REQUEST FOR PROPOSALS FOR METROHARTFORD ALLIANCE WEBSITE DESIGN AND DEVELOPMENT

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1 Date: January 24, 2019 Dear Interested Party: REQUEST FOR PROPOSALS FOR METROHARTFORD ALLIANCE WEBSITE DESIGN AND DEVELOPMENT The MetroHartford Alliance ( Alliance ) requests proposals for Website Design & Development from qualified companies. The Alliance will not reimburse for any expenses incurred in connection with this Request for Proposal (RFP) including, but not limited to, the cost of preparing the initial response and any additional information requested or travel expenses relating to an oral presentation. Please be advised that responses will be considered property of the Alliance. OVERVIEW Over the past nine months, the Alliance has seen two major, historical changes since it began operations 15 years ago: the transition from a longtime President and CEO to a new leader; and the transition from a regional chamber of commerce to its role in regional economic development and serving as Hartford s Chamber of Commerce. This has provided many challenges and opportunities for organizational growth and sustainability. The Alliance has always focused on economic development work, but with a new President and CEO, there is a targeted focus on talent retention and recruitment, business development and recruitment, marketing the region globally, and fostering regional partnerships. In less than a year, the Alliance has already strengthened and enhanced its economic development role, highlighting the assets that make Greater Hartford an ideal place to do business while continuing to increase value for investors (members). With strong and enthusiastic board engagement, this evolved mission will help build the case for Hartford as an economic development leader while also enhancing the Alliance and Hartford Chamber brands and creating a sustainable organization. BACKGROUND The Alliance s existing website was built several years ago and, over time, has become overloaded with irrelevant and outdated content, making it difficult to find information via the current navigation. A newer, more interactive design is needed to meet the Alliance s evolved needs. As an economic development organization with key initiatives the CT Health Council, CT IFS, HYPE, Global Business Council (GBC), Innovation Destination: Hartford, and the redeployment of the Hartford Chamber of Commerce we will serve many audiences visiting our website for a variety of reasons. Therefore, we will need to make the experience a positive one to exceed visitors expectations and meet their goals for visiting the site. The Alliance staff intends to pare down site copy to develop a user-friendly site with relevant content, organic data, infographics, case studies, storytelling, media highlights, success stories, and opportunities for investor/member engagement. We anticipate a significant reduction in the number of pages on the new site to streamline navigation and tighten content. We also intend to leverage Public Act Na metrics within the site to drive content and optimize it for mobile use.

2 SCOPE OF SERVICES The Alliance is requesting proposals from firms with the capability to design and build a new, user-friendly, interactive website that highlights the Alliance brands (REDO, CHC, GBC, IDH, CT IFS, and the Hartford Chamber of Commerce) and is enticing to our investors and other key audiences. Firms must also have a full understanding of the Alliance to present content effectively. One of the biggest challenges of this project will be creating one site for the Alliance, its initiatives, and the Chamber while ensuring our vast audiences can easily reach their destination on the site. The chosen firm must be able to provide comprehensive services to create a new Alliance website and guidance on the following: Creating a site that is responsive and integrated across platforms and devices Helping the site be easy to navigate, with as few clicks as possible to get from the home page to key information Ensuring the site can be edited and self-managed through a user-friendly content management system with multiple contributors and at least one moderator (recommendations for site management processes are welcome) Maintaining an easily searchable site Managing multiple microsites: The site will likely require microsites in alignment with the main site to ensure each Alliance initiative is easy to find and has its own area for content Providing space for archives, organized by date, year, and audience Ensuring the site can host video and photo files Developing an Investor Newsroom where members can post their press releases and news items Creating static templates for our Weblink Connect hosted pages that mirror our dynamic pages and site map Working with Weblink API feeds to authenticate Investor login information in the Newsroom and develop widgets that use the API as necessary Integrating the site with Google Analytics or another metrics-based tool Determining a site host Hosting a library for branded content and images Providing perception analysis of organization (as needed) Promoting events, programs, and initiatives Engaging and connecting Investors with one another Creating an investor/member-only portal Linking investors, site selectors, constituents, and the public to other resources Engaging multiple audiences and helping them understand who we are and what we do Investors (all levels) Prospective investors (members) Media Community/civic organizations Government leaders/officials Boards of Directors Committees Young leaders Public Act Na. Health care leaders Entrepreneurs Business leaders/decision makers (state, regional, national, and international) Employees

3 General public Improving on current SEO Ensuring the site is visually engaging. The Alliance will provide some photography for the new site and the vendor can recommend stock photography as needed Creating a dynamic area on the home page for breaking/timely Alliance news Providing a self-determining search option to assist in navigation Providing support in building a mobile app The website must be compatible with: Third-party software such as Constant Contact, Formstack, Weblink, or Wordpress Any other software implemented during the development process The Alliance is looking for a single firm to handle website design and graphics as well as the technical (back-end) site development. Applicants must have experience designing and developing websites for nonprofit and/or economic development organizations and chambers of commerce. Applicants must be able to demonstrate that they have extensive and successful experience providing comprehensive website development as well as staff support/training after launch of the site and service level agreements to maintain the site, as changes need to be made in a timely manner. The successful applicant in conjunction with the Alliance would be responsible for: Designing the graphic look and brand as well as the construction of a new website for the Alliance and ensuring proper scope of work for its initiatives. Ensuring the site is responsive and works across all platforms and devices Working with Alliance staff to develop the site map Collaborating with Alliance marketing leadership on website discussions, meetings, and focus sessions Advising or providing training to Alliance staff on best practices in revising copy on the existing website Migrating new copy and graphics to the new website Testing the site to ensure it interfaces with existing Alliance systems Providing support services and Service Level Agreement options PROJECT DELIVERABLES A comprehensive project plan outlining work to be performed and other considerations Integration of content and functionalities from the old site to the new one, as appropriate A Detailed Implementation Plan with timeframes and benchmarks for project completion Present site proposal and budget to Alliance Executive Leadership as needed Weekly progress reports Public Any site Act testing Na and/or research, if needed Successful launch of new site Availability to meet under normal conditions with assigned Alliance staff with twenty-four (24) hours notice

4 Detailed monthly invoices for payment that outline work accomplished, hours expended, and hourly billing rate EVALUATION CRITERIA Each respondent shall be considered on the basis of its response to this RFP; additional written information as requested by the Alliance; oral interviews; product presentations, if any; and additional criteria including, but not limited to, the following: Reputation and experience of the respondent Knowledge of the organization Organization and approach of the respondent to complete the project Costs Qualifications of personnel Functionality Tentative timeline for accomplishing the project Support and training Data conversion / ease of transition THE ALLIANCE RESERVES THE RIGHT TO: Reject any and all proposals received Accept a proposal based on considerations other than fees Negotiate the fees contained in any proposal Waive or modify any irregularities in proposals received Award a contract in any manner necessary to serve the best interest of the Alliance Request additional information as determined necessary or request some or all respondents to make oral presentations OWNERSHIP The Alliance shall own the entire rights (including copyrights), title, and interests in and to the website code, content, the look and feel of the site developed, documentation, and any other intellectual properties. The Alliance will have ownership over all graphical elements including but not limited to stock photography rights, original photos, and other images and videos used for the website. All customizations must be supported by the vendor and not hinder any customer support capability from the vendor. Any type of source files that would be necessary for the Alliance to update or change the design of the site must be delivered at the end of the project. REQUESTED INFORMATION/FORMAT OF THE PROPOSAL All firms should include the following in the Proposal: Cover letter Table of contents A brief description of your firm, its areas of expertise, and other information that helps to characterize the firm The name, title, address, telephone number, and address of the primary Public contact Act Na Summary of the key strengths and qualifications of your firm to serve as a website development firm for the Alliance Identify the project manager who will be responsible for this project and provide a brief summary of their relevant experience, similar work, and references

5 Identify the project team members, their qualifications, and other resources relevant to the scope of the work. Please indicate their probable areas of responsibility and the percentage of their time, which would be available to service the Alliance s account. There should be no subcontracting of services without prior notification and approval from the Alliance. Describe the tasks that must be accomplished to complete the project and provide a narrative description of how the firm proposes to execute the tasks. Include a detailed timeline for the project, from the date of the signed contract to launching the website. Provide examples of current websites, especially for EDOs, your company has designed and/or built. Provide the total cost of designing, developing, and launching a new Alliance website, as well as the cost of support services and options for Service Level Agreements to support the site after launch. Please indicate any specific price reductions or discounts made available to nonprofit organizations. The Service Level Agreement included in the proposal must include the following parameters: Performance (response time to problem notification) Availability (mean time between failures, mean time to repair) Configuration (add/remove/modify) Support (help desk availability) Emergency response process Infrastructure needs (server, memory, storage, database, backup devices, etc.), including any brochures or other collateral information Each respondent shall provide details of its warranty period and ongoing (post-warranty) product maintenance/support costs, policies, procedures, and other options. The description shall include, but not be limited to, frequency of regularly scheduled upgrades and/or policies on implementation of routine or emergency fixes. The Vendor s and the Alliance s responsibilities shall be clearly listed. If warranty period support provides different service levels or requires different procedures, then the services and procedures for both warranty support and ongoing maintenance/support shall be separately listed and identified. Each respondent shall clarify if support terms and pricing only applies to maintenance/support services after expiration of the initial system warranty period. If warranty period support is not included in the initial purchase/implementation cost, then it must be separately listed and identified. Annual support plan renewal shall be offered, and pricing metrics shall be identified, including known or estimated annual increases. Provide the rate or range of rates at which any ancillary services would be billed and describe what is considered an ancillary service Please provide as references a minimum of three clients for whom your firm has performed similar and substantial services. Include the name of the person to contact and his or her phone number and address. Public Act Na SUBMISSION OF RESPONSES The following requirements must be observed in the preparation and submission of a proposal:

6 All inquiries should be directed to Brian Boyer, Chief Marketing Officer, or Firms submitting a proposal should not contact members of the Board of Directors or other Alliance staff. Two (2) hard copies and one (1) electronic copy on a flash drive of your proposal must be mailed or delivered to the Alliance offices: 31 Pratt Street, 5th Floor Hartford, CT ATTN: Brian Boyer Responses must include a cover letter signed by an individual authorized to enter into an agreement with the Alliance on behalf of the firm, which shall specify each category for which a proposal is being submitted. The Alliance anticipates that a first round of finalists for website development will be chosen, followed by face-to-face meetings before a vendor is selected. RFP Timeline (dates are subject to change prior to RFP distribution): 1/24/19 RFP Issued 2/8/19 RFP-related questions due 2/13/19 Answers to RFP-related questions sent to firms 2/27/19 Proposals due 4:00 p.m. 3/6/19 Vendors notified of selection for interviews 3/13-3/20 Interviews with finalists (dates are approximate) 3/28/19 Final vendor selection Thank you for your interest in the MetroHartford Alliance. Examples Benchmarked Websites Public Act Na