1-RFP- WVC Website.docx

Request for Proposals (RFP) West Valley City Website Redesign and Modernization Project

I. Introduction West Valley City is soliciting proposals from qualified web development firms ("Proposers") to redesign, develop, and implement a modern, accessible, user-centered municipal website. The selected vendor will deliver a fully redesigned website that adheres to current best practices in accessibility, user experience, security, and digital service design.

II. Project Overview The purpose of this project is to replace West Valley City’s current website (www.wvc-ut.gov) with a new website that is intuitive, mobile-responsive, accessible, and easy for both the public and City staff to use. The redesigned website must improve navigation, integrate modern search capabilities, including AI-assisted search, and offer expanded digital services. Additionally, the website’s design must comply with Federal ADA Accessibility requirements (WCAG 2.1 Level AA) without paid widgets, overlays, apps, or other assistive technology.

III. Scope of Work The selected vendor will be responsible for the following:

1. Website Design & User Experience (UX)

· Create a clean, modern, and user-friendly design reflecting the City’s brand and values.

· Custom design with simplified home page focusing on AI search.

· Implement a navigation system enabling users to reach desired content within two clicks whenever feasible.

· Ensure mobile-first, responsive design across all devices and browsers.

· Provide design mockups and wireframes for City review and approval.

· Include options for microsites or subsites (wvcpd.com, wvcfd.com, wvcfitness.com) with individual design and navigation structure.

2. Accessibility Compliance

· Ensure full compliance with WCAG 2.2 Level AA accessibility standards without requiring paid, third-party assistive technology services (apps, widgets, overlays).

· Conduct accessibility testing throughout the design and development process.

· Provide documentation and support to maintain accessibility post-launch.

· Provide PDF remediation pre- and post-launch.

3. Content Migration

· Conduct a full migration of existing content from the current City website to the new platform.

· Migration of all existing features, where possible, including calendar, forms, and redirected URLs

· Audit and clean existing content for accuracy, accessibility, and relevance.

· Inventory existing PDF documents; audit for accessibility and provide remediation options for non-compliant documents.

· Work with City staff to structure and tag content for improved usability.

4. AI-Enhanced Search

· Integrate an advanced AI-powered search feature providing predictive text, natural language response capabilities, and categorized search results.

· Ensure search indexes all site content, including documents, forms, and calendar items.

· Allow AI tool to index external sources, including secondary city websites.

5. Calendars, Forms, and Notifications

· Implement a centralized City calendar system enabling departments to manage events.

· Provide secure, user-friendly online forms with customizable workflows.

· Integrate notification and alert features including email and SMS options.

6. Content Management System (CMS)

· Configure a modern CMS that is easy for non-technical staff to manage.

· Provide role-based access, version control, and customizable templates.

· Offer training for staff content editors.

· Include integrated analytics platform.

7. Hosting, Security, and Performance

· Propose secure hosting with high uptime, redundancy, and disaster recovery.

· Meet or exceed industry standards for cybersecurity.

· Optimize website for speed, performance, and SEO best practices.

8. Testing & Quality Assurance

· Conduct usability testing across key audiences.

· Ensure cross-browser and cross-device compatibility.

· Perform formal quality assurance prior to launch.

9. Training & Documentation

· Train staff on using the CMS, managing content, and updating forms and calendars.

· Provide documentation for system architecture, style guides, and workflows.

10. Post-Launch Support

· Provide a minimum 12-month warranty period.

· Offer ongoing maintenance, updates, troubleshooting, and support.

IV. Proposal Requirements Proposals must include the following:

· Company background and relevant municipal or government website experience.

· Project approach and methodology.

· Work plan and timeline, including key milestones as well as having the website migration completed and the website operating before October 1, 2026.

· Examples of similar projects with references.

· Technical description of proposed CMS, hosting, AI search tools, and integrations.

· Cost proposal, including itemized pricing for design, development, migration, hosting, training, and ongoing support.

· Accessibility compliance plan.

· Data security practices and certifications.

V. Evaluation Criteria Proposals will be evaluated based on the following criteria:

· Demonstrated experience with municipal/government websites.

· Ability to meet WCAG 2.2 accessibility requirements.

· Strength and clarity of proposed design and UX approach.

· Quality of AI-powered search features.

· Functionality of proposed CMS, forms, calendars, and notifications.

· Cost competitiveness and value.

· Quality of references.

· Proposed schedule and ability to meet deadlines.

VI. Submission Instructions Proposals must be received no later than 03:30 P.M. local prevailing time, as conclusively established by the clock on https://utah.bonfirehub.com, on January 28, 2026. All proposals shall be submitted through Bonfire and alternative methods of submission shall not be accepted. Proposals shall reflect the best and most current information and offer.

All proposals must be signed by an authorized representative of the responder. The signature on the proposal signifies the responder’s intent to comply with the terms, specifications, and conditions set forth in this request, unless specific exceptions are explicitly noted on the face of the proposal.

West Valley City reserves the right to reject any or all proposals, to waive any informality or technicality in the City’s sole discretion, or to accept any proposal deemed to be in the best interests of the City.

VII. Questions All questions regarding this RFP should be directed to: Aaron Crim, aaron.crim@wvc-ut.gov

VIII. Rights Reserved

1. Other Important Information West Valley City reserves the right to, in its sole discretion, reject any and all responses to this Request for Proposals. The City reserves the right to, in its sole discretion, waive any requirement set forth in this Request for Proposals. The City reserves the right to, in its sole discretion, cancel this Request for Proposals. The City reserves the right to, in its sole discretion, negotiate with responders prior to final award.

Response to this Request for Proposals is at the responder’s sole risk and expense. The City anticipates selecting one of the responders, but there is no guarantee that any responding proposal will be selected.

It is the City’s policy to encourage equal opportunity in the award of contracts. The City endeavors to do business with responders that share the City’s commitment to equal opportunity, and will not do business with anybody who discriminates on the basis of race, religion, color, ancestry, age, gender, sexual orientation, disability, medical condition, or place of birth. The City appreciates in advance the efforts that responders will make and looks forward to participating with responders in the selection process.

All responses to this Request for Proposals are subject to the Governmental Records Access Management Act (“GRAMA”).