Website Design and Hosting Services RFP SPECS~1.pdf

WEBSITE DESIGN & HOSTING SERVICES

REQUEST FOR PROPOSALS

CITY OF LAWRENCE, MASSACHUSETTS

RELEASED: THURSDAY, SEPTEMBER 22, 2016

DUE BY: FRIDAY, OCTOBER 7, 2016 BY 11:00 AM

DELIVER TO:

City of Lawrence

Office of the Purchasing Agent

200 Common Street, Room 301

Lawrence, MA 01840

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RESPONDENT’S CHECKLIST

Please ensure all documents listed on this checklist are included, and/or acknowledged with your submission. Failure to do so may subject the proposer to disqualification.

TECHNICAL PROPOSAL ENVELOPE SHALL CONTAIN 1 ORIGINAL AND FIVE (5)

COPIES OFTHE FOLLOWING:

_____ Respondent’s Checklist (this form)

_____ Letter of Transmittal

_____ Project Narrative/Plan of Services

_____ Functionality Chart

_____ Certificate of Non Collusion

_____ Certificate of Tax Compliance

_____ Clerk Certificate

_____ W9 Form

_____ References

_____ Acknowledgement of Addenda (submission of copy of addenda issued, if any)

COST PROPOSAL ENVELOPE SHALL CONTAIN 1 ORIGINAL ONLY THE

FOLLOWING:

_____ Cost Proposal (fees)

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CITY OF LAWRENCE

INFORMATION TECHNOLOGY DEPARTMENT

REQUEST FOR PROPOSALS

TABLE OF CONTENTS

Section Description

1. Introduction

2. General Instructions & Conditions

3. Scope of Services

4. Minimum Evaluation Criteria

5. Comparative Evaluation Criteria

6. References

7. Cost Proposal Submission Form

8. Contract Authorization Forms & W9 Form

9. Copy of City of Lawrence Standard Contract

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Section 1

INTRODUCTION

The City of Lawrence is seeking for qualified vendors interested in providing a complete website redesign with the goal of enhancing user experience, content management, and provides better information and customer service to its community, while meeting high standards for design quality and visual appeal.

Qualified vendors should demonstrative their platform to be intuitive and easy to use by non-technical city staff for the creation of pages and content management. Customers doing business should be able to fill out online forms for basic government functions such as permitting. The preferred web design shall accommodate for easy navigation using various means including computers, tablets, and smart phones.

The site shall also provide for translation capability to Spanish.

Section 2

GENERAL INSTRUCTIONS AND CONDITIONS

1. Pursuant to M.G.L. Chapter 30B, the City of Lawrence seeks proposals from qualified bidders interested in providing Website Design & Hosting Services. The contract term shall be for three years with the city’s sole option to renew for two additional one-year terms, upon City Council approval.

Separately sealed price and non-price (technical) proposals are due on or before 11:00 a.m. Friday, October 7, 2016 at the Office of the Purchasing Agent/CPO. Late proposals will not be considered.

2. The Chief Procurement Officer, after a recommendation from the evaluation committee and consultation with the Mayor, will make an award of contract taking into consideration price and services to be provided to the City. An award of contract will be made within thirty (30) days after the proposal submission date or as soon as practicable thereafter. The time for award may be extended for up to thirty (30) days by mutual agreement.

3. If any changes are made to this RFP, an addendum will be issued. Addenda will be emailed or mailed to all proposers on record as having received the RFP package. If the City issues any addenda to this RFP, each proposer shall acknowledge on the Price Proposal Form the receipt of each addendum by addendum number.

4. Questions concerning this RFP must be submitted in writing to Rita V. Brousseau, Purchasing Agent, before 1:00 p.m. Monday, October 4, 2016. Questions may be mailed, delivered, faxed to 978-722- 9120 or emailed to rbrousseau@cityoflawrence.com. Written responses will be emailed to all proposers on record as having received the RFP package. The City of Lawrence has identified a sole point of contact with bidders for the purpose of this RFP. Any attempt to contact any other City of Lawrence employee or to circumvent these procedures in any manner may be grounds for disqualification of the bidder from the procurement process.

5. All proposals received by Lawrence in response to this RFP shall be considered “firm” and may only be withdrawn as provided by M.G.L. c.30B. A proposer may correct, modify or withdraw a bid by sealed written notice clearly marked as a correction, modification or withdrawal and received in the Office of the Purchasing Agent prior to the time and date set forth for proposal submission.

6. After the proposal submission deadline, a proposer may not change any provision of the proposal in a manner prejudicial to the interests of the City or fair competition. Minor informalities will be waived or the proposer will be allowed to correct them. If a mistake and the intended proposal are clearly evident on the face of the proposal document, the mistake will be corrected to reflect the intended correct proposal and the proposer will be notified in writing; the proposer may not withdraw the proposal. A proposer may withdraw a proposal if a mistake is clearly evident on the face of the proposal document, but the intended correct proposal is not similarly evident.

mailto:rbrousseau@cityoflawrence.com

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7. The City reserves the right to cancel this RFP, or reject in whole or in party any and all proposals, if the City determines that cancellation or rejection serves the best interests of the City.

8. Proposals which are incomplete, conditional, not properly endorsed, or signed, or which are otherwise contrary to these instructions may be rejected.

9. The contract award is subject to an appropriation by the City Council for the fiscal year in which the contract is executed and for any subsequent fiscal year during the contract term.

10. It is prohibited for any proposal to be submitted that would constitute a violation of the conflict of interest statute, M.G.L. chapter 268A.

PROJECT OBJECTIVE

The objective of this project is to secure a company who can successfully redesign the City’s website, make it interactive and provide hosting services.

ANTICIPATED RFP TIME TABLE

Dates and times listed on this RFP Time Table are subject to change.

RFP issued Thursday, September 22, 2016

Deadline for submitting questions 1:00 p.m. Monday, October 4, 2016

Proposals due Friday, October 7, 2016

Evaluation of proposals October 11 - 21, 2016

Presentation/Demonstration October 11 – 21, 2016

Award of contract Anticipation date on or about November 2016

Deadline for implementation TBD

SUBMISSION OF PROPOSALS

The Technical Proposal must include the following:

Letter of Transmittal. Each proposal shall include a letter of transmittal, not to exceed two pages in length, which bears the signature of an authorized representative of the prime Vendor and designates by name not more than two (2) individuals who will execute the contract with Lawrence on behalf of the prime Vendor. The letter of transmittal shall also state that the proposal will remain in effect for a period of thirty (30) calendar days after the deadline for submission of proposals.

The letter of transmittal may also briefly set forth any particular technical information the proposer wishes to bring to the City of Lawrence’s attention.

Project Narrative including your approach to objectives, specific elements, tasks associated with services, delineating how the vendor shall fulfill the Scope of Services proposed to be rendered. The proposal should also address:

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Project Development Approach. Please provide how you propose to design an attractive website to completely fulfill all City requirements as listed in this RFP including timelines.

Describe the support your firm will provide during design and transition to the new website. Please be specific with respect to type (training, help only, etc.) contact method (phone, email) and available hours for support

How will you aid the City in copying and converting existing content on the current City website for use on the new website, include but not be limited to: text, graphics, videos, tables and design elements.

Experience with municipal, county or national clients as well as the experience of the implementation team. Please describe the vendor’s experience in developing websites specifically for municipal, county and national clients.

List types of software or practices used for website development and design.

Clearly define responsibilities of the City during the web design process.

FORM AND STRUCTURE OF PROPOSAL

Technical Proposal One (1) ORIGINAL and five (5) COPIES of the Technical Proposal must be submitted in a sealed envelope and labeled as follows: Website Design & Hosting Services.

To be considered a complete bid, bidders must include all of the following in their submittal. The bid must be organized in the following manner:

Letter of Transmittal. Each bid shall include a letter of transmittal, not to exceed two pages in length, which bears the signature of an authorized representative of the prime Vendor and designates by name not more than two (2) individuals who will execute the contract with Lawrence on behalf of the prime Vendor. The letter of transmittal shall also state that the proposal will remain in effect for a period of thirty (30) calendar days after the deadline for submission of proposals.

The letter of transmittal may also briefly set forth any particular technical information the proposer wishes to bring to the City of Lawrence’s attention.

Project Narrative. The proposal should include a detailed and practical plan that clearly explains how the vendor proposes to fulfill the scope of services. Include timelines, examples, etc. At the very least, proposers should clearly respond in writing to each criterion listed in Section 4 (Comparative Evaluation Criteria) of this RFP as enumerated. Responses shall be complete and full.

Functionality Chart – provided on Pages 15-17, fully completed.

Required Forms. In this section shall be a fully completed and signed Clerk Certificate, Certificate of Non-Collusion, Certificate of Tax Compliance and W9 Form. Proposals submitted without any one of these forms may result in rejection of your proposal.

References. Please provide a list of three references which are municipalities in Massachusetts that may be contacted during the RFP process. References must be organizations for which the bidder has developed a website that is currently in use.

Cost Proposal

One (1) ORIGINAL completed cost proposal sheet must be submitted in a sealed envelope and labeled as follows: Website Design & Hosting Services.

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Completed Cost Sheet in Section 6 of this RFP. Any costs to the City for services including equipment, software, professional services, warranties, maintenance services, project management, installation and training, must be clearly itemized.

Pursuant to M.G.L. c. 30B, each proposal will be embargoed upon opening until such time as the

City has completed the evaluation and selection process.

Proposals received by the City after the deadline shall be refused and returned unopened to the respected proposer.

Delivery of the proposal documents will be at the bidder’s expense. Any and all damages that may occur due to packaging or shipping of the proposal documents will be the sole responsibility of the proposer.

PRESENTATION/DEMONSTRATION

During review of all proposals, the Evaluation Committee may wish to interview the responsive and responsible proposers. Proposers whose submittals did not meet the Minimum Evaluation Criteria will not be interviewed.

Reimbursement for expenses incurred for this interview will not be forthcoming to either the awarded Vendor or any other candidate asked to be interviewed. The City of Lawrence reserves the right to change the interview period or to extend the dates during which interviews may be undertaken.

You should be prepared to meet in the weeks indicated in Page 4, Anticipated RFP Time Table.

The City reserves the right to change the interview period or to extend the dates during which interviews may be undertaken.

RULE FOR AWARD

A contract shall be awarded to the responsive and responsible proposer offering the most advantageous proposal taking into consideration price and services to be provided. Contract shall be three years with the City’s sole option to renew for two additional years upon approval by the City Council.

PROPOSERS’ EXAMINATION OF THE RFP

Proposers shall examine all information and materials contained in and with this RFP. This shall include, but not limited to, all relevant laws and regulations of the Commonwealth of Massachusetts and the United States Government. Failure to do so shall be at the proposer’s risk.

EXCEPTIONS TO THE RFP

All exceptions to this RFP shall be clearly identified and written explanations shall include the scope of the exceptions, the ramifications of the exceptions for Lawrence, and a description of the advantages to be gained by Lawrence as a result of these exceptions.

INCURRING COSTS

Lawrence shall not be liable for any costs incurred by proposers in preparing, submitting or presenting proposals, or in satisfying any demonstration or other requirements.

Lawrence shall not reimburse any costs incurred by proposers in anticipation of being awarded the contract under this RFP.

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Lawrence shall not accept billings for additional costs except as may be otherwise specified in this RFP or the Agreement pursuant hereto.

RESPONSIBILITIES OF PRIME VENDOR

The successful proposer shall be considered as the prime Vendor and shall be required to assume total responsibility for all billing and mailing services offered in its proposal, whether or not it is the manufacturer, producer, author or supplier of them.

Lawrence shall consider the successful proposer to be the sole point of contact with regard to all contractual matters, including the performance, service of and payment for services rendered.

PROPOSALS CONSIDERED “FIRM”

All proposals received by Lawrence in response to this RFP shall be considered “firm” and may only be withdrawn as provided by M.G.L. c.30B. Any proposer wishing to withdraw its proposal prior to the date and time specified in this RFP for submission shall send a letter by certified mail, return receipt requested, to the Chief Procurement Officer in advance of such withdrawal.

FIRM PRICE

Prices offered by the proposer shall be firm and not subject to increase during the term of any contractual agreement arising between Lawrence and the successful proposer as a result of this RFP, except as may be otherwise provided in this RFP or the contract pursuant to it with the successful vendor.

OPEN PROCUREMENT

1. The City of Lawrence reserves the right to accept any item or group of items proposed in any response, unless the proposer qualifies its offer by specific limitation.

2. The City of Lawrence reserves the right to negotiate with proposers regarding variations to the service plan in the original proposal, which may be in the best interest of Lawrence.

3. The City of Lawrence reserves the right to accept or reject any or all proposals in whole or in part.

TERMINOLOGY

Terms used in this RFP are not intended to imply or denote a particular vendor and are not to be construed as restrictive in any way. All references in this RFP to specific products or suppliers are intended for illustrative or explanatory purposes only with no endorsement intended or implied by the City.

CASH DISCOUNTS

The proposer’s proposal shall offer its lowest and best price for any and all goods and services requested in this RFP. This should include all discounts available for local governments, school districts or otherwise.

The unit price proposed for each item shall include all applicable discounts for each such item on an item-by-item basis. “Bottom line” or total discounts will not be accepted.

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AVAILABILITY OF FUNDS

If the City of Lawrence should not, for any reason at any time, appropriate or otherwise make available funds to support continuation of performance in any fiscal year succeeding the first year, the City’s Chief Procurement Officer shall cancel any contract pursuant to this RFP without penalty upon thirty

(30) days’ notice to the successful proposer.

NO ASSIGNMENT

Assignment by the successful vendor to any third party of any contract based on this RFP or any monies due shall be absolutely prohibited.

FORCE MAJEURE

Neither the proposer nor the City shall be liable, nor may either cancel the Agreement pursuant to this RFP, when delays arise out of causes beyond the control and without the fault or negligence of the proposer or the City. Such causes may include but are not restricted to acts of God or the public enemy, acts of the City in sovereign capacity, fires, floods, lightening strikes, epidemics, quarantine restrictions, strikes, freight embargoes, wars, civil disturbances, work stoppage, power failures, laws, regulations, ordinances, acts or orders of any governmental agency or official thereof, and unusually severe weather (defined as any weather situation which requires the Governor of the Commonwealth of Massachusetts to declare a state of emergency). In every case, the delay must be beyond the control and without the fault or negligence of either party.

If the proposer is delayed in her performance as a result of the above causes, the City may either

(1) extend the time for completion of such responsibilities for a period equivalent to the time lost for completion of such responsibilities by reason of any or all of the aforsaid causes, or (2) secure substitute performance at its own cost and expense during the duration of the excusable delay and reduce performance and payment under this Agreement, or (3) terminate all or a portion of this Agreement when the delay totally precludes the proposer’s performance or materially affects it and the delay continues for a delay of thirty (30) days. The City agrees that within ten (10) business days after commencement of the delay, it shall give the proposer written notice of its election as to options 1, 2, or 3.

LIABILITY AND INSURANCE

Proposers shall save and keep Lawrence harmless from any and all legal liability which may be established on behalf of any person or persons or corporation, whomsoever for, growing out of the normal use of these services.

The successful proposer shall take out and maintain during the life of the contract pursuant to the RFP such Public Liability and Property Damage Insurances as shall protect him and any subcontractor performing work covered by this contract from claims for damages for injury, including accidental death, as well as for claims for property damage which may arise from operations by himself or by his subcontractor(s) or by anyone directly or indirectly employed by either of them. The successful proposer shall also take out and maintain for the term of the contract all coverages required by statute or regulation.

General liability insurance shall be maintained in the amount of $500,000 including property damage in the amount of $500,000. Bodily injury insurance shall be maintained in the amount of $500,000/$1,000,000. Proof of the existence of such coverage shall be furnished to the City of Lawrence at the time of execution of the contract. The City of Lawrence shall be named as an insured.

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The contract between the City of Lawrence and the successful proposer shall have the proposer hold the City harmless and indemnify the City for damages arising from proposer’s actions. No exception to this part of the contract will be accepted.

THE CITY OF LAWRENCE SHALL ACCEPT NO EXCEPTIONS TO THIS SECTION.

CONFIDENTIALITY

Under the Massachusetts General Laws, the City of Lawrence cannot assure the confidentiality of any material or information, which may be submitted by a proposer in response to this RFP. Thus, proposers who choose to submit confidential material or information do so at their own risk.

RIGHTS TO SUBMITTED MATERIAL

All proposals, responses, inquiries, or correspondence relating to or in reference to this RFP, and all reports, charts, displays, schedules, exhibits, and other documentation submitted by proposers shall become the property of Lawrence when received. Lawrence shall have no obligation to return any such submitted material.

Supporting technical manuals will be returned at the request of the vendor. Lawrence retains the right to use any or all system ideas presented in any proposal in response to the RFP, whether amended or not. Selection or rejection of any proposal does not affect this right.

NON-DISCRIMINATION IN EMPLOYMENT AND AFFIRMATIVE ACTION

1. The proposer shall not discriminate against any qualified employee or applicant for employment because of race, color, national origin, ancestry, age, sex, religion or physical or mental handicap.

The proposer agrees to comply with all applicable Federal and State statutes, rules and regulations prohibiting discrimination in employment including: Title VII of the Civil Rights Acts of 1964; the Age Discrimination in Employment Act of 1973; Massachusetts General Laws Chapter 151B Section 4 (1) and all relevant administrative orders and executive orders.

2. If a complaint or claim alleging violation by the proposer of such statutes, rules or regulations is presented to the Massachusetts Commission Against Discrimination (MCAD) the proposer agrees to cooperate with MCAD in the investigation and disposition of such complaint or claim.

3. In the event of the proposer’s noncompliance with the provisions of this section, Lawrence shall impose such sanctions as it deems appropriate, including but not limited to:

(a) Withholding of payments due the proposer until the proposer complies; and

(b) Termination or suspension of any contract or agreement pursuant to this RFP.

COPY OF STANDARD CONTRACT

This RFP contains a sample copy of the City of Lawrence Standard Contract that the successful bidder(s) will be required to sign, upon notification of contract award. Software license agreements may be incorporated into the Standard Contract, under Schedule A – Scope of Services, subject to the approval of the City Attorney. Any software licensing agreements that are to be part of the Standard Contract must be included with the bid documents in order to allow the City Attorney to review the agreement(s), prior to awarding to the contract(s).

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INVOICING REQUIREMENTS

All invoices submitted for payment by the contracted vendor will be processed and forwarded, to the City Auditor’s Office, for payment, within sixty (60) days, provided the materials, supplies and/or services have been delivered and/or rendered, as directed, and accepted. Invoices shall be mailed to the proper office;

City of Lawrence Information Technology Department, 51 Lawrence Street, 3 rd Floor, Lawrence, MA 01841

To ensure a proper invoice, at a minimum, each invoice must include (in detail) the below listed information and/or attached documentation. Verbal orders are not binding on the City of Lawrence.

Purchase Orders issued by the City to pay for goods or services shall be made part of the contract.

1. Name of the business concern, invoice number and invoice date

2. Description of work done, location of work, number of hours worked, number of personnel on the job, materials cost and contracted unit price for services actually delivered or rendered

3. Shipping and payment terms

4. Name (where practicable), title, phone number, and complete mailing address of responsible official to who payment is to be sent

5. Materials shall be invoiced at actual cost plus the contracted percentage mark-up and invoices shall show quantities and unit costs. The City reserves the right to request any and all invoices for materials and/or equipment purchased by the Contractor to perform work and audit such invoices.

6. Other substantiating documentation or information as required by the contract.

Invoices submitted for payment by the Contractor that does not list the above information will be rejected and not paid.

ORDERS

Verbal Orders are not binding on the City of Lawrence and any delivery made or work performed without written order or written Contract are at the risk of the Seller or Contractor and may result in an unenforceable claim. The actual needs of City Departments shall govern the actual amount delivered under Contract to be drawn and entered into between the successful bidder and the City. Purchase Orders issued by the City to pay for goods or services shall be made part of the contract.

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Section 3

SCOPE OF SERVICES

The City wants to completely redesign its website so that residents, businesses and visitors, both current and potential, can easily navigate and access information, communicate with the City through surveys and online comment submissions and download any necessary City forms.

Proposals for redesign and hosting of the website should include or account for but not be limited to the following:

1. Design a unique, attractive website to completely fulfill all City requirements either in this RFP or in discussions with the City following selection of a vendor.

2. Design a self-supporting, consistent, user-friendly navigation framework for the City website that is understandable to users on all levels.

3. Design a unique home page for the City website. Design should be simple and allow users to easily access relevant information.

4. Design a template for all pages within the site. All pages must be consistent, look professional and enhance the image of the City.

5. Vendor should maintain timely and regular communication with the City during the development process.

6. Assist with the development of web page content so information is organized and easy to access as well as the entire has a uniform, consistent format.

7. Aid the City in transitioning to the new website including: on-site & off-site staff training and the production of a guide book or instruction on changing/updating the website. The City may opt to utilize a content management system to update the website;

a. Aid the City in copying and converting existing content on the current City website for use on the new website, to include but not be limited to: text, graphics, videos, tables and design elements.

8. The primary purpose of the website is as a communication tool between the City and outside stakeholders. To best meet the needs of both, it is expected that the completed website include each of the following components:

Integration with social networking websites, allowing us to selectively update our Facebook and Twitter pages with the content management system as staff updates the website.

Mobile device compatibility for all website content.

A search function that allows the user to search the whole site or subsections with the site.

A site map.

A live calendar with a listing of important dates and community events, which can be divided according to department or category.

The ability to create multiple separate calendars and news pages based on category and/or department.

The ability to easily post emergency notices on the website homepage.

The ability to create different but duplicate instances of a page in multiple areas of the website navigation.

The ability to download applications necessary to view information (ex.

Adobe Acrobat Reader).

The ability to conduct online polls and surveys with responses in multiple formats including but not limited to: multiple choice, free flowing text and “check all that apply.”

The ability for users to complete various forms online.

The ability to create multi-step workflow for all content types. This should include the ability to define no less than four separate stages in the review/approval process for each type of content. One level review/publish models will not be considered.

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The ability to preview any changes made to content before publishing to the website. This should apply to all types of content, including but not limited to:

pages, calendar events, news and FAQ’s.

The ability to create additional interior page templates as needed.

The ability to archive pages and content.

The ability to define a review schedule for all content, prompting the site editors to review published, non-date sensitive content periodically to ensure all items remain accurate.

9. Any additional features the vendor feels would improve the City website or the transition process. It is expected that the vendor will work with the City to develop a site that best meets the needs of the City.

The City expects that the Vendor and City will work together to plan and organize information on the site, which most likely will include planning sessions, regular meetings, and continued communication throughout the duration of the website design project.

The following represents a preliminary site organizational structure. Actual site organizational structure will be set following selection of Vendor. Planning the organizational structure is a part of the scope of work included in the RFP. It is expected that the Vendor work closely with the City to develop a site organizational structure.

Home Page: The index page will contain a navigation bar directing users to a limited number of broad categories such as:

• About City

• Government

• Resident Services

• Business Services

• Economic Development

• Visitors

About the City: This section will include pages about the City and include information on City history, facts, maps, links, FAQs, current events, and the newsletter.

Government: This section will include pages on the City's elected officials, City staff, and City departments. Other information could a include city staff directory, meeting dates, minutes, meeting agendas, budget information, comprehensive plans, the annual financial audit, municipal code, and links to state and federal officials.

Resident Services: Residents could visit these pages to learn about services offered by the City including: waste removal, utilities, permits, and other programs. This section would also provide links to those services provided by other governmental agencies including: library, school, park district, etc.

Business Services: This section would highlight those services offered by the City to businesses, including: business license applications, permit applications and information, zoning information, etc.

Economic Development: This section will serve as a primary marketing took to attract new businesses to the City. This section will be developed with input from the City's Economic Development Commission and Economic Development Staff Team. The section will feature available parcels, retail space for lease, maps, market area information and other pertinent information focused on the attraction and retention of businesses in the community.

Visitors: This section will serve as a primary marketing took to attract new visitors to the City.

The City plans to integrate the existing visitor site into the new City website so as to consolidate all of the content and branding.

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Other features to be on the home page could include but not be limited to:

• A search function

• An "I want to ..... " menu listing frequently visited items such as view my water bill, view the calendar, contact city officials, etc.

• A frequently asked question menu listing common resident questions.

• A section with current or important news

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Vendor Name ________________________________

Functionality (this chart must be completed and submitted with Technical Proposal)

Component/Module Name Function Offered by

Vendor (Yes/No)

Agenda Management Upload, create and manage agendas

Alerts & Emergency Notification Alerts posted on website and public notifications sent out through email, text message and social media

Archive Center Store agendas, minutes, newsletters and other documents

Automatic expirations Expiration dating

Broken Links Finder Site visitors can enter comments concerning how they accessed the page

Browser Based Administration Update, delete and create template based web pages

Calendar Update/publish calendars by both department and City wide

Citizen Sourcing Tool Encourages citizen idea submission, engaging discussions, voting, etc.

Departmental Home Pages Dynamic content

Directories, Listing for Staff and Businesses

Dynamic content

Document Center Upload/download capability, back-end ability to search within

E-Notifications Electronic subscription, schedules notifications, SMS subscribers

Facility Management Reservations and/or listing

Forward to a Friend E-Mail extension

Frequently Asked Questions Dynamic content

Intranet/Extranet User restricted pages

LDAP Integration Optional, not required-Lightweight Directory Access Protocol (LDAP) integration should be an option

Custom Mobile App Custom Mobile App for City managed with CMS and content

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Vendor (Yes/No)

Mobile Browsing Website can be accessed from any mobile platform

Multi-Lingual Support Dynamic content

News & Announcements Dynamic content

News Releases Online publishing

Newsletters/E-Zine Optional – Subscription and online publishing

Online Forms Forms/publishing/tracking

Online Job Postings and Application Applicants can also create an online profile, fill out application and attach additional documents

Online Payments Secure online transaction by department

Photo Center Display community photos in a central location on website

Printable Pages Print-friendly function

Real Estate Management Properties, commercial or residential, can be organized by and searched

Request Tracking Citizens can submit request

RFP/RFQ/Bid Posting Dynamic content

Rotating Photos/Banners Dynamic image display

RSS Feeds out Registration by Department

Quick Links Links can be placed directly on the pages

Site Search Internal site search engine, site search log

Site Statistics Analytics and site audit reports

Sitemap & Breadcrumbs Dynamic

Social Media Interface Facebook and Twitter feeds

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Vendor (Yes/No)

Spotlight Ability to highlight important text on one or more pages

Unique Department Home Page

Optional – not required – ability to for departments, associated organizations to have a unique separate design and

URL

Video Hosting Live streaming video capabilities

Website Visitor Profile Visitors can pick and choose the information that automatically becomes fed to their profile upon site login

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Requirements

Website Requirements All proposals must include the following to be considered in the selection process:

1. The site must be unique, look professional, and uniformly represent the City in interactions with residents, businesses, and visitors both current and potential.

2. Design for each page must be consistent throughout the site except where a unique background or other design element is desired to differentiate the function or intent of said page.

3. The entry point for the site must represent the quality and character of the City.

4. Each page must be sized as to allow printing or contain a printer friendly version.

5. The site should be designed to be accessible by viewers with limited computer knowledge and should avoid using technology that may not be compliant with some browsers. In the event such technology is used, the site should provide alternate means for accessing the information.

6. The City would like the site design to be as compliant with Section 508 and Americans with Disabilities Act guidelines as reasonably possible. Vendor should make an effort to comply with guidelines; however the usability of the site and ability for staff to easily update the site and content contained within the website should be considered.

Compliance with the standards should not prevent any other requirements from being met.

7. The site must be easy to update by non-technical City staff using City-owned software.

8. Website content management system should allow for City to be able to post unlimited amount of content at no extra cost to City.

9. Website content management system should allow for unlimited amount of system users at no extra cost to City.

10. The CMS is required to have the ability for backend users to create their own page template on the fly without any extra cost to the City.

11. The site must allow multiple levels of review and approval of content, before information is published to the site. Must have a minimum of four (4) levels of approval, proposals without four levels will not be considered

12. The website must utilize responsive design to display on varying monitor sizes, tablets, and all mobile devices (Windows, Android, iPhone, Blackberry, etc.).

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Section 4

MINIMUM EVALUATION CRITERIA

A contract(s) will be awarded to a responsive and responsible vendor who has submitted a proposal which conforms in all aspects to the Request for Proposal. A responsive vendor is a vendor who has submitted a proposal, which conforms in all respects to the request for proposals. A responsible vendor is a vendor who has the capability to perform fully the contract requirements and the integrity and reliability to, which assure good faith performance.

At a minimum, the services being offered to the City as a result of this RFP, must meet the following requirements. Proposals which do not meet the minimum requirements as set forth herein may be considered unresponsive, at the City’s sole discretion, and may be rejected.

MINIMUM EVALUATION CRITERIA

YES NO

1.

No documentable record of non-performance or significant unsatisfactory performance?

Bidders must list any unsatisfactory or non-performance reports against them by any Massachusetts municipalities. Listed shall be the reporting municipality, contact person & telephone number.

2.

Bidder has developed at least fifteen (15) websites specifically for municipalities, counties or national clients?

3.

Bidder can meet all website requirements as listed on Page 18?

4.

Bidder has provided references for at least three (3) organizations, all municipalities? References must be organizations for which the bidder has developed a website that is currently in use.

5.

Bidder has submitted a complete proposal with all required documents signed; i.e. Non Collusion, Tax Compliance, Clerk Certificate, Notarized Bidder’s Qualifications Form and W9; as instructed in Form and Structure of Bid in this IFB?

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Section 5

COMPARATIVE EVALUATION CRITERIA

The City of Lawrence shall apply the criteria, which follows in its evaluation of the proposals. The purpose of the information requested in this section is to assist the evaluation committee in making decisions about the proposers overall qualifications, including technical abilities and previous experience. Proposers should clearly respond in writing to each criterion as enumerated, responses to the following areas shall be complete and full.

The Chief Procurement Officer will select an individual(s) to assist in evaluating the proposals.

The individuals will review each proposal- and provide the Chief Procurement Officer with a recommendation regarding “responsiveness” or “non-responsiveness.”

Proposals that fulfill all "minimum" criteria will be evaluated on the basis of "Comparative Evaluation Criteria.”

The ratings of "Highly Advantageous", "Advantageous", "Non Advantageous" and/or "Unacceptable" will be used to evaluate each proposal using the following evaluation criteria:

1. Understanding Scope of Work

Highly Advantageous The proposal indicates a strong understanding of the required Scope of Work and proposes a clear and comprehensive approach.

Advantageous The proposal indicates some understanding of the required Scope of Work, and documents the firm/applicant’s proposed approach.

Not Advantageous The proposal indicates incomplete review or a vague understanding of the required Scope of Work.

Unacceptable The proposal indicates inadequate review or understanding of the required Scope of Work.

2. Exceptions taken to the RFP

Highly Advantageous Proposer has taken no exceptions to the RFP.

Advantageous Proposer has taken a limited number of exceptions to the RFP.

Not Advantageous Proposer has taken significant exceptions to the RFP.

Unacceptable Proposer has taken unacceptable exceptions to the RFP.

3. Ability of proposer to effectively deliver Website Design & Hosting

Highly Advantageous Proposer provides evidence that the website will meet or exceed all functionality and requirements listed in Section 3 of this RFP.

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Advantageous Proposer provides evidence that the website will meet some of the functionality and requirements; has answered NO to less than five but more than three components/modules listed in Section 3 of this RFP.

Not Advantageous Proposer provides evidence that the website does not meet all of the functionality and requirements; has answered NO to less than ten but more than five components/modules listed in Section 3 of this RFP.

Unacceptable Proposer did not provide evidence that the website will meet any of the components/modules listed in Section 3 of this RFP.

4. Experience of the firm implementing municipal and/or county specific websites of a similar or larger scope.

Highly Advantageous Firm has more than 15 years of experience working with municipalities and/or counties with a similar or larger scope to this RFP.

Advantageous Firm has more than 10 years but less than 15 years of experience working with municipalities and/or counties with a similar or larger scope to this RFP.

Not Advantageous Firm has more than 5 years but less than 10 years of experience working with municipalities and/or counties with a similar or larger scope to this RFP.

Unacceptable Firm has no experience working with municipalities and/or counties.

5. Training & Support

Highly Advantageous Proposer has demonstrated that it will aid the City in transitioning to the new website including: staff on-site & off-site training and the production of a guide book or instruction on changing/updating the website.

Advantageous Proposer has demonstrated that it will aid the City in transitioning to the new website with limited on-site training and/or instruction on changing/updating the website.

Not Advantageous Proposer has demonstrated that it will aid the City in transitioning to the new website with some limits and will not produce a guide book or instruction on changing/updating the website.

Unacceptable Proposer will not aid the City in transitioning to the new website and will not produce a guide book or instruction on changing/updating the website.

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6. Project Timetable

Highly Advantageous Proposer demonstrates that they can complete the website design and be fully functional in less than twelve (12) months but more than eight (8) months.

Advantageous Proposer demonstrates that they can complete the website design and have more than 95% functionality in less than twelve months but more than ten (10) months.

Not Advantageous Proposer’s demonstration of the timeline is vague and does not indicate that the website will be fully functional in twelve (12) months.

Unacceptable Proposer cannot meet the twelve (12) month maximum timeline of the website to be fully functional or the proposer’s timeline is vague or non-existent.

7. Overall Quality of Proposal

Highly Advantageous The proposer’s response is thorough, comprehensive, detailed and specific. It clearly demonstrates the proposer’s understanding of the project and City’s strong desire to undertake this endeavor. The proposal provides detailed examples of the proposer’s comparable project experience. The overall content of the proposal provides the maximum assurance to the City that the proposer possesses the knowledge, skills, expertise and resources to effectively provide the services needed to fulfill the terms of the contract. The proposal also shows the capability to implement enhancements and improvements to the system on an on-going basis.

Advantageous The proposer’s response is, for the most part, thorough, comprehensive, and detailed. The response addressed the project and cited come examples of past performance and project experience. The overall content of the proposal provides a high level of assurance to the City that the proposer possesses the knowledge, skills, expertise and resources to supply the services needed to fulfill the terms of the contract. The proposal also shows willingness to implement enhancements and improvements to the system.

Unacceptable The proposer’s response is deficient in addressing the scope of work. The response does not demonstrate the proposer understands the project or City’s endeavor. The overall content of the proposal fails to provide a marginal level of assurance to the City that the proposer possesses the knowledge, skills, expertise and resources to supply the services and equipment needed to fulfill the terms of the contract.

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Section 6

REFERENCES

Please provide a list of three references which are municipalities in Massachusetts that may be contacted during the RFP process. References must be organizations for which the bidder has developed a website that is currently in use.

1. Contact ____________________________________________

Company Name _____________________________________

Address ____________________________________________

Phone _____________________________________________

Brief Description of project _____________________________________________________

2. Contact ______________________________________________

Company Name _______________________________________

Address ______________________________________________

Phone _______________________________________________

Brief Description of project _____________________________________________________

3. Contact _______________________________________________

Company Name ________________________________________

Address _______________________________________________

Phone _________________________________________________

Brief Description of project _____________________________________________________

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4. Contact _______________________________________________

Phone _________________________________________________

Brief Description of project _____________________________________________________

5. Contact _______________________________________________

Phone _________________________________________________

Brief Description of project _____________________________________________________

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Section 7

COST PROPOSAL

This form will be used by the Vendor as their Price Proposal, for the purposes of compliance with Chapter 30B of the Massachusetts General Laws. Vendors must fill out this form in its entirety and submit it in a separate envelope as their Price Proposal. Failure to fully complete the form, provide the requested information, or make alterations will be considered a conditional bid and the bid will be rejected.

INITIAL THREE-YEAR CONTRACT PERIOD

FEE DESCRIPTION COST/FEE AMOUNT

YEAR 1 YEAR 2 YEAR 3

Total Cost for Project Development, Implementation, Testing, Training, Website Hosting & Security $

Website Hosting & Security $ $ $

TOTAL $ $ $

RENEWAL OPTION

FEE DESCRIPTION COST/FEE AMOUNT

YEAR 4 YEAR 5

Website Hosting & Security $ $

The undersigned agrees to furnish the City of Lawrence with the entire project as detailed in the Request for Proposals at the price as evidenced above:

Date ________________ ____________________________________________ (Company Name)

By __________________________________________ (Name of Person Signing Bid and Title)

(Business Street)

(City, State, Zip)

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Telephone _________________ Fax _______________

Email Address _________________________________

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Section 8 Certificate of Non Collusion, Clerk Certificate, Certificate of Tax Compliance & W9 Form All forms must be completed and submitted with the Non-Cost Proposal

Certificate of Non Collusion

The undersigned certifies under the penalties of perjury that this bid or bid has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word “person” shall mean any natural person, business partnership, corporation, union, committee, club or other organization, entity or group of individuals.

Signature of person submitting contract/bid Date

Name of Business

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This form must be completed and submitted with the Non-Cost Proposal

Certificate of Tax Compliance

Pursuant to M.G.L. c. 62C, §49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to state and local taxes, reporting of employees and Vendors, and withholding and remitting child support.

Social Security Number or Signature of Individual or Federal Identification Number Corporate Name

Corporate Officer (if applicable)

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This form must be completed and submitted with the Non-Cost…