Return Proposals by 2:00 p.m. (CDST), June 20, 2016 to: Weakley County Finance Department Attn: Kellie Thayer 8250 Hwy 22, Suite B Dresden, TN 38225

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1 RFP Information Website System Issue Date: June 3, 2016 Closing Date: June 20, 2016 Contact Information Mark Maddox Technology Coordinator Weakley County Schools 8319 Hwy 22 Dresden, TN Preferred Method of Contact Phone: (731) Vendor Information Firm Name: Contact Name: Address: City: Phone: State Fax: Zip Website / Return Proposals by 2:00 p.m. (CDST), June 20, 2016 to: Weakley County Finance Department Attn: Kellie Thayer 8250 Hwy 22, Suite B Dresden, TN Phone: (731)

2 SUBMITTAL DUE DATE To be eligible for consideration, vendor's response (hereinafter called proposal ) to this Request for Proposals must be received by the Weakley County Department of Finance no later than 2:00 p.m. (Central Daylight Savings Time) on June 20, Responses will be opened promptly at 2:00 p.m. on June 20, 2016 in the Finance Director s Office or the Boardroom of Weakley County Schools both located at 8319 Highway 22, Dresden, TN. The proposal must be submitted in a sealed envelope with the vendor s name, Request for Proposals Number (RFP ) and the due date (June 20, 2016) clearly identified on the outside. GENERAL INFORMATION Weakley County Schools is a medium sized school district located in rural Northwest Tennessee currently enrolling 4,200 students in 10 schools, a district office, and two auxiliary buildings. The school district s website is a vital public resource for emergency response, parent information, employee information, student information and public awareness. The district currently hosts its district website ( Each school currently creates and maintains its website using Adobe Dreamweaver and other third-party products. Several departments also have auxiliary pages linked from the district website. The district plans to transition all websites to the same platform during the school year. Weakley County Schools is procuring a website system with the core functionality of website content creation, content management, publication and presentation. The measurable benefits include: 1. Ease of creating, changing, and publishing content 2. Current and pertinent on-line public information 3. Quicker turnaround time for new pages and web page changes 4. Greater consistency 5. Reduction of information duplication 6. Improved site navigation 7. Increased site flexibility 8. Ability to view content via a variety of devices (ipads, Smart Phones, etc.)ipads, smart phones, etc. The purpose of this RFP is to find a modern website system that is simple for employees to use and offers improved functionality for parents, students and the general public. The website system shall include:

3 1. Ease of Use: The most desirable feature of the website system is ease of use. Non-technical users should be able to readily start using web page templates to create high quality web pages, and technical users should be able to create an advanced web presence with ease. 2. Help and Support: Support is the second most important component of the system. Online training, user forums, comprehensive online documentation and direct customer support must be readily available. 3. Content Management: The system shall manage and present the information/content from within a web-based template manager with ability to view the results of edits and changes to the content and allow content to be designed and viewed for multiple devices. 4. Built-in Features: The system shall provide a standard set of features and functionality to easily create, view, maintain, support and produce website content on multiple device platforms as well as provide a framework for adding custom functions to improve the versatility of the website. 5. Add-on Features: The system shall have the ability to extend the original framework into a more comprehensive web solution. Add-ons should allow helpful additions such as enabling social media feeds or web-based translation. 6. Security: The system shall be integrated with Active Directory for employee authentication, role-based editing and product generation. Audit trails of edits and content approval are necessary. SCOPE OF PROJECT This RFP requests proposals for state-of-the-art software technology, design, migration and implementation services. The scope of this project includes: 1. Re-design of the school district s website and each of the county s 10 school websites; 2. Simplify creating and editing web content to reduce administration time, product support time and page management; 3. Provide a range of options for displaying content from multiple templates and with multiple devices; 4. Following the best practice of separating content from presentation which will allow changes to graphic design over time without rewrite of the web content; 5. Incorporate visual displays such as tables, pictures, videos, surveys, schedules/calendars and dashboards; 6. Provide social media functions to extend citizen participation in government; Critical success factors are: 1. Technology Department staff must be confident the system will meet the majority or priority needs for web content management in the school district. This measure will be achieved by testing and demonstrating the system with members of the Technology Department and select school

4 webmasters. 2. School district webmasters should be confident that after taking training they will be able to easily manage and update content. 3. Tools must be user-friendly and flexible with common word processing functions for editing and formatting as well as inserting tables and graphics. 4. Software must be simple to support and administer. 5. Integration with the district s security and personnel databases (Active Directory) is necessary. 6. Migration from the current system to the new system will be a standard process of set routines and workflow that could include re-keying information but should also allow cut and paste of current content or translation tools to speed the migration. Proposer is responsible for migration of existing content to the new platform and should address such in the proposal. EXPECTED TERM OF RESULTING AGREEMENT The initial contract period shall be from July 1, 2016 to June 30, 2017 with contract renewals available annually for up to four additional one-year terms unless either party gives notice of non-renewal not less than 60 days prior to the expiration of any one-year term. Proposal must address pricing for the first year of implementation and subsequent renewal years. PROJECT TIMELINE Project will proceed according to this schedule: 1. Proposals will be opened at the Weakley County Department of Finance at 2:00 p.m. (CDST) on June 20, Proposals will be evaluated; and if multiple proposers are deemed capable of meeting the requirements, interviews may be held with the top three proposers on June 22, Once a vendor has been selected, training, site design and site migration will begin in July SPECIFIC REQUIREMENTS CONCERNING PROPOSED SERVICES Proposers shall document the system solution and services. Specific requirements and deliverables for the website system shall include all of the following: 1. Description of graphic design service and deliverables in collaboration with the Technology Department and other staff members for a new graphical user interface (GUI) that modernizes the look of the district s websites, improves navigation, and provides brand consistency. a. A base template with a customizable banner area, home/landing page links, and consistent navigation tools. b. Templates for pages with specific content including but not limited to:

5 i. Page with a photo and text wrapping the photo ii. Page with multiple column article layout iii. Page with a video player and wrapping text iv. Page with a photo gallery or slideshow v. Page that includes a news feed vi. Templates for smartphones and tablets. (ipad, Android, etc.) c. (All graphic products including original photos used to create pages will become the property of Weakley County Schools.) SPECIFICALLY: Describe the system and its deliverables. 2. Description and illustration of service for the creation, maintenance and presentation of the district s websites. a. Base software and all add-ons to meet functional requirements b. Training services c. All other services or products associated with the operation and maintenance of the software for the functionality herein described SPECIFICALLY: Describe the proposed technical approach for the project. Include: 1. Overview of the proposed website system 2. Features, functions and benefits of the system 3. Methodology for creating, editing, maintaining and viewing web pages and templates with a variety of formats and designs. 4. Describe the simplified steps in creating and editing web content to reduce website development and administration time. 5. Describe the authoring environment and data structures, separating content from presentation so that graphic designs can be changed over time without changing web content. 6. Describe the social media functions that will extend citizen participation in government. 7. Describe the underlying hardware architecture for the system. 8. Describe what tools are available to facilitate the integration of the system with other district information systems. 3. Project Plan a. Tasks and schedule for the implementation of the website system b. Methodology, tools, and support services for the migration of web content from the current website to the new website system. 4. Optional services: Proposal may include optional services and software that will assist Weakley County Schools with project implementation. The benefit, purpose and cost of these optional services should be clearly described. 5. Proposers must be able to provide and shall state in the proposal how the following conditions will be met: a. An ability to complete GUI design and software implementation on

6 schedule despite the loss of staff. Proposer must have sufficient resources to meet schedules without the district suffering from a delay. The district will not be responsible for training time or startup time for new or additional staff to complete the project. b. An ability to complete multiple, complex programming assignments at the same time without impacting the schedule of either project. c. Project management practices and techniques that will allow the district to monitor work efforts. 6. Proposer will ensure skilled and competent staff are assigned to the project. The district will approve project personnel in advance of the project startup. If the programmer is failing to perform the work as assigned, proposer agrees to remove the programmer from the project and immediately, without delay, assign a more skilled and qualified programmer to perform the work. These conditions also apply to the graphics design and template development work. 7. Proposer will be responsible for any cost over-runs that result from underestimating the scope of work. 8. Proposer will assign a skilled and qualified programmer to a project within two weeks of scoping the project with the school district. 9. The Proposer s project manager will be responsible for: a. Communicating weekly progress to the district s technology coordinator. b. Managing risk and identifying problems and issues in advance. c. Maintaining project schedules and assuring programming tasks are completed on time. d. Maintaining good working relationships with district personnel. e. Ensuring project deliverables are of acceptable quality and delivered as scheduled. f. Delivering software training and workshops as required by the district. ADDITIONAL REQUIREMENTS FOR SUBMITTAL All Contractors/Vendors proposals for the Web CMS shall include and be presented in the following format. Failing to provide information or not structuring the proposal in the correct format can eliminate the proposal from consideration. 1. Name, address, and phone number of the proposing company. 2. Names and number of years the firm has been in business under current or previous names, or additional assumed business names. 3. Name and title of the person authorized to execute a contract on behalf of the company. 4. Name and experience of key staff members who will be working on the

7 project. 5. Name of all subcontractors, role in this project, percent of the project each will complete, and location of where the work will be performed. All needed subcontractors shall be listed and may not be substituted or replaced, nor additional contractors added to the project without prior approval from the district. If offshore resources are proposed, include a complete description of how the data sources, work files, quality control and communication will be performed. EVALUATION CRITERIA The winning proposer will be selected on the perception by the district of the ability of the proposal to meet the needs of the district within the price stated. The winning proposal will be the BEST proposal not necessarily the lowest priced proposal. Matters relating to qualification to meet the district's needs will receive highest priority in evaluation. Matters relating to the means of meeting those needs described in the proposal will be considered secondary. Actual prices may be used to select successful proposer and pricing methods and flexibility offered by a proposer for use in negotiation of a resulting contract may be considered in evaluation. After a proposal is selected, the district expects to negotiate the details of work to be performed based upon the proposal and the district's needs and appropriate pricing of selected tasks. If negotiations fail for any reason, including price, the district may choose to negotiate with others to obtain an appropriate contract for needed services. Companies will be evaluated on the following criteria: 1. The ability of the company to service this account based on the contemplated scope of work and volume of business. 2. The experience of the company, length of time in business and other matters relating to relevant experience. 3. Experience of the individuals assigned to this account. 4. Appropriateness and flexibility of pricing arrangements. 5. References either submitted with the proposal or known to the school district. 6. The company s approach to this work, including compliance with requirements, innovative offerings, services offered and other related matters. 7. Past performance with work provided to the school district, if applicable. 8. Other information as appropriate.

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