Request for Proposals Website Development RFP Issue Date: July 15, 2015 RFP Submittal Date: August 13, 2015 by 2 p.m.

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1 Request for Proposals Website Development RFP Issue Date: July 15, 2015 RFP Submittal Date: August 13, 2015 by 2 p.m., Central Time RFP Contact: Katherine Walker, Executive Director Galena/Jo Daviess County Convention & Visitors Bureau 720 Park Ave. Galena, IL

2 July 15, 2015 To All Prospective Bidders, The Galena/Jo Daviess County Convention & Visitors Bureau (CVB) is seeking a technology firm to assist with the creation or development of a responsive design website. We are looking for a company that has strong experience in designing sites focused on the user experience in the tourism industry. We strive to form a true partnership with the primary goals of maximizing tourism, as well as hotel and sales tax revenue. We promote our area as the Midwest s Premier Destination Getaway. Our major geographic target market is Chicago. Our destination is attractive to the leisure traveler for its scenic beauty, authentic history and outdoor activities. As the home of Eagle Ridge Resort & Spa and Chestnut Mountain Resort, we attract visitors year round. Downtown Galena is picturesque and historical dating back to the mid 1800 s. To date in 2015, accolades have included Fodor s 10 Best Antiquing Towns in the U.S., West Suburban Living s Best Weekend Getaway, Bustle.com s Top 11 Most Romantic Cities and VacationIdea.com s 25 Best Small Town Honeymoon Destinations in the U.S. In addition to Galena, we market the ten cities and villages within Jo Daviess County. They feature numerous shops, golf courses, recreational opportunities and unique festivals. We are home to four wineries, two breweries and one distillery which attract numerous wine, beer and spirit enthusiasts with locally-produced goods and events. We partner with several regional and local tourism organizations, but most importantly we work in conjunction with the Illinois Office of Tourism. Our website has seen incredible growth the last several years and we look to maintain that positive momentum. Interested parties should review the attached information to ensure that you can meet or exceed the minimum requirements for the scope of work. All proposals, if complete, will be carefully reviewed and evaluated based on the criteria provided with this RFP. I look forward to hearing from you. Sincerely, Katherine Walker Executive Director Galena/Jo Daviess Convention & Visitors Bureau

3 Organization Overview The Galena/Jo Daviess County CVB is a division of county government. Our organization reports to a nine member board of directors. The organization began in 1982 and promotes the entire geographic area of Jo Daviess County in northwest Illinois. Our major focus is the leisure traveler with a high percentage of our visitors coming from Chicago and its metro area. We are also a wedding destination with numerous options for beautiful and affordable nuptial celebrations. The major program areas of the CVB are leisure marketing, social media, group sales, visitor information services, event promotion and management and community outreach. Our marketing is primarily driven by prior research we have conducted. The most recent research on our visitors and non-visitors can be found by visiting choosing About the CVB and then clicking on 2011 Galena/Jo Daviess County Visitor Inquiry Study Results. A key component of the CVB s marketing strategy is the website. The current site at galena.org was designed in 2012 on a WordPress platform. The site is managed in-house currently. It is hosted on a remote server that is currently managed internally. Attractions in the destination include the home of Ulysses S. Grant, four wineries, two breweries, a distillery, 10 golf courses and one of the most historical downtown districts in the United States. The region is often referred to as the Driftless Area. When the glaciers moved southward millions of years ago, they split as they entered the area, leaving us with hills and valleys instead of the flat land commonly found in Illinois. As a division of government, documents are subject to the Freedom of Information Act (FOIA) and other Illinois legislation such as posting information on the website. More information about the Galena/Jo Daviess County CVB can be obtained at our website

4 Purpose & Services Required The purpose of this RFP is to obtain proposals from qualified firms interested in providing website design services, including but not limited to these responsibilities: 1. Create a new website or refresh the current website utilizing a platform which is efficient, flexible, informative and easy to maintain. We need the website to be able to deliver large amounts of constantly changing information to consumers and stakeholders. Of primary focus should be the navigation menus, themes and templates, primary and secondary page layouts and incorporation of our social media channels. 2. In addition to a user-friendly, intuitive interface, we also need a content management system to enable the CVB staff to easily add pages and update content without multiple and/or duplicative steps. The website needs to be proactive to adapting to our marketing messages and campaigns. 3. The website should be of responsive web design. 4. A customer relationship management system should be built into the website. 5. There should be functionality to allow staff to live chat with consumers. 6. Enhanced site search needs to better anticipate the consumer and their questions. 7. The website should easily be translated into multiple languages (currently Google Translate). 8. After execution of the contract, bi-weekly meetings, whether in-person or via phone, will need to be established to ensure that a timeline is being adhered too. 9. The website should easily support all existing content, widgets and plug-ins (identical or similar in scope). 10. Provide training and necessary support to permit easy use by CVB staff. 11. Two additional items that might be added in the future that the website should be able to easily integrate would be a third-party reservations system and an e-commerce system. 12. The company chosen should be open to all phases of research, design and testing to ensure the website meets the demands of consumers, stakeholders and CVB staff. This includes, but isn t limited to meetings, interviews, reviews, consumer research, activity tracking, experience mapping and testing among different target groups. The website is currently utilizing WordPress as its platform. The calendar of events is currently hosted through a third-party vendor, Trumba, and has worked successfully for us. We utilize Google Analytics and Webmaster to monitor the vitality and health of the website. Search engine optimization is handled in-house and the site should continue to support existing efforts. The Galena/Jo Daviess County CVB is seeking a company to work in conjunction with them in developing and implementing a world-class website that benefits both the destination and the visitor. The company should understand the travel and tourism industry, its role in economic development and its importance to our destination. All items included in the proposal should be listed separately regarding costs and not be dependent on any other criteria not specifically mentioned in the proposal.

5 Proposal Requirements General Company Information: Number of employees Location of primary office and any additional offices Number of clients you have with under $150,000 in website design budgets Number of tourism clients you have currently and previously A description of company history and travel experience Organizational structure of the company Experience with responsive web design projects Conflicts of interest Biographical information on those staff who would be managing the project and a part of the design team Successful applicant must comply with Jo Daviess County Insurance requirement Visit click on Applications & Forms, and then click on the link under Attention Vendors & Contractors regarding the insurance policy. ( FC8%7D/uploads/Contractor_Insurance_policy_pkt_2012.pdf) A singular quality that separates you from the competition A statement of why are you interested in our RFP Recommendations: Detail three websites you would suggest would be in the competitive set with the Galena/Jo Daviess County CVB s website. Describe what you see as the future of our destination based on the possibilities of a new or redesigned website. Describe your experience in producing websites for tourism organizations and your process of designing, developing and implementing websites. Describe how you would address possible integration issues with the content in-place currently and what possibly would need to be done based on your recommendations. Describe your background with SEO/SEM and Google Analytics and Webmaster. Detail the administrative costs of the company, describing total costs associated with the contract. Fees should not be bundled, but listed as independent of one another. See form attached. Provide three live examples of travel/tourism websites you have developed with a description of their strategy and results. Administrative: Two bank references Two client references

6 Proposal Submission 1. Proposals in one original and nine copies will be received from each bidder in sealed packages with your company name on the package. The original should be signed and dated by an authorized official to bind the firm. Unsigned proposals will not be accepted. Bids submitted via fax, telephone and electronic means in response to this RFP will not be accepted. 2. All proposals must be received by the date and time specified on the first sheet of this RFP. Materials received prior to the due date and time, will have a receipt noting date and time received written on the bid envelope. If materials arrive after the time specified, date and time received will be written on the envelope and materials will not be accepted but kept in the file unopened and may be returned to the bidder unopened. In fairness to all bidders, submission times will be strictly adhered to. 3. Sealed proposals shall be publicly opened at 3:00 p.m. Central Time, on August 13, 2015 at the CVB office, 720 Park Ave., Galena, IL, Interested companies may attend the opening. Each proposal will be open and noted, with the name of each bidder announced publicly. A tabulation of responding companies shall be posted for the public. 4. The selected firm will be required to carry and provide certificates of insurance as required by the Jo Daviess County certificate of insurance policy. 5. Before work is commenced or contract signed, contractors doing business with Jo Daviess County are required to provide proof of insurance satisfactory to the County and documentation evidencing that the contractor maintains insurance that meets the requirements listed in the policy. 6. The selected firm agrees it shall defend, indemnify, and hold harmless Jo Daviess County, its officers, and its employees and the Galena/Jo Daviess County Convention & Visitors Bureau, its officers, and employees against any and all liability, losses, costs, damages, claims, judgments, expenses, including attorney fees, arising out of or resulting from the negligent or intentional acts or omissions of the selected firm during the performance of its duties pursuant to this contract. The duty to indemnify shall survive the expiration or termination of the award contract. 7. The contract documents consist of the RFP, the bid specifications, the Contractor s bid proposal, the Jo Daviess County Certificate of Insurance Policy, all addenda and other documents included in the Agreement between the Owner and the Contractor as a part of the Contract. 8. Bidders will not be compensated for any costs related to their responses, or any other costs incurred by participation in the process. There is no expressed or implied obligation for Jo Daviess County to reimburse responding companies for any expenses incurred in submitting proposals for this request. 9. Bid prices shall include all costs needed to cover the work of this RFP. Travel and lodging expenses will remain the vendor s responsibility.

7 Cost & Compensation At a minimum, the proposal should detail the following costs (typically on a per hour basis) dependent upon the website s needs: Research (meetings, interviews, reviews, user tracking, etc.) Design (architecture, mapping, development, prototypes, etc.) Testing (internal, external, etc.) Maintenance and on-going support License fees Staff training Estimate of out-of-house costs per hour Any other significant professional services to be billed A total of estimated compensation Use form that follows for completion of this section.

8 Company Name Research Design Testing Maintenance and on-going support License fees Staff training Estimate of out-of-house costs per hour Other Costs Please Identify a) b) c) d) e) Estimated Compensation

9 RFP Process Timeline July 15, 2015 July 30, 2015 July 31, 2015 August 13, 2015 August 13, 2015 August 20, 2015 August 25, 2015 September 2015 Advertisement of RFP RFP questions due Questions deemed suitable and pertinent to the bid should be submitted electronically to by 4 p.m. Central Time. Phone calls will not be taken. RFP Q & A will be posted on under the About the CVB section RFP response due to the CVB office by 2 p.m. Central Time one original and nine copies RFP openings at 3 p.m. Central Time Review by CVB Sales & Marketing Committee CVB Board recommendation for presentations from selected companies Presentations from selected companies September 29, 2015 CVB decision for website development company October 2015 October 13, 2015 December 1, 2015 June 1, 2016 Review the contract, obtain signatures and confirm insurance requirements are met CVB decision to County Board for approval Contract begins Website tentative launch

10 Terms and Conditions The term of this contract is for the creation or redesign of the CVB website, galena.org. The contract would begin no earlier than December 1, 2015 and would terminate at the completion of the website. Contracts are subject to the approval of the Jo Daviess County State s Attorney and the Jo Daviess County Board. Any falsification of materials presented by the vendor may cause cancellation. The Jo Daviess County insurance requirement must be current and in-force for the entire duration of the contract. The county pays invoices once a month. Invoices must be received by the first of the month in order to be processed and approved by the county board which meets the second Tuesday of each month. There are no exceptions. Invoices received after the first of the month will be paid in the following month. For example, a bill submitted on May 2 would be paid in June. A bill submitted prior to May 1 would be paid in May. Proof of performance will be the qualification for payment. Up-front payments will not be done. The website, as well as any and all materials, created and paid for by the Galena/Jo Daviess County CVB will become the exclusive property of the CVB.

11 Right of Rejection The Galena/Jo Daviess County CVB and Jo Daviess County reserve the right to reject any and all proposals, either in part or in their entirety, to wave technicalities or informalities, and to accept any proposals deemed to be in the best interest of the Galena/Jo Daviess County CVB and Jo Daviess County. Submission of a proposal indicates acceptance by the firm of the conditions contained in this request for proposal unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the Galena/Jo Daviess County CVB, Jo Daviess County and the firm selected.

12 Disclosure The content of all proposals, correspondence and any other medium which discloses any aspect of the request for proposals will be considered public information when the award decision is announced.

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