Website Redesign for City of Claremont, New Hampshire Request for Proposals

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1 1. Purpose The City of desires a unique, cutting-edge, state of the art website. Currently, Claremont has an existing website at The site has been a useful tool for citizens seeking contact and general information, and in presenting the potential economic opportunities of the City to potential developers and home buyers. City marketing is linked to the Claremont Advantage pages within the site. We seek to enhance the positive imaging of the City and require on-going site management to enhance the visibility of the site and expand links to develop further business opportunity. The City desires a site which is easier to use for those using it as well as those administering it. 2. History Settled in 1762, is conveniently located along the banks of the Connecticut and Sugar Rivers on the central Vermont border. Once one of New Hampshire s most prosperous mill cities, Claremont textile manufacturers were responsible for much of the area s cotton good production and was possible the first to manufacture jacquard woven Marseilles quilts in the country. Today, that rich heritage can be seen in the design of the city center and in the architecture of its many historic buildings. The famous Monadnock Mills remain an important focal point of the city. While Claremont s transition from textiles to machine tool manufacturing to emerging, small businesses has at times been difficult, it is clear that private investment in every sector of the economy during the past few years has produced a new vitality. In addition, the Planning and Development office continues to target growth in housing, light industry, retail and the downtown to further this positive momentum. All of Claremont is designated as a Federally Recognized HUB Zone and a portion is nominated an Opportunity Zone. 3. Logo Our logo is unique to Claremont. It is designed to pay tribute to the textile industry, the first major industry to settle in Claremont. The log was designed to honor the origin of Claremont s Textile Industry interwoven with the effort to promoted the continued growth and prosperity of the community. 4. Minimum Qualifications Submitting companies must meet the following minimum qualifications: The Consultant must provide at least 3 references from clients of similar work with experience in producing municipal, state or government web sites and be familiar with e-government and marketing applications. The Consultant must demonstrate experience relative to site management and maintenance options and their impact on placement on the main search engines. That

2 information may include examination of web statistics from existing sites administered by Consultant The Consultant must have experience in designing and maintenance of a user-friendly content management system. The Consultant shall document financial capability, prior experience, satisfaction of existing clients, and current and anticipated work load, timeline to develop and launch Experience with designing creative, multi-purpose sites that serve difference constituencies: residents, businesses, promotional/marketing, visitors 5. Scope of Work The City of Claremont views the website as a critical opportunity to define its identity as a good place to live and work. Improve site usability. Allow for easier department selection on home page, and easier navigation for all users. Work with City in developing a new and improved site map. Any redesign will be consistent with our branding and meet the needs of the citizens, businesses and visitors of Claremont. Maintain common navigation. Any updates made on the website when editing is uniform to the entire website and not just updated on the current page when pertinent. Site must be ADA accessible (Section 508 compliant), have SEARCH function, and be highly functional for phone, tablet, or computer users. One of the goals of the website is City marketing. We desire the dual purpose of the City of Claremont website to continue in the new website. Photos and videos must be easily changed out when necessary by the City, without additional cost. Re-develop on-line forms that can be filled out and submitted on-line, and integrate other 3 rd party form software currently in use by the city. Forms already listed on Applications and Forms should be grouped together by function and easier to find and utilize. Forms must be printable by the user and include a return electronic receipt e- mail when received. All forms will validate data being collected and prompt the user to re-enter missing information. Web application security should be built into the design and maintenance costs to provide a secure environment for e-government online payments. Maintain content areas for news including increase in the number of letters permitted in news section, calendar, open employment positions, and have these be readily available for daily updates as necessary.

3 News to have an improved archived system and have Live link capability on News Page. Include pdf filler documents for Human Resource, applications filled out and sent via e- mail to HR Coordinator. Update Claremont Advantage page to allow downloadable.pdf of the Welcome Kit pages, easier visuals with font color and proper linkage to Home page and contact information from requestor. Site management to include web access to analytics and content management system. Integration of social media. Create ability to share, tag, etc. Establish seamless access to Viewpoint Integrate Parks and Recreation program information and calendar where possible. Update/publish calendars with optional ability to import Google Calendar feeds. 6. Project Development and Maintenance This should include any technical specifications essential to the hosting capabilities of the entity responsible in the final contract for that function. Host contractor or City s IT management will provide Consultant with specification requirements or limitations prior to design phase. 7. Cost Proposal (Separate Sealed) Present a comprehensive estimate of costs for the web update of the project Present a comprehensive estimate of annual maintenance costs. Present a comprehensive estimate of hosting costs Present any license application fees, if applicable List any other applicable costs, including hardware or software components or hourly charges for updates, if applicable Site management costs to include training of designated City personnel to upload new or updated information necessary for the interactive components of the web site. 8. Provide project timeline for completion of site development 9. Evaluation and Selection Process Qualification statements and a separately sealed cost proposal shall be submitted to the City Manager s Office, 58 Opera House Square no later than 2:00 PM on February 28, Statements of qualifications shall be reviewed by the City who will utilize any reliable source of information available to determine qualifications, and shall not be limited to the information submitted by the consultant.

4 If the materials provided by any vendor are incomplete, the City reserves the right to request additional information and to delay the selection and/or opening any associated quotations. Notwithstanding, the City reserves the right to reject any vendor response to a City in whole should it deem that a delay in pursuing the award of a contract while additional information is sought would otherwise be undesirable. Firms selected for pre-qualification will be notified on or about March 13, The City will interview the most qualified firms that best meet the needs and interest of the City. Proposals will be reviewed and ranked based on skill and qualifications, references and responsibility, and time line to completion. The City will ask the number 1 ranked firm to meet to negotiate a fair and equitable fee based on the separately sealed cost proposal If the City decides a fair and equitable fee cannot be reached with the number 1 ranking firm, those negotiations will stop and the City will attempt to negotiate with the number 2 ranked firm and so on. Must be received on February 28, 2019 by 2:00 pm at the City of Claremont City Manager s Office, 58 Opera House Square, Claremont, NH, Bids will be scored based on: 1) Grasp of Project Requirements (firm s analysis, preparation and interest) 2) Integrating Requested Elements into Final Design 3) Understanding the City of Claremont s Message for Marketing and Branding 4) Detailed Information Relative to Site (shows understanding of City Requests for Re-Design) 5) Completion of Desired Features Spreadsheet 6) Key Personnel and Roles (experience and professional skills) 7) Pertinent Experience of Firm 8) Pertinent Experience of Individuals (related complete projects) 9) Management System (Ease of use and navigational ease) 10) Technical Management/Quality Control (cost and quality control, field work) 11) Proposed Schedule for the Work 12) References (recommendations from others) Questions should be directed to Rebecca Vinduska, Planning and Development Department (603) Submit three copies of Qualification Statements no later than 2:00 p.m. on February 28, 2019 to: City Manager s Office, 58 Opera House Square, Claremont, NH Submittals should be clearly marked Website Redesign. The City reserves the right to reject any or all Qualification Statements.

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6 DESIRED WEBSITE FEATURES Please fill out the last two columns for each item listed and return with your proposal. Component Function Offered (yes/no) Additional comments/explanation Browser Based Administration Create, edit, or delete and template-based web pages and news updates Calendar Update/publish calendars w/optional ability to import Google Calendar feeds Directories Listing for Dynamic contact Staff Public Warned Meeting Document Management Search/Archive Center News Updates Alerts & Emergency Notification Interface to existing systems and databases Create, manage, and host agendas, minutes and other relevant documents Searchable solution for live or archived content, documents, and news updates (internal site search engine) Online publishing of updates with subscription capability (ability to access document (e-news) online ability Front Page solution for emergency notification updates with a registration widget and the ability to share via social media Integration or links to interactive GIS, Viewpoint, Active Net Run Reg League Lineup Facebook

7 Community Services Programming/event Registration & Facility management Online Payment solution RFP/RFQ/Bid Posting Integrated Human Resources Solution(s) for Employment Opportunities Security Integration.com to.gov transition Video Hosting Site Statistics Sitemap Mobile Browsing Photo Center Multi-Lingual Support Printable Pages Social Media Interface Google Calendars EB2.gov Web-based registration software for Community Services programming and facility rentals Provide site security and integration for several systems already in place Dynamic content Applicants can view job openings and apply (fill out applications, attach resumes and documents, submit directly to HR) SSL encryption and dot gov domain name compatibility; Assist in smooth and secure domain transition Ability to embed thirdparty videos, via YouTube or other sources Integration of comprehensive analytical status reports Dynamic Website can be easily accessed from any mobile platform Display community photos in a central location on website Dynamic content Print-friendly function Facebook and Twitter Feeds

8 Real Estate Management ADA accessibility Properties commercial or residential - can be organized and searched 508 compliance OPTIONAL: Survey/Polling capability Online Forms Mobil App Web-based software for polling, surveys and answer tracking (or capability to embed third-party programs) Forms, publishing, and tracking with forwarding capability Facilitates submittal of reports of community issues (graffiti, potholes, litter, etc), upload photos, receive status updates on complaints