Website Redesign & Development Request for Proposal … RFP for New... · Website Redesign &...
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Website Redesign & Development Request for Proposal This RFP is for design and development services for a new website for www.ontariovolleyball.org. RFP Sent: Monday, July 17, 2017 Responses Due: Friday, August 18, 2017 Send proposals and/or any questions on the RFP to: Jason Jackson Marketing & Communications Manager [email protected] 416-426-7019 Budget for new website or redesign: $25,000-$30,000 Goal for new website launch: May 2018 Ontario Volleyball Association Overview Since 1929, the Ontario Volleyball Association (OVA) has been at the forefront of promoting, educating and ensuring the quality of the sport of volleyball in Ontario. As the official governing body for volleyball in the province, we are involved in every facet of the sport by offering programs at all levels for both indoor and beach volleyball. Over the years the game and sporting world has evolved and so too have the programs and services we offer, strongly reflecting our belief in “Volleyball for Life.” Our Audience The primary audience of our organization is youth athletes, aged 13 to 18, of which roughly 70% are female. It should be noted that this demographic does not represent our typical website visitor, though increasing penetration into this category is a goal. Generally speaking, it is the parents/guardians of these athletes that are visiting our website and seeking information about our events and programs, in addition to coaches, officials, and club administrators, mostly aged 25-54. A more thorough study of website users can be found in the enclosed Website Analysis, or by emailing [email protected]. New Website Objectives Our website’s number one objective is to inform, educate and engage our members. The second objective is to inspire and recruit new members. An additional objective for our new website is to position our brand as a leading sports association in Canada through effective resource and multimedia content.
Transcript of Website Redesign & Development Request for Proposal … RFP for New... · Website Redesign &...
Website Redesign & Development Request for Proposal
This RFP is for design and development services for a new website for www.ontariovolleyball.org. RFP Sent: Monday, July 17, 2017 Responses Due: Friday, August 18, 2017 Send proposals and/or any questions on the RFP to: Jason Jackson Marketing & Communications Manager [email protected] 416-426-7019 Budget for new website or redesign: $25,000-$30,000 Goal for new website launch: May 2018 Ontario Volleyball Association Overview Since 1929, the Ontario Volleyball Association (OVA) has been at the forefront of promoting, educating and ensuring the quality of the sport of volleyball in Ontario. As the official governing body for volleyball in the province, we are involved in every facet of the sport by offering programs at all levels for both indoor and beach volleyball. Over the years the game and sporting world has evolved and so too have the programs and services we offer, strongly reflecting our belief in “Volleyball for Life.” Our Audience The primary audience of our organization is youth athletes, aged 13 to 18, of which roughly 70% are female. It should be noted that this demographic does not represent our typical website visitor, though increasing penetration into this category is a goal. Generally speaking, it is the parents/guardians of these athletes that are visiting our website and seeking information about our events and programs, in addition to coaches, officials, and club administrators, mostly aged 25-54. A more thorough study of website users can be found in the enclosed Website Analysis, or by emailing [email protected]. New Website Objectives Our website’s number one objective is to inform, educate and engage our members. The second objective is to inspire and recruit new members. An additional objective for our new website is to position our brand as a leading sports association in Canada through effective resource and multimedia content.
Current Website Our current website, www.ontariovolleyball.org, has grown outdated and could serve its purpose more effectively with some updates to appeal, navigation and technology. Following a recent visual rebrand, the design no longer reflects the OVA brand and the navigation is clunky and not intuitive. Some of the most accessed features are PDFs, which are not user-friendly and in general, take too many clicks to find, given how popular they are. It is difficult to highlight and promote certain seasonal events or sales items. Due to duplication, poor database functionality and a lack of mirroring, keeping content and links up-to-date has become cumbersome. Also, the site lacks any built-in marketing features like social media integration. Finally, the backend system (Drupal) has not been maintained or updated regularly and as such, some of the site’s features are broken. An analysis of our current site was completed in July 2017 and includes a summary of recommendations for a site rebuild. The analysis should accompany this RFP, but can be requested by emailing [email protected]. New Website Functionality Requirements Our new website should encompass most of the current site’s features and should remain an information-based site. In the interest of cost-savings, it is preferable that the current site be updated/rebuilt rather than build a completely new site. Please provide cost for these elements separately, and note if any additional design or development time would be required. The new site should include the following features:
An easy-to-use and maintain content management system with multiple staff logins/permissions
Clear, intuitive navigation (see http://www.usahockey.com/)
Clean, focused, inspiring design
Excellent mobile-responsive layout (many pages will be fed into OVAchamps mobile app)
All applicable content imported from current site
Optimized with SEO best practices
Social media integration with one-click admin share to OVA feeds (plus share buttons, follow buttons, etc.)
E-newsletter sign-up form
Contact forms with staff directory (see http://www.ontariosoccer.net/contact-us)
Comprehensive, customizable Events Calendar (see http://www.teamusa.org/USA-Volleyball Ecal)
Easy, effective search feature
Strategy for posting schedules, rankings, results in HTML format rather than PDF (current PDFs available for review upon request)
Dynamic, archived news feed (similar to current site)
Interactive map of tournament venues and clubs (Find a Club: http://www.ontariovolleyball.org/programs/find-club)
Attractive, integrated multimedia components (videos, photos)
Integrated Shopify (https://ontario-volleyball-association.myshopify.com/)
Integrated Google Analytics Optional New Website Functionalities/Wish List We would love to have the following in our new website, depending on how these elements would impact timeline and/or budget. Please provide cost for these elements separately, and note if any additional design or development time would be required.
Option to create splash pages for special events, sales periods, or sponsors
Integration of www.ontariovolleyballchampionships.org
Automatically generate HTML e-newsletter by selecting news articles
Integrated advertisements and banners with ad campaign manager
Auto-archive outdated articles or email alert to web admin when content hasn’t been updated after a certain timeframe
System for auto-updating duplicate links/content (update one, update all - mirroring?)
Mobile-responsive, interactive, web-based scoreboard application (see https://itunes.apple.com/us/app/vballscore-free-volleyball-scoreboard/id986879178?mt=8)
Ability to overlay different design skins (seasonal beach vs indoor, special events, sponsor recognition)
Form for auto-publishing user-submitted content (job postings, articles)
Budget Details As listed in the summary, our budget for this project is $25,000-$30,000. While we of course prefer the most cost-effective solution, all proposals that fall reasonably within this range will be considered and weighed based on their merits. Proposals that offer flexibility in billing for non-required elements added to the website after initial launch will also be considered, as we may be able to budget for additional funding for these additional website elements or ongoing marketing efforts after the fiscal ends on August 31, 2018. All invoices for this project must be billed before August 31, 2018. Proposal Requirements Please include the following in your proposal response:
Overview of your company
Overview of how you will meet our objectives
Explanation of your proposed platform/CMS
Outline of your website design & development strategy
Proposed website timeline from kickoff to launch
Details about your team
Recent and similar design & development examples
References
Any key differentiators about you?
Pricing elements line-itemed
Terms & conditions
RFP & Project Timeline Details RFP Sent: Monday, July 17, 2017 Responses Due: Friday, August 18, 2017 Q & A Period : Monday, August 21 to Friday, September 8, 2017 Winner Selected & Contacted : Monday, September 11 to Friday, September 15, 2017 Project Kick-off : TBD New Website Launch Target Date: May 2018 Thank you for your interest in responding to this RFP with a proposal for our new website. We look forward to your response. If you have any questions, please contact: Jason Jackson Marketing & Communications Manager [email protected] 416-426-7019
Website Analysis
www.ontariovolleyball.org
PurposeThe purpose of this study is to determine the public’s perception of the usability, functionality and appearance of ontariovolleyball.org and to make recommendations for enhancements that will be included in an RFP for a website restructure or rebuild.
ProcedureTo achieve this, feedback was gathered from the public via a Website Usability Survey published on ontariovolleyball.org and distributed through social media channels and via email to the entire OVA membership database in NRS. In total, 489 individuals responded to the survey.
In addition, website analytics for the past 12 months (July 2016 to July 2017) were gathered from Google Analytics. Also, general comments and anecdotes received from OVA members and staff have been logged and carefully considered for the past 12 months.
ResultsThe following is a summation of the data, with corresponding recommendations for improvement.
Who uses the website, and why?When conducting a site rebuild, it is important to consider the demographics of users of the website and why they access it. According to the survey and Google data, the heaviest website users are adults (parents, coaches, officials, administrators), followed by youth athletes. It has been determined by past studies (link) that youth find information on social media, and tend to only land on websites via social media referrals. It seems apparent that adults are more likely to visit ontariovolleyball.org directly to browse or search for information.
Constant Contact Survey ResultsSurvey Name: Website Usability Survey
Response Status: Partial & Completed
Filter: None
7/5/2017 1:09 PM EDT
TextBlock:
Thank you for participating in our survey! The followingquestions pertain exclusively to www.ontariovolleyball.org.Other websites, including NRS.volleyball.ca (the OVA's registration site)should not be considered when responding to any of the questions. Pleaseconsider each question carefully, as your answers will help shape the websitemoving forward.
Please indicate yourrole(s) with the OVA. Check all that apply.
Answer 0% 100%Number of
Response(s)Response
RatioAthlete 86 17.5 %
Coach 126 25.7 %
Official 61 12.4 %
Club Admin 44 8.9 %
Parent/Guardian 284 58.0 %
OVA Staff 12 2.4 %
No Affiliation (volleyballenthusiast)
4 <1 %
Totals 489 100%
Page 1
Jul 1, 2016 - Jul 4, 2017
Some data in this report may have been removed when a threshold was applied. Learn more
Demographics: Overview
0.36% of total sessions 0.40% of total sessions
Key Metric:
Age Gender
18-24 25-34 35-44 45-54 55-64 65+0%
8%
15%
22%
30% female male
47.2%52.8%
© 2017 Google
All Users100.00% Sessions
Ontario Volleyball Association
All Web Site Data GO TO REPORT
In general, how doyou prefer to obtain OVA related information? Check all that apply.
Answer 0% 100%Number of
Response(s)Response
RatioFind info on the OVAwebsite
445 91.0 %
Follow the OVA on Twitter 55 11.2 %
Follow the OVA onFacebook
69 14.1 %
Follow the OVA onInstagram
115 23.5 %
Phone or email aknowledgeable staff person
124 25.3 %
Subscribe to the OVA e-newsletter
124 25.3 %
Search using Google, Bing,Yahoo, etc.
43 8.7 %
Other 14 2.8 %
Totals 489 100%
Why do you visit thewebsite?
402 Response(s)
Page 2
Jul 1, 2016 - Jul 4, 2017
Some data in this report may have been removed when a threshold was applied. Learn more
Demographics: Overview
0.36% of total sessions 0.40% of total sessions
Key Metric:
Age Gender
18-24 25-34 35-44 45-54 55-64 65+0%
8%
15%
22%
30% female male
47.2%52.8%
© 2017 Google
All Users100.00% Sessions
Ontario Volleyball Association
All Web Site Data GO TO REPORT
Jul 1, 2016 - Jul 4, 2017Pages
15.03%
11.80%
4.70%
4.66%
3.11%
2.54%
1.42%
1.30%
0.99%
0.98%
0.78%
0.70%
0.69%
0.68%
0.67%
0.66%
0.61%
0.60%
0.59%
0.59%
0.57%
0.56%
0.53%
0.53%
0.53%
Explorer
3,200,821% of Total: 100.00% (3,200,821)
3,200,821% of Total: 100.00% (3,200,821)
1. 481,172
2. 377,794
3. 150,316
4. 149,268
5. 99,655
6. 81,282
7. 45,403
8. 41,460
9. 31,663
10. 31,455
11. 25,116
12. 22,497
13. 21,970
14. 21,747
15. 21,438
16. 21,022
17. 19,462
18. 19,087
19. 18,960
20. 18,820
21. 18,382
22. 17,805
23. 17,060
24. 17,052
25. 16,982
Pageviews
October 2016 January 2017 April 2017 July 2017
20,00020,000
40,00040,000
Page Pageviews Pageviews
/
/events/upcoming-tournaments
/tournaments-events/team-rankings/indoor-team-rankings
/events/archive
/events/upcoming-tournaments?page=1
/programs/ova-beach-tour/seedings-and-points
/competitionsresults/ova-beach-tour/beach-tour-results
/events
/events/16u-girls-grand-prixbugarski-cup
/programs/ova-beach-tour/master-beach-schedule
/events/upcoming-tournaments?page=2
/events/calendar
/beachtour
/events/16u-girls-provincial-cup-3
/articles
/events/16u-girls-mcgregor-cup-3
/events/17u-girls-provincial-cup-3
/events/15u-girls-bugarski-cup-3
/events/15u-girls-provincial-cup-3
/programs/find-club
/events/15u-girls-mcgregor-cup-3
/programs/team-ontario/team-ontario-indoorteams
/events/14u-girls-bugarski-cup-1
/events/14u-girls-provincial-cup-3
/events/16u-girls-challenge-cup-3
All Users100.00% Pageviews
Ontario Volleyball Association
All Web Site Data GO TO REPORT
Users overwhelmingly visit the site to look for information about events - upcoming tournaments, rankings, seedings, results, and schedules.
Making this information more accessible by simplifying navigation, or having quick links on the homepage would improve usability scores
Making event calendars, schedules, results and rankings more customizable to the user, by way of filtration, would also help improve usability.
When asked to respond in detail to the question “why do you visit the website?” the responses matched the data above.
In order to filter through the text, all responses were put into a word cloud generator. Words that appear most often in the population of responses appear largest in the word cloud.
How do users access the website?It is also important to consider the devices our visitors use to access the website. The analytics from the past year demonstrate that slightly more visitors use a mobile device to access the site than via desktop.
This means that mobile responsiveness is very important to the usability and functionality of the site.
Jul 1, 2016 - Jul 4, 2017Overview
Rows 1 - 3 of 3
Explorer
Site Usage
861,719
% of Total: 100.00% (861,719)861,719
% of Total: 100.00%(861,719)
1. mobile 393,105 45.62%
2. desktop 378,872 43.97%
3. tablet 89,742 10.41%
Sessions
October 2016 January 2017 April 2017 July 2017
5,0005,000
10,00010,000
Device Category Sessions Sessions Contribution to total: Sessions
45.6%
10.4%
44%
© 2017 Google
All Users100.00% Sessions
Ontario Volleyball Association
All Web Site Data GO TO REPORT
Jul 1, 2016 - Jul 4, 2017Overview
Rows 1 - 3 of 3
Explorer
Site Usage
861,719
% of Total: 100.00% (861,719)861,719
% of Total: 100.00%(861,719)
1. mobile 393,105 45.62%
2. desktop 378,872 43.97%
3. tablet 89,742 10.41%
Sessions
October 2016 January 2017 April 2017 July 2017
5,0005,000
10,00010,000
Device Category Sessions Sessions Contribution to total: Sessions
45.6%
10.4%
44%
© 2017 Google
All Users100.00% Sessions
Ontario Volleyball Association
All Web Site Data GO TO REPORT
Though the current website is mobile responsive, the layout and navigation is still not ideal. In addition, the most popular and heavily accessed items (schedules, ranking, results) and many other resources, are in PDF format. PDFs are not mobile responsive and can be very difficult to access and read on a mobile device.
To improve usability scores, a strategy for publishing these resources in html format must be devised.
Most visited pages
Similar to the data above, when asked to select words that describe the website, feedback was mostly positive, but with room for improvement.
One hypothesis is that “familiar” is the important adjective here. The website has remained largely unchanged for several years and those who are familiar with it likely find it “organized” and “easy to use.” Those less familiar find it “confusing,” “frustrating” and “hard to use.”
It is clear that the site has grown stale and lacks the visual appeal and dynamics to be considered “fun,” “exciting,” or “inspiring.”
User perceptionsNow that we have a better understanding of who is using the website and why, we must try to determine how users feel about the site.
Please indicate howstrongly you agree or disagree with the following statements:
1 = Strongly Disagree, 2 = Disagree, 3 = Neutral, 4 = Agree, 5 = Strongly Agree
Answer 1 2 3 4 5Number of
Response(s)RatingScore*
It is easy to find theinformation I want on thewebsite.
484 3.4
I like the overall look and feelof the website.
484 3.4
It is easy to use andnavigate the website.
484 3.3
I regularly check the websitefor new and interestingarticles.
484 3.1
The information on thewebsite is complete,accurate, and up-to-date.
484 3.4
I only visit the website to findspecific information liketournament info, schedules,and results.
484 3.7
I like to check the website tofind out about new OVAprograms.
484 3.3
I like to check the website forinteresting articles aboutvolleyball and OVA athletes.
484 3.2
*The Rating Score is the weighted average calculated by dividing the sum of all weighted ratings by the number of total responses.
Page 3
On average, users are neutral to agreeable to the usability and appearance of the site. It is easy enough to use and looks good enough for most visitors, but is by no means exceptional.
The site could likely use some improvement in navigation and visual appeal.
Interestingly, when users were asked what they like versus what they dislike about the website, the word cloud experiment returns similar results:
What do you like? What do you dislike?
Users either like how easy it is to find information about tournaments, or they dislike how difficult it is to find information about tournaments. “Looking,” and “navigation” are common themes.
One certain area for improvement is to post information in a more timely manner.
When asked “how can we improve the website?” there is a fairly clear response:1) Make information easier to find by improving search, links, navigation.2) Post and update information in a more timely fashion.2) Use the website to support clubs, players, coaches and parents.3) Improve content using videos, photos and social media.
What do you likeabout the website?
290 Response(s)
How can we improvethe website?
227 Response(s)
Please rate ourwebsite from 1 (terrible) to 10 (perfect).
1 = 1 (Terrible), 2 = 2, 3 = 3, 4 = 4, 5 = 5, 6 = 6, 7 = 7, 8 = 8, 9 = 9, 10 = 10 (Perfect)
1 2 3 4 5 6 7 8 9 10Number of
Response(s)RatingScore*
487 6.5*The Rating Score is the weighted average calculated by dividing the sum of all weighted ratings by the number of total responses.
Please provide anyadditional comments/suggestions.
81 Response(s)
Page 5
Overall, the website averaged a score of 6.5 out of 10 when rated by survey respondents. The data trends suggest that the website does not require a complete rebuild, but rather specific improvements to navigation, visual appearance, functionality, and content.
ConclusionsBelow is a summary of recommendations for improvements to the website based on the findings of the survey, analytics, and conversations with members and staff.
1. Improve visual appeal: a) simplify layout b) modify colour scheme to match brand and be more vibrant c) increase use and effectiveness of multimedia(photos/videos) without distracting from information
2. Improve navigation and searchability: a) more attractive, functional, easy-to-use menu b) make search feature more accurate c) make most accessed features (schedules, rankings, results) more accessible/reduce clicks d) reduce clicks from event information to registration e) develop archive system to unpublish pages and events after a certain time frame
3. Improve mobile responsiveness: a) devise a strategy to eliminate pdf templates and convert schedules, rankings, results to html format b) more attractive/effective mobile layout and navigation
4. Improve content: a) devise a strategy to post most accessed information in a more timely manner (html format) b) incorporate multimedia more effectively (see 1c) c) develop accessible catch-all events calendar that can be customized by the user by toggling filters d) improve access to and customization/filtering of results, rankings, schedule templates (html format)
5. Develop a splash page feature for important events (OCs) and sales periods (Trainwave manuals or clothing)
6. Integrate ontariovolleyballchampionships.org as a sub-site with seasonal splash page
7. Eliminate or improve integration of advertising and develop consistent rules, particularly for club ads
8. Develop system for automated production/distribution of e-newsletter by selecting articles for publication a) make e-news sign up easier and more visible
9. The site must remain information-based.
