REQUEST FOR PROPOSAL TOWNSHIP WEBSITE REDESIGN PROJECT

Transcription

1 Technical Services Department Phone: Tony Randazzo, Director of Technical Services Ext. 214 Brenda S. Kerster Richardson, Information Specialist Ext. 212 Brittany K. Campbell, Purchasing Agent Ext. 210 REQUEST FOR PROPOSAL TOWNSHIP WEBSITE REDESIGN PROJECT TOWNSHIP WEBSITE REDESIGN PROJECT Issue Date: Friday, May 15, 2015 Response Due Date: Wednesday, May 27, :00 a.m.

2 Hamburg Township Request For Proposal Township Website Redesign Project 5/15/ REQUEST FOR PROPOSAL FOR HAMBURG TOWNSHIP WEBSITE REDESIGN PROJECT Issue Date: Friday, May 15, 2015 Proposal Deadline: Wednesday, May 27, :00 a.m. EDT Contact/Respond To: Hamburg Township c/o Brittany K. Campbell, Purchasing Agent Merrill Road, P.O. Box 157 Hamburg, Michigan Description: Proposals are being solicited for the purpose of contracting for a Hamburg Township Website Redesign Project. This solicitation, along with all attachments and addenda may be downloaded from the Hamburg Township Purchasing Department s web pages at Copies of this solicitation document and any issued addenda may also be obtained from the Purchasing Agent, Hamburg Township Purchasing Department, Merrill Road, P.O. Box 157, Hamburg, Michigan 48139, (810) Ext Please note that if a vendor elects to obtain documents directly from the Purchasing Department, it is then the responsibility of the vendor to contact the Purchasing Agent to find out if any additional addenda or attachments have been issued. Proposals must be time stamped by the Purchasing Agent by the exact date and time indicated above. Late proposals will not be accepted.

3 Hamburg Township Request For Proposal Township Website Redesign Project 5/15/ PROJECT OPTION DESCRIPTIONS A. Project Scope of Work Proposals are being solicited for the purpose of contracting for the purchase, installation and integration of the following items: Item New Website Design Template Website Hosting Services Description Responsive HTML5 website design for multiple devices, screen sizes and browsers Liquidity of Content flexibility for end user maximum experience Modularized approach within the template Parallax scrolling to maximum end user experience Portals for internal employee use for Fire and Police Departments back end creation/integration E-notification push system for residents for agendas, meeting info packets, other news items back end creation/integration E-notification for National Weather Service and Emergency Alerts both as banner on website and pushed to individual residents. Also pushed to Hamburg Township s Channel 191 government access cable TV video server for instant broadcast. Sitemap development/navigation/wireframing Content Migration from existing site Any necessary staff training List possible options for cloud services with your company Note: Some functions would be retained and maintained by Hamburg Township on our servers in house. Also, for web simulcasts/archives of township meetings, Hamburg uses the Livestream video service. Services/Security Please detail what your routine maintenance includes for our site. Include an update schedule for site improvements and any redesign costs going forward. Project Team Describe your company s project team. Estimated Time State length of time to complete project. To Complete List of Client Please provide a list of at least 10 township/city/county websites Websites your company has designed within the past 3 years. Schedule Include timeframes/schedule to complete project.

4 Hamburg Township Request For Proposal Township Website Redesign Project 5/15/ Project Approvals The project option approvals will be by: Hamburg Township Department of Technical Services Hamburg Township Board of Trustees 3. Response Format Responses to this RFP should consist of the following: A. A technical proposal consisting of: 1) A cover letter expressing the firm s interest in working with the Township, including identification of the principal individuals that will provide the requested services and sub-consultants (if any). 2) A description of the general approach to be taken toward completion of the project, an explanation of any variances to the proposed scope of work as outlined in the RFP, and any insights into the project gained as a result of developing the proposal and previous experience. 3) A scope of work that includes detailed steps to be taken, including any products or deliverables resulting from each task. 4) A proposed schedule that indicates project milestones and overall time for completion. 5) A list of individuals that will be committed to this project. 6) Demonstration of success on similar projects, including brief project descriptions and contact names and addresses for references. Please note that Items 1-6 should be limited to a total of 15 pages. Resumes, professional qualifications and work samples are not included in this total. B. A separate cost proposal consisting of a composite schedule by task of direct labor hours, direct labor cost per class of labor, overhead rate, and fee for the project. If the use of sub-consultants is proposed a separate schedule must be provided for each.

5 Hamburg Township Request For Proposal Township Website Redesign Project 5/15/ Contract Time Period RFP released 05/15/2015 Proposals due by 9:00 a.m. on 5/27/2015 Planned award date on or around 06/02/2015 or 06/16/2015 Project Completion Date Late November/Early December Vendor Selection The Township Department of Technical Services and the Township Purchasing Agent will review the proposals and make a recommendation of the award to the Township Board of Trustees. The Department of Technical Services and the Purchasing Agent will review and evaluate all proposals based on the below criteria. To the extent that any proposals are over budget, cost may also be a determining factor. A. Qualifications of the firm and the personnel to be assigned to this project. B. Experience of the consultant personnel working together as a team to complete similar projects. C. Demonstration of overall project understanding and insights into local conditions and potential issues. D. Demonstrated knowledge of the Project Area. E. Completeness and clarity of the proposal and creativity/thoroughness in addressing the scope of work. The Township Board may elect to interview consults prior to the final selection. 6. Submissions Vendors wishing to be considered for this project should submit an electronic copy in Adobe PDF format and eight (8) written copies of their proposal to: Via USPS Mail Only: Brittany K. Campbell Hamburg Township Purchasing Agent Merrill Road, P.O. Box 157 Hamburg, MI bcampbell@hamburg.mi.us Via UPS/FEDEX: Physical Address: Brittany K. Campbell Hamburg Township Purchasing Agent Merrill Road Whitmore Lake, Michigan Technical and cost proposals must be submitted in sealed envelopes or packages with the following information clearly printed on the outside: A. Name and address of prime vendor

6 Hamburg Township Request For Proposal Township Website Redesign Project 5/15/ B. Due date and time C. Envelope contents (technical and cost proposals) D. Project Name Questions about the project should be directed to: Brenda S. Kerster Richardson, Information Specialist, Department of Technical Services, at the above address or at: Telephone: Ext. 212; Direct Line: ; brichardson@hamburg.mi.us Tony Randazzo, Director of Technical Services, at the above address or at: Telephone number Ext. 214; Direct Line: ; trandazzo@hamburg.mi.us The Township must receive all proposals no later than 9:00 a.m., Wednesday, May 27, Proposals received after this time will not be accepted or reviewed. No facsimile-machine produced or proposals will be accepted. All proposals become the property of the Township upon submission. The expense of preparing and submitting a proposal is the sole responsibility of the vendor. The Township reserves the right to reject any or all proposals received, to negotiate with any qualified source, or to cancel in part or in its entirety this RFP as is in the best interest of the Township. If a proposal is selected, it will be the most advantageous proposal with respect to price, quality of service, and other factors that Hamburg Township may consider. The Township reserves the right to consider proposals for modifications at any time before a Contract is awarded, and negotiations would be undertaken with that provider whose proposal is deemed to best meet the Township s specifications and needs. The Township reserves the right to waive or not waive informalities or irregularities in submittals, and to accept or further negotiate cost, terms and conditions of any proposal determined by the Township to be in the best interest of the Township even though not the lowest cost proposal. This solicitation in no way obligates the Township to award a contract.

7 Hamburg Township Request For Proposal Township Website Redesign Project 5/15/ PROPOSAL FOR HAMBURG TOWNSHIP TOWNSHIP WEBSITE REDESIGN PROJECT TO THE TOWNSHIP OF HAMBURG, MICHIGAN: The undersigned as Bidder hereby declares that this Proposal is made in good faith without fraud or collusion with any person or persons bidding on the same Contract; that he has read and examined the Request for Proposal and understands all of the same, that he or his representative has made investigation and has informed himself fully with regard to the requirements to be met in the execution of this Contract, and the undersigned proposes to furnish all staff, materials, transportation, and equipment necessary for the completion of the Project: AWARD OF CONTRACT: The Contract will be awarded to the lowest responsive, responsible Bidder based on total bid price for all work as specified: Check Option(s) for which a bid is being submitted. Note: All price amounts shall be shown in both words and figures. In case of a discrepancy, the amount shown in words shall govern. PROJECT SCOPE OF WORK Proposals are being solicited for the purpose of contracting for the purchase, installation and integration of the following items: Item New Website Design Template Description Responsive HTML5 website design for multiple devices, screen sizes and browsers Liquidity of Content flexibility for end user maximum experience Modularized approach within the template Parallax scrolling to maximum end user experience Portals for internal employee use for Fire and Police Departments back end creation/integration E-notification push system for residents for agendas, meeting info packets, other news items back end creation/integration E-notification for National Weather Service and Emergency Alerts both as banner on website and pushed to individual residents. Also pushed to Hamburg Township s Channel 191 government access cable TV video server for instant broadcast. Sitemap development/navigation/wireframing Content Migration from existing site Any necessary staff training

8 Hamburg Township Request For Proposal Township Website Redesign Project 5/15/ Website Services Hosting List possible options for cloud services with your company Note: Some functions would be retained and maintained by Hamburg Township on our servers in house. Also, for web simulcasts/archives of township meetings, Hamburg uses the Livestream video service. Services/Security Project Team Estimated Time To Complete List of Client Websites Schedule Please detail what your routine maintenance includes for our site. Include an update schedule for site improvements and any redesign costs going forward. Describe your company s project team. State length of time to complete project. Please provide a list of at least 10 township/city/county websites your company has designed within the past 3 years. Include timeframes/schedule to complete project. The undersigned agrees that if the foregoing Proposal shall be accepted by the Owner, he will commence work within four (4) days (legal holidays excepted) after receiving notice of such acceptance, and will complete the Project, ready for use, at the price and within the time stated in this Proposal. The Bidder shall acknowledge that he/she is an equal opportunity employer and that they do not discriminate against other firms due to race, age, gender or physical conditions. In submitting this bid, it is understood that the right is reserved by the Owner to accept any bid, to reject any or all bids, and to waive irregularities in bidding in the interest of the Owner. Dated and Signed at This the day of, OFFICIAL ADDRESS: BIDDER S NAME

9 Hamburg Township Request For Proposal Township Website Redesign Project 5/15/ Proposal Accepted and Notice To Proceed Given: HAMBURG TOWNSHIP Date: By: PATRICK J. HOHL, Supervisor, Hamburg Township