Request for Qualifications for Website Vendor
Marketing Manager
Loudoun Convention & Visitors Association
703-771-2170 ext. 21
Jenkins@VisitLoudoun.org
Purpose
The Loudoun Convention & Visitors Association is accepting Statements of Qualifications from organizations to illustrate their qualifications for hosting, managing, maintaining, and redesigning VisitLoudoun.org, and possibly the integration of other promotional elements.
Providing information directly to potential visitors to
The content on this website will change frequently to provide up-to-date information. The website will integrate with Destination 3000 to manage dynamic content throughout the site. The website will also incorporate a variety of electronic formats including, but not limited to, images, Flash presentations, static and dynamic HTML content, PDFs, Word documents, and Excel, MPEG, and MP3 files.
Background
The LCVA is the destination management organization that develops and implements marketing strategies to promote and coordinate the tourism industry
Scope of Service
Hosting – The selected contractor will be responsible for hosting the LCVA’s consumer website (VisitLoudoun.org), industry website (VisitLoudoun.org/lcva), and any future micro sites. Hosting includes all hardware, software, and telecommunications association with maintaining a website; a physical environment necessary to keep the server(s) up and running twenty-four hours a day, seven days a week, including full uninterrupted power supply, daily back-up of the site, and full-time monitoring of the network connection; interstate offsite back-up with the ability to maintain consistent uninterrupted service in the event of an emergency or natural disaster; and offsite data storage. Also necessary is an agreement in writing with an outside vendor to maintain service in the event of weather or other emergencies with remote access for content updating by the LCVA staff or agents of the LCVA.
Management and Maintenance – The contractor will be responsible for maintaining the website. The contractor will maintain hardware and software, fix broken links within 24 hour notification, respond to user technical support questions, proactively research and integrate new functionality, use best practices for ongoing organic and search engine optimization, and integrate ecommerce functionality into the website.
Site Design Option – VisitLoudoun.org launched a new web interface in August 2008. While this RFQ is not for a specific interface redesign project, the LCVA may opt for an interface redesign during the life of the contract. A separate design firm for an interface redesign may be selected by the LCVA to work with the contractor to complete such a project.
Content – The contractor will work with LCVA staff to update and manage editorial content and images, manage user generated content such as videos and reviews, archive all previous articles and editorial, and create new content including a banner ad management system. In the event of a catastrophic disaster, this would include posting new content within six hours of notification by the LCVA or their agent to the contractor.
Measuring and Reporting – The contractor will report monthly on the Internet usage according to metrics as agreed upon by the LCVA and the contractor.
Other Services – The contractor will be responsible for account management of the website program and other online services as agreed upon by the LCVA and the contractor.
Additional Responsibilities – The contractor will be responsible for conducting a usability study of the website to determine functionality and ability to navigate through the site.
Timetable
Request for Qualifications Deadline: September 19, 2008 at 5:00PM EST
Interview Finalists: No later than Friday, October 31, 2008
Complete the Selection Process: No later than November 29, 2008
Implementation: No later than January 31, 2009
There may be overlap between current contractor and new contractor, if a new contractor is selected.
A. Qualification Format – All qualification responses must follow the format and include all required information. Incomplete information, or not following the format, may result in a disqualification.
i. Business Identification
ii. Qualifications
iii. Experience
iv. Financial Capacity
v. Price Structure
vi. Signature Page (Attachment A)
B. Qualification Format Definitions
i. Business Identification – State name of the individual or business, including sub consultants, address of home and branch offices, nature of the organization (individual partnership, or corporation; private or public; profit or non-profit) and the number of employees. Identify the state in which the firm is incorporated or chiefly located. Include name, title, and telephone number of person(s) in your organization authorized to negotiate the proposed contract. If sub consultants are proposed, provide information pursuant to the above and identify the percentage of total project hours to be completed by each sub consultant.
ii. Qualifications – Describe the general background and services provided by the organization, including any sub consultants. Describe specific tourism background from other projects and your role in developing the objectives and measurement of results. Describe briefly the qualifications of key staff who will be actively engaged in the proposed project. Indicate what their responsibilities are with respect to the project.
iii. Experience – The LCVA will evaluate the experience of the firm in providing the proposed services. Provide a description of relevant experience in projects for tourism industry businesses including other CVBs, hotels, attractions, etc. Provide any experience with the integration of Destination 3000 into any past projects. Be specific and identify projects, dates, and results. For the initial evaluation process, provide at least two samples of similar work and corresponding client references, including name, address, and phone number of contact person. Also include measurable results associated with the samples. Identify the year in which the work was performed.
iv. Financial Capacity – The firm must provide evidence that it has the financial stability and capability to perform the work outlined within the scope of work. Therefore, the proposer must submit one or more the following financial statements or reports: 1) Audited balance sheets for the past three (3) years (if unavailable, an unaudited balance sheet is acceptable); 2) Internal report which provides a three (3) year financial trend analysis; 3) Current credit report; or 4) Any other financial trend report which can be used to demonstrate financial stability.
v. Price Structure – The fee structure should be provided per your billing system so that the LCVA understands how fees would be determined based upon hourly rates, projects, and for sub contractors. Specific quotations are not required at this time.
vi. Signature Page – Firm must sign and return one (1) signature page and submit it as the first page of one (1) proposal package.
C. Interviews – Firms selected from the preliminary evaluation process will be given an opportunity to orally present their qualifications and review samples. For this interview, the firm will be expected to show previous solutions for other tourism industry businesses, address the measurable success of the project(s), and demonstrate a general understanding of
D. Multiple Proposals – Multiple proposals from a vendor will be permissible. However, each proposal must conform fully to the requirements for proposal submission. Each proposal must be separately submitted and labeled as Proposal #1, Proposal #2, etc. on each page included in the response.
Evaluation of Request for Qualifications
The LCVA will independently read, review, and evaluate each submission and selection will be made on the basis of the criteria listed below. The firms submitting quotes shall include with that quote statements on the following:
A. Provider’s experience and credentials of the team that will be assigned to the account (25%)
B. Functionality and programming capabilities (25%)
C. Site design capabilities (25%)
D. Relevance of samples provided (10%)
E. Measurable results of previous work (10%)
F. Price structure (5%)