ADDENDUM #3
RFP#2015-07-001A
Creative Services
July 30, 2015
Social Media Consulting
1. How many hours a month do you envision requiring for the social media consulting?
Social media consulting services will be ordered on an “as needed” basis and is estimated not
to exceed five (5) hours per month.
2. Would you require in-person consulting or would this all be digital/telephone/skype?
The consulting would be predominately over the telephone but could be skype and in person.
3. Analytics is not mentioned, specifically. Will there be a need to have analytics reviewed
as part of the social media campaign’s responsibility, or does that fall under another
department?
The Airport is responsible for analytics.
4. What type of reports do you expect to receive?
Reports will be required on completed work for the various categories of service. The
Selected Proposer will send a monthly report giving the status of the required services. The
report needs to indicate the services, expected completion date (if provided), percent of
completion, dates, and comments. The requirement has been added to the Scope. Example:
Service
Extranet
Development
Historical
Timelines
Development
Expected
Completion Date
12/1/2099
None
Completion of Services Report
Percent Completed Date
20%
1/1/2099
0%
1/1/2099
Comments
Completion of
the extranet, to
date, consists of
XYZ.
No timelines
requested to date.
5. Can you provide some high level thoughts around the I Rock With CLT campaign?
Target, goals, etc.
The rocking chairs are a signature feature of Charlotte Douglas International Airport. CLT
was the first Airport to have rocking chairs, and we wanted to use that as a platform to help
engage our customers with the Airport. This campaign will be seen online through the
various social media platforms.
6. Does CLT have a social media team in-house?
Yes, the Airport has an in-house social media team.
7. Is any implementation needed or strictly advising?
Strictly advising.
8. What percentage of the overall scope do you expect to be social media
consulting? Should we plan on 100% of a senior level person’s time or something
else? Some guidance here would be helpful.
Minimal consulting would be needed, but we would expect a mid to senior level consultant
for guidance.
9. What do you plan to allocate as a budget for the social media campaign to cover
photography, videography and media costs?
The Successful Proposer does not need to provide any photography, videography or media
services; therefore no budget is allocated. The Successful Proposer will conceptualize the
campaign and create graphics that support the campaign. The budget for graphics is
undefined.
10. Who manages the social media properties day-to-day today?
Staff of the Airport’s Public Affairs department manages the social properties day-to-day.
11. What tools are used to manage the social media feeds?
Hoodsuite is the tool used to manage the social media feeds.
Graphic Design
12. Will the infographics just be for Facebook, or will they be used on the website as well?
They will be used for the website and Facebook.
13. Will the scope limit the social media platforms to FB, IG, YT and Twitter?
As a department of the City of Charlotte, the Airport is approved to use Facebook, Instagram,
YouTube, and Twitter. Future social media platforms may be approved by the Airport for
use.
14. How many updates do you anticipate for the social media Tabs, Infographics?
We anticipate updating the social media tabs once per month and Infographics quarterly or
annually depending on the focus of the Infographic.
15. How often will you need to update the website images, rotators, etc?
The images and rotators will need to be updated 20-25 times the per year. Some will require
quarterly updates; others will require annual updates.
16. Could you give us an idea of how many website graphics and how often you would
expect them to be updated?
Please refer to question #15. The same number of graphics will be needed.
17. Will all stats be provided for the info graphic or will the agency be responsible for
sourcing these?
The Airport will give the Successful Proposer all relevant data for the infographics.
18. Has all of the creative for the "I Rock with CLT" Campaign already been developed?
No, the campaign has not been developed. The Successful Proposer will conceptualize the
campaign and create all corresponding creative materials that will be used in the campaign.
19. Regarding the “I Rock with CLT” campaign. Please tell us more about the
collateral. What do you envision here? How many pieces and what types? Are these
trifold brochures and rack cards? Other types of collateral? Who will be responsible
for printing these pieces? Will you be expecting the agency to secure the printer?
This campaign will be developed for our social media platforms. Therefore, printed
collateral is not required. The Successful Proposer does not need to secure a printer.
20. How long will the campaign run?
The length of the campaign has not been determined.
21. Please clarify what you mean on page 17 by, “Install and “I Rock with CLT” social
media campaign on Facebook."
The Airport has decided to perform this function. The requirement for Scope A.3.a. has been
updated.
22. Can you clarify what you mean by “install a social media campaign”? Is this a social
media contest in a tab/app, or are you seeking a social media plan with post content,
images, Facebook ads, etc.?
The “install” requirement is no longer needed by the Airport. The social media campaign
will exist solely online through our approved social media platforms. We are looking for a
social media plan and content. The Airport will provide the images. The requirement for
Scope A.3.a. has been updated; and a requirement has been added as Scope A.2.
23. How many infographics will need to be made throughout the year?
Four to six infographics will be made throughout the year.
24. Are you seeking a total redesign of the existing infographic or just adding new stats to it
and keeping it updated?
The Successful Proposer will create new infographics that are separate from our current
infographic.
25. Will we just deliver the social tab creative files to CLT, or will we also need to upload
them on the Facebook page?
The Airport will upload the files, and the Successful Proposer will deliver the social tab
creative files.
26. What types of materials are needed for the collateral for the poster contest? Print or
digital?
The materials are digital.
27. Can you clarify what you mean by “fully functional”?
This is to ensure that we receive a complete social media plan from the Proposers. A
complete social media plan means that the Proposer needs to describe, in detail, their plan to
execute the social media campaign.
28. Will the website graphics need to be programmed to the website (HTML), or will CLT
handle that part?
CLT will upload the graphics to the website.
29. Is there an incumbent Advertising Agency and/or Social Media agency?
No.
30. It is assumed all timelines will need to be responsive – current onew are not.
It is assumed that all timelines will be responsive.
31. Which “hosting account” is being referred for timelines – clickoptimize, or another?
The Airport has a hosting account currently with Click Optimize, however a new hosting
account is under consideration.
Extranet Development
32. Could you provide an example of the following:
Survey and quick poll manager
An example of a survey and poll manager module is located here:
https://www.drupalgardens.com/documentation/feature/webforms. It would be a Webform
module that would allow the Airport to create forms such as surveys and polls.
Page Scheduling
An example of page scheduling can be found here:
https://www.youtube.com/watch?v=G7VfhGI4aoE and here:
https://www.drupal.org/project/scheduler.
Forms Module Custom
An example of a form module is located here: https://www.drupal.org/project/webform. It
would be a Webform module that would allow the Airport to receive basic forms with
information that does not need to be interactive.
Staff Directory
An example of a staff directory built with Drupal is located here:
https://directory.uncc.edu/facstaff
Create a multiple-step form module that performs these functions:
a. Customer completes a form.
b. Receiver gets the form and makes necessary edits.
c. Receiver would send form back to customer with edits.
d. Customer would resubmit form to receiver.
e. Receiver would Approve or Deny
i.
In addition, the receiver must enter an email for where the
form should be sent to and use a generic email as the
“from” address when sending the form responses back to
the customer.
33. Do you anticipate changing the structure of the website within 12 months?
We will not be changing the structure of the website within 12 months.
34. How many timelines do you see needing in total?
A minimum of three (3) web timelines will be needed.
35. What type of ongoing support will you see needing for the Extranet?
Ongoing support will consist of technical support, in person, over the phone, or via Webex,
to answer any questions regarding the functionality of the website during the term of the
contract.
36. Should we create a brand new editable map, or simply rework the existing map so that
it can be easily updated by the client?
A brand new terminal map will need to be created that can be edited by Airport staff.
37. Scope B, a & d Talk about a password protected site, but a News RSS feed. How is
envisioned to have the feed available publicly with the site password protected. Would
the News area as a whole be publicly available?
The News area would only be visible to those logged into the extranet. The News/RSS Feed
would function as means for those who have just logged into the extranet to see what has
changed since the last time they have logged onto the website. For example, someone would
log on and see on the feed that “John Doe has added a new company vehicle policy”. From
that notice, the visitor would know to go into the Documents manager to view the new
policy.
38. Regarding the extranet, we are expecting that you would be providing all the copy
content. Can you confirm this?
The Airport will be providing all content and copy that will go on the extranet.
39. Could you define CMS?
CMS means content management system.
40. Do you want the agency to load all content, or are you expecting to load some content
after training on CMS?
The agency may load all of the initial content to the extranet. Selected users will be able to
upload documents going forward after the development of the extranet.
41. Does the interactive map need to be programmed in a certain language?
The Airport expects the programming language to be a widely used web language such as
PHP, Ruby (on Rails), JavaScript, etc.
42. Will all copy/content for the site be provided by CLT, or are copy writing services
needed as well?
The Airport will provide the content for the site.
43. Is the extranet referenced in B.1.a brand new or already developed?
Brand new.
44. Is Drupal required for this extranet platform, or are others under consideration?
Drupal is the requirement for the extranet platform.
45. How many users are expected of the extranet?
We expect 50-100 initial users of the extranet.
46. Who will be responsible for loading in the Documents and staff directory; and please
give us a sense of size.
Initially, the Successful Proposer will need to load the documents and add staff to the
directory. After the initial loading, the Airport will maintain all content including the
documents and staff directory. The size is approximately 500kb.
47. This is a one year contract with 2 one year options. Does the RFP have a specific timing
of when the extranet need to be delivered by?
The extranet needs to be completed within the first 4 months of the contract effective date.
General
48. What is the financial requirement for the bond or letter of credit?
Neither a bond nor a letter of credit are required for this RFP. Financial Security has been
removed from Section III. of the RFP.
49. For items that come up and not covered in the Scope, are you open to engaging on an
hourly rate basis?
Yes. We will seek quotes as needed on a defined scope of services.
50. How do you see the scope changing in years 2 and 3?
Scopes A and B should not change in years 2 and 3. Therefore, all deliverables in year 1 are
also expected in years 2 & 3 with the exception of the “I Rock with CLT” campaign.
51. What metrics will you use to define success in each of the areas outlined?
The metrics we will use to evaluate the success of Scope A will be an increase in followers
on our social media platforms. We will utilize the reports generated by the social media
networks. Scope B success is defined as creating an intuitive user interface that presents the
correct information to the correct workgroups as well as making information easy to find.
We will measure “easy to find” by the feedback we receive from users (via surveys) and the
engagement of users. This report will be generated by the Airport.
52. Are you currently working with an agency, if so can you share the agency name?
No, we are not currently working with an agency.
53. If your divider pages are clearly labeled, do they have to have tabs?
Yes.
54. You want a Drupal site but want to update it 100% through Sharepoint. Drupal and
Sharepoint are competing software packages (ex: https://www.acquia.com/blog/drupalvs-sharepoint-choosing-right-platform-your-site). This is an interesting request. Is there
reasoning for wanting the site developed in one system, but modified in another?
The extranet will not be associated with our main website that is built on Sharepoint. The
extranet is to be built on Drupal and have a separate server that houses it. The systems will be
separate and updated separately.
55. Does form 1 (the signed confidentially agreement regarding the recipt of the rfp) need
to be emailed prior to submitting the full proposal? Please confirm.
No.
56. Has a budget been approved or provided for ths RFP?
The budget has been approved for this RFP.
57. What is your budget?
Not to exceed ninety thousand dollars ($90,000.00) over three (3) years.
58. Do the responding agencies need to add a line item to estimate for Scope B: Extranet
Development Services on form 2?
Yes, the Proposal Form 2 has been revised to include “Extranet Development Services”. A
copy of the Proposal Form 2 is included in this addendum.
59. Are responding agencies to share previous work samples? How many are needed for
consideration?
Yes, responding agencies are to share previous work samples. A minimum of three samples,
but not to exceed five.
60. Will spec work be required from the responding agencies?
Yes, spec work will be required from the responding agencies.
61. When submitting a bid for RFPs, should the company be able to provide services for all
of the services requested, or can we bid for portions of the services? Please advise.
The company can bid on Scope A, Scope B, or both.
62. Do we need to be a local company?
No.
63. Is there a pre-submittal meeting/conference call?
No.
64. For the payments referenced in B.1.a, what payments are expected? For example, card
merchant gateway, Paypal, others, etc.
The service for payments will not be needed. This requirement in Scope B.1.a. has been
removed.
65. Are the payments for invoices or goods? If for invoices, will an integration be needed to
pull those in from an ERP system? For goods, what type of goods and will a shopping
cart concept be needed?
The service for payments will not be needed. This requirement in Scope B.1.a. has been
removed.
66. What payment system is being considered for the extranet?
The service for payments will not be needed. This requirement in Scope B.1.a. has been
removed.
67. “Could be a payment component”. Does this have to be enabled in the first version of
the extranet or not?
The service for payments will not be needed. This requirement in Scope B.1.a. has been
removed.
68. Clarification on what browser support is expected by “work in all browsers”
including…
It is expected to work in Internet Explorer, Safari, Firefox, and Google Chrome.
69. Section B.1.c references that this should be a responsive site but in the bottom section of
bullets, it specifies that the site should use a 960px width. Should that be assumed for
desktop/tablet only, and also used as a max width? Is there flexibility to increase if the
device has a higher resolution?
The 960px width should be assumed for desktop/tablet only. There is flexibility to increase
if the device has a higher resolution.
70. For the Multi-Step Forms Module described in section B.1.d.xii, is there any particular
technology that should be used for this workflow?
There is no particular technology that should be used for this workflow. Using Drupal, the
Successful Proposer has the choice to create a module to fulfill this task; the option to create
a module is preferable but not required.
71. Page Scheduling – Please explain in more detail what you are looking for here.
Drupal, by default, comes with the ability to schedule posts to be published at a later time.
We seek to utilize this functionality.
72. Which department is responsible for the management of this project?
The Airport’s Public Affairs department is responsible for the management of this project.
A revised Scope of Work is attached.
FORM 2
PROPOSAL FORM
A.
COMPENSATION
Service Fees
Year 1
Consultation Services
Graphic Design Services
Web Development Services
Extranet Development Services
Total Contract Amount
$
$
$
$
$
B.
NON-COLLUSION AFFIDAVIT
In submitting this Proposal, Proposer hereby declares that the only person or persons interested
in this Proposal as principal or principals is or are named herein and that no person other than
herein mentioned has any interest in this Proposal or in the contract to be entered into; that this
Proposal is made without connection with any other person, company or parties submitting a
Proposal in response to this RFP; and that it is in all respects fair and in good faith without
collusion or fraud. Proposer represents to the City that, except as may be disclosed in an
Addendum hereto, no officer, employee or agent of the City presently has any interest, either
directly or indirectly, in the business of Proposer, and that any such officer, employee or agent of
the City having a present interest in the business of Proposer shall not have any such interest at
any time during the term of the Agreement should it be awarded to the Proposer.
C.
ACKNOWLEDGEMENT OF ADDENDA
Proposer further declares that it has examined the RFP including all Attachments, Exhibits and
Addenda, as acknowledged below, and that he/she has satisfied himself/herself relative to the
requirements, procedures and rights of this RFP. Acknowledgment is hereby made of receipt of
the following Addenda (identified by number) since issuance of the RFP.
Addendum Number
D.
Date
SUBCONTRACTORS
Proposer must list all proposed subcontractors, if any, in the table provided below. No change in
the proposed subcontractors listed herein will be allowed without the express written consent of
CLT. All proposed subcontractors must be able to demonstrate their ability to perform the Work
proposed to the complete satisfaction of CLT.
Name of Subcontractor
E.
Description of Work to be Performed
PROPOSAL CHECKLIST
Proposal must initial each item below to confirm that it has been included in the Proposal.
Proposals must be formatted in the same order as the checklist below.
Cover Letter
Executive Summary
Request for Proposals Acknowledgment
Proposal Form
Qualifications and Proposer Requirements
Non-Discrimination Certification
F.
VERIFICATION AND CERTIFICATION OF AUTHENTICITY OF PROPOSAL
Submission of this Proposal is the duly authorized official act of the Proposer and the person(s)
executing this Proposal and is in accordance with the terms and conditions as set forth in the
RFP. The Proposer is duly authorized and designated to execute this Proposal on behalf of and as
of the official act of Proposer, this _______ day of ____________, 20___.
Name:
____________________________________
Signature:
____________________________________
Printed Name:
____________________________________
Title:
____________________________________
Address:
____________________________________
____________________________________
____________________________________
Creative Services Scope of Work
Scope A
Consultation Services
1. Serve as a social media consultant to answer questions related to the social media
industry, social media campaigns, YouTube, platforms and the latest and future trends.
2. Successful Proposer needs to build a social media plan along with content, for the
Airport’s “I Rock with CLT.”
Graphic Design Services
1. Design and update infographic that reflect Airport stats such as national and global
rankings, passenger numbers, cargo numbers, etc.
a. Example - https://www.facebook.com/pages/Charlotte-Douglas-InternationalAirport-CLT/260026724048476?sk=app_249282018615513
2. Design and update CLT Social Tabs that reflect specific information about the Airport
such as development programs, Airport frequently asked questions, etc. with editing
access to Airport staff using the Wordpress platform
a. Example - https://www.facebook.com/pages/Charlotte-Douglas-InternationalAirport-CLT/260026724048476?sk=app_504960696305303
3. “I Rock with CLT” Campaign
a. Conceptualize design for “I Rock with CLT” social media campaign on Facebook
(to begin immediately)
b. Design graphics for social media campaign celebrating the terminal building’s
30th Anniversary
c. Ensure the social media campaign is fully functional
4. Website graphics
a. Design graphics for the website such as image page headers, web rotator images,
and special graphics that may reflect Airport events and services.
i. Example: cltairport.com – web rotator
ii. Example:
http://charmeck.org/city/charlotte/Airport/Parking/Pages/default.aspx - top
of page graphic
Web Development Services
1. Develop a minimum of 3 historical timelines to be hosted on CLT Airport’s hosting
account.
a. Example - http://clttimeline.clickoptimize.com/
2. Develop an interactive terminal map that can be dynamically updated to reflect current
Airport concessions, airline gates, restaurants and sitting areas.
a. Example - http://clt.clickoptimize.com/
Scope B
Extranet Development Services
1. Vendor will perform these services:
a. Develop a password-protected extranet on the Drupal CMS platform for the
Airport to communicate internally with all Airport vendors. This is to allow the
Airport to update and manage all content across the web site.
b. Develop three initial design concepts and allow three rounds of revision to the
chosen design
c. Develop three page layouts: Homepage, Category Landing Page, Content Page
i. All design layouts are to be responsive and automatically format to
desktop, tablets and mobile phone environments.
d. Functions of the extranet include:
i. WYSIWYG Editor
ii. News Manager with RSS feed
iii. Event List/Calendar
iv. Form Manager
v. Survey & Quick Poll Manager
vi. Page Scheduling
vii. Blog
viii. Forms Module Custom Add-on
1. Create a dynamic form option that would allow a user to submit
forms on the extranet (like a modification request form) by logging
in, completing the form, submitting it. After submission the form
would be housed in the CMS and a copy of form would be emailed
to the user completing it.
ix. Document Manager
1. This will be a directory listing template or module that would
allow for storage of numerous folders loaded with PDF files into
one or more folders located on a server.
x. Staff Directory
1. Includes Employee Directory information. The list will be
searchable by First Name, Last Name, Email, and Department
xi. Create A News Template for the News Module
1. Vendor will create an additional layout for the news module to
facilitate posting or real estate updates for their tenants.
xii. Create a multi-step form module that performs these functions:
1. Customer completes a form.
2. Receiver gets the form and makes necessary edits.
3. Receiver would send form back to customer with edits.
4. Customer would resubmit form to receiver.
5. Receiver would Approve or Deny
a. In addition, the receiver must enter an email
for where the form should be sent to and use
a generic email as the “from” address when
sending the form responses back to the
customer.
2. Successful Proposer
The Airport currently utilizes a SharePoint 2013 environment for its main website. Approved
content will need to function in these environments and comply with the City of Charlotte’s
website policies and standards. All content and graphics will become the sole property of the
City and Airport.
Additional criteria for deliverables include:








Download fast
Work in all browsers
Work on low-end systems
Informative
Allow visitors to quickly navigate
Complement CLT’s branding, colors
and overall look
Deliver a consistent branding of CLT
Encourage exploration







Convey CLT’s logo
Convey excitement for CLT
Feature CLT logo on each page
Allow City staff to update 100 percent of
the content on the site using SharePoint
Conforms to width standards (currently
960 pixels wide)
Utilizes SharePoint layout
ADA compliant and accessible design
Contract Terms: 1 year with option to renew yearly for up to a total of 3 years
The selection committee will evaluate the selected Proposer on the ability to meet the following
criteria:
 Amount of bid for the work
 Designing of infographic and social media tabs
 Social media plan concept of “I Rock With CLT” and proposed graphics
 Availability of a mid to senior level staff member contact to address the Airport’s needs
 Adequate staffing that can perform Airport needs in a timely manner
 Proposed plan of how to build the extranet
 Have a proposed timeline and operations plan that details how the vendor will perform
the Scope that has been bid on
The Selected Proposer will send a monthly report giving the status of the required services.
The report needs to indicate the services, expected completion date (if provided), percent of
completion, dates, and comments. Example:
Service
Extranet
Development
Historical
Timelines
Development
Expected
Completion Date
12/1/2099
None
Completion of Services Report
Percent Completed
Date
20%
1/1/2099
0%
1/1/2099
Comments
Completion of the
extranet, to date,
consists of XYZ.
No timelines
requested to date.