Pacific Community Ventures

Website Refresh RFP- Pacific Community Ventures

Pacific Community Ventures (PCV) is seeking a qualified vendor to refresh our main organization website as well our Good Jobs, Good Business web toolkit. Our goal is for the refreshed website to reflect PCV’s new branding and language, enhance user experience, improve site navigation, integrate website translations, and improve mobile functionality.

1. Organization Background

Pacific Community Ventures is a nonprofit community development investor that supports small business entrepreneurs and their communities to build economic mobility through the power of inclusive entrepreneurship and a good quality job. We work side-by-side with small business leaders through our unique integrated model: combining impact-first Restorative Capital and Pro Bono Business Advising with our Good Jobs Innovation Lab that propels thriving communities with equitable jobs and climate outcomes—uplifting and amplifying their voices and needs through research and policy advocacy. In 2023, 95% of PCV’s loan capital supported women and/or BIPOC-owned businesses, and 77% supported small businesses located in low- and moderate-income communities.

PCV works with a variety of audiences to carry out our mission. These audiences are also the main users for our website:

  • Small Business Owners – PCV’s main clients
  • Community Partners – Nonprofit organizations who collaborate with PCV to serve small business owners or advance the support ecosystem for communities we collectively serve
  • Research and Policy Partners – Organizations who collaborate with PCV on research and policy related to Good Jobs, equitable capital access, small business advocacy, etc.
  • Funders and Investors – Organizations who make financial contributions and investments into PCV for the purpose of carrying out our mission
  • Pro Bono Advisors – Individuals who serve as volunteer business advisors to PCV small business clients
  • Internal Staff and Potential New Staff (Job Candidates) – Individuals already working at PCV or those looking to join PCV

2. Project Summary and Main Objectives

PCV envisions this project to operate in two workstreams:

The PCV main website and the Good Jobs, Good Business (GJGB) Toolkit are built on a WordPress multi-site network. Due to the nature of funding streams, work on the GJGB toolkit may start sooner than the main website. The GJGB toolkit will also follow a wider discovery and feedback process based on the outline in section 3. However, we still envision the workstreams to be simultaneously worked on during the course of the project.

Below are the project objectives for both workstreams:

  • Update website visuals to reflect PCV’s new look and feel from recent brand refresh process
    • Enhance overall website feel to have more warmth and vibrancy reflective of PCV’s diverse community
    • Design visual and textual elements for site pages to enhance user engagement
  • Incorporate new content and pages to align with updated PCV information
  • Restructure content organization and website navigation to improve user experience and access of information for different audience types
  • Design website functionality and layout to be mobile first
  • Ensure website works well with PCV’s existing third-party applications such as FormStack (lending application), iATS Payments (credit card donation), Campaign Monitor (newsletter sign ups), Tableau dashboards, etc.
  • Incorporate tools for effective lead generation such as analytics, marketing forms, pop-ups as needed
  • Incorporate multilingual capabilities for site navigation and content
    • PCV is looking to have our website accessible in 3 or more languages.
  • Improve Search Engine Optimization (SEO)
  • Ensure ADA-compliant design of new website
  • Ensure website is built with a user-friendly content management system (CMS) for easy editing and updating of PCV staff
  • Install a search feature for easy user navigation
  • Ensure website is optimized for cybersecurity and data protection

3. Good Jobs, Good Business (GJGB) Toolkit

PCV’s Good Job, Business Toolkit is a web resource that helps small business owners find the right tools to improve the quality of jobs they offer to their workers. As such, the GJGB toolkit is constructed as a learning tool rather than a general website. The GJGB toolkit workstream is funded by a project grant and will follow a wider discovery and feedback process with PCV’s community of small businesses and nonprofit partners. The selected web developer will work closely with PCV’s Good Jobs Innovation Lab team to incorporate this workstream into the larger web refresh project. Below is an estimated timeline and scope for the toolkit refresh:

March 2025 Gather feedback from web developer on the current iteration of the toolkit
April 2025 PCV to share notes for updates after reviewing web developer and partner feedback
May 2025 Feedback integrated and updates added by web developer before PCV pilots toolkit
June – July 2025 PCV to share updated feedback and web developer will integrate it into the toolkit (developer to also share feedback on requested changes)
August 2025 Final feedback exchange from PCV to web developer. Web developer incorporates translated content (multiple languages) and navigation to main site.
September 2025 Toolkit pages and translations are complete, functional, and ready for launch

In addition to the website refresh objectives outlined in section 2, the following are objectives specifically for the Good Jobs, Good Business Toolkit:

  • Incorporate Good Jobs, Good Business Toolkit into main PCV website
  • Incorporate selected Good Jobs public goods into the Toolkit for ease of user access
  • Design toolkit to maximize user engagement and buy-in
  • Ensure Good Jobs, Good Business Toolkit is a value-add to current good jobs resources in the market
  • Enhance toolkit usability, sustainability and scalability

4. Site Specifications

  • PCV has a contract with an IT company for technology maintenance and domain management.
  • The current platform for the website is WordPress, hosted on WP Engine.
  • The Business Advising program is built on a white label version of the Qooper platform.
  • Site domains and SSL certificate were purchased from GoDaddy.
  • The PCV main website and the Good Jobs, Good Business Toolkit are built on a WordPress multi-site network.
  • PCV owns the license for Beaver Builder and current site plug ins.

5. Scope of Work

  1. Discovery and Strategy
    a.  Determine creative and strategic vision for the website
    b.  Analyze market competitiveness for current Good Jobs tools in the market with regards to PCV’s Good Jobs, Good Business toolkit
    c.  Perform audit of web analytics and content strategy
    d.  Usability testing: Conduct up to 6 interviews with potential users of website
    e.  Determine whether new hosting site is needed to complete website refresh objectives
    f.  Submit web brief that includes findings from audit, user research interviews, and website strategy recommendations
  2. Design & Development – present outline and wireframes of website.
    a.  Site mood boards to inform subsequent rounds of design
    b.  Mockup of key website pages
    c.  Presentation of additional page designs and functionality
  3. Content Development and Migration
    a.  Use approved design direction to create new web pages
    b.  Migrate existing PCV website content to align with new website design
    c. Incorporate website translations for multiple languages
    d.  Ensure that SEO best practices are followed
  4. Testing & Quality Assurance
    a.  Conducting testing through multiple devices to ensure all features work correctly across platforms
    b.  Ensure there are no broken or incorrect links on website
  5. Staff Training
    a.  Train Marketing and Communications team on the website structure, how to perform updates, troubleshoot common issues, and maintain the website.
    b.  Create documentation for website structure and other important information (i.e., plugins, licensing, etc.)
  6. Post-launch Support
    a.  Offer technical support (big fixes, updates, etc.) 6 months after website launch
    b.  Website maintenance retainer for future organization needs
    c.  Ensure PCV owns all licenses for website features

6. Selection Process and Timetable

The selection process will be conducted as follows:

  1. December 10, 2024: RFP Released
  2. January 10, 2025: Deadline for Receipt of Proposal. We ask you to send one electronic copy of your proposal by this date to Anna Canero at acanero@pcvmail.org, with the subject line “PCV Website RFP”
  3. January 15-24, 2025: Round 1 interviews for selected applicants
  4. February 3-7, 2025: Round 2 interviews for selected applicants
  5. February 14, 2025: Estimated Date for Final Selection

While PCV anticipates co-creating a project timetable with the selected vendor, we aim to have this website refresh project completed by December 2025, with 6 months maintenance going into 2026.

7. Evaluation Criteria

  • Organizational capabilities in web design and development
  • Quality of proposed website refresh strategy and alignment to project objectives
  • Project management capabilities with clear communication protocols between consultant and client
  • Design creativity as evidenced by previous case studies/portfolio
  • Proposed budget
  • Experience working with nonprofit or other mission-driven organizations is a plus

8. Confidentiality

All information presented in this RFP, including information disclosed by Pacific Community Ventures during the selection process, is strictly confidential. Information must not be released to external parties without the expressed written consent of Pacific Community Ventures.

9. Response Instructions

If your firm wishes to be considered as a candidate to undertake this project, please respond to the attached proposal template in Appendix A. We request that you answer the questions with information and descriptions rather than pre-prepared responses. Should you have specific questions about the RFP, please contact Anna Canero at acanero@pcvmail.org.

PCV is an equal opportunity employer. Applicants are considered for all roles without regard to race, color, religious creed, sex, national origin, citizenship status, age, physical or mental disability, sexual orientation, marital, parental, veteran or military status, unfavorable military discharge, or any other status protected by applicable federal, state, or local law. We live our values of openness, transparency, coming from a place of yes, collaboration, and more; and believe that justice, equity, diversity, and inclusion are fundamental to our success. We are especially interested in candidates who have direct and lived experience of the communities we serve.

Appendix A – Proposal Template

1. EXECUTIVE SUMMARY

2. COMPANY OVERVIEW

  • Brief company description and history, including years of business operations and relevant experience

3. TECHNICAL APPROACH

  • Overview of strategy to execute the project, including staff interviews and project scoping, major milestones, and QA evaluation
  • Explanation of how you will ensure project objectives are met
    (listed in Sections 2 & 3)
    • Since this website refresh project has two main workstreams (PCV website and Good Jobs Toolkit), please explain your capacity for tackling both simultaneously. If not able to do both simultaneously, please explain what you would tackle first and how you would phase out the work to complete both workstreams.
  • Address usability standards and testing
  • Address any important technology information, platforms, and specifications used in your strategy (necessary plugins, AI tools etc.)
  • Address cybersecurity and data protection procedures your company will use to ensure PCV data and information is secure

4. PROJECT TIMELINE

  • Proposed schedule of milestones and deliverables related to project objectives and execution

5. PROJECT BUDGET

(PCV estimates $160,000 for this project. Please let us know your realistic estimate for this project given the objectives and scope of work.)

  • Break down project costs including but not limited to the following: design phase, production hours, tools and functionalities, content migration, and any additional needs
  • Identify any costs that should be assumed as part of the site and ongoing costs for maintenance and support we need in the future
  • Identify potential costs we will need to pay to develop or host the site.
  • identify whether we must or are highly encouraged to host with your company. If hosting is provided as an option or requirement, provide pricing options.
  • Identify costs to train our staff to use site tools plus a guide to update the site content ourselves after launch
  • Other charge areas: Identify whether there will be other expenses, consulting fees, future work, etc. to complete this project.

6. TEAM STRUCTURE

  • Description of organizational structure
  • Outline of key team members (names, roles, brief bios) who will be working on this project
  • Communication processes between team members and clients during project execution

7. ADDITIONAL ATTACHMENTS

  • Qualifications and Experience: case studies or portfolio examples that show previous website design and development projects (with information on accessing online demos or examples)
  • Sample contract
  • Company Data Privacy and Cybersecurity Policy
  • Contact information for three previous clients to serve as professional references with submission (references will not be contacted until the round 2 interview stage)
  • Bidder status: Please disclose any relevant conflicts of interest and/or pending lawsuits.