Web Design, Implementation, Maintenance

expired opportunity(Expired)
From: Cumberland(County)

Basic Details

started - 21 Jun, 2022 (21 months ago)

Start Date

21 Jun, 2022 (21 months ago)
due - 06 Jul, 2022 (21 months ago)

Due Date

06 Jul, 2022 (21 months ago)
Bid Notification

Type

Bid Notification

Identifier

N/A
Cumberland County Maine

Customer / Agency

Cumberland County Maine
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REQUEST FOR PROPOSAL Website Design, Implementation and Maintenance Cumberland County, Maine June 1, 2022 RFP Issue Date 4 pm, July 6, 2022 Deadline, Submit to Katharine Cahoon, cahoon@cumberlandcounty.org July 15, 2022 Proposal Review complete July 22, 2022 County will reach out to vendor with questions or request more info August 8, 2022 Recommend Award of bid to County Commissioners August 12, 2022 Letter of Intent, Extend Preliminary Commitment September 1, 2022 Deadline for Executing Contract Electronic submission is required and should be identified as “Website Design, Implementation and Maintenance for Cumberland County”. Accommodations for submissions will be made upon request. Please include a copy of the signed Certification with the proposal. Cumberland County Government (the County) is seeking proposals from an experienced website designer or vendor to develop, implement, manage, and host a newly designed
website for the County. Katharine Cahoon, Admin & Special Projects 142 Federal St, Cumberland County, Portland, Maine, 04101 mailto:cahoon@cumberlandcounty.org RFP: Website Design Table of Contents Introduction 2 Scope of Project and Services 2 Website Objectives 3 Proposal Format 5 Integrated CMS Components and Tools 7 Proposal Evaluation 9 Contract Agreement, Length and Termination 10 CERTIFICATION: Proposal Submission 11 142 Federal St, Cumberland County, Portland, Maine, 04101 1 RFP: Website Design Introduction County Government Operations The County of Cumberland, Maine was incorporated in 1760 and operates under the laws of the State of Maine with a Commissioner-Manager form of government. The County is a general-purpose county government and provides Regional Communications (Dispatch), Registry of Deeds, Assessing, District Attorney, Probate Court, Facilities, Community Development, Violence Intervention Program, Public Health, Emergency Management and General Administration (IT, Finance, Human Resources, Executive). Law enforcement and the County Jail operate under the County however their website is separate and excluded from this RFP. The new website shall maintain its current address: www.cumberlandcounty.org Desired Qualifications and Solution The County is seeking a vendor that will be able to build a new website utilizing the existing information from the current website. The qualifying vendors should have strong design experience, accomplish the desired functionality identified in this RFP and have the flexibility to provide ongoing support with respect to potential budgetary constraints. The ability to integrate additional website features may be needed. The County seeks a site that centralizes content management to the Executive Department with the option of additional supporting users with oversight from the County Manager. The new site should have a theme promoting the County as a friendly place to live and recreate, a professional place to do business, and reflect a commitment to County services. Scope of Project and Services Implementation The selected vendor will be expected to collaborate with the County Departments to assess the individual needs and offer proposals for solutions. Data from the current website may or may not need to be migrated. Training Training should be thorough and simple to allow current and future staff to modify the website. Future and ongoing training should also be considered. 142 Federal St, Cumberland County, Portland, Maine, 04101 2 RFP: Website Design Exit Conference The selected vendor shall hold a final presentation for the Cumberland County Board of Commissioners to present the final website and provide an overview of its functionality. Assignment and Subcontract The Contractor shall not assign or subcontract any portion of the services contemplated by this Agreement without the written consent of the County. Discrimination Prohibited The Consultant, with regard to the work performed by it under the Agreement, will not discriminate on the grounds of race, religion, creed, color, national origin, age, veteran status, sex, sexual orientation, gender identity, marital status, political affiliation or the presence of any disability in the selection and retention of employees or procurement of materials or supplies. Performance Requirements The successful vendor will perform all services under this Agreement in a timely and professional manner, using the customary level of care suitable for the services performed and in compliance with all applicable laws, rules and regulations. All services performed under this Agreement are subject to the County’s continuing rights of review, inspection, and approval. Data Ownership All data relating to the County, whether in existence prior to or compiled in the course of the website redesign, shall be and remain the exclusive property of the County. The furnishing of County data to the successful vendor shall not grant any express or implied interest in or license to the successful vendor other than is necessary to perform and provide the website design services. Upon severability of any ensuing contract with the successful vendor, or upon request by the County at any time, the successful vendor shall promptly deliver such data to the County. Website Objectives Design and Functionality The County’s goal is to create a well structured website that has: ● A strong Home page that is simple and visually appealing ● Preferably a small splash page as opposed to a large splash page ● Creates a two way communication between the County and citizens ● Easy to use navigational aids ● Consistent menus and subpages ● Homepage link on all webpages 142 Federal St, Cumberland County, Portland, Maine, 04101 3 RFP: Website Design ● Successfully promotes the County brand ● Facilitates a user-friendly environment for accessing County services ● Simplifies content management ● Bid/RFP Dashboard and notification system ● Offer a fully functional job posting and employment application feature (This may not be necessary if HR software is purchased.) ● Be compliant with the American with Disabilities Act (ADA) or page that is specific to accessibility ● Translation capabilities or proposed alternative to translation services ● Meet the State of Maine’s Open Meeting Law Requirements. Desired Enhancements Develop a highly beneficial, cost-effective, easy to use, interactive, and architecturally sound website that will remain viable for a number of years. The preferred website model will allow authorized users to: ● Perform routine content management tasks, ● Post emergency notices, ● Post notes to the community, audio, video, ● Post calendar events, ● Have the ability to remove information ● Have the ability to add information and create new pages by non-technical staff or staff with minimal training. ● Ability to perform limited content management system changes from a mobile device, mainly for emergency and closure notifications. ● Design should allow for fast loading. Web pages should be tested using multiple browsers (Firefox, Chrome, Internet Explorer, etc.). In addition, varying load speeds (DSL - dial up fiber optic) to ensure each webpage can be accessed in a timely manner. ● Spell check feature and the ability to preview content prior to publishing ● Maintenance software that includes reporting functions ● The County anticipates future expansion of its e-commerce use and the new website should facilitate online transactions. ● Search optimization Use industry-standard techniques to ensure indexing and listing by all major search engines, including use of META tags, SEO-friendly URLs and site structure. ● Provide detailed page-level analytics including traffic sources 142 Federal St, Cumberland County, Portland, Maine, 04101 4 RFP: Website Design Respondents are encouraged to propose alternative solutions, recommendations and improvements that align with the scope of the project. Proposal Format Vendor Qualifications The County of Cumberland seeks a vendor that has produced a minimum of 15 websites and has experience with municipal website design for at least five years and experience with Content Management System (CMS) components and tools. Responders are asked to submit a written narrative corresponding to each of the outlined requirements: 1. Introduction A. Company Overview and Summary 2. Company Profile A. Company History B. Contact Information C. Office location(s) (Include business address) D. Demonstrated company financial stability 3. Project Team Roles A. Name, title, role (e.g., project management, training, design) B. Education, years of experience 4. Municipal Website Design Experience A. Minimum of one municipal references, including: • Client name • Website URL • Contract duration • Client contact person, title, phone number, and email B. Any municipal award-winning websites designed by vendor (please list Municipal name and website URL) C. Design portfolio (minimum of three screenshots with URLs) 5. Project Development Approach A. Proposed timeline B. Outline all project phases, that will: i. Explain the County’s role 142 Federal St, Cumberland County, Portland, Maine, 04101 5 RFP: Website Design ii. Explain the approach to managing and coordinating the project iii. Explain the design and configuration process iv. Explain the data migration process C. Meets U.S. Federal Government ADA requirements, if not included in the project phases. D. Training, if not included in the project phases 6. Support and Maintenance (describe all available) A. System ownership B. Ongoing operations and maintenance C. Ongoing technical assistance and training opportunities D. Availability of self-service documentation and technical support (videos, training manuals, etc.) E. Beta testing F. Normal support hours and emergency support hours G. Software updates and site maintenance schedule H. Software licensing (if any) 7. Site Design A. Integration of the County’s branding and aesthetics B. Describe the design platform to be utilized, highlighting the advantages and disadvantages and how it compares to the County’s current website design software 8. Integrated CMS Components and Tools The CMS listing in the Functionality Table below represents functional categories and is not comprehensive; others may be recommended or added. The website vendor must be able to provide the desired components shown. Possible budgetary constraints may require that this project be implemented in phases. 9. Description of Features and Functionality Included with the CMS at minimum include: A. Description of page creation B. Page content template information C. Content scheduling and versioning information D. The different back-end user permission levels 10. Hosting and Security (describe all available) A. Site hosting (remote or local?) B. Hosting location C. Appropriate redundancy and scalability to avoid unexpected outages and to accommodate periodic maintenance, usage growth and sudden usage surges D. Company’s commitment to operational time – or limiting of downtime 142 Federal St, Cumberland County, Portland, Maine, 04101 6 RFP: Website Design 11. Project Pricing Estimate/Cost for Services Outlined (specify amounts of items below): A. Days/hours of training, number of employees to be trained, on-site or webinar B. Amount of content migration (entire website or a specific number of pages) C. Any optional enhancements and consulting packages with deliverables and associated Fees D. Any fees based on amount of traffic flow or page hits 12. Website Maintenance Costs A.Delineation of actual charges the County will incur related to ongoing maintenance, listed separately from the proposed price of the construction B. Hosting costs, annual or otherwise C. An outline of how future issues, consulting, etc. will be handled in regard to charges. 13. Guarantees/Warranties List any guarantees or warranties offered 14. Any Additional Information List any additional information. Integrated CMS Components and Tools Component/Module Name Function Offered (Y/N) Vendor Comment Browser Based Administration Create, edit, or delete and template-based web pages and news updates Calendar Update/publish calendars w/ optional ability to import Google Calendar feeds Departmental Home Pages Ability create landing pages for associated County departments Directories, Listing for Staff Dynamic content Document and File Repository Upload/download capability, back-end 142 Federal St, Cumberland County, Portland, Maine, 04101 7 RFP: Website Design ability to search within Publicly Warned Meeting Document Management Create, manage, and host agendas, minutes, and other relevant documents Search / Archive Center Searchable solution for live or archived content, documents, and news updates (internal site search engine). News Updates Online publishing of blog-style news updates with email subscription capability Alerts Front page solution for notification updates, registration, and the ability to share via social media Interface to existing systems and databases Interface to existing systems, databases, external platforms Integration or links to Interactive GIS, Land Records Portal, Code Red, Google Suite, Facebook, Twitter, Youtube, etc. Online Payment Solution Secure online transaction by department Survey/Polling Capability Web-based software for polling, surveys, and answer tracking (or capability to embed third-party programs) RFP/RFQ/Bid Posting Dynamic content Integrated Human Resources Solution(s) for Employment Opportunities Applicants can view job openings and apply (fill out applications, attach resumes and documents) to submit 142 Federal St, Cumberland County, Portland, Maine, 04101 8 RFP: Website Design electronically via website. Security Integration SSL encryption Video Hosting Ability to embed third-party videos Site Analytics Most likely use google analytics to analyze site traffic Sitemap Dynamic Mobile Browsing Website can be accessed from any mobile platform Online Forms Forms, publishing, and tracking with email forwarding capability Multi-Lingual Support Dynamic content Printable Pages Print-friendly function Sideshow (Photos/Banners) Dynamic image/ video display Proposal Evaluation Selection of a qualified vendor will be made at the discretion of the County of Cumberland, which reserves the right to accept or reject any and all proposals. Under competitive negotiation procedures, the terms of the service contract, the price of the service, the method of service delivery, and the conditions of performance are all negotiable. A negotiated contract will be awarded to the vendor that best meets the proposed needs at a reasonable price, not necessarily at the lowest price. The following items will be considered in making a selection of the contractor, though they may not be equally weighed in the review process: Evaluation Criteria Possible Points Municipal Website Design Experience 5 Qualification of vendor - previous experience building complex websites with successful designs 5 142 Federal St, Cumberland County, Portland, Maine, 04101 9 RFP: Website Design Project Approach - Comprehensive approach that clearly outlines project phases and identifies roles of vendor and County 5 Project Timeframe - Is the timeframe realistic 5 Customer Support and Maintenance: Ability to respond to staff requests; provide maintenance and updates. 5 Integration of the County's Brand 5 Address listed CMS Components - CMS Table - 23 points total 23 Hosting and Security capabilities 5 Budget: Reasonable for the scope of work. 5 Ongoing Website Maintenance Costs 5 Overall Design and Aesthetic of Proposed Website 5 Navigation of the proposed website layout is easy to understand. 5 Strong argument for website design software 5 Employee Accessibility, ability to modify and edit website content. 5 Total Points Possible 88 County’s Staff shall review and evaluate all proposals and, if appropriate, request a preliminary concept for the design and navigation of Cumberland’s website. Evaluation of responses will be based, in part, on the criteria listed above. Factors that will determine the final selection include, County Commissioners approval, the finalization of terms in regards to service agreements, costs, website security, and ease of use. Contract Agreement, Length and Termination Incorporation of Proposal into Contract. This and the vendor’s response, including all promises, warranties, commitments, and representations made in the successful proposal, shall be binding and incorporated by reference in the County’s contract with the vendor. The County will negotiate terms for a contract to complete the tasks with the top ranked applicant. If a satisfactory agreement cannot be reached, negotiations with that applicant will be suspended 142 Federal St, Cumberland County, Portland, Maine, 04101 10 RFP: Website Design and negotiations opened with the second highest ranked applicant. The process will continue until agreement is reached and a contract is executed. It is agreed between the County and the selected vendor that in consideration for the full and complete performance hereunder, the County shall pay to the vendor the fees as detailed in the successful proposal for such services, as proposed by the vendor and as accepted by the County. The proposal shall include a not to exceed price total; however, the final amount shall be based upon actual services performed as approved by the County Manager. The Agreement shall run for the length of the project(s) undertaken by the successful vendor unless otherwise terminated by the vendor and/or the County upon 30 days’ written notice to the other party, provided that the benefits to either party hereto afforded by the terms and conditions of this Agreement shall inure to each party in perpetuity, including surviving any termination of this Agreement by either party. The Agreement may at any time be terminated by the County giving to the Contractor thirty (30) days written notice of the County’s intention to terminate the same. Failure to provide products on schedule may result in contract termination. If the Contractor’s insurance coverage is canceled for any reason, the County shall have the right to terminate this Agreement immediately. 142 Federal St, Cumberland County, Portland, Maine, 04101 11 RFP: Website Design CERTIFICATION: Proposal Submission Cumberland County, Maine I have read the Request for Proposal (RFP) for Website Design, Implementation and Maintenance and understand its intent. I understand that our ability to meet the criteria and provide the required service shall be reviewed by the County, which will develop a recommendation for Board of Commissioners’ consideration regarding the selection of the most advantageous Website Design, Implementation and Maintenance. It is understood that all information included in, attached to, or required by this RFP shall become public record upon delivery to the County. With my signature, I certify the following: ● I am authorized to commit my to this Proposal and that the information herein is valid for 90 days from this date. ● That all information presented herein is accurate and complete and that the services can be delivered as presented in this Proposal upon the County’s request. ● That this Proposal is made without prior understanding, agreement, or connection with any corporation, vendor, or person submitting an offer for this Proposal, and is in all respects fair and without collusion or fraud. ______________________________________________________ Signature, Date Printed Name Title Company Name Address Phone Email 142 Federal St, Cumberland County, Portland, Maine, 04101 12

142 Federal Street Portland, ME 04101Location

Address: 142 Federal Street Portland, ME 04101

Country : United StatesState : Maine

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