CENTER CITY DISTRICT ADDENDUM 1 TO REQUEST FOR PROPOSALS WEBSITE DESIGN AND DEVELOPMENT SERVICES November 18, 2015 Addendum 1, dated November 18, 2015, includes questions submitted and the Center City District s (CCD) answers related to the RFP for issued on November 4, 2015. This addendum is hereby incorporated into the RFP for. Q: What is the budget / range for the project? Is there a budget for all phases of this project? In order to ensure that we are offering the appropriate key services and tools, given the number of alternatives and unknown variables, could you please share the budget range for all the projects? A: The CCD will not disclose the budget for this project. Please provide your best estimate based on the scope of work as you understand it. Q: Could you clarify that the pricing proposal you are currently seeking is only for the design and development of CCDF with hourly rates that could apply for the other sites and templates after? A: We are currently seeking a project bid that includes pricing for the design and development of a new Center City District Foundation (CCDF) by April 15, 2016, discovery and recommendations for the full family of websites, and an hourly rate by which to estimate cost for the remainder of the project. Please provide your best estimate based on the scope of work as you understand it. Q: You re asking for pricing for the design and development of the CCDF website. Do you have any additional information on content and features that you can share that can be used as a basis for an estimate? This pricing for design and development would normally follow the strategic planning, research, discovery and UXD. A: Firms should take into consideration that this is a new website, so specific content and features have not been fully determined outside of the need for a donation payment portal. Q: Given that the CCD Parks website will only have minor adjustments, could we reference our hourly rates and determine what CCD would like done at a later time (i.e. discovery and strategy phases)? Knowing that this project has multiple phases, and post Phase 1 work is meant to be invoiced at an hourly rate, is there a budget range or target that CCD Parks has allocated for the full project effort? A: Yes, please provide an hourly rate for this portion of the project. The CCD will not disclose the budget for this project. Q: Could we reference our hourly rates and determine what CCD would like done at a later time (i.e. discovery and strategy phases)? A: Yes, please reference your hourly rate for the CCD portion of the project. Q: Can companies from Outside USA apply for this? A: Yes, we are open to receiving proposals from outside the region but as an organization that promotes Center City Philadelphia, preference will be given to Philadelphia based firms. Q: Do we need to come to Philadelphia for meetings? A: The chosen firm is expected to come to the CCD s office in Philadelphia for some of the meetings related to this project.
Page 2 Q: Can we perform the tasks (related to RFP) outside USA? A: Work for this project may be done outside the region and/or country but as an organization that promotes Center City Philadelphia, preference will be given to Philadelphia based firms. Q: Can we submit our proposals via email? A: We are asking for four hard copies of your proposal. If you would like to also email a copy that would be acceptable. Q: Given that the RFP has minimal information about tools/feature for each new website, and both CCD and the selected firm will determine functionality for each website during the discovery phase, per the Website Programming section of the RFP (page 2/6), are there any recommendations as to how we provide a price quote for the entire project? A: We do not expect a quote for the entire scope of this project. We are looking for a price quote for design and development of a new CCDF website, discovery and recommendations for the full family of websites, and an hourly rate by which to estimate cost for the remainder of the project. Please provide your best estimate based on the scope of work as you understand it. Q: Have you ever talked to your users about what they need from the site(s)? A: We have not talked to potential users of the two proposed new sites and it has been years since we have surveyed users of our main CCD website to determine their needs. Q: What would some successful site conversions look like? (e.g. A prospective site visitor looking for more information on the benefits of living in Center City enters the site via a Google search and signs up for the CCD email newsletter.) A: Each organization s website will have different goals and measures of success based on the specific mission and audience for that organization. Q: Who is responsible for monitoring analytics on the current sites? Any analytics measures that CCD considers to be priority? Page views? Time on site? Bounce rate? Specific site goals? A: The CCD staff is responsible for monitoring analytics on the current site. Some of the goals will need to be determined during discovery but brand recognition and page views will be important for all three websites. Brand recognition and donations will be especially high priorities for the new CCDF website. Q: Who will be responsible for writing and maintaining the content on the new CCD websites? Will they be part of the redesign project team? A: CCD staff will be responsible for writing and maintaining the content on the new CCD websites. They will be part of the redesign project team. Q: Do you have a Brand Standards document that you could share at this stage of the proposal process? A: We are currently exploring new brand standards. Q: Do you currently use a content management system (CMS) to update any of the CCD websites? If so, which CMS? Could you please advise if the CCD Parks website is built in an open source CMS (i.e. Joomla, Drupal, WordPress, etc.) or is it a custom built CMS? A: Apostrophe is used on CCDParks.org. CenterCityPhila.org website is not built with a CMS, but some of the current features are built using a custom CMS, CityLight. Q: What database or databases are you using to manage the retail, events, real estate, newsletter sign up and any other data you collect and/or publish? Are you looking to make any changes to your databases during the project?
Page 3 A: We are currently using CityLight software to manage our various maps, Restaurant Week and Center City District Sips database driven content. Our main CCD website also uses a feed from the Greater Philadelphia Cultural Alliance s event calendar to pull in Center City events. Q: What CMS options have you considered (if any)? Does CCD have a preference to a particular CMS and/or server environment, or should the selected firm offer recommendations? A: We have not researched specific CMS options for this project but are expecting the chosen firm to provide recommendations. Q: What would be the drawbacks of the current system or CMS? A: The websites in the scope of this project do not currently use a CMS. Q: Will content migration from the current CMS to a new CMS be part of the scope of this project? A: Depending on the features and functionality that are retained on the main CCD website, content migration from some of the current features may be needed as part of the scope of this project. Q: What are the pain points you are experiencing with your current CMS that you want to avoid or eliminate with this project? A: We do not have any specific pain points with the current CMS used for CCDParks.org. Q: Do you have a preference between open source and commercial platforms? If so, why? A: We are open to either option and would welcome recommendations. Q: If our proposed solution recommends an alternate CMS to the Apostrophe CMS that the Parks website is built on, is it acceptable to continue to manage the Parks website on the Apostrophe CMS or would you want to move the Parks website to the proposed CMS so that all websites are on one platform? A: Firms are welcome to propose a CMS solution for the new site development. We don t anticipate major changes to the parks website, so it is acceptable for us to continue to manage that website on Apostrophe. Q: Are we going to have any payment gateway setup in this website? If yes, to which functionality Payment Gateway will be integrated? A: The CCDF site will require a payment portal. Q: Is there any Payment Gateway integrated with the current system? Can you specify which Payment Gateway is integrated? A: Yes, we currently use Network for Good as our donation software. Q: Will donation transactions continue to go through Network for Good? If not, could you please provide insight as to how they will be handled or should we provide recommendations? Are you open to any other Payment Gateway integrations recommended by the selected vendor? A: Donation transactions may continue to go through Network for Good. But we are open to exploring other options and would welcome recommendations for a proven alternative. Q: Are we going to use any third party vendor for Newsletter sign up like active campaign, constant contact? Do you need recommendations from the selected vendor? Is CCD s current email subscription a 3rd party platform (i.e. Constant Contact or Mail Chimp), built within the website environment or something else? What would the organization prefer for the new website or should we provide recommendations?
Page 4 A: Yes, we will use the CCD s current third party email service provider for newsletter sign up. We are not currently looking for a new provider but would welcome recommendations for a proven alternative. Q: Will all the current website sections and features/tools carry over to the new website? Are there any new tools or elements we should consider for the new website? A: No, not necessarily. We are looking to completely revisit the content, functionality and features of the main CCD website. Features/tools to be retained and/or added should be determined during discovery with recommendations provided. Q: Do you have any hosting provider in mind or you need recommendations for selecting a hosting provider? Who do you want to host the proposed sites? A: We do not have a specific hosting provider in mind for this project. We would welcome recommendations. Q: Is CCD seeking for the selected vendor to host the websites? Do you require any hosting services or will the hosting be managed by yourselves? If contractor is hosting, what will be the contract term? 1 year, 2 years, 5 years? A: The CCD does not need the chosen firm to provide hosting services. Q: Who is responsible for hosting? How is the current site hosted? Is CCD open to cloud based hosting environments? A: The CCD will manage hosting. We are currently using Dreamhost for the CCD s main site and ServerGrove for the parks website. We would be open to cloud based hosting environments. Q: Will CCD provide hosting or should the proposal response include cost for hosting under additional costs? If so, what type of a SLA /availability do you require? Do you need a disaster recovery environment? A: The CCD will manage hosting, so the proposal does not need to include the cost of hosting. However, the firm chosen will need to provide recommendations on the hosting package needed to support the new websites. Q: Do you need any recommendations from the selected vendor to host the assets in a separate CDN? (Ex: Amazon S3 Bucket) A: The chosen firm is welcome to provide recommendations deemed appropriate for this project. Q: What is your server architecture today (i.e. how many servers are being used to run your current website(s))? Please include staging, test or failover environments. A: We are currently using Dreamhost to host the CCD s main site and ServerGrove for the parks website. Site content is staged on an internal server for the CCD s main site. Q: Do you have any creative company in mind to develop PSDs for the new website or the selected vendor will develop PSDs? If yes, is there any Style or branding guide available based on which the site needs to be designed? A: The selected firm will develop PSDs working with our graphics and interactive departments. Q: Is the current website integrated with any other third party applications? A: The CenterCityPhila.org site is integrated with other third party software. However, we are revisiting all of the content, functionality and features of the site, so we are looking for recommendations to come
Page 5 out of discovery that will guide which features we keep, update, or remove and how to achieve any changes needed. Q: What features from the current website would you like to retain? Are there any additional features that you feel is absolutely imperative for the new website, apart from the ones mentioned in the RFP? A: The CCDF website will need a payment portal for donations and the CCD website will need an email newsletter sign up form. Any features in addition to that will be explored during discovery. Q: Would you be open to share GA (Google Analytics) reports with us in order to analyze traffic flow and trends? What is your current site traffic (i.e. number of visitors and page views per month)? Q: A: We will provide the chosen firm with our Google Analytics reports. Q: Does your current IT / development staff have a technology preference (e.g..net, Java, etc.)? A: No, we are open to recommendations. Q: What social media is the CCD or any of the other entities using currently? Are there any additional social media you would be interested in the contractor helping to implement? A: The CCD is currently using Facebook, twitter, Instagram, Youtube, and Flickr. The chosen firm is welcome to recommend additional social media options and/or changes to our existing accounts based on findings during discovery. Q: What type of social media integration are you looking for in the new website? A: We would like to amplify our social media presence and integrate it with the new website where appropriate. This should be determined during discovery. Q: What are the SEO requirements for this project (if any)? A: The content management system implemented should provide organic search engine optimization. Q: What level of 508 compliance are you seeking? Will the CCD need us to provide comprehensive testing for Section 508 accessibility compliance? A: Firms are welcome to provide recommendations for 508 accessibility compliance. Q: Content migration: what are the need / requirements and whose resources? A: The CCD staff will provide content but the chosen design firm is expected to handle full build out of the websites in this project. Q: What video requirements will the site need to handle? A: We do not expect to be hosting videos but we will need the capacity to embed videos on the websites created. Q: Could you provide more detail on the level of interoperation with other software applications, databases, and platforms you desire? A: This is still to be determined depending on the features and functionality we ultimately need for this project. Q: What internal systems must the site be connected to, and can you provide the technical details / programming languages / database for each? A: Aside from the third party software mentioned earlier, there are currently no additional internal systems that need to be connected to these new websites.
Page 6 Q: From CCD, who will comprise the core project team? Extended project team? A: The core project team will include staff from the departments of Marketing and Communications and Graphic Design. The extended project team will vary based on the project phase and will include staff from different departments within our organization as appropriate, including members of Senior Staff. Q: Who will be the day to day project manager? A: Bonnie Thompson, Director of Web Development and Interactive Marketing, will be the day to day project manager. Q: Who will make decisions/give approvals? A: All decisions/approvals will be filtered through the project team. Q: Who will represent content? Design? Technology? A: Content, design and technology will be represented by the project team, which will include staff from different departments within our organization. Q: Who will make the decision on who to partner with on this project? A: Based on review of the proposals, key staff of the CCD will make the determination. Q: To ensure we capture the vision for the Corporation site, could you please share some of the day today challenges and opportunities of improvement that the staff experiences? This information will help us attempt to identify website tools and features to meet organizational, marketing, user engagement and other needs. A: This information will need to be determined during discovery. Q. How will you measure success with this project? A: Each organization s website will have different goals and measures of success based on the specific mission and audience for that organization. Q: With a brand new CCD network of websites, what changes for the organization? What changes for the site users? A: This project should unify our organizations website presence with a coordinated, inter connected family of websites, simplify our backend maintenance with a robust CMS and amplify our core mission and scope of initiatives. Q: Any challenges that you've faced working with previous design and development partners? What are you looking for in a partnership this time around? A: We have not faced any specific challenges with previous partners. We are looking for a firm to shepherd us through discovery and guide us to the project s completion and create a full series of dynamic, user friendly, interrelated websites. Q: What are the top elements you like about the current website? What are the biggest issues/challenges with the current website? A: The top elements and biggest issues/challenges should be discussed during the discovery. Q: How will you define and measure the success of this project? Have measurable goals been set that will allow you to determine if this project is a success? What are they? What is the single most important objective to achieve through your online and digital channels? A: The overall goal of this project is to create dynamic, user friendly websites for CCD, CCDF and CPDC
Page 7 which promote each organization s individual brand, mission and scope of initiatives, but is understood as part of a coordinated, inter connected family of websites. The websites should be easily adaptable to address future changes in organizational activities and fundraising strategies. Specific measurable goals of success will be determined during discovery. Q: Do you have a target date for completion of the strategic planning, research, discovery and UXD for all the websites? A: The target date for the completion of the full scope of work is by the end of 2016. Q: Does the CCD want any redevelopment or redesign work done on the CCDParks.org site, or is that site to be left pretty much alone? A: The parks site will largely be left alone. It may require minor tweaking to roll it into the family of websites this project encompasses but it may not be the role of the hired firm to make those edits. Q: If CCDParks.org is to be left alone, should the designs for the other sites reflect the branding and design schemes already present on CCDParks.org, or would you like to discuss new branding techniques? A: Yes, we are looking for the designs for the CCD, CCDF and CPDC sites to reflect the visual language of the CCDParks.org site. They should be distinct and reflect their varied user groups but be clearly part of the same visual family of websites. Q: When can the awarded firm begin work? As soon as the firm is selected and notified on December 14, 2015? A: As soon as a contract is signed by representatives from the chosen firm and the CCD work can begin on the project. Q: Could you also clarify that it is intended that the CCDF website be ready and available for use by April 15, 2016? A: Yes, we need the CCDF website to be ready and launched by April 15, 2016 in advance of our anniversary in early May. Q: Does CCD have an incumbent vendor for their Web work? If so, is that vendor bidding on this contract? A: The CCD has an incumbent vendor who has expressed interest in bidding on this project. Q: How many vendors received this RFP? How many responses do you expect? A: The RFP was advertised in the Inquirer, Daily News, Philadelphia Tribune and Al Dia, promoted on our social media accounts and posted on our website. We do not have an exact count of how many firms downloaded the RFP document but it was widely distributed. Q: Would CCD accept proposals that are emailed as an alternative to postal mail? A: The CCD requires four print copies of the proposal. If you would also like to email a copy of the proposal, you are welcome to do so. Q: Can the work be performed off site with some on site meetings? A: Yes, the work can be performed off site but some on site meetings will be required. Q: Does the city want to combine all the websites "CCD, CCDF, CPDC and CCD" into single website or different multisites? A: The CCD does not currently plan to combine the CCD, CCDF, CPDC and CCD Parks websites into one
Page 8 single website. We would like three new distinct websites, all of which would be designed in the same visual family as the CCDParks.org site with functionality to navigate between the four websites. Q: Would you be open to receiving proposals from outside the region? A: Yes, firms outside of Philadelphia, Pennsylvania and the United States will be considered for this project. However, as an organization that promotes Center City Philadelphia, the CCD will give preference to Philadelphia based firms. Q: Can we provide the reference letters after being selected? We can provide names/contact information for our references with our proposal. A: Three references should be provided with your bid proposal. Q: What will be your decision making process for approvals during the project? Have you set up a group who will be responsible for reviews and approvals? A: The CCD will have a website design team working on the overall project. In addition to the project team there will be different staff groups involved at different phases of the project. Q: Will the contractor be providing ongoing support for all sites after the redesigns are complete? A: The contractor may be hired to provide support as needed after the websites are completed. Q: For updating contents via the CMS backend, are there any role based workflows that you envision? i.e. Do you have a desired workflow for content publication with roles like content creators, content approvers etc. Would you like to have an approval chain set up? A: The chosen firm is not expected to create a workflow or approval chain for us. Q: To determine how many training sessions we will need to plan for, how many staff members will be administrators on each website? Are any administrators working on more than just one of the sites? A: There will be up to four administrators working on all of the websites. Then within each of the three websites, there will be one or two additional staff members who will be content providers. Q: How many days of training do you think will be necessary? Would the CCD be okay with at least some of the training being administered remotely? A: The training should not take more than a day or two. The CCD would be willing to do some of the training remotely or have it administered remotely. Q: How many total users or content providers will the CMS have? A: The number of CMS users may vary depending on the CMS tool and its ease of use but there will be at least six CMS users. Q: How many internal developers do you have to support this project, and what is their anticipated role in the initial development of the solution, ongoing maintenance, and feature enhancements to the website? A: The CCD does not currently have a developer on staff. We do have staff who will provide general ongoing maintenance to the websites. Q: What group or division is driving the project (i.e. marketing, IT, board, etc.)? A: Multiple divisions within the organization are driving this project.