LRCVB RFP # Website Redesign Questions & Answers

Transcription

1 LRCVB RFP # Website Redesign Questions & Answers 1. Can companies from outside the USA apply for this bid? a. Yes, however, the company must address time zone issues and communication methods to be used when addressing meetings with LRCVB staff and project team-section 2. Team c. and Questions Section #7 2. Will we need to come to LRCVB for meetings? a. The firm must be able for presentation to the A&P Commission, as needed. Noted in Acceptance of Work section. 3. Can we perform the tasks (related to RFP) outside the USA? a. Same answer as question #1 4. Can we submit our proposals via ? a. No. Hand delivery is required. Hand delivery is defined as in person, UPS, Fed-Ex, USPS, courier, or other shipping provider. 5. What is the status of your current brand? Are the visuals (logos, colors, fonts, etc.) up to date? Do you have a current brand style guide for reference? a. With the help of Brand Strategy Inc. and MMGY Global, we rebranded our destination in Our Brand Guide is available at 6. Is the messaging up to date? Do you have a message architecture or similar type of reference guide available? a. Yes, a brand standards Guide came with the brand rollout, and we ve attached it above in this Your RFP mentions that website performance has decreased, as revealed by analytics. What marketing/website content marketing/seo tasks have you been conducting over the past year? Did you conduct those using LRCVB staff, or did you use an outside vendor? a. An outside vendor created and hosts our website; original SEO was done with this outside vendor when website was launched. We have a very high organic search rate, so since website launch, we ve done very limited additional website SEO. Most of our marketing efforts have focused on traditional mix of advertising, public relations, and social media efforts, and if you look at our performance, you will see that we did make some very substantial gains up to this year. 8. Which LRCVB staff will be involved with the project during the website redesign? Who will be the project manager/primary contract?

2 a. John Mayner, VP Marketing/Communications 9. Who will be involved with key meetings, such as discovery, design presentations, etc.? a. VP Marketing/Communications, CEO, Creative Manager, Communications Manager 10. Who will make final decisions (Example approve design concepts)? a. VP Marketing/Communications & CEO 11. What in-house capabilities do you have for the following: copy writing, graphics production, custom photography, and other content production? a. We have two full time creatives; as well as two other communication team members. Our team of 5-6 folks will be your in-house team. Currently, we do the copy writing, graphic design, photography, and video production (with occasional outsourcing). Copy writing- Communications Manager, Graphics production-creative Manager and Graphic Designer, Custom Photography-Creative Manager & Photo Library, other content production-depends on what this might be, but we try to handle most/all of our creative in-house needs. 12. There are over 11K pages indexed on the littlerock.com website. What information can you provide about the content of the current website? Do you have a content audit available? How much of the current content will move as-is to the new site? How much will need to be revised? Will any new content need to be produced? If so, can you produce it with your own staff, or will you need assistance? a. We do not have content audit available. We feel fortunate to have a lot of good content developed; however due to our desire for this to be a mobile first design, we suspect that a LOT of editing will need to be made, once a vendor is selected, and a new architecture, design and style templates are created. Perhaps some new content will need to be produced-hard to say how much at this moment. Depending on the task we expect our staff to be involved and to work with selected vendor on the process throughout, and will try our best to assist where and as much as we can, but we also expect the selected vendor to be involved, especially for things like assistance with SEO. 13. Will we be able to get any logins/ftp access, etc. to conduct an audit to determine if any content migration be automated? What 3 rd party integrations are being used? Roughly what percentage of pages are created through them? About how many pages will need to be manually built on the new site? And will LRCVB plan to build out any pages, or will the vendor be responsible for building all pages? a. We were informed by our current vendor that we can export our databases but the content of all of our web pages will not be able to be exported as it is built through our current CMS that is proprietary to them; for that reason, our new website redesign will need to be built from the ground up. One of the reasons that we are asking for an off the shelf CMS (or slightly customized CMS) is so we can be assured that if we want or

3 need to export any of our website's contents in the future, there won t be any issues with accessing or exporting the content of our pages or any other content that we might have designed or created to work with, or through, any part of our website. The ownership of, and ability of the Little Rock CVB to migrate and export any and all content of a new website, and/or any forms created to work with it, whether through the CMS or third party integration, will be a requirement of a new contract that we develop and sign with the winning respondent. As stated above, we currently control our database which is built in SQL on a.net platform, and both the CMS and our current vendor s list management program are proprietary to them. Therefore, we would assume that a new delivery system and new newsletter template would also need to be created. Currently, we use Constant Contact for some partner communications, but would be open to any other solution. Currently no third party integrations are being used to build and design our web pages, like Simpleview. As for how many pages will need to be built manually, we must assume based on the above information that all the pages of our new website will need to be built manually, and that the selected vendor would need to build out the pages. 14. The RFP mentions an interactive neighborhood map tool, does this tool exist on the current site? a. We have what we refer to as an interactive map tool at: in which listings pop-up on a map as you zoom in. Additionally, we offer advanced searches that can be done for both our restaurants and attractions by neighborhoods at: and However, what we really envision is something similar to the map at the bottom of the San Francisco site: but possibly having neighborhoods within the map change when you hover over them like the map at the bottom of the Cincinnati page: The RFP Mentions integrating with an existing database for all restaurant, hotels, attractions and events. Can you provide technical details of the database or a data sample? a. See answer to Question 13. Our database is built in SQL, and our CMS and list distribution programs are proprietary to our current vendor, and built on a.net platform. 16. Will all three websites require custom designs or will all sites continue to utilize the same templates with minor customizations? a. We would like the same overall look and feel for all URLs. 17. Has a budget or budget range been identified for this project? If so, will that information be shared with vendors? a. No budget or budget range has been identified.

4 18. Has the LRCVB identified any sites it likes the design of or looks to for inspiration? a. Not specifically. We continue to gather information about specific features and various pieces of other sites that we like, but felt that would be a conversation we would have with the selected firm. 19. Does the LRCVB envision utilizing a custom design for the sight or a pre-existing WordPress theme? a. We felt it would probably be a custom design based on our brand standards guide and needed content. 20. On page 6&7 of the RFP you describe the submission process. Just to clarify vendors are only to provide First Proposal information right now. If a selected vendor advances to the second proposal that is when pricing would be submitted? To further clarify, do we understand that no pricing is requested at this time? a. Both proposals are due by the deadline outline within the RFP. As indicated on page 7. The Committee will open ALL responses, and those who score at least a 60 out of 70 points on the first portion (contained in Envelope 1) will then be considered for the second portion of our evaluation process. If respondent moves through to the second portion, their second envelope (Envelop 2, containing pricing) will be opened and all respondents pricing scored and evaluated. 21. What is the anticipated budget range for this project? a. Has not been determined at this time. 22. How many agencies have been asked to participate? How many do you anticipate will be selected to go to the second round? a. The RFP was sent directly to 20+ firms, as well as posted publicly on our website and statewide newspaper. The amount that will go on to the second round will be determined by the quality of submissions that we receive. 23. Can you explain if you expect your current provider Aristotle to provide a response to this RFP? a. We have sent them a proposal, but can t confirm. 24. When you mention on Page 8, the CMS/Database must service other websites, would we need to build out an API or RSS feed, so other third-party sites to leverage our content? a. Currently we have an RSS feed on our homepage and would anticipate keeping that. This comment is referencing the fact that we manage other websites and would need our primary CMS/Database to provide information to those websites as well as LittleRock.com.for example, we operate RiverMarket.info and would expect when we put attraction listings, lodging, dining and calendar of events listings in our CMS/Database those listings would populate on LittleRock.com as well as RiverMarket.info (or any future websites/microsites) if applicable. 25. Can you please clarify the information in paragraph #6 on page 5 of the RFP? You mention that need to integrate into a single database. Can you provide more information on the current

5 integrations point you have right now with the Arkansas.com database and calendar? Is this integration intended to remain in place with the new website and CMS? Do you currently use a CRM for management of stakeholders like a (e.g. idss or Simpleview)? Is one planned for the future? a. Currently, our vendor hosts both our website and the Arkansas.com website, so this integration is currently able to be provided simply as both databases are behind their firewalls. Should any other vendor be awarded our account via this process, probably the simplest solution would be that we pay them to write a script to provide access to the Arkansas.com database behind their firewall via an API. If possible, we would like to keep this integration as it would prevent us from having to enter Little Rock data into multiple database. We do not use a CRM for management of stakeholders at this time and there are no plans for one in the future. 26. On page 9, you mention the need for an itinerary-builder. How does the one on the current site compare to what you re looking for? Is there specific functionality that you were envisioning for this? a. We expect the functionality to offer a direct link to outlook (or other) calendars if the listings are event related, and the trip planner should provide ease for compiling attractions, dining, events, etc. that the user is interested in, along with a print or download friendly option. If vendor has examples of itinerary-builders and features they have used in the past we would welcome that information. 27. Is part of the scope for this project to redesign and launch? Will this be integrated into a new site or stand alone? a. LittleRockMeetings.com and DineLR.com are integrated within LittleRock.com and should have the same look and feel as part of this redesign, they will simply have separate URL domains that will send the user to a specific section of the website. 28. Within the RFP, you have used WordPress as an example of a non-proprietary CMS platform for this site. If an agency were to recommend an alternative to WordPress, does your technical team have a preference for.net or PHP? a. No, we don t believe that one is required over the other that being said, we would want you to explain why you feel that your solution/platform is being recommended and/or a better solution for our needs. 29. As part of the scope of work, you have indicated a need to integrate a single database of restaurants, hotels, attractions, and calendar of events. Can you confirm that this database exists entirely with Arkansas.com? And, can you provide more details regarding the form of integration currently used? a. We have our own database containing dining, attractions, hotels and calendar of events in our database. However, our Deals and Packages information pulls from Arkansas.com, as our current vendor is also the vendor for the Arkansas Department of Tourism s website. Should another vendor be selected through this RFP process, probably the easiest thing to do would be that we pay our current vendor to write a script to access that information from the Arkansas.com database, behind their firewall.

6 30. On page 8 of the RFP, you indicate that the CMS must service other websites like RiverMarket.info. Is rebuilding this and other ancillary sites part of the scope of work or would those efforts be accomplished by the Little Rock CVB using the CMS and page templates? If it is expected that the agency hired would build out these additional sites, can you please provide a comprehensive list? a. It is anticipated that LRCVB will handle the additional sites using the CMS and page templates. The RFP is for LittleRock.com only. 31. We understand that the second proposal pricing evaluation is worth 20 total points in the decision making process. Can you advise if there is a budget range or maximum budget that LRCVB would prefer to keep for the mandatory scope of work (not including optional items)? a. A budget has not been established. 32. You have asked for pricing and recommendations on the design and development of a mobile app as an optional feature. Can you provide more detail regarding the goals, objectives and/or content that you would prefer to achieve with a mobile app? a. It is Unknown at this time. Because this is an optional feature, perhaps it would be best for the vendor to provide an example of a tourism related mobile app and a price range for similar features. However, if we were to pursue the development of an app, it would be for a specific purpose or need as we see this mobile first responsive design taking away the need for a general tourism app. 33. Is there a preferred technology platform? (i.e..net, PHP, etc.) a. See Question # Is there a CMS preference? (i.e. Drupal, WordPress, Joomla, EpiServer, SharePoint and SiteCore etc.) a. See Question # Can the work be performed off-site with some onsite meetings? a. See Question #1 36. Is the current website integrated with any other third party applications? a. No, not at this time. 37. Are you open to any other 3rd party integrations recommended by the selected vendor? a. Yes. 38. Any site examples that you intend the website that is to be developed to look like? a. We ll leave that to you.

7 39. What features from the current website would you like to retain? a. See response to Question 12, as we re looking to respondents to bring some of their thoughts and recommendations here. 40. Also, what are the issues that you think is with the current website or that which is constantly complained about by the site visitors? a. It s not a mobile first type design/responsive are primary concerns of ours. 41. Are there any additional features that you feel is absolutely imperative for the new website, apart from the ones mentioned in the RFP? a. No. 42. Any surveys that you have undertaken to understand customer preferences in terms of the current website's usability? If so, can you share it? a. None have been done. 43. In the current website, what are the features that site visitors use the most? a. Calendar of Events; Things to Do; Dining; 44. Presuming that most of the contents in the existing site would be reused, do you anticipate that new contents would be added before the site is being launched? If so, how many? a. Possibly and we cannot determine at this time. 45. Would you want the front end design to be structured from scratch or would you be open to use predefined customizable themes that are available in the market? Cost implications vary based on the response provided. A 'design from scratch' approach is usually costlier vis-a-vis the 'theme customization' approach. a. We want a great design (as discussed in the RFP) that is very user friendly and engaging, and that we can control and edit (at least most of it), that works with our brand and destination offerings. Those choices are best left to each respondent to make. 46. For updating contents via the CMS backend, are there any role based workflows that you envision? i.e. Do you have a desired workflow for content publication with roles like content creators, content approvers etc. Would you like to have an approval chain set up? a. If there is an additional fee for this, please include as an option to consider. 47. Would you be open to share GA (Google Analytics) reports with us in order to analyze traffic flow and trends? a. Yes. 48. Is there a Style or branding guide available based on which the site needs to be designed? a. See Questions 5 & 6

8 49. Do you have any responsive framework in mind to use? Any recommendations needed? a. No, that decision is best left to the respondent. 50. We see that the current tourism website hosts approximately 861pages. Do you plan on all of those pages being migrated by the vendor? a. See response to Question 12 that is posted. 51. Would you prefer training to be onsite or remote? a. See Question #1. Having a manual and training is required, whether in person or remotely (see RFP page 8, under Scope of Work, CMS and Database section). 52. Approximately how many users would need to be trained? a Is there a budget range you are open to disclose? a. No budget set at this time. 54. On what operating system and version will the new website be served? a. Per the RFP, we re assuming that respondent will host or have a recommendation for another company to host. (See page 5 Objective section and Page 10 under Hosting section.) 55. How many external web links are required to connect to the new website? a. A lot, we have hundreds of restaurant, attraction and hotel listing pages as well as calendar of event listings that we always try to post our partner web addresses/hypertext links whenever possible. 56. Are we going to have any payment gateway setup in this website? If yes, to which functionality Payment Gateway will be integrated? a. We do not have a booking engine on our website; however, our Little Rock souvenir shop and visitor information center, does have an online store and it is handled via Quickbooks/Big Commerce. It should be viewed as a separate site with a link to LittleRock.com. Additionally, registrations can be handled via Ungerboeck software, but that is also separate from the LittleRock.com website, and access to it is not available to the public. 57. Are you open to any other Payment Gateway integrations recommended by the selected vendor? a. No

9 58. Are we going to use any third party vendor for Newsletter sign up like active campaign, constant contact? Do you need recommendations from the selected vendor? a. Yes, we would need a newsletter sign up and template as our current vendor s CMS and is proprietary to them. We use Constant Contact for some partner communications right now, but that would be up to respondent to determine what is best. 59. Do you need any recommendations from the selected vendor to host the assets in a separate Content Delivery Network? (Ex: Amazon S3 Bucket). a. See answer to question #54 above. 60. Do you have any imagery or graphics requirements? a. See Question #5 & #6, and RFP for additional details (and review our existing site).