Dear All,
As part of the Pen Collectors of America's continuing efforts to be both more helpful to members as well as a greater service to the community at large, we are undertaking a huge effort to provide greater functionality to our website. To this end, we would like to invite anyone with technical background in web development to respond to the following RFP. If you know of someone -- even if they aren't involved in the hobby (gasp) who might be interested in this opportunity, please do forward them this information.
Questions or comments? Please let us know.
Carla Mortensen
Vice President
Pen Collectors of America
carla_mortensen@hotmail.com
Request for proposal
May 25, 2008
The Pen Collectors of America entertains proposals to add functionality to our website in order to provide member services and enhanced communication with the PCA membership.
Background information
The Pen Collectors of America website, http://www.pencollectors.com, currently contains primarily static information updated from time to time. In a survey of PCA membership, members expressed interest in a downloadable digital library, more frequent updates to the website, and members-only content.
The PCA Board would like the website to incorporate membership management features, advertising and promotion, online voting for PCA board elections and member surveys, and content from PCA publications, such as the Pennant and PCAccess, the PCA e-mail newsletter.
Requirements
Member services
Membership communications and processing
A database for membership information will be created to facilitate membership management, member login to the website, and other membership services.
Visitors to the website will be able to sign up for PCA membership, and current PCA members will be able to renew their memberships online.
The administrative portion of the website will have the capability to send e-mail notifications to members for membership renewal or lapsed memberships, as well as e-mail for other communication purposes.
The website and database will facilitate online voting for the PCA Board of Directors elections, and other member polling.
Members only content
Members will be able to login to access members-only content, including free downloads of the digital library and other pen related information.
Members can fill out online volunteer forms to become involved in PCA activities.
Website content
The website will host information about pens, pen shows, pen collectors, and the hobby in general. Content should include, but should not be limited to:
PCA announcements and news
Pen show information and calendar of events.
Pen and hobby news.
Links to pen information on the Internet
Pens for Kids information and activities.
Advertising and promotion for the hobby and relate to events and services, including the ability for pen clubs and pen shows to post announcements.
Downloadable digital library for a fee to nonmembers.
Private forum for PCA Board to discuss PCA business.
Workflow
Both the database and the website should be easy to update through a user-friendly interface which does not require sophisticated technical knowledge.
Hardware/software
Hardware recommendations for the website are solicited, as well as recommendations for software. It is expected that the software would meet industry's standards, such as SQL Server 2005 or other comparable technologies.
Ideally, the database will contain website content, membership information, and content from PCAccent and PENNANT, so that content can be easily reused. The database may interface with a version control or document management system.
WEBSITE PENNANT PCACCENT
[Content for Members,
Board; Library; RSS;
Other]
CONTENT
[info, articles overflow,
Advertising]
Special mailings
Content DATABASE Membership, including
Volunteers, interests
Website maintenance
The PCA also entertains proposals for website maintenance, including database maintenance, website software updates, scripting and other software troubleshooting. The scope of work may also include updating content and digitizing print material. This may be contracted separately from the website development.
Proposal Process
Letters of interest and links to work samples showing database projects and web site design should be send via email to Linda Bauer, lbauer@prairienet.org, by June 1, 2008.
Application forms and additional information will be sent to qualified applicants so that they may prepare more formal proposals.
Final proposals will be due June 15, 2008 with a contractor to be selected no later than July 13, 2008.
Due Date
Desired target date for completion of the website project is December 31, 2008, with the site going “live” January 1, 2009.
Fees
The Pen Collectors of American is a not-for-profit organization supported by member dues and contributions. We expect to pay for professional services, but in-kind contributions in lieu of fees for a portion of those services will be considered favorably in awarding the contract.