Open Source CMS Website Migration

Transcription

1 Always moving. RFP Open Source CMS Website Migration Prepared for: DanceWorks Chicago Prepared by: Vin Reed, board member June 4, 2014 Deadline for proposal: June 27, 2014 Contact: Julie Nakagawa, Artistic Director (312) N. Dearborn Pkwy Chicago, IL 60610

2 2 of 7 INTRODUCTION About the Company DanceWorks Chicago is committed to build a foundation for the individual artistic growth of dancers and choreographers, providing a laboratory from which early career artists propel themselves and the art form to a new level through training, collaboration, mentorship, and performance. Led with integrity by the recognized team of Andreas Böttcher and Julie Nakagawa, DanceWorks Chicago fills a niche in the dance ecosystem investing in and shining a spotlight on the individual artists. Dancers are encouraged to explore their technical capability as well as their artistic curiosity in an individualized and deeply personal approach with the goal of nurturing passionate, articulate artists able to make meaningful contributions to the art form. Choreographically, we look to uncover new voices while also embracing opportunities to connect with more established choreographers providing mentorship and perspective for all involved. Welcoming the public to engage with the DanceWorks family to build context around the work of art is both our pleasure and our duty as a good dance citizen. Our commitment is to "Community" not "Company", the Participatory, rather than the Proprietary. And having chosen this route, we are building a more robust dance community. Purpose of the Request for Proposal DanceWorksChicago.org currently runs on Webany, a proprietary content management system (CMS). The company will migrate to an open source CMS that is both flexible and user-friendly. Content and updates will be prepared on a regular basis and published by DanceWorks Chicago.

3 3 of 7 GUIDELINES Award of the contract resulting from this RFP will be based upon the most responsive vendor whose proposal indicates to be the best collaborating team member with DanceWorks Chicago in this endeavor. DanceWorks Chicago reserves the right to: Reject any or all offers and discontinue this RFP process without obligation or liability to any potential technology vendor, Accept other than the lowest priced offer, and Award a contract on the basis of initial offers received, without discussions or requests for best and final offers. Vendor's proposal shall be submitted in several parts as set forth below. The technology vendor s proposal in response to this RFP will be incorporated into the final agreement between DanceWorks Chicago and the selected vendor. The submitted proposals are suggested to include each of the following sections: Vendor Background Key Personnel Detailed Pricing The detailed requirements for each of the above-mentioned sections are outlined below. Vendor Background Provide the following information: 1. Official registered name (Corporate, D.B.A., Partnership, etc.), business address, main telephone number, and primary address. 2. Key contact name, title, address (if different from above address), direct telephone and address. 3. Person authorized to contractually bind the organization for any proposal against this RFP. 4. Brief history, including year established and number of years your company has been offering services. This section will present a high-level synopsis of the vendor s expertise and qualifications related to this RFP. The background should identify the main features and benefits of working with the selected vendor for deliverables of the proposed work.

4 4 of 7 Key Personnel Include biographies and relevant experience of key project personnel. Describe the qualifications and relevant experience of the types of staff that would be assigned to this project. Detailed and Itemized Pricing If possible, include a minimum estimate based on deliverables listed and an hourly rate for add-ons. ADMINISTRATIVE Any questions concerning technical specifications or other requirements must be directed to: Julie Nakagawa, Artistic Director DanceWorks Chicago 1016 N. Dearborn Pkwy Chicago, IL jnakagawa@danceworkschicago.org (312) Format Electronic format submitted via is preferred. Confirmation from DanceWorks will be provided upon receipt. Due Dates A written confirmation of the technology partner s intent to respond to this RFP is required by Friday, June 13, All proposals are due by 3 p.m. on Friday, June 27, Any proposal received via after the required time and date specified for receipt shall be considered late and non-responsive. Any late proposals will not be evaluated for award. Questions Questions can be submitted via phone or during business hours from June 5-19, Questions can be addressed to Julie Nakagawa.

5 5 of 7 SCOPE OF WORK All web content will be written and provided by the client (DanceWorks Chicago). Final design templates for development will be provided by Vin Design as layered.psd files set up to the technology vendor s specifications. This proposal is for developing the design and content provided on an open source content management system. Copy and photo assets will be delivered optimized for web implementation. CONTENT MANAGEMENT SYSTEM Technology partner will recommend an open-source CMS on which they will develop the site. Integration with SalesForce (CRM), Vertical Response (enewsletters), Paypal (donations), and EventBrite (events) is important to selecting the right CMS. Site updates will be made by DanceWorks regularly. An easy user interface is also an important consideration. RECOMMENDED PLUG-INS Please consider the following, when sharing your recommended list of plug-ins and associated fees: 1. CRM integration (SalesForce) 2. Forms (sign-up) - see below for more details 3. SEO 4. Event Calendar (Event Calendar Pro, etc) SITE TEMPLATES The website will include the following template types: 1. Event Pages: Title, Photo, Description, Share icons, links for 3rd-party ticketing service sample: 2. Bio Pages: Name, taglines, share icons, description, Gallery of photo and/or video sample: 3. General Info Page: Title, Photo, copy, links sample: 4. Home/Landing Page: photo, tag, copy and replaceable sidebar promotions SITE FORMS The website has two additional functions provided as forms: 1. Donation - Currently Paypal is the company s donation tool. Recommendations for integrating donate functionality within the site with a better user experience is requested. 2. Audition - Applications for auditioning are integrated with SalesForce. Forms fields are prepared in SalesForce and integrated on the site for remote and mobile sign-up.

6 6 of 7 ESTIMATED PAGE COUNT Calendar (89) 1 Calendar Landing Page 8 Event Pages 80 Past Event Pages Bio Pages (84) 6 Dancer Pages 21 Past Dancer Pages 2 Director Pages 30 Choreographer Pages 5 Collaborator Pages 5 Board Pages 15 Mentor Pages SITE DEVELOPMENT COSTS Please include in your budget the fees for the following: 1. Template Creation (6 templates estimated) Repertoire (36) 12 Current Pages 24 Archived Pages Donations (2) 1 Donor Recognition General Info Page 1 Integrated Donation Form Page Press (1) Presenters (1) Contact Us (1) Audition (1) 2. Content Integration-Populating existing content provided by DanceWorks. (note page counts and see DanceWorksChicago.org for existing content) 3. Website optimized for mobile devices 4. SEO Research and Integration 5. Recommended plug-ins and associated fees 6. Final testing on multiple platforms. Please list the desktop and mobile browsers that will be supported and outline the standard process for QA, cross browser testing and mobile testing. 7. Hosting Fees and Ongoing Costs 8. Training - on-site demonstration of the interface and workflow for making updates. 9. Consulting/Project Management and Meetings 10. Any additional costs foreseen and recommended by the technology partner as part of their proposal.

7 7 of 7 EVALUATION Any award to be made pursuant to this RFP will be based upon the proposal with appropriate consideration given to programming the website, affordability of fees and ease of assistance in migrating to an open source CMS. Evaluation of offers will be based upon the vendor s responsiveness to the RFP and the total price quoted for all items covered by the RFP. The following elements will be the primary considerations in evaluating all submitted proposals and in the selection of a technology partner: Completion of all required responses in the correct format. The extent to which the vendor s proposal fulfills the stated requirements of DanceWorks Chicago as set out in this RFP. An assessment of the vendor s ability to deliver the site in accordance with the specifications set out in this RFP. The vendor s stability, experiences, and record of past performance in delivering such services. Availability of sufficient high quality vendor personnel with the required skills and experience for the specific approach proposed. Overall cost of vendor s proposal. DanceWorks Chicago may, at their discretion and without explanation to the prospective Vendors, at any time choose to discontinue this RFP without obligation to such prospective Vendors. Thank you for your consideration of this request for proposal. DanceWorks Chicago looks forward to learning more about your professional services and how we may partner in this endeavor.