National Storytelling Network Website Request for Proposals (RFP)

Transcription

1 National Storytelling Network Website Request for Proposals (RFP) 1. DESCRIPTION, PURPOSE AND OBJECTIVES OF WEB SITE The National Storytelling Network (NSN) will be building a new website to replace the current website, ( though we will be retaining the current domain name and adding other domain names linked to the site. We want the website to be operational by the beginning of We want to create a vibrant, inviting website that encourages both members and non-members to engage with the National Storytelling Network and explore the art and craft of storytelling on a regular basis. Consequently, we want to build on and reinvigorate our current member audience of aficionados, performers, presenters, and professionals that already employ storytelling in their work. We want to engage non-members as well in this ongoing conversation with NSN about how we can provide the insight and resources to apply storytellingʼs unique approach to a variety of professions and situations. The site should provide both public and members-only sections built, accessible on the same platform. We should be able to include text, static image, video and audio files on any page in both the public and members-only sections. We will be updating and transferring current content, as well as adding new content. The content will include organizational and membership information, performer and presenter directory, events calendar, related blog and social media connections, resource articles, image, video and audio gallery, and publications, many in downloadable formats. We should be able to update conveniently to insure current and changing content. We will need a secure payment site associated with it for dues, donations, registrations and product purchases. The site will be accessible in both desktop and mobile formats, as well as ADA accessible. Navigation should be clear and intuitive as possible with a vigorous search function. The site should employ structural strategies to encourage visitors to stay on and continue to explore the site from any point of entry, e.g., internal links to related content within the site and sidebar or other mechanisms to suggest content. We need the ability to create one-time, temporary links on any page in support of special events or features. We should be able to include advertising throughout the site without overshadowing the organizational presentation. The site should include site maintenance and administrative tools accessible by office staff, as well as by the web master with assignable levels of access. 2. BUDGET & COST ESTIMATES The RFP will provide NSN with an accurate cost estimate for creating our new website that addresses the needs assessment issues included in this RFP. While we have already begun raising funds for the site, NSN will need to raise additional funding to build the site based on the RFP responses. 3. TERMS AND CONDITIONS a. Organization must own or have full access to and have the right to customize site code. b. Terms for proposal: i. Operational by January 31, ii. Proposals should be delivered to Steven Henegar, Chair, NSN Technical Committee at nsnwebsiteproposals@gmail.com. Copies should be received) by March 15, iii. Please provide electronic copies of any proposals submitted, so that the proposal may be shared with the review committee. iv. All proposals must include a statement of authorization to bid signed by a principal of the responding company. v. All proposals must use the proposal format outlined in this RFP. vi. Parties submitting separate proposals may not discuss pricing information or they will be ineligible to bid on the project. vii. Bidder status: bidder must disclose any relevant conflicts of interest and/or pending lawsuits. 4. BACKGROUND OF ORGANIZATION See for organizational background.

2 NSN is guided by a volunteer board. Professional staff includes an executive director, a director of operations, an office manager, and a book keeper. 5. AUDIENCE See #1 above for overview. 6. TOOLS AND FUNCTIONALITIES Members The website serves as the primary communication and support hub for our current membership. Member content and services will be available in both the public section and the members-only section. A. Public Section 1. Organizational and program information 2. Searchable performer directory members may upload content 3. Searchable presenter directory members may upload content 4. Searchable events calendar connected to map functions; members may upload content 5. Event information and registration 6. Resources links to interior and exterior content and downloadable files; searchable 7. NSN blog searchable, and social media connections 8. Gallery of image, video and audio files 9. Forum for discussion and information exchange; administration control 10. Related advertising for goods and services 11. Donation link to secure site 12. Product sales link to secure site B. Members-Only Section 1. Searchable member directory and profiles members upload and edit content; ability to contact filtered list by or messaging 2. Searchable presenter directory and profiles members upload and edit content; ability to contact filtered list by or messaging 3. Members-only services access 4. Members-only publication access online and downloadable 5. State liaison and committee communication and resources 6. Knowledge management program proprietary or open source Non-members The website will be the primary outreach tool, engaging interested individuals and organizations in an ongoing conversation with NSN about how we can provide the insight and resources to apply storytellingʼs unique approach to a variety of professions and situations. The public section for non-members will obviously overlap with publicly accessible section for members, differentiated by the level of access. A. Public Section 1. Organizational and program information 2. Membership information and registration 3. Event information and registration 4. Searchable performer directory 5. Searchable presenter directory 6. Searchable events calendar 7. Resources links to interior and exterior content and downloadable files; includes access to examples of member-only resources 8. NSN blog and social media connections 9. Gallery of image, video and audio files 10. Related advertising for goods and services 11. Donation link to secure site 12. Product sales link to secure site Site Maintenance and Administrative Tools A small central office staff needs to address multiple administrative, member services and maintenance issues, so staff should be able to access tools along with the web master. These could be built onto the platform or handled by third-party programs, but should integrate as seamlessly as possible. 1. Member Services a. System sends automatic renewal reminders, sortable into different member categories, at designated intervals; links dependent expiration dates together b. System notifies admin when membership initiated or renewed, category and all applicable information

3 c. Sign up or renew memberships, directory listing, etc. through secure site page; builds in affiliate discount codes d. Membership renewal automatically extends membership or makes them active again and updates expiration date; activation dependent on payment processing. e. Members may enter, edit and upload content to profiles i. System must differentiate between content that member can block from public view while allowing access to same information for admin purposes f. Members may enter, edit and upload for directories and calendars i. Allow photo, audio, video (or links to audio/video) ii. Choose the criteria for which they can be found in the directory iii. Shows expiration date g. System can be queried automatically for forgotten login/password. h. Online sign up for auto pay for memberships, sponsors, sustaining donors, etc. through secure site page 2. Contact Management a. Admin can send s sortable by individual, membership and donor segments, e.g., members, expired members, specific Special Interest Groups, specific committees, sustaining donors, etc. b. Allows for storage and sorting "general contact" information gathered for further outreach to organizations and individuals for membership, event and sponsorship activities 3. Newsletters a. Newsletter building and sorting prefer integration with site, rather than setting up separate program like Constant Contact. i. Templates for newsletters and e-bulletins ii. Ability to add photos, video, audio iii. Filter to send to different lists 4. Content Management a. Add/change/update content easily with assignable areas of admin access b. Live streaming capability 5. Business a. Accept payments via PayPal or other service b. Financials integrate with Quick Books c. Robust Reporting Capability i. Pull reports filtered by category, e.g., current, expired general or group membership, specific regions or states, etc. ii. Filter for selected information, e.g., magazine address list, regional directors list iii. Integrate with Excel for manipulating. d. Robust Search capability customizable by different options and combinations of options 7. REPORTING NEEDS See #6 above or submit additional questions to NSN contact. 8. SITE SPECIFICATIONS a. Design parameters: See above. b. Accessibility/Usability: We would like the site to be ADA compliant for our members that need accessibility. c. Platform, if applicable: The current site is built in HML/CSS in Dreamweaver. We do not need to stay with the current platform, as we are looking to combine all aspects of the current site onto a single, flexible platform. i. Is this a redesign of a current site? If so, in what language is the current site built? (ex: cold fusion, ASP, PHP, Dreamweaver) No. ii. On what format is the current site hosted? (Ex: NT, UNIX, Apache) At HostGator ( using Linux CentOS. iii. ecommerce; We do not currently have an ecommerce system, though we use PayPal to collect some payments through the website.

4 9. AVAILABLE TECHNOLGY RESOURCES/INTEGRATION ISSUES The content on the current NSN website is being reviewed for relevance, currency, and accuracy prior to migrating to the new site. It is estimated that most of the current content will transfer to the new site. a. Do you have existing databases that will need to be imported or connected to the new site? Website: HML/CSS in Dreamweaver Storyteller Listings: custom PHP/MySQL Calendar: EasyPHP Calendar software Blog & Auction: self-hosted WordPress (software is loaded on the server at HostGator) Special Interest Groups currently maintain their own websites. We would like to integrate those sites into the primary NSN website. MemberClicks (used in our members-only section) uses Joomla open source software b. Do you have existing e-commerce systems, web forums or other tools that the new site should be connected to? We currently utilize a separate listserve for member discussions, which we would like to integrate into the website as a forum. 10. STAFF RESOURCES a. Point of contact/ project manager Steven Henegar, Chair, NSN Technical Committee. Mr. Henegar will be able to connect you with our web master for current technical questions and our director of operations to discuss administration specifics. b. Proposals will be reviewed by the Technical Committee and outside consultants made up of both technical and non-technical members. 11. PROPOSED TIMELINE: a. RFP release date: February 15, 2016 b. Submission of questions on RFP: Anytime during bidding process. c. Proposals due: March 15, 2016 d. Proposed site launch: January 31, FORMAT FOR PROPOSALS 1. Executive Summary 2. Technical Volume a. Web development process: explain the process you will follow to build the Web site, including major milestones and evaluation b. Address usability standards and testing c. Address any important technology information and specifications used in your solution (languages, platform, etc.) 3. Management Volume a. Organizational structure: communication process; including lines of reporting and any special tools used. b. Schedule of deliverables; include major milestones and testing proposal. 4. Budget Volume a. Break down cost by production hours, tools and functionalities b. Maintenance and support: identify any costs that should be assumed as part of the site and ongoing costs for maintenance and support we need in the future. c. License fees: identify the costs we will need to pay to develop or host the site. d. Hosting: identify whether we must or are highly encouraged to host with your company. If hosting is provided as an option or requirement, provide pricing options. e. Training and Style Guide: identify costs to train our staff to use site tools and provide a style guide. f. Other charge areas: Please identify whether there will be other expenses, consulting fees, future work, etc. to complete this project.

5 5. Attachments a. Qualifications and Experience: relevant case histories with information on accessing online demos or examples b. Biographies of all who will work on account c. Professional references