Citywide_WEB_Redesign_Proj.pdf

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City of Rhinelander, Wisconsin RReeqquueesstt ffoorr QQuuaalliiffiiccaattiioonnss ((RRFFQQ)) Citywide Website Redesign Project

City of Rhinelander I City Administrator's Office 135 South Stevens Street | Rhinelander WI 54501 | 715.365.8600 www.rhinelandercityhall.org new domain: rhinelanderwi.us mailto:WebRedesign@TorranceCA.Gov http://www.ci.claremont.ca.us/

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Rhinelander Citywide Website Redesign

Project TABLE OF CONTENTS

I. Purpose

II. Overview

III. Time Schedule

IV. Instructions to Respondents

V. Selection Process

VI. Terms and Conditions

VII. Scope of Services

A. Municipal Website Design Experience

B. Company Profile

C. Team Members/Roles (list all personnel to be assigned to this project)

D. Vendor Service Capabilities (describe all available)

E. Integrated Content Management System (CMS) Components and Website Tools

F. Vendor/Municipal Contract Performance

VIII. Compensation

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I. Purpose

The City of Rhinelander ("City") is soliciting statements of qualifications and performance data for website design and development services for the City. The City's needs are outlined in the following Request for Qualifications ("RFQ"). The City is seeking a qualified website development vendor to replace the existing website.

The City's emphasis is on modernizing content management tools and database driven architecture while providing a user-friendly, widely accessible (devices and browsers), intuitive site structure, and an interface that is both attractive and ADA compliant. The City's website URL is currently www.rhinelandercityhall.org.

II. Overview

A. The City of Rhinelander is seeking to update its website to enhance the user experience, update its content management system, and provide better information and customer service to its site visitors, while meeting high standards for design quality and visual appeal.

B. The City would like the redesigned site to emphasize marketing the City and its services first, serving as a resource second.

C. The redesigned website must provide dynamic content presentation that keeps users engaged and informed. The City seeks to expand channels of communication to streamline messaging through online tools, including forums for civic engagement. Content sought by users must be easily found and navigation remain user friendly.

D. The City would like to maintain a decentralized website content management system so that designated content editors within City departments can manage their content under the oversight of the City Administrator's Office. The City seeks to integrate current third party web applications into the new site for parking citation and water utility payment, service requests, City Council agenda, minutes, and video archiving, and other City services.

E. The City of Rhinelander seeks the assistance of a web design and development vendor (“Vendor”) that can accomplish all of the functionality identified in this RFQ, through excellent website design, integration and content management system design. Also, the Vendor should have the flexibility of providing this functionality over time, if needed due to budgetary constraints, and maintaining a relationship with the City for potentially integrating additional features that may be needed in the future over the next 3 to 5 years.

III. Time Schedule The City will follow this timetable:

• Issue Request for Qualifications (RFQ): Monday, January 31, 2022

• Deadline for submittal of responses: Monday, February 28, 2022 12:00 PM

• Selection and notification of vendors to interview: Tuesday, March 8, 2022

• Web vendors interviews, if needed: March 18, 2022

• Notify vendors selected: Thursday, March 21, 2022

• Issue Request for Proposals (RFP): Tuesday, March 29, 2022

A. All responses to RFQs shall be sent to:

City Clerk City of Rhinelander 135 S. Stevens Street. | Rhinelander WI 54501 715.365.8600

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IV. Instructions to Respondents

A. All responses to RFQs shall be sent to:

City Clerk City of Rhinelander 135 S. Stevens Street. | Rhinelander WI 54501 715.365.8600

B. Please place eight (8) copies and one (1) USB Flash Drive of your response and performance data in a sealed envelope and clearly label in the lower left corner "City of Rhinelander Website Redesign Project RFQ." This will be the only official response accepted. As a courtesy, email one PDF version to cityadministrator@rhinelanderwi.us. Do not fax, email, or telephone any other responses, they will not be accepted.

C. All responses must be received by Monday, February 28, 2022, at 12:00 p.m., at which time they will be opened.

D. Responses should be prepared simply and economically, providing a straight forward, concise description of provider capabilities to satisfy the requirements of the request. Promotional materials are not desired. Emphasis should be on completeness and clarity of content.

E. Any questions concerning the City’s specifications or RFQ process shall be directly emailed to

B. Please place eight (8) copies and one (1) USB Flash Drive of your response and performance data in a sealed envelope and clearly label in the lower left corner "City of Rhinelander Website Redesign Project RFQ." This will be the only official response accepted. As a courtesy, email one PDF version to cityadministrator@rhinelanderwi.us.

Do not fax, email, or telephone any other responses, they will not be accepted.

C. All responses must be received by Monday, February 28, 2022, at 12:00 p.m., at which time they will be opened.

D. Responses should be prepared simply and economically, providing a straight forward, concise description of provider capabilities to satisfy the requirements of the request. Promotional materials are not desired. Emphasis should be on completeness and clarity of content.

E. Any questions concerning the City’s specifications or RFQ process shall be directly emailed to zvruwink@rhinelanderwi.us.

F. All RFQ responses must include the following information:

a. Under section VII. Scope of Services, complete and return response to items A - E.

b. Include a project approach summary for building a municipal website.

c. Include a sample project schedule for building a municipal website with a targeted go-live date in

October 1, 2022.

d. Include pricing range/cost for services outlined.

V. Selection Process

The selection team will choose vendors to issue a Request for Proposals (RFP) by the following process:

A. Consideration of vendor responses to the RFQ B. Responses and responsiveness of references C. Possible interviews of selected vendors D. Possible vendor presentations

VI. Terms and Conditions

A. The City reserves the right to reject any and all RFQ responses, and to waive minor irregularities in any response.

B. The City reserves the right to request clarification of information submitted, and to request additional information from any Vendor.

C. Any response may be withdrawn up until the date and time set above for opening of the RFQ responses. Any response not so timely withdrawn shall constitute an irrevocable offer, for a period of ninety (90) days to provide to the City the services described in the attached specifications, or until one or more of the responses have been approved by the City, whichever occurs first.

D. The professional services contract resulting from acceptance of a response by the City shall be in a form supplied or approved by the City, and shall reflect the specifications in the future RFP. A copy of the standard contract is available for review. The City reserves the right to reject any proposed agreement or contract that does not conform to those specifications and contained in the future RFP, and which is not approved by the City Attorney.

E. The City shall not be responsible for any costs incurred by the Vendor in preparing, submitting or presenting its response to the RFQ or future RFP.

VII. Scope of Services

The intent of this RFQ is to enable the City of Rhinelander to evaluate experience, qualifications, and capabilities for developing and implementing a new City website. The desired qualifications are outlined below. Responders are to submit a written narrative corresponding to each of the items:

A. Municipal Website Design Experience

1. Wisconsin municipal clients (please list city name and website URL)

2. Other municipal clients (please list city name and website URL)

3. If no previous municipal experience, please explain relevant government website experience

(please list other government clients/URLs)

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B. References (minimum three references, including all contact information below)

i. Client Name

ii. Client Contact Person

iii. Phone and Fax

iv. Client Address

v. Website Address

vi. Service(s) provided C. Company Profile

a. Number of years in business

b. Office location(s) (Include business address)

c. Demonstrated company financial stability

CI. Team Members/Roles (list all personnel to be assigned to this project)

1. Name, title, role (e.g., project management, programming, graphics)

CII. Vendor Service Capabilities (describe all available)

1. Website development

2. Software tools and/or Apps (e.g., Content Management System, CSR tool, Civic engagement tool or modules)

3. Site maintenance

4. Site hosting

5. Client training

6. Availability of robust self-service documentation and technical support

7. Appropriate redundancy and scalability to avoid unexpected outages and to accommodate periodic maintenance, usage growth and sudden usage surges

8. Meets U.S. Federal Government ADA requirements and CGIS compliance

9. 24/7 support

10. Security for both City staff and users

11. Function across most popular browsers (Chrome, Firefox, Internet Explorer, Safari, etc.)

12. Compatible design and function on multiple devices, including personal computers, mobile devices (smartphones, tablets, etc.), and manufacturers (PCs, Apple, Android, etc.)

13. Other

CIII. Integrated Content Management System (CMS) and Website Functionality The listing below represents functional categories that the City desires to be included in its redesigned website and website content management system. This is not a comprehensive list:

other items may be recommended or added prior to the RFP being issued. Many of the items listed exist in some form on the current City website or are in the process of being implemented.

Vendors should understand how to work with these functions and propose options that best fit current City needs. Also, City is interested in input from Vendor as to options that could provide a better “fit” with current City needs with which Vendor has experience implementing. The City's new website Vendor must be able to provide the desired components shown. All items included below should be considered essential, except those designated as “OPTIONAL” under the module “Function” section. Vendors are asked to respond to all module functions. Possible budgetary constraints may require that this project be implemented in phases, such that all functions below may not be implemented in the initial phase.

CIV. Content: regards the presentation of web pages and content to browsers/users, or the content available to users

CV. CMS: regards the functioning of the web content management system to be used by City staff

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Integrated Content Management System (CMS) and Website Functionality

CATEGORY MODULE NAME FUNCTION

OFFERED BY

VENDOR

(INDICATE:

YES/NO)

VENDOR

COMMENT

1. CMS

Auto expiration of website content

Expiration dating & dated posting

2. CMS

Browser based website administration and content management

Update, delete, create and publish template based webpages

3. CMS Intranet/extranet Provide user profile access to restricted pages/websites based on user login

4. CMS Microsites

An individual webpage or a small cluster of pages which are meant to function as a discrete entity within the website or to complement an offline activity

5.

6. CMS Shortcuts Web editor ability to redirect truncated URL

7. CMS

Website downtime notification/management

Ability to provide notifications on webpages to inform users of website down times, and to display "site down" message page during website maintenance

8. CMS

Workflow Page Management

Schedule deployment, approve and edit web pages

9. CMS/Integration Site Search Enterprise level search engine to deliver relevant results fast

10. CMS/Integration Video Integration Server Storage

11. Content Breadcrumbs Or compatible navigation tool to assist with website navigation

12. Content Downtown Works Loan Prg. Expresses information on Downtown revolving loans

13. Content Business Licenses Guides businesses in Rhinelander on business licensing

14. Content Cascading Style Sheet Use customizable templates and style sheets for web pages

15. Content Conservative Use of Screen Space

Minimize side-bar displays, and limiting the amount of content below "the fold"

16. Content Contact Us Dynamic content

17. Content Department Home pages Dynamic content

18. Content Directories, listings Dynamic content

19. Content Document repository Portal to upload, store, and retrieve documents in PDF or Word

20. Content Exit Page Notice to website user when clicking on a link that leads to a non-City website

21. Content Frequently Asked Questions Dynamic content

22. Content Fun and Facts Connection with Chamber of Commerce

23. Content News Announcements Dynamic content

24. Content News Releases Online Publishing

25. Content Printable Pages Print friendly function

26. Content Public Notices Dynamic content

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27. Content Responsive page design

Web pages should respond to the user's browser to provide appropriate formatting based on device/browser in use, without staff having to replicate content entry

28. Content Rotating Photos/Banner Ads Dynamic Image Display

29. Content Search Engine Optimization The process of affecting the visibility of a website in search engine results

30. Content Site Search Virtual Tour of City Facilities

Visual or Google map tour of all rental facilities

31. Content Tour Requests Public Facilities

32. Content User-based navigation Intuitive design navigation features

33. Content Wayfinder URL identification

34. Content Website Personalization Tailoring the presentation of a website's content to match a specific user's instructions or preferences

35. Integration Broken Link Checker Discovers broken links in published website and automatically reports to City designee

36. Integration Citizen Requests Laserfiche plug in

37. Integration Dynamic content Ability to generate web page content from City databases, RSS feeds, blogs, social media, etc.

38. Integration Emergency Notification Global site notification of emergencies

39. Integration eNewsletters Subscription and online publishing (Citywide, Downtown, etc.)

40. Integration Hyperlink Utility Link function and notification

41. Integration

42. Integration Mobile Friendliness Connect to City Hall and access all apps from one location

43. Integration Property Maintenance reports Laserfiche form plug in

44. Integration Library integration

Rhinelander District Library feed in

45. Integration Mobile Service Request App Request services such trash pick-up, pothole repair, etc.

46. Integration Community Partner plug in IE ArtStart, Downtown Rhinelander, etc

47.

48. Integration Permits Parking Permit Application, Residential Parking Permit, Building Permit Applications

49. Integration Single Page of Booking All City Facilities

Co-locating availability of all facilities into one page for reserving making reservations of public space, parks, theatres, meeting rooms

50. Integration Social Media Interface with social media sites

Integration City ordinances and Zoning Information

Plug in with Municode and Zoning maps

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51. Integration Third Party vendor software interface/integration

Interface with current third party systems such as: Granicus, YouTube, Calendar

52. Integration/Content Agenda Management Upload Manage agendas

53. Integration/Content Bid Responses Link to the Wisconsin DOA Vendornet

54. Integration/Content Citywide Calendar Integration with the community calendar hosted by the Chamber of Commerce

55. Integration/Content Crime Statistics Plug in data from crime reporting software

56. Integration/Content Dashboard Fire Dept.

Current Fire and EMS Incident Data Information

57. Integration/Content eNotify

User-managed electronic subscription for communications such as web page updates, new postings, etc. including notes about what changed

58. Integration/Content Maps GIS Plug in

59. Integration/Content Online Forms Laserfiche integration

60. Integration/Content Photo Gallery Dynamic content

61. Integration/Content Survey/Polling capability Poll Question/answer tracking (Optional)

62. Integration/Content Website analytics Website usage, analytics and site audit reports

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Vendor should be able to work with current e-Services providers, integrate those e-Services or provide a replacement solution into the design of the site. Vendor should have capability to maintain connection and browsing speed in the future.

Existing Internet Based Applications:

Business License Renewal, Look-up [Coming soon]

Calendar of Events and Activities http://explorerhinelander.com/events

Emergency Notification System

TBD

Property maintenance reporting form https://portal.laserfiche.com/o4356/forms/PropertyComplaint

Video Streaming and Archiving all programming and City Council Meetings https://hodagtv.com/cityofrhinelander.html

Water Bill Payment https://www.paymentservicenetwork.com/Login.aspx?acc=RT26279

VIII. Compensation

A. Following the issuance of an RFP, and selection of the most qualified Vendor on the basis of demonstrated competence and qualifications for the type of professional services required, the City will negotiate a price which it determines is fair and reasonable. If the City is unable to negotiate a satisfactory contract with the Vendor selected, negotiations with that Vendor will terminate and the City may select another Vendor.

B. Payment by the City for the services will only be made after the services have been performed, an itemized invoice is submitted in the form specified by the City and approved by the appropriate City representative. Payments will be made based on the completion of milestones identified and agreed upon during the contract negotiations and thirty (30) days after receipt of such invoice.

https://www.torranceca.gov/events http://www.torranceca.gov/TorranceAlert https://play.google.com/store/apps/details?id=com.apporder.myTorrance http://www.torrance.boopsie.com/ http://www.torranceca.gov/ps.VehicleSafety.cfm?ID=2017 https://sso.torranceca.gov/ http://www.torranceca.gov/1055.htm http://torrance.granicus.com/ViewPublisher.php?view_id=8 https://torrance.gwfathom.com/ http://www.torrancevotes.org/ http://www.recycletorrance.org/ http://www.torranceartmuseum.com/