FRANKLIN COUNTY SCHOOL DISTRICT
Request for Proposals
October, 2015
Website Re-Design, Implementation
Hosting & Maintenance
Notice is hereby given that Franklin County School Board (FCSB) will accept Proposals for
Website Re-Design, Implementation, Hosting and Maintenance Services to provide for the
following professionals services for the 2015-16 school year, until Friday, October 30,
2015, 4:00 P.M. EDT. All proposals, clearly identified as the RFP WEBSITE RE-DESIGN,
IMPLEMENTATION, HOSTING AND MAINTENANCE, shall be submitted to the following
address:
Attention Nina M. Marks, Superintendent
Franklin County School Board
85 School Road, Suite 1
Eastpoint, FL 32328.
Questions regarding RFP may be directed in writing to Mr. Richie Herrington, Coordinator
of Instructional Technology via email
[email protected]
or via fax (820)
670-8579. The FCSB reserves the right to reject any or all bids.
Overview
The Franklin County School District plans to redesign its current website to best serve students, staff, parents, and community members who need resources to support learning and
information to help them access and navigate the district/school system. The redesign must simplify the content management system and streamline business operations while meeting high standards for design quality and visual appeal.
The Franklin County School District is seeking a creative, qualified, experienced and professional consultant to provide the following services:
Redesign the district’s current website with a staff-only area to improve usability and appeal.
Implement a Web Content Management System to serve as the backend of the District’s Website. The system must be easy to use and assign authorization for certain webpages, as many staff members will be in charge of content for their school/department.
Host the district’s website.
Provide ongoing technical support and maintenance.
Provide Superintendent and Board member Bio page
Individual Superintendent and Board member email accounts
In-house ability to upload or remove agenda and minutes
In-house ability to edit calendar/event page
Consulting services may also include, but are not limited to, the following: Develop a vision for the site.
Develop a new district brand.
Develop three mock-up designs; district to select design taken to full development with input from users.
Assist the district in migrating the existing website to the proposed system. Provide training, including written manuals, for content editors.
The proposed system should be capable of providing, at minimum, the following: Management of the backend is offered via a Windows-compatible web interface. The backend logon and the employee-area logon uses active-directory
authentication.
Large amounts of web traffic can be handled without degradation of content delivery. Mobile browsing is accommodated through either a mobile-compatible site or
application.
Navigation and content solutions for non-English speaking users.
Additional features are offered in the future to meet the needs and expectations of our customers.
Snapshot
The Franklin County School District is a public school district with one K-12 School and approximately 1,100 students located in Eastpoint FL located just south of the Tallahassee. The district’s URL is currently www.franklincountyschools.org. Many features of the site are not compatible with current multi-media technology (e.g., YouTube, Facebook, and Twitter). All users are frustrated trying to navigate the random menu hierarchies. Content is not automatically drawn from databases but rather inputted manually in various places, creating inaccuracies, lag time, and inefficient use of staff resources.
In addition to remedying these issues, the redesign and implementation must: include an employee-only web area for increased internal communication, unique sites for each school (as opposed to pages within the district’s site), and solutions for meeting the needs of non- English speaking users (translations, visual information, etc.).
Proposal Requirements
The intent of this RFP is to enable the Franklin County School District to evaluate vendor experience, qualifications, and capabilities for designing, implementing and hosting a new district website. Responders are to submit a written narrative corresponding to each of the numbered items:
1) Applicable website design experience
Current/past education or similar clients (list name and website URL)
If no previous school/education experience, explain relevant website experience Projects or examples that show innovation in design, specifically in reaching a wide range of users
Minimum of three references that the district can contact, including the following client information: o Name of organization o Contact Person o Phone o E-mail address o Website URL o Contract amount o Contract duration 2) Company profile
Number of years in business
Office location(s) (include business address) Demonstrated company financial stability
3) Team members/roles
List all personnel to be assigned to this project, including name, title, experience, and role (such as project management, graphics, etc.).
4) Vendor service capabilities (describe all that are available)
Website design, implementation and hosting Software tools
Site maintenance Client training
Security for both district staff and users
Browser capability for both district staff and users (compatible with Chrome, Internet Explorer, Firefox?)
Browser capability for mobile usage (mobile-friendly site and/or application) Solutions for non-English speakers
Ability to ensure records retention Other
5) Project plan and timeline
Provide a description of the project plan and timeline to create a new website (with an employee-only area) from the initial planning stages to launch.
6) Pricing
List all expenses in your proposal. No additional charges (such as sales tax, transportation, out-of-pocket expenses, etc.) will be allowed unless so specified in the proposal.
Indicate both one time and recurring costs for your services, including hosting. If a feature listed in Appendix A is NOT included in your proposal, but could be developed, indicate the extra costs in the provided grid.
Include a proposed billing cycle/schedule for your proposal.
7) System features matrix
Complete Appendix A, titled “System Features Matrix.” Indicate the following:
Is the feature included in your proposal? If not, could the vendor develop it? What are the extra costs?
This matrix is not comprehensive; other features may be recommended or added. Possible budgetary constraints may require that this project be implemented in phases.
8) Miscellaneous proposal requirements
Indicate the number of calendar days the proposal will be valid for (the district’s minimum number of days is 60). Include a breakdown of the system’s
requirements.
Terms and Conditions
By providing a proposal, each proposing vendor recognizes and agrees that, if chosen, the vendor will abide by the Franklin County School District’s Contractor Services Agreement terms and conditions that will be required to be in place before services can begin (detailed Scope of Work to be determined at the time of actual contract execution).
The Franklin County School District reserves the right to reject any or all submittals, to compare the relative merits of the respective responses, and to choose a vendor, which in the opinion of the district, will best serve its interests. Each response to this RFP shall be done at the sole cost and expense of each proposing vendor and with the express understanding that no claims against the District for reimbursement will be accepted. Respondents may be required to demonstrate their proposed systems. It is understood that any costs for onsite or Web/conference call demonstrations shall be the sole responsibility of the
respondents.
The Franklin County School District will maintain ownership of the website, its components and content.
The successful firm or consultant team selected will perform a variety of duties as agreed upon in the final negotiated contract for services. The selected vendor and the district will finalize the contract terms and conditions. If the district and the selected vendor are unable to agree on terms and conditions, the district may exercise its right to negotiate with other vendors.
The vendor will be responsible for all licenses, permits, fees and taxes associated with the system.
Evaluation Criteria
Among other criteria, the district will evaluate the following to determine the most qualified Web vendor (the first two evaluation factors are the most important):
Pricing range/cost
Overall fit with the Franklin County School District Innovation
Qualifications
References and recent work
Submissions/Deadline
Agents/firms desiring to qualify must complete and submit background information
(including accompanying forms) five copies no later than 4:00 p.m. EDT, Friday October 30, 2015. Send or deliver your submission of five copies to Nina M. Marks, Superintendent, Franklin County School Board 85 School Road Suite 1Eastpoint FL 32328. All submission should be secured, sealed and marked WEBSITE RE-DESIGN, IMPLEMENTATION, HOSTING & MAINTENANCE. The district reserves the right to request follow-up information or
clarification from vendors in consideration.
Questions
Inquiries about this RFP may be obtained by contacting in writing Mr. Richie Herrington, Coordinator of Instructional Technology via email [email protected] or via fax (850) 670-8579.
Schedule
The approximate RFP schedule is summarized below. Some dates are subject to change.
Action Date
Issuance of RFP on Website October 8, 2015
Published in The Times Oct 8-Oct 21, 2015
Vendor questions due Oct 20, 2015 District responds to vendor questions As they arrive Vendor proposals due Oct 30, 2015 District selects vendors for interviews Nov 12, 2015 Vendor interviews, reference checks Nov 13, 2015 Vendor negotiations/agreement Nov 19, 2015 School Board approval of contract Dec 10, 2015
Appendix A – System Features Matrix
Feature Currently offered on district site (with link) Notes/desiredimprovements Included in your
proposal? If not, could vendor develop? What are the extra costs? Web features Accommodate
mobile devices No A necessity for our parent demographic Calendar Yes Published by
school and district wide Directories No Draw directly
from records database Download
documents Yes Accommodate Word, PDF, Excel, etc. Emergency
alerts No Post emergency alerts that get users' attention E-Newsletters No Subscription; online publishing/ tracking; E-Notifications No Electronic subscription; option to send notices immediately Graphics
support No Create banners/logos "Share" links
feature No Share links through e-mail, social media "Share" video
feature No Share videos, post to social media, embed on own site
Image
slideshow No
Integrate maps No Internal GIS server or Google maps Link to users' calendars No Add event to users' calendars News items Yes (no
ability to prioritize on front page) Dynamic content; searchable by department, topic and date; ability to prioritize on front page Online forms No Ability to create
forms; download results; publish submission directly to webpage; Online
payments No Secure online transactions Printable pages No Print or PDF
friendly function Rotating photos/ banner ads No Dynamic image display RSS feeds No Register by dept. or topic Social media
interface No Links to district Facebook/ Twitter/Flickr Survey/polling capability No Create survey; download results Translation of content or visual content No Solutions for non-English speakers Video hosting No Provide easy
way to post/embed videos "What's New"
Open source format to accommodate
Ability to “clone a local page to match the website design
No
Agenda/
Minutes/ No(only outside link) Ordinances/ Resolutions to this site Google Applications No Email and calendaring platform for staff Navigation ADA Compliant No Variable text size No Easy-to-use
Shortcut URL’s Yes Department or “service” Homepages/sub Pages No Dynamic Content User-based and Intuitively Organized No Navigation based on user group: need and use Directories Yes Staff Lists
“Need Help” No Ability to receive/track/ report user action requests Links Manager No Post links to relevant pages Multi-lingual support No Translation of pages
Quick links Yes
Easy navigation from front office
School specific
websites No
Each school is separate from district website Site index (A-Z) No
Site Map No
Site Search Yes
Easy-to-use search function; results shown by category Content management Administering permission Yes Grant Permission to edit specific Pages or sections Archiving System No Automatic postings/
Yes Post or expire news/calendar Content editing Easy-to-use backend (with html option and frame) No
Image gallery No Can pull from gallery for any page
Spell check No Standard
default setting
No
WYSIWYG Editor Yes What You See Is What You Get (before posting) Ability to save
edits and hold an item before submitting it to manager for publishing
Content
approval system
No Approval process before content is live Hit tracking Analytics and
site audit reports User Management No Control users’ access to different components of site Generate reports of users No Administrator to see who is posting to the site and what they are posting
Employee-only area/site Easy to use Employee-only Web area No Internal use Only, accessible just to staff Help request Feature No Ability to receive/track/ report employee action requests Accommodate Mobile devices No Classifieds No Host a classifieds section for employees Other Mobile Apps No Ability to create a mobile for the district
Browsers: 1) Chrome—59.33% 2) Internet Explorer—20.21% 3) Firefox—9.63% 4) Safari—8.74% 5) Android—1.67% Mobile browsers 1) IOS—61.89% 2) Android—34.37% 3) Windows—3.55% 4) BlackBerry—.09% Operating Systems 1) Windows—72.9% 2) Chrome OS—12.17% 3) IOS—7.15% 4) Android—4.04% 5) Macintosh—3.41%
Where users come from: 1) Direct—58.8% 2) Search—39.3% 3) Referral—1.6% 4) Social—.32% FEED BACK
Administrators and Leadership Team (summer 2015)
“It’s all about learning, and our website should be, too!” Strong emphasis on the purpose of the district and resources to support our mission. Must be a visual design with translations for our non-English speakers. Administrators and District leaders want a simple, Word-like online editor. Feature more prominently: Sports schedules, student assessment
resources, student- resources tab, forms, Food Service information, parent payments, contract language, and bus routes
Create: Professional-development resources such as best-practice videos, parent feedback form, visual-based menus, translate feature, multi-language videos and resources for families, better staff directory, online registration. Everyone wants to SEE more KIDS, simplified language, and resources for non-English speakers.
SURVEY (SEPT 2015) Frequency of website use:
Daily—78.57%
Several times a week—14.29% About once a week—4.76% Monthly—0%
Hardly ever—2.38%
How do I access the website?
Computer—59.52% Laptop—88.1% Tablet—52.38%
Smart Phone—64.29%
Primary reason to visit:
Log in to Employee Access—47.62% District news—19.05%
School news—7.14% Staff directory—4.76% Calendar—4.76% Policies—2.38%
School board agendas—2.38% Employment opportunities—2.38% Bargaining agreements—2.38%
Why else do you visit (other than primary reason):
Forms—56.10%
District news—53.66% Calendar—53.66% Log in to Employee Access—51.22% Tech support—41.46%
Homeroom—36.59%
Bargaining agreements—36.59% Staff directory—34.15%
Teaching and Learning Google site—31.71% School news—31.71%
School board agendas—31.71% Policies—26.83%
KEEP THESE FEATURES:
Everything (all is valuable) Headlines, features, district and school news
Board policies and procedures
Staff resources-easy access to Gmail Parent Information-bus routes, family
access, etc. Student resource links
Lots of student pictures Teacher web pages Current FCTA contract Job Postings
IMPROVE THESE FEATURES
:
Student access/resources tab Easier Navigation
Easier-to-navigate board agendas and docs Each department has a presence
Easier-to-find collective bargaining agreements Easier to modify content!
ALL DISTRICT FORMS IN ONE PLACE! Always-up-to-date contact information Simple, organized, up-to-date
Scrolling pictures of students
Easier-to-find Curriculum Council documents Search function needs to be better
Multi-media!
Direct link for parents to access FOCUS Easier access to each school page
School sites need to be consistent with district site Language translator
Better information about clubs and activities Health section
Better calendar Better directory More pictures
More prominent links to separate schools Rotating pictures
Online forms!
Shortcuts to grades, forms, employment, committees, schools, weather… Good news section
Delete obsolete classroom webpages Get rid of old and outdated pages All content up to date!
Smart-phone friendly
FOCUS Access needs a bigger button ELL friendly!
Easier for students to get to learning resources Cleaner design
