RRPDC RFP #17-3 Website Development Services

Transcription

1 RRPDC RFP #17-3 Website Development Services RICHMOND REGIONAL PLANNING DISTRICT COMMISSION FEBRUARY 24, 2017

2 Housekeeping February 24, 2017 Pre-Proposal Conference RFP #17-3 2

3 Online meeting Please use the chat function to ask questions Meeting will be recorded and posted on RFP website February 24, 2017 Pre-Proposal Conference RFP #17-3 3

4 Sign in If you are here in person, please sign in on either of the clipboards If you are participating online, please use the comment feature to send us: Your name Your company Your telephone number Your address February 24, 2017 Pre-Proposal Conference RFP #17-3 4

5 Handouts Back tables have some of the reports, studies, and plans we produce Feel free to take any of the pamphlets and smaller maps on the far table The bigger reports are marked for display purposes only All of these are available on our website February 24, 2017 Pre-Proposal Conference RFP #17-3 5

6 About RRPDC February 24, 2017 Pre-Proposal Conference RFP #17-3 6

7 Virginia Planning Districts 21 Planning Districts in Virginia February 24, 2017 Pre-Proposal Conference RFP #17-3 7

8 The Richmond Region February 24, 2017 Pre-Proposal Conference RFP #17-3 8

9 What is the RRPDC? We are We are not Forum to discuss and exchange ideas on regional issues Promoter of regional efficiencies and cost savings Creator of regional planning tools Advocate for the region Regional Government State Agency Local Planning Commission Authority with power to enact regulations or ordinances February 24, 2017 Pre-Proposal Conference RFP #17-3 9

10 RRPDC Leadership Governed by 33-member Board of Commissioners 22 elected officials 7 local planning commission members 4 citizens Allocated according to population Ashland (1 Councilmember) Charles City (1 Supervisor) Chesterfield (5 Supervisors, 1 pl. commissioner, 1 citizen) Goochland (1 Supervisor, 1 planning commissioner) Hanover (2 Supervisors, 1 planning commissioner, 1 citizen) Henrico (5 Supervisors, 1 planning commissioner, 1 citizen) New Kent (1 Supervisor, 1 planning commissioner) Powhatan (2 Supervisors, 1 planning commissioner) Richmond (4 Councilmembers, 1 pl. commissioner, 1 citizen) February 24, 2017 Pre-Proposal Conference RFP #

11 RRPDC Staff 25 employees Expertise in planning, regional collaboration, and convening partnering organizations Limited experience in communications, marketing, design February 24, 2017 Pre-Proposal Conference RFP #

12 Questions about current website Which company did the last redesign? Is there an incumbent IT vendor? If so, who is it? Are there any blogs on the current site? Are there any entitled content that needs a login on the current site? Will we have access to the current website s HTML/code? Is all content FrontPage HTML or does some of it come from a backend database? Can we get details on the current database, so that we can analyze how migration can be done? February 24, 2017 Pre-Proposal Conference RFP #

13 Current Website Situation Archaic FrontPage 2003 Reliance on PDFs for staff to generate content Audience & Traffic Visitors are our partners Come for a single purpose, not to peruse or linger No analytics Integrations Very few No social media integration Few workflow standards Limited branding or design standards February 24, 2017 Pre-Proposal Conference RFP #

14 Current staff commitment & skills 3 RRPDC staff members are capable of making edits. No employee spends more than 10% of their time on website-related work. Staff is very technologically engaged Significant software and design experience outside of website development Limited coding experience February 24, 2017 Pre-Proposal Conference RFP #

15 New Website Targets Audience Current audiences Interested public Content Compelling to broader audience (ie, more than planners) Staff capacity contributors 3-4 editors Consistent branding to build new standards around February 24, 2017 Pre-Proposal Conference RFP #

16 Vision for richmondregional.org February 24, 2017 Pre-Proposal Conference RFP #

17 Two organizations RRTPO RRPDC February 24, 2017 Pre-Proposal Conference RFP #

18 Overlapping website needs RRTPO RRPDC February 24, 2017 Pre-Proposal Conference RFP #

19 More like RRTPO RRPDC February 24, 2017 Pre-Proposal Conference RFP #

20 Two options for redesigning: Together Individually February 24, 2017 Pre-Proposal Conference RFP #

21 Two options for redesigning: Together Shared costs results in savings Co-branded appearance portrays regional partnership February 24, 2017 Pre-Proposal Conference RFP #

22 New Hierarchy Regional Page (richmondregional.org) RRPDC (rrpdc.richmondregional.org) RRTPO (rrtpo.richmondregional.org) Program information Blog Program information Blog Calendar News Calendar News February 24, 2017 Pre-Proposal Conference RFP #

23 Examples to consider Shared template across regional partners Fredericksburg region Hampton Roads region February 24, 2017 Pre-Proposal Conference RFP #

24 Expectations for the Deliverable February 24, 2017 Pre-Proposal Conference RFP #

25 Design Proposals should demonstrate a progressive design, which also supports our mission and objectives. Are you requesting an actual design mockup as part of the proposal? February 24, 2017 Pre-Proposal Conference RFP #

26 Project Plan Review and analysis of current site map with aim of reduction of pages and streamlined information architecture Not a detailed, page-by-page analysis of the current site. You re the experts. Tell us how your expertise will guide us to the destination. February 24, 2017 Pre-Proposal Conference RFP #

27 Strategy Description of strategy for representing the RRPDC and RRTPO as separate, but partnering organizations Description with some visual examples is fine. Demonstrate how you have you done this before You don t need to show us a final product. You need to convince us you are the best one to deliver a final product that achieves our goals. February 24, 2017 Pre-Proposal Conference RFP #

28 Non-binding costs estimates Estimates, not a finalized bid Preferably divided by tasks or phases Optional aspects clearly separated from required Budget Commitment from Board Budget allocation forthcoming Timing across two fiscal years February 24, 2017 Pre-Proposal Conference RFP #

29 Project Timeline What is driving the requested launch date? Nothing in particular. We are more concerned about getting a good result than meeting a deadline within reason. February 24, 2017 Pre-Proposal Conference RFP #

30 Features and Technical Aspects February 24, 2017 Pre-Proposal Conference RFP #

31 CMS Why do you have a preference for opensource CMS? Do you have a preference between WordPress or Drupal? Does the RRPDC expect that a single CMS will manage all separate subdomains OR would each have their own CMS instance with a separate group administering each site? February 24, 2017 Pre-Proposal Conference RFP #

32 Browsers Browser/cross-platform compatibility for: Chrome, Internet Explorer, Firefox, Safari, Android, Safari (inapp), Amazon Silk, IE with Chrome Frame, Opera Mini, Opera. What browser versions need to be supported? What would be the oldest versions for which the new website would need to be compatible? * You are the experts. We will ask for your guidance on the options, features, and costs related to such decisions. February 24, 2017 Pre-Proposal Conference RFP #

33 Security Does the Commission currently host any sensitive or secure data protected by legal statute? For instance, Personally Identifiable Information about residents or commenters? Are there any current or planned IT security requirements for hosting, such as SSL/HTTPS certificates, data retention policies, external security auditing, etc.? * You are the experts. We will ask for your guidance on the options, features, and costs related to such decisions. February 24, 2017 Pre-Proposal Conference RFP #

34 Other technical questions Will there be a technical resource available for knowledge transfer on your existing solution? As it is a multisite, with user login, should we support single sign-on? It implies, if a user needs to be able to log in to all the subsites using a single set of login credentials? Is the RRPDC looking for WCAG AA compliance or 508 compliance? Does the site need to be hosted at a FEDRAMP accredited hosting provider? Does the Subscriber service for either the surveys or the newsletter need to be FEDRAMP compliant? February 24, 2017 Pre-Proposal Conference RFP #

35 Required Functions February 24, 2017 Pre-Proposal Conference RFP #

36 Informational pages Adobe PDF Most browsers support inline PDF viewing or launch helper applications like Adobe Reader to handle PDFs. Is there a particular case for using a plugin or embedded viewer that cannot be handled by built browser/os functionality? Video Does the Commission have a preferred streaming service for live audio and video? Are you currently using that service? February 24, 2017 Pre-Proposal Conference RFP #

37 Blog Enable multiple separate blogs within A regional blog for richmondregional.org A blog for RRPDC subdomain. A blog for RRTPO subdomain. February 24, 2017 Pre-Proposal Conference RFP #

38 Calendar Will only RRPDC content administrators be able to create and post events? Or should the public be able to submit events as well? Only RRPDC staff February 24, 2017 Pre-Proposal Conference RFP #

39 News RRPDC-generated content Is this the news content added by the site admin using the CMS? What functionality is required for links to appearances in news media? Is this more than a way to add links to external sites, like the pingback function in a blog? February 24, 2017 Pre-Proposal Conference RFP #

40 Archive Library Will the files be hosted within the CMS file structure or are you looking to upload all these files to your current RRPDC s SharePoint sites? Mostly Sharepoint integration Some hosted on CMS February 24, 2017 Pre-Proposal Conference RFP #

41 GIS Mapping Assume GIS mapping account and software will be purchased by client Assume required map will be generated by client without your help Assume corresponding embed code will be generated and need to be pasted in the website Are you currently using the ArcGIS service? On what pages of the current site? February 24, 2017 Pre-Proposal Conference RFP #

42 Highly-Desired Functions February 24, 2017 Pre-Proposal Conference RFP #

43 Tracking RRPDC on Social Media Page where visitors can see embedded views of RRPDC/RRTPO social media activity A widget or other mechanism for displaying that social media activity on multiple content pages on the site Platforms Facebook, Twitter, LinkedIn, Flickr February 24, 2017 Pre-Proposal Conference RFP #

44 Surveys Simple integration of third-party experts (eg. SurveyMonkey) February 24, 2017 Pre-Proposal Conference RFP #

45 Intranet Low need within agency Lowest of the Highly-desired functions High likelihood of SharePoint achieving our needs February 24, 2017 Pre-Proposal Conference RFP #

46 Integrations February 24, 2017 Pre-Proposal Conference RFP #

47 Newsletters Are there any current mailing list/newsletter services in use, such as Campaign Monitor, Constant Contact, MailChimp that would require signup integration with the upcoming RRPDC site? For newsletter integration Do you just need the inclusion of the subscribe form(s) on the site or do you also need assistance with newsletter template designs, coding, list setup, etc? February 24, 2017 Pre-Proposal Conference RFP #

48 Video Does this involve any live streaming? Or is it just embedding youtube videos in the website? February 24, 2017 Pre-Proposal Conference RFP #

49 Language What languages are in scope, and are you expecting fully translated sites? Is Google Translate an acceptable option for accommodating those who don't speak English. What languages other than English do a significant portion of your users speak? February 24, 2017 Pre-Proposal Conference RFP #

50 RFP Submissions February 24, 2017 Pre-Proposal Conference RFP #

51 Eligibility and project execution Whether companies from Outside USA can apply for this? (like from India or Canada) Whether we need to come over there for meetings? February 24, 2017 Pre-Proposal Conference RFP #

52 Submission Format Are you accepting proposals via physical mail or ? Or do they need to be submitted both by mail and ? Both! Deadline: March 9 at 5:00 p.m. [RFP says 4:30, website said 5:00.] February 24, 2017 Pre-Proposal Conference RFP #

53 Conclusion February 24, 2017 Pre-Proposal Conference RFP #

54 RFP #17-3 Website Development Services Request for Proposal issued: Thursday, February 9 DEADLINE to submit questions: Tuesday, February 22 before 10:00 a.m. Pre-proposal conference to answer questions: Friday, February 24 at 10:00 a.m. Notes from pre-proposal conference and answers to questions posted online: Tuesday, February 28 before 10:00 a.m. DEADLINE for proposals to be delivered by: Thursday, March 9 before 4:30 p.m. Finalists interviewed (if necessary): March Contract negotiations: April May Date of award: June February 24, 2017 Pre-Proposal Conference RFP #

55 Questions? Richmond Regional Planning District Commission (804) Chuck Gates Deputy Executive Director February 24, 2017 Pre-Proposal Conference RFP #