Request for Proposal for Website / Technical / Software Services
Date of Issue: March 4, 2022
Due Date for Proposals: On or before, Monday, March 28, 2022 by 5:00 p.m.
Contact: Brooke Stewart, Director of Communications
Email to: firstname.lastname@example.org
If you have questions, please submit them in writing no later than Friday, March 11, 2022 to Brooke at email@example.com. If you choose not to participate, please let Brooke know so she can remove you from consideration.
I. IFOB Mission and Background:
The Institute for Family-Owned Business (IFOB) is a non-profit 501 (c) 3 organization committed to supporting, strengthening and empowering family-owned businesses throughout the state of Maine. Since 1994, the Institute has served family business owners, executives and employees through a wide range of continuing education programs, networking opportunities and consulting services. The Institute is a comprehensive resource for family-owned business.
Each year, the IFOB recognizes family-owned, Maine-based businesses through its Maine Family Business Awards (MFBA). The gala attracts family businesses large and small with an audience of over 300 in-person (and more virtually) in 2021, hosted Erin Ovalle, founder of MaineLife Media. The MFBA, presented in partnership with MEMIC is a celebration that pays more than just recognition; it serves as a vehicle for networking and opening up all shades of possibilities for families seeking to grow their business. The 22nd awards gala will be on Wednesday, October 12, 2022.
II. Project Needs & Goals:
The IFOB is looking for a creative website designer to work closely with the executive director of the IFOB, the director of communications, marketing & sales coordinator and intern. Our overall goal is to have a website that is modern, user friendly, secure, inviting and helps to increase our awareness and membership. Along with making editing, automating and maintaining the website and other daily tasks quicker, easier and more efficient for IFOB staff. The website should also allow to show all the IFOB events as well as accepting payments for fundraising and other member dues, both on desktop and mobile devices.
1. Marketing and Communication Plan
This site’s primary audience is current IFOB members. The secondary audience includes “future members” or non-members who could become potential members. The tertiary audience is people who would like to learn more about the IFOB, the importance of family businesses and how they affect our local economy and communities.
The number one goal for the primary audience is that they take an action online and that the interaction with the website is quick, easy and intuitive. Our current website has many resources that are buried in menus that are not user friendly. The number one goal for the secondary audience is that they become IFOB members. The number one goal for the tertiary audience is that they stay on the site long enough to gain valuable information about the IFOB and our mission.
IV. Desired Outcomes & Key Deliverables
We have been using the WildApricot/Personify association website platform for the last 10 years. We feel that the software is not user friendly for our members or for us as the administrators. For example, if we post an event online, a person can sign up for the event and pay be credit card but in the back end, we then need to go to Authorize.net to see the transaction and then enter it in Quickbooks manually. While the software claims in can integrate with Quickbooks it does not do it easily or provide us with detailed accounting reports that we need to run our business. Similarly, if we have a member who sends us a program to put in our e-newsletter the “Kindred Connector” we have to take their information and manually put it in Constant Contact.
We have a small staff and we would like to streamline our technology processes. Through the website re-design, we have an opportunity to look at our current processes and see where we can use technology to maximize our efficiency and our time. We are looking for recommendations and solutions to manage these processes. We also want an excellent user experience for our members when they are interacting with us online to join us for membership and/or for events and programs.
The text content, images and video will be provided by the IFOB. Some of the text will be repurposed from the current site and some will be brand new. Overall, there will be significantly less text on the new site and a user-friendly experience. We are looking for your expertise to guide us as we redesign this site.
Content will fall into one of the following categories (each of these categories will likely be an option in the navigation bar):
Currently, our hamburger menu to the right of the nav bar does not function in the same way that standard hamburger menus do, it is not clear whether the sections in it are all subcategories under “About Us” or are their own separate entities that expand the width of the navigation bar.
Additionally, the mobile site only has a centered hamburger menu, potentially confusing users and forcing them to click at least once before they see their options. We need a more simplified format to organize our content and we are open to new concepts and ideas. We have been confined by the WildApricot / Personify software platform we have been using since we first used this site in September 2012. We will need to capture this historical data before we leave this platform as it serves as our archive and history of past programs and our CRM for our members.
Additionally, the site will include a search bar for users to locate layered information more easily. It should also have a clickable IFOB logo, (ideally in the upper right-hand corner) that leads users back to our homepage. The main pages will be updated several times a year as changes in our events and board members or sponsors take place.
Analytics - Track a baseline with our current Google analytics and all social media sites before we switch to see the growth trajectory. Explore other metrics to gauge how a new website is driving our awareness, membership and sponsorship opportunities.
o Sync with website so we are not billing on website and entering in QuickBooks twice.
·Newsletter: Member access zone where members are able to submit events, news, podcasts, etc. and we can pull that information and add to newsletters, social media, etc. without having to copy and paste too all the various platforms.
V. Examples of Sites We Like - Other websites that are inspiring:
VI. Software / tools we are currently using
VII. Envisioned Role of Consultant and Proposal Instructions
We want to launch/debut our new website at the Maine Family Business Awards on Wednesday, October 12, 2022. The website should be tested and fully functional at least two weeks prior to this reveal.
Proposal & Pricing Instructions:
Your proposal should include responses for each item above, a timeline, the cost for the project, and any projected ongoing costs once the project is complete.
Please prepare a written proposal, with the below, on or before, Friday, March 11, 2022 by 5 p.m. and the staff and select Board members will make the selection of the service provider.
Please include the below within your proposal:
Please submit work samples and/or links that demonstrate your experience with similar websites plus any new ideas you would like us to consider. Thank you in advance for your consideration. We look forward to continuing our discussion.