HomeMy WebLinkAboutContract - Revize LLC - Website Redevelopment & CMS Migration (RFP #24-57) 4.17.25-4.16.28 Memorandum
To: Honorable Mayor and Members of the City Council
CC: Members of Administration and Public Works Committee
From: Dmitry Shub, Acting Chief Information Officer
CC: Michael Rivera, Interim Administrative Services Director; Caroline
McCraw, Digital Services Specialist
Subject: Approval of a Contract with Revize LLC for Website Redevelopment
and CMS Migration (RFP 24-57) - MWDEBE Waiver
Date: March 31, 2025
Recommended Action:
Staff recommends that the City Council authorize the City Manager to execute a three-year
contract with Revize LLC (150 Kirts Blvd., Troy, MI 48084) to provide the redesign of our City
website (cityofevanston.org), migrate its Content Management System, and supply ongoing
website hosting and maintenance services. The contract will run from April 2025 through
March 2028 and has a mutual option to renew for two additional one-year terms.
Funding Source:
The expense will be charged as follows:
$71,600 to IT account 100.19.1932.62509 (IT Service Agreements and Contracts),
which has an amount of $261,000.00 for FY2025 and, as of March 2025, has a year-
to-date balance of $261,000.00.
$7,900 to IT account 100.19.1932.62340 (IT Computer Software), which has an
amount of $1,752,000.00 for FY2025 as of March 2025, has a year-to-date balance of
$1,176,435.35.
Year One - $79,500 ($71,600 from 100.19.1932.62509, $7,900 from 100.19.1932.62340)
Year Two - $21,108 ($13,208 from 100.19.1932.62509, $7,900 from 100.19.1932.62340)
Year Three - $21,636 ($13,736 from 100.19.1932.62509, $7,900 from 100.19.1932.62340)
Year Four - $22,185 ($14,285 from 100.19.1932.62509, $7,900 from 100.19.1932.62340)
Year Five - $22,185 ($14,285 from 100.19.1932.62509, $7,900 from 100.19.1932.62340)
Council Action:
For Action
Summary:
Doc ID: dbdb7587ad4280a2345f755a84a0923955120265
The City of Evanston’s website (cityofevanston.org) is a critical public resource, yet it has not
been and usability,accessibility, latestmeet the fails and 2017 since overhauled to
functionality standards. To address these issues, the City initiated a search for a new vendor
to redesign, migrate, host, and maintain the website. The urgency of this project is driven by
the U.S. Department of Justice’s final ruling, issued on April 24, 2024, which requires all state
and local government websites to meet Web Content Accessibility Guidelines (WCAG) 2.1
AA by April 2026. Cityofevanston.org is one of the City’s most visible and least accessible
digital platforms, containing more than 1,500 webpages, 40,000 documents, and 7,000
images, many of which require accessibility remediation. Additionally, community and staff
surveys the infrastructure, website’s dissatisfaction with 2024in conducted identified
navigation, appearance, and accessibility. Switching to a new vendor at this juncture allows
us to establish a sustainable, long-term partnership with a provider dedicated to accessibility
and ongoing maintenance - key areas where our current platform has fallen short. Our
existing vendor did not submit a proposal in response to our RFP, further supporting the need
to explore other options.
Caroline McCraw, Digital Services Specialist
Dmitry Shub, Interim CIO
Cynthia Vargas, Communications & Engagement Manager
Jessica Mayo, Community Engagement Specialist
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Carlos Leal, Technical Support Specialist
Sean Owens, Recreation Support Specialist
Linda Thomas, Purchasing Specialist
The evaluation team scored the shortlisted interviewees as follows:
Attachments:
RFP 24-57 - Revize Proposal
RFP 24-57 - Revize Contract Additional Agreements (Exhibit D)
RFP 24-57 City Website Redevelopment CMS Migration Waiver Final
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Website Redesign Proposal for
The City of Evanston,
Illinois
Ph: 248-269-9263 x16 Fax: 866-346-8880 www.revize.com January 31, 2020
Prepared by Thomas J. Jean Thomas.Jean@revize.com
Ph: 248-269-9263 x8035 Fax: 866-346-8880 www.revize.com November 12, 2024
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Table of Contents
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Revize Clients!
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Colleen Roberts, New Bern, NC – Public Information Officer
“Revize is a beehive of creative thinkers who are interested in putting
your organization's communication objectives front and center.
They're extremely easy to work with and they're engaged every step
of the way. Before, during and after Revize did our site build, they
were super responsive any time we had questions or concerns. &
they're always open to new ideas too. We couldn't be happier!”
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Cover Letter
Dear City of Evanston Website Selection Committee
Thank you for considering Revize as your web development partner. For nearly two
decades, Revize has been a leader in providing high-quality, government-compliant
web solutions. A myriad of industry awards and hundreds of satisfied clients stand as
a testament to the quality and value of our work.
Visitors are drawn to websites that are appealing yet functional, user-friendly with a
plethora of services, and accessible on a wide range of devices. A Revize website will
allow your residents and businesses to easily fill out and submit documents, review
and pay bills and taxes, perform searches to answer frequently asked questions and
perform a suite of other tasks that would otherwise require staff assistance. What’s
more, a Revize website will enable you to increase staff productivity and decrease
costs by reducing off-line departmental operations.
Some of our great clients in include:
• City of Largo, FL www.largo.com
• New Bern, NC www.newbern-nc.org
• City of San Carlos, CA www.cityofsancarlos.org
• City of St. Petersburg, FL www.stpete.org
• City of Des Moines, IA www.dsm.city
• And Many More!
We will work closely with you to design and develop a dynamic, functional and easy
to navigate website that will perfectly fit your community. Then we empower you to
control your digital presence with the industry’s best administrative management
applications. Revize training ensures that your team has the skills needed to expertly
update and manage website content and delivery.
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Government clients select Revize because we can help them
• Effectively engage residents.
• Enhance their web presence and build an online communications center.
• Empower non-technical web content editors and administrators to easily execute
changes.
• Implement a scalable solution that allows them to affordably grow their web
presence for the long term.
“Revize Websites build engagement
with your constituents.”
We have worked hard to establish a reputation for creating online community
websites that engage, inform, and increase participation of your community. With
our help, your community’s website can serve your residents better, inspire them
more, and get them actively involved in your government.
Please contact me if you have any questions at all.
Sincerely,
Revize LLC – 150 Kirts Blvd. Troy, MI 48084
Thomas J. Jean - Project Manager - 248-269-9263 x8035 - Thomas.Jean@revize.com
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Qualifications and Experience
Thank you for considering Revize Software Systems for your new website project.
We understand the importance of this undertaking and know how motivated your
government/community is to selecting the right vendor; one who will work with you
through all the steps required to build the perfect website featuring a plethora of
high quality online services that your constituents will want to use regularly.
In more than two decades of working with government leaders, as well as through
nationwide surveys, we have learned that the key to choosing a website vendor is
finding the right balance between the total cost of the solution and the quality of the
design, online apps and user functionality. In simpler terms, you need a solution that
works for you and serves your constituents.
About Us
With approximately 3,000 government websites launched nationwide, Revize
Software Systems is one of the industry’s leading providers. We credit our rapid
growth to our 20-year track record of building award-winning government websites
and content management systems. When you work with Revize, you’re not just a
client, you become part of the Revize family and will receive the service and support
you need and expect! We are among the most highly respected government website
experts in the United States and we proudly stand by our work.
Our Innovative Responsive Web Design (RWD) and Web Apps
Revize has been a pioneer in implementing the latest trends in design by using
Responsive Web Design (RWD). This technology ensures that site visitors have an
optimal viewing experience — easy reading and navigation with a minimum of
resizing, panning, and scrolling — across a wide range of devices, from desktop
monitors to mobile phones. RWD provides flexible and fluid website layouts that
adapt to almost any screen. When you implement a dynamic new website powered
by Revize, you will not only get an outstanding look, layout and navigation, but you
also receive 24/7 access to our Government Communication Center for residents,
business and visitors.
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Here you will find the communication tools you need such as:
• Public Service Request App
• Calendar of Events
• E-Notification Modules
• On-Line Payment Portal
• Facilities Reservations
• News Center with Facebook/Twitter
Integration
• Emergency Alerts
• Online Forms / Survey Tools
• E-Newsletter Applications
• Job Posting and Tracking Module
• Public Records Request Tracker
Our Award-Winning Government CMS
Revize is renowned as a leader in providing practical, high-value, easy to use content
management software Government CMS. This simple-to-use yet powerful solution
enables clients to manage their online presence with high functionality and style.
With applications such as an online document center, public service request app,
public records request tracker, agendas and minutes, frequently asked questions and
more, Revize ensures that our clients have the tools they need to make information
and services available for website users at the click of a mouse.
Quick Deployment, Personalized Training and Support
Revize addresses time concerns by completing websites in considerably less time
than our competitors. And because our software is so easy to use, we are also able to
effectively train our clients in less than half the time it takes our competitors. Our
training program is customized based on each client’s needs, and we provide hands
on training the way you want it - either onsite or off site through web conferencing
tools. We pride ourselves on the skills of our support staff, who are responsive,
knowledgeable and helpful. Our online support portal is available 24X7X365 for issue
tracking and management. We also provide phone and email
support during regular business hours.
Did you know?
Our technical support staff are trained
developers. When you call for tech support,
you’ll be speaking to staff with direct
knowledge of development!
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Company Profile
FOUNDED
1995
HEADQUARTERS
150 Kirts Blvd.
Troy, MI 48084
PHONE
248-269-9263
WEB SITE
www.revize.com
Revize Software Systems was founded in June, 1995 as a "new media" development
company specializing in the creation of interactive web design, multimedia content
delivered on CD-ROM, and video production. Since then, Revize has made an
unsurpassed name for itself in the web/internet industry as THE master of
government website design, which remains our specialty. We now boast more than
3,000 websites launched in North America and have created acclaimed website
designs for hundreds of municipalities and counties, as well as government
departments and agencies. In September, 1996 as the Internet was becoming a
world-wide reality, Revize began developing a Web Content Management System
(CMS) for the government market to enable non-technical contributors to quickly
and easily update content on their websites. The result was the creation of our state-
of-the-art Revize Government CMS. Our mission has always been to enhance the
communications of government organizations nationwide with their varied and
valued audiences. This is based on our vision statement, which reads:
“The empowerment of people
through simplified information
management technologies.”
Focused exclusively on creative web design, government web apps and content
management technologies, Revize continues to invest in its technology, continually
adding new capabilities and features that manifest our vision. While many
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municipalities choose Revize to develop and cost-effectively manage their website
content, clients also use Revize as an information-sharing platform. Our suite of
Revize Government web-based solutions has proven valuable as a powerful
technology that empowers clients to build and maintain sophisticated web sites, all
while using the Internet and internal Intranets/Extranets to acquire, analyze, process,
summarize and share information – ensuring that the right people always have the
right information at the right time.
“We are proud of our award winning web designs,
technologies, continued innovations to build
government centric modules and apps, web content
management, training and support capabilities. We
are especially proud of being recognized as one of
the industry’s top government website experts and
innovators. We are committed to pursuing the
continued evolution of all our services to provide
increased value to our government clients.”
Did you know?
Revize has won national awards for our
websites!
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Minority Business Enterprise
Revize is proud to be certified as both a Minority Business Enterprise and a Certified
Small Business. We’ve included those certifications as attachments to this proposal.
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Revize Illinois Clients!
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Government Project Experience/References
The City of Olympia, Washington
www.olympiawa.gov
3CMA Savvy Award Winner
Details:
The City of Olympia, the Capitol City of Washington, presented a unique opportunity
for Revize and the City’s web team. This website features an extremely innovative
homepage. As users scroll from one section to the next, they can explore different
trending topics, services, news, events, and much more in an extremely modern
fashion. We built this website to be one of the most visually inspiring, but also most
functional websites in the United States. With the unique design coupled with
features such as a curated “smart search” feature and online interactive forms, this
website makes a strong case for that title!
Joshua Linn – Website Administrator – 360.570.3782 – Jlinn@ci.olympia.wa.us
Spring 2022
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Pasco County, Florida
www.pascocountyfl.net
Details:
Pasco County, a Florida County of nearly 600,000 residents, came to Revize wanting
the best website possible for their constituents and a true partnership with their
website vendor. Having previously experience less than stellar service from another
vendor, the county was ready for a quick change. Together, Revize and Pasco
County launched this website, and an employee intranet in less than four months.
This is a fantastic representation of the things Revize is able to accomplish with a
motivated County like Pasco!
Bryan Shaw – Web Content Developer – 727.815.7177 x8226 – bshaw@mypasco.net
Winter 2023/24
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City of Golden, Colorado
www.cityofgolden.gov
Details:
The City of Golden, CO came to Revize for a website that was completely different.
Coming from an outdated website, they wanted to work with a vendor that could
turn their website into a site iconic in Colorado. Page layouts were created to allow
unique interaction with the City. This included board listings, Q&As, interactive park
directories, and a resident focused navigation. This site improves the online
experience for residents, business owners, and visitors!
Clarissa Cutrell – Digital Content Specialist – 303.384.8103 –
ccutrell@cityofgolden.net
Launched Summer 2024
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City of San Carlos, California
www.cityofsancarlos.org
Horizon Interactive Award Winner
Quinne Woolley – Management Analyst – 650.802.4212 –
qwoolley@cityofsancarlos.org
Launched Summer 2023
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La Plata County, Colorado
www.co.laplata.co.us
Details:
La Plata County CO wanted a design unlike any County out there. With this design
we pushed the limit of what people think when they see a County website. They also
needed the website to be accessible according to a new Colorado accessibility
standard. In addition, this site features additional unique subsites and healthy level of
scrolling. We use images, icons, and interactive features to create an experience for
the user. This type of design also allows us to extend the County’s brand in a way
that is unmatched in the industry!
Sarah Jacobson – Administrative Analyst – 970.382.6210 –
sarah.jacobson@co.laplata.co.us
Launched Summer 2024
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City of Largo, Florida
www.largo.com
Details:
Largo, Florida wanted a website like no other. Through a collaboration between the
city marketing team and Revize, we were able to create this award winning website.
Each page in this website was designed to uniquely fit the needs of the community.
We also built unique designs for the city parks, library, and theater. The navigation
within this site is built based on services rather than department silos. Overall this
website brings together an amazing mix of design expertise and functional clarity to
create a great user experience!
Lauren Fatkin – Communications Strategist – 727.587.6740 - lfatkin@largo.com
Currently In Redesign Process with Revize
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The City of St. Petersburg, Florida
www.stpete.org
Details:
As Florida’s 5th largest, St. Petersburg is an iconic City with something to offer
everyone. Because St. Pete is a longtime Revize client, their team worked very
closely with ours and actually provided their own design concepts. We did the
integration/pre-launch work and their staff was with us every step of the way. Inner
pages are flexible to allow departments to have dedicated pages with a cohesive feel
across all pages. Social media feeds from Instagram, Flickr, Facebook, Twitter, and
YouTube all on the homepage! St. Petersburg also users the Revize API to develop
their own templates. This website is an elite representation of the power and beauty
of the Revize process.
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City of Des Moines, Iowa
www.dsm.city
Details:
The City of Des Moines, Iowa came to Revize for a website that was completely
different. Coming from an internally developed site, they wanted to work with a
vendor that could lead them to a new way of interacting with their users. Page
layouts were created to allow unique interaction with the City. This included board
listings, Q&As, interactive park directories, plain language, and a resident focused
navigation. We also incorporated some of their internal databases and features that
had been built internally. This site improves the online experience for residents,
business owners, and visitors!
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The City of Troy, Michigan
www.troymi.gov
Details:
The City of Troy wanted a website to increase ease of communication to all of their
audiences. In addition, the city has been experiencing an economic resurgence
particularly in the technology sector. In fact, Revize headquarters are in the City of
Troy! This project included custom designs for The City, Library, and Recreation
Department. Integration with the City’s existing 3rd party software was a major
linchpin of this project. Included is a live-searchable “How Do I” section that narrows
down results as the user is typing. This allows any user to easily find what they are
looking for regardless of which department it exists under.
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Government Account References
Craig Kelly, Public Information Officer
Office: (972) 516-6016
Email: craig.kelly@wylietexas.gov
Website: www.ci.wylie.tx.us
Joshua Linn, Website Administrator
Office: (360) 570-3782
Email: JLinn@ci.olympia.wa.us
Website: www.olympiawa.gov
Bryan Shaw, Web Content Developer
Office: (727) 815-7177
Email: bshaw@mypasco.net
Website: www.pascocountyfl.net
Shawn Anderson, GISP Director
Phone: (901) 476-0234
Email: sanderson@tiptonco.com
Website: www.tiptonco.com
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Revize Organization Chart
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Why Choose Revize?
We Have Government Specific Experience and Outstanding Client Testimonials
You can rely on Revize and our 20 years of experience building and maintaining
websites for municipal, county and government agencies of all sizes throughout
North America, to deliver a customized site design that improves layout, navigation,
usability and content. Using Revize ensures that your website will be reliable, W3C
and ADA compliant, and allow for easy integration with existing or future web
applications and third-party software. But there’s no need to take our word for it --
we encourage you to peruse our massive file of testimonials from our many satisfied
clients.
We Will Build a Government Communication Center that Works for Your
Community!
The Revize website design, Government CMS and interactive tool sets have been
developed exclusively for our government clients to help them effectively
communicate with their key target audiences such as residents, businesses and
visitors. Some of our most popular website and Government applications and
modules include: a new and improved Online Calendar, the comprehensive Forms
Center, our News Center with real-time social media connectivity, Emergency Alerts,
E-Notifications, Citizen Request Tracker, Parks & Shelter Reservations System,
Document Center, and Online Payment Portal.
“We Build Superior Technology
into Every Website with CMS
Performance & Reliability That’s
Second to None.”
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What sets Revize apart from other companies? Revize’s superior technical
architecture, unsurpassed staff expertise and highly effective publishing engine
provide our government clients with the most reliable website solutions in the
industry today. By ensuring our client’s data security and providing redundant server
architecture and back-up data centers, Revize has a nearly 100% up-time rate. Plus,
our clients never have to worry about data loss or data corruption because of our
instantaneous back-up process and our data center’s tape back-up processes. Revize
believes that investing a higher percentage of our profits into our technology and
security makes us the best choice for the short and long term for governments
seeking the best value for their community’s website.
“We Always Provide Knowledgeable,
Friendly and Responsive Service!”
All this, and a reliable IT partner too! Our website development is superior, and our
Government CMS and suite of online apps is easy to learn and administer, but our
24/7 technical support will also be there for you to help you get over the hurdles!
Our technical support team is widely considered to be among the industry’s best. We
also provide a sophisticated backup infrastructure which allows us to guarantee
99.99 percent uptime. Plus regular updates and improvements to ensure that your
site will remain current with industry standards and keep running smoothly for years
to come. The Client Owns the CMS License and the Code!
We often hear the question: “What happens if we want to move the website to
another vendor? Do we lose all access or any of our website data?” The answer is
100% NO! As our client, you own the template source code, the CMS, and any data
that you put onto the website. We understand that clients may come and they go,
but we always make sure they know they are just as important to us at the end of our
tenure as they were at the beginning. If you decide to run the CMS in your own
server, we can transfer the CMS license and software to your server as you own the
license and you can run it from your server as long as you want.
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Top Reasons Why Revize gives you the Greatest Value!
• Modern, timeless and unique website design integrated with online Government
apps
• On-time delivery
• Competitive pricing
• Responsible stewardship of the organization’s stakeholders
• Full functionality to update and manage your website
• All the tools/apps needed to increase communications with citizens
• An easy CMS to train employees quickly
• Extended phone and email support
• Unlimited Upgrades: Revize provides unlimited upgrades to new and existing
modules at no additional cost to you. Once you invest in Revize, you will receive
free upgrades and feature enhancements for life.
“The Revize responsive website design is second to
none for us providing an excellent experience for the
growing number of residents, visitors and businesses
accessing WylieTexas.gov on mobile devices. Our
website’s
progressive look captures the vibrant culture of
our community.
— Craig Kelly, Public Information Officer, City of
Wylie, TX
Did you know?
Revize CMS is one of the most advanced
CMS in the government web design
industry with over 15 years of
development.
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Awards & Accolades
“The project was a collaboration between Revize, who
understood our vision and had the technical expertise to
make it happen”
- MaryLee Woods, Deputy Chief Information Officer for the City
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The Revize Solution
Project Planning and Setup
What makes Revize unique in its project approach and experience is our thorough
preparation for each individual community combined with the range of website
deployments and creative, customized fit we implement for each client. From small
to large, rural to urban, the Revize project management process guarantees a perfect
fit between the concept of the deployment and the expectations of the client’s level
of engagement preferences.
We don’t use a “one size fits all” approach because
it doesn’t make sense.
However we do use a standard, proven effective process methodology. Each client is
unique and we tailor our process to fit their unique needs. For as long as you are our
client you will have staff dedicated to your account and access to an on-line portal
for communication, design process and on-going support.
Dedicated Accounts Manager: Your dedicated Account Manager will handle all
issues related to your contract, pricing, future product add-ons, and general account
satisfaction. During the initial kick-off meeting, your Account Manager will introduce
you to the team, explain roles and responsibilities, and place you in the very capable
hands of your Dedicated Project Manager and Designer.
Dedicated Project Manager: Your dedicated Project Manager will handle all issues
related to the website design, development, navigation, content, training, timelines
and deliverables, as well as ensuring that feedback and communication occurs
promptly in order to keep the project on-track. Also, the dedicated project manager
will be the point of contact for any future technical support or issues that need to be
addressed during the deployment and post deployment of the site.
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24/7/365 Project Portal Access: From day one, your project and on-going support is
tracked in the Revize On-line Project Portal. The main point of contact you select for
the project will receive an invitation to register, including setting up a secure user
name and password. The Project Portal serves as a communication tool for any
matter pertaining to your website design, development and on-going support even
after your website is launched.
“We guarantee the best support in the industry
that’s 24/7 365 by the trained developers &
technicians”
Did you know?
Revize will provide a project portal that allows you to check in on the status of your
project at any time!
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Timeline
Phase Duration
Did you know?
The project planning process is designed
to fit your needs. We will adapt our
timeline if your schedule requires.
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Revize Project Life Cycle
Phase 1: Initial Meeting, Communication Strategy, SOW
Your Revize Account Manager will set up the initial internal project planning meeting
where we will talk about the overall management of your project, establish a timeline,
and devise a Revize-Client Communication Strategy that will keep everyone engaged
and up-to-date on the progress of the project. We will also discuss specific technical
requirements of the project and determine the phases through which those
requirements will be addressed. In addition, Revize will address the content strategy
of the new site, any new content that needs to be written and how to fit the existing
content into the new site, Additionally, as an optional item, Revize will discuss the
process of conducting online surveys to gather feedback from your constituents for
the new website layout and requirements. After this meeting, Revize will develop a
Statement of Work and provide it to the client for review and approval.
Prior to the design kick-off meeting, you will receive our questionnaire to complete
with various answers that will help our designers gather information regarding your
needs and preferences. Our team will also brainstorm ideas and suggestions with you
during the meeting.
The questionnaire addresses various issues such as:
• As a result of a new website design and navigation, what are the main
improvements you hope to achieve?
• What are some key points and areas you may want featured on the Home Page?
• Do you need help with logo design? Image? Marketing & branding?
• What key modules do you want featured in your web site, like Document Center,
Report a Request, News & Events, Events Calendar etc.
• Do you need social media features need to be highlighted in the new site? etc..
Phase 2: Discovery & Design
If there is client approval, we will collect feedback from the residents on the new
design layout by setting up an online survey with a set of standard questions. The
survey questions need to be approved by the client prior to our adding a link from
your current website. This link can also be distributed through other channels like
email, newsletter or any other form of communications you might be using to stay in
touch with your residents. Usually there is a 1- to 2-week survey period.
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Once survey results have been tabulated and your needs have been determined, you
and your Revize team will participate in a Design Kick-Off Meeting. A senior designer
and team will conduct an in-depth interview, and brainstorm ideas with you about
your vision for the look and feel of your custom website. Our efforts on this project
will extend far beyond placement of provided information within a stunning design.
It’s about uncovering how your audience wants to be informed, and applying our 20+
years of web design and development expertise to create the most effective ways of
displaying that information and getting users to access and use your website. We
always strive for nothing less than an award winning design!
Revize Design Principles
The Revize Web Application Developers are not only responsible for the look,
functionality, and performance of your website. They are also responsible for the
security of the web content and web-based applications they create. They ensure
that the code supports secure authentication and authorization, and provides access
control mechanisms as required.
Good design principles are always based on readability, taking into consideration
appropriate font type and size for headlines and text area, as well as line height –
ensuring all page elements are balanced. Our designers also pay meticulous attention
to their use of shadows and gradients. To the layman’s eye there may not appear to
be a shadow, however on the website the font will appear sharper (or maybe softer
depending on the amount of shadow used).
Of course color cannot be overlooked. Our designers first take the client’s
preferences, official logo colors, and pictures into consideration to create a color
scheme consisting of no more than three colors. We then use variants and hues to
create visual appeal, contrast, eye-catching allure and invoke the overall feeling that
the client desires.
Last but not least is effective use of page elements such as call to action buttons,
social sharing icons, email newsletter sign-up, and promotion areas. The ultimate goal
is to provide an easy to navigate webpage that is informative without being
overwhelming. Therefore, it is the designer’s job to guide the client in making
appropriate placement choices for needed items.
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Revize Design Trends
There are some exciting new design trends, and Revize is always on the cutting edge,
implementing the best of these innovations in our websites. We are especially
pleased at how effectively they are proving to be in increasing engagement in
government websites.
#1 Responsive Web Design – The most important development in website design in
years, Responsive Web Design (RWD) automatically conforms and optimizes
websites for any screen size. With the substantial increase in smartphone and tablet
users today, people are going online using a vast number of devices with wildly
different screen sizes. Our websites offer this very important feature of easily and
cleanly conforming to computer, tablet and mobile device screens.
#2 Liquified Content – This is another important trend that address the fact that
information is no longer static or concrete. Instead, content is specifically customized
for each unique user. Liquidity of content enhances the immediacy and flexibility of
content. The more liquid your community’s content, the easier it is for residents and
businesses to access this information in ways and via the channels of their choice:
fixed or mobile, interactive and live. Revize is able to effectively make your content
liquid. This will make it adaptable to various situations and, therefore, easy to reuse
in different contexts distributed for a variety of display formats and communication
channels.
#3 Image Tiles – This is a trend that enables developers to display content in a pin
board style of display. Revize now offers this feature, which creates a very visually
appealing display of content, such as pictures or social streams. Image tiles also help
promote engagement by encouraging site visitors to comment or reply to items from
directly within the image tile. This is an especially useful option for web pages
promoting tourism.
#4 Parallax Scrolling – This is a highly advanced, innovative design technique for
sophisticated websites. Parallax Scrolling allows Revize to build websites in multiple
layers, with content that moves across the screen at different speeds as visitors
scroll. This unique design technique is very visually engaging and can help improve
time-on-site metrics.
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#5 Innovative Typography – This plays a very important role in website design,
image and branding, and is especially important for maximizing the look and feel of
the website when accessing it from mobile devices. Our designers are experts in
effective typography and take many factors into consideration when selecting the
type of fonts, font sizes, and colors to be used for a website.
#6 Social Feeds – With the proven ability to strengthen and deepen interpersonal
connections, social networks present a wonderful opportunity for government
organizations to increase community engagement and make governments more
accessible to the people they serve. One method already mentioned for improving
social activity is using pin boards; another is creating a social area or social wall that
combines activity from multiple social networks, like Facebook, LinkedIn, YouTube
and Pinterest. Revize offers a comprehensive line of popular social media
applications and networking.
“Over the past 20 years, Revize
has mastered the art of designing
government websites.”
Key Phase Objectives & Deliverables:
The following steps are followed while designing new sites
• Establish Needs and Creative Direction: Understand your objectives and
requirements, and provide recommendations for effective online branding
pertinent to your requirements, existing branding and your web audience’s
needs. The Revize designer will also conduct his own research in order to capture
the character and “feel” of your area, which will inspire ideas for the overall
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design direction of the website.
• Main Menu Navigation & Home Page Wireframes: Work with you to establish
a main-level navigational architecture and identify key items accessible from
your home page. This establishes a baseline for the navigational structure, as
well as the preferred content structure (wireframe*) for the home page.
• Page Layout and module placement: We will follow all the best practices to
layout the different features and modules so that they can be easily accessed
by your residents. For example, on the home page there will be sliding picture
gallery and quick link buttons for Notify Me, Report a Concern, Document
Center, FAQs etc. Also the news and announcements module and events
calendar would be integrated into the website, along with the Social Media
Center.
Did you know?
Revize will provide a 100% from scratch design with a satisfaction guarantee!
Please Note: The home page “wireframe” will simply serve as a realistic
guideline in terms of content placement, but will not include the final text
nor final imagery for this phase. Please see a sample wireframe to concept
development snapshot in the next page.
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• Design Deliverable: The design
concepts for this phase will be
based on one or possibly two home
page layouts. The client will review
and provide design feedback to
the designer for changes. Revize
asks that clients have no more
than three iterations of changes
up to the point that the final
concept is approved.
• Final Home Page Sign Off:
When all changes have been
made, Revize will present your
final home page design and
layout for approval. Customer
approval is required to proceed
to the next phase, the inner
pages of the website, and the
process repeats itself before the
actual HTML & CSS is written.
• Final Inner Page Sign Off: When
all changes have been made,
Revize will present your final inner
page designs and layouts for
approval. Customer approval is
required to proceed to the next
phase, when the actual HTML &
CSS is written.
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Phase 3: Template Development, CMS Integration
First, the Revize development team will transform the approved designs from mere
pictures into fully-functioning HTML/CSS and Revize Smart Tag enabled web page
templates using the Revize Dreamweaver Extension. The Revize Smart Tags are fully
customizable and allow customers to expand functionality as needed. To maximize
this extensibility, the full Revize Java API is provided to clients with our Advanced
Training Program.
Phase 4: CMS Modules Setup
In this phase, all of the features and modules the client has requested will be set up,
e.g. calendar, document center, picture galleries, alert center, e-Notify, etc. are all
brought to life and made functional while also being tested in the Revize CMS. Revize
enhances current modules and adds new modules continuously, and you will receive
all future updates to modules at no additional cost.
Phase 5: Custom Functionality Development & QA Testing
In this phase and according to your specifications, custom functionality of existing
CMS modules, database scripting and programming, as well as any custom
application development will be executed. The Revize development team will be
interfacing directly with your technical staff to obtain information and test
information exchange and application functionality.
This phase may overlap phases 2 – 4.
In our testing phase, we ensure that your website meets functionality, performance
and security standards. Our QA team uses mock data to test navigation and
interfaces of the templates, along with any custom developed applications or
modules. Additionally, through a series of tests, we perform input validation to
ensure that security mechanisms cannot be bypassed if anybody tampers with data
he or she sends to the application, including HTTP requests, headers, query strings,
cookies, and form fields. We also ensure that when errors do occur, they are
processed in a secure manner to reduce or eliminate exposure of sensitive
implementation information.
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Phase 6: Content Development / Content Migration
Revize will develop all of the pages for your site to make the initial content available
upon site deployment. Our content development and migration experts use the
latest standard formatting practices to develop the navigation and create the most
effective content possible for your website. This includes spelling and style
corrections into the new website.
There are no limits to the number of pages you can
create after you have gone through training.
Revize will implement an effective website architecture with the latest technology
and usability trends so your website visitors can find information in an instant. We
will also assess your current website content and incorporate what you currently
have with additional content to maximize interest and excitement for your readers.
Our content experts are educated in proper writing and terminology, and will use
correct grammar, spelling and punctuation.
Our web designers use creative typography which makes the website more visually
appealing and also plays a role in defining the hierarchy of content to be placed on
the web page. Variations in size and color are used, as well as strategic placement on
the page to highlight certain site areas so the visitors can easily navigate the site.
Effective typography also ensures that your website will look good on desktop,
laptop, mobile and tablet devices.
Phase 7: Training Your Staff (in-person or web based training)
Once your website is ready for you to begin editing, you will be able to easily revise
your content as often as needed. Revize will train you on how to operate the
Administrative and Content Editor functions so you can manage your website. We
typically provide this training on-site; however, we can also provide on-line training
for your staff if you prefer. For your convenience, training materials can be
downloaded from the Revize website. After training, our friendly and responsive
support staff is always here to answer questions and provide training refreshers as
needed.
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Standard Training Agendas
Basic Administrator Training (How to)
• Sign-in
• Create users
• Assign roles
• Set page level permissions
• Set section level permissions
• Configure and set up workflow approval process
Content Editor Training (How to)
• Sign-in
• Edit page content
• Copy/paste content or add new
• Create a file link
• Create a link to another web page or external web site
• Create a new page and link to it
• Insert/update a picture
• Insert/update a table
• Spell check
• Save and Save as Draft
• History of the page content (content archive)
• Create a survey form or any other type of online web form
• Create navigation pages (top/left menus)
• Create new calendar and create/edit calendar events
• Edit metadata
Advanced Administrator Training (How to)
• Run back-end reports
• Run Google Analytics reports
Training on use of specific Modules included, such as
• Emergency Notification Center
• Public Service Request App
• Web Calendar
• E-Notify
• Quick Links
• Document Center
• Form Center
• News Center
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• Frequently Asked Questions
• Request Center
• Bid Posting Center
• Job Posting Application
• RSS
• And more….
Revize Maintenance Covers
• 4 CMS upgrades per year
• Software and modules upgrades (Automatic Install)
• Server Hardware & OS upgrades
• Immediate bug fixes/patches
• Round the clock server monitoring
• Data Center network upgrades
• Security and antivirus software upgrades
• Firewall and router upgrades
• Bandwidth and network infrastructure upgrades
• Remote backup of all website assets
• Tape backup of all website assets
• Quarterly newsletters on major feature updates
• Regular Webinars on CMS features and usage
Did you know?
Revize has launched hundreds of municipal and county websites large and small!
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Phase 8: Final Phase: You Go Live!
At last, your website content is complete and your staff is sufficiently trained! The
final phase in the process is to redirect your website domain name from your old site
to your beautiful new one. Once this is completed, Revize will closely monitor the
transfer for the first 24 hours to ensure that everything is working properly. Any
issues that arise will be immediately resolved.
Marketing & Ongoing Consultation
Revize seizes on every effort to make our clients’ sites highly visible. We draft press
releases for posting on our website and for distribution locally, and will continuously
monitor your site after it goes live so that you can take advantage of all marketing
opportunities. We also look to submit your site for different awards and recognition
competitions to further maximize your site’s exposure.
Search Engine Registration and Marketing
Revize will input all the targeted keywords to make your web pages search engine
friendly, thus enabling users to find targeted information when they do a Google,
Yahoo or any other search on your site.
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Revize Cloud Hosting, Disaster Recovery, & Security
Resilient Hosting:
Revize uses Amazon Web Services (AWS) Hosting Infrastructure that is offered in
multiple Regions in the United States and around the World. Each Region is a
separate geographic area completely isolated one from another. AWS Regions are
connected to multiple Internet Service Providers (ISPs) and to a private global
network backbone to offer lower cost and more consistent cross-region network
latency when compared with the public internet
A region has multiple, isolated locations known as Availability Zones (AZ).
Availability Zones are inter-connected through low-latency links. A Virtual Private
Center (VPC) spans across multiple availability zones.
Revize Web Sites are hosted on a Virtual Machine running Windows Server operating
system with Internet Information Service (IIS) as a Web Server. Virtual Machine is an
EC2 instance in AWS terms is hosted inside a VPC in an availability zone of a pre-
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selected region. A number of EC2 are provisioned in multiple locations across the
United States inside a Virtual Private Center isolated from the Internet and the rest of
Amazon Web Services infrastructure to offer faster access to the end-users and to
minimize the impact of an outage, whether of a specific EC2 instance, an availability
zone or an entire AWS region.
Disaster Recovery:
Windows Web Server virtual disk or EC2 Elastic Block Storage (EBS) is backed up on
evry night at 10 PM EST. Additionally, the snapshots or virtual disk backups are
subsequently automatically copied between regions to enable cross-region recovery
capabilities.
Should a Web Site hosted by Revize and monitored in automated fashion become
unavailable, another EC2 instance can be restarted. When that proves insufficient
EC2 instance will be reprovisioned in the same availability zone, a different
availability zone, or, in a different region using the latest snapshot in the matter of a
couple of minutes.
The incoming request, from the Internet traffic, is bound to a static IP address or
Elastic IP in AWS terms that leverages NAT to forward traffic to a running EC2
instance private IP address. In the case of an EC2 instance re-provisioned in the same
region, whether in the same or a different availability zone, Elastic IP is re-assigned to
the new EC2 instance.
Elastic IP is represented to the public internet using CName or A-Host domain name
services entry. In case of an EC2 instance or an availability zone failure, no
adjustment to domain name service is required. In the case of a regional, wide-spread
AWS outage, an EC2 instance is reprovisioned in a different region, re-using the
latest snapshot preserving the content as of the last automated backup. However, an
Elastic IP is specific to the region and, therefore a change to CName or A-Host
configuration is required to point to the disaster recovery regional Elastic IP.
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Revize Disaster Recovery Infrastructure Diagram. AZ stands for Availability Zones
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Security
Revize takes website security very seriously and we provide our clients with the very
best website protection protocols. Our data centers are located on secure premises
equipped with card-reader access, security cameras and guards on duty 24/7 to
ensure the physical protection from unauthorized entry.
Revize/AWS complies with SOC 1/ISAE 3402, SOC 2, SOC 3, FISMA, DIACAP, and
FedRAMP, PCI DSS Level 1, ISO 9001, ISO 27001, ISO 27017, ISO 27018 and other
programs. Revize is responsible for securing the content, access to the content on
the web server, to snapshots, configurations and infrastructure as a whole.
Our web and network administrators monitor network activity 24-hours-a-day to
ensure system integrity and protection against threats such as Denial of Service
(DoS) attacks that could corrupt your website or block user access. Maintaining the
secure configuration of our web servers is managed through application of
appropriate patches and upgrades, security testing, vulnerability scans, monitoring of
logs, and backups of data and OS.
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Security Controls, SSL, and Active Directory (LDAP)
• Anti-malware software such as antivirus software, anti-spyware software, and
rootkit detectors
• Shield Plus Security Bundle to prevent DDoS attacks
• Intrusion detection and prevention software (such as file integrity checking
software)
• Host-based firewalls to protect CMS servers from unauthorized access
• Patch management software
• Security and Authentication Gateways
• Content filters, which can monitor traffic to and from the web server for
potentially sensitive or inappropriate data and take action as necessary
• HTTPS (Hypertext Transfer Protocol over SSL), which provides encryption and
decryption for user page requests that require more secure online transactions
• SSL (Secure Socket Layer) provides an encrypted end-to-end data path
between a client and a server regardless of platform or OS
• If you have an existing SSL Certificate we can transfer it to the new website.
Otherwise, if included, we will install a new SSL Certificate upon go live.
• Active Directory (LDAP) is compatable with the Revize CMS. It can be set up
in a variety of configurations. As part of the process we will work with you to
determine which configuration will best meet your needs.
Application Security Authentication
• Role-Based Security: Role-based authentication to add individual user
accounts and assign them system roles like Editor, Developer, Administrator,
Workflow Approvers, etc., or department roles and empower the department
to assign specific roles to users.
• Permission-Based Security: Ability to set up Content Owners/Editors and
restrict which site pages they are authorized to update
▪ Global & Department Workflow Management:
Create workflow management and approval
processes where authorized department
personnel become approvers
Did you know?
Revize will host your website and CMS in
at least two completely separate
geographic locations!
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Maximum Response Times
• 1 hour for crisis issues
• 4-6 hours for critical issues
• 24 hours for normal issues
Revize Support
• 8 a.m. – 8 p.m. EST Phone Support (Monday thru Friday)
• 24X7X365 Portal & Email Support
• Dedicated support staff to provide assistance and answer all questions
• New and existing user training
• Training refreshers
• Video tutorials and online training manual
• Automatic integration of enhancements
• E-Newsletter module support
• Automatic upgrades of CMS Modules such as Calendar, Document Center,
etc…
Software Maintenance
Revize rolls out two new versions of the Revize CMS, and six to eight product
updates every year. The Revize CMS is continuously enhanced to keep pace with
cutting edge technologies and industry trends. When a software update or new
version is rolled out, Revize will automatically update all servers used by our
subscription service clients.
“As a Revize client, you will receive full
access to all enhancements to the core
components and modules in the
Revize CMS at no additional
charge.”
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Revize Technology Architecture
The Revize Government CMS is a standards-based, open architecture software
product without any proprietary restrictions. Revize uses leading technologies to
avoid integration problems with existing systems and comes complete with its own
Integrated Publishing Engine, Embedded Relational DB, JSP/Servlet Engine, and
Application Server.
Revize Intelligent Publishing WCM
“Security, Performance,
Redundancy”
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Revize AI ChatBot
As part of Revize’s fully integrated lineup of features, we are excited to intoduce the
latest in AI Chat technology. The
Revize ChatBot allows your
visitors to instantly find answers
to their questions – without the
need to search, find, and read an
entire webpage.
Users simply type in their
question, and the Revize ChatBot
provides a detailed response in
seconds!
Unlike some third party live chats
that force admins to pre-populate
content, the Revize ChatBot is
quite different. It learns the
content of your website and
provides answers based on that
content.
Admins can even configure the
ChatBot to ignore certain content
of your website and learn content
of other websites.
Keep in mind, Revize developed
this feature ourselves. Which
means the maintanance, updates,
tech support are all handled directly by Revize. No need to deal with another vendor.
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Area Manager/Project Team
Revize understands the importance of having a talented and experienced staff. We
are proud of our well-respected team of top notch experts in the field of government
website design, development, analysis, content management, training and support.
From the first creative concepts through to the design phases, and from site launch
to training of personnel and continued support of your website project, we have the
right group of seasoned professionals to work with you through the website process
and beyond. We are pleased to introduce them:
• Thomas Jean: Program Manager
• Alison Bieber: Project Manager
• Alex Parent: Creative Arts Director/Web Designer
• Samir Alley: Project Delivery Manager
• Denise Brazier: Revize CMS Trainer
• Jamie Phy: Revize CMS Integrator/Backend Developer
• Richard Opiniano: HTML Developer
• Joseph Nagrant: VP Sales/Marketing
• Derek Ortiz: Chief Technology Officer
• Akshaya Ray: Chief Cloud Architect
• Many More!
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As a project manager, Thomas has managed many award-winning website projects
for our clients, including Des Moines, IA – Arcadia, CA – Largo, FL - Oswego County,
NY – Dupage County, IL - Eagle County, CO - Kentwood, MI! Thomas has brought to
Revize a very special skill set. Not only does he manage some of our highest priority
projects, he is also a genuine subject matter expert when it comes to the inner
workings of government. As a former Township Trustee in a Michigan Township, he
knows the advantages that come with modernizing the way government does
business. With his unique background and education from one of the nation’s top
universities, Thomas is uniquely experienced to give an honest and accurate
assessment of your community’s website needs.
• Philosophy: Learn as much as possible about our clients and use that
knowledge to help build an amazing website.
• Education: BA degree in Political Science from University of Michigan;
• Expertise: Government procedure, special projects, public affairs, community
development.
• Role on your website project: Project Manager
Alison possesses an innate passion for innovation. Following a decade immersed in
the Opera world, she shifted her focus towards entrepreneurship and technology.
Playing a pivotal role in establishing the foundations of various initiatives within the
non-profit and small business sectors, Alison brings a diverse and proven track
record to the table.
• Philosophy: “Quality is not an act, it is a habit.” - Aristotle
• Education: M.A. in Applied Linguistics with a concentration in Foreign Language
Pedagogy, University of Massachusetts; B.M. in Vocal Performance, Boston
Conservatory at Berklee.
• Expertise: Pedagogy, management, communication
• Role on your website project: Project Manager
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Ray has 20+ years of extensive technical experience with internet and website
solutions. He has worked on hundreds of government, non-profit and educational
websites and has a keen eye for web visitor requirements, information architecture,
and usability. He is also a long-time veteran of Revize Software Systems and our
clients enjoy working with him. In his career, he has deployed and/or assisted with
technical solutions for more than 500 websites. When working on a project, Ray
always visualizes himself in the client’s chair at the closing stages of the project and
makes sure that all decisions made on a project are in alignment with the client’s
vision and best practices for developing the system.
• Philosophy: “Work Hard, Help People and Live Honest."
• Education: MS in Engineering Science, Louisiana State University, Baton Rouge
• Expertise: Client Management, Project Management, Technology Development for
CMS & Web Apps
• Role on your website project: Chief Cloud Architect
Samir has more than a decade of experience in managing web site design projects.
He has deployed 360+ municipal websites and has a solid background in web design
and the latest web technologies. Formerly with Google, Samir is a leader equipped to
handle any kind of sophisticated web project. He is an exceptional communicator
with an innate listening skill that gives him the ability to understand and deploy a
client’s unspoken needs. Samir’s blend of creativity, proficiency, and technical
knowledge is unsurpassed in the industry.
• Philosophy: “Empathy, Focus, and… Impute”
• Expertise: Web Project Management - Adobe Design Premium CS5.5: Photoshop,
Illustrator, InDesign, Flash, DreamWeaver, Fireworks, HTML, CSS, CSS3, SEO, PHP,
JavaScript, MySQL, JQuery and HTML5.
• Role on your website project: Graphic design of website and backup support.
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Denise is an educator by nature. Her 20 years of experience in the public school
system has made her a master of engaging participants during training. She
effortlessly builds effective relationships with all clients. Denise has served as
Advisory Counselor, Coordinator, Publicity Director, and Project Manager for several
organizations in the education, non-profit and public sectors. She has been
appointed to the state’s quality committee evaluating organizational policies and
procedures for recognition.
• Philosophy: “Always explain things in the terms of your audience to ensure their
understanding”
• Education & Training: MS in the Art of Education from Marygrove College.
Certification in Secondary Education
• Expertise: Training, education, teaching, public affairs and project management.
• Role on your website project: Trainer for the Content Management toolset
Did you know?
Revize will put together a project team based on the unique needs of your project!
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Revize Government CMS User Interface
1. Revize CMS User Interface Home Page
2. Users simply browse to a page that they want to edit, select the Login button,
and then insert their Login Name and Password into a login screen as shown below.
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3. Edit buttons appear on the page after the Login executes. Based on users
roles/permissions, the appropriate buttons are displayed.
4. The input form appears as shown below. Content Editors can change banner, page
heading and the content displayed in the center of the page. Notice the content is
changed using a “Word Like” editor.
After the page is “saved”, the page can be sent to an approver for review or
immediately published to the web site.
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Accessibility and Compliance
Revize has launched nearly 3,000 websites nationwide, with ADA Accessibility being
a top concern of nearly all of our recently launched client websites. Revize will build a
highly compliant website to meet WCAG 2.1AA guidelines for accessibility
compliance. Revize also includes an
accessibility checker within the Revize
CMS editor. This utility will alert uses of a
suspected accessibility issue. CLIENT is
responsible for ensuring future posted
content is ADA compliant (Docs, PDFs,
images, etc).
Revize “White Glove” WCAG Remediation Service Included
One of the elephants in the room when it comes to WCAG compliance as it relates to
government wbesites – “Who will be fixing any future compliance issues with our
website after go live?”
Good news, Revize will be taking on that task for you. As part of this proposal, we
are including our WCAG remediation service. This will include regular scans of your
website and up to 30 custom development hours from our WCAG remediation
experts. Revize will make all needed corrections on the City’s behalf!
PDF Remediation for ADA Compliance
As part of this project, Revize will remediate all non-compliant PDFs up to 4,800
pages as detailed in RFP. This project can get started immediately with the ability for
all files to be posted on the new website prior to go live. Revize may make
suggestions for archiving certain files as part of this process.
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Work Plan/Deliverables
Revize:
• Revize will conduct an in-person or virtual kickoff meeting with the client. (Sample schedule to
be provided by Revize.) .
• Sample sitemap provided by Revize and site mapping process overview
• pagAfter meeting, Revize will provide a detailed project plan that assesses key findings and
details.
• Revize will facilitate a follow-up meeting to review project plan and custom functionality needs
via web/phone conference
• Before kickoff meeting client is required to register in Revize project portal, complete design
questionnaire, upload at least 20 preliminary photos, and provide Revize with a kickoff meeting
schedule.
• Client representative will be asked to participate in a follow-up meeting to review the project
plan
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Revize:
• Within (5) five weeks of the kick-off meeting Revize will provide all requested mockups with
unlimited revisions
• As deemed appropriate by Revize, additional wireframes may be delivered to provide a view of
custom functionality or other areas of the site that are of particular importance. (Intended to
focus development efforts later in the project.)
• Revize will provide revisions to each mockup based on the feedback received from the client.
• There will be no limit to the amount of revisions Revize will provide to each mockup.
• Web/phone meetings may be necessary between each round of mockups/wireframes
• Within (10) ten business days of acceptance of the first mockup, the client shall provide design
feedback/change requests to Revize through the customer portal in a single list. Feedback
should be what the client website committee agrees to together. Any lists that have requests
that compete with one another may result in delays.
• Revize will return an updated mockup based on that feedback to the client. Delivery time is
dependent upon amount and specifics of feedback. Large lists of feedback may take longer.
Depending on the number of rounds, this process can cause delays to the timeline.
• When the client considers the mockups final, they will indicate their approval in the Revize
project portal
• Based on previous sitemap process overview, Client will decide whether they would like to create
a sitemap or whether they would like Revize to create the sitemap. The sitemap should be
provided in an excel or word format. Existing pages that client wants to be rebuilt in the new site
should be linked with the correct URL and any notes for functionality of the new page. New
pages should include a page name and brief description of the page functionality (e.g., freeform
page style, staff directory, document center, etc.)
(Next steps cannot begin until main client homepage mockup is approved.)
Phase 3 begins on next page
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Revize:
• Mockups will be developed into HTML pages making them clickable and resizable.
• Following HTML Development, Revize will add in the Revize Content Management System which
makes the website easily editable.
• Integration of any 3rd party software will begin during this phase
• There are zero major tasks assigned to the client at this stage of the project. But, this is an ideal
point of the project to be working on a final sitemap and begin writing any new content. Content
can be written in MS-Word and provided to Revize. Or, added by the client directly into the beta
website after phase 7.
Revize:
• Revize will review all developed assets for functionality. The development team will review
functionality, style sheet, and formatting checking for errors and verifying that site matches
approved design mockups.
• Any custom needs identified earlier in the project will be executed during this phase and tested
for quality assurance.
• ADA programming and beta site review with the client
• Much like phase 4, phase 5 does not require much involvement by the client. However, Revize
may request an online web meeting to discuss the progress of particular custom development.
• The client may also be asked to review/approve changes that are suggested by Revize for
accessibility reasons
Phase 7 begins on next page
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Revize:
• Revize will deliver a suggested sitemap, in Excel format, for the website prior to this phase
(Unless the client has chosen to create their sitemap). Client and Revize will review and provide
updated versions for approval. Pages will be built out one-by-one according to this previously
approved sitemap architecture. Pages that are not linked in the sitemap will be created as blank
pages.
• Migration includes up to all webpages, documents, and new content up to the relevant amount
on the current website.
• To avoid delays, the client should plan to approve a sitemap before this phase.
• Any new content that the client would like Revize to add into the website should be provided
either directly from the old website, or in an MS-Word like format. Otherwise, the client will have
the ability to add new content before go live.
• After migration, the beta site will be provided with built out pages and content for review.
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Revize:
• Revize will conduct a review of the beta site followed by a core team training (smaller group).
• After the beta site review, the client may request tweaks to the functionality of the website.
• Revize will conduct a separate full staff training for all CMS editors virtually.
• The training schedule will include editor training, and administrator training with a question and
answer period.
• Results of the user experience testing will be provided to the client for review.
• Any change requests will be reviewed by Revize for feasibility and scope conformance before
they are completed.
• Revize will conduct meeting with client IT department before go live to discuss the process and
establish pre-go-live checklist (e.g. SSL certificates, redirects, subdomains, etc.)
• Retraining is available anytime after Go Live.
• Through the project portal, the client should provide a date and time to conduct beta site review
and training.
• After training, the client will complete any final content polishing. This may include adding in
different header photos, post migration content, or basic tweaks.
• The client may also request functional tweaks to the site based on their review or results of UX
testing
• The client should provide a list of pre-go-live questions to Revize for review and discussion.
• When ready for the site to be pushed live, the client will make a request in the project portal at
least 48 hours before desired go-live time. Revize will provide the go-live instructions before that
time.
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Fees
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Payment Options
The Revize Client First Plan offers local governments an alternative payment plan
that makes it easier to purchase a new website on your budget and spreads the one-
time project design and development costs over a longer period of time.
Through a minimum three-year contract, The Revize Client First Plan dramatically
lowers the one-time project development and start-up costs of launching a new
website. What Revize does is combine the one-time and recurring fees and
spreading them over the life of the contract. And because we value our continuing
relationships with our customers, those who extend their contract beyond the three-
year minimum will receive a redesign at the end of their fourth year with Revize Free
of Charge.
1/3rd of project costs + Annual Hosting, Support, Maintenance
1/3rd of project costs + Annual Hosting, Support, Maintenance
1/3rd of project costs + Annual Hosting, Support, Maintenance
Annual Hosting, Support, Maintenance (Optional)
Includes Free Redesign
Revize provides a free website redesign during year four of service!
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Included Features
The Following Applications & Features will be integrated into Your Website:
In addition to the Government Content Management System that enables non-
technical staff to easily and quickly create/update content in the new web site,
Revize provides a suite of applications and features specifically designed for
municipalities. All of those apps and features are fully described in the following
section. The applications and features are grouped into five categories:
• Citizen’s Communication Center Apps
• Citizen’s Engagement Center Apps
• Staff Productivity Apps
• Site Administration and Security Features
• Mobile Device and Accessibility Features
Citizen’s Communication Center Apps
• Notification Center with Text/Email Alerts
• Bid Posting
• Document Center
• Email Notify
• FAQs
• Job Posting
• Multi-use Business Directory
• News Center with Facebook/Twitter Integration
• Online Forms
• Photo Gallery
• Quick Link Buttons
• Revize Web Calendar
• “Share This” Social Media Flyout App
• Sliding Feature Bar
• Language Translator
Citizen’s Engagement Center Apps
• AI ChatBot
• Citizen Request Center with Captcha
• Citizen Connect (Community Blog)
• Curated “Smart Search”
• Online Interactive Forms with Bookables (Public Records Request App)
• Online Bill Pay
• Public Service Request System
• RSS Feed
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Staff Productivity Apps
• Agenda Posting Center
• Job Posting App
• Image Manager
• iCal Integration
• Intranet
• Link Checker
• Menu Manager
• Online Form Builder
• Staff Directory
• Website Content Archiving
• Website Content Scheduling
Site Administration and Security Features
• Audit Trail
• Auto Site Map Generator
• History Log
• URL Redirect Setup
• Roles and Permission-based Security Mode
• Secure Site Gateway
• Unique Login/Password for each Content Editor
• Web Statistics and Analytics
• Workflows by Department
Mobile Device and Accessibility Features
• Font Size Adjustment
• Alt-Tags
• Responsive Website Design (RWD)
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Revize Support Includes
• 8 AM – 8PM EST Phone Support (Monday thru Friday)
• 24X7X365 Portal and Email Support
• Staff provides assistance and answers all questions
• Dedicated support staff
• New/existing user training
• Free Training Refreshers
• Video tutorials and online training manual
• Automatic integration of enhancements
• E-Newsletter Module support
• Automatic upgrade of CMS modules, such as
Calendar, Document Center, etc.
• Four major CMS upgrades per year
• Software and modules upgrades (automatic
install)
• Server hardware and OS upgrades
• Immediate bug fixes/patches
• Round the clock server monitoring
• Data Center Network upgrades
• Security and antivirus software upgrades
• Firewall and router upgrades
• Bandwidth and network infrastructure upgrades
• Remote backup of all website assets
• Tape backup of all website assets
• Quarterly Newsletters on major feature updates
• Regular webinars on CMS features and usage
Did you know?
Revize updates your Content Management System an average of 4 times per year!
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Citizen’s Communication Center
Apps
DOCUMENT CENTER APP
Revize helps clients save thousands of dollars each year in employee time and
resources with our Document Management Center. Using this module you can create
and archive the documents your site
visitors need: applications,
brochures, manuals, policy and data
sheets, research papers, meeting
minutes, and more. By providing all
of your documents online, your site
visitors can access them 24/7 –
usually within two clicks -- and you
won’t incur any printing or postage
costs.
FAQ
FAQ’s make it easy for site visitors to find answers to common questions and will
greatly decrease the number of calls
coming into your switchboard each
day. In fact, within six weeks of a
Revize website launch, our clients
typically experience a significant
decrease in the number of daily
phone calls… some by as much as
23%!
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E-NOTIFY
Many of our municipal clients include an email/text notification option on their
Meeting Minutes and Meeting
Agendas pages so that interested
citizens can sign up for automatic
updates anytime there is a new
posting.
JOB POSTING
Revize’s job postings app allows your site visitors to view and apply for open
positions online. Postings are removed automatically based on the job expiration
date input by your HR personnel. You can provide as much detail as you like and link
to or upload any number of files that
fully describe the job position. Best
of all, with the form fill interface, new
openings can be posted in minutes
by non-technical staff.
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INTERACTIVE MAP
Not only does the Revize CMS ensure that your site is easy for visitors to navigate,
we’ve made it even easier for them navigate the real world surrounding your
location. Specific buildings, parks, bike paths, mass transit stations, nearby
businesses, tourist attractions,
parking lots, voter polling locations,
and more are incredibly easy to
identify with the familiar Google
Maps highlighted with Pins.
CALENDAR APP
The Master/Sub Calendar provides an easy-to-use tool to enhance usability and
encourage the communication of events both internally and externally. It provides
visibility and transparency into
activities, meetings, and events with
a visually appealing display and easy
to find event contact information.
The ability to insert recurring events
saves time by allowing you to create
the event once then repeat
automatically; great for Board and
City Council meetings.
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NOTIFICATION CENTER
You can’t fool or control Mother Nature. But you can protect members of your
community from her wrath. Posting e
mergency notifications on your home page, any other page, or throughout your site,
this module allows your content editor to accurately explain the situation and
instruct members of your community on the next steps to take.
BID POSTING
The Bid Postings App provides a simple and easy-to-use method for organizing and
presenting bids, RFPs and RFQs online for vendors or local contractors interested in
providing products and services to your community.
BUSINESS DIRECTORY
Ideal for municipalities, chambers of commerce or any membership organization, this
module allows you to easily create and maintain a searchable directory for either
members or businesses within the website. Listings can be added, removed and
categorized by non-technical staff in a simple table interface.
NEWS CENTER WITH FACEBOOK INTEGRATION
Many of our municipal clients include an email/text notification option on their
Meeting Minutes and Meeting Agendas pages so that interested citizens can sign up
for automatic updates anytime there is a new posting.
ONLINE FORMS
Using this module, you can create -- from scratch -- an unlimited number of online
forms on any page of your site using various field options such as long answers, radio
buttons, drop-down lists, multiple choice, etc. Having online web forms provides a
quick and easy alternative for users to communicate with you and provide important
feedback, opinions or complete tasks online. These forms can be used to have web
visitors contact you with questions, comments and requests, give feedback,
volunteer, or to sign-up for various events, activities or programs.
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QUICK LINKS
The Quick Links module allows site visitors to navigate to their areas of interest,
much like FAQs. Examples for users: Where do I… Get Registered for Summer Camp
Where do I… Get a Marriage License.
SHARING APP
Provides a one click drop down to multi-social media and utility
buttons. A common widget used on the web, it is intuitive and
easy to use.
SLIDING FEATURE BAR
This feature is a mainly for visual appeal. It helps to break
up pages with an interesting slide bar that can be populated
with any subjects or areas that you want to draw attention to.
For example, you may want to feature Parks & Rec, Landmarks
and Tourist Attractions.
TRANSLATOR
Revize integrates the Google Translator into your website
templates and translates from English to over 40 other
international languages. Provides users a large visual display at
the top of the web page to choose any language to convert
the text into.
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Citizen’s Engagement Center
Apps
PUBLIC SERVICE REQUEST APP
This app allows residents to submit requests based on a map view. Each time an
issue is submitted, a staff member will receive an email notification. From there they
are able to respond directly to the requests. Photo submission, automatic esclation,
mobile app integration, and archived reporting make this one of our most powerful
features!
CITIZEN REQUEST CENTER
This app allows customers, residents, participants, students, or any website visitor to
post requests online. By the use of a drop down menu, individuals can forward the
request, idea, or comment to the party of interest. That item is then forwarded via
email to the proper recipient. You can add or delete department names as well as
individuals in the drop down menu at any time. Captcha is integrated to ensure each
request is genuine and not a spam.
PUBLIC RECORDS REQUEST TRACKER
This app allows public to order copies of the public records maintained by a
municipality. The request is routed to the record custodian within a department and
automated response is generated with a unique tracking number. The system allows
the full tracking, correspondence and online handling of all types of public record
request. The record request form is very flexible and customizable for every
municipality.
CITIZEN CONNECT
This app helps open up the lines of communication between administrators and their
constiuents, increasing transparency and contiuent interaction. It is a blog that
features the option to allow constiuent comments for feedback (comments can be
moderated before being published to the website).
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PARKS RESERVATION
This app allows the display of parks shelters and their amenities and to
manage their availability to the public. A website visitor can search
for facilities by type available, review the amenities for each
facility and easily reserve the facility including the
option to pay for its use.
ONLINE BILL PAY
Allows clients to set-up secure on-line payment
processing for credit card transactions. Can
be used for utility and tax payments;
Purchasing items on-line; or making donations
to non-profit organizations.
RSS FEED
Site visitors will be eating out of the palm of your
hand with our RSS feeds module. Revize’s CMS allows
customers to generate RSS (Real Simple
Syndication) feeds for any genre of news or
events. RSS feeds are a trusted way to
communicate important information to site
visitors while ensuring that they remain
engaged with your organization and
regularly return to your site.
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Staff Productivity Apps
AGENDA POSTING CENTER
Using this app, you can upload agendas, meeting packets, meeting minutes,
proposals for review, and more, all into one area on your website for easy access and
review before, during, or after each meeting. Old meeting agendas and information
are archived per meeting for quick access at any time.
JOB POSTING APP
This app allows you to post a job and receive resume submissions online. Candidates
can fill in all the fields and submit the job application online. Once the job application
is submitted, a link to the filled in application form will be emailed to the responsible
HR person which they can view, print and file for their records.
IMAGE MANAGER
Allows approved staff to upload images from their computer or network folders. This
very simple interface allows you to upload new pictures and stores uploaded pictures
for reuse. Each department can create their own image folders and organize image
libraries by department. Also, obsolete images can be deleted from the image library.
INTRANET
Provides a Dynamic CMS-enabled area with secure login to build out an entire
Intranet for employee specific information only. It benefits your employees to have
an internal organization landing page that can be updated with news, events, alerts
and many of the same modules used on the extranet.
LINK CHECKER
When a new link is created, the Revize system checks if the URL (link) is valid or not.
If not, an error message will be displayed. This benefits the Content Editor by double
checking bad links before they are saved on your website.
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MENU MANAGER
Allows approved content editors to add or edit site-wide top navigation, department
or section specific links (e.g. left or right navigation). This feature gives you control
to change and update the Navigation menus of your website for continuous
improvement.
NEWS LETTER APP
The system allows non-technical staff to build attractive, informative newsletters and
disseminate them with one click to everyone on your distribution list. Activity metrics
include emails sent successfully to help you validate email addresses. The application
provides the ability to import contact lists, upload images, add groups, assign
contact lists to groups, as well as export lists.
ONLINE FORM BUILDER
Having online web forms provides a quick and easy alternative for users to
communicate with you and provide important feedback, or complete tasks online.
These forms can be used to have web visitors contact you with questions, comments
and requests, give feedback, volunteer, or to sign-up for various events, activities or
programs.
WEB CONTENT ARCHIVE
Your site history will never be a mystery because all content edits for your site are
archived on the Revize CMS database. Your content editors can click on the History
button to view previous versions of a particular page or content block from your site.
WEB CONTENT SCHEDULE
This feature eliminates the possibility of having dated or past events being promoted
on your site AFTER the event has passed, thus potentially undermining the perceived
accuracy and currency of the site’s content in the minds of your audience.
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AUDIT TRAIL
This is a powerful administrative tracking tool that provides reports on the content
change activities of any webpage within the system. The administrator can gauge
how often the site is updated, which departments are most active; and also use the
audit trail for recovery of data if necessary.
AUTO SITEMAP TOOL
Revize CMS provides this tool to automatically generate a sitemap. Anytime a new
page is added or deleted from the system, the sitemap will republish to show the
change. An up-to-date sitemap is very critical to boost the ranking of your website in
different search engines.
HISTORY LOG
Administrators can view all the archived versions of any web page and restore any
old/archived page. It is a very useful feature for referring to any archived legal
documents or press releases.
ROLES/PERMISSION SETUP
Our CMS uses a role based authentication system where you can add individual user
accounts and assign them system roles like Editor, Developer, Administrator,
Workflow Approvers etc., or you can add roles for each department and assign
department-specific roles to each user.
SECURE SITE GATEWAY
Provides a secure login area for either users of an intranet or users to access
information not available to the general public. Once users are set-up with a secure
login ID, they can manage their own password changes as necessary.
WEBSITE STATISTICS
Revize integrates Google’s Web Analytics tool to track number of site visits, website
traffic sources, etc. Your website administrator can run various reports to collect
important data on the usage of your website.
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WORKFLOWS BY DEPARTMENT
Provides a method for Supervisory Oversight of content updates. The process allows
an authorized “approver” to compare the current page with the proposed new page
content (side-by-side) for easy review and comparison.
“Our innovative solutions are
custom-tailored to meet the needs
of each individual client.”
Did you know?
Revize installs new features into your content management system on a rolling basis!
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Mobile Device and Accessibility
Apps
ALT-TAGS
Use of alt tags for images, a required part of the Revize CMS
image manager feature, allows vision impaired
individuals to understand the content of the
image.
FONT SIZE ADJUSTMENT
Provides the ability for users to change
font size by clicking button to reach their
desired size. Helps those with low vision to
easily read information on your website.
RESPONSIVE WEB DESIGN
Revize uses pixel rendering Responsive Web
Design to accommodate better viewing of text
and graphics for any size screen, i.e., smart
phones, tablets, iPads and iPhones.
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Thank you
For Considering Revize
Prepared by Thomas J. Jean
150 Kirts Blvd. Troy, MI 48084
Ph: 248-269-9263 x8035 Fax: 866-346-8880
www.revize.com
Page 81 of 91 Doc ID: dbdb7587ad4280a2345f755a84a0923955120265
Revize Completed Project Requirements Sheet.XLSX RFP 24-57 Project Requirements
1
Category Feature/Requirement
* REQUIRED
Can you provide this
feature/requirement?
Vendor Comments
Optional)
Provide additional context if needed; use this column to indicate if meeting criteria requires an add-on service
(additional fee) or is through an external partner.
I. User Experience and Design
A Usability and UX Testing
UX analysis and testing incorporated in redesign process YES
Ability to factor usability testing + the provided stakeholder
feedback into redesign YES
Revize will conduct the testing with assistance from City. Particularly in recruiting volunteers to
participate in user testing.
Optional: Heatmaps YES
During development and build we ask to put heatmap code on your current website to help inform build
of new site.
B Information Architecture and Navigation
Sitemap management and information architecture optimization YES
Intuitive navigation YES
Dropdown mega menus YES
Secondary navigation YES
Customizable ("friendly") URLs YES
Redirection options YES
Ability to add external links to menus YES
C Responsive Design and Customization
Mobile-first responsive design YES
Custom design flexibility and support YES
Landing page customization YES
D Visual Assets and Layout
Visual asset creation YES
Typography control and consistency YES
Use of variety of page templates YES
Interesting image-viewing options (such as image tiles, galleries,
carousels, and/or parallax scrolling)YES
CTA buttons YES Customizable with multipled options available
Optional: Departmental homepages or headers (distinct look and
layout options for select departments)YES This is something we enourage for City's of Evanston's size
E Interactive and Media Elements
Ability to embed iFrames and playable videos YES
Social media feed integration YES
Pop-ups YES
Emergency banners YES
Print-friendly pages YES
II. Content Management
A Content Creation
User-friendly, browser-based CMS interface WYSISYG editor)YES
Ability to limit WYSIWYG editor to maintain consistency YES
Content publisher control over metadata YES
Content drafting and preview YES
Scheduled publishing (publish date, expiration date)YES
Content versioning (rollback)YES
Logging provided to track and report changes (revision history, etc.)YES
B Content Organization
Unlimited pages YES
No hard cap on the total number of pages. Although, the City will want to be careful not to overclutter
the site with too many pages. We'll consult with the web team to determine best strategies moving
forward.
Ability to sort pages into content groups YES
Organized media library YES
Ability to save alt text to images in media library YES
Document repository with ability to organize by department YES
Ability to archive outdated content YES
Optional: Lifecycle management options for documents and media PARTIALLY We would need to know a little more about the exact expectation on this to say for certain.
Optional: Site-wide search and replace functions YES For files search and replace. For content search.
C Search and Navigation
Site-wide search with filtering options YES
Continuous ability to moderate search result content
(promote/demote pages)YES
Optional: Site search that can accommodate multiple languages
(prioritizing Spanish)YES
Predictive search options to handle typos, synonyms, etc. YES
Breadcrumbs or other means of orienting user to their location on
website YES
Secondary navigation within content areas as needed YES
Ability for content to be linked to in multiple parts of the menu (i.e.
the same "Recycling" page could be listed in the menu under
"Resident Services" and "Public Works Department")YES
D SEO and Optimization
SEO optimization YES
Page metadescriptions YES
Image optimization for fast page loading YES
Continuously index new page content YES
Optional: Content recommendations ("You might also like...")YES As part of an optional search configuration
E Permissions and Workflows
Customizable user roles and permissions YES
Publishing workflow (customizable by user/security group)YES
Tiers of editing access GUI for editors, advanced options for
admins)YES
III. Digital Accessibility
A Website Compliance
Website meets all ADA/WCAG 2.1 AA standards YES
Website will remain compliant with ADA requirements through
updates and code-based remediation YES
Revize has included our ADA remediation service which will require Revize remediate any future ADA
issues as long as Evanston is a Revize client
Ability to make alt text mandatory for all images YES
Ability to edit alt text for images in content editor YES
Ability to use H1, H2, H3, etc. heading structures in content editor YES
Supports use of a translation function (e.g., Google Translate)YES
Ability to resize text on page YES
Options for providing alternate ADA-accessible file formats for
documents and media YES
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Revize Completed Project Requirements Sheet.XLSX RFP 24-57 Project Requirements
2
Category Feature/Requirement
* REQUIRED
Can you provide this
feature/requirement?
Vendor Comments
Optional)
Provide additional context if needed; use this column to indicate if meeting criteria requires an add-on service
(additional fee) or is through an external partner.
Optional: Compatibility with third-party digital accessibility proofing
tools and reporting services YES
Revize will conduct all scans and remediate. Also included is a accessibility checker built into the CMS.
No need for the City to purchase an outside scan tool.
B Optional: Automated Testing and Reporting
Automatic accessibility scans and reports YES
Accessibility reports available upon request YES
Filter accessibility issues by priority YES
Segmented reports for departmental web editors PARTIALLY Available from Revize upon request
Manual testing by users with disabilities NO We do not currently have this as part of our process. But, we do see it as a future goal to implement
Mobile accessibility check YES
C Optional: Content Proofing Tool
User-friendly accessibility checker in content creation process YES
Ability to require WCAG compliance from content editors prior to
publishing YES
D Optional: Content Remediation
Webpage content remediation YES
Revize has included our ADA remediation service which will require Revize remediate any future ADA
issues as long as Evanston is a Revize client
PDF remediation services YES Revize has proposed to remediate all PDFs as part of the project
Alt text automation PARTIALLY
While this can likely never be fully automated, Revize is planning to add a feature that will suggest
relevant descriptions
E Optional: Staff Accessibility Training and Support
Accessibility consultation and training for staff YES
IV. System Attributes and Security
A Hosting and Data Security
Web-based CMS solution YES
Compatibility with all major web browsers YES
Strong security features (firewalls, router upgrades)YES
24/7 server monitoring YES
U.S.-based data center YES
Automated security updates and patches YES
Ability for City to own data and migrate all website content YES
B Access Control and Authentication
SSO or MFA integration (preferred protocol: SAML 2.0YES
Active Directory authentication YES
C Disaster Recovery and Compliance
Proven security compliance YES
Downtime monitoring YES
Robust disaster recovery plans YES
Ability to recover data and content YES
D System Performance
High traffic handling YES
Minimal downtime YES
Reliable hosting YES
V. Support and Maintenance
A Ongoing Support
24/7 emergency technical support YES
Clear and responsive process for everyday technical support YES
Clear point-of-contact for our account, available to escalate
technical issues if needed YES
B Training
In-person or recorded CMS training for staff YES
Accessible training documentation for staff to reference YES
VI. Migration and Transition
A Content Migration
Full migration support (completed within 68 months)YES
Content audit and consolidation support YES
Transition support from current platform YES
Ability to migrate content without breaking URLs YES
VII. Integration
Options to connect third-party platforms via integrations, APIs, or
external links YES
VIII. Project Management
Regular project updates throughout duration of redesign and
migration YES
Prioritization of critical content in project plan YES
Iterative design process with client involvement YES
Vendor provides hands-on demo and testing for client in staging
environment prior to launch YES
IX. User Permissions and Governance
Multiple user roles and security groups YES
Customizable publishing workflows YES
Tiers of editing access GUI for editors, advanced for admins)YES
Ability to restrict access to certain templates, pages, and widgets YES
Governance structure for clear content ownership YES
Unlimited number of website editors YES
X. Additional Features/Requirements
A Calendar
Main calendar shareable across the website YES
Within main calendar, ability to categorize and display events based
on subject matter or department YES
Ability to add event descriptions + location YES
Ability to upload files to event description YES
"Add to Calendar" functionality YES
B News
Ability to post press releases / news articles YES
News story archive that can be organized by published date YES
C Other
Compatibility with "Snap Engage" 311 chat (or availability of a
comparable live chat widget)YES
Site-wide spellcheck YES
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Revize Completed Project Requirements Sheet.XLSX RFP 24-57 Project Requirements
3
Category Feature/Requirement
* REQUIRED
Can you provide this
feature/requirement?
Vendor Comments
Optional)
Provide additional context if needed; use this column to indicate if meeting criteria requires an add-on service
(additional fee) or is through an external partner.
Site redesign available at least every 5 years YES
Vendor has at least 10 years of experience with government
websites YES
Vendor has high customer satisfaction + retention YES
Optional: Meeting agenda management (searchable)YES
Page 84 of 91 Doc ID: dbdb7587ad4280a2345f755a84a0923955120265
EXHIBIT D
Additional Pricing + Scope Specifications
March 10, 2025
This exhibit serves to document additional discussions and agreements between the City of Evanston
and Revize LLC regarding the scope of work and associated pricing. These refinements are based on
the vendor ’s proposal, interview, and follow-up discussions. These adjustments reflect mutually
agreed-upon modifications to ensure alignment with the City’s needs while optimizing cost-effectiveness.
The details in this exhibit serve to refine any corresponding details in the original proposal submission
and to clarify expectations, ensuring transparency for both parties.
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Website Project + Maintenance Cost Sheet – 3/4/25 Update
Year 1
Implementation
& Maintenance
Year 2
Maintenance
Year 3
Maintenance
Year 4
(Option to
Renew)
Maintenance
Year 5 (Option
to Renew)
Maintenance
Migration $24,700.00
Redesign $31,300.00
Training $2,900.00
Retraining included
at no additional cost Retraining included
at no additional cost Retraining included
at no additional cost Retraining included
at no additional cost
Support &
Maintenance
$12,700.00
$13,208.00 $13,736.00 $14,285.00 $14,285.00
Includes
Redesign
Accessibility
Tool(s)
(Optional)
$7,900.00* $7,900.00 $7,900.00 $7,900.00 $7,900.00
Other Expenses
Total:
$79,500.00
Other Expenses:
Accessibility tool(s) includes Revize WCAG Scan and Remediation Service (See page 55 of Revize website RFP
proposal for additional details). Support & Maintenance costs include hosting and access to Revize AI Chatbot
*Year 1 accessibility to include pre and post go-live accessibility scans
Document Last Updated: 3-4-2025
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Revize Website Redesign and Migration Scope of Work – 3/4/25 Update
Phase Deliverables
Phase 1: Kickoff Meeting and Discovery/Project Planning:
Phase 2 – Design Mockups/Wireframes:
● 100% custom designed mockups with unlimited revisions for each of the following
● Home page template and basic inner page
● Department landing page
Phase 3 & 4 – HTML Development & Revize CMS Integration:
● Set-up all CMS modules listed in this agreement
● Integration with all 3rd party web applications
Phase 5 – Quality Assurance Testing, Accessibility, & Custom Development:
Phase 6 – Sitemap Development & Content Migration:
● Site map development and content migration from old website – up to 1,000 webpages and associated
documents
Phase 7 –Content Editing Training
Phase 8 – Go Live
Annual Support & Maintenance
Revize Annual Software Subscription, Tech Support, CMS Updates, Website Hosting, Unlimited Users, Unlimited
GB website storage, 300GB/Month Bandwidth, AI ChatBot, SSL Certificate
Payment Schedule
Payment
Amount
Payment Date Includes
$ 19,875.00 Upon Completion of Phase 2 25% 1st Year Project Costs
$ 39,750.00
Upon Completion of Phase 6 50% 1st Year Project Costs
$ 19,875.00
Upon Completion of Phase 8
25% 1st Year Project Costs
$ 20,208.00 1 Year Anniversary of Go live Year 2 Annual Hosting, Maintenance, Support, and Accessibility
$ 21,636.00 2 Year Anniversary of Go live Year 3 Annual Hosting, Maintenance, Support, and Accessibility
$ 22,185.00 3 Year Anniversary of Go live Year 4 Annual Hosting, Maintenance, Support, and Accessibility
$ 22,185.00 4 Year Anniversary of Go live Year 5 Annual Hosting, Maintenance, Support, and Accessibility
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Revize will integrate the following web applications into the City of
Evanston’s website: - 3/4/25 Update
4
Citizen’s Communication Center Apps
● Notification Center with Text/Email Alerts
● Bid Posting
● Document Center
● Email Notify
● FAQs
● Multi-use Business Directory
● News Center with Facebook/Twitter
Integration
● Online Forms
● Photo Gallery
● Quick Link Buttons
● Revize Web Calendar
● “Share This” Social Media Flyout App
● Sliding Feature Bar
● Language Translator
Citizen’s Engagement Center Apps
● AI ChatBot
● Citizen Connect (Community Blog)
● Curated “Smart Search”
● RSS Feed
Staff Productivity Apps
● Agenda Posting Center
● Job Posting App
● Image Manager
● iCal Integration
● Intranet
● Link Checker
● Menu Manager
● Online Form Builder
● Staff Directory
● Website Content Archiving
● Website Content Scheduling
Site Administration and Security Features
● Audit Trail
● Auto Site Map Generator
● History Log
● URL Redirect Setup
● Roles and Permission-based Security
Mode
● Secure Site Gateway
● Unique Login/Password for each Content
Editor
● Web Statistics and Analytics
● Workflows by Department
Mobile Device and Accessibility Features
● Font Size Adjustment
● Alt-Tags
● Responsive Website Design (RWD)
Page 88 of 91 Doc ID: dbdb7587ad4280a2345f755a84a0923955120265
Additional Clarifications:
1. Additional content migration, if requested, is available for $3 per web page or document.
2. Additional bandwidth is available at $360 per year for each additional 50GB per month.
3. Additional website storage is available at $500 per year for each additional 10GB website storage.
4. Both parties recognize that project completion date is highly dependent on their timely communication with
one another. The City of Evanston understands that the primary communication tool for this project and future
tech support is the Revize customer portal found at https://support.revize.com.
5. This is a three-year contract with the option to renew for an additional two years according to payment
schedule. Revize will provide a free redesign of the website in year four of the agreement, assuming the City
of Evanston agrees to four consecutive years of annual software subscription, tech support, CMS updates,
and hosting.
6. The City of Evanston owns design, content, and will receive periodic updates to the CMS for the life of the
contract.
7. The City of Evanston is responsible for deciding when to launch the website upon completion of Phase 7
(training). Any delays in go-live for reasons unrelated to a functional defect do not constitute a breach of
contract by Revize. The City may also choose to delay certain deliverables to prioritize an earlier website
launch.
8. Revize will provide full access to its proprietary, cloud-hosted CMS for managing the City’s website. This
access is solely for the websites covered in this agreement and cannot be shared with outside entities.
Revize will maintain, update, and host the CMS during the contract period. If the contract is terminated,
access will be revoked, but website content will be provided to the City if all payments are complete.
Revize AI ChatBot
1. Revize AI ChatBot includes up to 10,000 monthly queries, 4,000 trained pages/files, backend dashboard
access and monthly auto retrain. Revize will inform the City before annual renewal if the annual fee is
subject to increase based on monthly queries and will not require any additional charge without written
approval from the City.
2. The City of Evanston understands that the Revize ChatBot provides responses to user inputs using the
content the City has trained to the ChatBot; inaccurate/incomplete responses may occur, and both the City
and Revize will collaborate to strengthen AI ChatBot capabilities and accuracy.
3. Revize understands the importance of data privacy and is committed to maintaining the confidentiality and
security of all data provided in connection with the AI ChatBot service. Revize will only collect, store, and
process data necessary for the proper functioning of the AI ChatBot service, and such data will not be used
for any purpose other than as required to deliver the agreed services. Revize will take reasonable and
industry-standard measures to ensure that all data is securely stored, transmitted, and protected from
unauthorized access.
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WCAG Scan and Remediation Service
1. Included in this agreement is the Revize WCAG Scan and Remediation Service which provides up to 4
scans for the purpose of remediation per year and up to 30 development hours allocated annually to
remediate any issues discovered. The 30 development hours will become available after the website goes
live.
2. Prior to the website going live, Revize will conduct an accessibility scan to ensure all website-specific
features (text on the page, images, and other core website elements) are WCAG-compliant. This scan does
not cover PDFs or other document attachments and is considered part of the migration process, rather than
requiring use of the 30 annual development hours for remediation.
3. With the agreed upon annual development hours, Revize will remediate the website with the goal of
meeting the WCAG 2.1AA guidelines for accessibility compliance. Revize will start with what it deems are
the most significant issues unless otherwise instructed by the City of Evanston.
4. Additional development hours may be requested at a rate of $125 per hour.
5. Revize will generate and provide website WCAG compliance reports to the City upon request.
6. Additional PDF remediation may be requested at a rate of $5 per page. (100 Minimum)
7. PDF remediation is priced by page, not by individual file e.g., PDF of 10 pages would be billed $50.
8. The City’s website editors shall make reasonable efforts to avoid posting content that does not conform to
WCAG 2.1AA guidelines. Issues created after Revize’s periodic scan and remediation are the City’s
responsibility and will not be remediated until next scheduled Revize scan.
9. Revize also includes an accessibility checker within the Revize CMS editor to assist City website editors in
avoiding certain WCAG compliance issues.
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City Website Redevelopment and CMS Migration, RFP 24-57, MWDEBE Waiver 03/31/2025
To: Michael Rivera, Interim Administrative Services Director
Dmitry Shub, Interim CIO
Caroline McCraw, Digital Service Specialist
From: Tammi Nunez, Purchasing Manager
Subject: RFP 24-57 City Website Redevelopment and CMS Migration
- MWDEBE Waiver
Date: March 31, 2025
The goal of the Minority, Women, Disadvantaged, and Evanston Business
Enterprise Program (M/W/D/EBE) is to assist such businesses with growth
opportunities. To help ensure such growth, the City has established a 25%
M/W/D/EBE subcontracting participation goal for general contractors.
With regard to the Contract for the City Website Redevelopment and CMS
Migration, RFP 24-57, in the not to exceed amounts of Year 1 - $79,500.00,
Year 2 - $21,108.00, Year 3 - $21,636.00, Year 4 - $22,185, Year 5 - $22, 185,
the primary contractor Revize, LLC, has requested a waiver for the M/W/D/EBE
participation goal. Staff knew that when preparing the RFP scope proposals, they
would be a uniquely specialized product, and firms would require a self-contained
environment to meet the RFP outcome. Because of the project's specialized
scope, proprietary software, and need for a self-contained environment, Staff
requests a waiver for MWDEBE participation requirements for the City Website
Redevelopment and CMS Migration. The Project Manager agrees with the waiver
explanation, which was reviewed and approved as valid.
Cc: Hitesh Desai, Chief Financial Officer/ Treasurer
Memorandum
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CITY OF EVANSTON
PROFESSIONAL SERVICES AGREEMENT
The parties referenced herein desire to enter into an agreement for professional services for
City Website Redevelopment and CMS Migration
(“the Project”)
RFP Number: 24-57
THIS AGREEMENT (hereinafter referred to as the “Agreement”) entered into this 10th day of
April, 2025, between the City of Evanston, an Illinois municipal corporation with offices
located at 909 Davis Street, Evanston Illinois 60201 (hereinafter referred to as the “City”), and
Revize LLC, with offices located at 150 Kirts Blvd., Troy, MI 48084, (hereinafter referred to
as the “Consultant”). Compensation for all basic Services (“the Services”) provided by the
Consultant pursuant to the terms of this Agreement shall not exceed Year 1 - $79,500.00,
Year 2 - $21,108.00, Year 3 - $21,636.00, Year 4 - $22,185.00, Year 5 - $22,185.00.
I. COMMENCEMENT DATE
Consultant shall commence the Services on April 17, 2025, or no later than three (3)
DAYS AFTER City executes and delivers this Agreement to Consultant.
II. COMPLETION DATE
Consultant shall complete the Services by April 16, 2028. If this Agreement provides for
renewals after an initial term, no renewal shall begin until agreed to in writing by both parties
prior to the completion date of this Agreement.
III. PAYMENTS
City shall pay Consultant those fees as provided here: Payment shall be made upon
the completion of each task for a project, as set forth in Exhibit A – Project
Milestones and Deliverables. Any expenses in addition to those set forth here must
be specifically approved by the City in writing in advance.
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IV. DESCRIPTION OF SERVICES
Consultant shall perform the services (the “Services”) set forth here: Services are those as
defined in Exhibit A, the City’s Request for Proposal No. #24-57 (Exhibit B) and Consultant’s
Response to the Proposal (Exhibit C). Services may include, if any, other documented
discussions and agreements regarding scope of work and cost (Exhibit D).
V. GENERAL PROVISIONS
A. Services. Consultant shall perform the Services in a professional and workmanlike
manner. All Services performed and documentation (regardless of format) provided by
Consultant shall be in accordance with the standards of reasonable care and skill of the
profession, free from errors or omissions, ambiguities, coordination problems, and other
defects. Consultant shall take into account any and all applicable plans and/or specifications
furnished by City, or by others at City’s direction or request, to Consultant during the term of
this Agreement. All materials, buildings, structures, or equipment designed or selected by
Consultant shall be workable and fit for the intended use thereof, and will comply with all
applicable governmental requirements. Consultant shall require its employees to observe
the working hours, rules, security regulations and holiday schedules of City while working and
to perform its Services in a manner which does not unreasonably interfere with the City’s
business and operations, or the business and operations of other tenants and occupants in
the City which may be affected by the work relative to this Agreement. Consultant shall take
all necessary precautions to assure the safety of its employees who are engaged in the
performance of the Services, all equipment and supplies used in connection therewith, and
all property of City or other parties that may be affected in connection therewith. If requested
by City, Consultant shall promptly replace any employee or agent performing the Services i f,
in the opinion of the City, the performance of the employee or agent is unsatisfactory.
Consultant is responsible for conforming its final work product to generally accepted
professional standards for all work performed pursuant to this Agreement. Nothing in this
Agreement accords any third-party beneficiary rights whatsoever to any non -party to this
Agreement that any non-party may seek to enforce. Consultant acknowledges and agrees
that should Consultant or its sub-consultants provide false information, or fail to be or remain
in compliance with this Agreement; the City may void this Agree ment. The Consultant
warrants and states that it has read the Contract Documents, and agrees to be bound thereby,
including all performance guarantees as respects Consultant’s work and all indemnity and
insurance requirements.
The Consultant shall obtain prior approval from the City prior to sub -contracting with any entity
or person to perform any of the work required under this Agreement. If the Consultant sub -
contracts any of the services to be performed under this Agreement, the sub-consultant
agreement shall provide that the services to be performed under any such agreement shall
not be sublet, sold, transferred, assigned or otherwise disposed of to another entity or person
without the City’s prior written consent. The Consultant shall be responsible for the accuracy
and quality of any sub-consultant’s work.
All sub-consultant agreements shall include verbatim or by reference the provisions in this
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Agreement binding upon Consultant as to all Services provided by this Agreement, such that
it is binding upon each and every sub-consultant that does work or provides Services under
this Agreement.
The Consultant shall cooperate fully with the City, other City contractors, other municipalities
and local government officials, public utility companies, and others, as may be directed by the
City. This shall include attendance at meetings, discussions and hearings as requested by
the City. This cooperation shall extend to any investigation, hearings or meetings convened
or instituted by the City, any of its departments, and/or OSHA relative to this Project, as
necessary. Consultant shall cooperate with the City in scheduling and performing its Work to
avoid conflict, delay in or interference with the work of others, if any, at the Project.
Except as otherwise provided herein, the nature and scope of Services specified in this
Agreement may only be modified by a writing approved by both parties. This Agreement may
be modified or amended from time to time provided, however, that no such amend ment or
modification shall be effective unless reduced to writing and duly authorized and signed by
the authorized representatives of the parties.
B. Representation and Warranties. Consultant represents and warrants that: (1)
Consultant possesses and will keep in force all required licenses to perform the Services; (2)
the employees of Consultant performing the Services are fully qualified, licensed as required,
and skilled to perform the Services.
C. Breach/Default. Any one of the following events shall be deemed an event of default
hereunder by Consultant, subject to Consultant’s right to cure:
1. Failure to perform the Services as defined in Paragraph A above and contained within
Exhibit A;
2. Failure to comply with any other of the General Provisions contained within this
contract.
Consultant, within thirty (30) days, shall have the right to cure any default herein listed at its
own expense, including completion of Services or the replacement or termination of any
agent, employee, or sub-contractor as a result of any violation of the General Provisions
contained herein.
D. Remedy. City does not waive any right to exercise any option to cure any breach
or default on the part of contractor, including but not limited to injunctive relief, an action in
law or equity or termination of this Agreement as outlined in Paragraph E of this sec tion.
E. Termination. City may, at any time, with or without cause, terminate this Agreement
upon seven (7) days written notice to Consultant. If the City terminates this agreement, the
City will make payment to Consultant for Services performed prior to termination. Payments
made by the City pursuant to this Agreement are subject to sufficient appropriations made by
the City of Evanston City Council. In the event of termination resulting from non -appropriation
or insufficient appropriation by the City Council, the City’s obl igations hereunder shall cease
and there shall be no penalty or further payment required. In the event of an emergency or
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threat to the life, safety or welfare of the citizens of the City, the City shall have the right
terminate this Agreement without prior written notice. Within thirty (30) days of termination of
this Agreement, the Consultant shall turn over to the City any documents, drafts, and
materials, including but not limited to, outstanding work product, data, studies, test results,
source documents, AutoCAD Version 2007, PDF, ARTView, Word, Excel spreadsheets,
technical specifications and calculations, and any other such items specifically identified by
the City related to the Services herein.
F. Independent Consultant. Consultant’s status shall be that of an independent
Consultant and not that of a servant, agent, or employee of City. Consultant shall not hold
Consultant out, nor claim to be acting, as a servant, agent or employee of City. Consultant is
not authorized to, and shall not, make or undertake any agreement, understanding, waiver or
representation on behalf of City. Consultant shall at its own expense comply with all applicable
workers compensation, unemployment insurance, employer’s liability, tax withholding,
minimum wage and hour, and other federal, state, county and municipal laws, ordinances,
rules, regulations and orders. Consultant shall require its employees to observe the working
hours, rules, security regulations and holiday schedules of City, including but not limited to all
policies and work rules applicable to City employees while on City property such as the
Workplace Harassment Policy; COVID-19 Vaccination Policy; and Drug and Alcohol Policy.
Consultant agrees to abide by the Occupational Safety & Health Act of 1970 (OSHA), and as
the same may be amended from time to time, applicable state and municipal safety and health
laws and all regulations pursuant thereto. Consultant shall certify that its agents, employees
and subcontractors are in compliance with City work rules applicable to City employees while
on City property. Failure to certify or violation of work rules is subject to the Default provisions
of Paragraph C.
G. Conflict of Interest. Consultant represents and warrants that no prior or present
services provided by Consultant to third parties conflict with the interests of City in respect to
the Services being provided hereunder except as shall have been expressly disclosed in
writing by Consultant to City and consented to in writing to City.
H. Ownership of Documents and Other Materials. All originals, duplicates and
negatives of all plans, drawings, reports, photographs, charts, programs, models, specimens,
specifications, AutoCAD Version 2007, Excel spreadsheets, PDF, and other documents or
materials required to be furnished by Consultant hereunder, including drafts and reproduction
copies thereof, shall be and remain the exclusive property of City, and City shall have the
unlimited right to publish and use all or any part of the same without payment of any additional
royalty, charge, or other compensation to Consultant. Upon the termination of this
Agreement, or upon request of City, during any stage of the Services, Consultant shall
promptly deliver all such materials to City. Consultant shall not publish, transfer, license or,
except in connection with carrying out obligations under this Agreement, use or reuse all or
any part of such reports and other documents, including working pages, without the prior
written approval of City, provided, however, that Consultant may retain copies of the same for
Consultant’s own general reference.
I. Payment. Invoices for payment shall be submitted by Consultant to City at the address
set forth above, together with reasonable supporting documentation, City may require such
additional supporting documentation as City reasonably deems necessary or desirable.
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Payment shall be made in accordance with the Illinois Local Government Prompt Payment
Act, after City’s receipt of an invoice and all such supporting documentation.
J. Right to Audit. Consultant shall for a period of three years following performance of
the Services, keep and make available for the inspection, examination and audit by City or
City’s authorized employees, agents or representatives, at all reasonable time, all records
respecting the services and expenses incurred by Consultant, including without limitation, all
book, accounts, memoranda, receipts, ledgers, canceled checks, and any other documents
indicating, documenting, verifying or substantiating the cost and appropriate ness of any and
all expenses. If any invoice submitted by Consultant is found to have been overstated,
Consultant shall provide City an immediate refund of the overpayment together with interest
at the highest rate permitted by applicable law, and shall reimburse all of City’s expenses for
and in connection with the audit respecting such invoice.
K. Indemnity. Consultant shall defend, indemnify and hold harmless the City and its
officers, elected and appointed officials, agents, and employees from any and all liability,
losses, or damages as a result of claims, demands, suits, actions, or proceedings of any kind
or nature, including but not limited to costs, and fees, including attorney’s fees, judgments or
settlements, resulting from or arising out of any negligent or willful act or omission on the part
of the Consultant or Consultant’s sub-contractors, employees, agents or sub-contractors
during the performance of this Agreement. Such indemnification shall not be limited by reason
of the enumeration of any insurance coverage herein provided. This provision shall survive
completion, expiration, or termination of this Agreement.
Nothing contained herein shall be construed as prohibiting the City, or its officers, agents, or
employees, from defending through the selection and use of their own agents, attorneys, and
experts, any claims, actions or suits brought against them. The Con sultant shall be liable for
the costs, fees, and expenses incurred in the defense of any such claims, actions, or suits.
Nothing herein shall be construed as a limitation or waiver of defenses available to the City
and employees and agents, including but n ot limited to the Illinois Local Governmental and
Governmental Employees Tort Immunity Act, 745 ILCS 10/1-101 et seq.
At the City Corporation Counsel’s option, Consultant must defend all suits brought upon all
such Losses and must pay all costs and expenses incidental to them, but the City has the
right, at its option, to participate, at its own cost, in the defense of an y suit, without relieving
Consultant of any of its obligations under this Agreement. Any settlement of any claim or suit
related to this Agreement by Consultant must be made only with the prior written consent of
the City Corporation Counsel, if the settlement requires any action on the part of the City.
To the extent permissible by law, Consultant waives any limits to the amount of its obligations
to indemnify, defend, or contribute to any sums due under any Losses, including any claim by
any employee of Consultant that may be subject to the Illinois Workers Compensation Act,
820 ILCS 305/1 et seq. or any other related law or judicial decision, including but not limited
to, Kotecki v. Cyclops Welding Corporation, 146 Ill. 2d 155 (1991). The City, however, does
not waive any limitations it may have on its liability under the Illinois Workers Compensation
Act, the Illinois Pension Code or any other statute.
Consultant shall be responsible for any losses and costs to repair or remedy work performed
under this Agreement resulting from or arising out of any act or omission, neglect, or
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misconduct in the performance of its Work or its sub -consultants’ work. Acceptance of the
work by the City will not relieve the Consultant of the responsibility for subsequent correction
of any such error, omissions and/or negligent acts or of its liability for loss or damage resulting
therefrom. All provisions of this Section shall survive completion, expiration, or termination of
this Agreement.
L. Insurance. Consultant shall carry and maintain at its own cost with such companies
as are reasonably acceptable to City all necessary liability insurance (which shall include as
a minimum the requirements set forth below) during the term of this Agreement, for damage s
caused or contributed to by Consultant, and insuring Consultant against claims which may
arise out of or result from Consultant’s performance or failure to perform the Services
hereunder: (1) worker’s compensation in statutory limits and employer’s liability insurance in
the amount of at least $500,000, (2) comprehensive general liability coverage, and
designating City as additional insured for not less than $3,000,000 combined single limit for
bodily injury, death and property damage, per occurrence, (3) comprehensive automobile
liability insurance covering owned, non-owned and leased vehicles for not less than
$1,000,000 combined single limit for bodily injury, death or property damage, per occurrence,
and (4) errors and omissions or professional liability insurance respecting any insurable
professional services hereunder in the amount of at least $1,000,000. Consultant shall give
to the City certificates of insurance for all Services done pursuant to this Agreement before
Consultant performs any Services, and, if requested by City, certified copies of the policies of
insurance evidencing the coverage and amounts set forth in this Section. The City may also
require Consultant to provide copies of the Additional Insured Endorsement to said policy (ies)
which name the City as an Additional Insured for all of Consultant’s Services and work under
this Agreement. Any limitations or modification on the certificate of insurance issued to the
City in compliance with this Section that conflict with the provisions of this Section shall have
no force and effect. Consultant’s certificate of insurance shall contain a provision that the
coverage afforded under the policy(s) will not be canceled or reduced without thirty (30) days
prior written notice (hand delivered or registered mail) to City. Consultant understands that
the acceptance of certificates, policies and any other documents by the City in no way
releases the Consultant and its sub-contractors from the requirements set forth herein.
Consultant expressly agrees to waive its rights, benefits and entitlements under the “Other
Insurance” clause of its commercial general liability insurance policy as respects the City. In
the event Consultant fails to purchase or procure insurance as required above, the parties
expressly agree that Consultant shall be in default under this Agreement, and that the City
may recover all losses, attorney’s fees and costs expended in pursuing a remedy or
reimbursement, at law or in equity, against Consultant.
Consultant acknowledges and agrees that if it fails to comply with all requirements of this
Section, that the City may void this Agreement.
M. Confidentiality. In connection with this Agreement, City may provide Consultant with
information to enable Consultant to render the Services hereunder, or Consultant may
develop confidential information for City. Consultant agrees (i) to treat, and to obligate
Consultant’s employees to treat, as secret and confidential all such information whether or
not identified by City as confidential, (ii) not to disclose any such information or make available
any reports, recommendations and /or conclusions which Consultant may make for City to
any person, firm or corporation or use the same in any manner whatsoever without first
obtaining City’s written approval, and (iii) not to disclose to City any information obtained by
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Consultant on a confidential basis from any third party unless Consultant shall have first
received written permission from such third party to disclose such information.
Pursuant to the Illinois Freedom of Information Act, 5 ILCS 140/7(2), records in the
possession of others whom the City has contracted with to perform a governmental function
are covered by the Act and subject to disclosure within limited statutory timeframes (five (5)
working days with a possible five (5) working day extension). Upon notification from the City
that it has received a Freedom of Information Act request that calls for records within the
Consultant’s control, the Consultant shall promptly provide all requested records to the City
so that the City may comply with the request within the required timeframe. The City and the
Consultant shall cooperate to determine what records are subject to such a request and
whether or not any exemption to the disclosure of such records or part thereof is applicable.
Vendor shall indemnify and defend the City from and against all claims arising from the City’s
exceptions to disclosing certain records which Vendor may designate as proprietary or
confidential. Compliance by the City with an opinion or a directive from the Illinois Public
Access Counselor or the Attorney General under FOIA, or with a decision or order of Court
with jurisdiction over the City, shall not be a violation of this Section.
N. Use of City’s Name or Picture of Property. Consultant shall not in the course of
performance of this Agreement or thereafter use or permit the use of City’s name nor the
name of any affiliate of City, nor any picture of or reference to its Services in any advertising,
promotional or other materials prepared by or on behalf of Consultant, nor disclose or transmit
the same to any other party.
O. No Assignments or Sub-contracts. Consultant shall not assign or sub-contract all
or any part or its rights or obligations hereunder without City’s express prior written approval.
Any attempt to do so without the City’s prior consent shall, at City’s option, be null and void
and of no force or effect whatsoever. Consultant shall not employ, contract with, or use the
services of any other architect, interior designer, engineer, consultant, special contractor, or
other third party in connection with the performance of the Services without t he prior written
consent of City.
P. Compliance with Applicable Statutes, Ordinances and Regulations. In performing
the Services, Consultant shall comply with all applicable federal, state, county, and municipal
statutes, ordinances and regulations, at Consultant’s sole cost and expense, except to the
extent expressly provided to the contrary herein. Whenever the City deems it reasonably
necessary for security reasons, the City may conduct at its own expense, criminal and driver
history background checks of Consultant’s officers, employees, sub-contractors, or agents.
Consultant shall immediately reassign any such individual who in the opinion of the City does
not pass the background check.
Q. Liens and Encumbrances. Consultant, for itself, and on behalf of all sub-contractors,
suppliers, materialmen and others claiming by, through or under Consultant, hereby waives
and releases any and all statutory or common law mechanics’ materialmen’s’ or other such
lien claims, or rights to place a lien upon City property or any improvements thereon in
connection with any Services performed under or in connection with this Agreement.
Consultant further agrees, as and to the extent of payment made hereunder, to execute a
sworn affidavit respecting the payment and lien releases of all sub-contractors, suppliers and
materialmen, and a release of lien respecting the Services at such time or times and in such
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form as may be reasonably requested by City. Consultant shall protect City from all liens for
labor performed, material supplied or used by Consultant and/or any other person in
connection with the Services undertaken by consultant hereunder, and shall no t at any time
suffer or permit any lien or attachment or encumbrance to be imposed by any sub -consultant,
supplier or materialmen, or other person, firm or corporation, upon City property or any
improvements thereon, by reason or any claim or demand against Consultant or otherwise in
connection with the Services.
R. Notices. Every notice or other communication to be given by either party to the other
with respect to this Agreement, shall be in writing and shall not be effective for any purpose
unless the same shall be served personally or by United States certified or register ed mail,
postage prepaid, addressed if to City as follows: City of Evanston, 909 Davis Street,
Evanston, Illinois 60201, Attention: Purchasing Division and to Consultant at the address first
above set forth, or at such other address or addresses as City or Consultant may from time
to time designate by notice given as above provided.
S. Attorney’s Fees. In the event that the City commences any action, suit, or other
proceeding to remedy, prevent, or obtain relief from a breach of this Agreement by Consultant,
or arising out of a breach of this Agreement by Consultant, the City shall recover from the
Consultant as part of the judgment against Consultant, its attorneys’ fees and costs incurred
in each and every such action, suit, or other proceeding.
T. Waiver. Any failure or delay by City to enforce the provisions of this Agreement shall
in no way constitute a waiver by City of any contractual right hereunder, unless such waiver
is in writing and signed by City.
U. Severability. In the event that any provision of this Agreement should be held void,
or unenforceable, the remaining portions hereof shall remain in full force and effect.
V. Choice of Law. The rights and duties arising under this Agreement shall be governed
by the laws of the State of Illinois. Venue for any action arising out or due to this Agreement
shall be in Cook County, Illinois. The City shall not enter into binding arbitration to r esolve
any dispute under this Agreement. The City does not waive tort immunity by entering into this
Agreement.
W. Time. Consultant agrees all time limits provided in this Agreement and any Addenda
or Exhibits hereto are of essence to this Agreement. Consultant shall continue to perform its
obligations while any dispute concerning the Agreement is being resolved, unless otherwise
directed by the City.
X. Survival. Except as expressly provided to the contrary herein, all provisions of this
Agreement shall survive all performances hereunder including the termination of the
Consultant.
VI. EQUAL EMPLOYMENT OPPORTUNITY
In the event of the Consultant’s noncompliance with any provision of Section 1 -12-5 of the
Evanston City Code, the Illinois Human Rights Act or any other applicable law, the Consultant
may be declared non-responsible and therefore ineligible for future contracts or sub-contracts
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with the City, and the contract may be cancelled or voided in whole or in part, and such other
sanctions or penalties may be imposed or remedies invoked as provided by statute or
regulation.
During the performance of the contract, the Consultant agrees as follows:
A. That it will not discriminate against any employee or applicant for employment
because of race, color, religion, sex, sexual orientation, marital status, national origin or
ancestry, or age or physical or mental disabilities that do not impair ability to work, and further
that it will examine all job classifications to determine if minority persons or women are
underutilized and will take appropriate affirmative action to rectify any such underutilization.
Consultant shall comply with all requirements of City of Evanston Code Section 1-12-5.
B. That, in all solicitations or advertisements for employees placed by it on its
behalf, it will state that all applicants will be afforded equal opportunity without discrimination
because of race, color, religion, sex, sexual orientation, marital status, national origin,
ancestry, or disability.
VII. SEXUAL HARASSMENT POLICY
The Consultant certifies pursuant to the Illinois Human Rights Act (775 ILCS 5/2105 et. seq.),
that it has a written sexual harassment policy that includes, at a minimum, the following
information:
a. The illegality of sexual harassment;
b. The definition of sexual harassment under State law;
c. A description of sexual harassment utilizing examples;
d. The Consultant’s internal complaint process including penalties;
e. Legal recourse, investigation and complaint process available through the
Illinois Department of Human Rights and the Human Rights Commission, and directions on
how to contact both; and
f. Protection against retaliation as provided to the Department of Human Rights.
VIII. CONSULTANT CERTIFICATIONS
A. Consultant acknowledges and agrees that should Consultant or its sub -
consultant provide false information, or fails to be or remain in compliance with the
Agreement, the City may void this Agreement.
B. Consultant certifies that it and its employees will comply with applicable
provisions of the U.S. Civil Rights Act, Section 504 of the Federal Rehabilitation Act, the
Americans with Disabilities Act (42 U.S.C. Section 1201 et seq.) and applicable rules i n
performance under this Agreement.
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C. If Consultant, or any officer, director, partner, or other managerial agent of
Consultant, has been convicted of a felony under the Sarbanes -Oxley Act of 2002, or a Class
3 or Class 2 felony under the Illinois Securities Law of 1953, Consultant certifies at least five
years have passed since the date of the conviction.
D. Consultant certifies that it has not been convicted of the offense of bid rigging
or bid rotating or any similar offense of any State in the U.S., nor made any admission of guilt
of such conduct that is a matter of record. (720 ILCS 5/33 E -3, E-4).
E. In accordance with the Steel Products Procurement Act, Consultant certifies
steel products used or supplied in the performance of a contract for public works shall be
manufactured or produced in the U.S. unless the City grants an exemption.
F. Consultant certifies that it is properly formed and existing legal entity, and as
applicable, has obtained an assumed name certificate from the appropriate authority, or has
registered to conduct business in Illinois and is in good standing with the Illinois Secretary of
State.
G. If more favorable terms are granted by Consultant to any similar governmental
entity in any state in a contemporaneous agreement let under the same or similar financial
terms and circumstances for comparable supplies or services, the more favorable terms shall
be applicable under this Agreement.
H. Consultant certifies that it is not delinquent in the payment of any fees, fines,
damages, or debts to the City of Evanston.
IX. INTEGRATION
This Agreement, together with Exhibits A, B, C, and D sets forth all the covenants, conditions
and promises between the parties with regard to the subject matter set forth herein. There
are no covenants, promises, agreements, conditions or understandings b etween the parties,
either oral or written, other than those contained in this Agreement. This Agreement has been
negotiated and entered into by each party with the opportunity to consult with its counsel
regarding the terms therein. No portion of the Agreement shall be construed against a party
due to the fact that one party drafted that particular portion as the rule of contra proferentem
shall not apply.
In the event of any inconsistency between this Agreement, and any Exhibits, this Agreement
shall control over the Exhibits. In no event shall any proposal or contract form submitted by
Consultant be part of this Agreement unless agreed to in a writing sig ned by both parties and
attached and referred to herein as an Addendum, and in such event, only the portions of such
proposal or contract form consistent with this Agreement and Exhibits hereto shall be part
hereof.
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IN WITNESS WHEREOF, the parties hereto have each approved and executed this
Agreement on the day, month and year first above written.
CONSULTANT: REVIZE LLC CITY OF EVANSTON
150 KIRTS BLVD. 909 DAVIS STREET
TROY, MI 48084 EVANSTON, IL 60201
By: ________________________ By:________________________
Luke Stowe
Its: ________________________ Its: City Manager
FEIN Number: _______________ Date: _______________________
Date: _______________________ Approved as to form:
By:
Alexandra B. Ruggie
Its: Corporation Counsel
Revision: April 2021
11
Thomas Jean
Program Manager
20-5000`179
04 / 14 / 2025
04 / 14 / 2025
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EXHIBIT A
Project Milestones and Deliverables
This EXHIBIT A to that certain Consulting Agreement dated 04/10/25 between the City of
Evanston, 909 Davis Street, Evanston, Illinois, 60201(“City”) and Revize LLC (“Consultant”)
sets forth the Commencement and Completion Date, Services, Fees, and Reimbursable
Expenses as follows:
I. COMMENCEMENT DATE: April 17, 2025
II. COMPLETION DATE: April 16, 2028 (with option to renew)
III. FEES: As defined in Additional Pricing + Scope Specifications (Exhibit D)
IV. SERVICES/SCOPE OF WORK:
As defined in RFP #24-57 (Exhibit B), Consultants Response to Proposal (Exhibit C), and
Additional Pricing + Scope Specifications (Exhibit D).
Dated: 04/10/25
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EXHIBIT B
City’s Request for Proposal #24-57
Posted on October 24, 2024
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CITY OF EVANSTON
REQUEST FOR PROPOSAL
NUMBER: 24-57
For
City Website Redevelopment and CMS Migration
October 24, 2024
PROPOSAL DEADLINE: 2:00 P.M., November 12, 2024
ELECTRONIC BID SUBMITTAL:
Bid responses will only be accepted electronically
via E-bidding through DemandStar (WWW.DEMANDSTAR.COM)
It is highly recommended that new DemandStar users complete the account setup
process prior to project due date/time.
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TABLE OF CONTENTS
Notice to Proposers………………………………………………………………………. 3
1.0 Introduction………………………………………………………………………… 4
2.0 Scope of Services………………………………………………………………… 7
3.0 Insurance …………………………………………………………………………… 9
4.0 Submittal Requirements (Please See Attachments) ………………………….9
5.0 Additional Submission Requirements ……………………………………………10
6.0 M/W/D/EBE Goals …………………………………………………………………11
7.0 Evaluation Criteria ………………………………………………………………….11
8.0 Selection Process …………………………………………………………………. 11
9.0 Proposed Schedule ……………………………………………………………….. 12
10.0 Questions Regarding RFP .………………………………………………………. 12
11.0 General Terms and Conditions …………………………………………………. 12
Price/Costs Form …………………………………………………………………………. 18
RETURN ALL EXHIBITS WITH RFP:
Exhibit A – Disclosure of Ownership Interests ………………………………….. 19
Exhibit B – Additional Information Sheet ………………………………………. 22
Exhibit C – Conflict of Interest Form ……………………………………………. 23
Exhibit D – Acknowledgement of Understanding ……………………………… 24
Exhibit E – Anti-Collusion Affidavit and Proposer’s Certification …………….. 25
Exhibit F – City of Evanston M/W/D/EBE Policy …………………………… 26
Exhibit G – M/W/D/EBE Participation Compliance Form …………………. 27
Exhibit G – M/W/D/EBE Utilization Summary Report ……………………… 28
Exhibit H – M/W/D/EBE Participation Waiver Request ……………………. 29
Exhibit I – M/WD/EBE Assistance Organizations ……………………………… 30
Exhibit J – Professional Services Agreement Acknowledgement …………… 31
Exhibit J - Consultant Certification and Verification …………….. ………….. 32
Exhibit J – Professional Services Agreement …………………………………. 33
Exhibit K – Bond Submittal Label ……………………………………………. 45
ATTACHMENTS
DemandStar- E-bidding Instructions …………………………………14 pages
Project Requirements Table (Excel Spreadsheet…………….Separate Document
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CITY OF EVANSTON
NOTICE TO PROPOSERS
Proposals will be received by the Purchasing Office until 2:00 P.M. local time on November
12, 2024. Responses will only be accepted electronically via E-bidding through DemandStar
(www.demandstar.com). Although registration is required, vendors can download solicitations
and upload responses for free. Proposals shall cover the following:
City Website Redevelopment and CMS Migration
RFP Number: 24-57
The City of Evanston’s Administrative Services Department is seeking proposals from
experienced firms for: the redevelopment, migration, and maintenance of the City’s
website/Content Management System.
The above item shall conform to the RFP on file in the Purchasing Office. Parties interested
in submitting a proposal should contact the Purchasing Office to receive a copy of the RFP or
see the City’s website at: www.cityofevanston.org/business/bids-proposals/ or Demandstar
at: www.demandstar.com.
The City (the City of Evanston) in accordance with the laws of the State of Illinois, hereby
notifies all firms that it will affirmatively ensure that the contract(s) entered into pursuant to
this notice will be awarded to the successful firm without discr imination on the grounds of
race, color, religion, sex, age, sexual orientation marital status, disability, familial status or
national origin. The City of Evanston reserves the right to reject any or all submittals or to
accept the submittal(s) deemed most advantageous to the City.
The Evanston City Council also reserves the right to award the contract to an Evanston firm
if that firm’s bid is within 5% of the low bid.
Each Proposer shall be required to submit with his/her proposal a Disclosure of Ownership
Interest Statement Form in accordance with Section 1-18-1 et seq. of the City Code. Failure
to submit such information may result in the disqualification of such proposal.
Linda Thomas
Purchasing Specialist
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CITY OF EVANSTON
Request for Proposal
1.0 INTRODUCTION
The City is seeking proposals for the redesign, migration, hosting, and maintenance of our
primary City website (www.cityofevanston.org). The project shall prioritize accessible design.
After the initial redesign and CMS migration, the vendor shall provide ongoing hosting,
support, and maintenance for an annual fee.
Contact with City personnel in connection with this RFP shall not be made other than as
specified in this RFP. Unauthorized contact of any City personnel may be cause for rejection
of a proposal.
Prior to the submittal of a proposal, Proposers are advised to carefully examine
● the contract documents
● project scope and work tasks to be accomplished
● specifications
● submittal requirements
o 4.0 - Submittal Requirements
o 5.0 - Additional Submission Requirements
o Exhibits A-K
● insurance requirements and required documentation
Proposers are advised to become thoroughly familiar with all conditions, instructions and
specifications governing this RFP. Proposals shall be made in accordance with these
instructions. Proposals shall be submitted on the forms provided by the City. Proposals not
adhering to all submission requirements risk dismissal from the application process.
The City will not be liable in any way for any costs incurred by respondents in replying to this
Request for Proposal.
A. About the City Website
The current iteration of the City of Evanston’s website (www.cityofevanston.org) was created
on the Granicus/Vision platform in 2017, and has not been subject to a redesign since. The
City routinely points to this website for information and services; all departments except for
the library are located on this website. (Note that the library website is not included in the
scope of this project.) The City website includes news stories, calendar events, links out to
third-party platforms, meeting agendas, bids, and a newsletter archive. For forms, the City
primarily uses Formstack or Google Forms. Like many municipal websites, Evanston’s
website is simultaneously an active resource and an archive, relied upon by community
members and employees alike.
The City website receives an average of 80 -100k active users per month, with roughly 50%
desktop users, 49% mobile users, and 1% tablet users. The site currently houses over 1,500
pages, of which we estimate being able to delete or consolidate 30 -50%. There are over
24,000 PDFs in use on the website, along with news stories and calendar events.
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Our current website search is configured with Google Search Console, which could either
remain in place or be replaced.
● Website Management Model
○ In the current website management model, each department is
responsible for creating and maintaining their own webpage content.
○ There are currently 40-50 active web editors for the City, and we hope to
develop a more streamlined web governance system over the course of
this project.
○ Information Technology’s newly-filled Digital Services Specialist position
is now responsible for managing the website and supporting
departmental web editors.
● Website Survey
○ In August and September of 2024, the City ran two surveys requesting
feedback on the website from the Evanston community and from City of
Evanston staff. With over 150 community responses and over 50 staff
responses, we identified the following needs to prioritize in our website
project:
■ Navigation: The website’s current navigation is difficult for users,
causing undue reliance on phone calls and direct contact to
resolve issues that could be addressed by the website. The menu
structure feels siloed and unintuitive, with a strong need to
improve locating specific, targeted, and current information in the
menu and search. The current taxonomy is too internally focused,
and the site needs to better balance intuitive taxonomy for both
internal website editors and external site users.
■ Platform Integration: Users find it disorienting and challenging to
move between the website and third-party platforms.
■ Accessibility: Due to a high reliance on PDFs, much of the website
is inaccessible for screen readers. The navigation also negatively
impacts digital accessibility as information is difficult to find for
users and assistive technology alike.
■ Additional Complaints: Users and employees struggle with the
volume of broken links; the lack of clear content management
structure; limited resources from the CMS provider to support
accessible content creation; too many clicks to reach a site
destination; difficulty using the website on mobile; need for better
content governance and updating.
● Third-Party Platforms
○ The City of Evanston uses a variety of third-party vendors with digital
interfaces available to our residents. While we do not expect to embed
these platforms directly into www.cityofevanston.org, we are interested
in opportunities to more closely integrate these applications into the
navigation, search, and page content of the main website. Below is a list
of some third-party platforms that residents frequently make use of:
■ Accela (permits)
■ Applitrack (job applications)
■ ArcGIS (mapping)
■ Catalis (service requests)
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■ Everbridge (emergency notifications)
■ Formstack and Google Forms (forms)
■ govDelivery (e-newsletters)
■ iCompass (meetings and agendas)
■ Laserfiche (archival records)
■ Municode (ordinances)
■ Next Request (FOIA requests)
■ Passport Labs (parking payments + app)
■ Snap Engage (311 live chat)
■ Tyler Technologies: Socrata (Open Data)
■ WaterSmart (water billing + usage)
■ Wordpress (employee intranet)
■ Note: We are in the process of selecting a new Parks + Rec
registration software.
B. Project Overview
The City of Evanston’s website (www.cityofevanston.org) needs a redesign and more
advanced Content Management System to meet its continuing technical, content, and
accessibility demands. The City is seeking a vendor to design, develop, host, and maintain a
new website with ongoing agency support/customer service. We require a solution that is
ADA compliant (currently WCAG 2.1 AA), accessible in multiple languages, and has an
underlying CMS that provides ease and efficiency of management.
We seek a vendor prepared to support the audit, clean -up, and migration of our current
website to a redesigned platform with an emphasis on accessible design. We value a vendor’s
commitment to digital accessibility, ongoing improvement, and thinking outsid e the box to
provide innovative, intuitive solutions that improve user experience.
The website project’s direction should be informed by site analytics (GA4) and user feedback.
We have groups of community members, local ADA advocates, and staff who have self -
identified as available for providing website feedback; with the support of Evan ston staff, the
vendor should plan to maximize the potential for feedback solicitation and user testing,
implementing responses and results accordingly (within reason).
The maximum initial contract length we are pursuing is three (3) years, with two (2) additional
one (1) year options to renew.
C. Project Objectives
Through the process of auditing, redesigning, and migrating our website to a new CMS, we
hope to accomplish the following:
● Improve digital accessibility compliance on the City website in a uniform and
meaningful way.
● Empower and make users more self-sufficient through improved access to
information and services.
● Encourage engagement, regardless of accessibility needs, familiarity with
technology, or device access.
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● Reduce time to find or complete tasks on the website for both users and editors.
● Reduce strain on City personnel as website editors and providers of information.
● Ensure the website is mobile friendly and has strong search, navigation, and
integration capabilities.
● Better represent the City’s brand, identity, and quality of services, while making
the website more inviting visually.
● Implement a website prioritizing scalability and long-term sustainability.
● Improve dead link/content management and governance.
● Facilitate a smooth transition to the new platform with advanced archiving and
lifecycle management.
2.0 SCOPE OF SERVICES
The selected vendor will be responsible for delivering a comprehensive website redesign,
migration, and long-term maintenance solution for the City of Evanston’s primary website,
www.cityofevanston.org. The new website must meet the City’s functional, accessibility, and
branding needs, while ensuring scalability, security, and long -term viability. Below is a more
detailed outline of the required services, with more granular requirements listed in the
attached “Project Requirements Table” (see 5.0 - “Additional Submittal Requirements):
A. Website Redesign and Branding
• Redesign the website’s look and feel to reflect the City’s brand.
• Collaborate with City staff to create a unified yet flexible visual identity for the
website, incorporating consistent color schemes, graphic elements, and
navigation tools.
• Provide design mockups of key website sections.
• Develop a user-centric, mobile-first responsive design that ensures an intuitive
and accessible experience for all users.
• Ensure all design elements comply with ADA and WCAG 2.1 AA standards.
B. Content Strategy and Information Architecture
• Work with City staff to develop a new information architecture that supports easy
navigation to key services and ensures content is well-organized and easily
accessible.
• Audit existing website content and assist with archiving or consolidating content
as needed to ensure a streamlined structure.
• Ensure the new site design reflects the City’s commitment to accessibility and
user engagement, regardless of user familiarity with technology or device
access.
C. CMS Implementation and Customization
• Implement the selected CMS platform, ensuring it meets the City’s content
management and scalability requirements.
• Configure the CMS to include templates that support different department needs
while adhering to overall website branding; City website admin should have the
ability to update these templates periodically.
• Implement an electronic workflow and permission structure that allows
decentralized content management while maintaining oversight.
D. Accessibility and Compliance
• Ensure the website meets all ADA/WCAG 2.1 AA standards and remains
compliant with DOJ’s ADA requirements.
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• Provide ongoing code updates and code-based remediation to maintain WCAG
compliance for all elements of the website not managed by City content editors.
• Note on Accessibility Tools:
• Our new website vendor should either provide accessibility testing,
proofing, and remediation tools as part of their services, or support the
integration of third-party accessibility tools to meet those needs. The
vendor evaluation process will recognize both paths as viable options,
and will determine which combination of vendors and tools best
addresses our combined website and accessibility needs.
• The vendor is encouraged to propose additional accessibility services,
such as third-party accessibility tools, to complement the City’s
accessibility goals and ensure ongoing compliance.
• IF the website vendor is planning to provide full or partial accessibility
services as part of their website solution, we would expect the following:
▪ Testing: Regular accessibility testing (including manual testing
when possible) and the ability to generate accessibility reports
upon request. Ideally, reports will be segmented for their
respective departments.
▪ Proofing: A tool requiring accessibility compliance for website
editors to proof their content with. Ideally, content will not be
allowed to publish until meeting compliance with the proofing tool.
▪ Remediation: Based on testing results, remediate webpage
content that falls short of compliance. Bulk remediation of PDFs is
also a priority.
E. Content Migration
• Develop and execute a plan to migrate all content from the current website to the
new CMS, ensuring minimal disruption to City staff and users.
• Ensure proper handling of all legacy content, including the migration and
remediation of existing documents (PDFs, forms, etc.) for accessibility.
• Facilitate a seamless transition to the new platform, with advanced archiving and
lifecycle management to keep content current and relevant.
F. Training and Support
• Provide comprehensive training for City IT staff and departmental content editors
on the new CMS and content management processes.
• Offer detailed training resources, both in-person and through documentation, to
ensure non-technical users can easily maintain and update the website.
• Establish a clear point of contact and troubleshooting workflow for the City to
ensure smooth communication throughout the project lifecycle.
G. Project Management and Collaboration
• Deliver a detailed project plan for the design, development, testing, and roll-out
phases of the website replacement project.
• Collaborate with City stakeholders throughout the process, ensuring regular
feedback opportunities during the design, development, and implementation
stages.
• Provide ongoing project management support, including regular status updates
and troubleshooting throughout the transition process.
H. Ongoing Maintenance, Hosting, and Security
• Provide hosting and maintenance services for the new website, ensuring uptime,
security, and system stability.
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• Ensure the website remains compliant with security standards, including those
related to data protection, user privacy, and accessibility.
• Offer regular updates, patches, and upgrades to keep the website in line with
emerging technology trends and security requirements.
• Provide ongoing customer support and troubleshooting services, as well as
regular check-ins to address long-term needs and sustainability.
I. Out of Scope
• This project only pertains to the City of Evanston's primary website domain
(www.cityofevanston.org); it does not include the Evanston Public Library
website (www.epl.org) or other affiliate City websites.
• Currently, we are not pursuing citizen portal options for the website, as we do
not have the bandwidth to launch this feature. This may be a feature we revisit
in the future.
The City expects the Vendor to meet all requirements as outlined in the “Project Requirements
Table” (see attached) and maintain a collaborative, transparent process throughout the
project. All work must align with the City’s accessibility, security, and branding standards while
supporting future scalability and sustainability.
3.0 INSURANCE
Consultant shall carry and maintain at its own cost with such companies as are reasonably
acceptable to City all necessary liability insurance (which shall include as a minimum the
requirements set forth below) during the term of this Agreement, for damages caused or
contributed to by Consultant, and insuring Consultant against claims which may arise out of
or result from Consultant’s performance or failure to perform the Services hereunder.
The consultant must provide an insurance certificate naming the City of Evanston as an
additional insured and will provide a variety of insurances including:
● comprehensive general liability - $3,000,000 combined single limit for each occurrence
for bodily injury and property damage – designating the City as Additional Insured
● Workers Compensation - Statutory Limits
● Automobile Liability - $1,000,000 per occurrence for all claims arising out of bodily
injuries or death and property damages.
● errors and omissions or professional liability insurance - $1,000,000
The surety and the insurance company must have not less than an A+ rating from the Alfred
M. Best Co., Inc. and be approved by the City of Evanston.
Consultant’s certificate of insurance shall contain a provision that the coverage afforded under
the policy(s) will not be canceled or reduced without thirty (30) days prior written notice (hand
delivered or registered mail) to City.
4.0 SUBMITTAL REQUIREMENTS
The City will no longer accept hard copy paper submittals for any solicitation. Responses
will only be accepted electronically via E-bidding through DemandStar. Respondents are still
required to complete all of the bid documents and provide all of the requested information in
a pdf file(s). Please refer to attached DemandStar e-bidding documents.
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ANY PROPOSALS RECEIVED AFTER THE SUBMITTAL DEADLINE, WILL BE NOT BE
ACCEPTED. It is the sole responsibility of the proposer to insure that his or her proposal is
delivered by the stated time. THE CITY IS NOT RESPONSIBLE FOR INCOMPLETE
UPLOADED SUBMITTALS..
A. Cover Letter
The cover letter will include the following:
• introduction of firm signed by an authorized Principal of the firm
• name of firm
• address of firm
• phone number of the firm submitting the proposal
• include the name and signature of an authorized binding official who is authorized to
answer questions regarding the firm’s proposal
B. Qualifications and Experience of Firm and/or Team
• All respondents shall describe other contracts (at least 5, but no more than 10) similar
in scope, size or discipline to the required services described herein, performed or
undertaken within the past five years. When possible, please provide links to work
samples.
• The respondent must provide references, including name, address and telephone
number of a contact person for each project identified and described.
• Indicate commencement dates, duration and type of operation.
• Provide a list of all Municipal clients in Illinois.
C. Area/Regional Manager(s)
Clearly identify the professional staff person(s) who would be assigned as your Area/Regional
Manager(s) and provide resumes. The proposal should indicate the abilities, qualifications
and experience of these individuals.
D. Fees
Provide a copy of your fees/prices on the attached price/costs form (see page 18).
E. Contract
The City has attached its standard contract in Exhibit J (see page 33– Professional Services
Agreement). Identify all exceptions to the agreement that would prevent your Firm from
executing it. The City shall not consider or negotiate regarding exceptions submitted at any
time after the submission of the Proposer’s respon se.
5.0 ADDITIONAL SUBMISSION REQUIREMENTS
A. Project Requirements Table (See Attachments for Excel spreadsheet, or the
Google Sheets template (available online)
• Complete this table by indicating which aspects of the project and functional
requirements you can fulfill (Column C), using the “Vendor Comments” column
as needed to address nuances or additional features.
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6.0 M/W/D/EBE GOALS
The City has a goal of 25% of the contract amount for the participation and utilization of
Minority-Owned, Women-Owned, Disadvantaged and Evanston-based businesses
(M/W/D/EBEs) in completing a portion of the services required by the City. All respondents
must submit a statement of the proposed involvement of M/W/D/EBEs in completing a portion
of the required services. Provide a copy of the certification for M/W/D/EBEs that will assist in
achieving the M/W/D/EBE goal with your submittal as well as the appr opriate M/W/D/EBE
forms or Request for Waiver. Any questions regarding M/W/D/EBE compliance should be
submitted in writing to Tammi Nunez Purchasing Manager at tnunez@cityofevanston.org.
7.0 EVALUATION CRITERIA
The City will select the successful firm through an evaluation process based on the firm
meeting the specifications which are outlined in this RFP. A review committee will review in
detail all proposals that are received. During the evaluation process, the City may require a
Proposer’s representative to answer questions with regard to the proposal and/or make a
formal presentation to the review committee. The review committee will make a
recommendation to award the contract based on the criteria set forth below. This contract will
be forwarded to the City Council for final approval.
The evaluation criteria listed below will be used in the selection of the successful Proposer.
A. Qualifications & Expertise
B. Price
C. Organization and Completeness of Proposal
D. Willingness to Execute the City of Evanston’s Professional Services Agreement
E. M/W/D/EBE Participation
F. Alignment with Project Needs
8.0 SELECTION PROCESS
The City will select a firm on the basis of the responsiveness of the proposal to the RFP
submittal requirements, the evaluation criteria stated above and the demonstrated willingness
to execute an acceptable written contract. The City reserves the right t o reject any or all
proposals, and to request written clarification of proposals and supporting materials from the
Proposer.
While it is the intent of the City to award a single firm, the City reserves the right to award in
part or in whole and to select multiple firms and/or individuals, depending on whichever
decision is deemed to be most advantageous to the City.
Responses may be rejected if the firm fails to perform any of the following:
A. Adhere to one or more of the provisions established in this Request for Proposal.
B. Demonstrate competence, experience, and the ability to provide the services
described in this Request for Proposal.
C. Submit a response on or before the deadline and complete all required forms.
D. To fulfill a request for an oral presentation.
E. To respond to a written request for additional information.
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Discussions and/or interviews may be conducted with responsible firms that have submitted
proposals in order to clarify certain elements. All proposals shall be afforded fair and equal
treatment with respect to any opportunity for clarification. In conducting discussion, there shall
be no disclosure of information derived from proposals submitted by competing firms. The
selection shall be done by the City’s review committee and will be recommended to the City
Council for final approval.
If the City is unable to reach any sort of agreement with the selected firm, the City will
discontinue negotiations with the selected firm and begin negotiations with the firm ranked
second and so on until agreement is reached.
The firm to be recommended to the City Council will be the one whose proposal is determined
to be the most advantageous to the City in consideration of price and all other evaluation
factors which are set forth in this Request for Proposal No other factors or criteria not listed
in this RFP shall be used in the evaluation.
9.0 PROPOSED SCHEDULE
The tentative schedule for this RFP and project process is as follows:
1. RFP issued…………………………….October 24, 2024
2. Last Day to submit questions………..October 31, 2024
3. Final Addendum Issued………………November 6, 2024
4. RFP Submission Due Date…………..November 12, 2024
5. Period for Demos (tentative)…………TBD
6. City Council Award of Contract………TBD
7. Contract Effective…………………… .TBD
10.0 QUESTIONS REGARDING RFP
All questions related to this RFP should be submitted in writing to Linda Thomas, Purchasing
Specialist at lithomas@cityofevanston.org with a copy to Caroline McCraw at
cmccraw@cityofevanston.org
11.0 GENERAL TERMS AND CONDITIONS
A. Confidentiality
In connection with this Agreement, City may provide Consultant with information to enable
Consultant to render the Services hereunder, or Consultant may develop confidential
information for City. Consultant agrees (i) to treat, and to obligate Consultant’s employees to
treat, as secret and confidential all such information whether or not identified by City as
confidential, (ii) not to disclose any such information or make available any reports,
recommendations and /or conclusions which Consultant may make for City to any person,
firm or corporation or use the same in any manner whatsoever without first obtaining City’s
written approval, and (iii) not to disclose to City any information obtained by Consultant on a
confidential basis from any third party unless Consultant shall have first received written
permission from such third party to disclose such information.
Pursuant to the Illinois Freedom of Information Act, 5 ILCS 140/7(2), records in the
possession of others whom the City has contracted with to perform a governmental function
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are covered by the Act and subject to disclosure within limited statutory timeframes (five (5)
working days with a possible five (5) working day extension). Upon notification from the City
that it has received a Freedom of Information Act request that calls for records within the
Consultant’s control, the Consultant shall promptly provide all requested records to the City
so that the City may comply with the request within the required timeframe. The City and the
Consultant shall cooperate to determine what records are subject to such a request and
whether or not any exemption to the disclosure of such records or part thereof is applicable.
The Purchasing Specialist will endeavor to advise the firm of any request for the disclosure of
the material so marked with “TRADE SECRET”, “CONFIDENTIAL”, or “PROPRIETARY”, and
give the firm or other submitting party the opportunity to seek a court order to protect such
materials from disclosure. If the requested material was submitted by a party other than the
firm, then the firm shall be solely responsible for notifying the submitting party of the request.
The City’s sole responsibility is to notify the firm of the request for disclosure, and the City
shall not be liable for any damages resulting out of such disclosure, whether such disclosure
is deemed required by law, by an order of court or administrative agency, or occurs through
inadvertence, mistake, negligence on the part of the City or its officers, or employees.
B. Withdrawal of Proposal
Proposals may be withdrawn prior to the submittal deadline. Withdrawal may be attained by
written request; however, no offer can be withdrawn within the ninety (90) day period which
occurs after the time is set for closing. Proposers who withdraw their pro posals prior to the
designated date and time may still submit another proposal if done in accordance with the
proper time frame.
C. Exceptions to Specifications
Exceptions to these specifications shall be listed and explained on a separate page titled
“Exceptions to Specifications”, which shall be prepared by the Proposer. This page shall then
be attached to these documents and submitted at the same time as the proposal. Each
exception must refer to the page number and paragraph to which it is relevant. The nature
and reasoning of each exception shall be explained in its entirety. Any exceptions to these
specifications may be cause for rejection of the proposal.
D. Hold Harmless
Consultant shall defend, indemnify and hold harmless the City and its officers, elected and
appointed officials, agents, and employees from any and all liability, losses, or damages as a
result of claims, demands, suits, actions, or proceedings of any kind or nature, including but
not limited to costs, and fees, including attorney’s fees, judgments or settlements, resulting
from or arising out of any negligent or willful act or omission on the part of the Consultant or
Consultant’s sub-contractors, employees, agents or sub-contractors during the performance
of this Agreement. Such indemnification shall not be limited by reason of the enumeration of
any insurance coverage herein provided. This provision shall survive completion, expiration,
or termination of this Agreement.
Nothing contained herein shall be construed as prohibiting the City, or its officers, agents, or
employees, from defending through the selection and use of their own agents, attorneys, and
experts, any claims, actions or suits brought against them. The Con sultant shall be liable for
the costs, fees, and expenses incurred in the defense of any such claims, actions, or suits.
Nothing herein shall be construed as a limitation or waiver of defenses available to the City
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and employees and agents, including but not limited to the Illinois Local Governmental and
Governmental Employees Tort Immunity Act, 745 ILCS 10/1-101 et seq.
At the City Corporation Counsel’s option, Consultant must defend all suits brought upon all
such Losses and must pay all costs and expenses incidental to them, but the City has the
right, at its option, to participate, at its own cost, in the defense of an y suit, without relieving
Consultant of any of its obligations under this Agreement. Any settlement of any claim or suit
related to this Agreement by Consultant must be made only with the prior written consent of
the City Corporation Counsel, if the settlement requires any action on the part of the City.
To the extent permissible by law, Consultant waives any limits to the amount of its obligations
to indemnify, defend, or contribute to any sums due under any Losses, including any claim by
any employee of Consultant that may be subject to the Illinois Workers Compensation Act,
820 ILCS 305/1 et seq. or any other related law or judicial decision, including but not limited
to, Kotecki v. Cyclops Welding Corporation, 146 Ill. 2d 155 (1991). The City, however, does
not waive any limitations it may have on its liability under the Illinois Workers Compensation
Act, the Illinois Pension Code or any other statute.
Consultant shall be responsible for any losses and costs to repair or remedy work performed
under this Agreement resulting from or arising out of any act or omission, neglect, or
misconduct in the performance of its Work or its sub -consultants’ work. Acceptance of the
work by the City will not relieve the Consultant of the responsibility for subsequent correction
of any such error, omissions and/or negligent acts or of its liability for loss or damage resulting
therefrom. All provisions of this Section shall survive completion, expiration, or termination of
this Agreement.
E. Addenda
Any and all changes to these documents are valid only if they are included via written
addendum to all respondents. Each respondent should acknowledge receipt of any addenda
by indicating same in their proposal submission. Each respondent acknowledging r eceipt of
any addenda is responsible for the contents of the addenda and any changes to the proposal
therein. Failure to acknowledge any addenda may cause the proposal to be rejected.
Addenda information is available over the internet at City of Evanston Notices & Documents
or www.demandstar.com, or by contacting the Purchasing Office, 847-866-2935.
F. Term
The contract term desired is for a period of three (3) years with two (2) additional one (1) year
options to renew. The City may terminate a contract for either cause or convenience.
G. Non-Appropriation of Funds
The City of Evanston reserves the right to terminate in whole or in part of the contract in the
event that insufficient funds to complete the contract are appropriated by Evanston City
Council.
H. Property of the City
All discoveries and documents produced as a result of any service or project undertaken on
behalf of the City of Evanston shall become the property of the City.
I. Payment Terms
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The consultant shall submit invoices detailing the services provided, project, professional
staff, and hours. Payment shall be made in accordance with the Local Government Prompt
Payment Act. Please note that failure to provide a detailed invoice could res ult in delay of
payment and include termination of any agreement.
J. Disclosures and Potential Conflicts of Interest
The City of Evanston’s Code of Ethics prohibits public officials or employees from performing
or participating in an official act or action with regard to a transaction in which he has or knows
he will thereafter acquire an interest for profit, without full public dis closure of such
interest. This disclosure requirement extends to the spouse, children and grandchildren, and
their spouses, parents and the parents of a spouse, and brothers and sisters and their
spouses.
To ensure full and fair consideration of all proposals, the City of Evanston requires all
Proposers including owners or employees to investigate whether a potential or actual conflict
of interest exists between the Proposer and the City of Evanston, its of ficials, and/or
employees. If the Proposer discovers a potential or actual conflict of interest, the Proposer
must disclose the conflict of interest in its proposal, identifying the name of the City of
Evanston official or employee with whom the conflict may exist, the nature of the conflict of
interest, and any other relevant information. The existence of a potential or actual conflict of
interest does NOT, on its own, disqualify the disclosing Proposer from
consideration. Information provided by Proposers in this regard will allow the City of Evanston
to take appropriate measures to ensure the fairness of the proposal process.
The City requires all Proposers to submit a certification, enclosed with this RFP, that the
Proposer has conducted the appropriate investigation and disclosed all potential or actual
conflicts of interest.
K. Protests
Any actual or prospective Proposer, who is aggrieved in connection with the solicitation or
award of a contract, may protest to the Purchasing Office. The protest shall be submitted in
writing within ten (10) calendar days after such aggrieved person knows or should have known
of the facts giving rise thereto.
• The Proposer shall submit any protests or claims regarding this solicitation to the
Purchasing Office.
• A pre-bid protest must be filed five (5) days before the bid opening or proposal
submittal.
• A pre-award protest must be filed no later than ten (10) days after the bid opening
date or proposal deadline.
• A post-award protest must be filed no later than ten (10) days after the award of the
Contract.
All claims by a Proposer against the City relating to a contract shall be submitted in writing to
the Purchasing Specialist. The City will only consider protests that are properly and timely
submitted.
All protests or claims must set forth the name and address of the protester, the contract
number, the grounds for the protest or claim, and the course of action that the protesting party
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desires the Purchasing Specialist to take. Statements shall be sworn and submitted under
penalty of perjury.
L. Authority To Resolve Protests And Contract Claims
Protests: The Purchasing Specialist shall have the authority to consider and resolve a protest
of an aggrieved Proposer, actual or prospective, concerning the solicitation or award of a
contract. The City shall issue a written decision and that decision is final.
Contract Claims: The Purchasing Specialist, after consulting with Corporation Counsel, shall
have the authority to resolve contract claims, subject to the approval of the City Manager or
City Council, as applicable, regarding any settlement that will result in a change order or
contract modification.
Each Proposer, by submitting a response to this RFP, expressly recognizes the limitations on
its rights to protest provided in this Section and expressly waives all other rights and remedies
and agrees that the decision on the protest is final and conclusi ve. If a Proposer disregards,
disputes or does not follow the exclusive protest remedies provided in this Section, it shall
indemnify and hold the City and its officers, employees, agents and consultants harmless
from and against all liabilities, fees and costs, including legal and consultant fees and costs,
and damages incurred or suffered as a result of such Proposer’s actions. Each Proposer, by
submitting a response to this RFP, shall be deemed to have irrevocably and unconditionally
agreed to this indemnity obligation.
M. Litigation
For purposes of this Section, the following terms are defined as follows:
“issue” means any prior or pending litigation or investigation, either civil or criminal, or any
governmental agency action or proceeding (the “issue”), which may affect the performance of
the services to be rendered herein. For purposes of this Section, an “issue” shall also include
any criminal, civil, or administrative penalty or finding imposed against any covered
individual. An issue occurring within seven (7) years of the date preceding the date of the
Proposer’s response shall be disclosed by the Proposer.
“covered individual” means any principal, president, managing partner, or vice -president,
affiliated in anyway with the Firm, and the Firm’s employees or sub-contractors.
All proposers shall identify and describe with particularity any issue. The City, and not
Proposer, has the sole discretion to determine whether an issue may affect the performance
of the services. Failure of any Proposer to comply with this mandatory obligation shall, at
the City’s sole discretion, result in the Proposer’s response being deemed non -responsive
and not responsible. Failure of any Proposer to comply with the obligation specified herein
may result in the voiding any subsequent contract a ward to Proposer if the City discovers
upon the exercise of its customary due diligence that Proposer failed to comply with the
mandatory obligation in this Section. The City reserves all rights to take any other actions in
the case of a Proposer’s non-compliance with this Section.
N. Sub-contractors
If any firm submitting a proposal intends on sub -contracting out all or any portion of the
engagement, that fact, and the name of the proposed sub-contracting firm(s) must be clearly
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disclosed in the proposal. Following the award of the contract, no additional sub -contracting
will be allowed without the prior written consent of the City of Evanston.
O. Contact with City Personnel
All Proposers are prohibited from making any contact with the City Manager, City Council, or
any other official or employee of the City with regard to the Project, other than in the manner
and to the person(s) designated herein. The Purchasing Specialist reserves the right to
disqualify any Proposer found to have contacted City Personnel in any manner with regard to
the Project. Additionally, if it is determined that the contact with City Personnel was in
violation of any provision of 720 ILCS 5/33EE, the matter may be referred to the Cook County
State’s Attorney for review and prosecution.
P. Costs Incurred
The City of Evanston assumes no responsibility or liability for costs incurred by the Proposer
prior to the execution of a contract. This includes costs incurred by the Proposer as a result
of preparing a response to this RFP.
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Website Project + Maintenance Cost Sheet
Year 1
Implementation
& Maintenance
Year 2
Maintenance
Year 3
Maintenance
Year 4
(Option to
Renew)
Maintenance
Year 5 (Option
to Renew)
Maintenance
Migration
Redesign
Training
Support &
Maintenance
Accessibility
Tool(s)
(Optional)
Other
Expenses
Total:
Other Expenses:
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
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Exhibit A
DISCLOSURE OF OWNERSHIP INTERESTS
The City of Evanston Code Section 1-18-1 et seq. requires all persons (APPLICANT) seeking
to do business with the City to provide the following information with their proposal. Every
question must be answered. If the question is not applicable, answer with "NA".
APPLICANT NAME: ______________________________________
APPLICANT ADDRESS: ______________________________________
TELEPHONE NUMBER: ______________________________________
FAX NUMBER: ______________________________________
APPLICANT is (Check One)
( ) Corporation
( ) Partnership
( ) Sole Owner
( ) Association
Other ( ) ________________________________________________________
Please answer the following questions on a separate attached sheet if necessary.
SECTION I CORPORATION
1a. Names and addresses of all Officers and Directors of Corporation.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
1b. (Answer only if corporation has 33 or more shareholders.)
Names and addresses of all those shareholders owning shares equal to or in excess of 3%
of the proportionate ownership interest and the percentage of shareholder interest. (Note:
Corporations which submit S.E.C. form 10K may substitute that statement for the material
required herein.)
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
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1c. (Answer only if corporation has fewer than 33 shareholders.)
Names and addresses of all shareholders and percentage of interest of each herein. (Note:
Corporations which submit S.E.C. form 10K may substitute that statement for the material
requested herein.)
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
SECTION 2 PARTNERSHIP/ASSOCIATION/JOINT VENTURE
2a. The name, address, and percentage of interest of each partner whose interests
therein, whether limited or general, is equal to or in excess of 3%.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
2b. Associations: The name and address of all officers, directors, and other members with
3% or greater interest.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
SECTION 3 - TRUSTS
3a. Trust number and institution.
______________________________________________________________________
3b. Name and address of trustee or estate administrator.
______________________________________________________________________
______________________________________________________________________
3c. Trust or estate beneficiaries: Name, address, and percentage of interest in total entity.
______________________________________________________________________
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______________________________________________________________________
SECTION 4 ALL APPLICANTS - ADDITIONAL DISCLOSURE
4a. Specify which, if any, interests disclosed in Section 1, 2, or 3 are being held by an
agent or nominee, and give the name and address of principal.
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
4b. If any interest named in Section 1,2, or 3 is being held by a "holding" corporation or
other "holding" entity not an individual, state the names and addresses of all parties holding
more than a 3% interest in that "holding" corporation or entity as r equired in 1(a), 1(b), 1(c),
2(a), and 2(b).
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
4c. If "constructive control" of any interest named in Sections 1,2, 3, or 4 is held by another
party, give name and address of party with constructive control. ("Constructive control" refers
to control established through voting trusts, proxies, or special terms of venture of partnership
agreements.)
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
I have not withheld disclosure of any interest known to me. Information provided is accurate
and current.
______________________ ______________________________________
Date Signature of Person Preparing Statement
______________________________________
Title
ATTEST: ____________________________
Notary Public
(Notary Seal)
Commission Expires: _____________________
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EXHIBIT B
ADDITIONAL INFORMATION SHEET
Proposal Name: _______________________________________________
Proposal Number #: _________________________________________________
Company Name: __________________________________________________
Contact Name: ___________________________________________________
Address: ________________________________________________________
City,State, Zip: ____________________________________________________
Telephone/FAX: #_________________________________________________
E-mail: __________________________________________________________
Comments: _____________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
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Exhibit C
CONFLICT OF INTEREST FORM
___________________________________________________, hereby certifies that it has
conducted an investigation into whether an actual or potential conflict of interest exists
between the bidder, its owners and employees and any official or employee of the Ci ty of
Evanston.
Proposer further certifies that it has disclosed any such actual or potential conflict of interest
and acknowledges if bidder/Proposer has not disclosed any actual or potential conflict of
interest, the City of Evanston may disqualify the bid/proposal.
______________________________________________________________________
(Name of Bidder/Proposer if the Bidder/Proposer is an Individual)
(Name of Partner if the Bidder/Proposer is a Partnership)
(Name of Officer if the Bidder/Proposer is a Corporation)
The above statements must be subscribed and sworn to before a notary public. Subscribed
and Sworn to this _____ day of ______________, 20
Notary Public
Failure to complete and return this form may be considered sufficient reason for rejection of
the bid / proposal.
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Exhibit D
ACKNOWLEDGEMENT OF UNDERSTANDING
THE SECTION BELOW MUST BE COMPLETED IN FULL AND SIGNED
The undersigned hereby certifies that they have read and understand the contents of this
solicitation and attached service agreements, and agree to furnish at the prices shown
any or all of the items above, subject to all instructions, conditions, specifications and
attachments hereto. Failure to have read all the provisions of this solicitation shall not be
cause to alter any resulting contract or to accept any request for additional compensation.
By signing this document, the Proposer hereby certifies that they are not barred from
bidding on this contract as a result of bid rigging or bid rotating or any similar offense (720
ILCS S/33E-3, 33E-4).
Authorized
Signature:
Company
Name:
Typed/Printed
Name:
Date:
Title: Telephone
Number:
Email: Fax
Number:
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Exhibit E
ANTI-COLLUSION AFFIDAVIT AND PROPOSER’S CERTIFICATION
______________________________________, being first duly sworn,
deposes and says that he is ________________________________________
(Partner, Officer, Owner, Etc.)
of ________________________________
(Proposer)
The party making the foregoing proposal or bid, that such bid is genuine and not collusive, or
sham; that said bidder has not colluded, conspired, connived or agreed, directly or indirectly,
with any bidder or person, to put in a sham bid or to refrain fro m bidding, and has not in any
manner, directly or indirectly, sought by agreement or collusion, or communication or
conference with any person; to fix the bid price element of said bid, or of that of any other
bidder, or to secure any advantage against any other bidder or any person interested in the
proposed contract.
The undersigned certifies that he is not barred from bidding on this contract as a result of a
conviction for the violation of State laws prohibiting bid-rigging or bid-rotating.
(Name of Bidder if the Bidder is an Individual)
(Name of Partner if the Bidder is a Partnership)
(Name of Officer if the Bidder is a Corporation)
The above statements must be subscribed a sworn to before a notary public.
Subscribed and Sworn to this ________ day of _____________________, 20
__________________________________________
Notary Public
Commission Expires: ________________________
Failure to complete and return this form may be considered sufficient reason for rejection of
the bid.
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EXHIBIT F
CITY OF EVANSTON M/W/D/EBE POLICY
A City of Evanston goal is to provide contracting and sub -contracting opportunities to Minority
Business Enterprises, Women Business Enterprises, Disadvantaged and Evanston Business
Enterprises. The goal of the Minority, Women, Disadvantaged and Evanston Business
Enterprise Program (M/W/D/EBE) is to assist such businesses with opportunities to grow. To
assist such growth, the City’s goal is to have general contractors utilize M/W/D/EBEs to
perform no less than 25% of the awarded contract.
Firms bidding on projects with the City must work to meet the 25% goal or request a waiver
from participation. It is advised that bidders place advertisements requesting sub -contractors
and that they email or contact individual firms that would be appropriate to partner in response
to the project. For samples of possible advertisements, see the City of Evanston’s Business
Diversity Section http://www.cityofevanston.org/business/business-diversity/ (Sample
Advertisement ). If you request a paper copy of the additional documents, it will be available
free of charge from the Purchasing Office, 2100 Ridge Road Suite 4200, Evanston, IL 60201.
If a bidder is unable to meet the required M/W/D/EBE goal, the Bidder must seek a waiver or
modification of the goal on the attached forms. Bidder must include:
1. A narrative describing the Bidder’s efforts to secure M/W/D/EBE participation prior to
the bid opening.
2. Documentation of each of the assist agencies that were contacted, the date and
individual who was contacted, and the result of the conversation (see form)
3. A letter attesting to instances where the bidder has not received inquiries/proposals
from qualified M/W/D/EBEs
4. Names of owners, addresses, telephone numbers, date and time and method of
contact of qualified M/W/D/EBE who submitted a proposal but was not found
acceptable.
5. Names of owners, addresses, telephone numbers, date and time of contact of at least
15 qualified M/W/D/EBEs the bidder solicited for proposals for work directly related to
the Bid prior to the bid opening (copies must be attached).
If a bidder is selected with a Sub-contractor listed to meet the M/W/D/EBE goal, a “monthly
utilization report” will be due to the City prior to each payment being issued to the Contractor.
This report will include documentation of the name of the firm hired, the type of work that firm
performed, etc. Should the M/W/D/EBE not be paid according to the schedule proposed in
this document, the City reserves the right to cancel the contract. Examples of this monthly
form can be found on the City’s website: http://www.cityofevanston.org/business/business-
diversity/ (MWDEBE Monthly Utilization Report).
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EXHIBIT G
M/W/D/EBE PARTICIPATION COMPLIANCE FORM
I do hereby certify that
_________________________________________________ (Name of firm) intends to
participate as a Subcontractor or General Contractor on the project referenced above.
This firm is a (check only one):
______ Minority Business Enterprise (MBE), a firm that is at least 51% managed and
controlled by a minority, certified by a certifying agency within Illinois.
______ Women’s Business Enterprise (WBE), a firm that is at least 51% managed and
controlled by a woman, certified by a certifying agency within Illinois.
______ Disadvantaged Business Enterprise (DBE), a firm that is at least 51% managed
and controlled by a disadvantaged, certified by a certifying agency within Illinois.
______ Evanston Based Enterprise (EBE), a firm located in Evanston for a minimum of
one year and which performs a “commercially useful function”.
Total proposed price of response $_____________________
Amount to be performed by a M/W/D/EBE $_____________________
Percentage of work to be performed by a M/W/D/EBE _____________________%
Information on the M/W/D/EBE Utilized:
Name __________________________________________________________
Address ____________________________________________________
Phone Number
Signature of firm attesting to participation ____________________________
Title and Date ____________________________________________________
Type of work to be performed ________________________________________
Please attach:
1. Proper certification documentation if applying as a M/W/DBE and check the
appropriate box below. This M/W/DBE will be applying with documentation from:
Cook County ❒ State Certification
❒ Federal Certification ❒ Women’s Business Enterprise National Council
❒ City of Chicago ❒ Chicago Minority Supplier Development Council
2. Attach business license if applying as an EBE
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EXHIBIT G
M/W/D/EBE UTILIZATION SUMMARY REPORT
The following Schedule accurately reflects the value of each MBE/WBE/DBE/EBE sub-
agreement, the amounts of money paid to each to date, and this Pay Request. The total
proposed price of response submitted is _____________________.
MBE/WBE/DBE/EBE
FIRM NAME
FIRM TYPE
(MBE/WBE
/DBE/EBE)
SERVICES
PERFORMED
AMOUNT OF
SUB-
CONTRACT
PERCENT OF
TOTAL
CONTRACT
AMOUNT
$
$
$
$
$
$
$
$
$
$
$
$
$
$
TOTAL
$
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Exhibit H
M/W/D/EBE PARTICIPATION WAIVER REQUEST
I am ___ of _____, and I have
authority to
(Title) (Name of Firm)
execute this certification on behalf of the firm. I ___________ do
(Name)
hereby certify that this firm seeks to waive all or part of this M/W/D/EBE paritcipation goal
for the following reason(s):
(CHECK ALL THAT APPLY. SPECIFIC SUPPORTING DOCUMENTATION MUST BE
ATTACHED.)
______ 1. No M/W/D/EBEs responded to our invitation to bid.
______ 2. An insufficient number of firms responded to our invitation to bid.
For #1 & 2, please provide a narrative describing the outreach efforts from your firm
and proof of contacting at least 15 qualified M/W/D/EBEs prior to the bid opening.
Also, please attach the accompanying form with notes regarding contacting the Assist
Agencies.
______ 3. No sub-contracting opportunities exist.
Please attach a written explanation of why sub-contracting is not feasible. Please
provide details supporting your request.
______ 4. M/W/D/EBE participation is impracticable.
Please attach a written explanation of why M/W/D/EBE participation is impracticable.
Please provide details supporting your request.
Therefore, we request to waive _____of the 25% utilization goal for a revised goal of _____%.
Signature: Date:
(Signature)
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EXHIBIT I
M/W/D/EBE Assistance Organizations (“Assist Agencies”) Form
AGENCY DATE
CONTACTED
CONTACT
PERSON
RESULT OF
CONVERSATION
Association of Asian Construction
Enterprises (AACE)
5500 Touhy Ave., Unit K
Skokie, IL. 60077
Phone: 847-525-9693
Perry Nakachii, President
Black Contractors United (BCU)
400 W. 76th Street
Chicago, IL 60620
Phone: 773-483-4000;
Fax: 773-483-4150
Email: bcunewera@ameritech.net
Chicago Minority Business
Development Council
105 West Adams Street
Chicago, Illinois 60603
Phone: 312-755-8880;
Fax: 312-755-8890
Email: info@chicagomsdc.org
Shelia Hill, President
Evanston Minority Business
Consortium, Inc.
P.O. Box 5683
Evanston, Illinois 60204
Phone: 847-492-0177
Email: embcinc@aol.com
Federation of Women Contractors
5650 S. Archer Avenue
Chicago, Illinois 60638
Phone: 312-360-1122;
Fax: 312-360-0239
Email: FWCChicago@aol.com
Contact Person: Beth Doria
Maureen Jung, President
Hispanic American Construction
Industry (HACIA)
901 W. Jackson, Suite 205
Chicago, IL 60607
Phone: 312-666-5910;
Fax: 312-666-5692
Email: info@haciaworks.org
Women’s Business Development Ctr.
8 S. Michigan Ave, Suite 400
Chicago, Illinois 60603
Phone: 312-853-3477 X220;
Fax: 312-853-0145
Email: wbdc@wbdc.org
Carol Dougal, Director
PLEASE NOTE: Use of M/W/D/EBE Assistance Organizations (“Assist Agencies”) Form
and agencies are for use as a resource only. The agencies and or vendors listed are not referrals or
recommendations by the City of Evanston.
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Exhibit J
Professional Services Agreement Acknowledgement Page
The City has attached its standard professional services agreement as an exhibit to this RFP.
Identify all exceptions to the agreement that would prevent your firm from executing it . The
City shall not consider or negotiate regarding exceptions submitted at any time after
the submission of the Proposer’s response. Please check one of the following statements:
____I have read the professional services agreement and plan on executing the agreement
without any exceptions.
My firm cannot execute the City’s standard professional service agreement unless the
exceptions noted below or in the attached sample professional services agreement are made.
***Please be aware that submitting exceptions to the contract may impact the likelihood
of your firm being selected to perform this work.
List exceptions in the area below:
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
________________________________________
Authorized
Signature:
Company
Name:
Typed/Printed
Name and Title:
Date
:
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Exhibit J
Consultant Certification and Verification
I certify in accordance with the Professional Services Agreement, the agents, employees
and subcontractors of [CONSULTANT FIRM] are in compliance and will comply with City
work rules and policies applicable to City employees while they are on City property ,
including the City’s Workplace Harassment Policy; COVID-19 Vaccination Policy; and
Sexual Harassment Policy. I further certify that the agents, employees and subcontractors
of [CONSULTANT FIRM] are in compliance with OSHA emergency temporary standard to
protect workers from coronavirus.
CONSULTANT:
By ________________________
Its: ________________________
FEIN Number: _______________
Date: _______________________
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EXHIBIT C
Consultant’s Response to Proposal
November 12, 2024
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Website Redesign Proposal for
The City of Evanston,
Illinois
Ph: 248-269-9263 x16 Fax: 866-346-8880 www.revize.com January 31, 2020
Prepared by Thomas J. Jean Thomas.Jean@revize.com
Ph: 248-269-9263 x8035 Fax: 866-346-8880 www.revize.com November 12, 2024
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Table of Contents
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Revize Clients!
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Colleen Roberts, New Bern, NC – Public Information Officer
“Revize is a beehive of creative thinkers who are interested in putting
your organization's communication objectives front and center.
They're extremely easy to work with and they're engaged every step
of the way. Before, during and after Revize did our site build, they
were super responsive any time we had questions or concerns. &
they're always open to new ideas too. We couldn't be happier!”
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Cover Letter
Dear City of Evanston Website Selection Committee
Thank you for considering Revize as your web development partner. For nearly two
decades, Revize has been a leader in providing high-quality, government-compliant
web solutions. A myriad of industry awards and hundreds of satisfied clients stand as
a testament to the quality and value of our work.
Visitors are drawn to websites that are appealing yet functional, user-friendly with a
plethora of services, and accessible on a wide range of devices. A Revize website will
allow your residents and businesses to easily fill out and submit documents, review
and pay bills and taxes, perform searches to answer frequently asked questions and
perform a suite of other tasks that would otherwise require staff assistance. What’s
more, a Revize website will enable you to increase staff productivity and decrease
costs by reducing off-line departmental operations.
Some of our great clients in include:
• City of Largo, FL www.largo.com
• New Bern, NC www.newbern-nc.org
• City of San Carlos, CA www.cityofsancarlos.org
• City of St. Petersburg, FL www.stpete.org
• City of Des Moines, IA www.dsm.city
• And Many More!
We will work closely with you to design and develop a dynamic, functional and easy
to navigate website that will perfectly fit your community. Then we empower you to
control your digital presence with the industry’s best administrative management
applications. Revize training ensures that your team has the skills needed to expertly
update and manage website content and delivery.
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Government clients select Revize because we can help them
• Effectively engage residents.
• Enhance their web presence and build an online communications center.
• Empower non-technical web content editors and administrators to easily execute
changes.
• Implement a scalable solution that allows them to affordably grow their web
presence for the long term.
“Revize Websites build engagement
with your constituents.”
We have worked hard to establish a reputation for creating online community
websites that engage, inform, and increase participation of your community. With
our help, your community’s website can serve your residents better, inspire them
more, and get them actively involved in your government.
Please contact me if you have any questions at all.
Sincerely,
Revize LLC – 150 Kirts Blvd. Troy, MI 48084
Thomas J. Jean - Project Manager - 248-269-9263 x8035 - Thomas.Jean@revize.com
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Qualifications and Experience
Thank you for considering Revize Software Systems for your new website project.
We understand the importance of this undertaking and know how motivated your
government/community is to selecting the right vendor; one who will work with you
through all the steps required to build the perfect website featuring a plethora of
high quality online services that your constituents will want to use regularly.
In more than two decades of working with government leaders, as well as through
nationwide surveys, we have learned that the key to choosing a website vendor is
finding the right balance between the total cost of the solution and the quality of the
design, online apps and user functionality. In simpler terms, you need a solution that
works for you and serves your constituents.
About Us
With approximately 3,000 government websites launched nationwide, Revize
Software Systems is one of the industry’s leading providers. We credit our rapid
growth to our 20-year track record of building award-winning government websites
and content management systems. When you work with Revize, you’re not just a
client, you become part of the Revize family and will receive the service and support
you need and expect! We are among the most highly respected government website
experts in the United States and we proudly stand by our work.
Our Innovative Responsive Web Design (RWD) and Web Apps
Revize has been a pioneer in implementing the latest trends in design by using
Responsive Web Design (RWD). This technology ensures that site visitors have an
optimal viewing experience — easy reading and navigation with a minimum of
resizing, panning, and scrolling — across a wide range of devices, from desktop
monitors to mobile phones. RWD provides flexible and fluid website layouts that
adapt to almost any screen. When you implement a dynamic new website powered
by Revize, you will not only get an outstanding look, layout and navigation, but you
also receive 24/7 access to our Government Communication Center for residents,
business and visitors.
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Here you will find the communication tools you need such as:
• Public Service Request App
• Calendar of Events
• E-Notification Modules
• On-Line Payment Portal
• Facilities Reservations
• News Center with Facebook/Twitter
Integration
• Emergency Alerts
• Online Forms / Survey Tools
• E-Newsletter Applications
• Job Posting and Tracking Module
• Public Records Request Tracker
Our Award-Winning Government CMS
Revize is renowned as a leader in providing practical, high-value, easy to use content
management software Government CMS. This simple-to-use yet powerful solution
enables clients to manage their online presence with high functionality and style.
With applications such as an online document center, public service request app,
public records request tracker, agendas and minutes, frequently asked questions and
more, Revize ensures that our clients have the tools they need to make information
and services available for website users at the click of a mouse.
Quick Deployment, Personalized Training and Support
Revize addresses time concerns by completing websites in considerably less time
than our competitors. And because our software is so easy to use, we are also able to
effectively train our clients in less than half the time it takes our competitors. Our
training program is customized based on each client’s needs, and we provide hands
on training the way you want it - either onsite or off site through web conferencing
tools. We pride ourselves on the skills of our support staff, who are responsive,
knowledgeable and helpful. Our online support portal is available 24X7X365 for issue
tracking and management. We also provide phone and email
support during regular business hours.
Did you know?
Our technical support staff are trained
developers. When you call for tech support,
you’ll be speaking to staff with direct
knowledge of development!
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Company Profile
FOUNDED
1995
HEADQUARTERS
150 Kirts Blvd.
Troy, MI 48084
PHONE
248-269-9263
WEB SITE
www.revize.com
Revize Software Systems was founded in June, 1995 as a "new media" development
company specializing in the creation of interactive web design, multimedia content
delivered on CD-ROM, and video production. Since then, Revize has made an
unsurpassed name for itself in the web/internet industry as THE master of
government website design, which remains our specialty. We now boast more than
3,000 websites launched in North America and have created acclaimed website
designs for hundreds of municipalities and counties, as well as government
departments and agencies. In September, 1996 as the Internet was becoming a
world-wide reality, Revize began developing a Web Content Management System
(CMS) for the government market to enable non-technical contributors to quickly
and easily update content on their websites. The result was the creation of our state-
of-the-art Revize Government CMS. Our mission has always been to enhance the
communications of government organizations nationwide with their varied and
valued audiences. This is based on our vision statement, which reads:
“The empowerment of people
through simplified information
management technologies.”
Focused exclusively on creative web design, government web apps and content
management technologies, Revize continues to invest in its technology, continually
adding new capabilities and features that manifest our vision. While many
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municipalities choose Revize to develop and cost-effectively manage their website
content, clients also use Revize as an information-sharing platform. Our suite of
Revize Government web-based solutions has proven valuable as a powerful
technology that empowers clients to build and maintain sophisticated web sites, all
while using the Internet and internal Intranets/Extranets to acquire, analyze, process,
summarize and share information – ensuring that the right people always have the
right information at the right time.
“We are proud of our award winning web designs,
technologies, continued innovations to build
government centric modules and apps, web content
management, training and support capabilities. We
are especially proud of being recognized as one of
the industry’s top government website experts and
innovators. We are committed to pursuing the
continued evolution of all our services to provide
increased value to our government clients.”
Did you know?
Revize has won national awards for our
websites!
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Minority Business Enterprise
Revize is proud to be certified as both a Minority Business Enterprise and a Certified
Small Business. We’ve included those certifications as attachments to this proposal.
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Revize Illinois Clients!
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Government Project Experience/References
The City of Olympia, Washington
www.olympiawa.gov
3CMA Savvy Award Winner
Details:
The City of Olympia, the Capitol City of Washington, presented a unique opportunity
for Revize and the City’s web team. This website features an extremely innovative
homepage. As users scroll from one section to the next, they can explore different
trending topics, services, news, events, and much more in an extremely modern
fashion. We built this website to be one of the most visually inspiring, but also most
functional websites in the United States. With the unique design coupled with
features such as a curated “smart search” feature and online interactive forms, this
website makes a strong case for that title!
Joshua Linn – Website Administrator – 360.570.3782 – Jlinn@ci.olympia.wa.us
Spring 2022
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Pasco County, Florida
www.pascocountyfl.net
Details:
Pasco County, a Florida County of nearly 600,000 residents, came to Revize wanting
the best website possible for their constituents and a true partnership with their
website vendor. Having previously experience less than stellar service from another
vendor, the county was ready for a quick change. Together, Revize and Pasco
County launched this website, and an employee intranet in less than four months.
This is a fantastic representation of the things Revize is able to accomplish with a
motivated County like Pasco!
Bryan Shaw – Web Content Developer – 727.815.7177 x8226 – bshaw@mypasco.net
Winter 2023/24
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City of Golden, Colorado
www.cityofgolden.gov
Details:
The City of Golden, CO came to Revize for a website that was completely different.
Coming from an outdated website, they wanted to work with a vendor that could
turn their website into a site iconic in Colorado. Page layouts were created to allow
unique interaction with the City. This included board listings, Q&As, interactive park
directories, and a resident focused navigation. This site improves the online
experience for residents, business owners, and visitors!
Clarissa Cutrell – Digital Content Specialist – 303.384.8103 –
ccutrell@cityofgolden.net
Launched Summer 2024
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City of San Carlos, California
www.cityofsancarlos.org
Horizon Interactive Award Winner
Quinne Woolley – Management Analyst – 650.802.4212 –
qwoolley@cityofsancarlos.org
Launched Summer 2023
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La Plata County, Colorado
www.co.laplata.co.us
Details:
La Plata County CO wanted a design unlike any County out there. With this design
we pushed the limit of what people think when they see a County website. They also
needed the website to be accessible according to a new Colorado accessibility
standard. In addition, this site features additional unique subsites and healthy level of
scrolling. We use images, icons, and interactive features to create an experience for
the user. This type of design also allows us to extend the County’s brand in a way
that is unmatched in the industry!
Sarah Jacobson – Administrative Analyst – 970.382.6210 –
sarah.jacobson@co.laplata.co.us
Launched Summer 2024
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City of Largo, Florida
www.largo.com
Details:
Largo, Florida wanted a website like no other. Through a collaboration between the
city marketing team and Revize, we were able to create this award winning website.
Each page in this website was designed to uniquely fit the needs of the community.
We also built unique designs for the city parks, library, and theater. The navigation
within this site is built based on services rather than department silos. Overall this
website brings together an amazing mix of design expertise and functional clarity to
create a great user experience!
Lauren Fatkin – Communications Strategist – 727.587.6740 - lfatkin@largo.com
Currently In Redesign Process with Revize
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The City of St. Petersburg, Florida
www.stpete.org
Details:
As Florida’s 5th largest, St. Petersburg is an iconic City with something to offer
everyone. Because St. Pete is a longtime Revize client, their team worked very
closely with ours and actually provided their own design concepts. We did the
integration/pre-launch work and their staff was with us every step of the way. Inner
pages are flexible to allow departments to have dedicated pages with a cohesive feel
across all pages. Social media feeds from Instagram, Flickr, Facebook, Twitter, and
YouTube all on the homepage! St. Petersburg also users the Revize API to develop
their own templates. This website is an elite representation of the power and beauty
of the Revize process.
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City of Des Moines, Iowa
www.dsm.city
Details:
The City of Des Moines, Iowa came to Revize for a website that was completely
different. Coming from an internally developed site, they wanted to work with a
vendor that could lead them to a new way of interacting with their users. Page
layouts were created to allow unique interaction with the City. This included board
listings, Q&As, interactive park directories, plain language, and a resident focused
navigation. We also incorporated some of their internal databases and features that
had been built internally. This site improves the online experience for residents,
business owners, and visitors!
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The City of Troy, Michigan
www.troymi.gov
Details:
The City of Troy wanted a website to increase ease of communication to all of their
audiences. In addition, the city has been experiencing an economic resurgence
particularly in the technology sector. In fact, Revize headquarters are in the City of
Troy! This project included custom designs for The City, Library, and Recreation
Department. Integration with the City’s existing 3rd party software was a major
linchpin of this project. Included is a live-searchable “How Do I” section that narrows
down results as the user is typing. This allows any user to easily find what they are
looking for regardless of which department it exists under.
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Government Account References
Craig Kelly, Public Information Officer
Office: (972) 516-6016
Email: craig.kelly@wylietexas.gov
Website: www.ci.wylie.tx.us
Joshua Linn, Website Administrator
Office: (360) 570-3782
Email: JLinn@ci.olympia.wa.us
Website: www.olympiawa.gov
Bryan Shaw, Web Content Developer
Office: (727) 815-7177
Email: bshaw@mypasco.net
Website: www.pascocountyfl.net
Shawn Anderson, GISP Director
Phone: (901) 476-0234
Email: sanderson@tiptonco.com
Website: www.tiptonco.com
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Revize Organization Chart
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Why Choose Revize?
We Have Government Specific Experience and Outstanding Client Testimonials
You can rely on Revize and our 20 years of experience building and maintaining
websites for municipal, county and government agencies of all sizes throughout
North America, to deliver a customized site design that improves layout, navigation,
usability and content. Using Revize ensures that your website will be reliable, W3C
and ADA compliant, and allow for easy integration with existing or future web
applications and third-party software. But there’s no need to take our word for it --
we encourage you to peruse our massive file of testimonials from our many satisfied
clients.
We Will Build a Government Communication Center that Works for Your
Community!
The Revize website design, Government CMS and interactive tool sets have been
developed exclusively for our government clients to help them effectively
communicate with their key target audiences such as residents, businesses and
visitors. Some of our most popular website and Government applications and
modules include: a new and improved Online Calendar, the comprehensive Forms
Center, our News Center with real-time social media connectivity, Emergency Alerts,
E-Notifications, Citizen Request Tracker, Parks & Shelter Reservations System,
Document Center, and Online Payment Portal.
“We Build Superior Technology
into Every Website with CMS
Performance & Reliability That’s
Second to None.”
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What sets Revize apart from other companies? Revize’s superior technical
architecture, unsurpassed staff expertise and highly effective publishing engine
provide our government clients with the most reliable website solutions in the
industry today. By ensuring our client’s data security and providing redundant server
architecture and back-up data centers, Revize has a nearly 100% up-time rate. Plus,
our clients never have to worry about data loss or data corruption because of our
instantaneous back-up process and our data center’s tape back-up processes. Revize
believes that investing a higher percentage of our profits into our technology and
security makes us the best choice for the short and long term for governments
seeking the best value for their community’s website.
“We Always Provide Knowledgeable,
Friendly and Responsive Service!”
All this, and a reliable IT partner too! Our website development is superior, and our
Government CMS and suite of online apps is easy to learn and administer, but our
24/7 technical support will also be there for you to help you get over the hurdles!
Our technical support team is widely considered to be among the industry’s best. We
also provide a sophisticated backup infrastructure which allows us to guarantee
99.99 percent uptime. Plus regular updates and improvements to ensure that your
site will remain current with industry standards and keep running smoothly for years
to come. The Client Owns the CMS License and the Code!
We often hear the question: “What happens if we want to move the website to
another vendor? Do we lose all access or any of our website data?” The answer is
100% NO! As our client, you own the template source code, the CMS, and any data
that you put onto the website. We understand that clients may come and they go,
but we always make sure they know they are just as important to us at the end of our
tenure as they were at the beginning. If you decide to run the CMS in your own
server, we can transfer the CMS license and software to your server as you own the
license and you can run it from your server as long as you want.
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Top Reasons Why Revize gives you the Greatest Value!
• Modern, timeless and unique website design integrated with online Government
apps
• On-time delivery
• Competitive pricing
• Responsible stewardship of the organization’s stakeholders
• Full functionality to update and manage your website
• All the tools/apps needed to increase communications with citizens
• An easy CMS to train employees quickly
• Extended phone and email support
• Unlimited Upgrades: Revize provides unlimited upgrades to new and existing
modules at no additional cost to you. Once you invest in Revize, you will receive
free upgrades and feature enhancements for life.
“The Revize responsive website design is second to
none for us providing an excellent experience for the
growing number of residents, visitors and businesses
accessing WylieTexas.gov on mobile devices. Our
website’s
progressive look captures the vibrant culture of
our community.
— Craig Kelly, Public Information Officer, City of
Wylie, TX
Did you know?
Revize CMS is one of the most advanced
CMS in the government web design
industry with over 15 years of
development.
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Awards & Accolades
“The project was a collaboration between Revize, who
understood our vision and had the technical expertise to
make it happen”
- MaryLee Woods, Deputy Chief Information Officer for the City
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The Revize Solution
Project Planning and Setup
What makes Revize unique in its project approach and experience is our thorough
preparation for each individual community combined with the range of website
deployments and creative, customized fit we implement for each client. From small
to large, rural to urban, the Revize project management process guarantees a perfect
fit between the concept of the deployment and the expectations of the client’s level
of engagement preferences.
We don’t use a “one size fits all” approach because
it doesn’t make sense.
However we do use a standard, proven effective process methodology. Each client is
unique and we tailor our process to fit their unique needs. For as long as you are our
client you will have staff dedicated to your account and access to an on-line portal
for communication, design process and on-going support.
Dedicated Accounts Manager: Your dedicated Account Manager will handle all
issues related to your contract, pricing, future product add-ons, and general account
satisfaction. During the initial kick-off meeting, your Account Manager will introduce
you to the team, explain roles and responsibilities, and place you in the very capable
hands of your Dedicated Project Manager and Designer.
Dedicated Project Manager: Your dedicated Project Manager will handle all issues
related to the website design, development, navigation, content, training, timelines
and deliverables, as well as ensuring that feedback and communication occurs
promptly in order to keep the project on-track. Also, the dedicated project manager
will be the point of contact for any future technical support or issues that need to be
addressed during the deployment and post deployment of the site.
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24/7/365 Project Portal Access: From day one, your project and on-going support is
tracked in the Revize On-line Project Portal. The main point of contact you select for
the project will receive an invitation to register, including setting up a secure user
name and password. The Project Portal serves as a communication tool for any
matter pertaining to your website design, development and on-going support even
after your website is launched.
“We guarantee the best support in the industry
that’s 24/7 365 by the trained developers &
technicians”
Did you know?
Revize will provide a project portal that allows you to check in on the status of your
project at any time!
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Timeline
Phase Duration
Did you know?
The project planning process is designed
to fit your needs. We will adapt our
timeline if your schedule requires.
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Revize Project Life Cycle
Phase 1: Initial Meeting, Communication Strategy, SOW
Your Revize Account Manager will set up the initial internal project planning meeting
where we will talk about the overall management of your project, establish a timeline,
and devise a Revize-Client Communication Strategy that will keep everyone engaged
and up-to-date on the progress of the project. We will also discuss specific technical
requirements of the project and determine the phases through which those
requirements will be addressed. In addition, Revize will address the content strategy
of the new site, any new content that needs to be written and how to fit the existing
content into the new site, Additionally, as an optional item, Revize will discuss the
process of conducting online surveys to gather feedback from your constituents for
the new website layout and requirements. After this meeting, Revize will develop a
Statement of Work and provide it to the client for review and approval.
Prior to the design kick-off meeting, you will receive our questionnaire to complete
with various answers that will help our designers gather information regarding your
needs and preferences. Our team will also brainstorm ideas and suggestions with you
during the meeting.
The questionnaire addresses various issues such as:
• As a result of a new website design and navigation, what are the main
improvements you hope to achieve?
• What are some key points and areas you may want featured on the Home Page?
• Do you need help with logo design? Image? Marketing & branding?
• What key modules do you want featured in your web site, like Document Center,
Report a Request, News & Events, Events Calendar etc.
• Do you need social media features need to be highlighted in the new site? etc..
Phase 2: Discovery & Design
If there is client approval, we will collect feedback from the residents on the new
design layout by setting up an online survey with a set of standard questions. The
survey questions need to be approved by the client prior to our adding a link from
your current website. This link can also be distributed through other channels like
email, newsletter or any other form of communications you might be using to stay in
touch with your residents. Usually there is a 1- to 2-week survey period.
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Once survey results have been tabulated and your needs have been determined, you
and your Revize team will participate in a Design Kick-Off Meeting. A senior designer
and team will conduct an in-depth interview, and brainstorm ideas with you about
your vision for the look and feel of your custom website. Our efforts on this project
will extend far beyond placement of provided information within a stunning design.
It’s about uncovering how your audience wants to be informed, and applying our 20+
years of web design and development expertise to create the most effective ways of
displaying that information and getting users to access and use your website. We
always strive for nothing less than an award winning design!
Revize Design Principles
The Revize Web Application Developers are not only responsible for the look,
functionality, and performance of your website. They are also responsible for the
security of the web content and web-based applications they create. They ensure
that the code supports secure authentication and authorization, and provides access
control mechanisms as required.
Good design principles are always based on readability, taking into consideration
appropriate font type and size for headlines and text area, as well as line height –
ensuring all page elements are balanced. Our designers also pay meticulous attention
to their use of shadows and gradients. To the layman’s eye there may not appear to
be a shadow, however on the website the font will appear sharper (or maybe softer
depending on the amount of shadow used).
Of course color cannot be overlooked. Our designers first take the client’s
preferences, official logo colors, and pictures into consideration to create a color
scheme consisting of no more than three colors. We then use variants and hues to
create visual appeal, contrast, eye-catching allure and invoke the overall feeling that
the client desires.
Last but not least is effective use of page elements such as call to action buttons,
social sharing icons, email newsletter sign-up, and promotion areas. The ultimate goal
is to provide an easy to navigate webpage that is informative without being
overwhelming. Therefore, it is the designer’s job to guide the client in making
appropriate placement choices for needed items.
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Revize Design Trends
There are some exciting new design trends, and Revize is always on the cutting edge,
implementing the best of these innovations in our websites. We are especially
pleased at how effectively they are proving to be in increasing engagement in
government websites.
#1 Responsive Web Design – The most important development in website design in
years, Responsive Web Design (RWD) automatically conforms and optimizes
websites for any screen size. With the substantial increase in smartphone and tablet
users today, people are going online using a vast number of devices with wildly
different screen sizes. Our websites offer this very important feature of easily and
cleanly conforming to computer, tablet and mobile device screens.
#2 Liquified Content – This is another important trend that address the fact that
information is no longer static or concrete. Instead, content is specifically customized
for each unique user. Liquidity of content enhances the immediacy and flexibility of
content. The more liquid your community’s content, the easier it is for residents and
businesses to access this information in ways and via the channels of their choice:
fixed or mobile, interactive and live. Revize is able to effectively make your content
liquid. This will make it adaptable to various situations and, therefore, easy to reuse
in different contexts distributed for a variety of display formats and communication
channels.
#3 Image Tiles – This is a trend that enables developers to display content in a pin
board style of display. Revize now offers this feature, which creates a very visually
appealing display of content, such as pictures or social streams. Image tiles also help
promote engagement by encouraging site visitors to comment or reply to items from
directly within the image tile. This is an especially useful option for web pages
promoting tourism.
#4 Parallax Scrolling – This is a highly advanced, innovative design technique for
sophisticated websites. Parallax Scrolling allows Revize to build websites in multiple
layers, with content that moves across the screen at different speeds as visitors
scroll. This unique design technique is very visually engaging and can help improve
time-on-site metrics.
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#5 Innovative Typography – This plays a very important role in website design,
image and branding, and is especially important for maximizing the look and feel of
the website when accessing it from mobile devices. Our designers are experts in
effective typography and take many factors into consideration when selecting the
type of fonts, font sizes, and colors to be used for a website.
#6 Social Feeds – With the proven ability to strengthen and deepen interpersonal
connections, social networks present a wonderful opportunity for government
organizations to increase community engagement and make governments more
accessible to the people they serve. One method already mentioned for improving
social activity is using pin boards; another is creating a social area or social wall that
combines activity from multiple social networks, like Facebook, LinkedIn, YouTube
and Pinterest. Revize offers a comprehensive line of popular social media
applications and networking.
“Over the past 20 years, Revize
has mastered the art of designing
government websites.”
Key Phase Objectives & Deliverables:
The following steps are followed while designing new sites
• Establish Needs and Creative Direction: Understand your objectives and
requirements, and provide recommendations for effective online branding
pertinent to your requirements, existing branding and your web audience’s
needs. The Revize designer will also conduct his own research in order to capture
the character and “feel” of your area, which will inspire ideas for the overall
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design direction of the website.
• Main Menu Navigation & Home Page Wireframes: Work with you to establish
a main-level navigational architecture and identify key items accessible from
your home page. This establishes a baseline for the navigational structure, as
well as the preferred content structure (wireframe*) for the home page.
• Page Layout and module placement: We will follow all the best practices to
layout the different features and modules so that they can be easily accessed
by your residents. For example, on the home page there will be sliding picture
gallery and quick link buttons for Notify Me, Report a Concern, Document
Center, FAQs etc. Also the news and announcements module and events
calendar would be integrated into the website, along with the Social Media
Center.
Did you know?
Revize will provide a 100% from scratch design with a satisfaction guarantee!
Please Note: The home page “wireframe” will simply serve as a realistic
guideline in terms of content placement, but will not include the final text
nor final imagery for this phase. Please see a sample wireframe to concept
development snapshot in the next page.
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• Design Deliverable: The design
concepts for this phase will be
based on one or possibly two home
page layouts. The client will review
and provide design feedback to
the designer for changes. Revize
asks that clients have no more
than three iterations of changes
up to the point that the final
concept is approved.
• Final Home Page Sign Off:
When all changes have been
made, Revize will present your
final home page design and
layout for approval. Customer
approval is required to proceed
to the next phase, the inner
pages of the website, and the
process repeats itself before the
actual HTML & CSS is written.
• Final Inner Page Sign Off: When
all changes have been made,
Revize will present your final inner
page designs and layouts for
approval. Customer approval is
required to proceed to the next
phase, when the actual HTML &
CSS is written.
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Phase 3: Template Development, CMS Integration
First, the Revize development team will transform the approved designs from mere
pictures into fully-functioning HTML/CSS and Revize Smart Tag enabled web page
templates using the Revize Dreamweaver Extension. The Revize Smart Tags are fully
customizable and allow customers to expand functionality as needed. To maximize
this extensibility, the full Revize Java API is provided to clients with our Advanced
Training Program.
Phase 4: CMS Modules Setup
In this phase, all of the features and modules the client has requested will be set up,
e.g. calendar, document center, picture galleries, alert center, e-Notify, etc. are all
brought to life and made functional while also being tested in the Revize CMS. Revize
enhances current modules and adds new modules continuously, and you will receive
all future updates to modules at no additional cost.
Phase 5: Custom Functionality Development & QA Testing
In this phase and according to your specifications, custom functionality of existing
CMS modules, database scripting and programming, as well as any custom
application development will be executed. The Revize development team will be
interfacing directly with your technical staff to obtain information and test
information exchange and application functionality.
This phase may overlap phases 2 – 4.
In our testing phase, we ensure that your website meets functionality, performance
and security standards. Our QA team uses mock data to test navigation and
interfaces of the templates, along with any custom developed applications or
modules. Additionally, through a series of tests, we perform input validation to
ensure that security mechanisms cannot be bypassed if anybody tampers with data
he or she sends to the application, including HTTP requests, headers, query strings,
cookies, and form fields. We also ensure that when errors do occur, they are
processed in a secure manner to reduce or eliminate exposure of sensitive
implementation information.
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Phase 6: Content Development / Content Migration
Revize will develop all of the pages for your site to make the initial content available
upon site deployment. Our content development and migration experts use the
latest standard formatting practices to develop the navigation and create the most
effective content possible for your website. This includes spelling and style
corrections into the new website.
There are no limits to the number of pages you can
create after you have gone through training.
Revize will implement an effective website architecture with the latest technology
and usability trends so your website visitors can find information in an instant. We
will also assess your current website content and incorporate what you currently
have with additional content to maximize interest and excitement for your readers.
Our content experts are educated in proper writing and terminology, and will use
correct grammar, spelling and punctuation.
Our web designers use creative typography which makes the website more visually
appealing and also plays a role in defining the hierarchy of content to be placed on
the web page. Variations in size and color are used, as well as strategic placement on
the page to highlight certain site areas so the visitors can easily navigate the site.
Effective typography also ensures that your website will look good on desktop,
laptop, mobile and tablet devices.
Phase 7: Training Your Staff (in-person or web based training)
Once your website is ready for you to begin editing, you will be able to easily revise
your content as often as needed. Revize will train you on how to operate the
Administrative and Content Editor functions so you can manage your website. We
typically provide this training on-site; however, we can also provide on-line training
for your staff if you prefer. For your convenience, training materials can be
downloaded from the Revize website. After training, our friendly and responsive
support staff is always here to answer questions and provide training refreshers as
needed.
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Standard Training Agendas
Basic Administrator Training (How to)
• Sign-in
• Create users
• Assign roles
• Set page level permissions
• Set section level permissions
• Configure and set up workflow approval process
Content Editor Training (How to)
• Sign-in
• Edit page content
• Copy/paste content or add new
• Create a file link
• Create a link to another web page or external web site
• Create a new page and link to it
• Insert/update a picture
• Insert/update a table
• Spell check
• Save and Save as Draft
• History of the page content (content archive)
• Create a survey form or any other type of online web form
• Create navigation pages (top/left menus)
• Create new calendar and create/edit calendar events
• Edit metadata
Advanced Administrator Training (How to)
• Run back-end reports
• Run Google Analytics reports
Training on use of specific Modules included, such as
• Emergency Notification Center
• Public Service Request App
• Web Calendar
• E-Notify
• Quick Links
• Document Center
• Form Center
• News Center
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• Frequently Asked Questions
• Request Center
• Bid Posting Center
• Job Posting Application
• RSS
• And more….
Revize Maintenance Covers
• 4 CMS upgrades per year
• Software and modules upgrades (Automatic Install)
• Server Hardware & OS upgrades
• Immediate bug fixes/patches
• Round the clock server monitoring
• Data Center network upgrades
• Security and antivirus software upgrades
• Firewall and router upgrades
• Bandwidth and network infrastructure upgrades
• Remote backup of all website assets
• Tape backup of all website assets
• Quarterly newsletters on major feature updates
• Regular Webinars on CMS features and usage
Did you know?
Revize has launched hundreds of municipal and county websites large and small!
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Phase 8: Final Phase: You Go Live!
At last, your website content is complete and your staff is sufficiently trained! The
final phase in the process is to redirect your website domain name from your old site
to your beautiful new one. Once this is completed, Revize will closely monitor the
transfer for the first 24 hours to ensure that everything is working properly. Any
issues that arise will be immediately resolved.
Marketing & Ongoing Consultation
Revize seizes on every effort to make our clients’ sites highly visible. We draft press
releases for posting on our website and for distribution locally, and will continuously
monitor your site after it goes live so that you can take advantage of all marketing
opportunities. We also look to submit your site for different awards and recognition
competitions to further maximize your site’s exposure.
Search Engine Registration and Marketing
Revize will input all the targeted keywords to make your web pages search engine
friendly, thus enabling users to find targeted information when they do a Google,
Yahoo or any other search on your site.
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Revize Cloud Hosting, Disaster Recovery, & Security
Resilient Hosting:
Revize uses Amazon Web Services (AWS) Hosting Infrastructure that is offered in
multiple Regions in the United States and around the World. Each Region is a
separate geographic area completely isolated one from another. AWS Regions are
connected to multiple Internet Service Providers (ISPs) and to a private global
network backbone to offer lower cost and more consistent cross-region network
latency when compared with the public internet
A region has multiple, isolated locations known as Availability Zones (AZ).
Availability Zones are inter-connected through low-latency links. A Virtual Private
Center (VPC) spans across multiple availability zones.
Revize Web Sites are hosted on a Virtual Machine running Windows Server operating
system with Internet Information Service (IIS) as a Web Server. Virtual Machine is an
EC2 instance in AWS terms is hosted inside a VPC in an availability zone of a pre-
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selected region. A number of EC2 are provisioned in multiple locations across the
United States inside a Virtual Private Center isolated from the Internet and the rest of
Amazon Web Services infrastructure to offer faster access to the end-users and to
minimize the impact of an outage, whether of a specific EC2 instance, an availability
zone or an entire AWS region.
Disaster Recovery:
Windows Web Server virtual disk or EC2 Elastic Block Storage (EBS) is backed up on
evry night at 10 PM EST. Additionally, the snapshots or virtual disk backups are
subsequently automatically copied between regions to enable cross-region recovery
capabilities.
Should a Web Site hosted by Revize and monitored in automated fashion become
unavailable, another EC2 instance can be restarted. When that proves insufficient
EC2 instance will be reprovisioned in the same availability zone, a different
availability zone, or, in a different region using the latest snapshot in the matter of a
couple of minutes.
The incoming request, from the Internet traffic, is bound to a static IP address or
Elastic IP in AWS terms that leverages NAT to forward traffic to a running EC2
instance private IP address. In the case of an EC2 instance re-provisioned in the same
region, whether in the same or a different availability zone, Elastic IP is re-assigned to
the new EC2 instance.
Elastic IP is represented to the public internet using CName or A-Host domain name
services entry. In case of an EC2 instance or an availability zone failure, no
adjustment to domain name service is required. In the case of a regional, wide-spread
AWS outage, an EC2 instance is reprovisioned in a different region, re-using the
latest snapshot preserving the content as of the last automated backup. However, an
Elastic IP is specific to the region and, therefore a change to CName or A-Host
configuration is required to point to the disaster recovery regional Elastic IP.
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Revize Disaster Recovery Infrastructure Diagram. AZ stands for Availability Zones
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Security
Revize takes website security very seriously and we provide our clients with the very
best website protection protocols. Our data centers are located on secure premises
equipped with card-reader access, security cameras and guards on duty 24/7 to
ensure the physical protection from unauthorized entry.
Revize/AWS complies with SOC 1/ISAE 3402, SOC 2, SOC 3, FISMA, DIACAP, and
FedRAMP, PCI DSS Level 1, ISO 9001, ISO 27001, ISO 27017, ISO 27018 and other
programs. Revize is responsible for securing the content, access to the content on
the web server, to snapshots, configurations and infrastructure as a whole.
Our web and network administrators monitor network activity 24-hours-a-day to
ensure system integrity and protection against threats such as Denial of Service
(DoS) attacks that could corrupt your website or block user access. Maintaining the
secure configuration of our web servers is managed through application of
appropriate patches and upgrades, security testing, vulnerability scans, monitoring of
logs, and backups of data and OS.
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Security Controls, SSL, and Active Directory (LDAP)
• Anti-malware software such as antivirus software, anti-spyware software, and
rootkit detectors
• Shield Plus Security Bundle to prevent DDoS attacks
• Intrusion detection and prevention software (such as file integrity checking
software)
• Host-based firewalls to protect CMS servers from unauthorized access
• Patch management software
• Security and Authentication Gateways
• Content filters, which can monitor traffic to and from the web server for
potentially sensitive or inappropriate data and take action as necessary
• HTTPS (Hypertext Transfer Protocol over SSL), which provides encryption and
decryption for user page requests that require more secure online transactions
• SSL (Secure Socket Layer) provides an encrypted end-to-end data path
between a client and a server regardless of platform or OS
• If you have an existing SSL Certificate we can transfer it to the new website.
Otherwise, if included, we will install a new SSL Certificate upon go live.
• Active Directory (LDAP) is compatable with the Revize CMS. It can be set up
in a variety of configurations. As part of the process we will work with you to
determine which configuration will best meet your needs.
Application Security Authentication
• Role-Based Security: Role-based authentication to add individual user
accounts and assign them system roles like Editor, Developer, Administrator,
Workflow Approvers, etc., or department roles and empower the department
to assign specific roles to users.
• Permission-Based Security: Ability to set up Content Owners/Editors and
restrict which site pages they are authorized to update
▪ Global & Department Workflow Management:
Create workflow management and approval
processes where authorized department
personnel become approvers
Did you know?
Revize will host your website and CMS in
at least two completely separate
geographic locations!
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Maximum Response Times
• 1 hour for crisis issues
• 4-6 hours for critical issues
• 24 hours for normal issues
Revize Support
• 8 a.m. – 8 p.m. EST Phone Support (Monday thru Friday)
• 24X7X365 Portal & Email Support
• Dedicated support staff to provide assistance and answer all questions
• New and existing user training
• Training refreshers
• Video tutorials and online training manual
• Automatic integration of enhancements
• E-Newsletter module support
• Automatic upgrades of CMS Modules such as Calendar, Document Center,
etc…
Software Maintenance
Revize rolls out two new versions of the Revize CMS, and six to eight product
updates every year. The Revize CMS is continuously enhanced to keep pace with
cutting edge technologies and industry trends. When a software update or new
version is rolled out, Revize will automatically update all servers used by our
subscription service clients.
“As a Revize client, you will receive full
access to all enhancements to the core
components and modules in the
Revize CMS at no additional
charge.”
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Revize Technology Architecture
The Revize Government CMS is a standards-based, open architecture software
product without any proprietary restrictions. Revize uses leading technologies to
avoid integration problems with existing systems and comes complete with its own
Integrated Publishing Engine, Embedded Relational DB, JSP/Servlet Engine, and
Application Server.
Revize Intelligent Publishing WCM
“Security, Performance,
Redundancy”
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Revize AI ChatBot
As part of Revize’s fully integrated lineup of features, we are excited to intoduce the
latest in AI Chat technology. The
Revize ChatBot allows your
visitors to instantly find answers
to their questions – without the
need to search, find, and read an
entire webpage.
Users simply type in their
question, and the Revize ChatBot
provides a detailed response in
seconds!
Unlike some third party live chats
that force admins to pre-populate
content, the Revize ChatBot is
quite different. It learns the
content of your website and
provides answers based on that
content.
Admins can even configure the
ChatBot to ignore certain content
of your website and learn content
of other websites.
Keep in mind, Revize developed
this feature ourselves. Which
means the maintanance, updates,
tech support are all handled directly by Revize. No need to deal with another vendor.
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Area Manager/Project Team
Revize understands the importance of having a talented and experienced staff. We
are proud of our well-respected team of top notch experts in the field of government
website design, development, analysis, content management, training and support.
From the first creative concepts through to the design phases, and from site launch
to training of personnel and continued support of your website project, we have the
right group of seasoned professionals to work with you through the website process
and beyond. We are pleased to introduce them:
• Thomas Jean: Program Manager
• Alison Bieber: Project Manager
• Alex Parent: Creative Arts Director/Web Designer
• Samir Alley: Project Delivery Manager
• Denise Brazier: Revize CMS Trainer
• Jamie Phy: Revize CMS Integrator/Backend Developer
• Richard Opiniano: HTML Developer
• Joseph Nagrant: VP Sales/Marketing
• Derek Ortiz: Chief Technology Officer
• Akshaya Ray: Chief Cloud Architect
• Many More!
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As a project manager, Thomas has managed many award-winning website projects
for our clients, including Des Moines, IA – Arcadia, CA – Largo, FL - Oswego County,
NY – Dupage County, IL - Eagle County, CO - Kentwood, MI! Thomas has brought to
Revize a very special skill set. Not only does he manage some of our highest priority
projects, he is also a genuine subject matter expert when it comes to the inner
workings of government. As a former Township Trustee in a Michigan Township, he
knows the advantages that come with modernizing the way government does
business. With his unique background and education from one of the nation’s top
universities, Thomas is uniquely experienced to give an honest and accurate
assessment of your community’s website needs.
• Philosophy: Learn as much as possible about our clients and use that
knowledge to help build an amazing website.
• Education: BA degree in Political Science from University of Michigan;
• Expertise: Government procedure, special projects, public affairs, community
development.
• Role on your website project: Project Manager
Alison possesses an innate passion for innovation. Following a decade immersed in
the Opera world, she shifted her focus towards entrepreneurship and technology.
Playing a pivotal role in establishing the foundations of various initiatives within the
non-profit and small business sectors, Alison brings a diverse and proven track
record to the table.
• Philosophy: “Quality is not an act, it is a habit.” - Aristotle
• Education: M.A. in Applied Linguistics with a concentration in Foreign Language
Pedagogy, University of Massachusetts; B.M. in Vocal Performance, Boston
Conservatory at Berklee.
• Expertise: Pedagogy, management, communication
• Role on your website project: Project Manager
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Ray has 20+ years of extensive technical experience with internet and website
solutions. He has worked on hundreds of government, non-profit and educational
websites and has a keen eye for web visitor requirements, information architecture,
and usability. He is also a long-time veteran of Revize Software Systems and our
clients enjoy working with him. In his career, he has deployed and/or assisted with
technical solutions for more than 500 websites. When working on a project, Ray
always visualizes himself in the client’s chair at the closing stages of the project and
makes sure that all decisions made on a project are in alignment with the client’s
vision and best practices for developing the system.
• Philosophy: “Work Hard, Help People and Live Honest."
• Education: MS in Engineering Science, Louisiana State University, Baton Rouge
• Expertise: Client Management, Project Management, Technology Development for
CMS & Web Apps
• Role on your website project: Chief Cloud Architect
Samir has more than a decade of experience in managing web site design projects.
He has deployed 360+ municipal websites and has a solid background in web design
and the latest web technologies. Formerly with Google, Samir is a leader equipped to
handle any kind of sophisticated web project. He is an exceptional communicator
with an innate listening skill that gives him the ability to understand and deploy a
client’s unspoken needs. Samir’s blend of creativity, proficiency, and technical
knowledge is unsurpassed in the industry.
• Philosophy: “Empathy, Focus, and… Impute”
• Expertise: Web Project Management - Adobe Design Premium CS5.5: Photoshop,
Illustrator, InDesign, Flash, DreamWeaver, Fireworks, HTML, CSS, CSS3, SEO, PHP,
JavaScript, MySQL, JQuery and HTML5.
• Role on your website project: Graphic design of website and backup support.
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Denise is an educator by nature. Her 20 years of experience in the public school
system has made her a master of engaging participants during training. She
effortlessly builds effective relationships with all clients. Denise has served as
Advisory Counselor, Coordinator, Publicity Director, and Project Manager for several
organizations in the education, non-profit and public sectors. She has been
appointed to the state’s quality committee evaluating organizational policies and
procedures for recognition.
• Philosophy: “Always explain things in the terms of your audience to ensure their
understanding”
• Education & Training: MS in the Art of Education from Marygrove College.
Certification in Secondary Education
• Expertise: Training, education, teaching, public affairs and project management.
• Role on your website project: Trainer for the Content Management toolset
Did you know?
Revize will put together a project team based on the unique needs of your project!
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Revize Government CMS User Interface
1. Revize CMS User Interface Home Page
2. Users simply browse to a page that they want to edit, select the Login button,
and then insert their Login Name and Password into a login screen as shown below.
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3. Edit buttons appear on the page after the Login executes. Based on users
roles/permissions, the appropriate buttons are displayed.
4. The input form appears as shown below. Content Editors can change banner, page
heading and the content displayed in the center of the page. Notice the content is
changed using a “Word Like” editor.
After the page is “saved”, the page can be sent to an approver for review or
immediately published to the web site.
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Accessibility and Compliance
Revize has launched nearly 3,000 websites nationwide, with ADA Accessibility being
a top concern of nearly all of our recently launched client websites. Revize will build a
highly compliant website to meet WCAG 2.1AA guidelines for accessibility
compliance. Revize also includes an
accessibility checker within the Revize
CMS editor. This utility will alert uses of a
suspected accessibility issue. CLIENT is
responsible for ensuring future posted
content is ADA compliant (Docs, PDFs,
images, etc).
Revize “White Glove” WCAG Remediation Service Included
One of the elephants in the room when it comes to WCAG compliance as it relates to
government wbesites – “Who will be fixing any future compliance issues with our
website after go live?”
Good news, Revize will be taking on that task for you. As part of this proposal, we
are including our WCAG remediation service. This will include regular scans of your
website and up to 30 custom development hours from our WCAG remediation
experts. Revize will make all needed corrections on the City’s behalf!
PDF Remediation for ADA Compliance
As part of this project, Revize will remediate all non-compliant PDFs up to 4,800
pages as detailed in RFP. This project can get started immediately with the ability for
all files to be posted on the new website prior to go live. Revize may make
suggestions for archiving certain files as part of this process.
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Work Plan/Deliverables
Revize:
• Revize will conduct an in-person or virtual kickoff meeting with the client. (Sample schedule to
be provided by Revize.) .
• Sample sitemap provided by Revize and site mapping process overview
• pagAfter meeting, Revize will provide a detailed project plan that assesses key findings and
details.
• Revize will facilitate a follow-up meeting to review project plan and custom functionality needs
via web/phone conference
• Before kickoff meeting client is required to register in Revize project portal, complete design
questionnaire, upload at least 20 preliminary photos, and provide Revize with a kickoff meeting
schedule.
• Client representative will be asked to participate in a follow-up meeting to review the project
plan
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Revize:
• Within (5) five weeks of the kick-off meeting Revize will provide all requested mockups with
unlimited revisions
• As deemed appropriate by Revize, additional wireframes may be delivered to provide a view of
custom functionality or other areas of the site that are of particular importance. (Intended to
focus development efforts later in the project.)
• Revize will provide revisions to each mockup based on the feedback received from the client.
• There will be no limit to the amount of revisions Revize will provide to each mockup.
• Web/phone meetings may be necessary between each round of mockups/wireframes
• Within (10) ten business days of acceptance of the first mockup, the client shall provide design
feedback/change requests to Revize through the customer portal in a single list. Feedback
should be what the client website committee agrees to together. Any lists that have requests
that compete with one another may result in delays.
• Revize will return an updated mockup based on that feedback to the client. Delivery time is
dependent upon amount and specifics of feedback. Large lists of feedback may take longer.
Depending on the number of rounds, this process can cause delays to the timeline.
• When the client considers the mockups final, they will indicate their approval in the Revize
project portal
• Based on previous sitemap process overview, Client will decide whether they would like to create
a sitemap or whether they would like Revize to create the sitemap. The sitemap should be
provided in an excel or word format. Existing pages that client wants to be rebuilt in the new site
should be linked with the correct URL and any notes for functionality of the new page. New
pages should include a page name and brief description of the page functionality (e.g., freeform
page style, staff directory, document center, etc.)
(Next steps cannot begin until main client homepage mockup is approved.)
Phase 3 begins on next page
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Revize:
• Mockups will be developed into HTML pages making them clickable and resizable.
• Following HTML Development, Revize will add in the Revize Content Management System which
makes the website easily editable.
• Integration of any 3rd party software will begin during this phase
• There are zero major tasks assigned to the client at this stage of the project. But, this is an ideal
point of the project to be working on a final sitemap and begin writing any new content. Content
can be written in MS-Word and provided to Revize. Or, added by the client directly into the beta
website after phase 7.
Revize:
• Revize will review all developed assets for functionality. The development team will review
functionality, style sheet, and formatting checking for errors and verifying that site matches
approved design mockups.
• Any custom needs identified earlier in the project will be executed during this phase and tested
for quality assurance.
• ADA programming and beta site review with the client
• Much like phase 4, phase 5 does not require much involvement by the client. However, Revize
may request an online web meeting to discuss the progress of particular custom development.
• The client may also be asked to review/approve changes that are suggested by Revize for
accessibility reasons
Phase 7 begins on next page
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Revize:
• Revize will deliver a suggested sitemap, in Excel format, for the website prior to this phase
(Unless the client has chosen to create their sitemap). Client and Revize will review and provide
updated versions for approval. Pages will be built out one-by-one according to this previously
approved sitemap architecture. Pages that are not linked in the sitemap will be created as blank
pages.
• Migration includes up to all webpages, documents, and new content up to the relevant amount
on the current website.
• To avoid delays, the client should plan to approve a sitemap before this phase.
• Any new content that the client would like Revize to add into the website should be provided
either directly from the old website, or in an MS-Word like format. Otherwise, the client will have
the ability to add new content before go live.
• After migration, the beta site will be provided with built out pages and content for review.
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Revize:
• Revize will conduct a review of the beta site followed by a core team training (smaller group).
• After the beta site review, the client may request tweaks to the functionality of the website.
• Revize will conduct a separate full staff training for all CMS editors virtually.
• The training schedule will include editor training, and administrator training with a question and
answer period.
• Results of the user experience testing will be provided to the client for review.
• Any change requests will be reviewed by Revize for feasibility and scope conformance before
they are completed.
• Revize will conduct meeting with client IT department before go live to discuss the process and
establish pre-go-live checklist (e.g. SSL certificates, redirects, subdomains, etc.)
• Retraining is available anytime after Go Live.
• Through the project portal, the client should provide a date and time to conduct beta site review
and training.
• After training, the client will complete any final content polishing. This may include adding in
different header photos, post migration content, or basic tweaks.
• The client may also request functional tweaks to the site based on their review or results of UX
testing
• The client should provide a list of pre-go-live questions to Revize for review and discussion.
• When ready for the site to be pushed live, the client will make a request in the project portal at
least 48 hours before desired go-live time. Revize will provide the go-live instructions before that
time.
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Fees
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Payment Options
The Revize Client First Plan offers local governments an alternative payment plan
that makes it easier to purchase a new website on your budget and spreads the one-
time project design and development costs over a longer period of time.
Through a minimum three-year contract, The Revize Client First Plan dramatically
lowers the one-time project development and start-up costs of launching a new
website. What Revize does is combine the one-time and recurring fees and
spreading them over the life of the contract. And because we value our continuing
relationships with our customers, those who extend their contract beyond the three-
year minimum will receive a redesign at the end of their fourth year with Revize Free
of Charge.
1/3rd of project costs + Annual Hosting, Support, Maintenance
1/3rd of project costs + Annual Hosting, Support, Maintenance
1/3rd of project costs + Annual Hosting, Support, Maintenance
Annual Hosting, Support, Maintenance (Optional)
Includes Free Redesign
Revize provides a free website redesign during year four of service!
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Included Features
The Following Applications & Features will be integrated into Your Website:
In addition to the Government Content Management System that enables non-
technical staff to easily and quickly create/update content in the new web site,
Revize provides a suite of applications and features specifically designed for
municipalities. All of those apps and features are fully described in the following
section. The applications and features are grouped into five categories:
• Citizen’s Communication Center Apps
• Citizen’s Engagement Center Apps
• Staff Productivity Apps
• Site Administration and Security Features
• Mobile Device and Accessibility Features
Citizen’s Communication Center Apps
• Notification Center with Text/Email Alerts
• Bid Posting
• Document Center
• Email Notify
• FAQs
• Job Posting
• Multi-use Business Directory
• News Center with Facebook/Twitter Integration
• Online Forms
• Photo Gallery
• Quick Link Buttons
• Revize Web Calendar
• “Share This” Social Media Flyout App
• Sliding Feature Bar
• Language Translator
Citizen’s Engagement Center Apps
• AI ChatBot
• Citizen Request Center with Captcha
• Citizen Connect (Community Blog)
• Curated “Smart Search”
• Online Interactive Forms with Bookables (Public Records Request App)
• Online Bill Pay
• Public Service Request System
• RSS Feed
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Staff Productivity Apps
• Agenda Posting Center
• Job Posting App
• Image Manager
• iCal Integration
• Intranet
• Link Checker
• Menu Manager
• Online Form Builder
• Staff Directory
• Website Content Archiving
• Website Content Scheduling
Site Administration and Security Features
• Audit Trail
• Auto Site Map Generator
• History Log
• URL Redirect Setup
• Roles and Permission-based Security Mode
• Secure Site Gateway
• Unique Login/Password for each Content Editor
• Web Statistics and Analytics
• Workflows by Department
Mobile Device and Accessibility Features
• Font Size Adjustment
• Alt-Tags
• Responsive Website Design (RWD)
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Revize Support Includes
• 8 AM – 8PM EST Phone Support (Monday thru Friday)
• 24X7X365 Portal and Email Support
• Staff provides assistance and answers all questions
• Dedicated support staff
• New/existing user training
• Free Training Refreshers
• Video tutorials and online training manual
• Automatic integration of enhancements
• E-Newsletter Module support
• Automatic upgrade of CMS modules, such as
Calendar, Document Center, etc.
• Four major CMS upgrades per year
• Software and modules upgrades (automatic
install)
• Server hardware and OS upgrades
• Immediate bug fixes/patches
• Round the clock server monitoring
• Data Center Network upgrades
• Security and antivirus software upgrades
• Firewall and router upgrades
• Bandwidth and network infrastructure upgrades
• Remote backup of all website assets
• Tape backup of all website assets
• Quarterly Newsletters on major feature updates
• Regular webinars on CMS features and usage
Did you know?
Revize updates your Content Management System an average of 4 times per year!
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Citizen’s Communication Center
Apps
DOCUMENT CENTER APP
Revize helps clients save thousands of dollars each year in employee time and
resources with our Document Management Center. Using this module you can create
and archive the documents your site
visitors need: applications,
brochures, manuals, policy and data
sheets, research papers, meeting
minutes, and more. By providing all
of your documents online, your site
visitors can access them 24/7 –
usually within two clicks -- and you
won’t incur any printing or postage
costs.
FAQ
FAQ’s make it easy for site visitors to find answers to common questions and will
greatly decrease the number of calls
coming into your switchboard each
day. In fact, within six weeks of a
Revize website launch, our clients
typically experience a significant
decrease in the number of daily
phone calls… some by as much as
23%!
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E-NOTIFY
Many of our municipal clients include an email/text notification option on their
Meeting Minutes and Meeting
Agendas pages so that interested
citizens can sign up for automatic
updates anytime there is a new
posting.
JOB POSTING
Revize’s job postings app allows your site visitors to view and apply for open
positions online. Postings are removed automatically based on the job expiration
date input by your HR personnel. You can provide as much detail as you like and link
to or upload any number of files that
fully describe the job position. Best
of all, with the form fill interface, new
openings can be posted in minutes
by non-technical staff.
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INTERACTIVE MAP
Not only does the Revize CMS ensure that your site is easy for visitors to navigate,
we’ve made it even easier for them navigate the real world surrounding your
location. Specific buildings, parks, bike paths, mass transit stations, nearby
businesses, tourist attractions,
parking lots, voter polling locations,
and more are incredibly easy to
identify with the familiar Google
Maps highlighted with Pins.
CALENDAR APP
The Master/Sub Calendar provides an easy-to-use tool to enhance usability and
encourage the communication of events both internally and externally. It provides
visibility and transparency into
activities, meetings, and events with
a visually appealing display and easy
to find event contact information.
The ability to insert recurring events
saves time by allowing you to create
the event once then repeat
automatically; great for Board and
City Council meetings.
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NOTIFICATION CENTER
You can’t fool or control Mother Nature. But you can protect members of your
community from her wrath. Posting e
mergency notifications on your home page, any other page, or throughout your site,
this module allows your content editor to accurately explain the situation and
instruct members of your community on the next steps to take.
BID POSTING
The Bid Postings App provides a simple and easy-to-use method for organizing and
presenting bids, RFPs and RFQs online for vendors or local contractors interested in
providing products and services to your community.
BUSINESS DIRECTORY
Ideal for municipalities, chambers of commerce or any membership organization, this
module allows you to easily create and maintain a searchable directory for either
members or businesses within the website. Listings can be added, removed and
categorized by non-technical staff in a simple table interface.
NEWS CENTER WITH FACEBOOK INTEGRATION
Many of our municipal clients include an email/text notification option on their
Meeting Minutes and Meeting Agendas pages so that interested citizens can sign up
for automatic updates anytime there is a new posting.
ONLINE FORMS
Using this module, you can create -- from scratch -- an unlimited number of online
forms on any page of your site using various field options such as long answers, radio
buttons, drop-down lists, multiple choice, etc. Having online web forms provides a
quick and easy alternative for users to communicate with you and provide important
feedback, opinions or complete tasks online. These forms can be used to have web
visitors contact you with questions, comments and requests, give feedback,
volunteer, or to sign-up for various events, activities or programs.
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QUICK LINKS
The Quick Links module allows site visitors to navigate to their areas of interest,
much like FAQs. Examples for users: Where do I… Get Registered for Summer Camp
Where do I… Get a Marriage License.
SHARING APP
Provides a one click drop down to multi-social media and utility
buttons. A common widget used on the web, it is intuitive and
easy to use.
SLIDING FEATURE BAR
This feature is a mainly for visual appeal. It helps to break
up pages with an interesting slide bar that can be populated
with any subjects or areas that you want to draw attention to.
For example, you may want to feature Parks & Rec, Landmarks
and Tourist Attractions.
TRANSLATOR
Revize integrates the Google Translator into your website
templates and translates from English to over 40 other
international languages. Provides users a large visual display at
the top of the web page to choose any language to convert
the text into.
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Citizen’s Engagement Center
Apps
PUBLIC SERVICE REQUEST APP
This app allows residents to submit requests based on a map view. Each time an
issue is submitted, a staff member will receive an email notification. From there they
are able to respond directly to the requests. Photo submission, automatic esclation,
mobile app integration, and archived reporting make this one of our most powerful
features!
CITIZEN REQUEST CENTER
This app allows customers, residents, participants, students, or any website visitor to
post requests online. By the use of a drop down menu, individuals can forward the
request, idea, or comment to the party of interest. That item is then forwarded via
email to the proper recipient. You can add or delete department names as well as
individuals in the drop down menu at any time. Captcha is integrated to ensure each
request is genuine and not a spam.
PUBLIC RECORDS REQUEST TRACKER
This app allows public to order copies of the public records maintained by a
municipality. The request is routed to the record custodian within a department and
automated response is generated with a unique tracking number. The system allows
the full tracking, correspondence and online handling of all types of public record
request. The record request form is very flexible and customizable for every
municipality.
CITIZEN CONNECT
This app helps open up the lines of communication between administrators and their
constiuents, increasing transparency and contiuent interaction. It is a blog that
features the option to allow constiuent comments for feedback (comments can be
moderated before being published to the website).
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PARKS RESERVATION
This app allows the display of parks shelters and their amenities and to
manage their availability to the public. A website visitor can search
for facilities by type available, review the amenities for each
facility and easily reserve the facility including the
option to pay for its use.
ONLINE BILL PAY
Allows clients to set-up secure on-line payment
processing for credit card transactions. Can
be used for utility and tax payments;
Purchasing items on-line; or making donations
to non-profit organizations.
RSS FEED
Site visitors will be eating out of the palm of your
hand with our RSS feeds module. Revize’s CMS allows
customers to generate RSS (Real Simple
Syndication) feeds for any genre of news or
events. RSS feeds are a trusted way to
communicate important information to site
visitors while ensuring that they remain
engaged with your organization and
regularly return to your site.
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Staff Productivity Apps
AGENDA POSTING CENTER
Using this app, you can upload agendas, meeting packets, meeting minutes,
proposals for review, and more, all into one area on your website for easy access and
review before, during, or after each meeting. Old meeting agendas and information
are archived per meeting for quick access at any time.
JOB POSTING APP
This app allows you to post a job and receive resume submissions online. Candidates
can fill in all the fields and submit the job application online. Once the job application
is submitted, a link to the filled in application form will be emailed to the responsible
HR person which they can view, print and file for their records.
IMAGE MANAGER
Allows approved staff to upload images from their computer or network folders. This
very simple interface allows you to upload new pictures and stores uploaded pictures
for reuse. Each department can create their own image folders and organize image
libraries by department. Also, obsolete images can be deleted from the image library.
INTRANET
Provides a Dynamic CMS-enabled area with secure login to build out an entire
Intranet for employee specific information only. It benefits your employees to have
an internal organization landing page that can be updated with news, events, alerts
and many of the same modules used on the extranet.
LINK CHECKER
When a new link is created, the Revize system checks if the URL (link) is valid or not.
If not, an error message will be displayed. This benefits the Content Editor by double
checking bad links before they are saved on your website.
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MENU MANAGER
Allows approved content editors to add or edit site-wide top navigation, department
or section specific links (e.g. left or right navigation). This feature gives you control
to change and update the Navigation menus of your website for continuous
improvement.
NEWS LETTER APP
The system allows non-technical staff to build attractive, informative newsletters and
disseminate them with one click to everyone on your distribution list. Activity metrics
include emails sent successfully to help you validate email addresses. The application
provides the ability to import contact lists, upload images, add groups, assign
contact lists to groups, as well as export lists.
ONLINE FORM BUILDER
Having online web forms provides a quick and easy alternative for users to
communicate with you and provide important feedback, or complete tasks online.
These forms can be used to have web visitors contact you with questions, comments
and requests, give feedback, volunteer, or to sign-up for various events, activities or
programs.
WEB CONTENT ARCHIVE
Your site history will never be a mystery because all content edits for your site are
archived on the Revize CMS database. Your content editors can click on the History
button to view previous versions of a particular page or content block from your site.
WEB CONTENT SCHEDULE
This feature eliminates the possibility of having dated or past events being promoted
on your site AFTER the event has passed, thus potentially undermining the perceived
accuracy and currency of the site’s content in the minds of your audience.
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AUDIT TRAIL
This is a powerful administrative tracking tool that provides reports on the content
change activities of any webpage within the system. The administrator can gauge
how often the site is updated, which departments are most active; and also use the
audit trail for recovery of data if necessary.
AUTO SITEMAP TOOL
Revize CMS provides this tool to automatically generate a sitemap. Anytime a new
page is added or deleted from the system, the sitemap will republish to show the
change. An up-to-date sitemap is very critical to boost the ranking of your website in
different search engines.
HISTORY LOG
Administrators can view all the archived versions of any web page and restore any
old/archived page. It is a very useful feature for referring to any archived legal
documents or press releases.
ROLES/PERMISSION SETUP
Our CMS uses a role based authentication system where you can add individual user
accounts and assign them system roles like Editor, Developer, Administrator,
Workflow Approvers etc., or you can add roles for each department and assign
department-specific roles to each user.
SECURE SITE GATEWAY
Provides a secure login area for either users of an intranet or users to access
information not available to the general public. Once users are set-up with a secure
login ID, they can manage their own password changes as necessary.
WEBSITE STATISTICS
Revize integrates Google’s Web Analytics tool to track number of site visits, website
traffic sources, etc. Your website administrator can run various reports to collect
important data on the usage of your website.
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WORKFLOWS BY DEPARTMENT
Provides a method for Supervisory Oversight of content updates. The process allows
an authorized “approver” to compare the current page with the proposed new page
content (side-by-side) for easy review and comparison.
“Our innovative solutions are
custom-tailored to meet the needs
of each individual client.”
Did you know?
Revize installs new features into your content management system on a rolling basis!
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Mobile Device and Accessibility
Apps
ALT-TAGS
Use of alt tags for images, a required part of the Revize CMS
image manager feature, allows vision impaired
individuals to understand the content of the
image.
FONT SIZE ADJUSTMENT
Provides the ability for users to change
font size by clicking button to reach their
desired size. Helps those with low vision to
easily read information on your website.
RESPONSIVE WEB DESIGN
Revize uses pixel rendering Responsive Web
Design to accommodate better viewing of text
and graphics for any size screen, i.e., smart
phones, tablets, iPads and iPhones.
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Thank you
For Considering Revize
Prepared by Thomas J. Jean
150 Kirts Blvd. Troy, MI 48084
Ph: 248-269-9263 x8035 Fax: 866-346-8880
www.revize.com
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Revize Completed Project Requirements Sheet.XLSX RFP 24-57 Project Requirements
Category Feature/Requirement
* REQUIRED
Can you provide this
feature/requirement?
Vendor Comments
Optional)
Provide additional context if needed; use this column to indicate if meeting criteria requires an add-on service
(additional fee) or is through an external partner.
I. User Experience and Design
A Usability and UX Testing
UX analysis and testing incorporated in redesign process YES
Ability to factor usability testing + the provided stakeholder
feedback into redesign YES
Revize will conduct the testing with assistance from City. Particularly in recruiting volunteers to
participate in user testing.
Optional: Heatmaps YES
During development and build we ask to put heatmap code on your current website to help inform build
of new site.
B Information Architecture and Navigation
Sitemap management and information architecture optimization YES
Intuitive navigation YES
Dropdown mega menus YES
Secondary navigation YES
Customizable ("friendly") URLs YES
Redirection options YES
Ability to add external links to menus YES
C Responsive Design and Customization
Mobile-first responsive design YES
Custom design flexibility and support YES
Landing page customization YES
D Visual Assets and Layout
Visual asset creation YES
Typography control and consistency YES
Use of variety of page templates YES
Interesting image-viewing options (such as image tiles, galleries,
carousels, and/or parallax scrolling)YES
CTA buttons YES Customizable with multipled options available
Optional: Departmental homepages or headers (distinct look and
layout options for select departments)YES This is something we enourage for City's of Evanston's size
E Interactive and Media Elements
Ability to embed iFrames and playable videos YES
Social media feed integration YES
Pop-ups YES
Emergency banners YES
Print-friendly pages YES
II. Content Management
A Content Creation
User-friendly, browser-based CMS interface WYSISYG editor)YES
Ability to limit WYSIWYG editor to maintain consistency YES
Content publisher control over metadata YES
Content drafting and preview YES
Scheduled publishing (publish date, expiration date)YES
Content versioning (rollback)YES
Logging provided to track and report changes (revision history, etc.)YES
B Content Organization
Unlimited pages YES
No hard cap on the total number of pages. Although, the City will want to be careful not to overclutter
the site with too many pages. We'll consult with the web team to determine best strategies moving
forward.
Ability to sort pages into content groups YES
Organized media library YES
Ability to save alt text to images in media library YES
Document repository with ability to organize by department YES
Ability to archive outdated content YES
Optional: Lifecycle management options for documents and media PARTIALLY We would need to know a little more about the exact expectation on this to say for certain.
Optional: Site-wide search and replace functions YES For files search and replace. For content search.
C Search and Navigation
Site-wide search with filtering options YES
Continuous ability to moderate search result content
(promote/demote pages)YES
Optional: Site search that can accommodate multiple languages
(prioritizing Spanish)YES
Predictive search options to handle typos, synonyms, etc. YES
Breadcrumbs or other means of orienting user to their location on
website YES
Secondary navigation within content areas as needed YES
Ability for content to be linked to in multiple parts of the menu (i.e.
the same "Recycling" page could be listed in the menu under
"Resident Services" and "Public Works Department")YES
D SEO and Optimization
SEO optimization YES
Page metadescriptions YES
Image optimization for fast page loading YES
Continuously index new page content YES
Optional: Content recommendations ("You might also like...")YES As part of an optional search configuration
E Permissions and Workflows
Customizable user roles and permissions YES
Publishing workflow (customizable by user/security group)YES
Tiers of editing access GUI for editors, advanced options for
admins)YES
III. Digital Accessibility
A Website Compliance
Website meets all ADA/WCAG 2.1 AA standards YES
Website will remain compliant with ADA requirements through
updates and code-based remediation YES
Revize has included our ADA remediation service which will require Revize remediate any future ADA
issues as long as Evanston is a Revize client
Ability to make alt text mandatory for all images YES
Ability to edit alt text for images in content editor YES
Ability to use H1, H2, H3, etc. heading structures in content editor YES
Supports use of a translation function (e.g., Google Translate)YES
Ability to resize text on page YES
Options for providing alternate ADA-accessible file formats for
documents and media YES
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Revize Completed Project Requirements Sheet.XLSX RFP 24-57 Project Requirements
Category Feature/Requirement
* REQUIRED
Can you provide this
feature/requirement?
Vendor Comments
Optional)
Provide additional context if needed; use this column to indicate if meeting criteria requires an add-on service
(additional fee) or is through an external partner.
Optional: Compatibility with third-party digital accessibility proofing
tools and reporting services YES
Revize will conduct all scans and remediate. Also included is a accessibility checker built into the CMS.
No need for the City to purchase an outside scan tool.
B Optional: Automated Testing and Reporting
Automatic accessibility scans and reports YES
Accessibility reports available upon request YES
Filter accessibility issues by priority YES
Segmented reports for departmental web editors PARTIALLY Available from Revize upon request
Manual testing by users with disabilities NO We do not currently have this as part of our process. But, we do see it as a future goal to implement
Mobile accessibility check YES
C Optional: Content Proofing Tool
User-friendly accessibility checker in content creation process YES
Ability to require WCAG compliance from content editors prior to
publishing YES
D Optional: Content Remediation
Webpage content remediation YES
Revize has included our ADA remediation service which will require Revize remediate any future ADA
issues as long as Evanston is a Revize client
PDF remediation services YES Revize has proposed to remediate all PDFs as part of the project
Alt text automation PARTIALLY
While this can likely never be fully automated, Revize is planning to add a feature that will suggest
relevant descriptions
E Optional: Staff Accessibility Training and Support
Accessibility consultation and training for staff YES
IV. System Attributes and Security
A Hosting and Data Security
Web-based CMS solution YES
Compatibility with all major web browsers YES
Strong security features (firewalls, router upgrades)YES
24/7 server monitoring YES
U.S.-based data center YES
Automated security updates and patches YES
Ability for City to own data and migrate all website content YES
B Access Control and Authentication
SSO or MFA integration (preferred protocol: SAML 2.0YES
Active Directory authentication YES
C Disaster Recovery and Compliance
Proven security compliance YES
Downtime monitoring YES
Robust disaster recovery plans YES
Ability to recover data and content YES
D System Performance
High traffic handling YES
Minimal downtime YES
Reliable hosting YES
V. Support and Maintenance
A Ongoing Support
24/7 emergency technical support YES
Clear and responsive process for everyday technical support YES
Clear point-of-contact for our account, available to escalate
technical issues if needed YES
B Training
In-person or recorded CMS training for staff YES
Accessible training documentation for staff to reference YES
VI. Migration and Transition
A Content Migration
Full migration support (completed within 68 months)YES
Content audit and consolidation support YES
Transition support from current platform YES
Ability to migrate content without breaking URLs YES
VII. Integration
Options to connect third-party platforms via integrations, APIs, or
external links YES
VIII. Project Management
Regular project updates throughout duration of redesign and
migration YES
Prioritization of critical content in project plan YES
Iterative design process with client involvement YES
Vendor provides hands-on demo and testing for client in staging
environment prior to launch YES
IX. User Permissions and Governance
Multiple user roles and security groups YES
Customizable publishing workflows YES
Tiers of editing access GUI for editors, advanced for admins)YES
Ability to restrict access to certain templates, pages, and widgets YES
Governance structure for clear content ownership YES
Unlimited number of website editors YES
X. Additional Features/Requirements
A Calendar
Main calendar shareable across the website YES
Within main calendar, ability to categorize and display events based
on subject matter or department YES
Ability to add event descriptions + location YES
Ability to upload files to event description YES
"Add to Calendar" functionality YES
B News
Ability to post press releases / news articles YES
News story archive that can be organized by published date YES
C Other
Compatibility with "Snap Engage" 311 chat (or availability of a
comparable live chat widget)YES
Site-wide spellcheck YES
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Revize Completed Project Requirements Sheet.XLSX RFP 24-57 Project Requirements
Category Feature/Requirement
* REQUIRED
Can you provide this
feature/requirement?
Vendor Comments
Optional)
Provide additional context if needed; use this column to indicate if meeting criteria requires an add-on service
(additional fee) or is through an external partner.
Site redesign available at least every 5 years YES
Vendor has at least 10 years of experience with government
websites YES
Vendor has high customer satisfaction + retention YES
Optional: Meeting agenda management (searchable)YES
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EXHIBIT D
Additional Pricing + Scope Specifications
March 10, 2025
This exhibit serves to document additional discussions and agreements between the City of Evanston
and Revize LLC regarding the scope of work and associated pricing. These refinements are based on
the vendor ’s proposal, interview, and follow-up discussions. These adjustments reflect mutually
agreed-upon modifications to ensure alignment with the City’s needs while optimizing cost-effectiveness.
The details in this exhibit serve to refine any corresponding details in the original proposal submission
and to clarify expectations, ensuring transparency for both parties.
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Website Project + Maintenance Cost Sheet – 3/4/25 Update
Year 1
Implementation
& Maintenance
Year 2
Maintenance
Year 3
Maintenance
Year 4
(Option to
Renew)
Maintenance
Year 5 (Option
to Renew)
Maintenance
Migration $24,700.00
Redesign $31,300.00
Training $2,900.00
Retraining included
at no additional cost Retraining included
at no additional cost Retraining included
at no additional cost Retraining included
at no additional cost
Support &
Maintenance
$12,700.00
$13,208.00 $13,736.00 $14,285.00 $14,285.00
Includes
Redesign
Accessibility
Tool(s)
(Optional)
$7,900.00* $7,900.00 $7,900.00 $7,900.00 $7,900.00
Other Expenses
Total:
$79,500.00
Other Expenses:
Accessibility tool(s) includes Revize WCAG Scan and Remediation Service (See page 55 of Revize website RFP
proposal for additional details). Support & Maintenance costs include hosting and access to Revize AI Chatbot
*Year 1 accessibility to include pre and post go-live accessibility scans
Document Last Updated: 3-4-2025
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Revize Website Redesign and Migration Scope of Work – 3/4/25 Update
Phase Deliverables
Phase 1: Kickoff Meeting and Discovery/Project Planning:
Phase 2 – Design Mockups/Wireframes:
● 100% custom designed mockups with unlimited revisions for each of the following
● Home page template and basic inner page
● Department landing page
Phase 3 & 4 – HTML Development & Revize CMS Integration:
● Set-up all CMS modules listed in this agreement
● Integration with all 3rd party web applications
Phase 5 – Quality Assurance Testing, Accessibility, & Custom Development:
Phase 6 – Sitemap Development & Content Migration:
● Site map development and content migration from old website – up to 1,000 webpages and associated
documents
Phase 7 –Content Editing Training
Phase 8 – Go Live
Annual Support & Maintenance
Revize Annual Software Subscription, Tech Support, CMS Updates, Website Hosting, Unlimited Users, Unlimited
GB website storage, 300GB/Month Bandwidth, AI ChatBot, SSL Certificate
Payment Schedule
Payment
Amount
Payment Date Includes
$ 19,875.00 Upon Completion of Phase 2 25% 1st Year Project Costs
$ 39,750.00
Upon Completion of Phase 6 50% 1st Year Project Costs
$ 19,875.00
Upon Completion of Phase 8
25% 1st Year Project Costs
$ 20,208.00 1 Year Anniversary of Go live Year 2 Annual Hosting, Maintenance, Support, and Accessibility
$ 21,636.00 2 Year Anniversary of Go live Year 3 Annual Hosting, Maintenance, Support, and Accessibility
$ 22,185.00 3 Year Anniversary of Go live Year 4 Annual Hosting, Maintenance, Support, and Accessibility
$ 22,185.00 4 Year Anniversary of Go live Year 5 Annual Hosting, Maintenance, Support, and Accessibility
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Revize will integrate the following web applications into the City of
Evanston’s website: - 3/4/25 Update
Citizen’s Communication Center Apps
● Notification Center with Text/Email Alerts
● Bid Posting
● Document Center
● Email Notify
● FAQs
● Multi-use Business Directory
● News Center with Facebook/Twitter
Integration
● Online Forms
● Photo Gallery
● Quick Link Buttons
● Revize Web Calendar
● “Share This” Social Media Flyout App
● Sliding Feature Bar
● Language Translator
Citizen’s Engagement Center Apps
● AI ChatBot
● Citizen Connect (Community Blog)
● Curated “Smart Search”
● RSS Feed
Staff Productivity Apps
● Agenda Posting Center
● Job Posting App
● Image Manager
● iCal Integration
● Intranet
● Link Checker
● Menu Manager
● Online Form Builder
● Staff Directory
● Website Content Archiving
● Website Content Scheduling
Site Administration and Security Features
● Audit Trail
● Auto Site Map Generator
● History Log
● URL Redirect Setup
● Roles and Permission-based Security
Mode
● Secure Site Gateway
● Unique Login/Password for each Content
Editor
● Web Statistics and Analytics
● Workflows by Department
Mobile Device and Accessibility Features
● Font Size Adjustment
● Alt-Tags
● Responsive Website Design (RWD)
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Additional Clarifications:
1.Additional content migration, if requested, is available for $3 per web page or document.
2.Additional bandwidth is available at $360 per year for each additional 50GB per month.
3.Additional website storage is available at $500 per year for each additional 10GB website storage.
4.Both parties recognize that project completion date is highly dependent on their timely communication with
one another. The City of Evanston understands that the primary communication tool for this project and future
tech support is the Revize customer portal found at https://support.revize.com.
5.This is a three-year contract with the option to renew for an additional two years according to payment
schedule. Revize will provide a free redesign of the website in year four of the agreement, assuming the City
of Evanston agrees to four consecutive years of annual software subscription, tech support, CMS updates,
and hosting.
6.The City of Evanston owns design, content, and will receive periodic updates to the CMS for the life of the
contract.
7.The City of Evanston is responsible for deciding when to launch the website upon completion of Phase 7
(training). Any delays in go-live for reasons unrelated to a functional defect do not constitute a breach of
contract by Revize. The City may also choose to delay certain deliverables to prioritize an earlier website
launch.
8.Revize will provide full access to its proprietary, cloud-hosted CMS for managing the City’s website. This
access is solely for the websites covered in this agreement and cannot be shared with outside entities.
Revize will maintain, update, and host the CMS during the contract period. If the contract is terminated,
access will be revoked, but website content will be provided to the City if all payments are complete.
Revize AI ChatBot
1.Revize AI ChatBot includes up to 10,000 monthly queries, 4,000 trained pages/files, backend dashboard
access and monthly auto retrain. Revize will inform the City before annual renewal if the annual fee is
subject to increase based on monthly queries and will not require any additional charge without written
approval from the City.
2.The City of Evanston understands that the Revize ChatBot provides responses to user inputs using the
content the City has trained to the ChatBot; inaccurate/incomplete responses may occur, and both the City
and Revize will collaborate to strengthen AI ChatBot capabilities and accuracy.
3.Revize understands the importance of data privacy and is committed to maintaining the confidentiality and
security of all data provided in connection with the AI ChatBot service. Revize will only collect, store, and
process data necessary for the proper functioning of the AI ChatBot service, and such data will not be used
for any purpose other than as required to deliver the agreed services. Revize will take reasonable and
industry-standard measures to ensure that all data is securely stored, transmitted, and protected from
unauthorized access.
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WCAG Scan and Remediation Service
1. Included in this agreement is the Revize WCAG Scan and Remediation Service which provides up to 4
scans for the purpose of remediation per year and up to 30 development hours allocated annually to
remediate any issues discovered. The 30 development hours will become available after the website goes
live.
2. Prior to the website going live, Revize will conduct an accessibility scan to ensure all website-specific
features (text on the page, images, and other core website elements) are WCAG-compliant. This scan does
not cover PDFs or other document attachments and is considered part of the migration process, rather than
requiring use of the 30 annual development hours for remediation.
3. With the agreed upon annual development hours, Revize will remediate the website with the goal of
meeting the WCAG 2.1AA guidelines for accessibility compliance. Revize will start with what it deems are
the most significant issues unless otherwise instructed by the City of Evanston.
4. Additional development hours may be requested at a rate of $125 per hour.
5. Revize will generate and provide website WCAG compliance reports to the City upon request.
6. Additional PDF remediation may be requested at a rate of $5 per page. (100 Minimum)
7. PDF remediation is priced by page, not by individual file e.g., PDF of 10 pages would be billed $50.
8. The City’s website editors shall make reasonable efforts to avoid posting content that does not conform to
WCAG 2.1AA guidelines. Issues created after Revize’s periodic scan and remediation are the City’s
responsibility and will not be remediated until next scheduled Revize scan.
9. Revize also includes an accessibility checker within the Revize CMS editor to assist City website editors in
avoiding certain WCAG compliance issues.
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Contract with Revize LLC for Website Redevelopment and CMS...
Revize-Memo-Packet.pdf and 1 other
dbdb7587ad4280a2345f755a84a0923955120265
MM / DD / YYYY
Signed
04 / 14 / 2025
11:33:15 UTC-5
Sent for signature to Alexandra Ruggie
(aruggie@cityofevanston.org), Luke Stowe
(lstowe@cityofevanston.org) and Thomas Jean
(thomas.jean@revize.com) from lthomas@cityofevanston.org
IP: 66.158.65.77
04 / 14 / 2025
11:49:58 UTC-5
Viewed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 50.171.242.186
04 / 14 / 2025
11:50:22 UTC-5
Signed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 50.171.242.186
04 / 14 / 2025
12:15:25 UTC-5
Viewed by Luke Stowe (lstowe@cityofevanston.org)
IP: 50.171.242.186
04 / 14 / 2025
12:16:10 UTC-5
Signed by Luke Stowe (lstowe@cityofevanston.org)
IP: 50.171.242.186
04 / 14 / 2025
12:48:55 UTC-5
Viewed by Thomas Jean (thomas.jean@revize.com)
IP: 24.127.219.27
04 / 14 / 2025
13:21:24 UTC-5
Signed by Thomas Jean (thomas.jean@revize.com)
IP: 24.127.219.27
The document has been completed.04 / 14 / 2025
13:21:24 UTC-5
Contract with Revize LLC for Website Redevelopment and CMS...
Revize-Memo-Packet.pdf and 1 other
dbdb7587ad4280a2345f755a84a0923955120265
MM / DD / YYYY
Signed