Website Consulting and Design Services

CLAY COUNTY PURCHASING DEPARTMENT REQUEST FOR PROPOSAL (RFP) RFP NO: 70-22 PURCHASING SPECIALIST II PATRICK WEST TITLE: WEBSITE CONSULTING AND DESIGN SERVICES EMAIL: PWEST@CLAYCOUNTYMO.GOV ISSUE DATE: 8/29/2022 PHONE NO: 816-407-3630 PROPOSAL RESPONSES MUST BE RECEIVED NO LATER THAN: 9/22/2022 AT 2:00 PM CENTRAL TIME. PROPOSAL RESPONSES WILL BE OPENED AND READ ALOUD AT 3:00 PM CENTRAL TIME. SUBMITTAL INSTRUCTIONS: In an effort to support the Countys initiative for conservation, it is preferred that the Request for Proposals (RFP) be submitted via www.PublicPurchase.com. Sealed RFPs may be delivered to the Clay County Purchasing Department prior to the return date and time. Print the Sealed RFP Label found in Attachment 1 or type RFP Number, RFP Title and Return Due Date on the lower left hand corner of the envelope or package. In order for a response

to be considered complete, the Clay County document MUST be completed in its entirety which includes this cover page. All subsequent pages MUST also be initialed and the Terms and Conditions Acknowledgement form MUST be signed. RETURN RFP TO: CLAY COUNTY ATTN: ~ PURCHASING DEPARTMENT 1 COURTHOUSE SQUARE 3rd FLOOR COMMISSION DESK LIBERTY, MISSOURI 64068 AGREEMENT PERIOD: DATE OF AWARD THROUGH ONE YEAR; WITH FOUR ONE-YEAR RENEWALS DELIVER SUPPLIES/SERVICES/INVOICES FOB (Free On Board) DESTINATION TO THE FOLLOWING ADDRESS: ADMINISTRATION 1 COURTHOUSE SQUARE LIBERTY, MO 64068 By signing this RFP cover page, the vendor shall hereby declare understanding, agreement and certification of compliance to provide the items and/or services, at the prices quoted, in accordance with all requirements and specifications contained herein and the Contract Terms and Conditions. The vendor shall further agree that the language of this RFP shall govern in the event of a conflict with their proposal. In addition, the vendor shall further agree that upon receipt of an authorized purchase order from Clay County or when a Vendor Agreement is fully executed by an authorized agent of Clay County, a binding agreement shall exist between the vendor and Clay County. SIGNATURE REQUIRED Company Name Authorized Representative (Print) Title Street Address Authorized Signature City/State/Zip County Date Company Tax ID No. Telephone No. Facsimile No. E-Mail Corporation Individual State/Local Government Partnership Sole Proprietor IRS Tax-Exempt Vendor Tax Filing Type with IRS (Check One) http://www.publicpurchase.com/ RFP No: 70-22 Page 2 of 12 Vendors Initials: ________ 1. INTRODUCTION AND GENERAL INFORMATION This section of the RFP includes a brief introduction and background information about the intended acquisition for which the requirements herein are written. The contents of this section are intended for informational purposes and do not require a response. Submittal instructions and determination of award information can be found on our website by clicking the following link https://www.claycountymo.gov/bids/current 1.1 Purpose: 1.1.1 This document constitutes a request for competitive, sealed proposals from prospective vendors for Website Consulting and Design Services for the Clay County Administration / Tourism in accordance with the requirements and provisions stated herein. 1.1.2 RFP Document Contents: Introduction and General Information Scope of Work/Functional Specifications Meeting Information Page Agreement Terms and Conditions Acknowledgement Form Exhibit A - Pricing Exhibit B - Experience and Expertise Exhibit C - Project Approach Exhibit D - Miscellaneous Information Attachment 1 Sealed RFP Label 1.2 Questions: 1.2.1 Questions relating to the RFP must be submitted via the www.PublicPurchase.com website or e-mailed to Purchasing@ClayCountyMo.gov 1.2.2 All questions and issues should be submitted no later than Monday, September 12, 2022. a. If not received prior to the aforementioned date, the Clay County Purchasing Department may not be able to fully research and consider the respective questions or issues. 1.3 Background Information: 1.3.1 Clay County is located in the U.S. state of Missouri and is part of the Kansas City metropolitan area. a. As of the 2020 census, the county had a population of 253,335, making it the fifth-most populous county in Missouri. b. The county seat is Liberty, Missouri. c. The county was organized January 2, 1822, and named in honor of U.S. Representative Henry Clay from Kentucky, later member of the United States Senate and United States Secretary of State. d. The previous website was: www.visitclaymo.com. 1.3.2 The successful vendor shall adhere to any State or County regulations, limitations, business rules, and shall have or obtain any professional licenses etc. that may affect work performance or need for adherence to policies/procedures. https://www.claycountymo.gov/bids/current http://www.publicpurchase.com/ mailto:Purchasing@ClayCountyMo.gov RFP No: 70-22 Page 3 of 12 Vendors Initials: ________ 1.3.3 Although an attempt has been made to provide accurate and up-to-date information. a. Clay County does not warrant or represent that the background information provided herein reflects all relationships or existing conditions related to this Request for Proposal. 1.4 Estimated Quantities: 1.4.1 The County shall not guarantee any minimum or maximum amount of the vendors services that may be required under the Agreement. a. The vendor shall provide products/services on an as needed basis. b. The County shall not guarantee any usage of the contract whatsoever. 1.5 Award Determination: 1.5.1 Any award of Agreement must be approved by the County Commissioners and shall be made by notification from the Purchasing Department to the successful RFP responder(s). a. Clay County shall have the right to make awards by items, or as an all or none basis. b. Clay County may make awards to multiple vendors. c. The grouping of items and/or multiple vendor awards shall be determined by Clay County based upon factors such as item similarity, location, administrative efficiency, or other considerations in the best interest of Clay County. 2. SCOPE OF WORK This section of the RFP includes requirements as well as desirable attributes and provisions relating specifically to the scope of work requirements of Clay County. The contents of this section include mandatory requirements that will be required of the successful vendor and subsequent vendor. The vendor is requested to provide responses to the requirements/desired attributes in this section pursuant to the directions identified herein. The vendors response, whether responding to a mandatory requirement or a desired attribute, shall be binding in the event the proposal is accepted by Clay County. The vendor must provide all costs necessary to meet the mandatory requirements and the fulfillment of any desirable attributes by the vendor (if any) in the appropriate sections of Exhibit A, Pricing Pages. 2.1 Specific Requirements: 2.1.1 The vendor shall provide a Website Consulting and Design Services, which meets or exceeds the specifications contained in this document. 2.1.2 Clay County Government must keep its services on pace with the growth of the County and meet community expectations of transparency and accountability. a. To be effective the new website must facilitate these goals, while educating about the Countys services and providing easy access to information users seek utilizing but not limited to the following criteria: 1. Adaptive to all mobile devices/responsive design. 2. Americans with Disabilities Act (ADA) compliant. 3. Securely hosted with little to no downtime. 4. Visually pleasing with simple navigation and search capabilities. 5. Quick to load and operate. 6. Easy for non-technical content managers to maintain on a user-friendly content management system. 7. Translatable to other languages. 8. Viable for at least five years. 9. Allow for future expansion. 10. Tested and functional on as many web browsers as possible. 11. Consistent in County branding and style across all pages. 12. Reflective of the progressive and service-oriented culture of Clay County. RFP No: 70-22 Page 4 of 12 Vendors Initials: ________ 2.2 Previous Site: 2.2.1 Clay Countys previous site, www.visitclaymo.com, was built on Saffire and is no longer functional. a. The hosting agreement expired, and no one who previously maintained the site is still employed with the county. 1. It was difficult to customize, out of date and not adaptable to mobile devices. 2. It was an information dump that lacked both organization and continuity. 3. The previous site was visually unappealing. 4. All of the above factors listed contributed to a site that generated very few daily clicks. 2.3 Requested Features in New Site: 2.3.1 The new site will have up to 150 pages and should include but not limited to: a. Web-based CMS. 1. CMS should include ability for administrator to assign roles and permissions. 2. Ability to schedule content. b. Fillable forms. c. Ability to embed videos (YouTube) and post pictures. d. Embeddable Social media feeds. e. News center with subscription capabilities. f. Ability to post pdf documents. g. Prominent search function. h. Multi-Agency Capability to update. 1. Ability for different communities to access website and update their own pages. 2. Ability for administrator to manage page access for outside communities. i. Search engine optimization. j. Customizable Events calendar. k. Integration of existing third-party applications, 1. All available social media platforms. i. Facebook. ii. Twitter. iii. Instagram. iv. YouTube. l. User analytics, such as Google Analytics. 2.4 Future Feature Development: 2.4.1 The new site should be expandable for future development to include but not limited to the following: a. A password-protected employee only section. b. Resident-facing mobile app. 2.5 Miscellaneous Requested Information: 2.5.1 The vendor should respond to the information requested in all sections and all exhibits. 3. RFP OPENING 3.1.1 RFP Responses will be read out loud at 3:00 P.M. on THURSDAY, SEPTEMBER 22, 2022 in the Administration Building, 1 Courthouse Square, 3rd Floor Commission Hearing Room, Liberty, MO 64068. RFP No: 70-22 Page 5 of 12 Vendors Initials: ________ 4. AGREEMENT TERMS AND CONDITIONS ACKNOWLEDGEMENT FORM The undersigned vendor has read, understood, and accepted the Terms and Conditions as published on the Clay County Official Website located at: https://www.claycountymo.gov/application/files/1515/9923/0486/CONTRACT_TERMS_AND_CONDITIONS.pdf All terms and conditions as stated shall be adhered to by vendor upon acceptance of Agreement. Vendors enter into this agreement voluntarily, with full knowledge of its effect. Vendor Signature Date Vendor Name https://www.claycountymo.gov/application/files/1515/9923/0486/CONTRACT_TERMS_AND_CONDITIONS.pdf RFP No: 70-22 Page 6 of 12 Vendors Initials: ________ EXHIBIT A Pricing Pages PRICING TABLE 1: REQUIRED PRICING The vendor shall complete the following pricing table(s) (or in a form similar to the pricing tables) and provide firm, fixed pricing necessary to meet the mandatory requirements of the RFP. DESCRIPTION UNIT OF MEASURE UNIT COST QUANTITY EXTENDED COSTS Cost Proposal to accomplish Scope Outlined in Section 2.0 Scope of Work; including but not limited to all design, development, training and acquisitions necessary for development and testing. Total $ $ Web Design Project Cost $ $ Web Hosting Yearly Fee $ $ Web Content Management System Setup & Implementation Project Const. $ $ Web Content Management Hosting Yearly Fee $ $ PRICING TABLE 2: OTHER REQUIRED PRICING The vendor must state below all other applicable costs necessary to satisfy the mandatory requirements of the RFP. Unless stated in Exhibit A. the County shall assume that absolutely no other fees or charges, will be assessed to the County whatsoever in connection Website Consulting and Design Services for Clay County Administration herein and to satisfy the RFP requirements. DESCRIPTION / COMMENTS UNIT OF MEASURE UNIT PRICE Proposal pricing regarding technical support expenses for up to 36 months of support following any go live dates. This expense will be considered in addition to the budget for the design and development components above RFP No: 70-22 Page 7 of 12 Vendors Initials: ________ EXHIBIT A, continued PRICING TABLE 3: OPTIONAL PRICING The vendor may provide firm, fixed pricing for optional features, expansion options and/or enhancements for the proposed Website Consulting and Design Services for Clay County Administration solution. Also, list any pricing discounts. DESCRIPTION / COMMENTS UNIT OF MEASURE UNIT PRICE PRICING TABLE 4: FEE SCHEDULE If additional services are requested by the County, the vendor shall prepare and submit to the County an estimate of the total cost associated with such additional services. The vendor must indicate in the pricing table below the firm, fixed hourly rate for the personnel job classification that may be necessary to fulfill the requirements of the RFP. TASK/PERSONNEL BREAKDOWN SCHEDULE OF HOURLY BILLING RATES FOR SERVICES PERSONNEL CLASSIFICATION TYPICAL WORK TASKS HOURLY RATE RFP No: 70-22 Page 8 of 12 Vendors Initials: ________ EXHIBIT B Experience and Expertise The evaluation of the vendors experience and expertise shall be subjective based on the requirements stated herein. Therefore, the vendor should present detailed information regarding current and/or prior experiences in providing the services and expertise of the organization as well of its personnel. The County shall have the right to use the information provided herein, including information gained from any other source, in the evaluation process. B.1 EXPERIENCE: A MINIMUM of 5 years experience is required of the successful vendor, in similar services, as described in the scope. Experience and references provided by vendors shall be verified and will be a significant factor in the evaluation. Vendors should provide the information below. How many years has your company been in the Website Consulting and Design Services business? List a minimum of three (3) references showing Agreements held by your company providing the same or similar services for other public entities, local government or private companies. Reference No. 1 of 3 Company/Organization Name: Address: Name of Contact and Title: E-mail Address: Telephone No.: Agreement or Service Period (dates of services): Reference No. 2 of 3 Company/Organization Name: Address: Name of Contact and Title: E-mail Address: Telephone No.: Agreement or Service Period (dates of services): Reference No. 3 of 3 Company/Organization Name: Address: Name of Contact and Title: E-mail Address: Telephone No.: Agreement or Service Period (dates of services): RFP No: 70-22 Page 9 of 12 Vendors Initials: ________ EXHIBIT B, continued B.2 EXPERTISE: PERSONNEL QUALIFICATIONS Vendors should provide the information below. Indicate person who will be supervising project(s) and years of experience in similar work. Name: No. of Years Type of Experience: Complete the following for employees that would be working on this project. List any previous work directly relating to the RFP specifications that have been performed for other public entities, local government or private companies in the last five years. Attach a separate sheet of paper if needed. EMPLOYEE NAME QUALIFICATIONS EXPERIENCE/TRAINING/CERTIFICATIONS RFP No: 70-22 Page 10 of 12 Vendors Initials: ________ EXHIBIT C Project Approach The evaluation of the vendors proposed method of performance/project approach shall be subjective based on the requirements stated herein. Therefore, the vendor should present detailed information regarding the proposed method of performance/project approach. The County shall have the right to use this information, including information gained from any other source, in the evaluation process. It is the vendors responsibility to make sure all Website Consulting and Design Services for the Clay County, Missouri Administration proposed are adequately described. It should not be assumed that the evaluator has specific knowledge of the services proposed; however, the evaluator does have sufficient technical/business background to conduct an evaluation when presented complete information. C.1 PROJECT APPROACH INFORMATION Respondents, please provide information about: 1. Experience with web design for government and/or quasi-governmental entities, including links to recent work. 2. The experience and education of key personnel. 3. Project development approach and timeline. 4. Training for content managers. 5. Ongoing support and maintenance. 6. Development cost. Additionally, Respondents should reply to the following questions regarding Web Site Hosting Services: 7. How often do you backup? 8. How often do you have down time? 9. How often do you upgrade software/hardware? 10. Please describe your technical support. 11. Please describe your security. 12. Please describe your methodology and service level agreements. 13. Please describe your data center. RFP No: 70-22 Page 11 of 12 Vendors Initials: ________ EXHIBIT D Miscellaneous Information D.1 LOCAL GOVERNMENT USE (COOPERATIVE PROCUREMENT): 1) This section is optional, it will not affect proposal award. If the County awarded you the proposed Agreement, would you sell under the prices and terms of this Agreement to any Municipal, County Public Utility, Hospital, Educational Institution, or any other non-profit organization having membership in the Mid-America Council of Public Purchasing (MACPP) or Mid- America Regional Council (MARC) and located within the Greater Kansas City Metropolitan Trade Area. (All deliveries shall be F.O.B. Destination and there shall be no obligations on the part of any member of said Council to utilize this Agreement.) YES: NO: INITIALS: 2) Sales shall be made in accordance with the prices, terms, and conditions of the RFP and any subsequent term Agreement. 3) There shall, however, be no obligation under the cooperative procurement agreement for any organization represented by MACPP or MARC to utilize the Agreement unless they are specifically named in the RFP as a joint participating entity. 4) All sales to other jurisdiction shall be made on purchase orders issued by that jurisdiction. All receiving, inspection, payments and other Agreement administration shall be the responsibility of the ordering jurisdiction. 5) The Purchasing Manager shall be responsible to handle the solicitation and award the Agreement. The Purchasing Manager shall have the sole authority to modify the Agreement and handle disputes regarding the substance of the Agreement. 6) Each jurisdiction that is a party to the joint bid has authority to act as Administrative Contracting Officer with responsibility to issue purchase orders, inspect and receive goods, make payments and handle disputes involving shipment to the jurisdiction. D.2 WEBSITE 1) Does your company have a website? YES: NO: 2) If yes please provide the website address: D.3 EMPLOYEE BIDDING/CONFLICT OF INTEREST: Vendors who are elected or appointed officials or employees of Clay County or any political subdivision thereof, serving in an executive or administrative capacity, must comply with sections 105.450 to 105.458, RSMo, regarding conflict of interest. If the vendor or any owner of the vendors organization is currently an elected or appointment official or an employee of Clay County or any political subdivision thereof, please provide the following information. Name and title of elected or appointed official or employee of Clay County or any Political sub-division thereof: If employee of Clay County or Political sub-division thereof, provide name of Clay County entity or political sub-division where employed: Percentage of ownership interest in vendors organization held by elected or appointed official or employee of Clay County or political sub-division thereof: RFP No: 70-22 Page 12 of 12 Vendors Initials: ________ ATTACHMENT 1 Sealed RFP Label PLEASE ATTACH LABEL TO OUTSIDE OF RFP PACKAGE SEALED RFP RESPONSE ENCLOSED DELIVER TO: CLAY COUNTY ~ PURCHASING DEPARTMENT 1 COURTHOUSE SQUARE 3RD FLOOR COMMISSION DESK LIBERTY, MO 64068 RFP No.: 70-22 DATE: 9/22/2022 RFPs MUST BE RECEIVED BEFORE 2:00 pm CENTRAL TIME DESCRIPTION: WEBSITE CONSULTING AND DESIGN SERVICES SPECIFY VENDOR NAME: SPECIFY VENDORS CITY, STATE LOCATION: City, State Location