Request for Qualifications

Transcription

1 Request for Qualifications Website Design, Content, Development and Content Management System for Boise Centre Date Issued: January 14, 2016 Client: Boise Centre Convention Center Address: 850 W. Front Street, Boise, ID Primary Contacts: Cliff Clinger, Director of Marketing and Sales Mary-Michael Rodgers, Communications Manager Boise Centre Tel: Please direct questions to Mary-Michael RFQ Closing Time and Date: 4:00p.m. MST, February 22, 2016 Boise Centre Overview: Boise Centre is Idaho s premier convention center for meetings, conferences, trade shows and social events. Boise Centre features 50,000 square feet of meeting and event space and we are currently expanding to add another 38,000 square feet of space. Upon completion, the additional space will allow us to accommodate both larger conventions and more local functions simultaneously. The expansion is expected to open in September We are the largest convention and event center in Idaho and each year draw international, national and regional convention groups to our city. Many of our potential clients are not familiar with Boise let alone Boise Centre. Our website provides an introduction to the city, to Boise Centre and we generate sales leads from the site. For convention business, we compete with cities such as Portland, Salt Lake City, Spokane, Denver, Reno and Albuquerque. For local meetings and social functions, we compete with hotels and special event venues in the Boise area. In addition to conventions, Boise Centre hosts local conferences, banquets, corporate meetings, fundraisers and tradeshows. More than 100,000 guests pass through our doors annually. Boise Centre is an operating division of the Greater Boise Auditorium District or the District, which built Boise Centre in

2 Background and History: Boise Centre made the decision to bring marketing and sales services in house a little over five years ago. Previous to 2010, marketing services had been outsourced. The current Boise Centre website was designed and launched in At the time, the website was a large improvement over what had been a mostly static site. Looking back we recognize the website has much duplication and is not intuitive as other current websites. The website audience has several unique users. The first, may not be familiar with Boise or Boise Centre and we need to promote the city as an attractive destination and that Boise Centre is a first rate event venue that can accommodate their needs. Second, are users who are familiar with Boise and are interested in booking space for a local meeting, conference or social function. Thirdly, we have clients who have booked their events and are ready to view menus, floor plans, get tradeshow specifications, shipping information, parking and other details. This is an area where we provide a large amount of information both on the site and as downloads. We often have users visit the Event Calendar. We own the photos on the current website and in the photo gallery that can be used in designing the new site. We have a full time Business Information Technology Manager who oversees the Boise Centre s event management and CRM software (Ungerboeck), digital signage software, accounting software, District website (WordPress) and makes changes and updates to the Boise Centre website. Presently, he is the primary person who has the skills to make updates to the website. The current Boise Centre website platform is Sitefinity and our web server is Valice. We would like to implement a website CMS that can be edited/managed by more personnel in a user friendly manner. Professional Services Requested and Scope of Work: Boise Centre seeks an updated website design and development that is highly functional, has a dynamic user interface (UI), and is graphically appealing and managed through a responsive content management system (CMS). In addition, we will need assistance with content development. A firm with experience associated with tourism/convention or facility marketing is preferred. The content, graphics and copywriting will be owned by Boise Centre. The following are goals, elements and technical specifications of the UI and CMS, which are critical to Boise Centre. Project Goals: Evaluate current website and provide suggestions for improved user experience Evaluate content and eliminate duplicate information Assist with developing the Boise Centre story and why executives, meeting and event planners should choose Boise Centre Critical Elements: Content Management System that can be supported by staff. Prefer WordPress but will consider other platforms. Image and video library Responsive design Map capabilities, i.e. link to Google Map Payments Event Calendar Architecture of site should be flexible enough to add future components and make changes 2

3 Support video (YouTube), social media channels (Facebook, Twitter, Pinterest) SEO Capabilities and reports Analytics and traffic tracking with automated monthly and quarterly reports Form Management (RFP form and submission) Technical Specifications: Prefer to stay with current webhost Valice Integrate imap Enterprise (facility floor plan software) Possible integration with Ungerboeck Event Calendar. Ungerboeck is an MS-SQL-DB. Budget parameters: Anticipated budget of $30,000, subject to vendor input. Requirements: It is preferred but not required that the web design firm or agency have or establish a local office in order to facilitate meeting in person with members of the Boise Centre Marketing and Sales Department. Firms with a significant Idaho economic presence are also preferred, but not required. Demonstrate previous experience in designing, developing and coordinating responsive websites and implementing content management systems (CMS), social media and online promotional campaigns. Assist in integration of event management and facility mapping software. Facility mapping software is imap and event management software is Ungerboeck an MS-SQL-DB. Anticipated go website go live date 90 to 120 days from contract execution. Testing period is desired prior to website launch. All costs incurred in the preparation and submission of a Qualification Statements, in response to this RFQ, including, but not limited to, proposer s travel expenses to attend the interview presentation shall be the sole responsibility of the proposers and shall not be reimbursed by Boise Centre. The Agency/Firm selected for the project will be required to sign the District s contract form. Response Content Responses to this RFQ shall be Qualification Statements organized as outlined below. Qualification Statements not organized as outlined below, not containing the information specified, or not containing sufficient detail may receive a lower rating when evaluated. 1. Letter of Introduction. Please provide a letter of introduction that briefly introduces your firm, provides a basic firm history, gives the location of the office that will be primarily responsible for the work and identifies the contact person for future correspondence with respect to this RFQ. 2. Project Approach. Please explain your firm s overall approach toward website design, development and content management systems, including the scope of work that you believe to be necessary or appropriate for your firm to accomplish Boise Centre s goals. Please identify your proposed website design and development team, their experience and location. Describe the services that you believe the team will perform. 3

4 3. Firm Qualifications/Experience. Please provide a detailed description of your firm s qualifications and experience to provide the responsive website design, development and content management systems described in this RFQ on similar projects. 4. Support Service. Please explain your company s capacity and ability to provide necessary support to internal staff. Please address response time to technical service requests and security measures. 5. Time Frame. Please explain if your company can meet the anticipated website go live date of 90 to 120 days from contract execution. Testing period is desired prior to website launch. 6. Work Examples/References. Show projects (websites designed and developed), CMS systems implemented and summarize the types of services performed on each project. Please provide at least three (3) current and relevant references listing contact details and type of services provided. Project Timeline and Service Lengths: This RFQ is viewed as project-based with definitive start and delivery dates. We understand the CMS tool may have an ongoing relationship. Anticipated project delivery date or go live date 90 to 120 days from contract signing. Services Selection Process and Timeline: The selection of the firm for Web site design, development, content and Content Management System will be made by a Selection Committee appointed by the Executive Director of the District. Questions: Any questions regarding this RFQ should be submitted in writing and directed to the Mary- Michael Rodgers at the address above. All questions and responses will be posted on the District s website Please submit questions no later than February 2, Selection Timeline: The following steps will be taken in selecting a firm to provide the requested professional services. 1) RFQ document sent to potential companies and made public January 14, ) Statement of Qualifications due February 22, ) Statement of Qualifications opening February 23, ) Review/Rank Statement of Qualifications to top 3 February 25, ) Schedule interviews with top 3 February 25 and 26, ) Selection Committee interviews top 3 March 03 and 04 (if needed) 7) Selection Committee selects firm for services March 07, ) Notification and negotiation of price March 08, ) Fixed contract finalized and signed 10) Contract executed and work begins 11) Date for testing website 12) Go live date (on or before) 4

5 Selection Schedule and Requirements: 1. Qualification Statements in accordance with this RFQ will be accepted at Boise Centre s Administrative Office located at 850 West Front Street, Boise, Idaho until 4:00 p.m., local time, on February 22, Responders should submit (3) three hard copies and one electronic copy on a CD-ROM or USB Thumb Drive of their Qualification Statement. 3. After the submittals are opened, a Selection Committee appointed by the Boise Centre Executive Director will review the Qualification Statements. 4. A fee proposal shall be submitted as part of the Qualification Statement. Fee proposals must be submitted in a sealed envelope marked Fee Proposal for RFQ Website Design and Development and placed in the envelope containing the Qualification Statement. Fee proposals will not be opened or read by Boise Centre until after a ranked respondents list has been approved by the Selection Committee and the interviews have occurred. 5. After the interviews the Selection Committee will negotiate with the highest ranked firm to obtain a reasonable and fair contract for the respondent s services. If unable to negotiate a reasonable and fair contract, the Selection Committee shall negotiate with the next ranked firm. Presentation to Selection Committee: Companies invited to make a presentation to the Selection Committee will have a total of 60 minutes for their presentation. This presentation will be made March 03 and 04 (if needed), The agenda for the 60 minutes is: 10 Minutes Introductions 35 Minutes Presentation on website design, development and CMS Services 15 Minutes Q & A and Open Discussion Right to Waive Requirements or Cancel RFQ. By responding to this RFQ, the responder does not obtain any contractual or other rights against Boise Centre or the District. Boise Centre may waive or modify the any or terms of this RFQ in its discretion. Boise Centre may also deviate from the process it describes herein as Boise Centre determines in its discretion is necessary to obtain the best services and the best price. Boise Centre may without notice decide to cancel this RFQ and acquire the services described herein by other means. 5

6 Evaluation Criteria Criteria Rating Weight Score Proposal Format / Content (appearance, compliance with instructions) Project Approach Firm Qualifications / Experience Support Service Time Frame Work Examples / References Interview / Presentation Rating Points: (fractional ratings can be used, e.g. 2.8 or 4.5) Excellent Good 3.0 Meets Minimum Expectations 2.0 Unsatisfactory Poor (Rating x Weight) = Score = (100 points maximum) 6