REQUEST FOR PROPOSALS FOR WEBSITE REDESIGN Issued: May 3, 2012 Proposals Due: May 31, 2012, 3:00 pm Monica Devincenzi RethinkWaste Recycling Outreach & Sustainability Manager 610 Elm Street, Suite 202 San Carlos, CA 94070 650.802.3509 mdevincenzi@rethinkwaste.org
The South Bayside Waste Management Authority (SBWMA or RethinkWaste) is a public agency committed to environmental leadership in sustainable materials management practices to support livable communities. Through issuance of this Request for Proposals (RFP), RethinkWaste is soliciting Proposals from qualified firms (herein Proposers ) to update the Agency s website through a complete website redesign to be completed by the end of September 2012, including a Content Management System (CMS), and to provide option for hosting of the website and on-going support. Please note that submittals to RethinkWaste will be considered public records and made available for public review upon request after conclusion of this RFP process and contract execution. Please refer to Section 3 for the specific scope of services being requested. 1. BACKGROUND RethinkWaste is a joint powers authority of twelve public agencies (Atherton, Belmont, Burlingame, East Palo Alto, Foster City, Hillsborough, Menlo Park, Redwood City, San Carlos, San Mateo, the County of San Mateo and the West Bay Sanitary District) in San Mateo County, California and is a leader in the delivery of innovative waste reduction and recycling programs. RethinkWaste owns and manages the Shoreway Environmental Center which receives all of the recyclables, organics, and garbage collected in its service area. RethinkWaste also provides strategic oversight, support and management of service providers that collect, process, recycle and dispose of materials for the 12 Member Agencies. RethinkWaste, also known as the South Bayside Waste Management Authority (SBWMA) was formed in 1982. RethinkWaste s mission is to cost effectively design, implement and manage innovative waste reduction and recycling programs and facility infrastructure that fulfills our fiduciary responsibilities to our Member Agencies while achieving community environmental and economic goals. 2. INTRODUCTION The current website was launched in late 2008 and reskinned to reflect the new logo and colors of RethinkWaste in 2010. It met the needs of the Agency at the time it was developed. However, much has changed since the initial launch in 2008 related to the services and expectations for the website. RethinkWaste is looking to relaunch the website as a more interactive, engaging place for residents and businesses in the RethinkWaste service area seeking information on the CartSMART and BizSMART Recycle, Compost and Garbage collection services, and the Shoreway Environmental Center. The website will serve as an invaluable communication tool and community resource that provides a broad range of outreach and information. It is important to note that the existing website includes a lot of important documents, staff reports and other content that would need to be migrated to the redesigned website. 1
The following is some basic information on the existing website, www.rethinkwaste.org: Number of pages: 500 approximately Site traffic: 100 visitors / 300 page views per day (under 10K per month) Downloadable documents/files stored on site: 2,000 approximately Videos: 50 approximately (hosted on site) Content Management System: Drupal Hosting: Exclusive shared hosting The intent of the website redesign is to revamp its appearance, structure and presentation of content, incorporating the latest web technology to build identity, awareness and interest in the Agency and the services it provides. The redesigned website must include the following features: Easy and intuitive navigation Visually pleasing and engaging Better use of graphics to replace heavy copy-driven sections Informative Interactive Quick to load and operate Ability to create and reorganize pages Ability to handle various types of content (board packets, videos hosted on site) Secure areas Custom forms Powerful site search capabilities (including content in PDF files) Dynamic information Ability to create contest pages, post submissions and tabulate results Intuitive content management system Ability to self-edit Homepage slide show Social media integration Integration between site and email newsletters in design and content Integration/aggregation of statistics across all platforms (website, social media, email newsletters) Dynamic/adaptive display of main site for variety of devices Related to the interactive component, RethinkWaste would like to incorporate the following animated features into the new website: Animated Cart/Bins to allow site visitors to click on the carts and see what can be placed in them. Animated Shoreway Facility Map a site map of the facility where site visitors can click on a building, structure or other point on the map, it zooms in, shows the inside, with a description/detail of the activities that occur within. In addition, RethinkWaste would like a homepage that allows for showcasing new items in a manner that is visually appealing and draws attention quickly. Like the current website, the 2
redesigned site must also allow RethinkWaste staff to easily update content without directly accessing source code. RFP Process and Proposer Selection Timeline ITEM DUE DATE RFP Released May 3, 2012 Deadline for Submitting Questions to RethinkWaste by 3:00 pm May 17, 2012 Proposal Must Be Submitted by 3:00 pm to: Monica Devincenzi RethinkWaste 650-802-3509 mdevincenzi@rethinkwaste.org May 31, 2012 3:00 pm Proposer Interviews June 4, 2012 Selection and Contract Negotiations June 6-18, 2012 RethinkWaste Staff Report Recommendation Issued to Board of Directors June 21, 2012 Board Consideration of Contract Award June 28, 2012 Commence Project June 29, 2012 Proposals Evaluation Criteria DESCRIPTION WEIGHT RFP Responsiveness Pass/Fail Proposer Qualifications and Experience 40% Proposer Approach and Cost 50% References 10% 3. SCOPE OF SERVICES Proposer shall provide the following services: Create a work plan and schedule, in consultation with RethinkWaste staff, for the website redesign and launch. Provide a site map of the current website and a new site map for the redesigned website for approval by RethinkWaste staff. Develop, design and launch the redesign website. Work in collaboration with RethinkWaste staff and its IT consultants on migrating documents and content from the existing website to the redesigned one. Incorporate a Content Management System (CMS) that will permit non-technical staff to instantly update website content as needed on any of the pages. Integrate redesigned website with RethinkWaste Facebook, Twitter, YouTube and other social media sites. Provide training to RethinkWaste staff on CMS for updating site content. Provide on-going support in updating website features and content as-needed. Provide hosting of redesigned website if requested by RethinkWaste staff. 3
4. DESIRED QUALIFICATIONS RethinkWaste is seeking Proposers with expertise in designing, developing, launching and maintaining websites. The successful firm responding to this RFP shall demonstrate that it has the appropriate professional and technical background as well as access to adequate resources to fulfill the stated scope of services. Any experience with similar projects for agencies similar to those of RethinkWaste should be noted. 5. TERM OF AGREEMENT It is anticipated that RethinkWaste and the selected Proposer will enter into an agreement for a one-year term commencing June 29, 2012. 6. FEE STRUCTURE Proposer must submit an hourly fee schedule for all staff members who would be involved in the performance of the tasks outlined in the Proposal. Please identify any work that will be subcontracted and include a list of the subcontractors key personnel and hourly billing rates. Please provide professional resumes of all staff. In addition, please clearly identify subconsultant costs (if any), travel expenses, markups and other pertinent costs. 7. PROCEDURE FOR SUBMITTING QUESTIONS AND INQUIRIES All questions/inquiries must be directed to Monica Devincenzi in writing via email at mdevincenzi@rethinkwaste.org by May 17, 2012 at 3:00 pm. RethinkWaste will provide a written response to all questions in the form of an Addendum to this RFP. Please include both a PDF version and the source file (e.g., Word document) of all documents submitted. 8. PROPOSAL REQUIREMENTS 8.1 Proposers must respond to this RFP by submitting a Proposal in electronic format via email only no later than May 31, 2012 at 3:00 pm in order for submittals to be considered. Proposals must be sent to Monica Devincenzi at mdevincenzi@rethinkwaste.org, clearly labeled Proposal Website Redesign in the email subject line. 8.2 PROPOSAL CONTENTS The Proposal should be concise and responsive. The length of the Proposal is limited to the guidelines explained below. 8.2.1 Cover Letter A maximum two (2) page cover letter must be provided describing your firm, its history, number of years in business, and how your firm meets the desirable qualifications and has the ability to perform the scope of services. The individual authorized to contractually bind the firm should sign the cover letter. Resumes for the proposed team and sub-consultants, if any, should be provided as an appendix. 8.2.2 Proposal (Proposer Approach) A maximum ten (10) page proposal shall describe the recommended approach to successfully execute the scope of services in a timely and cost-effective manner. The Proposal 4
must include a proposed timeline and clearly delineate each proposed task and subtask, and a minimum of three (3) examples of websites designed by Proposer. The proposal must also address the questions specified below: 1. Will the site be built from scratch, be a template or a combination of both? Please explain the approach and rationale. 2. Will the site be programmed in HTML5 which works across all platforms? Please explain the approach and rationale. 3. Is Search Engine Optimization (SEO) included in the project costs, or will that be an additional cost? If additional cost, please itemize in the Proposal Budget. 4. What Content Management System will be used? Please provide a detailed description. Will this allow for the easy migration of content from the current RethinkWaste site which was programmed with Drupal? Please explain the approach and rationale. 5. How will the migration of content from the current site to the new site take place? Will all or only some of the content be moved from the current site to the redesigned one? Please explain the approach and rationale. 6. Given the heavy volume of documents that need to be accessible on the redesigned website, do you recommend document management through a cloud service that could be integrated with the website? Please explain the approach and rationale. 7. RethinkWaste would like to launch the redesigned website by the end of September 2012. Please explain how the schedules will be managed and how bottlenecks and delays will be handled, if they arise. 8. RethinkWaste may be interested in having the capability of the redesigned website to be in multiple languages, primarily Spanish and Chinese, in addition to English. Would this need to be done simultaneously or could it be done after the initial launch of the English version? Please explain the approach and rationale. Please also specify time requirements. 9. Which web hosting capabilities would be recommended for the redesigned website dedicated, Virtual Private Service or exclusive shared hosting? Please explain rationale and approach. 8.2.3 Proposal Budget A maximum two (2) page proposed budget shall provide the specific hours and costs for each project task and shall delineate the staff responsible for each and whether they will be done in-house or by sub-consultants. The costs for the site design should incorporate a minimum of providing three (3) unique concepts. All additional costs and contingency must be clearly delineated. 5
In addition to the requirements specified above, provide costs for the following as options that may be selected by RethinkWaste: Web hosting On-going support and technical assistance Multiple language site 8.2.4 List of Staff and Hourly Rates A one (1) page list of all staff and sub-consultants associated with the project and their respective hourly rates. Any other costs or charges must be clearly delineated and an estimate of each provided. 8.2.5 Attachment A PROPOSAL CERTIFICATION The contents of this attachment are provided below. 8.2.6 Attachment B REFERENCE FORM The contents of this attachment are provided below. 8.2.7 Additional Attachments Proposers are encouraged to include pertinent examples (i.e., three (3) minimum) of websites that they have designed that are similar in nature or content to the scope of services presented herein. 6
Attachment A: Proposal Certification FIRM NAME ADDRESS TELEPHONE # FAX # CONTACT NAME AND TITLE PROPOSER REPRESENTATIONS 1. Proposer additionally certifies that neither Proposer not its principals are presently disbarred, suspended, proposed for disbarment, declared ineligible or voluntarily excluded from participation in this transaction by any federal department or agency, any California State agency, or any local governmental agency. 2. Proposer did not receive unauthorized information from any RethinkWaste staff member during the RFP response period except as provided for in the RFP package or through formal addenda issued by RethinkWaste. 3. Proposer hereby certifies that the information contained in the Proposal and all accompanying documentation is true and correct. 4. Please check the appropriate box below: If an individual submits the Proposal, he or she shall sign it, and if he or she is doing business under a fictitious name, the Proposal shall so state. If the Proposal is submitted by a partnership, the full names and addresses of all members and the address of the partnership shall be stated and the Proposal shall be signed for all members by one or more members thereof. If a corporation submits the Proposal, an authorized officer of officers shall sign it in the corporate name. If a limited liability company submits the Proposal, an authorized officer or officers shall sign it in the corporate name. If the Proposal is signed by a joint venture, the full names and addresses of all members of the joint venture shall be stated and each individual shall sign it. 7
Attachment A Proposal Certification (continued) By signing below, the submission of a Proposal with all accompanying documents shall be deemed a representation and certification by the Proposer that they have investigated all aspects of the RFP, that they are aware of the applicable facts pertaining to the RFP process, its procedures and requirements, and that they have read and understand the RFP. (Sign name) (Print name) Authorized Representative Title (Print title) Complete additional signatures below as required. (Sign name) (Print name) Authorized Representative Title (Print title) (Sign name) (Print name) Authorized Representative Title (Print title)
Attachment B: Reference Form Please specify any public agencies and solid waste/recycling collection services or facility operations companies that you have worked with in the past ten (10) years. In addition, please provide a list of references for clients whose website is primarily used for providing information (not sales.) Copy this form as appropriate. Name of Client Customer Address Previous Client Reference Worksheet Customer Contact Name(s), Address, Phone Number(s) and Email Brief description of work performed for this client (use additional sheets if necessary):