NPVI staff received several thoughtful questions by vendors that might not be answered in the RFP as written.  In the spirit of fairness and time, NPVI will post commonly asked questions and answers in this space for other vendors to see.


Updated 1/15/10

National Plug-In Vehicle Initiative (NPVI)

RFP for Internet Web Site Design, Development & Hosting

Vendor Questions and Answers

Vendor Inquiry    =  Black [upper/lower case]
NPVI Bidder Response  =  BLUE [CAPPED]

 Responses to specific questions and comments from vendor meetings are addressed in the order they were received.

1. Clarify whether / if the proposal preparation instructions that require a “site map” to be included in the proposal are correct; creation of the site map is a collaborative process done as part of the work of the contract and not appropriate to attempt as part of a proposal.

DEVELOPMENT OF THE SITE MAP SHOULD BE CONSIDERED PART OF THE COLLABORATIVE PROCESS BETWEEN THE VENDOR(S) SELECTED TO IMPLEMENT THIS PROJECT AND THE NPVI ‘IMPLEMENTATION TEAM’.  IT IS NOT A REQUIREMENT FOR THE RFP RESPONSE.  HOWEVER, THE ESTIMATED COST OF THIS COLLABORATION SHOULD BE INCLUDED IN THE ‘FIXED PRICE’ COMPONENT OF YOUR BID.

2. Clarify that the evaluation criteria that says “originality/creativity and design suggestions” does not imply that bidders are supposed to provide actual design suggestions as part of the proposal.

WHILE ALL DESIGN SUGGESTIONS WILL BE WELCOME AND CONSIDERED BY THE WEB SELECTION COMMITTEE, THE PRIMARY ‘CREATIVITY’ SOUGHT BY THE NPVI FROM ITS WEB DEVELOPER IS A DESIGN THAT FACILITATES AN INTERESTING/EXCITING WEB EXPERIENCE, EASE-OF-USE AND EFFECTIVENESS IN PROVIDING DESIRED INFORMATION, WITH THE GOAL OF MAKING THE NPVI SITE THE ‘GO-TO’ PORTAL/RESOURCE FOR INDIVIDUALS SEEKING INFORMATION ON PLUG-IN ELECTRIC VEHICLES.

3. Validate that bidders are not expected to prepare a graphical design at all under this contract, but that this will be provided by another vendor.  The effort to create a brand new graphical design is significant and so its inclusion or exclusion will greatly impact proposals. The RFP title says “Web Site Design, Development and Hosting”. 

VENDORS MAY – BUT ARE NOT REQUIRED – TO BID GRAPHIC DESIGN SERVICES, DIRECTLY OR THROUGH A THIRD PARTY (ITEMIZING THESE EXPENSES AND IDENTIFYING ANY SUBCONTRACTORS).  THE NPVI RESERVES THE RIGHT TO UTILIZE MULTIPLE, DISTINCT VENDORS TO PROVIDE THESE/OTHER SERVICES REQUIRED FOR ITS WEB SITE.

4. Validate that bidders do not have to provide hosting themselves, but can recommend hosting arrangements for EDTA to contract with directly.

BIDDERS MAY, BUT ARE NOT REQUIRED TO PROVIDE A HOSTING SOLUTION (OR REFERRAL) FOR THIS RFP.

5. Validate that the bidder is not responsible for content-related work (one bullet says “Vendor(s) will be expected to “refine” the content provided by the NPVI…”; another says “Provide interesting, attractive, engaging, and easily accessed information on PEV technologies…”)

BIDDERS ARE NOT RESPONSIBLE FOR DEVELOPING ‘CONTENT’ FOR THIS SITE.  THE NPVI IMPLEMENTATION TEAM WILL PROVIDE ALL ‘CONTENT’ FOR THIS WEB SITE.  OUR MEDIA CONSULTANT (ENVIRONICS COMMUNICATIONS) WILL BE PART OF THE IMPLEMENTATION TEAM AND WILL PLAY A PROMINENT ROLE IN COLLABORATIVE EFFORTS TO DEVELOP THE DESIRED ‘BRANDING’ AND ‘MESSAGING’ FOR THE SITE.

HOWEVER, THE VENDOR SELECTED WILL BE RESPONSIBLE FOR DEVELOPING A DESIGN THAT ACCESSES AND PRESENTS THE CONTENT PROVIDED EFFICIENTLY AND EFFECTIVELY.

6. Provide any details relevant to implement the required “interface to a Linux-based application from the client portal(s)” / the web such as what kind of interface is required, and/or what the application does.

THE GOAL IS MAXIMUM INTEROPERABILITY WITH OTHER WEB-BASED RESOURCES CONTEMPLATED BY THIS RFP.

BIDDERS WILL NOT BE REQUIRED TO UTILIZE LINUX-BASED APPLICATION(S) IF THE INTEROPERABILITY OBJECTIVE CAN BE ACHIEVED VIA OTHER PLATFORM(S).  A BRIEF EXPLANATION ACCOMPANYING A VENDOR’S CHOICE TO UTILIZE OTHER PLATFORM(S) WOULD BE BENEFICIAL.

7. Validate that the implementation of the NPVI website can utilize a different set of technolog(ies) from the client portal(s).

CORRECT.  PLEASE IDENTIFY TECHNOLOGIES/SOFTWARE APPLICATIONS/PLATFORMS UTILIZED IN YOUR BID.

8. The schedule provided in the RFP has the entire website scheduled to be completed within one month. If the bidder is not responsible for a brand new graphical design, will all the design elements be finalized for implementation by the start of this month (February 17th)?  While this schedule is certainly possible if all the design elements have been finalized by February 17th, it is not what we would propose and may provide stress to NPVI stakeholders and/or inadequate time for internal review.  Does EDTA have specific deadlines that this schedule was created to ensure they are met?

THE NPVI CLEARLY UNDERSTANDS THE CRITICALITY OF A COMPRESSED ITERATIVE PROCESS BETWEEN THE NPVI IMPLEMENTATION TEAM AND THE VENDOR(S) SELECTED, IN ORDER TO MEET THE TIMELINE ESTABLISHED FOR THIS PROJECT.  THE REQUIRED CONTENT IS IN DEVELOPMENT/REVIEW AND WILL BE AVAILABLE FOR LAUNCH OF THE FIRST ‘MODULE’ (PROVIDING ‘BASIC’ INFORMATION FOR THE GENERAL PUBLIC).  WE HAVE ALSO ANTICIPATED THE SCHEDULING REQUIREMENTS TO PROVIDE RAPID REVIEW AND APPROVAL OF DESIGN AND IMPLEMENTATION OPTIONS.

THE RFP CALLS FOR A CONTINUING RELATIONSHIP, TO IMPLEMENT ADDITIONAL MODULES FOR THE NPVI WEB SITE, AS THEY BECOME AVAILABLE.  THE NPVI IMPLEMENTATION TEAM IS ANTICIPATING AND WILL FACILITATE THIS PROCESS.

9. It would be helpful to have all the evaluation criteria and their relative weights that the evaluation committee will use specified in the RFP.

THIS INFORMATION IS NOT CURRENTLY AVAILABLE.  THE NPVI WEB SELECTION COMMITTEE WAS ESTABLISHED THE WEEK OF 1/11.  THE COMMITTEE DRAWS ON THE RESOURCES OF MEMBER COMPANIES PARTICIPATING IN THE NPVI TO PROVIDE INDIVIDUALS WITH MEDIA AND WEB DEVELOPMENT EXPERTISE.

THE NPVI’S SELECTION COMMITTEE’S FIRST ORDER-OF-BUSINESS WILL BE DEVELOPMENT OF A DECISION MATRIX FOR SELECTION OF FINALISTS FROM BIDDING VENDORS.  THIS MATRIX WILL BE AVAILABLE TO FINALISTS BEFORE THEIR PRESENTATIONS, SCHEDULED FOR THE WEEK OF 2/1.

10. Can the NPVI web site be hosted or linked to pre-existing web site(s) utilized for commercial applications relating to plug-in electric vehicles (PEV’s)?

YES – IF THE BENEFITS OF A ‘SYMBIOTIC’ RELATIONSHIP CAN BE DEMONSTRATED, AND THE PROPRIETARY/CONFIDENTIALITY REQUIREMENTS OF NPVI PARTICIPANTS AND THEIR STRATEGIC PARTNERS CAN BE PROTECTED.  HOWEVER, THE NPVI DOES NOT VIEW ITS WEB DEVELOPMENT PROJECT AS A ‘COMMERCIAL’ OPPORTUNITY FOR ITSELF AT THE PRESENT TIME.

11. Is the NPVI Selection Committee receptive to utilizing ‘off-the-shelf’ applications, platforms or tools for the requirements of this RFP, such as Microsoft SharePoint, the Google Web Metrics Tool, etc.?

YES.  AGAIN, INTEROPERABILITY AND EASE-OF-ACCESS/USE ARE KEY.  MINIMIZING IMPLEMENTATION TIME AND COST WILL ALSO BE IMPORTANT CONSIDERATIONS, WHERE EFFICIENCIES CAN BE ACHIEVED WITHOUT COMPROMISING THE REQUIREMENTS OF THE RFP.

12.  Please provide an indication what the EDTA expects to receive for phase one (discovery, requirements planning and site definition) and what the deadline is for this phase?

PHASE ONE WILL DEFINE THE BASIC ARCHITECTURE, ‘LOOK’ AND ‘FEEL’ OF THE WEB SITE, CULMINATING IN LAUNCH OF THE FIRST MODULE, PROVIDING BASIC INFORMATION TO THE GENERAL PUBLIC AND CONSUMERS, BY MARCH 31ST OF THIS YEAR.

SUCCEEDING MODULES AND CAPABILITIES WILL BE DEPLOYED IN SUCCEEDING MONTHS, ON THE BASIS OF PRIORITIES ESTABLISHED BY THE NPVI, IN COLLABORATION WITH THE NPVI IMPLEMENTATION TEAM.

13. Phase two (site development, testing and deployment) - date for EDTA review is March 19th - what is the EDTA expecting to receive on this date?

 A FINAL DESIGN AND, IF POSSIBLE, A ‘BETA’ (DEVELOPMENT) VERSION THAT CAN BE HOSTED FOR REVIEW AND TESTING BY NPVI MEMBERS, AS A PRECURSOR TO LAUNCH ON MARCH 31.

14. Are there any existing databases and/or systems that this portal should integrate with (EDTA or partners)?

THE CURRENT EDTA WEB SITE FULFILLS SOME, BUT NOT ALL, OF THE CONTENT REQUIREMENTS OF THIS RFP.  IT IS NOT CURRENTLY CONFIGURED TO IMPLEMENT THE ARCHITECTURE DESCRIBED IN THE APPENDIX OF THE RFP.

ONE OR MORE VENDORS MAY PROPOSE TO BUILD THE NPVI WEB SITE ON THE EDTA PLATFORM.  THIS IS NOT A REQUIREMENT OF THE RFP.  BIDS PROPOSING TO BUILD ON THE EXISTING EDTA SITE MUST DEMONSTRATE THAT THIS PLATFORM IS CAPABLE OF FULFILLING THE REQUIREMENTS OF THE NPVI WEB SITE, WITHOUT COMPROMISING THE CAPABILITIES OR RESOURCES AVAILABLE TO EDTA, AND ANY SYNERGISTIC/COST BENEFITS THIS APPROACH MAY PROVIDE.

WE ARE AWARE THAT ONE VENDOR MAY PROPOSE TO INTEGRATE THE NPVI WEB SITE WITH ANOTHER DATA BASE (CURRENTLY UNDER DEVELOPMENT).

15. Content management - implementation.  Your RFP states that all content will be made available.  Will this be in ready-to-use format or will there be further editing/copy-writing required?

CONTENT COPY WILL BE PROVIDED IN EDITED/FINAL FORM.

16. Ongoing content management.  Will your team provide all ongoing content updates, or is this something you would like to see within the quote?

THE NPVI INTENDS TO HIRE A FULL-TIME EMPLOYEE FOR THIS PURPOSE.

VENDOR(S) WILL BE EXPECTED TO COLLABORATE IN THE DESIGN OF TEMPLATES INTENDED TO STREAMLINE THE PROCESS OF UPDATING AND POSTING NEW INFORMATION.

VENDOR PARTICIPATION MAY BE REQUIRED FROM TIME-TO-TIME TO FORMAT NEW/REVISED CONTENT FOR NEW MODULES OR NEW MEDIA.

17. Your RFP stresses the importance of the public having interactive forums (be that micro-blogging, online chat, etc).  Will EDTA manage all customer interaction or would you like to see a solution for that from Vendor(s)?

THE NPVI MAY OPT TO PERFORM THIS FUNCTION IN-HOUSE – BUT WOULD ENTERTAIN PROPOSALS FROM VENDORS.

18. Will this web site replace or complement the present EDTA site - http://www.electricdrive.org/

SEE RESPONSE TO #14 (ABOVE).

DESIGN OF A SEPARATE NPVI WEB SITE SHOULD ASSUME A ‘COMPLEMENTARY’ RELATIONSHIP TO THE CURRENT EDTA WEB SITE, INCLUDING THE POSSIBILITY OF LINKS TO ACCESS INFORMATION CURRENTLY AVAILABLE ON THE EDTA SITE.

19. Can you explain what type of portal/access there needs to be between this site and the 'A better Way to Drive', 'My Green Drive', 'EMC-MEC' and other NPVI members?

THIS RELATIONSHIP IS ADDRESSED IN THE APPENDIX TO THE RFP.  THE CORE OF THE NPVI WEB SITE IS SHARED DATA BASE, ACCESSED THROUGH MULTIPLE PORTALS.  ‘PROMOTIONAL’ WEB ADDRESSES ARE INTENDED TO ATTRACT INTEREST FROM DIVERSE SOURCES, DIRECTED TO THE SHARED DATA BASE.  SIMILARLY, THE WEB SITES OF NPVI PARTICIPATING COMPANIES AND ORGANIZATIONS, AND STRATEGIC PARTNERS, WILL BE LINKED TO THE NPVI DATA BASE, TO PROVIDE SPECIFIC INFORMATION.

20. Can you further explain what type of interface is suggested for access/presentation of localized information on PEV incentives/rebates? Would this be a 'members only' section or more widely accessible by the public/media?

AT THE POINT IN THE INFORMATION CYCLE THAT A CONSUMER HAS OBTAINED SUFFICIENT ‘GENERAL’ INFORMATION ON PLUG-IN ELECTRIC VEHICLES TO STIMULATE INTEREST IN PURSUING IMPLEMENTATION OPTIONS, WE NEED TO ‘LOCALIZE’ THE INFORMATION THEY RECEIVE.  FOR EXAMPLE, THE NPVI SITE NEEDS TO ROUTE BROWSERS TO THE APPROPRIATE DATA BASE OR SOURCE TO PROVIDE STATE/LOCAL REBATES AND INCENTIVES FOR PEV’S, LOCAL CODES/STANDARDS, AND REFER THEM TO THEIR SERVING UTILITY FOR APPLICABLE RATES, OPTIONS, AND THE PROCESS FOR INSTALLING CHARGING STATIONS IN THEIR GARAGE, ETC.

THE NPVI RFP DOES NOT REQUIRE THAT THE WEB DESIGN PROVIDE A SPECIFIC DATA BASE TOOL TO ACCOMPLISH THIS ‘LOCATOR’ REQUIREMENT (IN THE APPENDIX/SCHEMATIC).  HOWEVER, WE ARE LOOKING FOR A WEB DESIGN THAT CAN ACCESS/FACILITATE THIS OBJECTIVE, IN THE MOST STREAMLINED MANNER POSSIBLE (FROM THE USER PERSPECTIVE).

21. Is there any pre-existing research as to what consumers might want to see on this web site?

THE NPVI HAS NOT CONDUCTED INDEPENDENT MARKET RESEARCH TO EXPLORE THE INTERESTS OF CONSUMERS AND OTHER TARGET AUDIENCES RELATIVE TO PEV’S.

LIMITED INFORMATION IS AVAILABLE FROM MARKET RESEARCH CONDUCTED BY NPVI PARTICIPATING COMPANIES, WHICH WILL BE SHARED (ON A CONFIDENTIAL BASIS).  MUCH OF THIS INFORMATION COMES FROM AUTO AND OTHER TRADE SHOWS.

22. How will the [manager] of this project balance the different goals/requirements and subject matter of different organizations members? In other words, is there an intended way of getting everyone’s buy-in?

THE NPVI HAS ESTABLISHED THREE COMMITTEES, INTENDED TO DEVELOP AN INTER-INDUSTRY CONSENSUS ON ISSUES AND OPPORTUNITIES AFFECTING THE FUTURE OF PLUG-IN ELECTRIC VEHICLES.

THE ‘OUTREACH’ COMMITTEE HAS PRINCIPAL RESPONSIBILITY FOR DEVELOPMENT OF THE NPVI WEB SITE.  IT RECENTLY ESTABLISHED A SELECTION COMMITTEE FOR VENDOR(S) FOR THE NPVI WEB SITE (WITH THE PARTICIPATION OF REPRESENTATIVES FROM THE OTHER COMMITTEES, DEDICATED TO GOVERNMENT COOPERATION AND TECHNICAL/INFRASTRUCTURE ISSUES). 

A SEPARATE ‘IMPLEMENTATION COMMITTEE’, INCLUDING A REVIEW PROCESS FOR CONTENT, IS CONTEMPLATED TO EFFECT CONSENSUS AND COOPERATION WITH SELECTED VENDOR(S) FOR THIS PROJECT.

23. During the requirement’s gathering stage, is there any intention to get members to one location?  We prefer to work in-person when possible – should we consider that to be DC?

THIS POSSIBILITY HAS BEEN DISCUSSED WITH NPVI MEMBERS, AND THE IMPORTANCE OF TIMELY CONSULTATION/DECISION-MAKING WITH OUR SELECTED VENDOR(S) DURING THE IMPLEMENTATION PHASE UNDERSCORED IN RECENT MEETINGS, AS A PREREQUISITE TO MEET OUR SELF-IMPOSED DEADLINE REQUIREMENTS.

24. Vendor(s) consider existing social media sites are being integral to this development (e.g. using other sites like Twitter and Facebook rather that developing them).  Is this consistent with the expectations of EDTA?

YES.  (INCLUDED IN THE RFP.)

IN THE INTEREST OF MEETING DEADLINES FOR THE INITIAL MODULE (MARCH 31), THIS CAPABILITY SHOULD BE CONTEMPLATED IN THE INITIAL WEB DESIGN, BUT CAN BE SCHEDULED FOR IMPLEMENTATION  IN PHASE II.

25. Vendor(s) consider a Spanish mirror site as important. Is this something that EDTA would agree with and if so would that be a phase 1 or 2 (or later) development?

THIS IS A GOOD SUGGESTION, ALTHOUGH NOT A REQUIREMENT FOR THE INITIAL MODULE.

26. Is this site for the USA only or North America?  If North America (we notice a number of Canadian connections) does there need to be a French language mirror site?

YES – IT IS APPROPRIATE TO BID COSTS FOR A ‘MIRROR’ SITE, FOR BOTH SPANISH AND FRENCH.

THE NPVI IS NEGOTIATING A STRATEGIC PARTNERSHIP WITH ‘ELECTRIC MOBILITY CANADA’ (EMC).  UNDER OUR AGREEMENT, EMC WILL CUSTOMIZE CONTENT (FRENCH) FOR ITS LANGUAGE REQUIREMENTS.

27. Vendor(s) consider PDA integration vital to the success of this platform.  Is this something that EDTA would agree with and if so would that be a phase 1 or 2 (or later) development?

YES.  (INCLUDED IN THE RFP.)

IN THE INTEREST OF MEETING DEADLINES FOR THE INITIAL MODULE (MARCH 31), THIS CAPABILITY SHOULD BE CONTEMPLATED IN THE INITIAL WEB DESIGN, BUT CAN BE SCHEDULED FOR IMPLEMENTATION  IN PHASE II.

28. Google is a member of the EDTA - does this effect the solution that should be considered in any way?

NO.  [SEE #11, ABOVE]

29. A couple of government organizations are members of the EDTA - does this effect the solution that should be considered in any way?

NO.  THE ONLY DISCTINCTION FOR GOVERNMENTAL ENTITIES PARTICIPATING IN THE NPVI IS A CONSTRAINT ON LOBBYING/ADVOCACY ACTIVITIES, WHICH WILL NOT BE PART OF THE NPVI WEB SITE.

30. Is there a need to link email newsletters to this system - and if so, to which of your pre-defined targets.

YES.  A COMPLETE LIST OF TARGET AUDIENCES FOR NEWSLETTERS, E-MAIL ANNOUNCEMENTS, AND RELATED PURPOSES IS YET TO BE DETERMINED BY THE NPVI MEMBERS.  EXAMPLES OF LIKELY TARGET AUDIENCES INCLUDE:

- MEDIA OUTLETS
- STATE/LOCAL POLICYMAKERS/REGULATORS
- FIRST RESPONDERS
- ASSOCIATED INDUSTRIES (E.G., RETAILERS, BUILDING AND APARTMENT OWNERS/MANAGERS, FLEET OPERATORS, ETC.)

31. What factors are important to EDTA in the selection of a vendor partner?

(SEE #9, ABOVE.)

THE SELECTION COMMITTEE WAS RECENTLY ESTABLISHED AND HAS NOT FORMALLY ESTABLISHED THESE CRITERIA.  THE DECISION MATRIX CREATED BY THE SELECTION COMMITTEE WILL BE SHARED WITH VENDOR FINALISTS BY JANUARY 29TH.

THE BEST GUIDE AT THIS POINT IS THE REQUIREMENTS OF THE RFP.

32. Does EDTA have a selection grid/weighting that they are willing to share with Vendor(s)?

(SEE #9 AND #31, ABOVE.)

33. Does the EDTA have any budget parameters that they are willing to share with Vendor(s)?

THIS PROJECT WAS INITIALLY BUDGETED FOR $200,000.

OUR CONSULTANTS BELIEVE THE RFP DEVELOPMENT OBJECTIVES (NOT INCLUDING HOSTING) CAN BE ACHIEVED FOR $50,000 - $100,000.

IT IS EXPECTED THAT THE ADDITION OF MODULES OVER TIME TO THE NPVI WEB SITE WILL INCREASE THE AGGREGATE COST OF THIS PROJECT.  VENDOR BIDS SHOULD MAKE CLEAR DISTINCTIONS BETWEEN ONE-TIME COSTS ASSOCIATED WITH ESTABLISHING THIS SITE (FIRST MODULE – GENERAL INFORMATION) – MAKING CLEAR THE PREDICATES FOR COSTS ASSOCIATED WITH SUCCEEDING MODULES (FOR A PERIOD OF ONE YEAR).

34. What is the one, most important thing, from your personal point of view, that is critical for a successful EDTA/vendor partner relationship?

CAPABILITY AND COMMITMENT TO AN EVOLVING, LONG-TERM COLLABORATION.

35. Can you share with us which organizations are on the ‘web committee’

(SEE #9, ABOVE.)

36. The Q&A responses didn’t make clear whether/ if we would be provided with a complete graphical design by the contract start; we believe one month is simply not enough time to do both a graphical design and an implementation, given that the implementation cannot start until the design is complete. The specific question I had asked was “If the bidder is not responsible for a brand new graphical design, will all the design elements be finalized for implementation by the start of this month (February 17th?)

THE VENDOR SELECTED FOR THIS PROJECT WILL HAVE A MINIMUM OF 30 DAYS FOR THE ‘IMPLEMENTATION’ PHASE OF THIS PROJECT, FROM THE DATE THAT BOTH CONTENT AND GRAPHIC DESIGN WORK ARE FINALIZED/APPROVED AND MADE AVAILABLE TO THE VENDOR RESPONSIBLE FOR IMPLEMENTING THE NPVI WEB SITE (IRRESPECTIVE OF WHETHER THE WEB DEVELOPMENT VENDOR BIDS AND IS CONTRACTED TO PROVIDE GRAPHIC DESIGN SERVICES).

IF EITHER OF THESE CRITICAL PRECURSORS IS NOT AVAILABLE ON MARCH 1ST, THE NPVI WILL NOT HOLD TO OUR MARCH 31ST TARGET DATE FOR LAUNCH OF ITS WEB SITE (FOR THE FIRST MODULE, FOCUSED ON PROVIDING GENERAL/CONSUMER INFORMATION).

THIS REQUIREMENT MAY BE INCLUDED IN CONTRACT LANGUAGE DEFINING MUTUAL EXPECTATIONS BETWEEN EDTA/NPVI AND THE VENDOR SELECTED TO IMPLEMENT THE NPVI WEB PROJECT.

37. I was surprised to see you grant extensions to some vendors and not all.

RFP BIDS HAVE ALREADY BEEN RECEIVED.  DEADLINE EXTENSIONS HAVE BEEN PROVIDED UPON REQUEST FOR CAUSE, INCLUDING THE NPVI’S INABILITY TO PROVIDE TIMELY INFORMATION PURSUANT TO THE RFP PROCESS, WHICH COULD COMPETITIVELY DISADVANTAGE SOME BIDDERS.

FOR VENDORS WHO HAVE ALREADY CONDUCTED QUESTION AND ANSWER SESSIONS, THE SUBMISSION DEADLINE WILL BE EXTENDED UPON REQUEST TO FRIDAY, JANUARY 22ND, 5:00 PM EST.  THIS IS AN EQUITABLE COMPROMISE ALLOWING SUFFICIENT TIME FOR ALL BIDDERS, WHILE PERMITTING THE WEEKEND TO BE UTILIZED FOR ANALYSIS OF THE VARIOUS PROPOSALS, PRIOR TO THE INITIAL MEETING OF THE NPVI VENDOR SELECTION COMMITTEE, DURING THE EDTA ANNUAL CONFERENCE (1/26-28/10).

Q&A UPDATES WILL BE EXTENDED UNTIL NOON ON WEDNESDAY (1/20).

_______________________________________________________________

 Additional questions have been submitted – responses pending.  They will be posted here and via e-mail to participating Vendors, as responses become available.

National Plug-In Vehicle Initiative (NPVI)
 
Request for Proposal

Internet Web Site Design, Development & Hosting

Summary:

The National Plug-in Vehicle Initiative (NPVI) is soliciting proposals to design, develop, and host a new Internet web site intended to serve as an information clearinghouse, for dissemination of both general and specialized/targeted information on Plug-in Electric Vehicles (PEV's).

This is a concept to completion solicitation. This Request for Proposal (RFP) is intended to establish the basis for a fair evaluation and selection of a capable Agency/Vendor(s) for this project.

Background:

The NPVI is sponsored by a consortium of automakers, electric utilities, battery and component makers, industry, trade, government and public interest organizations, and others committed to the successful deployment of PEV's. The NPVI is hosted and governed by the Washington, D.C.-based Electric Drive Transportation Association (EDTA), which serves all sectors of the electric drive industry.

Proposal Guidelines and Requirements:

This is a competitive bid process for web design, development and hosting services, by invitation of the NPVI to Vendor(s) deemed potentially capable of fulfilling the requirements for this project. There is no incumbent Vendor for this new web site. The NPVI reserves the right to accept only portions of a proposal or to reject all proposals. Vendors that meet the requirements of this RFP will be invited to present their proposals in-person and via webcast to the NPVI selection panel. The NPVI will not reimburse for any costs incurred in preparing and/or presenting a submission pursuant to this RFP. Responses to this RFP will be due on or before Friday, January 15th, 2010, at 5:00 p.m. EST. Proposals will not be accepted after this deadline. Proposals are to be delivered electronically, utilizing Microsoft Office and/or Adobe/PDF formats, to:

Terry Johnson, Director
National Plug-in Vehicle Initiative
tjohnson@electricdrive.org | (202) 408-0774 x301

Initial proposals should be no more than 50 pages, including all diagrams, budgets and exhibits. The proposal must contain the signature of a duly authorized officer or agent of the company submitting the proposal. These documents will be shared with members of the NPVI Selection Committee. Vendors invited to make proposals for this project will be offered an individual one hour question and answer session, via telephone or web conference, with the NPVI Director and/or NPVI representatives, on or before January 13th, 2010, by appointment, at the e-mail address or phone number above.

Your bid response should provide a fixed price, itemized to  distinguish specific elements and costs to fulfill the requirements of the RFP, and the sequencing of project deliverables. A schedule and description of all fees and services must be provided with your bid. External costs, such as the purchase of stock imagery, should be estimated separately from design and programming work. If your price excludes certain fees or charges, a detailed list of these services and fees must be provided.

If your bid contemplates the utilization of subcontractors, this should be stated explicitly. Subcontractors must be identified and their scope of work clearly defined, including the name, address, and EIN of each subcontractor. NPVI reviewers will not disqualify a proposal based upon the use of subcontractors; however, we reserve the right to refuse the sub-contractors you may propose. Provisions of this RFP and the contents of successful response(s) will be available for inclusion as part of the contractual obligations in a Services Agreement with the Vendor(s) selected by the NPVI.

Selected Vendor(s) must be willing and able to sign an agreement for services, including a Non-Disclosure Agreement (NDA), prior to beginning work. Vendor(s) unwilling or unable to execute a NDA or to negotiate mutually acceptable terms for a Services Agreement with EDTA will be replaced by another Vendor from the acceptable RFP responses.

Purpose, Description and Objectives:

Purpose--Implementation of an effective, cost-efficient, clearinghouse for both general information on PEV's (serving consumers and the public-at-large) and specific information (for the specialized requirements of target audiences, such as the media and government officials, and public/private infrastructure providers), primarily in North America. The NPVI desires to incorporate the latest web technologies, including inter-active and multi-media capabilities, social and mobile platforms, and other web-based resources to maximize interest and facilitate implementation of PEV's.

Objectives of the NPVI Web Site--The primary challenge for the NPVI web site is to generate broad public interest and understanding of plug-in electric vehicles through easily accessible, web-based information serving diverse audiences, thereby facilitating PEV adoption. Specific goals include:

• Establish NPVI site as the leading web-based resource for unbiased information on PEV's, easily accessed and prominently displayed via major search engines (Google, Yahoo!, Bing, etc.)

• Efficiently and attractively disseminate general (non-proprietary) information and educational resources on PEV technologies, benefits, costs, incentives, safety, implementation and related issues

• Create a resource/information repository serving the specialized information requirements of audiences critical to the successful deployment of PEV technologies (e.g., customized "Tool Kits" for policymakers, first-responders, public/private infrastructure providers, general and trade media outlets, etc.), including the ability to partition collaborative information/resources, providing limited and secure access, where required

• Shared access to NPVI database resources through multiple portals, including the web sites of NPVI Members and Strategic Partners, and the establishment of new portals designed to capture interest in PEV?s from multiple perspectives (See Appendix I - "Web Design Concept")

• "Open" web architecture that leverages pre-existing resources/content through the utilization of authorized links to NPVI member organizations, Strategic Partners, government entities and other sources

• Capability to efficiently access and present localized information on PEV incentives/rebates, and implementation requirements, including charging options, permitting and codes, etc., through the use of mailing codes and/or other identifying information, and the creation of transparent links to NPVI participant organizations and Strategic Partners capable of providing localized information/resources

• Ease and flexibility of database and link management for continuous updating of information

• Modular design to facilitate sequenced deployment, beginning with information intended to serve the general public; anticipating the requirement for continuous expansion and updating of information resources; with follow-on modules provided specialized information for target audiences, sequenced and deployed based on priorities established by the NPVI
 
• Opportunities for interactive participation, including receipt of recurrent/updated information on PEV topics of interest, through e-mails, newsletters, alerts, blogs, webinars, etc., and the option for limited/secure access to specific resources, where appropriate

• Creation of tools and metrics to assess the effectiveness of the NPVI web site in attracting and fulfilling interest in PEV technologies, serving the information requirements of general and target audiences, and tracking referrals to and from NPVI members and Strategic Partners

By achieving these objectives, it is expected that the NPVI web site will be recognized as the "go-to" resource for information on plug-in electric vehicles.

Target Audiences (in priority order, with examples):

• Public-at-Large

           -General Interest/Consumers
           -Business/Employers (fleets, employee benefits/incentives, etc.)

• Media

          -Major Media Outlets
          -Trade Press
          -Industry/Financial Analysts

• Government (all levels):

          -Policymakers (e.g., rebates and incentives, public infrastructure requirements, etc.)
          -Regulators (to establish 'best practices' and provide a foundation for standardization of utility rates, building/zoning codes, etc.)
          -Administrators and Service Providers (e.g., emergency/first-responders)

• Private Infrastructure Providers

          -Commercial/retail owners/managers (serving customers with PEV's)
          -Office building owners/managers (serving tenants with PEV's)
          -Parking garage owners/managers (serving customers with PEV's)
          -Corporations/businesses (for employees with PEV's, fleet management, etc.)

• NPVI Member Companies/Organizations

         -Access to NPVI content for re-purposing (e.g., utility billing inserts providing information on PEV technologies/implementation)
         -Re-direct interest in rebates and incentives to appropriate government entities
         -Re-direct product and service inquiries to NPVI members/participants
         -Re-direct implementation requests to serving utilities, Strategic partners or state/local government entities

Specific Requirements:

• Satisfy the information needs of multiple audiences, with varying interests and sophistication, through universally accessible information on the NPVI web site, while also providing partitioned/secure access to collaborative "work-in-progress", and other resources reserved for NPVI Members, Strategic Partners and collaborators.

-First priority given to the public area of the NPVI web site

-Recommend options for effective search and "branding" of the NPVI's database, through multiple portals, to make it either the primary point-of-origin or easily accessed referral resource for information on PEV's

-Provide interesting, attractive, engaging, and easily-accessed information on PEV technologies, costs, safety, incentives, implementation, including Frequently Asked Questions (FAQ's)

-Referral to NPVI Members and Strategic Partners for specific product/implementation information National Plug-In Vehicle Initiative (NPVI)
 
-Second priority given to facilitating collaboration and providing information (in "Tool Kits", FAQs, interactive forums, blogs, webinars, or other formats) to serve the specific information requirements of target audiences (e.g., model incentives/regulation/codes, emergency response information, charging resources, etc.)

-Third priority given to NPVI Members and Strategic Partners

-Restricted access to information utilized for re-purposing by NPVI member organizations (such as billing inserts) and Strategic Partners

-Provide a collaborative forum for NPVI governance/committees, information exchanges, etc.

-Repository for white papers, research, technical and other information serving key sectors of the PEV and ancillary industries

• The PEV story must be told through compelling visuals and concise, consistent messaging, with the goal of making web site(s) served by the NPVI database attractive and a reliable original
source for all information on plug-in electric vehicles

• Multiple portals created/accessed to funnel web browsers to the NPVI database resources

• Provide a "seamless" experience for browsers, making NPVI site(s) a "go-to" resource for general/specific information and referrals on PEV's

• Search/navigation tools on NPVI site(s) must facilitate easy access to desired information for all audiences, whether the information they seek is general, specialized, sophisticated or, in some cases, restricted

• The NPVI will create or access numerous videos, slideshows and other media on PEV technologies, announcements, events, and issues, for posting on this site; this must be accomplished easily and be available for launch of the site

• The web site must be designed with sufficient flexibility for ease of updating, including both content and contact management, to allow it to serve as a timely, proactive source of information for general and targeted audiences on evolving PEV issues and opportunities. Additionally, the NPVI web platform must provide a "rapid-response" capability to address misinformation on PEV's, directed to general or targeted audiences, including:

-The ability to provide both pre-scheduled "push" e-mail/social media communications and short-notice "alerts" to general or target audiences on specific topics/issues, based on criteria established during user online registration, downloads of targeted e-mail lists, or lists of NPVI members, Strategic Partners, or collaborators

-For media outlets, create an interactive "Online Newsroom", including downloadable video, audio and text resources, and an interactive forum to address media inquiries.

• Maximize "pull" to the NPVI web site with non-paid techniques and resources

• Include event notice tools, including a calendar for upcoming PEV conferences, speaking engagements, NPVI and Strategic Partner events, etc.

• Core content will be provided by the NPVI, its member organizations, the EDTA, our Strategic Partners, and other public and private sources.

-Much of the content required for both general and target audiences is currently available, or will be updated and made available to the selected Vendor(s), for inclusion at the launch of the NPVI web site.

-Additional content will be developed and periodically provided for updating and implementation of additional modules/Tool Kits for target audiences.

-The platform selected for the NPVI web site, and the design/implementation of this web site, must allow the NPVI to implement regular updates and post new information/modules, through competent in-house web administration staff, without the necessity for ongoing Vendor interaction, unless there is a new or specialized requirement. Access, documentation and training (if required) must be provided to EDTA for these purposes, with any associated costs delineated in your bid.

• Users accessing the NPVI site should not experience delays in accessing or downloading pages

-Formatting options should be available for visitors to the NPVI web site utilizing platforms with bandwidth or storage constraints for web browsing, e-mail or mobile applications

• Vendor(s)s must adhere to best practices and industry-standard rules for web site usability and interoperability

• Vendor(s) will be expected to 'refine' the content provided by the NPVI to harmonize and perform with the proposed web design, appearance and strategy

• Access and documentation must be provided to the NPVI staff to make simple updates, such as posting of press releases, calendar events, etc.

• Useful and effective web measurement tools should be included in your proposal

• For the client portal(s), the web needs to interface to a Linux-based application

• Vendor is expected to include the following tiers in their pricing proposal:

o Phase I

Discovery, Requirements Planning and Site Definition

o Phase II

Site Development, Testing and Deployment

o Hosting

Annual Vendor costs associated with hosting of the NPVI web site should be provided; however, the NPVI retains the right to host this site internally, or to utilize another Vendor

o Maintenance, Updating and Additions

--Vendor(s) proposing to host the NPVI site should include costs for regular updates and modifications. Also, specify costs associated with any off-hours work for urgent projects (for a period of one year) and the availability of staff to cover such events.

• Your proposal should also include:
      -Proposed site map
      -Project timeline
      -A brief description of your design and development process

Supplemental information required, but not included in the 50-page limitation for the proposal:

o Background on your firm including relevant expertise and experience, with specific reference to projects designed to serve simultaneously the informational requirements of both general and target audiences, and design, implementation and ongoing management of linked resources between web sites serving multiple participants

o Biographies of key personnel that will be assigned to this project

o Comparable web sites you have designed, including three examples designed and hosted in the past 18 months. Please include a detailed description of the services you provided, links to the sites, and contact information for a client reference on each project.

Originality/creativity and design suggestions that distinguish the NPVI web site(s) and increase its effectiveness in achieving the objectives of this bid will be given significant weight in the selection of Vendor(s) for this project. Similarly, bidders able to demonstrate similar projects, integrating web resources from multiple sites/sources, and those able to provide references for effective, continuing client collaboration, will be advantaged in the selection process for the NPVI site

Project Timetable:

Dec 18th, 2009--RFP released to invited Vendors

Dec 22nd - Jan 15th, 2010--Vendor Q&A sessions (by appointment)

Jan 15th--Vendor RFP responses due

Jan 18th-21st--RFP Review-- NPVI Selection Committee

Jan 22nd--Announcement of Vendor finalists

Feb 1st-5th--Webinar presentations by Vendor finalists to NPVI Selection Committee

Feb 10th--Selection/announcement Vendor(s) for NPVI web site

Feb 17th--Negotiations/contracting---NDA & Web Services Agreement

Feb 17th-Mar 18th--Web development for NPVI "general" audience module

Mar 19th--Completion of Site Development & Testing (Phase II elements for NPVI/EDTA review/approval)

Mar 31st--Announcement/Launch of NPVI web site (Phase II Completion / Deployment)

2010 Q2-4--Updating, expansion and implementation of additional modules (prioritized/sequenced by NPVI)

Appendix:
Web Design Concept