Website Design, Development and Support Services. Request for Proposal For The Corporation of the Town of Gore Bay

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1 Website Design, Development and Support Services Request for Proposal For The Corporation of the Town of Gore Bay Issue Date: November 10 th 2015 Closing: December 4 th

2 PROJECT OVERVIEW You have been selected as a vendor to respond to this request. The Town of Gore Bay is requesting proposals for two services related to The Town of Gore Bay s website: 1. Design 2. Implementation of an infrastructure to allow the town staff to maintain the content of the website. The Town of Gore Bay s current website is needing to be updated with regards to functionality, look and its effectiveness. Our current website can be found at COMPANY OVERVIEW The Town of Gore Bay, located on the North Channel of Lake Huron, is nestled between two splendid, tree-covered bluffs. Incorporated in 1890, Gore Bay is one of the larger communities on Manitoulin with a permanent population of just over 900. Gore Bay is the judicial centre of Manitoulin, and one of the island's commercial and professional centres. The Town of Gore Bay is responsible for the provision of services to its residents and tax payers. AUDIENCE The website is used primarily by Gore Bay s permanent residents, as well as a large transient population that is in Gore Bay seasonally. The website also services vacationers who are wanting to obtain information on Gore Bay. NEW WEBSITE OBJECTIONS The Town of Gore Bay is seeking the services of a qualified web development firm or consultant for the design and development of a new municipal website. The proposal is expected to show a clear understanding of the final product and indicate a fixed price for the project completion. Please take into consideration the municipal website will be maintained as much as possible by town staff. 2

3 PROPOSAL CONTENT All proposals are to include the following: APPEARANCE A progressive, tasteful, and elegant look showcasing visually attractive images, a friendly user interface and intuitive search capabilities. The proposal should include between three to five websites recently developed, preferably for municipal government. CONTENT MANAGEMENT SYSTEM An easy to use interface content management system; the system must be easy for non-technical staff to add, change and delete content on a regular basis. SEARCH FUNCTION An easy to use search function that is able to pull up documents, files and information across the entire website. ACCESSIBILTY STANDARDS The website must conform to the World Wide Web Consortium Web Content Accessibility guidelines. SEARCH AND DOCUMENT CAPABILITIES Keyword site search capabilities. Have a search tool for documents; minutes, policies, by-laws, etc. The site will have PDF documents and must have PDF download available to the end user. TECHNICAL SPECIFICATIONS Maintained by municipal staff, without specialized skill requirements. Expandable to meet future requirements Able to remove time sensitive information from the website on expiry dates Provide employee contact management (staff directory) Provide key word searches Use of attachments, including PDF (content management system for both documents and images) Ability to download forms, by-laws, policies and other documents Integrate an events/ meeting calendar Integrate a submission tool for users to submit comments/ questions/ complaints Ability to create and design smaller micro sites specific to projects or initiatives 3

4 Must support easy browsing via mobile phone and tablet devices Public access to all features on the website is not dependent on a specific browser. It is critical to the Town of Gore Bay that any proposed solution allow the websites processes to evolve in a manner that will satisfy new and emerging requirements. PROPOSAL REQUIREMENTS The proposal shall at minimum include and cover the following items. These items should be considered MANDATORY requirements. In your submission, vendors 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. 2005, Integrated Accessibility Standards Regulation Part 2, Section 14 Accessible Website and Content. Be flexible and scalable to allow Town staff to add, change, and delete content (visual and text) 24 hours a day, as well as to maintain current online Town Services and add additional services and technology at a future date. Navigation- Be easy for end users to navigate around the site through such features as: a user friendly, customizable and advanced search tool; a user intuitive site structure; a detailed map, and an A-Z listings of Town services and programs. The successful proponent must demonstrate experience in developing a website structure which prioritizes vast amounts of content from the end users perspective. Must support easy browsing via mobile and tablet devices. Look and feel-have a look and feel which contributes to the Towns mandate, and its quality of life while providing visual prominence to the Town s corporate logo, and striking a balance between the visual/graphic and text components of the website. Merge predetermined data from the Town s current website to the new website. Include Twitter, Facebook, and You Tube plugins. Have the ability for a limited number of Town staff to easily and quickly produce detailed site traffic reports. A fully interactive calendar which is searchable by function, date, or location. VENDOR REQUIREMENTS Previous experience in designing municipal government websites and or projects of a similar size and complexity to Organizational capability to successfully redesign a website of the size and complexity of 4

5 Train key staff in the use of the content management program 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 Town 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 broken down between the various responsibilities which are perceived to be required and showing the level of staff assigned to each of the responsibilities. 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 required. A separate cost proposal for ongoing support costs with an hourly rate option and a monthly rate option. PREFERRED REQUIREMENTS In your submission, vendors must include a detailed description of how you would achieve the following preferred requirements, if ultimately chosen by the Town of Gore Bay. A user-friendly content management system which allows: Multiple users to manage the website content through a web browser from any location, at any time; Photos to be automatically resized to a predetermined file resolution; Multiple users to add new pages through pre developed page templates; Allow Town staff to create microsites as necessary for special projects or specific initiatives ad projects. The system should allow Town staff to customize the look, feel, and content of the microsites to meet specific branding, while still maintaining a direct visual link to the Town, its municipal website and branding. ADDITIONAL ITEMS FOR CONSIDERATION The vendor should make recommendations above and beyond what is outlined in this RFP to ensure: The navigation of the website is user-friendly The content is updated and monitored regularly by Town staff A strong visual experience for the website users 5

6 VENDOR INFORMATION RFP REQUIREMENTS Submissions sealed in an envelope, with a hard copy along with a digital copy in pdf format, will be received by the Town CAO/Clerk-Treasurer at the Municipal Office, 15 Water Street, Gore Bay, Ontario, until 4:00 p.m., local time, December 4, 2015 as determined by the clock in the Gore Bay Municipal Office. Submissions received after closing time will not be considered. Late Proposals will NOT be accepted and will be returned unopened to the Vendor, no exceptions. or Facsimile responses for the Request for Proposal will NOT be accepted. Submission is delivered to a location other than which is stated in this document and the submission fails to be delivered to the Town 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. 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. If required, presentations will be scheduled as required. 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 CAO/Clerk-Treasurer. HARMONIZED SALES TAX The quoted prices must clearly show the Harmonized Sales Tax as a separate item from the total price submission. EVALUATION OF PROPOSALS The Town of Gore Bay uses a value based approach to selecting consultants and will evaluate each proposal based on its own merit, giving specific attention to completeness of detail, experience of the project team and other factors as set out in the criteria listed below which states the weight or value assigned to each category. 6

7 The evaluation will be based on the prescribed criteria, but not solely limited thereto, and any other relevant information provided by the Consultant(s). The Town reserves the right to prioritize and weight the importance of each criterion confidentially. Selected proponents may be short listed for interviews at the discretion of the Town. CRITERIA VALUE Accessibility & Flexibility 15% Navigation & Look and Feel 15% Website & Graphic Design Experience 25% Content Management System Features 15% Proposed Work Plan & Timelines of the 5% Project Fee Structure Website Redesign 10% Ongoing Support Costs 10% Optional Requirements 5% TOTAL SCORE: 100% TERMS AND CONDITIONS ACCEPTANCE OF PROPOSALS i) The Town of Gore Bay reserves the right to accept or reject any or all of the proposals submitted in response to this Request for Proposal and may award the work to other than the lowest cost proposal. Proposals will be assessed in light of the evaluation criteria. The Town of Gore Bay reserves the right to interview any number of respondents regardless of their score. The Request for Proposal should not be construed as an agreement to purchase services. The Town will be under no obligation to receive further information, whether written or oral, from any Proponent. The Town reserves the right to award in whole or in part. ii) Proposals must be completed with due care. All proposals must conform to the instructions in this Document. If a Proposal does not conform in every way, even in ways which may seem to Proponents to be innocuous, that Proposal may be rejected by the Town as improper, and may not be considered at all. iii) Neither acceptance of a Proposal nor execution of a Contract will constitute approval of any activity or development contemplated in any proposal that requires any approval, permit or license pursuant to any Federal, Provincial, regional district or municipal statute, regulation or by-law. 7

8 DEFINITION OF CONTRACT Notice in writing to a Proponent of the acceptance of its proposal by the Town and the subsequent full execution of a written Contract will constitute a Contract for the goods or services, and no Proponent will acquire any legal or equitable rights or privileges relative to the goods or services until the occurrence of both such events. LIABILITY OF ERRORS While the Town has used considerable efforts to ensure an accurate representation of information in this Request for Proposal, the information contained in this Request for Proposal is supplied solely as a guideline for Proponents. The information is not guaranteed or warranted to be accurate by the Town, nor is it necessarily comprehensive or exhaustive. Nothing in this Request for Proposal is intended to relieve Proponents from forming their own opinions and conclusions with respect to the matters addressed in this Request for Proposal. AGREEMENT WITH TERMS By submitting a Proposal, the Proponent agrees to all terms and conditions in this Request for Proposal. Proponents who have obtained the Request for Proposal electronically must not alter any portion of the document, with the exception of adding the information requested. To do so will invalidate the proposal. MODIFICATION OF TERMS The Town reserves the right to modify the terms of the Request for Proposal at any time at its sole discretion. OWNERSHIP OF PROPOSALS AND FREEDOM OF INFORMATION All documents, including proposals, submitted to the Town become the property of the Town. They will be received and held in confidence by the Town, subject to the provisions of the Freedom of Information and Protection of Privacy Act. USE OF REQUEST FOR PROPOSAL This document, or any portion thereof, may not be used for any purpose other than the submission of proposals. CONFIDENTIALITY OF INFORMATION Information pertaining to the Town obtained by the Proponent as a result of participation in this project is confidential and must not be disclosed without written authorization from the Town. 8

9 ARBITRATION All disputes arising out of or in connection with the Contract must, unless the parties agree, be referred to and finally resolved by arbitration to the Commercial Arbitration Act. INDEMNITY The Consultant will indemnify and save harmless the Town, its employees and agents from and against all claims, demands, losses, damages, costs, and expenses made against or incurred, suffered or sustained by the Town at any time or times (either before or after the expiration or sooner termination of this Contract) where the same or any of them are based upon or arise out of or form anything done or omitted to be done by the Consultant or by any servant, employee, officer, director or sub-consultant of the Consultant pursuant to the Contract excepting always liability arising out of the Independent acts of the Town. CONTRACT AWARD Provided that at least one of the Proposals received meets the approval of the evaluation committee, a recommendation for award will be made on the basis of the evaluation. The award of the contract is subject to the best value for the Town. i) On approval of the evaluation of the committee s recommendation by Council, the Successful Respondent will be required to enter into a formal contract agreement. ii) Written notification to the Successful Respondent and the issue of a Purchase Order shall result in a binding contract between the Town and the Successful Respondent unless otherwise stated and will result in the execution of a formal contract agreement. GENERAL i) Any potential conflict of interest shall be identified and described in detail. If a conflict of interest does exist, the Town may, at its discretion, withhold the assignment from the Consultant until the matter is resolved to the satisfaction of the Town. If during the conduct of the assignment, the Consultant is retained by another client giving rise to a potential conflict of interest, then the Consultant shall inform the Town and if a significant conflict of interest is deemed to exist by the Town, then the Consultant shall a) refuse the new assignment; or b) take such steps as are necessary to remove the conflict of interest. ii) The Consultant shall be expected to enter into an agreement with the Town pertaining to the products expected and the total upset cost of the work. 9

10 iii) The Town will not bear any cost involved in the preparation or submission of proposals received as a result of this Request for Proposal, site inspections, interviews, or any other services that may be requested as part of the evaluation process. iv) All information and proposals collected by the project shall become the property of the Town. v) Revised proposals will not be called if only minor changes are contemplated. vi) The Consultant shall be required to assume responsibility for all services offered in their proposal regardless of whether or not the Consultant performs them in house. The Consultant shall be totally responsible for the adherence by sub-consultants to all provisions of the contract. The Consultant shall be the sole point of contact for contractual matters, including payment of any or all charges resulting from the contract. vii) All Consultants will be informed in writing of the results of this Request for Proposals. viii) The proposal must be signed by the person(s) authorized to sign on behalf of the Consultant and to bind the Consultant to statements made in response to this request for Proposal. ix) By submission of a clear and detailed written notice, the Consultant may amend or withdraw its proposal prior to the closing date and time. Upon closing time, all proposals become irrevocable for a period of 120 days from the date of closing. By submission of a proposal, the Consultant agrees that should its proposal be deemed successful the Consultant would enter into a Contract with the Town. xi) The Consultant will not change the wording of its proposal after closing and no words or comments will be added to the proposal unless requested by the Town for purposes of clarification. xii) In the event the Consultant desires to take exception to any of the terms or conditions set forth in this Request for Proposals, said exceptions must be clearly identified in the response to the Request for Proposals. Exceptions or deviations must not be added to the Proposal pages, but must be a separate document accompanying the Consultant s Proposal. xiii) The Consultant shall be expected to commence work on this project immediately following receipt of formal notification of award of the project. 10

11 CONTACT PERSON Questions related to this Request for Proposal and/or matters relating to it shall be directed to: Annette Clarke CAO/Clerk-Treasurer PO BOX Water Street Gore Bay, Ontario P0P 1H0 Phone: (705) Fax: (705) PROPOSAL DEADLINE Submissions sealed in an envelope, with a hard copy along with a digital copy in pdf format, will be received by the undersigned at the Municipal Office, 15 Water Street, Gore Bay, Ontario, until 4:00 p.m., local time, December 4, 2015 as determined by the clock in the Gore Bay Municipal Office. Submissions received after closing time will not be considered. The Corporation of the Town of Gore Bay c/o Annette Clarke, AMCT CAO/Clerk-Treasurer PO BOX Water Street Gore Bay, Ontario P0P 1H0 (705) ext.1 11

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