Get Full Government Meeting Transcripts, Videos, & Alerts Forever!
Get email alerts on the Municipal Website Rfp topic
No spam. Unsubscribe anytime.
Brookfield Website Selection Committee sets RFP timeline; Jan Ledbetter to draft proposal
Summary
At a July 3, 2025 meeting, Brookfield’s Website Selection Committee elected Jan Ledbetter chair, reviewed vendor options including CivicPlus and smaller-town vendors, and set milestones for drafting, issuing, and evaluating an RFP to renew the town website.
The Town of Brookfield Website Selection Committee met July 3, 2025, to begin formal planning for a request for proposals to replace and upgrade the municipal website. The committee elected Jan Ledbetter chair and agreed she will draft the RFP using a checklist she presented to the group.
The committee adopted a schedule of target dates: complete an RFP draft by July 15, 2025; issue the RFP by August 5, 2025; receive and evaluate proposals by September 16, 2025; and assist the Board of Selectmen with contract award by October 7, 2025. Those milestones were listed in the committee’s stated goals and deliverables for the project.
Members discussed the information staff and the committee must gather before issuing the RFP. Key tasks include confirming the current vendor contract status and costs, identifying what the current provider (CivicPlus) would charge for upgrades and data migration, exploring options for short extensions if migration cannot be completed before the contract ends, and establishing ownership of the town domain name.
Ledbetter presented a draft RFP checklist that the committee reviewed; the checklist highlights required features and standards the committee expects to include in the solicitation, notably cybersecurity certifications, site analytics/statistics for usage analysis, and community engagement functionality. The committee also reviewed a Leah Gage survey of town websites to inform feature comparisons.
On vendor outreach, the committee agreed to request access to information from the current vendor CivicPlus and to research smaller-town vendors as alternatives. No vendor selections or contract awards were made at the meeting.
The committee’s administrative steps were recorded: Jan Ledbetter was elected chairperson of the newly created Website Selection Committee, and Liz Stefano was selected to record meeting minutes. The meeting was called to order and adjourned by Ed Gauthier; the meeting adjourned at 7:20 p.m.
Next steps: Ledbetter will draft the RFP using the committee checklist and municipal RFP templates, and the committee will reconvene as needed to finalize and issue the solicitation according to the timetable the group set.
