PORTLAND COMMUNITY MEDIA REQUEST FOR PROPOSALS SUMMER FALL 2009 WWW.do PCM.org 1. DESCRIPTION, PURPOSE & OBJECTIVES OF WEBSITE/REDESIGN Project Description: PCM is seeking a professional web designer to develop and implement a comprehensive redesign of its current website. The redesigned PCM website will serve as a marketing site and interface with PCM s recently developed Drupal based Open Media site; open media will be utilized as an interactive services site only. The marketing site will have the domain name of www.dopcm.org and will replace the existing pcmtv domain name. The redesigned site will also be Drupal based; however, will improve the existing Drupal based technology and offer capabilities to develop a user friendly site. Purpose of the redesign is to heighten user experience, drive specific programming content and increase awareness of Portland Community Media. Objectives of the redesign of the PCM website is to: o Improve web site design and aesthetics o Develop a quality brand asset that captures attention o Heighten PCM s visibility via Internet o Broaden customer base, particularly among Internet buffs o Enhance customer interactive experience o Create a user friendly and click through experience o Ease of administrative and web author updates for internal staff 2. BUDGET PCM is a 501c3 SmartAccess, public benefit community media organization with a myriad of program areas. As a community media organization, PCM has restructured its point of entry around technology access and digital literacy as it relates to multimedia as a trade, technology as an economic driver and community media as a communications platform for freedom of expression. Capital Budget Maximum is: $7,000 (includes planning, contingencies and updates within a specified timeframe). Project Commencement & Timeframe: Oct/Nov/Fall 2009 1
3. TERMS AND CONDITIONS Terms for proposal: Relevant dates (see item #11 below) Please provide {2} copies of any proposals submitted: 1 electronic copy and l hard Electronic and hard copies proposals should be delivered to: Daniel Sasser, IT Administrator at email: dsasser@pcmtv.org and post: Portland Community Media (PCM) 2766 NE ML King Blvd. Portland, OR 97212. Copies should be emailed by Sept. 30 and postmarked by Sept. 28 All proposals must include a statement of authorization to bid signed by a principal of the responding company All proposals must use the proposal format outlined in this RFP Parties submitting separate proposals may not discuss pricing information or they will be ineligible to bid on the project Bidder status: bidder must disclose any relevant conflicts of interest and/or pending lawsuits. 4. BACKGROUND OF ORGANIZATION Founded in 1981, Portland Community Media (PCM) is a 501c3 SmartAccess, public benefit organization dedicated to ensuring that its local community has access to technology and quality local programming. As a complex organization, PCM has a variety of departments that include Center for Media Education, Portland Youth Media, Multimedia Services, Programming & Facilities, Information Technology, Development & Marketing, and Executive which includes Human Resources, Finance and Administration. PCM serves a broad range of stakeholders (individuals and groups) with emphasis on individuals and groups with limited or no access to technology. PCM offers multimedia and digital technology training courses and tools for its stakeholders to access cable and other media as a means of communication, civic involvement, artistic and cultural expression and community development. Additionally, PCM offers local nonprofits, small businesses and government organizations multimedia services on a fee for service basis. PCM s local programming is diverse. With close to 200 independent producers, nonprofit groups and PCM staff, programming originates locally, comes via satellite and is noncommercial thus targets or serves as a voice for PCM s local communities. PCM has service on six Comcast Cable channels: CAN11, PUB21, ITN22, ITN23, POP29 and CityNet30 (local government). PCM curates POP29 with satellite and locally produced programs under the auspices of Multimedia Services. POP29 and CityNet30 are streamed 24/7 on the PCM website. 2
PCM has a 12 member policy board, 28 full time employees, as well as on call staff and an annual operating/capital budget of $2.8M. The PCM Chief Executive Officer leads PCM operations in collaboration with a 9 member Leadership Team comprised of internal directors and managers. 5. AUDIENCE: Audiences to be served by the www.dopcm.org redesigned site will include: Stakeholder/Audience Group Priority Prospective clients for fee for services #1 Prospective multimedia students & #1 educators Prospective or existing donors #1 Prospective & existing board members #1 Existing & prospective viewers #1 interested in programming Community media, new media, arts and #1 culture consumers Prospective & existing community #1 partners Government representatives & elected #2 officials General Public #2 Site Features 6. TOOLS AND FUNCTIONALITIES There are 6 individual pages that need styling Home page including a flash viewer, a feed from the events calendar and a feed from the program schedule A program schedule page A calendar page A donate page A Show page probably with multiple viewers A page from classes with a viewer and a feed from CiviCRM with the upcoming classes Important requirements Drupal 6 Nov 30 released to the community Few stylesheets Drupal coding standards 3
In line edit for content Easy to update content 7. SITE SPECIFICATIONS Design parameter Accessibility/Usability Usability testing mid stream will validate navigation choices Drupal based Platform This is a redesign of a current site, which is currently built on HTML and Drupal. E Commerce: Website redesign should have capabilities to utilize e commerce and pay online specs. 8. AVAILABLE TECHNOLGY RESOURCES/INTEGRATION ISSUES Existing web content and site map Existing database, HTML and Drupal codes Fonts, photos, marketing materials, links 9. STAFF RESOURCES PCM Point of Contact/Project Managers: o Irena Boboia, Broadcast Designer o Daniel Sasser, IT Administrator Web team to review proposals 10. PROPOSED TIMELINE Develop RFP process: September 1 2009 RFP release date: Sept 10, 2009 Submission of questions on RFP: sept 10, 2009 post to website Proposals due: Sept 30, 2009 Finalist interviews: Oct 1 12, 2009 Proposal award date: Oct 15 2009 Initial meetings: Oct 2009 Design Review: Nov 10 Design Implementation: Nov 20 Proposed site launch November 30 2009 11. FORMAT FOR PROPOSALS 1. Executive Summary a. Summary narrative about organization submitting RFP and qualifications 2. Technical Volume 4
a. Web redesign process: explain the process you will follow to redesign the PCM web site, including major milestones and evaluation. b. Address usability standards and testing c. Address any important technology information and specifications used in your solution (languages, platform, etc.) 3. Management Volume a. Organizational structure: communication process; including lines of reporting and any special tools used. b. Schedule of deliverables 4. Budget Volume a. Break down cost by production hours, tools and functionalities (See section #6) b. Training and Style Guide: ID costs to train our staff to use site tools and provide a style guide if applicable. c. Other charge areas: Please ID potential contingency fees. 5. Attachments a. Qualifications and Experience: relevant case histories with information accessing online demos or examples b. Biographies of all who will work on account c. Professional references. 5