HomeMy Public PortalAbout09) 7F Agreement-CivicPlus-City Website Software & SvcsTABLE OF CONTENTS
INTRODUCTION ................................................................................... 3
BACKGROUND ..................................................................................... 3
OBJECTIVES ....................................................................................... 3
SCOPE OF SERVICES ........................................................................... 4
• Project Goals
• Project Objectives
• Scope of Work
• Website Content Management Software
PROPOSED TIMELINE ........................................................................ 1 0
NECESSARY QUALIFICATIONS ............................................................ 11
• Prior Experience
• Staff Qualifications
• Contact Person
• Organization and Staffing
SUBMITIAL FORMAT AND CONTENT ................................................... 12
EVALUATION AND SELECTION PROCESS ............................................. 14
• Proposal Review
• Interview
• Evaluation Criteria
• Professional Services Agreement
• Contract Approval and Execution
GENERAL CONDITIONS ...................................................................... 16
CITY OF TEMPLE CITY
REQUEST FOR PROPOSALS (RFP)
CITY WEBSITE REDESIGN AND DEVELOPMENT
INTRODUCTION:
The C ity of Temple City is centrally located in the San Gabriel Valley
approximately five miles southeast of Pasadena and 13 miles east of downtown
Los Angeles . The City is approximately 4 square miles and is surrounded by the
cities of Arcadia, San Gabriel, El Monte, Rosemead, and unincorporated portions
of Los Angeles County. The 2011 State estimate indicates a total population of
35 ,673.
The City of Temple City has a Manager-Council form of government, and is a
contract city with 92 employees that provide the basic government services of
public works, public safety, planning and community development, and
recreational programs.
BACKGOUND:
The City's website is one of the main channels of communication w ith the
community. Residents, business owners and community members are updated
about City services, notices and events through the website . It is currently hosted
through Microsoft Fr ontPage , and can only be accessed from computers with the
program . The URL is www.templecity.us .
OBJECTIVE:
The City of Temple City seeks to update its website to improve user experience,
simplify content management, and present well-organized information, while
meeting high standards for design quality and visual appeal.
SCOPE OF SERVICES
1. Project Goals
The primary goal of this project is to replace the current website with a new and
improved website. The new website will be easier for users to navigate, more
efficient for City staff to manage, and provide a wide variety of services to the
citizens of the City of Temple City. The goals of the website redesign are to
improve information delivery and enhance navigation accessibility, so as to keep
users informed and engaged . The City seeks to replace the existing website with
an attractive interface, user~friendly Interactive tools, search-engine
compatibilities, and comprehensible content management instructions and
functionalities. The Contractor will provide the City with a ready-to-use website so
City staff can immediately being to transfer over information .
Short-Term Goals
• Improve the tools that support updating the website ; i.e., content
management system (CMS).
• Improve the information architecture that supports easy navigation of
the site to key City services and news.
• Redesign the website with a new look and feel, supporting the
branding efforts of the City and reflecting the diverse make-up and
vision of the citizens of the City.
Long-Term Goals
• Improve the timeliness of content published to the website .
• Expand the services the City offers to citizens on the website.
• Enable updating the look and feel of the website on an as-needed
basis with emphasis in cost-efficiency.
• Increase the amount of information the City publishes on the website.
• Ensure easy accessibility and navigational user experience to
encourage users to return.
• Reflect the values and character of the City in visual aesthetic and
information.
2. Project Objectives
1. Redesign the information architecture of the City's website.
2. Replace the website with CMS software.
3. Implement electronic workflow for all proposed web postings for approval
and promotion.
4. Redesign the look and feel of the website .
5. Possibly Implement a new URL.
6. Update and implement website technology management policy and best
practices.
a. Identify and formalize content contributors from each department
who will ensure that all material is accurate and up-to-date.
b. Identify and formalize the use of web social networking tools.
c. Identify and formalize acceptable website content and links to
outside resources.
d. Identify and provide web information management tools to comply
with retention guidelines of the California Public Records Act. This
will include the storage of each information update, the storage and
maintenance of any activity on any social networking site or
application , as well as an easy to administrate application for
indexing, storing, archiving and retrieving of this information.
7. Provide external access to City staff for City e-mail and Intranet services.
8. Provide for full integration with existing and future a-government
applications.
3. Scope of Work
Contractors replying to this RFP will be asked to organize and itemize their
proposals into four (4) main areas for the City's consideration of their services :
design; content management system (CMS) software; implementation of CMS
software; and training.
A. The Contractor will be responsible for the following:
1. Redesign the City website look and feel that will support the City's
updated brand.
o Provide a project plan for the design phase of the website
replacement project.
o New website content information architecture that supports easy
navigation to key services.
o Determine a consistent look and feel for the website, including color
schemes, graphic elements and navigation tools that provide
straightforward navigation within a unifying graphic theme as well
as flexibility for the branding of different City departments/services .
The look and feel should be consistent with the City's current
branding initiative .
o Provide design mock-ups of primary website sections: Home , About
Us, City Hall , Departments, Residents, Business and Visitors.
2. Apply website redesign mock-ups to CMS software implementation to
enable information ready website.
o Provide a website CMS software implementation project plan. This
can be integrated with the overall project plan.
o Install and configure website CMS software on City server
infrastructure.
o Consult w ith City staff to determine how the website CMS
navigation will support City template requirements.
o Create website templates that meet ADA I 506 standards
compliance .
3 . Website CMS training for s ite administrators and content contributors.
B. The successful Contractor will deliver the following :
1. Design Quality and Visual Appeal
o The Contractor shall provide a minimum of three (3) designs of the
proposed website that adhere to the City's branding style and
standards (to be provided by the City).
o The Contractor will work with the City's Management Serv ices
Department to determine a new content framework to support easy
navigation to key City services.
o The Contractor may be required to work with the City 's
Management Services Department to assist in design analysis and
style integration fit/gap .
2 . Content Management System
o The Contractor shall provide a comprehens ive CMS so lution .
o The CMS software proposed shall be in use in a wide variety of
industries and shall not be a beta release candidate or other early-
adopter technology.
o The system shall integrate smoothly and efficiently for visually
appealing interfaces on Microsoft and Apple platforms.
o The CMS shall be accessible via external access.
o The Contractor will provide a search engine solution that will
support indexing of all contents within the CMS as well as external
City website resources .
3. Website
o The Contractor shall provide a fully operational and working
website framework (uinformation ready"). City staff should be able
to i mmed iately beg in updating and migrating information .
o The Contractor shall assist in addressing any URL name changes
and/or URL naming conventions .
o The Contractor may be responsible for moving DNS records of the
City's current webs ite .
o The website shall include future opportun ities for a-government
applications offered through the Contractor or th ird-party vendors,
and shall be designed for easy Integration.
4 . Tra ining
o The Contractor will provide f ull and complete training on use of the
CMS.
C. The City of Temple City will be responsible for:
1. Collaborating with the Contractor in determining key services for inclusion
in the updated information architecture that will support easy navigation of
the site to key City services.
2. Specifying website CMS template requirements.
3. Content migration from the old website to the new website.
4. Website governance.
4. Website Content Management Software
A. Software Needs
The City is looking for website content management software that will adapt to
current and changing technology, enable key City staff members to efficiently
publish and manage their content on the City website, and provide easy access
of City services to online visitors.
B. Product Requirements
Product requirements are outlined below.
General Website Content Management System features:
1. Content Editor
• WYSIWYG (what you see is what you get) rich text editor.
• Spell checker.
• Ability to limit certain features of WYSIWYG editor to maintain
common look and feel through out the website .
• Content editors must produce ADA I 508 standards compliant
content.
• Content publisher control of associated meta data.
2. Content Management
• Ability to organize and manage uploaded documents and
images.
• Ability to archive outdated documents and images.
• Ability to optimize uploaded pictures and graphic files for
quickest page loading .
• Interactive photo galleries to publish and display photo assets.
• Document galleries to organize and publish documents
according to subject matter.
• List module for the creation and organization of logically related
items into lists that can be shared on multiple pages, but
managed within a single list. Example list content: contacts and
links.
• Ability to determine a publishing schedule for specific content.
• Versioning and indexing of content to meet California Public
Records Act requirements .
" G o o g l e / B i n g T r a n s l a t i o n I n t e g r a t i o n w i t h w e b s i t e c o n t e n t
t r a n s l a t i o n c a p a b i l i t i e s i n u p t o f i v e ( 5 ) l a n g u a g e s .
3 . N a v i g a t i o n
" M e g a D r o p D o w n M e n u s .
" B r e a d c r u m b n a v i g a t i o n .
" S e c o n d a r y l e v e l n a v i g a t i o n w i t h i n s p e c i f i c c o n t e n t s u b j e c t
m a t t e r a r e a s .
" F r i e n d l y U R L s .
" A d d i t i o n o f e x t e r n a l n a v i g a t i o n p a g e s .
" F l e x i b l e n a v i g a t i o n t o o l s t h a t f a c i l i t a t e m a n a g e m e n t o f c o m m o n
l i n k s a c r o s s t h e s i t e .
" A b i l i t y t o r e o r g a n i z e c o n t e n t t o d i f f e r e n t s e c t i o n s o f t h e w e b s i t e
w i t h o u t m a n u a l l y c h a n g i n g c o n t e n t l i n k s .
4 . M a s t e r C a l e n d a r F u n c t i o n a l i t y
" M a s t e r c a l e n d a r t o s h a r e e v e n t s , m e e t i n g s , h o l i d a y s , e t c . t h a t
c a n b e m a n a g e d i n a m a i n c a l e n d a r a n d s h a r e d a c r o s s t h e
w e b s i t e b y c o n t e n t / s u b j e c t m a t t e r c a t e g o r y .
5 . F o r m s
" S t a n d a r d c o n t a c t f o r m s .
" A b i l i t y t o e a s i l y a d d c u s t o m f o r m s t o s i t e p a g e s a n d m a n a g e
c o n t e n t p r o d u c e d b y t h e f o r m s .
" S u r v e y s a n d a d h o c r e p o r t i n g .
6 . S e c u r i t y / A u t h o r i z a t i o n
" A b i l i t y t o c e n t r a l l y a d d a n d m a n a g e u s e r s a n d s p e c i f y a c c e s s
r i g h t s .
" A b i l i t y t o c r e a t e g r o u p s w i t h d i f f e r e n t a c c e s s r i g h t s .
" A b i l i t y t o l i m i t c e r t a i n g r o u p m e m b e r s f r o m s p e c i f i c c o n t e n t a n d
c o n t e n t m a n a g e m e n t f u n c t i o n a l i t y .
" A b i l i t y t o m a n a g e l o g g e d - i n u s e r s .
" A u d i t t r a i l a n d r e p o r t s o f c h a n g e s t o c o n t e n t w i t h i n t h e C M S .
7 . A d d i t i o n a l F u n c t i o n a l i t y
" R S S c o n s u m p t i o n a n d d i s p l a y o f e x t e r n a l r e s o u r c e s .
" R S S p r o d u c t i o n o n f r e q u e n t l y u p d a t e d c o n t e n t s u c h a s n e w s
r e l e a s e s a n d c a l e n d a r e v e n t s .
" I n t e g r a t i o n o f F a c e b o o k a n d T w i t t e r i c o n s t h a t l i n k t o t h e C i t y ' s
s o c i a l m e d i a p a g e s .
" " S h a r e T h i s " s o c i a l n e t w o r k i n g s i t e l i n k s f o r s i t e v i s i t o r s t o s h a r e
c o n t e n t o n F a c e b o o k , T w i t t e r , e t c .
" I n t e g r a t i o n o f G o o g l e A n a l y t i c s t o m e a s u r e a n d a n a l y z e t h e
s i t e ' s u s a g e a n d i t s s t a t i s t i c s .
" S i t e t e m p l a t e s m u s t b e A D A I S O B s t a n d a r d s c o m p l i a n t .
" C S S t e m p l a t e f e a t u r e s f o r v i e w i n g t e x t o n l y , p r i n t i n g , a n d m o b i l e
a c c e s s v e r s i o n s o f t h e s i t e .
" S o f t w a r e D e v e l o p m e n t K i t - a b i l i t y f o r t h e C i t y o r o u t s i d e
C o n t r a c t o r t o c r e a t e c u s t o m p a g e s a n d c o n t e n t w i t h i n t h e s i t e ' s
t e m p l a t e s t o f a c i l i t a t e i n t e g r a t i o n o f o t h e r e - G o v s e r v i c e s
s o f t w a r e s u c h a s G I S , p e r m i t t i n g , o n l i n e b i l l p a y m e n t , e t c .
" S e a r c h e n g i n e t h a t c a n b e d i r e c t e d t o i n d e x b o t h i n t e r n a l l y a n d
e x t e r n a l l y h o s t e d w e b s i t e r e s o u r c e s .
" A b i l i t y t o m a n a g e a n i n t e r a c t i v e m u l t i m e d i a t o p s t o r i e s s e c t i o n
w i t h i n t h e C M S .
" A b i l i t y t o h a v e s t o r a g e c a p a b i l i t y f o r M P 3 s a n d s t r e a m i n g m e d i a .
C . T e c h n i c a l R e q u i r e m e n t s
1 . O p t i o n a l A c t i v e D i r e c t o r y a u t h e n t i c a t i o n i n t e g r a t i o n .
2 . A b i l i t y t o h a v e s e p a r a t e d e v e l o p m e n t a n d p r o d u c t i o n e n v i r o n m e n t s .
3 . C o n t r a c t o r s w i l l h a v e t h e a b i l i t y a n d w i l l a l l o w C i t y s t a f f t o p e r f o r m a
h a n d s - o n d e m o / t e s t o f t h e s o f t w a r e d u r i n g t h e w e b s i t e C M S s e l e c t i o n
p r o c e s s .
" D e m o s w i l l b e a s c l o s e t o t h e c u r r e n t p r o d u c t i o n e n v i r o n m e n t a s
p o s s i b l e .
" D o c u m e n t a t i o n o f a d d i t i o n a l f u n c t i o n a l i t y a n d p e r f o r m a n c e
d i f f e r e n c e s f r o m t h e d e m o w i l l b e p r o v i d e d .
D . D e s i g n a n d V i s u a l T h e m e
1 . S i t e m u s t d i s p l a y c o r r e c t l y i n a l l m o d e r n b r o w s e r s .
2 . S i t e t h e m e s a n d / o r s t y l e s h e e t s t h a t m a i n t a i n c o m m o n l o o k a n d f e e l
t h r o u g h o u t w e b s i t e .
3 . D e p a r t m e n t I S e r v i c e M a r k e t a b i l i t y - a b i l i t y t o a p p l y a c u s t o m i z e d l o o k a n d
f e e l w i t h i n d i f f e r e n t d e p a r t m e n t s / s e r v i c e s w h i l e m a i n t a i n i n g g l o b a l
n a v i g a t i o n a n d w e b s i t e c o m m o n l o o k a n d f e e l .
PROPOSED TIMELIINE:
Day/Date Description
RFP responses must be received by the City of
Temple City at 9701 Las Tunas Dr., Temple City,
CA 91780. Respondents assume the risk of the
Friday, method of dispatch chosen . The City assumes no
August 3, 2012 responsibility for delays caused by any delivery
by 6:00p.m. service. Postmarking by the due date will not
substitute for actual receipt of proposals. Proposals
shall not be delivered by facsimile transmission or
other telecommunication or electronic means.
Week of The evaluation board will review Contractors'
August12,2012 responses.
Week of A decision is made as to which Contractor will be
August 19, 2012 the finalist. All Contractors will be notified of the
City's decision.
Tuesday, Contract will be presented for City Council Review. September 4, 2012
Sunday, Completion of new City website. June 30, 2013
NECESSARY QUALIFICATIONS:
In the Contractor selection process, the City seeks the following qualifications:
1. Prior Experience
The selected firm must have demonstrated experience in providing the
services described under the Scope of Services. Substantiation must be
provided regarding the nature of services provided to the client cities or
agencies. At least three references of cities served within the past five (5)
years.
2. Company and Staff Qualifications
Staff assigned to complete the Scope of Services must have previous
experience in providing the necessary services as described in this
proposal.
3. Contact Person
The selected firm will be required to identify the person who will be the
primary contact in charge of the City's website redesign and development.
This individual must, within reasonable limitations, be accessible to City
staff during business hours (currently Monday through Friday, 7:30a.m. to
6 p.m.)
4 . Organization and Staffing
Proposing contractors shall provide a description of key staff and sub-
Contractors, if any, and their relationship with City operations. Specifically
show how the proposed organization and staffing will provide the City with
the quantity and quality of service needed to meet the City's needs.
SUBMITI AL FORMAT AND CONTENT
Selection will follow these steps:
1. The submittal should be typed and as brief as possible while adequately
describing the qualifications of the firm.
2. Proposals are to be submitted in the same envelope, clearly marked with the
firm's name, address and phone number. Only one proposal per firm will be
considered.
3 . The proposing firm shall submit the following information with the package,
including the same information on sub-Contractors, in the following format:
a. Cover Letter
In no more than two (2) pages, the firm should provide the name , address
and phone number of the consultant, the primary contact name and phone
number, any qualifying statements or comments regarding the proposal
and identification of any sub-consultants and their responsibilities. The
signed letter should also include a paragraph stating that the firm is
unaware of any conflict of interest in performing the proposed work.
b. Qualifications
This portion should include a description of the qualifications of the
assigned staff and sub-Contractors, relevant technical experience, and the
availability of the staff for the services provided. After selection of a firm by
the City, no substitution of key staff or sub-Contractors may occur without
written approval of the City.
c. Scope of Services
The firm shall describe the proposed work by task, including any tasks to
be performed by sub-Contractors.
d. Pricing Schedule
Proposing firms must submit a proposal that includes a schedule of fees
for all pertinent aspects of the project, and a unot to exceed" amount for
reimbursables . The website design , CMS software, implementation,
training and maintenance prices MUST remain firm for at least one year
after execution of the agreement. Any price adjustments through the life of
this agreement must be mutually agreed upon writing.
e. Acceptance of Conditions
This section will be a statement offering the firm's acceptance of all
conditions listed in the Request for Proposal document. Any exceptions or
suggested changes to the RFP or any contractual obligations, including
the suggested change, the reasons therefore and the impact it may have
on cost or other considerations on the firm's behalf must be stated in the
proposal. Unless specifically noted by the firm, the City will assume that
the proposal is in compliance with all aspects of the RFP.
EVALUATION AND SELECTION PROCESS
Selection will follow these steps:
1. Proposal Review
Each proposal will be reviewed to determine if it meets the RFP
requirements. Failure to meet the requirements of the RFP will be cause
for rejection. The City will consider the following in selecting a Contractor:
• Response to requested Scope of Services and this RFP;
• Professional reputation;
• Experience of Contractor;
• Qualifications;
• Type and amount of hardware/software;
• Number and experience of personnel;
• References provided; and
• Costs
2. Interview
Contractors will be interviewed by an oral board .
3. Evaluation Criteria
Scoring of responses to this proposal will be completed according to the
following in-person presentation point scale:
• Functionality (40 points): Based on ability to meet the design
and content management system requirements listed in the
Scope of Services.
• Company's Qualifications (20 points): Based on Contractor's
company profile including organizational size and structure, and
Project Manager/other key members. In addition, Contractor's
related experience in successful implementations of websites
for local government agencies of comparable size is highly
regarded.
• Overall Cost (15 points): Based on total fee to provide the
services for the website redesign including content management
software, implementation, installation, training, data migration,
additional hardware, licensing, ongoing technical support and
other miscellaneous costs. Proposals will be compared using
the base bid costs only; optional costs are provided for
information purposes only.
• System Infrastructure and Architecture (10 Points): Based on
the database platform, hardware and network requirements of
the solution, licensing structure of the product and how the
content management system is designed. During the initial
phase of the project, the successful Contractor will be required
to develop a comprehensive site map, which shows the strategy
for information architecture decisions.
• Responsiveness to Proposal (5 points): Based on the
completeness of submitted documents and willingness to accept
terms and conditions of the City's Professional Services
Agreement.
• Implementation (5 points): Based on the number of individuals
assigned to the project, availability of project team manager for
discussions and meetings with City staff during implementation,
technical support services provided during product
implementation , the implementation timeline, and how change
orders are tracked during project implementation.
• Training (5 points): Based on availability and quality of training,
user documentation and online assistance.
4. Consultant Services Agreement
The selected Contractor will be required to enter into the City's standard form
of Professional Services Agreement. The City may consider changes to the
agreement's terms on a case-by-case basis, but should not be expected by
the Contractor. Nothing in this RFP should imply a contractual obligation for
employment.
5. Contract Approval and Execution
The agreement will be presented to the City Council for approval and
executed by the City Manager.
Please submit five (5) copies of the proposal no later than 6 p.m. on Friday,
August 3, 2012.
City of Temple City
9701 Las Tunas Drive
Temple City, CA 91780
Attn : Stephanie Chan, Management Ana lyst
C/0: Management Services Department
Late postmarks will not be accepted.
GENERAL CONDITIONS:
1. The City of Temple City shall not be liable for any pre-contractual expenses
incurred by any Contractor, nor shall any firm include such expenses as part
of the proposed cost. Pre-contractual expenses include any expense incurred
by a proposal and negotiating any terms with the City.
2. The City reserves the right to withdraw this RFP at any time without prior
notice and to reject any and all proposals submitted without indicating any
reasons . Any award of contract for services will be made to the firm best
qualified and responsive in the opinion of the City.
3. Proposals may, at the City's option, be rejected if they contain any alterations,
additions, conditional or alternatives, are incomplete, or contain erasures or
irregularities of any kind. The City reserves the right to reject any and all
proposals . The City expressively reserves the right to postpone submittal
opening for its own convenience and to reject any and all submittals
responding to this Request for Proposals.
4. The selected firm will be required to comply with all existing State and Federal
laws including the applicable to equal opportunity employment provisions.
5. The City reserves the right to negotiate special requirements and proposed
service levels using the selected proposal as a basis. Compensation for
services will be negotiated with the selected firm.
6. All responses to this Request for Proposals (RFP) shall become the property
of the City of Temple City, and will be retained or disposed of accordingly.
7. No amendments, additions or alternates shall be accepted after the
submission date and time.
8. All documents, records, designs, and specifications developed by the
selected firm in the course of providing services for the City of Temple City
shall be the property of the City. Anything considered to be proprietary should
be so designated by the firm.
9. Acceptance by the City of any proposal submitted pursuant to this Request
for Proposal shall not constitute any implied intent to enter into a contract for
services .
10. The City reserves the right to issue written notice to all participating firms of
any change in the proposal submission schedule should the City determine,
in its sole discretion, that such changes are necessary.