Washington State Emergency Management Association (WSEMA) Olympia, WA

Transcription

1 Washington State Emergency Management Association (WSEMA) Olympia, WA Request for Proposals Website Redesign and Content Management and Maintenance System Proposal Submittal Deadline: I. Introduction and purpose of the request for proposal The Washington State Emergency Management Association (WSEMA) is a non-profit organization comprised of individuals professionally engaged in the emergency management field in the State of Washington in local, state, tribal and/or federal government, and in the private sector, business and industry. WSEMA is soliciting proposals seeking professional services for Content Management and Maintenance System (CMMS) and to redesign so the site aligns with the associations strategic objectives and goals. (Draft Strategic Objectives and Goals available upon request). Candidates should have the capability and experience needed to provide comprehensive, strategic and innovative services on designated projects. The intended result is to have a professional web presence, provide ease of use, and provide consistent information across all web and social media messaging. The WSEMA brand (e.g. logo, color palette, tagline, graphics, etc.) are already in place. We wish to build upon this identity with the selected firm. Qualified firms shall make recommendations for the period of August 2018 August 2019); the contract will be for one year with the option to extend additional years. Proposal due date is July 17, 2018 II. Proposal Guidelines Agencies should submit proposals for both components of this Scope of Work (CMS and web redesign). WSEMA is seeking proposals that offer solutions involving: Content Management and Maintenance System Robust feature set Intuitive and easy to use administration interface Clearly defined and documented Application Program Interface (APR) for provisioning and backoffice integration Permission-based security levels Website Redesign Design compositions, code development and deployment as well as technical support for 1

2 User research, wireframing, design compositions, code development and deployment as well as technical support for website. The website design must be coded and deployed using Responsive Design principles. Analyze and assess user needs and wants to leverage into assumptions and recommendations for the website s information architecture. The successful agency will coordinate all services under an agreement with WSEMA. III. Administrative Vendor Selection and Contract Award WSEMA will conduct the selection and contract award in the following manner: This document will be posted on well as distributed to a few select vendors. Proposals will be received and evaluated as described in the RFP. Selected vendors will be asked to make oral presentations to WSEMA. Due Dates All proposals are due by 8 p.m. PST, Tuesday July 17, Any proposal received at the designated location after the required time and date specified shall be considered late and non-responsive. Any late proposals will not be evaluated for award. Schedule of Events Event Date 1. RFP Distribution to Vendors June 27, Proposal Due Date July 17, Target Date for Review of Proposals July 18 27, Vendors invitation to present released July 30, Vendor presentations/ selection discussions August 13, Anticipated decision and selection of Vendor August 15, Project Work to Begin/Kick-off August 20, Launch webpage redesign September 25,

3 WSEMA Contact Any questions regarding contractual terms and conditions or proposal format must be directed to: Name Sandi Duffey Address P.O. Box 867 Soap Lake, WA Phone Proposal Submission Vendors will prepare proposals in compliance with all the instructions outlined in the RFP. A vendor with legal authority to bind the vendor must sign the proposal. WSEMA will not pay for any expenses incurred by vendors during the proposal process. Vendor s proposal in response to this RFP will be incorporated into the final agreement between WSEMA and the selected Vendor. The submitted proposals should include responses to each of the following sections in the proposed format: Company Background Features, Functionality and Requirements Differentiation, Customization, and Ongoing Innovation Product Support Detailed and Itemized pricing References WSEMA may, at its discretion and without explanation to the prospective Vendors, at any time choose to discontinue this RFP without obligation to such prospective Vendors. WSEMA reserves the right to: Reject any or all offers and discontinue this RFP process without obligation or liability to any potential Vendor, Accept other than the lowest priced offer, Award a contract based on initial offers received, without discussions or requests for best and final offers, and Use external consultants for evaluation. Redesign Requirements Clean, contemporary design and flow Easy to navigate Responsive design Intuitive navigation with a site structure that doesn t not require multiple clicks to reach desired page Ability to search entire site Integration of Google Analytics 3

4 Company Background Provide contact information for the principal individual(s) to be contacted regarding the information in this RFP. Provide information for the person authorized to contractually bind the organization for any proposal against this RFP. Provide a brief history of your company, the official registered name, the location of corporate headquarters and offices, company leadership, and the number of employees. How long has the company been in business? How long has the company provided a CMS solution (and/or Digital Creative Services)? Is the company a private or publicly traded company? Please provide evidence of the company s financial stability and projected longevity. Please indicate any planned mergers or acquisitions. Please indicate if your company is currently in bankruptcy proceedings. What sets your company and its products apart from your competitors? What is your competitive advantage? Provide a few sentences that describe how you solve business issues for clients. What is your overall value proposition? How do you differentiate your product offering from other vendors that we are investigating? Features, Functionality and Requirement Social Content/Media/Marketing Does the CMS provide a built-in, integrated blog? Does the CMS allow RSS Feed generation for blogs? Does the CMS allow for comments and comment moderation on any page? Does the CMS display external social site content? Does the CMS allow for external RSS feeds to be generated? Does the CMS have social sharing widgets? Content Creation and Editing Does the CMS support content editing, including support for rich text with HTML and style (CSS) enforcement? Does the CMS support in-context editing with a WYSIWYG environment showing the edits in the context of how those edits will appear in the resulting Web page? Number of admins and tired access levels Workflow How are users and user authentication managed? Can you reuse existing user logins and directory systems? How are roles and permissions such as read, edit, or none assigned? Can this be managed both by job function and where content is in the approval process? How does the CMS automate notification to users and roles when there is content for review? Can the CMS schedule a page to go live and expire (come down from the site)? Does the CMS provide a full revision history of changes made and who performed them? Does the CMS allow older versions to be promoted to the live site? Does the CMS provide validation on content and metadata, such as required fields or allowable types of content by field? Template Creation, Design and Layout Does the CMS provide a page building and layout environment where users can select or drag and drop from a palette of page elements to change page designs without needing 4

5 to create new templates? What is the search mechanism for users when building sites and pages? How do users select templates needed to control page look and feel? Does the CMS provide a preview function so users can see page content before it is approved? Can pages be viewed on mobile devices? Can mobile templates and themes be used to style the same content differently on mobile vs. main site? Implementation Describe the Template creation, definition, and edit process required to deploy your product for our web site including skills, any code or markup languages required, tools used or required. Describe the process used to define Site Navigation or "information architecture." Who can move site sections and subsections, what skill is required to rearrange sections in a site? Describe how site features and functions are implemented, such as comments, link lists, image galleries and other features described above. What skill is required to make changes to site functionality? Does this involve changing CMS code? System Requirements and Architecture What operating systems are required? Can other Web Delivery code and Web applications share the Web Delivery environment? Does your Content Management system become our Web server and Web application server? What Web application development environments are supported? Is the CMS available on premise or cloud hosted or both? Differentiation, Customization, and Ongoing Innovation Is there any other functionality or competitive advantage that would distinguish your service from others? Services and Support Please list all training and documentation that is offered around your system. Describe your after-implementation support (immediately after go-live) that ensures system stability. Describe your ongoing Technical Support model, escalation procedures, communication, time zones, forums Ability to provide support, update to inquiries, and maintenance within 24 hours of a request by the WSEMA Executive Board liaison Additional Information What additional information should WSEMA consider regarding your company, products, or outreach focus? Detailed and Itemized Pricing Please describe your license methodology or structure. Do you offer a non-profit discount? Are there Maintenance and Support fees associated with your system? References List at least 3 (three) companies/customers as references, preferably non-profit. State company name, address, contact name and telephone numbers, installed and supported software and/or Creative Services and duration of relationship. 5