RFP 24-11-BG - Website Provider

SCOPE OF WORK

The objectives for this project are the analysis of the Board’s overall public message, the
development of a Board messaging guide, an analysis of the Board’s audiences, the modernizing
of the Board’s public website to include:

• Redesign of the Board’s public website
• Enhanced website navigation
• Mobile Responsiveness
• Application of the Board’s new brand
• Hosting of the Board’s public website
• Provide ongoing web support services for the public website
• Add enhanced web authoring and publication tools
• Assist with applying the new Brand to social media sites
• Training Board content managers on website tool usage
• User-friendly
• Has to integrate with Microsoft
• Single sign-on capability
• Host public file content and public calendar
• A way to handle assignments by group membership
• Uniformity across all school sites
• Design autonomy
• App integration
• Search engine
• Capability of centralized communication
• ADA compliant
• Analytics that can be accessed locally
• Single source update
• District branding

• In-depth evaluation of current Board Website(s) to identify all audiences.
• Review Board’s websites, Social Media sites, and imbedded web applications for messaging

• Develop a messaging guide book for electronic media for the Board office staff.
• Create personas from research to assist in the development of website flow, navigation, content

• Review current Google Analytics to evaluate usage and make recommendation on redesign.
• Analyze the Board office internal usage of its current website for content delivery.
  • Make recommendation on streamlining usage.
  • Identify barriers to effective content delivery.
  • Identify necessary tools to be developed that would allow content owners to update information.

• Develop Design Project Plan.
• Gather requirements and create Technical Specifications for all internet accessible messaging

• Develop Board Website(s) Design Documents.
  • Develop Website(s) Style Framework Documentation. These frameworks are designed to

• • Develop Board Website(s) Wireframe Mockups for review.
• Develop Board Social Media Design Documents.
  • Develop Social Media Style Framework Documentation.
• General Requirements:
  • The new website(s) design must be fully responsive for all mobile devices. The mockup

• • Webpage frameworks and navigation must be fully ADA compliant.
  • All pages must fully comply with Board Branding standards.
  • Underlying system can be open source or proprietary. If a proprietary system is used,

• Develop a fully interactive website based upon the approved design documents creating in the

• Incorporate the Board’s Branding Guidelines.
• Create any needed images for website.
• Web Content Management Tools Criteria: Content delivery tools must be dynamic database

• • General Web Content - Develop/Implement/Customize general tools for authoring,

• • Board Regulation Tools –
  • Notice – Prior to the adoption, amendment, or repeal of any regulation, except an emergency

• • • The notice name.
    • A summary of the proposed regulation, regulation amendment or regulation repeal.
    • Date and Time of Notice posting.
    • Reference to the authority for the regulation.
    • Regulation contact person’s electronic contact, facsimile number, telephone number and

• • • The Board office initiating the regulation, amendment, or repeal.
    • Posting capability for the full text of the proposed regulation, regulation amendment or

• • Regulation Tool must have the ability to track posting date and times.
  • Public Comment:
    • The regulation tool must have a public comments form to collect and organize public

• • • Comments must be linked to a currently proposed adoption, amendment, or repeal.
    • The form must accept text only with a defined, locked ASCII charter set.
    • After Posting, the submitter should receive a notification of receipt.
    • Notice contact(s) and/or designee(s) shall receive a notification when public comments
    • are posted.
  • Alerts:
    • Public comments are open for 14 days after posting. After the 14-day comment period, a

• • • After the 30-day posting period, a posting close notification email shall be sent to

• • Self Service Public Notification Subscriptions.
    • The tool must have the ability to allow for a public user to subscribe to receive email

• • • Subscription should be targetable. Subscribers should have subscription options for all

• • • The tool must have the ability to allow for a public user to unsubscribe to the service.
  • Searchable Regulations and Regulation Archive
    • Current regulations and archived regulations will be easily accessible through the

• • • • Search current and archived notices by type, publication date, or regulation number.
      • Search current and archived notices by subject matter or keyword.
  • Board Meeting Tools - Develop/Implement/Customize tools to manage Board Meetings.

• • • Board and Committee Meetings Materials
      • Meeting administrators must have the ability to post:
        • Meeting days, dates, times, and locations for meetings(s) (Board and Committee

• • • • • Committee meetings day, date, time, and organization (i.e. Chair, Vice Chair and

• • • • • Complete meeting agenda and support documents each category of meetings.
    • The tool must have the ability to dynamically (sort) change the order of meetings,

• • • Meeting Minutes must be able to be posted prior to Minutes being approved and then

• • • Must be able to post a link to the Florida Channel video and keep that link active for as

• • • When materials are posted, they must also be able to be automatically accessed by

• • • Documents need to be searchable by key word.
    • Documents must have a sortable, searchable, categorical archive for all meeting

• • • Committee or Meeting names must be able to change and not lose their association to

• • • AGENDAS, ITEMS, AND DOCUMENTS SHOULD BE POSTED ONCE AND BE MADE

• • Managing Board and Committees Meeting Members and Staffing
    • The tool should give the Board staff the ability to manage committee and staff member

• • • Need to be able to maintain membership information in a single location. Information

• • • Add new meetings, committees, or subcommittees.
    • Assign or reassign Members and Board Staff to Committees or other meetings.
    • Archive former committee membership and information without losing connection to

• • • The new website must provide access controls for administering the website.
    • The new website must include Multifactor Authentication capability.
    • Response Times must meet an optimization score of ‘Good’ and ‘Fast’ by Google’s

• • • Valid mobile device responsiveness on all major platforms.

• Training sessions objectives:
  • Teach Board staff with how to use the new content management tools.
  • Teach specified Board staff how to use new Regulation and Board Meeting tools.

• The Board office is seeking to outsource the hosting of and support for the newly created website.
• Well defined Service Level Agreement which defines response times for technical support.
• Hosting Environment must have Staging Site Capability.
• Host public file content and public calendar.

• Provide ongoing support to assure tools are upgraded as needed.
• Provide ongoing support to add new tools as needed.
• Provide ongoing support to create new web pages when the user tools are insufficient.

• With proper notification, Host must allow the Board to perform security scans, or show proof

• Data center must have annual 3rd party cyber security audit and meet minimum national

• Develop a backup and recovery strategy that ensures minimum interruption or degradation of

• • Schedule:
    • Daily backup (Mon-Sat)
    • Weekly backup (Sunday) (2nd, 3rd, 4th, 5th)
    • Monthly backup (Sunday) 1st of the month
    • Yearly backup (Sunday) 1st of the year
  • Retention:
    • Daily – 30 days
    • Weekly – 1 month
    • Monthly – 1 year
    • Yearly – 1 year

• Perform regular restore checks for integrity of backups.
• Provide ongoing support for backups and restores as needed.