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RFP - P934 WEBSITE DESIGN SERVICES (4)
Released Under Confidentiality to City of Fort Collins. Page 1 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. STATEMENT OF PROPOSAL City of Fort Collins P934 Website Design Services April 4, 2004 P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 2 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. Submitted by: Michael Clark Vice President Business Development Pacific Intermedia, Inc. ___________________________________________________________ ________ Signature Date Corporation: LEGAL NAME AND ADDRESS OF COMPANY PHONE, FAX AND WEB SITE Pacific Intermedia, Inc. 1631 NW Thurman Street, Suite 100 Portland, OR 97209 Phone: 503.222.9901 Fax: 503.222.9959 Web: www.pacificintermedia.com NAME AND ADDRESS OF PRINCIPAL PLACE OF BUSINESS STATUS Pacific Intermedia, Inc. 1631 NW Thurman Street, Suite 100 Portland, OR 97209 Oregon Corporation Founded in 1997 LICENSES State of Oregon State of California PRIMARY CONTACT FOR THIS PROPOSAL Michael Clark Vice President Business Development 503.222.9901 clark@pacificintermedia.com The information in this Proposal shall not be disclosed outside the Client’s organization and shall not be duplicated, used or disclosed in whole or in part for any purpose other than to evaluate the Proposal, provided that if a contract is awarded to Pacific Intermedia as a result of or in connection with the submission of this Proposal, the Client shall have the right to duplicate, use or disclose the information to the extent provided by the contract. This restriction does not limit the right of the Client to use information contained in the Proposal if it is obtained from another source without restriction. P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 3 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. Table of Contents 1. Executive Summary................................................................................................................................ 4 2. Why Pacific Intermedia?..........................................................................................................................6 2.1. Qualifications....................................................................................................................................... 6 2.2. Expertise and Technologies................................................................................................................. 8 2.3. Clients..................................................................................................................................................9 2.4. Sample Projects.................................................................................................................................10 2.5. References........................................................................................................................................ 13 3. Our Proposal......................................................................................................................................... 14 3.1. RFP Project Scope Summary............................................................................................................ 14 3.2. Concept and Design.......................................................................................................................... 17 3.3. Work Breakdown Structure for This Project....................................................................................... 19 3.4. Costs and Fee Schedule....................................................................................................................24 3.5. Project Resources and Personnel..................................................................................................... 25 3.6. Timeline............................................................................................................................................. 26 4. Ongoing Maintenance........................................................................................................................... 27 5. Acceptance of Terms.............................................................................................................................28 P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 4 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. 1. Executive Summary The North Front Range Metropolitan Planning Organization (NFRMPO) is the federally designated MPO and Transportation Management Agency (TMA) for the North Front Range region of Colorado. The NFRMPO comprises the elected officials of the North Front Range Transportation and Air Quality Planning Council, plus thirteen local member governments, and representatives from the Colorado Department of Transportation and the Colorado Air Quality Control Commission. The thirteen local member governments include Larimer and Weld counties and the municipalities of Fort Collins, Greeley, Loveland, Berthoud, Windsor, Johnstown, Milliken, Evens, Garden City, La Salle, and Timnath. The North Front Range region encompasses 40 square miles with a population in excess of 200,000 persons. The region is diverse both geographically and demographically. It extends from the Rocky Mountains in the west, through the continental divide to the rolling plains at its eastern boundary. It includes farmlands, ranches, forests and mountain peaks, rivers and lakes, and wonderful national parks. Consistently rated one of the best places to live for all demographics, from students to retirees, the region has also experienced commercial growth and has an ever-increasing business commute demographic. While rated as one of best the places to live, the North Front Range region also rates as an area with one of the highest average commute times in the country. Therefore, any reduction in commuter traffic will reap large dividends, economically and environmentally. Core to the NFRMPO mission is to “…provide an environmentally, socially and economically sensitive multi-modal transportation system that protects and enhances the region's quality of life." The SMARTTrips™ program is a key initiative for the NFRMPO in meeting its mission. Through the SMARTTrips program, the NFRMPO works with local residents and businesses to reduce automobile dependency and promote the use of alternative modes of transportation. The program's goal is to help preserve air quality, decrease traffic congestion, conserve fuel and promote better health in the region by encouraging residents to leave their cars at home at least one day a week and travel by an alternative mode. The SMARTTrips website, www.smarttrips.org, is the online portal to the SMARTTrips program. It is both the tool by which residents obtain information about alternative transportation modes within their region, and the conduit by which the NFRMPO markets its message and program benefits to residents and businesses, and receives valuable feedback in return. The NFRMPO is seeking a web design consulting partner to assist in bringing the SMARTTrips website to its next level, and Pacific Intermedia, Inc. seeks to become this partner. We see this project as a "win-win" for Pacific Intermedia, NFRMPO and its stakeholders, the North Front Range residents and the environment. We believe strongly in the NFRMPO mission and are passionate about projects that can leverage the Web to help affect positive change. We see the success factors for the SMARTTrips website as: Engaging and educating the public on the ecological, lifestyle, and financial benefits of reducing single- occupancy automobile trips. Enlisting business support through SMARTTrips outreach programs, and by recruiting participation in teleworking and flex-time working schedules. P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 5 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. Easing the traveling public's transition to alternative transportation modes by providing a "one stop" shop where travelers can obtain information about public transit, carpools, vanpools, bicycles, and walking routes. Centralizing links to all transportation agencies, services and organizations with the region. Enhancing the communications between the public, the NFRMPO and its stakeholders. Encouraging the use of “Mile Mapper” or any other tools that can provide feedback on the effects of the campaign and the financial and environmental return on the program. Providing a Content Management System, so the SMARTTrips website is easily maintained by NFRMPO staff for small-scale changes and additions. This will ensure that users get the most up-to-date, relevant information. Developing an ongoing partnership with NFRMPO so a system is in place for cost-effective, larger changes to the site by a consultant, and the work is done quickly and economically. Pacific Intermedia brings extensive knowledge and critical experience in all major areas needed to take the SMARTTrips website to its next level. Website marketing and branding, user feedback and testing, interactive and engaging design, transportation sector depth, and back-end content management and reporting solutions are all strengths upon which we've built our reputation. Plus we provide our clients full lifecycle support, with best-practice methodologies and technologies that ensure a robust, scalable and transferable solution that meets our client's expectations. The following sections detail Pacific Intermedia's qualifications and experience, our understanding of the project scope and objectives, our approach and work breakdown structure for the project, and our key contributors. We are excited about the SMARTTrips website project, and are prepared to start in April and complete the project by July. We're ready to go! P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 6 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. 2. Why Pacific Intermedia? Pacific Intermedia is an Oregon Corporation founded in 1997 by interactive media professionals, with over 25 years combined experience in business strategy, communications, marketing, project management methodologies, digital media design and software application development. Our vision in forming the company was to bring together "best of breed" talent from the emerging Internet and multi-media sectors. This vision has proven successful and allowed the company to achieve a sustainable and controlled growth model. As the Web has grown our experience and team has grown with it. Today we have a core team of full-time creative, project management and technical employees, along with a cadre of validated contracting partners. Through this business model, we are able to match services to client needs, thus ensuring efficient and cost-effective solutions. 2.1. Qualifications The following synopses highlight the qualifications that make us an ideal partner for the SMARTTrips web design project. User-Focused Approach Pacific Intermedia excels in designing sites that are end-user satisfying because our approach to any project is "end-user centric." We start by conducting a detailed assessment of website audiences, audience tasks, required features and functionality. We engage key stakeholders, end users, content administrators and IT support personnel in a fact-finding discovery. We divide the process by audience segment to ensure that each segment is addressed correctly. The end result is a client-approved Requirements Specification that serves as a clear, actionable road map for subsequent information architecture, visual design, and site programming. Targeted Marketing, Branding and Messaging By understanding the website audiences, we are able to target the page "real estate" appropriately and target the primary audiences with emotional and logical motivators. These motivators are essential in pulling the audience into the site. For examples, businesses may be pulled into the site through highlighted case studies about community economic benefits or employee productivity, while individuals may be pulled in by case studies about health or personal costs savings. Our marketing staff is expert at analysis of audience needs and motivators. Interactive and Creative Design Interface design is more than making a site pretty, or visually appealing. It also involves making the site as easy to use as possible. Our creative team combines experts in both visual design and usability and ensures an approach that not only looks great, but works great as well. GIS and Transportation Expertise Pacific Intermedia has had the privilege to work on a variety of GIS and transportation projects and has a core understanding of the challenges, audiences, and language of this sector. We have a current project with the Oregon Department of Transportation, highlighted in the proposal as a sample work, which is the redesign of the TripCheck traveler website. In addition, several members of our core technology team previously worked for the Tri-County Metropolitan Transportation District of Oregon (TriMet), P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 7 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. where they were instrumental in designing and deploying the advanced TriMet transportation trip planning application. We are well versed in GIS and the ESRI product tool suite. Content Management Solutions Since its inception, Pacific Intermedia has been creating and building self-manageable web systems for our clients. While the technology has changed dramatically over the last seven years, the goal of site managers remains the same: To save time and money by allowing the content experts to add and edit site content. There are many CMS software tools available, and Pacific Intermedia has experience working with many of them. We have been successful because we strive to keep it simple. Most site managers use an extremely small percentage of CMS features, and end up paying way more than they need to. We try to use or build tools that are very simple to use and allow non-technical personnel to update Web sites with a minimum of training and support. Accessibility At Pacific Intermedia, we have been intimately involved in the emerging standards for Web Accessibility. As part of a three-year grant awarded OHSU from the Administration on Developmental Disabilities, Pacific Intermedia has been worked as the primary vendor on a web-enabled database that contains information on all of the Organizations, Projects and Products throughout the ADD Network. One of the key requirements of this project was meeting and exceeding the standards for Web Accessibility. As part of that process, Pacific Intermedia has researched the standards, conducted interviews and facilitated user testing with people with disabilities, and harnessed the information into a best practice approach to Web Accessibility. Best Practices Technologists Web technology is one of the most rapidly changing and evolving landscapes in business today. It is our goal at Pacific Intermedia to remain “technology-agnostic”, and create a balance between investing in today’s top technologies, without missing tomorrow’s better technologies. We have experience with a wide range of database technologies, middleware solutions, and web technologies, and strive to develop systems with long life spans. We continually ask about the direction of our client’s IT platform and monitor the direction of the industries biggest players to ensure that what we deliver today can also meet the demands of the future. Lifecycle Support Our approach is to create a partnership with our clients, to understand their short and long-term goals and design a program that brings those goals to life. A common mistake when approaching Web projects is to try to tackle too much with one project. Our approach involves a phased implementation strategy that creates benefits for all parties. For our client’s, they tackle smaller projects, prioritized for time and budget constraints and web users are able to adjust to an enhanced interface and when new features are introduced, they can be easily assimilated. It also creates a series of measurable wins, P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 8 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. 2.2. Expertise and Technologies Pacific Intermedia specializes in N-Tier systems development for both Internet and desktop applications. For each project, we put together a tightly meshed team of strategic, creative and technical talent to match the needs of our client. Our solutions include web and wireless Internet applications, client-server applications, distributed applications, component development, data modeling and structures, and XML applications. We have substantial experience in all the following technologies: GIS/GPS DATABASES PRGRAMMING LANGUAGES APPLICATIONS ArcGIS ArcSDE ArcIMS ArcPad Workstation ArcInfo ArcView (3.x) Spatial Analyst Network Analyst Business Analyst Trimble GPS Sokkia GPS Oracle SQL Server Trans-Act SQL MS Access DB2 MySQL 4th Dimension Informix C#, MS Visual C++, VB .NET, ASP .NET, Microsoft Visual Basic 6, ASP, ADO, DAO, COM+, DCOM Java, JSP, EJB Struts CORBA ColdFusion XML, XSLT Win32 API HTML, DHTML, JavaScript UML: Visio 2002, Rational Rose DMS Systems: Peoplesoft, Documentum, FileNet CMS Systems: Vignette, Interwoven, PaperThin Commonspot, CMPublish, Macromedia Contribute, 10 Custom CMS Apps. Utilizing ASP .net, Java, ColdFusion Macromedia Flash, Generator Source Safe, ActiveX, OLE, ADO (Active Data Objects) VideoSoft VSView, VSFlex, VSOCX, VSReports P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 9 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. 2.3. Clients We have been privileged to provide powerful solutions for a range of clients from niche to Fortune 100 companies. TRAVEL AND TRANSPORTATION Oregon Department of Transportation (ODOT) TripCheck Traveler Site Oregon Travel Information Council (OTIC) HIGH TECHNOLOGY ADC Telecommunications, ADC Kentrox Access Products Elematics, Inc. Tektronix, Inc. FINANCIALS ENT Federal Orchard Bank First Independent Bank EAI Information Systems Lease, Inc. Tektronix Finance Intranet SPECIALTY PGE The Oregonian Hampton Affiliates Supra Products Aritech Sentrol JoEllen Nash Realty Phone Broker Olive Farm Jiiva, Inc. HEALTHCARE Dotter Interventional Institute Doernbecher Childrens Hospital NW Medical Teams Pharmacia-Upjohn Oregon Health & Sciences University (OHSU) OHSU Center for Women's Health OHSU Casey Eye Institute TELEMEDICINE INTERNATIONAL Cook Medical Dotter Interventional Institute St. Charles Medical Center Oregon Health & Sciences University Linfield School of Nursing Asante Health OR Regional Primate Research Ctr. EDUCATION OHSU School of Nursing Oregon University System OR Ctr. for Advanced Technology Rehab. Research & Training Ctr. Linfield College Oregon State University Digital Communities Foundation P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 10 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. 2.4. Sample Projects Oregon Department of Transportation (ODOT)—In Progress Pacific Intermedia was awarded a contract by ODOT to architect, construct, deploy and maintain their next-generation traveler IPS, TripCheck.com. While this project is still in progress, its pertinence as an example of geospatial database integration is significant enough to warrant its inclusion in this proposal. The ODOT project includes a new .NET framework, Web Services interfaces, data modeling and conversion, database creation, geospatial data mapping and routing of travel and transportation data from distributed subsystems, such as traffic, transit and aviation management systems, and implementation of a content management system. Public and inter- agency access portals include web interfaces, mobile interfaces, media interfaces, and telephony interfaces. Technical Complexity Services Strategic and Program Management Requirements Analysis & Framework Architecture Geospatial Data Mapping and Routing Construction and Test (alpha and beta) Deployment, Training and Maintenance Budget $400K initial contract Infrastructure . NET Framework XML/SOAP Web Services ArcIMS, ArcSDE SQL2000 Server Tools ArcGIS . NET Visual Tool Suite BizTalk Active Directory Visio Development Methodology UML Use Case Model Preliminary P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 11 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. Oregon Health & Sciences University – Patient Service Portal Oregon Health & Sciences University’s clinical enterprise contracted Pacific Intermedia to design a Web-based system to aid their staff working in clinics. The Patient Service Portal centralizes all the information, forms and resources needed to work in a clinic at OHSU. Because of the high staff turnover, and “floats” that cover for sick or vacationing employees, the Portal is an invaluable training and reference tool for the OHSU system and the specific policies, practices, and patients of each individual clinic. The Patient Services Portal utilizes Web Services technology to connect to a shared provider and clinic database, has built in administration tools to manage users, content and advanced system administrator functions, and is completely self-manageable by OHSU. Technical Complexity Services Logo and Identity Design Requirements Analysis Framework Architecture Construction of HTML Prototype Production and Test (alpha and beta) Deployment, Training and Maintenance Budget $120K contract Infrastructure ColdFusion Server Web Services Architecture SQL2000 Server Tools Macromedia ColdFusion 6.1 Development Methodology Fusebox P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 12 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. Homeopathic Symposium – Online Homeopathy Training The National College of Naturopathic Medicine approached Pacific Intermedia to develop an online learning environment for Homeopathic Symposium. The resultant application “The Homeopathic Symposium” is a subscription-based online learning environment for practicing Homeopaths, students and traditional physicians. The system relies on streaming video, flash presentations, and online quizzes and tutorials to teach, quiz, grade and provide CME credit through the Web site. The admin interface allows client staff to create their own courses, supporting materials, and quizzes needed to deliver the 2-hour online courses. The site launched in 2003 and is in the process of being translated into other languages for use in Europe. Technical Complexity Services Strategic Assessment Requirements Analysis Framework Architecture Construction of HTML Prototype Production and Test (alpha and beta) Deployment, Training and Maintenance Budget $75K contract Infrastructure ColdFusion Server Real Media Helix Server SQL2000 Server Tools Macromedia ColdFusion 6.1 Real Media Helix Producer Development Methodology Fusebox 2.5. References P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 13 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. We are pleased to include the following reference clients as samples of the outstanding service we’ve provided clients. Additional information about our experience can be found in the solution briefs on our Website. Out of respect for our clients, we respectfully request that we coordinate the reference contacts. We will provide all of the contact information upon request from the Client. We ask that the Client specify who will be calling and the approximate duration of the call. Here’s the list of contacts: Rod Kamm, TripCheck Project Manager, Oregon Department of Transportation Marilyn Streeter, Project Lead, OHSU Patient Service Portal Bob Williams, Project Lead, OHSU Health Dr. Malcom Smith, Client Lead, Online Homeopathy Training P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 14 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. 3. Our Proposal This section outlines our proposal for the SMARTTrips Web Design Services project. It recaps our understanding of the project scope outlined in the issued RFP, and describes our approach to the project and proposed work breakdown structure and timeline. 3.1. RFP Project Scope Summary The RFP issued for the SMARTTrips Web Design Project has very specific requirements for content, applications and site administrative services. The following summarizes our understanding of those requirements. Transportation Mode Content Carpooling General information On-line, interactive carpool matching lists Savings calculator (i.e. If I carpool 3 x a week, and each one-way trip is x miles, I will save x amount of money in a year?) Vanpooling General information and overview Available Routes Q and A Downloadable and on-line forms Savings calculator (similar to carpool example) Post brochures on smarttrips.org Bicycle Commuters General information Link to bicycle programs in Northern Colorado Savings calculator Tips Safety information Link to bicycle route maps in Northern Colorado Transit (Bus) General information Link to local transit systems Savings calculator Telework General information Tips Employer benefits Walking General information P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 15 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. Tips Commuter Benefits Program General information Savings calculator Downloadable forms Applications Three new applications, designed as variations of a central application: Carpooling Savings Calculator Vanpooling Savings Calculator Commuter Savings Calculator Enhancements of the existing Mile Mapper application, including: Capturing User Profiles (user, transportation mode used, program participation, days used, distances, locations, and other information to be identified during the project) Establishing a reporting function whereby agencies can derive information from the application pertinent to their services The project also requires integration of the Carpool Matching service, an application yet to be developed. General Site Features Ongoing and consistent site features: Electronic Surveys Online newsletters Video streaming Rotating environmental and commuting facts Testimonials Calendar of events Links to other SMARTTrips™ entities throughout the site Search Engine A keyword search function. Content Management System (CMS) A back-end content editing and management tool, for use by SMARTTrips staff. This should support at a minimum: Newsletter postings News and press postings Event postings Incident postings New testimonials Agency descriptions and links Rotating environmental and commuting factoids And more features that shall be determined during the project discovery phase. Our assumption for this project is that an off-the-shelve product such as Macromedia Contribute can serve as management tool, with minor customization. Data Source(s) The only data source identified in the RFP was an ACCESS database currently used by the Mile Mapper application. Database support shall also be needed for the other P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 16 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. applications, and, potentially, for portions of the content management system. It is our assumption for this proposal estimate that the database may be migrated to SQL Server 2000. Infrastructure Examination of the current SMARTTrips website indicates that it was developed with ColdFusion. Pacific Intermedia is a Macromedia partner, and we have extensive experience working with and building multiple ColdFusion content management systems. We further have strong experience with all Macromedia products including Contribute content management software. Our staff of technologists includes ColdFusion, Java, and J2EE specialists. By enhancing the website using its current infrastructure technologies, we believe we can save the NFRMPO internal resource training costs. We also have a core team familiar with the MS .NET technology, should the NFRMPO wish to go in that direction, and we are Microsoft ISV Partners. We are equally strong in both ColdFusion/Java and .NET solutions development, and believe in matching infrastructure to our client needs and constraints. In another area, we perceive that the Carpool Matching Service application would be significantly enhanced by the use of GIS-based routing. This may require integration of mapping server within the SMARTTrips infrastructure. This RFP assumes that this expense is handled as part of the Carpool Matching Service project, not this project. However, Pacific Intermedia has extensive GIS application experience and could support that project, or future implementation of GIS mapping of road/route conditions and incidents, or mapping and routing of regional transportation trip planning. We are an ESRI consulting partner, and have staff who have implemented complex mapping/routing solutions within the transportation sector. In addition to the specific features listed above, the RFP requests ongoing website maintenance and enhancements, the extent of which will be determined at a future date. P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 17 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. 3.2. Concept and Design Pacific Intermedia practices a strict development methodology to ensure that end products are delivered on schedule, at cost, and in a manner consistent with project goals and client expectation. This methodology is based on UML (Unified Modeling Language) lifecycle development. We tailor this methodology to each project, creating a detailed breakdown structure for key milestones and deliverables. The following diagram outlines our general methodology. Discovery We start with a discovery process whereby we interview the client, stakeholders, end users and administrative users of the system to fully understand: Website Business Drivers Website Audience Segments End User Feature Requirements, By Audience Segment Administrative and Content Provider Feature Requirements Technical Requirements Infrastructure, Logical and Physical Component Requirements At the end of this process, we produce a document that lists these requirements, the strategy for accomplishing them, and quantifiable measures of success. The end result is a client-approved road map that serves as a clear, actionable basis for subsequent information architecture, visual design, and site programming Design During Design, we diagram all architectural layers of the system, including: Presentation, Applications, Logical Components, Data, and External Interfaces. Design of the Presentation layer includes branding and messaging, visual design ("look and feel"), storyboard modeling of site navigation and information flow, and an HTML prototype of the full front-end. During this phase, we ask the client and selected focus groups to evaluate the site usage flow and content, and approve the direction before full implementation. Design of the back-end layers includes the site architecture diagram, component P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 18 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. design model, and data model and entity relationship diagrams. During this phase we also design the test plans, and client training plans. Development The Development phase is streamlined due to our comprehensive Design phase. We build out the system in modules, with code reviews and unit component testing. We have two formal testing phases: Alpha Release QA Testing, an internal testing process, and Beta Release Acceptance testing by the client. Deployment Once the client accepts the beta release, we transition the system to production. We deliver agreed-upon system and training documentation. We also schedule post- release support to ensure a smooth transition. Project Management To manage schedule, costs and risk, we institute comprehensive project management. We establish clear lines of communication and a process for review and approval. Regular progress reports and face-to-face reviews of key milestones ensure steady, consistent progress toward the end goal. Change Control With our incremental process, each milestone builds upon the prior one, preventing costly backtracking and duplication of effort. We define a clear scope-of-work and commit to a clear price for deliverables at the outset, and communicate the ramification of change orders in a clear way. We propose technical solutions only after a detailed assessment of client infrastructure, to ensure that we identify the tool and approach with the highest return at the lowest cost. P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 19 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. 3.3. Work Breakdown Structure for This Project The following diagram and subsequent paragraphs describe the proposed work breakdown structure for the SMARTTrips web design project. The methodology is tailored to match project goals and scope of work described in the RFP. The following describes the proposed milestones and deliverables for this project. In these descriptions, "Consultant" refers to Pacific Intermedia, and "Client" refers to the NFRMPO. Hours per deliverable are included to indicate complexity assumptions. If, during Discovery, project complexity is found to be lower or higher, the budget and/or project scope shall be adjusted accordingly based on Client direction. P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 20 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. 3.3.1.Discovery DELIVERABLES TASKS NOTES HOURS Requirements Specification Consultant shall gather information about user requirements, application requirements, existing and new data structures, and external interfaces. Information shall be gathered via meetings with Client subject matter experts (SMEs) and examination of existing code and systems. The resultant specification shall include: - functional (end-user and administrative-user) requirements - technical requirements - logical architecture requirements - physical architecture requirements Tools: MS WORD This task includes meetings with Client SMEs, with appropriate interim reviews and a sign-off cycle. 32 Project Plan Consultant shall produce a final project plan based on the requirements discovery. Tools: MS Project This task includes a sign- off review cycle. 12 Subtotal 44 3.3.2.Design, Front End DELIVERABLES TASKS NOTES HOURS Front-End End User Storyboard Consultant shall develop storyboards for the end-user web interface based the functional requirements. Consultant shall present storyboards to Client for review and input throughout the development process. Tools: MS Visio or PowerPoint This task includes interim reviews and storyboard walkthroughs by Client. 18 Visual Design Consultant shall develop look and feel page templates and messaging for Client review. At least three design directions shall be provided. Once a direction is selected, Consultant shall develop a design style guide and color palette. This task includes interim reviews and a sign-off review cycle. 40 P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 21 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. Tools: MS WORD, Adobe Photoshop HTML Prototype and Testing Consultant shall develop an HTML prototype of the user interface that can be reviewed by Client stakeholders and focus groups. The prototype shall represent the options presented to an external user, but actual functionality will be limited to static "canned" responses. The prototype will not interface with any databases, but will show the "look and feel" and usage flow of the final system. Tools: HTML This includes client review and sign-off. Consultant as an optional expense can handle full focus group testing. 32 Subtotal 90 3.3.3.Design, Back End DELIVERABLES TASKS NOTES HOURS Back-End Design Model Consultant shall develop and document the design model for the system. This includes object definition for any database creation/integration. Tools: MS WORD and/or Visio This includes an interim review and a sign-off cycle. 24 Data Model Consultant shall design and document the data model and content management system (CMS) application. Tools: MS Visio This includes a sign-off review cycle. 16 Test Plan Consultant shall specify testing methodologies and design a Test Plan for the system. This plan shall outline steps at each of these testing phases: QA (alpha) and Acceptance (beta). This plan must be accepted via sign-off by Client. Tools: MS WORD This includes a sign-off review cycle. 12 Training Plan Consultant shall develop outlines for the administrative user guide, and provide them to Client for review. Tools: MS WORD This includes a sign-off review cycle. 6 P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 22 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. Subtotal 58 3.3.4.Development DELIVERABLES TASKS NOTES MIN Code Releases and Reviews Consultant shall construct databases as needed. Consultant shall integrate third-party software/hardware products, and customize as needed. Consultant shall integrate external systems and data as needed. Consultant shall develop, unit test and integrate logical and application components. Consultant shall develop, unit test and integrate presentation layer components. Consultant shall customize, unit test and integrate Content Management components. These are internal reviews. 48 Savings Calculator(s) Consultant shall construct and integrate the savings calculator applications. 16 Mile Mapper Consultant shall construct and integrate the Mile Mapper application enhancements. 40 Carpool Matching Consultant shall integrate the Carpool Matching Service application. This is dependent on the Carpool Matching Service project. 8 Alpha Release & QA Testing Consultant shall release alpha code to testing environment and conduct the following tests against system requirements and models: - Integration testing - Load testing - Performance testing - ADA-compliance testing Consultant shall document the tests performed and their results. Consultant will attach this document to a documented request to proceed with initial construction in Client test (or staging) platform. 16 Beta Release and Consultant shall release beta code to Client Client shall test code and 24 P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 23 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. Acceptance Testing staging environment for acceptance testing. Consultant shall fix bugs and release new code as required. sign-off of system. Subtotal 152 3.3.5.Deployment DELIVERABLES TASKS NOTES HOURS System Documentation Delivery Consultant delivers to Client all system documentation, including: - Requirements - Design Documents - Training Documents 6 Final System Code Consultant delivers final code for transition to the production platform. This requires sign-off approval by Client. 12 Post-Release Support Consultant provides 3-month period of post- release support for launched system. Expense negotiated as part of maintenance. Subtotal 18 3.3.6.Project Management/Change Management DELIVERABLES TASKS MIN Project/Change Management Consultant shall hold regular status meetings with Client Project Manager; reporting periods to be determined in conjunction with Client. Consultant shall update the project schedule regularly to show percentage complete on tasks; reporting periods to be determined in conjunction with Client. Consultant shall establish and implement a Change Order Process. 73 P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 24 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. 3.4. Costs and Fee Schedule Initial Project Labor Cost Estimate PHASE HOURS COST Discovery 44 $5,500 Design, Front End 90 $9,675 Design, Back End 58 $7,250 Development 152 $15,250 Deployment 18 $1,620 Project/Change Management 73 $9,125 Totals 435 $48,420 Hour and cost estimates are based on assumed task complexity levels. If, during Discover, project complexity is found to be lower or higher, the budget and/or project scope shall be adjusted accordingly based on Client direction. Initial Project Capital Costs It is assumed that the Client shall assume capital costs for the production and staging environments. Additional Services Pacific Intermedia is able to provide the following additional services, if desired by Client. - Third-party Focus Group Testing - Production Platform Build Out - Copywriting Fee Schedule Project Management $125 Hr Information/Systems Architect $125 Hr Database Engineer $125 Hr Graphic/FLASH Designer $ 90 Hr Programmer $ 90 Hr Content/Copy $ 85 Hr HTML Production $ 85 Hr Travel Expense Pacific Intermedia, Inc. has experience in managing distance-projects. Our method is to handle work primarily off-site in Oregon, bringing technical and management support on-site as needed. We absorb expected travel costs within our profit margin, and do not charge the client directly or by increasing rates. For this project, the expected travel is: 6 individual (1 person) trips, 3 days/2nights each P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 25 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. Additional travel at the Client's request, or as the result of a Change Order, shall be negotiated. To streamline distance communication and ensure adherence to the travel budget, Pacific Intermedia, upon approval of the Client, will install an IP or ISDN video conferencing link. Pacific Intermedia shall supply all equipment. 3.5. Project Resources and Personnel The core team for the SMARTTrips web design project will be drawn from the following resource pool. TEAM MEMBER RESPONSIBILITIES SKILLS Project Manager Serves as contact point for project schedule and deliverable issues. Responsible for ensuring that client expectations are met, project status reports are completed and delivered, schedule and budgets are met. Manages overall team performance. Strategic Planning Project Specification, Budget, and Scheduling Program and Team Management ROI Analysis Information Architect Usage specialist and interface designer, responsible for developing user requirements, storyboards, and leading the prototyping effort. Audience/Usage Analysis UI and Information Flow Design Content Management System Usability Focus Group Testing System Architect Develops the system logical, physical and data architectures and models. Leads the technical development efforts. Network Architecture and Design System Architecture and Design Data Modeling Enterprise Application and Data Integration ColdFusion/Java or .NET specialist will be assigned based on project needs. Database Engineer Creates, populates and integrates required database components. Data Modeling SQL Server specialist Graphic/FLASH Designer Design visual interface, graphic elements, and FLASH elements. Serves as creative director of the project. HTML/DHTML CSS FLASH Streaming Video Programmer Develops business logic and application layer programs. J2EE or .NET Visual Basic specialist will be assigned based on project needs. HTML Production Develops HTML/DHTML templates and Java scripts as needed. HTML/DHTML CSS JavaScript P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 26 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. 3.6. Timeline A detailed MS Project Plan is developed during the Discovery Phase. The following is a tier 1 timeline showing how the project rolls out for the projected end date. P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 27 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. 4. Ongoing Maintenance Pacific Intermedia will commit to a 3-year maintenance period in which our rates (as specified in Section 3.4) will only increase at a cost-of-living rate of 3% annually. Depending on Client requirements, we will contract maintenance on a "time and materials" basis, or set up a fixed-fee, not-to-exceed monthly maintenance agreement. P934 Website Design Services PROPOSAL Released Under Confidentiality to City of Fort Collins. Page 28 of 28 April 4, 2004 Copyright © 2004. All Rights Reserved. Pacific Intermedia, Inc. 5. Acceptance of Terms We accept the terms of the project as stated in the RFP. Crystal Reports Vitria EAI