Rock Island County Forest Preserve Indian Bluff Golf Course Niabi Zoo

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1 Request for Proposals Website Development Services Rock Island County Forest Preserve Indian Bluff Golf Course Niabi Zoo December 16, 2011 Due Date: January 18, 2012

2 Rock Island County Forest Preserver / Indian Bluff Golf Course / Niabi Zoo Website Development Services RFP - 1. Proposal Summary Project Abstract. (RICFPD), located in Rock Island, Illinois is accepting proposals from consultants for the construction of a three-part website design project. This is a unique opportunity to provide the public with information integrated from three different websites. The three separate entities of the Rock Island County Forest Preserve District, Indian Bluff Golf Course and Niabi Zoo seek to create three dynamic websites that are designed and organized in a manner that allows viewers with limited computer experience to easily find and access information; act as a marketing tool for residents, potential residents and visitors; and are easy to update and modify. Background. The Forest Preserve District is located in an area locally referred to as the Quad Cities. The region is located in eastern Iowa and western Illinois, straddles the Mississippi River, and is approximately 165 miles west of Chicago and midway between Minneapolis to the north and St. Louis to the south. The region s 300-mile market of 37.4 million people comprises almost 13% of the nation s population. This makes it the largest 300-mile market west of Chicago. According to the Census 2010, the metropolitan statistical area population totaled 379,690. Rock Island County Forest Preserve [ The is governed by the Forest Preserve Commission. Today the Rock Island County Forest Preserve Commission oversees six forest preserve areas totaling 2,529 acres: Dorrance Park, Illiwek Forest Preserve, Loud Thunder Forest Preserve, Indian Bluff Golf Course, and Niabi Zoo. Indian Bluff Golf Course [ Indian Bluff Golf Course is a forest preserve with an 18-hole golf course located in Milan, Illinois, with 192 acres. Indian Bluff Golf Course is one of the premier recreational facilities in the Quad Cities area. The facility includes 18 challenging golf holes, a public use area, and two daily fee pavilions. Niabi Zoo [ The Niabi Zoo grounds cover 55 acres, and an additional 160 acres is set aside for native flora and fauna preservation. Niabi Zoo is accredited by the Association of Zoos and Aquariums (AZA) and is home to over 900 animals representing more than 160 species. Approximately 250,000 visitors a year make Niabi Zoo one of the largest attractions in the Quad Cities. The zoo also offers a playground, a train ride, picnic areas and concession stands. Preliminary Scope of Work. The following acts only as a preliminary scope to generally communicate expectations. We are requesting a complete redesign of all three websites so that residents and visitors, both current and potential, can easily navigate and access information. Users will be able to communicate through surveys and comment submissions, and download any necessary forms. This RFP is for web design and development services only, and does not include hosting the site. We are open to the idea of switching web-hosting service providers. Please include additional proposal pricing along with that for the web design for web-hosting service. Refer to Section 3 of this Request for Proposals. List price per month and all relevant 1

3 information on features including server, software, hardware, etc. Proposals for redesign of the websites should include or account for but not be limited to the following: 1) Design three unique, attractive websites to completely fulfill all requirements either in this RFP or in discussions following selection of a contractor. 2) Design or employ a self supporting, consistent, user-friendly navigation framework for the websites that is understandable to users on all levels. 3) Design an attractive, unique home page for all sites. Design should allow users to easily access relevant information for each site and incorporate information pertaining to all three websites on each individual site. 4) Each of the sites should have its own domain name (URL), but the three sites should be as integrated as possible with services and features. 5) The websites need to provide important RICFPD administrative information; content pertaining to the Forest Preserve District and its facilities, Niabi Zoo and Indian Bluff Golf Course; and should have a clear marketing look/feel. 6) Each site should employ a simple, user-friendly content management system. Staff would like the ability to revise textual content as well as images. Consultant will be required to demo the CMS as part of selection process and provide training and support for CMS. 7) On-line reservations and E-commerce capabilities should be available for implementation on each of the three sites. Currently, only Niabi Zoo and Golf Course need on-line reservations; Forest Preserve may need this feature in the future. Currently only Niabi Zoo needs E-commerce capabilities; Forest Preserve and Golf Course may need this feature in the future. 8) Require an Events Calendar for each of the sites that can be content-managed by RICFPD staff. 9) Optional: Video viewing solution, e.g., YouTube. Consultant will be responsible for integrating this feature into the website(s). 10) Optional: Implement QR codes about facilities at Niabi Zoo and Forest Preserve Parks (not at Golf Course at this time) that would bring up either A. The website for that facility or B. Specific content related to the location of the QR code, e.g., the lion s are not out at zoo, but scanning the QR code on the lion cage will bring up a video of the lions. 2

4 2. General Guidelines and Requirements This is an open competitive process. Proposals received after the deadline will not be considered and will be returned unopened. All proposals must contain the signature of an authorized officer or agent of the company submitting the proposal. Quoted prices should be inclusive of all fees and charges required to complete the proposed scope of work. The use of sub-consultants must be disclosed in the proposal. See Section 5 for required details. 3. Pricing Pricing should be indicated for the development of the three sites together, including any additional fees for hosting, DNS registration, ongoing support and maintenance, training, etc. Optional items should be priced separately. 4. Timeline This RFP was publicly distributed on. All questions regarding this RFP must be submitted in writing [preferably ?] no later than 4:30 p.m., CST, January 9, 2012 to: Answers to questions submitted within the noted deadline will be posted on the Rock Island County Forest Preserve District website, by 4:30 p.m. CST January 12, Responses/proposals based on this RFP are due by January 18, 2012 at 4:30 p.m to: 3

5 Interviews and selection will take place no later than February 10, 2012 RICFPD Commission Meeting with a recommendation going to the full RICFPD Board at their regular monthly meeting on February 21, It is hoped that the new sites can be developed and live by season openings, approximately April 1, 2012, but this may be negotiable. 5. Response/Proposal Format Responses/proposals to this RFP must be submitted in print format. An original and ten copies must be supplied by the noted deadline to: Responses/proposals must: - Include a cover letter signed by an authorized agent or officer of the consultant that includes mailing address, phone number, address and website address. - Clearly identify the project manager and other senior staff intended to work on the project and list their qualifications. - Note and provide examples of similar projects completed by the consultant. - Note and provide references of similar projects completed by the consultant. - Note and provide examples and working sample of consultant s Content Management System solution. - Identify by company name, address, phone number and website address all subconsultants proposed to work on the project and the percentage of the total project hours, and scope of project work to be completed by each sub-consultant. - Clearly address the consultant s approach to completing the scope of work detail in Section 1 of this RFP and any other tasks deemed necessary by the consultant. - Must directly address all technical considerations discussed in this RFP and any others deemed necessary by the consultant. - Include a statement of proposed costs. All prices should be inclusive of all fees and charges required to complete the proposed scope of work 4

6 6. Contract Terms RICFPD is not obligated to enter into contract with any party responding to this Request for Proposals (RFP). All offers for contract are subject to review by RICFPD. If awarded, a contract will include at a minimum a mutually signed agreement that outlines terms, scope, budget and other necessary items. All persons awarded and/or entering into contracts with RICFPD shall be subject to and required to comply with all applicable Local, State and Federal provisions pertaining to nondiscrimination, Equal Employment Opportunity and Affirmative Action. Responses/proposals based on this RFP are due by January 18, 2012 at 4:30 p.m. Responses/proposals must be addressed to: 7. Evaluation Process RICFPD will facilitate the creation of a steering committee to review all eligible proposals and make recommendations for follow-up interviews. The successful consultant will provide a multidisciplinary team, with demonstrated qualifications, experience and expertise to manage and complete the project. In addition, the consultant must demonstrate an interest in the project and convey an understanding of the Bi- State Region The successful consultant will have the ability to communicate, develop and maintain an effective working relationship with RICFPD and staff, the steering committee, and participating stakeholders. The consulting team should demonstrate the ability to dedicate the necessary level of senior staffing and resources to complete the project on time. Key Selection Criteria: General qualifications and experience of consulting team and project manager. Experience with web database programming. Quality of examples. Quality of references. Ability to meet the project time schedule and provide required deliverables. Ability to communicate, develop and maintain and effective working relationship with RICFPD, the steering committee and other stakeholders. 5

7 Ability to provide a cost-effective solution that meets the goals outlined for the project in this Request for Proposals. Ability to provide a simple, user-friendly content management system, allowing for RICFPD staff to revise textual content as well as images. RICFPD and the steering committee reserve the right to refuse any proposal and add to or change the selection criteria listed above at any time. Additionally, RICFPD and the steering committee are in no way obligated to offer a contract to any of the responding consultants. RICFPD and the steering committee reserve the right to make changes, additions or deletions at anytime to the selection criteria stated herein, without notification to any responding consultant. All consultants submitting a proposal/responses should be prepared to participate in an interview. The steering committee will evaluate proposals received and make recommendations on a short list for interview purposes. 6