Web Redesign Consultant at Plan USA – Washington, Dist. Columbia

Request for Proposal (RFP)

We are Plan International. We work with children, especially girls, and our supports and partners in more than 80 countries to create a world where we are all equal. To do that, we tackle the root causes of the challenges and inequalities that children face. We’re there from birth until adulthood, supporting children to prepare for and respond to crises and adversity, while particularly focusing on the experiences of girls. With over 85 years of experience, we won’t stop until we are all equal.

Plan International’s U.S. office is preparing to redesign its website, www.planusa.org. We invite qualified vendors (organizations/consultants) to submit proposals to provide services described in the scope of work below.

In preparation for a full overhaul and redesign of the www.planusa.org website, Plan is hiring a consultant to have with three distinct lines of work. The vendor will support our organization by leading a workshop, conducting an audit of our current website and assisting in the development of Request for Proposals for website build partner(s). This work will help us clarify goals, identify necessary decisions, and ensure alignment with the broader organizational objectives.

Workshop

• Objective: Design and facilitate a workshop to further define our website goals, audience needs, and key decisions that need to be made.
• Participants: The core website refresh group, plus additional stakeholders from across the organization, as appropriate.
• Logistics: The workshop may involve travel to our offices in Rhode Island or DC, and the vendor should expect pre-workshop planning meetings and a debrief session following the workshop.
• Deliverable: A comprehensive report that summarizes the outcomes, insights and decisions from the workshop.
• Timeline: Complete by end of March.

Website audit

• Objective: Conduct a detailed audit of our current website to assess its functionality, design and performance relative to the goals outlined in the workshop.
• Scope: The audit should evaluate both technical aspects (e.g., CMS, integrations, performance) and user experience. A proposal for what the audit will cover will be due in advance for approval.
• Deliverable: A written audit report with clear recommendations for improvement and areas that need attention before proceeding with the redesign.
• Timeline: Complete by end of first week in April.

RFP development

• Objective: Assist in developing RFP(s) for website build partner(s), ensuring that the requirements are aligned with our goals and technical needs.
• Scope: Collaborate with a small internal team to finalize the RFP, based on insights from the workshop and audit.
• Deliverable: A finalized RFP document(s) ready to be distributed to website build partners.
• Timeline: Complete by end of first week in May.

1. Technical Requirements
2. Experience: The vendor should have experience working with nonprofits, particularly in website redesigns, and be well-versed in integrating websites with Salesforce and payment platforms. Familiarity with complex global organizations and WordPress is highly desired.

1. Proposal or statement of work

• Description of approach: A detailed explanation of how you would approach the workshop, audit and RFP development. This should include a proposed methodology for each phase and how you plan to collaborate with Plan.
  • Audit Process: A description of the process you would use to audit our current website (technical and UX aspects).
  • Workshop facilitation: An outline of how you plan to facilitate the workshop, including any pre-work, structure and post-workshop deliverables.
  • RFP creation: An explanation of your approach to helping you draft the RFPs, including how you will incorporate our goals, audience needs, and technical specifications into the document.
• Timeline: A breakdown of how you would structure the project to meet our deadlines.
• Deliverables: Clear list of deliverables for each phase (workshop report, audit report, RFP document).

2. Experience and qualifications

• Relevant experience: A summary of past projects that are similar in nature, especially work with nonprofit organizations, Salesforce integration, complex global organizations and WordPress websites. Include case studies or examples of relevant work.
• Team members: Details of the consultant or team who will be working on the project, including their relevant qualifications and experience (e.g., technical skills, workshop facilitation experience, experience with nonprofit digital transformation).
• References: At least 2-3 references from similar clients who can speak to their ability to deliver on similar projects.

3. Portfolio

• Relevant work samples: Links to or descriptions of past websites you has worked on, particularly those involving nonprofit clients or Salesforce integrations. These samples should demonstrate your understanding of the needs of a global nonprofit audience and ability to build user-friendly, adaptable websites.

5. Budget and payment structure

• Cost proposal: A breakdown of your fees for each phase of the project (workshop, audit and RFP development), along with any other anticipated costs (e.g., travel expenses).
• Payment terms: A proposed payment schedule based on milestones or deliverables.

6. Availability and commitment

• Timeline confirmation: A statement confirming your ability to meet the outlined timelines.
• Point of contact: The primary contact person for the project and their availability during the timeline.

Submit proposals by February 17, 2025 by e-mail to Maria Holsopple with the subject line of “Website redesign consultant (Name of organization/person).” Late offers will be rejected except under extraordinary circumstances at Plan’s discretion. Plan reserves the right to reject incomplete submissions.

All quotes must be valid for a period of at least 90 days. Price should indicate any tax as a separate line item.

Five topics will be evaluated, as per the criteria presented below, for a maximum of 70 points. Only those bids that comply with technical evaluation requirements and reach a minimum of 35 points will be considered for selection, and thus be evaluated for cost.

The selected contractor is expected to use Plan’s standard Contractor template, available upon request. The selected vendor will be required to confirm its agreement to abide by Plan’s Safeguarding Children and Young People Policy and Trafficking in Persons Policy, copies of which are available upon request.

All contractors who submit bids confirm that by submitting bids, to the best of their ability, they have no conflict of interest with respect to the products/services to be performed for Plan; any potential conflicts of interest should be disclosed in writing in the quote. The selected contractor is required to agree not to enter into any such agreement or execute any documents that will create a conflict of interest or which will prevent contractor from freely performing any obligation under the agreement.

In submitting a proposal, all vendors warrant: (i) no kickback, bribe, gratuity or transfer of anything of value was offered, agreed to, or made, nor shall be made, to or for the benefit of any employee or representative of Plan in return for or in connection with the award of a potential agreement; (ii) the potential vendor has not engaged in bid-rigging or other collusive agreements or behavior with any actual or potential competitor which behavior could have had the effect of lessening competition for the award of this product/service or of raising the price of the Deliverables or the Services procured; (iii) no offer, payment, consideration, or benefit of any kind, which constitutes an illegal or corrupt practice, has been made or shall be made, either directly or indirectly, as an inducement or reward for the award of this product/service; and (iv) all statements of material fact contained in any proposal, response, certification, or questionnaire submitted in connection with the solicitation, award or negotiation are true and complete when made.