Request for Proposals Website Redesign Wyoming Economic Development Association (WEDA)

Transcription

1 Request for Proposals Website Redesign Wyoming Economic Development Association (WEDA) PROPOSALS DUE January 22, 2016 PROPOSAL INFORMATION Established in 1985, the Wyoming Economic Development Association (WEDA) is a non-profit 501 (c) 6 professional association representing over 100 economic development members and organizations, in addition to over 500 affiliate members who support economic development through their local economic development groups. WEDA is the only association of its kind in Wyoming. The WEDA website was originally created a number of years ago. It is a valuable tool to members and others interested in learning about economic development in Wyoming. WEDA is interested in having the following services provided by qualified professionals. The services and desired deliverables include: Redesign of a website, including a new layout Content Management System allowing WEDA personnel to maintain site, add new pages and photos Photo Gallery capabilities Web hosting of the site Discussion on delivery method for content for mobile devices The following information is an expanded description and explanation of each product requested from the research team. RFP SCHEDULE RFP Available: November 20, 2015 Questions on RFP to be submitted: December 21, 2015 Answers/Addendum Posted: December 31, 2015 Proposals Due: January 22, 2016 Proposal Analysis: January 25 February 12, 2016 Consultant Selected: February 15, 2016 Contract Commencement: March 1, 2016 This timetable is for the website professional s information. Project constrains may cause these dates to change. 1

2 SCOPE OF WORK An overview of the project WEDA desires a new website to better support its members with the necessary tools used to create, retain and expand jobs, attract businesses, and develop a skilled workforce. Currently, WEDA s website has a lot of good content available, but it can be difficult to navigate. Additionally, the design of the website seems a bit outdated. WEDA wishes to update our website to be more user-friendly and visually appealing, offering timely resources and information that can be easily changed out. The professional(s) who is awarded the project may also perform the maintenance on the site. It is WEDA s intention to do the bulk of the content addition itself. Please include web hosting prices as part of the Additional Services component of the proposal. WEDA s website also needs to adequately show off: Membership services Membership Portal Conference Information Certification Information Scholarship Information A library of publications and resources (via hyperlinks) About WEDA Contact WEDA WEDA Board & Committees Strategic Plan Job Postings Partners & Links Interactive/hyperlinked list of our Sponsors More specific information about the Website Redesign of the website and new layout WEDA s website has not been updated in a number of years. Thus, WEDA would like to see an updated, modern look to our website that encourages members and prospective members to stay on the site. The current design look of the website is similar to all of our other publications, so this can be integrated into the proposed website. However, speculative designs are also accepted. WEDA wishes for a clean look and easy navigation amongst its home page, menus and links. WEDA requires contact information for the organization to appear at the bottom and top of every page. 2

3 Content Management System WEDA would like to do as much of the addition or changes to the content of its website in-house. A relatively simple, user-friendly CMS allowing for quick and easy changes is very attractive to WEDA. Password Protected Membership Portal WEDA is interested in seeing what a password protected membership portal would look like and how it could be accessed. WEDA is also interested in determining if there is an annual contract required and if any additional bandwidth is needed. Web hosting WEDA already has a company that performs its web hosting. In regards to hosting for the purposes of this proposal, WEDA is interested in knowing how a transfer from its current host to a new company would work and the cost associated with that; if there is an annual contract required; etc. Please include this as part of the Additional Services. Delivery vehicle for content for mobile devices With iphone, Droid and other devices coming to the Wyoming market, as well as worldwide, it makes sense to explore the vehicles for delivering content from the WEDA website to hand-held devices. WEDA is interested in exploring options for doing this. Content generation WEDA personnel are willing to populate the website once it is designed in an effort to control costs. WEDA personnel can add text and photos to the site after the design is completed, with some direction from staff of the firm who wins the bid. Training on the CMS Included in the proposal is an amount of time when staff from the company awarded the contract can offer basic training to WEDA personnel regarding use of the content management system. Any questions regarding the Scope of Work or RFP may contact: Mona Pearl 1401 Airport Parkway; Suite 300 Cheyenne, WY info@wyomingeda.org Questions must be submitted by December 21, SUBMITTAL REQUIREMENTS Proposals must contain the following information to be considered responsive. Proposals should provide a concise presentation of sufficient length to be complete. Brevity is 3

4 appreciated to the extent possible. Proposals may be submitted via or via mail. No submittals via fax will be accepted. Cover Letter. A cover letter with company name, address, phone number, project contact and principal signature is required, expressing interest in the project and certifying that sufficient resources in personnel, equipment, and time are available and can be committed to this project. Project Schedule. Provide a project schedule showing key tasks (including training on the CMS) and estimated task duration. Clearly define responsible party for each key event. Project Team. Provide a list of the firm s employees who will be directly participating in this project along with a brief background on their professional work and areas of expertise. Describe the qualifications, including education and professional experience specifically related to this scope of work, of all individuals to be assigned to the project. Please also note the percentage of time that each professional will be assigned to the project. Relevant Experience. List only projects of similar nature that the lead professional has completed. Be specific on why the referenced project is similar to this project. Include the referenced project name, a brief description, significant challenges faced (anticipated and unanticipated), project timelines, original budget, final cost, awards or recognitions received, participatory processes utilized, if the project was completed on time and a reference name and phone number. Fees. Provide a complete list of fees broken down with a total not to exceed amount. Provide a listing of Additional Services and accompanying fees for any work noted by the professional as part of their proposal beyond that requested specifically in this RFP. Provide factual information concerning the cost of labor, material, and other cost elements, which are expected to be incurred for each phase of the project. This project must be completed for a sum of $7,000 or less, all inclusive. SELECTION CRITERIA AND EVALUATION Firms will be evaluated on the following basis: 1. Technical Skills & Qualifications of Firm and Project Team Staff 2. Vision and Design of the Website 3. Past record of Performance & Experience 4. Current Workload of Firm and Project Team Staff 5. Reasonable and Competitiveness of the Proposed Timeframe 6. Reasonable and Competitiveness of the Proposed Cost The Selection Committee that will evaluate these proposals will be the WEDA Executive Committee Team. 4

5 An invitation to enter into contract negotiations shall be forwarded to the firm or individuals determined to be qualified and best able to perform the described task. WEDA will notify in writing to those Professionals who have submitted a Proposal in response to this RFP but who are not selected as the final firm. SUBMITTAL PROCEDURES To ensure consideration, one (1) electronic or hard copy of submittal should be received by 5:00 pm on January 22, Submittals/Questions may be directed to: TERMS AND CONDITIONS Incurred Costs Mona Pearl 1401 Airport Parkway; Suite 300 Cheyenne, WY info@wyomingeda.org This request for proposals does not commit the Wyoming Economic Development Association (WEDA) to award a contract or to pay any costs incurred in the preparation of a response to this request. WEDA will not be liable in any way for any costs incurred by respondents in replying to this RFP. Right to Cancel WEDA reserves the right to cancel this RFP at any time and to decide not to consider any or all of the respondents submitting information in response to this request. Additionally, WEDA reserves the right to: Reject any or all proposals or any portion of all proposals received; Reject any Proposal which is conditional or incomplete; Continue the Proposal Evaluation process and select the proposal which offers the best value to WEDA even if all Bidders fail to meet one or more of the mandatory requirements; and/or Advertise for new proposals. Severability If any terms or provisions of this RFP shall be found to be illegal or unenforceable, then such term or provision shall be deemed stricken and the remaining portions of this document shall remain in full force and effect. 5

6 Collusion By responding, the firm implicitly states that his/her proposal has not been made in connection with any other competing firm submitting a separate response to this RFP; is in all respects fair; and has been submitted without collusion or fraud. Oral Presentation/Interview Respondents who submit a proposal to this RFP may be required to give an oral presentation of their proposal to WEDA personnel. This provides an opportunity for the respondent to clarify or elaborate on the proposal. These are fact-finding and explanation sessions only and do not include negotiation. WEDA will schedule the time and location of these presentations, if necessary. Oral presentations are an option of WEDA and may or may not be conducted. Affirmative Action WEDA is an equal opportunity employer and membership organization and does not discriminate on the basis of age, color, disability, gender, gender identity, gender expression, national origin, political affiliation, race, religion, sexual orientation, genetic information, veteran status, or any other basis protected by law. Assigning/Transferring of Agreement Any successful firm is prohibited from assigning, transferring, conveying, subletting or otherwise disposing of the resulting agreement or its rights, title, or interest therein or its power to execute such an agreement to any other person, company or corporation without prior consent and approval in writing from WEDA. REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK 6