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REQUEST FOR PROPOSAL (RFP)
WEB SITE DEVELOPMENT SERVICES
City of Marengo, Illinois
The City of Marengo, Illinois is accepting sealed proposals for Web Site Development Services. Sealed proposals clearly labeled Proposal for Web Site Development Services will be received until 4:30 p.m. on November 6,2009 at the Marengo City Hall, 132 E. Prairie Street, Marengo, Illinois 60152.
Proposal instructions and service specifications are attached.
The City of Marengo reserves the right to reject or accept any proposal or to waive any irregularities in any proposal deemed to be in the best interest of the City of Marengo.
1.0 General Information
The City of Marengo is a non-profit municipal corporation, incorporated under the laws of the State of Illinois. The City of Marengo is seeking proposals from qualified firms to provide website development / maintenance services to the City. The purpose of this RFP is to gather information from firms relative to the City of Marengo's required scope of service and key selection criteria. Firms selected as finalists will be expected to address more detailed issues regarding financial, municipal experience, and other specifics of the firm and operations. These same finalists may also be expected to participate in interviews with a selection panel.
The City's current website is located www.cityofinarengo.com and was last redesigned in 2001. The website is currently maintained by a consultant who provides monthly service. Members of City staff along with the consultant currently update website content on a regular basis. The City recently embarked on a new branding implementation and is interested in updating the look and functionality of the websites. The intent of the City is to utilize the latest techniques, designs, and technologies to redevelop the website to provide visitors to the site with a user-friendly, informative, and useful City website that allows them to not only locate answers to questions, but also to potentially perform tasks such as completing applications or paying utility bills.
2.0 General Requirements
2.1 Firm Qualifications. No contract shall be awarded except to responsible firms capable of providing the highest quality of services.
2.1.1 Proof of Qualifications. Before being considered for the award of a contract, firms may be required to show evidence of the necessary experience, facilities, equipment, ability, and financial resources to perform the work in a satisfactory manner and within the time stipulated. The following qualifications must be met and the City of Marengo shall make the final determination as to the fum's ability to provide the desired services.
A. Must have satisfactorily furnished services of similar size and scope.
B. Provide no less than three reference contacts for services of similar size and scope. These references are to be submitted as part of the Proposal.
2.2 Evaluation of Firms. The City's evaluation team will assess the qualifications of firms based on their proposals. The City reserves the right to interview representatives of firms, request documents as needed, and review the quality of similar services provided to other clients in order to determine which firm will be awarded the contract. Selection criteria will include the firm's professional qualifications, the project design proposal. and the price quotation for the total project.
2.2.1 Evaluation Team .. An evaluation team will be used to assess each proposal.
2.2.2 Presentation. The evaluation team will select, based on the evaluation criteria, not less than two and no more than four proposals from all of the qualified submissions. The finalists may be asked to give a short 20-minute presentation to City staff and/or City Council about the services that they may provide to the City.
2.2.3 Evaluation Criteria. The following criteria will be used to evaluate the proposals:
• The firm's experience in using the latest techniques, designs, and technologies to create a useful, informative, and user-friendly website that avoids the use of complex elements that dramatically increase page-loading times or require advanced browser features.
• The finn's experience and ability to work with non-technical City staff to develop departmental and other service-related websites. In addition, the firm' sexperience and ability to provide the City with easy to use tools so that non-technical staff in the departments can easily maintain and update the website (most likely via a content management system).
• The qualifications and experience of the firm's staff members who would be working on the City's project.
• The firm's demonstrated ability to expand the website to include interactive processes as the City's needs in this area expand.
• The availability and applicability of useful add-ons or software interfaces pertinent to City services.
• The ability to work within City timelines.
• The overall cost of the proposal and supplemental services.
2.2.5 Basis of Award. Two to four firms with the highest rated proposals will be asked to give a short presentation to City staff. Based on these presentations a recommendation to the City Council will be made, and following City Council approval the [mal award of contract will be made.
2.3 AltematelMultiple Proposals. These specifications describe the website development services that the City believes are necessary to meet performance requirements. It is not the desire or intent of the City 10 eliminate or exclude any finn from submitting a proposal because of minor deviations, alternates or changes that may be deemed an improvement to the level of service.
Prospective firms desirous in submitting a proposal on items which do not comply with the specifications but which they believe are equivalent or necessary to providing satisfactory service to the City are requested to submit an alternate proposal. Such alternate proposals must be clearly indicated as such, and deviations from the applicable specifications are to be clearly noted. The proposal must be accompanied by complete specifications for the items offered or deviation proposed. The Cityshall be the sole and
final judge unequivocally as to whether any substitute is of an equivalent or better quality or is necessary for providing satisfactory website development services.
2.4 Contact. The contact for this RFP is Josh Blakemore, Assistant to the City Administrator, 815-568-7112 or email@example.com, or Police Chief Martin Podosek, 815-568-7231 or firstname.lastname@example.org.
3.0 Specific Requirements
3.1 Implement and design a City website including artwork and graphics as appropriate, which are user friendly and informative but avoids the use of complex elements that would increase page-loading times or require advanced browser features. The design should highlight and showcase the amenities of the City and may also include a new redesigned City logo.
3.2 Be able to consult with individual departments and other offices within the City to determine their needs and design an appropriate page for each department and office; each page will retain the overall general look and design of the City's entire web presence. Departments include Administration, Public Works, Police, Building, Mayor and City Council (elected officials), and Planning and Zoning Commission.
3.3 Provide easy to use tools non-technical City staff can use to easily maintain and update the various webpages contained in the overall website (preferably in the form of a content management system (CMS) program.
3.4 The site should be easily searchable.
3.5 The website should be built to serve as a foundation for an interactive web presence for the City; at some point in the future the City may desire to move in the direction of providing interactive form processing, applications, intranet, service request system, financial transactions, and airing of digitally videotaped City meetings on the website. The City would also like to explore the option of filling out forms/applications and submitting them to appropriate City staff online. The website will include links to other local website including but not limited to the MarengofUnion Chamber of Commerce and Economic Development Commission.
3.6 The website will be stored on CD-ROM media and transferred to the City of Marengo
3.7 The firm will register the City's website with all major search engines and provide the website with appropriate meta-tag utilization.
4.0 Information to be Submitted.
4.1 Description. The proposal should include a one to two paragraph description of the firm that includes the scope of services the firm provides, years of experience providing the
services described in this RFP, and a description of the firm's capability to provide the desired services.
4.2 Services to be Provided. Provide a brief description of the firm's capacity to perform the services outlined in the Specific Requirements section, including but not limited to a description of the firm's equipment, staff experience, and financial resources.
4.3 Project DesignlWork Plan. Provide a "Project Design Proposal" (PDP) based upon the "Scope of Services" listed in the RFP .. The PDP should accurately represent the approach to this project and should include (at a minimum) the following items:
1. Purpose Statement
2. General Description of Scope and Tasks
3. Work Plan (tasks in sequence, time line with target deadlines, assigned personnel, etc.)
4.4 Expansion of Services. Provide the City with an idea of how the firm would handle expansion of services. If the City is ready to move forward with interactive processing of forms, applications, intranet, service request system, financial transactions, and the airing of videotaped City meetings, provide a brief description of how the finn could meet those needs of the City.
4.5 Staff Qualifications. Identify and provide resumes for the specific staff members who would be responsible for working on the project and coordinating with the City.
4.6 Previous Clients. Provide the contact information of clients that the finn has worked with, including at least one municipal client. Make sure to include the name of an appropriate contact person. In addition, provide the web addresses of at least five web sites that have been developed by the firm as well as a brief description of the development of the site and its unique features.
4.7 Fees. Provide an estimate of the fees that would be associated with the proposed service.
Include, at a very minimum, prices for each of the following services:
1. Implementation of the Home Page website design and incorporation into all of the City's webpages.
2. A per page price for the development of each of the subsidiary webpages (i.e. the links on the home page) including each department and office webpage and any other information pages the City may wish to create.
3. A price for integrating City databases onto webpages (i,e, allowing a visitor to search for information by accessing a City database on the web. Examples would be searching the City zoning ordinance, municipal code, or other PDF files).
4. Provide prices for advanced features that would not be included in the standard development price of a website.
A recommendation will be made to the City Administrator for consideration by the City Council.
The City of Marengo reserves the right to accept or reject any and/or all proposals and waive informalities and minor irregularities in proposals received. The City also reserves the right, at its sole discretion to negotiate with proposers in the event of, but not limited to 1) no proposals received 2) a single proposal received 3) prices quoted are over budget and/or unreasonable. All proposals will be analyzed for completeness and effectiveness with particular emphasis on familiarity with web design and experience with similar non-profit organizations. The firm's qualifications to provide the services described in this request for proposals shall be the primary factor in determining the successful finn. It is the intent of the City to retain ownership of any and all graphics, design elements and text provided to the City for this project.
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