RFP Website Design/Word Press Content Management System City of Woodhaven REQUEST FOR PROPOSALS NEW WEBSITE WITH WORDPRESS CONTENT MANAGEMENT SYSTEM Start Date: August 24 th, 2015 Closing Date: September 21 th 2015, 10AM Main purposes for redesigning the site; Allow for easy accessible information and forms Improve access to governmental departments and services Facilitate greater participation in community events and meetings Make updating City Sections Easier Allow for Plugins for various web options. Scope Goals for the design of the site and the online services that we would like the site to provide to the audiences: 1. DESIGN OBJECTIVES The design of the site must: Give a positive Community Experience showcasing Woodhaven s Have the ability to communicate effectively to the City's main audiences (Community, Business, Governmental Agencies, Visitors) Provide online functions that will reduce the amount of time City staff spend on mundane tasks (phone calls, transcribing information, processing forms, time it takes to update site, sharing site maintenance with multiple agencies within City staff, etc.) Provide a secure environment for all sections of the site Have a Layout that is familiar for users to navigate for information with clear department links.
2. DESIRED FUNCTIONALITY Website developed using WordPress CMS system. Web developers will offer us guidance and ideas on what technologies and plugins would be beneficial given the goals, audience and budget. The online services we would like to see included in the website include Search application that searches our site pages and PDFs Migration of All Data from the current site to the new site. Wordpress Content Management System with ability to add different users for making frequent updates to the city s news, calendar, forms, agendas/meeting minutes, job listings, Bids, Photo-albums and social media presence (Facebook, Instagram, Twitter, etc. Ability for each department to edit their section of the website, add pages, edit content, upload photos, add meeting minuets, add and delete items. Search engine optimization (SEO) specific toward web-pages ADA Compliant pages. Online Forms for Contacting Various City Departments. Links to other City sites for Taxes, Water, Bill Pay, Recreation Sign up, Citizen Request. Time Lines August 24 th Issue RFP September 21 st RFP Deadline at 10:00am RFP Reviews on going as they arrive. Week of September 28th, 2015- Consultant Interviews by City Employees October 6 th - Award of Contract will be made Week of November 30 th 2015 Onsite Training for Employees December 7 th 2015 - Public launch date for redesigned municipal Web site
The City of Woodhaven reserves the right to adjust the timeline for RFP review, contract award and launch date. However, potential proposers should be aware that the timeline set forth above is the goal and all RFP responses must demonstrate compliance with this timeline. Reference Materials Current site analysis URL: http://www.woodhavenmi.org URLs of sites that appeal to you, Include the aspects you like about them and how they will be implemented into the City of Woodhaven s new website. Proposal Requirements List of required information needed to qualify prospective Web developers: 1. SUBMISSION FORM Proposals shall be submitted electronically in PDF form as well as in addition to three hard copies. Please submit proposals to Woodhaven City Hall, attn.: Clerk s Office 21869 West Rd, MI 48183. In a Sealed Envelope. 2. EXPERTISE INFORMATION Please detail expertise your team has with various web technologies. 3. STANDARD PROCESS Please provide an outline for your standard process. Include your work plan and a time line for completion and launch of the newly designed municipal Web site. 4. EXAMPLES/CASE STUDIES Supply three (3) completed examples of projects the Web developer has engaged in within the last four (2) years that are similar in project scope to this project. Include any major obstacles needed to overcome. Please also include a list of 20 other websites in which the developer has constructed. 5. PROJECT COST PLANNING
a. Provide clear and finite parameters for estimating to ensure that examples are being compared to like examples. Please be clear on licensing fees, ownership of code, information pertaining to the programming systems (i.e., custom, proprietary, open source, purchased plugin etc.) Please provide a core site price with itemized optional programming costs provided as line items. Optional programming costs may include but are not limited to new content (as in copy/text), new design elements that will require additional programming and so on. b. Please provide the ongoing cost (monthly cost) for hosting the City of Woodhaven s website, as well as servers used to host site, security of site, backups of site etc. Note: The city will begin using a new.gov domain launching with the website. The city will have ownership of all domains that are used on the site. c. Provide an hourly rate in which service will be billed in the future if changes and are updates are needed, include all options available. The most important variables we will be considering when reviewing each proposal: 1. Ability to understand and respond to the scope and details of the RFP 2. Quality and experience of staff proposed to be used on project 3. Relevance of prior and related experience 4. Total Project Cost 5. Ability to deliver in a timely fashion 6. TERMS AND CONDITIONS Please provide the terms and conditions that the Web developer utilizes for municipal Web sites such as: 1. Subcontracting 2. Conflict of interest 3. Copyrights 4. Consultant liability 5. Standards for performance 6. Ownership Rights LATE SUBMISSIONS WILL NOT BE ACCEPTED
OTHER 2. Contact: For questions regarding this RFP, please contact City of Woodhaven Clerks office or JP Cacciaglia at 734.675.4903 or jcacciag@woodhavenmi.org PLEASE READ THIS ENTIRE DOCUMENT CAREFULLY. NO ORAL RESPONSE BY ANY EMPLOYEE, CONSULTANT, OR AGENT OF THE CITY SHALL BE BINDING ON THE CITY OR SHALL IN ANY WAY CONSTITUTE A COMMITMENT BY THE CITY. IF A RESPONDENT FINDS ANY INCONSISTENCY OR AMBIGUITY IN THIS REQUEST FOR PROPOSALS, THE RESPONDENT IS REQUESTED TO NOTIFY THE CONTACT LISTED HEREIN. All documents submitted to the City of Woodhaven in response to this request for proposals are a public record and will be made available to the public in accordance with Michigan law. The selected consultant is required to comply with all federal, state, and local laws and regulations. The City of Woodhaven reserves the right to reject any or all proposals, portions of proposals, and will exclude informalities, technicalities, to re-issue or to proceed to obtain the desired services in another manner, at any time or in any manner considered in the City of Woodhaven s best interest. The City of Woodhaven reserves the right to, modify, amend or eliminate, any provision of this Request for Proposals. The City of Woodhaven bears no responsibility for any costs incurred by respondents in preparation of their proposals.