Greenbelt News Review Website Redesign and Implementation Request for Proposal Table of Contents

Greenbelt News Review Website Redesign and Implementation Request for Proposal Table of Contents GREENBELT NEWS REVIEW WEBSITE REDESIGN REQUEST FOR PROPOSAL... 1 1. SCOPE OF WORK... 3 2. CONTRACT REQUIREMENTS DOCUMENT... 3 2.1 ANNOTATED TECHNICAL REQUIREMENTS DOCUMENT... 3 2.2 CONTENT MANAGEMENT SYSTEM (CMS)... 3 2.3 VISUAL DESIGN AND NAVIGATION STRUCTURE... 4 2.4 DEVELOPMENT OF SAMPLE PAGES... 4 2.4.1 News Review Homepage... 4 2.4.2 News Stories... 4 2.4.3 Current Issue & Archive... 4 2.4.4 Photo Library... 4 2.4.5 Community Calendar... 4 2.4.6 Business Information:... 4 2.5 VISUAL DESIGN AND NAVIGATION STRUCTURE... 4 2.6 DEVELOPMENT OF CONTENT PAGES... 5 2.6.1 Current Site Pages... 5 2.6.2 Additional Site Pages... 5 2.6.3 Potential Future Site Pages... 5 2.7 DEVELOPMENT OF EMAIL FORMS... 5 2.8 SEARCH... 6 2.9 USER LOGINS... 6 2.10 TRAINING... 6 2.11 SUPPORT... 6 3 DEVELOPMENT REQUIREMENTS... 6 3.1 LINKS... 6 3.2 REORGANIZED CONTENT... 6 3.3 EXISTING URLS... 7 3.4 PLUG-INS OR EXTENSIONS... 7 3.5 USER TESTING... 7 3.6 SUPPORT FOR DISABLED USERS AND ASSISTIVE TECHNOLOGY... 7 3.7 SUPPORT FOR MOBILE BROWSERS... 7 4. DELIVERABLES AND SCHEDULE... 7 4.1 DELIVERABLES:... 7 4.2 SCHEDULE:... 7 5. INSTRUCTIONS TO BIDDERS... 7 Page 1 of 9 April 30, 2015

5.1 BIDDER S REPRESENTATION... 7 5.1 BIDDING PROCEDURES... 7 6. QUALIFICATIONS OF BIDDERS... 8 7. SUBMISSION OF BIDS... 8 8. EVALUATION OF BIDS... 8 9. REJECTION OF BIDS... 8 10. PAYMENTS... 9 11. EXECUTION DATE FOR PROJECT... 9 Page 2 of 9 April 30, 2015

1. Scope of Work The Greenbelt News Review (GNR) is published weekly by the Greenbelt Cooperative Publishing Association, and has been published without interruption since it was established in 1937. The cooperative is seeking a web development contractor to create a redesigned website managed with a content management (CMS) such as WordPress. The anticipated budget for the basic work specified is approximately $5,000. The web page, code, content and all other artifacts and intellectual property shall be the property of the Greenbelt News Review. The project at bid involves developing a design, advising the GNR web working group on selecting and implementing a CMS and providing initial development of a functional but limited prototype site. Additional work that may be included or provided in an extension to the contract involves interactive submission of content and advertising for the newspaper. The project will create an appealing visual design with corresponding style and content templates and have a navigation/menu structure reflecting the site hierarchy. The activity includes populating prototype pages to include all existing content (including business content like ad rates and submissions and other material on the existing home page), creating online forms, potentially implementing a submission upload system, and training staff and volunteers on site management and updating. A significant requirement is that the site content is simple to update by individuals without advanced technical skills and that documentation provided is adequate for maintenance and use of the site. In coordination with GNR staff, the contractor is responsible for deployment of the site when it is complete and accepted. Coordination includes GNR approval of timing of the release, hosting credentials/services and resolution other issue that may arise. To qualify for consideration, the contractor must submit at least three live examples of publicly-accessible websites s/he has created, preferably similar in structure or nature to the intended GNR website. GNR also requires contact information for three past or current website clients who can serve as references. Knowledge of GNR and/or Greenbelt is desirable but not required. If the contractor proposes that most meetings between the contractor and GNR be conducted remotely, the contractor must describe how these remote meetings would operate, and provide references for other clients with projects on a similar scale with whom they have used similar techniques. If the contractor proposes to meet with GNR in Greenbelt, this is not necessary. Please find enclosed the complete requirements document and GNR bid forms, including contact information. Note that the bid form requires the submission of a written technical approach. Any updates to this document or other information about the ongoing bid process will be posted to the News Review website. Bidders are expected to monitor the site and incorporate any information provided. The GNRBids@greenbeltnewsreview.com email address may be used to request clarification. 2. Contract Requirements Document 2.1 Annotated Technical Requirements Document After award and prior to commencing, the contractor shall provide a checklist or Work Breakdown Structure of the Sections 2 and 3 requirements with annotation of any technical concerns, risks and mitigations or other significant information to assist in discussion and monitoring of the work. 2.2 Content Management System (CMS) The contractor shall select an appropriate CMS given the needs of the website content and management, considering users and operators skill levels. Many operators are expected to be volunteers with limited Page 3 of 9 April 30, 2015

skills and concepts. A popular free open-source CMS such as WordPress is desired. Other options will be considered with sufficient justification from the contractor. 2.3 Visual Design and Navigation Structure The contractor shall develop the visual design and navigational structure of the website and integrate it into the CMS. Our goal is a design which is attractive, but also flexible and easy to update. The design shall have a unified appearance throughout the site. 2.4 Development of Sample Pages The contractor will create one or more examples/alternatives of pages which, where appropriate, includes sample content from News Reviews published during the contract execution period. The contractor will deliver the full code and database content to GNR, and also deploy it to a development or production server of the contractor s choice on a website accessible to the public. 2.4.1 News Review Homepage The contractor shall create a News Review homepage, including content such as breaking news, the most recently published news stories, recently added photos, and upcoming calendar events. The page should contain links to other capabilities described below. 2.4.2 News Stories The contractor shall create section for news stories, with each story on an individual page. News stories will have the capacity to include photos, text, and tagged links to other stories on similar topics. In each week only a few stories will be featured (~1-3 stories) 2.4.3 Current Issue & Archive The contractor shall create pages with links to the current issue and the existing archive of Acrobat PDF files for editions already published on the current website, and the easy ability to add future editions as they are published. We anticipate that each new weekly edition of the paper will continue to be published as a PDF on the site, regardless of any additional materials that are also included. 2.4.4 Photo Library The contractor shall create an archive of photos provided by GNR photographers and provide a mechanism for linking captions to them with references to stories when there is such a reference. The contractor shall work with News Review personnel engaged in this activity to ensure compatibility. Note that the contractor is not expected to create software to support gallery functions but to incorporate existing third-party capabilities for supporting them. 2.4.5 Community Calendar The contractor shall link to the current community calendar and ensure that its capabilities are fully integrated and compatible with the new style. 2.4.6 Business Information: Information on ad submission, rates, deadlines and similar items currently contained on the home page. All information currently displayed on the home page must be accounted for within the new structure. 2.5 Visual Design and Navigation Structure The contractor shall develop the visual design and navigational structure of the website and integrate it into the CMS. Our goal is a design which is attractive, but also flexible and easy to update and which echoes the newspaper s look and feel. The design shall have a unified appearance throughout the site. The site shall be modular in nature, minimizing interdependencies and conforming to style sheets set to create a consistent look and feel throughout. Page 4 of 9 April 30, 2015

2.6 Development of Content Pages The Contractor will migrate all existing content from the existing site (excepting past calendar events) to the new site. PDF content will remain in PDF form. The website design shall be uncluttered and shall visually reference the current newspaper s design, for example by using the same typeface and colors. (see Greenbeltnewsreview.com and click on current issue ). The homepage shall not itself contain news stories but may contain a clickable photo or a headline that leads to the current issue or the story itself, otherwise it merely directs the reader to subordinate pages via a left-side navigation bar and/or tabs. The home page and all subordinate pages shall display links to standard web content elements such as About us and Contact Us. Links available at the home page level shall include the following: 2.6.1 Current Site Pages Current Issue PDF of the most recent paper published. From the current issue page it should be possible to easily move to the pages for earlier PDFs Archived PDF newspapers back to 1937 (see current site for on possible indexing approach) News Review ad rates and submission guidelines now on the home page shall occupy their own Ad Desk page (including the existing credit application and insertion order) Circulation information shall occupy its own page Calendar Most information about the organization now at the top of the home page (e.g. History/mission, board members, editor) should reside in About Us. 2.6.2 Additional Site Pages Items 1 & 2 below are anticipated to be provided by third party extensions whose capabilities must link to the GNR site and will require coordination. A picture gallery A blog page A Contact Us offering the opportunity to comment, request a call from the ad desk, or make a specific complaint about newspaper delivery with automated onward transmission and acknowledgement. Stories (highlights specific stories from current and prior papers threaded) 2.6.3 Potential Future Site Pages These are anticipated to be at the stage of limited mockup level functionality but not fully operational at the end of this contract and subject to potential follow-on activities. Bidders who are convincingly able to include some of this functionality within this contract (e.g. by utilizing or adapting existing constructs rather than building from scratch) will be evaluated more highly. A submissions area for copy (including stories and letters to the editor), photographs (either associated with a specific story or of general interest) A capability to ingest advertising and present an online shopping cart for payment. A stretch goal is to provide a constrained environment where ads can be designed similar to sites like VistaPrint for business cards. 2.7 Development of Email Forms These forms will include input of identifying information from the requestor and, when required, the provision of an electronic signature. Request a call from the ad desk Page 5 of 9 April 30, 2015

Provide a template for an ad insertion order (a postback form that requests an ad the existing form is on the current website) Report a circulation problem or ask a circulation question (which should be able to be disabled). For stretch items in Section 2.6.3 forms would include at least the following: Submit an article, letter, community notice or other potentially publishable copy with attachments such as photos such article and photos to be logged with a cumulative master log available which can then be updated by editorial staff. Log to include at least the following: Date and time of submission; name, email, phone # of submitter; story working title used as the filename for incoming components (text, photo 1, photo 2 etc.); date of last valid publication (i.e. shelf life of story); captions for photographs one per photo. Incoming materials to be saved to a predictable location with links in the log. 2.8 Search The contactor shall create search functionality enabling site visitors to use a search interface to search for keywords in all site content, including all HTML content, all PDF content which is coded for searching, and other linked documents. Output to be in a standard google-like format that is prioritized and easily read. 2.9 User Logins The Contractor shall create sample user logins for staff and volunteers to allow them to update selected pages and areas for which they have responsibility. The log-in link on the template should not be in a prominent place since it will not be accessed by primary users members and prospective members. 2.10 Training The contractor shall provide training for GNR staff members and volunteers. Site design and construction is expected to minimize training requirements. Training shall provide sufficient detail to allow staff and volunteers to make updates, add content to the site, edit the menu structure and site hierarchy, create new site users, and manage user permissions. Training will be conducted at times outside normal business hours to facilitate volunteer participation, on-site at GNR or another site satisfactory to GNR and the contractor. The contractor shall recommend the amount and nature of training it anticipates will be required. Documentation for the system shall facilitate this training. 2.11 Support The contractor shall support questions and issues with the website after the basic contract deliverables have been fulfilled. The contractor shall include 40 hours of support in the proposal within the following twelve months, and specify an hourly rate for any additional hours of support required by GNR. Paid support excludes the correction of deficiencies found in the site during the first six months after delivery. 3 Development Requirements All site capabilities must work properly with current IE, Firefox, Chrome and Safari browsers. GNR will not provide development software or licenses but will provide licenses and software as required for the operational site. 3.1 Links For all content created or migrated by the contractor, links which are functional on the current website must be functional on the new website. 3.2 Reorganized Content The contractor is encouraged to reorganize current content into logical directories using best practices for website development, which is likely to affect URLs of existing content. Such reorganization shall be Page 6 of 9 April 30, 2015

included in the design or otherwise be reviewed by the GNR steering committee. As a minimum, all material now on the home page is to be reproduced within this logical structure. 3.3 Existing URLs The contractor is not required to create redirect code to maintain the current URLs. Once the new site replaces the current site, GNR acknowledges that anyone attempting to use bookmarks or other obsolete links will receive a 404 Page Not Found error. The contractor will, however, create a custom error page using the site template which provides a description of the error with a link to the homepage and a suggestion that the user use the search functionality to find what they may have been looking for. 3.4 Plug-ins or Extensions The contractor is asked to recommend plug-ins or extensions that will work with the CMS such as share features and text size adjustment. 3.5 User Testing When the site is prepared for use, GNR intends to do informal testing with community members. This is likely to result in some feedback for which the contractor will be responsible user feedback will be filtered by GNR to create a prioritized a list of specific actionable items for the contractor. 3.6 Support for disabled users and assistive technology To the extent reasonably possible, the website will support access by users with a disability or that need assistive technology such as screen readers. 3.7 Support for mobile browsers To the extent reasonably possible, the website will support access by users on mobile phones and other low-resolution and touch-controlled devices. 4. Deliverables and Schedule 4.1 Deliverables: The contractor shall provide services necessary to satisfy requirements outlined in this document. This shall include a concise online guide for users, a snapshot of the site layout on delivery and materials used to train staff (e.g. slide deck or online tutorial). The contractor shall provide a brief weekly report on progress and costs during development. 4.2 Schedule: It is anticipated that the Consultant shall complete the work within 90 days of executing a contract agreement with GNR. We will jointly establish a series of milestones to monitor progress. 5. Instructions to Bidders 5.1 Bidder s Representation Each bidder, by making his/her bid, represents that s/he has read and understands the Bidding Documents. Each bidder, by making his/her bid, represents that s/he has visited the website and become familiar with its current content and structure. 5.1 Bidding Procedures To be considered, bids must be in accordance with these Instructions to Bidders Page 7 of 9 April 30, 2015

Bids shall be submitted electronically by email to GNRbids@greenbeltnewsreview.com prior to the time and date specified. Questions and comments shall be directed to GNRBids@greenbeltnewsreview.com and GNR will clarify using Addenda if required. Bidders are required to acknowledge receipt of all Addenda and the date of receipt thereof in on the Bid Proposal Form shown in Appendix A. Failure to indicate receipt of any or all Addenda may be a cause for rejection of a bid. 6. Qualifications of Bidders Bidders shall submit the following information with their bids: 1. Organizational data including years in business under current name; all other names by which your organization has been known and the length of time known by each name; 1. Type of organization (corporate, partnership, sole proprietorship etc.) and name(s) of principal officers; 2. State the number of years your firm has been involved in the website design business; 3. Indicate the number (one or greater), qualifications and experience of staff you currently have to conduct website design; 4. Indicate the number of website design contracts actually implemented by your firm, each year for the past three (3) years. State the name of the project, URL, owner and total contract amount); 5. Provide names and telephone numbers of at least three (3) project owners for which your firm has performed website design, who can serve as references and briefly describe how the work is similar to this work. 7. Submission of Bids Bids shall be made on the Bid Proposal Form provided in Appendix A, and shall be dated. All blank spaces in the form shall be fully filled in. Bid amount shall be stated in both writing and figures. Submission shall be equivalent to providing signatures. Bids must be received electronically by May 22, 2015 4 p.m. EDT at the email address in Appendix A. Late bids will not be considered. 8. Evaluation of Bids The criteria listed below will be used by GNR to determine the successful bidder: 1. Experience of Firm: General experience in website design similar to this GNR project; 2. Project History: Quantity and quality of past website design completed; 3. Personnel Information: Qualifications and relevant experience of the staff in website design; 4. Bid Price: Contract award will be subject to the availability of funds allocated by GNR for this project with the basic work package NTE $5K. The proposed price must be demonstrably reasonable and feasible for the work proposed as demonstrated by the breakout of hours and costs. 5. Knowledge and understanding demonstrated by the choice of tools, methodologies and process described in the technical approach. 9. Rejection of Bids The Bidder acknowledges the right of GNR to reject any or all bids and to waive any informality or irregularity in any bid received. In addition, the Bidder recognizes the right of GNR to reject a Bid if the Bidder fails to submit the data required by the Bidding Documents, or if the Bid is in any way incomplete or irregular. Page 8 of 9 April 30, 2015

10. Payments Payment will be made upon delivery and acceptance of the deliverables specified in the Website Requirements document. Depending on the schedule and subject to negotiation, progress payments may be made. 11. Execution Date for Project The Board of Directors of the Greenbelt Cooperative Publishing Association shall review the bids and must approve a successful bidder before a Contract is prepared for execution of this project. The work is expected to start in June, 2015. Page 9 of 9 April 30, 2015