Introduction NOVA Parks has initiated a Request for Proposals (RFP) process to identify a vendor qualified to plan, execute and deliver the redesign of NOVA Parks’ website (www.novaparks.com). NOVA Parks requires a vendor who has demonstrated experience in managing website projects and expertise with best practices regarding successful website design, development and deployment. About NOVA Parks NOVA Parks began as a largely conservation‐based effort in the early 1950s and has since grown to more than 30 parks, with a wide variety of offerings and activities. The agency is regional – the only one of its kind in the area, defining its borders by three cities – Fairfax, Alexandria and Falls Church, and three counties – Fairfax, Arlington and Loudoun. Today, NOVA Parks represents everything from waterparks to golf courses, historical sites to passive use areas and botanical gardens to the W&OD Trail. Project Background The current NOVA Parks website was developed in the mid‐2000s and hasn’t had a significant update since, but adding features and minor improvements along the way. The look/feel of the site alone has been enough to prompt a redesign, but the site’s functionality is an issue as well. Packaging a wide array of features in one site represents a significant challenge, and the current NOVA Parks’ site fails in that regard. Moreover, in an effort to give a “better face” to NOVA Parks revenue‐producing facilities, the agency contracted to have approximately 15 additional sites, designed to better fit a customer’s expectations. This now represents a challenge; linking, or perhaps re‐doing these pages to fit all under one flag, as seamlessly as possible, is paramount in any upcoming redesign.
Project Goals The goal of this project is to redesign the NOVA Parks’ website so that: It looks like an inviting, modern, more visually appealing, easy to use website. This means the site should have the ability to just as effectively market a passive use park as it markets a major waterpark. It coordinates or redesigns the current existing “revenue site” pages. It integrates directly with our branding directives/imagery/color scheme etc. It integrates seamlessly with Active Network, which as of 2015, will represent NOVA Parks primary online registration system. It lends itself to either a mobile version, or easy mobile transition. Target Audiences The target audiences for the site and their primary usage of the content are as follows: Members of the general public, from all walks of life as well as ages. NOVA Parks offerings and activities appeal to a wide range of Northern Virginians and their families – this site should be accessible and usable for all, ages 5 to 105. The site should also be very accessible for representatives of the media to find things like press releases, recent information, or constant/unchanging vital information. Servers / Hosting This request does not require the companies providing proposals to include hosting information, however, information on hosting and related costs can be included within said proposal. The proposal should detail price points, however, for redesign as well as redesign plus hosting if said company chooses to include web hosting pricing. Third Party Sites As stated, all versions proposed for the NOVA Parks site redesign must be compatible with Active Network, which handles all NOVA Parks’ reservations, purchases, etc. as of 2015. This includes the ability to have easy to find Active Network‐related buttons or fields where necessary. This integration should be attractive and seamless. Style Modern, eye‐catching and attractive. The site should take full advantage of NOVA Parks’ wealth of beautiful outdoor photographs and imagery. It should also avoid looking like typical municipal park websites.
Copy Copy will be produced for the site via a cooperative effort from NOVA Parks and the applicant. A great deal of copy currently exists in some form or another on the current NOVA Parks website, however, the copy needs to be reviewed and imported. Additional copy exists in the form of a wide variety of brochures, overviews, fliers and other printed documents, which can also be streamlined for online use. NOVA Parks would like the applicant to make the copy coordinated and more unified. Content Management The content management system ideally would have a ranging level of administrative control based on the user. For advanced users, including members of the marketing department and the information technology department, as close to full control of major elements – including menus, photography, copy, the ability to add additional pages, imagery, maps, pop‐ups or alerts. For less skilled users, including park managers or assistants, the ability to affect minor tasks – adding events or certain copy edits. Associated Databases / Catalogs / Accounting / Membership Software While the bulk of NOVA Parks registrations and sign‐ups will be handled through Active Network, the client is still interested in being able to collect information from sign visitors willing to give up their information for marketing purposes. This could include various newsletter sign‐up databases and the like. Required Elements Required elements should include integration of Active Network, as well as providing potential relate‐ability to NOVA Parks existing revenue sites (depending on what direction the project takes). The site should include easy to use navigation that effectively markets all NOVA Parks sites, while still providing an easy to use experience that allows the user to view NOVA Parks as a singular identity. Additional required elements include: Search engine optimization tools, easy to use analytics and feedback, as well as creating a practical, easy to use database of those using/registering for items via the site. Integration with NOVA Parks’ veritable army of social media websites. Basics like the ability to create forms and interactive content like job applications. An easy to use content management system, including detailed access for those with an appropriate skill set, but additionally limited access that would allow someone with very mild knowledge of site function to contribute minor changes.
Search Engine Optimization Details NOVA Parks would like the vendor to conduct full search engine optimization, keyword research, etc. and implement this information into the site’s search engine optimization. Ideally, the NOVA Parks site should appear whenever anyone from the region searches for any type of service we currently offer (ie, camping, boating, history, etc). Traffic Reporting The NOVA Parks website should offer easy to access analytical information about its visitors, the length of their visit, the number of pages visited, etc. This can be either via Google Analytics, or any appropriate data collection system (either third party or integrated with the CMS). The client expects this to be completed by the vendor. Timeframe The desired delivery date for the revised website is November of 2015. Significant progress should be made in terms of design and how the design should function by June 15 of 2015. Budget The budget allocated for this project is $100,000 Proposal Instructions All proposals should be received by 4 p.m. on Friday, April 24. Submit your proposal by e‐mail to [email protected] or via mail (see address below). As part of your proposal, please address the following: • Sample Project Plan • Your approach to website design • Details regarding your website project management process • A summary of website development experience • A listing of existing client references • Identify who will be involved on your project team, including their relevant experience and credentials Please be sure to include the name and contact details of persons to be approached for clarification of the proposal if needed.
Procurement Procedures Written proposals should be sent to the attention of Brian Bauer, Marketing & Communications Administrator, NOVA Parks Headquarters, 5400 Ox Road, Fairfax Station, Virginia, 22039 and must be received no later than Friday, April 24, at 2 p.m., Eastern Standard Time. NOVA Parks seeks to engage a qualified consultant, multidisciplinary design firm, joint venture or other single entity, capable of providing a full range of disciplines and professional services necessary to carry out this project. Offerers should demonstrate their qualifications and experience with similar projects and should identify the principal who will direct the project as well as the project workers. Proposals shall identify the range of services available through the offerers and listings of proposed subconsultants. A list of client references from similar projects, including a project description and the name and telephone number of a contact person, is required for both the offerer and each subconsultant. Offerers should provide three complete copies of their proposals; however, if the material includes photographs, drawings or other exhibits, offerers may each provide three copies of the narrative material and only one copy each of such supporting material. NOVA Parks will retain all material received in connection with this solicitation. The ranking and selection of the preferred offerers and the awarding of any professional services contract shall be based on qualifications, experience, competency, demonstrated ability to perform the work in a timely and cost effective manner and approach to the project. Consideration may also be given to the offerer’s cost of providing services. A selection committee appointed by NOVA Parks will review proposals. The committee will invite two or more qualified offerers for interviews. At the interview stage, offerers will be asked to elaborate on their experience and qualifications and on their approaches to the project. Interviews may be conducted via conference call. Offerers will demonstrate their knowledge of and familiarity with issues, problems and circumstances that might be encountered in carrying out the consulting project. At the interview stage, the offerers will be asked to provide nonbinding fee estimates for the professional services to be rendered. Upon completion of the interviews, the selection committee will rank those offerers who were interviewed, in order of preference. The Marketing and Communications Administrator will enter into negotiations with the first offerer, in an effort to arrive at a mutually acceptable fee arrangement and professional services contract. In the event the negotiations are successful, a professional services contract will be offered in accordance with NOVA Parks’ contracting procedures, including presentation of the proposed contract for NOVA Parks Board approval, if required. In the event such negotiations are not successful, the Marketing and
Communications Administrator will discontinue negotiations with the first offerer and will enter into similar negotiations with the second and so on, until an acceptable contract is obtained. NOVA Parks reserves the right to reject all proposals if, in its sole judgment, the responses to this solicitation are unsatisfactory or inadequate, it elects to substantially modify the magnitude or scope of the project, or if it elects, to abandon or defer the project. Additional Information or Clarification Contact: Brian F. Bauer, Marketing and Communications Administrator, NOVA Parks
