REQUEST FOR PROPOSAL (RFP) For WEBSITE REDESIGN SERVICES

Transcription

1 REQUEST FOR PROPOSAL (RFP) Fr WEBSITE REDESIGN SERVICES Page 1

2 THE SHERIDAN PUBLIC CITY REQUEST FOR PROPOSALS Prject Title: Website Redesign Schedule f Events Date/Time RFP Release 07/27/2018 Deadline fr Questins 08/15/2018 Prpsals Due t the City 08/31/2018 Interviews Cnducted (If required) 9/17 thrugh 9/21 Annuncement f Successful Prpser 09/24/2018 Cntract Executin 10/15/2018 The City reserves the right t mdify this schedule at the City s discretin. Ntificatin f changes will be psted t the City s website r sent via . RFP Respnse Due Date and Time: August 31st, 2018, 5:00 p.m. Muntain Time RFP Cntact: Prject Manager: Cecilia Gd, City Clerk RFP Submissin Address: cgd@sheridanwy.net Unless authrized by the City Prject Manager, n ther City fficial r emplyee may speak fr the City regarding this slicitatin until award decisin is cmplete. Any Prpser seeking infrmatin, clarificatin, r interpretatins frm any ther City fficial r City emplyee uses such infrmatin at Prpser s wn risk. The City is nt bund by such infrmatin. Fllwing the Prpsal submittal deadline, Prpsers shall cntinue t direct cmmunicatins t nly the City Prject Manager. Any references in this Request fr Prpsal (RFP) t the City may als be applicable t City f Sheridan departments, regulatins and requirements. Page 2

3 1. Table f Cntents 2. Purpse and Backgrund Prject Objectives Minimum Qualificatins Demnstratin f Experience Scpe f Wrk Budget Prcedures and Requirements Respnse Frmat Selectin Prcess Purpse and Backgrund. City Website In 2016, the City s website was updated t its current iteratin. This update incrprated visual updates that significantly impacted the visual appeal f the website, but kept much f the existing infrastructure f the site. In an effrt t increase ease f access t infrmatin and services, the City has budgeted in its 2019 Fiscal Year fr a cmplete redesign. Administratrs frm each department within the City are respnsible fr maintaining their respective cntent. Turnver has led t many pieces f the website either ut f date r nn-functining. As a public entity, cntent management, archival f recrds and infrmatin transparency are a pririty. The City is lking at innvative ideas fr managing large amunts f resurces and material fr use by the public. In additin t the cre website, the Plice Department perates a site based ff f Ggle Sites at Anther sister site t is perated by the Sheridan Travel and Turism branch f the City. Perid f Perfrmance and City Prject Teams The verall prject schedule including all agencies and in-huse team wrk is 6 mnths fr cmpletin and launch. The City will create new cntent as needed. This will be ccurring during the design and build phases. The first three phases, Discvery, Design, and Prttype Page Design, are anticipated t take n mre than 3 mnths. Prject Wrk Milestnes 1. Discvery Phase 2. Design Phase 3. Prttype Page Design Phase 4. Supprt During the Building Phase (as required) 5. Launch and Pst Launch Supprt Page 3

4 The City will rganize a small Cre Prject Team f City staff that will attend all prject meetings and review all deliverables. The Cre Prject Team will be led by the City Clerk s Office but will als include City staff frm varius departments. Additinally, City Cuncil must be kept infrmed and invlved thrughut the design prcess. Prpser shall present key deliverables t bth the Cre Prject Team and City Cuncil as necessary. The selected The public will be anther stakehlder in the design prcess. The Prpser is expected t btain public cmment and feedback in rder t design the site t cater t City f Sheridan citizens. 3. Prject Objectives The City s website redesign bjectives shall include but are nt limited t: Greatly imprve discvery and access f City infrmatin, cllectins, resurces and cntent via internal search and external search engine ptimizatin. Prvide a seamless and integrated experience prviding access t cntent and resurces via a single, easyt-use City-branded nline envirnment. Create a user interface that is flexible t citizen s device cntext, be it desktp/laptp, tablet, r ther mbile device. Design a user-centric and easily-updateable slutin fr prviding nline-help fr the City s resurces. Create a user interface that supprts the needs f ur citizens wh require accessibility tls t use the site, incrprating the fundamentals f Universal Design, as well as aligning the new design with WC3 Pririty 1 Accessibility Guidelines t prvide ptimal accessibility t ur users. Prvide guidance n industry best practices fr translated cntent Align with ur brand strategy with a clean, elegant, user-centric design. Create an rganized, user-friendly back-end envirnment that will allw multiple City f Sheridan departments t pst relevant news and updates t their relevant pages. Create a repsitry fr multiple dcument types in rder t prmte gvernmental transparency. Media management is a critical cmpnent t this prject. 4. Minimum Qualificatins Prpsers shall demnstrate past experience in meeting these minimum qualificatins. Thse that d nt meet t these minimum qualificatins shall be rejected by the City withut further cnsideratin: Candidate must prvide sufficient detailed infrmatin that demnstrates successful cmpletin f cmparable wrk n similarly cmplex prjects. Candidate must have perfrmed such wrk fr a minimum f eight years, either as a cmpany r as the median length f experience f team members if candidate cmpany has existed fr less than eight years. Experience develping web sites that utilize current design best practices (including flexible designs fr desktp, mbile, tablet). Page 4

5 Experience develping web sites that cmply with WC3 Pririty 1 Accessibility Guidelines t prvide ptimal accessibility t users. Experience delivering large scale prjects that included cllabrating with a hybrid-team cnsisting f clientside web teams and 3 rd party vendr slutins. 5. Demnstratin f Experience As part f yur respnse, please prvide examples and reference infrmatin (including cmpany name, prject name, cmpany cntact name, phne number, address) demnstrating experience in the areas listed belw: Prvide examples f yur wrk with rganizatins whse custmers represent the full spectrum f a cmmunity with Sheridan s demgraphic diversity. Prvide examples f yur wrk with nn-prfit, public sectr, higher educatin, and/r City rganizatins. Prvide examples f start-t-finish wrk that helped rganizatins slve cmplex user needs that included prviding simplified ways f curating and surfacing related cntent. Prvide examples f yur clear, data- and research-driven methdlgy fr web develpment and design. Prvide examples demnstrating expertise t drive flexible design that perfrms effectively n desktp, mbile and tablets acrss all perating systems and multiple brwsers. 6. Scpe f Wrk The City f Sheridan expects the prject schedule t be infrmed by the Scpe f Wrk listed belw. The Scpe f Wrk details majr phasing fr milestne delivery and invicing. While this Scpe has been designed t satisfy the bjectives f this prject, the City may cnsider suggestins fr different r additinal phase details. Nte that the first three phases, Discvery, Design, and Prttype Page Design, are anticipated t take n mre than 6-9 mnths. Thrughut the prject, the selected Agency will be expected t attend key meetings nsite t cmmunicate prject status and findings. Fr each phase, it will be required that detailed ntes f meetings be recrded and presented as part f the prject dcumentatin. The fllwing are inclusive but nt necessarily exhaustive lists f requirements and deliverables fr each phase. If the respnding Agency fllws methdlgies and prcess which includes additinal r different steps, phases, r deliverables, please include that in yur prpsal respnse. User Testing is expected at all applicable phases, and the testing deliverable will be in the frm f a findings reprt fr each applicable phase. Discvery Phase: The fllwing is an inclusive but nt necessarily exhaustive list f requirements and deliverables fr the Discvery Phase: Requirements: Perfrming nsite interviews t understand City s missin, visin and key business drivers and hw these criteria infrm prject bjectives. Page 5

6 Wrking with internal City teams, cnduct a website audit which will be used t identify the cre cntent, priritize cntent, eliminate duplicate and utdated cntent as well as infrm the user interface and internal architecture f the site. Wrking with the City team, identify and analyze the City s nline resurces and their ptential fr integratin int Reviewing histric web analytic data t meet bjectives. Develping a detailed prject schedule. Deliverables: Design Phase Deliverable will include bth a Findings Reprt utlining recmmendatins fr meeting prject gals and an utline f the prpsed site infrastructure. Detailed Prject Schedule. The fllwing is an inclusive but nt necessarily exhaustive list f the requirements, desired features, and deliverables fr the Design Phase: Requirements: Cnduct necessary user research and usability testing thrughut the life f the prject t achieve bjectives. Redesign t mdernize the design and user interface. Shuld use platfrm-agnstic standards fr dynamic cntent elements such as HTML5. The design prcess will include review and revisin cycles as needed t achieve apprval f final design. Ensure the user interface aligns with search engine ptimizatin best practices. Develp new, refined infrmatin architecture which will: priritize cntent. simplify discverability. prvide the ptimal user interface t ur citizens. Align the new design with WC3 Pririty 1 Accessibility Guidelines and the fundamentals f Universal Design t prvide ptimal accessibility t all f ur users. N prprietary systems are allwed in the building f the site. The City f Sheridan shall retain rights fr all written cntent and all images/vide develped fr the site. Deliverables: Detailed design layuts fr all page and feature templates. Detailed functinal specificatins. Usability test results and related data. Page 6

7 Prttype Page Design Phase The fllwing is an inclusive but nt necessarily exhaustive list f the elements f the Prttype Page Design Phase. This list includes all f the deliverables necessary t begin building the site. Nte that layers in dcuments must be clearly labeled and cntain nly the necessary assets. Deliverables: Page Prttypes: Design, create, and deliver files which serve as a nn-functinal Prttype fr each page type. Design, create, and files which serve as a nn-functinal Prttype fr each reusable cmpnent type. Graphic Assets: Style Guide: Layered-files fr all necessary graphic assets. A cmprehensive website style guide that can be edited by the City n an nging basis. Supprt During the Building Phase The fllwing is an inclusive but nt necessarily exhaustive list f the elements f the Supprt During the Building Phase: Review and Validatin Implementatin t be perfrmed by ur develpment partner and the City, with the Agency lending supprt as needed t ensure the integrity f the design. Agency t review prttypes f all page types in the staging envirnment during the Building Phase t validate integrity f design. Launch and Pst Launch Supprt The fllwing is an inclusive but nt necessarily exhaustive list f the elements f the Launch and Pst Launch Phase: QA and Testing Ensure integrity f design via rbust QA and testing supprt thrugh launch and pst launch Prpser shuld clearly address hw it plans t accmplish each element f the Scpe f Wrk in the RFP respnse, as well as prvide a prject schedule. This will be key dcumentatin that the City will be using t evaluate the quality f the submissin. 7. Budget The estimated budget fr this prject is an amunt nt t exceed $30, This budget includes a variety f prject-related csts. The amunt available fr a cntract prcured thrugh this RFP may be less than this amunt. Prpsers shuld cnsider this tentative budget fr the purpse f preparing prpsals. Page 7

8 8. Prcedures and Requirements. This sectin details the City instructins and requirements fr yur submittal. The City reserves the right in its sle discretin t reject any Prpser respnse that fails t cmply with the instructins. 8.1 Questins. Prpsers may submit written questins t the Prject Manager until the deadline stated n page 1. The City requires all questins t be submitted via t the City Prject Manager at cgd@sheridanwy.net. Failure t request clarificatin f any inadequacy, missin, r cnflict will nt relieve the Prpser f respnsibilities under in any subsequent cntract. While the City will make every effrt t infrm ptential Prpsers f such inquiries, it is the respnsibility f the interested Prpser t assure they receive respnses t questins if any are issued. 8.2 Changes t the RFP/Addenda. A change may be made by the City if, in the sle judgment f the City, the change will nt cmprmise the City s bjectives in this acquisitin. A change t this RFP will be made by frmal written Addendum issued by the City s Prject Manager and shall becme part f this RFP and included as part f the Cntract. 8.3 Receiving Addenda and/r Questin and Answers. It is the bligatin and respnsibility f the Prpser t learn f Addendums, respnses, r ntices issued by the City via an inquiry t the City s prject manager. All submittals sent t the City may be cnsidered cmpliant t all Addendums, with r withut specific cnfirmatin frm the Prpser that the Addendum was received and incrprated, at the sle discretin f the Prject Manager. The Prject Manager may reject the submittal if it des nt fully incrprate an Addendum. 8.4 Prpsal Submittal. The fllwing requirements shall be apply: a. Prpsals must be received int the City n later than the date and time n page 1 except as revised by Addenda. b. All pages are t be numbered sequentially. c. Prpsers are required t submit their prpsal electrnically. d. The Prpsers have full respnsibility t ensure the respnse arrives at the City within the deadline. A respnse delivered after the deadline will nt be accepted unless waived as immaterial by the City given specific factbased circumstances. 8.5 Electrnic Submittal. The City requires an electrnic submittal f bid respnses t facilitate grup review and dcument distributin. N paper bid submittals will be accepted. a. The electrnic submittal is ed t the City cntact (see page 1), by the RFP due date and time deadline. b. Title the s it wn t be lst in an stream. c. Any risks assciated are brne by the Prpser. d. The City system will allw dcuments up t 10 megabytes. e. D nt zip the RFP respnse. The City system will strip ut any attachments that are in.zip frmat. 8.6 Prpser Respnsibility t Prvide Full Respnse. It is the Prpser s respnsibility t respnd in a manner that des nt require interpretatin r clarificatin by the City. The Prpser is t prvide all requested materials, frms and infrmatin. The Prpser is t ensure the materials submitted prperly and accurately reflects the Prpser s ffering. During scring and evaluatin (prir t Page 8

9 interviews if any), the City will rely upn the submitted materials and shall nt accept materials frm the Prpser after the RFP deadline; this des nt limit the City right t cnsider additinal infrmatin (such as references that are nt prvided by the Prpser but are knwn t the City, r past City/City experience with the Prpser), r t seek clarificatins as needed. 8.7 N Guaranteed Utilizatin. The City des nt guarantee utilizatin f this cntract. The slicitatin may prvide estimates f utilizatin; such infrmatin is fr Prpser cnvenience and nt a usage guarantee. The City reserves the right t multiple r partial awards, and/r t rder wrk based n the City s needs. The City may turn t ther apprpriate cntract surces r supplemental cntracts, t btain these same r similar services. The City may reslicit fr new additins t the Prpser pl. Use f such supplemental cntracts des nt limit the right f the City t terminate existing cntracts fr cnvenience r cause. 8.8 Expansin Clause. The cntract limits expansin f scpe and new wrk nt expressly prvided fr within the RFP. Expansin fr New Wrk (wrk nt specified within the riginal Scpe f Wrk Sectin f this Agreement, and/r nt specified in the riginal RFP as intended wrk fr the Agreement) must cmply with the fllwing: (a) New Wrk is nt reasnable t slicit separately; (b) is fr reasnable purpse; (c) was nt reasnably knwn by the City r Prpser at time f slicitatin r was mentined as a pssibility in the slicitatin (i.e. future phases f wrk, r a change in law); (d) is nt significant enugh t be regarded as an independent bdy f wrk; (e) wuld nt attract a different field f cmpetitin; and (f) des nt vary the identity r purpse f the Agreement. The City may make exceptins fr immaterial changes, emergency r sle surce cnditins, r ther situatins required in City pinin. Certain changes are nt subject t these limitatins, such as additinal phases f Wrk anticipated during slicitatin and time extensins. Expansin must be mutually agreed and issued by the City thrugh written Addenda. New wrk perfrmed befre an authrizing Amendment may nt be eligible fr payment. 8.9 Effective Dates f Offer. Slicitatin respnses are valid until the City cmpletes award. Shuld any Prpser bject t this cnditin, the Prpser must bject prir t the Q&A deadline listed n page Cst f Preparing Prpsals. The City is nt liable fr csts incurred by the Prpser t prepare, submit and present prpsals, interviews and/r demnstratins Readability. The City s ability t evaluate prpsals is influenced by the rganizatin, detail, cmprehensive material and readable frmat f the respnse Changes r Crrectins t Prpsal Submittal. Prir t the submittal due date, a Prpser may change its prpsal, if initialed and dated by the Prpser. N changes are allwed after the clsing date and time Errrs in Prpsals. Prpsers are respnsible fr errrs and missins in their prpsals. N errr r missin shall diminish the Prpser s bligatins t the City Withdrawal f Prpsal. A submittal may be withdrawn by written request f the Prpser. After the clsing date and time, the submittal may be withdrawn nly with permissin by the City. Page 9

10 8.15 Rejectin f Prpsals. The City may reject any r all prpsals with n penalty. The City may waive immaterial defects and minr irregularities in any submitted prpsal Incrpratin f RFP and Prpsal in Cntract. This RFP and Prpser s respnse, including prmises, warranties, cmmitments, and representatins made in the successful prpsal nce accepted by the City, are binding and incrprated by reference in the City s cntract with the Prpser Independent Cntractr. The selected Prpser shall wrk as an independent cntractr. The City will prvide apprpriate cntract management, but that des nt cnstitute a supervisry relatinship t the Agency. The City will nt prvide space in City ffices fr perfrmance f this wrk. The selected Prpser shall perfrm a majrity f the Scpe f Services frm their wn ffice space r in the field N Cnflict f Interest. Prpser (including fficer, directr, trustee, partner r emplyee) must nt have a business interest r a clse family r dmestic relatinship with any City/City fficial, fficer r emplyee wh was, is, r will be invlved in selectin, negtiatin, drafting, signing, administratin r evaluating Prpser perfrmance. The City shall make sle determinatin as t cmpliance. 9. Respnse Frmat. Submit prpsal with the fllwing frmat and attachments. Failure t clearly and cmpletely prvide all infrmatin belw, n frms prvided and in rder requested, may cause rejectin as nn-respnsive. 1. Letter f interest. (Optinal) 2. Legal Name: Submit a certificate, cpy f web-page, r dcumentatin frm the Secretary f State in which yu incrprated that shws yur cmpany legal name. Many cmpanies use a Ding Business As name r nickname in daily business; the City requires the legal name fr yur cmpany. When preparing all frms belw, use the prper cmpany legal name. 3. Minimum Qualificatins: Prvide a single page that lists each Minimum Qualificatin, and exactly hw yu achieve each minimum qualificatin. Remember that the determinatin that yu have achieved all the minimum qualificatins is made frm this page. The Prject Manager is nt bligated t check references r search ther materials t make this decisin. 4. Prpsed Respnse t RFP: The respnse shuld include examples that illustrate Agency s experience utlined in Demnstratin f Experience. The respnse shuld include a detailed descriptin f hw the Agency plans t cmplete the tasks/deliverables/utcmes as described in the Slicitatin Objectives and Scpe f Wrk. Page 10

11 The respnse shuld include an estimated prject schedule that crrespnds t the sectin entitled Scpe f Wrk. The respnse shuld include the estimated number f wrk hurs fr each deliverable, the estimated time required (task cmpletin dates) and the Agency s fee schedule [the fee schedule shuld crrespnd t Prject Wrk Milestnes table ]. The respnse shuld include an rganizatinal chart f prpsed team members. Yur plan shuld include the names, rles and bis f staff members and external partners assigned t the prject, including anticipated level f participatin. 10. Selectin Prcess. Details f the selectin prcess are utlined belw. The submitted prpsals will be initially screened fr minimum qualificatins. The prpsals that mve past this screening prcess will be evaluated based n the Prpsal Evaluatin criteria belw. Candidates judged t be mst respnsive t the Prpsal Evaluatin criteria (belw) will be invited t be interviewed. After the interviews, the City will select the highest ranked Prpser fr award and then mve t the cntract negtiatin prcess Initial Screening: Prpsals will be reviewed fr initial decisins n respnsiveness and respnsibility in meeting the Minimum Qualificatins. Thse fund respnsive and respnsible based n an initial review shall then be cnsidered fr prpsal evaluatins Prpsal Evaluatin: The City will evaluate prpsals using the fllwing selectin criteria, listed belw in rder f imprtance: Past wrk examples demnstrating user-centered design methdlgy n similarly cmplex prjects. Prpsed Services (respnsiveness t Scpe f Wrk) Demnstrated strength f research, analysis and testing capabilities either in-huse r via external partner Prpsed cst Staff resurces t meet desired milestne delivery schedule as needed 10.3 Interviews: The City may interview the firms that are judged t be mst respnsive t the RFP specificatins as described in Sectin Agencies invited t interview are t bring the assigned Prject Manager named by the Agency in the Prpsal, and shuld bring ther key persnnel named in the Prpsal. The Agent shall nt bring individuals wh d nt wrk fr the Agency r are n the prject team withut advance authrizatin by the City Prject Manager. During the interview, Agency will prvide further detail n ne r tw prjects that best exemplify Agency s prpsed slutins t ur utlined prblems. City will further evaluate Agency n the depth and quality f its presentatin Prfessinal References: The City may cntact ne r mre prfessinal references that have been prvided by the Prpser/Agency r ther surces that may nt have been named by the Prpser but can assist the City in determining Agency perfrmance/experience Final Selectin: Agencies will be evaluated and ranked using the fllwing criteria. Criteria Percentage Weight Page 11

12 Past wrk examples that best exemplify the prpsed 30% slutins t ur utlined prblems. Depth and quality f nsite presentatin and reference checks will be a factr. Prpsed Services (respnsiveness t Scpe f Wrk). 30% Staff resurces t meet desired milestne delivery schedule as needed. Prpsed cst 20% Organizatinal fit 10% The City shall select the highest ranked prpser t begin cntract negtiatins Cntract Negtiatins. The City may negtiate elements f the prpsal as required t best meet the needs f the City, with the apparent successful Prpser. The City may negtiate any aspect f the prpsal r the slicitatin. The City des nt intend t negtiate the base cntract, which has been attached (See Attachments) Right t Award t next ranked Prpser. If a cntract is executed resulting frm this slicitatin and is terminated within 90-days, the City may return t the slicitatin prcess t award t the next highest ranked respnsive Prpser by mutual agreement with such Prpser. New awards thereafter are als extended this right Negtiatins. The City may pen discussins with the apparent successful Prpser, t negtiate csts and mdificatins t align the prpsal t meet City needs within the Scpe f Wrk sught by this RFP slicitatin Taxpayer Identificatin Number and W-9: Unless the Agency has already submitted a Taxpayer Identificatin Number and Certificatin Request frm (W-9) t the City, the Agency must execute and submit this frm prir t the Cntract executin date. Page 12