Request for Proposal For Website Redesign and Hosting with

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-todate 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 Page 1 of 10 G:\08\ARBA Web - G8040101\RFP - ARBA Website Redesign - Final 30 October 08.wpd • • • • • • • • • • 2. 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. 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 ecommerce functions with the Association’s financial record keeping system (QuickBooks). 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. 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. 3. 4. G:\08\ARBA Web - G8040101\RFP - ARBA Website Redesign - Final 30 October 08.wpd Page 2 of 10 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; A cohesive graphics design (visual theme, color scheme, etc.); Design of site navigation tools - buttons, menu bars, icons, etc.; A Redesign of the Association’s Seal for electronic disbursal; Create links to related Internet sites researched and approved by the Association; Create various on-site services and features which may include links to search engines, a site index and a site map; Where appropriate, adapt forms, manuals, Association promotional materials, logos, etc., already in use at Arkbar.com to the new web site; Create site help pages, guided tour, tutorials, etc. Provide active content which may include animation, ensuring browser compatibility, especially with Explorer, Firefox, and Safari browsers; Perform continuous security testing with representatives of the intended user group and make appropriate adjustments; Develop a web site that can be easily maintained and updated by staff and provide documentation for this function; Provide secure avenues to achieve e-commerce for the Association, Page 3 of 10 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. G:\08\ARBA Web - G8040101\RFP - ARBA Website Redesign - Final 30 October 08.wpd 13. 14. online CLE registration; online payments of dues, sales, etc.; 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 Develop a mobile device accessible site. The Association would like the functions of the website to include the following: 1. 2. An Association calendar on the home page; 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; Functions listed elsewhere in this RFP such as “Scope of Work - Data Base;” 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 Page 4 of 10 3. 4. G:\08\ARBA Web - G8040101\RFP - ARBA Website Redesign - Final 30 October 08.wpd 5. 6. 7. 8. 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). 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); 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; 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; 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; Page 5 of 10 i. G:\08\ARBA Web - G8040101\RFP - ARBA Website Redesign - Final 30 October 08.wpd 9. 10. The ability to post podcasts and videos on the website; and 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; Page 6 of 10 • • • • • G:\08\ARBA Web - G8040101\RFP - ARBA Website Redesign - Final 30 October 08.wpd • • • • • • • 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. G:\08\ARBA Web - G8040101\RFP - ARBA Website Redesign - Final 30 October 08.wpd Page 7 of 10 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. G:\08\ARBA Web - G8040101\RFP - ARBA Website Redesign - Final 30 October 08.wpd Page 8 of 10 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 G:\08\ARBA Web - G8040101\RFP - ARBA Website Redesign - Final 30 October 08.wpd Page 9 of 10 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. G:\08\ARBA Web - G8040101\RFP - ARBA Website Redesign - Final 30 October 08.wpd Page 10 of 10