Website Design and Development Services RFP

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REQUEST FOR PROPOSALS
WEBSITE DESIGN AND DEVELOPMENT
APRIL 6, 2015
INTRODUCTION
The Downtown Albany Business Improvement District (BID) is issuing a request for
proposals from parties interested in the organization’s website redesign and
development (downtownalbany.org). The purpose of this RFP is to provide a fair
evaluation for all candidates and to provide the candidates with the evaluation criteria
against which they will be judged.
After extensive focus group research, the Downtown Albany BID launched a redesigned
website and updated Downtown Albany logo in early 2011. Internally, work has continued
evolving a brand architecture while developing ideas and language that best represents
the brand of Downtown Albany.
Today, the strategic focus of the organization is evolving to meet the needs of the BID
Stakeholders and the exciting $180 million currently being invested throughout the
Downtown District’s footprint. Better use of the site’s real estate is needed to unbury the
many layers of information and make the user experience modern, productive and easy.
DOWNTOWN ALBANY
We live amongst majestic greatness every day. Memorable in history, landscape,
business and culture. We share our heritage with some of the greatest political,
economic, scientific and environmental figures to date. It’s true that downtown Albany
has reigned with significance and life since the very beginning.
Today, our historic architecture and modern infrastructure shapes ideas, drives business
and motivates innovation. As the Capital City of the most recognizable state in the world,
we have an obligation to show off all that makes our Downtown a wonderfully engaging
and dynamic community to live, work and visit. Over 400 years are represented through
the architecture that graces the skyline offering residents, businesses and visitors alike
the unique opportunity to explore a City rich in history, framed by nearby mountains.
World-class dining, renowned hotels, state-of-the-art entertainment venues, and Fortune
500 Companies are all present within the 50 block radius of the Downtown Albany BID’s
boundaries. State Street, Broadway and Pearl Streets serve as iconic reminders of
Albany’s distant and not so distant past. Who we are as a City sprang from these
streets. Who we continue to be will be developed and nurtured in the heart of the City.
As the Capital City, businesses in Downtown thrive within a supportive and collaborative
community. Hard work, energy and networking dominates the streets, spurs electricity
and supports all types of success. It is the directive of the Downtown Albany BID to
support, retain and attract new businesses into the Downtown, while promoting its
historical legacy of being the heart and soul of the Capital Region.
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ORGANIZATION HISTORY
The Downtown Albany BID is an independent, not-for-profit organization established in
1996. The organization partners with businesses, property owners, arts and cultural
institutions, social service providers, government agencies and elected officials in a
united effort to revitalize downtown Albany. Playing a vital role in business recruitment
and retention, visual improvements and safety, as well as visitor attraction, the BID
represents an area of approximately 50 square blocks of Albany, NY’s primary and
concentrated downtown and commercial area. The BID’s mission is to restore, promote
and maintain the character and vitality of downtown Albany and improve the quality of
life and overall image for those who live in, work in, and visit New York’s Capital City.
Core Programs and Services
Business Development: ongoing objective of recruiting and retaining business, as well
as encouraging investment in downtown Albany through educational outreach,
marketing, promotion, and technical assistance. Concentrated focus is also centered on
developing relationships to encourage the conversion of office space into residential
communities.
Marketing | Communications: strengthen the perception and value of a downtown
location, solidify the BID as the go-to organization for all things downtown, promote and
increase awareness of the downtown Albany brand, manage and maintain signature
events and promotions to further the organizational mission, and maintain and enhance
communication between the organization, BID members, and targeted audiences.
Quality of Life: ensure a clean, carefree and vibrant environment for everyone who
spends time in the district by partnering with the City of Albany to supplement its work
keeping downtown safe, beautiful and inviting.
Demographics: The BID serves its stakeholder population made up of commercial
property owners and managers, commercial property tenants, and government
agencies. Businesses within the District range from small, independent retailers and
cafes to fine dining establishments to small and large professional offices. The BID
supports the regions’ largest and most unique entertainment facilities including the Times
Union Center, the Palace Theatre and the Capital Repertory Theatre. A fast growing
residential base is also at the heart of the Stakeholder population.
REQUEST FOR PROPOSALS (RFP)
The Downtown Albany Business Improvement District (BID) is issuing a Request for
Proposal (RFP) for Web Design and Development services for the Organization’s
website (downtownalbany.org). The BID is seeking a qualified website development
vendor to begin the discussion whether to enhancing the current website or create a new
website. The BID’s emphasis is providing a widely accessible (browsers and devices)
site with an interface that is designed smart, provides a clean, modern and productive
user experience and incorporates extensive content management tools and database
driven architecture. The BID will be providing all content for the website.
The main focus of the website is to promote events, news and other exciting happenings
in the Downtown district. Secondary, but of large importance, is the news and
information association with the BID Organization.
While we understand that candidate discussions will uncover new ideas, for the purpose
of establishing a baseline proposal, our immediate goals and objectives for the website
include:
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A redesign of the site’s real estate – examining the architecture, look, feel and
navigation and so forth of the current site. While we will give direction to stay
within the established brand for the both the organization and Downtown Albany,
the website does not reflect our current brand evolution that is reflected in our
other marketing and communications collateral. Our goals include developing the
navigation to better engage the user to find content easily on any device (mobile,
tablet, etc).
Migrating our current Drupal 6 to Drupal 7 CMS.
New modules and features on our wish list include, but are not limited to:
a. Auto expiration
b. Customizable templates
c. Enhanced dynamic content capabilities
d. Maps (dynamic location)
e. Rotating photos/banners
f. Social media interface
g. Online voting
h. Survey/polling capability
i. Third party vendor software interface/integration potential
Improve the user experience for all visitors with specific emphasis on prospective
visitors through the use of highly interactive content including maps, blogs,
video, virtual tours, photo galleries and social media sharing.
Increase return visits and increase time on the site.
The home page of the website should be free of clutter and the user should not
have to scroll down to see all the content. In particular the homepage needs to
better highlight news, events and information that the audience is searching.
RFP SUBMISSION REQUIREMENTS
Please prepare your RFP with the following content as presented:
1. Letter of Interest: Tell us about your company qualifications relevant to this project. Include resumes of key
members as appropriate. A straightforward, concise description of capabilities to satisfy
the requirements of the project is appreciated.
2. Website Design and Development Examples:
Tell us about three examples of previous website projects (urls are fine), explaining the
site architecture design and development, creative use of technology to solve client
challenges, timeline and budget of the project. Identify where third party partners were
used on the project.
3. References:
Tell us about your work providing the names and contact information for three client
references.
4. Company Profile:
Tell us about your company including the number of years in business, office location(s)
including business address(es), and team members, their roles and their service
expertise levels.
5. Sub-Contractors:
If the execution of work to be performed by your company requires the hiring of subcontractors, please clearly state this in your proposal. Sub-contractors must be identified
with name, contact information and the work they will perform must be defined. The BID
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will not refuse a proposal based upon the use of sub-contractors; however we retain the
right to refuse the sub-contractors you have selected.
6. Proposal:
Tell us what you can do for us in terms of website design and development and the
associated tech pieces including: Software tools and/or apps, site hosting and
maintenance, client training and availability of technical support as it pertains to our
goals.
7. Budget: Anticipated budget required for the proposal. The price you quote should be inclusive. If
your price excludes certain fees or charges, you must provide a detailed list of excluded
fees with a complete explanation of the nature of those fees.
Please include a separate price outside of this RFP for the following:
• Annual hosting service
• Contact retainer price to continue website development services, e-newsletter
design and program services and more, beyond this RFP
Seven hard copies of your RFP should be delivered to the BID office:
Marquita Rhodes, Assistant Director
Downtown Albany Business Improvement District
21 Lodge Street | 1st Floor
Albany, NY 12207
OUR RFP PROCESS
Timeline This is an open and competitive RFP process.
• April 6, 2015 to April 27, 2015 | RFP is open
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April 6, 2015 to April 20, 2015 | Questions will be addressed. Access to review
the current CMS, will be allowed. Please contact Marquita Rhodes, Assistant
Director | mrhodes@downtownalbany.org to learn more.
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April 27, 2015 at 3:00 PM EST | RFP is closed. Responses arriving after 3:00 PM
will not be considered.
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April 30 and May 1, 2015 | Candidate interviews and internal Selection
Committee discussions occur.
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May 4, 2015 | Selected candidate’s proposal will be presented at the BID’s
Executive Committee meeting for approval.
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May 12, 2015 | Selected candidate’s proposal will be presented at the BID’s
Board of Director’s meeting for approval. Negotiations will begin immediately
with the successful candidate.
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May 13, 2015 | All other candidates will be notified about the Board’s decision. •
October 31, 2015 | The project must be completed and delivered to the
Organization.
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RFP Requirements and Considerations
• The BID reserves the right to accept or reject any or all responses to the RFP,
even if all of the stated criteria are met.
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An initial preference will be given to candidates located within the BID boundary
(Clinton Avenue on the north, Madison Avenue on the south, Broadway on the
east, and Eagle Street on the west) for specific addresses visit: http://
www.downtownalbany.org/pages/about/boundries.asp
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RFP submissions via email will not be accepted.
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The BID will negotiate contract terms upon selection. All contracts are subject to
review by the BID legal counsel, and a project will be awarded upon signing of
an agreement or contract, which outlines terms, scope, budget and other
necessary items.
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The BID operates as a non-profit, 501 (c) (3) organization. For the 2015 budget
year, the BID Board of Directors has given preliminary approval to begin
discussing the necessary funds to invest in website development.
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As a non-profit institution, the BID is able to accept pro bono service and
recognize the provider to the full extent allowed by the Internal Revenue Service.
The Organization is willing to discuss in-kind advertising and marketing
agreements as part of any offered pro bono services.
RFP Evaluation
• (30%) Suitability of Proposal and Vendor – The proposed solution meets the
needs and criteria set forth in the RFP and vendor candidate has the expertise to
execute the work.
• (30%) Candidate Experience – Candidate has successfully completed similar
projects and has the qualifications necessary to undertake this project.
• (20%) Prior work demonstrates artistic, innovative and creative ways using
technology to accomplish RFP goals.
• (10%) Value/Pricing Structure and Price Levels – The price is commensurate
with the value offered by the proposer.
• (10%) Demonstrated commitment to high service level agreements (SLAs).
BID TEAM
Project Lead: The Assistant Director who serves as the Director of Marketing and Communications for
the Organization will be responsible for signing-off on key decisions, providing project
steering, keeping the project on schedule within the budget, and maintaining
communication between other team members.
Other key stakeholders include:
• The BID’s Executive Committee
• BID Executive Director
• Communications Coordinator
• Members representing the DAY life, NIGHT life and GOOD life Committees
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