Website Support Services

Agency:	Town of Culpeper
State:	Virginia
Type of Government:	State & Local
NAICS Category:	541511 - Custom Computer Programming Services 541512 - Computer Systems Design Services 541519 - Other Computer Related Services 541611 - Administrative Management and General Management Consulting Services
Posted Date:	Feb 16, 2024
Due Date:	Mar 28, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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TOWN OF CULPEPER REQUEST FOR PROPOSALS FOR

GOODS, SERVICES, CONSTRUCTION OR INSURANCE

TITLE: WEBSITE SUPPORT SERVICES

NUMBER: TOU-24-81041

DUE DATE AND TIME FOR SUBMISSION: MARCH 28, 2024 at 12:00 PM local time

BONDS

(Check mark indicates bond is required)

___ Bid Bond (5% of bid)

___ Performance Bond (full amount of contract price)

___ Payment Bond (full amount of contract price)

ADDRESS FOR SUBMISSION:

Town of Culpeper

Attn: Nicole Warner

400 S. Main St., Suite 105

Culpeper, VA 22701

CONTACT INFORMATION FOR QUESTIONS OR COMMENTS ON THIS REQUEST FOR

PROPOSAL:

Nicole Warner

NWarner@culpeperva.gov

_______________

THE FOLLOWING PERSONS ARE DESIGNATED BY THE TOWN MANAGER TO HAVE

AUTHORITY TO BIND THE TOWN WITH REGARD TO THIS REQUEST FOR

PROPOSAL:

Paige Read, Tourism and Economic Development Director

Christopher D. Digitally signed by Christopher D. Hively

DN: cn=Christopher D. Hively, o=Town

of Culpeper, ou=Town Manager,

Hively email=chively@culpeperva.gov, c=US

Authorized by Town Manager: _____________________________D_a_te_: _20_2_4_.02.05 11:32:01 -05'00'

Christopher D. Hively

Date: __2_/_5__/_2__0_2_4________________

Rev. 04-12-2017

TABLE OF CONTENTS

I) SUBMISSION OF PROPOSAL .......................................................................................... 3

A) Scope and Specifications of Procurement................................................................... 3

B) Insurance Checklist .................................................................................................... 10

C) Type of Contract ......................................................................................................... 12

D) Questions and Comments Regarding Terms of the Request for Proposal and

Modification of Terms ................................................................................................ 12

E) Method for Submitting Proposal ............................................................................... 12

F) Offeror Information Form and Certifications ......................................................... 12

G) Compliance with Directions ....................................................................................... 13

II) EVALUATION OF PROPOSAL ...................................................................................... 13

A) Net Prices and Delivery Terms; Tax Exemption and Responsibility..................... 13

B) Required Elements of Proposal Package .................................................................. 14

C) Proposal Evaluation Framework............................................................................... 16

D) Determining if Offeror is Responsible ...................................................................... 16

E) Exceptions to Terms of the Request for Proposal.................................................... 17

F) Proposal Acceptance Period....................................................................................... 17

III) METHOD OF AWARD OF CONTRACT....................................................................... 17

A) Negotiation and Award............................................................................................... 17

B) Award in Whole or in Part......................................................................................... 17

C) Multiple Awards.......................................................................................................... 18

IV) FORM OF CONTRACT AND RELATED DOCUMENTS ........................................... 18

A) Use of Town Standard Form Contract ..................................................................... 18

B) Use of AIA and Similar Forms .................................................................................. 18

C) Differing Terms in Contractor-Supplied Forms ...................................................... 18

V) MISCELLANEOUS ........................................................................................................... 18

A) Authority of Agents..................................................................................................... 18

B) Cooperative Procurement .......................................................................................... 19

C) Examination of Documents ........................................................................................ 19

D) Definitions .................................................................................................................... 20

E) Nondiscrimination; Participation of Small, Women-Owned and Minority-Owned

Business ........................................................................................................................ 21

PROPOSAL EVALUATION FRAMEWORK ........................................................................ 23

OFFEROR INFORMATION FORM ....................................................................................... 24

ACKNOWLEDGMENT OF RECEIPT OF ADDENDA ....................................................... 26

I) SUBMISSION OF PROPOSAL

A) Scope and Specifications of Procurement

The Town is soliciting Procurement of Website Support Services The specifications for

this Request for Proposal are as follows:

___ Goods

X Services ______ Insurance _____ Construction

General description of the subject of Procurement:

The Town of Culpeper is seeking proposals from qualified firms or contracted individuals

to provide further development and hosting of Visit Culpeper’s destination website under

the domain name VisitCulpeperVA.com. The destination website supports The Town of

Culpeper and Culpeper County tourism products including the Right the Record program

and Culpeper 250th.

Services required include: website hosting, production, and ongoing website support and

search engine optimization. Additional services may include, but are not limited to,

strategic planning, content placement, directory listings, third-party software integration,

staff training and further development of a mobile-first user experience, accessible to

people of all abilities and languages.

Proposals should include a review of the current website and its performance, along with

ongoing website support.

Proposers must demonstrate a proven history of strategic and effective travel and

tourism-related website development. Proposers must also have experience integrating

the most current and consumer-friendly technologies as part of a strategy that will

support ease of use, increased engagement, audience development, content management,

site performance and analytics.

See below for details on the project, and how you can submit a proposal to help build this

exciting package.

DESCRIPTION OF THE ORGANIZATION

Visit Culpeper, VA is the official destination marketing organization (DMO) for The

Town of Culpeper, Virginia and Culpeper County, Virginia. The County is situated along

US 29, within an hour’s drive of Charlottesville, Fredericksburg, Richmond, Washington

DC, just east of the Blue Ridge Mountains, and less than thirty minutes from the

Shenandoah National Park.

ORGANIZATIONS GOALS

Visit Culpeper’s goals are to maintain awareness and consideration of Culpeper as a top

travel destination and to increase bookings and arrivals in Culpeper.

PROJECT OVERVIEW

An innovative and engaging website is critical to the success of any destination

marketing organization. Visit Culpeper’s brand is defined by how users experience

content across all channels, with our comprehensive website among the most vital, given

its visibility and reach. The organization has a well-defined brand and messaging strategy

including a logo, tagline, brand story, colors and styling. A PDF of Visit Culpeper’s

brand guide is available upon request.

The current destination website (VisitCulpeperVA.com) runs on a WordPress (Classic

Editor) platform and a recent refresh was launched in August 2023. Since its launch, the

site has received significant upgrades and modifications including the addition of new

landing page templates, directory listings, third-party integrations, pixel placements,

search engine optimization, blog post, and a robust event calendar. The website contains

a significant amount of content and has achieved a high domain authority.

The current website contains a custom written code and nineteen (19) third-party plugins

including: Admin Menu Editor, Advanced Custom Fields PRO, Akismet Anti-spam:

Spam Protection, Categories Images, GDPR/CCPA Cookie Consent Banner, Ninja

Forms, Post Types Order, Redirection, Regenerate Thumbnails, Site Kit by Google,

Smush, Sucuri Security - Auditing, Malware Scanner and Hardening, The Events

Calendar, The Events Calendar Pro, The Events Calendar: Community Events, The

Events Calendar: Filter Bar, WP Engine Smart Plugin Manager, WP Mail SMTP, and

Yoast SEO.

WEBSITE AUDIENCE

VisitCulpeperVA.com has seen significant growth in users and events over the past ten

years. Last calendar year (2023), the website generated 1.34 million events, 215,417

users, and 230,819 sessions. Search engine optimization, organic search, social media,

and a robust advertising strategy contribute to driving traffic to the website.

Culpeper’s primary audience are travelers considering visiting Culpeper, or have travel

booked to Culpeper from afar including the leisure, business, groups, events and

meetings markets. Additional users of the website include residents, local businesses,

nonprofit organizations and county government stakeholders.

WHAT THE CURRENT WEBSITE IS LACKING

 New technology infrastructure to support the anticipated increased web traffic volume

within the next three to five years.

 Stronger integration of blog content and directory listings on landing pages to help

drive audience engagement and increased time-on-site.

 Opportunities to incorporate video content wherever possible.

 Ability to integrate user generated content on landing pages and blog posts when

needed.

 Ability for Town of Culpeper staff to build out new dynamic landing pages for new

initiatives and events as needed.

 Ability to insert custom text and hyperlinks on pages and images where appropriate.

SCOPE OF WORK:

The primary objective is to create a positive user experience, making it simple for visitors

to find and share information, plan their own itineraries, find local businesses and events,

elevate the level of engagement and time spent on site, increase the level of repeat visits,

and increase overall site traffic. Visit Culpeper strives to exceed industry standard metrics

such as time spent on site, sessions, unique visitors and events, etc.

Proposers shall provide a plan including ongoing maintenance services to Visit Culpeper

that may include, but are not limited to:

 Development of strategic plan for organizing content around experiences that inspire,

inform and drive action.

 Refresh or redesign VisitCulpeperVA.com where needed to create a seamless UX/UI

experience that includes (but is not limited to) the following features, elements and

functionality:

An attractive and intuitive design that aligns with the Visit Culpeper brand and “Rich

History, Modern Charm” tagline.

o Easy and intuitive navigation that does not require multiple clicks to reach

a desired page.

o Mobile responsive web design.

o Balance between simplicity and relevant information.

o Support high-resolution media (images and video).

o Consumer experience-led user interface that groups and presents

information in a logical manner and requires no more than three levels of

“scrolling” for the user to find desired information.

Website Support Services

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See Also

BID PROPOSAL	DESCRIPTION	DUE DATE
TOU-24-81041 Standard Town Contract Addendum 1 dated February 16, 2024	Website Support Services	Thursday, March 28, 2024 @ 12:00 p.m.