SouthLaneSchoolDistrict

RequestforProposalforWebsiteDevelopment

Opening:November24th,2014
DeadlineforResponses:January16th,2015
ReviewDate:February,2015
NoticeofResultstoProposers:EndofFebruary,2015

ResponsesshouldbesentviaemailinPDFformandmailedto:

GarrettBridgens,CommunicationsCoordinatorforSLSD
garrett.bridgens@slane.k12.or.us
455AdamsSt.
CottageGrove,OR,97424

I.

RequestforProposalOverview
1. The South Lane School District 45J3 (SLSD) is solicitingproposalsfromqualifiedfirms
to furnish website development services including, but not limitedto,anoutsourcedweb
contentmanagementsystem(CMS.)

2. The District reserves the right to reject any or all proposalsortowaiveanyirregularities

therein.

3. No proposal may be withdrawn for a period of sixty (60) days after the date set for the
submissionoftheproposals.

4. It is the sole responsibility of the firm submitting the proposal to see that it is delivered
ontime.Proposalsreceivedafter4:30PMonJanuary16th,2015willbereturnedunread.

5. If a contract between SLSD and selected Proposer cannot be consummated, SLSD

reserves the right to contact other proposers and initiate contract discussions at its
discretion.

6. AllproposalsandmaterialssubmittedbecomethepropertyofSLSD.

7. All questions and correspondence should be directed to Communications Coordinator,

Garrett Bridgens, in writing at the above address or by calling 541.942.3381, ext. 135.
Contact with District personnel other than Garrett Bridgens regarding this RFP may be
groundsforeliminationfromtheselectionprocess.

8. The final decision to select or reject a firm to provide the website development services
willbemadebytheevaluationteam.

9. The final agreement will be in the form of a written contract following the standard
agreementformusedbytheSLSD.

10. One paper and one digital copyofyourproposalmustbereceivedbytheDistrictby4:30

PM,January16th,2015.

II.

Introduction

GeneralOverviewofSLSD
SouthLaneSchoolDistrictservesthemajorityofstudentsinsouthLaneCounty.Theschool
districtislocatedinCottageGrove,OR,whichisapproximately20milessouthofEugene.
CottageGrovehasapopulationofapproximately9300,withincitylimits.Thereareeight
schoolsthreeK5,twoK8,onemiddleschool,one912alternativehighschool,one912
comprehensivehighschool.Thedistrictalsohastwocharterschoolswhomaintainseparate
websitesandournotcoveredinthisproposal.ElementaryandK8schoolsrangeinenrollment
from100to500students.Themiddleschoolenrollmentis517students.Thealternativehigh
schoolhasanenrollmentof83students.CottageGroveHighSchoolservesgrades912witha
populationofapproximately800students.

Staff
TheSouthLaneSchoolDistrictemploys150+licensedstaff,150+classifiedstaff,17
administrators(schoolandcentraloffice),fivesupervisorsandsevenDistrictServiceCenter
supportstaff.Approximately50%oflicensedstaffhaveadvanceddegrees.Theaveragefor
SouthLaneSchoolDistrictteachersteachinginSouthLaneis11.3years.Therearemorethan30
teacherswhohavetaughtinSouthLanefor20ormoreyears.TheaverageclasssizeinSouth
LaneSchoolDistrictrangesfrom2027studentstoonelicensedteacher.Morethan200hoursof
educationalassistanttimesupportsthisratio.

AnticipatedBudget
SouthLaneSchoolDistrictbudgetforWebsitedevelopmentisnottoexceed$20,000,inclusive
offeesforanydiscoverysessionsasnecessitatedbyeithertheAgencytobeselectedorthe
Client(SLSD),theWebsitedevelopmentandbuildout,anycontentmanagementsystem
technologyplatformsthatmayneedtobedevelopedorpurchasedforthewebsite,imagesand
otherassetsthatmaybenecessarytopurchaseforthebuildout,andanytrainingtooccurpost
launchforSLSDemployees.

III.

ProjectOverview

Requirements
SouthLaneSchoolDistrictisseekinganoutsourcedwebcontentmanagementsystemthatwill
streamlineourexistingwebpresence.Weseektoincorporateeightnewschoolwebsitesundera
newmaindistrictpagethatprovidesaconsistentuserexperience.Withtheredesignofour
websitesweseektoemphasizericherstaff,student,andparentcontent,participation,and
collaboration. TheanticipatedlaunchdatefortheredesignedwebsitesisAugust2015.

ContentManagement:TheDistrictwantsthecontentofthewebsitetobemanageddynamically
bynon
technicalpersonnelinasimple,user
friendlymethodfromremotelocations.Website
musthavesearchfunctionalitythatisthoroughandintuitive.Staffwillneedtocreate,updateand
deletecontentwithoutalteringanyHTMLorscriptinglanguages,whilestillallowingfor
advancedcontentcreation.Thisincludesformattedtext,links,images,embedcodes,audiofiles,
embedvideofiles,aswellasprovidingdownloadabledocumentsinavarietyofMSOffice
documents,PDF,andotherformats.TheCMSwillincludetheabilitytoeasilyuploadmultiple
documentsandtoaccessandmanageuploadeddocuments.TheCMSwillincludeuser
friendly,
justintime,onlinehelpdocumentationandvideos.

AdvancedWebsiteDesign:TheDistrictwantstheabilitytomaintainthewebsiteusingmodern
advancedwebsitetoolswhendesired.Thisincludes(butnotlimitedto)HTML,CSS,
JavaScripting,embeddingvideoandsocialmediacontent.

TemplatesandDesign:Thevisualdesignshouldbeaestheticallypleasingandconsistentwith
ouridentityandbrand.Contentanddesignfeaturesofthewebsiteshouldbeeasilymanageable
bynon
technicalstaff.Schoolsitesshouldhavesomeflexibilityinregardstotemplateand
design.NofeesshouldbeincurredshouldtheDistrictwanttoalterthelookofthewebsite.

CopywritingandImageContent:SLSDwillprovideoriginaltextandimagesforthewebsite.
PleaseincludeanadditionalbudgetformigrationofexistingcontentonallSLSDwebsites,not
includingschoolboardpolicies.

Training,SupportandOtherRequirements:Biddocumentsshouldincludeanybandwidth
limitations,qualityofserviceanduptimeguaranteesandalsoincludedetailedtechsupportand
trainingofferings,includingcostsaswellasrecurringhostingcosts.

IV. Design
Keytargetedaudiences
Internalusers(Students,StaffandAdministration)

Externalusers(Parents,MediaandCommunityMembers)

UserexperienceArchitecture

TheAgencywillworkwithSLSDtodesignthepageframeworkandwireframesthatwill
becomethebasisoftheSLSDplatformuserinterface.ThemajorityoftheeffortfortheSLSD
migrationwillbetargetedtowardbuildingoutthecomponentsandwidgetsandworkflowsthat
areuniquetothevariousSLSDschoolsitelets.TheAgencywillworkwithSLSDtonote

existingcontentthatneedstobemigrated.Facebook,Instagram,TwitterandYouTubearethe
primarysocialmediachannelstheteamwillusetocommunicatewithusersonthesite.

Analytics
ThenewCMSimplementationshouldincludeallofthenecessaryscriptsandtagsrequiredfor
basicpageviewtracking,andfunctionalitythathasalreadybeenimplemented,identifiedand
maintainedmovingforward.

CreativeDesign
TheAgencywillworkwithSLSDstakeholderstoprovidecreativedirectionandtodevelopa
newdesignthatfollowsexistingbrandingincludingusageofthecurrentlogo.Aspartofthe
designprocesstheAgencymaymakerecommendationstoimproveandenhancetheexisting
branding.

TheAgencywillreviewanyandallpreexistingdesigncollateraltoensurethatthedeveloped
artworkandmessagingisconsistentwithSLSDsbrandandmarketingstandards.TheAgency
willneedtodevelopwebsitewireframesbasedontheexistingsitearchitecture.Thewireframes
willindicatefunctionality,purpose,andoveralluserexperienceofeachpagetemplatetypeand
willfocusonuserexperienceanddesignasseparate,yetrelated,aspectsofthecreativeprocess.
TheAgencywillthenneedtodeveloptwooveralldesignvariations.

Thefirstroundofreviewwillincludetwodistinctdesigndirections,eachincludinga
proposedhomepageaswellasacontentpageforslane.k12.or.usandoneschoolsitelet.

Thesecondroundwillincludefurtherrefinementanddevelopmentofexistingpage
templatesbasedonfeedbackaswellasdesignsforotherpages.

Afterthefinalroundofrefinementhasbeencompleted,artworkistobedeliveredfor
incorporationintothesiteitself.Asaresult,theAgencywilldeliverresponsivedesign
comprehensivelayouts(comps)andallsupportingassetsthatwillbeperfectlyaligned
withtheguidelinesandtheoverallcreativedesignundertaking.

Pleasenote:Asaframeofreferenceonthedesign,SLSDprovidesthefollowinginsightson
othersimilarWebsites:
www.wou.eduvisuallyappealingandclean
www.utpa.edunavigation,appealingandclean
www.kent.k12.wa.usschoolsitesincludeddistrictsitecontent(eg.videos)
www.ashland.k12.or.usUniformityacrossalldistrictsiteswhileallowing
flexibilityforindividualschoolsites.

V.ServicesRequestedandSubmissionsandEvaluationProcess
Proposalsshouldprovideastraightforward,completeandconcisedescriptionofthefirms
capabilitiestosatisfytherequirementsoftheRFP.Allinformationrequestedfromtheapplicants
forinclusionintheproposalsisimportantaswewillevaluatetheneedforfutureWebsite
projectdevelopment.

Reputation&Experience:Evidenceofdemonstratedcompetenceofstaff,
experienceandunderstandingoftheuniqueneedsofSLSDanditsaudiencesas
wellastheabilitytoworkunderstrictdeadlinesandperformtaskstosatisfaction
ofClient.
CapabilityandAvailabilityofStaff:Evidencethatqualifiedandsenior,
experiencedstaffisavailableandthatthegoalsoftheRFPcanbemet.Qualified
teammustshowadepthandbreadthofcurrentWebsitedevelopmentprojects
withthislevelofcomplexityindesignandassetmanagementcapability.Please
indicateinwhatinstancesitmaybenecessaryforyourfirmtoworkwith
freelance/outsidetalenttoaccomplishobjectives.
Cost:Proposedcostisreasonableandappropriatefortheworktobeperformed.
CompliancewithRFP:EvidenceofabilitytoperformserviceslistedwithinRFP.
ProposalswillbereviewedbySouthLaneSchoolDistrictRFPTeam.Anoral
discussionofyourproposalwillbescheduledasneeded.

EvaluationFactors:
TheDistrictwillusethefollowingfactorstoevaluatetheproposals,listedinorderfrommostto
leastimportant:

1. Competitivetotalcost30Points

2. Abilityoftheproposedsystem(s)tomeetthestatedrequirements
25Points

3. Vendorexperienceandqualificationsrelatedtodelivering,installingandmaintainingthe
contentmanagementsystemandrelatedcomponents
15Points

4. Vendorreferencesforcomparableinstallations
15Points

5. Vendorwarranty,training,supportandmaintenanceofferings
15Points

6. RFPresponsedocumentcompleteness.10Points

Addendum

ExistingSLSDWebsites:

SLSDwww.slane.k12.or.us
CottageGroveHighSchoolhttp://blogs.slane.k12.or.us/cghs
BoehmiaElemetaryhttp://blogs.slane.k12.or.us/bohemia/
DorenaK8http://blogs.slane.k12.or.us/dorena
LondonK8http://blogs.slane.k12.or.us/london
LathamElementaryhttp://blogs.slane.k12.or.us/latham
LincolnMiddleSchoolhttp://blogs.slane.k12.or.us/lincoln
HarrisonElementarySchoolhttp://blogs.slane.k12.or.us/harrison
KennedyAlternativeHShttp://blogs.slane.k12.or.us/kennedy