MICHIGAN PUBLIC EMPLOYER LABOR RELATIONS ASSOCIATION (MPELRA) REQUEST FOR PROPOSALS WEBSITE DESIGN

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Ellen Palmer
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1 MICHIGAN PUBLIC EMPLOYER LABOR RELATIONS ASSOCIATION (MPELRA) REQUEST FOR PROPOSALS WEBSITE DESIGN I. BACKGROUND INFORMATION The Michigan Public Employer Labor Relations Association (MPELRA) has maintained a presence on the World Wide Web since MPELRA is an organization of approximately 450 members, employed throughout the state of Michigan. The domain name for the website is At present the website is primarily an information only site. The design of the website has been updated once in 2002, and the current version of our website was designed and is hosted by the Johnson Consulting Network (jcn.com). We plan to convert some of the existing pages to the new site. However, the text and navigation need to be reorganized in a more functional manner. The current site is approximately 300 pages. Due to an upcoming partnership with the Michigan State University Library, it is anticipated that the Contract Databank will be eliminated and the newly designed site will have significantly less pages. The new site must include electronic registration for conferences, membership renewal and sales of existing and future merchandise. II. OBJECTIVE AND SCOPE MPELRA is looking to update the look, design and usability of our current website. It is anticipated that the new website will provide a variety of online services to members, non-members and legal firms. The new website will incorporate the following: A. Website Features 1. Navigation: The design will allow visitors to easily and quickly navigate the site to find desired information. Top or side navigation bars are to be utilized with possible drop down or flyout menus used. 2. Form Submission: The site will allow for a variety of forms to be available which can be filled out and submitted online. Potential forms include; Program Registration, Membership Renewals, purchase of MPELRA materials for sale, etc 3. Payment Information: The site will generate automatic to the submitter regarding payment amounts and address of payee. If payment is not received in a pre-defined period of time, the system

MPELRA is an organization of approximately 450 members, employed throughout the state of Michigan. The domain name for the website is www.mpelra.org. At present the website is primarily an information only site.

2 will automatically generate a payment reminder to payer and payee. A third party vendor may be used. If third party vendor is proposed include the company name, setup cost and any ongoing fees in the proposal. 4. Access to Website: The site will have both open and restricted areas. Restricted areas can be accessed via utilization of valid passwords and accounts. 5. Membership Identification: The site will allow members to modify/create unique passwords for entry into restricted areas of the web site. 6. Surveys: The site will allow MPELRA members to post survey questions to be answered online. This feature will allow members to see the results of the survey answers. 7. Bulk The site will provide members with the ability to send to all members posing questions to be answered. All members should receive the and responses will be stored in the secure area of the website. The functionality must equal the current Message Center, which allows members to post questions (topics) and respondents may simply reply or go to the topic and reply with attachments. 8. Search: The site will include a search feature allowing visitors to enter a topic and receive a list of related links on the site. 9. Calendar: An interactive calendar will be included on the site allowing members to click on links to connect to scheduled activities of the organization. 10. Links: The site will include links to affiliated organizations and sponsors. B. Website Updating 1. The new website design will allow for MPELRA staff or designees to update information on the site such as: meeting schedules, agendas, minutes, events, newsletters, maps and page creation. 2. The proposal must include necessary training of staff in updating and maintenance of the website. 3. The proposal will include any purchase of software needed for non-technical MPELRA staff or designees to update and maintain the website including licenses for 2 users. III. EVALUATION OF PROPOSALS The following criteria will be considered when making an evaluation of the proposals: A. Technical Factors

Restricted areas can be accessed via utilization of valid passwords and email accounts. 5.

3 1. Responsiveness of the proposal in clearly stating an understanding of the services to be performed. 2. Timeframe estimated to begin and complete the website design and training. 3. Past experience and quality of work of bidder. B. Cost of Service The developer should provide a cost breakdown for all services that can be provided pursuant to the items discussed in this request. Please include a summary page with the discrete costs, hours, and hourly rate or subcontract cost for each of the various services requested that total to a not-to-exceed cost. The successful proposal will provide a favorable and complete pricing package based on the criteria outlined in this proposal. C. Design Experience It is important for the web developer to demonstrate significant design experience. Please provide sample graphic work as well as years of experience and past employment in website design. Please indicate the approach and process you would take in the website design including management of the project. This must include your opinion of the earliest version of browser connectivity and software limitations to which the site can and should be designed. D. Site Ownership The developer should explain their policy and limitations on site ownership. Details such as ownership of text, interface, database, graphics, logos or other artwork as well as program and process rights should be included. Identify and explain all ownership options. E. Website Registration The developer must indicate what search engine and directory information is included in the website redesign, and what methods are in place to maintain frequent hits to the web site. Also indicate whether the site will require additional registration with search engines and outline additional fees for registering the redesigned site in the cost section of this proposal F. Website Hosting Developer should identify their capabilities to provide web-hosting services. A detailed explanation and description of the infrastructure, where site would be hosted, connectivity to Internet, security and management should also be included, as well as detail on fees for hosting and any other available services that would have an additional cost. If no hosting services are available, proposer shall assist MPELRA webmaster with publishing the new site.

Please include a summary page with the discrete costs, hours, and hourly rate or subcontract cost for each of the various services requested that total to a not-to-exceed cost.

4 G. Tracking Submitter shall specify the statistical software that will be used to report on website usage. Please include examples of the reports and a description of statistics that will be available. H. Project timeline The designer must be able to complete the project 6 months from the date the final contract is signed by both parties to the contract. I. Cancellation of the RFP MPELRA may cancel this RFP in whole or in part at any time before the opening of the proposals. J. Right to Reject MPELRA reserves the right to reject any and all proposals submitted and to request additional information or modifications of proposal from all proposers. Any contract awarded will be made to the bidder who, based on evaluation of all responses, applying all criteria and oral interviews, if necessary, is determined by the MPELRA Website Committee to be best able to perform the services requested. K. Oral Presentation The MPELRA Website Committee may short-list developers that it feels, in its sole judgment, are the most qualified candidates to perform the work. Short-listed submitters may be required to make individual presentations to the MPELRA Website Committee prior to the final decision. MPELRA will advise Proposers as to the date, time and place for such presentations. IV. SUBMISSION OF PROPOSALS Four copies of the Proposal must be submitted to David Benda, Midland County Administrator/Controller, 220 West Ellsworth Street Midland, Michigan, no later than Tuesday, January 9, 2007 at 4:00 p.m. Proposals submitted after that time will not be considered. The Website Committee will review each proposal and make a recommendation regarding selection of the design firm to the MPELRA Board of Directors on February 16, 2007, and all bidders submitting proposals will be notified as to the selection results. A. Questions regarding the proposals may be submitted via to dbenda@co.midland.mi.us by December 15, 2006, and any clarifications, modifications or addenda that may be necessary shall be posted on the mpelra.org website and on the MITN system at no later than December 19, B. This RFP creates no obligation on the part of MPELRA to award a contract or to compensate proposers for proposal preparation and expenses.

Project timeline The designer must be able to complete the project 6 months from the date the final contract is signed by both parties to the contract. I.

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