HomeMy WebLinkAboutFull RFP Documents for Bozeman Website Re-design REQUEST FOR PROPOSALS
CITY OF BOZEMAN WEBSITE REDESIGN AND CONTENT MANAGEMENT SYSTEM
PROJECT
NOTICE IS HEREBY The City of Bozeman, Montana is soliciting Requests for Proposals (RFP) from qualified, experienced firms to provide a re-design of the City’s public
website http://www.bozeman.net , the potential conversion to a new Content Management System
(CMS), and ongoing support for its site.
The goals of this website redesign project are as follows:
• To provide simple and intuitive electronic access to public services;
• Serve as a public two-way communication tool with mobile friendly access;
• Reduce transaction costs for the City and citizens;
• Streamline business & administration operations;
• Improve 24/7 self-service government;
• Develop online image to reflect city’s progressive and innovative approach to conducting business;
• Improve transparency and communication; and
• Generate interest among residents, visitors and businesses for the services, events and attractions Bozeman has to offer.
DELIVERY OF PROPOSALS The proposal must be received no later than 5:00 p.m., January 25, 2016. Proposals received after 5:00 p.m. will be returned unopened. Proposals will be privately opened and evaluated by the City.
Two (2) copies of the proposal shall be sealed and submitted to the City Clerk’s Office.
The physical address is: City Clerk’s Office, Suite 202, (upstairs) City Hall, 121 N. Rouse Avenue, Bozeman, Montana.
The mailing address is:
City Clerk’s Office, Suite 202, City Hall, P.O. Box 1230, Bozeman, Montana, 59771.
Proposals must be plainly marked in the lower left-hand corner of the envelope stating “Website Re-Design”
For questions related to submittal please contact the City Clerk’s Office at (406) 582-2320 or stop by during regular business hours.
For questions related to the content for this project please contact Scott McMahan, Information
Technology Manager at (406) 582-2277 or email smcmahan@bozeman.net
Responses received after 5:00 PM on this date will not be considered. This Request for Proposal will be published in the Bozeman Daily Chronicle on the following dates:
Sunday, December 27, 2015
Sunday, January 17, 2016
PROPOSAL PROJECT DOCUMENTS
The entire proposal document can be found on the City Web page at www.bozeman.net by selecting
the BID button and clicking on the link to this project.
OFFERER QUESTIONS Any questions or requests for clarification or interpretation of this RFP must be addressed in writing to
Scott McMahan, IT Manager, P.O. Box 1230, Bozeman, MT 59771 or emailed
to smcmahan@bozeman.net on or before January 11, 2016 at 5:00 PM. For purposes of this RFP, “in writing” consists of email or US Mail.
Questions submitted must include:
• Company name and address;
• Contact information, including name, email address, telephone number, and fax number;
• Clear reference to the page and item in question.
Questions received after the deadline will not be considered.
The City will provide a formal written addendum by January 14, 2016 at 5pm, to questions received by
the deadline. No other form of interpretation, correction, or change to this RFP will be binding upon
the City. Any addendum will be posted on the City’s website, http://www.bozeman.net/City-
overnment/BIDs. An Acknowledgment of Addendum must accompany the RFP response.
DISCRIMINATION Any submitting entity under this invitation for proposal must sign and return the required affirmation
stating that they will not discriminate on the basis of race, color, religion, creed, sex, age, marital status,
national origin, or because of actual or perceived sexual orientation, gender identify, or disability in
the exercise of contract should it be awarded to that entity. Each entity submitting under this notice shall also recognize in writing the eventual contract will contain a provision prohibiting discrimination
as described above and this prohibition on discrimination shall apply to the hiring and treatment of the
Contractor’s employees and to all subcontracts.
Dated at Bozeman, Montana, this 23rd day of December, 2015.
Stacy Ulmen, CMC
City Clerk, City of Bozeman
Published Bozeman, Montana
December 27, 2015
January 17, 2016
City of Bozeman Website Redesign Project
Request for Proposal (RFP) 2015
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CITY OF BOZEMAN
WEBSITE REDESIGN
& CONTENT MANAGEMENT SYSTEM
REQUEST FOR PROPOSAL (RFP)
Project Contact:
Scott McMahan
IT Manager
City of
Bozeman
121 N. Rouse
Bozeman, MT
59718
Phone:
406.582.2277
Deadline:
January 25th, 2016
Proposal Due
By: 5:00pm
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TABLE OF CONTENTS
OVERVIEW ....................................................................................................................................... 4
Introduction ................................................................................................................................ 4
Point of Contact .......................................................................................................................... 4
Offeror Questions ....................................................................................................................... 4
Questions submitted must include: ............................................................................................ 4
SCOPE OF WORK ............................................................................................................................. 6
General objectives of the new website design are: ................................................................... 6
Additionally, the proposals must ensure the following on the .................................................. 6
CITY WEBSITE RE-DESIGN ................................................................................................................ 7
MAIN CONSIDERATIONS ............................................................................................................. 7
Web Accessibility ........................................................................................................................ 7
Universal Considerations ............................................................................................................ 8
Search Engine Optimization ........................................................................................................ 8
Intranet ....................................................................................................................................... 9
CITY OF BOZEMAN CONTENT MANAGEMENT SYSTEM ................................................................ 10
Main Considerations ................................................................................................................. 10
Submission Guidelines .................................................................................................................. 11
GENERAL SUBMISSION GUIDELINES ......................................................................................... 11
Contents of Proposal................................................................................................................. 11
Proposal Submission Requirements ......................................................................................... 15
SELECTION PROCESS ..................................................................................................................... 16
CONTRACT REQUIREMENTS AND ADMINISTRATION ................................................................... 18
Reservation of Rights; Liability Waiver ..................................................................................... 18
Time Line ................................................................................................................................... 19
Withdrawal of Proposals ........................................................................................................... 20
Scope of Work See Page 7 ....................................................................................................... 20
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Project Schedule & Resource Plan ............................................................................................ 20
Confidentiality and Disclosure of Information ......................................................................... 20
No Partnership/Business Organization ..................................................................................... 20
Employment Restriction and Indemnity ................................................................................... 21
Accessibility ............................................................................................................................... 21
Governing Law .......................................................................................................................... 21
Miscellaneous ........................................................................................................................... 21
Appendix A - Technical Functionality Table .................................................................................. 22
Appendix B - Features required for CMS ...................................................................................... 27
Appendix C - Third Party Vendor Integration ............................................................................... 31
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OVERVIEW
INTRODUCTION
The City of Bozeman, Montana is soliciting Requests for Proposals (RFP) from qualified,
experienced firms to provide a re-design of the City’s public website http://www.bozeman.net , the
potential conversion to a new Content Management System (CMS), and ongoing support for its
site.
POINT OF CONTACT
Scott McMahan, Information Technology Manager
PO Box 1230
Bozeman, MT 59771
Phone: 406-582-2277
E-mail Address: smcmahan@bozeman.net
OFFEROR QUESTIONS
Any questions or requests for clarification or interpretation of this RFP must be addressed in
writing to the IT Manager on or before January 11, 2016 at 5pm. For purposes of this RFP, “in
writing” consists of email or US Mail.
QUESTIONS SUBMITTED MUST INCLUDE:
Company name and address;
Contact information, including name, email address, telephone number, and fax number;
Clear reference to the page and item in question.
Questions received after the deadline will not be considered.
The City will provide a formal written addendum by January 14, 2016 at 5pm, to questions
received by the deadline. No other form of interpretation, correction, or change to this RFP will
be binding upon the City. Any addendum will be posted on the City’s website,
http://www.bozeman.net/City-overnment/BIDs. An Acknowledgment of Addendum must
accompany the RFP response.
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The goals of this website redesign project are as follows:
• To provide simple and intuitive electronic access to public services;
• Serve as a public two-way communication tool with mobile friendly access;
• Reduce transaction costs for the City and citizens;
• Streamline business & administration operations;
• Improve 24/7 self-service government;
• Develop online image to reflect city’s progressive and innovative approach to conducting
business;
• Improve transparency and communication; and
• Generate interest among residents, visitors and businesses for the services, events and
attractions Bozeman has to offer.
The redesigned site should have a theme that promotes the City with a welcoming, friendly, and
professional feel. The project will include a graphical redesign of the current website and a
potential conversion to a new content management system (CMS). The new platform must allow
for all staff to easily update and maintain the content on the site and must seamlessly integrate
with most modern social media platforms (Facebook, twitter, LinkedIn, YouTube, video, etc.).
Architecture of the site must be redesigned to incorporate a unified brand treatment. The City has
recently gone through a new logo/branding creation process and the new site will need to incorporate
this new branding. Content and information items will be fully shared by all areas of the site. All
site messaging will be supported by modern media through the use of items such as videos,
imagery, mapping, as well as items presented through interfaces with third party sites (i.e. Google
maps) and current software (Laserfiche, ArcGIS, Sungard, Sportsman, Duncan,) will also need to
be integrated into the CMS, allowing for centralized administration of site content. Architecture
must allow for navigation structure and page components to ensure that this experience is
superior.
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SCOPE OF WORK
This Project consists of two main objectives:
• City of Bozeman Website Re-Design
• Possible conversion to a new Content Management System.
GENERAL OBJECTIVES OF THE NEW WEBSITE DESIGN ARE:
• Intuitive and consistent options for website navigation;
• A visually appealing design;
• A standardized page format maintained website-wide, including font style for titles, content,
unified color scheme, and layout;
• Modern web design and standards, compatible with modern browsers while providing well-
integrated degradation for older browsers;
• A mobile device friendly site, incorporating “responsive design”;
• Social media integration, including tools to enable citizen interaction with city government;
• Integration of existing applications and conversion of existing content;
• Website and support technology for site security that meets industry standard guidelines on
privacy;
• A site compliant with local, state, and federal regulations, including ADA and section 508
requirements;
• A framework and architecture to permit the addition of new features and on-line services as
technology, budget, and demand allow.
These goals should guide all consideration when proposing solutions to the requirements of this
document.
ADDITIONALLY, THE PROPOSALS MUST ENSURE THE FOLLOWING ON THE CONSUMER
SIDE:
• Image rich design treatment
• Modern and relevant brand treatment
• Simple and clear navigation structures
• Robust and flexible search capabilities
• Reintroduce locals to their area and its benefits
• Provide an avenue for direct e-services
• Direct information paths for customers
• Presents City of Bozeman stakeholders in the best fashion
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CITY WEBSITE RE-DESIGN
MAIN CONSIDERATIONS
We are looking for a vendor that can perform an audit of our current site and help us cull through
our existing content. We need the site to be much cleaner and simpler to navigate. We will need
sound marketing advice on what content to remove and what to keep and how to re-word
existing content to make it more relevant and timely.
We have a desire for this site to accomplish two major objectives:
1. A task oriented navigational structure to walk citizens through getting something
accomplished step by step.
2. A Design philosophy that puts the user first while making the UI experience an easy and
engaging way to get to informational content.
The City of Bozeman website contains connections to 3rd party vendors that need to be integrated
with our site or replaced with a solution you provide. Any solutions proposed must take this into
account.
Current API’s
Laserfiche – City Council and Commission’s data repository system
Sungard = Financial system, and also project and permitting tracking software
ArcGIS – Geocoding for mapping
Customer ‘request for service’ using both web-based and PDF Forms.
Social media – Facebook, Twitter, and YouTube,
RSS feeds
Duncan – E-ticketing for Parking
AV Capture - Video streaming for Commission and Board meetings.
Desired API’s
Customer ‘request for service’ tracking system
WEB ACCESSIBILITY
Finally, the entire site must be compliant with current ADA standards & reflect best practices for
the disabled user. (Resources for web ADA http://www.w3.org/WAI/WCAG20/glance/ &
http://www.w3.org/WAI/quicktips/ & http://www.bozeman.net/Accessibility/Accessibility )
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UNIVERSAL CONSIDERATIONS
The site should have a clear page navigation trail noted at the top of all pages; a
Facebook/Twitter/RSS feed center with links to target information alerts when available, search
box and ‘How Can We Help?’ dialogue, and return to home feature.
SEARCH ENGINE OPTIMIZATION
All pieces of the proposed solution should contain a strong SEO focus. The use of the META,
keywords, site maps, accessibility, ALT properties for images and content all must reflect a
thorough understanding of SEO principles and application. A clearly defined SEO strategy must
be explained as it pertains to the site development.
We are including a number of URLs to various sites we have found that have elements of design
and function that we like. The following table provides URLs to sites that have elements of design
and function that we like.
http://longmontcolorado.gov/home
While their site is nothing innovative, it is
clean, intuitive and most importantly,
informative. We appreciate how the Parks
and Rec Dept. page has appropriate
seasonal updates, an interactive trail map, a
list of all parks and associated amenities
http://www.ci.independence.mo.us/
Prominent search feature. Clean and
simple. Appropriate pictures. Trending now
feature interactive.
https://bouldercolorado.gov/
Nice photo element on front page and a
consistent buttons that are a graphical task
oriented way to conduct business with the
city.
https://www.lacity.org/
The; For residents, For businesses, For
Visitors, For Job Seekers navigation is nice
and covers our target audiences.
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http://www.cocoafl.org/index.aspx?nid=1175
Like the step by step instructions under
starting a business.
http://www.provo.org/
Clean Start Page
http://www.chattanooga.gov/
Like the picture element of the drop down
menus.
http://ci.missoula.mt.us/
Nice photo element on home page and
consistent buttons through pages.
http://ci.billings.mt.us/
Prominent calendar on home page. Fairly
clean with online payments readily available
http://www.bend.or.us/
Shows community well (shows major
amenities) through photo component.
http://www.goodyearaz.gov/ Search Function seems to work well.
INTRANET
The City does have an Intranet component to its site that is also controlled by the Kentico CMS.
If you have an Intranet component to your solution please provide pricing for this component.
Whether we decide to tackle the Intranet site now or as another phase has yet to be determined.
However, the CMS recommended must be able to support both the main site and the intranet
site.
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CITY OF BOZEMAN CONTENT MANAGEMENT SYSTEM
MAIN CONSIDERATIONS
The City of Bozeman currently uses Kentico as its Content Management System. The City is open
to the new site running within the Kentico framework and continuing to use the product as our
CMS. The City is also open to the use of a new CMS. Responders are welcome to respond with
whatever direction they would recommend we go. Please provide pricing for the new CMS and
pricing for staying with Kentico as separate line items if staying with Kentico is an option with
your solution.
At this time it is our intent to continue to host and control the new site and CMS on premise at
the City of Bozeman. We will however entertain a hosted option. If you offer a hosted option
please include pricing for this option.
If proposing a new CMS, it should allow for content updates, flexible/changing menus, addition
of widgets, creation of new pages, image and video uploads and custom API connectors. The CMS
should be able to address the majority of functional requirements for the website without severe
constraint. It should also provide an easy customization pathway to accommodate other features.
The CMS must be easy enough for City of Bozeman staff to navigate in order to change basic
content via a word processing (WYSIWYG) style content editor, and will not require user
knowledge of HTML or CSS coding to update. A style sheet will need to be incorporated into the
editor to define the look of all updates made in the page content editor. A clear content migration
strategy must be outlined in the proposal as well as any impact that it might have on City of
Bozeman staff. Multiple user levels must be addressed, from one- page to department wide
access. Where applicable, the CMS should allow data to be serialized (RSS format primarily) so
that users can stay updated on specified City of Bozeman happenings. If the proposed solution
encourages or requires a use of a particular CMS solution for all disclosed elements of the
functional requirements, a detailed explanation must be provided that describes how the CMS
will satisfy all current and future requirements.
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SUBMISSION GUIDELINES
GENERAL SUBMISSION GUIDELINES
Follow the format presented in the RFP. Points may be deducted during scoring for deviations
from the prescribed format.
Provide complete answers or descriptions. Read all questions and requirements, and provide
clear, concise responses. Do not assume the City of Bozeman or the selection committee will
have any familiarity with the firm’s capabilities. Proposals are evaluated solely on the information
and materials provided in the response.
Adhere to the proposal due date. Late proposals will NOT be accepted.
The following items must be included in the submission to be considered responsive:
Signed Cover Sheet;
Signed Acknowledgment of Addenda (if any);
All mandatory proposal requirements
CONTENTS OF PROPOSAL
The following information must be submitted in response to this RFP. Narrative information must
be intelligible to a person without technical expertise.
1. PROPOSAL INTRODUCTION.
Provide the following:
a. Title Page, including Request for Proposal title, your name, address, telephone number, fax
number, and email address;
b. One page letter of introduction signed by someone authorized to bind your company to the
statements made in your proposal;
c. Table of Contents including page numbers;
d. An Executive Summary of the key features of the proposal.
2. COMPANY BACKGROUND.
Provide a brief history of your company including:
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a. Years in business under present and any previous names;
b. Type of organization (e.g., corporation, partnership, or limited liability corporation);
c. Names of officers of the company or regional executives in charge of the overall project;
d. Name of on-site project manager and a description of experience relevant to this project;
e. Number of key employees available to perform the contract.
3. COMPANY EXPERTISE.
Describe your company’s expertise as a website application developer qualified to undertake this
project. What makes your organization stand out in the industry?
4. PROJECT SPECIFIC INFORMATION.
a. Completed Technical Functionality Worksheet.
b. Completed Feature Requirements for CMS Worksheet
c. Describe the services your firm will provide.
d. Full description of development process, project management, deployment strategies,
communication methods during development.
e. Describe in detail all proposed costs associated with providing your proposed scope of
services.
f. List of any third party vendors your solution has interfaced with.
g. Evidence of design quality - 6 examples of websites, or online references to existing
websites, that your firm has designed for other counties, cities, or local government
entities;
h. 3 examples of possible designs for the City of Bozeman homepage;
i. A full description of the functionality the content management system you propose for this
project will provide.
j. A proposed timeline for the project;
k. A detailed plan describing the assistance your firm will provide to convert and transfer old
content to the new website;
l. A detailed training plan for all departments and levels of users, including administrative and
super user functions.
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5. REFERENCES.
List six references from clients with your firm. Provide the following information for each
reference:
Name of organization
Services provided
Date of service
Location of client
Contact name and title
Contact’s telephone number and email address
Although the intent is to check references for finalist firms, the City reserves the right to
investigate the contractor’s past performance in similar settings and its compliance with
contractual obligations. References should be prepared to speak to a City representative
regarding the firm’s service and operations.
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6. COST PROPOSAL.
Complete Cost Proposal at detailed level shown in the Pricing Form attached to this document.
Break out optional items from requirements that require development and quote those
available. The cost proposal must be presented in the following format:
Item Description 1st Year Cost Continuing
Annual Costs
1 Software Costs and Licensing Fees
2 Implementation Costs
3 Maintenance and Support Fees
4 Custom Development Charges
5 Itemized List of Components/Functionalities
6 Training Costs
7 Any Other Costs (Specify)
8 Discounts
9 Total Cost
10 Optional Costs for Periodic Update and Design
Refresh
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PROPOSAL SUBMISSION REQUIREMENTS
General Requirements:
All required information must be completed in full, in ink, or typewritten.
The proposal must be signed by a person authorized to commit the Contractor to provide the
goods or service. Submission of a signed proposal will constitute an representation by proponent
that proponent has complied with every requirement of the RFP, that without exception the
proposal is premised upon performing and furnishing the Work required by the proposal
documents and applying any specific means, methods, techniques, sequences, and/or
procedures of performance that may be shown or indicated or expressly required by the proposal
documents, that proponent has given the City written notice of all conflicts, errors, ambiguities,
and discrepancies that proponent has discovered in the proposal documents and the written
resolutions thereof by the City are acceptable to Proponent, and that the proposal documents
and any written resolutions are generally sufficient to indicate and convey understanding of all
terms and conditions for performing and furnishing the Work.
The proposal must be received no later than 5:00 p.m., January 25, 2016. Proposals
received after 5:00 p.m. will be returned unopened. Proposals will be privately opened and
evaluated by the City.
Two (2) copies of the proposal shall be sealed and submitted to:
The physical address is:
City Clerk’s Office, Suite 202, (upstairs) City Hall, 121 N. Rouse Avenue, Bozeman,
Montana.
The mailing address is:
City Clerk’s Office, Suite 202, City Hall, P.O. Box 1230, Bozeman, Montana, 59771.
Proposals must be plainly marked in the lower left-hand corner of the envelope as follows:
“Website Re-Design”
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SELECTION PROCESS
1. SELECTION COMMITTEE.
A committee selected by the City’s Information Technology Manager will review, evaluate and
rank the proposals. The committee will include both technical and non-technical staff.
2. EVALUATION CRITERIA.
The selection committee will review, evaluate and rank the proposals which are in substantial
compliance with RFP requirements based on the following criteria and scoring:
Criteria Points Available
Technical Functionality Worksheet 15
Features Required for CMS Worksheet 10
Proposal Introduction & Exec Summary 5
Company Background & Staffing 5
Company Expertise 10
Evidence of Design Quality from Other
Jurisdictions
10
Project Timeline 5
Conversion and Transfer Plan 10
Training Plan 10
Cost Proposal 20
Total Proposal Points 100
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3. REFERENCES AND ON-SITE/REMOTE INTERVIEWS.
After the proposals have been evaluated, references for the top scoring firms will be contacted.
Upon obtaining satisfactory feedback from references, finalists will be invited to the City of
Bozeman for on-site or remote interviews and product presentations. The manager proposed
for the project must be a member of the interview team. After the interviews have been
completed, the selection committee will make a further evaluation of the firms and their product
solutions. Upon arriving at a decision, a recommendation will go before the City Commission for
their approval.
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CONTRACT REQUIREMENTS AND ADMINISTRATION
Each entity submitting under this notice shall include a provision requiring the submitting entity
to affirm in writing it will not discriminate on the basis of color, religion, creek, sex, age, marital
status, national origin, or because of actual or perceived sexual orientation, gender identity or
disability and recognizing the eventual contract will contain a provision prohibiting discrimination
as described above and this prohibition on discrimination shall apply to the hiring and treatment
of the Contractor’s employees and to all subcontracts. Failure to comply with the above shall be
cause for the City to deem the submittal non-responsive.
All proposals submitted in response to this RFP become the property of the City and public
records and, as such, may be subject to public review.
RESERVATION OF RIGHTS; LIABILITY WAIVER
The City reserves the right to accept or reject any and all proposals; to add or delete items and/or
quantities; to amend the RFP; to waive any minor irregularities, informalities, or failure to
conform to the RFP; to extend the deadline for submitting proposals; to postpone award for up
to 30 days; to award one or more contracts, by item or task, or groups of items or tasks, if so
provided in the RFP and if multiple awards are determined by the City to be in the public interest;
and to reject, without liability therefore, any and all proposals upon finding that doing so is in the
public interest.
The City of Bozeman reserves the right to reject the proposal of any person/firm who previously
failed to perform properly to the satisfaction of the City of Bozeman, or complete on time
agreements of similar nature, or to reject the proposal of any person/firm who is not in a position
to perform such an agreement satisfactorily as determined by the City of Bozeman.
The City of Bozeman reserves the right to determine the best qualified Contractor and negotiate
a final scope of service and cost, negotiate a contract with another Contractor if an agreement
cannot be reached with the first selected Contractor, or reject all proposals. The successful
Contractor will be required to enter into a professional services contract with the City of
Bozeman, which will incorporate the Contractor's scope of service and work schedule as part of
the agreement.
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This RFP does not commit the City to award a contract. The City assumes no liability or
responsibility for costs incurred by firms in responding to this request for proposals or request
for interviews, additional data, or other information with respect to the selection process, prior
to the issuance of an agreement, contract or purchase order. The Contractor, by submitting a
response to this RFP, waives all right to protest or seek any legal remedies whatsoever
regarding any aspect of this RFP.
The City reserves the right to cancel, in part or in its entirety, this RFP including, but not limited
to: selection procedures, submittal date, and submittal requirements. If the City cancels or
revises this RFP, all Contractors who submitted proposals will be notified using email.
This project is subject to the availability of funds and approval by the Bozeman City Commission.
TIME LINE
These dates may be revised if any step takes longer than anticipated. The City reserves the
right to postpone the award.
RFP TIMELINE
EVENT DATE
RFP issue date December 27th, 2015
Deadline for submitting written questions January 11, 2016, 5:00PM
Written responses posted to City website January 14, 2016, 5:00PM
RFP response due date January 25, 2016, 5:00PM
Offeror interviews February 1 and 2, 2016
Contract award (date tentative) February 8, 2016
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WITHDRAWAL OF PROPOSALS
Proposals submitted may be withdrawn by written request if received before the hour set for the
opening. After that time, proposals may not be withdrawn for a period of fifteen (15) days and
at no time after award.
No responsibility shall attach to a City employee for the premature opening of a proposal not
properly addressed and identified in accordance with these documents.
When discrepancies occur between words and figures, the words shall govern.
SCOPE OF WORK SEE PAGE 6
The project scope, specifications and requirements that are outlined in this RFP are subject to
modification and final contract negotiations.
PROJECT SCHEDULE & RESOURCE PLAN
In their responses to this proposal, Respondents shall propose a detailed schedule of
performance for completion of all components of the production process. General project
milestones should be presented; final project milestones will be established prior to project
initiation.
CONFIDENTIALITY AND DISCLOSURE OF INFORMATION
Upon completion of negotiations or a determination that no proposals will be pursued, one copy
of each submitted proposal shall be retained for the official files of the City and will be considered
a public record.
In addition, each respondent agrees the city shall not be liable for disclosures of confidential
information if disclosure of such information is required by law.
NO PARTNERSHIP/BUSINESS ORGANIZATION
Nothing in this RFP or in any subsequent agreement, or any other contract entered into as a result
of this RFP, shall constitute, create, give rise to or otherwise be recognized as a partnership or
formal business organization of any kind between or among the City and the respondent.
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EMPLOYMENT RESTRICTION AND INDEMNITY
No person who is an owner, officer, employee, contractor, or consultant of a respondent shall be
an officer or employee of the City. No rights of the City’s retirement or personnel rules accrue to
a respondent, its officers, employees, contractors, or consultants. Respondents shall have the
responsibility of all salaries, wages, bonuses, retirement, withholdings, worker’s compensation
and occupational disease compensation, insurance, unemployment compensation, other
benefits and taxes and premiums appurtenant thereto concerning its officers, employees,
contractors, and consultants. Each respondent shall save and hold the City harmless with respect
to any and all claims for payment, compensation, salary, wages, bonuses, retirement,
withholdings, worker’s compensation and occupational disease compensation, insurance,
unemployment compensation other benefits and taxes and premiums in any way related to each
respondent’s officers, employees, contractors and consultants.
ACCESSIBILITY
Upon reasonable notice, the City will provide assistance for those persons with sensory
impairments. For further information please contact the ADA Coordinator Chuck Winn at 406-
582-2307 or the City’s TTY line at 406-582-2301.
GOVERNING LAW
This RFP and any disputes arising hereunder or under any future agreement shall be governed
hereafter and construed and enforced in accordance with the laws of the State of Montana,
without reference to principles of choice or conflicts of laws.
MISCELLANEOUS
No conversations or agreements with any officer, employee, or agent of the City shall affect or
modify any term of this RFP. Oral communications or any written/email communication between
any person and the designated contact City staff shall not be considered binding.
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APPENDIX A - TECHNICAL FUNCTIONALITY TABLE
Component/
Module Name
Function Offered
by
Vendor
(Yes/No)
Vendor Comment
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, city wide
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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,
scheduled notifications,
SMS subscribers
Facility
Management
Reservations and/or
listing
Forward To a
Friend
E-Mail extension
Frequently
Asked Questions
Dynamic content
Intranet/Extrane
t
User restricted pages
LDAP Integration Optional, not required -
Lightweight Directory
Access Protocol (LDAP)
integration should be an
option
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Custom Mobile
App
Optional, not required
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/trackin
g
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
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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
Spotlight Ability to highlight
important text on one or
more pages
Unique
Department
Home Page
Optional, not required -
ability for departments,
associated organizations
to have a unique
separate design and URL
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Video Hosting Optional - With 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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APPENDIX B - FEATURES REQUIRED FOR CMS
Function/Component Offered by
Vendor
(yes/No)
Vendor Comment
Responsive Design features
Device profiles and layouts
iPad, iPhone, android,
Windows, and custom?
Accessible from multi
platforms and devices
Apply Workflow on the fly
Copy and move web parts on
the fly
Application of workflow
dynamic and granular
Search features and Indexing
features
typo- tolerant (Fuzzy) Search
Synonym Search
Predicative search
Indexing document
attachments (Pdf , PPTX, etc.)
also restricting
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Form builder of Online forms
drag and drop
define custom validation rules
through Macro rules
Control css styles from form
engine UI
Web Analytics
Logging of web analytics data
and contact activities
Analytics captured of social
network posts
Social and Community
Facebook , Linked In, Google +
login capabilities for public
(Not Staff)
Posting to COB's social
networks from UI. (Facebook ,
Twitter)
Membership and Security
Captcha integration
Ability to change
Administration of interface
URL (harder to hit by script
kiddies)
Active Directory integration
for staff side
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Email and Newsletters
Robust process of large
batches of email and
newsletters with varied
subscribers)
Email notifications
Email Templates can be
specified for each type of
notification e-mail
Event Logging
Logging of events to file
system (longer shelf life)
Logging events to Trace
listeners
Logging of events to Windows
event log
Web Editor UI
Granular and controlled
through Administrator
Console
Banner Management
define categories
Record Hits and Clicks
Improved SEO
Review of HTTP response
codes to give proper values in
all scenarios
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Support for document-based
404 pages
Accessible URLs for deleted
pages
Avoiding duplicate content
with more options for
redirections
Domains that enforce specific
cultures
XML sitemap and robots.txt
management
Securing user generated links
with no-follow options
Search crawler reports
Accessibility
accessibility validator
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APPENDIX C - THIRD PARTY VENDOR INTEGRATION
Third Party Vendor Function Have worked with
third party vendor
(yes/no)
Vendor Comment
AV Capture
Video and audio
capture and
broadcasting, both
live stream and to
charter cable.
Sungard/Click2Gov
Utility payments,
building permit
payments
assessment
payments
Sportsman
Reservation of
facilities and sign up
and payment for
classes.
Laserfiche
Repository for
Documents
Google Maps
Mapping functions
on site
Duncan Solutions
Parking citation
payment and appeals