SELECTED HIGHLIGHTS
1. RFP Overview
1.1 Background
Carmel-by-the-Sea
was incorporated as a General Law City in 1916, and has a Council/City
Administrator form of government. The major operating departments of the City
are, Administrative Services, which includes the City Administrator, City Clerk
and finance, Community Planning and Building, Public Works, Police, and Library
and Community Activities. Carmel-by-the-Sea is known for its urban forest, its
beach and natural parklands and its village atmosphere. The City’s boundary is
one square mile in area, with a population that has remained steady at around
4,000. It is located within Monterey County approximately 120 miles south of
San Francisco.
The City of
Carmel-by-the-Sea is seeking qualified website developers (Vendor) to design
and implement a new, customer-service focused website that provides ease of
access to information and resources, a robust search engine, and an engaging,
modern design.
The selected
Vendor will be tasked with providing the City with an information ready,
turn-key website to allow non-technical staff to immediately begin managing the
content and providing a wide variety of services to residents, businesses, and
visitors. The website will replace the current website, but will continue to
use the same URL, upon the launch of the new website.
The Vendor is
expected to have demonstrated experience in designing and managing local
government websites, and expertise with current trends and best practices
regarding website design and the user experience in the public sector.
The City wishes
to engage a Vendor who can serve as a partner throughout the duration of this
project and provide ongoing maintenance, support, and design services. Specific
deliverables related to the scope of work for this project will be included in
the final agreement.
1.2 Purpose
of RFP
The
purpose of this Request for Proposal (RFP) is to identify and select a vendor
with a proven record of accomplishment in the planning, development,
implementation, support, and hosting of government websites. The selected
vendor must be capable of providing all services, including ongoing hosting, to
implement a state-of-the-art website. In addition, the vendor must offer a
robust content management system (CMS) that allows City staff to easily update
website content. The City desires a single vendor for all services identified
in the RFP.
The
City is seeking a vendor that will take full responsibility for all aspects of
the City’s website, CMS, and related hosting. The scope of services should
include all software, hardware, training, and other services required to
support the implementation, support, and ongoing hosting of the new site. As a
minimum, the vendor’s services should include the following:
Design and configuration.
Interfaces to City
data/systems.
Implementation consulting.
Administrative and staff
training.
Content migration and
conversion.
Testing
Documentation.
Project management.
Reporting.
Hosting.
Ongoing maintenance and operations support.
1.5 Timeline
The City expects
to begin project implementation in July 2017 and anticipates a three to four
month implementation timeframe. Vendors should be prepared to propose a solution
and approach that meets this timeline, or propose an alternative based on
vendor’s past experience with similar efforts.
1.6 RFP Schedule
of Events
Table 1, RFP
Schedule of Events, identifies the City’s best estimate of the schedule that
will be followed. The City realizes the vendor procurement and selection
schedule represents an aggressive timeline; however, time is of the essence and
the City encourages vendors to carefully consider and plan according to the
presented schedule of events.
Table
1 – RFP Schedule of Events
RFP EVENT
|
DATE/TIME
|
City Issues RFP
|
Friday,
March 17, 2017
|
Deadline for Letter
of Intent to Propose
|
5 PM, Friday,
March 24, 2017
|
Deadline for Written
Questions and Comments
|
5 PM, Friday,
March 24, 2017
|
City
Issues Responses to Written Questions and Comments
|
Friday,
March 31, 2017
|
Deadline
for Submitting a Proposal
|
5 PM, Friday,
April 14, 2017
|
City
Completes Short-list Evaluations
|
Friday,
April 28, 2017
|
City
Notifies Short-listed Vendors
|
Friday,
April 28, 2017
|
Short-listed
Vendor Interviews and Presentations
|
Wednesday – Friday, May 10-12, 2017
|
City
Determines Finalist(s) for Contract Negotiations
|
Friday,
May 19, 2017
|
Authorization
of Award to Selected Vendor
|
Tuesday, June 6, 2017
|
REQUEST FOR PROPOSALS (RFP)
RFP # 16-17-12
WEBSITE DESIGN AND HOSTING SERVICES
WEBSITE DESIGN AND HOSTING SERVICES
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