Contact: Jake Losinski, Management Analyst P.O. Box 2315 480 East Avenue North Ketchum, ID 83340 July 27, 2018 Telephone: (208) 727-5081 jlosinski@ketchumidaho.org SUBMITTAL DEADLINE The City of Ketchum, Idaho will accept proposals at City Hall, 2 nd Floor, 480 East Avenue North, Ketchum, Idaho, 83340, or electronically at jlosinski@ketchumidaho.org until August 24, 2018 at 3:00 pm MT. QUESTIONS AND CONTACTS Questions or requests for information should be submitted via email to Jake Losinski at jlosinski@ketchumidaho.org. 1
I. STATEMENT OF PURPOSE The City of Ketchum is seeking a contract with a company, herein referred to as Contractor, to create a new website, www.ketchumidaho.org, with a modern, highly attractive and responsive web design. The City desires to improve this communication tool to increase usability and engage users to repeat visits to the site. Contractor must have experience in design and management of local government websites. The final award will not be based solely on price, but a combination of factors. The new website should be live no later than March 1, 2019. II. SUBMITTAL DEADLINE To be considered, please provide an electronic submittal to jlosinski@ketchumidaho.org by August 24, 2018 at 3:00 pm MT. III. GOALS The primary objectives and goals of the website redesign are as follows: 1. Interactive and Engaging Website. Redesign should include an intuitive, easy-to-use interface that allows residents and visitors to complete tasks quickly and easily on all devices. Must be easy to maintain, streamline operations and include online form submittal, processing, and payments. 2. Purpose. Promote transparency of our local government by making it easy to share information to all users. Represent/brand our community for resident, visitors, businesses and elected officials, and to showcase our community in a way that highlights why this is a great place to live, visit and do business. Make content useful, interactive and engaging on site that can adapt and remain relevant. 3. Customers. Visitors to our website and community are customers. Our website is our digital front door and focus on the needs of our customers and improving our interactions and engagement with our customer base. 4. Strategic Partnership. A contractor who understands the local government market to help guide us to where we want to be today and provide ongoing services and support to keep us there in the future. 5. Research Based Design. Site should meet the unique needs of our community; not a templated solution. Contractor should gather input, define expectations and design a consistent, user-friendly navigation framework for the website that meets the needs of all users. 6. Accessible Site. Site should comply with all necessary guidelines and best practices. 7. Flexible Solution. Site should build upon proven and accepted website development standards while maintaining flexibility to easily grow and add new functionality over time and with minimal cost. 8. Simplify and Streamline Administration. Solution should simplify website administration and streamline business operations and reduce the amount of time to enhance and maintain the site. 2
IV. SCOPE OF WORK The following includes a general description of the work but the actual work is not limited to this description. 1. Establish a website that provides easy navigation for residents, visitors and businesses to retrieve information and services and transact business with the City via the internet. Design should represent the City of Ketchum s vision, mission and business plan goals. Design should use color, photos and text to enhance communication via the web. 2. Site must be oriented to the needs of our customers. A similar look and feel throughout the site should be maintained and intuitive navigational aids and links should be consistently used throughout the site. User-centered categories should be easily understandable. A common framework and standardized style will enable users to easily navigate the site regardless of their understanding of the departmental structure of the City of Ketchum. 3. Site should be quick to download and easy and convenient for visitors to the site to navigate, locate, evaluate and select information and services on the site. The web-enabled, graphical user interface created for the City of Ketchum website must be based on and reflect the concept of service-based government. A search engine option should be incorporated into the design as an enhanced navigation tool. 4. Depending on the selected concept, provide home page, navigation pages, and individual content pages that allow visitors to move freely and without unnecessary graphics or other items that impede or slow down accessing information. These templates should allow content and links to be easily updated, added, or replaced without disrupting the template. 5. Design standards will be incorporated into the website. Design should be flexible and render properly for different screen resolutions on the popular browsers (Internet Explorer, Firefox, Safari, Microsoft Edge and Chrome). Contractor will create a guide that details standards for use of fonts, colors, templates, graphics and photos as well as suggestions for how to handle site growth. 6. Contractor will utilize custom graphics that help brand the site and identify individual sections of the site. This can be done with photos, color, and other techniques applicable to the web. The City has an inventory of photographs that may be incorporated into the site as appropriate. All designed graphics should be built using existing and available web fonts. 7. The selected entity will work closely with the City s management staff to achieve the desired look and feel of a new site. The intended outcome of this collaboration will be a site that represents the goals of the City. 8. The City of Ketchum s staff will provide content for the new site. The City of Ketchum will maintain ownership of the website, its components, and content, and will maintain the site with internal staff. 3
V. MINIMUM MANDATORY CONTRACTOR REQUIREMENTS 1. Respondent currently provides website services to a local government entity or organization of similar size and requirements. 2. Site must provide short load response times that can be delayed by large graphics, database lookups or overloaded servers. 3. Web interface options that can accommodate individuals with disabilities in accordance with the Americans with Disabilities Act (ADA). See rules and an example at www.ada.gov/websites2_prnt.pdf. 4. Proposal must include the utilization of W3C Content Accessibility Guidelines when designing and developing the City s website. 5. Site must be designed to function effectively with common versions of software and hardware, which must be identified in proposal. 6. Intuitive and consistent options for navigating the website. 7. Multiple level security, completely contained within the website infrastructure, and not reliant on the existing City network security or peer-to-peer connectivity. 8. Flexibility within the portion of the site assigned to a department or function for designated staff to add, remove and update content using tools and templates that do not require extensive knowledge of web development languages or technical structure. 9. Capability of the general website administration staff to control the website and track visits. 10. Provide SSL encryption for ecommerce, displaying sensitive pages and for information transmitted to and from the website by City staff. 11. Site will be PCI (Payment Card Industry Data Security Standard) compliant 12. Respondents must comply with Idaho state public records retention and keep historical or archival copies of all web pages. 13. Respondent will be responsible for migrating existing content. Site and hosting must be designed for continuous operation 24 hours a day, 7 days a week with maintenance windows clearly communicated ahead of time. 14. Provide Service Level Agreement (uptime guarantee) from data center where site will be hosted. 15. Description of new site platform, whether open source (preferred) or proprietary. 16. Provide training and signoff before go live 17. Technical support available on a 24/7/365 basis. 18. Adequate training to maximize the use of the website. 19. Annual support and maintenance of the website including services such as refreshing the design elements, updating of technology in the website design, engineering, search engine optimization, content management and other elements associated with the City s website. 4
VI. ADDITIONAL REQUIREMENTS 1. Capability for easily searching the website for key words or phrases. 2. All linked documents should be in Portable Document Format (PDF), or in a format to provide ease of viewing, printing and downloading, and in alternate ADA acceptable download formats. 3. Links for citizens to download any browser supplement products, such as Acrobat Reader, that are necessary to view information on the site. 4. Additional quote for the City s future desire to include e-commerce capabilities to enable secure online credit card purchases, verification, fulfillment and acceptance, and e-government transactions such as online permitting, park and facility reservations, class registrations, employment recruitment applications and other interactive forms. Host is expected to work with the subcontracted company (bank/gateway) and ensure that the online payment service is available, secure, and reliable. 5. Mechanism for members of the public to convey comments, suggestions or questions concerning the City government. 6. Content Management System (CMS) that provides for a database of information common to all City departments and that provides a uniform means of managing web documents whether posted as web pages or downloadable files. 7. Meeting/event calendar system that allows for each department to add content to a department specific calendar that maintains a composite calendar of all City departments. 8. Use of current interactive and social networking mediums such as Facebook, Twitter and RSS feeds. 9. Evaluate and monitor trends and developments in website services. 10. Provide availability of standard or custom programming to support future audio and/or video streaming integration. Information and pricing for this option should be described separately. 11. Capability to provide forms that can be filled and submitted online, such as permits. 12. Advanced training for a minimum of 5 employees. VII. SUBMITTAL REQUIREMENTS 1. Prepare a brief introduction including a general demonstration of understanding of the scope and complexity of the required work. The title page of the proposal should contain your firm s name, address, telephone number, principal contact, fax number, and email address. 2. Identify individuals and list qualifications of key personnel who would be assigned to this project. Detail experience in work related to the proposed assignment. 3. Provide company contact information, how long you have been in business and what services you provide. Identify and briefly describe related work completed in the last three years including content 5
management experience. Describe only work related to the proposed effort and include any examples of similar local government projects. 4. Showcase your company s creative design abilities related to graphic and web page design and information architecture. Clearly specify which services are provided in-house and which are outsourced. 5. Provide a list of website addresses for comparable websites designed by your firm that exhibit the complexity of a government site: blend of information and online services, multiple departments providing content and a wide range of intended audiences. 6. Provide a description of the project plan and timeline to create a new website design from the initial planning stages to the completed design. 7. Provide total cost of the project, as well as a detailed line item breakdown of costs for the project. 8. Proposals should include necessary software and hardware, any additional communication requirements, integration needs and potential costs necessary to maintain the website (i.e. hardware, software, installation, licensing, training, etc.). VIII. SELECTION CRITERIA The City of Ketchum will review the proposals, is not bound by the lowest cost proposal and may accept the proposal that is considered to the best value for Ketchum. The City of Ketchum reserves the right to reject all proposals and is not obligated to award a contract. The City of Ketchum will negotiate terms for a contract to complete the project with the top ranked Contractor. The following criteria will be used to evaluate the proposals: 1. Demonstrated understanding of the project goals and responsiveness to meeting the goals. 2. Appropriateness of project approach and perceived effectiveness of proposed concept for identified audience(s). 3. Degree to which the project design approaches goals with innovative and creative solutions or methods. 4. Likelihood that the proposal will provide the best value compared to other submitted proposals. 5. Qualifications of the project team and level of relevant experience. IX. INQUIRIES Inquiries can be directed to Jake Losinski, Management Analyst, Phone (208) 727-5081 or jlosinski@ketchumidaho.org. 6