided, during which the City may evaluate any corrections made. 8

9 G. Hosting - The City of Kannapolis has no plan to run the website on an in-house web server, however, viable internal hosting options may be included as an attachment to the RFP. The website may be hosted by a firm chosen by the City regardless of any recommendations received by the firm selected via the RFP process. The City of Kannapolis is an equal opportunity purchaser. All interested and qualified proposers are encouraged to bid. 9