2025-2028 TOWNSHIP WEBSITE REDESIGN -CONSOLIDATION.pdf

April 7, 2025

CHARTER TOWNSHIP OF SHELBY

REQUEST FOR PROPOSAL ##-##

TOWNSHIP WEBSITE REDESIGN, CONSOLIDATION

The Charter Township of Shelby is soliciting proposals from experienced and qualified firms for a redesign of the Township website, www.shelbytwp.org, and a consolidation of online tools such as the Township‘s legislative agenda management process, stream and archive video content for Township meetings, and a web-based email/SMS messaging platform. Sealed proposals will be received by the Charter Township of Shelby at the

Clerk‘s Office, 52700 Van Dyke Ave., Shelby Township, Ml 48316 until April 29,2025 at which time the names of submitting proposers will be publicly read.

The Charter Township of Shelby officially distributes solicitation documents from the Clerk‘s Office, www.shelbytwp.org or through the Michigan lntergovermnental Trade Network (MITN). Copies of solicitation documents obtained from any other source are not considered official copies. Only those vendors who obtain solicitation documents from either the Clerk‘s Office, www.shelbytwp.org or the MITN System are guaranteed access to receive addendum information, if such information is issued.

THE CHARTER TOWNSHIP OF SHELBY RESERVES THE RIGHT TO REJECT ANY AND ALL PROPOSALS FOR ANY REASON IT CHOOSES AT ITS SOLE DISCRETION. Any deviation from the scope of work or terms and conditions must be noted in the proposal.

Please submit proposal on or before the date and time given above to:

Stanley Grot

Shelby Township Clerk

52700 Van Dyke Ave.

Shelby Township, Michigan 48316

All proposals (7 copies) must be submitted in a Sealed Envelope marked "RFP- TOWNSHIP WEBSITE

REDESIGN, CONSOLIDATION." SUBMISSIONS MUST BE IN HARDCOPY FORMAT AND ONE USB

ELECTRONIC COPY.

http://www.shelbytwp.org/ http://www.shelbytwp.org/ http://www.shelbytwp.org/

TOWNSHIP WEBSITE REDESIGN, CONSOLIDATION RFP

ATTENTION TOWNSHIP CLERK

CHARTER TOWNSHIP OF SHELBY

52700 VAN DYKE AVE.

SHELBY TOWNSHIP, MI 48316

RFPs ARE DUE ON OR BEFORE April 29, 2025. RFPs RECEIVED AFTER THIS TIME AND

DATE WILL BE REJECTED. INTERESTED PARTIES MAY SUBMIT PROPOSALS ON ONE

OR MORE SECTIONS.

Name of Company:

Street Address:

Township/Township: Zip Code:

Contact Name:

Telephone No: E-mail Address:

Number of Years in Business

Samples of Similar Work Attached: Yes No

Reference Names Submitted: Yes No

General Specifications:

The Charter Township of Shelby is soliciting proposals for a redesign and consolidation of online tools such as the

Township’s content management system, legislative agenda management process, stream and archive video content for

Township meetings, and its web-based email/SMS messaging platform that closely meets its current requirements and is capable of expansion to meet future needs. The Township is seeking one vendor to encompass all or multiple facets of these functions to accommodate a more streamlined relationship for its service requests and a possible cost savings through economies of scale.

For a comprehensive review of the Township’s current requirements visit www.shelbytwp.org, and navigate to pages such as http://shelbytownmi.iqm2.com/Citizens/Default.aspx and https://public.govdelivery.com/accounts/MISHELBY/subscriber/new

Additional Requirements:

• Vendor must supply the contact names, addresses and telephone numbers of three (3) references who have been clients for three (3) or more consecutive years.

• PERFORMANCE GUARANTEE: All work performed by the vendor is subject to a performance guarantee whereby a penalty of 10 PERCENT will be subtracted from the final billing if the vendor fails to deliver the final product per an agreed upon production schedule between the Township and the vendor.

For additional information contact Brad D. Bates, Community Relations Director, at 586-726-1994 or bbates@shelbywp.org.

Interested parties may submit a proposal on a single section, proposals on two sections, or a three-section package proposal.

http://www.shelbytwp.org/ http://shelbytownmi.iqm2.com/Citizens/Default.aspx mailto:bbates@shelbywp.org

Section 1: Request for Proposals - Web site redesign, content management & hosting The Charter Township of Shelby is seeking proposals for the redesign, content management, and hosting of its official website, www.shelbytwp.org. The objective is to enhance user experience, improve accessibility, and ensure the website effectively serves the needs of residents, businesses, and visitors.

Scope of Work:

1. Website Redesign:

o User-Centric Design: Develop a modern, responsive, and intuitive design following current web standards and practices. The design must be mobile-friendly to ensure function across various devices.

o Navigation and Structure: Implement a clear and logical navigation structure to facilitate easy access to information. Consider the current site’s navigation menu and identify areas for improvement.

o Accessibility: Ensure compliance with the Americans with Disabilities Act (ADA) and Web Content Accessibility Guidelines (WCAG) to provide equal access to all users.

2. Content Management System (CMS):

o Ease of Use: Select a CMS that allows Township staff to efficiently update and manage content without extensive technical expertise.

o Training and Support: Provide comprehensive training for staff on the CMS, along with ongoing technical support to address any issues that may arise.

3. Website Hosting:

o Reliability and Performance: Choose a hosting solution that offers high uptime, fast load times, and scalability to accommodate future growth.

o Security: Implement robust security measures, including regular backups, SSL certificates, and protection against cyber threats.

4. Search Engine Optimization (SEO):

o On-Page SEO: Optimize website content with relevant keywords, meta tags, and descriptions to improve search engine rankings. Ensure that content is clear, concise, and useful to users.

o Technical SEO: Ensure the website has a clean URL structure, fast loading speeds, and is mobile-friendly to enhance search engine visibility.

5. Integration with Existing Systems:

o Third-Party Tools: Integrate with existing tools such as the legislative agenda management system and video streaming services to provide a seamless user experience.

o Data Migration: Ensure all existing content is accurately migrated to the new website without data loss.

6. Analytics and Reporting:

o User Behavior Tracking: Implement analytics tools to monitor user behavior, identify popular content, and areas for improvement.

o Reporting: Provide regular reports on website performance, including traffic statistics, user engagement, and SEO performance.

Proposal Requirements:

• Company Profile: Provide an overview of your company, including experience with local government websites and relevant case studies.

• Project Plan: Outline a detailed project plan with timelines, milestones, and deliverables.

• Cost Proposal: Provide a cost breakdown, including design, development, hosting, and ongoing maintenance.

• References: Include at least three references from similar projects, preferably with local government entities.

Evaluation Criteria:

• Experience and Expertise: Demonstrated experience in managing websites for local government entities.

• Technical Approach: Clarity and feasibility of the proposal, including CMS selection and hosting environment.

• SEO Strategy: Comprehensiveness of the proposed SEO approach to enhance search engine visibility.

• Cost-Effectiveness: Alignment of the proposal with the Township’s budget and overall value.

• References and Past Performance: Feedback from previous clients and success in similar projects.

Year: 7/1/25-12/31/25 (implementation)

2026 2027 2028 https://www.shelbytwp.org/ https://www.shelbytwp.org/

Section 2: Request for Proposals - Legislative Agenda Management & Video Streaming/Archiving for Township Meetings

The Charter Township of Shelby is seeking proposals for the development and integration of a comprehensive legislative agenda management process, as well as a system for streaming and archiving video content from Township meetings.

This system will be used to improve transparency, facilitate public access, and ensure a streamlined process for both legislative activities and meeting content management.

Scope of Work:

1. Legislative Agenda Management:

o The solution should provide an intuitive platform for managing the Township's legislative agendas, including the preparation, distribution, and tracking of agendas for Township board and commission meetings.

o Proposals should allow for integration with the Township’s current software systems, such as document management systems or calendar tools, to ensure seamless agenda creation, scheduling, and updates.

o Features should include real-time access for both Township staff and the public to review and track agenda items, motions, votes, and meeting minutes. The system should support efficient document sharing and collaboration among Township board members and staff.

o The platform should allow for integration with the Township website for public-facing access to meeting agendas and related documents.

2. Video Streaming and Archiving:

o The proposed solution should enable live streaming of Township meetings, ensuring high-quality audio and video coverage for residents and stakeholders.

o Proposals should include options for video archiving, allowing Township meetings to be automatically archived and easily accessible on-demand through the website. The system should support searchable archives by meeting date, agenda item, and keywords.

o The system should include features for video quality management (including resolution, audio clarity, and streaming reliability) and have the capacity to handle high levels of traffic during live broadcasts.

o The proposed solution should be scalable to meet future growth needs and offer flexibility in terms of customization and support for additional features as the Township's requirements evolve.

3. Integration with Existing Systems:

o The legislative agenda management process and video streaming/archiving system must be compatible with the Township’s existing systems and infrastructure.

o Proposals should ensure seamless integration with the Township’s operations and other municipal management tools to facilitate a unified platform for managing legislative functions and public meeting content.

4. Security and Compliance:

o The proposed solution must comply with applicable data privacy and security regulations, including secure access controls for Township staff and the public.

o Proposals should outline how the system ensures secure access, storage, and transmission of legislative documents and video content, including compliance with Michigan’s Open Meetings Act (OMA) and other relevant transparency laws.

5. Training and Support:

o Provide training for Township staff on the use of the legislative agenda management and video streaming systems, including troubleshooting and technical support for all aspects of the system.

o Proposals should include details on ongoing technical support options, including system updates, user assistance, and emergency troubleshooting.

Proposal Requirements:

Firms submitting proposals must address all items in the Scope of Work and describe how their solution meets the Township’s needs. Proposals should include:

• Overview of the proposed legislative agenda management and video streaming/archiving systems, including key features and capabilities.

• Case studies or examples of similar projects completed by the firm, particularly with local governments or municipalities.

• A cost breakdown that includes both one-time setup/implementation fees and any recurring subscription or maintenance costs.

• A timeline for implementing the system, from the planning and integration phase to the go-live date.

• A description of how the proposed solution integrates with the Township’s existing systems and infrastructure.

Evaluation Criteria: Proposals will be evaluated based on the following:

• The functionality and features of the proposed solution, particularly how it enhances legislative agenda management and video streaming/archiving.

• Integration capabilities with the Township’s existing systems and infrastructure.

• Security, reliability, and compliance with relevant transparency laws.

• Vendor experience, particularly with local governments, and proven success in similar projects.

• Cost-effectiveness and the long-term value of the proposed solution.

Year: 7/1/2025- 12/31/25 (implementation)

2026 2027 2028

Section 3: Request for Proposals - Web-Based Email/SMS Messaging Platform The Charter Township of Shelby is seeking proposals for the development and implementation of a web-based email/SMS messaging platform. This platform will be utilized to enhance communication with Township residents, businesses, and other stakeholders, providing timely updates, alerts, and important notifications through both email and SMS channels.

Scope of Work:

1. Platform Functionality:

o Provide a reliable, scalable solution that can handle large volumes of email and SMS messages.

o Integrate with the Township website to allow residents to subscribe to and manage notifications.

o Include features for targeted messaging based on user preferences, such as event reminders, emergency alerts, legislative updates, and other Township-related communications.

o Ensure the platform allows for message scheduling, customization, and reporting on open rates, click-through rates, and engagement metrics.

2. Security and Compliance:

o The proposed platform must comply with all relevant privacy and security standards, including but not limited to GDPR, CCPA, and other applicable regulations.

o Proposals should include details on the platform's security features, including encryption, secure data storage, and user authentication.

3. Integration:

o The platform must be compatible with the Township's existing software and tools, including the website.

o Proposals should include a plan for integration with the Township’s current systems and the necessary timeline for full implementation.

4. User Experience:

o The platform should be easy to use for both Township staff and residents.

o Proposals should include details on the user interface (UI) and user experience (UX) features to ensure accessibility and ease of use for all stakeholders.

5. Training and Support:

o Provide training for Township staff on platform use, as well as ongoing technical support.

o Proposals should include a support plan with response times and methods for resolving technical issues.

6. Cost:

o Provide costs associated with platform development, implementation, and ongoing maintenance. Include any subscription fees or additional charges for premium features or higher message volumes.

Proposal Requirements:

Firms submitting proposals must address all items listed in the Scope of Work and provide detailed explanations of how their solution meets the Township’s needs. Proposals should include the following:

• Overview of the proposed email/SMS messaging platform and its features and a detailed cost breakdown.

• Examples of similar projects completed by the firm, including case studies or client references.

• Proposed project timeline, including milestones for development, testing, and implementation.

• Any additional services or features that may benefit the Township.

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

• Functionality and capabilities of the proposed solution.

• Integration potential with the Township’s existing systems.

• Security and compliance with relevant standards.

• User experience and ease of use.

• Cost-effectiveness and value for the Township.

• Firm’s experience and past performance on similar projects.

Year: 7/1/2025-12/31/2025 (implementation)

2026 2027 2028