Bristol Community College 777 Elsbree Street Fall River, MA 02720

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1 Bristol Community College 777 Elsbree Street Fall River, MA Request for Proposal RFP #M WEB SITE DESIGN & DEVELOPMENT OF FALL RIVER COMMUNITY MEDIA WEBSITE ISSUE DATE: Monday, September 17, 2012 PROPOSALS MUST BE RECEIVED BY: Wednesday, October 12, :00 p.m. EST DELIVER PROPOSALS TO: Philicia Pacheco Bristol Community College 777 Elsbree Street Fall River, MA 02720

2 Table of Contents 1. Summary 3 2. General Conditions and Notice to Bidders... 3/4 3. Proposal Guidelines and Requirements Contract Terms 5 5. Purpose, Description and Objectives.. 5 / 6 6. Timeline Budget FRCTV/FRCM Background Information 7 9. Stakeholders/Audience Scope & Guidelines Developer Staff Resources Qualifications Evaluation Criteria... 9 / Format for Proposals

3 1. SUMMARY Bristol Community College (BCC) is accepting proposals to design and develop its community media website, The purpose is to educate and inform the target audience concerned of the operation of Fall River Community Media (FRCM). FRCM is a new, branded entity which promotes the use of video, Internet radio, and online resources as a means of communicating community information. Currently the entity is entitled Fall River Community Television (FRCTV) with its web site located at The operation was launched in 2000 through an agreement between the City of Fall River and BCC. The FRCTV site is maintained by FRCTV/FRCM staff. 2. GENERAL CONDITIONS AND NOTICE TO BIDDERS 1. The Commonwealth of Massachusetts or its agent, Bristol Community College, will make payment for equipment or services after COMPLETE delivery to the satisfaction of the College. 2. The bidders quotes shall include a SEPARATE line item to include costs for all delivery, insurance and transportation charges with inside delivery to the College. 3. The College reserves the right to reject any and all bids and any or all formalities. The College also reserves the right to accept all or part of a bid on any items and groups. If a discrepancy occurs between the unit price and the extended price, the College will be bound by the LOWER price. Corrections and/or modifications received after the closing time specified will not be accepted. 4. The College is exempt from Federal Taxes and Massachusetts Sales Taxes. Prices quoted shall not include taxes. 5. No financial claim for any payment whatsoever shall be brought against the College for any contract delays. 6. Proprietary names are quoted for information and are not meant to limit competition. If the bid is based on similar products, be sure to give full information in the bid or in a letter attached. 7. All labor to be paid in accordance with Minimum Wage Rates and Health and Welfare and Pension Fund contributors as determined by the Commissioner of Labor and Industries under the provisions of the Massachusetts General Laws, Chapter 149, Section 26 to 27D, inclusive as amended. 8. If the bidder has not been issued a Massachusetts Vendor Code Number, use the 9 character Federal Employee Identification number issued by the IRS if you employ two or more employees. Otherwise use your personal Social Security Number. Purchase orders cannot be issued or payment made until this number is shown complete and correct. 3

4 9. Quotations on items which differ from specifications may be rejected unless manufacturer s name and catalog number, together with literature and cuts are furnished with bid proposals. 10. The right is reserved to accept the proposal deemed best for the College. Inspection at point of delivery. Material not in accordance with specifications will be returned at vendor s expense. 11. All proposals must be submitted in a sealed envelope clearly marked with the bid number, before the date and time indicated. The College will not be held responsible if any proposal is not so marked and is unintentionally opened as a result. Postmarks will NOT be considered. 12. Conflict of Interest: A bidder filing a proposal thereby certifies that the proposal is made in good faith, without fraud, collusion or connection of any kind with any other bidder, and that the bidder is competing solely in its own behalf without connection with, or obligation to any undisclosed person or firm. 3. PROPOSAL GUIDELINES AND REQUIREMENTS This is an open and competitive process. Proposals received after 2:00pm on October 12, 2012 will not be considered. The proposal must contain the name of a duly authorized representative of the company submitting the proposal. The price you quote should be inclusive. 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 subcontractors 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 EIN of the sub-contractor. BCC/FRCM 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. 4

5 4. CONTRACT TERMS BCC/FRCM will finalize contract terms upon selection, based on the specifications of this proposal. All contracts are subject to review by BCC legal counsel, and a project will be awarded upon signing of an agreement or contract, which outlines terms, scope, budget and other necessary items. The work will be divided into two phases: Phase I: Discovery, Requirements, Planning & Site Definition Phase II: Site Development, Testing and Deployment. DESCRIPTION AND OBJECTIVES 5. PURPOSE, DESCRIPTION AND OBJECTIVES Purpose: BCC uses the FRCTV/FRCM web site to engage and inform community members in utilizing the FRCTV/FRCM video, Internet radio, and online resources to share information to the community at-large. The current website primarily includes material pertinent to our Public Access Cable Television operation. With our plans to re-brand as Fall River Community Media, the web site requires updating and fine tuning in anticipation of offering new services to the residents and organizations in Fall River Once the site is completed, BCC/FRCM will assume full responsibility for web site content maintenance and administration. All content, coding and graphics will become the sole property of BCC/FRCM. Description: The web site will house FRCM updates on its video, Internet radio, and online platforms, and offer information on services provided to the Fall River community. Interactivity from visitors to the web site, either through site comments or social media integration, is essential. BCC/FRCM will maintain editorial control of content. The site needs to be integrated with FRCM s use of Constant Contact marketing tools and be easy to update by staff without extensive web experience. BCC/FRCM will manage the web publishing process, preferably by using a system with a browser-based user interface that can be remotely accessed. To be effective, our web site must be: Easy and intuitive Visually pleasing and connected to the new visual identity of FRCM Informative Safe and secure Quick to load and operate Integrated with Constant Contact Integrated with social networking tools Utilize the Drupal content management system with the developed open source community media modules. 5

6 Objective: Our primary objective is to easily and quickly keep people informed and engaged around the services provided by FRCM. Specific Strategies: Provide programming information on the FRCM video and Internet radio products Provide a resource for residents and organizations to share information with the Fall River community through video, Internet radio, or online Engage individuals and organizations to interact socially on the web site Make it easy: Design the site to deliver intuitive navigation, an improved graphical user interface, and easy-to-find content organization. Make it compelling: Develop tools to quickly lead site visitors to the information they are seeking. Make it happen: Reinforce FRCM s brand and make it engaging for residents and organizations to interact. 6. TIMELINE Proposals are due no later than October 12, Proposals will be evaluated immediately thereafter. During this time we may require interviews with our evaluation team. You will be notified if this is requested. The name of the selected candidate firm will be decided no later than November 1, All other candidates will be notified soon thereafter. Phase I of the project must be completed and delivered within 2-4 weeks of the parties signing a contract for the work. Target completion of the project would optimally be no later than January 1, BCC/FRCM reserves the right to revise these deadlines. 6. BUDGET Please provide a cost proposal to accomplish the scope outlined below. The budget must encompass all design, production, and any software acquisitions necessary for development and maintenance of the web site. Hosting will be addressed separately and costs for hosting are not included in the budget for this project. Discussions during the discovery phase and your input and advice will help us make a decision in this regard. In your price, please provide the break out for Phases I and II. 6

7 8. FRCTV/FRCM BACKGROUND INFORMATION FRCTV/FRCM provides coverage of events relevant to the local community and gives every Fall Riverite a voice on cable television (and soon Internet radio and online tools) by providing training, facilities, equipment, and channel/internet radio time for Fall River residents and nonprofit groups. FRCTV/FRCM s noncommercial cable channels can be found on Channel 95 on the Fall River Comcast cable television system and reach more than 27,000 cable subscribers in the city of Fall River. FRCM s proposed Internet radio and online components have the potential to reach a global audience. 9. STAKEHOLDERS/AUDIENCE FRCTV/FRCM s target audience is residents and organizations in the greater Fall River, MA area. 10. SCOPE & GUIDELINES The scope of this project is to design and develop the frmedia.org web site. Most of the content on the existing frctv.org web site will roll over. Information will be sent out as needed as Constant Contact e-blasts and ideally will automatically post to the site. A firm that can handle all site planning, interface design and production is required. The site must include technological capabilities that allow in-house staff to easily and cost effectively update content and modify site design after the initial launch. Discovery: Confirm audiences, objectives, graphic look and feel, navigation, site marketing, technology issues and assumptions, required functionality, phasing, and budgetary constraints, resulting in a creative brief provided as part of Phase I. Development Guidelines: The web site designed by the successful candidate must meet the following criteria: Create a content management system that will permit BCC/FRCM staff to easily and quickly update web site content on specific pages. The Drupal content management system is required due to the development of open source community media modules. Integrate existing frctv.org content to new web site. Create a compelling design that leads people quickly and easily to key information. Prominently display the FRCM logos throughout the site. Make the site easily navigable and intuitive to new users with no more than three levels of drill down for the user to find the desired information. Provide necessary software and licenses to maintain site internally. Automate alert updates and integrate with Constant Contact s marketing tools. Integrate the sign up function with Constant Contact s marketing tools. Design to maximize search engine optimization. Create in-site archive search function. Make the site mobile friendly. Secure access from remote sites. 7

8 Integrate social media platforms into the web site design and development Add a contact page for direct inquiries or comments that includes the senders address. Provide BCC/FRCM direct access to subcontractors to discuss design and development solutions. Site Specifications: Your proposal must account for all of these requirements. Site must be compatible with all current browsers. Web site must not require plug-ins as a default. Site must be mobile friendly. Meets ADA Requirements The site should be developed to meet all Federallymandated access requirements adopted by the Federal Access Board under section 508 subsection of the Rehabilitation Act. Site must be built in accordance to the Web Content Accessibility Guidelines (WCAG) 2.0, provided by the W3C and should also be easily accessible to the novice as well as the experienced Internet user. Fast Loading Pages The web site must be designed with a balance of text and graphics such that each page loads in 5-6 seconds or less on the average connection. The completed web site, web design, software and architecture become the property of BCC/FRCM once completed and accepted. Testing: Test site on all applicable platforms (Macs, PC, mobile platforms, etc.) to ensure web site works as promised. Delivery: Delivery, uploading of site to an outside third party host, and launch. Tracking: Appropriate level of tracking tools can be determined during the discovery process. 11. DEVELOPER STAFF RESOURCES Project Lead: Responsible for sign-off on key decisions, providing project steering, oversees entire contract. Project Manager: Responsible for keeping the project on schedule and within the budget. Maintains communication between BCC/FRCM and the project team. Indicate if this is the same person. 8

9 12. QUALIFICATIONS Describe your experience in producing sites for non-profit and/or communityfocused projects. Describe three web sites your firm has produced that best reflect your work and relevancy to this project. List the role your firm played in each project. Provide the URL. Only sites that are live will be reviewed during evaluation. Provide current reference information for three former or current clients. Briefly describe your firm s organizational capacity to produce our web site. How many full-time staff does your firm employ? What type of team will be assigned to this project? What will each person s role be? Please include a brief background summary for each key staff member assigned to this project. Please discuss any hardware/software vendor partnerships. Discuss any potential conflicts of interest in relation to the subject matter for this web site. Include a time frame for completion of the project. Explain testing and support plan. EVALUATION CRITERIA 13. EVALUATION CRITERIA Your proposal must be received no later than October 12, 2012 before 2:00pm. Your proposal must include a cost proposal as described above. All costs associated with the delivery of the project should be presented in a flat rate, fee for service format. Return 3 copies of the proposal in a sealed envelope clearly marked with the bid number M before 2:00 p.m. on October 12, 2012 to Philicia Pacheco in Room F103 The bid will be publicly opened and read at 2:00 p.m. in Room F103 of the Physical Plant Building. The bid should be sent free of all charges, F.O.B. Destination, to: Bristol Community College, 777 Elsbree Street, Fall River, Massachusetts 02720, Attention: Philicia Pacheco. Philicia Pacheco, Buyer III Bristol Community College 777 Elsbree Street Fall River, MA Questions regarding this RFP may be addressed to the attention of the person listed above. All questions and answers will be shared with all interested parties to this RFP. 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, 9

10 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. Ability to stay within timeline - the candidate has the ability to develop the site in the time frame needed. A competitive price for this project. Finalists may be asked to submit a sample sandbox site during the evaluation process. 14. FORMAT FOR PROPOSALS Please use the following as a guideline to format your proposal: Length and Font Size: Please use fonts no smaller than 10 point. Maximum proposal length including title page, cover letter, proposal, qualifications and budget should not exceed 12 pages. Title Page: FRCM Web Site Development Proposal, your company name, address, web site address, telephone number, fax number, address and primary contact person. Cover Letter: Signed by person or persons authorized to sign on behalf of the company. Proposal: Discuss your proposed solution, including the features, benefits and uniqueness of your solution as delineated in the Scope and Guidelines and timeline sections. Qualifications: Provide the information requested in Section 11. Budget: List budgets as requested above. 10