CITY OF CORTEZSERVICE CENTER110 W. PROGRESS CIRCLECORTEZ, CO 81321

REQUEST FOR PROPOSAL

WEB SITE SERVICES AND WEB HOSTING

GENERAL INFORMATION:

The City of Cortez seeks qualified consultants/designers to provide professional Internet web site design, development and implementation services. This web design work shall be the primary scope of the contract. Web Site Hosting for the City of Cortez Web Site shall also be included.

The goal of this project is to create a modern user friendly web experience for our citizens seeking information about City services and programs. An aesthetic, cost effective, efficient, and easily managed web environment for the City. An updated E-Government web site is a important goal of the City.

The City of Cortez serves a population of approximately 8,000 citizens with a staff of 130 full-time employees. The City is a home rule City and operates under Council/Manager form of government.

Each City Department will be updating and managing the information related to their Departments charge of business. A general City wide calendar and Department specific calendar announcing important events and activities is planned to be included. Also identified is a bid bulletin board, and email it to me function for key areas of interest. Download of forms and information for the public shall be available by Department or function. Ease of navigation throughout the web site has been identified as a key goal.

The City' technical hub is located at the City Service Center. The Information Technology Department consists of three employees. The City's major software provider is HTE based on the IBM AS/400 platform. HTE provides financial system, dispatch and crimes, water and refuse billing, court, fleet, and purchasing systems. The City also has an advanced GIS and ARC CAD system.

The actual web site is desired to be hosted and located some where other than the City Computer Network. Links to other sites shall be provided at no charge. The successful bidder will be required to sign the City’s professional services contract copy attached.

DUE DATE:

Proposals are due no later than Friday, May 16, 2008, at 5:00 P.M., and should be returned to the Office of the General Services Director, City of Cortez, 110 West Progress Circle, Cortez, Colorado 81321. A minimum of three (3) copies shall be submitted. Proposals shall be submitted in writing and signed by the bidder or his duly authorized agent. Proposals shall be submitted in sealed envelopes, and marked on the outside with “ PROPOSAL: WEB SERVICES”, and with the bidder’s name.

SELECTION:

After May 16, 2008, the City’s web committee will review the information submitted and make a recommendation to the Cortez City Manager for award. The City reserves the right to waive any formality or any informality in the process of awarding a proposal. The City of Cortez reserves the right to accept any proposal, in whole or in part, and to reject any or all proposals if it be deemed in the best interest of the City to do so.

CONTACT:

Questions regarding this Request for Proposal should be directed to: Jim Snow, MIS Director, City of Cortez, 110 West Progress Circle, Cortez, Colorado 81321, phone 970-564-4060, email: jsnow@cityofcortez.com.

CURRENT SITE:

The City's web presence was last updated in 2004. The current site is updated using Microsoft Front Page, supported with graphics packages like Adobe. (www.cityofcortez.com) Given the City's current fiscal environment, no new staff is anticipated to support web development. Leveraging of existing staff knowledge, skills and abilities will be required.

The site is currently hosted externally. A significant goal of the this project is to develop an appropriate hosting model to support the design and the City's e-Government transactional plans.

The current web presence does not fulfill many of the public information and technology needs of the organization and the community. Examples include:

Lack of automated content management capabilities. Lack of technology foundation to facilitate web-enablement of important,

public facing transaction-based and data query-intensive functions. Lack of adequate web design tools. Lack of site search capabilities; rudimentary site indexing. Lack of a content organizational and maintenance model that applies the

best practices in municipal government.

Lack of focus as a potential significant economic development tool.

CITY USER REQUIREMENTS:

Each City Department is planning on designating an employee that is responsible for the Departments portion of the web site. This employee will need the necessary tools and basic training to maintain the site and provide ads and changes, upload information and events, and provide links to specific information such as mapping or forms on-line that are available in Adobe or Word format. It is anticipated that each department would have a user name and password to access the web site for the changes.

WEB SITE AND WEB HOSTING REQUIREMENTS:

The bidder’s proposal shall respond at a minimum to the following web services items, and the cost for each item shall be addressed individually.

WEB HOSTING

As previously stated the web site shall be hosted at a location other than on the City’s Computer Network.

The City prefers that the sever actually hosting the site be a Apache on a Unix/Linux based server, and have sufficient standby power, virus protection and backup procedures to maximize the site up time and accessibility. Please be specific as to equipment and software used, virus protection, backup procedures, and standby power capacity.

The web site shall be W3C compliant for accessibility. Please specify compliance.

The City’s Web site shall be fully searchable/linked and registered by all of the major search engines. The site shall be optimized for search engines.

The site shall automate the interface between City systems and e-government applications for the public.

A plan of action to convert from the old web site to the new site.

WEB SITE

The following are the objectives of the Web Site design:

A. Development Objectives

The City of Cortez wishes to create a customer focused web site using intuitive navigation controls that make it easy for visitors to locate the information they are seeking. The City wants to reinvent the web site with modern technologies that take advantage of current automation tools and strategies to

meet the objectives detailed below. The new site must effectively and securely “host” new web-enabled applications included with future City business system implementations (e.g. On-line bill payment; utility account inquiry; recreation class registration). The City also intends the site to be a critical element in its economic development efforts involving future access to land records and GIS technologies to identify vacant land, structures and redevelopment opportunities.

B. Balance Municipal Look & Feel with Unique Web Presence

Municipal sites are informational in nature and should clearly portray the purpose of the City web site. The site should also portray a unique web presence that is attractive as well as functional while remaining in the “municipal family” of web sites. The selected firm will be expected to work with key City staff to design a “look& feel” that can be applied to various City web pages and templates. It is expected that web design standards, practices and procedures resulting from this re-design will be developed with the assistance of the selected firm.

C. Site Navigation and Organization

The user interface should use modern tools and techniques to intuitively guide visitors to the information they seek. The site should include four navigation strategies:

1. Menu System as the primary navigation method of the site that is consistently displayed on each page except where specific pages may require modification to logically enhance navigation. The City's web team has analyzed the site's current content and intends to work jointly with the selected firm to design a hierarchical menu structure that models the “best practices” encountered by the vendor and the City in designing municipal sites.

2. Each department should present a standards-based main page where visitors can navigate to the services they provide.

3. Full site search, with administrator control, providing search prompts available in the headers or footers of all web pages.

4. Site Map with administrator control.

D. Automate Content Management

The City requires the content of the web site to be managed dynamically and (where appropriate) in a simple and decentralized manner by non-technical staff. This means that line staff will need to add, change and delete site content without manipulating HTML or scripting code, while counting on appropriate automated security controls. This includes formatted text, hyper-links, graphics/images, as well as providing downloadable documents in PDF, Word, Excel and other formats.

Meta-tagging each page is also a requirement that will be entered by departmental staff as they maintain site content. The City wishes to conform to evolving standards for meta-tags, particularly where it will ensure greater compatibility with other intergovernmental sites and systems.

Most documents will age and lose relevancy over time, and need to be routinely updated or removed. The City will require tools to manage document life cycles, and reduce the need for “human” management. The web site application should notify document owners that a periodic review is due, and take specified action if the owner does not respond in a timely manner. Automated workflow capabilities to document and facilitate content approvals are also desired. As part of the initial research, the City's web team will define a maintenance life cycle schedule for each web content.

E. Web Site Reporting

In order to maintain a quality site that continues to meet City needs, key web support staff need an accurate, feature-rich, yet easy-to-use web site reporting system. The selected firm should either provide a suite of standard canned reports as part of the web application, or recommend a 3rd party package (e.g. Web Trends or a competitor), and help install and configure the package to provide the necessary reporting.

F. Platform Review

The City has invested substantial resources in network infrastructure and major business applications and expects the new web site to fit within this existing, though evolving technical framework. As such, the City requires the vendor's guidance and expertise in evaluating the multi-faceted technology platform for a new web presence. Unfortunately, not all business system application selections involving Internet-capable interfaces have been finalized at this time. Thus, the associated web architecture requirements of many of these applications are not known.

G. Maintain Web Site and Network Security

The City requires tools and stringent security methodologies to protect the City's web site and network against attack. The City currently outsources web hosting and would like to continue an off-site hosting.

H. Knowledge Transfer and Skills Training

It is expected that the new web design will bring new technologies to the City, as well as new ways of utilizing existing technologies. The City expects the selected

firm will work closely with staff to answer questions and demonstrate component functions. The firm will also determine training levels required for the technologies implemented in their web designs, and either provide or recommend training for key staff.

The City will maintain and enhance this web site after initial development and implementation is complete. It is not the City's intent to enter into a continuous maintenance relationship with the successful vendor for such services, although the City may request the selected firm to provide non-routine design tasks in the future at the option of the City.

I. Document Conversion Methodology

The selected firm will be required to specify methodologies for conversion of the existing web site to the new design. The City currently plans to utilize existing staff resources to convert the bulk of our existing web content where required.

J. Accessibility

Accessibility content will be an ongoing design goal for the City. As such, the City wishes to consider the guidelines of Section 508 of the amended Rehabilitation Act of 1974 in this redesign effort.

K. Future Enhancements and Technologies

The City expects its new web presence to be a continuous work in progress. In order to meet future requirements, the City web strategy needs to be flexible in incorporating new technologies as they become available. Below are some enhancements anticipated for the immediate future:

1. Implement e-Government Applications and Associated Standards: The City desires to leverage greater efficiency and effectiveness where possible via the deployment of web services. Examples highlighted in current business systems include: utility bill inquiry and payment; recreation class registration, park facility reservation and golf tee times; permit/license application, inquiry and fee processing; court case actions, fine payment and jury information; library digital card catalog search and materials reservation. The City is particularly interested in using its new web site as an “engine” for economic development initiatives involving GIS, and on-line permit/inspection technologies to foster business development opportunities.

2. Electronic Payments: Highlighted in the initiatives above, and immediate concern will be development of electronic commerce capabilities for collection of charges, fees and fines among numerous business systems. These transactions will need to interface with the City's HTE financial system. The

design should allow for the future implementation of additional e-commerce technologies.

3. XML: The City would like to evaluate the merits of XML for online data applications. This standard should be planned for, if not adopted initially. The City expects XML to play an important roll in intergovernmental networking applications and in other “B2B” relationships to be developed over the next few years.

L. Links to Other Sites

Links to other web sites shall be included such as Tourism, Montezuma County, Region 9, Western Alliance, State of Colorado, and local Realtors. These links shall be no charge to the City managed by the City Departments.

M. Miscellaneous

The site shall provide a calendar of events for the citizens to access. One calendar with events for all Departments activities and events. This calendar should be available for updating from each Department. Searchable by drop down type menu. Items to be included are; 1)meetings,meeting place and meeting times, 2) recreation opportunities including times and dates available, 3) special events, 4) and community events.

An email it to the citizen function or similar service. This function would allow a citizen to flag items within the web site to have a simple email send them information and notification of when an item is posted on the web site. Such as a recreation program, and when that registration is beginning.

On line forms. This function would allow each Department to identify forms and information that would be available to the citizen for downloading. It is anticipated that the forms would be available in PDF format so that important forms could not be changed. General information literature may be downloaded in Word format An example would be the City sales tax form for local businesses to access.

Bid bulletin board would be a function that allows vendors to access general bid information, bid public notices advertisement, bid documents and specifications, vendor registration forms, including an email it the vendor function. At this time we do not expect to allow electronic bidding but could in the future.

City Employee intranet would provide a employees only site for accessing information such as the City’s personnel policy, travel request forms, medical insurance information, employee wellness information and important events. Access could be by link or password.

EVAULATION CRITERIA

The website and web hosting proposals will be evaluated on their written information and the desired web hosting and website requirements. The proposal shall also include the following information.

Qualifications of the web services firm and assigned personnel. Listing of a minimum three sites that the web services firm has done

websites and web hosting for including the web address and a contact person and phone number for references.

Proposed Web Design Functionality Proposed Web Design Implementation 3rd Party Application Requirements. Provide a plan of action for the implementation of the project and

estimated time to complete the work. Provide an estimate of the time required to train each Department’s

designated person that is responsible for the Departments portion of the web site and functions.

Provide the pricing for the services on a per item basis or menu so that the City can prioritize the services and items ultimately included within the web site.

Special abilities of the web services firm which could provide the City of Cortez with a better or enhanced web site.

Technical Infrastructure Fit

For reference the current City website is located at www.cityofcortez.com

PROFESSIONAL SERVICES AGREEMENT

THIS AGREEMENT, made and entered into this day of , 20

, by and between THE CITY OF CORTEZ, COLORADO, a Municipal

Corporation, hereinafter referred to as the “CITY” and , hereinafter referred

to as the “PROFESSIONAL”.

WITNESSETH:

In consideration of the mutual covenants and obligations herein expressed, it is

agreed by and between the parties hereto as follows:

1. Scope of Services. The Professional agrees to provide services in accordance with the

project description attached hereto as Exhibit “A” and incorporated herein by this

reference.

2. The Work Schedule. The services to be performed pursuant to this Agreement shall

be performed in accordance with the Work Schedule attached hereto as Exhibit “B” and

incorporated herein by this reference. See Exhibit “A”.

3. Time Commencement and Completion of Services. The services to be performed

pursuant to this Agreement shall be initiated within ( ) days following execution of

this Agreement. Services shall be completed no later than . Time is of the

essence. Any extensions of the time limit set forth above must be agreed upon in writing

by the parties hereto.

PROFESSIONAL SERVICES AGREEMENT - Page Two

4. Sufficiency of Design. The Professional does hereby certify and represent that the

designs, plans, reports, specifications, and drawings prepared and services rendered shall

be sufficient for the purpose intended. It is understood that the Professional shall be fully

responsible for the technical accuracy, timely completion and the coordination of all

designs, plans, reports, specifications, drawings, and other services rendered and shall,

without additional compensation, promptly remedy any errors, omissions, or other

deficiencies as hereinafter provided.

5. Method A. Compensation to Professional shall be either Method A or Method B. In

consideration of the services to be performed pursuant to this Agreement, the City agrees

to pay said Professional a fixed fee in the amount of Dollars

($____________). Monthly partial payments based upon the Professional’s billings are

permissible. The amounts of all such partial payments shall be based upon the

Professional’s City verified progress in completing the work described in Work Schedule

attached hereto as Exhibit “B”. Final payment shall be made following acceptance of the

work by the City, subject to statutory retentions for unresolved claims.

OR

6. Method B. In consideration of the services to be performed pursuant to this

Agreement, the City agrees to pay said Professional on a time and direct cost

basis according to the following schedule: with maximum compensation (for both

PROFESSIONAL SERVICES AGREEMENT - Page Three

Professional’s time and direct cost) not to exceed Dollars ($

). Monthly partial payments based upon the Professional’s billings are

permissible. The amounts of all such partial payments shall be based upon the

Professional’s City verified progress in completing the work described in the Work

Schedule attached hereto as Exhibit “B”. Final payment shall be made following

acceptance of the work by the City, subject to statutory retentions for unresolved claims.

7. City Representative. The City hereby designates as it’s

project representative and authorizes this individual to make all necessary and proper

decisions with reference to the project. All contract interpretations, change orders, and

other requests for clarification or instruction shall be directed to the City Representative.

8. Monthly Report. Commencing thirty (30) days after Notice to Proceed and every

thirty (30) days thereafter, Professional is required to provide the City Representative

with a written report of the status of the work with respect to the Scope of Services, Work

Schedule, and other material information. Failure to provide any required monthly report

may, at the option of the City, suspend the processing of any partial payment request.

9. Special Provisions. Special provisions or conditions relating to the services to be

performed pursuant to this Agreement, if any, shall be set forth in Exhibit “C” as attached

hereto and incorporated herein by this reference.

10. Independent Contractor. The services to be performed by Professional are those of an

independent contractor and not as an employee of the City of Cortez.

PROFESSIONAL SERVICES AGREEMENT - Page Four

11. Personal Services. It is understood that the City enters into this Agreement based on

the special abilities of the Professional and that this Agreement shall be considered as an

agreement for personal services. Accordingly, the Professional shall neither assign any

responsibilities nor delegate any duties arising under this Agreement without the prior

written consent of the City.

12. Acceptance Not Waiver. The City’s approval of drawings, designs, plans,

specifications, reports, and incidental work or materials furnished hereunder shall not in

any way relieve the Professional of responsibility for the technical accuracy of the work.

The City’s approval or acceptance of, or payment for, any of the services shall not be

construed to operate as a waiver of any rights under this Agreement or of any cause of

action arising out of the performance of this Agreement.

13. Default. Each and every term and condition hereof shall be deemed to be a material

element of this Agreement. In the event either party should fail or refuse to perform

according to the terms of this Agreement, such party may be declared in default thereof.

14. Remedies. In the event a party has been declared in default hereof, such defaulting

party shall be allowed a period of five (5) days within which to cure said default. In the

event the default remains uncorrected, nondefaulting party may elect to (a) terminate the

Agreement and seek damages ; (b) treat the Agreement as continuing and require

specific performance; or (c) avail himself of any other remedy at law or equity. In the

event the Professional fails or neglects to carry out the work in accordance with this

Agreement, the City may elect to make good such deficiencies and charge the

PROFESSIONAL SERVICES AGREEMENT - Page Five

Professional therefore. In the event of default of any of the agreements herein by either

party, which shall require the party not in default to commence legal or equitable actions

against the defaulting party, the defaulting party shall be liable to the nondefaulting party

for the nondefaulting party’s reasonable attorney fees and costs incurred because of the

default.

IN WITNESS WHEREOF, the parties have hereunto set their hands and seals the

day and year first above written.

THE CITY OF CORTEZ, COLORADO

______________________________

Signature

Title

ATTEST:

______________________________

City Clerk

PROFESSIONAL

______________________________

Signature

______________________________

Title

ATTEST:

_____________________________

Secretary