Website Redesign Consolidation Services

The vendor is required to provide content management system, legislative agenda management process, stream and archive video content for township meetings, and its web-based email and SMS messaging platform that closely meets its current requirements and is capable of expansion to meet future needs.
- Web site redesign, content management & hosting
1. Website redesign:
• User-centric design: develop a modern, responsive, and intuitive design following current web standards and practices.
• The design must be mobile-friendly to ensure function across various devices.
• Navigation and structure: implement a clear and logical navigation structure to facilitate easy access to information.
• Consider the current site’s navigation menu and identify areas for improvement.
• Accessibility: ensure compliance with the act and web content accessibility guidelines (WCAG) to provide equal access to all users.
2. Content management system (CMS):
• Ease of use: select a CMS that allows township staff to efficiently update and manage content without extensive technical expertise.
• Training and support: provide comprehensive training for staff on the CMS, along with ongoing technical support to address any issues that may arise.
3. Website hosting:
• Reliability and performance: choose a hosting solution that offers high uptime, fast load times, and scalability to accommodate future growth.
• Security: implement robust security measures, including regular backups, SSL certificates, and protection against cyber threats.
4. Search engine optimization (SEO):
• On-page SEO: optimize website content with relevant keywords, meta tags, and descriptions to improve search engine rankings.
ensure that content is clear, concise, and useful to users.
• Technical SEO: Ensure the website has a clean URL structure, fast loading speeds, and is mobile friendly to enhance search engine visibility.
5. Integration with existing systems:
• Third-party tools: integrate with existing tools such as the legislative agenda management system and video streaming services to provide a seamless user experience.
• Data migration: ensure all existing content is accurately migrated to the new website without data loss.
6. Analytics and reporting:
• User behavior tracking: implement analytics tools to monitor user behavior, identify popular content, and areas for improvement.
• Reporting: provide regular reports on website performance, including traffic statistics, user engagement, and SEO performance.
- Legislative agenda management & video streaming/archiving for township meetings
1. Legislative agenda management:
• The solution should provide an intuitive platform for managing the township's legislative agendas, including the preparation, distribution, and tracking of agendas for township board and commission meetings.
• Proposals should allow for integration with the township’s current software systems, such as document management systems or calendar tools, to ensure seamless agenda creation, scheduling, and updates.
• Features should include real-time access for both township staff and the public to review and track agenda items, motions, votes, and meeting minutes.
• The system should support efficient document sharing and collaboration among township board members and staff.
• The platform should allow for integration with the township website for public-facing access to meeting agendas and related documents.
2. Video streaming and archiving:
• The proposed solution should enable live streaming of township meetings, ensuring high-quality audio and video coverage for residents and stakeholders.
• Proposals should include options for video archiving, allowing township meetings to be automatically archived and easily accessible on-demand through the website.
• The system should support searchable archives by meeting date, agenda item, and keywords.
• The system should include features for video quality management (including resolution, audio clarity, and streaming reliability) and have the capacity to handle high levels of traffic during live broadcasts.
• The proposed solution should be scalable to meet future growth needs and offer flexibility in terms of customization and support for additional features as the township's requirements evolve.
3. Integration with existing systems:
• The legislative agenda management process and video streaming/archiving system must be compatible with the township’s existing systems and infrastructure.
• Proposals should ensure seamless integration with the township’s operations and other municipal management tools to facilitate a unified platform for managing legislative functions and public meeting content.
4. Security and compliance:
• The proposed solution must comply with applicable data privacy and security regulations, including secure access controls for township staff and the public.
• Proposals should outline how the system ensures secure access, storage, and transmission of legislative documents and video content, including compliance act and other relevant transparency laws.
5. Training and support:
• Provide training for township staff on the use of the legislative agenda management and video streaming systems, including troubleshooting and technical support for all aspects of the system.
• Proposals should include details on ongoing technical support options, including system updates, user assistance, and emergency troubleshooting.
- Web-based email and SMS messaging platform
1. Platform functionality:
• Provide a reliable, scalable solution that can handle large volumes of email and sms messages.
• Integrate with the township website to allow residents to subscribe to and manage notifications.
• Include features for targeted messaging based on user preferences, such as event reminders, emergency alerts, legislative updates, and other township-related communications.
• Ensure the platform allows for message scheduling, customization, and reporting on open rates, clickthrough rates, and engagement metrics.
2. Security and compliance:
• The proposed platform must comply with all relevant privacy and security standards, including but not limited to GDPR, CCPA, and other applicable regulations.
• Proposals should include details on the platform's security features, including encryption, secure data storage, and user authentication.
3. Integration:
• The platform must be compatible with the township's existing software and tools, including the website.
• Proposals should include a plan for integration with the township’s current systems and the necessary timeline for full implementation.
4. User experience:
• The platform should be easy to use for both township staff and residents.
• Proposals should include details on the user interface (UI) and user experience (UX) features to ensure accessibility and ease of use for all stakeholders.
5. Training and support:
• Provide training for township staff on platform use, as well as ongoing technical support.
• Proposals should include a support plan with response times and methods for resolving technical issues.
6. Cost:
• Provide costs associated with platform development, implementation, and ongoing maintenance. include any subscription fees or additional charges for premium features or higher message volumes.