Website RFP

[Organization Name] website request for proposals.

Issuing Agency: [Organization Name]

Issue Date: [Date]

Proposal Due Date: [Date]

1. Executive Summary

The [Organization Name] is seeking qualified web development firms to design, develop, and implement a comprehensive website that serves our community's diverse needs while meeting modern digital experience standards. This project requires full compliance with ScanGov Standards (https://standards.scangov.org) to ensure our website meets contemporary digital experience benchmarks.

1.1 Project Overview

  • Complete website redesign and development
  • Content migration and optimization
  • Mobile-responsive design
  • Full ScanGov Standards compliance
  • Integration with existing organizational systems
  • Ongoing maintenance and support options

1.2 Key Requirements

  • Adherence to ScanGov digital experience standards
  • Section 508/WCAG 2.1 AA accessibility compliance
  • Mobile-first responsive design
  • Content management system (CMS)
  • Security best practices implementation
  • Performance optimization for fast loading times

2. Background and Objectives

2.1 Current Situation

[Organization Name] currently operates a website that requires modernization to better serve our community members and visitors. Our existing platform lacks contemporary functionality, accessibility features, and the digital experience standards expected of modern websites.

2.2 Project Goals

  1. Enhanced User Experience: Create an intuitive, accessible website that serves all community members
  2. Standards Compliance: Achieve full ScanGov Standards compliance for digital experience
  3. Improved Accessibility: Meet or exceed WCAG 2.1 AA accessibility guidelines
  4. Performance Excellence: Deliver fast-loading, responsive web experiences
  5. Security: Implement robust security measures to protect user data
  6. Future-Ready: Build a scalable platform for long-term organizational needs

3. ScanGov Standards Compliance Requirements

The successful vendor must ensure the new website achieves full compliance with all applicable ScanGov Standards as outlined at https://standards.scangov.org. The following standards are mandatory:

3.1 Search Engine Optimization & Discoverability

  • Robots Policy: Implement valid robots.txt allowing appropriate access
  • Sitemap: Create and maintain XML sitemap with all website pages
  • Indexing: Ensure site is available for indexing by search engines
  • Canonical URLs: Implement preferred page URLs to avoid duplication
  • Descriptive Links: All links must have descriptive text
  • Meta Information: Proper page titles and descriptions

3.2 Accessibility Standards

  • WCAG Compliance: Meet WCAG 2.1 AA accessibility guidelines
  • Screen Reader Support: Implement accessibility properties for screen readers
  • Alternative Content: Provide alt text, captions, and transcripts for multimedia
  • Color Contrast: Ensure adequate contrast between text and background colors
  • Hidden Elements: Properly handle hidden elements for accessibility
  • Language Attributes: Use correct language attributes
  • Keyboard Navigation: Ensure full keyboard accessibility
  • Tables and Lists: Make all data tables and lists accessible
  • Descriptive Identifiers: Use clear, descriptive element identifiers

3.3 Performance Requirements

  • Page Load Speed: First Contentful Paint within 1.8 seconds
  • Interactivity: Page response time under 0.2 seconds
  • Content Loading: Major content loads within 2.5 seconds
  • Server Response: Code delivery within 0.8 seconds
  • Cumulative Layout Shift: Minimize unexpected webpage content shifts
  • Mobile Responsiveness: Responsive design for all device types
  • Image Optimization: Proper image sizing and aspect ratios

3.4 Technical Standards

  • HTTPS: SSL/TLS encryption for all pages
  • Domain Configuration: Both www and non-www versions function properly
  • Character Encoding: Proper UTF-8 character set implementation
  • Language Declaration: Correct HTML language attributes
  • Document Type: Proper HTML5 doctype declaration
  • Viewport Settings: Mobile-optimized viewport configuration

3.5 Security Requirements

  • Content Security Policy: Implement restrictive CSP headers
  • HSTS: HTTP Strict Transport Security implementation
  • Security.txt: Provide security contact information file
  • MIME Type Protection: Prevent MIME type sniffing
  • Clickjacking Protection: Implement frame options security
  • Error Monitoring: Code error tracking and debugging capabilities

3.6 Social Media Integration

  • Open Graph: Implement Open Graph meta tags for social sharing
  • Social Media Optimization:
    • Website title for social sharing
    • Content category designation
    • Page-specific titles and descriptions
    • Canonical URLs for sharing
    • Preview images with accessibility descriptions

4. Functional Requirements

4.1 Content Management System

  • User-friendly CMS with role-based permissions
  • Content editing capabilities for non-technical staff
  • Version control and content approval workflows
  • SEO optimization tools built-in
  • Media library management
  • Multi-language support capabilities

4.2 Integration Requirements

  • Payment processing system integration
  • Document management system connectivity
  • Email newsletter subscription management
  • Calendar system synchronization
  • GIS/mapping system integration (if applicable)

4.3 Search Functionality

  • Site-wide search capability
  • Advanced search filters
  • Document content indexing
  • Search result optimization
  • Auto-complete suggestions

5. Technical Specifications

5.1 Hosting and Infrastructure

  • Secure, reliable web hosting solution
  • 99.9% uptime guarantee
  • Regular automated backups
  • Disaster recovery plan
  • CDN implementation for performance
  • SSL certificate management

5.2 Browser Compatibility

  • Support for current versions of major browsers (Chrome, Firefox, Safari, Edge)
  • Graceful degradation for older browsers
  • Cross-platform compatibility testing

5.3 Performance Metrics

All performance requirements must meet ScanGov Standards:

  • First Contentful Paint: ≤ 1.8 seconds
  • Largest Contentful Paint: ≤ 2.5 seconds
  • First Input Delay: ≤ 0.2 seconds
  • Server Response Time: ≤ 0.8 seconds
  • Cumulative Layout Shift: Minimized

5.4 Security Requirements

  • Regular security updates and patches
  • Vulnerability scanning and monitoring
  • Secure login procedures with two-factor authentication
  • Data encryption at rest and in transit
  • Regular security audits
  • Compliance with organizational cybersecurity policies

6. Design and User Experience

6.1 Design Standards

  • Professional, accessible design reflecting organizational brand
  • Mobile-first responsive design approach
  • Intuitive navigation structure
  • Clear typography and readable fonts
  • Consistent visual hierarchy
  • Organizational branding integration

6.2 User Experience Requirements

  • Intuitive navigation with clear information architecture
  • Accessibility for users with disabilities
  • Multi-language support (if applicable)
  • Print-friendly page layouts
  • Quick access to frequently requested services
  • User feedback and contact mechanisms

6.3 Content Strategy

  • Content audit and migration plan
  • SEO-optimized content structure
  • Regular content update procedures
  • Content governance policies
  • Plain language writing standards

7. Project Deliverables

7.1 Pre-Development

  • Project kickoff meeting and timeline
  • Detailed technical specifications document
  • Site architecture and wireframes
  • Design mockups and style guide
  • Content migration plan
  • Testing strategy document

7.2 Development Phase

  • Development environment setup
  • Staged development releases
  • ScanGov Standards compliance testing
  • Accessibility testing and remediation
  • Performance optimization
  • Security implementation and testing

7.3 Launch and Post-Launch

  • Production deployment
  • Staff training materials and sessions
  • Documentation (technical and user guides)
  • ScanGov Standards compliance verification
  • 30-day post-launch support
  • Warranty period support

7.4 Ongoing Support (Optional)

  • Monthly maintenance and updates
  • Security monitoring and patches
  • Performance monitoring
  • Content management support
  • Analytics reporting
  • Annual ScanGov compliance review

8. Project Timeline

8.1 Key Milestones

  • Proposal Submission Deadline: [Date]
  • Vendor Selection: [Date]
  • Contract Award: [Date]
  • Project Kickoff: [Date]
  • Design Approval: [Date]
  • Development Completion: [Date]
  • Testing and QA: [Date]
  • Staff Training: [Date]
  • Website Launch: [Date]
  • Project Closeout: [Date]

8.2 Expected Project Duration

Total project timeline: [X] months from contract award to final launch

9. Proposal Requirements

9.1 Technical Proposal

  1. Project Understanding: Demonstrate understanding of organizational website needs
  2. ScanGov Compliance Plan: Detailed approach to achieving full ScanGov Standards compliance
  3. Technical Approach: Architecture, platform, and technology recommendations
  4. Design Strategy: User experience and visual design approach
  5. Project Timeline: Detailed project schedule with milestones
  6. Quality Assurance: Testing and compliance verification procedures

9.2 Company Qualifications

  1. Experience: Minimum 3 years in professional website development
  2. Portfolio: Examples of similar organizational websites
  3. References: Three recent clients with contact information
  4. Certifications: Relevant accessibility and security certifications

9.3 Cost Proposal

  1. Development Costs: Itemized breakdown of all development expenses
  2. Ongoing Costs: Annual hosting, maintenance, and support fees
  3. Optional Services: Additional services and their costs
  4. Payment Schedule: Proposed payment milestones
  5. Total Project Investment: Complete cost summary

10. Evaluation Criteria

10.1 Minimum Qualifications

  • 3+ years professional website development experience
  • Portfolio of at least 3 similar organizational projects
  • Demonstrated accessibility compliance experience
  • Understanding of ScanGov Standards requirements

11. Contract Terms

11.1 Contract Type

Fixed-price contract with milestone-based payments

11.2 Warranty

  • 12-month warranty on all development work
  • Bug fixes and technical issues resolution
  • ScanGov Standards compliance guarantee

11.3 Intellectual Property

  • All custom development work becomes property of [Organization]
  • Third-party software licensing arrangements
  • Content ownership and usage rights

11.4 Service Level Agreements

  • Response time requirements for support requests
  • Uptime guarantees for hosting services
  • Performance monitoring and reporting

12. Submission Requirements

12.1 Proposal Format

  • Maximum 50 pages (excluding appendices)
  • Clear section organization matching RFP structure
  • Executive summary (2 pages maximum)

12.2 Submission Process

  • Deadline: [Date and Time]
  • Submission Method: [Email/Portal/Physical delivery]
  • Contact Person: [Name, Title, Email, Phone]
  • Questions Deadline: [Date]

12.3 Required Documents

  • Completed proposal response
  • Company insurance certificates
  • Financial statements or bonding capacity
  • References and portfolio examples

13. Terms and Conditions

13.1 RFP Process

  • [Organization] reserves the right to reject any or all proposals
  • Right to negotiate with selected vendors
  • Right to request additional information or clarifications
  • No compensation for proposal preparation costs

13.2 Compliance Requirements

  • All work must comply with local, state, and federal regulations
  • Equal opportunity employer requirements
  • Prevailing wage requirements (if applicable)
  • Insurance and bonding requirements

14. Contact Information

Primary Contact:
[Name]
[Title]
[Organization Name]
[Address]
[Phone]
[Email]