Request for Proposal For Website Redesign and Hosting with

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					       Request for Proposal
For Website Redesign and Hosting
 with a Fully Integrated Data Base



        November 1, 2008




    Arkansas Bar Association
      2224 Cottondale Lane
   Little Rock, Arkansas 72202
   Overview of the Association
   The Arkansas Bar Association (hereinafter “Association”) is a voluntary
   professional association consisting of approximately 5,100 attorneys
   licensed to practice law in the State of Arkansas. The purpose of the
   Association includes the following:
   •     Provide a forum for communication among attorneys engaged in
         similar areas of practice
   •     Maintain a continuing legal education program for attorneys
   •     Encourage professionalism and ethics
   •     Provide legal research in all areas of law
   •     Provide communication among attorneys to discuss the most up-to-
         date legal information
   •     Work to educate and provide information to the public on the role of
         law in their community
   •     Work to improve the legal process in their community

   The Association employs a full time staff of ten (10) people who coordinate
   the various activities of the Association and provide support to the
   Association members. The Association offices are located at 2224
   Cottondale Lane, Little Rock, Arkansas 72202.



   Current Website Background
   The current version of the Arkansas Bar Association website was developed
   by INA. The Association’s web page is currently hosted by INA and the URL
   is: http://www.arkbar.com. The Association’s current web account space
   is unlimited and is managed by transferring content to the web server using
   a file transfer protocol (FTP) application and by e-mail.



   Goals of the Website Redesign
   1.      To provide the Arkansas Bar Association Membership with easy
           access, through a member portal, to the full array of Association
           membership benefits including, but not limited to:
           •     Arkansas Versus Law;
           •     Weekly Case Summaries from the Arkansas appellate courts;
           •     On-line payment of Association dues and fees, including fees


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                          associated with Section membership;
           •       On-line registration and payment for continuing legal
                   education (hereinafter “CLE”) programs;
           •       Purchase of Association materials such as form books and
                   treatises;
           •       Communication by e-mail, blast, list serve, and / or forum
                          discussions between subgroups of the Association such
                          as Committees; Sections; Board of Governors; etc.;
           •       Access to Section or Committee information restricted to
                          Section / Committee members only;
           •       Member access and ability to update the member’s personal
                          information;
           •       Hot links to other relevant websites including but not limited
                          to the Arkansas Bar Foundation;
           •       Submission of Bar Center use requests via an on-line form;
           •       Access to the member portal from every web page;
           •       Access to a “Join Now” link from every web page; and
           •       Redesign of the Association’s Seal for electronic disbursal.

   2.      To provide the Association Staff with an SQL data base of member
           information that is fully integrated with the website and that provides
           the staff the capability to perform various “back office” functions;
           provide reports as requested to the governing structure of the
           Association; update and add “pages” to the website without the need
           for additional programming or website redesign; and integrate e-
           commerce functions with the Association’s financial record keeping
           system (QuickBooks).

   3.      To provide the general public and non-members access to the
           “Arkansas Find A Lawyer” link and to provide a general description
           of the Association and its functions, but to otherwise restrict the
           public and non-members from accessing those functions which are
           exclusively member benefits.

   4.      To market the Association and the benefits of Association
           membership to non-member attorneys and to provide non-member
           attorneys with the ability to pay membership dues, become members,
           and obtain access to the members only portions of the website on a
           “next business day” basis.




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   Scope of Work - Website Redesign / Hosting
          The Association seeks a consultant to develop, implement, and host
   an updated website that will meet the goals of the Association as outlined
   in this document and as further defined by the Association. The selected
   consultant shall design and produce web pages for the Internet site, provide
   design documentation and training to assist select Bar Association staff in
   maintaining and updating information on the web pages.

         The Association would prefer that the successful bidder also provide
   web hosting services. Each bidder should therefore include an explanation
   and description of their infrastructure, where the Association’s site would
   physically be hosted, connectivity to the Internet, their security, regularly
   scheduled backup and management services, etc. We also ask that the
   successful bidder identify other organizations with which our redesigned
   site would share resources, if applicable.

           The successful bidders shall provide the following:

   1.      Design of site layouts including developing the hypertext structure
           and organizing the content for ease of use by the Association staff,
           members of the Association, and the general public;
   2.      A cohesive graphics design (visual theme, color scheme, etc.);
   3.      Design of site navigation tools - buttons, menu bars, icons, etc.;
   4.      A Redesign of the Association’s Seal for electronic disbursal;
   5.      Create links to related Internet sites researched and approved by the
           Association;
   6.      Create various on-site services and features which may include links
           to search engines, a site index and a site map;
   7.      Where appropriate, adapt forms, manuals, Association promotional
           materials, logos, etc., already in use at Arkbar.com to the new web
           site;
   8.      Create site help pages, guided tour, tutorials, etc.
   9.      Provide active content which may include animation, ensuring
           browser compatibility, especially with Explorer, Firefox, and Safari
           browsers;
   10.     Perform continuous security testing with representatives of the
           intended user group and make appropriate adjustments;
   11.     Develop a web site that can be easily maintained and updated by staff
           and provide documentation for this function;
   12.     Provide secure avenues to achieve e-commerce for the Association,


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           online CLE registration; online payments of dues, sales, etc.;
   13.     Develop a text-only site which meets federal standards for
           handicapped accessibility (Federal guidelines, Section 508 -
           information can be found at this web site: www.usability.gov); and
   14.     Develop a mobile device accessible site.

          The Association would like the functions of the website to include the
   following:

   1.      An Association calendar on the home page;
   2.      A “Member Portal” that contains the following:
           a.    The individual member’s account information
           b.    The ability for each member to update their personal
                 information;
           c.    Upcoming CLE for which the member is currently registered;
           d.    A list of Association-sponsored CLE recently completed by the
                 member in a rolling 24 month period;
           e.    A link to register for additional CLE programs;
           f.    A list of the member’s committees and Sections with links to
                 each;
           g.    Links, prominently listed, to important Association benefits
                 such as:
                 i.     Weekly case summaries
                 ii.    On-line legal research (Versus Law, etc.)
                 iii.   Forums;
                 iv.    Blogs; and
                 v.     The Association’s calendar of events / activities;
           h.    The ability for each member to customize their personal “home
                 page” for the member’s individual interest;
   3.      Functions listed elsewhere in this RFP such as “Scope of Work - Data
           Base;”
   4.      A Section Portal (a “home page” for each Section of the Association)
           that should contain:
           a.    A description of that Section and its goals;
           b.    Blog and forum posts;
           c.    List of officers;
           d.    Calendar for that Section;
           e.    Link to the Association calendar;
           f.    Link to the legal research site;
           g.    Display of weekly case summaries;
           h.    Link to the Association Blog (should the Association choose to
                 have one); and

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           i.     The ability for Section members to opt in to receive a daily or
                  weekly e-mail digest of blog and forum postings (with opt in
                  provisions requiring acknowledgment of blog and forum
                  posting guidelines).
   5.      A Committee Portal (a “home page” for each Committee of the
           Association) that should contain:
           a.     A description of that Committee and its goals;
           b.     Blog and forum posts;
           c.     List of officers;
           d.     Committee calendar;
           e.     Link to the Association calendar;
           f.     Link to legal research site;
           g.     Display of weekly case summaries;
           h.     Link to the Association blog (should the Association choose to
                  have one); and
           i.     The ability for Committee members to opt in to receive a daily
                  or weekly e-mail digest of blog and forum postings (with opt in
                  provisions requiring acknowledgment of blog and forum
                  posting guidelines);
   6.      A “Firm Homepage” that would allow a law firm to grant access to a
           firm representative for the limited purpose of submitting information
           changes or payments on behalf of the firm without granting access to
           Association member services from this login. The firm homepage
           should contain firm account information including a list of firm
           members and the ability to pay one fee and register multiple
           members of the firm for CLE attendance;
   7.      An “Administrative Homepage” that would have the ability to pull up
           members with a detail page that lists; contact information, firm
           information, Sections, Committees, CLE information, dues payments,
           awards given, Annual Meeting information, governing bodies
           information, and handbooks / purchases made;
   8.      A “Staff Administrative Homepage” for each staff member that should
           contain: personal information that can be updated, and a
           timekeeping system. Non-exempt staff should be able to enter a
           weekly timecard with time identified by different codes for regular
           time worked, annual leave, emergency leave, or holiday. They should
           be required to submit this timecard weekly and then a supervisor will
           be required to log in and approve the timecard weekly. Exempt
           employees should be able to log in and enter any exception time for
           annual leave, emergency leave, or holiday. The system should also
           track vacation and emergency time accrued, taken, and what is left
           for the year;

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   9.      The ability to post podcasts and videos on the website; and
   10.     Space for sponsorship advertising with ability for staff to rotate
           between sponsors.



   Scope of Work - Data Base
         The Association currently works with RedPoint and BizTek to
   maintain a data base of all members of the Association. The Association
   seeks a consultant to design / redesign, expand, implement and host the
   updated data base into the website so the data base is fully integrated into
   the website. The overall goal of the Association is to provide members of the
   Association with access to their personal information through the website
   and to allow members to have access to the services of the Association
   through the website. In addition, the data base should provide the
   Association staff with the capability to perform various “back office”
   functions without the need for additional programming or website redesign.

          The fully integrated data base should meet the goals of the
   Association as outlined in this document and as further defined by the
   Association and be able to accommodate the following functions and
   activities:

           •       Allow members to access and update their personal
                   information, such as name, address, etc.
           •       Allow members to renew their Association membership and pay
                   Association dues along with Section and all other membership
                   dues on-line as individual transactions;
           •       Allow members to register for CLE seminars and purchase
                   Association materials;
           •       Allow members of an Association Section to communicate with
                   other members of the Section through e-mail, blogs, forums,
                   list serve, etc.
           •       Allow members of an Association Section to post or list
                   information on Section web pages that is available only to
                   members of that Section;
           •       Allow members of an Association Committee to communicate
                   with other members of the Committee through e-mail, blogs,
                   etc.;
           •       Allow non-members to join the Association and then, within a
                   reasonably short time, have access to on-line member benefits;


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           •       Allow non-members to register for CLE seminars and purchase
                   Association materials at the non-member prices;
           •       Provide the Association staff with the ability to create various
                   reports as requested by the governing structure of the
                   Association via an “ad hoc” reporting function;
           •       Fully integrate the e-commerce functions of the Association
                   and its Members with the Association’s financial record
                   keeping system (Quickbooks)
           •       Provide reminders to individual members that it is time to
                   renew their membership to the Association and Association
                   Sections;
           •       Allow staff the ability to monitor and approve any changes
                   submitted prior to updating the data base;
           •       Provide for an “Administrative Home Page” that would have the
                   ability to pull up members with a detail page that lists: contact
                   information, firm information, Sections, Committees, CLE
                   information, dues payments, awards given, Annual Meeting
                   information, governing bodies information, and handbooks /
                   purchases made; and
           •       Provide for a “Firm Home Page” that would allow a law firm to
                   grant access to a firm representative for the limited purpose of
                   submitting information changes or payments on behalf of the
                   firm without granting access to Association member services
                   from this login. The firm homepage should contain firm
                   account information including a list of firm members and the
                   ability to pay one fee and register multiple members of the firm
                   for CLE attendance.



   Project Timeline
         The Association would like to premier the new website at the Annual
   Meeting which is tentatively scheduled for June 10-13, 2009, at the
   Arlington Hotel in Hot Springs, Arkansas. The successful bidder will
   submit with their proposal a phase completion timeline for redesign of the
   website and implementation of the data base.




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   Design Experience / Company Stability
         It is vitally important that the successful bidder demonstrate their
   design expertise, their understanding of the role and functions of a
   professional service association such as the Arkansas Bar Association, and
   company stability.

          Please include with your proposal, sample graphic design work as
   well as years of experience and past employment for proposed website
   designer(s). (Information should be provided only on individuals who would
   be assigned to the development of the website.) Also, provide at least three
   client references with their content information.

         The successful bidder should also demonstrate an understanding of
   professional service associations such as the Arkansas Bar Association.
   This can be shown through previous bar association site development and
   /or acknowledgment and comprehension through verbal communication.
   The developer should articulate things such as how they would handle links
   to other sites such as the Arkansas Bar Foundation as well as a working
   knowledge of legal terms and jargon.

          The successful bidder must also provide a description of their
   organization, the length of its existence, the number of employees dedicated
   to maintenance and support, their capabilities to provide web-hosting
   services; a detailed explanation and description of the infrastructure, where
   our site would be hosted, their ability to maintain connectivity to Internet,
   a description of their security and management services, and otherwise
   demonstrate the stability of the their organization.



   Site Ownership
         The successful bidder shall explain their policy and limitations on site
   ownership. Details such as ownership of text, interface, database, graphics,
   logos or other artwork as well as program and process rights should be
   included. Identify and explain all ownership options and whether your
   company is willing to negotiate.




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   Site Maintenance
          The successful bidder must outline all options available for
   maintenance of the site with a differential cost breakdown for each option.
   Bidder should propose an updating process that demonstrates efficiency
   and accuracy with an explanation of consequences if and when these
   processes are not followed. Please indicate which pages are available for
   client self-update and at what rate this option is offered.



   Website Registration
          It is imperative that a visitor be able to find the Association’s website
   easily on commonly used search engines. The successful bidder must
   indicate what search engine and directory registration is included in this
   website redesign and what search engine optimization (SEO) methods will
   be utilized to rank the Association’s site high on said search engines, as well
   as maintain frequent hits on our site. The successful bidder will be
   responsible for maintaining the registration of the Association’s domain
   names. Please provide experience and information on ancillary products
   available to achieve a high rate of return for our site. Also indicate whether
   our site will require additional registration with search engines and outline
   additional fees for registering the redesigned site in the cost section of this
   proposal.



   Tracking
          It is important that we receive valuable and useful information about
   visitors to our site. This means more than just a print out of what URL the
   person came from and a number of page hits. The successful bidder should
   indicate what capabilities they have to trace visitors and what beneficial
   information is gleaned and available for review by the visitor.



   Cost
          Bidders responding to this RFP should provide a cost breakdown for
   all services that can be provided pursuant to the items discussed in this
   request. Please indicate price for all-inclusive items as well as a la carte

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   type services. We understand that given the uncertainty of the scope of the
   project, you may not be able to provide an absolute precise total cost.
   However, the successful bidder will provide the Association with a favorable
   and complete pricing package based on the criteria outlined in this
   proposal.



   Submission
         Please submit proposals no later than the end of business on
   November 26, 2008. You may include company promotional materials in
   addition to your proposal response as long as they are attached. Please do
   not include loose papers or brochures.

         Please submit two (2) copies of your proposal in hard copy and e-mail
   a copy in PDF format. Submissions and questions regarding the proposal
   should be directed to:

   Ms. Karen Hutchins
   Executive Director
   Arkansas Bar Association
   2224 Cottondale Lane
   Little Rock, Arkansas 72202
   (501) 375-4606
   khutchins@arkbar.com

         All bidders are encourage to include in their submissions, any
   additional items, functions, features or capabilities which, in the opinion of
   the bidder, would enhance the value of the website to the Association and
   its membership.

          This RFP is voluntary and does not commit the Arkansas Bar
   Association to compensation for any costs incurred in preparing the
   proposal. The Arkansas Bar Association reserves the right to accept or
   reject any proposal in part or in its entirety. In addition, the Arkansas Bar
   Association reserves the right to negotiate with any bidder for terms
   different from those submitted in response to this request for proposal. All
   responses received shall become the sole property of the Arkansas Bar
   Association and dissemination of the proposal is at the Arkansas Bar
   Association’s discretion.



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