PNTA website RFP .pdf

Pacific  Northwest  Trail  Association  
Website  Redesign  and  Development  Request  for  Proposal    

 
 
 
 

 
 

Pacific  Northwest  Trail  Association  
Website  Redesign  and  Development  
Request  for  Proposal  
 
 
 
 
 
 
 
 
 
 
 
 
 
RFP  Coordinator:    
Jon  Knechtel  
Director  of  Trail  Operations  
Pacific  Northwest  Trail  Association  
24854  Charles  Jones  Memorial  Circle,    
Unit  #4  
Sedro-­‐Woolley,  WA  98284  
360-­‐854-­‐9415  
Email:  jknechtel@pnt.org    
1  

 

Pacific  Northwest  Trail  Association  
Website  Redesign  and  Development  Request  for  Proposal    

 
PACIFIC  NORTHWEST  TRAIL  ASSOCIATION  
Website  Redesign  and  Development  
Request  for  Proposal  
Contents    
I.  Submission  Timeline  and  Format  ....................................................................................................  2    
II.  Organization  Overview  ...................................................................................................................  3    
III.  Project  Overview  ...........................................................................................................................  3    
IV.  Current  Situation  ...........................................................................................................................  4    
V.  Design  Requirements  .....................................................................................................................  4    
VI.  Functional  Requirements  ..............................................................................................................  6    
VII.  Proposal  Format  .............................................................................................................................7    
VIII.  Basis  of  Selection  ........................................................................................................................  8    
 
I.  Submission  Timeline  and  Format    
Monday,  January  13,  2014:  RFP  advertised  
Friday,  February  14,  2014:  Deadline  for  submitting  proposals  
February  17-­‐25,  2014:  Interview  Candidates  
By  Friday,  February  28,  2014:  Award  contract  
The  RFP  coordinator  for  this  project  is:    
Jon  Knechtel  
Director  of  Trail  Operations  
Pacific  Northwest  Trail  Association  
24854  Charles  Jones  Memorial  Circle,    
Unit  #4  
Sedro-­‐Woolley,  WA  98284  
360-­‐854-­‐9415  
Email:  jknechtel@pnt.org    
Submissions  must  be  in  the  PDF  format  and  should  be  delivered  via  e-­‐mail  to  the  RFP  coordinator.  All  
questions  should  be  directed  to  the  RFP  coordinator.  Any  submissions  received  after  the  due  date  will  
not  be  considered.  PNTA  may  request  an  interview  with  vendors  with  the  highest  rating.    

2  

 

Pacific  Northwest  Trail  Association  
Website  Redesign  and  Development  Request  for  Proposal    

 
&ŽƌĞĂƐĞŽĨƌĞĨĞƌĞŶĐĞ͕ĞĂĐŚĨŝƌŵƌĞĐĞŝǀŝŶŐƚŚŝƐZ&WŝƐƌĞĨĞƌƌĞĚƚŽĂƐĂ͞Ĩŝƌŵ͟ĂŶĚƚŚĞĨŝƌŵƐĞůĞĐƚĞĚƚŽ
provide  services  for  PNTA  ŝƐƌĞĨĞƌƌĞĚƚŽĂƐƚŚĞ͞ƐĞůĞĐƚĞĚĨŝƌŵ͘͟dŚŝƐZ&WƐƚĂƚĞƐƚŚĞŝŶƐƚƌƵĐƚŝŽŶƐĨŽƌ
submitting  proposals,  the  procedure  and  criteria  by  which  a  firm  may  be  selected.    
II.  Organization  Overview    
Founded  in  1977,  the  Pacific  Northwest  Trail  Association  is  a  regional  organization  that  works  across  
Washington  State,  Idaho,  and  Montana  to  construct,  protect,  and  maintain  the  Pacific  Northwest  
National  Scenic  Trail  (PNT).  The  PNT  is  a  1,200  mile  route  that  runs  from  the  Continental  Divide  in  
Montana  to  the  Pacific  Ocean  in  Washington  State.  It  is  a  unique  pathway  that  travels  through  some  of  
the  most  spectacular  and  scenic  terrain  in  the  United  States  and  connects  people  and  communities  of  
the  Pacific  Northwest.  
PNTA  works  with  local  land  managers  and  communities  along  the  length  of  the  trail  for  trail  
maintenance,  management,  and  advocacy.  PNTA  also  has  a  national  voice  in  promoting  the  PNT  and  
other  long-­‐distance  trails.  
PNTA  is  a  membership  organization  representing  a  broad  diversity  of  individuals  and  organizations  with  
a  common  goal:  preserving  the  protecting  the  PNT  for  present  and  future  generations  while  helping  
local  communities  realize  positive  economic  and  social  benefits  from  the  trail.  
III.  Project  Overview    
PNTA  seeks  an  experienced  firm  to  redesign  www.pnt.org  and  implement  technologies  to  meet  the  
objectives  outlined  in  this  document.  This  will  be  a  concept  to  completion  production,  from  scoping  to  
information  architecture,  design,  development,  and  deployment.  
dŚĞĂƵĚŝĞŶĐĞŽĨWEd͛ƐǁĞďƐŝƚĞŝŶĐůƵĚĞƐĚŝƐƚŝŶĐƚĐĂƚĞŐŽƌŝĞƐ͗;ϭͿƚƌĂŝůƵƐĞƌƐ;hiking  and  equestrian  day  
use,  overnight  users,  and  thru-­‐hikers),  (2)  PNTA  members  and  volunteers,  and  (3)  land  management  
agency  officials  and  state  and  local  government  officials.  In  addition  to  informing,  educating  and  
mobilizing  each  of  our  audiences,  PNTA  views  each  audience  as  a  prospective  member  and  donor.  
Additional  important  audiences  are  foundations,  corporations,  and  major  donors.    
Content  for  PNTA͛ƐǁĞďƐŝƚĞŵĂLJŝŶĐůƵĚĞŐĞŶĞƌĂůŽƌŐĂŶŝnjĂƚŝŽŶŝŶĨŽƌŵĂƚŝŽŶ;ŵŝƐƐŝŽŶ͕ǀŝƐŝŽŶ͕ĐŽŶƚĂĐƚŝŶĨŽ͕
etc.),  program  and  project  overviews,  news,  events,  blog  posts,  monthly  e-­‐newsletter  or  e-­‐magazine  
reports,  publications,  interactive  maps,  resource  lists,  online  petitions  and  other  actions,  donation  
pages,  membership  management  pages,  and  annual  financial  statements.  In  addition,  PNTA  is  interested  
in  creating  a  website  experience  with  user-­‐generated  content,  such  as  local  trail  condition  reports  and  
reviews,  volunteer  projects,  community  events  updates,  or  photo  galleries.    
The  redeveloped  website  should  be  easy  to  use  and  intuitive,  organized  around  PNTA͛ƐǁŽƌŬ  on  the  trail  
and  in  communities  across  the  region,  using  the  most  popular  website  informational  area  to  encourage  
users  to  participate  in  the  fulfillment  of  other  organizational  goals.  In  some  cases,  existing  content  from  
the  old  website  will  be  brought  forward  to  the  redesigned  site;  in  other  cases,  PNTA  will  provide  
additional  content  for  the  initial  deployment  of  the  new  site.  
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Pacific  Northwest  Trail  Association  
Website  Redesign  and  Development  Request  for  Proposal    

 
The  primary  goals  of  the  new  website  include:    
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Internet  presence  that  professionally  represents  the  organization;    
Provide  users  with  up-­‐to-­‐date  information  about  PNTA,  the  organization's  projects  and  programs;  
Provide  users  with  up-­‐to-­‐date  information  about  the  Pacific  Northwest  Trail  
Design  and  functionality  that  provides  tools  to  encourage  users  to  interact  through  easy  access  to  
blog,  social  media,  publications,  comment  letters,  research  and  other  resources;    
A  site  that  is  easily  managed  and  maintained  by  non-­‐programmers  through  a  web-­‐based  interface;    
Conversion  of  visitors  to  the  website  into  contributing  users;    
Encourage  membership  and  provide  necessary  membership  support  services  for  members  and  staff;    
Encourage  donations  and  make  doing  so  easy;    
Administrative  capability  for  website  and  managed  data;    
Design  and  content  aimed  at  engaging  our  target  audiences:  (1)  trail  users  (day  hikers/equestrian  
riders,  overnight  users,  and  thru-­‐hikers,  (2)  PNTA  members  and  volunteers,  and  (3)  land  
management  officials  and  state  and  local  government  officials  

Budget    
WEd͛s  budget  for  this  project  is  $6,000-­‐8,000.  Responses  beyond  this  range  should  present  a  very  
compelling  argument  for  the  additional  investment.  Pro-­‐bono  contributions  will  be  considered  with  
appropriate  marketing  recognition.    
PNTA  is  a  small  non-­‐profit  with  a  similar  budget.  We  honor  our  financial  supporters  and  fiscal  goals  by  
carefully  spending  the  funds  we  have  been  entrusted  with.  As  such,  we  will  be  carefully  vetting  
responses  based  on  their  reasonable  pricing  and  high  quality,  among  other  features.  Additionally,  as  a  
small  non-­‐profit,  our  staff  time  is  already  focused  on  current  projects.  In  light  of  this,  responses  should  
not  presume  to  use  PNTA  staff  time  as  an  inexpensive  way  to  implement  features,  transition  data,  etc.    
IV.  Current  Situation    
The  existing  PNTA  website  (www.pnt.org)  is  a  collection  of  different  functionalities  and  software  
systems  which  have  evolved  over  a  decade  of  development.  Currently  updates  and  resources  for  users  
are  complex,  cumbersome,  non-­‐existent,  and  difficult  to  find.  The  next  iteration  of  the  website  must  
provide  simple  and  fast  means  for  users  to  find  updates  about  the  trail,  a  community,  project  or  
program;  access  to  resources  and  reports;  information  on  events,  etc.    
The  current  website  is  hosted  by  DCS  Hosting.    
V.  Design  Requirements    
The  following  are  overall  requirements  for  this  project:    
Intuitive  and  easy  to  navigate  website    
 

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Pacific  Northwest  Trail  Association  
Website  Redesign  and  Development  Request  for  Proposal    

 
The  website  should  undergo  significant  redesign  and  reorganization.  The  website  design  should  be  
based  on  our  target  audiences,  visually  appealing,  have  a  unified  look  and  feel,  and  provide  easy  
navigation  throughout.    
Modern  web  design    
Website  should  be  developed  utilizing  modern  web  design  and  standards,  compatible  with  modern  
browsers  while  providing  graceful  degradation  for  older  browsers.  Website  URLs  should  predominantly  
be  clean  URLs.    
This  design  should  be  mobile  device  friendly.    
Increase  engagement  and  conversion    
PNTA  is  a  member-­‐funded,  volunteer-­‐based  organization  that  relies  on  an  active,  engaged  user  base  to  
help  accomplish  its  mission  of  protecting  the  Pacific  Northwest  National  Scenic  Trail  and  connecting  the  
American  people  to  their  natural  and  cultural  heritage.  
Users  should  be  able  to  fully  engage  with  the  organization,  such  as  by  signing  up  for  events,  taking  
action,  volunteering,  filling  out  forms  to  receive  reports,  donating,  commenting  on  blogs,  and  creating  
user-­‐generated  content.  
Sectioning  and  Tagging  by  Geography  and/or  Program    
PNTA  represents  a  regional  trail  while  speaking  out  on  national  issues.  Sections  of  the  website  should  be  
dedicated  to  particular  regions  along  the  trail  (i.e.  Olympic  Peninsula,  Puget  Sound,  North  Cascades,  
Okanogan  Highlands,  and  Rocky  Mountains)  and  defined  programs  (Service/Knowledge/Youth  [SKY]  
Program,  Volunteering,  Trail  Planning,  Advocacy,  etc.)  Site  content  might  likely  be  assessed  by  users  
looking  for  information  about  a  specific  section  of  the  PNT,  about  a  general  region,  or  a  specific  PNTA  
program.    
Users  should  be  able  to  easily  select  their  trail  section  or  geographic  area  of  interest  by  clicking  on  a  
rollover  state  map.  In  addition,  PNTA  would  like  a  map  (or  maps)  to  visualize  our  past  accomplishments,  
current  activities  and  projects,  and  long-­‐term  goals  along  the  length  of  the  trail.  We  are  open  to  
solutions  to  accomplish  this.    
Example  Websites    
In  terms  of  design  and  functionality,  PNTA  finds  desirable  attributes  in  the  following  websites:    
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www.pcta.org  
http://www.wta.org/  
http://northcountrytrail.org/  
http://www.adk.org/  
http://www.continentaldividetrail.org/  
http://www.forterra.org/  
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Pacific  Northwest  Trail  Association  
Website  Redesign  and  Development  Request  for  Proposal    

 
 
VI.  Functional  Requirements    
CMS    
The  website  should  have  a  simple  inclusive  content  management  system  allowing  non-­‐developer  staff  
members  the  ability  to  create,  edit  and  remove  web  site  pages.  The  CMS  should  allow  for  the  upload  
and  use  of  different  media  in  a  page.  Pages  should  allow  for  structural  intra-­‐relating  and  relationships  
with  other  managed  content.  PNTA  must  be  able  to  maintain  full  editorial  control  of  content  without  
dependence  on  outside  contractors.    
Calendar    
The  calendar  needs  to  display  upcoming  volunteer  projects,  community  events,  planning  projects,  
workshops,  etc.  This  area  must  be  easily  updatable  by  staff  and  designated  users.    
E-­‐Newsletter  /  E-­‐Magazine    
PNTA  currently  publishes  a  monthly  e-­‐newsletter,  and  we  are  interested  in  shifting  the  content  toward  
an  e-­‐magazine  or  print  magazine  format  that  can  be  easily  read  online.  The  website  must  integrate  the  
content  of  the  e-­‐newsletter  (or  e-­‐magazine)  into  the  website  and  maintain  an  archive  of  past  articles.  
The  content  should  be  easily  searchable  by  subject  and  date  of  past  editions.    
Media    
The  website  should  allow  embedding  from  YouTube,  Vimeo,  Facebook,  Twitter,  and  Google  Plus.    
API    
hƐĞƌƐƐŚŽƵůĚďĞĂďůĞƚŽĚŝƌĞĐƚůLJ͞ůŝŬĞ͕͟͞ƐŚĂƌĞ͕͟͞ƚǁĞĞƚ͕͟͞ƉůƵƐ͕͟ĂŶĚ͞ƉŝŶ͟ƉŽƐƚƐĂŶĚŽƚŚĞƌĐŽŶƚĞŶƚ͘  In  
addition,  PNTA  hopes  users  can  use  their  Facebook  profile  or  Google  Plus  account  to  comment  on  blog  
posts.  PNTA  also  desires  to  collect  public  contact  information  ʹ  or  contact  information  that  the  user  
agrees  to  share  ʹ  ĨƌŽŵƵƐĞƌƐ͛ůŝŶŬĞĚĂĐĐŽƵŶƚƐ͘  
Membership  and  Donations  
Users  should  be  able  to  join  or  donate  to  PNTA  through  the  website.  PNTA  is  open  to  solutions  that  
accomplish  this  and  understand  that  it  may  require  3rd  party  software  to  do  so.    
News/Articles/Blog    
The  website  should  have  blog  functionality  for  posting  articles,  news  clippings,  videos,  and  other  
content.  These  content  elements  should  be  able  to  be  featured  on  the  homepage  of  the  website.    
User-­‐Generated  Content    

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Pacific  Northwest  Trail  Association  
Website  Redesign  and  Development  Request  for  Proposal    

 
PNTA  is  interested  in  using  the  website  as  a  platform  for  people  to  fully  engage  whereby  users  create  
their  own  content.  Beyond  comments  on  blog  articles,  one  example  of  another  environmental  
organization  that  has  a  website  with  user-­‐generated  content  is  the  Washington  Trails  Association,  which  
allows  people  to  post  hiking  trip  reports.  PNTA  is  open  to  ideas  for  enabling  user-­‐generated  content  that  
is  useful  to  the  broad  spectrum  of  our  target  audiences.    
Search    
Website  should  have  a  simple  and  standardized  search  with  a  text-­‐box  able  to  search  site-­‐wide,  such  as  
a  Google  custom  search.  Search  should  capture  items  like  current  and  past  articles,  public  documents,  
photos,  project  descriptions,  newsletter  contents  and  static  pages.    
Usage  Tracking    
The  website  should  use  Google  Analytics  for  usage  tracking.    
SEO    
The  website  should  use  best  practices  for  search  engine  optimization.    
VII.  Proposal  Format    
Proposals  should  include  information  outlined  in  this  section:    
1. Describe  in  detail  the  firm's  proposal  to  address  the  requirements  outlined  in  this  RFP.  
2. Provide  a  timeline  for  the  completion  of  the  project  outlined  in  this  RFP.    
3. Provide  a  brief  history  of  the  firm  and  its  experience  providing  services  for  organizations  like  
PNTA.  
4. Document  examples  of  the  firm's  experience  in  designing/developing  similar  functionality  to  
each  of  the  project  requirements.    
5. List  the  project  team  (including  programmers  and  designers)  and  short  biographies  of  each  team  
member.  Indicate  any  portions  of  the  work,  if  any,  which  will  be  sub-­‐contracted  and  to  whom.    
6. Provide  a  list  of  the  firm's  clients  comparable  to  PNTA  indicating  the  length  of  service  of  each  
account.  Include  contact  name,  telephone  number  and  website  URL.  A  minimum  of  three  
references  that  may  speak  to  projects  of  similar  scope  is  requested.    
7. Describe  the  project  process  and  methodology  including  sample  deliverables  from  past  projects  
of  similar  size  and  scope.    
8. Explain  methodology  for  demonstrating  to  and  training  PNTA  in  use  of  new  website.    
9. Describe  the  fee  structure  and  how  PNTA  will  be  charged.  The  costs  involved  may  be  
categorized  separately  as  redesign,  implementation  costs,  maintenance  costs,  and  software  
licensing  costs.  Also  include  the  firm's  plan  for  post-­‐deployment  maintenance,  support  and  
upgrades  including  hourly  rates  for  services.  The  price  you  quote  should  be  inclusive,  if  your  
price  excludes  certain  fees  or  charges  you  must  provide  a  detailed  list  of  excluded  fees  with  a  
complete  explanation  of  the  nature  of  those  fees.    

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Pacific  Northwest  Trail  Association  
Website  Redesign  and  Development  Request  for  Proposal    

 
10. If  hosting  services  may  be  provided,  clearly  identify  cost  as  well  as  description  of  the  hosting  
platform,  uptime,  server  location,  data  backup  and  integrity  plan.    
11. Document  choice  of  content  management  system.  If  proprietary,  firm  is  expected  to  explain  
reasons  this  choice  is  superior  to  non-­‐proprietary  systems.    
12. Proposal  must  contain  signature  of  a  duly  authorized  officer  or  agent  of  the  company  submitting  
the  proposal.  
VIII.  Basis  of  Selection    
PNTA  is  seeking  a  comprehensive  proposal  from  qualified  firms  for  fulfilling  these  objectives.  Firms  are  
expected  to  show  a  demonstrative  capability  of  this  type  of  work.    
PNTA  will  evaluate  proposals  and,  if  a  firm  is  to  be  selected,  select  the  firm  on  the  basis  of:    
1. The  firm's  plan  to  achieve  the  goals  stated  in  this  RFP  in  a  comprehensive  manner.  
2. The  firm's  experience,  examples  of  work,  qualifications  and  successes  in  providing  similar  
services.    
3. The  firm's  references  from  non-­‐profit  organizations,  and  other  clients  comparable  to  PNTA.    
4. The  firms  pricing  and  timeline.    
5. The  quality  of  the  proposal,  responsiveness  to  requirements  and  adequacy  of  information  
provided.    
6. The  firm's  plan  for  hosting,  post-­‐deployment  maintenance,  support  and  upgrades  and  rates  for  
these  services.    
PNTA  prefers  open  source  software  and  non-­‐proprietary  content  management  systems.  Responses  
proposing  a  proprietary  Content  Management  System  will  be  considered  but  must  provide  a  compelling  
argument  comparing  against  open  sourced  systems.    
All  proposals  of  a  pre-­‐existing  CMS  must  provide  examples  of  expertise  in  using  that  product.  These  
examples  must  include  the  integration  of  unique  custom  content  for  which  no  pre-­‐developed  solution  
exists.    
Submission  of  a  response  to  this  RFP  does  not  bind  PNTA  to  engage  the  firm  to  provide  the  requested  
services.  The  firm  is  solely  responsible  for  the  costs  it  incurs  in  responding  to  this  request  for  proposal.    
PNTA  will  negotiate  contract  terms  upon  selection.  All  contracts  are  subject  to  review  by  PNTA  legal  
counsel,  and  a  project  will  be  awarded  upon  signing  of  an  agreement  or  contract,  which  outlines  terms,  
scope,  budget  and  other  necessary  items.  

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