Government website procurement
The purpose of this procurement template is to help governments purchase modern websites and digital services. This template is a resource to save governments valuable time and frame the technology purchase conversation around recommendations from the experts on how to achieve your unique goals.
Regardless of whether you use this as a request for information, quote or proposal, the procurement template helps change the framework of the purchase to focus on the intent of the services provided rather than the purchasing process itself. Governments should provide needs, goals, standards, timeline and budget to act as a guideline for vendors to deliver detailed information on how they would deliver their services within those broad parameters. It is then up to the vendor to provide a clear and informative path to achieve government’s goals in time and on budget.
This procurement template:
Avoids predetermined process (ex: wireframing, static designs, specific rounds of edits)
Separates standards (ex: mobile, HTTPS, ADA) from features
Lists suggested features rather than heavily-specified requirements
Related: **[What I Learned ‘Buying’ Our New City Digital Services](http://elgl.org/2016/08/03/what-i-learned-buying-our-new-city-digital-services/)* (ELGL)*
This procurement template is for governments to re-use as they see fit (request for information/proposal/quote). This work is licensed under a Creative Commons Attribution 4.0 International License.
Make a copy of this document.
Review instructions
Search and replace [GOVERNMENT] with your information
If you are not using the template as an RFI, search and replace RFI with the type of request you are creating.
Provide your details where you see [FILL IN], [NAME], [TITLE], [EMAIL], [PHONE], [RANGE], [DATE] and [TIME].
Add additional or remove bullets
Current challenges
Goals
Suggested features
Review procurement disclaimer
Review template top to bottom
Delete this instructions page page
Refresh table of contents
Confirm your new procurement document is in compliance with your purchasing rules.
Publish
[[TOC]]
The purpose of this request for information (RFI) is to gather recommendations on how to modernize [GOVERNMENT] digital government services. This RFI is meant to give participating vendors the freedom to recommend what they think is the best solution knowing our current services, goals, standards, budget and timeline.
Location: [FILL IN]
Population: [FILL IN]
Description: [FILL IN]
Outdated technology
Not ADA compliant
Not mobile-friendly
Not HTTPS encrypted
Limited or no content management system
Restrictive design templates
Overly reliant on vendor support
Operational culture is not digital
Expensive to maintain
Host: [FILL IN]
Maintained by: [FILL IN]
Content management system: [FILL IN]
Third party vendors and tools we’re currently using:
[FILL IN]
[FILL IN]
[FILL IN]
We want to:
Efficiently and effectively launch new website and digital services
Empower staff with training to maintain website and digital services
Increase transparency and access to public records / information
Increase community engagement
More online payments
More online forms
Help move operational culture towards embracing digital solutions
Establish long term partnership with vendor
We want digital government solutions that are:
Sustainable: Digital services that grow, constantly improve.
Scalable: Digital services that expand, easily connect to other services.
Open: Digital services that inspire transparency, engagement, collaboration.
Iterative: Digital services continuously responsive to user feedback.
Empowered: Digital services that gives government full control designing the community experience.
We want a digital government platform that meets these standards:
Platform-based software-as-a-service
Continuous feedback loop
Ubiquitous platform updates
Recurring release schedule
Secure cloud-hosting
Service level agreement
Customer support
HTTPS
100% mobile responsive
ADA WCAG AA
API-enabled
Content management system
WYSIWYG editor
Customization with pagebuilder
Widget tool box
Secure embedding (media/iframe)
Analytics
User roles and permissions
Revisioning
Drag and drop menu controls
SEO management
Forms
Payments
Predictive search
Blog/news posts
Answers (frequently asked questions)
Calendar
Contact directory
Job listings
Document library
Social media integration
Mapping
Voting and elections information
Search engine optimization
Newsletter integration
Translation
Year one budget: [RANGE]
Ongoing annual budget: [RANGE]
Release RFI: [DATE]
Vendor letter of intent due: [DATE] by [TIME]
Questions due: [DATE] by [TIME]
Answers published: [DATE] by [TIME]
Proposals due: [DATE] by [TIME]
Short list invitation to present extended: [DATE] by [TIME]
Presentations: [DATE]
Trial and product review: [DATE] to [DATE]
Finalist selected: [DATE]
Contracts and compliance: [DATE]
Project start: [DATE]
BETA launch: [DATE] or 60 DAYS FROM START
Official launch: [DATE] or 30 DAYS FROM BETA
Name: [NAME]
Title: [TITLE]
Email: [EMAIL]
Phone: [PHONE]
Email primary [GOVERNMENT] contact with the following:
Email to: [EMAIL]
Subject: [GOVERNMENT] Website RFI Letter of Intent
Company name:
Vendor contact name:
Email:
Phone:
Address:
Website:
Subject: [GOVERNMENT] Website RFI Questions
Email to: [EMAIL]
Deadline: [DATE] by [TIME] including [TIME ZONE]
Please include page number and section is referring to a specific area of the RFI.
We only accept electronic submissions to not limit our submissions because of financial reasons. Email proposal instructions:
Subject: [GOVERNMENT] Website RFI Proposal from [COMPANY NAME]
Email to: [EMAIL]
Deadline: [DATE] by [TIME] including [TIME ZONE]
We will:
Confirm receipt of the letter of intent and proposal submission
Not consider proposals that are submitted past the deadline
Notify vendors of schedule changes
Notify vendors if they do not make it to the short list
Notify winning vendor of award
Notify short-listed vendors if they are not awarded the final contract
Submit your proposal using these sections as a guideline.
[GOVERNMENT] Website RFI Proposal
Company name:
Contact name:
Contact email:
Contact phone:
Include a table of contents with page numbers.
What’s your company’s approach and vision for this specific project?
What is your implementation process and timeline?
Provide comprehensive details on your technology solution and how it aligns with our principles, goals and standards? If it doesn’t, how does your approach best serve our needs? What’s your ongoing support and maintenance?
Please provide price details for:
First year and/or initial setup
Ongoing costs and/or subscriptions
Potential add-on options if applicable
Provide 3-5 relevant references and examples which should include:
Municipality or organization name:
URL:
Contact name:
Title:
Email:
Phone:
Year founded:
Headquarters: [CITY], [STATE]
Describe in 100 words or less
Please add any additional information that would help us understand why your company and approach is the best option for us.
We will not pay any costs associated with the preparation, submittal or presentation of the proposal.
We reserve the unilateral right to amend this RFI in writing at any time. We also reserve the right to cancel or reissue all or any part of the RFI at its sole discretion. If an amendment is issues, it will be provided to all vendors submitting a letter of intent to propose. Vendors will respond to the final written RFI including any exhibits, attachments, and amendments issued by us.
Specific questions concerning the RFI should be submitted via email to the RFI Primary Contact before the date identified in the timeline. Vendor questions should clearly identify the relevant sections of the RFI and page number(s) related to the questions being asked.