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Description:
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1. Introduction and Purpose of RFP
The City of Williamsburg (the "City") is seeking proposals from qualified firms to design, develop, and implement a comprehensive mobile application, a complementary printed map, a robust marketing plan, and strategic community engagement initiatives for the new African American Heritage Trail. The successful proposer will create an engaging, accessible, and informative experience for trail users, reflecting the rich narrative and historical significance of the sites, and ensuring broad awareness and participation.
2. Background
The City of Williamsburg is establishing an African American Heritage Trail as a strategic initiative under its "One Williamsburg" goal. This project aims to develop an uplifting narrative that shares untold, under-told, under-heard, and overlooked stories of people, places, and events important to the African American community in and around the City.
The trail will be a two-mile ADA-accessible pedestrian route in downtown Williamsburg, featuring a trailhead, restroom facility, and a contemplative space for a community memorial. It will incorporate distinctive brick "breadcrumbs" and interpretive signage at key historical sites. The narrative for the trail has been developed through extensive community engagement, involving an Advisory Committee, the descendant community, and the broader local community.
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Publication Date/Time:
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7/1/2025 3:45 PM
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Closing Date/Time:
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7/29/2025 2:00 PM
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Submittal Information:
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City of Williamsburg - 401 Lafayette Street, Finance Office Attn: Travis Dill
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Bid Opening Information:
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07/29/2025 @ 2:00pm LOCAL TIME
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Pre-bid Meeting:
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None
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Contact Person:
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Questions pertaining to the Project and/or selection process should be directed to Michele Mixner DeWitt, Assistant City Manager, Via email at mdewitt@williamsburgva.gov
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Business Hours:
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Monday - Friday 8:00 - 4:30
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Qualifications:
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. Proposal Requirements
Proposers must submit a comprehensive proposal addressing all aspects of this RFP. Proposals should include:
• Executive Summary: A concise overview of the proposal, highlighting key strengths and the proposed solution.
• Company Overview:
o Legal name and business address.
o Brief history, mission, and core competencies.
o Relevant experience in mobile app development, audio/visual production, and graphic design, especially for cultural or heritage projects.
o Client references for similar projects (minimum three).
o Company size and organizational structure.
• Proposed Approach and Methodology:
o Detailed description of how the firm will approach each component of the Scope of Work (mobile app, audio content, visual content, printed map, project roll-out/engagement, and marketing plan).
o Methodology for project management, communication, and quality assurance.
o Proposed technology stack for mobile app development and CMS.
• Team Qualifications:
o Resumes and roles of key personnel who will be assigned to this project (e.g., Project Manager, Lead Developer, UX/UI Designer, Audio Engineer, Graphic Designer, Marketing Specialist, Community Engagement Specialist).
o Confirmation that the team possesses the necessary expertise and experience.
• Project Timeline:
o A detailed work breakdown structure with proposed milestones and deliverables, aligning with the desired launch date.
• Detailed Budget Breakdown:
o Comprehensive cost proposal, broken down by each component of the Scope of Work (app development, audio production, printed map design, project roll-out and engagement support, and marketing plan development).
o Clearly itemize all fees, including development hours, licensing costs (if any), voice artist fees, software, and any other anticipated expenses.
o Specify payment schedule tied to project milestones.
o Outline costs for post-launch maintenance and support (e.g., hourly rates, annual contracts).
• Portfolio:
o Links to relevant mobile applications developed, audio samples, and design portfolios that demonstrate the firm's capabilities.
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Special Requirements:
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Project Timeline
The City aims to launch the mobile application and have printed maps available by May 1, 2026. Proposers should provide a detailed project timeline with key milestones, including:
• Project Kick-off
• Discovery & Requirements Gathering
• Design (UI/UX) Approval
• App Development Milestones (Alpha, Beta releases)
• Content Integration
• Testing & Quality Assurance
• App Store Submission & Approval
• CMS Deployment & Training
• Printed Map Design Approval
• Roll-out and Engagement Support Activities.
• Marketing Plan Finalization
• Final Deliverables Handover
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Miscellaneous:
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The City has secured significant funding for the project and aims to complete it in time for the 250th anniversary events, scheduled to begin in 2026. This mobile application and printed map are crucial components for interpreting and delivering the trail's narrative to a broad audience.
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Related Documents:
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