City Website Design & Replacement RFP #

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1 Request for Proposals City Website Design & Replacement RFP # /29/2015 The City of Fairburn, Georgia ( City ) is now accepting proposals from qualified consultants to provide design and replacement services for the City website. Information about the proposed project and subsequent activities, as well as the scope of services desired under this proposed contract opportunity, is provided below and on the City s website: Instructions for preparation and submission of a proposal are contained in this package. All proposals are due in the office of the City Administrator located at 56 Malone Street, Fairburn, Georgia 30213, no later than November 5 th at 2:00 PM s/ Tom Barber, City Administrator Background and Introduction The City of Fairburn is located in the southwest corner of metro Atlanta. This city of almost 13,000 is positioned just 10 miles from Hartsfield-Jackson Airport and sits along Interstate 85 in south Fulton County between Union City and Palmetto, Georgia. The City features a diverse economy based on manufacturing and distribution. In 2010, the City released an RFP for web design and replacement services but the contract was terminated by the City as a result of dissatisfaction with web design firm and the services rendered. The current website uses a WordPress template that was most recently upgraded on April of 2013 In 2014, the City hired North Star Destination Strategies to provide branding services. This company has provided branding services to more than 200 cities across the country. Some of the deliverables provided by North Star during August, 2015 included materials such as new logos, strapline, community positioning statement, a color pallet and website template design. Design and concept of the City of Fairburn s new website will be consistent with the template and color pallet provided by North Star Destination Strategies. In addition to the branding initiative, the City also hired GovQA to create a mobile app for residents in the city (CRM). The City has invested in these efforts to improve its ability to communicate and provide information to residents. The new website must also be able to integrate this mobile app into its build. A new, better functioning and more aesthetically pleasing website is the next step in the process.

2 SCOPE OF WORK Project Goals: The primary goal of this project is to replace the existing website with one that is responsive and accessible across multiple devices (including mobile and tablet devices). Other goals include ease of navigation for residents, improved efficiency for staff to manage and a wide array of services available to residents. The vendor will provide the City with an information ready, turn-key website that City staff can immediately begin working on. The vendor will be responsible for the migration of select content from the current website to the new website. Short Term Goals 1. Easy to use content management system (CMS) for staff to make updates and changes to the website. 2. Provide changes and design recommendations based on the template mock up created by North Star Destination Strategies (Addendum 1) Long Term Goals 1. Improve the timeliness of content published to the website 2. Expand the services the City offers to residents on the website 3. Enable updating the look and feel of the website on an as-needed basis 4. Expand the amount of information the City publishes on the website 5. Ensure easy accessibility and navigational user experience, encouraging citizens to return 6. Setup/provide monthly website analytics that can be accessed by staff Project Objectives 1. Complete web design based on the provided template and color pallet from North Star Destination Strategies (Addendum 1). 2. Provide Content Management System tools 3. Implement electronic work flow for all proposed web postings for approval and promotion. 4. Identify and formalize content contributors from each department who will ensure that all content is accurate and up to date 5. Identify and formalize use of web social networking tools 6. Identify and formalize acceptable website content and links to outside resources 7. Identify and provide web information management tools to comply with the State of Georgia Public Records retention guidelines. This will include the storing of each information update. 8. Provide for full integration with existing e-government applications currently in use and provide for easy integration with future e-government applications.

3 Vendors replying to this RFP will be asked to organize and itemize their proposals into three (3) main areas.. 1. Design 2. Content Management System (CMS) Software 3. Training A. Design The Successful vendor will redesign the City website look and feel to support the City s updated brand as well as the design needs of specific departments/services. The vendor must: 1. Use the website template from North Star Destination Strategies as a guide/starting point for the design of the new website. 2. Adhere to the color pallet that has been provided by North Star Destination Strategies (Addendum 2). 3. Provide design mock ups of primary website sections: Home page, Departments, A Projects Page, Community, Business, Mayor & Council, Government, Employees, FAQs, Event Calendar and News. B. Content Management System (CMS) Software The vendor must: 1. Provide pricing for installing and configuring website CMS software on City server infrastructure. Also provide pricing for a hosted solution. 2. Consult with City staff to determine how the website CMS navigation will support the City template requirements. 3. The vendor shall provide a comprehensive CMS solution 4. The CMS shall be assessable via external access. 5. The vendor will provide a search engine option that will support indexing of all content within the CMS as well as external City website resources 6. The vendor shall provide a fully operational and working website framework ( information ready ) with all selected content migrated from the existing website. 7. The website must be able to easily create and manage:

4 a. Interactive forms b. Calendar c. News and press releases d. Surveys e. E-Newsletters f. Streaming video C. Training and Documentation 1. Training the Trainers The vendor shall supply training to users so that they may further train other users 2. Complete manuals must be supplied 3. A style guide with graphic design standards, font/colors and digital image must be supplied. The initial project should be quoted on the basis of a fixed-fee bid. Hourly rates should also be included in the bid. INFORMATION & INSTRUCTIONS Submission Requirements: The complete original Letter and Qualifications must be submitted in a sealed package. All proposals shall be marked, RFP# Website Design & Replacement. Proposers shall file all documents necessary to support their proposal and include them with their proposal. Proposers shall be responsible for the actual delivery of proposals during business hours to the address indicated in the cover letter. It shall not be sufficient to show that the proposal was mailed in time to be received before scheduled closing time. Responsibility: It is the sole responsibility of the proposer to assure that they have received the entire Request for Proposals ( RFP ). Changes or Modifications to RFP: Proposers will be notified in writing of any change in the specifications contained in this RFP. Interpretations: No verbal or written information that is obtained other than through this RFP or its addenda shall be binding on the City. No employee of the City is authorized to interpret any portion of this RFP or give information as to the requirements of the RFP in addition to that contained in or amended to this written RFP document.

5 Right of Rejection and Clarification: The City reserves the right to reject any and all proposals and to request clarification of information from any proposer. The City is not obligated to enter into a contract on the basis of any proposal submitted in response to this document. Request for Additional Information: Prior to the final selection, proposers may be required to submit additional information which the City may deem necessary to further evaluate the proposer's qualifications. Denial of Reimbursement: The City will not reimburse proposers for any costs associated with the preparation and submittal of any proposal, or for any travel and/or per diem costs that are incurred. Gratuity Prohibition: Proposers shall not offer any gratuities, favors, or anything of monetary value to any official, employee, or agent of the City for the purpose of influencing consideration of this proposal. Right of Withdrawal: A proposal may not be withdrawn before the expiration of ninety (90) days from the proposal due date. Right of Negotiation: The City reserves the right to negotiate with the selected proposer the fee for the proposed scope of work and the exact terms and conditions of the contract. Exceptions to the RFP: It is anticipated that proposers may find instances where they may take exception with certain requirements or specifications of the RFP. All exceptions shall be clearly identified and written explanations shall include the scope of the exceptions, the ramifications of the exceptions for The City, and a description of the advantage to be gained or disadvantages to be incurred by the City as a result of these exceptions. Indemnification: The proposer, at its own expense and without exception, shall indemnify, defend and pay all damages, costs, expenses, including attorney fees, and otherwise hold harmless the City, its employees, and agents, from any liability of any nature or kind in regard to the delivery of these services. The proposer shall secure and maintain general liability insurance as will protect him from claims under the workers compensation acts and from claims for bodily injury, death, or property damage which may arise from the performance of his services under this contract. Further, the proposer shall provide the City with evidence and the amount of errors and omissions insurance, i.e. professional liability insurance currently in effect. Rights to Submitted Material: All proposals, responses, inquiries, or correspondence relating to or in reference to this RFP, and all reports, charts, and other documentation submitted by proposers shall become the property of the City when received. Title VI/Nondiscrimination Statement: No person shall on the grounds of race, color, national origin, sex, age and handicap/disability, be excluded from participation in, be

6 denied the benefits of, or be otherwise subjected to discrimination under any program or activity conducted by the City. The City does further commit that it will affirmatively ensure that disadvantaged business enterprises as defined in 49 CFR Part 23 will be afforded full opportunity to submit in response to this request and will not be discriminated against on the grounds of race, color, national origin, sex, age, handicap/disabled in consideration of an award. Qualifications: Submittals shall include resumes of all professionals proposed for the team, including the principal service provider and all other staff members proposed. Experience of the project team with similar contracts shall be furnished, as well as an understanding and project approach. References: Please furnish names and telephone numbers of clients for whom your company has performed similar services for the past five years. Include project references with similar municipal or county government involvement. Selection Criteria for Prospective Firms: To receive consideration, the respondent s proposal should be responsive to the project requirements described in the criteria listed below. The contract will be awarded to the firm determined to be the most qualified to perform the work based on the established evaluation criteria. A selection committee will be convened to evaluate the proposals based on the following weighted criteria: Similar Clients/Contracts 20% Firm/Staff Qualifications 20% Project Understanding 20% Hourly Fee Proposal 10% Fixed Fee Proposal 30% Total: 100% Upon completion of an initial evaluation by the committee, a short-list and interviews may be utilized to make a final recommendation to the Fairburn City Council for approval. Copies: One (1) unbound original and four (4) bound original copies of the Proposal and supporting documents must be submitted in response to the RFP. Termination of Contract: The City may cancel the contract at any time for breach of contractual obligations by providing the successful proposer with a written notice of such cancellation. Should the City exercise its right to cancel the contract for such

7 reasons, the cancellation shall become effective on the date as specified in the notice of cancellation. Assignment: The successful proposer shall not sell, assign, transfer or convey any contract resulting from this RFP, in whole or in part, without the prior written consent of the City. Conflict of Interest: The proposer covenants that they presently have no interest and shall not acquire any interest, directly or indirectly, which would conflict in any manner or degree with the performance of the services hereunder. The proposer further covenants that no person having any such known interest shall be employed or conveyed an interest, directly or indirectly, in the contract. Independent Contractor: The proposer represents itself to be an independent contractor offering such services to the general public and shall not represent himself or his employees to be an employee of the City. Therefore, the proposer shall assume all legal and financial responsibility for taxes, FICA, employee fringe benefits, workers compensation, employee insurance, minimum wage requirements, overtime, and other expenses, and agrees to indemnify, save, and hold the City, its officers, agents, and employees, harmless from and against, any and all loss; cost (including attorney fees); and damage of any kind related to such matters. The proposer shall further understand that the City cannot save and hold harmless and or indemnify the proposer and/or the proposer s employees against any liability incurred or arising as a result of any activity of the proposer or any activity of the proposer s employees performed in connection with the contract. Contract: The contract between the City and the proposer shall consist of (1) the RFP and any amendments thereto, (2) the proposal submitted by the proposer to the City in response to the RFP, and (3) the executed contract ( Consultant Agreement ) between the City and the successful proposer. In the event of a conflict in language between the documents referenced above, the provisions and requirements set forth and/or referenced in the Consultant Agreement shall govern. However, the City reserves the right to clarify any contractual relationship in writing with the concurrence of the proposer, and such written clarification shall govern in case of conflict with the applicable requirements stated in the RFP or the proposer s proposal. In all other matters not affected by the written clarification, if any, the RFP shall govern. Compliance with Laws: In connection with the furnishing of supplies or performance of work under the contract, the proposer agrees to comply with the Fair Labor Standards Act, Equal Opportunity Employment Act, Georgia Security and Immigration Compliance Act, and all other applicable Federal and State laws, regulations, and executive orders to the extent that the same may be applicable and further agrees to insert the foregoing provision in all subcontracts awarded hereunder. Funding: Funding is provided for these projects by the City s General Fund and will be available in the fiscal year 2015 budget.

8 Proposal Submission & Evaluation Firms should provide the following information related to this RFP: Letter of Interest Project understanding, in your own words Firm profile and qualifications o List applicable registrations, certifications & training completed o List available software, hardware, deliverable types Resumes of key personnel that will be assigned to this project List of past and current clients, both public and private Responses to this request should be in the form of a written proposal not to exceed ten pages excluding cover letter. A separate sealed fee proposal, consisting of no more than two pages shall be submitted with the response. The proposal should first list the fixed fee proposal for the initial project along with an itemized list of reimbursable expenses. The second section should list the hourly rates for each of the staff anticipated to work on any tasks assigned subsequent to the completion of the initial project. The City will select the firm that demonstrates the best combination of qualifications, price, and overall value to the City. Interviews may be required; however, the City\ reserves the right to award a contract based upon evaluation of the written proposals only. All proposals must be in writing and must be received at the following address no later than November 5 th at 2:00 PM. All proposals, delivered by hand or other methods, must clearly indicate on the outside of the sealed package or envelope the information provided below. Please submit all questions to Tim Cox (Assistant to the City Administrator) ext. 109 or [email protected]