Web Designer for WebCode Upgrade, Refinements, and Enhancements - Abacus Service Corporation

Los Angeles, CA 90012

About the Job

CITY PLANNING
COMMISSION OFFICE (213) 978-1300
CITY PLANNING COMMISSION SAMANTHA MILLMAN
PRESIDENT

MONIQUE LAWSHE
VICE - PRESIDENT
MARIA CABILDO CAROLINE CHOE ILISSA GOLD HELEN LEUNG KAREN MACK JACOB NOONAN
ELIZABETH ZAMORA

C ALIFORNIA

KAREN BASS
MAYOR

200 N. S PRING S TREET , R OOM 525 L OS A NGELES , CA 90012-4801 (213) 978-1271

VINCENT P. BERTONI, AICP
DIRECTOR
SHANA M.M. BONSTIN
DEPUTY DIRECTOR
ARTHI L. VARMA, AICP
DEPUTY DIRECTOR
LISA M. WEBBER, AICP
DEPUTY DIRECTOR

January 24, 2024

TASK ORDER SOLICITATION

Web Designer for WebCode Upgrade, Refinements, and Enhancements

The Los Angeles Department of City Planning (DCP) is in search of a contractor that possesses the requisite technical skills and experience as an on-call Web Designer with expertise in Drupal and InDesign.

This Task Order Solicitation (TOS) is only for pre-qualified on-call contractors from the 2022 Request for Qualifications (RFQ) on Contract Programming (RAMPLA ID #204576).

1. PROJECT DESCRIPTION

The DCP is embarking on one of the City's largest planning initiatives to date: a comprehensive revision of LA's outdated zoning code.

A primary deliverable of this project is a web-based Zoning Code, known as WebCode, which provides an online and interactive experience to browse, search, and download the new Zoning Code. WebCode is a Drupal-based website that leverages Adobe InDesign character styles and tagging to display the text and graphics of the new Zoning Code in an interactive way.

The DCP would like the support of a Web Designer in implementing refinements and enhancements to WebCode in advance of the new Zoning Code's adoption.

2. PROJECT SCOPE OF WORK

In consultation with DCP staff, the Contractor will implement the following tasks for this TOS. The Contractor will push updates to the WebCode staging server and share code for the updates on a private GitHub repository. The Contractor should assume they will provide project management and general coordination services for all tasks below.

All work outlined under "Tasks with Deliverables-Based Billing is to be completed by June 30, 2025, with many tasks needing to be completed prior to the internal launch of WebCode

in the Summer of 2024 and the public launch of WebCode in the Fall of 2024 All work outlined under "Tasks with Labor Hours Based Billing is to be completed in a responsive and timely manner. Contractor and City will work together to agree upon a schedule.

TASKS WITH DELIVERABLES-BASED BILLING

Task 1: Drupal Upgrade Development Build Plan - Contractor to provide a build plan to upgrade WebCode to the latest Drupal version, including:

Examples of deprecated methods being used in the custom code and documented solutions;
Deprecated Drupal module dependencies and documented solutions on upgrading those;
Itemization of external libraries being used in custom code;
Determination on whether certain modules already have simple versions available in the latest Drupal version, and a description of steps required to update them;
Description of recommended updates to functionality for compatibility/optimization with the latest Drupal version; and
Prepare estimates for upgrading each major feature of WebCode to the latest Drupal version. In those instances in which a feature may not be supported in the latest version, provide alternative solutions.

Deliverable(s):

Draft build plan; and
Final build plan after incorporating City comments.

Task 2: Report and Browse Download Feature Enhancement (see Appendix for visuals)

Currently, when you download the zoning code from the browse view or download the zoning report after generating a property-specific report, WebCode takes you to a browser view of the code/report. The report download should generate a PDF automatically instead that has the styling of the original PDFs of the new Zoning Code.
WebCode should automatically open the PDF in the browser and then include an option for the user to share the report.
This feature enhancement should work well across all zoning report options (1. property zone; 2. property zone + supporting rules; and 3. property zone + supporting rules and all other articles).

Deliverable(s):

Report feature updated to download to PDF and share 1st round;
Report feature updated to download to PDF and share incorporating City comments;
Browse feature download to PDF and share 1st round;
Browse feature download to PDF and share incorporating City comments; and
Implementation

Task 3: Report Feature Enhancements, including but not limited to (see Appendix for visuals) :

Ensure that public notes, FAQs, and Use finder table (spreadsheet) appear in the report view appendix.
Make it so that the Appendix can be toggled/selected during the download report.
Show note and FAQ icons in the browser view of the report (currently missing).
Make it so that applied overlays (referenced in the ZIMAS Summary Report) can be included in a property report if toggled. This could be accomplished either by including a PDF or having the overlay fields be clickable (carrying any overlay link from the ZIMAS Summary).

Deliverable(s):

Ensure that public notes, FAQs, and Use finder table (spreadsheet) show up in the report view appendix as well;
Make it so that the Appendix can be toggled/selected during the download report;
Show note and FAQ icons in the browser view of the report (currently missing);
Make it so that applied overlays (referenced in the ZIMAS Summary Report) can be included in a property report if toggled. This could be accomplished either by including a PDF or having the overlay fields be clickable (carrying any overlay link from the ZIMAS Summary);
Incorporate City feedback; and
Implementation

Task 4: Table of Contents (TOC) Menu Enhancements

Desktop TOC menu to be anchored to the top of the screen as you scroll.
Desktop TOC menu should scroll independently of the content.
Desktop TOC menu links should expand and collapse as the content scrolls.
Desktop TOC menu links should highlight the active section as the content scrolls.
Mobile TOC menu enhancements should be added to achieve similar functionality as the desktop enhancements, where appropriate.

Deliverable(s):

Desktop TOC menu enhancements 1st round;
Desktop TOC menu enhancements incorporating City comments;
Mobile TOC menu enhancements 1st round;
Mobile TOC menu enhancements incorporating City comments; and
Implementation

Task 5: WebCode User Account Synchronization

Support Systems staff in synchronizing regular City staff logins with WebCode logins so that any City staff person can automatically log into WebCode using their City account without the need to generate a unique log in.

Deliverable(s):

Outline plan for account synchronization with DCP and Department of Building and Safety (DBS);
Troubleshoot account synchronization with DCP;
Troubleshoot account synchronization with DBS;
Incorporate City feedback; and
Implementation

Task 6 : FAQ Icon Enhancements.

Sections tagged with an FAQ should show an FAQ icon and be clickable to the FAQ itself.

Deliverable(s):

FAQ icon displays on appropriate sections and is clickable to FAQ;
Share designs;
Incorporate City feedback; and
Implementation

Task 7: Header Links

Add a link button that site users can click on next to Article, Part, Division, and Section headers so that it is easy to share portions of the new Zoning Code. The link button should be designed in an aesthetically pleasing manner with the FAQ icon and the notes icon when those are present.

Deliverable(s):

Add a link button that site users can click on next to Article, Part, Division, and Section headers so that it is easy to share portions of the new Zoning Code. Should be designed to look good with the FAQ icon and the notes icon when those are present;
Share designs;
Incorporate City feedback; and
Implementation

Task 8: WebCode User Guide and Technical Documentation

Develop a user guide that includes instructions for the various functionalities organized based on public users, internal staff users, and administrator users.
Update technical documentation for WebCode to offer guidance to Systems staff on requirements for rebuilding/reconfiguring the site.

Deliverable(s):

Develop a user guide that includes instructions for the various functionalities organized based on public users, internal staff users, and administrator users;
Revised draft incorporating City feedback; and
Update technical documentation for WebCode to offer guidance to Systems staff on requirements for rebuilding/ reconfiguring the site.

Task 9: Note System Useability Enhancements

Improve the functionality of the note system to be more intuitive; it currently requires some trial and error to figure out how to create a note.
Currently, you have to click the "Add personal note button on the "Notes tab, then you receive a prompt to click on a Section header, but when you click on a Section header, nothing happens. What you do not know intuitively is that you must go back up the "Add personal note again to be able to add the note. We either need to eliminate that last step or figure out a better way to add the notes; an alternative would be to add a clipboard icon with a plus symbol to give someone with a username quick access to the note system. The order of the steps required to add a note should be either shortened or made more obvious.

Deliverable(s):

Improve the functionality of the note system to be more intuitive; it currently requires some trial and error to figure out how to create a note;
Share designs;
Incorporate City feedback; and
Implementation

TASKS WITH LABOR HOURS-BASED BILLING

Task 10: Support/consultation for Drupal Upgrade & general troubleshooting

Systems staff will be working from the Drupal build plan in Task 1 and will need on-call support as questions arise. Provide on-call consultation and technical support to Systems staff in troubleshooting issues arising during Drupal 10 upgrade.
As the internal and public launches of WebCode approach, the Consultant will need to respond to any emerging technical issues identified by City staff. Provide on-call consultation and technical support to City staff in troubleshooting issues arising prior to the official public launch of WebCode as well as for issues arising after the public launch.

Deliverable(s):

Provide on-call consultation and technical support to Systems staff in troubleshooting issues arising during Drupal 10 upgrade;
Provide on-call consultation and technical support to City staff in troubleshooting issues arising prior to the official public launch of WebCode; and
Provide on-call consultation and technical support to City staff in troubleshooting issues arising after the official public launch of WebCode.

3. PROJECT SCHEDULE

The project will commence upon issuance of a Notice to Proceed (NTP) and conclude by June 30, 2025. Contractor and City will work together to agree upon a schedule.

4. PROJECT BUDGET

For deliverables-based tasks, proposals should clearly show the amount allocated between each task and deliverable.

For labor hours-based tasks, proposals must include an itemized quote detailing the hours expected to complete each task along with the position title and associated hourly rate of staff expected to perform each task.

Limitation of City's Obligation to Make Payments to Contractor: Notwithstanding any other provision of this TOS, including any exhibits or attachments incorporated therein, and in order for City to comply with its governing legal requirements, City shall have no obligation to make any payments to Contractor unless City shall have first made an appropriation of funds equal to or in excess of its obligation to make any payments as provided in subsequent NTP. Contractor agrees that any services provided by Contractor, purchases made by Contractor or expenses incurred by Contractor in excess of said appropriation(s) shall be free and without charge to City and City shall have no obligation to pay for said services, purchases, or expenses. Contractor shall have no obligation to provide any services, provide any equipment or incur any expenses in excess of the appropriated amount(s) until City appropriates additional funds for this Agreement.

5. PROPOSAL REQUIREMENTS AND CONTENTS

Proposers should demonstrate that project personnel and the Contractor, including any subcontractor(s), have the following:

Strong technical skills in Drupal and InDesign;
Ability to develop a work plan and meet or exceed project deadlines as outlined in the project schedule;
Effective communication skills with DCP staff;
Proven record of submitting project deliverables in a timely manner; and
Ability to start the project immediately upon award of the NTP.

6. PROPOSAL FORMAT

Introduction: Summary of the offeror's understanding of project objectives, scope, and tasks.

Technical Capacity and Approach: A description of the project approach and work plan that the offeror proposes to employ, including key deliverables identified in the scope of work. Within this section, the offeror should clarify which tasks are being proposed on all or selected tasks.

Team Identification and Organization: Identify the personnel assigned to the project, including subcontractor(s) and tasks assigned to each member. Include the percentage of each team member's availability for this project. Offerors should provide a brief biography and CV/resume for all team members. Include an organizational chart that identifies the responsible project principal, project manager(s), and key personnel and their assignments and responsibilities.

Project Management: Provide information regarding how staff changes and vacancies created over the life of the project will be handled. State how Contractor will ensure City approval of replacement staff before any changes are made to the project team. The Project Manager designated for this work should be included in the submitted proposal.

Timeline: Timeline for the project that addresses the tasks required in the scope of work and project approach as well as project deliverables and meeting dates.

Budget and Fee Schedule: For deliverables-based tasks, proposals should clearly show the amount allocated to each task and deliverable.

For labor hours-based tasks, proposals must include an itemized quote detailing the hours expected to complete each task along with the position title and associated hourly rate of staff expected to perform each task.

A budget template has been provided. Failure to provide cost as described above may result in non-consideration of your proposal. Any work that would result in amounts exceeding the provided cost estimates, if applicable, shall require City review and approval in writing from the Director of Planning or their designee. Progress narrative reports shall be submitted with all invoices.

Work Samples: List similar projects and include at least one set of work products, including those of subcontractor(s), submitted electronically, completed within the last five years that demonstrate experience with projects similar in scope to the work described in this TOS. List may also include current projects for which the Contractor is currently under contract for (list should clearly indicate - work underway vs. completed). List should include a link to the website for the project if available. Work samples can be submitted via email as an attachment or an electronic cloud-based storage format (e.g., Dropbox, Google Drive, OneDrive, etc.). Access link(s) and any password(s) for password protected folder(s)/file(s) in the cloud storage shall be emailed to planning.contracts@lacity.org as part of your proposal submission. Note that any information submitted will be available for public review.

7. EVALUATION CRITERIA

The Contractor shall provide responses to this TOS that allow evaluation using the following criteria. Evaluation of the proposals will be weighed as follows:

30% Communication and Responsiveness

Understands and is responsive to the City's needs and general approach;
Demonstrates innovation and effectiveness of the approach to the tasks;

Capability of reallocating resources as needed to meet project schedules; and
Proposal quality and clarity.

60% Experience and Qualifications

Technology experience with projects similar in scope to those detailed in this TOS;
Proficiency in required technical skills in InDesign and Drupal;
Proven record of submitting project deliverables on time and on budget; and
Experience leading and managing complex technology projects.

10% Value

Realistic cost for services to be performed, including billing rate; costs for previous projects of commensurate size and scope will be reviewed;
Record of completing projects similar in scope within budget; and
Realistic total time allocated to the project; the percentage of the Principal's time dedicated to project management responsibility and project oversight will be reviewed.

8. EVALUATION PROCESS AND SELECTION

Proposals will be evaluated by a Proposal Evaluation Committee (PEC) based on the selection criteria as stated above. The DCP reserves the right to interview firms to further evaluate qualifications. The DCP may choose not to hire the lowest offeror and may select the offeror who best fulfills the needs of the project according to DCP's discretion. The evaluation criteria will allow the DCP to examine the qualifications of the Contractor, including subcontractor(s) and the proposed staff, and the ability to meet the program needs described in the Scope of Work.

The City reserves the right to reject any and all proposals.

This TOS is not an authorization to start work. A Notice to Proceed (NTP) will be issued to authorize the start of work should your firm be selected and your fee proposal be accepted.

9. SUBMISSION DEADLINE AND CONTRACT ADMINISTRATOR

Please submit your signed proposal electronically to planning.contracts@lacity.org.

Please submit your proposal no later than 2:00 PM (PT) on February 21, 2024. No proposals will be accepted after this date and time. The emailed proposals subject line should be clearly titled " TOS Proposal Web Designer for WebCode Upgrade, Refinements, and Enhancements.

Proposals not received by the deadline will be deemed unresponsive and will be disqualified.

Timely submission of the proposal is the sole responsibility of the offeror. No fax or physical versions will be accepted. All proposals become the property of the City of Los Angeles.

Should DCP choose to conduct interviews, Contractor(s) will be notified by mail or email of the date and time. Therefore, please include the Project Manager's full contact information for this project, including phone number and email address.

Should you have any questions regarding this TOS, please contact Robertino Salgado at robertino.salgado@lacity.org.

VINCENT P. BERTONI,
Director of Planning

AICP

ANA LYNN ROCIO
Chief Management Analyst

Attachments

Appendix of Visuals
Budget Template

TB:jv/ec

APPENDIX OF VISUALS

1.Task 3: Report and Browse Download Feature Enhancement

Right now, when you download the zoning code from the browse view or download the zoning report after generating a property specific report, WebCode takes you to a browser view of the code/ report. The report download should generate a PDF automatically instead that has the styling of the original PDF of the new Zoning Code.

WebCode should automatically open the PDF in the browser and then also include an option for the user to share the report.

This feature enhancement should work well across all zoning report options (1. property zone, 2. property zone + supporting rules, and 3. property zone + supporting rules and all other articles).

3.Task 4: Report Feature Enhancements

Ensure that public notes, FAQs, and Use finder table (spreadsheet) show up in the report view appendix as well. Currently, the Appendix includes the ZIMAS Summary, Zoning Administrator Interpretations, and FAQs. However, relevant FAQs are not properly being pulled so troubleshooting is needed to repair the feature, and public notes and the use finder table need to be added under the appendix.

When you download the report, it should include the Appendix (with the additions from the item above). Currently, there is no option to do that:

Show note and FAQ icons in the browser view of the report. For example, there is a note tied to Section 1.3.1. (Zone String), but it is not displayed in the browser view of the report.

Make it so that applied overlays (referenced in the ZIMAS Summary Report) can be included in a property report if toggled this could be accomplished by carrying relevant links from ZIMAS (currently, the hyperlinks to the overlays are not included in the ZIMAS Summary).

Source : Abacus Service Corporation