REQUEST FOR QUALIFICATIONS (RFQ) DESIGN AND REPLACEMENT OF THE CITY OF MONROVIA WEBSITE
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1 REQUEST FOR QUALIFICATIONS (RFQ) FOR DESIGN AND REPLACEMENT OF THE CITY OF MONROVIA WEBSITE Issued by City of Monrovia May 11, 2016 Proposal Due Date Wednesday, June 8, 2016 at 5:00 p.m. Staff Contact for Questions Brittany Mello, Management Analyst Phone: (626)
2 Project Overview The City of Monrovia (City) is pleased to issue this Request for Qualifications (RFQ) seeking qualified website developers (Vendor) to design and implement a new, customer-service focused website that provides ease of access to information and resources, a robust search engine, and an engaging, modern design. The selected Vendor will be tasked with providing the City with an information ready, turn-key website to allow non-technical City staff to immediately begin managing the content and providing a wide variety of services to residents, businesses, and visitors. This website will replace the City s current website, but will continue to use the same URL, upon the launch of the new website. The Vendor is expected to have demonstrated expertise in designing and managing local government websites, and expertise with current trends and best practices regarding website design and the user experience in the public sector. The City wishes to engage a Vendor who can serve as a partner throughout the duration of this project and provide ongoing maintenance, support, and design services. Specific deliverables related to the scope of work for this project will be included in the final agreement. The City of Monrovia Located 20 miles northeast of Los Angeles and nestled at the base of the San Gabriel Mountains, Monrovia is home to nearly 40,000 active and engaged residents who enjoy a premier quality of life in a dynamic city that blends small-town charm with big-city amenities. Monrovia s California heritage can be seen in its tree-lined streets, historic buildings, and award-winning downtown, all of which is balanced by a vibrant high-tech / manufacturing economy, outstanding recreational options, superb schools, tremendous shopping / dining selections, excellent health care facilities, and first-class cultural opportunities. These factors all combine to make Monrovia an extraordinary and unique place to live, shop, and visit. Monrovia is a general-law city operating under the Council-Manager form of government. The fivemember City Council appoints the City Manager, who is responsible for the strategic direction and day-to-day operations of the overall City organization. The City Manager leads a full-time staff of 240 employees and a part-time staff of 150 employees while administering a Fiscal Year 2015/16 Budget of $65 million. Monrovia is a full-service municipality that organizes its operations through six departments, including the City Manager s Office, Administrative Services, Public Services, Community Development, Police, and Fire. Unique among California cities its size, Monrovia also operates its own water system and library operation. The City organization is engaged in an exciting initiative of renewal, and the evolving culture of the Monrovia organization has been described as entrepreneurial, collaborative, team-based, visionary, service-minded, and committed to civic engagement. For more information, visit Page 2 of 7
3 Project Goals and Objectives The City seeks to achieve the following specific goals and objectives through this website redesign process: Project Goals 1. Create a user-friendly, customer-focused website that is easy to navigate for users with a variety of backgrounds. 2. Bolster the search function so users can quickly find the information they need. 3. Expand the number of services provided to Monrovians through the website. 4. Develop website design options that reflect the character and values of our community. 5. Create a responsive website design that ensures access and optimizes the look of the website for any device (mobile version). 6. Create a content management system (CMS) that is easy for non-technical staff to update with a variety of customizable templates and features. 7. Provide helpful, responsive technical support and training throughout the design and implementation phases of the project. Project Objectives 1. Redesign the look and feel of the City s website. 2. Redesign the navigation framework / information architecture of the City s website. 3. Provide easy-to-use and comprehensive content management system (CMS) software. 4. Identify and formalize electronic workflow for proposed website content creation and approval. 5. Identify tools and strategies to ensure all content is accurate, up to date, and has a consistent look and feel across departments and divisions. 6. Provide for full integration of existing third-party vendors and easy integration with future e-government applications. 7. Ensure site is fully compliant with State and Federal information and accessibility regulations. 8. Include flexibility for the website to easily grow and add new functionality over time and with minimal cost. 9. Enable updates to the look and feel of the website on an as-needed basis going forward. Page 3 of 7
4 Content of Proposals A qualifying proposal must address each of the following components: 1. Cover Letter The cover letter should be signed by the individual authorized to represent / negotiate on behalf of the Vendor, and summarize the Vendor s key qualifications and services being proposed. 2. Vendor Qualifications a) Provide an overview of the history, size, locations, type of organization, and various services your company provides. b) Describe your company s design philosophy. What sets your company apart from other vendors? What can you provide that will exceed our expectations? c) Describe the types of customer support services your company will provide, including disaster recovery and the length of time to acknowledge, report, and address a problem that arises. d) Provide an outline of recent projects your company has completed that are directly related to this project, including the total one-time and on-going project budget costs of each cited example. Responses should demonstrate specific expertise related to local government websites. e) Provide a reference list of local government clients with the name and contact information of the individual(s) that worked most closely with your company during the project. 3. Project Team Qualifications a) Describe the qualifications and relevant experience of the principal members of the project team. Responses should include the roles and resumes of the team. b) Describe the communication strategy and feedback process with your clients. c) Describe what kind of trainings your project team will provide non-technical City staff. d) Provide a list of projects that members of the team have worked on together. e) Describe a project that did not go as planned, and how your team worked with the client to resolve the issue. 4. Project Design and Implementation a) Describe the Vendor s overall strategy to design and implement this project. b) Provide an overview of the Vendor s vision of the services they will provide, including: 1. Design 2. Content Management System (CMS) software 3. Training and Support c) Describe the steps and a typical timeline for the website redesign development and launch processes. 5. Additional Information Provide any additional information that has not been addressed elsewhere that you feel would aid the City in evaluating your qualifications. Page 4 of 7
5 Submission Guidelines Vendors should submit their proposals electronically in one submission via Submit to address: subject line: RFQ - Website Design and Replacement Responses must be received on or before the deadline, June 8, 2016 by 5 p.m. PST, in order to be eligible for consideration. Any proposal received after the deadline will be disqualified. After assessing all of the responses received, the most qualified Vendors will be invited to participate in an interview with an Evaluation Committee comprised of City staff. Following the interview process, the City will identify a Vendor with whom to partner on this project, and a negotiated contract will be brought before the City Council for approval. The anticipated timeline for the RFQ process is as follows: RFQ Timeline RFQ Release Date May 11, 2016 RFQ Submittal Deadline June 8, 2016 by 5 p.m. PST Interviews with Selected Vendors June 13-24, 2016 Final Vendor Selection and Recommendation to City Council to Award Contract July 5, 2016 Note that these dates are subject to change at the City s discretion. Inquiries For all questions or requests for additional information regarding this RFQ, please contact: Brittany Mello Management Analyst Public Services Department City of Monrovia 415 S. Ivy Ave Monrovia, CA bmello@ci.monrovia.ca.us Phone: (626) Page 5 of 7
6 Evaluation of Proposals An Evaluation Committee will review and evaluate the proposals that are properly submitted to the City by the submission deadline. The City intends to conduct a comprehensive, fair, and impartial evaluation of proposals received in response to this RFQ. A contract will be awarded to the Vendor that best satisfies the overall requirements of the RFQ, and contract execution is contingent upon approval by the City Council. To assist in the evaluation process, the City will interview select Vendors to gather additional information and allow for demonstrations. The following criteria will be used throughout the evaluation process: a) Qualifications and experience of the Vendor b) Qualification and experience of the project team c) Experience with local government clients on similar past or current projects d) Overall ability to undertake the proposed website design and replacement e) Long-term strategic outlook and partnership, including training and support offerings f) Knowledge of best practices and innovative strategies, features, and functions for use in the public sector Page 6 of 7
7 Terms and Conditions The following terms and conditions apply to this RFQ: 1. All responses shall become the property of the City. 2. Due care and diligence has been exercised in the preparation of this RFQ and all information contained herein is believed to be substantially correct. However, the responsibility for determining the full extent of the services rests solely with those making responses. Neither the City nor its representatives shall be responsible for any error or omission in this response, nor for the failure on the part of the respondents to determine the full extent of their exposures. 3. The City reserves the right to select the vendor from the responses received; to waive any or all informalities and / or irregularities; to re-advertise with either an identical or revised scope, or to cancel any requirement in its entirety; or to reject any or all proposals received. 4. A response to this RFQ does not constitute a formal bid; therefore, the City retains the right to contact any / all proposing vendors after submittal in order to obtain supplemental information and / or clarification in either oral or written form. Furthermore, an explicit provision of this RFQ is that any oral communication made is not binding on the City s proposal process. 5. The City will not be liable for, nor pay for any costs incurred by responding vendors relating to the preparation of any proposal for this RFQ. 6. The City has no obligation to reveal the basis for contract award or to provide any information to vendors relative to the evaluation or decision-making process. All participating vendors will be notified promptly of bid acceptance or rejection. 7. Acceptance will be defined as the City selecting you as our provider of service for the intent of negotiating a contract for services. 8. It is the intent of the City that after the successful Vendor has been selected, the City and the selected vendor will enter into contract negotiations containing all terms and conditions of the proposed service. Any acceptance of a proposal is contingent upon the execution of a written contract and the City shall not be contractually bound to any bidder prior to the execution of such written contractual agreement. The contents of the bid submitted shall become part of the contractual obligation and incorporated by reference into the ensuing contract. The contract with a successful vendor will include penalties for non-performance and failure to meet the proposal implementation schedule. Page 7 of 7
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