Website_Strategy,_Design,_Development_&_Ongoing_Services_for_the_Village_of_Schaumburg,_Al_Larson_Cultural_Center_&_90_North.pdf

PROJECT REQUEST

2026-RFP-061

WEBSITE STRATEGY, DESIGN, DEVELOPMENT & ONGOING

SERVICES FOR THE VILLAGE OF SCHAUMBURG, AL LARSON

CULTURAL CENTER & 90 NORTH

Village of Schaumburg

Atcher Municipal Center

Schaumburg, IL 60193

RELEASE DATE: September 23, 2026

DEADLINE FOR QUESTIONS: October 9, 2026

RESPONSE DEADLINE: October 16, 2026, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

Project Request #2026-RFP-061 Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural Center & 90 North https://procurement.opengov.com/portal/villageofschaumburg

PROJECT REQUEST

Website Strategy, Design, Development & Ongoing Services for the

Village of Schaumburg, Al Larson Cultural Center & 90 North

I. Legal Notice II. Introduction

III. Instruction to Proposers IV. Scope of Work V. Evaluation Criteria

VI. Insurance Requirements VII. Terms and Conditions

VIII. Supplemental Conditions IX. Vendor Questionnaire

Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural

1. Legal Notice

1.1. Village of Schaumburg - Request for Proposal

The Village of Schaumburg, IL will accept electronic proposals via the Village's e-Procurement Portal, OpenGov (https://procurement.opengov.com/portal/villageofschaumburg) for 2026-RFP-061, Website

Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural

Center & 90 North.

Specifications and all Contract Documents are available via the Village’s e-Procurement Portal, OpenGov. Prices quoted must be valid for a minimum of 90 days from the date of the bid opening.

Proposals will be received until 4:00 pm on Friday, October 16, 2026.

The Village of Schaumburg reserves the right to reject any and all proposals or to waive any technicalities, discrepancies, or information in the bids. The Village of Schaumburg does not discriminate in admission, access to, treatment, or employment in its programs and activities.

All questions regarding this Legal Notice and the actual proposal specifications shall be submitted in writing through the OpenGov Question/Answer Tab via the Village's e-Procurement portal, on or before, Friday, October 9, 2026 by 12:00 pm. Please include the section title for each question, if applicable, in order to ensure that questions asked are responded to correctly. All questions submitted and answers provided shall be electronically distributed to firms following this solicitation on the Village's e-

Procurement Portal.

Purchasing Division

Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural

2. Introduction

2.1. Summary

The Village of Schaumburg, IL will accept proposals via the Village's e-Procurement Portal, OpenGov https://procurement.opengov.com/portal/villageofschaumburg for 2026-RFP-061, Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural Center & 90

North to be received no later than Friday, October 16, 2026, 4:00 pm. Proposals submitted after the specified time will not be accepted.

The Village is seeking a full-service partner to modernize, implement and provide ongoing support for a coordinated portfolio consisting of the Village of Schaumburg, Al Larson Cultural Center and 90 North websites. The project will include website strategy, design, content, technology, implementation and maintenance. The solicitation will also include optional add-on services related to agenda and meeting management, FOIA request management, community engagement and chatbot/AI technology.

Respondents must submit a complete proposal for the mandatory website scope to be considered.

2.2. Background

Schaumburg is the largest center of economic development in Illinois, outside the City of Chicago. In addition to the 9.5 million square feet of retail and restaurant space, the Village has over 12 million square feet of office space and 13.5 million square feet of industrial space.

With a daytime population of 150,000, thousands of businesses, 31 hotels, over 300 restaurants, highly educated workforce, superb location and high quality of life, Schaumburg is a dynamic community in which to live, work, build and visit - known as 'The Place for Business’. The Village’s digital presence must serve residents, businesses and other stakeholders seeking government information and services while also reflecting Schaumburg’s "vibe" - inclusive of identity, people, places, cultural experiences and economic opportunities.

The Village maintains three websites serving distinct but related purposes. The Village of Schaumburg website provides government information, services, transactions, transparency and community news.

The Al Larson Cultural Center website promotes performances, programming, ticketing and facility information. The 90 North website supports economic development, investment, events and the identity of Schaumburg’s emerging entertainment district.

The Village website will represent the largest and most complex portion of the project, followed by the Al Larson Cultural Center and 90 North websites. Through this project, the Village seeks to modernize and coordinate these digital properties while preserving an appropriate identity and user experience for each. The goal is to create welcoming, accessible and easy-to-manage websites that provide intuitive access to information and services while supporting stronger community storytelling.

2.3. Contact Information

Project Contact:

Tara Reid

Director of Communications and Outreach

101 Schaumburg Court

Schaumburg, IL 60193

Email: treid@schaumburg.com

Phone: (847) 923-4710 https://procurement.opengov.com/portal/villageofschaumburg mailto:treid@schaumburg.com tel:(847)923-4710

Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural

Procurement Contact:

Jillian Ostman

Purchasing Supervisor

101 Schaumburg Court

Schaumburg, IL 60193

Email: jostman@schaumburg.com

Phone: (847) 923-4529

Department:

Communications & Outreach

Department Head:

Tara Reid

Director

2.4. Timeline

Release Project Date September 23, 2026

Question Submission Deadline October 9, 2026, 12:00pm

Bid Submission Deadline October 16, 2026, 4:00pm mailto:jostman@schaumburg.com tel:(847)923-4529

Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural

3. Instruction to Proposers

3.1. Intent

The intent of this Request for Proposal is to enable the Village of Schaumburg's Department of

Communications & Outreach to establish relationships with vendors for Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural Center & 90 North.

This Request for Proposal is open to all vendors actively engaged in supplying goods/services as specified herein. A detailed description of each item/service request is listed in this solicitation.

3.2. Contract Documents

Any drawings, plans, standard conditions, special conditions, supplemental additional conditions, specifications, proposal notice, proposal sheet, and addendum, if any, as specified herein shall form the

“Contract Documents.” For the purpose of this proposal, the word “Village” shall refer to the Village of

Schaumburg, and the word “Firm” shall refer to any person, company, or entity submitting a proposal.

Any work shown or described in one of the documents shall be construed as if described in all the documents.

3.3. Interpretation of Contract Documents

Each request for interpretation of the Contract Documents shall be made in writing through the

OpenGov Question/Answer Tab via the District's e-Procurement portal, on or before, Friday, October 9, 2026 by 12:00 pm. Interpretations and supplemental instructions will be electronically distributed to firms following this solicitation on the Village’s e-Procurement Portal.

3.4. Electronic Proposal Documents

Firms intending to respond to this opportunity must create a FREE account with OpenGov by signing up at https://procurement.opengov.com/signup. This step is necessary to establish a communication link with the Village. The firm, not the Village, is responsible for obtaining any addenda to the original specification. Addenda and other relevant information will be posted on the Village’s e-Procurement

Portal. Addenda notifications will be emailed to all persons on record as following this Proposal. Failure of any firm to receive any such addenda or interpretation shall not relieve such firm from any obligation under their proposal as submitted. All addenda so issued shall become part of the contract documents.

Paper submissions will not be accepted.

3.5. Withdrawal of Proposal

Proposals may be withdrawn through the Village's e-Procurement Portal, the responding firm may

“unsubmit” their proposal in OpenGov. After withdrawing a previously submitted proposal, the responding firm may submit another proposal at any time up to the deadline for submitting proposals prior to the opening. Firms may withdraw or cancel their proposal, in written form, at any time prior to the advertised proposal opening time.

https://procurement.opengov.com/signup

Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural

3.6. Firm Qualifications

No award will be made to any proposal or firm who cannot satisfy to the Village that they have sufficient ability and experience in this class of work, as well as sufficient capital and equipment to do the job and complete the work successfully within the time named (i.e. responsible). The Village’s decision or judgment on these matters shall be final, conclusive, and binding. The Village may make such investigations as it deems necessary. The proposal shall furnish to the Village, under oath if so required, all information and data the Village may request for the purpose of investigation.

3.7. Preparation of Proposal

The Proposal submittal shall include all required Documents and any further specified documentation as pertaining to this solicitation. The Village will strictly hold the firm to the terms of the proposal.

Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural

4. Scope of Work

4.1. Project Objectives

• Create modern, welcoming and accessible digital experiences tailored to the audiences and purposes of each website.

• Improve navigation, search and access to Village information, services and transactions.

• Balance government service delivery with community identity, storytelling and engagement.

• Provide a flexible, secure and user-friendly content management system that Village staff can manage effectively.

• Improve the quality, organization and accessibility of website content through professional content strategy, copywriting, editing and migration.

• Establish a sustainable approach to hosting, maintenance, support, governance and continuous improvement.

4.2. Respondent Qualifications

• Experience delivering complex public-facing website projects from strategy and design through implementation, launch and ongoing support.

• Experience with local government, public-sector or similarly complex organizations serving multiple audiences.

• Expertise in content strategy, user experience, CMS implementation, content migration, accessibility and third-party integrations.

• A qualified team capable of performing the complete required Base Scope.

4.3. Website Portfolio and Project Priorities

The project includes three distinct but related websites:

• Village of Schaumburg: The primary and most complex website, providing government information, services, transactions, transparency, community news and opportunities for public participation.

• Al Larson Cultural Center: A public-facing cultural destination website focused on performances, programming, ticketing, facility information and the visitor experience.

• 90 North: A focused economic development and district website supporting investment, development, events and the identity of the 90 North area.

The Village website will require the greatest level of strategy, content, design, development and implementation resources, followed by the Al Larson Cultural Center and 90 North websites.

Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural

Respondents should recommend an appropriate allocation of effort based on research, content inventories and the needs of each audience rather than assuming an equal division of resources.

The websites should form a coordinated digital portfolio while maintaining an appropriate identity, voice and user experience for each. Respondents may recommend shared technology, design systems, content components or administrative efficiencies where beneficial.

4.4. Scope of Services

The selected respondent will provide comprehensive strategy, design, content, development, implementation and launch services for the Village of Schaumburg, Al Larson Cultural Center and 90

North websites, followed by ongoing hosting, maintenance, support and continuous improvement as described in this Scope of Work. The required Base Scope includes the following:

Discovery and Strategy

• Conduct project kickoff and discovery activities with Village staff and key stakeholders.

• Review existing websites, analytics, search data, user feedback, governance practices and available research.

• Identify priority audiences, user needs, business goals, content needs and measures of success.

• Recommend a strategy and roadmap for the three-site portfolio.

• Document findings and recommendations in an approved strategy brief that will guide information architecture, design, content and implementation.

Information Architecture and User Experience

• Develop an intuitive, audience-focused information architecture for each website.

• Organize information around what users want to find, understand, experience or accomplish rather than the Village’s departmental structure alone.

• Conduct appropriate user research and usability testing.

• Develop sitemaps, navigation models, wireframes and prototypes for Village review and approval.

• Provide robust search across website pages, documents and other applicable public content.

Search should support relevant results, common terminology and misspellings, filtering where appropriate, search analytics and administrative tools that allow Village staff to review unsuccessful searches and improve results over time.

Creative Design and Storytelling

• Develop a modern, welcoming and responsive visual experience for each website.

Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural

• Balance convenient access to government services with community identity, storytelling, news, events and engagement.

• Establish a coordinated visual system while preserving an appropriate identity and experience for each website.

• Provide flexible page layouts and reusable components that Village staff can manage without coding.

• Recommend effective uses of photography, video, graphics and other multimedia content.

• Present proposed design concepts and refine the selected direction through an agreed-upon review and approval process before full development.

Content Strategy, Copywriting and Migration

• Complete a content inventory and evaluate existing content for retention, revision, consolidation, archival or removal.

• Develop content standards, voice and tone guidance, and page templates appropriate to each website.

• Provide professional copywriting, rewriting and editing using plain-language and web-writing best practices.

• Work with Village subject-matter experts to confirm content accuracy and secure approvals.

• Develop page titles, metadata and other foundational search engine optimization elements for approved content.

• Develop a content migration plan and migrate approved pages, documents, images and other materials.

• Complete content quality assurance before launch.

• Inventory documents and PDFs proposed for migration, identify accessibility concerns, and recommend which materials should be remediated, converted to web content, archived or removed.

Respondents must clearly identify the anticipated amount of content to be written, edited and migrated;

the document remediation included in the Base Scope; and any related assumptions or limitations.

Respondents should provide separate pricing for additional document remediation services.

Accessibility

• Incorporate accessibility throughout strategy, design, content, development and testing.

• Deliver websites that conform to applicable ADA requirements and WCAG 2.1 Level AA standards at launch.

Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural

• Perform automated and manual accessibility testing, including keyboard and assistive-technology testing.

• Remediate identified issues within the project scope and provide testing results before launch.

• Train designated Village staff in creating and maintaining accessible web content.

CMS Development and Integrations

• Implement a secure, scalable and user-friendly content management system.

• Configure administrative roles, permissions, workflows and approval processes.

• Provide reusable, accessible content components and page-building tools.

• Integrate applicable Village systems, applications and third-party services. The Village currently uses PEAK agenda and meeting management, and FOIA request management; Citibot for chatbot and automated customer assistance; and GoVocal for online community engagement.

Respondents must explain how the proposed website solution will accommodate any systems the Village elects to retain and identify whether each connection will use standard functionality, configuration, an embed, an external link or custom development. Any associated implementation or recurring costs must be clearly identified.

• Configure search, forms, calendars, alerts, analytics, document management and other approved functionality.

• Clearly identify standard platform functionality, configuration, custom development, licensed third-party products and any associated limitations or recurring costs.

• Provide content lifecycle-management tools, including review and expiration dates, automated reminders, scheduled publishing and unpublishing, archival options and reporting that helps staff identify outdated pages, documents and links. Any automated unpublishing or archival process must be configurable and controlled by authorized Village staff.

• Provide flexible calendar and event functionality, including list and grid views, filtering, recurring events, event details and the ability to feature or share events across applicable websites. The solution should be capable of recreating the Village’s current custom calendar grid experience or providing an equivalent or improved approach.

Testing, Training and Launch

• Conduct functional, responsive, browser, performance, security, accessibility and content testing.

• Correct identified defects and support Village acceptance testing.

• Provide role-based training, administrative documentation and recorded training resources.

Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural

• Develop and execute launch, redirect, analytics and quality-assurance plans.

• Provide post-launch stabilization and support.

Ongoing Services

Following launch, the selected respondent will provide ongoing hosting, maintenance, support and continuous improvement for all three websites, including:

• Secure and reliable hosting, monitoring, backups, software updates and security maintenance.

• Technical support, troubleshooting and issue resolution.

• Ongoing accessibility monitoring and assistance addressing identified issues.

• Performance, search, analytics and broken-link monitoring.

• Support for content, functionality and design enhancements.

• Refresher training, documentation updates and assistance for Village administrators.

• Regular service reviews and recommendations for continuous improvement.

Detailed service levels, included support hours, response times, escalation procedures and costs will be established through the respondent’s proposal and final agreement.

4.5. Optional Add-On Services

The Village is interested in evaluating opportunities to consolidate related digital services with the selected website provider when doing so would improve integration, user experience, administration, support or overall value. The following services are optional and are not required as part of the Base

Scope:

Agenda and Meeting Management

An optional solution may include agenda creation and approval workflows, packet preparation, meeting materials, minutes, public access, video integration, records retention, training and support.

FOIA Request Management

An optional solution may include online request submission, internal routing and workflows, response deadlines, correspondence, document review and redaction, reporting, records retention and a public request portal.

Community Engagement

An optional solution may include project pages, surveys, polls, idea collection, mapping, discussion tools, participant communications, demographic reporting, analytics and methods for presenting engagement results.

Chatbot and AI Technology

Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural

An optional solution may include conversational search, automated responses, service navigation, multilingual capabilities, escalation to Village staff, analytics and integration with website content and

Village systems. Proposals must explain the solution’s approach to accuracy, content governance, privacy, security, accessibility and responsible use of artificial intelligence.

Respondents may propose any or all Optional Add-On Services but must submit a complete proposal for the required website Base Scope to be considered. Proposals limited to one or more Optional Add-On

Services will not be considered.

For each proposed optional service, respondents must identify:

• The proposed product and included functionality.

• Implementation, configuration and migration requirements.

• Integration with the proposed websites and other Village systems.

• Accessibility, security, privacy and data-retention provisions.

• Training, maintenance, support and service levels.

• Implementation timeline and Village staffing requirements.

• One-time and recurring costs.

• Any licensing, usage or other limitations.

The Village may accept, decline or defer any Optional Add-On Service independently and may retain its current providers. Inclusion of an optional service will not guarantee its award.

4.6. Anticipated Project Schedule and Contract Term

The Village anticipates beginning full project implementation in May 2027, concurrent with the start of its fiscal year. Respondents should propose a realistic implementation schedule based on the scope, complexity and sequencing of the three websites.

The proposed schedule should identify:

• Project phases, major activities and deliverables.

• Village and respondent responsibilities.

• Review, approval and decision points.

• Content development and migration activities.

• Design, development, integration and testing periods.

• Staff training and launch-readiness activities.

• Proposed launch timing for each website.

• Post-launch stabilization and support.

Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural

• Key assumptions, dependencies and risks that could affect the schedule.

Respondents may also identify limited activities that could begin before May 2027 to support an efficient implementation. Any proposed early-start services, associated costs and required Village resources must be identified separately and will be subject to written authorization and available funding.

The Village is open to a coordinated or phased launch approach when it reduces risk or improves project delivery. Respondents should identify their earliest availability and anticipated time from full project kickoff through final launch. The Village prefers that implementation and launch of the three websites be substantially completed during the initial contract term. If a respondent recommends a longer implementation period, the proposal must clearly identify the work, deliverables and costs anticipated to extend into a renewal term.

The initial contract term for full project implementation is anticipated to begin in May 2027 and continue for one (1) year, with the option for three (3) additional one-year extensions. Any authorized early-start services will be subject to available funding and incorporated into the final agreement.

Extensions will be subject to satisfactory performance, funding availability and Village approval.

Respondents must provide separate pricing for the initial term, any proposed early-start services and each optional extension year.

4.7. Ownership, Data Portability and Transition

The Village will retain ownership of all Village-provided content, data, documents, images, media, domain names and other materials. The Village will also own final content, copy, design assets, documentation and other custom deliverables created specifically for the Village under the agreement, except for disclosed pre-existing or proprietary materials incorporated into the solution.

Respondents must clearly identify:

• Any proprietary platform, software, code, templates, components or third-party products that will remain the property of the respondent or another owner.

• Applicable licenses, usage rights, recurring fees and restrictions.

• Any elements of the proposed solution that cannot be transferred to the Village or another provider.

• The formats and processes available for exporting website content, data, documents, media, configurations and analytics.

• Any costs associated with data export, transition assistance or contract termination.

The Village must receive the administrative access and permissions necessary to manage its websites and content throughout the contract term.

Upon expiration or termination of the agreement, the selected respondent must cooperate in an orderly transition to the Village or its designated provider. Transition assistance must include the timely delivery

Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural of Village-owned content and data in commonly usable formats, applicable documentation, configurations, credentials and other materials reasonably necessary to maintain continuity of service.

The selected respondent must not withhold Village-owned content or data because of a contract dispute. Following confirmation of a successful transfer and subject to applicable records-retention requirements, the respondent must securely delete remaining Village data and confirm deletion upon request.

4.8. Cover Letter

Include a brief introduction to the firm, the name and contact information of the primary representative, confirmation of the firm’s ability to perform the mandatory Base Scope, and identification of any Optional Add-On Services included in the proposal. (2 pages maximum)

4.9. Understanding of the Project

Demonstrate an understanding of the Village’s goals, priorities and desired outcomes for this project.

Address the distinct audiences and purposes of the Village of Schaumburg, Al Larson Cultural Center and

90 North websites; the relative scale and complexity of each; and the opportunity to create a coordinated digital portfolio that provides intuitive access to information and services while supporting accessibility, community identity and storytelling. Identify the principal opportunities, challenges and risks anticipated and explain how firm's experience and proposed approach align with the Village’s needs. Responses should be specific to this project and not rely on general marketing language. (2 pages maximum)

4.10. Qualifications and Relevant Experience

Describe the respondent’s qualifications and experience delivering projects comparable in size, complexity and scope to the required Base Scope.

Provide up to three (3) relevant project examples, with preference given to work involving local government, public-sector organizations, multisite portfolios, complex content environments, community storytelling, accessibility and ongoing website support.

For each example, provide:

• Client name and location.

• Website URL.

• Project scope and key deliverables.

• Services performed directly by the respondent.

• CMS or technology platform implemented.

• Number or scale of websites and content migrated.

• Content strategy, copywriting and accessibility responsibilities.

Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural

• Project duration and launch date.

• Ongoing hosting, maintenance or support provided.

• Measurable outcomes or indicators of success.

• Members of the proposed Schaumburg project team who participated in the work.

Examples should represent current engagements or projects completed within the past five (5) years.

The Village reserves the right to independently review the identified websites and contact the associated clients.

Examples must include complete client reference information - name, title, email address and phone number - and at least one (1) reference should involve ongoing hosting, maintenance or support following website launch. The Village may contact the identified references without prior notice.

4.11. Key Personnel

Identify the project manager and key personnel who will be assigned to this engagement. The proposed team should include expertise appropriate to the respondent’s approach and the following areas:

• Project management.

• Strategy and user research.

• Information architecture and user experience.

• Creative design.

• Content strategy and copywriting.

• CMS development and technical implementation.

• Content migration.

• Accessibility.

• Quality assurance, training and ongoing support.

For each key team member, provide:

• Name, title and proposed project role.

• Relevant qualifications and experience.

• Responsibilities for this engagement.

• Anticipated level of involvement or percentage of time assigned.

• Office location and general availability.

• Experience working with other members of the proposed team.

Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural

Identify the individual who will serve as the Village’s day-to-day contact and describe the project manager’s authority to assign resources, manage the schedule and resolve issues. Confirm that all proposed personnel are employees of the respondent.

Resumes may be included in an appendix. Key personnel may not be replaced without prior Village approval, except when circumstances are outside the respondent’s reasonable control. Any proposed replacement must have qualifications and experience equal to or greater than those of the individual being replaced.

4.12. Project Understanding, Proposed Approach and Work Plan

Briefly demonstrate the respondent’s understanding of the Village’s goals, priorities, audiences and desired outcomes, including the distinct purposes of the three websites and the principal opportunities, challenges and risks associated with the project. Then describe the respondent’s proposed approach for completing the required Base Scope. The work plan should be specific to this project and address:

• Project kickoff, governance and communications.

• Discovery, stakeholder engagement and user research.

• Analytics, search data and existing website evaluation.

• Content inventory and assessment.

• Information architecture, navigation and user experience.

• Creative design and review.

• Content strategy, copywriting, editing and approvals.

• CMS configuration, development and integrations.

• Content migration and quality assurance.

• Accessibility throughout design, development, content and testing.

• Village staff training and knowledge transfer.

• Testing, launch and post-launch stabilization.

• Transition to ongoing hosting, maintenance and support.

The response should identify:

• Activities and deliverables associated with each phase.

• Proposed allocation of effort among the three websites.

• Roles and responsibilities of the respondent and Village staff.

• Required Village decisions, reviews and approvals.

Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural

• Anticipated meetings, workshops and other stakeholder participation.

• Assumptions, dependencies and information required from the Village.

• Methods for managing schedule, budget, quality, risks and changes to scope.

• Opportunities to reduce Village workload and improve long-term website governance.

Respondents may provide preliminary thought-starters demonstrating how they might approach the

Village’s digital portfolio. Thought-starters are optional, will not be separately scored, and will be considered preliminary and nonbinding.

• Initial observations about the existing websites and opportunities for improvement.

• Potential approaches to balancing government services with community identity and storytelling.

• Ideas for creating a coordinated relationship among the three websites while preserving their distinct purposes.

• Preliminary creative directions, mood boards, sketches, design references or examples of relevant features from the respondent’s prior work.

• Ideas for homepage content, navigation, photography, multimedia or audience-specific experiences.

The Village is not requesting finished designs or speculative creative work. Any thought-starters will be considered preliminary and nonbinding. The selected respondent will be expected to conduct discovery and user research before recommending a final creative direction.

Respondents should explain how their approach will be adapted to the Village’s needs rather than providing a generic project methodology. The Project Understanding, Proposed Approach and Work Plan should not exceed 12 pages. Respondents may include up to three (3) additional pages for Preliminary

Thought-Starters.

4.13. Proposed CMS and Techncial Solution

Describe the proposed content management system, technical architecture and related functionality.

The response should address:

CMS and Administration

• CMS name, current version and licensing model.

• Whether the solution is proprietary, open source or commercially supported.

• Approach to managing the three websites within one coordinated environment.

• Page creation, editing tools and reusable content components.

• User roles, permissions, workflows and approval processes.

Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural

• Version history, scheduled publishing and content archival.

• Training and ease of use for nontechnical staff.

Functionality and User Experience

• Describe the proposed search solution, including searchable content types, document indexing, relevance and ranking, filters, synonyms and misspellings, analytics, administrative controls and any use of third-party or artificial intelligence technology.

• Forms, calendars, alerts, directories and document management.

• Fully responsive functionality across desktop, tablet and mobile devices, with no material loss of navigation, content, accessibility or user functionality on smaller screens.

• Analytics, reporting and search engine optimization tools.

• Multilingual and translation capabilities; ability to visit website internationally.

• Personalization or audience-specific functionality, if available.

• Opportunities to add or modify functionality after launch.

Accessibility

• Accessibility features incorporated into the platform and authoring experience.

• Methods used to prevent, identify and correct accessibility issues.

• Accessibility testing tools and reporting available to administrators.

• Known accessibility limitations or responsibilities that remain with Village staff.

Security and Performance

• Hosting architecture and service availability.

• Security controls, monitoring, updates and incident response.

• Backups, disaster recovery and business continuity.

• Website speed, scalability and performance monitoring.

• Authentication options, including multifactor authentication and single sign-on.

• Relevant security certifications, audits or independent assessments.

Integrations and Third-Party Technology

• Approach to integrating existing and future Village systems and digital services.

• APIs, embedded tools, data feeds and other supported integration methods.

Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural

• Third-party technology products incorporated into the proposed solution.

• Responsibility for maintaining and supporting each integration.

• Any technical, licensing or compatibility limitations.

Licensing and Portability

• One-time and recurring software, hosting and licensing costs.

• Functionality requiring additional fees or premium licenses.

• Product roadmap and process for platform upgrades.

• Data export capabilities and available formats.

• Limitations affecting future migration or transition to another provider.

Clearly distinguish standard platform functionality, configuration, custom development and separately licensed third-party products. Identify any requested functionality that the proposed solution cannot currently provide or would require future development.

The response should not exceed eight (8) pages, excluding technical specifications and security documentation included in an appendix.

4.14. Implementation Schedule

Provide a detailed implementation schedule from project authorization through final launch and post-launch stabilization.

The schedule should identify:

• Any proposed early-start activities.

• Project kickoff and discovery.

• User research and stakeholder engagement.

• Content inventory, strategy, copywriting and approvals.

• Information architecture, navigation and wireframes.

• Creative design development and approval.

• CMS configuration, development and integrations.

• Content migration and quality assurance.

• Accessibility, functional, performance and security testing.

• Village acceptance testing.

• Staff training and launch preparation.

Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural

• Proposed launch date for each website.

• Post-launch stabilization and transition to ongoing support.

Identify major deliverables, dependencies, Village review periods and decision points. Clearly distinguish respondent responsibilities from Village responsibilities and identify any activities anticipated to extend beyond the initial contract term.

The schedule may be presented as a timeline, table or chart and should not exceed three (3) pages.

4.15. Housing, Maintenance and Ongoing Support

Describe the services that will be provided following launch to support the ongoing operation and improvement of the three websites.

The response should address:

• Hosting environment, uptime commitment and performance monitoring.

• Security monitoring, software updates, patches and vulnerability management.

• Backups, disaster recovery and service restoration.

• Technical support channels and hours of availability.

• Issue severity levels, response and resolution targets, escalation procedures and emergency support.

• Accessibility monitoring, reporting and remediation support.

• Broken-link, search, analytics and website-quality monitoring.

• CMS upgrades, platform enhancements and compatibility testing.

• Support for content, functionality, integration and design changes.

• Refresher training and updates to administrative documentation.

• Account management, service reviews and recommendations for continuous improvement.

Respondents must clearly identify:

• Services included in the annual fee.

• Included support or professional-service hours and how they may be used.

• Whether unused hours expire or carry forward.

• Services subject to additional charges.

• Hourly rates or pricing methods for work outside the included scope.

• Service-level commitments and remedies for failure to meet them.

Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural

• Anticipated annual cost increases for each optional renewal year.

Explain how ongoing services will be coordinated across the three websites and how the respondent will help the Village evaluate performance and prioritize future improvements.

The response should not exceed five pages, excluding a standard service-level agreement included in an appendix.

4.16. Optional Add-On Services Response

Indicate which, if any, of the following Optional Add-On Services are included in the proposal:

• Agenda and meeting management.

• FOIA request management.

• Community engagement.

• Chatbot and AI technology.

For each proposed optional service, provide:

• Product name and description.

• Included features and functionality.

• How the service will integrate with the proposed websites and other Village systems.

• Implementation, configuration, data migration and launch approach.

• Village and respondent staffing responsibilities.

• Accessibility, security, privacy, data ownership and retention provisions.

• Training, maintenance, technical support and service levels.

• Implementation timeline.

• Relevant client examples and references.

• Known limitations, usage thresholds or licensing restrictions.

• One-time implementation costs and annual recurring costs.

• Pricing for each optional renewal year.

Explain the operational, financial and user-experience benefits of adopting the proposed service rather than retaining the Village’s existing solution. Clearly identify any dependencies between an Optional

Add-On Service and the proposed website platform.

Optional services must be provided and supported directly by the respondent using its own personnel.

The Village may accept, decline or defer each Optional Add-On Service independently.

Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural

Responses should not exceed four (4) pages per proposed optional service, excluding technical and security documentation included in an appendix.

4.17. Cost Proposal

Provide a complete and transparent cost proposal for the required Base Scope and any proposed

Optional Add-On Services. Pricing must include all costs necessary to perform the proposed work.

Base Scope Implementation

Separately identify costs for:

• Any proposed early-start services.

• Discovery, research and strategy.

• Information architecture and user experience.

• Creative design.

• Content strategy, copywriting and editing.

• Content migration.

• CMS configuration, development and integrations.

• Accessibility testing and remediation.

• Quality assurance, training, implementation and launch.

• Post-launch stabilization.

Also provide the anticipated allocation of implementation costs among:

• Village of Schaumburg website.

• Al Larson Cultural Center website.

• 90 North website.

Ongoing Services

Provide annual pricing for:

• Hosting, licensing and platform access.

• Maintenance, security and technical support.

• Accessibility monitoring and support.

• Included professional-service or support hours.

• Each of the three optional renewal years.

Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural

Optional and Additional Services

Separately identify:

• One-time and recurring costs for each proposed Optional Add-On Service.

• Document and PDF remediation rates.

• Hourly rates by role for services outside the included scope.

• Optional products, modules, integrations or service levels.

• Travel or other reimbursable expenses, if applicable.

Identify all assumptions, usage limits, annual increases and circumstances that could result in additional charges. Pricing should remain valid for the period specified in the solicitation.

The Village may negotiate the final scope, quantities and pricing; accept or decline optional services; and reduce or defer individual components based on available funding and project priorities.

Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural

5. Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm Qualifications, Relevant Experience and

Key Personnel

Experience completing comparable projects;

quality and relevance of past work and references; and qualifications, availability and experience of the proposed project team.

Points Based 20 (20% of Total)

2. Project Understanding, Proposed Approach and Work Plan

Understanding of the Village’s goals and the distinct needs of the three websites; quality of the proposed strategy, design, content, accessibility, migration and implementation approach; and clarity and feasibility of the work plan and schedule.

Points Based 30 (30% of Total)

3. CMS, Technical Solution and Ongoing Support

Quality, usability, security, accessibility and scalability of the proposed CMS and technical solution; ability to support required functionality and integrations; and quality of the proposed hosting, maintenance, training and ongoing support.

Points Based 25 (25% of Total)

4. Cost

Completeness, clarity and reasonableness of the proposed costs and overall value to the

Village, including implementation and required ongoing services.

Points Based 25 (25% of Total)

Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural

6. Insurance Requirements

6.1. Insurance

The proposal will provide certificates of insurance evidencing the following types and limits of insurance.

The certificates of insurance will specifically address each of the requirements noted below. Each insurance company shall be acceptable to the Village. The General Liability coverage shall name the

Village of Schaumburg as additional insured. All insurance noted below is primary and in no event will be considered contributory to any insurance purchased by the Village. All insurance noted below will not be canceled, reduced, or materially changed without providing the Village thirty (30) days advance notice, via certified mail.

The Proposal will provide written Proof of Endorsement, with the General Liability policy number on the endorsement.

A. Comprehensive General Liability including Products Liability/Completed Operations insurance, in an amount not less than $1,000,000/occurrence, $2,000,000/policy limit, including Broad Form

Contractual Liability insurance, in an amount not less than $1,000,000/occurrence, $2,000,000/policy limit, subject to the terms and conditions of the policy. A copy of the policy may be required.

B. Automobile Liability insurance, in an amount not less than $1,000,000 combined single limit.

Said insurance is to be extended to cover hired and non-owned vehicles.

C. Umbrella or Excess Liability coverage, the Contractor shall provide evidence of Umbrella or

Excess Liability coverage of $2,000,000.

D. Workers’ Compensation is to be provided as required by statute, by an insurance company licensed to write worker’s compensation in the State of Illinois. Employer’s Liability, in an amount not less than $500,000 each accident, $500,000 disease – policy limit, and $500,000 disease – each employee.

E. Insurance Rating – All insurance policies required by this contract shall be underwritten by insurance companies with a minimum A. M. Best rating of A:VII.

F. A certificate of insurance is required as evidence of coverage, with the Village of Schaumburg named as an additional insured. The certificate will include an “Additional Insured

Endorsement”. The same full insurance coverage provided to the named insured, whether it is the contractor or a sub-contractor, shall be provided to the Village without any limitations or endorsements that might limit or exclude coverage. If insurance is canceled for any reason whatsoever the Village will be given not less than thirty (30) days prior written notice.

Any and all deductibles or other forms of retention are the responsibility of the Contractor. All deductibles or other forms of retention are subject to the approval of the Village. Contractor will disclose to the Village in writing the amounts of any deductible or self-insured retentions on the insurance required under this contract.

Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural

Contractor waives any right of subrogation it may have or later acquire against the Village.

The firm shall not commence work under this contract until they have obtained all insurance required under this section and such insurance has been approved by the Village, nor shall firm allow any subcontractor to commence work on their subcontract until the same insurance has been obtained by the subcontractor. The firm and their subcontractor(s) shall maintain all insurance required under paragraphs A through D of this Section for not less than one (1) year after completion of this contract.

Title: Website Strategy, Design, Development & Ongoing Services for the Village of Schaumburg, Al Larson Cultural

7. Terms and Conditions

7.1. Terms of Contract

The initial term of this contract shall be for one (1) year to begin on award, subject, however, to the right of the Village to cancel and terminate the same at any time by giving a thirty (30) day notice in writing to the contractor. The Village invokes the right to cancel the contract for poor performance, and/or for other issues that the Village deems unacceptable or below the standard specified in the contract.