Grossmont Healthcare District RFP Overview For Website Services
Grossmont Healthcare District RFP Overview for Website ServicesBackgroundThe FY2020-2021 Budget that was approved in June included a 30,000 line item for websiteredesign of our agency website, grossmonthealthcare.org. Our current website is about 5 yearsold and does not serve us well anymore. The design, though clean and aesthetically pleasing, nolonger reflects our brand voice, and the navigation is clunky and not intuitive for a generalaudience. To address this, a Request for Proposals for website design and development wasdrafted in early 2020 to formally initiate the new project.Vendors ListSeveral databases and professional references were reviewed to develop the list below of webagencies invited to respond to RFP. A matrix is available upon request for review of specificreasons these agencies were selected. The RFP was also posted online so as to be publiclyavailable to other potential respondents. Power Digital Marketing (current vendor for website maintenance)Civilian AgencyTiny FrogStraightfire MarketingDigitopiaBuchanan Brand DesignFifty & FiftyDeal DigitalVendor ResponsesOut of the eight agencies invited to respond, three submitted proposals; a rubric that was usedas a basis for selection is available upon request; price was the driving factor. All three agencyestimates are outlined on the following page.RFP & Project Timeline DetailsBelow is an overview of the project timeline that was communicated to vendors. Agencyselection was also contingent on vendor responses with regard to desired kick-off and launchdates. RFP Sent: June 1, 2020Questions/Additional Information Requests: June 19, 2020Proposal Responses Due: June 30, 2020Finalist Selected: July 7, 2020Send Contract: July 14, 2020Project Kick-off: August 3, 2020 - August 7, 2020New Website Launch Target Date: October – November
Overview of Respondents and Service EstimatesPower Digital Marketing (current vendor)https://powerdigitalmarketing.comEstimate for services: 62,000-74,000 (provided a range)Fifty & Fiftyhttps://fiftyandfifty.orgEstimate for services: Listed as 40,000, but with a 12% discount we were quoted at 35,000Buchanan Brand Design - This is the agency selected; see following pages forproposalhttps://buchanandesign.com/Estimate for Services: 18,500
GROSSMONT HEALTHCAREDISTRICTWebsite Design6.30.20SOLUTIONS THROUGH SMART DESIGN
INTRODUCTIONGROSSMONT HEALTHCARE DISTRICTErica Salcuni, MPH, Communications Director9001 Wakarusa Street, La Mesa, CA 91942619.825.5050Dear Erica,We are excited about the opportunity to provide creative and strategic branding support toGrossmont Healthcare District and help create a new website to better reflect your brand, thequality of your offerings, and improve the user experience.We have a lot of experience in this arena, and I’m very confident that we possess the right mix ofdesign creativity and strategic thinking to deliver a website that will be impactful and resonatewith your audience.We enjoy fostering long-term relationships with clients who understand the value of brandincluding sound strategy and well-executed creative. We sincerely hope that we have theopportunity to assist you with this effort.Sincerely,Bobby Buchanan,President & Creative Director“Good design is good business.”– THOMAS J. WATSON JR.Grossmont Healthcare District Website Design6.30.202
ABOUT BUCHANANWe are dedicated to solving your brand challenges through innovative, relevant, and meaningfuldesign. Nothing is more gratifying than creating solutions that grow your business, empoweryour marketing strategy, influence your customers, and drive up the value of your brand. Thispassion for our craft and our clients is what has propelled us for over 24 years.We like to invest.We believe branding success is the result of making a smart investment in sound strategy andsolid creative. This philosophy is what differentiates us as your creative partner. We immerseourselves in your brand and invest in you by getting to know your company, your customers,your culture, and helping to identify and provide solutions for your branding, creative,interactive, and marketing needs.We see details. (And the big picture.)Design is all about the details and our passion here never ends. We live in a pixel-perfect,i-dotting and t-crossing world. But this love of the particular does not mean we lose sight ofthe big picture. We challenge ourselves daily to provide our clients inventive, significant, andvaluable solutions that bring important change to your brand.We’re in for the long haul.We’re grateful and proud to say we have become a trusted advisor to many of our clients for over24 years. We work hard to earn trust and enjoy building long-term relationships with those whounderstand the value that a solid brand can bring to their organization.And yes, we love orange.Orange is the color of creativity, joy, expression, warmth, and success. It’s no accident that welove and harness its energy to drive us in every project we undertake.OUR Our team of talented designers and strategists is what sets us apart as a creative agency.Together, our varied experience, passion for our craft, and interest in our clients’ successmanifest in a culture that fosters creativity and delivers results.Grossmont Healthcare District Website Design6.30.203
TEAM FOR THIS PROJECTBOBBY BUCHANAN Creative DirectorBobby is a graduate of SDSU and has dedicated his career to providing engaging creativesolutions that add value to the clients he serves. He cares deeply about design and the clients heis privileged to work beside. He looks for perfection and expects nothing less from his team.Bobby has worked with local, national, and international clients across multiple industries,including healthcare, hospitality, telecommunications, fitness, and professional serviceindustries. With a variety of national design awards and work published in leading national andinternational publications, Bobby continues to provide award-winning creative and strategicthinking for his clients.Bobby believes in social responsibility and giving back to the community. He is the Founder ofOrange Tree Project, and is past president of AIGA San Diego.JOEY SADILE Senior Digital DesignerAs a senior digital designer at Buchanan, Joey brings over 16 years of web design and strategyexperience to the team. Deeply creative yet systematic and logical in his approach to everydesign project he touches, Joey provides a unique balance between aesthetics and functionality,that ultimately brings great value to clients.After graduating from SDSU with a BA in design, Joey honed his branding and design skills atseveral well respected agencies in San Diego, ultimately joining the team at Buchanan in 2007.Today, Joey leads all interactive, multimedia, and technical projects at Buchanan.DEREK ASHAUER Senior DeveloperAs a senior developer at Buchanan, Derek brings over 16 years of experience with developingwebsites to the team. With unique background of being involved in every aspect of websites fromstart to finish – design, development, and marketing – Derek has unique insights into how all thepieces can come together successfully. His favorite aspect is diving into code to make designscome to life.After graduation from UCSD with a degree in Cognitive Science, Derek learned the ropes with aweb marketing company helping clients throughout the US. Afterwards, he began a successfulfreelance career for over 10 years where he worked closely with the Buchanan team and now heleads all our website development. He has also created a premium WordPress e-commerce pluginfor photographers as his own side business.Grossmont Healthcare District Website Design6.30.204
AGENCY SERVICESBuchanan offers effective and essential branding and design tools that will bring value to yourorganization. Our offerings can be broken down into the following four categories:Brand Discovery:ResearchStrategic WorkshopFocus GroupsInterviewsSurveysBrand Strategy:Brand AuditCompetitive AnalysisConsumer JourneyArchitecturePositioningValues & AttributesBrand Identity:PersonalityVisual & Written StyleLogo IdentityTaglineColor & Type SystemsBrand StandardsBrand Execution:Print CollateralWebsite Design & Dev.AdvertisingPackagingMobile & VideoTradeshows & EventsEnvironmentalInterior BrandingEXPERTISECraft.Moxie.Skill.Mastery.These aren’t just our words they are terms that others have used to describe our talents. Theyrepresent our very nature – who we are and how we tackle each project we take on. We haveworked with many organizations across multiple industries, and look forward to putting ourknowledge and creativity to use for you.For a more in depth look at our experience and work, please visit: www.buchanandesign.com“There are three responses to a piece of design – yes,no, and WOW! We aim for wow.”– MILTON GL ASERGrossmont Healthcare District Website Design6.30.205
OUR DRIVE PROCESSOver 24 years of experience in the brand industry have molded a creative process that is theguiding force behind every project we touch. This process ensures that we consistently deliverinnovative, relevant, and meaningful brand strategy and creative execution. We call our process“DRIVE” because it accelerates our ability to deliver positive results for our clients:RESEARCHDEFINEVERIFYIDEATEEXECUTEDefine and determine essential qualities, define scope, success, and deliverables.Research and systematically investigate the subject and collect data.Ideate and form strategic and creative ideas to define the course.Verify that the ideas and set plan are correct and will achieve goals.Execute the design, develop in accordance with the plan, gather feedback and review.“Design is the silent ambassador of your brand.”– PAUL RANDGrossmont Healthcare District Website Design6.30.206
PROJECT SCOPEGrossmont Healthcare District has contacted Buchanan Brand Design to provide a proposal forthe redesign and development of a new website. Our goal is to design and develop a website thatmeets requirements with strategic design and UX/UI for the best guest and user experience.Key objectives include educating the public about GHD, clearly define the relationship withSharp HealthCare and Build user-friendly mechanisms. Document management system for board meeting agendas, minutes, and other New solution for online meeting reservations. Use the current online form plugin for grant, scholarship, and healthcare heroes formsubmissions. Improve user-experience and enhance analytics capabilities Include translation support throughout the website, focusing on Spanish.Create a user-friendly experience that demonstrates benefit to the community, reflects thebrand voice, and makes navigation more intuitive.DISCOVERYBuchanan has developed a strategic discovery process designed to gain insight required todevelop a strong foundation for any website effort we undertake. Through this process our teamwill assess your website needs, goals, and technical requirements. The Discovery process beginswith a directed on-site or online interview by our team with key GHD staff.At the workshop, we will review and discuss: Objectives, goals, and priorities for this effort Website strengths, weakness, and opportunities that should be considered for this effort Competitive Landscape and things to consider Organizational mission, structure, key words, beliefs, and pain points Discuss website technical requirements and objectives Discuss users and the desired experience Discuss how the new site should improve efficiencies and experience for all audiences Visual preferencesDESIGN & DEVELOPMENTBased upon our initial discussions, discovery, and research, we will develop a clean, modern,redesigned website that accurately reflects the brand and addresses the goals of yourorganization. The new website platform will include an easy to use content management system(CMS) which will make updating easy for your staff.Grossmont Healthcare District Website Design6.30.207
Outlined below would be our strategy and process to deliver the new website:I. Sitemap and Information ArchitectureConcept, strategy, and development of sitemap(s) for optimum site structure.II. Wireframe DevelopmentOnce the sitemap is approved, wireframes will be developed for homepage along with pages withspecial functionality.III. Responsive Website Design Design of home page layout to determine the site look and feel (mobile & desktop) Design of secondary/general-purpose layout Design of any unique/dynamic content pages Design of specialty page layouts for any required 3rd party software or portals Contact forms for lead generationADA standards for accessibility will be considered and discussed with client.VI. Website DevelopmentStandard website development scope of work includes: Responsive framework CMS integration (WordPress) Image production, content migration and population Contact form for lead generation CMS training up to four (2) hours with PDF guide Pre-launch review (Quality Assurance, validation and browser testing) Coordination of public site launchOptional ItemsInteractive MapAs described in RFP to cover immediate surrounding area.Search Engine OptimizationWork with client’s digital marketing or SEO partner for guidance on items below. Assign 301 redirects from old site pages pointing to new site pages Planning Titles and META information integrated Google Analytics integrationBanner VideoNeed additional information to better estimate cost.Will provide range for now.Grossmont Healthcare District Website Design6.30.208
All above items to include:On-site Interviews, Research & Discovery, Creative Direction, Art Direction, Layout & Design,Web Development, Digital Proofs, File Prep, and Meetings & Calls.Includes up to three (3) rounds of proofs.Should additional revisions be required, an agreement will be reached between us on any additional charges.Items not included:Copywriting, original or stock photography, extensive photo editing, or custom programmingfunctionality for items not referenced in RFP.Should any of these additional services be requested, a separate estimate will be provided for approval.PROJECT FEESDiscoveryDesign & DevelopmentTOTAL 18,500.00OPTIONAL ITEMSInteractive MapSearch Engine OptimizationBanner Video 1,500.00 3,500.00 2,500.00 - 5,000.00 (Need additional information to refine)PROPOSED TIMELINEThree months from discovery.Final schedule to be finalized after kickoff, being mindful of important dates for client.PAYMENT SCHEDULE 35% of total paid prior to start of project 35% of total paid after approval of sitemap Final 30% payment (plus any additional expenses) due at launchBuchanan Brand Design is a Certified Minority Business Enterprise. Fluent in Spanish.Grossmont Healthcare District Website Design6.30.209
BASIC TERMS & CONDITIONS1. DEFINITIONSAs used herein and throughout this Agreement:1.1 “Agreement” means the entire content of this Basic Terms and Conditions document, the Proposal document (s), Schedule A, together with anyother Supplements designated below, together with any exhibits, schedules or attachments hereto.1.2 “Client Content” means all materials, information, photography, writings and other creative content provided by Client for use in the preparationof and/or incorporation in the Deliverables.1.3 “Copyrights” means the property rights in original works of authorship, expressed in a tangible medium of expression, as defined and enforceableunder U.S. Copyright Law.1.4 “Deliverables” means the services and work product specified in the Proposal to be delivered by Designer to Client, in the form and mediaspecified in the Proposal.1.5 “Designer Tools” means all design tools developed and/or utilized by Designer in performing the Services, including without limitation pre-existingand newly developed software including source code, Web authoring tools, type fonts, and application tools, together with any other software, orother inventions whether or not patentable, and general non-copyrightable concepts such as Web site design, architecture, layout, navigational andfunctional elements.1.6 “Final Art” means all creative content developed or created by Designer, or commissioned by Designer, exclusively for the Project and incorporatedinto and delivered as part of the Final Deliverables, including and by way of example, not limitation, any and all visual designs, visual elements,graphic design, illustration, photography, animation, sounds, typographic treatments and text, modifications to Client Content, and Designer’sselection, arrangement and coordination of such elements together with Client Content and/or Third Party Materials.1.7 “Final Deliverables” means the final versions of Deliverables provided by Designer and accepted by Client.1.8 “Preliminary Works” means all artwork including, but not limited to, concepts, sketches, visual presentations, or other alternate or preliminarydesigns and documents developed by Designer and which may or may not be shown and or delivered to Client for consideration but do not form partof the Final Art.1.9 “Project” means the scope and purpose of the Client’s identified usage of the work product as described in the Proposal.1.10 “Services” means all services and the work product to be provided to Client by Designer as described and otherwise further defined in theProposal.1.11 “Third Party Materials” means proprietary third party materials which are incorporated into the Final Deliverables, including without limitationstock photography or illustration.1.12 “Trademarks” means trade names, words, symbols, designs, logos or other devices or designs used in the Final Deliverables to designate the originor source of the goods or services of Client.2. PROPOSALThe terms of the Proposal shall be effective for 60 days after presentation to Client. In the event this Agreement is not executed by Client within thetime identified, the Proposal, together with any related terms and conditions and deliverables, may be subject to amendment, change or substitution.3. FEES AND CHARGES3.1 Fees. In consideration of the Services to be performed by Designer, Client shall pay to Designer fees in the amounts and according to the paymentschedule set forth in the Proposal, and all applicable sales, use or value added taxes, even if calculated or assessed subsequent to the paymentschedule.3.2 Expenses. Client shall pay Designer’s expenses incurred in connection with this Agreement as follows: (a) incidental and out-of-pocket expensesincluding but not limited to costs for telephone calls, postage, shipping, overnight courier, service bureaus, typesetting, blueprints, models,presentation materials, photocopies, computer expenses, parking fees and tolls, and taxis at cost plus Designer’s standard markup of 20 percent(20%), and, if applicable, a mileage reimbursement per mile; and (b) travel expenses including transportation, meals, and lodging, incurred byDesigner with Client’s prior approval.3.3 Additional Costs. The Project pricing includes Designer’s fee only. Any and all outside costs including, but not limited to, equipment rental,photographer’s costs and fees, photography and/or artwork licenses, prototype production costs, talent fees, music licenses, and online access orhosting fees, will be billed to Client unless specifically otherwise provided for in the Proposal.3.4 Invoices. All invoices are payable within Thirty (30) days of receipt. A 1.5% monthly service charge is payable on all overdue balances. Paymentswill be credited first to late payment charges and next to the unpaid balance. Client shall be responsible for all collection or legal fees necessitatedby late or default in payment. Designer reserves the right to withhold delivery and any transfer of ownership of any current work if accounts are notcurrent or overdue invoices are not paid in full. All grants of any license to use or transfer of ownership of any intellectual property rights under thisAgreement are conditioned upon receipt of payment in full which shall be inclusive of any and all outstanding Additional Costs, Taxes, Expenses, andFees, Charges or the costs of Changes.4. CHANGES4.1 General Changes. Unless otherwise provided in the Proposal, and except as otherwise provided for herein, Client shall pay additional charges forchanges requested by Client which are outside the scope of the Services on a time and materials basis, at Designer’s standard hourly rates. Suchcharges shall be in addition to all other amounts payable under the Proposal, despite any maximum budget, contract price or final price identifiedtherein. Designer may extend or modify any delivery schedule or deadlines in the Proposal and Deliverables as may be required by such Changes.4.2 Substantive Changes. If Client requests or instructs Changes that amount to a revision in or near excess of 10 percent (10%) of the time requiredto produce the Deliverables, and or the value or scope of the Services, Designer shall be entitled to submit a new and separate Proposal to Client forwritten approval. Work shall not begin on the revised services until a fully signed revised Proposal and, if required, any additional retainer fees arereceived by Designer.Grossmont Healthcare District Website Design6.30.2010
4.3 Timing. Designer will prioritize performance of the Services as may be necessary or as identified in the Proposal, and will undertake commerciallyreasonable efforts to perform the Services within the time (s) identified in the Proposal. Client agrees to review Deliverables within the time identifiedfor such reviews and to promptly either, (i) approve the Deliverables in writing or (ii) provide written comments and/or corrections sufficient toidentify the Client’s concerns, objections or corrections to Designer. The Designer shall be entitled to request written clarification of any concern,objection or correction. Client acknowledges and agrees that Designer’s ability to meet any and all schedules is entirely dependent upon Client’sprompt performance of its obligations to provide materials and written approvals and/or instructions pursuant to the Proposal and that any delays inClient’s performance or Changes in the Services or Deliverables requested by Client may delay delivery of the Deliverables. Any such delay caused byClient shall not constitute a breach of any term, condition or Designer’s obligations under this Agreement.4.4 Testing and Acceptance. Designer will exercise commercially reasonable efforts to test Deliverables requiring testing and to make all necessarycorrections prior to providing Deliverables to Client. Client, within five (5) business days of receipt of each Deliverable, shall notify Designer, in writing,of any failure of such Deliverable to comply with the specifications set forth in the Proposal, or of any other objections, corrections, changes oramendments Client wishes made to such Deliverable. Any such written notice shall be sufficient to identify with clarity any objection, correction orchange or amendment, and Designer will undertake to make the same in a commercially timely manner. Any and all objections, corrections, changesor amendments shall be subject to the terms and conditions of this Agreement. In the absence of such notice from Client, the Deliverable shall bedeemed accepted.5. CLIENT RESPONSIBILITIESClient acknowledges that it shall be responsible for performing the following in a reasonable and timely manner: (a) coordination of any decisionmaking with parties other than the Designer; (b) provision of Client Content in a form suitable for reproduction or incorporation into the Deliverableswithout further preparation, unless otherwise expressly provided in the Proposal; and (c) final proofreading and in the event that Client has approvedDeliverables but errors, such as, by way of example, not limitation, typographic errors or misspellings, remain in the finished product, Client shallincur the cost of correcting such errors.6. ACCREDITATION/PROMOTIONSAll displays or publications of the Deliverables shall bear accreditation and/or copyright notice in Designer’s name in the form, size and location asincorporated by Designer in the Deliverables, or as otherwise directed by Designer. Designer retains the right to reproduce, publish and display theDeliverables in Designer’s portfolios and Web sites, and in galleries, design periodicals and other media or exhibits for the purposes of recognition ofcreative excellence or professional advancement, and to be credited with authorship of the Deliverables in connection with such uses. Either party,subject to the other’s reasonable approval, may describe its role in relation to the Project and, if applicable, the services provided to the other party onits Web site and in other promotional materials, and, if not expressly objected to, include a link to the other party’s Web site.7. CONFIDENTIAL INFORMATIONEach party acknowledges that in connection with this Agreement it may receive certain confidential or proprietary technical and businessinformation and materials of the other party, including without limitation Preliminary Works (“Confidential Information”). Each party, its agents andemployees shall hold and maintain in strict confidence all Confidential Information, shall not disclose Confidential Information to any third party,and shall not use any Confidential Information except as may be necessary to perform its obligations under the Proposal except as may be requiredby a court or governmental authority. Notwithstanding the foregoing, Confidential Information shall not include any information that is in the publicdomain or becomes publicly known through no fault of the receiving party, or is otherwise properly received from a third party without an obligationof confidentiality.8. RELATIONSHIP OF THE PARTIES8.1 Independent Contractor. Designer is an independent contractor, not an employee of Client or any company affiliated with Client. Designer shallprovide the Services under the general direction of Client, but Designer shall determine, in Designer’s sole discretion, the manner and means bywhich the Services are accomplished. This Agreement does not create a partnership or joint venture and neither party is authorized to act as agentor bind the other party except as expressly stated in this Agreement. Designer and the work product or Deliverables prepared by Designer shall notbe deemed a work for hire as that term is defined under Copyright Law. All rights, if any, granted to Client are contractual in nature and are whollydefined by the express written agreement of the parties and the various terms and conditions of this Agreement.8.2 Designer Agents. Designer shall be permitted to engage and/or use third party designers or other service providers as independent contractors inconnection with theServices (“Design Agents”). Notwithstanding, Designer shall remain fully responsible for such Design Agents’ compliance with thevarious terms and conditions of this Agreement.8.3 No Solicitation. During the term of this Agreement, and for a period of six (6) months after expiration or termination of this Agreement, Clientagrees not to solicit, recruit, engage, or otherwise employ or retain, on a full-time, part-time, consulting, work-for-hire, or any other kind of basis, anyDesigner, employee or Design Agent of Designer, whether or not said person has been assigned to perform tasks under this Agreement. In the eventsuch employment, consultation or work-for-hire event occurs, Client agrees that Designer shall be entitled to an agency commission to be the greaterof, either (a) 25% of said person’s starting salary with Client, or (b) 25% of fees paid to said person if engaged by Client as an independent contractor.In the event of (a) above, payment of the commission will be due within 30 days of the employment starting date. In the event of (b) above, paymentwill be due at the end of any month during which the independent contractor performed services for Client. Designer, in the event of nonpaymentand in connection with this section, shall be entitled to seek all remedies under law and equity.8.4 No Exclusivity. The parties expressly acknowledge that this Agreement does not create an exclusive relationship between the parties. Client is freeto engage others to perform services of the same or similar nature to those provided by Designer, and Designer shall be entitled to offer and providedesign services to others, solicit other clients and otherwise advertise the services offered by Designer.9. WARRANTIES AND REPRESENTATIONS9.1 By Client. Client represents, warrants and covenants to Designer that (a) Client owns all right, title, and interest in, or otherwise has full right andauthority to permit the use of the Client Content, (b) to the best of Client’s knowledge, the Client Content does not infringe the rights of any thirdparty, and use of the Client Content as well as any Trademarks in connection with the Project does not and will not violate the rights of any thirdparties, (c) Client shall comply with the terms and conditions of any licensing agreements which govern the use of Third Party Materials, and (d)Client shall comply with all laws and regulations as they relate to the Services and Deliverables.9.2 By Designer. (a) Designer hereby represents, warrants and covenants to Client that Designer will provide the Services identified in the Agreementin a professional and workmanlike manner and in accordance with all reasonable professional standards for such services. (b) Designer furtherrepresents, warrants and covenants to Client that (i) except for Third Party Materials and Client Content, the Final Deliverables shall be the originalwork of Designer and/or its independent contractors, (ii) in the event that the Final Deliverables include the work of indepe
The FY2020-2021 Budget that was approved in June included a 30,000 line item for website redesign of our agency website, grossmonthealthcare.org. Our current website is about 5 years . Grossmont Healthcare District has contacted Buchanan Brand Design to provide a proposal for the redesign and development of a new website. Our goal is to .
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