The CITY OF OLIVETTE web site was originally designed and produced in in the late 1990 s and updated in 2011.

Transcription

1 REQUEST FOR PROPOSAL WEB SITE DESIGN, DEVELOPMENT & HOSTING April 1, 2015

2 1. SUMMARY The CITY OF OLIVETTE, MISSOURI is accepting proposals to design, develop, and host the City s web site ( The purpose of this RFP is to provide a fair evaluation for all candidates and to provide the candidates with the evaluation criteria against which they will be judged. The CITY OF OLIVETTE web site was originally designed and produced in in the late 1990 s and updated in PROPOSAL GUIDELINES AND REQUIREMENTS This is an open and competitive process. Proposals received after 2:00 pm CST, Thursday, April 23, 2015 will not be considered. The proposal must contain the signature of a duly authorized officer or agent of the company submitting the proposal. The price you quote should be inclusive of all fees and charges. If your price excludes certain fees or charges, you must provide a detailed list of excluded fees with a complete explanation of the nature of those fees. If the execution of work to be performed by your company requires the hiring of sub-contractors you must clearly state this in your proposal. Sub-contractors must be identified and the work they will perform must be defined. In your proposal please provide the name, address, and name of primary contact person, of the sub-contractor. The CITY OF OLIVETTE will not refuse a proposal based upon the use of sub-contractors; however, we retain the right to refuse the subcontractors you have selected. Provisions of this RFP and the contents of the successful responses are considered available for inclusion in final contractual obligations. 3. CONTRACT TERMS The CITY OF OLIVETTE will negotiate contract terms upon selection. All contracts are subject to review by CITY OF OLIVETTE legal counsel, and a project will be awarded upon signing of an agreement or contract, which outlines terms, scope, budget and other necessary items. 4. SCOPE A final scope of work will be developed with the City and the respondent submitting the selected proposal ( The Contractor ) at the time of selection. This document only presents a preliminary scope to generally communicate the City s expectations. That being said, all Respondents will be held strictly to the service and capability representations made in this RFP process and the RFP will be referred to in the final contracting document. The City desires to redesign its website so that residents, businesses and visitors, both current and potential, can easily navigate and access information, communicate with the City through surveys, submit comments and queries online and with social networking methods, and download any necessary City forms. This RFP is for web design, set-up, system implementation, training, and support services of the site. The City has not determined whether hosting will be included in the project. Please provide a separate cost sheet for hosting of the website. Costing should be

3 itemized in sufficient detail to communicate web design, implementation, training and on-going support services costs. In providing costing information staffing levels and hourly rates shall be provided. Respondents can expect the awarded City contract to be developed on a not-to-exceed price basis for implementation, training and design services. Proposals for redesign of the website should include or account for, but is not be limited to the following: 1) Designing a community relevant, responsive and attractive external internet website in line with the City requirements outlined in this RFP and further augmented with documented discussions and agreements with the City following selection of a Contractor. 2) Designing an organizationally relevant, responsive and attractive internal intranet website in line with the City requirements outlined in this RFP and further augmented with documented discussions and agreements with the City following selection of a Contractor. 3) Designing a self-supporting, consistent, user-friendly navigation framework for the City website that is highly understandable, accessible and useable to users on all levels. 4) Designing a customized home page that is simple, uncluttered, visually striking and powerful in allowing users to easily find and access relevant information. 5) Designing standardized, yet flexible, templates for all website pages to ensure a consistent look throughout that is highly professional, functional and enhances the image of the City. 6) Assisting City staff with the development of web page content with a plan to build new and updated content and how to best utilize existing data where possible and recommended. 7) Assisting the City in transitioning to the new website including: staff training and the production of a formal instructional guide as a training tool for changing/updating the website. The inclusion of a highly developed and secure content management system to update the website is essential. The primary purpose of the website is to create an informative and visually pleasing communication tool useful to the City and its outside stakeholders. To best meet the needs of both, it is expected that the completed website include each of the following components: Integration with social networking websites, allowing the City to selectively update Facebook, Twitter or other networking pages with the content management system as staff updates the website Mobile device compatibility for all website content A user-friendly search function that allows the user to search the entire site An effective site map A real-time/date sensitive calendar that can dynamically display important dates and community events categorized in a variety of responsibility categories (Department/Function/Other Defined Unit) The ability to create multiple calendars and news pages The ability to easily post emergency notices on the website homepage and push information out using a variety of public-based mediums The ability to create different but duplicate instances of a page in multiple areas of the website navigation Automatically generated RSS feeds The ability to download applications necessary to view information (ex: Adobe Acrobat Reader)

4 The ability to conduct online polls and surveys allowing for responses in multiple formats, including but not limited to multiple choice, free-flowing text and check all that apply features. The ability to upload audio files. (Capability to upload video files in the future.) Online visitor comments capabilities with the ability to direct and track queries to appropriate City official. This should allow visitors to report problems, ask questions, submit comments, voice concerns, etc., with the assurance that their comments will generate an to the responsible City staff member. Self-maintained auto-list serve capabilities allowing visitors to easily add or delete an address from a mass distribution list by topical area. This distribution list should be available in database form for staff to access. The ability for users to complete various forms online. Contractor should maintain timely and regular communication with the City during the development process. Any additional features the respondent feels would improve the City website or the transition process. It is expected that the Contractor will work with the City to develop a site that best meets the needs of the Los Altos. The City expects that the Contractor and City will work together to plan and organize information mostly on site, including planning sessions, regular meetings, training sessions and continued communication throughout the duration of the website design project. Planning the organizational structure is a key part of the scope of work included in the RFP. It is expected that the Contractor work closely with the City to develop a site organizational structure optimal for the City s needs. Website Requirements All proposals must include the following to be considered in the selection process: 1) The site must be unique, professional in appearance, and uniformly represent the City in interaction with residents, businesses, and visitors both current and potential. 2) Design for each page must be consistent throughout the site. 3) The entry point for the site must represent the quality and character of the City. 4) Each page must be sized as to allow printing or contain a printer-friendly version. 5) The site should be designed to be accessible by viewers with limited computer knowledge and should avoid using technology that may not be compliant with some browsers. In the event such technology is used, the site should provide alternate means for accessing the information. 6) The site must be easy to update by non-technical City staff. 7) The site should allow for easy linking and embedding of third-party systems the City may be using. 8) The Contract should provide for full and unlimited access to the website code in the case of service interruption. 9) The website should allow the City to post an unlimited amount of content at no extra cost to City. 10) The site should allow for an unlimited amount of system users at no extra cost to City.

5 5. RFP TIMELINE RFP Posted April 1, 2015 Proposal Due Date 2:00 pm CST April 23, 2015 Complete Evaluation of Proposals and Interviews May 8, 2015 Selection of Successful Candidate Firm May 12, 2015 Proposals should be received at the address below before 2:00 pm CST on April 23, Late proposals will not be accepted. Proposals should be hand delivered or mailed. ed or faxed proposals will not be accepted. Respondents are to submit all materials together in a sealed packet and clearly mark on the outside of the package Website Proposal. Mailing Address Attn: Myra Bennett, City Clerk City Of Olivette 9473 Olive Blvd Olivette, MO Proposals are to be sent in triplicate (3 copies) and are to include the following: A timeline indicating expected completion time of key steps and of the entire project from execution of contract agreement; Key steps should be briefly described Budget Response to respondent questions (Below) Proposals containing additional information over and above those listed in the RFP will be accepted. Please provide explanation as to why submitted proposal deviates from that described in the RFP. The City reserves the right to request additional information from any respondent after submission of proposal, including but not limited to, additional design templates, clarification of submitted materials, and/or interviews or to allow for corrections of misinformation or omitted information. The City reserves the right to change proposal submission requirements and to change the due date at any point during the RFP process, upon notification of all firms and individuals who have expressed to the City the intent to submit a proposal (collectively the Expected Respondents ). It is the goal of the City to design a website that best meets the needs of residents, businesses, visitors, staff and other stakeholders. Improvements or suggestions to any condition in the RFP are welcome and should be explained in the bid. Requirements are somewhat flexible and could be altered given a better idea or method.

6 6. BUDGET Proposal should include a total not-to-exceed contract proposal amount. Please be very explicit in listing and describing any services or items not covered in the proposal fee amount. Proposal fee should be broken down to include major fee categories. Hosting will be addressed separately and costs for hosting should be included separately in the budget for this project. Upon selection, final contract amount will be subject to negotiation to determine exact scope of services to be provided and final contract fee amount, and a contract outlining all relevant terms shall be executed by both parties. Selection does not guarantee award of the contract. In the event the Contractor and the City fail to agree to a contract, the City will choose from remaining Respondents or put out another RFP. The City reserves the right, at its sole discretion, to cancel or modify the RFP in part or in its entirety. The City will not reimburse Respondents for any costs incurred in preparation or submission of the proposal. All proposals are made at the sole cost of the Respondent. Proposed fee should not include or consider the costs incurred in preparation of the proposal. 7. RESPONDENT QUESTIONS Selection of a proposal for contract will be at the sole judgment of the City. Only those Respondents meeting the following minimum conditions, however, will be considered: Respondent must demonstrate past success with website development Respondent must have developed at least three (3) websites specifically for municipalities. (Please include url if it is still current.) Respondent must provide references for at least three (3) organizations with at least one municipality; references must be organizations for which the Respondent has developed a website that is currently in use. (Please include url.) Respondents must display a developed and integrated content management system Respondents must display robust customer service capabilities accessible to City staff during normal working hours Briefly describe your firm s organizational capacity to produce our web site (e.g. staff, equipment, software, physical space, office location, etc.). Provide a company profile, length of time in business and core competencies. Describe the expected interaction between your organization and the City throughout the development and transition process. Describe the support your organization will provide during design and transition to the new website. Please be specific with respect to type (training, help only, etc.). contact method (phone, ), and available hours for support. Describe the billing framework for future and ongoing training. Please discuss any hardware/software vendor partnerships. Please discuss your testing and support plan. Time frame for completion. The time frame for completion of the project will be evaluated. In addition, time frames will be part of the contractual agreement; therefore, a realistic time frame for completion is requested.

7 Process to include input from all program areas. Please state how you intend to communicate with all program areas to gather all of the required information. Proposed terms and conditions. Hosting Information Do you provide hosting? If so, please provide answers to the following questions. o How often do you backup? o How often do you have down time? o How often do you upgrade software/hardware? o Please describe your technical support. o Please describe your security. If you do not provide hosting, please suggest a vendor/partner to provide this service and provide answers to the above questions. 8. EVALUATION CRITERIA The following criteria will form the basis upon which the CITY OF OLIVETTE will evaluate proposals. Proposals that meet the mandatory requirements, as stated above, will be evaluated with the following criteria: Suitability of the Proposal the proposed solution meets the needs and criteria set forth in the RFP. Expertise in recommending and communicating appropriate technical and aesthetic solutions as evidenced by the proposal and references. Aesthetic Capabilities Prior work demonstrates artistic and innovative, user friendly interfaces that engage communities and viewers. Candidate Experience Candidate has successfully completed similar projects and has the qualifications necessary to undertake this project. Value/Pricing Structure and Price Levels The price is commensurate with the value offered by the proposer. Depth and Breadth of Staff The candidate firm has appropriate staff to develop the site in the time frame needed. Proposal Presentation The information is presented in a clear, logical manner and is well organized. Public sector and/or nonprofit experience