HomeMy WebLinkAbout8.4 Internet&WebsiteDesignSvs
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File # D[Z][aJ[Q]-[2][Q]
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AGENDA STATEMENT
CITY COUNCIL MEETING DATE: NOVEMBER 19,1996
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SUBJECT:
Request for Proposals for Consultant Services for Internet
Communications Systems and Equipment, Website Design
Services
~~ Report Prepared by: Steve Honse, Administrative Assistant
EXHIBITS ATTACHED: 1. RFP for Internet Communications Systems and Equipment
2. RFP for Internet Web Site Design Services
RECOMMENDATION: \21~rize Staff to Cireulate RFPs -
FINANCIAL STATEMENT: No funds were appropriated in the current Fiscal Year budget for
City use of the Internet. Should the Council decide to secure the
services of a consultant and/or develop an Internet Website, a
supplemental appropriation will be required at a future meeting.
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DESCRIPTION:
As part of the adopted Goals and Objectives for the current year, the City Council directed Staff to study
the cost and benefits of various Internet options. This study was designated as a high priority objective.
However, the adopted Capital Improvement Program does not provide for the funding necessary to
implement an Internet connection during the current Fiscal Year. It was envisioned that Staff'would
analyze the various alternatives, and report those findings to the City Council. The adopted CIP includes
funding in Fiscal Year 1998~99 to provide Internet access and an external gateway. This report will
provide information along with a proposed option to advance the timing of the project.
Use of the Internet has grown geometrically and it is likely that that growth will continue for the
foreseeable future. As this growth has occurred, many cities and other organizations have switched to the
Internet as an alternative method to deliver information. These developments have accelerated the need to
establish an Internet presence so that the City can keep pace with recent developments and communicate
with its citizens and other agencies electronically. In addition, the need for an external gateway (or dial~
up access) to other computers has become a necessity for the Finance Department. It would be beneficial
for the City to approach all external connections (Internet and "Dial-up Access) in a coordinated manner.
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WHAT IS THE INTERNET:
The Internet is a pathway which connects isolated computers and networks into one large network. Each
computer, which is connected to the Internet, can communicate with any other computer, which is also on
the Internet (a more detailed explanation is attached as Exhibit 3). This communication can take the form
of E-mail, or can include the transfer offiles from one location to another. For most individual users,
access to the Internet can be achieved by connecting to an Internet Service Provider over a telephone line
with a relatively simple piece of communications equipment known as a modem. For research
applications, software is also required to allow queries by topic. The task is more difficult for
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organizations which must accommodate multiple users. In addition to specialized communications
equipment, steps must be taken to protect the integrity of the network. Typically, costs escalate as the' <
number of network users increase. Therefore, planning is required to establish clear-cut goals and to
avoid technical difficulties.
BENEFITS OF THE INTERNET: e::-
As noted'in an International City Management Report dated September, 1996; "The Internet is already
taking its place beside the telephone and fax machine as an indispensable means of communication. lbis
is perhaps the primary reason for local governments to connect to the Internet: in the near future, not
being connected ma~ put local governments at a serious disadvantage in communicating with other
governments, with the business community, and with citizens".
This report identifies three significant uses for the Internet:
1. COMMUNICATION: ..
In many ways the Internet is superior to fax, or mail because it enables employees to exchange data
without leaving their desks. In practice, the City would be able to rapidly retrieve documents from
other agencies, such as CAL TRANS, the California Department of Justice, and the California League
of Cities. Also, the Internet would speed document transfers between Staff and the City Attorney and
Staff and consultants. In addition to increasing the speed of document transmission, the Internet
would eliminate the need to retype documents that are sent via fax. Finally, the Internet would allow
City employees to conduct research to stay current in their fields and do research to fmd solutions to
local problems. As more institutions and citizens get on the Internet, it may become possible to
conduct some business electronically, such as applying for building permits, registering for recreation
programs, and applying for business licenses.
2. PUBLIC RELATIONS:
A Website on the Internet can serve as an "interactive newspaper" that a city can use to inform
citizens, highlight programs, and solicit comments. Also, a Web site can direct a citizen to alternative
sources of information, which can be a person or another Website. A well designed Website also
tends to present a city is a positive light and can be an effective advertisement to relocating businesses.
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3. Th1J'ORMATION DISSEMINATION:
A Website can carry routine information citizens may need such as agendas, recreation schedules, bus
schedules, or instructions on how to apply for a building permit. A Website can also provide more
complex information. such as land records, maps, and census data. If a Website is also served by an
Internet E~mail account, the information request can be Interactive.
CITY PRESENCE ON THE INTERNET
There are various levels of Internet presence, each with increasing costs and corresponding benefits for the
citizens of Dublin. These service levels are described below:
BASIC HOME PAGE:
Typically, each individual or organization, which sends and receives information on the Internet,
will have an area in which they can post information and receive e-mail and other
communications. In its most basic form, this area is known as a Home Page. Typically, a Home .
Page lists basic information about the owner of the page. A more sophisticated Home Page can . -'
also serve as a directory to a Website (discussed below).
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, A Home page often times contains automatic links which quickly move the viewer to a related
Home Page or a different area within the Home Page. These automatic links are known as
hyperlinks. For example, ABAG has a Home Page which lists basic information about all the
cities in the area. Should an individual wish to acquire more detailed information about a
particular city, that person only need click the button next to the city's name. Automatically, the
person moves from the ABAG Home Page to that city's Home Page. This process works equally
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well in reverse. A city can have a Home Page with hyperlinks which take the person to ABAG,
special dis1ricts, schools, libraries, or any other organization.
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WEBSITE:
A more sophisticated Internet presence is the Website, which contains detailed information
organized by subject areas. A Web site consists ofa Home Page which indexes information within
the Website, similar to a Table of Contents. Anyone wishing to access information, first sees the
Home Page index. From that point he can choose which type of information he wishes to access.
As with the hyperlink, the user clicks the area of interest and is automatically taken to that area.
The hyperlink speeds the process of moving within the Website because the user does not have to
scroll through multiple pages of text. In local government applications, the Web site typically
consists of areas devoted to the City Council (minutes, agendas, commissions, etc.), Economic
Development, City services, history, and indexes to related Websites. There may also be special
areas, intended to update regular users, such as a list of recently added features or informatipn.
HOME PAGE ANJ> WEB SITE COSTS
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WEB SITE DESIGN:
The cost ofa Web site is a function of its complexity. In its most simple form, a Web site can be
designed at a minimal expense and does not require a high degree of skill. A basic Website can be
designed for less than $500; As the complexity and size of the Web site increases, there is a
corresponding increase in design cost. By way of comparison, the estimated design cost for the
City ofLivenD.ore was $5,000, as compared to the City of Fremont, which expended in excess of
$10,000 for design costs.
The factors which most directly affect the design cost for a Website are the number and
complexity of graphics and the style and complexity of the page layout. These factors include the
following options:
Graphics:
Graphic element options include custom Home Page graphics, header and footer graphics,
colorbars, icons, navigation buttons and edited photographs, maps and drawings. Ideally, a
Web site consists of distinctive, customized designed graphics that distinctly represent the
organization.
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HTML Page Layout:
Hyper Text Markup Language (HTML) is the programming language of the Internet and
defines the format of Web site documents. Each page within the Website must be
formatted to HTML. The page format can range from the simple to the complex. Basic
Website structure includes the placement of headers and footers, links to the Home Page,
content pages, and sectional pages. Advanced formatting is possible through a ,
programming procedure known as Javascripting and enables features such as scrolling text
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with fixed headers, pop-up windows and other enhanced features. The most advanced
option includes animation and voice sound files.
A Website can either be created in-house by Staff or can be created by a Website development
firm. However, there is currently no Staffinember with the time available to devote to this project, ... .:.-:
without affecting other identified priorities.
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WEB SITE HOSTING:
The Website, which consists of computer files, must be located on a computer known as a
webserver. The webserver stores the Web site information and responds to requests to access
information stored within the Website. At a minimum, the web server must have storage capacity
sufficient to store the Website information and any information that is transmitted to it, via the
Internet. The cost for third~party Web site hosting is partially determined by the amount of
material stored. This alternative basically allows an entity to rent space on a computer currently
connected to the World Wide Web. There are a wide variety offmns which offep Website hosting,
including most Website design firms, Internet Service Providers, and governmental organizations
. such as ABAG and the Alameda County Office of Education.
As an alternative to Website hosting, the City may purchase its own web server. Should the City
purchases its own webserver, it would be connected to the Local Area Network via a piece of
communications equipment known as a router. The cost to purchase and install a webserver and
related communication equipment and software is estimated to exceed $15,000. In consideration
of the high purchase and maintenance costs, most small to mid-sized organizations do not
purchase this equipment, but instead lease space on someone else's webserver.
SYSTEM REQUIREMENTS
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It is important to distinguish between those expenses that are required to establish a Website (discussed
previously) and those expenses that are required to make the Civic Center Local Area Network (Civic
LAN) communicate with the Website and the Internet. The establishment ofa Website does not by itself
enable City Staff to gain access to the Internet. A connection must first be established between each
designated computer workstation, that requires Internet access, and an Internet Service Provider. This can
be accomplished on a limited scale by connecting only certain computers, or on a wide scale by
connecting the Local Area Network to the Internet.
Establishing a Internet co~ection for a single user is a relatively simple task and should be distinguished
from the requirements to connect a LAN to the Internet. To connect a single user to the Internet, all that is
required is a computer with a modem that attaches to a telephone line which is connected to an Internet
Service Provider. However, the task is much more complicated to connect a LAN to the Internet because
the amount of traffic and number of users dictate the need for specialized equipment and high-speed data
lines. This is the most efficient means to distribute the benefits of the Internet throughout the
organization.
There are two options which would allow Staff access to the Internet, individual workstation access and
LAN access. Each method varies greatly in functionality and cost. Each method is discussed below:
1. INDIVIDUAL WORKSTATION ACCESS VIA MODEM:
Limited access can be achieved by connecting several computers to the Internet with modems and
outside lines, much like the method used to connect a single user. Under this option, connections
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would be indicated for the following departments: police, City Manager, Planning, Public Works, and
. Finance. Assuming 5 cOlll1ections, the City would purchase 5 modems, 5 separate Internet accounts,
and instailation and monthly service fees for 5 outside telephone lines.
..' ' ", This option offers the advantage of low initial cost; however, the utility of such a configuration would
be limited for several reasons. First, E.mail could not be delivered directly to each Staff member
becaJSe only 5 machines would be connected to the Internet. Under this system, mail would be
collected at a central location and distributed via the existing internal electronic mail system. As a
result, much of the speed associated with the Internet would be lost. Second, the limited number of
Internet stations could create bottlenecks which would slow production. For example, if the Public
Works Department was downloading a large file (a process which can take up to two hours using a
modem over a telephone line), the computer would be unavailable for use during that time. Anyone
attempting to communicate with the Departmental Internet account, during the download, would be
unable to do so.
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2. INTERNET ACCESS VIA LAN:
This method would involve connecting the Civic LAN to the Internet, as opposed to connecting
individual computers. Under this option each workstation on the Civic LAN would have the ability to
send and receive E-mail from the individual workstation to any other computer connected to the
Internet. There are several methods to connect a LAN to the Internet. Several of these methods are
discussed below:
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SHARED MODEMS:
This method utilizes a bank of five shared modems. The modem bank is mounted in the
computer room and shared by all computers on the LAN. Any computer wishing to access the
Internet, first addresses the main computer (server) and makes a request to use one of the
shared moderns. If a modem is available, the server grants the request. From that point, the
requesting computer gains access to the Internet, via the modem~ over a standard telephone
line. This method has the advantage of a relatively low initial cost. However, there a several
significant disadvantages. First, transmission over telephone lines is slow. At those times
when use is high, bottlenecks will occur. Second, each modem requires an outside line. This
will be a recurring expense. Third, multiple Internet accounts are required from an Internet
Service Provider. As with telephone lines, this will be a recurring expense. In short, shared
modems offer the lowest initial cost, but the highest monthly cost and the slowest operational
speed.
DIRECT INTERNET ACCESS:
As described above, Internet access for single users is typically achieved via a modem over a
standard telephone line. The computer essentially calls an Internet Service Provider (ISP) who
provides equipment that routes the computer onto the Internet. An often used analogy is that
the ISP is the on.ramp to the information super highway.
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This arrangement is sufficient when limited Internet access is required, such as when the
primary purpose of an organization is to send and receive limited E-mail and do occasional file
transfers. However, if an organization has greater needs, such as the need to routinely send
and receive large files or to have several departments utilize the Internet simultaneously,
modems are inadequate due to their limited speed.
In order to avoid these limitations, LAN Internet access can be achieved over high speed data
lines, without modems. With this method, the LAN is connected to a high speed data line with
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communication equipment known as a router and a CSU/DSU. This equipment enables a
digital '(as opposed to analog) connection to the Internet. Digital transmission has several .
advantages: First, speed is dramatically increased. Second, the number of users is only
limited by the capacity of the data line, not the number of modems. Third, each workstation at
the Civic Center has access to the Internet from that workstation and also has the ability to
send and receive Internet E-mail directly.
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NEED FOR ASSISTANCE TO EVALUATE OPTIONS AND TO DEVELOP COST ESTIMATES:
In order to make the most efficient use of the Internet, it is important to consider each option and to
analyze the costs related to hardware configuration. A preliminary analysis includes the following issues:
· Which type of high-speed data line is best suited to City needs (e.g. ISDN, 56K Frame Relay,
T1)
· Which communications equipment is best suited to the City's needs (router, eSU/DSU,
individual modem, modem bank)?
· Which Internet Service Provider offers the most cost-effective service for LAN Internet
Access?
· Which LAN protocol (IP, TCPIIP) is best suited to Internet access and what configuration is
required to make each workstation utilize the protocol?
· What security measures are available to prevent downloaded files from affecting the network
security?
· Could access be phased in a beneficial manner.
· How can external communications links, such as "dial-up access" and "remote faxing", called
out in the current Data Processing Master Plan, be incorporated into the Internet project.
In addition to answering the above technical questions, accurate and complete cost estimates are required
in order to allow the City Council to make fully informed decisions as to what level of Internet utilization
is most cost~effective. Considering the potentia1long~range implications of these decisions, and the
potential for costly error should incompatible or undercapacitated equipment be purchased, it is important
to first develop an implementation plan. The plan would first study the City's needs and relate those
needs to the equipment required to satisfy them.
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CONSULTANT SERVICES:
In developing a City Website and installing the appropriate communications systems, it is anticipated that
firms offering Website development services will differ from those with technical expertise related to
specifying equipment for external communications and assisting with installation. Consequently, two
RFPs have'been prepared to secure consultant services for each distinct element of the project, as
described l?elow:
COMMUNICATIONS SYSTEMS AND EQUIPMENT:
Staff recommends that the City engage the services of a computer systems analyst, with specific
expertise in Internet connections to LANs, in order to answer the technical questions raised above
and to assist with installation. The systems analyst will prepare a written work product, to be
presented to the City Council, which will consist of the following elements:
· A description of components and how they will integrate with the existing Civic LAN.
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. Written specification of all hardware and software to be used to secure the equipment
through the competitive bid process as required by the Purchasing Ordinance.
. Budget Cost Summary which shows the estimated costs to fully implement the project,
including: hardware, software, installation, support agreements, ISP services, circuit
installation, and all recurring costs. The costs will be broken down into one-time set-up
costs and on-going operational costs.
. Equipment required, if any, to achieve remote faxing capability and HDial-up access."
. Recommended network security devices and estimated costs. .
. Any recommended phasing to reduce initial cost.
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INTERNET WEB SITE DESIGN SERVICES:
In addition to a computer systems analyst, Staff recommends that the City engage the services of a
professional Web site design firm with specific experience in the design of Web sites for local
jurisdictions. The production of the Website can proceed independently of the connection of City
Facilities to the Internet. It should be noted, Staff time will be required for this activity and it will
impact the scheduled completion of other City Council Goals and Objectives.
RECOMMENDATION:
Staff recommends that the City Council authorize Staff to circulate the Request for Proposal for Computer
Consultant Services (Exhibit 1) and the Request for Proposal for Web site Design Services (Exhibit 2).
Once Staffhas igentified recommended providers and the costs are known, a budget amendment will be
required to proceed with service agreements. This will be presented at a future meeting.
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REQUEST FOR PROPOSALS
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CONSULTANT SERVICES FOR
INTERNET AND EXTERNAL COM:MUNICATIONS SYSTEM DESIGN
AND INSTALLATION
Proposals Due
December 3, 1996
1 :30 PM
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CITY OF DUBLIN
Administrative Services
100 Civic Plaza
Dublin, California
Telephone: 510~833-6650
Fax: 510-833-6651
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Purrose
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The purpose of this Request For Proposals (RFP) is to provide interested Vendors with sufficient
information to prepare and submit proposals relative to the selection of Computer Consultant
Services.
Work to be performed by the consultant consists of evaluating the options for City use of the
Internet. The consultant will interview representatives from each City department develop
alternatives which will achieve the City's goals. A minimum of three meetings will be required
and it is anticipated that each meeting will last approximately 2 hours. The work pr~duct will
consist of a written analysis of the cost and benefits of each alternative. At a minimum, this
analysis will include:
. Alternatives to achieve Staff access to the Internet, including any phased
implementation which would reduce the initial cost.
· Alternatives to achieve remote faxing capability from each computer workstation.
· Receipt and transmission of E-mail via the Internet
. Data line requirements
. Identification of alternatives and specification of the hardware and software
requirements for each alternative. .
. Consideration of possible wireless modem access to the Internet. . ..'
. Evaluation of alternatives to achieve "Dial-up" access with cost estimates. Dial-up
access is defined as the ability to engage in electronic communications with
organizations independent of the Internet, such as financial institutions or the IRS. A
limited number of connections are anticipated to be necessary.
. Budget cost summary for each alternative.
General Background Information
The City of Dublin's computer network consists of two major facilities; The Civic Center,
which includes Administration and Police Services, and the Shannon Recreation Center.
Additionally, there is one remote workstation at the Dublin Senior Center. The Civic Center and
the Shannon Center are discussed in greater detail below:
Civic Center LAN:
The Civic Center LAN consists of 54 workstations and employs a standard client-server network
using Microsoft Windows NT Server (v. 3.5) with Windows for Workgroups (v. 3.11) clients. 36
client machines are Hewlett-Packard VL-2 computers with 486/66 processors with 8 MB RAM.
18 client machines are Hewlett-Packard VL-5 computers with Pentium-l 00 processors with 16
ME of RAM. Each client is connected to the network with either a 3Com or Hewlett-Packard
10BaseT network interface card.
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The network utilizes one Hewlett-Packard NetServer as the server. The server has 32 MB of
RAM and a 2 GB hard drive. Typically, programs reside on the server and clients are configured
with minimum installations. By far, the most extensively used program is the Microsoft Office
Suite.
The Civic Center LAN is divided into two wings; Police and Administration. Each wing is
wired exclusively with Category 5 cabling. In the Administration wing, each client is connected
to the server by a continuous cable (home run) which runs from the client machine to the patch
panel. The patch panel is connected to three 3Com Linkbuilder hubs. In the Police wing, each
computer is connected to two 3Com Linkbuilder hubs, located in the Police wing. These hubs
are connected to the server by a fiber optic line. This Civic Center LAN has functidned reliably
for over two years.
The Civic LAN also provides access to an IBM System 36 computer for financial record keeping
and to store and retrieve City Clerk records. The System 36 interfaces with the LAN through a
gateway personal computer. Selected workstations utilize the System 36 through an emulation
program. The System 36 has functioned reliably, but is scheduled for replacement in
approximately one year.
Shannon Center LAN:
The Shannon Center consists of 3 users and employs a standard client-server network using
Windows NT Server (v. 3.5) with Windows for Workgroups (v. 3.11) clients. The server is a
Hewlett-Packard Vectra 510 with a 1.2 GB hard drive and 32 MB RAM. One client machine is a
Hewlett-Packard VL-2 with a 486/66 processor with 16 MB RAM. Two client machines are
Hewlett-Packard VL-5 with Pentium 100 processors and 16 MB RAM.
The Shannon Center will soon be connected to the Civic Center, over an ISDN telephone line, to
form a WAN. The primary purpose of the WAN is to share a recreation registration program
between the Shannon LAN and the Civic LAN. Additionally, the WAN will be utilized for E-
mail and file transfers between the two facilities.
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Part 2: Scope of Work
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The'City is seeking a network integrationfInternet specialist to assist in the development of
options for City use of the Internet; to develop specifications and cost estimates for each option;
and to assist in the installation. The purpose of this project is accomplish the following
objectives:
1. To develop a plan which details a comprehensive approach to the efficient utilization
of the Internet which will address immediate and future needs; and
2. To develop a communications system which will allow electronic communications
with organizations that do not utilize the Internet (dial-up access). ...
3. To achieve remote faxing capability from each workstation.
4. To ensure that all equipment purchased is sufficient for immediate needs, adaptable to
future needs, and compatible with the City's existing LAN; and
5. To develop a accurate and complete cost estimates so that the City COlUlcil can make
fully informed decisions as to Internet utilization. Costs shall include estimated
hardware, software, and installation costs. In addition, an estimate of on-going and
recurring service costs.
6. To assist in the installation of the selected equipment and software, which will be
purchased seperately by the City in accordance with its purchasing procedures.
Procedure:
The consultant will be required to meet with City-appointed personnel to determine the City's
immediate and future goals and to establish a list of priorities for project implementation. The
consultant will develop a list of alternative method to achieve those goals. At a minimum, this
will include three meeting with departmental representatives. Each meeting is estimated to last
two hours.
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Tasks:
1. Internet E~Mail and External Communications:
In order to utilize the City's proposed Web site, it is vital that City Staffhave access to the
World Wide Web. In limited cases it is also important that the City Staff have the ability to
engage in electronic communications with organization that do not use the Internet, such as
financial institutions and the IRS. Several methods to achieve these objectives shall be
considered, including:
· Access by a limited number of workstations using individual or shared modems over
a standard telephone lines.
· LAN access by all workstations using multiple shared modems over standard
telephone lines.
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. LAN access by all workstations using a router, CSU/DSU, and 56K frame relay data
line.
. LAN access by all workstations using a router and an ISDN line.
The consultant will prepare a summary of the costs of each option, including equipment,
specifications, installation, maintenance, software, ISP fees, and all other associated
expenses. Additionally, the consultant will also evaluate any other method which would
serve the needs of the City. It is essentially that the study project future needs and develop a
comprehensive plan.
2. Remote Faxing: '
The consultant will prepare a summary of the expenses associated with achieving the ability
to send faxes from each workstation. The current intent would be to acconunodate outgoing
faxes only. Incoming faxes would still utilize standard dedicated fax machines.
3. Security Issues:
The consultant will identify options available and estimated expenses or procedures required
to prevent unauthorized access to the City LAN, or to reduce the risk of any damage to the
LAN.
4. Installation:
The consultant shall assist in the installation and configuration of the equipment and software
selected.
Work Product:
The consultant shall develop a work project consisting of a written summary which clearly
evaluates all options to achieve the objectives stated above. At a minimum, the work product
shall include:
. Written description of the key components (routes, Web server, DNS server, mail
server, FTP server, etc.). and how they will integrate with each other.
. Written specifications of all hardware and software, suitable for use by the City to
prepare bid documents.
. Budget Cost Summary which shows the estimated to implement the project,
including hardware, software, installation, support agreements, ISP reconunendations
and estimated costs, and circuit installation outlining recurring costs.
. A clear statement that identifies the costs for the consultant to assist in the
installation. This may be stated as an hourly rate, provided that the quote includes a
"not to exceed" amount. The consultant will participate in the installation; however,
the required equipment and software will be purchased by competitive bid as required
by the City Purchasing Ordinance.
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CITY OF DUBLIN
REQUEST FOR PROPOSAL
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GENERAL INFORMATION FOR RESPONDENTS
I. Contact Person: Questions regarding this RFP may be directed to the following person:
Steve Honse, Administrative Assistant to the City Manager
(510) 833-6650
100 Civic Plaza Post Office Box 2340
Dublin, California 94568
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2. Three Copies of the Responses are to be received no by Tuesday, December 3, 1996 at 1:30 p.m. NO
FAXED INFORMATION CAN BE CONSIDERED.
PROPOS.ALS SHOULD BE DELIVERED TO:
Attention: Steve Honse, Administrative Assistant to the City Manager
City of Dublin
100 Civic Plaza (post Office Box 2340)
Dublin, California 94568
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3. The Response should address at a minimum the information requested in the following section ("Minimum
Content of Responses"). The format should follow the same sequence as the "Minimum Content" section
and should be based upon the identified Consultant Scope of Work. Consultants may include relevant
attachments or exhibits. Responses should be presented in a clear and concise format.
4. The City of Dublin reserves the right to accept or reject any and all proposals.
5. The City Staffwill consider a variety of factors in recommending the selected consultant to the City
Council. The following are several criteria, the relative importance of each is not determined by the order
shown:
a. Understanding of the project and the City's needs.
b. Experience with similar projects.
c. Experience of individuals assigned to the project.
d. Resources available for the project.
e. References from similar engagements.
f. The cost of consultant services.
6.
City may elect to conduct an interview with selected proposers as part of the process to identify the
recommended proposer.
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7. The Consultants Response may be included as an Exhibit to an Agreement For Services.
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] participating Consultants are requested to provide the following information in their response.
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A.
Describe the Firms experience with projects of a similar nature and scope. Emphasis should be placed on
_ projects undertaken within the past three years.
B.
Identify all personnel who will be assigned to work on this project. Include brief sununaries of their
background and experience as well as the assigned responsibilities for this project.
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c.
Identify any sub-consultants and include the same information as section "B".
D.
Provide an indication of the time required for the completion of each major phase of the project. Any
assumptions regarding turnaround time for City Staff should be clearly noted.
E.
Provide three references for your most representative projects including the following:
1) Name of Firm or Agency
2) Name and Title of contact person.
3) Telephone Number of contact person.
4) Brief description of the project including when completed and your firms role in the
project.
F.
Provide Consultant fee information, regarding the total estimated fee to complete the project. For each
major phase of the firms proposed scope of work include the estimated time and cost allocated to the phase.
Include an hourly fee quotation for all positions to be assigned to the project. Identify an estimate of any
reimbursable or non direct costs, which would be expected as applicable to this project.
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REQUEST FOR PROPOSALS
CONSULTANT SERVICES FOR
INTERNET WEBSITE DESIGN
Proposals Due
December 3, 1996
1 :30 PM
CITY OF DUBLIN
Administrative Services
100 Civic Plaza
Dublin, California
Telephone: 510-833-6650
Fax: 510-833-6651
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CITY OF DUBLIN
Request For Proposal: Website Design Services
.he purpose of this Request For Proposal is to obtain Professional Design Services to establish a City Website on
the Internet. '
General Background Information
The City of Dublin has standardized its software and hardware workstation configuration in most City Departments.
Typical workstations are HP personal computers with 8-16 MB of RAM and a mix of 486 and Pentium processors.
The software packages in use have focused on the Microsoft Office Suite for word processing, spreadsheet, and
database uses. Some Departments use Pagemaker for the preparation of brochures and flyers related to City events.
The Civic Center has a LAN operates under a Microsoft NT operating system. Workstations are configured using
_. Windows for Workgroups. The City is also expected under a separate agreement, to evaluate o~tions for access
from the City workstations to the Internet. The configuration of the connection along with the number of users has
not yet been fully determined.
Scope of Work
The consultant selected will provide all services required to design a basic Website. Staff will be available to
provide content and input on the layout. Consultant may wish to present options for services to be provided based
upon differences in final product length and/or complexity.
It is anticipated that the selected Consultant will present a clear outline of the content to be included in the Website
and any recommended hyperlinks by category. It is anticipated by the City that the site will contain information
..Vhich is both promotional as well as background information of interest to the general public. Sample areas
_ anticipated to be incorporated include: General Information, posting of agendas and historical Council meeting
Minutes; E-Mail Connection to allow for interaction with persons using the Website; and possible posting of
recreation brochures and other items of interest. It is recognized that the City may choose to phase the
implementation of some elements over a period oftime.
Consultant shall identify the extent to which Staff could complete future revisions and modifications to the Website.
This includes items which would change regularly (Le. posting of agendas.) Consultant should identify any training
services which may be offered to accommodate this approach once the basic Website is operational.
Consultant Proposal shall identify the proposed programming package to be used in setting up the site and the
reason for its selection. Also any licensing fees required to be paid by the City should be identified in the Cost
Proposal. Consultant shall also provide City with assistance in identifying the most efficient means to convert
documents for possible posting on the Website. (i.e. Agendas to be converted from MS Word.) Assistance shall
include providing information about products available, information or research on ease of use, and estimated cost.
Consultant shall assist the City with the selection of a host Website server for the final product. The design of the
Website shall be independent of the selection of a host server. The City shall retain the sole authority as to the
placement of the Website, as well as the ability to make modifications in the future. Any restrictions on this aspect
should be clearly noted in the response.
. In addition, Consultants may present information regarding an option whereby Consultant would provide services
:.~or updating and revising the Website.
CITY OF DUBLIN
REQUEST FOR PROPOSAL
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GENERAL INFORMATION FOR RESPONDENTS
1. Contact Person: Questions regarding this RFP may be directed to the following person:
Steve Honse, Administrative Assistant to the City Manager
(510) 833-6650
100 Civic Plaza Post Office Box 2340
Dublin, California 94568
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2. Three Copies of the Responses are to be received no by Tuesday, December 3, 1996 at I :30 p.m. NO
FAXED INFORMATION CAN BE CONSIDERED.
PROPOSALS SHOULD BE DELIVERED TO:
Attention: Steve Honse, Administrative Assistant to the City Manager
City of Dublin
100 Civic Plaza (post Office Box 2340)
Dublin, California 94568
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3. The Response should address at a minimum the information requested in the following section ("Minimum
Content of Responses"). The format should follow the same sequence as the "Minimum Content" section
and should be based upon the identified Consultant Scope of Work. Consultants may include relevant
attachments or exhibits. Responses should be presented in a clear and concise format.
4. The City of Dublin reserves the right to accept or reject any and all proposals.
5. The City Staffwill consider a variety of factors in recommending the selected consultant to the City
Council. The following are several criteria, the relative importance of each is not determined by the order
sho'wn:
a. Understanding of the project and the City's needs.
b. Experience with similar projects.
c. Experience of individuals assigned to the project.
d. Resources available for the project.
e. References from similar engagements.
f. The cost of consultant services.
6.
City may elect to conduct an interview with selected proposers as part of the process to identify the
recommended proposer.
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7. The Consultants Response may be included as an Exhibit to an Agreement For Services.
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MINIMUM CONTENT OF RESPONSES
eJ Participa~ing Consultants are requested to provide the following information in their response.
A. Describe the Firms experience with projects of a similar nature and scope. Emphasis should be placed on
projects rmdertaken within the past three years.
B. Identify all personnel who will be assigned to work on this project. Include brief summaries of their
backgrormd and experience as well as the assigned responsibilities for this project.
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c.
Identify any sub-consultants and include the same information as section liB II.
D.
Provide an indication of the time required for the completion of each major phase of the project. Any
assumptions regarding turnarormd time for City Staff should be clearly noted.
E.
Provide three references for your most representative projects including the following:
I) Name of Firm or Agency
2) Name and Title of contact person.
3) Telephone Number of contact person.
4) Brief description of the project including when completed and your firms role in the
project.
F.
Provide Consultant fee information, regarding the total estimated fee to complete the project. For each
major phase of the firms proposed scope of work include the estimated time and cost allocated to the phase.
Include an hourly fee quotation for all positions to be assigned to the project. Identify an estimate of any
reimbursable or non direct costs, which would be expected as applicable to this project.
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