Notice to Respondents: Request For Proposal WCSD-26-018 for Website and Intranet Redesign

Request For Proposal
WSCD-26-018 for Website and Intranet
Redesign
0

1. Request for Proposal
This Request for Proposal (RFP) is being issued to solicit proposals from qualified Respondents to
provide an exciting, innovative and comprehensive website and internal intranet redesign to
match the quickly growing Waukee Community School District.
The website shall showcase the student experience and why families and employees choose
Waukee CSD. The new website and internal intranet will strengthen our communication to our
students, staff, community and the public, support consistent branding, enhance storytelling,
simplify content management and provide a secure, accessible and reliable digital experience.
Navigation shall be easy for any of our key audiences to find the information they are searching
for. The website and intranet shall be fully accessible per Federal regulations above and beyond
to the highest standard available.
2. Introduction/Purpose
As the third-largest K-12 public school district in Iowa, Waukee Community School District serves
more than 2,500 staff and more than 14,000 students from Clive, Urbandale, Waukee, and West
Des Moines. The District is one of Iowa's fastest-growing Districts with a diverse and expanding
student and staff population. The District is committed to exceptional educational opportunities,
operational excellence, and strong community partnerships.
2.1 Background
Currently the District utilizes JUICEBOX to host its website and intranet for more than
four (4) years. The District will be responsible for consolidating any and all external
affiliated websites outside of the current District website.
2.2 District Objectives
2.2.1 The Respondent shall provide the strategy, design, development,
implementation, content migration, hosting, maintenance and ongoing support
of a modern District website and intranet. The website and intranet shall
centrally manage District, school, department and program content.
2.2.2 Provide a modern, responsive, accessible, secure and intuitive website and
intranet experience across desktop, tablet and mobile devices.
2.2.3 Improve the overall usability and effectiveness of the website by making District
information easy for students, families, staff and community members to locate
and understand. Establish intuitive pathways from the homepage to frequently
requested information and services. Improve the ability of users to locate
District information through internal website search, external search engines
and AI bots.
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2.2.4 Organize information around the needs and common tasks of key audiences,
including current families, prospective families, students, prospective
employees, and community members.
2.2.5 Provide District staff with an intuitive Content Management System (CMS) that
allows authorized users to create, edit, review and publish content without
specialized technical knowledge.
2.2.6 Improve website and intranet accessibility and support ongoing compliance with
the highest accessibility standards.
2.2.7 Integrate with the few existing District systems and third party applications.
2.2.8 Provide reliable hosting, cybersecurity protection, support high traffic, bot
protection, backups, monitoring and technical support.
2.2.9 Provide the District with ownership, flexibility, access and portability of its
website content and data.
2.2.10 Provide a scalable platform capable of supporting future District growth,
additional schools, programs and communication requirements.
2.2.11 Waukee CSD intends to Award one Respondent.
2.3 District Responsibilities
The District will provide:
A designated project manager and point of contact.
Access to appropriate District stakeholders.
Existing website content and files available to the District.
District branding standards and approved visual assets.
Information necessary to configure approved integrations.
Timely review and approval of design, content, configuration and project
deliverables.
District personnel to participate in training and user acceptance testing.
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2.4 Website and Intranet Redesign Project Timeline
Phase Timing Description
Vendor October Issue an RFP; review proposals, cost estimates, and presentations;
selection research other client sites; evaluate and select vendor
Board approval November Get approval from Finance Committee and School Board; meet
with other departments about migrating their sites (activities,
performing arts, Silver Cord)
Discovery November- Meet with the vendor, align goals, determine accessibility
December standards, and establish Waukee CSD branding elements, visuals,
and key messages
Architecture December Vendor develops the sitemap and navigation
Design January Vendor creates visual concepts, homepage design, page
concepts templates, and content blocks; review and modify
Feedback February Get feedback from SLT and School Board
Development February- Vendor builds the site; Comms creates content (photos, hero
March images, feature videos)
Content April-June Comms team creates pages, migrates content, rewrites text on all
migration pages, inserts photos, builds forms, and tests for accessibility
Testing and July Get feedback from SLT and School Board; hold focus groups with
feedback students, staff, and families to test usability
Revisions and August Complete revisions, begin communications plan about new
final checks website
Launch Mid-August Publish new website, monitor questions, address issues
Evaluation September- Review analytics and searches, gather feedback, make
October improvements
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2.5 Definitions
For the purposes of this RFP and the resulting contract, the following terms shall mean:
"District" means Waukee Community School District that is issuing the RFP and any
other agency that purchases from the Contract.
"Contract" means the Master Agreement(s) entered into with the successful
Respondent(s).
"Contractor" means the awarded Respondent(s) to provide the contractual services
agreed upon.
"Deliverable" means the completion of a milestone or accomplishment of a task.
"General Terms and Conditions" means the General Terms and Conditions for Services
Contracts.
"Proposal" means the Respondent's proposal submitted in response to the RFP.
"Respondent" means the company, organization or other business entity submitting a
proposal in response to this RFP.
"Responsible Respondent" means a Respondent that has the capability in all material
respects to perform the scope of work and specifications of the Contract. In determining
whether a Respondent is a Responsible Respondent, the Agency may consider various
factors including, but not limited to, the Respondent's competence and qualifications to
provide the goods or services requested, the Respondent's integrity and reliability, the
past performance of the Respondent and the best interest of the Agency and the State.
"Responsive Proposal" means a Proposal that complies with the material provisions of
this RFP.
"RFP" means this Request for Proposals and any attachments, exhibits, schedules or
addenda hereto.
"Waukee CSD" means the Waukee Community School District and the boards,
departments and employees making purchases from the Contract as permitted by this
RFP.
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3. Contract Term
Final award is contingent upon approval by the Waukee CSD Board of Education and the
District's legal counsel.
After selection, Waukee CSD will meet with the Respondent for the purpose of negotiating an
Agreement that is acceptable to both parties. In the event that the parties do not achieve an
acceptable agreement, Waukee CSD reserves the right, at its sole discretion, to negotiate with
other Respondents. Should the above process not result in a contract, Waukee CSD will
re-evaluate relevant issues and take appropriate follow-up action.
The initial contract term shall be three (3) years, beginning on Awarded Date and ending on
10/31/2029, with an option for up to one (1) year renewals by mutual agreement.
4. Notice to Respondents
4.1 Request for Proposal Schedule
Request for Proposal Schedule
Event Open 09/28/2026 1:30 PM
Question Submission Date 10/05/2026 2:00 PM
Event Close 10/16/2026 4:00 PM
To be scheduled as requested by
Respondent Presentation/Demo 10/23/2026 District
Notice of Intent to Award issued 11/05/2026 10:00 AM
Board Notification and Approval 11/09/2026 6:00 PM
Contract Finalized and Signed 11/10/2026 10:00 AM
Awarded Respondent Begins Work 11/11/2026 10:00 AM
4.2 Questions and Answers
All questions regarding this solicitation shall be received via email to
jjanssen@waukeeschools.org by no later than Month XX, 2026 2:00 PM CST. The
Waukee CSD will provide responses to those questions deemed appropriate at
https://www.waukeeschools.org/district/departments/business-services/notice-to-bidd
ers/. Answers will not be provided on an individual basis.
4.3 Communication
Until a notice of intent is awarded, the sole point of contact for this proposal
opportunity will be the Issuing Officer from the date of issuance until intent to award is
issued to the successful Respondent.
Issuing Officer:
Julie Janssen, Purchasing Agent
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Waukee Community School District
District Administration Office
560 SE University Ave., Waukee, IA 50263
jjanssen@waukeeschools.org
NOTE: Large files delivered via email may be spammed. Please confirm receipt of any
digital files.
4.4 Proposal Submission:
Proposals are due October 16, 2026 at 2:00 PM CST. Proposals shall be submitted
electronically via email to jjanssen@waukeeschools.org as outlined below, prior to the
proposal deadline.
4.4.1 Firm Proposal Terms
Respondent guarantees all proposal terms including price will remain firm for at
least ninety (90) days following the RFP close date.
4.4.2 Please mark your email proposals: "RFP WCSD-26-018 for Website and Intranet
Redesign ". The school district reserves the right to reject any and all proposals
and to accept the proposal deemed to be in the best interest of the school
district in its sole and absolute discretion.
4.6 Notification of Intent to Award
After responses are evaluated, a Notification of Intent to Award (NOIA) and evaluation
tabulation will be sent via email of the Waukee CSD's decision to all suppliers.
After an award is made, a proposal evaluation summary will be sent to all Respondents
who submitted a proposal. Proposal results will not be given over the telephone or prior
to award. Proposals may be withdrawn any time prior to the scheduled closing time for
receipt of proposals; no proposal may be modified or withdrawn for a period of ninety
(90) calendar days thereafter.
4.7 Public Records and Requests for Confidential Treatment
Waukee CSD shall treat all information submitted by Respondent as public records
unless the Respondent properly requests that specific parts of the Proposal be treated as
confidential at the time of submitting the Proposal AND the information is confidential
under Iowa or other applicable law. Waukee CSD's release of public records is governed
by Iowa Code Chapter 22. Respondents are encouraged to familiarize themselves with
Chapter 22 before submitting a proposal. Waukee CSD will copy and produce public
records as required to comply with Chapter 22 or other applicable laws.
4.8 No Minimum Guaranteed
Waukee CSD anticipates that the awarded Respondent will provide services as requested
by Waukee CSD. Waukee CSD will not guarantee any minimum compensation will be
paid to the Respondent or any minimum usage of the Respondent's services.
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5. Proposal Response Instructions.
These instructions describe and define the format and content of the Proposal.
They are designed to facilitate a uniform review process. Failure to adhere to the Proposal
format may result in the rejection of the Proposal. Proposals shall not contain promotional or
display materials.
5.1 Proposals must be submitted by the deadline stated in this RFP. Late submissions will
not be considered.
5.2 Proposals shall be no longer than [ten] 10 pages.
5.3 The Proposal shall be divided into two parts: (1) the Technical Proposal and (2) the Cost
Proposal. The Technical Proposal and the Cost Proposal shall be labeled as such as
separate files.
The files shall be labeled with the following information:
RFP WSCD-26-018 - Respondent Name - Technical Proposal
RFP WSCD-26-018 - Respondent Name - Cost Proposal.
5.4 Amendments
Waukee CSD reserves the right to amend the Request for Proposal at any time.
Respondents shall acknowledge receipt of any and all amendments in its
proposal.
If an amendment occurs after the closing date for receipt of proposals, Waukee
CSD may, in its sole discretion, allow Respondents to amend their proposals in
response to the amendment if necessary.
Respondents may amend their proposals.
Amendments must be in writing, signed by the Respondent and received by the
time set for the receipt of proposals.
Respondents who submit proposals in advance of the deadline may withdraw,
modify, and resubmit proposals at any time prior to the deadline for submitting
proposals.
Respondents must notify the Issuing Officer in writing if they wish to withdraw
their proposals.
5.5 Withdrawal
Waukee CSD reserves the right to withdraw this RFP at any time. Any changes will be
communicated to all interested Respondents.
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5.6 Presentations
Respondents may be required to make a presentation and demo of their proposal. The
presentation, if necessary, will occur at Waukee Community School District's offices or
through a Google meeting. The determination as to need for presentations, the
location, order, and schedule of the presentations is at the sole discretion of Waukee
Community School District. The presentation will be a maximum of forty five (45)
minutes each. Thirty (30) of those minutes will be the presentation and the last ten -
fifteen (15) minutes will be answering questions. The District would like to see a demo
of the Content Management System and two (2) - three (3) real examples of completed
projects.
5.7 Respondents must treat all Waukee Community School District financial and operational
data as confidential and may not disclose any information without written consent from
Waukee Community School District.
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6. Evaluation and Award
6.1 Waukee CSD reserves the right to accept or reject any or all proposals. The Issuing
Officer will review the proposals for compliance with the RFP requirements. All answers
provided to the questions asked in this RFP are subject to verification. Misleading
answers shall be grounds for disqualification at any stage in the procurement process.
6.2 Waukee CSD reserves the right to make a written request for additional information
from a prospective Respondent to assist in understanding or clarifying a Proposal.
6.3 The Issuing Officer will retain non-compliant Proposals.
6.4 Proposals determined by the Issuing Officer to be responsive and compliant with the RFP
will be evaluated. To be deemed a Responsive Proposal, the Technical Proposal shall:
Answer "Yes" to all Mandatory Specifications and include supportive materials
as required to demonstrate the Respondent will be able to comply.
6.5 Disqualification
Waukee CSD may reject proposals outright for any one of the following reasons:
Respondent fails to deliver the proposal by the due date and time.
Respondent states that a service requirement cannot be met.
Respondent response materially changes a service requirement.
Respondent response limits the rights of Waukee Community School District.
Respondent fails to include information necessary to substantiate that it will be
able to meet a service requirement.
Respondent fails to respond to Waukee Community School District's request for
information, documents, or references.
Respondent fails to include any signature, certification, authorization,
stipulation, disclosure or guarantee requested of this RFP.
Respondent presents the information requested by this RFP in a format
inconsistent with the instructions of the RFP.
Respondent initiates unauthorized contact regarding the RFP.
Respondent provides misleading or inaccurate responses.
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