Western Pennsylvania Conservancy
Request for Proposals
WPC WEBSITE DESIGN
Due Date: October 7, 2016
The Organization and Website Project:
The Western Pennsylvania Conservancy (the Conservancy/WPC) is a nonprofit conservation organization headquartered in Pittsburgh, Pa. Since its founding in 1932, WPC has protected more than a quarter million acres of natural lands in Western Pennsylvania, protected or restored more than 3,000 miles of rivers and streams to improve water quality, and saves and assesses the condition of natural habitats for rare, threatened and endangered plants and animals. The Conservancy owns and manages more than 12,000 acres of land that are open to the public for a variety of recreational uses. The Conservancy has also helped establish 10 state parks, including Ohiopyle, Laurel Ridge, McConnells Mill, Moraine, Oil Creek and Erie Bluffs. Each year, the Conservancy partners with 12,000 volunteers and dozens of community organizations and businesses to plant and maintain more than 130 gardens in 20 Western Pennsylvania counties. The work of the Western Pennsylvania Conservancy is accomplished through the support of more than 10,000 members.
The Western Pennsylvania Conservancy also owns, operates and preserves Fallingwater®, a historic national landmark in Mill Run, Pa., a symbol of living in harmony with nature. It was designed in 1935 by the internationally renowned architect Frank Lloyd Wright. He designed Fallingwater as a weekend house for the Edgar J. Kaufmann family, owners of the Kaufmann’s Department Store chain located in the Pittsburgh area. In 1963, Edgar Kaufmann jr. entrusted Fallingwater to the Conservancy. Today, Fallingwater is a museum and open to the public for tours. WPC continues its preservation efforts and offers a wide variety of educational programs for school students, teachers and adult learners. On average, 150,000 visitors from around the world tour Fallingwater annually.
As part of a recent strategic planning process and efforts to better engage with all audiences, the Conservancy recognizes the need to strengthen and expand its communications efforts, brand identity and marketing strategies. We are seeking proposals to rebuild and redesign two websites owned and managed by the Western Pennsylvania Conservancy. Those website sites are: www.waterlandlife.org and www.fallingwater.org.
The attached brief includes an organizational profile, proposal requirements, timeline and the general scope of the project.
Proposal Deadline:
Sealed proposals (an original and five copies) must be received by 3:00 PM, Oct., 7, 2016. Proposals must be sent either via email, in a sealed envelope by USPS or another delivery service, or in person to:
Ellen Shogan
Director, Management/Grants Accounting
Western Pennsylvania Conservancy at Fallingwater®
P.O. Box R
1478 Mill Run Road
Mill Run, PA 15464
Phone: 724.329.7809
Fax: 724.359.5754
Email:
Proposals will become the property of WPC. They will not be returned.
WPC staff will evaluate all proposals. Evaluations will be based on professional expertise, experience of the firm and fees included in the proposal. WPC reserves the right to choose multiple vendors to complete the web projects.
Contacts for Questions Related to the Website Project:
Carmen Bray
Director of Communications
Western Pennsylvania Conservancy
800 Waterfront Drive
Pittsburgh, PA 15222
Phone: 412.586.2358
Fax: 412.231.1414
Email:
Randy Schreiber
Creative and Interactive Manager
Western Pennsylvania Conservancy
800 Waterfront Drive
Pittsburgh, PA 15222
Phone: 412.586.2372
Fax: 412.231.1414
Email:
General Requirements:
1. VENDOR’S REPRESENTATIONS: The Vendor, by submitting a proposal, represents that (a) the Vendor has read and understands the Request for Proposal, terms and conditions, and the proposal is made in accordance therewith; and (b) the proposal is based upon the services specified.
2. SUBMISSION OF PROPOSALS: Proposals shall be delivered and deposited at the designated location prior to the time and date for receipt of proposals. Proposals received after the time and the date for the proposal opening will not be considered. The Vendor shall assume full responsibility for timely delivery at the location designated for receipt of proposals.
3. MODIFICATION OR WITHDRAWAL OF PROPOSALS: Prior to the time and date designated for receipt of proposals, a proposal submitted may be modified or withdrawn by notice to the party receiving the proposals at the place designated for such receipt. This notice shall be in writing over the signature of the Vendor and shall be received prior to the designated time and date for receipt of proposals. A modification must be worded so as not to reveal the amount of the original proposal.
4. OPENING OF PROPOSALS: Proposals shall be opened by WPC shortly after the time and date proposals are due.
5. REJECTION OF PROPOSALS: WPC shall have the right to reject any and all proposals, in whole or part; and to reject a proposal that is in any way incomplete or irregular.
6. ACCEPTANCE OF PROPOSAL (AWARD): It is the intent of WPC to award a contract to the Vendor (s) who can demonstrate the necessary experience to complete this task in accordance with the scope of services listed in this Request for Proposals. WPC shall have the right to waive informalities or irregularities in a proposal received and to accept the proposal, which in the WPC’s judgment, is in the WPC’s own best interests. Any and all awards are subject to available funding. The contract is subject to the approval of WPC’s Vice President, Chief Financial Officer.
7. TAX EXEMPTION: Western Pennsylvania Conservancy is exempt from federal and state taxes and will not pay or reimburse such taxes.
INSURANCE: Before the issuance of a contract, and before commencing any work, the Vendor shall furnish a certificate, satisfactory to the Conservancy, from each insurance company showing that insurance is in force, stating policy numbers, dates of expiration, and limits of liability thereunder, and further providing that the insurance will not be canceled or changed until the expiration of at least thirty (30) days after written notice of such cancellation. The Western Pennsylvania Conservancy must be listed as an “Additional Insured” on all policies.
ü Consultant shall furnish proof of coverage of Commercial General Liability Insurance. The minimum amount of insurance coverage required is $1,000,000.
ü Workman’s Compensation Insurance: per Pennsylvania statutory limits.
The Vendor is encouraged to add to, modify, or clarify any of the scope of services items that it deems appropriate to obtain high quality results at the lowest possible cost. All changes should be listed and explained; however, the scope of services proposed, at minimum, must accomplish the goals outlined in this RFP.
In the event that mutually acceptable terms cannot be reached within a reasonable period of time, WPC reserves the right to undertake negotiations with the next most advantageous Vendor without undertaking a new procurement process.
Discussions and interviews may be held with Vendors under final consideration prior to making a selection for award; however, proposals may be accepted without such discussions or interviews.
The selected Vendor may not make any permanent changes in a key project team member without written notice to WPC reasonably in advance of the proposed change. The notice will include a justification with sufficient detail to permit evaluation of the impact of such a change on the scope specified within this Request for Proposals. Any permanent change in key project team members will be made only by written modification to the contract paperwork.
Attachments:
WPC Organizational Profiles
Proposal Requirements
Projected Timetables
Western Pennsylvania Conservancy Website Outline
Fallingwater Website Outline
Scope of Project / Design Requirements
Western Pennsylvania Conservancy
Organizational Profile
WPC Mission Statement:
The Western Pennsylvania Conservancy protects and restores exceptional places to provide our region with clean waters and healthy forests, wildlife and natural areas for the benefit of present and future generations. The Conservancy creates green spaces and gardens, contributing to the vitality of our cities and towns, and preserves Fallingwater®, a symbol of people living in harmony with nature.
Description:
Founded in 1932, the Western Pennsylvania Conservancy (the Conservancy/WPC) is Pennsylvania’s first conservation organization. February 2016 marked WPC’s 84th year in operation.
Land conservation and watershed protection and restoration projects are at the forefront of WPC’s protection, restoration and stewardship work. WPC helped establish 10 state parks and protected more than a quarter million acres of ecologically important land in Western Pennsylvania, which offers the public many conservation, recreational and scenic values. WPC also manages natural areas and preserves that are open to the public. WPC project managers, scientists and researchers are “in the field” working closely with landowners, farmers, businesses, local governments, local, state and federal agencies, and community groups on forest and farmland protection, watershed protection and water quality issues, streambank restoration, assessments and analysis of rare or endangered species and other critical conservation needs of the 21st century. WPC strives to achieve scientifically based, results-driven outcomes in the conservation, preservation and restoration of significant land, water and natural habitat areas to benefit everyone within Western Pennsylvania.
WPC is also known for its 130 seasonal community gardens located in 20 Pennsylvania counties. More than 12,000 volunteers and dozens of community organizations and businesses support the community gardens each year through volunteerism and financial support. The gardens range from large-scale floral displays at primary highway arteries in the metropolitan Pittsburgh region (Fort Pitt Tunnel, Liberty Bridge Tunnel and other major urban intersections) to mid-sized and small-scale flowerbeds in urban and rural neighborhoods across the region. The Conservancy also leads and implements a variety of community greening projects across the region that consists of tree plantings, bioswales and vegetable gardens and install green play areas for school children in Pittsburgh Public Schools.
WPC website: www.WaterLandLife.org
Fallingwater Overview:
The Conservancy preserves Frank Lloyd Wright’s masterpiece, Fallingwater, and conserves the site for which it was designed. The Conservancy interprets the house and site and their history for present and future generations of the world community. Fallingwater exemplifies Wright’s concept of organic architecture: the harmonious union of art and nature. Through a variety of educational programs and tours, we engage the public and celebrate the power of creativity and design in harmony with nature. Fallingwater meets the highest recognized standards of museum and preservation practices.
Description:
Fallingwater® is among the world’s best-known private residences, as the house captures imaginations and inspires as it dramatically cantilevers down a hillside over the rocks and stream below. An astonishing construction and a consummate example of the union of architecture and nature, the house was designed by Frank Lloyd Wright (1867-1959) and constructed between 1936 and1939 as a series of three horizontal floors, stacked one upon the other that appear to soar with no support, outward over a 30-foot waterfall below. Fallingwater masterfully integrates reinforced concrete, steel and glass – along with the natural materials of wood and native stone – to create a unique building with daring cantilevered construction that stretched the limits of design and technology in the 1930s.
In 1963, Edgar Kaufmann jr. entrusted the Conservancy with the preservation of Fallingwater, Frank Lloyd Wright’s architectural masterpiece located in Mill Run, Pennsylvania in the Laurel Highlands. Today, Fallingwater is a museum, operated by the Western Pennsylvania Conservancy, and is open to the public for tours. The Conservancy continues its preservation efforts and offers a wide variety of educational programs for school students, teachers and adult learners. On average, 150,000 visitors from around the world tour Fallingwater annually. Fallingwater is also among a group of 10 buildings designed by Wright, widely considered to be the greatest American architect of the 20th century, to become the first works of modern architecture nominated by the United States in January 2015 to the United Nations Educational, Scientific and Cultural Organization (UNESCO) World Heritage List.
Fallingwater website: www.fallingwater.org
Proposal Requirements
Please answer and/or provide information regarding the following in your proposal:
1. Explain why and how your company would provide the best website for WPC and Fallingwater.
2. What content management system do you recommend? Note: This RFP specifies WordPress as highly preferred. If your proposal recommends another CMS, please elaborate on the reasoning.
3. What free or licensed themes, plugins and add-ons would be included in the final product? Would your plugins and themes be developed by yourselves, or would you purchase a third-party plugin or theme for the new websites? If third-party, what is their history as part of the open-source community?
4. If there are portions of the project that your firm does not wish to bid on, please clearly indicate and explain.
5. Explain your approach to the web design process, including orientation; description of how you intend to familiarize yourself with our brand, mission and messaging; approach to wire-framing; your ability to perform market research or access to market research studies; and preliminary concepts.
6. Please confirm that these sites will be mobile responsive and cross-browser compatible.
7. Explain your approach to the client approval/rejection/refinement process.
8. Explain how costs and other fees (beyond the design fee) are determined.
9. What is your firm’s approach to project management and client interaction?
10. We would like to receive line item costs for each aspect of the project. (Please include design and production fees and an estimate of billable items when applicable.) WPC reserves the right to eliminate any portion of the project described herein due to budgetary limitations.
11. Resume of key individuals who will be directly involved with the project.
12. Please identify and describe any sub-contractors that your firm will involve in the projects, and which portions they will work on.
13. Contact information for at least three references.
14. Provide three examples of successful website redesigns that your firm has completed that are relevant to the projects.
Orientation Materials for Selected Firm:
The firm selected for design of the WPC and Fallingwater websites will receive a thorough orientation about the organizations and the web projects, including information on brand identity manual guidelines.
PROJECT TIMETABLES
1. The Fallingwater website: November 2016 to March 31, 2017
2. The Western Pennsylvania Conservancy website: April 1, 2017 to August 28, 2017