MT. PROSPECT PARK DISTRICT REQUEST FOR PROPOSAL REQUEST FOR STATEMENTS OF INTEREST, QUALIFICATIONS, PERFORMANCE DATA AND COST PROPOSAL

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1 MT. PROSPECT PARK DISTRICT REQUEST FOR PROPOSAL REQUEST FOR STATEMENTS OF INTEREST, QUALIFICATIONS, PERFORMANCE DATA AND COST PROPOSAL WEB SITE DESIGN SERVICES Issue Date: December 19, 2017 Mt. Prospect Park District 1000 West Central Road Mount Prospect, Illinois Phone (847) Cheryl Lufitz, Community Relations & Marketing Manager

2 MT. PROSPECT PARK DISTRICT REQUEST FOR STATEMENTS OF INTEREST, QUALIFICATIONS AND PERFORMANCE DATA WEB SITE DESIGN SERVICES INDEX Index 2 Notice of Solicitation of Proposals 3 Page I. Project Description 5 II. Scope of Services 6 III. Evaluation Criteria 7 VI. Attachments 8 Schedule A - Request Time line 9 Schedule B - Proposal for Costs 10

3 Page 3 NOTICE OF SOLICITATION FOR PROPOSALS FOR DESIGN AND DEVELOPMENT OF PARK DISTRICT WEBSITE FOR MT. PROSPECT PARK DISTRICT MOUNT PROSPECT, IL Time and place for opening of proposals: Sealed proposals for the work described below will be received and will be opened at the offices of: Mt. Prospect Park District Administrative Offices 1000 West Central Road Mount Prospect, IL Attention: Website Design Services On Monday, January 22, 2018 at 1:00 p.m. All proposals will be opened and read aloud. They will be acted upon at a later time and place but in no case more than thirty (30) days from the date of opening. 2. Availability of plans: Specifications, proposal and contract documents may be obtained from the Mt. Prospect Park District, 1000 West Central Road, Mt. Prospect, IL Qualifications of Contractor: The contractor shall submit with his/her proposal, a resume of similar projects performed, enumerated as to client, type of work and approximate time needed to complete each portion of the work. Contractor shall not alter language in the bid document. 4. Rejection of proposals: The Mt. Prospect Park District reserves the right to accept or reject any or all proposals or bidders and to waive all technicalities. 5. Description of the Work: Complete all work necessary to develop and design a new website including installation on a host to be determined and include integration with the Park District Registration system (RegSys). 6. Owner: Mt. Prospect Park District 1000 West Central Road Mt. Prospect, IL Work schedule: See Schedule A

4 Page 4 8. Method of payment: Check within thirty (30) days of completion and acceptance. The Park District also has the ability to pay using Procurement Cards (P-cards). They work the same as credit cards; the difference is that the contractor has the ability to receive payment within forty-eight hours after submission for payment. Some vendors offer incentives to the Park District to pay using P-cards because of the swift payment in the form of discounts. Please note if that is an available option.

5 MT. PROSPECT PARK DISTRICT Page 5 REQUEST FOR STATEMENTS OF INTEREST, QUALIFICATIONS, PERFORMANCE DATA AND COST PROPOSALS WEB SITE DESIGN SERVICES The Mt. Prospect Park District ("Park District") is seeking statements of interest, qualifications, performance data and cost information from interested Web Site Design firms that are capable of providing professional services in connection with the design and for a new web site for the Mt. Prospect Park District. Request for Proposal (RFP) is solely a request for expressions of interest and statements of qualifications. It is not an invitation for tenders, an offer to contract, or an invitation for offers capable of acceptance to create a contract. No contractual or other legal obligations or relations between the Park District and any other persons can or will be created hereunder. The Park District assumes no financial responsibility for the cost of preparation of proposals by respondents nor does it make any commitment to enter into a contract for service based on responses to the RFP. Submission Timeline Please submit your proposal via mail in sealed envelopes attention: Cheryl Lufitz at 1000 W. Central Road, Mount Prospect, IL All submissions will be acknowledged within 2 business days of receipt. If you do not receive an acknowledgement, please contact Cheryl Lufitz at Proposals will be accepted until 1:00 pm on Monday, January 22, Summary The Park District s current website is The Park District is looking for a design that is clean and visually appealing, utilizing Responsive Web Design (RWD) to provide an optimal viewing experience (easy reading and navigation with a minimum of resizing, panning, and scrolling) across a wide range of devices (from desktop computer monitors to mobile phones and devices). The website must be customer focused, using intuitive navigation controls that will make it easy for visitors to locate the information they are seeking. The new site will be maintained by in-house staff using a content management system. The Park District s Marketing team will have significant input in the look and feel of the website to keep it consistent with the brand. In addition, the site design must encourage and drive users to our online registration system.

6 Page 6 Scope of Services Target Audience The target audience includes Mt. Prospect Park District residents of all ages who are regular Park District users and non-users. Project Requirements A new website for the Mt. Prospect Park District requires the following specifications: Visually pleasing, responsive website design Intuitive, user-friendly layout with an easy to use responsive navigation. Able to communicate easily with RegSys/WebStore(Registration Software) (RegSys developer will develop and provide APIs to access any available data that is required by this project) Use of style sheets for consistency of design across all pages/sections that fit Park District branding and can be utilized in our WebStore to create a unified browsing experience Compatible with all current web browsing technology and easily upgradable Incorporate search in the header or footer Integrate e-newsletter sign up directly linked to Constant Contact account Homepage slideshow capability including photos and associated content Utilize a Content Management System (CMS) wherein site can be changed/modified easily by multiple staff with various levels of permissions and content approval process. Respondent should indicate which CMS will be used Ability to schedule updates (automatic publishing/unpublishing) Site should be search engine optimized Incorporation of an area for future blogging and/or posting of press releases Incorporation of links for social networking sites Ability to embed video directly uploaded or through third-party links Ability to secure certain pages or sections from public view, with access restricted to certain user ID/Password combinations Document management for organization and archival of items including agendas/minutes, bid packets, etc. Statistic gathering/analytics ability ADA compliance Ownership and copyright will be retained by the Mt. Prospect Park District Provide training to key staff in updating and maintenance of website Provide regular maintenance and updates to the CMS and associated applications Launch date no later than August 1, 2018

7 Page 7 Line-item Project Requirements Please ensure the following project requirements are listed with a break-down of cost for each item. The Park District considers these items important, but has the option of removing any or all of these items based on overall project cost. If included in base price at no additional cost, note as such. Develop an interactive parks and facilities directory and map, with ability to list amenities at each site, with toggle to search based on one or multiple amenities Develop an event listing or calendar page Proposal Requirements Submissions that do not include each of the requirements listed below will not be considered. 1. Reference information for three (3) clients, with projects of similar scope, including their active websites 2. Description of proposed CMS and examples of recent work utilizing said CMS and RWD 3. An overview of your development process by task, including any tasks to be performed by sub-contractors 4. A proposed timeline for completion of the project 5. An outline of pricing and total cost of this project a. Costs should be stated as one-time or non-recurring costs (NRC) or monthly recurring costs (MRC). At a minimum, the schedule of fees should include prices for each of the following: i. Project Initiation and Planning ii. Site Development iii. Site Testing iv. Staff Training v. Site Deployment vi. Site Hosting by 3 rd party* vii. Secure in-house hosting* *Please specify cost regarding in-house web hosting versus 3 rd party web hosting on an annual basis. b. Prices for line-item requirements or advanced features that would not be included in the standard development price should be itemized. Evaluation Criteria Evaluation criteria will include, but not be limited to the following: General quality and adequacy of response Organizational experience as it pertains to the scope of this project Previous work: quality of portfolios of projects References from previous clients Value and cost

8 Page 8 Award of Contract Award of contract will be made to the responsible Contractor whose proposal is determined to be the most advantageous to the Mt. Prospect Park District. Award of contract will be based on the evaluation criteria set forth herein. Attachments To assist your firm in responding to this request, the following items are attached: Schedule A: Request Time line Schedule B: Proposal for Costs

9 Page 9 Schedule A Request Time Line Date of Issuance December 19, 2017 Responses due January 22, 2018 Contract Award February 15, 2018 Site to go live No later than August 1, 2018

10 Page 10 MT. PROSPECT PARK DISTRICT WEB SITE DESIGN AND DEVELOPMENT SERVICES SCHEDULE B Proposal for Costs to provide Web Site Design and Hosting Services Date: Firm Name: Address: Telephone: Fax: Having read the Request for Proposal dated December 19, 2017, and the attached documents for the Mt. Prospect Park District Web Site Design Services. Costs should be stated at one-time or non-recurring costs (NRC) or monthly recurring costs (MRC) we propose the following: 1. PROJECT INITIATION AND PLANNING services as outlined in the referenced Portion of the documents, the lump sum of: 2. SITE DEVELOPMENT: Services covering the coordination, administration and development as outlined in the referenced portion of the documents, the lump sum of: 3. SITE TESTING: To furnish all labor, materials, services, and incidentals to perform all work as outlined the sum not to exceed of:

11 Page STAFF TRAINING: to furnish all labor, materials, services, and incidentals to perform all work to train staff to edit and manage the website. 5. SITE DEPLOYMENT: To furnish all labor, materials, services, and incidentals to perform all to take the site live as outlined the sum not to exceed of: 6. SITE HOSTING (THIRD PARTY): To furnish all labor, materials, services, and incidentals to install and make the site operational on out of house hosting server. 7. SITE HOSTING (IN HOUSE): The cost to furnish all labor, materials and services needed to set up and make the site operational on an in house platform. 8. Prices for line item requirements or advanced features that would not be included in the standard development costs as listed should be provided in detail.

12 Page 12 RATES AND CHARGES: The Undersigned agrees that the Costs for all supervisory personnel, whether assigned to the project or overseeing the work will be included in all fees. An hourly rate schedule should also be attached to this proposal. The Undersigned agrees that the rates properly reflect all costs of employment including but not limited to wages/salaries; payroll taxes; insurance; customary benefits such as sick leave; medical & health benefits; holidays; vacations; pensions; profit sharing; merit bonus; car allowance; etc. The supervision and development of the site will continue until all functions, set up and training for the site are complete and to the satisfaction of the Park District including relationship and or interaction with the Park District s registration system. Company Name Signature Title Date