Bristol Community College

777 Elsbree Street

Fall River, MA 02720

Request for Proposal

RFP #M-07-13

WEB SITE DESIGN & DEVELOPMENT

OF FALL RIVER COMMUNITY MEDIA WEBSITE

ISSUE DATE:

Monday, September 17, 2012

PROPOSALS MUST BE RECEIVED BY:

Wednesday, October 12, 2013

2:00 p.m. EST

DELIVER PROPOSALS TO:

Philicia Pacheco

Bristol Community College

777 Elsbree Street

Fall River, MA 02720

Table of Contents

1. Summary 3

2. General Conditions and Notice to Bidders .... 3 / 4

3. Proposal Guidelines and Requirements .. 4

4. Contract Terms 5

5. Purpose, Description and Objectives .. 5 / 6

6. Timeline ... 6

7. Budget ...... 6

8. FRCTV/FRCM Background Information 7

9. Stakeholders/Audience .... 7

10. Scope & Guidelines 7

11. Developer Staff Resources . 8

12. Qualifications ... 9

13. Evaluation Criteria .... 9 / 10

14. Format for Proposals .. 10

2
1. SUMMARY
Bristol Community College (BCC) is accepting proposals to design and develop its
community media website, http://frmedia.org. The purpose is to educate and inform
the target audience concerned of the operation of Fall River Community Media (FRCM).
FRCM is a new, branded entity which promotes the use of video, Internet radio, and
online resources as a means of communicating community information. Currently the
entity is entitled Fall River Community Television (FRCTV) with its web site located at
http://frctv.org. The operation was launched in 2000 through an agreement between
the City of Fall River and BCC. The FRCTV site is maintained by FRCTV/FRCM staff.

2. GENERAL CONDITIONS AND NOTICE TO BIDDERS

1. The Commonwealth of Massachusetts or its agent, Bristol Community College, will

make payment for equipment or services after COMPLETE delivery to the satisfaction
of the College.

2. The bidders quotes shall include a SEPARATE line item to include costs for all delivery,
insurance and transportation charges with inside delivery to the College.

3. The College reserves the right to reject any and all bids and any or all formalities. The
College also reserves the right to accept all or part of a bid on any items and groups. If a
discrepancy occurs between the unit price and the extended price, the College will be
bound by the LOWER price. Corrections and/or modifications received after the
closing time specified will not be accepted.
4. The College is exempt from Federal Taxes and Massachusetts Sales Taxes. Prices
quoted shall not include taxes.

5. No financial claim for any payment whatsoever shall be brought against the College for
any contract delays.

6. Proprietary names are quoted for information and are not meant to limit competition. If
the bid is based on similar products, be sure to give full information in the bid or in a
letter attached.

7. All labor to be paid in accordance with Minimum Wage Rates and Health and Welfare
and Pension Fund contributors as determined by the Commissioner of Labor and
Industries under the provisions of the Massachusetts General Laws, Chapter 149,
Section 26 to 27D, inclusive as amended.

8. If the bidder has not been issued a Massachusetts Vendor Code Number, use the 9
character Federal Employee Identification number issued by the IRS if you employ two
or more employees. Otherwise use your personal Social Security Number. Purchase
orders cannot be issued or payment made until this number is shown complete and
correct.

3
 9. Quotations on items which differ from specifications may be rejected unless
manufacturers name and catalog number, together with literature and cuts are furnished
with bid proposals.

10. The right is reserved to accept the proposal deemed best for the College. Inspection at
point of delivery. Material not in accordance with specifications will be returned at
vendors expense.

11. All proposals must be submitted in a sealed envelope clearly marked with the bid
number, before the date and time indicated. The College will not be held responsible if
any proposal is not so marked and is unintentionally opened as a result. Postmarks will
NOT be considered.

12. Conflict of Interest: A bidder filing a proposal thereby certifies that the proposal is made
in good faith, without fraud, collusion or connection of any kind with any other bidder,
and that the bidder is competing solely in its own behalf without connection with, or
obligation to any undisclosed person or firm.

3. PROPOSAL GUIDELINES AND REQUIREMENTS

This is an open and competitive process. Proposals received after 2:00pm on October 12,
2012 will not be considered.

The proposal must contain the name of a duly authorized representative of the
company submitting the proposal.

The price you quote should be inclusive. If your price excludes certain fees or charges,
you must provide a detailed list of excluded fees with a complete explanation of the
nature of those fees.

If the execution of work to be performed by your company requires the hiring of sub-
contractors you must clearly state this in your proposal. Sub-contractors must be identified
and the work they will perform must be defined. In your proposal, please provide the
name, address, and EIN of the sub-contractor. BCC/FRCM will not refuse a proposal
based upon the use of sub-contractors; however we retain the right to refuse the sub-
contractors you have selected.

Provisions of this RFP and the contents of the successful responses are considered
available for inclusion in final contractual obligations.

4
 4. CONTRACT TERMS
BCC/FRCM will finalize contract terms upon selection, based on the specifications of this
proposal. All contracts are subject to review by BCC legal counsel, and a project will be
awarded upon signing of an agreement or contract, which outlines terms, scope, budget and
other necessary items.

The work will be divided into two phases:

Phase I: Discovery, Requirements, Planning & Site Definition
Phase II: Site Development, Testing and Deployment
. DESCRIPTION AND OBJECTIVES
5. PURPOSE, DESCRIPTION AND OBJECTIVES
Purpose:
BCC uses the FRCTV/FRCM web site to engage and inform community members in
utilizing the FRCTV/FRCM video, Internet radio, and online resources to share information
to the community at-large. The current website primarily includes material pertinent to our
Public Access Cable Television operation. With our plans to re-brand as Fall River
Community Media, the web site requires updating and fine tuning in anticipation of offering
new services to the residents and organizations in Fall River

Once the site is completed, BCC/FRCM will assume full responsibility for web site content
maintenance and administration. All content, coding and graphics will become the sole
property of BCC/FRCM.

Description:
The web site will house FRCM updates on its video, Internet radio, and online platforms,
and offer information on services provided to the Fall River community. Interactivity from
visitors to the web site, either through site comments or social media integration, is essential.
BCC/FRCM will maintain editorial control of content. The site needs to be integrated with
FRCMs use of Constant Contact email marketing tools and be easy to update by staff
without extensive web experience. BCC/FRCM will manage the web publishing process,
preferably by using a system with a browser-based user interface that can be remotely
accessed.

To be effective, our web site must be:

Easy and intuitive
Visually pleasing and connected to the new visual identity of FRCM
Informative
Safe and secure
Quick to load and operate
Integrated with Constant Contact
Integrated with social networking tools
Utilize the Drupal content management system with the developed open source
community media modules.

5
 Objective:
Our primary objective is to easily and quickly keep people informed and engaged around the
services provided by FRCM.

Specific Strategies:
Provide programming information on the FRCM video and Internet radio products
Provide a resource for residents and organizations to share information with the Fall
River community through video, Internet radio, or online
Engage individuals and organizations to interact socially on the web site

Make it easy:
Design the site to deliver intuitive navigation, an improved graphical user interface, and
easy-to-find content organization.

Make it compelling:
Develop tools to quickly lead site visitors to the information they are seeking.

Make it happen:
Reinforce FRCMs brand and make it engaging for residents and organizations to interact.

6. TIMELINE
Proposals are due no later than October 12, 2012.
Proposals will be evaluated immediately thereafter. During this time we may require
interviews with our evaluation team. You will be notified if this is requested. The name of
the selected candidate firm will be decided no later than November 1, 2012. All other
candidates will be notified soon thereafter.
Phase I of the project must be completed and delivered within 2-4 weeks of the parties
signing a contract for the work. Target completion of the project would optimally be no
later than January 1, 2013. BCC/FRCM reserves the right to revise these deadlines.

6. BUDGET
Please provide a cost proposal to accomplish the scope outlined below. The budget
must encompass all design, production, and any software acquisitions necessary for
development and maintenance of the web site.

Hosting will be addressed separately and costs for hosting are not included in the
budget for this project. Discussions during the discovery phase and your input and
advice will help us make a decision in this regard.

In your price, please provide the break out for Phases I and II.

6
8. FRCTV/FRCM BACKGROUND INFORMATION
FRCTV/FRCM provides coverage of events relevant to the local community and gives
every Fall Riverite a voice on cable television (and soon Internet radio and online tools)
by providing training, facilities, equipment, and channel/Internet radio time for Fall
River residents and nonprofit groups. FRCTV/FRCMs noncommercial cable channels
can be found on Channel 95 on the Fall River Comcast cable television system and
reach more than 27,000 cable subscribers in the city of Fall River. FRCMs proposed
Internet radio and online components have the potential to reach a global audience.

9. STAKEHOLDERS/AUDIENCE
FRCTV/FRCMs target audience is residents and organizations in the greater Fall
River, MA area.

10. SCOPE & GUIDELINES

The scope of this project is to design and develop the frmedia.org web site. Most of the
content on the existing frctv.org web site will roll over. Information will be sent out as
needed as Constant Contact e-blasts and ideally will automatically post to the site. A firm
that can handle all site planning, interface design and production is required. The site must
include technological capabilities that allow in-house staff to easily and cost effectively
update content and modify site design after the initial launch.

Discovery:
Confirm audiences, objectives, graphic look and feel, navigation, site marketing,
technology issues and assumptions, required functionality, phasing, and budgetary
constraints, resulting in a creative brief provided as part of Phase I.

Development Guidelines:
The web site designed by the successful candidate must meet the following criteria:
Create a content management system that will permit BCC/FRCM staff to easily
and quickly update web site content on specific pages. The Drupal content
management system is required due to the development of open source community
media modules.
Integrate existing frctv.org content to new web site.
Create a compelling design that leads people quickly and easily to key information.
Prominently display the FRCM logos throughout the site.
Make the site easily navigable and intuitive to new users with no more than three
levels of drill down for the user to find the desired information.
Provide necessary software and licenses to maintain site internally.
Automate alert updates and integrate with Constant Contacts email marketing tools.
Integrate the sign up function with Constant Contacts email marketing tools.
Design to maximize search engine optimization.
Create in-site archive search function.
Make the site mobile friendly.
Secure access from remote sites.

7
 Integrate social media platforms into the web site design and development
Add a contact page for direct inquiries or comments that includes the
senders email address.
Provide BCC/FRCM direct access to subcontractors to discuss design and
development solutions.

Site Specifications:
Your proposal must account for all of these requirements.
Site must be compatible with all current browsers.
Web site must not require plug-ins as a default.
Site must be mobile friendly.
Meets ADA Requirements The site should be developed to meet all Federally-
mandated access requirements adopted by the Federal Access Board under
section 508 subsection
1194.22 of the Rehabilitation Act.
Site must be built in accordance to the Web Content Accessibility Guidelines
(WCAG) 2.0, provided by the W3C and should also be easily accessible to the
novice as well as the experienced Internet user.
Fast Loading Pages The web site must be designed with a balance of text and
graphics such that each page loads in 5-6 seconds or less on the average
connection.
The completed web site, web design, software and architecture become the
property of BCC/FRCM once completed and accepted.

Testing:
Test site on all applicable platforms (Macs, PC, mobile platforms, etc.) to ensure web
site works as promised.
Delivery:
Delivery, uploading of site to an outside third party host, and launch.

Tracking:
Appropriate level of tracking tools can be determined during the discovery process.

11. DEVELOPER STAFF RESOURCES

Project Lead: Responsible for sign-off on key decisions, providing project steering,
oversees entire contract.

Project Manager: Responsible for keeping the project on schedule and within the
budget. Maintains communication between BCC/FRCM and the project team.

Indicate if this is the same person.

8
 12. QUALIFICATIONS
Describe your experience in producing sites for non-profit and/or community-
focused projects.
Describe three web sites your firm has produced that best reflect your work and
relevancy to this project. List the role your firm played in each project. Provide
the URL. Only sites that are live will be reviewed during evaluation.
Provide current reference information for three former or current clients.
Briefly describe your firms organizational capacity to produce our web site .
How many full-time staff does your firm employ?
What type of team will be assigned to this project? What will each persons role be?
Please include a brief background summary for each key staff member assigned to this
project.
Please discuss any hardware/software vendor partnerships.
Discuss any potential conflicts of interest in relation to the subject matter for this web
site.
Include a time frame for completion of the project.
Explain testing and support plan.
EVALUATION CRITERIA
13. EVALUATION CRITERIA
Your proposal must be received no later than October 12, 2012 before 2:00pm. Your
proposal must include a cost proposal as described above. All costs associated with the
delivery of the project should be presented in a flat rate, fee for service format.

Return 3 copies of the proposal in a sealed envelope clearly marked with the bid number M-
07-13 before 2:00 p.m. on October 12, 2012 to Philicia Pacheco in Room F103 The bid
will be publicly opened and read at 2:00 p.m. in Room F103 of the Physical Plant Building.

The bid should be sent free of all charges, F.O.B. Destination, to: Bristol Community
College, 777 Elsbree Street, Fall River, Massachusetts 02720, Attention: Philicia Pacheco.

Philicia Pacheco, Buyer III

Bristol Community College
777 Elsbree Street
Fall River, MA 02720

Questions regarding this RFP may be addressed to the attention of the person listed above.
All questions and answers will be shared with all interested parties to this RFP.

Proposals that meet the mandatory requirements, as stated above, will be evaluated
with the following criteria:
Suitability of the Proposal the proposed solution meets the needs and criteria
set forth in the RFP.
Expertise in recommending and communicating appropriate technical and
aesthetic solutions as evidenced by the proposal and references.
Aesthetic Capabilities Prior work demonstrates artistic and innovative,

9
 user friendly interfaces that engage communities and viewers.
Candidate Experience Candidate has successfully completed similar projects
and has the qualifications necessary to undertake this project.
Ability to stay within timeline - the candidate has the ability to develop the site in
the time frame needed.
A competitive price for this project.
Finalists may be asked to submit a sample sandbox site during the evaluation
process.

14. FORMAT FOR PROPOSALS

Please use the following as a guideline to format your proposal:

Length and Font Size:

Please use fonts no smaller than 10 point. Maximum proposal length including title
page, cover letter, proposal, qualifications and budget should not exceed 12 pages.

Title Page:
FRCM Web Site Development Proposal, your company name, address, web site address,
telephone number, fax number, e-mail address and primary contact person.

Cover Letter:
Signed by person or persons authorized to sign on behalf of the company.

Proposal:
Discuss your proposed solution, including the features, benefits and uniqueness of your
solution as delineated in the Scope and Guidelines and timeline sections.

Qualifications:
Provide the information requested in Section 11.

Budget:
List budgets as requested above.

10