Page 1 REQUEST FOR PROPOSAL Proposal No. 13-01-05 Website Redesign and Implementation Proposal Opening: Friday, October 12, 2018 at 2:00pm Northeast DuPage Special Recreation Association NEDSRA Board Room 1770 W. Centennial Place, Addison, IL 60101
Page 2 October 12, 2018 This Request for Proposal (RFP) is to solicit for the redesign and implementation of the NEDSRA website. NEDSRA is a non-profit organization that provides recreation services, programs and events to individuals with disabilities. Please submit an original and two (2) copies [total of three (3)] of your proposal to Kristen Chereso, Marketing & Communications Manager, NEDSRA, 1770 W. Centennial Place, Addison, IL 60101. We must receive your proposal by Tuesday, October 30, 2018, 5:00 p.m Central Time. It shall consist of all the documents requested in the Proposal Requirements portion of this RFP, the enclosed Signature and Reference Form, and any other pertinent information you wish to submit. Please submit your proposal on the enclosed Proposal Offer Form and return in a Sealed Proposal envelope showing the proposal number, date and time of opening in the lower left-hand corner of your return envelope. Failure to include the Proposal Offer Form properly completed and signed will result in your submission being rejected. If you have any questions regarding this proposal, please contact Kristen Chereso, Marketing & Communications Manager, at (630) 576-4017.
Page 3 Proposal Requirements NEDSRA Website Redesign Implementation, Introduction and Scope of Project The current website was launched around 2008. Northeast DuPage Special Recreation Association (NEDSRA) is seeking proposals from web-design companies to re-engineer the NEDSRA website. The selected company must be able to provide all site planning, graphic design, navigational system, content structure and production. The NEDSRA marketing department will create and provide all site copy, logos, photography, and if used, video. The prospective company is to create a flexible, informative website that is easy to maintain, user friendly and able to deliver standard amounts of constantly changing information. The web design is to incorporate easy navigation and organized with the user in mind. The main NEDSRA website is www.nedsra.org and will be the domain name basis for everything on the site going forward. NEDSRA is looking into a new Recreation Software to allow for online registrations. The website must be able to run operations, including activity registrations, facility scheduling, pass memberships (punch cards), and point-ofsale.
Page 4 Website Objectives The website must meet the following criteria: Visually appealing the site must have an attractive mix of text, photos and graphics. Easily updated provide a mechanism for non-technical personnel to update content, including uploads of photos, videos, links, etc. Indicate which content management system (CMS) will be used. List any other software used to create the site, including all graphics software and indicate any software licenses or maintenance NEDSRA will need to purchase, if applicable. Navigation designed with the user in mind. Conduct a citizen and internal focus group meetings to help determine navigation improvements. Ensure the website is ADA accessible for all patrons; keeping in mind visual, hearing, and physical limitations. Design consistency common fonts and styles should be consistent throughout the entire site, with minimal additional effort from the user. Searching allow visitors to perform a full-text search of the site in order to find specific information, and provide flexibility in narrowing down search results. Sharing allow visitors to easily share content via multiple social media platforms and capability of adding new or popular social media systems in the future. Photo the site must allow for a gallery that the organization is able upload photos freely. Password protected pages ability to secure certain pages or sections from public view, with access restricted to certain user ID/password combinations. Ownership and copyright Northeast DuPage Special Recreation Association will retain. Accessible the site must be compliant with W3C content accessibility guidelines. Integration with online registration, as outlined above, need to integrate data already entered into the registration software and display it online with regular page content. Training Basic training for a minimum of 5 employees (one group session). Administrator training for 2-3 individuals as needed. Transition A seamless transition from the current website to the enhanced website. NEDSRA may elect to take responsibility for data entry to reduce costs. Launch date December 14, 2018 preferred. No later than December 21, 2018
Page 5 Technical requirements: Content Management System preference will be given to a mature, proven, well-known CMS that supports multiple user accounts, add/edit/publish granular permissions, and a rich text editor that requires no HTML knowledge for average users to edit content. Hosting provider should be reliable and robust in accordance with industry practices. Search engine optimization pages should be structured for indexing by modern methods, with capability to designate certain pages to remain un-indexed. Style sheets Text characteristics should be mostly controlled by judicious application of style sheets. Can be static CSS pages, or generated by database operations, and should be designed to minimize formatting at the tag level. Pages should be printable without excessive visual degradation. URL remapping ability to simplify URLs to verbally direct visitors to particular pages, such as NEDSRA.org/events. Statistics/analytics Work with NEDSRA to design management reports and statistics. Incorporate links or embedded plug-ins such as Java and Adobe for opening and viewing static-documents for printing. Hyperlink cross-referenced information from page to page within the website. Minimal browser intrusion. Document management easier organization and uploading of agendas/minutes, budgets, bid packets, press releases. Emergency notifications A scrolling or other visually-highlighted area on the homepage. A separate one on internal facility/program pages to post periodic weather, news, or cancellation notices. Embedded video directly uploaded or third-party-linked videos. Flip book feature for viewing the seasonal brochures. Smart phone/tablet style web site version when such devices are detected. Constant Contact integrate Constant Contact sign-up form into the new site (e-communication provider).
Page 6 Calendar of Events Include a viewable calendar searchable by date/event/facility. Allow for title of event as well as description, contact information and ability to link to pdf and/or url. Events should have capability of appearing on master calendar and be tagged to appear separately on internal facility/program page. Expiration dates on event content to no longer appear after event date. Allow for the archiving and retrieval of outdated material. Allow interactivity e-mail response, surveys, feedbacks. Design with simplicity to allow for quickest loading. Include submission page of job applications and volunteer forms. Donation plug-in to allow for site visitors to donate to NEDSRA. Donation submission process should allow for the individual to identify where the money is to be used. Site structure is English Only ; however CMS user may include pages and/or links in other languages.
Page 7 Other Requirements: Prospective company will collaborate with the NEDSRA marketing team to develop questions for a focus group meetings consisting of 5 people. NEDSRA will provide contact names, video tape and meeting location. Based on focus groups, company will analyze needs and provide a summarized report to NEDSRA. Prospective company is to ensure the staff assigned to this account will be maintained over the term of the agreement. Any changes in assigned personnel are at the discretion of the firm, provided any replacements have the same or better qualifications than the original point person. NEDSRA is to be notified in writing of any personnel changes. The contractor will be required to meet regularly with the NEDSRA marketing team and/or other representatives to discuss the work and provide progress reports. The Contractor will provide three (3) custom design layouts for NEDSRA to choose from before moving forward with final design. This will also include a design document outlining fonts, color palettes, etc.
Page 8 Proposal Requirements NEDSRA is soliciting proposals from firms, which are in the business of providing services as listed in this RFP. Proposal shall include, at a minimum, the following information. Failure to include these items may be grounds for proposal rejection. The contract will be awarded to the accountable, responsive prospective company, determined to be in the best interest of NEDSRA, who meets or exceeds the criteria. In determining responsibility, the following qualifications will be considered by NEDSRA: The Proposal must include: 1. Company overview and qualifications Provide a brief company history along with an overview of outlining key competencies and approach. Detail Proposer s overall experience demonstrating ability to successfully complete the Scope of Project. The Proposer shall present evidence the firm or its officers have been engaged for at least the past five years in providing services as listed in this RFP. 2. Qualifications of staff assigned to the project with a well-defined scope of services available including any required or optional ongoing maintenance services. Identify the staff providing the required services including years and type of experience for each person. The party in charge of the NEDSRA project and account must have at least five years prior website redesign and implementation experience. 3. Three references from projects the proposer considers similar in scope and nature to this RFP. References must include name, position, telephone number, email and internet address of the contact person for each listed account. 4. Provide four portfolios of recent related work (preferably Special Recreation Associations and/or Park Districts) served in the last two years. 5. Submit a detailed cost proposal to include all aspects of fees associated with hosting options, design, implementation, training and any other pertinent expenses for initial project. Detail timeline, including milestones and payment schedule. 6. Submit a detailed cost proposal listing recurring expenses for maintenance, additional customization, future expansion and upgrades, mobile website and all other optional services offered. 7. Provide the trade names of any necessary software packages required and potential licensing costs. 8. Provide evidence of firm s financial stability. This may be satisfied by showing the organization s audited financial statements for the past two years.
Page 9 9. Proposed process for working with NEDSRA to fully redevelop the applicable websites and associated timeline for completing the work. Detail how the company will, with input from the NEDSRA project team, create the home page and overall design, create navigational system with needs of user in mind and implement these with templates that NEDSRA staff can populate. 10. Outline the plan and timeline to transfer current web-site content to the new site and preferred method of collecting information. 11. How the company will manage the beta testing for roll out and any updates to the site. 12. Detail the training and support of the NEDSRA staff. 13. Describe any other relevant information.
Page 10 Evaluation and Award Process Upon receipt and review of responses, the NEDSRA evaluation committee will determine the proposal in the sole judgment of the owner who represents the best value with respect to the evaluation criteria stated herein. NEDSRA anticipates the contract will be awarded to the best value firm, based on the highest total points of the proposal. The proposals received will be evaluated by NEDSRA on the basis of professional qualifications, previous experience on similar projects, key personnel assigned to the project, satisfaction of both current and prior clients, proposed fee structure and the proposal best meeting the needs of NEDSRA. This proposal is not intended to be detailed; it is intended to be an expression of interest in providing services for the project, as well as to provide background information on the firm and its professional qualifications. Firms will be contacted during the evaluation period if further information is needed. NEDSRA may choose to interview one or more firms before final selection is made. This RFP does not commit NEDSRA to award a contract, to pay any costs incurred in the preparation of a proposal based on this request, or to procure or contract for services. All proposals submitted in response to this RFP become the property of NEDSRA. NEDSRA reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with qualified consultants, or to cancel in part or in its entirety the RFP, if it is in the best interest of NEDSRA to do so. NEDSRA may require the selected company to participate in negotiations concerning contract price or the nature and extent of services to be provided. The results of such negotiations shall be incorporated into the final contract between NEDSRA and the selected concessionaire.
Page 11 Proposals will be evaluated on the following criteria, listed in order of their relative priority with most important listed first: 1. Qualifications and experience of Proposer. Proposal will be evaluated on overall experience demonstrating their ability to successfully complete the requirements identified in the Scope of Project. 2. Evidence of strategic thinking about NEDSRA s unique characteristics. Overview of the strategic approach the agency would take. 3. Cost structure. 4. General quality and adequacy of response. The evaluation committee will use the following point system: Experience developing Special Recreation Association/Park District websites 20 points Design Styles 20 points Portfolio samples 20 points Mobile Site development 15 points Timeline 5 points Years of web development experience 5 points Online Registration knowledge 10 points Focus group facilitation experience 5 points Term of Contract This Request for Proposal shall result in a firm, fixed service rate contract. The initial term of the contract is for one year commencing November 21, 2018 to November 20, 2019. There will be an option to renew for additional periods. The agreement may be canceled after the initial term or the extended term upon ninety (90) days written notice by either party. Any proposed pricing changes for the optional renewal years need to be presented to NEDSRA and agreed upon ninety (90) days before the renewal date. NEDSRA reserves the right to change or modify requirements and/or specifications by mutual agreement with the prospective company. Such agreement shall be reduced to writing and made a part of the contract by the Purchasing Manager. This contract shall not be sold, sublet or assigned by either party without the prior written consent of the other. NEDSRA reserves the right to reject any or all proposals or to waive any technicality, informality, or irregularity in the proposals received. NEDSRA further reserves the right to enter into a contract with the prospective company whose proposal, in the judgment of NEDSRA, offers the best quality and/or best satisfies the NEDSRA s requirements regardless of the fees proposed. NEDSRA reserves the right to negotiate specifications, terms, and conditions which may be necessary or appropriate to accomplish the purpose of this RFP.
Page 12 Signature and References Form Northeast DuPage Special Recreation Association 1770 W. Centennial Place Addison, IL 60101 Proposal No. 13-01-05 Website Redesign and Implementation Proposal Opening: Friday October 12, 2018 at 2:00pm REFERENCES: Offered to provide three references of similar type work that would qualify your firm for this project. Special Recreation or Park District Name / Address Contact Person and Phone No. 1. 2. 3. Please sign below and return with your Proposal. Name of Company or Firm Providing Bid Address City, State, Zip Code Name (Typed or Printed) Title Phone Number, Fax Number Cell Phone Number, E-mail Address Bid Offer Form is not valid unless signed by company officer: Signature of Company Officer (Signature Required) Date: