WEBSITE REDESIGN & DEVELOPMENT

Transcription

1 Chittenden County Regional Planning Commission WEBSITE REDESIGN & DEVELOPMENT Request for Proposals Issue Date: Wednesday, April 22, 2015 Proposal Due Date: Friday, May 15, 2015 at 4:00pm Chittenden County Regional Planning Commission 110 West Canal Street, Suite 202, Winooski, VT Phone: (802) Fax: (802) ccrpcvt.org

2 TABLE OF CONTENTS 1.0 INTRODUCTION Proposal Timeline Project Timeline & Budget Contract Terms PROJECT PURPOSE AND OBJECTIVES Project Purpose Project Objectives FUNCTIONALITY GUIDELINES, INTEGRATION NEEDS, AND DELIVERABLES Functionality Guidelines Integration Needs Deliverables AVAILABLE RESOURCES Available Resources PROPOSAL QUALIFICATIONS Proposal Submission Requirements Basis for Award of Contract Proposal Submission Deadline, Format, and Questions

3 1.0 INTRODUCTION The Chittenden County Regional Planning Commission (CCRPC) is requesting proposals for consultant services to assist with the redesign of its current website (ccrpcvt.org). This will be a concept to completion project. 1.1 Proposal Timeline The Proposal Timeline for this project is as follows: Wednesday, April 22, 2015 Wednesday, May 6, 2015 Friday, May 15, 2015 May 18-29, 2015 June 1-5, 2015 June 8-12, 2015 February 1, 2016 RFP issued All questions regarding the RFP are due (see Section 5.3 for details) Proposals due by 4:00 PM EST Internal review and interview of candidates Successful bidder notified Contract signed Contract deliverables due 1.2 Project Timeline & Budget Project Timeline: The project timeline is June 8, 2015 through February 1, The project will be organized in two main phases: Design/Development; and Implementation/Testing. Phase I: Design/Development Analysis of current website and analytics; project plan development and refinement; timeline development and refinement; content refinement; design creation and review. Phase II: Implementation/Testing Implementation of chosen design, including: transfer of existing website to new platform, Google Analytics set-up, full performance testing, all revisions as needed. Project Budget: The total project budget is approximately $20, Contract Terms The CCRPC will negotiate full contract terms upon selection. All contracts are subject to review by legal counsel and the CCRPC. The project will be awarded upon the signing of an agreement/contract, which will outline terms, scope, budget, and other items deemed necessary by the CCRPC. 2

4 2.0 PROJECT PURPOSE AND OBJECTIVES 2.1 Project Purpose The CCRPC utilizes its website (ccrpcvt.org) as the primary platform for communication with the 19 municipalities it serves, including elected and appointed municipal officials and municipal staff; state government agencies; the legislature; the media; the business community; internal staff and organizational committees (Board of Directors, Transportation Advisory Committee, Planning Advisory Committee, etc.); regional partners; project consultants; and the general public. The current CCRPC website operates on an outdated version of WordPress and is unable to be updated without dismantling the website s numerous PHP tables and other custom coding. As the CCRPC moves forward and continues to provide the audiences above with the information to meet their unique needs, an opportunity exists to develop a redesigned website that enhances its services and aligns functionally, intuitively, and visually with the quality of work the CCRPC seeks to uphold. In addition to the CCRPC s primary website, a few partner websites are managed by the CCRPC: The ECOS Project: ecosproject.com The Lake Champlain Byway: lakechamplainbyway.com Regional Stormwater Education Program: smartwaterways.org Chittenden County Stream Team: ccstreamteam.org Go! Chittenden County: gochittendencounty.org As part of this project, the CCRPC is seeking suggestions for better incorporation/integration of these websites with the main CCRPC website. 2.2 Project Objectives An intuitive, flexible, and informative website with a simple content management system is vital to CCRPC operations on both the project and organizational level. The CCRPC is seeking development of a user-friendly site that can deliver a wide variety of content to a diverse array of stakeholders. The redesigned website will be: Simple (both the published website and the back-end CMS) Intuitive (navigation and functionality must meet the needs of a broad spectrum of users) Visually pleasing (should visually demonstrate the quality of life Chittenden County is known for) Secure Quick to load and operate for all users, regardless of browser or device In alignment with the CCRPC s vision and mission, with a particular focus on increasing and encouraging meaningful public participation 3

5 3.0 FUNCTIONALITY GUIDELINES, INTEGRATION NEEDS, AND DELIVERABLES Throughout the strategic redesign and development of the new CCRPC website, all work submitted for consideration or review must be in a format that allows the designs to be used for further concept development, operational considerations, and marketing and planning activities. All designs, reports, and supporting documents should be provided in electronic format. All work will be fully owned by the CCRPC. 3.1 Functionality Guidelines Open-source, easily-updated CMS required (WordPress or similar preferred); Easy, automated back-up functionality; Optimization for both desktop and mobile viewing (phones and tablets), including intuitive, effective and fast display on all devices and operating systems (IOS and Android); Browser/cross-platform compatibility for: Chrome, Internet Explorer, Firefox, Safari, Android, Safari (in-app), Amazon Silk, IE with Chrome Frame, Opera Mini, Opera; No use of Adobe Flash, Java, or other plugins; No custom or proprietary coding requiring external maintenance or updating; Capacity to allow embedding from social media platforms (YouTube, Facebook, Twitter, Instagram); Intuitive site search feature; SEO enhancements and best practices; Ability to accommodate users with visual and hearing disabilities; Ability to accommodate users who don t speak English. 3.2 Integration Needs The CCRPC requires website integration with the following: Google Analytics for usage tracking; CCRPC s marketing tool (Constant Contact); Microsoft SharePoint for: CCRPC s external Data Library (currently hosted by SharePoint); CCRPC s internal project management feature (to be hosted by SharePoint); Future capability to use internal SharePoint project pages as public project webpages. CCRPC s events calendar (Google Calendar); Ability to embed GIS maps and other interactive functions for maps and overlay districts. Other integration needs may be identified during the development process. 3.3 Deliverables 1. A project plan and corresponding timeline and budget for all deliverables; 2. A Google Analytics review of the current website, including a summary report and suggestions for improvement to be accomplished with the redesign; 3. A demonstrated understanding of the CCRPC s diverse audiences and needs, including: 4

6 The review of 3-5 high-quality comparable websites with similar audiences for incorporation of ideas and best practices (as part of the initial development process). 4. An intuitive site map for internal development purposes that will be used to: Review/reorganize existing content; Identify new content needs and opportunities; Identify outdated content for removal; Compile all final content for the redesign. 5. Consistent brand integration and enhancement, including the use of the current organization name, logo, and general color scheme; 6. The use of an open source CMS (WordPress or similar preferred) for redevelopment, design, and implementation of the new website, as well as post-launch maintenance; 7. Presentation of 3-6 potential design directions. 8. Applicable training for CCRPC staff once design/platform is determined; 9. Full redirect of current website to new website, including any applicable hosting changes, functionality and link testing, Google Analytics set-up, and 404 redirects. 10. Partner websites in Section 2.1: Suggestions for better incorporation/integration with the main CCRPC website. 4.0 AVAILABLE RESOURCES 4.1 Available Resources The CCRPC s Communications Manager will be the Project Manager for the website redesign process. With assistance from the Executive Director and internal staff, the Project Manager will work with the consultant during all phases of the project to develop a refined project plan, and will create/provide all content. The CCRPC will utilize a majority of existing website content. New content will be identified and required in select areas, and outdated content will be identified and flagged for removal. All content will be curated by the Project Manager and provided via Word or text documents. The Project Manager will be the primary point of contact and is responsible for curation of information from other staff and stakeholders. The Project Manager will monitor the budget and schedule and act as the liaison between the consultant and the CCRPC. 5.0 PROPOSAL QUALIFICATIONS 5.1 Proposal Submission Requirements The proposal should demonstrate that the consultant understands the intent and scope of this project, the character of the deliverables, the services required for their delivery, and the specific tasks that must be performed. The proposal should include the following: 1. Cover Letter 5

7 2. Introduction to the Consultant Firm and Project Approach: This section should provide a brief introduction along with an overview of the consultant s understanding of the nature of the work and general approach to be taken. 3. Scope of Work: This section should provide a detailed description of the consultant s approach to this project, specifically addressing the Functionality Guidelines, Integration Needs, and Deliverables found in Section 3.0. The consultant should provide approaches, schedule, and budget. 4. Project Management Organization: This section should discuss the firm s project management structure. 5. Qualifications and Experience of Key Staff: Consultants should identify key individuals to be assigned to this project and include the function and/or responsibility of each of the identified individuals. 6. Qualifications of the Consultant Firm: Consultants should provide the following information relative to their firm: Firm name and business address, including telephone number and contact. Year established. Include former firm names and year established, if applicable. Identify the state in which the firm was organized or incorporated. Type of ownership, and name and location of parent company and subsidiaries, if any. Indication of whether the firm is licensed to do business in the State of Vermont (a requirement of this project). Number of full-time employees. Part-time employees or consultants routinely engaged by the respondent may be included if clearly identified as such. A description of the firm s general qualifications, including demonstrated experience creating successful outcomes with similar types of contracts. A description of the relevant specific skills and services the firm offers, particularly relating to municipal or government institutions. 7. References (a minimum of three): The respondent should submit names, addresses, and phone numbers of at least three references familiar with the consultant s ability, experience, and reliability in the performance and management of projects of a similar nature. 8. Website References (a minimum of three): The respondent should provide three websites, including active URLs, it has redesigned or produced that best reflect its work and are most relevant to this project. Additional Consultant Requirements: The Consultant awarded this contract shall, upon notification of award, apply for registration with Vermont Secretary of State s office to do business in the State of Vermont, if not already so registered. The registration form may be obtained from the Vermont Secretary of State, 109 State St. Montpelier, VT The fee is $ The telephone number is (802) The contract will not be executed until the Consultant is registered with the Secretary of State s office. The successful Consultant will be expected to execute sub-agreements for each sub-consultant named in the proposal upon award of this contract. 6

8 The Consultant s attention is directed to the VTrans Disadvantaged Business Enterprises (DBE) Policy Requirements as outlined in Section of the Specifications for Consultant Services. These requirements outline the State s and the Consultant s responsibility with regard to the utilization of DBE for the work covered in the RFP. Copies of the VTrans current DBE Registry are available upon request from VTrans. It is expected that all Consultants will make good faith efforts to solicit DBE subconsultants. Prior to beginning any work, the Consultant shall obtain insurance coverage in accordance with the Standard Contract Provisions. Note that references in these provisions to Municipality should be considered as referring to the CCRPC. A certificate of insurance coverage is required. 5.2 Basis for Award of Contract 1. Proposal received by due date. 2. Proposal demonstrates a clear ability to deliver within the project timeline and budget outlined in Section Proposal includes a Scope of Work that best addresses Sections 2.0 and Project team s demonstrated and successful experience with similar projects. 5. Relevant experience with similar organizations preferred. The CCRPC reserves the right to dismiss any proposal for any reason, to waive any formality and any technicalities or to cancel this RFP in part or in its entirety if it is in the best interests of the CCRPC. This request for proposals in no way obligates the CCRPC to award a contract. 5.3 Proposal Submission Deadline, Format, and Questions Proposal Submission Deadline and Format: Consultants responding to this RFP are required to submit the information above in PDF format via by 4:00pm EST on Friday, May 15, 2015 to: elong@ccrpcvt.org. Proposals received after the deadline will not be accepted. All information received in response to this Request that is marked Proprietary will be handled accordingly. Responses to the Request will not be returned. Pre-Submission Questions: Questions will be accepted until 5:00pm EST on Wednesday, May 6, 2015 to ensure reasonable time to review and answer these questions, and for all parties to have adequate time to review the answers. All questions and answers will be posted on the CCRPC s website at ccrpcvt.org/rfps. All questions and communications regarding this RFP should be directed to Emma Long, CCRPC Communications Manager, via elong@ccrpcvt.org or (802) x21. 7