Addendum #1 is being issued to provide the following information:

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1 PROCUREMENT OFFICE Division of Finance Community, Municipal Services/Education 1 Franklin Street, Suite 345, Hampton, VA Phone: (757) Fax: (757) May 22, 2013 RE: ADDENDUM #1 RFP /CGE (Web Site Development and Hosting ) Gentlemen/Ladies: Addendum #1 is being issued to provide the following information: TO PROVIDE ANSWERS TO QUESTIONS RECEIVED: We are only interested in web development and hosting. We will already be using Office 365 through the City. We will consider the company using a third party hosting site which will be included in the cost. Question 1: Is there any desire to align the design of the new Arts website described in the RFP with that of the new site at Answer: No, this will be an entirely separate website that is event based in its design and format. Question 2: Is there any requirement or desire to continue using the existing content management system (Joomla)? Answer: No requirement or desire. As long as the new content management system is user friendly and we are trained. Question 3. Are there any other entities / facilities that will be integrated into the Hampton Arts site, similar to the Charles H. Taylor Arts Center? Answer: The new website should encompass The American Theatre and The Charles Taylor Arts Center only- with giving equal presence to both buildings.

2 Question 4: Work Standard where can I find the specifications and performance standards mentioned here (Web Development and Hosting Services)? Answer: The specifications are outline under III. Scope of Work, B. Specific Requirements, 1-9. Question 5: Ticket Information - should the new website include an online ticket sales function, or will tickets be purchased through thirdparty sites? Answer: Tickets will be purchased through Question 6: Mailing List and Social Media - does the Hampton Art's Commission have an existing mailing list? If so, what service is used? Will that service be used on the new site? Should template design be included in the proposal? Answer: We already have an existing list and service through Constant Contact. Please do not include that in proposal. Question 7: Is there an incumbent company already on board? If so, who? Answer: During the RFP process, we do not release the names of our vendors. Question 8: Page 3: Purchasing tickets - The RFP mentions "...the general public who utilize the website... to purchase tickets." We observe that the current website does not, In fact, seem to allow purchasing of tickets on the website itself. Later, the RFP says that the website will provide "ticket information," implying that the redesigned website will continue to simply have links and textual information. Please confirm that an ecommerce solution is, or is not, desired. And, if it is desired, then additional specifications will be needed in order to accurately quote an ecommerce solution. Answer: We will be using for ticketing. Question 9: Page 3: "Compatibility: Website should be compatible with all web browsers." Literally "all" web browsers is both vague and all encompassing. Does this mean to say all past versions or just the latest version of browsers? Does this requirement intend to also include platforms (various smartphones and tablets, in particular)? Standard web practice is to design and perform quality control testing for the major web

3 browsers only, in the most recent couple of versions (e.g., IE8, IE9, and IE10, but older versions are not included). Note that just because a browser is not required to be supported does not mean that it can't use the website, only that you are not requiring effort to be included to fully test and implement minor functional and styling tweaks. Please clarify the intent of this requirement. Additionally, we suggest that implementing a Responsive site should be listed as a separate requirement ( Responsive refers to the ability of the website to detect as much as possible the capabilities of each user s browser, window and platform, and to deliver appropriately sized and formatted content or auto-scaling content. Additionally, we suggest that implementing a Responsive site should be listed as a separate requirement. ("Responsive" refers to the ability of the website to detect as much as possible the capabilities of each user's browser, window, and platform, and to deliver appropriately sized and formatted content or auto-scaling content.) Answer: Website should be compatible with all major browsers (FireFox, Internet Explorer, Google Chrome, Safari, etc.) Question 10: Page 4: "Plan Your Visit. Pages to assist patrons plan their visit should include directions and interactive map," We suggest that use of the Google Maps API is appropriate, familiar and comfortable to almost everyone in the general public, low-cost, fully supported, and debugged for all modern browsers. If a custom solution is required, please specify as this will require additional effort. Answer: No custom solution is required. Question 11: Page 4: "It is imperative that the content management system used to update the website be event driven and should eliminate duplication of content entry on website, mobile site and Facebook." We recommend the use of available 3rd party apps that essentially read an RSS feed and cross-posts to the other service(s). These are generally open-source, readily available, and simply require configuration and setup. If a custom solution is required, please specify as this will require additional effort. Answer: No custom solution is required. Question 12: Page 4: "6. Social Media integration Incorporation of social media including but not limited to Facebook, Twitter, and You Tube. Full integration with all active social network pages that brings in the latest posts onto the website is expected." This will depend heavily upon what is meant by "full integration". As mentioned previously, our recommendation

4 is to make use of feeds and available add-ons or apps. Again, if these are not acceptable please specify the exact requirements so an appropriate effort can be quoted to code a custom solution. Answer: These are acceptable. Question 13: Page 4: "9. Optimization: The new website must maintain current organic search engine placement. This is a generally worded requirement which is not necessarily in our control. Search Engines are changing their algorithms all the time to better optimize based upon reverse-engineered hacks that constantly come into use. As a result, we could do nothing and the site could have a change in its "organic SE placement." Furthermore, if the site is restructured, pages are added or deleted, or any page content changes, this also can have a negative impact (as well as a positive one) on SEO. Please confirm the intent of this requirement. We anticipate that what is desired is to continue use of best practices in SEO, with optimization of pages, metatags, and page content. Furthermore, note that ongoing SEO effort is generally a good idea and will include other extremely beneficial tasks such as link-sharing with partner organizations' websites, media, and government sites. Answer: The intent is to main a high visibility when being searched in search engines. Questions 14: Do you have an allocated budget for this project? Answer: We do not know the budget. Question 15: Website should be compatible with all web browsers.literally all browsers? A scope needs to be defined, as this will greatly affect the price. Answer: Website should be compatible with all major browsers (FireFox, Internet Explorer, Google Chrome, Safari, etc.) Question 16: Page should connect to the City of Hampton and Hampton Convention and Visitors Bureau. How do you want to connect? Just Links or something more? Answer: Hampton Arts website should be able to link to external links including the City of Hampton and Hampton CVB websites. Question 17: Pg 6: Proposals received by , facsimile, or any other means of electronic transfer shall be accepted. Is this a typo? I'd love to be able to submit a bid electronically, if you're going to accept that.

5 Answer: This RFP is an informal RFP. Therefore, sealed responses are not required. The City will accept electronically transmitted responses. The response MUST be received on the due date and prior to the closing time. Question 18: Pg 7: Offeror's prices will be subject to negotiations. Please explain. Does this mean at the time of the bid, after an amount has been agreed to, or both? This is abnormal given the detailed nature of the RFP; can you give me an example of an eventuality where negotiations may be required? Answer: Virginia Public Procurement Act Page 2 Competitive Negotiation is a method of contractor selection that includes negotiations. Negotiations are not abnormal. The Virginia Public Procurement Act states that a RFP requires negotiations. Once all responses have been received, the committee will meet and review and score all responses. Based on the scoring the committee will move forward to negotiations unless one response stands out more than the other responses. If this is the case, then CITY can negotiate with that vendor. Thus, prices may be negotiated during the final stages of the selection process. Question 19: Pg 17: This Agreement shall commence on the date set forth in Article I herein, and shall continue in force for one (1) year with four (4) additional, one year periods. What do you mean by four additional one year periods? In other places it's stated that this is a one year contract. Answer: This RFP has a term of one year with optional years. Example- the contract will begin on July 1, 2013 and end on June 30, 2014 with the option to renew the contract upon mutual agreement of both parties for four additional one year periods. After the initial one year term has expired the contract may be extended for additional optional years ending with the fourth year. Question 20: Payment terms: Would the city be willing to accept payment terms where a certain percentage of the total was paid up-front? Answer: Payment terms would be discussed during negotiations. Question 21: Please define "specifications and performance standards of the Website Development and Hosting Services"

6 Under, A. General Requirements : 1. WORK STANDARD Answer: Also See Question 4.Work shall be performed in accordance with the specifications and performance standards of the Website Development and Hosting Services RFP. The City expects the selected vendor to conduct business in a professional manner that would be expected of any website development and hosting company nationwide. Question 22: Will they want a "Calendar by Month" appearance as well? Answer: Upcoming events/classes/camps/exhibitions and event calendars. Question 23: Who will provide additional information to the request below? Such as directions, maps, hotels, restaurants, parking info and area attractions? Plan Your Visit. Pages to assist patrons plan their visit should include directions and interactive map, local hotels and restaurant partners, parking information and area attractions. Answer: We will provide all of the information/links. Question 24: Will they want a shopping cart for the Gift Shop, Gift Certificates and a way to donate or will they always take viewer to PayPal? Answer: We will not need a shopping cart for any of the aforementioned features. Question 25: I think they should give the viewer the opportunity to register online. How important is this to them? More work for programmer but well worth the time and cost in the long run. Answer: We will be using Ticketmaster.com for all American Theatre ticketing so users can create accounts there. If you would like to include a register-online function in your proposal, please do so. Question 26: How will Information be set up for the upcoming "Season Specials"? Answer: PDF order form.

7 Question 27: Will we recreate all of the pdfs to bring them inline to the new design. (i.e., Registration Form, Events, CH Taylor Arts Center Rentals?) Answer: We have the PDF s would like to be able to upload them so they have a URL for sharing. Question 28: Will there be a kick-off meeting to discuss what their preferences for a new design will be? Colors, images, messaging? Answer: There will be a kick off meeting with the selected vendor. Question 29 : Who are the contractors working on the current website? Does the current site support multiple browsers and mobile devices? Answer: During the RFP process, we do not release the names of our vendors. The current site supports multiple browsers but not mobile devices. Question 30: What are the technologies used in the current website? Do you expect the new site to use the same technologies or open to any technology? Answer: We currently use Joomla and are very open to any new technology as long as our staff is trained and it is user friendly. Question 31: Does the city / Art theater provide any special permissions or rights to upload movies in YouTube from the website or directly with YouTube. If the city does have permissions, does it apply to new site or do you expect the contractor to purchase rights? Answer: We do not provide any special permission. We link events to YouTube if needed. Question 32: Is there any page limit for the proposal? Answer: No Question 33: We assume that the work needs to be done at the contractor site. The City will not provide any equipment or facility for the development. Please confirm. Answer: Correct.

8 Question 34: Can you please explain the analytics requirement of the website? Is that related to website traffic data or any other data reporting function? Answer: Website traffic data. Question 35: Shall the Press Room be password protected? Shall media have privileges to upload content to the website via the Press room or develop blogs entries? Answer: Yes. All other terms and conditions remain the same. FOR CITY OF HAMPTON Carol G. Evans Carol G Evans Buyer

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