REQUEST FOR PROPOSAL (RFP) NO. PS10011 CONSULTING SERVICES FOR by pwb10855

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									                                                                          FINANCIAL SERVICES GROUP
                                                                                 Supply Management



                    REQUEST FOR PROPOSAL (“RFP”) NO. PS10011
             CONSULTING SERVICES FOR WEB STRATEGIC PLANNING & DESIGN

                                   INFORMATION MEETING
                      10:00 AM – 11:00 AM THURSDAY, JANUARY 7, 2010
                          VANCITY, 515 WEST 10TH AVE., 2ND FLOOR

                                    QUESTIONS AND ANSWERS NO. 2
ISSUED ON JANUARY 13, 2010
  Q1      Can we have access to the current information of the assessment of the website?

  A1      Please see the answer to Question #4 of QA1, issued on January 8, 2010, which can be
          downloaded by Proponents at:
          http://vancouver.ca/fs/bid//bidopp/RFP/documents/PS10011-QA1.pdf

  Q2      Is there a budget range and/or cap for this project?

  A2      Please see the answer to Question #2 of QA1, issued on January 8, 2010, which can be
          downloaded by Proponents at:
          http://vancouver.ca/fs/bid/bidopp/RFP/documents/PS10011-QA1.pdf

  Q3      Please explain the process of the research that you are doing now by conducting the
          survey.

  A3      Please see the answer to Question #4 of QA1, issued on January 8, 2010, which can be
          downloaded by Proponents at:
          http://vancouver.ca/fs/bid//bidopp/RFP/documents/PS10011-QA1.pdf

  Q4      Will the research and analysis be complete by the end February?

  A4      It is targeted to be completed by the end of February.

  Q5      Has the City looked into other municipal portals, and has the City decided which portals to
          use as benchmark?

  A5      The City has looked at several municipal sites, but has not decided on any one to use
          as a template or benchmark.

  Q6      Is there technology in place now?

  A6      The City envisions that web content management technologies will be required to
          redevelop the website. However, for this RFP, the focus is only on developing a
          strategic plan and project design, based on an understanding of the business

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City of Vancouver
453 West 12th Avenue
Vancouver, British Columbia V5Y 1V4 Canada
tel: 604.873.7263 fax: 604.873.7057
website: vancouver.ca
                 REQUEST FOR PROPOSAL “RFP” PS10011
        CONSULTING SERVICES FOR WEB STRATEGIC PLANNING & DESIGN

                             QUESTIONS AND ANSWERS NO. 2

      requirements. Technologies will be addressed as part of subsequent RFPs.


Q7    Will the successful Proponent on this Phase 1 project be excluded to bid on Phase 2 of the
      project?

A7    Please see the answer to Question #1 of QA1, issued on January 8, 2010, which can be
      downloaded by Proponents at:
      http://vancouver.ca/fs/bid//bidopp/RFP/documents/PS10011-QA1.pdf
      For further clarification, if the successful Proponent is a vendor for only a single web
      content management product then they will be excluded from bidding on Phase 2. If
      the Proponent does not solely support a single web content management product then
      they can bid on Phase 2.

Q8    Will the City by the end of February take information from research and then apply it to
      recommend a strategy to provide the successful Proponent?

A8    The City has a clear idea of its goals and objectives, but would like the successful
      Proponent to provide strategic expertise to validate those ideas, and inform the final
      strategy.

Q9    What does a successful Proponent look like, what is the City looking for?

A9    The City is looking for strategic expertise, experience and knowledge of best practices
      in web redevelopment. The successful Proponent should understand the constraints
      around public sector websites, and the challenges faced by large complex organizations
      with multiple business lines.

Q10   What is the value of this project to the citizens of Vancouver?

A10   The City has the ability to publish static current information, thus 311 and the public
      should have a reliable database for answers and questions. The database should be
      robust and solid enough it can be updated and used for a long period of time. The City
      would like to move more services online so the public and City staff can efficiently
      fulfill and complete transactions online. The City wants to have the ability to engage
      community and democratic processes online (public engagement and consultation).

Q11   When will the City be awarding the contract?

A11   Please see the answer to Question #6 of QA1, issued on January 8, 2010, which can be
      downloaded by Proponents at:
      http://vancouver.ca/fs/bid//bidopp/RFP/documents/PS10011-QA1.pdf

Q12   Please clarify the involvement and roles of 311 in the strategy side and the governance.

A12   Implementing a new governance model is being considered as being part of the web
      redevelopment project. The 311 manager is on the City’s Advisory Group, and 311
      agents are able to provide the City with data on the most frequently requested services
      and information.




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                 REQUEST FOR PROPOSAL “RFP” PS10011
        CONSULTING SERVICES FOR WEB STRATEGIC PLANNING & DESIGN

                             QUESTIONS AND ANSWERS NO. 2

Q13   Is the 311 strategy established by other firms or internally? What is the status of the whole
      311 internet and public?

A13   The strategic objective for 311 is to fulfill service and information needs quickly and
      efficiently, and are aligned with this project. The City feels that to maximize the
      potential of a call centre, a robust website is required and this project is about
      building that website.

Q14   Regarding development, how far does the City want to go?

A14   The primary focus of Phase 1 (this RFP) is to provide expert advice that will help the
      City create a strategic roadmap that details the steps the City needs to take. Selecting
      or implementing any technology is outside the scope of this Phase and this RFP.

Q15   Regarding Schedule A – Requirements, 6.8 – Requirements Gathering, how many
      Stakeholders are the anticipated?
      Are these high level business requirements or detail functionally specifications?

A15   These are detailed functional specifications; however the City will not expect the
      successful Proponent to undertake stakeholder engagement. The role of the successful
      Proponent is to ensure that all of the functional areas are covered, that sufficient
      detail has been obtained and to prepare the final requirements document. If
      knowledge gaps are identified, then the City will obtain the required information.

Q16   What is the timeline after receiving the responses?

A16   Please see the answer to Question #6 of QA1, issued on January 8, 2010, which can be
      downloaded by Proponents at:
      http://vancouver.ca/fs/bid//bidopp/RFP/documents/PS10011-QA1.pdf

Q17   Are you expecting any impact to this project because the Olympics?

A17   Please see the answer to Question #7 of QA1, issued on January 8, 2010, which can be
      downloaded by Proponents at:
      http://vancouver.ca/fs/bid//bidopp/RFP/documents/PS10011-QA1.pdf

Q18   Do we need a Vancouver business license to work on this project?

A18   Please see Part B – Instructions to Proponents, Section 3.2 of the RFP

Q19   Do you expect the Proponent to do all of the website planning?

A19   No, this is an RFP for project design, as opposed to website design. The successful
      Proponent will validate the City’s proposed approach and help transform the current
      high level project plan into a detailed implementation plan.

Q20   Will the City reviewing and modifying the standards for the new setup?




                                                                                            Page 3 of 6
                 REQUEST FOR PROPOSAL “RFP” PS10011
        CONSULTING SERVICES FOR WEB STRATEGIC PLANNING & DESIGN

                             QUESTIONS AND ANSWERS NO. 2

A20   Yes, the City expects that new or modified standards will be required with the
      introduction of a new governance model and supporting technologies. The actual
      modification of these standards is outside of the scope for this RFP.

Q21   What is the scoring criteria?

A21   Please refer to Part B – Instructions to Proponents, Section 11.0.

Q22   How big is the advising group and their respective roles?

A22   The City is still confirming the size and roles of the City Advisory Group.

Q23   Are you looking at a Proponent to assist with the formation and structure of the Advisory
      Group?

A23   No

Q24   On web strategy side, are you looking for direction for social media or moving the website
      to other platforms?

A24   The City assumes that social media is one of the tools that the City would use to
      increase citizen engagement. However, the City would look to the winning Proponent
      to be able to bring expertise and recommendations on how it could best be used to
      achieve the City’s business objectives. Moving to other platforms is a technology issue
      and is outside of the scope of work for this RFP.

Q25   Does a prime contractor responding to the RFP having a firm as a sub-contractor, preclude
      the sub-contractor from responding to future Phases of this work?

A25   Please see A7 above.

Q26   In the public meeting it was indicated that the project is based on Time and Materials, but
      the RFP indicates a fixed price. Can you clarify what aspects of the work are time and
      materials and how this will work with a fixed cost project?

A26   The responses should be based upon Time and Materials. A total maximum fee for all of
      the work covered by this RFP should be included.

Q27   In the Stakeholder (public & staff) surveys, interviews and forum work being conducted at
      the City currently, is this being led by the City itself, by someone with experience in this
      work, or by an agency/consultant with professional expertise in these areas?

A27   This work is being done by the City.




                                                                                            Page 4 of 6
                 REQUEST FOR PROPOSAL “RFP” PS10011
        CONSULTING SERVICES FOR WEB STRATEGIC PLANNING & DESIGN

                            QUESTIONS AND ANSWERS NO. 2

Q28   In the following work currently being conducted at the City, is this work being led by the
      City itself, by someone with experience in this work, or by an agency/consultant with
      professional expertise in these areas?
          •   Web Presence Analysis
          •   Web Content Analysis
          •   Web Traffic and Audience Analysis
          •   Governance and Publishing Process Analysis
          •   Usability Assessment

A28   This work is being done by the City.

Q29   Will the end product of Phase 1 be an RFP for a CMS platform or a CMS vendor? Does the
      City want to hire a company or are they looking for a technology (and will hire a company
      in a separate process?)

A29   During Phase 1, the City will be looking for strategic, expert advice on the best way to
      proceed with regard to implementing appropriate solutions to meet the City's
      objectives. The City anticipates in Phase 2 (Implementation) that the City will require
      both a new technology platform, and professional assistance in implementing that
      platform.

Q30   Section 2.2, Objective a) states “Strengthen and support the City’s new 311 service by
      providing operators and the public with better access to answers to common questions and
      services.” Does the scope of this strategy effort include website search and findability?

A30   No. Website search and findability are outside of the scope of the web strategic
      planning & design RFP.

Q31   Section 2.2, Objective a) states “Improve the ability of staff to efficiently complete
      internal workflow tasks online.” Is this workflow related to the web content publishing
      and management process or workflow related to other city administrative tasks?

A31   This is workflow related to web content publishing and management processes.

Q32   Requirement 3.1 states that project should be complete by the end of May 2010. When
      does the City anticipate the project commencing?

A32   Please see the answer to Question #6 of QA1, issued on January 8, 2010, which can be
      downloaded by Proponents at:
      http://vancouver.ca/fs/bid//bidopp/RFP/documents/PS10011-QA1.pdf

Q33   When does the City anticipate issuing the RFP for the CMS purchase and implementation?

A33   The City expects to issue the RFP for the CMS purchase and implementation in late
      Spring 2010.




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                  REQUEST FOR PROPOSAL “RFP” PS10011
         CONSULTING SERVICES FOR WEB STRATEGIC PLANNING & DESIGN

                             QUESTIONS AND ANSWERS NO. 2


PLEASE FIND BELOW, THE ATTENDANCE LIST FROM THIS INFORMATION MEETING:


   1.    2 Paths Solutions
   2.    Analytic Design Group Inc.
   3.    Communicopia Internet Inc.
   4.    E-Cubed Media Synthesis
   5.    Fjord West
   6.    Graphically Speaking
   7.    Grey Vancouver
   8.    Habanero Consulting Group
   9.    James Hoggan & Associates Inc.
   10.   Infusion Development Corp.
   11.   Microsoft
   12.   Openroad Communications
   13.   PACWEBCO
   14.   Solutions Resource, LLC
   15.   Tidal Multimedia
   16.   Work At Play Media Labs Ltd.
   17.   Z1 DesignStamp Creative Group Inc.




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