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Seattle New Media Proposal for Website Design and Maintenance Servicess The City of La Quinta April 1, 2025 Seattle New Media Erik J Runbeck 5608 17th Ave. NW, Suite 581 Seattle, WA 98107 Email: erik@seattlenewmedia.com Office Phone: 206-414-9687 Direct: 206-779-4455 2 Table of Contents # Content Page no 1 Cover Letter 3 2 Executive Summary 4 3 Firms Background, Qualifications, and Experience 7 4 References 10 5 Complete Pricing List 13 6 List of Complementary Services Offered 16 7 Staffing and Project Organization 17 8 Subcontracting Services 20 9 Disclosures 20 10 Acknowledgement of Insurance Requirements 20 11 Non-Collusion Affidavit 22 12 Acknowledgement of Addenda 23 3 1. Cover Letter 5608 17th Ave NW, Ste 581 Seattle, WA 98107 web@seattlenewmedia.com, rfp@seattlenewmedia.com 206-414-YOUR (9687) April 1, 2025 Marcie Graham Marketing Manager La Quinta California 92253 Dear Ms. Marcie, We are pleased to submit the proposal in response RFP for the website design and maintenance services for the City of La Quinta (City). At Seattle New Media, we specialize in creating secure, user-friendly, and Americans with Disabilities Act (ADA)-compliant digital solutions that align with the unique goals of local governments and public institutions. Our team has carefully reviewed the scope outlined in your RFP and is confident that our proposed content management system (CMS) and website solution will deliver the flexibility, scalability, and intuitive interface required. Our CMS enables easy content updates, seamless integration with third-party systems such as Laserfiche, and preserves all existing website functionality during the content migration process. Seattle will be the location of the office that would service this project. All information and pricing provided in this proposal is valid for a period of ninety (90) days. We also confirm that any individual performing work on behalf of Seattle New Media for this project is free from any conflict of interest. Thank you for considering our proposal. We look forward to the possibility of working together to achieve your goals. Sincerely, Erik J. Runbeck Co-Founder, Sr. Project Manager Seattle New Media erik@seattlenewmedia.com 206-779-4455 4 2. Executive Summary Introduction Seattle New Media, headquartered in Seattle, WA, is a full-service web design and development agency with deep expertise in building accessible, scalable, and engaging digital experiences for government and public sector clients. We specialize in creating modern, ADA-compliant websites using Webflow and other scalable CMS platforms, with a strong focus on user experience, content strategy, and long-term maintainability. Our team brings a proven track record in content migration, regulatory compliance, and stakeholder collaboration—making us an ideal partner for the City of La Quinta’s website transformation. Our Understanding of the Project Requirements The City of La Quinta is seeking a comprehensive redesign and rebuild of its municipal website to replace the current proprietary platform with a more flexible, scalable, and secure solution. The new website must be user-friendly, mobile-responsive, and fully ADA/WCAG 2.1 AA compliant. It should improve accessibility, community engagement, and service delivery for residents, businesses, and visitors alike. Key project components include integration with the City’s existing Laserfiche archive portal, seamless content migration while preserving existing functionality, improved search engine visibility, and ongoing training and support for City staff. The final platform must allow for easy updates via a robust CMS and adhere to modern security and regulatory standards. Our Approach Platform & CMS We propose a scalable, intuitive CMS that empowers City staff to manage content effortlessly. Our solution includes a drag-and-drop editor, reusable page templates, and granular role-based permissions—ensuring content can be maintained efficiently without compromising design integrity or compliance. Accessibility & Mobile Optimization We will design a fully responsive site that meets or exceeds WCAG 2.1 AA accessibility standards, ensuring equitable access for all users across devices and screen readers. Accessibility is embedded into our design, development, and testing process from day one. 5 Content Migration & SEO Seattle New Media will handle full content migration from the existing website, preserving SEO equity and current functionality. We will audit, optimize, and structure the content to improve findability and user experience, and ensure that all URLs are redirected appropriately to avoid broken links. Integration & Communication Tools Our team will integrate the new site with Laserfiche and other city tools to ensure seamless access to records and public documents. We’ll also include enhanced search functionality, social media integrations, subscription tools, and emergency alert capabilities to foster two-way communication between the City and its stakeholders. Security & Compliance Security and compliance are core to our process. We follow industry best practices for encryption, hosting, and secure development, with full adherence to ADA, privacy regulations, and California’s public sector security requirements. Our solution includes SSL, intrusion detection, and role-based access controls. Training, Maintenance & Support Seattle New Media provides in-depth training for both content editors and administrators, supported by documentation and video tutorials. Our hosting and maintenance plans include uptime monitoring, regular updates, and 24/7 emergency support. Flexible maintenance contracts (1, 3, and 5 years) are available to meet the City’s long-term needs. Why Choose Seattle New Media We are more than just developers—we are strategic partners who care about civic engagement, usability, and sustainability. With deep experience in municipal website design and a commitment to transparency and service excellence, Seattle New Media is uniquely positioned to support the City of La Quinta in creating a future-ready digital platform. We pride ourselves on being highly collaborative, detail-oriented, and always accessible to our clients via Slack, email, and direct support channels. Track Record in Fulfilling Similar Projects Our portfolio includes transformative work for public sector and community-facing organizations. We’ve successfully delivered compliant, scalable, and elegant websites for clients such as the Washington State Fair, State Fair Community College, and other 6 government agencies—each with robust CMS implementations, integrations, and accessibility considerations. Satisfaction Guarantee Seattle New Media is committed to exceeding expectations through proactive communication, meticulous execution, and flexible support. We back our work with a satisfaction guarantee and ongoing partnership to ensure long-term success. Conclusion Seattle New Media is excited about the opportunity to partner with the City of La Quinta in building a modern, secure, and accessible website that reflects the City’s vibrant identity and commitment to community engagement. We bring the right mix of technical capabilities, government experience, and creative insight to deliver a best-in- class digital experience for residents, businesses, and visitors. 7 3. Firms Background, Qualifications, and Experience Seattle New Media is a full-service digital agency based in Seattle, WA, specializing in custom website design, development, and digital solutions for public sector clients, educational institutions, and mission-driven organizations. We combine strong technical expertise with a user-centred design approach to create accessible, secure, and high-performing websites. Qualifications and Professional Credentials Seattle New Media meets all the required qualifications outlined in the RFP: • Extensive Experience: We have a proven track record of designing and managing enterprise-level websites for government and public service organizations. Our portfolio includes successful website redesign projects that have delivered measurable business outcomes. • Responsive Design and Accessibility: Our team has expertise in responsive design, UX/UI best practices, and ensuring compliance with accessibility standards such as WCAG 2.1 AA and Section 508. • Proficiency with CMS Platforms: We are proficient with industry-standard CMS platforms and web technologies, ensuring that your website will be built on a solid and flexible foundation. • Maintenance and Security: We have an established methodology for website maintenance, security monitoring, and performance optimization, ensuring your website remains secure and performs optimally. • Certified Team: Our team consists of designers, developers, and content strategists with relevant certifications like Webflow certifications, ensuring that we bring the highest level of expertise to your project. a. Number of Years in Business Seattle New Media has been in continuous operation for 9 years, delivering digital solutions since 2016. b. Taxpayer Identification Number Our EIN number: 92-3908656. 8 c. Project Manager and Key Personnel Resumes Our team of experts brings together diverse skills, passion, and creativity to drive exceptional results for our clients. We’re here to turn your vision into reality. Our company has a strong history of delivering high-quality projects in industry with a focus on website development. The city will be assigned with a designated project manager who will be your point of contact and will manage this project from planning to deployment. Key team members who will be assigned to this project are: 1. Eric Runbeck – Senior Project Manager • Qualifications; AEM, No-Code Expert, Enterprise Webflow Expert, Airtable, Clay, Integrations, Design, Branding, and Digital Marketing | Ex-Microsoft | Veteran. • Role: As a Senior Project Manager, he will oversee the project’s implementation. His leadership and technical expertise ensure smooth execution, on-time delivery, and adherence to best practices. Please find Eric’s biography. included with our response. 2. Ajo Jose – Senior UI/UX Designer • Qualifications; UI UX Designer | Product Designer | Visual Designer Role: He is responsible for conceptualizing and crafting visually appealing designs that emphasize accessibility and user engagement. His contributions ensure that the project delivers an intuitive and seamless experience, aligning with user needs while maintaining vibrant aesthetics. Please find Ajo’ biography included with our response. 3. Jerome Ricks – Web Developer • Qualifications; No-Code Expert, Webflow Expert, Airtable, Design, Branding.. • Role: He plays a critical role in the project by leveraging his expertise in no - code tools and Webflow development. He will be working in front end and backend of the website development. Please find Jerome’s biography included with our response. 9 4. Sreeraj P - Sr. Search Engine Optimization Strategist • Qualifications; Digital Marketer | Performance Marketer | Growth Strategist | SEO Specialist | Social Media Marketer. • Role: He plays a key role in developing and executing comprehensive strategies. His efforts ensure higher search engine rankings, increased website traffic, and enhanced brand visibility, all while contributing to measurable performance and business growth. Please find Sreeraj’s biography included with our response. d. Firm Ownership and Incorporation Details Seattle New Media is a Limited Liability Company digital agency. We are incorporated in the State of Washington, with our incorporation year 2016. e. Parent Company Information Seattle New Media is an independent firm and is not a subsidiary of any parent company. 10 4. References 4.1 . Daylight a. Client Name: David Hwang Project Manager: Erick Runbeck Telephone Number: +1 415-963-4492 Email ID: davidh@daylightdesign.com b. Project Description: This Webflow website was designed to educate and advocate for ending domestic violence by presenting key principles such as safety, solutions, sensitivity, transparency, expertise, and diversity. The site includes sections for principles, articles, an about page, and a newsletter, ensuring users can easily access valuable information and updates. c. Project started on 05/12/2023 and ended on 06/06/2024 d. Staff assigned: Simy (Front end developer), Jerome Ricks (Web Developer), Ajo Jose (Senior UI/UX Designer), Sreeraj P (SEO Strategist), Thiyi Einsi (Quality Analyst) e. Summary: Key features include a clean and accessible design, downloadable resources, and seamless navigation. During development, challenges included ensuring a user-friendly experience, maintaining ADA/WCAG compliance, and structuring content for clarity and engagement. The final output was a fully responsive, visually compelling, and easy-to-navigate website that met all client expectations. The client was highly satisfied with the outcome, praising the intuitive design and seamless functionality. 11 4.2. Aloft a. Client Name: David Hwang Project Manager: Erick Runbeck Telephone Number: +1 206-491-0026 Email ID: Mike.Stevens@northpoint2.com b. Project Description: This Webflow website was developed to showcase Aloft’s innovative real estate appraisal solutions, offering advanced technology, services, and professional opportunities. The site features sections such as Our Technology, Aloft University, Appraisal Services, Broker Price Opinions, For Appraisers, and For Lenders, ensuring a seamless experience for various stakeholders. c. Project started on 01/05/2023 and ended on 06/10/2023 d. Staff assigned: Simy (Front end developer), Jerome Ricks (Web Developer), Ajo Jose (Senior UI/UX Designer), Sreeraj P (SEO Strategist), Thiyi Einsi (Quality Analyst) e. Summary: Key features include dynamic data visualizations, a user-friendly appraiser toolkit, nationwide property data integration, and a streamlined loan appraisal process. Challenges during development included structuring complex data for easy consumption, ensuring mobile responsiveness, and integrating interactive elements without compromising performance. The final product delivered a modern, visually engaging, and intuitive platform that enhances user engagement. The client was highly satisfied, praising the clear navigation, robust functionality, and seamless experience that effectively communicates Aloft’s mission and services. 12 4.3. BIAW a. Client Name: Lena Anderson Project Manager: Erick Runbeck Telephone Number: +1509-449-3004 Email ID: lenaa@biaw.com b. Project Description: The BIAW (Builders Industry Association of Washington) system was developed in Webflow to enhance user management, class registration, and automated workflows for members and administrators. c. Project started on 01/08/2024 and ended on 06/01/2025 d. Staff assigned: Simy (Front end developer), Jerome Ricks (Web Developer), Ajo Jose (Senior UI/UX Designer), Sreeraj P (SEO Strategist), Thiyi Einsi (Quality Analyst) e. Key features include user authentication and membership validation via Memberstack and Airtable, dynamic class registration with pricing variations, subscription management with Stripe, and automated email notifications through Mailchimp. The development faced challenges in migrating from WordPress, setting up complex automations, ensuring seamless payment processing, and handling high-volume email communications. Despite these complexities, the final product delivered a streamlined, efficient, and user- friendly platform with improved automation and a seamless experience for members. The client was extremely satisfied with the outcome, praising the intuitive interface, automation improvements, and enhanced functionality that simplified operations. 13 5. Complete Pricing List Our goal is to streamline the website's structure, ensuring it is not only easy to navigate but also optimized for search engines. This approach will help improve the website’s visibility, accessibility, and overall performance, ensuring that it effectively serves the needs of the City and its community. The total calculated budget will range between $32,130 - $36,540. Which averages to $34,335. Our hourly rate is $90/hr. This table includes the modules for the website which is to be redefined and structured based on the information provided. # Content Remarks Hour Range 1 Project Management & Planning Includes kickoff meetings, timeline setup, stakeholder coordination, progress tracking, and issue resolution. 10-12 hours 2 Brand Identity Development Implementation of logo, color palette, typography, tone of messaging, and market research for rebranding. 8-10 hours 3 Wireframing & Prototyping Develop wireframes (low and high fidelity) for website architecture; conduct user testing with stakeholders. 46-50 hours 4 UI/UX Design in Webflow Design homepage, internal pages, Departmental pages, other dynamic pages and map interfaces using Webflow’s design tools. 44-48 hours 5 Mobile Optimization & Testing Ensure responsive design across various screen sizes and browsers (Chrome, Firefox, Edge, Safari). 22-26 hours 14 # Content Remarks Hour Range 6 CMS Setup & Configuration Build CMS with modular templates and assign role-based permissions; configure content workflow 40-44 hours 7 Content Migration Review and transfer existing content from the existing to Webflow, optimize for SEO, and adjust as per brand guidelines. 38-42 hours 8 Integration of Google Analytics Integrate Google Analytics 1-2 hours 9 Multimedia compatibility. Integration of Videos and Images 12-16 hours 10 PDF upload option Implementation of PDF upload in website 12-14 hours 11 SEO Optimization On-page SEO, URL restructuring, and metadata tagging to improve visibility. 18-20 hours 12 Accessibility & ADA Compliance Ensure WCAG 2.1 AA standards with testing for screen readers, keyboard navigation, and color contrast. 24-28 hours 13 Social media & Newsletter Integration Configure social media links, sharing features, and a newsletter subscription system. 12-14 hours 14 Map Integration Integration of google maps 20-22 hours 15 Testing & debugging Conduct QA testing on all functionalities, including APIs, CMS workflows, and interactive tools. 36-38 hours 15 # Content Remarks Hour Range 16 Training & Documentation Develop training materials and conduct training sessions with Agency staff for CMS and content workflows. 14-20 hours Total Hours 357 – 406 Hours Total Budget $32,130 - $36,540 Average Budget $34,335 Maintenance and support # Monthly Maintenance Plan Total hours Supported with voice support 1 $499 / Month 5 hours 2 $999 / Month 10 hours 3 $1499 / Month 20 hours 4 $2999 / Month 30 hours Monthly / Yearly Platform Charges Applicable for normal hosting: # Platforms Charges Remarks 1 Webflow Workspace Approx $60 / Month/ Seat Webflow charges an amount for the workspace per user on Monthly Basis 2 Webflow Hosting Approx $50- $100 / Month Varies according to the plan 3 Webflow Localization Approx $10 / Month Please refer here for more details Our proposed maintenance charge will be $499/month where you can change it once the website attains its performance metrics. We will be providing 5 hours every month. For a website of this size, having a plan like this is beneficial; however, the system we're building is highly user-friendly, allowing your internal team to easily manage it. With that in mind, a smaller plan may be sufficient to meet your ongoing needs. 16 6. List of Complementary Services Offered • Airtable Integration Seamless setup and integration of Airtable for dynamic content management, internal workflows, and automations. • SEO Technical and on-page SEO to improve search visibility, site performance, and content ranking. • Branding & Visual Identity Logo design, typography, and color palette development to ensure a consistent and modern brand presence. • Third-Party Integrations Integration with platforms such as Laserfiche, APIs, and other city service tools to enhance functionality. • UI/UX Design User-centered, accessible, and mobile-friendly designs delivered via Figma for a streamlined review process. Services are billed at an hourly rate of $90 USD. 17 7. List Staffing and Project Organization 7. 1. Project Management & Planning Managed by: Erik Runbeck (Sr. Project Manager) Erik leads the overall planning and execution of the project, conducting kick-off meetings, creating project timelines, coordinating with stakeholders, tracking milestones, and resolving roadblocks to ensure a seamless delivery process. 7.2. Brand Identity Development Managed by: Collin Russel (Sr. Brand Strategist) Collin handles the development and refinement of the brand’s visual and verbal identity, including logo, color palette, typography, and tone. He also oversees any market research required for rebranding efforts. 7.3. Wireframing & Prototyping Managed by: Ajo Jose (Sr. UI/UX Designer) Ajo creates wireframes and interactive prototypes, starting from low-fidelity to high- fidelity designs. He collaborates with stakeholders for feedback through user testing and ensures the wireframes align with the project goals. 7.4. UI/UX Design in Webflow Managed by: Ajo Jose (Sr. UI/UX Designer) & Simy S (Sr. Front Developer) Ajo leads the visual design using Webflow, crafting homepage layouts, internal and departmental pages, dynamic templates, and map-based UIs. Simy implements these designs into Webflow while ensuring design consistency and responsiveness. 7.5. Mobile Optimization & Testing Managed by: Simy S (Sr. Front Developer) & Thiyi Einsi (Sr. Quality Analyst) Simy ensures mobile responsiveness during development, while Thiyi thoroughly tests across various screen sizes and browsers to ensure compatibility and performance. 18 7.6. CMS Setup & Configuration Managed by: Mike Stevens (Sr. Backend Developer) Mike builds and configures the Webflow CMS, ensuring modularity, scalability, and role- based access for different users. He sets up content workflows tailored for the client’s team. 7.7. Content Migration Managed by: Cynthis A (Sr. Content Writer) & Mike Stevens Cynthis reviews and adapts existing content according to new brand guidelines, optimizing for SEO. Mike supports the technical migration and integration into the CMS. 7.8. Integration of Google Analytics Managed by: Mike Stevens (Sr. Backend Developer) Mike is responsible for integrating Google Analytics to track site performance and user behavior metrics. 7.9. Multimedia Compatibility Managed by: Simy S Simy ensures seamless integration and playback of multimedia elements (videos and images), making sure they're responsive and optimized. 7.10. PDF Upload Option Managed by: Jerome Ricks (Developer) Jerome implements functionality for uploading and displaying PDFs through Webflow’s CMS or third-party integrations. 7.11. SEO Optimization Managed by: Sreeraj P (Sr. SEO Strategist) Sreeraj handles on-page SEO tasks including keyword optimization, metadata setup, URL structuring, and internal linking to boost search engine visibility. 19 7.12. Accessibility & ADA Compliance Managed by: Thiyi Einsi (Sr. Quality Analyst) Thiyi tests and ensures compliance with WCAG 2.1 AA standards. She checks for screen reader compatibility, keyboard navigation, and color contrast issues. 7.13. Social Media & Newsletter Integration Managed by: Mike Stevens Mike integrates social media sharing links and newsletter subscription functionalities, connecting them to marketing tools as needed. 7.14. Map Integration Managed by: Jerome Ricks Jerome handles Google Maps API integration, embedding interactive maps that are user- friendly and mobile responsive. 7.15. Testing & Debugging Managed by: Thiyi Einsi Thiyi leads comprehensive QA across all site functionalities—CMS workflows, third- party integrations, responsive behavior, and interactive tools. 7.16. Training & Documentation Managed by: Erik Runbeck & J B Daniel (Business Analyst) Erik organizes training sessions with the agency team, while J B Daniel prepares and shares user-friendly documentation and reports on content workflows and system usage. 20 8. Subcontracting Services Seattle New Media does not intend to subcontract any portion of the Scope of Services outlined in this RFP. Our experienced in-house team is fully capable of delivering all aspects of the project, including design, development, integration, SEO, hosting, and support. 9. Disclosures Seattle New Media affirms that there have been no significant prior or ongoing agreement failures, no civil or criminal litigation, and no investigations involving our firm in the past five (5) years. We maintain a clean record and uphold high standards of professionalism, ethics, and compliance. 10. Acknowledgement of Insurance Requirements Seattle New Media acknowledges the insurance requirements as outlined in Exhibits E and F of the City’s Agreement for Contract Services and confirms that we will provide the required insurance coverage and indemnification if selected. Please refer to Certificate of Insurance for more information on insurances maintained by Seattle New Media. INSURANCE REQUIREMENTS ACKNOWLEDGEMENT (Must be executed by proposer and submitted with the proposal) I, Erick Runbeck hereby acknowledge and confirm that Seattle New Media 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 Co-Founder and Sr Project Manager of Seattle New Media. 21 ✔ 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) 22 11. Non-Collusion Affidavit form I, Erick Runbeck hereby declare as follows: I am Co-Founder and Sr Project Manager of Seattle New Media. 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: Erick Runbeck Proposer Title: Co-Founder, Sr Project Manager Company Name: Seattle New Media Address: Seattle New Media HQ, 5608 17th Ave NW, Suite #581 Seattle, WA 98107 23 10. Acknowledgement of Addenda Seattle New Media confirms that no addenda were issued for this RFP. Therefore, no acknowledgment of addenda is present in this RFP.