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HomeMy WebLinkAboutPR 19057: 4A EDC REQUEST FOR PROPOSALS FOR THE DESIGN AN DEVELOPMENT OF A NEW WEBSITE 'City o e forttour Interoffice Memo 77,: Mayor, City Council, City Manager Prom: Floyd Batiste Jiat'e. July 9, 2015 P. R. No. 19057; Council Meeting on July 21, 2015 A RESOULTION AUTHORIZING THE CITY OF PORT ARTHUR SECTION 4A ECONOMIC DEVELOPMENT CORPORATION TO PREPARE A REQUEST FOR PROPOSALS FOR THE DESIGN AND DEVELOPMENT OF A NEW WEBSITE AND SECURE RESPONSES IN AN AMOUNT NOT TO EXCEED $20,000 FBA rkleAL ye/ 2015- 2-o1( P.R. N.O. 19057 RESOLUTION NO. A RESOULTION AUTHORIZING THE CITY OF PORT ARTHUR SECTION 4A ECONOMIC DEVELOPMENT CORPORATION TO PREPARE A REQUEST FOR PROPOSALS FOR THE DESIGN AND DEVELOPMENT OF A NEW WEBSITE AND SECURE RESPONSES IN AN AMOUNT NOT TO EXCEED $20,000 WHEREAS, the City of Port Arthur Section 4A Economic Development Corporation ("PAEDC") desires to continue to advertise Port Arthur, Texas as a place to do business locally, regionally, and globally; and WHEREAS, at its regular board meeting on July 6, 2015 the PAEDC Board of Directors voted to prepare a request for proposals for the design and development of a new PAEDC website and secure at least three (3)responses from qualified respondents; and WHEREAS, the cost to develop and design the new PAEDC website will not exceed the amount of$20,000, as set forth in Exhibit"A". NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR, TEXAS: Section 1. That the facts and opinions in the preamble are true and correct. Section 2. That the City Council authorizes PAEDC to design and prepare a request for proposals and secure responses for the development of a new PAEDC website in an amount not to exceed$20, 000, as set forth in Exhibit"A". Section 3. That a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED on this day of A.D., 2015, at a Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor: , Councilmembers: NOES: . Deloris "Bobbie" Prince, Mayor ATTEST: Sherri Bellard, City Secretary APPROVED: I -Li] i ,e —e___.e.Z. Floyd Batiste, PAEDC CEO APPROVED AS TO FORM: •44•14414".. Guy N. Goodson, PAEDC Attorney #1200299 Page 2 • APPROVED AS TO FORM: I /_/ •Valecia R. Tizeno, Ci ttorney APPROVED AS TO AVAILABILITY OF FUNDS: 4114(4 , 6 i'/1 ,/ C� (contingent upon approval of the FY 2015-16 Director o Finance PAEDC Budget) 5DC j ..L+ No. Ilt"-' )4D-`I -,S13 -, 59 -beov #1200299 Page 3 -v TqTqx [ City of Port Arthur 4A Economic Development Corporation Request for Proposal for the Design and Development of a new Port Arthur U'ebsite with Interactive Proximity Nap RFP Issuance Date July 7, 2015 Proposals Due August 12, 2015, 12:00pm Port Arthur Economic Development Corporation Design &Development Web Site Update RFP The City of Port Arthur 4A Economic Development Corporation (the "PAEDC") is soliciting proposals from qualified businesses for web design services as described in this Request for Proposals. Background of the PAEDC The Port Arthur Economic Development Corporation (the "PAEDC") is a 4a sales tax corporation created to enhance Port Arthur's business climate and overall economic development. Our goal is to implement a proactive, aggressive industrial recruitment process focused upon specific industrial clusters that can achieve world-class competitive stature in Port Arthur.The PAEDC is also responsible for encouraging and developing business growth and attracting new business to Port Arthur,Texas. Our 300-acre business park is especially beneficial to business in the areas of manufacturing, light industrial and commercial development. Project Description The content on PAEDC's Web site is current but the following items need to be improved or added: • Design and development • A website with one home page • Seven to Eight navigation sections • Five page templates • 25-30 site pages • Main page header graphics will revolve and should be editable by client • Migration of text content from the existing http://www.paedc.org • Incorporation of Expression Engine 2.8 content management software to allow local administrative control of content, including text, images, links and other features • Use of responsive CSS design to allow website to re-flow to display appropriately on desktop/laptop,tablets and mobile phones • Incorporation of Google Analytics to generate website usage tracking data • Integrate social media applications including Facebook, Instagram and Linkedln • Integrate News Feed box on main page that links to news page within the site • Testing and troubleshooting, production management, and client coordination • Two hours of online client training on the content management software • Three hours of Search Engine Optimization to ensure the website is visible on major search engines and common issues to successful rankings are minimized. • Incorporation of Port Arthur intranet • Incorporation of existing Port Arthur site selection tool • The objectives of the redesigned site is to maintain effective communication with the public and client agencies and to efficiently direct users to information. We plan to select our website development firm by October 1, 2015, and to have the entire project completed and live by December 7, 2015. Questions regarding this RFP should be submitted via electronic mail to rmcclain-lee@paedc.org or no later than 12:00, Wednesday, August 12, 2015. Questions received after this date will not be answered. User requirements Users are professionals with a fair knowledge of computers. However, plug-ins should only be used to enhance functionality, such as for downloadable PDF documents. In order to keep bandwidth issues to a minimum for modem users,graphics must be optimized and page size should be kept to a minimum. Design requirements We would like our site to feel professional,trustworthy, and established. We want visitors to know they are dealing with a sound,stable and sophisticated city department of professionals who are experts in their areas. Our service offerings should be clearly described so that no visitor is lost or confused by jargon. We want to give them the sense that they are valued users, and that the site is designed to serve them. Examples of other websites are included in Exhibit A. Technical and Infrastructure requirements ISP/Hosting The operating system is Windows NT4.The web server is running 1154.The development language is HTML, ASP,Javascript, and we have access to Microsoft SQL Server. Please prepare your proposal with this environment in mind. Browser/Platform Because of our wide audience, the site must be compatible with the following:Windows and Macintosh platforms;versions 5.X and above for Netscape and IE browsers, and current versions of AOL, MSN, Firefox and Opera browsers. Functional requirements For Web Content: Staff will need the ability to add, edit, text or links as needed. For the Search function: A search function will be required on the site. We are open to the type of search engine, but it needs to be efficient and useful. Site Scope Content: Users will be able to search Authority web content via a search tool.They should be able to search by title, or keyword.The site will include the following sections. All content will be HTML unless otherwise specified. • Board: (Board Members) • Meetings (Scheduled meetings,Agenda, Minutes) • Reports: (Current) • Contracts: (Existing, RFP) • About PAEDC: (Corporation Background;Staff;Jobs, Contact) Tasks: We anticipate that the selected developer will create the "look-and-feel" of the site, including the design and navigation, and the subsequent site production. We will provide all existing content to the developer, and will provide input and guidance on our preferences.The developer is not expected to write or edit any copy. Maintenance: Selected Staff will maintain the redesigned site. Deliverables: All graphics (eg,jpg's,gif's, psd's, etc.) All code used (eg, ASP, *.NET, code behind module code,javascript, HTML, DHTML, XML, CSS, etc.) Project Management The PAEDC's main project contact will be Ralloda McClain-Lee.The developer will work primarily with the project contact. Submission of Proposals Proposals must be received by the PAEDC on or by 12:00pm, August 12, 2015. One original proposal only is required. It may be submitted in one of the following forms: 1) Hard copy, mailed to: Port Arthur Economic Development Corporation 501 Procter Street, Suite 100 Port Arthur,Texas 77640 Attention: Marketing Manager/Business Recruiter; or 2) Email, submitted to: rmcclain-lee@paedc.org The person submitting the proposal, certifies that she/he is authorized to submit the proposal on behalf of the respondent and to bind such respondent. Content of Proposals Proposals must contain the following information: 1) Detailed description of similar projects you have worked on and client name/web address 2) Description of your project implementation ideas and a summary of your proposed development process. 3)Your proposed project development timeline 4) A list of all of your web site development projects completed within the past year. 5)Three client references. 6)A cost estimate for each of the project components: Proposals must comply with all conditions, provisions and specifications as outlined in this request for proposal. Oral instructions or offers will not be considered. The PAEDC assumes no responsibility for expenses incurred in preparing responses to this RFP. Proposal Modification The PAEDC reserves the right to amend this RFP by providing written notice to all companies who receive this RFP and by posting notice thereof on the PAEDC's webpage at www.paedc.org and www.info@paedc.org. Any response to this RFP may be modified or withdrawn at any time prior to the proposal due date. Basis of Selection The PAEDC will select the web design/development service provider based on its determination of the overall responsiveness of the proposal to the requirements set forth in this RFP, including the proposer's qualifications and fee proposal. Resulting Contract The terms and conditions of the engagement will be embodied in a separate contract entered into by and between the PAEDC and the selected developer. Release of Information Information submitted in response to this RFP will not be released by the PAEDC during the proposal evaluation process. Open Records Following the evaluation process, all proposals and the information contained therein shall be deemed to be the property of the PAEDC.