Request for Proposal: Tourism Website Development and Maintenance
February 14, 2025
Hudson Valley Tourism
c/o Dutchess Tourism, Inc.
3 Neptune Rd, Suite A11A, Poughkeepsie NY 12601
About Hudson Valley Tourism, Inc.
Hudson Valley Tourism (HVT), a not-for-profit corporation comprised of 10 New York State counties in the Hudson Valley Region, promotes tourism to regional businesses and attractions for the economic benefit of our communities. The region consists of Albany, Columbia, Dutchess, Greene, Orange, Putnam, Rensselaer, Rockland, Ulster, and Westchester counties.
Visit Hudson Valley | Things to Do | Travel & Tourism
Hudson Valley Tourism | Facebook
Request for Proposal
HVT is soliciting proposals for website development, design and maintenance to replace existing website. The chosen contractor shall provide services based on specifications outlined in the RFP.
Background Information
HVT needs a new website to provide high-level information to visitors looking to plan a trip to the Hudson Valley. It should be attractive, accessible and easy for visitors to use. The website will primarily include highlights of each county while ultimately driving visitors to each individual county’s websites for complete details. It will also include high quality images and some video provided by members, maps, a few itineraries/blogs, travel guide and brochure request forms, a contact form and e-newsletter sign-up form.
Scope of Work
Website:
The contractor must follow responsive web design best practices to develop and build a website with design elements including font styles, formats and graphics to be used with the url: travelhudsonvalley.com. It will replace the existing website which has become too cumbersome to manage/keep updated. The website’s home page will include a clickable map leading to separate pages for each individual county’s highlights which may also include a video; items on those pages will then click through to the county’s website. There will also be a link to a landing page with itineraries and/or blogs such as Rev250, seasonal getaways or roundups. The content, photos and videos will be provided by each county. There will also be a link on the home page to transportation options to get to the Hudson Valley. Buttons to the forms to request brochures and guides as well as sign up for enewsletters should also be included.
Hudson Valley Tourism
Home Page
Intro & Clickable Map of the Region,
buttons for Get Your Guide/craft bev map and
Sign up for E-newsletter (send to forms)
Link to Itineraries Page
Link to Getting Here Page
COUNTY (10 total)
Landing Page
Header, Photo, Highlights, video
Color code by lower, mid & upper HV
Either click through to county ‘s website homepage or separate links for their landing pages for Lodging, Dining, Craft Bev, Agritourism, Arts & Culture, History, Recreation, Attractions, Shopping, Events
ITINERARIES/Blogs
Landing Page
- Rev War
- Unique Stays
- Seasonal Getaways, etc.
Getting Here/Transportation
Intro content and map showing airports, trains, Appalachian Trail, Empire State Trail, major highways
The site map above is a list of pages the partners need for the website. The contractor should recommend UX best practices on how to present the content clearly. Brand guidelines for Hudson Valley Tourism will be provided. The contractor will design the website using elements of the logo and complementary colors and fonts.
Videos will be hosted on YouTube and embedded on the website.
The content for the itineraries/blogs will be supplied by HVT partners. The page template will be a mix of text and captivating images. There is no need for filters by type or location.
Business listings for specific attractions/destinations will not be a part of this website. Attractions/destinations may be linked to partner websites’ listings or directly to the business’ website.
The website should have a simple inclusive content management system allowing non-developer staff members the ability to create, edit and remove content.
HVT must be able to maintain full editorial control of content. Pages should have the capability to be restricted to viewing by only certain groups of registered users, these groups being administratively managed.
Hudson Valley Tourism Homepage
- Buttons to request Craft Beverage Brochure, Travel Guide or signup for enewsletter
- Link to How to Get Here
- Link to Itineraries and Blogs: Rev250, Seasonal Itineraries, Roundups with the opportunity to add or subtract content in the future
- Map of 10 Counties in the HV region of New York clicking through to each page:
- Albany County Landing Page (content with button to their website)
- Columbia County Landing Page (content with button to their website)
- Greene County Landing Page (content with button to their website)
- Dutchess County Landing Page (content with button to their website)
- Orange County Landing Page (content with button to their website)
- Putnam County Landing Page (content with button to their website)
- Rensselaer Landing Page (content with button to their website)
- Rockland County Landing Page (content with button to their website)
- Ulster County Landing Page (content with button to their website)
- Westchester County Landing Page (content with button to their website)
Websites that can reference as examples of similar promotional partnerships within New York State:
https://capital-saratoga.com/
https://visitadirondacks.com/
https://visitcatskills.com/
Accessibility:
The website must meet the requirements for ADA compliance (WCAG 2.2) and the landing page will have language translation and accessibility tools. Currently, HVT utilizes UserWay and Google Translate to accomplish this and these must be incorporated into the new site. Recommendations for other providers will be considered.
Currently, the only PDFs the website needs to host are the Hudson Valley Travel Guide and the Hudson Valley Craft Beverage Map.
Website Management:
Proposals can include multiple suggestions for a Content Management System (CMS) platforms with pricing included and their top recommendations for each.
Recommendations for website enhancements such as AI tools/options to help with intuitive navigation, help prompt action, ease to navigate to content and/or recognize repeat users, and proposed other solutions powered by AI tools for consideration as well as pricing would also be appreciated.
The contractor will provide updates to website during the contract period, if requested. The website will be built on a CMS that HVT partners can also update themselves independently of contractor. Training on how to update content may be necessary and should be factored into the proposal.
Contractor will be responsible for securely hosting the website. Annually, the current HVT website gets an average of 190K visitors.
Contractor will develop and implement SEO strategy to increase online ranking and traffic to website.
The contractor will set up GA4 (Google analytics) to track data though a dashboard and provide a monthly report that can be exported and shared with partners with the following stats: total visits, visits by page, unique visits, time spent on the website, origin of visitors, referring sites, and conversions to be determined based on marketing campaigns.
The contractor will complete scope of work services for website with target launch by May 19, 2025.
Schedule and Dates
Parties interested in responding are required to submit proposals no later than February 28, 2025. A decision will be made by March 14, 2025.
Hudson Valley Tourism without liability, cost, or penalty, may at any time prior to or after closing time: alter any dates in the RFP, cancel this RFP, amend, or supplement this RFP and/or issue a new RFP for the same or similar services.
Contract Terms
The successful proposer will enter a contract for services with Hudson Valley Tourism from the date of the contract award through December 31, 2025.
HVT will be using Matching Funds awarded through Empire State Development’s ILNY Program to launch and maintain the responsive website. Vendor must also have the financial solvency and operational stability necessary to complete the project.
The budget for this project shall not exceed $25,000 and must include all items outlined in the Scope of Work. This budget amount does not include external advertising costs.
Successful Vendor will invoice HVT in two installments. Each invoice shall be prepared in such form and supported by such documentation as HVT may reasonably require. HVT will pay the proper amounts due the vendor within 45 days of receipt by HVT of the vendor’s invoice with the requested supporting documentation and approval of the Vendor’s invoice by HVT.
It is possible that the selected Vendor will continue to work with HVT as its webmaster – fees associated with work after completion of the website will be determined prior the first payment.
Restrictions
The Vendor shall not incur any obligations or provide any services for HVT account without first obtaining the approval of the HVT President.
Ownership
All work fixed in a tangible medium for Hudson Valley Tourism becomes the property of HVT – including site, files and all content. All file types, hosting services, and management access be non-proprietary services.
Freedom of Information Law
The successful contractor agrees to comply with the Freedom of Information Law (FOIL) and such rules and regulations as HVT and the State may from time to time make, including, but not limited to, such rules as may be devised governing access to public documents pursuant to Article 6 of the Public Officers Law, popularly known as the Freedom of Information Law.
If your submission to this RFP contains “trade secrets” or other information that the disclosure of which could reasonably be expected to be harmful to business interests, you must insure that such information is clearly identified and marked as such. Identification must be specific by item or paragraph.
Marked information will be treated as Confidential Third Party Information. Should marked information be the subject of a request under FOIL, you may be requested either to consent to the request or make representation explaining why the information should not be disclosed.
What We Would Like to Know About Your Agency
- Proof contractor is based in New York State. Not open to international vendors.
- Description of company’s organizational structure plus names of the person(s) who will handle this account, their qualifications and experience including the digital design and development staff.
- Client Billing Structure
- Website Design Examples
- Three Professional References currently using your services. A detailed description of services being provided for each named reference should be included.
Proposal Timeline
RFP released: February 14, 2025
Questions due: February 19, 2025
Responses due: February 28, 2025
Contractor selection: March 14, 2025
