Request for Proposal (RFP) for Website Re-Design, Development, Implementation and Hosting of the City of Clayton Website.
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1 Request for Proposal (RFP) for Website Re-Design, Development, Implementation and Hosting of the City of Clayton Website. City of Clayton 10 S. Bemiston Clayton, Missouri 63105
2 Overview The City of Clayton is seeking to update its website to enhance the user experience, simplify content management, and provide better information and customer service to its community, while meeting high standards for design quality and visual appeal. Effective websites provide interactive content that keeps users engaged and coming back. Effective websites also must ensure that content sought is easily found and that navigation remains user friendly. In Clayton, the management of online content is handled by department power users. Each department has several people that add, update and manage content. The City of Clayton seeks the assistance of a company that can accomplish all of the functionality identified in this RFP. The City also seeks a company that has the capability of integrating additional features that may be needed in the future. Situational Analysis The City of Clayton is seeking to enter into a professional services agreement with a qualified vendor to design and implement a new City website. The City's website URL is currently we will continue to use this URL upon the launch of a new website. The City is actively seeking a qualified web vendor with extensive municipal experience to replace the existing website. The City's emphasis is on responsive design incorporating extensive content management tools and database driven architecture while providing a userfriendly and intuitive site structure and an interface that is both attractive and meets most, if not all the requirements for ADA compliance. Background The City of Clayton is recognized throughout the metropolitan area for an outstanding quality of life which has become its trademark. Clayton combines a bustling downtown with quiet, secure residential neighborhoods. Just west of the City of St. Louis, Clayton is the hub of metropolitan St. Louis and the seat of St. Louis County. Clayton's central location and convenient access to several interstates and major arteries place it within minutes of just about anywhere in the region. While 81 percent of Clayton's land is dedicated to residential or park use, the City's Central Business District combines 7,000,000 square feet of prestigious office space with the vitality of 1,000,000 square feet of retail space. Within its 2.5 square mile geographical area, Clayton s permanent population is 15,939, but its daytime population swells to over 46,000. Clayton has a top rated school district and some of the finest residential properties in the region. Vendor Qualifications The intent of this RFP is to enable the City of Clayton to evaluate vendor experience, qualifications and capabilities for developing and implementing a new City website. The desired qualifications are outlined below. Responders are to submit a written narrative corresponding to each of the numbered items: 1. Introduction A. Company Overview and Summary
3 2. Company Profile A. Company History B. Contact Information C. Office location(s) (Include business address) D. Demonstrated company financial stability 3. Project Team Roles A. Name, title, role (e.g., project management, training, design) B. Education, years of experience 4. Municipal Website Design Experience A. References (minimum five references, including all contact information below) 1. Client name 2. Website URL 3. Contract duration 4. Client contact person and title 5. Phone 6. address B. Any municipal award winning websites designed by vendor (please list city name and website URL) C. Design portfolio (minimum of five screenshots with URLs) D. If no previous experience with municipal governments, please explain relevant website experience (please list client URLs) 5. Project Development Approach A. Average timeline B. Outline all project phases and the City s role C. Explain the design process, if not included in the project phases D. Meets most, if not all of U.S. Federal Government ADA requirements. E. Training, if not included in the project phases 6. Support and Maintenance (describe all available) A. System ownership B. Ongoing training opportunities C. Availability of robust self-service documentation and technical support (videos and training manuals, etc.) D. Continued communication post website go live with consultants and support staff E. How the City can share ideas, opinions and sign up for beta testing F. Normal support hours and emergency support hours G. Software updates and site maintenance H. Annual maintenance options (for custom design-work, assistance with significant site changes) I. Software licensing (if any) 7. Integrated Content Management System (CMS) Components and Tools The CMS listing in the Functionality Table below represents functional categories and is not comprehensive; others may be recommended or added. The City's new website vendor must be able to provide the desired components shown.
4 Functionality Table Component/ Module Name Function Offered (Y/N) Vendor Comment Agenda Management Ability to publish, post, notify (through signup process) and archive agendas Alerts & Emergency Notification Alerts/Notifications posted on website sent to citizens (through signup process) via , text message and social media. Emergency Alert Banner on homepage. Archive Center Store agendas, minutes, newsletters and other documents Calendar Update/publish calendars by both department, city wide Directories, Listing for Staff and Businesses Directories and listings should be customizable and searchable. For an example of a current listing see the cities website Document Center Ability to search, upload (post), download documents E-Notifications Electronic subscription based, scheduled notifications system, SMS subscribers Facility Reservations and/or listing Management Frequently Asked FAQ s with dynamic content that are included in the site search Questions Intranet/Extranet User restricted pages No Link Needed Active Directory Ability to integrate with the cities Active No Link Needed Integration Directory Responsive Mobile Browsing Multi-Lingual Support News Releases Newsletters Website can be accessed from any mobile platform. All pages of the website are required to have responsive design and be readable form any device (tablet, desktop, phone) Ability for site to accommodate multiple languages. Ability to publish, post, notify (through signup process) and archive news releases Ability to create publish a subscription based newsletter Link to existing customer with this feature. This link should be to this feature on customer s site.
5 Component/ Module Name Online Forms Online Job Postings and Application Online Payments Function Ability to Create, Print, , and Track online forms Applicants can fill out an application and attach additional documents Secure online transaction by department Printable Pages All pages should be Print-friendly function Real Estate Commercial properties can be organized Management by and searched RFP/RFQ/Bid Posting Rotating Photos/Banners RSS Feeds out Site Search This component should include the ability to post, sign in to download and track who has downloaded RFP s. It should also have the ability to send notices to vendors that have downloaded RFP s when an addendum has been added to a specific RFP. Pages should have the option to have rotating banners Ability to add RSS feeds to specific content Search must search entire site including the following: News, Calendar, FAQ s, Document Center, Directory Listings, etc. List ANY site content that is NOT included in the search. Site Statistics Analytics and site audit reports Sitemap & A customizable sitemap and breadcrumbs Breadcrumbs for each page Social Media Ability to update and display Facebook, Interface Twitter YouTube, etc. feeds Unique Home Page Ability to for departments or associated organizations to have a unique separate design and URL (subsites) 301 Redirects Ability to add a redirect to any page at any time on the site. For example the full URL for the police page is partments/police.htm? We also have a 301 redirect Offered (Y/N) Vendor Comment Link to existing customer with this feature. This link should be to this feature on customer s site.
6 8. Description of Features and Functionality Included with the CMS At minimum include: A. Description of page creation B. Page content template information C. Content scheduling and versioning information D. Approval process E. The different back-end user permission levels 9. Project Pricing Estimate/Cost for Services Outlined Specify amounts of items below: A. Days/hours of training, number of employees to be trained, on-site or webinar B. Amount of content migration (entire website or a specific number of pages) Also, list all optional enhancements and consulting packages with deliverables and associated fees. 10. Hosting and Security (describe all available) A. Site hosting B. Appropriate redundancy and scalability to avoid unexpected outages and to accommodate periodic maintenance, usage growth and sudden usage surges C. Has a site you are hosting ever been involved in a DDOS attack. If yes, how long was the site down? D. List in detail how your company has or is ready to handle a DDOS attack. Selection Criteria The City will be evaluating the Proposal based on, but not limited to, the following selection criteria: 1. The company s demonstrated qualifications and expertise in performing the services required. 2. The qualifications and experience of the staff that will be in responsible for implementation and ongoing maintenance. 3. The extent to which the product most closely matches the City s needs. 4. The past record of performance with respect to quality of work and ability to meet schedules. 5. References from past customers. 6. Cost of services. Cost of RFP Preparations and Submission Requirements Any costs incurred by vendor in preparing or submitting an RFP are the vendor s sole responsibility. All responses, inquiries, or correspondence relative to or in reference to this RFP, and all other reports and documentation submitted by the vendor will become the property of the City of Clayton.
7 Public Record Responders are advised that all information submitted in response to this RFP is considered a public record pursuant to Chapter 610 of the Revised Statutes of the State of Missouri. The City of Clayton assumes no responsibility for the release of information pursuant to the law governing public records. Delivery of Proposals The RFP response must be delivered by 4:00 p.m. on December 11, The submittals must include three copies bearing an original signature. The envelope shall be marked with the title CMS Replacement RFP. All responses must be submitted in the form set forth in this RFP, sealed and delivered to: Mr. George Ertle Assistant to the City Manager 10 N. Bemiston Avenue Clayton, Missouri All proposals received after the deadline will be considered non-responsive and will be returned to the Vendor unopened. Faxed or ed proposals will not be accepted. Questions All questions regarding the request for proposal should be submitted in writing, including e- mail, to George Ertle (gertle@claytonmo.gov). No questions will be accepted by phone. Any questions deemed important to the process or all vendors will be communicated to all registered vendors through the City s website at Demonstrations and Presentations Vendors may be required to provide detailed demonstrations of proposed application software. Vendors may also be required to make presentations and/or provide written clarifications of their responses at the request of the City. Demonstrations can be scheduled by conference call or through web conference. Right of Refusal Vendors are cautioned that this is a Request for Proposal, not a request for contract, and the City of Clayton reserves the right to reject any and all RFP responses. The City reserves the right to award the contract in any manner deemed to be in the best interest of its citizens. Insurance Requirements Contractor, upon its part, agrees to protect, indemnify, save harmless, and insure the City from any liability to any person from injuries to the person or damage to property, resulting from the acts or omissions of the Contractor for performing its obligations under this contract. The parties expressly recognize that the relationship between the Contractor and the City is that of independent contractor, and that neither Contractor, nor any of its agents or employees shall ever be considered to be an agent or employee of the City. Contractor shall obtain and maintain, at Contractor s expense, the following insurance and shall not commence work hereunder until such insurance is obtained and approved by the City:
8 Professional Liability Insurance: The minimum amount of insurance shall be $1,000,000 per occurrence. The Contractor shall not commence work until it has obtained the insurance required and such insurance has been approved by the City. The Contractor shall not permit any subcontractor or employee to commence work in relation to the contract until insurance equivalent of that required of the Contractor has been so obtained and approved by the City. An original Certificate of Insurance from the company of record must be furnished to the City and provide that the City of Clayton is Additional Insured during the term of the contract.
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