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Home My Public Portal AboutVIllage of Plainfield Website redesign REQUEST FOR PROPOSAL WEBSITE REDESIGN RESPONSE DUE BY 4:00 PM ON 02/24/2020 Village of Plainﬁeld Information Technology WEBSITE REDESIGN RFP PROJECT SUMMARY The Village of Plainﬁeld is seeking proposals from qualiﬁed vendors to redesign the Village’s public facing website. Vendors are requested to examine the requirements found in this Request for Proposal (RFP) and submit a response that fulﬁlls the minimum requirements set forth. Once the minimum requirements are met in a cost- effective manner, vendors are encouraged to provide options for increasing functionality or further reducing cost, without sacriﬁcing quality. Proposals must include all required supporting documentation, assurances, speciﬁcations, etc. Proposals submitted must be binding for not less than 90 days after the date received. Incomplete or late proposals will not be accepted. Proposals shall be opened so as to avoid disclosure of contents to competing vendors and kept secret during the process of negotiation. However, all proposals that have been submitted shall be open for public inspection after contract award. Trade secrets and conﬁdential information, as speciﬁed by the vendor, contained in the proposals shall not be open for public inspection. Vendor should clearly indicate in the proposal the page or pages that are considered to be trade secrets and conﬁdential. The contract will be awarded to the vendor whose proposal provides the greatest beneﬁt to the Village of Plainﬁeld in terms of cost, functionality, and other factors described within this RFP. It is the Village’s intention to enter into a mutually beneﬁcial contract that supports this RFP and any other subsequent contracts that are required by the vendor must meet or exceed the terms and conditions of this RFP. The Village of Plainﬁeld reserves the right to: •Reject any or all offers and discontinue this RFP process without obligation or liability to any potential vendor •Accept other than the lowest priced offer •Award a contract on the basis of initial offers received, without discussions or requests for best and ﬁnal offers •Negotiate the ﬁnal contract with the selected vendor SELECTION CRITERIA RFP respondents will be judged based on the following criteria: •Strength/capability of the vendor’s company (depth of services, successful implementations in other municipal environments, etc.) •Price (implementation planning, equipment, labor, installation, follow-up) •Implementation plan and training schedule (viability, timelines, staff availability, etc.) •Reliable service structure and timing, service-level agreements, training services •Ease of use by multiple non-technical users •Current references (at least three) from municipalities of same size, needs and comparable environment Page of 2 6 Village of Plainﬁeld Information Technology WEBSITE REDESIGN RFP BACKGROUND INFORMATION The Village of Plainﬁeld currently manages a web presence at www.plainﬁeld-il.org. The website was created and coded in-house by the Village’s IT Department. The website features and functionality are updated in-house by the IT Department and website content is primarily updated by the Community Relations Director using Adobe Contribute, a WYSIWYG content update tool. The website is hosted by a third party hosting provider. The Village has also developed, and continues to manage, another hosted web presence at www.plainﬁelddevelopment.com. This is a small ancillary site focusing on economic development efforts for the Village. The Village is looking to streamline its web presence and provide a more focused user experience for our residents and visitors. The project should also provide an efficient method of managing the website not only for the IT Department, but for designated content owners from other departments. The following sections will discuss existing features on the website and requests for additional features and functionality. The Village is also looking to adopt best practices regarding ADA compliance and accessibility, web design, search engine optimization, and overall user experience for a municipal website. GOALS AND SPECIFICATIONS The proposed solution should include a secure, externally hosted website with provisions for redundancy to minimize outages or downtime. The design of the website should be responsive and optimized for multiple commonly used web browsers (desktop and mobile), screen sizes, and connection speeds. The design should be visually appealing and promote the vibrancy of the Village and its amenities. The Village wishes to have a custom designed site that stands apart from other municipal websites that are based on a common template or design. The current Village website usage statistics should be analyzed in an effort to reduce the less commonly visited information and provide a more streamlined user experience. If desired the vendor and the Village can solicit feedback from existing website visitors via an opt-in survey. The vendor should also survey key stakeholders from Village departments to gather information if necessary. CURRENT/REQUIRED FEATURES A.Content is currently updated using Adobe Contribute, a WYSIWYG editing tool. Future content updates should utilize this type of editing mechanism (no coding necessary). B.The website currently embeds a Google Calendar that displays categorized events. Calendar functionality should be retained but it is not required to use Google Calendar. C.A “Contact Us” form with pre-populated choices for the reason for contact currently emails a general Village email address. Page of 3 6 Village of Plainﬁeld Information Technology WEBSITE REDESIGN RFP D.News/current events/emergency information is posted to the main page for the website. Ideally, functionality could be added to timestamp these postings and remove them automatically after the designated time period has expired. E.Pages can be accessed by a ‘simple’ URL such as www.plainﬁeld-il.org/pages/ police - a method for simpliﬁed URLs should be retained. F.Reporting and statistics are collected but any enhanced reporting and statistical analysis would be welcomed. G.The website currently has a page that collects all “transparency” related items and links into a single location - www.plainﬁeld-il.org/pages/transparency H.The current hosting company provides regular site backups. Backups should be taken and veriﬁed on a regular basis. A version control mechanism for site changes would be a welcome feature. CURRENT INTEGRATIONS The Village website currently integrates with the following systems: I.Document Management - the website links to folders and documents on the Village’s on-premises Laserﬁche weblink server / document repository. J.Agendas/Packets/Meeting Video - the website embeds code from Granicus to allow access to meeting agendas, packets and video archives. K.Municipal Code - the website links to a Municode site to allow visitors to view the Village’s municipal codes. L.Mapping - the Village website links to ESRI ArcGIS Online for access to interactive maps developed by the Village’s IT-GIS Specialist. M.Resident Police Services - the website embeds a page from Frontline PSS that allows residents to register bicycles, sign up for vacation house checks, etc. N.E-News - the Village uses Mailchimp to send out regular electronic newsletter email messages. There is a form embedded on a page of the website that allows users to opt-in to these mailings. The Village would be interested in options to better integrate the E-News process and utilizing Mailchimp is not a requirement. O.Searching - the site is currently utilizing a custom Google search. Searching is a requirement, but it is not required to use Google custom searching. ADDITIONAL FEATURES/REQUESTS P.Streamline and simplify site navigation to get users to desired information efficiently. Q.Provide a ﬂexible and intuitive development environment for use by non-IT staff to make site structural changes. R.Integrate a proper Content Management System (CMS) for the site. S.Provide the ability for speciﬁc departments to maintain the page for their department, but conform to the overall site design. T.Create roles to allow non-technical users to publish department speciﬁc content, including hyperlinks and media such as pictures and video. U.Optionally, allow for an approval process/hierarchy before content is posted. V.All site elements should be able to be easily updated or swapped out without vendor assistance. W.Allow for the use/import/embedding of existing HTML and iFrame code. Page of 4 6 Village of Plainﬁeld Information Technology WEBSITE REDESIGN RFP X.Content and design changes should be checked to conform with ADA accessibility best practices before being published. Y.Include the ability to have registration forms and collection for Village events. Z.Provide remote content update capabilities. AA.Integrate and coordinate website, e-news, and social media postings. Content creators should be able to decide whether to post items to the website, social media, e-news or all outlets at the time the post is published. BB.Allow updates to be scheduled for future addition to the website CC.Provide the ability to directly post/link to documents with proper document cleanup when those posts expire or the documents are refreshed. DD.Allow for polling and survey collection. EE.Allow the ability to create and process simple permit and application forms. FF.Allow site visitors to share site features to common social media platforms. GG.If feasible, move the Plainﬁeld Development website to be a subsection of the new platform, with separate and distinct design and branding. HH.Add the ability to prominently display emergency information on the homepage and/or at the top of every page. REVISIONS Please include details on a design revision and review cycle during implementation of the redesigned website. Provide the number of site revisions included before the redesigned site becomes live. MAINTENANCE, TRAINING AND SUPPORT Please address the following maintenance and training items in the RFP response: •Any hosting costs (annualized) •Any ongoing licensing or maintenance costs (annualized) •IT Department administration training •Content expert training •End-user/department training •Support procedures and coverage •Service Level Agreements INSTRUCTIONS FOR COMPLETION Respondents should provide a comprehensive document outlining all associated timelines and costs (one-time and recurring). Responses should be emailed in full to rkaczanko@goplainﬁeld.com . The Village has the right to reject any incomplete responses. Responses should describe vendor’s experience and expertise in projects of a similar nature and provide contact information for key staff that would be involved with this project. Respondents can also provide any options above and beyond minimum functionality that might provide cost saving or other efficiencies for the Village. Responses should include detailed pricing for any optional or additional features. The Village may, at its sole discretion, request a demonstration of the proposed solutions at the respondent’s location at a mutually agreed upon date and time. Page of 5 6 Village of Plainﬁeld Information Technology WEBSITE REDESIGN RFP TIMELINE •2/10/2020 - RFP issued •2/24/2020 by 4:00pm - RFP responses due •3/2/2020 - Tentative contract approval at Village Board meeting •3/16/2020 - Alternate date for contract approval at Village Board meeting CONTACT INFORMATION  Village of Plainﬁeld Information Technology Department 24401 W. Lockport Street Plainﬁeld, IL 60544 Rick Kaczanko, Information Technology Director rkaczanko@goplainﬁeld.com QUESTIONS AND COMMENTS Questions about this RFP may be submitted to rkaczanko@goplainﬁeld.com before 4:00 pm on February 24, 2020. Questions submitted and responses provided will be shared with all respondents in a timely manner. Page of 6 6