Invitation to Negotiate
Website Development
Tallahassee Writers Association is looking for a website developer/designer who can redesign our current website and migrate content to a user-friendly web-hosting service.
ITN issued by
Tallahassee Writers Association
1700 North Monroe St.
Suite 11, PMB 138
Tallahassee, FL 32303
USA
Respond to:
Liz Jameson, President, Tallahassee Writers Association
Deadline: May 23, 2025
Only responses submitted to TWA.President.FL@gmail.com and received by May 23, 2025 will be considered. TWA is not responsible for responses that are not received as specified for any reason.
COMPANY BACKGROUND
The Tallahassee Writers Association (TWA) is a 501(c)(3) organization that exists solely for literary, educational, and charitable purposes. The mission of TWA is to support writers of all levels through education, connection, promotion, and outreach.
TWA offers
- Monthly meetings with speakers and programs on topics of interest to writers
- Writing workshops approximately twice a year for more in-depth instruction
- Critique groups
- Networking
- Monthly newsletter
- Writing contests including the annual Seven Hills Literary Contest and Penumbra Poetry and Haiku Contest (“Seven Hills Contest”)
- Annual publication of the Seven Hills Review, featuring winning entries in the Seven Hills Contest
- Student outreach
TWA was founded in 1984 by Howard Libin, a local magazine editor whose goal was to cultivate a group of nonfiction writers in the Tallahassee area. As the Tallahassee Area Nonfiction Writers Association expanded in membership, it also grew in its diversity of talents. In 1988, the organization changed its name to the Tallahassee Writers Association to reflect that it serves the interests of all writers. Today we have more than 100 members in the Big Bend area. We are journalists, novelists, creative nonfiction authors, poets, children’s authors, screenwriters, playwrights, publishers, and editors.
PROJECT BRIEF
TWA’s current website is platformed in Drupal, a Content Management System (CMS) that is far more complex than what is needed. We are looking for a website developer/designer who can redesign our current website and migrate content from Drupal to a WordPress-based site, on a web-hosted platform, which can be on a different web-hosting service than current. We want the ability to perform routine maintenance and updates on the new site ourselves.
Essential functions of our website include:
- Membership Database
- Commerce – ability to take payments for new memberships, membership renewals, contests, workshops, etc.
- Automated reminder emails to members prior to expiration of their memberships
- Contact information
- Calendar of upcoming events
- Registration for contests and events (including payment)
- Archive for old information
Functions to be added to new website:
- A secure, structured location to archive TWA documentation, accessible to all officers, which will allow for better recordkeeping in the future.
- Email accounts associated with our website for all board officers and standing committee chairs, as well as other miscellaneous needs (contests, info, newsletter, etc.). The purpose is to create continuity and records that span across time and different individuals filling positions. An example would be President@twaonline.org.
- Members-only pages that require login with a member-specific code, including:
- Zoom recordings of monthly meetings and workshops (time-limited access)
- Board of Director meeting minutes
- Other members only content
- Easily update members’ email list to MailChimp (or other platform) for sending out the monthly e-newsletter, ballot/election of officers information, and other announcements.
- We are interested in entertaining options that include your fee to provide an orientation for TWA Board members and, alternately, your managed services rate for managing the website for TWA
PROJECT GOALS
- Custom website that TWA can easily update and scale over time
- Web design to reflect our brand
- Provide an engaging user experience
- Easy-to-use CMS
- Document archive
- Email service for up to 20 accounts
SUBMISSION REQUIREMENTS
Vendors must submit a detailed list of services to be performed and their associated costs, as well as the cost associated with an annual maintenance plan (annual fee with associated deliverables and/or hourly fee schedule).
Vendors must include three professional references.
EVALUATION CRITERIA
The following criteria will be considered when evaluating responses to this ITN:
- Ease of use with platform
- Work approach
- Accessibility of vendor support
- Cost estimate
- References
ITN TIMELINE
ITN Sent: May 2, 2025
Proposals Due: May 23, 2025
Winner Selected By: June 1, 2025