WEBSITE REDESIGN AND SUPPORT SERVICES REQUEST FOR PROPOSALS.

The City desires a long-term partnership with a vendor experienced in municipal
government websites and public sector digital services.
II. CITY BACKGROUND
Fairmont is a regional center located in southern Minnesota with a population of
approximately 10,226 residents. Fairmont is known for its chain of lakes, strong business
community, high quality of life, recreational opportunities, and commitment to responsive
local government.
The City's website serves as the primary source of information and online services for
residents, businesses, visitors, and stakeholders. As digital expectations continue to
evolve, Fairmont seeks a modern website that reflects the community while providing
efficient access to services and information.
Current Websites: https://fairmont.org, https://liquor.fairmont.org,
https://fairmontpolice.org
III. PROJECT OBJECTIVES
The City seeks a website that is:
Resident Focused
* Prioritizes customer experience and ease of use
* Organizes information based on user needs rather than City departments
* Provides self-service options whenever possible
Mobile First
* Functions seamlessly across desktop, tablet, and mobile devices
* Optimizes navigation and content for mobile users
Accessible
* Meets or exceeds WCAG 2.2 Level AA standards
* Supports ADA compliance requirements
* Provides accessible forms, documents, videos, and media
Secure
* Follows current cybersecurity best practices
* Protects City data and user information

* Supports secure cloud hosting environments
Searchable
* Provides advanced website search capabilities
* Includes AI-assisted search and content discovery
* Surfaces documents, forms, meetings, and services efficiently
Sustainable
* Easy for City staff to maintain
* Reduces reliance on technical staff
* Supports decentralized content ownership
Engaging
* Highlights community stories, events, and initiatives
* Integrates social media and communications tools
* Supports economic development and tourism promotion
IV. PROJECT SCOPE
The selected vendor shall provide all services necessary to complete the project,
including:
1. Discovery and stakeholder engagement
2. Information architecture and navigation design
3. User experience (UX) design
4. Visual design
5. CMS implementation
6. Content migration
7. Integration of third-party systems where applicable
8. Accessibility review and remediation
9. Search engine optimization
10. Staff training
11. Website launch
12. Hosting and maintenance
13. Ongoing support

V. REQUIRED WEBSITE FEATURES
At a minimum, the proposed solution shall include the following capabilities.
1. Artificial Intelligence (AI) Capabilities
Vendors should list and describe AI features available within their system such as:
* AI-assisted website search
* Citizen-facing chatbot options
* Automated content recommendations
* Content summarization
* Multilingual translation assistance
* Knowledge base functionality
The City may elect to implement AI capabilities during implementation or in future phases.
2. Online Forms and Workflow Automation
The website should include:
* Form builder
* Electronic workflows
* Automated notifications
* File uploads
* Routing and approvals
* Integration capabilities with City software
3. News and Communications
* News publishing
* Press releases
* Alert banners
* Emergency notifications
* Media library
4. Social Media Integration
The CMS should:
* Display social feeds
* Support content sharing
* Integrate with major social platforms
* Support emergency communications

5. Employee Intranet
Provide options and pricing for:
* Secure employee portal
* Internal documents
* Employee announcements
* Policy access
* Department collaboration
6. Online Employment Applications
Provide options for:
* Online job postings
* Employment applications
* Resume submission
* HR software integration
7. GIS and Mapping Integration
The website should support:
* GIS map integrations
* Property information access
* Parks and trail mapping
* Development and zoning information
VI. ACCESSIBILITY REQUIREMENTS
Accessibility is a critical project objective. The website must meet WCAG 2.2 level AA
standards and applicable ADA requirements, and also:
* Support keyboard navigation
* Support screen readers
* Include accessibility monitoring tools
* Provide accessibility reporting
Vendor shall identify:
* Accessibility testing process
* Accessibility certifications
* Ongoing compliance support

VII. CYBERSECURITY REQUIREMENTS
The City requires a secure platform and hosting environment.
Vendor shall describe:
Hosting Security
* Cloud hosting environment
* Security certifications
* Data center locations
* Physical security controls
Application Security
* Multi-factor authentication
* Role-based permissions
* Encryption at rest and in transit
* Audit logging
* Vulnerability management
Business Continuity
* Backup procedures
* Disaster recovery plan
* Recovery time objectives
* Incident response procedures
Monitoring
* Security monitoring
* Threat detection
* Penetration testing practices
VIII. CONTENT MIGRATION
The selected vendor shall assist the City with:
* Content inventory, audit and cleanup
* Migration of existing content
* Migration of documents and media

* Redirect strategy
* Preservation of search rankings
The City expects the vendor to provide tools and recommendations that reduce outdated
or redundant content.
IX. TRAINING AND SUPPORT
Vendor shall provide:
Training
* CMS administrator training
* Department editor training
* Written training materials
* Recorded training materials if available
Ongoing Support
* Help desk services
* Technical support
* Emergency support procedures
* Service level commitments
X. PROPOSAL REQUIREMENTS
Proposals should include:
1. Executive Summary
2. Company Background
3. Municipal Website Experience
4. Proposed CMS Platform
5. Project Methodology
6. Accessibility Approach
7. Cybersecurity Approach
8. AI Capabilities
9. Hosting Solution
10. Content Migration Plan
11. Project Timeline
12. Training Plan

13. Support Plan
14. References
15. Cost Proposal
XI. REFERENCES
Provide a minimum of three municipal references, including:
* Organization name
* Website URL
* Project description
* Contact name
* Email
* Phone number
Preference will be given to vendors with demonstrated experience serving cities
comparable in size and complexity to Fairmont.
XII. COST PROPOSAL
Provide Year 1 and Five-Year Total Cost of Ownership.
Project Component Year 1 Cost Five-Year Cost Comments
Discovery & Planning
Design & UX
CMS Licensing
Development
Content Migration
Accessibility Services
AI Search/Chat
Features
Integrations
Hosting
Training
Maintenance &
Support

Optional Intranet
Optional Features
XIII. RESERVATION OF RIGHTS
The City of Fairmont reserves the right to reject any or all proposals, waive minor
irregularities or informalities, request additional information or clarification from vendors,
conduct interviews or product demonstrations, negotiate the scope of services and pricing
with the selected vendor, and modify or cancel this Request for Proposal (RFP) at any time
if it is determined to be in the best interest of the City.
XIV. PROPOSAL SUBMISSION
Proposals shall be submitted electronically in PDF format to the project contact by 4:30
PM on August 14, 2026.
Project Contact:
Paul Hoye
City of Fairmont
100 Downtown Plaza
Fairmont, MN 56031
Email: phoye@fairmont.org
Phone: 507-238-3934
Late submissions may not be considered.