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Bidding Company Profile
   Web site creation, management and promotion since 1998
   Project teams are assembled to suit the client’s needs
   Macromedia Contribute Administrator
   Open source (content management systems) Mambo, Joomla!, Plone
   Custom or templated design 
   Dynamic functionality using php, javascript, Flash, MySQL databases
   Secure Ecommerce – Paypal, merchant accounts, Amazon, carts, Paperstreet
   Site Promotion – Google AdWords, Yahoo ads, eBay, search engine listings

Summary of Goals
XYZ wants to develop a new web site to benefit of technological advances and improve the service provided online. This requires a web site/web services that offer the most accessible content for the broadest based audience possible.  XYZ's needs require a content management system and database integration.

A formula utilizing open source software and a small, experienced team to achieve the greatest return on investment is presented in the following proposal. 

Contents of Proposal

1. Methodology
2. Feature List and Relationship to Goals
3. Production Schedule
4. Cost Estimates
5. Qualifications, References
6. Terms and Conditions

1. Methodology

Follow an “agile” methodology and work with a small, independent team of highly skilled professionals to ensure:

1. Light process – relies on human beings, not on rigid formality
2. Ability to work more rapidly and  adapt solutions quickly during development
3. Based on short and frequent development cycle iterations
4. Saves costs by investing in expertise rather than overhead

Base the architecture of the solution on an open source Content Management System such as Joomla!, Mambo, or Plone and economical 3rd party add-ons.  

1. Saves time required to build a site from scratch by starting from an existing framework.
2. Saves cost as it is the customization and implementation rather than the software that is invested in.  To foster the open source community, a contribution is often given back in the form of enhancements developed for the project.
3. Adds functionality that would otherwise be beyond the scope of the budget.
4. Makes maintenance easier if the CMS chosen has a solid architecture, and a large community of developers and users (the time required to build such an architecture from the ground up would have been prohibitive).

2. Proposed Feature List and Relationship to Goals

Accessible design  (Tina compliant)

1. Cross-browser and platform compatibility
2. Text based navigation  
3. Appropriate color contrast for readability
4. Resizable fonts and correct character encoding (ready for internationalization)
5. Print-friendly versions
6. Fast loading, light pages
7. Metatags, alt tags, title tags and tooltips where appropriate

Accessible design will allow a majority of users, including those with disabilities such as the visually impaired and those with limited Internet connections using older browsers to generally access information. However, given the nature of the Internet, XYZ should be aware that not every feature can possibly be made available to all users, especially to users with very old or unsupported browsers.

Content  Organization

1. Coherent structure
2. Time-saving conventions
3. Persistent navigation
4. Pathway (breadcrumbs)

Consistent underlying architecture will make XYZ on-line content easier for visitors and content managers to  find and use, improving transparency and information management. Usability translates into a positive visitor experience and relationship with the provider.

Administrative control of site content
Traditionally this is a costly functionality and is often cheaply implemented. One of the benefits of using a CMS is that they come with some basic built-in administrative back end functions. 

1. Content creation, editing, updating, archiving and deletion throughout the site
2. Management of user groups and permissions: member, guest, editor, publisher
3. Creation and delivery of newsletter (html or text) to any or all groups of site users
4. Creation and archiving of data
5. Display and modification of Calendars or Schedules
6. Upload of podcasts, text-rss news, images and pages to correct sections
7. In-house control of membership options, promotions
8. Oversight of events submitted by the public and discussed in a member’s forum, linked to Calendar

Why not Contribute? The enhanced site administration of a CMS beyond the sole content updating that Contribute offers provides increased usability for staff and timely dissemination of information.  Contribue is a good solution for sites less complex than the one in this proposal.

Suggested front-end features for a community-service site

1. RSS feeds of local news 
2. RSS syndicated news from other sources
3. Podcasts of current and library (archive) materials – listen or subscribe
4. Add rss or podcasts to MyYahoo
5. Online newsletter signup
6. Send this page to a friend
7. Print-friendly page
8. Join, purchase and/or donate securely on-line
9. Search site via keywords, including  board minutes, playlists, news
10. Community event calendar with public submissions via the web, can synch with iCal
11. Moderated community forum associated to content such as events, news, programs
12. Site map
13. Program schedule viewable by day, week, topic, host or search keyword
14. Sponsor information tastefully displayed or linked to relevant items such as program descriptions or podcasts, benefiting and encouraging participation of underwriters.  Listings can be turned on and off by date.
15. Graphic spots for reminders of how and why the organization needs support, tied in to relevant content, will encourage user participation, contribution and awareness of the ways to do so
16. Expanded secure opportunities for  online donations making it easier for users to  act upon their intention to give financial support or make purchases

The above features are possible within the estimated budget, provided that the precise requirements of XYZ do not exceed the standard functions.

3. Tentative Production Schedule (to be finalized at initial meeting)

>Initial questionnaire completed and returned by client
> Meeting to go over questionnaire and develop project plan
> Upon contract signing –  discovery,  user scenario and architecture development
> Pre-production: XYZ materials delivery, CMS installation, model development, presentation of   design and structure, adjustments if needed and approval
> Production: Customization of site components, production of site sections, iterations of adjustments
> Continues: On-line references, site and staff training, correction of problematic content,  graphics, structure, features
> Pre-launch: non-public site launch, final documentation, staff finalizes content,  bug testing
> Launch: final payment and site launch upon XYZ green light. 
>Post launch error checking and tweaks.  Search engine submission.

4. Cost Estimate
This budget does not include web hosting. Organized, clear information and timely delivery of materials from client is essential.  If initial discussion indicates that critical items require more complexity than estimated, the features would be prioritized to remain within the budget.

A budget is (usually) presented here based on specifics of a project.  

5. Qualifications and Relevant References for Julie Vetter

(those relevant to project are listed here with contacts)

Access to a demonstration CMS site with similar features to those requested by XYZ can be provided upon request, please contact me if you are interested in a “test drive” of a content management system. email a request via the main page contact information http://askjv.info

5a  Potential Team Profiles

(team depends on project)

6. Standard Terms and Conditions

Fulfillment: Julie Vetter (JV) will provide the services described in the signed contract, and use best efforts to complete the work within the estimated cost and schedule (granted client does not change the terms set forth in the contract and meets their responsibilities as outlined in the contract). 

Subsequent Changes to Initial Proposal: If it becomes apparent to JV that either cost or scheduling are going to be exceeded due to changes or additions initiated by client or by unforeseen issues,  JV will advise client in advance. 

Client Responsibilities: client agrees to provide JV with all information and materials needed for site creation before production will commence.

1. Images must be cropped, corrected, sized and of acceptable quality and delivered in the appropriate web-ready format such as jpg or gif. 
2. Complete text  needs to be provided in a final proofed electronic format ( for example, in an email or word document attachment to an email) for each page of the site.  
3. Audio for initial podcasts must be provided in MP3 format.
4. Clips for dual bandwidth stream to be provided by XYZ. 
5. Streaming server technology to be arranged between XYZ and MCN  
6. Any member lists must provided in a format compatible (to be determined) with the MySQL database.
7. JV offers both image and copywriting services but they are not included in this estimate.  Decisions about migration of current site data are client’s responsibility. 
8. Client is responsible for no delay in review and sign-off on mock-ups or last-minute changes. 

Deposit:  client will pay 20% of the estimate with delivery of signed contract before commencement of services beyond the initial estimate, questionnaire & planning meeting.

Payments: client will make payments as outlined in the contract.  Services will continue upon payment for each completed phase.

Warranty:  client warrants that the content and information provided will not infringe upon any copyrights and will be legally obtained and hold JV harmless for any breech of this warranty.

Ownership:  Copyright in the design of the Web Site will belong to client according the to the Creative Commons license, any third-party components (open source or otherwise) shall be subject to their own particular licenses, if any.

Confidentiality: Neither JV nor client will divulge any confidential information without prior approval and for no other purpose than to complete the assigned tasks.

Termination: client may terminate this agreement by notice in writing or via email to JV.  JV will invoice client for services performed up until the receipt of termination notice and provide client with all tangible work to date.  JV may terminate this agreement with 14 days written notice or for non-payment.

Mediation:  Any unresolved claims will first be submitted to mediation and then arbitration.

Governing Law: This Agreement will be governed and  interpreted by the standard terms and conditions of such contracts and by the laws of the state of California.

This proposal, in whole or in part, may not be reproduced, stored, transmitted, or used for design purposes without the prior written permission of  Julie Vetter.
The information contained in this document is not a binding agreement and is viable for the period of thirty days from December 15,2005.

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