City of West Bend, Wisconsin. Request for Proposals. Website Redesign. Authorization Date: September 28, 2018

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1 City of West Bend, Wisconsin Request for Proposals Website Redesign Authorization Date: September 28, 2018 Issued by: Amy Ajack, IS Administrator City of West Bend 1115 S Main Street West Bend, WI ajacka@ci.west-bend.wi.us Page 1 of 6

2 REQUEST FOR PROPOSALS The City of West Bend invites qualified firms to submit Website Redesign proposals. To receive consideration, responses must be submitted in accordance with the following instructions: 1. All response submittals shall be sealed and delivered to: City of West Bend Attn: City Clerk 1115 S. Main Street West Bend, WI Submit five (5) copies of the proposal by 1:00 pm on October 15, Late proposals will not be considered. 3. The envelope must be clearly marked Proposal Website Redesign 4. Include with your submittal a cover letter addressed to Amy Ajack, IS Administrator. 5. If you have any questions, please contact Amy Ajack, IS Administrator, or ajacka@ci.west-bend.wi.us. 6. Any addendums to this RFP will be available to all bidders on the City of West Bend website, 7. The City of West Bend reserves the right to reject any and all responses, to waive informalities, and has the right, at its sole discretion, to accept the submittal it considers most favorable to the city s interest. Page 2 of 6

3 INTRODUCTION The City of West Bend is home to approximately 32,000 residents and is located in Washington County, Wisconsin. The City is soliciting Request for Proposals (RFP s) from experienced website design firms to redesign our website. We are seeking a website redesign that promotes a welcoming and professional image and displays an easy navigation system. Our website must be appealing to a broad range of audiences including citizens, prospective residents and civic groups. We would also like our website to appeal to existing businesses looking to expand and for prospective businesses and developers looking for information on our community and available property. The redesigned website should be secure and provide a solid framework that permits future expansion. PROJECT BACKGROUND The City of West Bend has a website ( that was redesigned 5 years ago which consists of approximately 100 pages that may include static pictures, tables, hyperlinks and text. The current website runs on the developer s proprietary CMS system. It is currently hosted externally and is maintained by various departments. Current Usage and Web Statistics Hits per month = 12,000 Top 10 webpages: 1. Homepage 2. Parks, Recreation & Forestry Homepage 3. Detailed Property Assessment Data (Assessor) 4. Organics Drop Off (Public Works) 5. Public Works Homepage 6. Recreation Homepage 7. Employment Opportunities 8. Taxi Homepage 9. Public Works Homepage 10. Police Homepage Third party sites that are linked: West Bend Public Library - West Bend Roots and Branches - Lac Lawrann Conservancy - West Bend Video Tourbook - West Bend Community TV westbend.viebit.com Page 3 of 6

4 PROJECT SCOPE The City of West Bend seeks a company to build a website that accomplishes the following: Provides citizens and visitors with information about the City of West Bend and the services it provides. Has a consistent look and feel on all pages in regards to fonts, graphics and color schemes. Easy to navigate and find information. We currently use To Live, To Work, To Play, Government and Departments as our header categories but we are open to new ideas. Required Elements: Rotating pictures on homepage Ability to change logo and font to match branding AODA Compliance Ability to play MPEG-4 videos through embedded player where videos are hosted externally Content Management System for document storage and retrieval (Include how long page archival lasts) Website search box for keywords and phrases Contact Us form for comments and questions Integration with multiple social media sites (Twitter, Facebook, LinkedIn) Ability for City personnel to upload pictures, modify and create new pages Calendar(s) Latest News Stream Fillable online forms Print friendly pages Staff directory / Contact Us directory Citizen requests with tracking (i.e. report a pothole, street light out, public nuisance) Intranet/Extranet - Employee login access for internal information Online job postings with job applications and ability to submit attachments directly from website E-notifications Electronic subscription and notifications for and SMS Responsive web design - mobile device accessibility Compatibility with all web browsers HTTPS certificate Citizen sourcing tools Idea submission, discussion, voting, surveys. Robust economic development tools business development & available properties CMS site training for content editors Optional Elements: Citizen request management tools Dedicated mobile app Page 4 of 6

5 HOSTING & SUPPORT Proposals should include information about: Your hosting location and bandwidth ability Your system uptime statistics and what your schedule of maintenance is what redundancy your hosting offers and what your DR plan is Your hours of support and location of support (US-based or off-shore) What your preferred contact methods are PROPOSAL SUBMISSION & EVALUATION Proposals shall include the following: An overview of your company and your approach to web design. Your company s size, location and number of years in operation. A listing of sites in your design portfolio. Provide three (3) references of your past customers. Please include their municipality or company name, website URL and name and contact information of appropriate website manager. Availability for interviews during the selection process and project. A contact name, phone number and address of the person who will respond to questions during the evaluation. Your project plan and timeline. If these would be broken out into phases, please list. Project line item budget that includes: Website redesign fee from start to finish any software proposed and their prices staff training Content migration ongoing costs for maintenance, hosting and support Cost for future website redesign or refreshes An explanation of how your company will migrate data off the current site to the new site. A sample home page of what you envision our site would look like. A site map of how many pages the new site would include. Proposals will be evaluated based on previous website designs submitted with proposal, the quality of the sites designed, time to completion and price. The City reserves the right to reject any all proposals. Proposals must state that each remains valid for no fewer than Ninety (90) days. We will post any questions and answers we receive on our website. Page 5 of 6

6 SCHEDULE OF DATES Proposal request made public: September 28, 2018 Proposals due to the city: 1:00 pm, October 22, 2018 Staff/Committee review of proposals: October 22, 2018 through October 26, 2018 Interviews (if needed): October 29 November 9, 2018 Effective date of project start: November 12, 2018 Page 6 of 6