Website Redesign, Content Management System and Hosting Services

The vendor is required to provide a comprehensive redesign of the city’s official website, a redesign of the internal website for staff (“intranet”), an implementation of a new content management system (CMS), and website hosting services.
• Interview stakeholders, city leadership team, website liaison team, and staff to define business requirements and objectives.
• Survey city residents and businesses.
• Identify gaps in the proposed system based compared to the scope requirements and propose a resolution plan.
• Data analysis of existing website uses and trends.
• Other research recommended by the vendor.
- Implement a hosted system solution
• Implement and host the city's three public-facing and one internal-facing websites.
• Provide initial training classes and training materials to ensure content owners, editors, and managers are proficient in the new system.
• Conduct final review, testing, and quality assurance.
- Design a new city website & staff intranet:
• Outline a recommended digital marketing and content strategy framework, including the specification of primary objectives, recommended structure of site content, suggestions around keeping, rewriting, or archiving existing web content, a new content style guide, and samples of web-optimized templates.
• Develop wireframes (diagrams outlining the structure and navigation of the new web pages); prototype development must be an iterative and collaborative process between the consultant and the city.
• Develop website style guidelines, including image size, content development, and website copy best practices.
• Identify and inventory outdated city website content for data migration exclusion.
• Develop new website templates, layouts, and content types.
• Design a simple, low-text design featuring a search function and prioritizing accessibility and mobility; the site creation should include responsive templates, fluid grids, navigation, redesign, taxonomy, site map, and image adjustments.
- Provide ongoing system infrastructure, versioning, and technical support
- Website accessibility and compliance reporting. the new website must meet and easily be maintained in adherence with all federal and state guidelines for web accessibility for all audiences, including those with visual impairment, hearing impairment, and any other protected class of individuals with a disability.
- Alerts and notifications - display alerts prominently on the website with notifications sent via email and text messaging to subscribers.
- Customized content views – users of the city website should be able to log in and customize their experience. i.e., live, work, play
- browser-based administration - update, delete, and create content from any device with internet access.
- Browser compatibility – ensure the system  supports modern and widely used browsers on mobile and desktop platforms, including the latest versions of apple safari, google chrome, microsoft edge, Mozilla Firefox, and their successors.
- Migrate Content and Files to New CMS
a. Develop a plan to migrate, import, and populate content from the City's three public facing websites in the new CMS.
b. Implement migration tools to minimize manual migration processes and expedite the implementation schedule.
c. Migrate websites to new CMS.
d. Migrate existing news/notification subscribers to the new notification system within the proposed CMS.
e. Migrate existing files from the legacy CMS file repository to the proposed CMS solution.
- CMS shall support the following functions and features:
1. Website Accessibility & Compliance Reporting. The new website must meet and easily be maintained in adherence with all federal and state guidelines for web accessibility for all audiences, including those with visual impairment, hearing impairment, and any other protected class of individuals with a disability.
2. Alerts & Notifications - Display alerts prominently on the website with notifications sent via email and text messaging to subscribers.
3. Customized Content Views – Users of the City website should be able to log in and customize their experience. i.e., Live, Work, Play
4. Browser-Based Administration - Update, delete, and create content from any device with internet access.
5. Browser Compatibility – Ensure the CMS supports modern and widely used browsers on mobile and desktop platforms, including the latest versions of Apple Safari, Google Chrome, Microsoft Edge, Mozilla Firefox, and their successors.
6. Calendar - Update/publish calendars for departments/categories with a main calendar to display all events.
7. Customizable Forms - Allow for citizen feedback via customizable forms.
8. Content Scheduling - Set dates for content to automatically publish and expire.
9. Document Center - Upload/download capability for files up to 2GB, back-end ability to search within published and unpublished documents.
10. E-Notifications - Electronic subscription, scheduled notifications for email and SMS
11. Frequently Asked Questions - Ability to categorize FAQs by department or page.
12. Levels of Rights/Permissions – Allow City system administrators to establish levels of rights for staff to update/manage/access content based upon roles.
13. News & Announcements - Post news releases or updates dynamically to relevant pages based on category.
14. Centralized image, photo, and video libraries for managing website assets.
15. Automatically resize images, photos, and videos into web-friendly sizes. Preferably during the upload process.
16. The ability to create photo albums/galleries that can be embedded into web pages with captions.
17. Responsive Web Design - Fully mobile responsive design. The site should adjust to the screen size of all devices it is being viewed on, including forms, calendars, etc.
18. Search Engine Optimization (SEO) – Content editors should have the ability to customize the SEO of each page, such as meta tags.
19. Integrated search engine that can index managed content. Preferably, City staff should be able to rank, weigh, or prioritize relevant content for higher prominence in search results.
20. Support searches across all content types (e.g., News, calendar, webpages, images, video, etc.) and federated searches of sub-sites.
21. Site Statistics - Analytics and site audit reports. The site should be able to utilize Google Analytics or similar.
22. Social Media Interface - Display social media feeds and content.
23. Emergency alert – banner on homepage function.
24. Versioning – Access to view and revert to prior content versions (version history).
25. LDAP integration with the City's Active Directory for administrators and content editor authentication and access.
26. Ability to embed third-party sites into an iFrame.
27. Ability to generate reports on broken links and broken images. The system shall be able to search for and repair broken links.
28. Ability to restrict users to a specific geographic region and block IP addresses for security purposes.
29. Role-based security that limits access and functionality at the web property and content group level.
30. Workflow for approvals of content changes and publishing.
31. Custom Widgets/Plugin/Module – Support the ability for City staff to create and integrate custom modules, widgets, or plugins, allowing for the extension of functionality within the CMS without requiring vendor assistance.
32. API Integration - The CMS must provide robust and well-documented API integration with external applications and services, allowing programmatic access to content, user management, and other key functionalities.
33. Ability to create friendly or customized URLs that redirect to internal or external web content.
34. Ability to manage multiple websites/web properties, with each site having a dedicated domain name.
- Contract Period/Term: 2 years