Item 5KCity of Southlake, Texas
MEMORANDUM
August 8, 2006
TO: Shana Yelverton, City Manager
FROM: Stefanie E. Wagoner, Economic Development Specialist
SUBJECT. Consider the rejection of all proposals submitted for RFP.06.05A.151.SW.600115
related to the Website Design and Deployment project
Action Requested: Consider the rejection of all proposals submitted for
RFP.06.05A.151. SW.600115 related to the Website Design and Deployment
project
Background
Information: The City's current website was created and launched in 2001. At that time, the
North Central Texas Council of Governments ( NCTCOG) agreed to host the
site. Over the past 5 years, the demands of our website have grown
tremendously, as have technological advances; additionally, NCTCOG has
removed itself from the website hosting business (although they have agreed to
serve as the City's website host until other provisions can be made). A survey
was administered to Southlake residents and businesses to determine the
service levels that would prove useful to our community. In addition,
representatives from each City division were called upon to provide input on
how they could provide more efficient service to the public. All of this data
was compiled into a Website Design and Deployment Scope of Services and
included in a Request For Proposals (RFP).
This RFP was then distributed to approximately twenty (20) website
consultants who were given three (3) weeks to prepare their proposals. Six (6)
proposals were received by the deadline of June 9, 2006. These proposals
ranged in cost from $32,000 to $285,000. Several proposals were deemed non-
responsive to the required submittals in the RFP. The remaining proposals
were evaluated against the requirements of the RFP and are inconsistent or
lacking on a variety of topics.
After considerable discussion among staff, we believe that rejecting all
proposals would be in the best interest of the City. Upon concurrence by City
Council, our intent would be to:
• Add the branding component to the RFP to ensure any design elements
will be incorporated into the website.
• Re -issue the RFP along with the Branding RFP such that proposer's
might bid on both components, thereby ensuring compatibility and
integration of branding throughout the website.
• Include in the RFP a new scope of services segment for a Marketing
Consultant to guide the marketing & promotion programs associated
with the anticipated Hotel Occupancy Tax budget.
• These components would be set up to bid collectively or separately.
Shana Yelverton
Website Design & Deployment
Page 2
Financial
Considerations: The FY 05 -06 budget was adopted with $54,000 for website design,
maintenance, and hosting. As currently planned, it is more than likely that this
project will not be completed in FY 05 -06.
The City Manager's Office will be bringing forth a proposal to include this
project and the RFP for Branding into a single budget amount under the
Strategic Initiative Fund.
Financial Impact:
Citizen Input/
Board Review: None
Legal Review: The City Attorney's office has been heavily involved in the evaluation of the
RFP submittals.
Alternatives: Select a vendor from current proposals.
Supporting
Documents: None
Staff
Recommendation: Rejection of all proposals submitted for RFP.06.05A.151.SW.600115 related
to the Website Design and Deployment project.