District of Port Hardy Website Redevelopment

Transcription

1 REQUEST FOR PROPOSAL District of Port Hardy Website Redevelopment District of Port Hardy Attention: Heather Nelson-Smith, Director of Corporate Services District of Port Hardy 7360 Columbia Street PO Box 68 Port Hardy, BC, V0N 2P0 Submission Deadline: Tuesday June 14, 2016 at 4:00pm

2 TABLE OF CONTENTS DEFINITIONS INTRODUCTION INVITATION PROJECT DESCRIPTION EXISTING CONDITIONS PROJECT GOALS INSTRUCTIONS TO PROPONENTS SUBMISSION OF PROPOSALS INQUIRIES INDEMNIFICATION CONTRACTOR S REPRESENTATIVE BUSINESS LICENSE AND PERMITS GENERAL TERMS OF PROPOSAL PROCESS PROPOSAL PREPARATION COSTS PROPOSAL EVALUATION PROPOSAL CONFIDENTIALITY AND PROPRIETARY INFORMATION NO COLLUSION LITIGATION NO CONTRACT PROPOSAL CONTENT SUBCONTRACTORS PROPOSAL CONTENT & INNOVATION SCOPE OF WORK STATEMENT OF UNDERSTANDING OBJECTIVES QUALIFICATIONS BUDGET SCOPE OF WORK COMMUNICATIONS FEES AND DISBURSEMENTS APPENDIX A District of Port Hardy Website Redevelopment RFP

3 REQUEST FOR PROPOSAL RFP PROGRAM TITLE: DISTRICT OF PORT HARDY WEBSITE REDEVELOPMENT DEFINITIONS CONTRACTOR or CONSULTANT DoPH PROPONENT PROPOSAL RFP WORK means the Proponent whose Proposal has been accepted by the District of Port Hardy and is awarded a contract by the District of Port Hardy to carry out the Work. means the District of Port Hardy. means the responder to this RFP. means a proposal to carry out the Work submitted by a Proponent in response to this RFP. means this Request for Proposal. means and includes anything and everything required to be done for fulfillment and completion of the project in accordance with this RFP and Proposal. District of Port Hardy Website Redevelopment RFP

4 1.0 INTRODUCTION 1.1 INVITATION The District of Port Hardy (DoPH) has initiated a Request for Proposal (RFP) process to identify a vendor qualified to plan, execute and deliver the redesign of the DoPH s website The DoPH requires a vendor who has demonstrated experience in managing website projects and expertise with best practices regarding successful website design, development and deployment. 1.2 PROJECT DESCRIPTION Existing Conditions The DoPH website was created in 2012 and while it has served the community well it is limited in its ability to service our mobile visitors and is less visited as a result. The current framework for updating the site is prohibitive for untrained staff and therefore is not updated frequently. The website also does not communicate with the Districts Facebook, Twitter and Instagram accounts and this creates having to post items twice in order to reach all audiences Project Goals The DoPH is requesting proposals from qualified proponents to conduct a major redesign of the District s website to provide residents, staff and the general public with a single website for online District services and information. The website must have a professional and user friendly interface that will enable users to quickly find information in a clear consistent manner. The website will be created on a flexible platform to accommodate future initiatives and technologies. The new design must appropriately reflect the District branding and highlight the District s culture and environment. The goals of this project are: Provide meaningful and easily understandable public information to Port Hardy citizens, commercial and business partners, viewers from outside the community and District Staff. Offer effective and desired online services including but not limited to: Social Media sharing capability Mobile friendly for all phone and tablet formats Ease of navigation Ability to hold and search documents Calendar of events Announcement banners Better direction to partner sites (Chamber of Commerce and Tourism Port Hardy) Business listings Photo gallery Scalable- adapt and grow with changing service needs and technology District of Port Hardy Website Redevelopment RFP

5 advancement. Easy updating (no coding required). Ability to be run internally by staff once handed over. Include a website translation tool. Accessible. Web analytical information including but not limited to traffic and frequently searched information. 2.0 INSTRUCTIONS TO PROPONENTS 2.1 SUBMISSION OF PROPOSALS The Proposals and their envelopes should be clearly marked with the name and address of the Proponent and the RFP program title: Website Redevelopment The sealed envelope should be addressed to: District of Port Hardy 7360 Columbia Street, PO Box 68 Port Hardy, BC V0N 2P0 Office No. (250) Primary Contact: Heather Nelson-Smith Director of Corporate Services hnelson.smith@porthardy.ca Office No. (250) Fax No. (250) Proposals must be received on or before the Closing Time of: TIME: 4:00 PM DATE: JUNE 14, 2016 Proposals (3 hard copies) will be accepted until the Closing Time specified. It is the Proponent s sole responsibility to ensure its Proposal is received at the address set out above by the Closing Time. Proposals received after the Closing Time will not be accepted or considered. However, DoPH may consider extending the submission deadline should it be proven that preparation time is not sufficiently long. Requests for extension can be submitted to the above listed project contact. More than one proposal from an individual, firm, partnership or association under the same or different names will not be considered. 2.2 INQUIRIES Proponents must carefully examine the RFP documents and should fully inform themselves as to the intent, existing conditions and limitations that may affect their Proposal submission. No consideration will be given after submission of a Proposal to any claim that there was any misunderstanding with respect to the conditions imposed. Proponents finding discrepancies or omissions in the RFP, or having doubts as to the meaning or intent of any provision, should immediately notify the above listed project contact. If there are any changes, additions, or deletions to the Proposal scope, conditions, or closing date, District of Port Hardy Website Redevelopment RFP

6 Proponents will be advised by means of an Addendum issued by the DoPH. All Addenda will become part of the Proposal documents, and Proponents must acknowledge receipt of Addenda in the Proposal submission. Verbal discussions between DoPH Councillors or staff and a Proponent will not become a part of the RFP or modify the RFP or the Proposal unless confirmed by the DoPH in writing. 2.3 INDEMNIFICATION The successful Contractor hereby releases and shall indemnify and save harmless the District, its officers, employees, officials, agents, contractors and representatives from and against any and all claims, costs, damages, actions, causes of action, losses, demands, payments, suits and expenses, legal fees or liability arising from: errors, omissions or negligent acts of the Contractor, its officers, agents, members, employees, contractors or subcontractors, or any other person for whom the Contractor is in law responsible in the performances of the Services; the breach, violation or non performance of this Agreement by the Contractor, its officers, agents, members, employees, contractors or subcontractors, or any other person for whom the Contractor is in law responsible in the performance of the Services; or personal injury including death, property damage and loss arising out of, suffered or experienced by any person in connection with or during the provision of the Services under this Agreement, including without limitation WorkSafeBC claims and assessments. The release and indemnity contained above shall apply except to the extent that the claims, costs, damages, actions, causes of action, losses, demands, payments, suits, expenses or legal fees or liability arise from the negligence of the District, its officers, employees, officials, agents, contractors, or representatives. The Contractor is solely responsible for and shall promptly pay all WorkSafeBC premiums and assessments relating to the performance of the Services under this Agreement, whether by the Contractor, its officers, agents, members, employees, contractors or subcontractors, or any other person for whom the Contractor is in law responsible. The release and indemnity contained above shall survive the termination of this Agreement. 2.4 CONTRACTOR S REPRESENTATIVE Each proponent is requested to designate, within 3 days of receiving this RFP, one individual to whom any additional information deemed relevant to this RFP may be communicated. This information is to be ed or faxed to the DoPH s contacts noted above. 2.5 BUSINESS LICENSE AND PERMITS The successful Contractor shall provide and pay for a District of Port Hardy Business License valid for the term of the Work on District premises. District of Port Hardy Website Redevelopment RFP

7 The Contractor shall provide and pay for all necessary permits and licenses necessary for the performance of the Work. 3.1 GENERAL TERMS OF PROPOSAL PROCESS 3.1 PROPOSAL PREPARATION COSTS All expenses incurred by the Proponent in preparation and submission of this Proposal are to be borne by the Proponent, with the express understanding that no claims for reimbursements against DoPH will be accepted. DoPH shall not be responsible for any costs involved in or associated with any meetings, discussion or negotiation following submission that could lead to acceptance of the Proposal and award of a contract. 3.2 PROPOSAL EVALUATION DoPH recognizes that Best Value is the essential part of purchasing a product and/ or service and therefore DoPH may prefer a Proposal with a higher price, if it offers greater value and better serves DoPH s interests, as determined by DoPH, over a Proposal with a lower price. Appendix A contains the information regarding how Proposals will be evaluated. The evaluation team will not be limited to the criteria listed in Appendix A, and the evaluation team may consider other criteria that the team identifies as relevant during the evaluation process. However, any criteria considered will be applied evenly and fairly to all Proposals. DoPH, at its sole discretion, reserves the right to: Reject any or all Proposals whether complete or not; Reject any Proposal it considers not in its best interests; Waive any minor irregularity or insufficiency in the Proposal submitted; Not be liable for misunderstandings or errors in the Request for Proposals; Issue addenda to the Request for Proposals; Contact references provided by the Proponents; Retain independent persons or contractors for assistance in evaluating Proposals; Request points of clarification to assist DoPH in evaluating Proposals; Negotiate changes with the successful Proponent; and Withdraw the Request for Proposal. 3.3 PROPOSAL CONFIDENTIALITY AND PROPRIETARY INFORMATION All submissions become the property of DoPH and will not be returned to the Proponent. DoPH will consider all Proposals submitted as confidential but reserves the right to make copies of all Proposals received for its internal review and for review by its financial, accounting, legal, and technical consultants. Proponents should be aware that DoPH is a public body as defined in and subject to the provisions of the Freedom of Information and Protection of Privacy Act. If the Proponent believes any of the information requested in this RFP and provided by them is confidential, then they should identify it as such and provide a rationale as to why it should not be released under the Freedom of Information legislation. District of Port Hardy Website Redevelopment RFP

8 The rationale for keeping information confidential under this legislation includes: a) Trade secrets of the Proponent; b) Financial, commercial, scientific or technical information, the disclosure of which could reasonably be expected to result in material financial loss or gain or could reasonably be expected to prejudice the competitive position of the Proponent; or c) Information the disclosure of which could be reasonably expected to interfere with contractual or other negotiations of the Proponent. 3.4 NO COLLUSION Except as otherwise specified or as arising by reason of the provision of the contract documents, no person whether natural, or body corporate, other than the Proponent has or will have any interest or share in this Proposal or in the proposed contract which may be completed in respect thereof. There is no collusion or arrangement between the Proponent and any other actual or prospective Proponents in connection with Proposals submitted for this project and the Proponent has no knowledge of the contents of other Proposals and has made no comparison of figures or agreement or arrangement, express or implied, with any other party in connection with the making of the Proposal. 3.5 LITIGATION Proponents who, either directly or indirectly through another corporation or entity, have been or are in litigation, or who have served notice with intent to proceed with court action against DoPH in connection with any contract for works or services, may be considered ineligible Proponents. Receipt of Proposals from such Proponents may be disqualified from the evaluation process. 3.8 NO CONTRACT This RFP is not a tender and does not commit DoPH in any way to select a preferred Proponent. By submitting a Proposal and participating in the process as outlined in this RFP, Proponents expressly agree that no contractual, tort or other legal obligation of any kind is formed under or imposed on DoPH by this RFP or submissions prior to the completed execution of a formal written Contract. 3.9 PROPOSAL CONTENT Content to be included in the Proposal, but not limited to: Full name, address and telephone number of the submitting office of the Proponent and where applicable, the name, address and telephone number of any branch office, affiliate or sub consultant(s) that will be involved in the project. Project Manager: The Proposal shall identify the proposed project manager who will be the single point of contact, responsible for direct interaction with DoPH. State his/ her position and professional discipline. Describe the work to be performed by the project manager, his/ her qualifications and substantive experience directly related to the proposed Work. Proposed Project Team: The Proposal shall list key individuals including the District of Port Hardy Website Redevelopment RFP

9 project manager who will have major responsibilities for the performance of the Work. Describe the work to be performed by each listed individual and their qualifications in terms of education and substantive experience directly related to the proposed project. The Proposal should include the following endorsement: Identified Key Project Team members shall only be replaced with written approval of the DoPH. Methodology: The Proposal shall contain an outline of strategies and skills that will be used to manage the project s expectations, resources, budget, and quality control. Discuss how each task will be carried out and what services or interaction is required from/ with DoPH. Suggest alternative, if appropriate. Identify any specialized equipment, unique approaches, or concepts or cost saving measures which your company may use relevant to the required services. References: The Proposal shall provide no less than three (3) references that are relevant to the proposed Work. The references should be from a third party who can provide information about the performance of the Proponent in delivering services for the experience cited. Please provide their organization name, contact name, , and phone number to support this SUBCONTRACTORS The Proposal shall include the company name of all sub contractors and sub consultants proposed to be used in the performance of the Work with a description of the work they would be performing. The sub contractors and sub consultants listed in the Proposal may not be changed without the written consent of DoPH. If DoPH so requires, the Proponent shall be prepared to confirm to DoPH the competence of sub contractors and sub consultants prior to acceptance of the Proposal PROPOSAL CONTENT & INNOVATION The Proponent shall address in the Proposal submission, all the information as requested in the RFP documentation. The Proponent is also encouraged to include innovative, alternative or unique solutions to the Proposal subject that may, along with other things, indicate cost initiatives, better public relations and/ or project acceptance, reduced risk, improved management or administrative efficiencies, etc. Any alternative Proposals submitted should include all the requirements of the original RFP with costs identified for comparative purposes. 4.1 SCOPE OF WORK 4.1 STATEMENT OF UNDERSTANDING In their own words, the Proponent must show that they have an understanding of what the Work involves and what is required to complete the project. It is the Proponent s responsibility to demonstrate that they possess the required knowledge; understanding and capacity to carry out the Work as outlined in this RFP. District of Port Hardy Website Redevelopment RFP

10 4.2 OBJECTIVES The objective of the RFP is to improve access to online information and services for local citizens, businesses, viewers from outside the community and staff. Proponents should state in their proposal how this objective can be achieved, including but not limited to discussion of the following: a. Transfer of Current Web Content All content currently posted on the Web site transferred over to the new site; b. Content Management System (CMS) Design District staff should be able to easily edit content to ensure that a consistent tone and feel is reflected throughout the website. Proponents should identify if the system handles related/semantic content. Proponents should also discuss how CMS would be used to implement workflow that enables staff to: Delegate control of pages to specific departments; Use central authorization to verify changes for tone, feel and District style guide prior to publishing; Access group related content easily. c. Events Calendar one calendar of events to be used by all departments with multiple selectable layers/filters for various event types. d. Improved Navigation A menu system should be in place that leads users along a logical path to information being sought; e. Search Tool Proven search tool methods such as Google that are content and topic based; f. Google Translator Google translator to translate into different language; g. Subscriptions To ensure that website users can be updated on topics that are relevant to them by electronically subscribing to content through or through syndication (Real Simple Syndication (RSS), Atom, etc.). Examples of subscription content could include, but not be limited to: job postings, public hearings, agendas, minutes, newsletters, news releases, public safety and What s New Items; h. Partner Website have links to partner websites i. Pictures Support photo gallery functions, preferably hosted externally (Instagram, for example). j. Font Size font size adjuster for people with visual difficulties k. On Line Notification Road closures, service outages water, and others. l. Compatibility & Format To reflect the current trend of delivering well formatted content across multiple platforms (Apple ios, BlackBerry, and Android), Proposals should ensure that mobile versions of the website will closely resemble all parts of the full browser version of the website. The site must be compatible with industry browsers such as Internet Explorer, FireFox, and Chrome; District of Port Hardy Website Redevelopment RFP

11 m. Application Integration Provide full integration into third party application for mapping, payment systems and ecommerce, property information and taxation, minutes, agenda, webcasting, etc; n. Test Plan include a proposed testing and support plan; o. Issue Reporting System to integrate the District s Issue Reporting System with the look and feel of the website. p. Accessibility How the proposed solution deals with accessibility. For example, Web Content Accessibility Guidelines (WCAG) q. Social Media The website should include an ability to deliver moderated community content in the CMS. The ability to submit photos, comments, and share information on social networks should be functions that staff can toggle on and off. Proposals should discuss integration of popular social media services such as Instagram, Facebook and Twitter. 4.3 QUALIFICATIONS Proposals should include a brief description of the following: a. List five websites the Proponent has produced that best reflect the Proponent s work and relevancy to this project. Briefly list the role played in each project. The project URL (and an outline of any related awards) should be submitted. Only sites that are live will qualify during evaluation. b. Describe experience producing sites for local government, other government, and non profit or community focused projects as well as any related awards. c. Provide current reference information for three clients where similar work has been produced. d. Describe the organizational capacity of the Proponent to produce the Project website (e.g. staff, equipment, software, physical space, office location, etc.). e. Indicate how many full time staff are employed by the Proponent. Please include a copy of the Proponent s organizational chart. f. Include a company or business profile, length of time in business and core competencies. g. Describe the type of team that will be assigned to this Project and describe each person s role. Please include a brief background summary for each key staff member assigned to this project. h. Explain the Proponent s project management process and previous experience working with, including level of exposure to, corporate steering committees. i. Include a proposed testing and support plan. District of Port Hardy Website Redevelopment RFP

12 j. Indicate the time frame for completion, including starting time and completion time. The time frame for completion of the Project will be evaluated. In addition, time frames will form part of any contractual agreement; therefore, a firm time frame for completion is required. k. If the Proponent has any vendor partnerships that will affect this project, please explain. l. Identify other relevant terms and conditions that may apply to completion of the Project. 4.4 BUDGET The budget should be presented by grouping effort and all associated tasks under the following headings: Preliminary Design Website build Migration and Integration Training and Launch The Proposal should have a detailed budget including the following information: Hourly rates of each team member and any sub consultants; Number of hours anticipated for each team member; Total upset price; Amount of assistance expected from District staff (consultation, information searches, etc.). 4.5 SCOPE OF WORK The scope of this RFP includes the following: a. Review & evaluation of the existing District website; b. Meetings with District departments, staff and project steering committee; c. Design of new District website; d. Recommendation for Content Management System (CMS); e. Supply of all required components and licenses; f. Migration of data from current website; g. Integration of all third party applications; h. Development of an Events Calendar and Forms ; i. Testing and implementation of new website, CMS, workflow and security; j. Configuration and Training; k. Post implementation review and configuration changes; and subsequent support and maintenance. District of Port Hardy Website Redevelopment RFP

13 5.0 COMMUNICATIONS Regular updates to DoPH project manager are required throughout the project. 6.1 FEES AND DISBURSEMENTS The Proponent shall provide a lump sum cost. Any costs incurred by the Consultant above the submitted lump sum costs will be the sole responsibility of the Consultant unless pre approved by the CAO. A schedule of hourly rates for all personnel proposed, equipment and disbursement rates for the project shall be included in the Proposal. Ensure sufficient detail is provided to facilitate evaluation of level of effort by task and cost. Fee Estimates must include all applicable taxes, but show taxes as separate items. District of Port Hardy Website Redevelopment RFP

14 REQUEST FOR PROPOSAL APPENDIX A Request for Proposal Evaluation Form District of Port Hardy Website Redevelopment RFP

15 APPENDIX A REQUEST FOR PROPOSAL EVALUATION FORM Proponents Name: Project: PORT HARDY WEBSITE REDEVELOPMENT The District reserves the right to accept any or none of the proposals submitted and will evaluate proposal submissions based on best value using the following criteria: 1 Technical Solutions & Methodology Approach, ability to meet project specifications (Appendix A), technical migration experience, etc. Understanding of project requirements, implementation of strategy, implementation, etc. Project Team and References Organization members, skill sets, similar project experience, qualifications, support, and previous 2 experience with corporate steering committees. Past involvement with comparable scoped projects, proven track record building award winning municipal websites, credentials, flexibility, etc. Budget Rate structure and pricing of project phases. Completeness 3 of pricing proposed. Proposal Presentation Completeness, overall quality, level of detail in regards to the District s needs and requirements. Reflects 4 corporate outline, similar project experience, project strategy. Prototype details vision for new District of Port Hardy website.