THE TOWN OF NORTHEASTERN MANITOULIN AND THE ISLANDS

Transcription

1 THE TOWN OF NORTHEASTERN MANITOULIN AND THE ISLANDS Request for Quotations () For Submissions must be received on or before: 12:00 p.m. March 20 th, 2015 Attn: Mrs. Kristin Luoma, EDO 14 Water Street East PO Box 608 Little Current, ON P0P 1K0 Page 1 of 7

2 1. Project Background The (NEMI) current website ( was created in 2011, and in the years since, much has changed with respect to the Town s needs and requirements. The functionality, look and effectiveness of the site must be improved. 2. Scope of Services The successful provider will have demonstrated experience in managing website projects and expertise with best practices regarding successful website design, redesign, development and deployment. The successful provider must create a flexible, informative, interactive, transactive and functional website design that is easy to maintain. They will be expected to develop a friendly site that can deliver large amounts of constantly changing and customizable information to their key audiences. The site must leverage social media channels and establish social engagement and interaction with target audiences through information/promotion sharing, etc. The content must be organized for the target audience and easily accessible, simple, relevant and interesting. 3. Objectives The objectives of the redesign would ensure that the new site is: simple to navigate with search capabilities owned and copyrighted by the Town easily managed and updated by Town staff act as a marketing tool that is appealing for potential tourists to our Town (target audience) appealing and informative to residents (target audience) interactive secure and protected accessible, meeting legislative requirements flexible to add new features in the future aesthetically appealing to users, including colour, pictures and menus reflective of the Town s corporate image website appears near the top of the listing when google searching nemi or little current 4. Technical Specifications Maintained in house by municipal staff, without specialized skill requirements Expandable to meet future requirements Able to automatically remove time sensitive information from the website on expiry dates Provide employee contact management (staff directory) Include a news feature Provide a newsletter subscription Page 2 of 7

3 Provide key-word searches Use of attachments, including pdf (content management system for both documents and images) Ability to download forms, by-laws, policies and other documents Employ on-line applications with secure forms which can be completed/submitted online with ability to e-file (on-line registration) Provide the ability at a later date for simple online payments for services such as building permits and registration for recreation programs, possibly with a shopping cart function (on-line payment) Include an alert capability Incorporate a publishing tool that will allow multiple users to modify the information Integrate an events/meeting calendar that can accommodate reoccurring events and provide website visitors with an overview of current events (i.e. current week) Integrate a submission tool for users to submit comments/complaints/questions Integrate a business directory that is easy to update and manage Must support easy browsing via mobile and tablet devices (ex. layout scales nicely and separate versions of pages) It is critical to the Town of NEMI that any proposed solution allow the website s processes to evolve in a manner that will satisfy new and emerging requirements. 5. Project Reporting Kristin Luoma, Economic Development Officer will be the key contact for the NEMI municipal website redesign: Mailing Address: Phone: 14 Water St. East PO Box 608 Little Current, ON P0P 1K0 (705) ext.230 kluoma@townofnemi.on.ca 6. Project Responsibility The selected vendor will be responsible to: Prototype the new website Launch the new website, including design, planning, project management and implementation services Provide ongoing support services as requested, including modifications over the threeyear contract period and troubleshooting via telephone or Provide training for staff in person or remotely for up to 5 users Set up online marketing tools, such as Google Analytics, Maps, SiteSearch, etc. 7. Project Timing The goal is to launch the new municipal website by June 1, Page 3 of 7

4 8. Mandatory Requirements The proposal shall, at a minimum, include and cover the following items. These items should be considered MANDATORY requirements. In your submission, vendors must include a detailed description of how you will achieve each of these mandatory requirements. System Requirements a) Accessibility - Meet or exceed compliance with the Integrated Accessibility Standards, as made under the Accessibility for Ontarians with Disabilities Act, 2005, Integrated Accessibility Standards Regulation Part 2, Section 14 Accessible Website and Web Content. b) Be flexible and scalable to allow Town staff to add, change and delete content (visual and text) 24 hours a day, as well as to maintain current online Town services and add additional services and technology at a future date. c) Navigation Be easy for end-users to navigate around the site through such features as: a user-friendly, customizable and advanced search tool; a user-intuitive site structure; a detailed site map, and; an A-Z listing of Town services and programs. The successful proponent must demonstrate experience in developing a website structure which prioritizes vast amounts of content from the end-users perspective. Must support easy browsing via mobile and tablet devices. d) Look and Feel Have a look and feel which contributes to the Town s goal of branding its creative and dynamic community, economic development efforts, tourism and heritage goals and its quality of life while striking a balance between the visual/graphic and text components of the website. e) Tourism Marketing Tool act as the primary marketing tool for tourism in NEMI, Little Current and the Port of Little Current. The website is the first point of call for many of our visitors and potential visitors and it is critical that our focus on tourism is evident. Additionally, it is important that our website is found in the top listings when a potential visitor google searches NEMI or Little Current. f) Merge predetermined data from the current site to the new site to avoid the loss of key information. g) Include an online survey tool; RSS feed capability; Twitter, Facebook and YouTube plugins and a subscription based e-newsletter system as a way of facilitating two-way communication between the Town and its stakeholders. h) Have the ability for a limited number of Town staff to easily and quickly produce detailed site traffic reports. Page 4 of 7

5 Vendor Requirements i) Previous experience of at least one (1) project in designing municipal government websites and or projects of a similar size and complexity to i) Organizational capability to successfully redesign a website of the size and complexity of k) Train key staff in the use of the content management program and provide a manual for reference. l) A detailed work plan, including a step-by-step description of the process (with timelines and responsibilities assigned) the proponent would undertake in partnership with the Town to successfully complete the website redesign. The work plan should also clearly define the members of the proponent s project team and their experience. m) A firm quotation cost, the proposal shall provide an all-inclusive total cost as well as detailed cost information including hourly rates related to the items within the work plan broken down between the various responsibilities which are perceived to be required and showing the level of staff assigned to each of the responsibilities. Cost proposals are to be all-inclusive and are to include the cost of all meetings and related items to complete this project. n) A separate cost proposal for ongoing support costs with an hourly rate option and a monthly rate option if applicable. 9. Preferred Requirements In your submission, vendors must include a detailed description of how you would achieve the following preferred requirements, if ultimately chosen by the Town. a) A user-friendly content management system which allows: multiple users to manage the website content (visual, design and text) through a web browser from any location, at any time photos to be automatically resized to a predetermined file resolution various text fonts, sizes and colours multiple users to add new pages through pre-developed page templates b) The ability to post short videos on the homepage c) Provide the capacity to add live-streaming video at a later date. 10. Additional Items for Consideration The vendor should make recommendations above and beyond what is outlined in this to ensure: the navigation of the website is user-friendly the content is monitored and updated regularly by Town staff a strong visual experience for the website user Page 5 of 7

6 11. Closing Submissions, sealed in an envelope, will be received by the Economic Development Officer until 12:00pm on March 20 th, 2015 at the following address: 14 Water St. East PO Box 608 Little Current ON P0P 1K0 Attn.: Kristin Luoma Digital submissions to will also be accepted up until 12:00pm on March 20 th, Submissions received after closing time will not be considered. Late proposals will NOT be accepted and will be returned unopened to the Vendor, no exceptions. Delivery of Proposals by a courier service shall be the responsibility of the Vendor and will be rejected if the submission is delivered to a location other than which is stated in this document and the submission fails to be delivered to the Town prior to the closing date and time. Electronic delivery shall also be the responsibility of the Vendor through correspondence with Mrs. Luoma. Proposals must be signed by the person authorized to sign on behalf of the Vendor and bind the Vendor to statements made in the response to this Request for Proposal. 12. Selection Criteria Below is the evaluation matrix that indicates the criteria and percentage weightings for each criterion, which the evaluation committee will use to evaluate the proposal submissions and award the Request for Proposal. Please note that the lowest, or any, not necessarily accepted. Criteria Value Accessibility & Flexibility 15% Navigation & Look and Feel 25% Website & Graphic Design Experience 15% Content Management System & 15% Ease of Use Proposed Work Plan & Project 5% Timeline Fee Structure 25% Total Score 100% Page 6 of 7

7 13. Insurance The Vendor must provide The Corporation of the Town of NEMI, with a copy of a Certificate of Professional Liability Insurance prior to commencement of the work. The General Liability Insurance minimum will be two million dollars ($2,000,000.00) with The Corporation of the named as additional insured. The Vendor acknowledges that he/she is an independent Contractor and shall, indemnify, protect and save harmless The Corporation of the Town of NEMI, its agents and employees from any and all damages, liabilities and claims of whatsoever nature arising out of the furnishing by the Vendor, its agents or employees of the materials and/or performing of the services covered by this. The Vendor remains responsible for maintaining the required insurance even if the certificates are never exchanged and/or requested. 14. Warranty The Vendor shall correct at their own expense, any defects in the service. Further, the Vendor shall provide a name, cellphone number and address of the assigned personnel that will affect this warranty. 15. Health and Safety The Vendor assumes full responsibility for conforming to all legislation regarding the safety of his/her employees and the public on this Contract and all notices required to comply with the legislation. Accordingly, the Vendor shall: Provide a copy of the applicable WSIB Certificate of Clearance or equivalent (if the Vendor is from outside Ontario), before starting the project and upon completion. 16. Payment The Town shall pay a 35% progress payment once a prototype has been signed off by the CAO and the balance 15 days after satisfactory completion of the Project. The Corporation of the Town of NEMI shall have the right to withhold, from any sum otherwise payable to the Vendor, such amount as may be sufficient to remedy any defect or deficiency in the work, pending correction of the same. Page 7 of 7