Request for Quote

Revised Dates for Proposal Evaluation

• RFQ published November 13, 2024 to selected vendors.
• Proposals must be received by December 20, 2024 at 5 pm.
• During this time, potential vendors may submit questions in writing. These questions and the corresponding answers will be posted on our website RFQ page located at https://inaeyc.org/rfq/
• If necessary, in-person vendor meetings happen January 6, 2025 through January 10, 2025.
• The successful vendor will be notified no later than January 15, 2025. Notices go out to the unsuccessful vendors at the same time.
• A revamp of website is available by April 15, 2025 for INAEYC’s final review.
• Vendor will incorporate any changes noted during the final review into the new website .
• Launch website the week of 5/1/2025.

Questions/ Answers:

Please submit your questions to websiterfq@inaeyc.org

• Is there a DNE budget for this project?
  • While not a DNE, we are looking at $60k to $65k as the budget.  A project budget exceeding this amount will not disqualify a respondent.
• Do you currently have a brand guide that we need to adhere to for the custom graphics, photo treatments, and branding elements?
  • We do have a brand guide that is provided by our national office.  The current website design uses those guidelines regarding fonts, photo treatments and colors.
• Can you provide any current website analytics so we have a baseline for our KPI recommendations? We are particularly interested in current visitor segments and behavior, top pages, and engagement analytics.
  • We do have google analytics data.  We would need to know the time period (3 months, 6 months, one year?).  Once we have that information we can post the reports.
• Would you be able to provide the key findings from the web form, https://inaeyc.org/website-updates/?
  • This form is for staff to use to request an update or correction to a page.
• What role, if any, do you see the website playing in increasing the number of INAEYC members, event attendees, and grant/scholarship applications?
  • Through better presentation of the information.  We consistently hear from users that information is difficult to find.
• The RFP notes that INAEYC staff will provide content for the new site Are you open to us providing optional pricing to provide SEO-optimized copywriting and/or copy editing? This would be part of our recommendation for increasing organic search traffic.
  • Yes, we are aware this is an issue.  Please quote this work should be stated as a separate line item. We understand this cost will vary based on volume.  If you prefer, we can state this as a rate, i.e., $ per hour for an SEO copywriter.
• Do you have any existing video content that can be used on the site? Video ranks well in search (and can be utilized in your social media efforts as well).
  • We do not have existing video content.  We do have an interest in creating video content.  This is beyond the scope of this RFQ.  However, if your company provides these services, please include that information in your response.  You can also state this as a rate, i.e., $ per hour for video production; $ per hour for video editing, etc.
• Are there NAEYC requirements for how much national information you must include on your site? We see an opportunity to streamline your site experience by prioritizing information that is most relevant to Indiana educators.
  • There are no requirements from NAEYC regarding what must be included. We do need to include membership information and accreditation.  How that information is presented is up to us.
• The RFP mentions the need for a CMS that allows for easy updating. What has been your current experience with the WordPress CMS for your current site theme?
  • We use a theme called Avada which has plugins for the core, sliders and event calendar. This meets our needs.
• Do you have a current database management system(s) for managing members, scholarship recipients, grantees, regional contacts for the service area map feature, etc.? Is your current email provider integrated with your database management software?
  • Our current email provider is not integrated with any of our data systems.  Our membership data is managed by NAEYC. We have limited access and no integration ability.  The same holds true for the groups as well.
• Can you provide details on the hosting and infrastructure of the current website (inaeyc.org) and intranet (intranet.inaeyc.org)?
  • We are currently hosted on the ICDSoft Business Plan. Details of that hosting plan are available at Hosting Features | ICDSoft.  Additionally, we have a third-party who maintains the backend of the site, performs updates and provides technical support.
• Could you please provide more details regarding the “Website must not require plug-ins as a default” requirement? Understanding the specific functionalities and your primary concerns will help us tailor our proposal to better meet your needs.
  • This applies to the user (public facing) side only.  We do not want users to have to download plugins or addons to be able to use website features.