WEBSITE DESIGN LONDON POLICE SERVICES BOARD Reference Number: A D D E N D U M NO. 1

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1 WEBSITE DESIGN LONDON POLICE SERVICES BOARD Reference Number: A D D E N D U M NO. 1 This addendum is in reference to the Website Design Request for Proposal (RFP) issued by the London Police Services Board. The following shall form part of the proposal documents # issued by the London Police Services Board. 1. Do you require a detailed, itemized break down of the costs? Current form seems to only allow a final total. On page 9 of the RFP section 3.2 A. Total Cost, it states that we should provide a breakdown detail on costs. Should this be included on the RFP? Proponents shall include itemized break down of all the associated costs in their proposal on a separate sheet. For example: itemized costs for analysis, software, design, implementation, training, travel, maintenance etc. The total cost will include ALL itemized costs and shall be indicated on the Form of Proposal FP2. 2. In reviewing the RFP it states the current budget for this project is $100, For clarification, are the maintenance and support costs separate from the budget? 1 st year support and maintenance costs should be included within the project budget. Ongoing support and maintenance should be provided for future planning. 3. Are there any restrictions on companies submitting to the RFP outside of Ontario? Vendors must have the ability to provide onsite training and support as necessary. 4. Is the London Police Services Board open to a new CMS, or do they want to keep the current Content Management System (CMS)? The current CMS (Frontpage) is end of life, so we are expecting a new non-proprietary CMS. COTS (Custom Off the Shelf) and Open Source CMS solutions will be considered. CMS details and any associated purchase and maintenance costs must be clearly outlined in the proposal. 5. In the section of the RFP regarding the CMS, the RFP states: "The CMS will use role based access and as members authenticate to the site with their unique username and password, they will only be able to update sections of the site to which they have been granted access." Could you please elaborate on the CMS role based requirement for the new site? (i.e. number of users, roles and detail level role based permissions. We require access for up to 20 users to log into the CMS to update the content. Ideally, users will be able to be placed into groups within the CMS, for example, Media Relations 1

2 or Finance. They would then be assigned permissions to then edit appropriate pages assigned to their group. For example, the Media Relations group will be able to update and change the news release section of the site, Finance to change budget information. An administrator would be able to create and update new users, groups and associated group pages. We expect that users would have the ability to design and refine changes before updating to the production environment. 6. Could you elaborate on the desired design of the new website? We are expecting a single mobile responsive design that will effectively present LPS content regardless of device. This would include desktops, laptops, tables and phone devices. A separate dedicated mobile app is out of scope for this RFP. 7. Would you like the successful vendor to engage the public in the website design, i.e. site mapping and concept focus group? The LPS is not opposed to the engagement of the public for the website design and there will be a need for some internal consultation/focus groups. 8. Would the vendor be required to host the intranet? It is intended that the content management system (CMS) be transferable to the LPS Information & Technology Branch for hosting. 9. In terms of migrating existing content to a new website, MUST ALL of the current site's content be maintained? Is there a possibility of scaling back the amount of content on the site? LPS will work collaboratively with the chosen vendor to complete a content audit and ensure removal of unnecessary or obsolete information. 10. Is migration of content from the old CMS to the new CMS within the scope of the project? Will it be performed by the vendor and should this work be reflected in the work plan and pricing bid? Migration of content from one site to the other is in scope and will be a collaborative effort between LPS and the Vendor. It should be reflected in the work plan and pricing bid. 11. Frequently, a new website plan will necessitate writing some new copy (rather than just the transfer of existing content). May we presume that all new content will be supplied by London Police Service, and that original writing or content development is not required within the scope of this project? The London Police Service will assume all responsibility for development of new content. 2

3 12. Do you require archived news items transferred and displayed on the new site? We will not require the transfer of archived news items. However, the new site should provide the ability enter and archive news items effectively. 13. The current site has links to various hosted applications. i.e. CopLogic, Crime Mapping, Police Background Checks, Career Videos. Will these applications be integrated under the new website or will they remain at their current locations? These applications will continue to be hosted on their own URL but will need to be reskinned in order to bring them back in line with the new look and feel of the new site. 14. Is there a requirement to manage/show video? The ability to manage/show video is a desirable feature. The LPS currently displays video on their Police Background Check page, as well as on the Careers page. The Vendor should detail any recommendations on how best to present existing videos and provide direction for future management and playing of video. 15. Who will be responsible for providing digital assets for the website (i.e. logos, photos, images)? The LPS will provide appropriate photos and images for the site. 16. Is the domain name police.london.ca secured? Yes, the domain is secured. 17. Would you like the ability to push data to social media? (i.e. ability to subscribe to LPS News) Yes. 18. Would it be beneficial for our response to provide value added options? (i.e. surveys, recruiting, paid duty features) Value added options are encouraged. However, any additional cost implications should be detailed. 19. Are there any factors that will affect the timing of this project? Project funding requirements will drive the implementation timelines. 3

4 20. Can you provide details on your website hosting requirements? The LPS intends to move the revised website to an external website hosting provider. Vendors are encouraged to elaborate on their ability to, or their suggestions for hosting the revised website within this RFP. Hosting costs are out of scope for this RFP, and should be included for informational purposes. Vendors are also encouraged to elaborate on technical aspects and necessary security precautions related to providing a secure hosted solution. 21. Would you require hosting if we were to host the new site? If so how many accounts would be required? We do not require any hosting. However, we do require website links allowing the public to send s to various LPS contacts. 22. Do you currently have a maintenance agreement in place with your current website vendor? If so, roughly how many hours a month do you consume? The current website development platform is hosted by the City and there is no maintenance contract in place. Historically, we have had minimal support requirements. 23. How will the LPS test the website? The London Police Service will conduct usability tests during development and notify the Vendor of any deficiencies in need of resolution. 24. Please confirm if a training plan for the new CMS designed for the non-technical members of the London Police Service is in the scope of this project. If so, how many staff members need to be trained? What is the method of training - classroom setting or manual/ documentation? Will training be delivered by the proponent or will the hand-off of a training plan/ documentation be sufficient? Planning and delivering of training for non-technical users of the site is in the scope of this project. Approximately 20 users will need to be trained. Our preference for training is onsite in a classroom environment. Train the trainer and remote (Webex) sessions will be considered as an option. 26. Outside of the requirements listed in the RFP document and the current functionality of the existing website, are there any additional needs associated with this project? 4

5 It is desirable that the vendor detail any processes or tools that can be put in place to monitor website activity (i.e. hit statistics, bounce rates, etc.) The vendor should also indicate what Search Engine Optimization tools are in place to ensure that the website is at, or near the top of external search engine results. As we are looking to establish a long term relationship with the selected vendor and will look for their assistance in implementing new functionality as needs arise. 5

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