Public Notice REQUEST FOR PROPOSALS (RFP) For Web Site Re

Public Notice

REQUEST FOR PROPOSALS (RFP)

For Web Site Re-design & Implementation

City of Kyle Information Technology

100 W. Center St.Kyle, TX 78640

______________________________________________________________________________________________City of Kyle Web Site Re-design & ImplementationPage 1 of 12

Release Date: October 1, 2009

Deadline for Submission: October 30, 2009

Contact person: Ivan Medina, Information Technology Director

REQUEST FOR PROPOSALS For Web Site Re-design & Implementation

RELEASE DATE: October 1, 2009

CLOSING DATE: Proposals must be received by October 30, 2009 by 4:30 P.M. CST at the address listed below

CONTACT PERSON: Ivan Medina, Information Technology Director (512) 262-3929 [email protected]

City of Kyle

Situs: 100 W. Center Street Kyle, TX 78640 Hours: M-F 8 A.M.-5 P.M.

Mail: PO Box 40Kyle, TX 78640


INTRODUCTION

The City is in need of a completely redesigned web site in order to provide information and interactivity with the public. Therefore, the City is seeking to enter a contract for professional services with a web site developer for the purpose of redesigning the current web site.

Project Background

The City recognizes that the City web site has developed sporadically, and evolved over time with limited strategic planning. The resulting web site does contain meaningful information, but content is sometimes hard to find and navigation is in need of improvement. The City’s current web site is maintained by the City Communications Director. The City Communications Director receives changes and additions from department heads and other designated personnel and implements the changes and additions. The web site is currently hosted by Rackspace.

The target populations for the City web site include the following: • Citizens (Provide general and specific information); • Current Businesses (Provide general and specific information); • Visitors (Provide options, locations, and ideas); • Prospective Businesses (Marketing – benefits of having a business location in the City); • Outside Vendors and Contractors (Online bidding information, bid results, how to do business

with the City of Kyle, etc.); • Prospective Residents (Marketing – Benefits of living in Kyle); • Prospective City Donors (Provide information and online acceptance to donations made to City

programs); • Partner agencies and non-profits (Provide information and links to community agencies to

support the building of a community); • Interactive Transactions (As many transactions as is feasible to provide on-line processing,

creating a virtual City Hall)• Internal City Staff


SCOPE OF REQUIRED SERVICES

General

The City is interested in utilizing the Content Management System (CMS) provided by Joomla! which would allow staff to maintain the majority of the content of the City’s web site. Business scenarios will need to be created in order to demonstrate how Joomla! CMS will meet City needs.

In addition, the City of Kyle is seeking the services of an experienced design firm to redesign, develop, and implement a new City web site, utilizing posted information on the existing web site as well as new content (information, products and features) as suggested by the City. The City expects the selected firm to provide creative solutions in making the new web site look more professional and user-friendly. The City’s existing Internet web site is http://www.cityofkyle.com, which contains general City information as well as separate pages for most City departments.

As a local government entity serving the public, it is imperative the City obtain constituent input on web site content and use. Understanding the public’s desires and values will enable the City to address customer needs and provide the best possible service. The development of an online “portal,” in which citizens can find or be directed to important information addressing community issues is a high priority in redesign efforts. See Attachment-B for survey results.

The intent is for the selected firm to incorporate all information in a manner that utilizes consistent design and layout themes, and to provide a resourceful, informative, attractive and user-friendly web site. In addition, through working with City staff, the selected firm will be expected to develop the community portal concept.

Further, the City would like to add new functionality to its web site, including: • Content search • Online forms • Events Calendar• Online public feedback • E-mail Newsletter • E-commerce • Global site navigation

The selected vendor will develop a transition plan for City approval. When the new site is ready for deployment, the City will require a period of not less than four weeks to conduct acceptance testing. During this period all pages will be loaded on a test site and all new functionality and links tested.

Due to staffing limitations, the City may require the selected firm to design new pages, develop content and/or maintain parts of the web site after initial implementation. It is anticipated that a services contract will be signed for maintenance work. This task should be bid at an hourly rate.


http://www.cityofkyle.com/

Project Goals

• Improve citizen access to City government by providing a web site that is service oriented and easy to use with rapid search capabilities and a seamless interface to additional applications.

• Improve department use of the City web site as a customer service tool by providing a wide range of rights and privileges to carry out daily authoring and publishing without assistance by the City’s Information Technology Division; by making it easy to update and maintain sites with the current level of skills; and by providing tools and standards for presentation of information.

• Provide a uniform and consistent look (incorporating City identity and program elements) and feel to City web pages.

• Integrate the City web site with third party applications. • Develop a web site that acts as a Community Portal, providing Kyle citizens one place to go for

more seamless access to other Kyle sites not part of the City, including local weather, traffic, attractions, utilities and governments. (Right now most are buried within the web site and are hard to find. Links must be fully identified and easily accessible from the home page.)


Project Tasks

Task 1 – Content Management System A) The City will be using Joomla! CMS to maintain the web site after the initial implementation.

Task 2 – Redesign City web site A) Develop style guidelines. Style guidelines would include items such as:

◦ Standardize the maximum number of clicks to find any information on the site. ◦ Determine standard use of graphics (photographs, clip art, etc.). ◦ Define style standards regarding use of animated icons, “look and feel” of web site.

B) The selected firm will provide a list of questions/issues and facilitate a discussion with City staff to determine specific guidelines for the web site.

C) Design main home page and departmental home pages. D) Work with staff to develop procedures, guidelines and policy for future web content publishing

and archiving.

Task 3 – Develop content for web siteA) Using the guidelines, design and layout themes established in Task 1 and the site requirements

from Attachment A.

Task 4 – Develop New Content A) Develop new content. Much of the new content will require staff involvement.B) Work with City staff to develop the concept of web site as a community portal.

Task 5 – ImplementationA) Develop detailed implementation plan. Work with the City’s IT Staff to implement new web

site. When the new site is ready for deployment, the City will require a minimum four-week period of acceptance testing. During this period, all pages will be loaded on a test site and all new functionality links tested.

Task 6 – Provide for Initial and Ongoing Support A) Train designated staff members from each department on the use of Joomla! CMS. B) Provide technical support. C) Provide content development and publishing support. D) Create initial web site reports. E) Have support staff available via email and phone during standard business hours. Implement

routine changes on the same day as transmitted, if received prior to 3:00 p.m.


Deliverables

1) Initial draft web site design templates will be developed and provided to the City for review within six weeks from signed contract date.

2) The selected firm’s representatives may be required to attend and provide a presentation at one or more City Council meetings.

3) The selected firm should be prepared to meet with the City web team as required.

4) During the course of the engagement the selected firm’s representatives will be required to meet with the City project manager and/or representatives to discuss and plan the project(s), and to provide progress reports as needed.

5) Develop and deliver presentations to executive staff, managers and general staff when draft web site is ready.

6) Conduct a joint beta testing period and subsequent acceptance testing period, during which the City may evaluate the web site on City property to ensure satisfaction with web site functions and specifications.

7) Provide the City with source code and any applications developed in conjunction with the web site.

8) The selected firm will be responsible for coordinating and implementing the web site with City personnel and the web-hosting site.

9) Upon completion of the contract, the City of Kyle will take complete ownership of the web site including the design, applications, developed code and any images such as illustrations and photography used on the site. This must be acknowledged in the proposal submission.

10) In conjunction with performance or lack thereof, as defined under the approved contract, the contractor may be required to attend additional progress meetings. These meetings will be at no additional cost to the City.

11) Provide cost information on number of licenses and examples of other organizations using CMS proposed.


SPECIFICATIONS FOR PROPOSAL

Proposal Format

Note: All proposals and copies shall be 8 1⁄2” by 11” and in a spiral comb binding. A compact disc or USB key containing an electronic copy is required.

The RFP respondent shall submit one unbound and five copies of the RFP response with all of the information requested. Proposal shall be in an envelope clearly labeled “City of Kyle Web Site Design.” In order to simplify the proposal evaluation process, the City is seeking RFP responses in the following format:

*Important--Please submit your RFP responses with tabs or sections corresponding to the numbered and lettered items below. Use of tabs corresponding to the outline will assist the review team in evaluating your firm’s proposal.

1) Cover Letter a) Include the name, address and telephone number of your company.

2) Company Overview a) If appropriate, the names, business address and telephone number of your company’s officers, directors and associates and the names and addresses of any parent or subsidiary of your company. Your information should describe the nature of the work and the line of authority of these individuals and/or companies as they relate to this project. b) Names and qualifications of outside consultants and associates that will be employed to assist on this project.

3) Relevant Experience a) Your current and past experience as it relates to the scope of this RFP. b) A minimum of three related business references, including names, addresses and phone numbers, plus a description of the type of work you performed for them. c) Web site addresses of sites for which you have prepared a minimum of 80% of the design/content. Please submit the URL since the City requires the site be live. d) Municipal government experience. Preference will be given to respondents who have developed web sites for other municipalities. Please list the URL of any web site you have developed for other municipal governments. e) Complex sites – Please list the URL for any site you have designed that may include a high level of complexity or interaction. f) Please list the programs used in the design and construction of the web site. g) A sample home page – Please provide a sample of what you envision as the home page for the site.


4) Support Team a) Identification of the individuals comprising the support team, experience/biography and what specific role each will take in completing the work.

5) Project Approach a) Describe your approach for completing the tasks identified in the Scope of Work section. b) Describe the plan for meeting with City staff members, including strategy for gaining design

consensus.

6) Time frame for completion a) The time frame for completion of the project will be evaluated. In addition, time frames will be part of the contractual agreement; therefore, a realistic timeframe for completion is requested. The Vendor shall also demonstrate the ability to commit time and resources to the City's project relative to its other commitments.

7) Assistance from City a) To the greatest extent possible, please provide a written summary identifying the types of information, data and assistance expected from the City in order to complete this project.

8) Acknowledgement of Ownership a) Upon completion of the contract, the City of Kyle will take complete ownership of web site including the design, applications, developed code and any images such as illustrations and photography. Please acknowledge acceptance of this in your proposal

submission.

9) Project Pricing a) Please identify the cost for each task in the Scope of Work. Include the number of staff members needed to complete each task, as well as the total cost. b) Any additional costs/charges (such as travel expenses) must be clearly defined in the proposal. c) Complete summary of costs – cost by tasks, by staff person, components, optional work, taxes, etc. d) Acknowledge meeting insurance requirements set forth in supplied professional services agreement.

10) Professional Services Agreement a) Draft b) City reserves the right to ammend or change the agreement as needed to suit its requirements.


ADDITIONAL SERVICES THAT MAY BE REQUIRED

The selected consultant may be required to provide additional services at the discretion of the City. A contract change will be negotiated at the time it is determined by the City that any additional services are required. This notification is made to inform consultants of this option of the City.

EVALUATION AND SELECTION PROCESS

All applicants will be evaluated and rated based on the following criteria: • Applicant capability and history in providing web site design services for other public agencies

similar in size, population and need (5 Points). • Demonstrated understanding of the scope of work in the RFP (10 Points). • The applicant shall have, at minimum, the technical competency to perform the work specific in

this Request for Proposal. Use of supplemental tools and other techniques not specifically outlined in this proposal, but in the consultant’s opinion, could enhance the work product, should be included (15 Points).

• Past record of performance as determined from all available information, including direct communication by the City with consultant’s former clients. Factors to be considered include, but may not be limited to: experience and familiarity with similar types of projects, cost control, work quality and completion of work on schedule (50 Points).

• Consultant’s demonstrated capability under current workload to perform the work within the project's schedule and subsequent revision. Factors to be considered include, but may not be limited to: work methodology, management methodology, activity coordination methodology and consideration of areas not addressed, but deemed essential to the effective conduct of the project (20 Points).

The selection of an application for the project will be as follows: • All applications will be evaluated by a panel consisting of staff representatives assigned to the

web site redesign committee. • Applications that rate high enough will be invited to participate in a finalist interview to clarify

their applications and answer additional questions raised by the panel.• The selected applicant will be recommended to the City Council for approval and award of

professional services contract.


PROJECT SCHEDULE

The following timetable is anticipated: • 10/01/2009 Request for Proposals is released. • 10/30/2009 Proposals due by 4:30 p.m. • 11/20/2009 Top 4 firms identified by committee. • 12/1 to 12/4 2009 Interviews of Selected Responders. • 12/14/2009 Finalization of Contract • 01/19/2010 Present Contract to City Council

Questions Concerning Proposal Requirements

Proposals and all questions regarding this RFP should be addressed to:

Ivan Medina, Information Technology Director 100 W. Center StreetPO Box 40 Kyle, TX 78640 Phone: (512) 262-3929 Fax: (512) 262-3800 E-mail:[email protected]


mailto:[email protected]

NOTICE TO CANDIDATES

This Request for Proposals does not constitute a contract or an offer of employment. The cost of preparation of proposals shall be the sole obligation of the consultant. All proposals, whether accepted or rejected, shall become the property of the City.

The City reserves the right to reject any and all proposals. Elements and/or tasks may be added or deleted at the discretion of the City pending negotiation of the scope of work and compensation.

All completed work including draft reports, related documents, ancillary reports and the final report, whether in written, video or electronic formats, becomes the property of the City at the end of the project and will be turned over to the City.

The consultant selected to perform the work shall be considered an independent contractor and shall provide the insurance and indemnification set forth in the “Specification For Proposal” item 10, Professional Services Agreement (p9). The consultant shall certify that no official or employee of the City or any business entity, in which an official of the City has an interest, has been employed or retained to solicit or aid in the procuring of the Agreement for City web site design project. No such person shall be employed in the performance of the Agreement.

The City assumes no responsibility for “late proposals” and it is the sole responsibility of the consultant to ensure that the proposal is received at the City office prior to the October 30, 2009 deadline. No faxes or emails will be accepted. Proposal must have at least a 60-day price guarantee period.


ATTACHMENT A.

Site Requirements:

1) Joomla! CMS2) ADA Compliance3) Global navigation

◦ One click to any information◦ Available on every department page

4) e-Newsletter5) e-Commerce6) Document management7) Podcasting

◦ Video◦ Audio

8) Event Calendar◦ Council meetings

▪ links back to agenda items◦ Planning and zoning meetings

▪ links back to agenda items◦ Parks and recreation events

▪ links back to event information◦ Economic development/Tourism events

▪ links back to event/tourism information9) Form creation

◦ Contact us◦ Surveys◦ Job applications

10) Mapping interface◦ Plot police incidents for citizen access

▪ reference crime data▪ reference accident data

◦ Public works information▪ road closures▪ other information

◦ Events▪ links back to calendar item

11) RSS feeds

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