RFP NO. 14-40 ECONOMIC DEVELOPMENT WEBSITE REDESIGN · RFP 14-40 Economic Development Website Redesign - ADDENDUM #1 2 creative/graphic design services and the redesign and The intent

CHARLES COUNTY GOVERNMENT

Department of Fiscal and Administrative Services

Purchasing Division

Telephone: 301-645-0656

April 4, 2014

RFP NO. 14-40

ECONOMIC DEVELOPMENT WEBSITE REDESIGN

ADDENDUM NUMBER ONE

TO: All Offerors

Please be advised of the following modification(s) & information related to Invitation to Bid 14-40.

These modifications, comments, and attachments are hereby made a part of the bid documents to the

same extent as if bound therein. The due date for proposals remains unchanged.

I. Changes, Additions, and Modifications to the ITB

A. To Part I “Instructions to Offerors”, Section 4.0 “Evaluation Process Criteria”, on page I-14,

add the following:

“n. Proposed content management system (CMS).”

B. To Part III “Scope of Work”, Section 3.2: “Phase Two: Website Development”, on page III-2, add

the following:

3.2.1 Site Design “We are seeking a site with a content management system (CMS). Evaluation of

the CMS will be part of the evaluation process and criteria.”

II. Pre-Proposal Meeting – April 2, 2014 Questions from the meeting appear in Sect III, below. Meeting attendance roster, including firms attending via conference call, is published separately

on the County Bid Board. Introduction Good morning, and welcome to the pre-bid meeting for RFP 14-40, Economic Development

Website Redesign.

My name is Fred Shroyer, and I am the Chief of Purchasing for Charles County Government. Also with us today is Ms. Debra Jones, of the Department of Economic Development, and Project Manager for this project.

RFP 14-40 Economic Development Website Redesign - ADDENDUM #1

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The intent of this project is to provide creative/graphic design services and the redesign and

development of a new economic development website.

The meeting will be conducted in 2 parts. o I will first review selected portions of the Instructions to Bidders within the RFP. Items not

reviewed should not be construed as being less important than those reviewed. No information will be presented that is not already contained within the RFP. I will then ask for any questions pertaining to the Instructions to Bidders.

o The meeting will then be turned over to Ms. Jones who will discuss technical aspects of the project, and entertain any technical questions.

If you have not already done so, please sign-in on the attendance roster.

Procurement Discussion - Fred Shroyer, Chief of Purchasing All solicitation documents may be found on the County Bid Board.

Ensure all required forms and any other information required is complete and in your bid

package.

No exceptions may be taken to the requirements of this solicitation. However, additional ideas,

concepts, and recommendations are encouraged and will be considered during proposal review.

All proposals shall be valid and irrevocable for a minimum of one hundred-twenty (120) days

from the due date.

The Original Proposal package shall include the following:

Technical Proposal, Including APPENDIX B, Site Design Components

Cost Proposal;

Addendum Certification;

Intended Non-MBE Subcontractors form;

Charles County MBE Utilization Affidavit;

Proposed MBE Subcontractors form;

SLBE Utilization Affidavit (if applicable);

Official Letter of SLBE Intent (if applicable);

Non-Collusion Affidavit;

Proposal “Copies” shall contain the Technical Proposal only.

Proposals must state that they are valid for 120 days from the due date.

By submitting a proposal in response to this RFP, the Offeror certifies their acceptance of all

terms and conditions set forth within this document, which will be made a part of the contract.

PROPOSAL SUBMISSION

Submit two (2) unbound Original Proposals and one (1) CD containing the Original Proposal

– all marked “Original Proposal”,

Also submit six (6) bound copies of the Technical Proposal – all marked “Technical

Proposal”.


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Original Proposals shall be submitted in an envelope/box marked “Original Proposals”.

Technical Proposal copies shall be submitted in an envelope/box marked “Technical

Proposal”.

Both Original Proposal and Technical Proposal envelopes/boxes should then be sealed in

another envelope/box marked “RFP No. 14-40, ECONOMIC DEVELOPMENT

WEBSITE REDESIGN - DO NOT OPEN” and submitted to the address contained in the

RFP.

Mail submissions addressed to the Post Office Box address may not be received by

Purchasing until the following day. It is the Offeror’s responsibility to ensure that proposals

are delivered to the Purchasing Office (Room #B130) before the due date and time. Any

proposals not received timely will not be considered.

No information obtained from any source other than the Solicitation documents found on the County Bid Board, myself, or from Ms. Jones may be considered to be accurate. Information posted on the Bid Board takes precedence over any information received from any individual.

Important dates are identified in the solicitation

Last day for questions is by COB this Friday, April 4. Last day for addendums is April 9, 2014 There will be at least one addendum Proposals are due before 3:00 pm on April 16.

All questions should be directed to me in writing only via the contact information provided in the

RFP.

It is the responsibility of the Offeror to check the County Bid Board as frequently as necessary to

obtain all updates and addenda to the solicitation. All addenda MUST be acknowledged in the

Offeror’s proposal. Failure to acknowledge all addenda issued may result in rejection of the

Offeror’s proposal. There will be at least one addendum

The County may require selected Offerors to make oral presentations in order to clarify their

proposals.

The County reserves the right to reject any/all proposals, to waive irregularities and/or

informalities in any proposal, and to make award in any manner, consistent with law, deemed in

the best interest of the County.

By submitting a proposal in response to this solicitation, the Offeror certifies that their firm is not

debarred, suspended, or otherwise ineligible for participation in government procurement by the

federal government, the State of Maryland, or any other state, county, or municipal government.

The firm certifies that it is not delinquent in any payments due to Charles County Government.

The County reserves the right to refuse bids and/or not contract with firms in a delinquent

payment status with Charles County Government.

The County intends to award this contract on the basis of a combination of the evaluation of the

offerors’ experience and qualifications, as well as the cost proposed. Award will not be based

upon cost alone, and this solicitation does not commit the County to award a contract or to award

to that firm which has submitted the lowest cost, The County may also choose to award based

solely upon qualifications and experience if it is in the County’s best interest to do so.


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Subsequent to final execution of the Contract by both parties, and after a Notice to Proceed

issued by the County, the Contractor shall complete all required work within a specified number

of consecutive calendar days to be agreed upon by the County and the Contractor prior to

execution of the Contract.

o In addition, the Contract shall be valid for a period of three years from the date of final

execution for additional work, over and above that required by the Scope of Work, at the

rates contained in the Contractor’s proposal.

Proposal / Award Protests – see the section on page I-5 of the RFP.

Proposal Content, page I-6 of the RFP must be complied with exactly as required.

Evaluation Criteria may be found on page I-14 of the RFP.

o Each proposal will be scored in accordance with the following breakdown for a total of

100%.

Technical Proposal, qualifications/experience 60%

Fee (Reviewed after evaluation of technical proposals) 40%

There is an aspirational 25% MBE goal for this solicitation. We encourage you to meet that goal.

This program is subject to the County’s SLBE program.

Questions pertaining to the procurement process?

Technical Requirements Discussion - Debra Jones, Dept. of Economic Development Project Manager

Section 1.0:

The Economic Development Department is essentially a marketing department, and this project is a

marketing project, with the web site being one specific deliverable / method of marketing the

County. We are specifically looking for a firm that can provide comprehensive creative and web site

design services in this 2-phase project where the creative development is the first phase and web

design will follow.

The marketing recommendations that will be provided to the successful vendor speak to and guide

the underlying messaging, and it will be the vendor’s responsibility to utilize those

recommendations and apply them during both the creative and web site phases of work.

Section 3.0:

It is anticipated that the awardee will work with EDD staff throughout the project’s development

and that while the vendor is responsible for the development of design and content, there will be

ongoing interaction, review, and input from EDD staff.

Section 3.1: Phase One / Creative Development

It is emphasized that this is a marketing project and that the successful vendor will be responsible

for developing creative elements and a full style guide. Elements will be used both for the web site

and for other marketing collateral such as social media and brochures.


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Section 3.2: Phase Two / Website Development

It is emphasized that we are seeking a site with a content management system (CMS). Evaluation of

the CMS will be part of the evaluation process and criteria.

The vendor will be responsible for developing and writing all content, including data, for the web

site. Vendor will be expected to make recommendations as to the type of data most appropriate for

marketing the county, as well as the form of display, whether that is via PDF or other means. EDD

will provide data that it has available (See Table 5.2, item 29) but vendor will ultimately be

responsible for the final result including updates or additional research, as necessary.

Vendor will facilitate the launch of the new web site.

Section 4.0: Evaluation Process Criteria Vendors are reminded that the evaluation criteria we will use specifically includes review of the

vendor’s proven experience in developing both creative elements and web sites for economic

development organizations (EDO’s) – see 4.0.c. and proposal content section on experience and

references.

Section 5.0: Site Design Vendors are advised that Table 5.2 indicates desired functionality and features and that EDD is

relying on the expertise and recommendations of the vendor to work with EDD staff through the

specific details during the web site design. Ideas, concepts, and recommendations are welcome (See

page I-1.)

Experience working with economic development organizations, and the Proposal Content section

indicates specific information regarding economic development experience that vendors must

include in their proposals (see 3.1.8 and 3.1.9, at minimum). The form of EDO is not critical; for

example, experience can be with either departments within a governmental agency or a nonprofit

EDO. We do want to ensure that the vendor we bring on board has specific experience in both

creative development and web sites design for EDO’s that they can base their recommendations on.

This is a requirement.

III. Questions

Questions Received Prior to the Pre-Proposal Meeting, & County Responses

Question 1

Question: Can companies from Outside USA apply for this? (From India or Canada)

Response: Since face-to-face meetings between the County and the Contractor will be

required, we would prefer responses from firms located in North America only, and feel that a

relationship with a firm from outside of North America would be more labor-intensive

and less effective.

In addition, firms must review the Request for Proposals (RFP) carefully to ensure that they

meet all of the required minimum qualifications and prerequisites, since these requirements

will be strictly enforced and non-compliant proposals will be rejected.


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Question 2

Question: Will we need to come over there for meetings?

Response: Yes.

Question 3

Question: Can we perform the tasks (related to RFP) outside USA? (From India or Canada)

Response: Some yes, some no. See the response to question #1 above.

Question 4

Question: Can we submit our proposals via email?

Response: No.

Question 5

Question: Is the Request for Proposals open to any and all firms that can meet the requirements

as listed in the RFP? Or are submissions restricted to firms that currently have service

agreements with the County or have pre-qualified as Vendors?

Response: Any firm qualified in accordance with the RFP may respond. The contractor selected

will be required to physically meet with County staff as considered necessary by the County. Also,

see response to question #1, above.

Question 6

Question: Is there currently an incumbent firm providing the County with Website Design and

Development services? If so, will the incumbent be bidding on this project, and can you release

the firm’s name?

Response: No

Question 7

Question: Is there an estimated budget range for this project? Or do you have any information

regarding previous budgets for similar projects?

Response: Estimated range is $30,000 to $50,000.

Question 8

Question: The following questions were all received from one source on 3/31/14.

a. When did you design the current version of the website?

Response: Current web site was developed 2010 – 2013.

b. Who designed the current website?

Response: Current web site is a hybrid of outsourced work and work performed by staff.

c. How will Charles County evaluate the success of this project?

Response: Refer to the RFP for goals, objectives and desired functionality of the web site.

Success of creative elements will be evaluated during the message testing process.


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d. What are the biggest challenges you have with your current website?

Response: We are seeking to achieve the goals and objectives indicated in the RFP.

e. Why are you looking into this project now?

Response: We recognize that changes to the web site have been needed for several years

now.

f. When will Charles County make a decision about hosting?

Response: We will make a determination about hosting at a future date after proposals are

received and reviewed.

g. What CMS is the current site built in?

Response: Drupal

h. How do you make content updates on the current website?

Response: Content updates are made using the CMS.

i. Besides for Charles county looking for help with content updates; are you also looking for

help with an ongoing digital strategy? We are just asking as we understand citizen

engagement to be a big objective for local and state government this year.

Response: Vendors should review the Proposal Content section and respond accordingly.

j. Will you require a CMS demo before making a decision?

Response: Vendors should assume that a demonstration of the CMS may be part of the

evaluation process.

k. What budget has been established for this project? The budget amount will not be released.

Response: The estimated project range is $30,000 to $50,000.

l. Which firm delivered the marketing strategy for Charles County?

Response: Development Counselors International (DCI)

m. Will the marketing firm be involved with this project to work with the selected vendor?

Response: The selected vendor must be capable of performing the entire scope of work

utilizing only the written recommendations as guidance on general direction. As indicated

in the RFP, the selected vendor must demonstrate the successful completion of both the

creative and web site portions of the work for other economic development organizations.

The marketing firm’s continued involvement will depend on other factors including budget

constraints and is not guaranteed.

n. Will marketing firm by allowed to bid on this project?

Response: Firms that meet all offeror criteria and demonstrate the capability to perform

all requirements contained in the RFP may submit a proposal. Also see questions #1 & #5,

above.

o. Is the creation of a logo and tagline part of this scope of engagement? In the project phase it

does appear within scope but within the project goals section it says “including an updated

logo and tagline if appropriate.”

Response: Vendors should assume they will need to develop both logo and tagline.


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p. Do you plan to have usability testing built into the timeline? Is this open for consideration if

it is deemed beneficial to produce the best product?

Response: Vendors should include in their schedules whatever processes are necessary for

the successful development and smooth launch of the final product; it is expected that the

successful vendor will know and demonstrate what is required.

q. Can you please expand on testing at least three messages and creative elements amongst the

business community? Do you already have an audience selected to provide feedback? Or is

it part of the scope to seek out groups in the business community and to conduct focus

groups?

Response: We expect that the successful vendor will have sufficient experience in testing

and evaluating creative messaging to know what is typically needed for this process and

make recommendations accordingly. Charles County Economic Development will provide

support in making connections with local businesses.

r. How far back to we have to back with versions of IE?

Response: It is expected that the successful vendor will have the requisite experience in

economic development web sites and marketing to make a recommendation in this regard.

s. What languages to we need to address? Is something like Google Translate acceptable or do

you need a more robust translation tool?

Response: See response to question 8.r, above.

t. Are there any 3rd party databases or systems the website needs to integrate with, or pull data

from?

Response: Currently, we do not integrate with any 3rd party databases or systems.

However, proposals submitted from experienced vendors may include recommendations in

this regard.

Response: Responses are appended in bold italics following each question, above.

Question 9

Question: Our firm is MDOT certified and we have other certifications as well. However we do

not hold a Charles County Government MBE or SLBE certification. Will the lack of a Charles

County Government certification lessen our chances of winning the contract award?

Response: Lack of Charles County MBE registration will not adversely affect your proposal

submission. While we highly encourage MBEs to respond, and non-MBEs to utilize MBE

sub-contractors, the MBE goal is aspirational, and there is no negative impact if not met.

Charles County recognizes Maryland Department of Transportation (MDOT) and Federal 8-A

certification. When you complete the MBE forms for your proposal, include your MDOT

certification number.

Questions Received During the Pre-Proposal Meeting, & County Responses

Question 10

Question: In regards to the MBE goal, if the Offeror is MBE but subcontractor is not, does

proposal still meet MBE goal?

Response: If the Offeror is MBE, we consider 100% participation in MBE program no matter

if subcontractors are or not.


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Question 11

Question: Regarding the style guide, you are looking for marketing materials for this office

[Economic Development] to use rather than throughout the entire county government correct?

Response: Yes, the county government has its own style guide and marketing materials for

general outreach. We are looking for materials for the Department of Economic Development

only to be used in marketing the county as a location for business used both inside and outside of

the county.

Question 12

Question: For the promotion of the website, should the Offeror’s proposal have a launch plan

that defines specific activities and promotional materials to be utilized for the promotion of the

launch of the website?

Response: We have not specifically asked for this and do not need a plan laying out exact steps

for doing the launch at the time of proposal. As we evaluate proposals, we will look at past

projects and the launching of such projects will be considered during evaluation.

Question 13

Question: Your current website is actually both Economic Development and Tourism’s website.

I assume that Tourism’s piece will not be a part of the new website. Is this correct?

Response: Correct. Tourism’s part of the website will not be a part of the new website. At one

point, the two functions were combined within one department but they are no longer.

Question 14

Question: We will be able to have the same domain name moving forward?

Response: Yes, we will be keeping the www.meetcharlescounty.com URL.

Question 15

Question: If the vendor has a different recommendation than what is asked for in the proposal,

can we explain that?

Response: When you submit your proposal, it should be submitted in accordance with the

requirements of the RFP. Offerors may submit recommendations in accordance with the RFP

but should do so in a separate sheet to avoid confusion during evaluation. Be sure to cite by

section number and letter specifically what you are referring to in your recommendations

Question 16

Question: Do you use a sale system such as sales force?

Response: We do not currently. One of our staff members is looking into a program to track

business visitation and lead generation, but a decision about whether to go with such a system,

and therefore selecting a specific system, has not been made

Question 17

Question: Will any content from the original site carry over to the new website or will all

content be new?

Response: Vendor should assume populating entirely new content. There may be elements that

are appropriate to transfer, but due to the complete revamping of the website and new

navigation, any such content may need to be rewritten or revised and should not be assumed to

be a direct carry over.

http://www.meetcharlescounty.com/


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Question 18

Question: Are there any county government restrictions that must be adhered to when

developing the website such as template constraints or mandatory banners?

Response: This website will be separate from Charles County Government overall.

Development of Phase I work – including the creative and style guide - will help determine

how we deviate from what has previously been required. Since a key Economic Development

objective includes marketing the county, we are going for a different look consistent with that

objective, and the Phase I process will help identify what should or should not remain the

same regarding consistency with Charles County Government design standards.

Question 19

Question: We should develop proposals under the assumption that we can change anything

regarding current website?

Response: Yes. We are looking to the vendor for recommendations as to what is customary

and desirable specifically for Economic Development websites.

Question 20

Question: Is Zoom Prospector to be integrated via I-Frame and a link or is it to be a complex

integration with full functionality?

Response: Currently, a link to Zoom Prospector is available from the County's Economic

Development website. We are looking to the vendor for recommendations as to the best

integration method that accomplishes the goals of this RFP.

Question 21

Question: Are you looking for templates for microsites? How much detail are you looking for in

this proposal in regards to creating these microsites?

Response: In terms of this proposal, we are trying to ensure we have the ability to do this in the

future. For example, if we want to do something specific on talent attraction, we would not want

this to have to be an entirely new website development project.

Question 22

Question: Would the microsites would be extensions of the existing site and not on a different

domain?

Response: They would be extensions of the existing site and the look and feel would probably

not be a whole lot different. The goal is that if there is a particular initiative or program we

want to promote, we would be able to easily create a microsite rather than simply burying the

information somewhere else.

Question 23

Question: How detailed do you want the upcoming events feature or are you flexible in how this

is created?

Response: We do not have a set format. Ultimately we want it to be fairly clean, easy to find,

and user-friendly.

Question 24

Question: In request for mapping capabilities, are you wanting static maps or are they to be

integrated?

Response: We will be looking to the vendor for recommendations.


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Question 25

Question: For PDF report creation, how important is it that all PDFs are able to come together as

one big report?

Response: This is something we would like to see but recognize there may be additional

requirements to provide it. The RFP includes language requesting feedback for anything that

we ask for that would be very labor-intensive or expensive. While we would like to have this

kind of feature, we do not necessarily want it if the cost or intensity to create this is too great.

Here is where vendor could make recommendations.

Question 26

Question: What is the expectation for translation? How many languages do you want to cover?

Should translation services be included in the cost proposal?

Response: Regarding the options for languages, we want translations in the languages that

make the most sense given our goals and targeted industries as a department. Vendor should

recommend, based on experience, which languages would be appropriate and which

translation tools to utilize.

As indicated in Response #25, we request feedback and recommendations from the vendor for

this or any requested item that will be particularly expensive or take an extensive period of

time to incorporate or use.

Question 27

Question: Regarding translation, do you want one dynamic website that can be viewed in

various languages or do you want many static websites versions built to cater specifically to

various languages?

Response: We are looking for recommendations from the vendor on this, given the goals we

wish to accomplish.

Question 28

Question: Must firms have experience in developing sites for Economic Development or will

site development for similar industries suffice?

Response: This project is essentially a marketing project, with the web site being one specific

method of marketing the County. We are specifically looking for experience working with

economic development organizations, and the Proposal Content section indicates specific

information regarding economic development experience that vendors must include in their

proposals (see 3.1.8 and 3.1.9, at minimum). The form of EDO is not critical; for example,

experience can be with either departments within a governmental agency or a a nonprofit EDO.

We do want to ensure that the vendor we bring on board has specific experience in both creative

development and web sites design for EDO’s that they can base their recommendations on. This is

a requirement.

Questions Received Subsequent to the Pre-Proposal Meeting, & County Responses

Question 29

Question: Re the desired “Website Design and Functionality feature #14 - Multi-Lingual Site

will provide options to translate from English to various languages. Specify tool utilized and

language translations available.”

Q: Which of the different languages does Charles County want to implement on the website?

Response: See response to Question #26 above.


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Question 30

Question: Re the desired “Website Design and Functionality feature # 19 - Employment

Classified feature Site should include an Employment Classified feature which would allow

registered County businesses to promote approved employment opportunities to the EDD

website and allow individuals to search those opportunities. Please see Calvert County MD site

for example of functionality: http://www.co.cal.md.us/index.aspx?NID=963”

Q: From the explanation above, it seems the the business will register on the website and can

post jobs for other users to search those. Can an admin add those as a business entity itself or for

a business? Also I would like to know about different admin users and their access privileges.

Response: See discussion of technical proposal from pre-bid conference (above), Section 5.0 “Site

Design”.

Question 31

Question: Re the desired “Website Design and Functionality feature # 22. Integrate with

Zoom Prospector/GIS Planning Site must include a smooth integration with the County’s Zoom

Prospector site which provides available properties, businesses, demographics, etc”

Q: It would be great if you can provide us more details on this section. Please provide us the

available apis so we can integrate it with the website.

Response: See response to Question #20 above.

Question 32

Question: Re the desired “Website Design and Functionality feature # 25 - Microsite Ability to

easily add microsites and maintain the pages within \the site .

Q: Please write us more on these micro sites. each micro site will represent what?

Is this the website admin who will be adding those micro sites and maintain the pages? What's

going to be url pattern of these micro sites?

Response: See response to Question #22 above and #30 above.

Question 33

Question: Re the desired “Website Design and Functionality feature # 26. Blog Ability to

create various blogs.”

Q: Is this various blogs or various postings under a single blog?

Response: See response to Question # 30 above.

Question 34

Question: Would the scope of work be required to be done on site?

Response: See questions 1, 2,and 3, above.

Question 35

Question: Who is the incumbent, if there is one?

Response: See question 6, above.

Question 36

Question: What is the budget of the project?

Response: See question 8.k, above.

Question 37

Question: Will everyone be provided with the addendum to include topics discussed at pre

proposal meeting along with questions asked?

Response: Please refer to Part I of the RFP, “Instructions to Offerors”, Sections 1.4, and 1.7.

http://www.co.cal.md.us/index.aspx?NID=963


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Question 38

Question: Does Charles County have a preference as to the technology used in the back end?

Response: No, the County does not have a preference. We are looking for recommendations from

the vendor on this, given the goals we wish to accomplish.

Question 39

Question: What is the back end technology for the Charles County current site?

Response: See response to Question #8(g) above. Also refer to Appendix A of this RFP,

“Charles County Computing Environment.”

Question 40

Question: Does Charles County have a preference for the CMS used on the new site?

Response: No, the County does not have a preference. We are looking for recommendations from

the vendor on this, given the goals we wish to accomplish.

Question 41

Question: Would electronic Proposals be accepted?

Response: No.

***** END OF ADDENDUM * * * * * *

Documents

RFP NO. 14-40 ECONOMIC DEVELOPMENT WEBSITE REDESIGN · RFP 14-40 Economic Development Website Redesign - ADDENDUM #1 2 creative/graphic design services and the redesign and The intent