Request for Proposals for Design and Implementation
Issued by InterAction on January 11, 2020
InterAction seeks proposals from qualified vendors to redesign, develop, and launch a completely revised version of the Results-Based Protection (RBP) website in accordance with the requirements set forth in this Request for Proposals (RFP).
InterAction is the largest U.S. based coalition of international nongovernmental organizations (NGOs) with nearly 190 members working around the world in low- and middle-income countries, fragile and post-conflict states, and emerging/growth economies. Member organizations are large and small, secular and faith-based, with a focus on people living in the world’s most poor and vulnerable places. The U.S. public, foundations, and governments support the work of our member NGOs that collectively invest and manage more than $15.4 billion a year. InterAction revenues come from dues, government grants, private foundation and corporate grants, and a growing fee-for-service program portfolio. Using its collective voice and convening power, InterAction seeks to shape important policy decisions and actions across a wide range of issues – including foreign assistance, humanitarian relief, development, economic equity, food security, and climate change – that advance human dignity, human potential, and self-determination.
About the Project:
As the humanitarian community is increasingly focused on achieving protection outcomes, InterAction, since 2012, has been at the forefront of shaping and promoting the use of results-based approaches to protection in humanitarian crises. The RBP website is intended to cater to our target audiences and house relevant resources, including in a searchable resource repository, and an interactive landing page to learn and navigate the use of the GBV evaluation framework, among other RBP tools and resources.
- Create a digital platform that:
- Increases awareness about Results-Based Protection
- Showcases case studies and digital stories that highlight results-based protection in practice
- Educates, shares, and stores relevant RBP materials through a user-friendly, online resource repository
- Includes an interactive landing page for a new evaluation framework for the prevention of GBV currently being developed
- Houses and encourages practitioners to join an online community of practice to share, discuss, and learn about the adoption of results-based approaches to protection in humanitarian crises.
- Build a WordPress application to allow InterAction staff to build, visualize, and manage the new RBP website
- Build the RBP website utilizing InterAction’s current branding and style guide, including prominently featuring photography
- Provide a new information architecture
- Meet WCAG 2.0 Level AA accessibility standards
- Design to ensure the best possible experience on the widest range of mobile devices, browsers, and environments
- Collaborate with the InterAction design team to launch a subset of initial pages/sections (outlined in the Requirements section)
- Plan an implementation strategy to accommodate long-term maintainability and broad flexible growth
- Humanitarian professionals around the world (including those with low internet bandwidth sites) consisting of practitioners, donors, and policy makers
- The broader public, including academics and students
Scope of Work
Working in concert with InterAction’s RBP design team, the selected vendor will be responsible for developing a detailed project plan to accomplish the goals stated herein
The selected vendor will be involved in the design, development, and implementation processes with an ideal launch date of May 24, 2021.
The vendor will create a new visual website that is aligned with the InterAction brand and specific elements of the brand that best reflect InterAction.
The vendor will design, build, and implement all pages of the site.
- Throughout their involvement, the vendor will solicit productive feedback from InterAction’s RBP team with whom they will work for the duration of the project.
- The vendor will leave InterAction equipped with the tools and detailed documentation needed to manage and operate the RBP website for the coming years.
- The vendor will participate in regular (weekly or bi-weekly, to be determined by InterAction) check-in meetings between InterAction and the vendor for updates, requests, etc.
- Review pre-existing RBP website and other materials (to be provided by InterAction) after contract signature
- Provide a detailed project plan for design, development, and implementation to achieve the project goals
- Review user types to inform site architecture and content models
- Determine browser support requirements
- Determine needs for all development to occur in staging and development instances
- Design proposals (wireframes, prototypes, or others as needed or deemed appropriate by vendor)
- Two distinct design concepts, including homepage, feature story page, resource library, about/historical timeline, interactive landing page for the evaluation framework, and at least two basic pages for other content
- Three rounds of revisions based on user engagement, on the chosen design direction, including desktop, mobile, and tablet approximate sizes
- Set up development, staging, and production servers in Pantheon
- Present theme options for implementation of administrative interface in WordPress
- Compile technical documentation
- Propose list of suggested modules or plugins
- Implement a documented development process prepared for ongoing, long-term support, and maintenance by InterAction including best practices for updating CMS and third-party plugins or modules
- Install and configure required modules or plugins
- Build required content models, including but not limited to: content types, blocks, views, and taxonomy, including tags
- Create themes, template, and related components to support the design
- Build any custom modules as necessary
- Build the site to meet WCAG 2.0 Level AA compliance
- Optimize hosting environment for high-volume, high-availability needs
- CMS security framework and authentication integration
- Present caching strategies appropriate for Pantheon hosting
Front End Production:
- Production of required theme
- Production of UX content components
- Production of a modular pattern library with components easily accessible and selectable via WordPress
- Responsive testing
- Browser testing
- Accessibility testing
- Load testing
- Speed and optimization testing
- Print styles
- User testing (designed and led by InterAction)
Launch all Sections:
The vendor will launch all sections of the website. Initially on a test server for User Acceptance Testing (UAT), and eventually on a public-facing URL
The project is expected to begin in February 2021 and launch in May 2021.
*All dates are tentative and subject to change***February Vendor Selection and Discovery February/March** Vendor Presents Low-Fidelity Wireframes and Confirm Information Architecture
· Two Rounds of Feedback February Vendor Present Three Design Concepts
· Two Rounds of Feedback
· Select One Design Concept
February/March Clickable Mockups or Prototypes
· First Round of Feedback
· User Testing (1-2 weeks, led by InterAction)
· Second Round of Feedback
February/March/April Development on Test Server
· Two Rounds of Staff Feedback May UAT on Test Server
· User Testing (1-2 weeks, led by InterAction) May Launch (to include key content – remaining content to be added at a later date)
Development and Hosting Environment:
- InterAction-owned Pantheon hosting account
- The development process and hosting environment to utilize:
- WordPress 5.5 or later
- PHP 7.2 or later
- Pantheon hosting
- Automated testing
- Automated deployment
- Automated backups
- Git-based workflow
- Hosting-appropriate caching
- Set up development, staging, and production servers
- CMS set up, configuration, and optimization
- CMS development: content types, blocks, views, taxonomies
- Plan an implementation strategy to accommodate long-term maintainability and broad flexible growth
- Select, install, and configure modules as necessary
- Create new custom modules as necessary
- Import of external data into CMS
- CMS security framework and SSO authentication integration
Page Types and Content Types:
This is a suggestion – all pages to be finalized in consultation with the Consultant and InterAction’s design team.
Basic Page and Content Type (some or all pages to be available in multiple languages):
- About, featuring an interactive historical timeline from 2012-present, who we are, strategy
- Description on the Key Elements of Results-Based Protection
- Engaging/interactive page to showcase case studies and stories on the use of results-based protection (could be an interactive global map or other creative display)
- User-friendly Searchable resources-library that can store a variety of materials including reports, webinars, audio files, videos, training materials, etc.
- Landing page for an interactive evaluation framework for the prevention of GBV (currently being developed)
- Registration to join an online RBP community of practice
- Sign-up for RBP Digests/Alerts/Information
- Contact link
Front End Production:
- Design using responsive and progressive-enhancement best practices
- Production of required themes
- Production of UX content components
- Production of pattern library
- Responsive performance and behavior
- Meet or exceed WCAG 2.0 Level AA standards
- Load times and general performance optimization
- Print output
- SEO implementation
- Google Analytics implementation
- Documentation in recommended digital delivery format, preferably managed through git source control
- CMS documentation including simple YouTube video walk-throughs of the back-end for updating key back-end function
Proposals should include at least 6 requests for “fixes” following launch and end of contract to be initiated by InterAction. Proposals should also include one year of monthly maintenance support. No additional design is expected to take place during this time period (only uploading of additional content).
The budget range for this project is $55,000-$65,000.
Budget level is among the proposal evaluation criteria. InterAction seeks the best value proposal, which balances technical quality and cost efficiency. See “Budget Guidelines and Structure” section for more details
- Proposal Process
- Vendor must have demonstrated experience with WordPress
- Vendor must have demonstrated success on projects of comparable size, scope, and complexity
- Vendor must have demonstrated experience configuring and administering Pantheon hosting environment
- Technical components should not exceed 15 pages, single-sided, excluding cover letter and annexes
- Text should be no smaller than 10 point, single-spaced
- PDF or word files only
- Any external, direct links should be accompanied by explanations or references to specific features or functions
The vendor’s technical proposal should clearly include the following:
- Cover letter summarizing bid signed by organizational signature authority
- Brief profile of organization including leadership, years active, core competencies, and organizational capacity to manage this work (e.g. total number of permanent staff and positions, contract or freelance workers, equipment, software, physical space, office locations)
- Statement of Understanding of the project objectives
- Methodology specific to this project, including a description of the approach and methodologies for addressing key questions, management, analysis, and reporting
- Description of the management structure proposed including organizational contact point, project manager, key team members, and any subcontractors with rationale for include (see point on annex 2 below for details on CVs)
- Draft project workplan including anticipated project phases, corresponding to numbers 4 and 5 above and aligned to proposal budget
- Examples, including public URLs of projects you have completed of comparable size, scope, and complexity. URLs may be accompanied by screenshots to display specific features or functions. Examples relevant to work with humanitarian organizations, international development, non-profit organizations and/or associations will be highly valued.
- Annex 1: Portfolio image examples (please no descriptive text, which is restricted by page limits; only reference numbers, page numbers, and images). This annex should not exceed 10 pages.
- Annex 2: Please include the CVs of 2 project staff, including: name, position, years with company, years in the industry, relevant experience and training related to this project, and role on this project if awarded. One of these staffers must be the organizational contact point. This annex should not exceed 6 pages.
- Annex 3: Reference information for two to three current or former client projects, preferably with organizations that are comparable to InterAction, that have requested services in some way similar to the content of this RFP. This annex should not exceed 3 pages. Each reference should include company name and physical address, contact name and title, phone number, email address, three to five sentence description of the work provided, duration, and approximate budget amount, date work was completed by your organization, and live link to completed work.
Budget Proposal Guidelines and Structure:
- The budget should be presented as an Excel spreadsheet and be separated by deliverable phase (Discovery, Design Concepts, Implementation, Front End Production, Testing, and Launch), detailing expected labor and non-labor costs for each.
- Any staff proposed should be listed with daily rates and expected level of effort under each deliverable phase.
- Expected non-labor costs should be detailed under each phase, but may be listed outside of the component/timeline phases if they apply across all or most phases.
- The total budget should be represented as a fixed-cost. Any conditional features or components, as requested in the RFP or suggested by the vendor, should be separated as such in the budget to allow InterAction to determine their value.
Evaluation and Selection Criteria:
All proposals will be evaluated based on the below criteria and scored out of a total of 100 points by a team of evaluators.Criterion Description Maximum Points Comprehension and suitability The proposal demonstrates the bidder’s understanding of the project needs as outlined in the above RFP and the proposal clearly meets these needs including design, development, deliverables, and timeframe. 20 Experience and management capability Skills in planning, designing, developing, recommending, and communicating appropriate technical and aesthetic solutions is evidenced by the proposal. Candidate has successfully completed similar projects and has the qualifications necessary to undertake this project evidenced by past and current project experience, references, and organizational capabilities. 20 Creativity Vendor’s previous work shows a track record of creativity, innovation, and eye-catching design and implementation. 15 Staff The vendor’s proposed staff have the necessary experience and qualifications to lead the project and are supported by the appropriate resources. 20 Budget The budget makes clear the vendor’s focus on providing best value for cost and efficiency for InterAction. The proposed budget aligns to the approach, objectives, and phases outlined in the technical proposal. 25
- The issuance of this RFP and receipt of proposals does not commit InterAction to award a contract. InterAction expressly reserves the right to postpone the RFP process, to accept or reject any proposals received in response to this RFP, to negotiate with more than one applicant concurrently, or to cancel all or part of this RFP.
- Each firm may submit only one proposal.
- All submitted proposals are considered property of InterAction and will be kept confidential.
- Any costs or time accrued to develop and submit the proposal, or for the interview process, will not be reimbursed.
- This RFP is issued and the subsequent contract will be awarded under InterAction’s policies relating to the prohibition of fraud/corruption, sexual misconduct, and anti-money laundering and anti-terrorism.
How to apply
All proposals must be submitted to firstname.lastname@example.org with subject line “RBP Website Proposal Submission” no later than January 29, 2021. Late proposals may not be reviewed. Due to the expected volume of applicants, only shortlisted applicants will be contacted.
Following submission, select vendors may be asked to answer questions based on their proposal during the proposal review process, and participate in an interview to help InterAction make a final selection.