Website Re-Development. Request for Proposal

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Douglas Sharp
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1 Website Re-Development Request for Proposal October 2015

2 The Township of St. Clair Request for Proposal for Website Re-Development Organization Information The Municipality of the Township of St. Clair stretches from the southern perimeter of the City of Sarnia in the north, to the northern boundary of the Municipality of Chatham Kent in the south and includes 35 kilometers of waterfront on the beautiful St. Clair River. The Township of St. Clair has a population of 15,000. The Municipality provides services in the areas of public works, roads, sewers and water, parks, recreation, planning, tourism and economic development. The Municipality s website, is intended to be multi-functional serving as the information site for citizens, the business community and visitors to the Municipality. Background In 2001, the Minister ordered that the Municipalities of the Township of Moore and the Township of Sombra amalgamate as one effective January 1, The new Municipality named Township of St. Clair was created and has a population of approximately 15,000 persons. The council of the Municipality is composed of a Mayor, Deputy Mayor elected at large, and five Councillors representing two wards: three from Ward 1 being the former Township of Moore and two from ward 2 being the former Township of Sombra. The Council is the legislative and decision making body of the Corporation. The Township has one main administrative office being the Civic Centre located in Mooretown, ON and also has an Emergency Services Building where the Fire Department and a local detachment of the OPP reside. Purpose The Township of St. Clair is seeking proposals for redesigning and rejuvenating our website by implementing a new content management system, redesigning templates and reorganizing content. Creating a website that is more interactive and modern is important while maintaining the simplicity for our internal website operator. Project Objectives 1. To propose and implement a new look for the website that is consistent with the needs of the website users; 2. To create an attractive façade for the Municipality and promote some of our many social, cultural and historical landmarks. Page 1 of 6

the beautiful St. Clair River. The Township of St. Clair has a population of 15,000.

3 3. To recommend and build functionality and features that link with the services provided by the Township of St. Clair; 4. To design a framework that is flexible, scalable and easy to update; 5. To manage the project budget efficiently and effectively. Scope of Work 1. Graphic and Information Design This site must have an appealing and appropriate design with strong and consistent branding. The information on the site must be easy to find. The content must be rich in appearance but uncomplicated and clean looking. The site navigation must be intuitive, reveal the depth of the site, and highlight the most commonly used areas of the site. Overall, the site must be highly functional, intuitive and easy to use. 2. Information Delivery The delivery of information is one of the Township of St. Clair s key functions and the website is increasingly becoming the main channel for this information delivery. The site is the starting point for many information searches for both citizens and visitors. The user experience must be consistent throughout the site and amongst these groups. The site shall promote and endorse public notifications for council and other public meetings. 3. Adapting Existing Site Content Much of the existing site content can be transferred over, in a re-organized way. The Municipality is open to suggestions for new content that would enhance the user experience. 4. Marketing and Promotion The website is a key communication tool. It will promote the Township of St. Clair to citizens, both potential and existing, businesses both potential and existing and visitors. The site is the main communication channel for increasing awareness of the Municipality as a great place to live, work and play. 5. Scalable and Easy to Update The day-to-day care and maintenance of the website will be the responsibility of internal staff, so the content management system must be intuitive and user friendly. Initial training will be required and there may potentially be a requirement for support on an ongoing basis. Page 2 of 6

The information on the site must be easy to find. The content must be rich in appearance but uncomplicated and clean looking.

4 6. Functionality Accessibility Calendar of events Integration with Social Media Searchable Library of Documents Online Forms Photo Gallery Google maps and GPS connectivity Search engine optimization and compliance with major search engine best practices Web alerts Support mobile technology Easy display for related news articles Suggestions for other functionality ideas are welcome from the proponents. 7. Documentation and Training The successful proponent will provide the Municipality with documentation and onsite training for staff to ensure that the site can be maintained with ease. 8. Site maintenance, monitoring and Technical Support Proponents should include any long term monitoring and maintenance costs associated with the site. The Municipality will require prompt attention to a service request. Online or telephone assistance by a qualified individual will be required within 4 hours minimum. Technical Considerations 1. The Township of St. Clair website will be updated by a selected number of users. The users will be located both on and off the local area network running with the Municipality so a web based interface will be required. 2. The Township of St. Clair requires security over access to all of the content and the system must provide for secure customer data, including credit card information. Security protocols and/or measures must be demonstrated in the proposal. 3. Content management system must have a built-in approval process for content upload to the website. Page 3 of 6

proponents. 7. Documentation and Training The successful proponent will provide the Municipality with documentation and onsite training for staff to ensure that the site can be maintained with ease.

5 Timing The Township of St. Clair would like to re-launch the website, no later than January If it is not possible to deliver all elements on that date, a phased plan would be considered. Proposal Requirements The proposals submitted should provide the following elements: Description of the Proponent Overview outlining the Proponents approach, both technically and creatively Indication if the Proponent is familiar with the Township of St. Clair Identification of the project manager who would be the primary liaison with municipal staff Detailed work plan, timeline and cost estimate for the project Payment schedule and any additional costs References from previous similar projects. Terms and Conditions 1. All proposals shall be irrevocable and remain open for acceptance for thirty (30) days after the closing date / time. Proposals become the property of the Township of St. Clair. 2. Proposals, which contain qualifying conditions or which otherwise, fail to conform to the terms and conditions may be disqualified or rejected. 3. Prices are firm, based upon the work completed on location in the Township of St. Clair area and in the Proponents production house. HST should be quoted separately. Any fees required for software licenses or other components of the website, including hosting, should be shown separately and reflected as annual or one-time costs. 4. The Proponent is advised that the upset limit for the project is: $15,000 excluding HST. 5. The Township of St. Clair reserves the right to cancel the contract immediately upon written notice, if, in the opinion of the Chief Administrative Officer, the successful Proponent is not fulfilling the terms, conditions and specification of the contract. All fees will be paid up to the date the work terminates, based on the work plan submitted and actual work completed. Page 4 of 6

Indication if the Proponent is familiar with the Township of St.

6 Closing Date Proposals must be received by the Township of St. Clair, no later than 11:00 am, October 22 nd, Request for Proposals must be mailed in a sealed envelope clearly marked RFP Website Re-Development to: Attn: Treasurer Township of St. Clair 1155 Emily Street Mooretown, ON N0N 1M0 Proposals received after this time will not be considered. A short list of proponents will be developed within one week of the deadline and shortlisted proponents may be interviewed to provide more information. Submission of a proposal indicated acceptance by the Proponent of the Terms and Conditions specified in this RFP. The Proponent is deemed to have familiarized themselves with the requirements of the Township of St. Clair s website re-development and content management system project. The Township of St. Clair reserves the right to reject any or all proposals and to determine in its own judgment the company best qualified to undertake the contract. The Township of St. Clair is not liable for any costs incurred by the Proponents in the preparation of their proposals. Selection Process Evaluation criteria will include the following: Proponent qualifications Creativity Stability and reputation of the Proponent Approach and / or techniques Stated deliverables Timing Price Local context and experience Township Staff requirements. Page 5 of 6

Clair 1155 Emily Street Mooretown, ON N0N 1M0 Proposals received after this time will not be considered.

7 Scoring Process Company % of Review Rate Weighted Criteria Overall Impression 5% Qualifications 15% Experience 20% Proposed Approach 25% Professional Fees 24% Rate Excellent 5 Very Good 4 Good 3 Satisfactory 2 Basic 1 Any questions or concerns please contact: George Lozon, Deputy Treasurer Tel glozon@twp.stclair.on.ca Page 6 of 6

Excellent 5 Very Good 4 Good 3 Satisfactory 2 Basic 1 Any questions or concerns please

Website Development Request for Proposals

Website Development Request for Proposals January 2013 A cultivated experience for the mind, body, and soil Request for Proposal To: Website Design Companies From: Town of Wolfville Project: Website Redesign