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Itzamna Digital LLC
Itzamna Digital Confidential 1 Proposal for Website Development and Design for Sustainable Ohio Public Energy Council (SOPEC) Project No.: 100-100-50039 Itzamna Digital Confidential 2 IMPORTANT CONFIDENTIALITY NOTICE This document is disclosed only to the recipient to whom this document is addressed and is pursuant to a relationship of confidentiality under which the recipient has obligations to confidentiality. This document constitutes confidential information and contains proprietary information belonging to Itzamna Digital. The confidential information is to be used by the recipient only for the purpose for which this document is supplied. The recipient must obtain Itzamna Digital’s written consent before the recipient or any other person acting on its behalf, communicate any information on the contents or the subject matter of this document or part thereof to any third party. The third party to whom the communication is made includes individual, firm or company or an employee or employees of such a firm and company. The recipient, by its receipt of this document, acknowledges that this document is confidential information and contains proprietary information belonging to Itzamna Digital and further acknowledges its obligation to comply with the provisions of this notice. The contents of this document are provided in commercial confidence, solely for the purpose of evaluating whether the contract should be awarded to Itzamna Digital. The information contained in this document represents the views and opinions of Itzamna Digital on the issues discussed, as of the date of publication. Due to the dynamic nature of the industry and the technology that it depends upon, Itzamna Digital makes no warranty as to the long-term accuracy of the assessments made herein. Copyright © 2025 Itzamna Digital. All rights reserved. Itzamna Digital Confidential 3 LETTER OF TRANSMITTAL Itzamna Digital LLC 32 Burnt Meadow Rd. Ringwood, NJ 07456 April 25, 2025 Marcie Graham, Marketing Manager City of La Quinta 78495 Calle Tampico La Quinta, California 92253 Dear Ms. Graham: Itzamna Digital is pleased to submit our proposal for the redesign and development of the City of La Quinta’s website as outlined in your RFP for Website Design and Maintenance Services. As a minority-owned strategic business transformation consultancy, we bring a unique perspective and approach to creating intuitive, accessible digital experiences that serve both your organization and the community you support. After reviewing your requirements, we understand the City of La Quinta requires a modern, accessible, and user-friendly website that enhances community engagement, streamlines access to public services, and reflects La Quinta’s unique character. Your current proprietary platform limits flexibility, necessitating the development of a new website on a scalable and adaptable platform. Our proposal addresses every facet of your requirements, with particular strengths in: • Modern, Responsive Design - Creating an intuitive and visually appealing interface that showcases La Quinta’s unique character while ensuring accessibility and usability • Content Strategy Excellence - Organizing complex municipal information logically, making it easy for citizens to find what they need quickly • User-Centric Information Architecture - Developing navigation that puts citizens first, not organizational structure • Security & Compliance - Implementing industry-leading security measures and ensuring full accessibility compliance • Content Migration Expertise - Methodically transferring and organizing your content while preserving data integrity • Training & Support - Ensuring your team can confidently manage content after launch We look forward to the opportunity to collaborate with the City of La Quinta on this important project. Should you have any questions regarding our proposal, please contact me directly. Warmest Regards, Hector E. Lopez Jr. Itzamna Digital, Principal and Founder 973.277.6903 Itzamna Digital Confidential 4 Table of Contents IMPORTANT CONFIDENTIALITY NOTICE .................................................................................. 2 LETTER OF TRANSMITTAL ....................................................................................................... 3 EXECUTIVE SUMMARY ............................................................................................................ 6 AGENCY OVERVIEW ................................................................................................................ 6 Who We Are ..................................................................................................................................... 6 Why This Partnership ....................................................................................................................... 7 Our Approach ................................................................................................................................... 7 Our Core Values ............................................................................................................................... 8 QUALIFICATIONS OF THE FIRM ............................................................................................... 8 Firm Profile ...................................................................................................................................... 8 QUALIFICATIONS OF PERSONNEL ............................................................................................ 9 Leadership Team .............................................................................................................................. 9 Our Team Approach ....................................................................................................................... 11 UNDERSTANDING AND APPROACH ....................................................................................... 11 Project Understanding ................................................................................................................... 11 Our Methodological Approach ....................................................................................................... 12 IMPLEMENTATION PLAN ...................................................................................................... 13 Phase 1: Discovery & Planning (Weeks 1-3) .................................................................................... 13 Phase 2: Design & Prototyping (Weeks 4-6) .................................................................................... 14 Phase 3: Development & Implementation (Weeks 7-12) ................................................................. 14 Phase 4: Training & Launch (Weeks 13-14) ..................................................................................... 15 COMMUNICATION PLAN ....................................................................................................... 16 Regular Status Updates .................................................................................................................. 16 Communication Channels ............................................................................................................... 16 Milestone Reviews ......................................................................................................................... 16 Issue Resolution ............................................................................................................................. 16 PROJECT MANAGEMENT APPROACH .................................................................................... 16 Hybrid Methodology ...................................................................................................................... 17 Project Governance ........................................................................................................................ 17 Quality Assurance .......................................................................................................................... 17 Risk Management .......................................................................................................................... 17 Itzamna Digital Confidential 5 Resource Management .................................................................................................................. 17 TECHNICAL APPROACH ......................................................................................................... 17 Content Management System ........................................................................................................ 17 CMS Platform Options ........................................................................... Error! Bookmark not defined. Interactive Mapping Implementation .................................................... Error! Bookmark not defined. Member Portal Development ................................................................ Error! Bookmark not defined. User Experience Design ......................................................................... Error! Bookmark not defined. Security Implementation ................................................................................................................ 20 Performance Optimization .................................................................... Error! Bookmark not defined. TRAINING AND SUPPORT SERVICES ...................................................................................... 20 Staff Training Program ................................................................................................................... 21 Technical Support ........................................................................................................................... 22 SAMPLE WORK APPROACH ............................................................................................................ 25 CULTURAL COMPETENCY ...................................................................................................... 22 Inclusive Design Principles .............................................................................................................. 23 Community-Centered Design .......................................................................................................... 23 Accessibility Commitment .............................................................................................................. 23 LITIGATION AND CONTRACT HISTORY ................................................................................... 25 RESOURCE ALLOCATION ....................................................................................................... 25 FEE PROPOSAL ...................................................................................................................... 26 Website Design, Development & Implementation .......................................................................... 26 Annual Technical Support ............................................................................................................... 26 Additional Support Options ............................................................................................................ 26 Enhancement Packages .................................................................................................................. 27 PROFESSIONAL REFERENCES ................................................................................................. 27 Itzamna Digital Confidential 6 EXECUTIVE SUMMARY The City of La Quinta seeks a web solution that effectively connects residents, businesses, and visitors with municipal services while projecting the city’s unique desert resort community character. Currently operating on a proprietary platform with limited flexibility, La Quinta requires a modern, accessible, and user-friendly website built on a scalable and adaptable platform. Itzamna Digital understands the complex challenges municipal websites face in serving diverse audience needs while maintaining exceptional performance, security, and ease of maintenance. Our proposed solution directly addresses your key goals: • Modernized Design aligned with La Quinta’s brand identity and resort community character • Enhanced User Experience with intuitive navigation and information architecture • Full ADA/WCAG Compliance ensuring accessibility for all community members • Optimized Performance through advanced performance techniques • Scalable Infrastructure supporting high availability and fault tolerance • Simplified Content Management enabling staff to efficiently maintain site content • Robust Security with comprehensive protection against modern threats • Seamless Integration with the City’s archive portal (Laserfiche) and other essential services Our team brings a valuable combination of skills that transfer perfectly to this project: • Municipal Website Excellence - Our development team specializes in creating intuitive, accessible websites that serve diverse community needs • Content Strategy Expertise - We excel at organizing complex municipal information logically, making it easy for citizens to find what they need quickly • Comprehensive Security Approach - Our security implementation will achieve your goals with industry best practices • Mobile-First Design Philosophy - We ensure seamless experiences across all devices with responsive design principles • Strategic User-Centered Design - Our hybrid Design Thinking + Scrum methodology ensures a user-focused design with efficient, iterative implementation Our implementation plan spans 16 weeks, with key phases designed to ensure thorough discovery, strategic design, robust development, and comprehensive testing before launch. We propose a solution that prioritizes security, performance, and reliability, with ongoing support that includes content management assistance and technical troubleshooting. Itzamna Digital is committed to delivering a solution that not only meets all current requirements but establishes a flexible foundation for future growth and enhancement. AGENCY OVERVIEW WHO WE ARE Itzamna Digital is a strategic business transformation consultancy that rapidly transforms organizations through data-driven, creative strategies and innovative technology solutions. We combine human- centered design principles with emerging technologies to deliver measurable results for our clients across various industries, with specialized expertise in government organizations. Itzamna Digital Confidential 7 Founded by Hector E. Lopez Jr., a visionary technology executive with over 20 years of transformational leadership experience, our firm brings together diverse professionals united by a passion for creating impact. Mr. Lopez’s multi-industry portfolio includes award-winning web properties and enterprise solutions for both internal business operations and external public engagement. As a minority-owned business, we bring unique insights to projects, particularly those requiring community engagement and accessibility-focused design. Our team’s expertise spans digital strategy, user experience, technology implementation, and change management, with our approach being both comprehensive and tailored to each client’s unique environment and objectives. WHY THIS PARTNERSHIP Itzamna Digital is uniquely positioned to partner with the City of La Quinta for this website redesign for several key reasons: • Website Expertise: We understand the unique challenges cities face in communicating with diverse stakeholders through digital channels, including residents, businesses, visitors, and internal departments. • User-Centered Design Excellence: Our development team has extensive experience creating user-friendly interfaces that make it easy for citizens to access information and services, with particular expertise in accessibility and inclusive design. • Content Strategy Expertise: We excel at organizing complex municipal information in intuitive ways, ensuring residents and visitors can quickly find what they’re looking for without frustration. • Technical Implementation Skills: Our team has the technical expertise to implement all the features you need, including integration with Laserfiche, responsive design, and security hardening. • Training Focus: Our comprehensive training approach ensures your staff will be fully equipped to manage website content independently after launch. • Performance Driven: Every aspect of our development process is measured, optimized, and attributed to ensure better results. By using our research methodologies and analytics capabilities, we can hone in on what performs well and optimize for maximum impact. OUR APPROACH Our approach always starts with understanding your organization’s goals, challenges, and opportunities. Without a clear and measurable set of requirements, it’s impossible to establish the right solution. This is where we create exceptional value: being constructively critical of demands and requirements to ensure we’re solving the right problems in the right ways. For the City of La Quinta website project, we’ll implement our hybrid Design Thinking + Scrum methodology that balances creative exploration with disciplined execution: 1. Discovery & Research: We begin by developing a thorough understanding of your requirements, user needs, and technical constraints through stakeholder interviews and analysis. 2. User-Centered Design: We create intuitive user experiences that guide residents, businesses, and visitors to the information they need quickly and efficiently, with a consistent navigation pattern and clear content organization. 3. Iterative Development: We implement functionality in sprints, with regular demos and feedback cycles to ensure alignment with your vision and requirements. Itzamna Digital Confidential 8 4. Continuous Collaboration: We establish clear communication channels and cadences, working in sprints with regular demos to provide maximum visibility into progress and ensure stakeholders remain informed and engaged. 5. Knowledge Transfer: We provide comprehensive training and documentation to ensure your team can effectively manage content once the website launches. This hybrid methodology ensures we deliver a solution that both meets your technical requirements and provides an exceptional user experience for all your audiences, while ensuring efficient content management for your staff. OUR CORE VALUES Our work is guided by core values that ensure we deliver meaningful impact: • Understanding People: We take time to learn what users and teams really need before proposing solutions • Being Open: We share progress and insights clearly to maintain transparency and trust • Always Improving: We continuously use data to refine and enhance our deliverables • Working Together: We build solutions collaboratively, functioning as an extension of your team • Purpose-Driven: We focus on creating lasting positive change with measurable outcomes QUALIFICATIONS OF THE FIRM FIRM PROFILE Itzamna Digital brings extensive experience in developing websites for government organizations with complex information needs and multiple audiences. Our team specializes in creating digital experiences that balance sophisticated functionality with intuitive user interfaces. Key qualifications that position us for success on the City of La Quinta website project include: • Digital Experience Excellence: Our team has implemented numerous websites for organizations with complex information needs, focusing on intuitive user access, content management efficiency, and security. • Multi-Audience Solutions: We excel at creating websites that serve multiple audiences with different needs and priorities, ensuring each visitor can quickly find relevant information. Itzamna Digital Confidential 9 • Content Strategy Expertise: We excel at organizing complex information in intuitive ways, ensuring different user groups can quickly find what they’re looking for without frustration. • Accessibility Implementation: Our commitment to accessibility ensures your website will be usable by all community members, regardless of ability, and will comply with all relevant standards and regulations. • Technical Integration Experience: We have successfully integrated various systems with municipal websites, including document management systems like Laserfiche, payment processing systems, and other third-party services. • Training Expertise: Our comprehensive training approach ensures your staff will be fully equipped to manage website content independently after launch. QUALIFICATIONS OF PERSONNEL Our project team brings together seasoned professionals with specific expertise in government website design, content strategy, and user experience. Each team member has been selected based on their relevant experience and complementary skills. Project Team Organization Specialized Team Members LEADERSHIP TEAM Hector E. Lopez Jr. - Principal & Project Lead With over 20 years of transformational leadership in enterprise technology and digital experience, Hector brings an impressive track record of spearheading business operations through cutting-edge technology implementation. His experience includes: • Establishing and maintaining enterprise technology architecture maps and developing multi-year technology roadmaps • Creating value through visionary strategies and leading enterprise solution development • Delivering data-driven solutions that enhance business insights, streamline processes, reduce costs, and optimize system performance • Securing networks and ensuring integrity of information security to protect sensitive data Project Lead Hector E. Lopez Jr. Technical Development Project Management Erika Alemany Creative UX/UI Design Content Specialist UX/UI Designer User Experience Backend Developer QA & Accessibility Specialist Performance Tracking Itzamna Digital Confidential 10 • Building relationships with internal teams, external partners, stakeholders, and clients to facilitate successful project delivery During his tenure at Understood.org/National Center for Learning Disabilities, Hector: • Positioned web technology properties as thought leaders; delivered scalable platforms within budget • Surpassed year 1 goal by 10%, gaining over 1M users; multiplied account creation by 15% • Grew community engagement by 5% through top 5 organic search result ranking • Increased content discoverability by 10x through improved search functionality • Sped time-to-market and increased releases by 300%, improving large-scale distributed systems performance by 50% • Propelled system performance by 53% and cut hosting costs by 15% by migrating environments to the cloud As Project Lead, Hector will oversee strategic direction, ensure alignment with La Quinta’s objectives, and serve as the primary point of contact throughout the project. Erika Alemany - Senior Manager, Operations & Project Management Erika brings 12+ years of experience in program management leadership within data-driven and digital environments. Her expertise includes: • Developing strategic plans, monitoring metrics, and identifying opportunities to drive business impact • Architecting and scaling enterprise-wide processes using Agile frameworks that improved quality by 35% and reduced cycle times by 45% • Achieving 95% on-time delivery by implementing automated SLA tracking and notifications • Transforming global issue management frameworks, resulting in 45% reduced resolution times and increased stakeholder satisfaction • Working effectively with cross-functional teams to prioritize tasks and mitigate risks At Amazon/Audible, Erika: • Led a new program across multiple departments, aligning and leading cross-functional teams in support of a $48MM revenue target • Deployed 115+ scalable growth tactics across territories to generate target revenue • Developed and executed mitigation strategies to reduce risks in global initiatives by improving resource allocation, reducing project delays by 15% • Collaborated with Data Engineering in data transformation initiative to establish a data-driven goal-setting framework • Established a governance framework for global program delivery, refining processes to align KPIs and OKRs As Operations and Project Management Lead, Erika will oversee project timelines, resource allocation, and day-to-day project activities, ensuring efficient execution and clear communication. Additional Team Members Our project team will also include: • UX/UI Designer with expertise in creating intuitive interfaces for organizations with complex information needs • Web Developer specializing in implementing interactive features and content management systems Itzamna Digital Confidential 11 • Content Strategist experienced in organizing and structuring complex information for multiple audiences • QA Specialist who ensures thorough testing of all functionality and compatibility across devices OUR TEAM APPROACH Itzamna Digital employs a top-heavy design that places our most experienced professionals at the forefront of client engagements. Rather than staffing projects with numerous junior resources, we focus on senior-level expertise that delivers maximum value to our clients. For the La Quinta engagement, Hector and Erika will serve as your primary points of contact, bringing their combined 30+ years of experience to every aspect of the project. Additional specialized resources will be engaged strategically as needed based on project requirements and timelines, ensuring the right expertise is available at the right time. This focused team approach offers several advantages: • Direct access to senior leadership throughout the engagement • Consistent points of contact for all project communications • Efficient decision-making and problem-solving • Strategic resource allocation that maximizes value • Agility to adapt to changing project needs We believe this approach will provide the City of La Quinta with the highest level of service and expertise while maintaining the flexibility to address evolving project requirements. UNDERSTANDING AND APPROACH PROJECT UNDERSTANDING Based on our review of your RFP for Website Design and Maintenance Services, we understand that the City of La Quinta requires a comprehensive website redesign with the following key requirements: Current Challenges: • Website operates on a proprietary platform that limits flexibility • Need for improved user experience and accessibility • Integration with the City’s archive portal (Laserfiche) • Content management processes need streamlining • Mobile responsiveness and performance need enhancement Project Goals: 1. Create a Modern, User-Friendly Website - Develop a visually appealing website that reflects La Quinta’s unique character and enhances community engagement 2. Improve User Experience - Enhance navigation and information architecture for residents, businesses, and visitors 3. Ensure Accessibility and Mobile Responsiveness - Provide full ADA/WCAG compliance and seamless experiences across all devices 4. Implement Robust Content Management - Provide a CMS that allows city staff to update content easily and efficiently 5. Integrate Essential Services - Ensure seamless integration with Laserfiche and other important systems Itzamna Digital Confidential 12 6. Enhance Security and Performance - Implement comprehensive security measures and optimize site performance 7. Provide Staff Training - Ensure city staff can effectively manage and update the website after launch We recognize that the website serves as the primary public-facing communication vehicle for the City, engaging multiple audience segments: • Residents seeking information about city services, programs, and events • Businesses looking for permits, regulations, and economic development opportunities • Visitors researching attractions, accommodations, and activities • Internal staff who need to efficiently manage and update website content Our solution will address each of these audience needs while ensuring your team can efficiently manage and update content. . OUR METHODOLOGICAL APPROACH User-Center Design Process This user-centered approach is particularly valuable for municipal websites, where information accessibility and clarity can directly impact community engagement and satisfaction. Itzamna Digital will implement our hybrid Design Thinking + Scrum methodology for this project, balancing creative exploration with disciplined execution: DISCOVER •Research & Analysis DEFINE •Requirements DESIGN •Concepts & Prototypes DEVELOP •Implementation TEST •Validate Solution ITERATE •Refine & Improve USER NEEDS Itzamna Digital Confidential 13 Design Thinking Phase During this initial phase, we focus on understanding user needs and developing creative solutions: 1. Empathize: We conduct stakeholder interviews with La Quinta representatives and potential website users to understand the needs of both the organization and the community. 2. Define: We clearly document requirements for the website, including content organization, user flows, and administrative capabilities. 3. Ideate: We develop multiple potential approaches to organizing content and creating user interfaces, evaluating each against your technical and operational needs. 4. Prototype: We create wireframes and interactive prototypes of key user flows, including service information, document access, form submission, and information discovery. 5. Test: We validate our approach through user testing and stakeholder feedback before beginning implementation. Scrum Development Phase Following the Design Thinking phase, we transition to an Agile Scrum approach for implementation: 1. Sprint Planning: We break down requirements into manageable tasks and plan two-week sprints with clear deliverables. 2. Daily Standups: Our team conducts brief daily coordination meetings to ensure progress and address any blockers. 3. Sprint Reviews: At the end of each sprint, we demonstrate completed functionality to stakeholders for feedback. 4. Sprint Retrospectives: We continuously improve our process based on lessons learned from each sprint. This hybrid approach ensures that the solution is both user-centered and efficiently implemented, with regular opportunities for stakeholder input and course correction throughout the development process. IMPLEMENTATION PLAN Our implementation plan is structured in four phases, each with specific objectives and deliverables to ensure a smooth, efficient development process: PHASE 1: DISCOVERY & PLANNING (WEEKS 1-3) Week 1: Project Kickoff and Information Gathering • Initial kickoff meeting with key stakeholders • Documentation review and information gathering • Establishment of project management infrastructure • Definition of success metrics and KPIs Week 2: Stakeholder Interviews and User Research • Conduct stakeholder interviews with La Quinta representatives • Perform user research to understand resident and visitor needs • Analyze existing website analytics and user behavior • Identify key user journeys and pain points Week 3: Content Audit and Technical Assessment • Perform content audit of existing website • Conduct technical assessment of current infrastructure Itzamna Digital Confidential 14 • Develop information architecture recommendations • Analyze existing integrations and third-party services Deliverables: • Detailed project plan • User research report • Content audit and migration plan • Information architecture diagram • Technical specifications document PHASE 2: DESIGN & PROTOTYPING (WEEKS 4-6) Week 4: Information Architecture and Wireframing • Develop site map and information architecture • Create wireframes for key templates and page types • Design user flows for critical user journeys • Present initial concepts for stakeholder feedback Week 5: Visual Design Development • Develop visual design concepts aligned with La Quinta branding • Create responsive design patterns for all device sizes • Design component library and style guide • Refine designs based on stakeholder feedback Week 6: Interactive Prototype Development • Build interactive prototype for key user flows • Conduct usability testing with representative users • Refine prototype based on testing results • Finalize design approach and prepare for development Deliverables: • Site map and information architecture documentation • Wireframes for all key templates • Visual design mockups with responsive variations • Interactive prototype • Component library and style guide PHASE 3: DEVELOPMENT & IMPLEMENTATION (WEEKS 7-14) Week 7: Environment Setup and Foundation • Configure development environment • Set up content management system • Implement core architecture • Configure version control and deployment pipeline Week 8-9: Core Development • Develop responsive theme based on approved designs • Implement custom post types and taxonomies • Set up basic content structure • Configure CMS customizations Itzamna Digital Confidential 15 Weeks 10-11: Feature Implementation • Implement search functionality • Develop custom functionality • Set up caching for performance • Configure integrations (Laserfiche, etc.) Weeks 12-13: Content Migration and Integration • Migrate content from existing site • Import and organize documents • Set up redirects from old URLs • Implement analytics and tracking Week 14: Quality Assurance and Testing • Perform comprehensive functionality testing • Conduct accessibility testing (WCAG 2.1 AA) • Test security measures and vulnerabilities • Optimize performance across devices Deliverables: • Fully functional website on staging server • Custom theme and functionality • Content migration report • QA test reports • Security assessment documentation • Performance optimization report PHASE 4: TRAINING & LAUNCH (WEEKS 15-16) Week 15: Documentation and Training • Create comprehensive user documentation • Develop administrator training materials • Conduct training sessions for La Quinta staff • Finalize launch plan and checklist Week 16: Launch and Post-Launch Support • Perform final pre-launch checks and testing • Execute launch plan with minimal downtime • Provide post-launch monitoring and support • Conduct project retrospective and handover Deliverables: • User and administrator documentation • Training materials and session recordings • Live website with migrated content • Post-launch support plan • Project completion report Itzamna Digital Confidential 16 This 16-week implementation plan provides sufficient time for thorough discovery, strategic design, robust development, and comprehensive testing before launch. The phased approach ensures regular opportunities for stakeholder input and course correction, reducing risk and ensuring alignment with the City of La Quinta's goals. COMMUNICATION PLAN Effective communication is essential for project success. Our communication plan ensures transparency, alignment, and efficient collaboration throughout the project: REGULAR STATUS UPDATES • Weekly Status Meetings: Virtual meetings with project stakeholders to review progress, discuss upcoming tasks, and address any questions or concerns • Written Status Reports: Detailed reports documenting completed tasks, upcoming work, and any issues requiring attention • Sprint Reviews: Demonstrations of completed functionality at the end of each two-week sprint • Action Item Tracking: Clear documentation of decisions, action items, and responsibilities COMMUNICATION CHANNELS • Dedicated Project Manager: Single point of contact for all project communications • Email Updates: Regular email communication for documentation and formal approvals • Collaborative Platform: Shared project management platform for real-time updates and document sharing • Emergency Contact Protocol: Established procedure for urgent issues requiring immediate attention MILESTONE REVIEWS • Phase Completion Reviews: Formal review sessions at the completion of each project phase • Deliverable Approval Process: Clear process for reviewing and approving project deliverables • Stakeholder Feedback Integration: Structured approach to incorporating feedback into the development process ISSUE RESOLUTION • Issue Escalation Procedure: Defined process for identifying and escalating issues that may impact project success • Change Request Process: Formal procedure for requesting and approving changes to project scope or requirements • Risk Management Communication: Proactive identification and communication of potential risks and mitigation strategies This communication structure ensures transparency throughout the project, provides clear channels for feedback and decision-making, and helps maintain alignment between our team and La Quinta stakeholders. PROJECT MANAGEMENT APPROACH Itzamna Digital Confidential 17 Our project management approach combines proven methodologies with flexible execution to ensure project success: HYBRID METHODOLOGY We employ a hybrid methodology that combines the best elements of Design Thinking and Agile/Scrum: • Design Thinking Framework: We use this human-centered approach during the discovery and design phases to deeply understand user needs and develop creative solutions • Agile Implementation: We implement functionality in iterative sprints, allowing for regular feedback and adaptation • Scrum Framework: We utilize Scrum practices including sprint planning, daily stand-ups, sprint reviews, and retrospectives PROJECT GOVERNANCE • Clear Roles and Responsibilities: Defined roles for both Itzamna Digital and La Quinta team members • Decision-Making Framework: Established process for making and documenting project decisions • Change Control Process: Formal procedure for evaluating and implementing changes to project scope, timeline, or budget QUALITY ASSURANCE • Quality Standards: Clearly defined quality standards for all deliverables • Testing Methodology: Comprehensive testing approach including functional testing, cross- browser testing, and user acceptance testing • Review Cycles: Structured review process for all deliverables before final approval RISK MANAGEMENT • Risk Identification: Proactive identification of potential risks that could impact project success • Risk Assessment: Evaluation of probability and impact for identified risks • Mitigation Planning: Development of strategies to mitigate or respond to risks • Continuous Monitoring: Ongoing assessment of project risks throughout the engagement RESOURCE MANAGEMENT • Skilled Team Allocation: Assignment of appropriately skilled team members to project tasks • Capacity Planning: Careful planning to ensure resource availability throughout the project • Knowledge Transfer: Structured approach to transferring knowledge to the La Quinta team This comprehensive project management approach ensures efficient execution, quality deliverables, and a solution that meets all requirements while minimizing risks and maximizing value for the City of La Quinta. TECHNICAL APPROACH CONTENT MANAGEMENT SYSTEM Itzamna Digital Confidential 18 Our technical approach focuses on creating a high-performance, secure, and scalable website through industry best practices and proven optimization techniques: • User-Friendly Interface: Intuitive content management that requires minimal training • Flexible Architecture: Customizable structure to meet specific municipal needs • Robust Security: Comprehensive security hardening capabilities • Extensive Ecosystem: Wide range of plugins and extensions for specialized functionality • Cost-Effective Operation: Lower long-term maintenance costs and training requirements • Community Support: Large developer community and extensive documentation During the discovery phase, we will validate this recommendation against your specific requirements and preferences. CONTENT ARCHITECTURE & MIGRATION Our approach to content architecture and migration focuses on preserving valuable content while improving organization and findability: Content Strategy • User-Centered Information Architecture: Organization based on how citizens look for information • Clear Content Hierarchy: Logical grouping of related content • Consistent Taxonomy: Standardized categorization across content types • Search Optimization: Structured data and metadata for improved searchability Migration Methodology • Content Inventory: Comprehensive inventory of existing content • Content Mapping: Mapping of existing content to new structure • Quality Control: Verification of migrated content accuracy • Redirection Plan: Implementation of redirects from old URLs to new structure LASERFICHE INTEGRATION We will implement seamless integration with your Laserfiche document management system: • Document Access: Direct access to archived documents from relevant website pages • Search Integration: Combined search results from website and document repository • Metadata Alignment: Consistent taxonomy between website and document system • Streamlined Workflows: Simplified processes for publishing documents to the website PERFORMANCE OPTIMIZATION To ensure fast page loads and optimal user experience, we will implement a comprehensive performance strategy: • CDN Integration: o Enterprise-grade CDN for global content delivery o Advanced caching rules for static content o Image optimization at the edge o Automatic minification of HTML, CSS, and JavaScript o DNS-level performance optimization • Performance: Itzamna Digital Confidential 19 o Premium caching for page caching o Object caching implementation for database queries o Lazy loading for images and videos o Critical CSS implementation for above-the-fold content • Front-End Optimization: o Optimized asset loading and delivery o Modern image formats (WebP with fallbacks) o Code splitting and bundling o JavaScript optimization and deferred loading • Database Optimization: o Query optimization and indexing o Regular database maintenance and cleanup o Efficient custom queries for large datasets o Database table optimization • Load Testing & Monitoring: o Simulated high-traffic scenarios with real-world conditions o Performance monitoring under various load conditions o Ongoing optimization based on analytics and test results o Identification and resolution of performance bottlenecks SEARCH FUNCTIONALITY Our approach to user experience design focuses on making it easy for all audiences to find the information and services they need: 1. Audience-Centered Information Architecture • Organization of content based on user needs rather than departmental structure • Clear pathways to frequently accessed information • Intuitive navigation that requires minimal clicking • Consistent location for key actions and resources 2. Mobile-First Responsive Design • Fully responsive design that works seamlessly on all devices • Mobile optimization for key tasks and information • Touch-friendly interface elements • Consistent experience across screen sizes 3. Search Optimization • Powerful search functionality with filtering capabilities • Search result organization by content type and relevance • Autocomplete and suggested searches 4. Accessibility Implementation • WCAG 2.1 AA compliance as a minimum standard • Proper heading structures, ARIA attributes, and keyboard navigation • Color contrast compliance and text resizing capabilities • Screen reader compatibility and alternative text for images Itzamna Digital Confidential 20 SECURITY IMPLEMENTATION Our security approach ensures the protection of both the website and its users: 1. Secure Infrastructure • Secure hosting environment with regular updates • Server-level security hardening • Regular security audits and vulnerability scanning • Backup and recovery procedures 2. Authentication Security • Secure member portal login process • Multi-factor authentication options • Protection against brute force attacks • Session management and timeout controls 3. Data Protection • Encryption for sensitive data • Secure forms for information submission • Privacy-first approach to data collection • Compliance with data protection regulations 4. Administrative Security • Role-based access control for content management • Audit logging for administrative actions • Secure administrative connections • Regular security training for administrators MOBILE RESPONSIVENESS Our approach ensures optimal experiences across all devices: • Mobile-First Design: Design starting with mobile constraints • Responsive Framework: Flexible grid system for all screen sizes • Touch-Friendly Interface: Optimized for touch interactions • Performance Considerations: Optimized loading for mobile connections This comprehensive technical approach addresses all requirements specified in the RFP while providing a foundation for future enhancement and expansion. TRAINING AND SUPPORT SERVICES Our comprehensive training program ensures that City of La Quinta employees can confidently manage website content: Comprehensive Training Approach Itzamna Digital Confidential 21 Our multi-modal approach ensures staff at all technical levels can confidently manage content STAFF TRAINING PROGRAM Our comprehensive training program ensures that SOPEC employees can confidently manage website content, regardless of the CMS platform selected: 1. Training Methods • In-person workshops at La Quinta offices • Video tutorials for reference and new staff onboarding • Written documentation and guides • Hands-on practice exercises 2. Training Topics • Content creation and editing • Content creation and editing • Media management (images, videos, documents) • Form creation and management • Calendar and event management • Department-specific content workflows • Integration management (Laserfiche, calendars, forms) • SEO best practices for municipal content EFFECTIVE CONTENT MANAGEMENT IN-PERSON WORKSHOPS •Hands-on learning with your team VIDEO TUTORIALS •Step-by-step visual instructions ONGOING SUPPORT •Post-launch assistance and troubleshooting WRITTEN DOCUMENTATION •Comprehensive guides and quick references 1 2 3 4 5 6 Needs Assessment Initial Training Hands-on Practice Knowledge Assessment Follow-up Support Refresher Sessions Itzamna Digital Confidential 22 • Website analytics and measurement 3. Training Materials • Administrator Manual: Comprehensive guide to all administrative functions • Content Editor Guide: Focused guide for content creators • Quick Reference Sheets: Single-page guides for common tasks • Video Library: Searchable library of tutorial videos 4. Knowledge Transfer Approach • Train-the-trainer methodology for internal knowledge sharing • Follow-up sessions after initial training • Ongoing support for questions and advanced techniques • Regular check-ins during the post-launch period TECHNICAL SUPPORT Our ongoing technical support ensures the continued success of your website: 1. Three-Month Post-Launch Support • Bug Fixes: Resolution of any issues discovered after launch • Performance Optimization: Ongoing performance tuning • Security Updates: Critical security patches and updates • Content Assistance: Support for complex content updates 2. Ongoing Support Options We offer several support packages that can be tailored to La Quinta’s specific needs: • Basic Support Package: Email support during business hours with 24-hour response time • Standard Support Package: Email and phone support with 8-hour response time • Premium Support Package: Priority email and phone support with 4-hour response time and monthly maintenance 3. Support Channels • Dedicated support email for technical issues • Support portal for ticket tracking and status updates • Emergency phone support for critical issues • Regular maintenance reports 4. Response Times • Critical issues: 4-hour response time (e.g., site outage, security issue) • High Priority: 8-hour response time (e.g., functionality problems) • Standard Priority: 24-hour response time (e.g., content updates, minor bugs) This comprehensive training and support approach ensures that La Quinta staff will be fully equipped to manage the website effectively after launch, with reliable support available when needed. CULTURAL COMPETENCY As a minority-owned business, Itzamna Digital brings a deep commitment to inclusive design practices that ensure digital experiences are accessible and welcoming to all community members. Our approach to cultural competency is embedded throughout our design and development process: Itzamna Digital Confidential 23 INCLUSIVE DESIGN PRINCIPLES We implement inclusive design principles that ensure all community members, regardless of ability, cultural background, language proficiency, or socioeconomic status, can easily access critical city information: • Universal Accessibility: Beyond meeting technical WCAG 2.1 AA standards, we design intuitive interfaces that work for people with diverse abilities and varied levels of digital literacy. • Clear Communication: We advocate for clear, straightforward municipal content that avoids jargon and complex terminology, making city information accessible to all education levels. • Multilingual Considerations: While implementing in English for this project, our design accounts for future multilingual expansion to serve La Quinta's diverse community. • Inclusive Imagery: We ensure visual elements represent the diversity of the community and avoid stereotypes or exclusionary representation. COMMUNITY-CENTERED DESIGN Our design approach recognizes that municipal websites must serve diverse populations with varying needs: • Diverse User Testing: When possible, we include participants from various backgrounds, ages, and ability levels in user testing sessions to ensure information is universally understandable. • Multiple Information Pathways: We create multiple navigation options to accommodate different ways people search for city information and services. • Device Flexibility: We ensure the website functions well across a range of devices and connection speeds, acknowledging the digital divide that exists in many communities. ACCESSIBILITY COMMITMENT Accessibility is not just a checkbox for us—it's a core passion and commitment that drives our work: • Beyond Compliance: We go beyond minimal WCAG standards to create truly inclusive experiences, not just technically compliant ones • Accessibility-First Design: We build accessibility into the foundation of our design process rather than treating it as an afterthought • Comprehensive Testing: We employ both automated tools and manual testing with assistive technologies to ensure genuine usability • Readability Optimization: We implement proper heading hierarchies, meaningful link text, appropriate contrast ratios, and responsive text sizing • Alternative Text Strategy: We develop thoughtful alternative text approaches that provide meaningful context, not just literal descriptions • Keyboard Navigation Excellence: We ensure intuitive, logical focus order and visible focus indicators for keyboard users • Form Accessibility: We implement properly labeled form controls with clear error identification and instructions Our commitment to inclusive design ensures that the La Quinta website will serve all community members effectively, regardless of their background, abilities, or technical expertise. It aligns with the City's fundamental mission to serve all residents equally and creates a more positive experience for the entire community. Itzamna Digital Confidential 24 ACCESSIBILITY & COMPLIANCE EXPERTISE Our approach to website development is guided by a deep commitment to accessibility and inclusion. While we are expanding our government client portfolio, our accessibility expertise comes from extensive work with nonprofits focused on people with learning challenges - a personal passion of our principal and founder. This commitment means we ensure all websites we develop meet: • ADA and WCAG 2.1 AA compliance standards • Intuitive navigation for users of all abilities • Clear information architecture that serves diverse user needs • Mobile accessibility for all services • Content structured for maximum readability and comprehension Our founder's passion for accessibility has made it a core value across all our projects, ensuring every website we build serves the entire community effectively. For the City of La Quinta website, we will implement a comprehensive accessibility approach that includes: 1. Accessibility Planning: Incorporating accessibility requirements from the beginning of the design process 2. Automated Testing: Regular automated scans to identify potential issues 3. Manual Testing: Expert review with assistive technologies like screen readers 4. User Testing: Including users with disabilities in the testing process 5. Remediation Process: Clear procedures for addressing any accessibility issues identified 6. Documentation: Comprehensive accessibility documentation including VPAT 7. Training: Equipping La Quinta staff with the knowledge to maintain accessibility SECURITY IMPLEMENTATION Security is a critical priority for a municipal website. Our comprehensive security implementation includes: Server-Level Security • Managed Hosting Security: Enterprise-grade security through reputable hosting • Advanced Firewall: Web application firewall for threat protection • Regular Security Scanning: Automated vulnerability scanning and remediation • Security Hardening: Implementation of server-level security best practices Application-Level Security • CMS Hardening: Implementation of CMS security best practices • Plugin Security: Careful selection and regular updates of plugins • User Authentication: Secure login processes with multi-factor authentication • Role-Based Access Control: Granular permissions based on user responsibilities Data Protection • Data Encryption: Encryption of sensitive data at rest and in transit • Backup Strategy: Regular automated backups with secure off-site storage • Data Integrity Checks: Regular verification of database integrity • Privacy Controls: Implementation of data privacy best practices Itzamna Digital Confidential 25 Transport Security • TLS 1.2/1.3: Implementation of secure transport protocols • HTTPS Enforcement: Redirection of all traffic to HTTPS • HSTS Implementation: HTTP Strict Transport Security headers • Certificate Management: Secure certificate implementation and renewal Security Monitoring • Real-time Monitoring: Continuous monitoring for security events • Intrusion Detection: Identification of potential security breaches • Log Analysis: Regular review of security logs • Security Reporting: Regular security status reports Through this comprehensive security approach, we will ensure your website is protected against modern threats while maintaining the accessibility and usability required by your community. SAMPLE WORK APPROACH Due to confidentiality agreements with our existing clients, we are unable to provide direct links to many of our recent website projects. However, we would be happy to: 1. Schedule a Live Demonstration: We can arrange a virtual meeting to showcase our previous work in a guided demonstration, highlighting specific features and functionality relevant to La Quinta’s needs. 2. Provide Private Portfolio Access: Upon request and subject to confidentiality agreement, we can provide temporary access to a private portfolio of our work with sensitive client information redacted. 3. Showcase Process Documentation: We can share design documents, wireframes, and process artifacts from previous projects (with client-identifying information removed) to demonstrate our methodical approach to website development. 4. Client References: We can arrange conversations with previous clients who have agreed to serve as references, allowing you to hear firsthand about their experience working with Itzamna Digital. These alternatives would provide insight into our design and development capabilities while respecting our confidentiality obligations. Please let us know which option would be most helpful in your evaluation process. LITIGATION AND CONTRACT HISTORY Itzamna Digital LLC has no history of: • Convictions or indictments involving alleged fraud, bribery, collusion, conspiracy, or violation of state or federal antitrust law • Adjudications or determinations by any federal, state, or local agency regarding violations of equal opportunity or fair employment provisions • Contract terminations for convenience or cause We certify that Itzamna Digital has not been disciplined in the last five (5) years as a consultant or contractor by any government body or professional association. RESOURCE ALLOCATION Itzamna Digital Confidential 26 Our proposed investment is allocated across key functional areas to ensure comprehensive support for all aspects of the La Quinta website project: • DISCOVERY & STRATEGY (22%) This includes user research, content strategy, information architecture, and technical planning. • DESIGN & USER EXPERIENCE (19%) This includes wireframing, visual design, prototype development, and usability testing. • TECHNICAL DEVELOPMENT (35%) This includes CMS implementation, Laserfiche integration, responsive development, and security implementation. • PROJECT MANAGEMENT (12%) This includes planning, timeline management, stakeholder communication, and quality assurance. This investment ensures efficient project execution and clear communication throughout the engagement. • TRAINING & SUPPORT (12%) This includes documentation development, training sessions, and post-launch support. FEE PROPOSAL Based on our analysis of the project requirements, we propose the following approach: WEBSITE DESIGN, DEVELOPMENT & IMPLEMENTATION Phase Description Total Phase 1: Discovery & Analysis Requirements gathering, user research, content audit, technical planning $18,500 Phase 2: Design & Prototyping Information architecture, wireframes, visual design, prototype development $16,000 Phase 3: Development & Implementation CMS implementation, feature development, content migration, testing $38,000 Phase 4: Training & Launch Documentation, training, launch support $12,500 Total Development Cost $85,000 ANNUAL TECHNICAL SUPPORT Service Description Cost Comprehensive Technical Support 36 hours annually of technical support ($260/hr) $9,360 Total Annual Hosting & Support $9,360 ADDITIONAL SUPPORT OPTIONS Service Rate Technical Support $260/hour Emergency Support (24/7) $390/hour Monthly Support Package 5 hours/month at $1,200 ($240/hour) Content Management Support $225/hour SEO & Analytics Support $230/hour Accessibility Compliance Monitoring Monthly audits at $550/month Feature Enhancement Custom quote based on requirements Itzamna Digital Confidential 27 ENHANCEMENT PACKAGES Service Description Additional Cost Advanced Admin Customization Enhanced custom dashboards for both organizations $2,600 Extended Training Program Additional training sessions and customized documentation $1,800 Performance Optimization Package Advanced caching and server-side optimizations $1,500 Multilingual Website Support Implementation of multi-language support framework $3,500 These enhancement options can be added to the base implementation to provide additional value and functionality based on your specific priorities and requirements. PROFESSIONAL REFERENCES As the founder and principal of Itzamna Digital, Hector brings significant expertise in accessibility, government-related work, and technical leadership to every project. The following references can speak directly to the skills and experience that form the foundation of Itzamna's approach to accessible, user- centered website design. NATIONAL CENTER FOR LEARNING DISABILITIES (NCLD.ORG) Contact: Lexi Walters Wright Phone: (515) 205-9855 Email: lexi.walters.wright@gmail.com Project Duration: 2014-2019 Project Relevance: Hector managed a comprehensive digital platform implementation and migration that involved complex content structures, security requirements, and performance optimization. This experience is particularly relevant to the La Quinta project as it involved similar requirements: content migration, information architecture development, and high-performance implementation. The project demonstrated expertise in creating digital environments where users could efficiently access information—a critical requirement for municipal websites. SMARTER FOUNDATION & FREE AGENT GROUP Contact: Jay Valentine Phone: (718) 724-4391 Email: jvalentine@gsvertical.com Project Duration: 2019-2023 Project Relevance: As CTO for Free Agent Group, Hector helped craft RFP responses for government projects, providing direct experience with government procurement processes similar to this La Quinta opportunity. For Smarter Foundation, Hector served as Chief Technical Advisor, developing long-term web product roadmaps and integrating security requirements while achieving 90% GDPR compliance. Jay can provide insight into Hector's expertise in addressing government-specific requirements, technical leadership, and security implementation across multiple projects—skills directly applicable to implementing La Quinta's secure website solution. Itzamna Digital Confidential 28 IMOVE SOLUTIONS Contact: Dr. Rebecca Payne Phone: (929) 499-7770 Email: rip@brightlyshining.com Project Duration: 2021-2023 Project Relevance: For this organization, Hector provided comprehensive digital strategy services including technological approach planning, system architecture design, and implementation oversight. This experience demonstrates Hector's ability to create high-performance technical architectures and implement security best practices—skills directly applicable to implementing La Quinta's website solution with advanced security requirements. Note: The expertise demonstrated in these references forms the foundation of Itzamna's approach to secure, high-performance website implementations. While these references reflect Hector's work prior to establishing Itzamna, they represent the quality, attention to detail, and technical excellence that will be applied to the La Quinta website project. ATTACHMENT 2 INSURANCE REQUIREMENTS ACKNOWLEDGEMENT Must be executed by proposer and submitted with the proposal I, ________________________________________ (name) hereby acknowledge and confirm that __________________________________ (name of company) has reviewed the City’s indemnification and minimum insurance requirements as listed in Exhibits E and F of the City’s Agreement for Contract Services (Attachment 1); and declare that insurance certificates and endorsements verifying compliance will be provided if an agreement is awarded. I am _________________________________ of ______________________________, (Title) (Company) ✔Commercial General Liability (at least as broad as ISO CG 0001) $1,000,000 (per occurrence); $2,000,000 (general aggregate) Must include the following endorsements: ✔ General Liability Additional Insured ✔ General Liability Primary and Noncontributory ✔Commercial Auto Liability (at least as broad as ISO CA 0001) $1,000,000 (per accident) Personal Auto Declaration Page (if applicable) ✔Cyber Liability $1,000,000 (per occurrence) $2,000,000 (general aggregate) ✔Worker’s Compensation (per statutory requirements) Must include the following endorsement: ✔ Worker’s Compensation Waiver of Subrogation Worker’s Compensation Declaration of Sole Proprietor (if applicable) Page 9 of 11 Hector E. Lopez Jr. Itzamna Digital LLC Principal and Founder Itzamna Digital LLC Page 10 of 11 ATTACHMENT 3 NON-COLLUSION AFFIDAVIT FORM Must be executed by proposer and submitted with the proposal I, ________________________________________ (name) hereby declare as follows: I am _________________________________ of ______________________________, (Title) (Company) the party making the foregoing proposal, that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from proposing; that the proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any other proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the agreement of anyone interested in the proposed agreement; that all statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative hereto, or paid, and will not pay, any fee to any corporation, partnership, company, association, organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham proposal. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Proposer Signature: __________________________________________________ Proposer Name: __________________________________________________ Proposer Title: __________________________________________________ Company Name: __________________________________________________ Address: __________________________________________________ Hector E. Lopez Jr. Principal and Founder Itzamna Digital LLC Hector E. Lopez Jr. Principal and Founder Itzamna Digital LLC 32 Burnt Meadow Rd. Ringwood, NJ. 07456 Page 11 of 11 ATTACHMENT 4 ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA Must be executed by proposer and submitted with the proposal; If no addenda has been issued, mark “N/A” under Addendum No. indicating Not Applicable and sign ADDENDUM NO. SIGNATURE INDICATING RECEIPT N/A