Wednesday 4 June 2014

REQUEST FOR PROPOSALS: WEBSITE DESIGN, CMS SUPPORT, MARKETING SERVICES

CHESTERFIELD CHAMBER OF COMMERCE REQUEST FOR PROPOSALS: WEBSITE DESIGN, CMS SUPPORT, MARKETING SERVICES

RFP RELEASE: MAY 14, 2014    CONTACT: DANNA GEISLER; 804.239.3565 danna@chesterfieldchamber.com 

The Chesterfield Chamber of Commerce (Chesterfield Chamber), a 501(c)6 business membership association representing nearly 550 unique businesses in the Richmond Region, is requesting proposals for website design, ongoing website maintenance and content management, and marketing services. 

WEBSITE DESIGN 

The Chesterfield Chamber is seeking proposals for website design that matches the evolutionary growth of the Chamber to primarily: 

 Enhance Chamber Member exposure and promotion. 
 Communicate Chamber news, projects, and initiatives. 
 Deliver easy-to-use event registration. 
 Engage volunteers and host committee discussion forums in a secure environment with username and password management. 
 Highlight the Chesterfield County business community and relevant topics/issues. 

Secondarily: 

 Offer site search-ability. 
 Communicate and smoothly interact with membership database system. 
 Allow Chamber Members to update company information. 
 Content Management System that allows Chamber staff the ability to update web pages. 
 Incorporate webinars and social media applications. 
 Spanish language translator option. 

Selection of a vendor will be determined by the best return on investment for Chamber Member experience. 
The selected vendor must be a Chesterfield Chamber Member at the time of contract execution. Non-members may submit proposals. 

Proposals may include full or partial in-kind donations for sponsorship incentives. Non-dues revenue generator ideas through a new website are welcome. 

PROPOSAL REQUIREMENTS: 

The website design will replace the existing chamber website: www.chesterfieldchamber.com. The Chesterfield Chamber is currently completing year one of its strategic plan implementation. Read the strategic plan. 

Only proposals with development and rollout timelines will be considered and must include work sessions with Chamber staff and committees for ideas and feedback on functionality and experience. 

The website must be compatible with the Chesterfield Chamber’s membership management database, Chamber Master, or include competitive alternate options. Alternatives must provide functionality and intractability equal to Chamber Master services that allow staff easy access to, and sharing of, critical membership and event information. 

As part of this request for proposals, vendors may submit a subsequent proposal for ongoing website maintenance and content management services. Website proposals must include easy content modification in the event Chamber staff need to manage content in-house. 

MARKETING SERVICES 

In addition, the Chesterfield Chamber is seeking proposals for outsourced marketing work to include: 
 Graphic design (event invitations, individual/ad hoc project branding) 
 Email marketing (weekly Chamber emails to membership) 
 Social media management (existing accounts include Facebook, Twitter, other ideas welcome) 

TIMELINE FOR VENDOR SELECTION: 

RFP released May 14, 2014 
Proposals due 5:00 p. m. EST June 16, 2014 
Vendor short-list selected June 30, 2014 (notifications sent) 
Vendor selected July 14, 2014 
Contract executed July 25, 2014 
Soft launch – December 2014 
Formal rollout to membership and community no later than January 2015 

Submitted proposals must include:

 Executive summary and qualifications. 
 Narrative of recommended site structure. 
 Portfolio examples of the vendor’s recent work. 
 Schedule of deliverables: Chamber Member idea and feedback sessions, design completion, website rollout. 
 Budget approach, with options and itemized breakdown of costs for design work and ongoing technical support. 
 Client references. 

Proposals must be submitted electronically by 5:00 p.m. EST on Monday, June 16, 2014, to: 

Danna Geisler, President, Chesterfield County Chamber of Commerce 
danna@chesterfieldchamber.com 
804.239.3565 

For more info, Please visit: http://www.chesterfieldchamber.com/userfiles/Chesterfield%20Chamber%20-%20RFP%20web%20design%20release%205%2014%2014.pdf

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