Request for Proposal. Website Redesign & Support Services RFP

Transcription

1 Request for Proposal Website Redesign & Support Services RFP Date of Issue: April 19, 2016 Proposal Submission Deadline: May 11, 2016 at 1:00 pm The Corporation of the Township of Georgian Bluffs Grey Road 18, RR 3 Owen Sound, ON N4K 5N5 Attention: Christine Fraser-McDonald, Deputy Clerk Telephone: (519) Fax: (519) cfraser@georgianbluffs.on.ca Website:

2 THE CORPORATION OF THE TOWNSHIP OF GEORGIAN BLUFFS RFP FOR WEBSITE REDESIGN AND SUPPORT SERVICES SECTION A PROJECT OVERVIEW 1. Project Background, Goals and Objectives Just a few hours from major Ontario cities, Georgian Bluffs is a collection of communities stretching north from Chatsworth to just south of Wiarton. Georgian Bluffs is home to a diversity of landscape features, rivers, wetlands, wildlife as well as a variety of recreational activities which can be enjoyed winter and summer. The Township s current website no longer meets the needs and requirements of the Township. The Township of Georgian Bluffs is now looking to launch a website that will improve the functionality for visitors and users. The site must incorporate current web standards and technologies while meeting current accessibility requirements. The goals and objectives of the redesign would provide a website that is: easily maintained by Township staff easy to navigate and search owned and copyrighted by the Township 2. Technical Specifications accessible, meeting AODA and WCAG Guidelines and legislative requirements scalable/optimized for mobile devices ability for Township staff to add new sections and/or pages and manage photos a calendar of meetings/events reach a broader audience via social networks - Facebook and Twitter plug-ins enhance online registration and payment options improve the look and navigation more professional and current the navigation headings may change the Township will provide any images necessary the calendar will be used for Council/committee meetings the Township would not retain any features from the current website except content. Must be able to have credit card payments (Virtual City Hall) 3. Project Responsibility and Key Contact Vendor will be responsible for the following: Design, planning, project management, implementation and launch of new website. Provision of staff training. Ongoing support services as requested over three-year contract period, including troubleshooting by phone or . Set up of online tools, i.e. Google Analytics. Work with key staff to populate/migrate content to new site. Page 2 of 8

3 SECTION B PROJECT REQUIREMENTS 1. Mandatory Requirements The proposal shall, include and cover the following items. These items should be considered mandatory requirements. Submissions must include a detailed description of how you will achieve each of these mandatory requirements: System Requirements Accessibility Meet or exceed compliance with the Integrated Accessibility Standards, as made under the Accessibility for Ontarians with Disabilities Act, Ability for staff to edit, add or delete content (images and text) 24 hours a day. Navigation easy for end-users to navigate around the site through such features as: a user-friendly search tool, a user-intuitive site structure and a detailed site map. Must support easy browsing via mobile and tablet devices. Include Twitter and Facebook plugins. Ability for key staff to easily and quickly produce detailed site traffic reports. Include options for webhosting. Vendor Requirements Previous experience of at least one (1) project in designing municipal government websites and or projects of a similar size to Train key staff in the use of the content management system, and provide a manual for reference. A detailed work plan, including a step-by-step description of the process (with timelines and responsibilities assigned) the proponent would undertake in partnership with the Corporation of the Township of Georgian Bluffs ( Township ) to successfully complete the website redesign. The work plan should also clearly define the members of the proponent s project team and their experience. A firm quotation cost. The proposal shall provide an all-inclusive total cost as well as detailed cost information including hourly rates related to the items within the work plan. Cost proposals are to be all-inclusive and are to include the cost of all meetings and related items to complete this project. A list of hourly rates broken down by staff level is to be included to be used in the event extra work outside of the scope is required. A separate cost proposal for ongoing support costs with an hourly rate option and a monthly rate option. 2. Preferred Requirements If chosen as the successful bidder, vendors must include a detailed description of how the following preferred requirements would be achieved: A user-friendly content management system which allows: multiple users to manage the website content (visual, design and text) through a web browser from any location, at any time; as well as the ability to add new pages through pre-developed page templates; photos to be automatically resized; an interactive calendar, easily updated by staff; Page 3 of 8

4 specifications for web hosting environment and software necessary to host and maintain the finished solution. Awarding the business for the design and development portion of this RFP to a given supplier should not be construed as an award for the provision of web hosting services. PART "C" INFORMATION TO VENDORS 1. RFP Closing Submissions, (two (2) hard copies along with a digital copy) sealed in an envelope, clearly marked as Township of Georgian Bluffs Website Redesign & Support Services and dropped off or couriered to: Christine Fraser-McDonald, Deputy Clerk (or her designated representative), at the Municipal Office, Grey Road 18, RR 3, Owen Sound, Ontario, N4K 5N5 until 1:00 pm on May 11, Submissions received after closing time will not be considered and will be returned unopened to the Vendor. and facsimile proposals will NOT be accepted. Delivery of Proposals by courier shall be the responsibility of the Vendor and will be rejected if the submission is delivered to a location other than which is stated in this document and the submission fails to be delivered to the Township prior to the closing date and time. Proposals must be signed by the person authorized to sign on behalf of the Vendor and bind the Vendor to statements made in the response to this Request for Proposal. All submissions will be opened at the Municipal Office, Grey Road 18, RR 3, Owen Sound, Ontario, N4K 5N5, on the same day and time as the closing date. 2. RFP Submission One copy of the completed, signed Proposal Application Form, Appendix A, shall be submitted. The RFP must be legible, written in ink or typewritten. RFP s which are incomplete, conditional or obscure or which contain erasures or alterations not properly initialed, or irregularities of any kind, may be rejected. Submissions must not be restricted by a statement added to Township s documents or by a covering letter, or by alterations to the documents supplied. 3. Presentations One or more Vendors may be selected from the Requests for Proposals received for an interview/presentation session prior to making a final selection. Presentations will be scheduled as required. 4. Clarification of Documents Vendors who find any discrepancies or omissions in this Request for Proposal, or who have any doubt as to the intent or meaning of anything contained therein, shall direct questions, in writing (by ), to the following: Christine Fraser-McDonald, Deputy Clerk, Township of Georgian Bluffs cfraser@georgianbluffs.on.ca All questions/discrepancies identified must be sent to the Township at least five (5) business days prior to the proposal due date. Copies of all questions and answers and any addenda will be sent to each vendor no later than three (3) business days prior to the proposal due date. Page 4 of 8

5 To receive addenda you must register your intent to submit and contact information with the Deputy Clerk listed on the cover page. Only formal written responses to properly submitted questions will be binding on the Township. All responses by the Township (addenda) will form part of the Request for Proposal process. 5. Addenda Vendors may be advised by addenda, of required additions, deletions or alterations in the requirements of the Request for Proposal documents. All such changes shall become an integral part of the Request for Proposal documents and shall be allowed for in arriving at the total submission price. 6. Withdrawal A Submission may be withdrawn at any time prior to the closing date and time at the Vendor s discretion. Withdrawal notification must be in written form, signed, and must be submitted to the Deputy Clerk. No Facsimile, telephone calls or s will be accepted. After the official closing date and time, all Submissions received shall be irrevocable. 7. Harmonized Sales Tax The quoted prices must clearly show the Harmonized Sales Tax (H.S.T.) as a separate item from the total price submission. 8. Submission Acceptance It shall be the policy of the Township that in any procurement of goods, services, facilities or construction invitations to submit a proposal to the Township, the Township reserves the right to reject an offer to supply goods and/or services or RFP s presented. Unless otherwise specified in this RFP, this RFP constitutes an irrevocable offer to provide the goods and/or services described herein for a period of sixty (60) calendar days from the closing date of the receipt of RFP. The Township reserves the right to award by item, or part thereof, groups of items, or parts thereof or all items of the submission, and to award Contracts to one or more Vendor submitting identical prices, to accept or reject any submission in whole or in part; to waive irregularities or omissions. If in so doing, the best interests of the Township will be served. No liability shall accrue to the Township for its decision in this regard. The acceptance of any submission is subject to appropriate funding acceptable to the Township. Lowest, or any RFP, not necessarily accepted. The placing in the mail or delivery of a notice of award to the Vendor address, given in the submission, shall constitute notice of acceptance of the Contract. 9. Selection Criteria The evaluation criteria may include, but not be limited to, the following: Page 5 of 8

6 Criteria Value Accessibility & Flexibility 15% Navigation & Look and Feel 15% Website & Graphic Design Experience 15% Content Management System & Features 15% Proposed Work Plan & Timelines of the Project 5% Optional Requirements 10% Fee Structure Website Redesign 10% Ongoing Support Costs 10% Optional Requirements 5% Total Score 100% 10. Insurance The Vendor must provide the Township with a copy of a Certificate of Professional Liability Insurance prior to commencement of the work. The General Liability Insurance minimum will be two million dollars ($2,000,000.00) with The Corporation of the Township of Georgian Bluffs named as additional insured. The Vendor acknowledges that he/she is an independent Contractor and shall, indemnify, protect and save harmless The Corporation of the Township of Georgian Bluffs, its agents and employees from any and all damages, liabilities and claims of whatsoever nature arising out of the furnishing by the Vendor, its agents or employees of the materials and/or performing of the services covered by this RFP. The Vendor remains responsible for maintaining the required insurance even if the certificates are never exchanged and/or requested. 11. Contract Cancellation The Township shall have the right, which may be exercised from time to time, to cancel any uncompleted or unperformed portion of the work or part thereof. In the event of such cancellation, the Township and the Vendor shall negotiate a settlement. The Township shall not be liable to the Vendor for loss of anticipated profit on the cancelled portions of the work. 12. Health & Safety The Vendor assumes full responsibility for conforming to all legislation regarding the safety of his/her employees and the public on this Contract and all notices required to comply with the legislation. Accordingly, the Vendor shall provide a copy of the applicable WSIB Certificate of Clearance before starting the project and upon completion. 13. Responsibility The Township shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Vendor prior to, subsequent to, or by reason of the acceptance or the non-acceptance of an RFP save as provided in the Contract. The Page 6 of 8

7 Township reserves the right to reject any or all RFP s and to waive formalities as the interest of the Township may require without stating reasons, therefore, and the lowest or any RFP will not necessarily be accepted. 14. Payment The Township shall have the right to withhold, from any sum otherwise payable to the Vendor, such amount as may be sufficient to remedy any defect or deficiency in the work, pending correction of the same. 15. Optional Contract Extension The Township reserves the option to extend the Contract. Any renewal will be based upon quality of service, mutual agreement and annual price negotiations between the Vendor and the Township. 16. Accessibility The Vendor shall provide a declaration that they are compliant with the Accessibility for Ontarians with Disabilities Act and its Regulations. 17. Municipal Freedom of Information Any personal information collected by or on behalf of the Township under this Request for Proposal is subject to the Municipal Freedom of Information and Protection of Privacy Act. The information provided to the Township may be used to confirm certain information provided in the submissions for this project. The person submitting this Proposal consents to such collection and use of the information. The person submitting this Proposal acknowledges the Proposal is a public document and that the information contained in the Proposal may become public and consents to the release of that information. By responding to this Request for Proposal, respondents waive any challenge to the Township decision in this regard. Any questions regarding the collection, use, or disclosure of the information should be directed to the Clerk of the Township. Page 7 of 8

8 APPENDIX "A" PROPOSAL APPLICATION FORM Township of Georgian Bluffs Website Redesign & Support Services RFP General Information: This form must be signed by a person authorized to make proposals and enter into contract negotiations on behalf of your agency. To be considered for this project, the submittals must be completed in accordance with this RFP and this cover sheet attached. Company Legal Name: Authorized Official (Signature): Date: Title: Print Name: Contact Person for Project: Address: Phone Number: Fax Number: Address: Page 8 of 8