draft website development rfp - Orleans Parish Civil District Court

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8 Δεκ 2013 (πριν από 3 χρόνια και 10 μήνες)

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Orle
ans Parish Civil District and Clerk of Civil District Court

Website Design RFP


About
The Court

and the

Clerk of Civil District Court

The
Civil District Court
, the Clerk of Civil District Court,

and related
agenci
es

are

hereafter
known as the

Orleans Civil Court
.


Orleans Civil Court
is made up
of three

courts and court
related
Clerk/Administrative
entities and
agencies
. The Civil District Court and the Clerk of
Civil District Court are separate entities which came together for this RFP. Both are

political
subdi
visions

of their own and directly supported by a single IT organization.

The Judicial Expense
Fund /
Civil
District
Court is

made up of the Judges

(14)

and their staffs as
well as the administrative arm of the Civil Court
,

the Judicial Administrators office
,

which
includes the Jury
M
anagement
O
ffice and the Information Technology Office.

The
Clerk of Civil District Court is the custodian for all civil records and is
also the

entry point
for all of the
civil

records.

The Clerk

of
Civil District
Court is also the
Ex
-
Officio
Recorder
.

The City Courts
O
ffices include a total of 4 judges (3 for 1
st

City and 1 for 2
nd

City)

and their
staffs as well as

the respective Clerks of Courts offices.


Project Overview

The
Orleans Civil Court

is seeking proposa
ls from
a firm or

individual designer/website
developer to
redevelop
the current

website

(
www.
orleanscdc.com
)
to

enhance
its
overall online
presence
, functionality, integration and streamline navigation

“ease of use”
.


Our goal is to
expand on
-
line information

from

the
Civil and City Clerk of Court’s

offices and
services
,

keep
ing

practitioners, visitors and other user
s

better
informed about
civil case
information, land records information, small claims,
evictions,
various
changes
,
activities and
events
.

Providing

access to various public facing
subscription
systems and create a web portal thr
ough

which users can access each agency’s individual web site; also being re
-
designed or created
through this RFP
.


The website design and function should be
in keeping with the
Orleans Civil Court’s

position as
a

judicial leader and allow for use by all of who would visit it
.

The completed site will act as an
I
nformational Portal as well as a link into agency sites,

login
venues for the related public facing systems and be a location for application of Social Media
feeds and downloads of applicable app
lications

for personal devices.

It should employ

online
support communications via
Live C
hat

software

and allow the
user to freely navigate without
redundant screens or confusing/broken links.


The Orleans

Civil Court

already has a hosting solution and will be keeping this, the completed
web system should be provided to the court on a portable hard drive for further dep
loyment.


The immediate goal of this project is to redesign the current website’s existing content into a
format that will be easily
navigated
,
easily updated

(customer content management)
,
complies
with the applicable legal requirements such as ADA
,

that

contain
s

downloadable
forms;

apps

and
will position the website for further growth and development in the future.


The new website is expected to consist of a
n individual agency

main site

for each,
with separate
pages as required to incorporate all
curr
ent webpages for each agency
, these

should have
a
similar look and feel but will have different URL’s
.

The main/home page shall be a p
ortal
window into each agency’s individual site with links to all agency sites on each other.





2

C
ontent and primary web s
ervices including
staff
e
-
mail links as well as links to outside websites

should be incorporated

into this main page
.

The

current

information architecture that is the basis for the

current site and the lack of
incorporated
public facing
application

integration and good navigation are what is driving the

immediate upgrade

need.

The new site
s

must be able to handle increased content and additional features through the use of
content management system
(CMS)
templates and add
-
on components/plug
-
ins.


Short Term Goals

1.

Redesign the website with a new look and feel that reflects the
Orleans Civil
Court’s

diverse make up and vision

as well as new technology supporting portable handheld
devices and public facing systems
.

2.

A website that is
modern and
visuall
y appealing
.


3.

Improve the
website

information architecture
to provide

easier navigation

and
accessibility
of the site to all agency

services, information and activities.


4.


Improve the
timeliness of
website information

being
updated through the use
of a

content management system (CMS).


5.

A
d
esign architecture that will allow for easy accommodation of
new pages and features
as well as
future sub
-
sites

and overall administration which will be accomplished by
Orleans Civil
Court IT staff members
.

6.

I
ncorporati
on of the
Respective Clerks


service
s

to allow
practitioners/
residents
access to
subscribe to selected topics
/services

on our new website. As a result,
residents
will
automatically receive
information
updates via email or text messages.

7.

Establishment/Incorporation of Social Media where appropriate.



Long Term Goals

1.

Expand the amount of information
and documents
the
Orleans Civil
Court

publishes on
the website.

2.

Expand
on
-
line
subscription services
the Orleans

Civil Court

offer
s

to
users

on the
website.

3.

Enable updating the look and feel of the website on an as
-
needed basis.


4.

New sub
-
sites as identified below.


Scope of
Services

The Vendor must deliver
to the
Orleans Civil
Court

a

new
fully operational

website based on the
following scope of work.

1.

Develop a project plan for the entire
s
cope of
w
ork with
direct
input

and control

from the
Orleans Civil
Court’s Web Site Development Team
.

2.


CONTENT MANAGEMENT SYSTEM

(CMS)

SOFTWARE

-

The Vendor must
provide
a comprehensive “full function” CMS software solution

including, but not


3

limited to
,

template creation, security
and approval levels,
Staff Level

content editor,
versioning, content scheduling,
etc.


a.

Avoid proprietary, limited release CMS solutions.

b.

The
proposed CMS software must currently be in use in a wide variety of industries/

government entities and shall not be a beta, release candidate or other early adopter
technology.

It is very much preferred if currently employed in other courts.

c.

The respondi
ng vendor must have prior experience with this CMS

and application
,
being applied to another
court would be preferred
.


d.

The responding vendor will use “Best Practices” for site content management and
employment as provided by the N
ational Center for State

Courts
:

http://www.ncsc.org/Topics/Media/Court
-
Websites/Resource
-
Guide.aspx


3.

DESIGN

-

Redesign of the
Orleans Civil
Court’s

Website (
www.orleanscdc.com
); t
o
include at a minimum
:

a.

Consistent look and feel for
each of the
website
s
, including color schemes and
graphic elements to unify the website based on collaboration with the
various court
agencie
s

about
its
branding.

b.

Provide t
hree

(
3
) different design
prototypes
of

a

new
Home
p
age

for the
Orleans
Civil
C
ourt

entities and
agencies

to consider
.
Then to ensure agreement on the
design concept, the vendor will

design
a minimum of five (5) pages as
d
etermined

by the
court

agencies
; based on the selected prototype
. The
court

agencies

will
approve of

the design before the vendor proceeds with the
development of the new
website.



1.

The
Orleans Civil
Court entities

and
agencies
will
approve/
sign

off on their

respective sites and provide

feedback on the main homepage.



2.

The
Orleans Civil C
ourt will provide detailed guidance on structure and look

of the proposed home

page site as well as the same for all the agency related

sites.

c.

New website
content information architecture that supports easy navigation to
information and services.

d.

Vendor will propose a navigational layout for the entire website
, coordinating with
the
Orleans Civil C
ourt

entities and
agencies

on the aforementioned structure. T
he
Orleans Civil C
ourt
will
approve of the

design
navigation
before the vendor
proceeds
.


e.

Design must conform to a look and

feel that works with mobile and tablet browsers
using “responsive
website
design”

(RWD)
.

This is to provide an optimal viewing
exp
erience
,
easy reading and navigation with a minimum of resizing, panning, and
scrolling

across a wide range of devices.

f.

Website architecture design, including recommendation for use of open source
software, web templates and plug
-
ins.

g.

Website should hook i
nto Google Analytics and utilize Google Webmaster Tools.



4

h.

Website

that meet
s

ADA / 508 standards compliance.


i.

Website must display correctly in all major browsers
; these minimally including:
IE,
Firefox and C
h
rome
, Safari and Opera
.

j.

Website should be
programmed utilizing PHP and be capable of being hosted in a
Windows environment

utilizing IIS and

accessing SQL data base environments.

k.

Website should have translation buttons for French, Spanish and Vietnamese


4.

D
EVELOPMENT
/IMPLEMENTATION

of the New Website using the proposed
Content Management System (CMS)


a.

Install and configure
the
website CMS software
.


b.

Develop the Website based on the agreed/signed
-
off design
, structure and
navigation
.


c.

Develop
the Website and
CMS templates to allow
court

s
taff to easily update and
maintain all website content
,

documents

and online forms
.

d.

Potentially w
ork with
each individual
entity or
agency within the
Orleans
Civil
Court to

ensure each site meets their requirements
.

e.

Work with designated
Orleans
Civil C
ourt

IT
staff to incorporate CMS permissions
and
content approval processes.


f.

Complete all other work necessary to develop and fully test the website
.

g.


Ensure that the website is fully operational, withou
t problems or broken links. Each
Orleans Civi
l
Court
entity and

agency will

have the opportunity to
signoff when
requirements have been satisfied.


5.

PORTING

-

Conversion of all content and documents from the existing website into the
new CMS
-
based website/templates.


6.

LIVE
-
CHAT


should be
accomplished with a mainstream system that is not in BETA or
a development path and currently in use in other markets. It shall be capable of
supporting different agency needs if required.



7.

TRAINING

-

Provide
C
ontent
M
anagement System (CMS)

training to a

minimum of
t
wenty

(20
)
Orleans Civil C
ourt

employees that will be responsible for updating website
pages.


8.

OTHER



Describe and include any additional items, not listed above, to provide a new
fully operational website.


9.

ONE YEAR SUPPORT

-

Provide one (
1) year of webs
ite support, CMS maintenance;
t
his involves
9am
-
5pm, M
-
F
phone support and a minimum of
30

remote support
hours
in creating new CMS templates, web pages and general support as needed.





5

Future Plans

Future development is expected to include sub
-
sites and components that
will

be developed
including but not limited to

the following. These sub
-
sites should not be included in the proposal.
However the vendor should consider how these could be incorporated

in the future.



Business Directory



Capacity for e
-
mail “blast”

(list serve)
service

and/or push notifications




Monthly or quarterly community newsletter



Capability for various social media linkages

(should be included in the proposal)


Compensation

The selected designer(s)
shall provide a detail of project costs in the submission to the
Orleans
Civil
Court

(attached
P
roposal
F
orm)
.


Any exceptions to this proposal must be noted and
described separately
; a breakdown of cost per agency site will be hel
pful.


Selection Criteria

Applicants will be
minimally
judged based on the
following criteria:



Q
ualifications of the design/development team



P
ast experience on similar projects



V
iability of the proposed content management system (CMS)



D
emonstrable web design skills



References



Stability of Firm



T
otal cost


The successful
firm or
individual will demonstrate that capacity exists to develop an exciting
“look and feel” for the
Orleans Civil C
ourt’s
new website, a reasonable process for
development
of the website’s information architecture, and ability to transfer and maintain up
-
to
-
date web
content.

The involvement of qualified high school students in appropriate facets of this project is
a
plus; they bring a youthful approach to develo
pment and design
.


Finalist Presentations

Project finalists
may

be required to give a presentation that minimally includes the respondent

s
background and experience, vision for the new website, website samples for similar projects,
overview of the propose
d content management system, proposed maintenance and support and
project costs.


Proposal Submissions

Submissions should consist of the following:


1.

Letter of interest

2.

Overview and background of the firm or individual submitting this proposal.



6

3.

Names of we
b designer(s), web developer(s) and content manager(s)

that will work on
the
Orleans Civil
Court’s

project

as well as

each individual’s

relevant experience

4.

Proposal narrative, including
your understanding of the Scope of Work, your vision for
the project w
ebsite
host
ing and other information you would like to include.


5.

Detailed timeline of creation, implementation
/completion

and training.

6.

Information about the proposed content management system (
CMS
)
.

This should include
functional specs
, licensing
provided in proposal

and links to websites that you’ve
developed that use this CMS product.

7.

Samples of
,

or links to previous design work relevant to this project
, previous
government or court work a plus
.

8.

Reference contacts for similar projects. This inclu
ding n
ames and contact information for
individuals who can speak to the team’s qualifications
.

9.

Completed
P
roposal
F
orm

(attached)


Project
Submission
Timeline

Proposal submissions should be submitted to the Office of the
Information Technology
Department
,
Room

305,
421

Loyola Ave., New Orleans, La. 70112

by
5PM
on
January
10
th
,

201
4
.


The submissions will be opened on
January 13
th
,

201
4

at
10 AM
,

in Room 305,
submitting vendors are invited to attend if they desire to
, but are not required to do so
.


Proposal
opening does not constitute acceptance and all submissions will be reviewed for completeness
and the vendor notified via email that their submission has been accepted or rejected. Rejected
proposals will not be returned to the vendor; a reason
for the rejection will be forwa
rded via
email to the submitter, the
Orleans Civil C
ourt may reject all proposals if none
meet
the
requirements

o
r

are lacking in substance.

Failure to submit proposals per the RFP will result in
rejections;

all proposals s
hall, at a
minimum include the required documentation and completed forms.


Timeline:

December 6
th
,

2013



RFP released

December
13
th

2013



Pre submission Conference, Room 305

at
10

AM

January 10
th
,

201
4



Proposals Submission deadline @ 5PM, must be rec
eived in hard copy
format

January 13
th
,

201
4



Proposals opened @ 10 AM
, Room 305

February
10
th

, 2014



Proposal Award and notifications





Insurance

Requirements

See attached


Proposal Delivery Address

Proposal submissions should be addressed to:





7

The

Office of Information Technology

421 Loyola Ave.

Room 305

New Orleans, La. 70112


Questions

Questions regarding this project should be addressed to:




Peter Haas,
Orleans Civil Court




421 Loyola Ave.




Room 305




New Orleans, La. 70112


Phone:

504
-
570
-
6702
;

Email:

webdesign@orleanscdc.com




8

REQUEST FOR
PROPOSALS
-

WEBSITE DESIGN AND DEVELOPMENT

ORLEANS
CIVIL COURT



PROPOSAL FORM


The following pricing components relate to the items in the Scope of Services
section.
Review
th
is

section closely before providing detailed pricing for each of the following.




Item

# of

Hours


Hourly

Rate

Fixed Price (F)

Or

Estimate
(E)?

Total

One
-
time Cost

Annual

Costs

CMS Software (1)






Design






Development






Porting






Training






Other






One Year
Support


















Totals
:



















Vendor may add
additional lines as
needed







(1)

Describe the CMS Licensing (e.g. site license, #consecutive or concurrent licenses, etc.)



Feel free to provide additional details below regarding the above pricing components.

Exemptions to this proposal must be noted and described separately.




9

REQUEST FOR PROPOSALS
-

WEBSITE DESIGN AND DEVELOPMENT

ORLEANS
CIVIL COURT


SIGNATURES



Proposal
Submitted



______________________________________________

__________

Signature


(Primary Vendor)


Date



______________________________________________

Print Name


______________________________________________

_________

Signature

(Secondary Vendor, if used)

Date


______________________________________________

P
rint Name



Proposal
Accepted

for consideration



______________________________________________


__________

Peter Haas, CIO














Date


Peter Haas
___________________________________

Print Name


Proposal Rejected


Reason:










____________________________________________


_________

Peter Haas, CIO















Date


10

Minimum Insurance Requirements for
Orleans Civil Court


Prior to commencement of any work under this Contract and until completion and final
acceptance of the work, the Contractor/Provider shall, at its sole expense, maintain the following
insurance on its own behalf, and furnish to the Owner certificates of in
surance
naming the court
as an additional insured,
evidencing same and reflecting the effective date of such coverage as
follows:


The term “Contractor/Provider” as used in this indemnification agreement shall mean and
include Subcontractors of every tier.


1)

Worker’s Compensation and Employers Liability Policy,

covering operations in
the
state of Louisiana
.


2)

Commercial General Liability Policy,

with limits of no less than $1,000,000 Each
Occurrence/$2,000,000 Aggregate limits for Bodily Injury and Property Damage, and
shall not exclude coverage for:


A.

Products/Completed Operations;

B.

Independent Contractors;

C.

To the extent permitted by
Louisiana
la
w, the Contractor/Provider waives all
rights of subrogation or similar rights
against Orleans

Civil

Court
specifically
listing
the
Civil District Court, the Clerk of Civil District Court,
and subordinate
agencies,

assigns, officers, employees, representat
ives and agents.

D.

General Aggregate shall apply separately to
each project

(must be on an
occurrence form).

E.

Cross Liability coverage (Commercial General Liability and Business Automobile
Liability policies only).


3)

Comprehensive Automobile Policy,

with limit
s no less than $1,000,000 Bodily Injury
and Injury and Property Damage liability including coverage for owned, non
-
owned,
and hired private passenger and commercial vehicles


4)

Umbrella Liability,

with limits of no less than $3,000,000
, includes

coverage for

General, Automobile and Professional Liability (if applicable).


5)

Professional Liability

(if applicable), with limits no less than $1,000,000.


6)

Owners & Contractors Protective Liability Policy
, with limits no less than $1,000,000
shall be taken out and mai
ntained during the life of this contract which will protect
the
Orleans Civil
Court from

claims for damages for personal injury, liability,
accidental or wrongful death, as well as property damage which may arise from
operations under this contract whether

such operations be by himself or by any
subcontractor or by anyone directly or indirectly employed by either party.




11

7)

Certificates

shall provide that thirty (30) days written notice, by registered mail with
return receipt requested, prior to cancellation o
r expiration be given to the
Orleans
Civil
Court.

Policies that lapse and/or expire during term of work shall be recertified
and received by the
Orleans Civil
Court no

less than thirty (30) days prior to
expiration or cancellation.


The Contractor/Provider shall furnish to
Orleans Civil
Court Certificates

of Insurance as
evidence of coverage prior to commencement of work and
naming Orleans

Civil
Court
specifically listing the Civil District Court and the Clerk of Civil District Court
as

an Additional
Insured.


The cost of furnishing the above insurance shall be borne by the Contractor/
Provider;

there will
be no direct payment for this work. Cost will be deemed to have been included in the price bid
for all scheduled items.


All carrie
rs listed in the certificates of insurance shall be A.M. Best Rated A VII or better and be
licensed in the State of
Louisiana
.


Indemnification


To the fullest extent permitted by law, Contractor/Provider shall indemnify, hold harmless and
defend
Orleans
Civil Court

specifically listing the Civil District Court and the Clerk of Civil
District Court

, its
agents and employ
ees or

any

from and against all claims, damages, losses or
expenses including but not limited to attorney’s fees arising out of or result
ing from the
performance of the agreement, provided any such claim, damage, loss or expense (a) is
attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible
property, including loss of use resulting therefrom, an
d (b) is caused in whole or in part by any
act or omission or violation of statutory duty or regulation of the Contractor/Provider or anyone
directly or indirectly employed by it or anyone for whose acts it may be liable pursuant to the
performance of the
agreement.
Notwithstanding

the foregoing, Contractor/Provider’s obligation
to indemnify
Orleans Civil Court

specifically listing the Civil District Court and the Clerk of
Civil District Court

, and
its
agents and employees

for

any judgment, mediation or arbitration
award shall exist to the extent caused in whole or in part by (a) negligent acts or omissions, or (b)
violations of regulatory or statutory provisions of the
Louisiana

State Labor Law, OSHA, or
other governing rule o
r applicable law; by the Contractor/Provider anyone directly or indirectly
employed by it or anyone for whose acts it may be liable in connection to such claim, damage,
loss and expense. The obligation of the Contractor/Provider to indemnify any party und
er this
paragraph shall not be limited in any manner by any limitation of the amount of insurance
coverage or benefits including worker’s compensation or other employee benefit acts provided
by the Contractor/Provider.