Ames Community School District  Exhibit No. D­4 Ames, IA  Date: June 16. 2014   

BOARD AGENDA FORM   Subject:  Website Design Update and Contract with Juice Box Interactive   Prepared by:  Kathy Hanson, Director of School, Community and Media Relations, Karl Hehr, Director of Technology Services   Action Requested: Discussion  

Executive Summary:  The Director of Technology Services, the Director of School, Community and Media Relations, and the Communication Technology Specialist have completed an extensive process of evaluating the need to update the District’s website, as well as exploring all the options for completing that task and soliciting proposals to find the firm most suited to meet the District’s goals: 

● Marketing the District’s educational philosophy and strategic focus. ● Communicating information effectively for all audiences. ● Providing capacity for nimble response to changing information requirements now and for the future. ● Providing the best investment of resources. 

 District administrators support updating the website update because the current website: 

● Damages the public’s perception of the District and contradicts the District’s promise of a clear, focused strategic plan for individualizing instruction for each student. 

● Frustrates and confuses parents, students, and staff. ● Lacks the capacity to organize critical information that the District’s key audiences need. 

 The District currently has revenue in the General Fund designated for one­time expenses that would cover the cost of the website update without affecting resources for student programs.  The case for updating the website: 

Current site What updated site would provide 

 

Website detracts from District as a marketing tool.  The website contradicts the clear, focused, spoken and written promises the District makes in its strategic plan and diminishes the credibility of its accomplishments. The website in its current state gives the impression that the District is disorganized, apathetic to, or unaware of, stakeholders’ needs and expectations, unfamiliar with best practices for providing information and using technology, and unsure of its brand message.  

A new site would be a powerful marketing tool. Its design and content would be clear, focused and strategic. It would be built according to the best practices in design elements, which the District’s main stakeholders—parents and students—expect. It would be the “go­to” medium for informing and engaging them. Each time they use the website, their experience would bolster their trust and loyalty because the website would reinforce the credibility of the District’s promise to individualize instruction for each student.  

   

Current website The District promotes 1:1 technology but the use of website technology that is several generations out of date damages the credibility of its technology integration in instruction. 

New website A new website would incorporate best practices that would match the state­of­the art educational experience we provide. 

Key information is hard to create, find and use The District site has not been redesigned in more than seven years. Industry standards and best practices say websites should be redesigned every three­to­five years. This out­of­date platform forces information into an incoherent structure that frustrates, confuses and stresses users. 

A new website would match District stakeholders’ expectations based on all other web technology that’s constantly at their fingertips: content that engages and informs them with logical navigation, and backgrounds and graphics that support concise, readable and searchable content.  

Critical announcements, updates and corrections can only be made by the webmaster or technology director because the website content management platform is several generations out of date. This causes delays, errors, stress, and confusion. The unnecessary barriers to accessibility put updates at risk of being missed or incorrect. 

New website standards include a content management system as easy to use as a wordprocessor. With a bit of training, assigned staff members would be able to update content quickly, easily and accurately according to their areas of responsibility.   

The current website was designed three years before the District implemented its education strategic plan and facilities master plan. It lacks the capacity to reorganize or add information in the clear, strategic way the district currently functions. Examples: facilities, budget, board policies, health services, academic processes, boundaries. 

A new website would have the built­in organizational structure to add and update information as the district continues to refine and fulfill  its strategic plan and facilities master plan. 

The Registrar, Information Coordinator, Director of Community Relations and Human Resources Coordinator must take time to explain to people how to find key information on the website. 

A new website would have simpler navigation with clear pull­down menus and consistent formats for fonts and content. Its users would be less frustrated and staff would have more time to focus on key tasks and goals. 

The webmaster must manually code each page for information that is shared on multiple web pages. 

A new design would provide master pages that automatically replicate content such as student handbooks, news items, calendars or menus, on multiple areas of the website. 

The website banner is made from a composite of individual graphics and links that the webmaster  must recreate into a single graphic each time the navigation needs change. The process is labor­intensive and doesn’t achieve aesthetic quality or an effective user experience.  

New web design standards will improve site navigation and graphics design. The navigation links would not be embedded in the banner design. Navigation links would be simple to update. 

The navigation links don’t have pull­down features to show their subpages. Users have to guess and then memorize where to find departments, policies, enrollment forms, and grade level expectations. 

A new website would have navigation links with clear labels and pull­down options.   

  

  

Current Site The search feature is hard to read and depends on guesswork of terminology. 

Updated Site A new website would have an optimized search function. 

Staff email directory requires people to copy and paste and add the domain extension. 

A new website would have a user­friendly module for a staff directory. 

The calendar page, which is one of the key features parents and community members use, is confusing, cluttered and very difficult to navigate and read. 

A new website would have an integrated calendar and events function that is simple, clean, and clear. 

  

Professionals in public relations, communication and marketing in other Iowa school districts and area education agencies have this to say about our website:  Laura Dillavou, Johnston Community School District Director of Communications and Marketing “For a district with so many accolades, such as the high school ranking, NMSC recipients, etc., your website should reflect this. A move to an updated platform with brighter/lighter colors, updated fonts, fewer tables, cleaner navigation, and more photos will be engaging to your audience, including those exploring Ames schools for the first time.   George Held, Communication Supervisor, Grant Wood AEA “For starters, the dark background is old and outdated. The search page with the reverse type is very hard to read, making it more difficult to use. Lighter backgrounds tend to be the norm now instead of the dark backgrounds. Also, many of the more contemporary designs have pictures that change frequently ­ either with each log­in or that change every few seconds so that users see various views of the district's campus buildings and students.”  Nicole Lawrence, Communications Coordinator, Waukee Community School District  

1. It does not display easily and efficiently on mobile devices.  2. The scrolling text has too much content and is difficult to read.  3. The menu tabs are too small and hard to read.  4. Lack of visual branding. What are the school/district colors? Hard to tell by looking at this site.  5. The site looks dated. 6. The white text on the menu section in the building pages is difficult to read.  7. Page style isn't consistent. 8. Site is very table heavy.  

 Options for updating the website The analyses we previously submitted showed that hiring a web development firm is the approach that best ensures the website is updated with the industry standards and quality that meets the District’s needs now and for the future. 

 

Best firm to meet the District’s needs Since our last presentation to the Board, the team regrouped and requested proposals from eight web development firms. Six responded. Two are nationally­based firms, one is based in Canada and three are based in Central Iowa. The Rubric we used to evaluate their responses is attached.  We narrowed our selection to three firms: Global Reach, Flying Hippo and Juice Box Interactive.  Global Reach was the firm with the lowest cost. Its references were less favorable than Juice Box’s. Our team members preferred the quality of Juice Box’s designs over the quality of Global Reach’s. Juice Box and Flying Hippo showed similar levels of design quality. Flying Hippo had the highest cost of the three firms and its references were less favorable than Juice Box’s. Our team chose Juice Box Interactive because it scored the best in all the areas of the rubric, especially in terms of its outstanding references. In terms of Juice Box’s proposal, processes and references, the team determined that Juice Box functions strategically in a clear and focused manner that fits the District’s values and philosophy. Juice Box’s proposal includes a  scope of services that fits within the District’s budget.  Conclusion: Updating the District website is a strategic function that is critical to the District’s mission. The staff has a proposal that satisfies the District’s goals, from Juice Box Interactive, a Des Moines­based web development firm that is a government certified e­Rate service provider. The District has carry­over funds from 2013­14 one­time funding that is designed for expenses such as website design that are not ongoing. If the District doesn’t use some of those funds for the website, in the future the District would need to use General Fund dollars that would be subtracted from programming resources.  Financial Information: Fund: General Fund Cost: $30,750 for development project. Budget Amount: $35,000 Operational Cost: $320 monthly for hosting the first year, with e­Rate discounts thereafter, as part of the Technology Department Budget.     Superintendent’s Review:                   

                      7/1/11  

VendorJuice Box Interactive High Middle Low Rubric Total

This vendor meets all the requirements set forth in theproposal.

All requirements met (35pts) N/A Some/All Requirements Missing

(0 pts)95Total 35

References for like sized K-12 institutions. All references were good(20 pts)

Some references weregood (10 pts)

Few references were good(0 pts)

Total 20

Graphical excellence of websites designed previously byvendor.

Body of work isprofessional and

innovative. Previousexamples of work

highlight creative andintuative websites. (20

pts)

Body of work is average.While the work is good,

there seems to be limitedcreativity and sites are notcreated to meet the uniqueneeds of the customer. (10

pts)

Body of work is poor. Lackscreativity and unique designsthe higlight the differentiated

needs of the customer. (0 pts)

Total 20

Ability to meet the project’s established deadline.Timeline for project

completion is within therequirements set in the

RFP (15 pts)

Timeline for projectcompletion is slightly

outside the requirementsset in the RFP (7 pts)

Timeline for project completionis not within the requirements

set in the RFP (0 pts)

Total 15

Overall project cost. $30, 750. Total cost of ownershipis the lowest of the bids.

(10 pts)

Total cost of ownership isthe middle of the bids. (5

pts)

Total cost of ownership is thehighest of the bids. (0

pts)

Total 5

Flying HippoHigh Middle Low Rubric Total

This vendor meets all the requirements set forth in theproposal.

All requirements met (35pts) N/A Some/All Requirements Missing

(0 pts)70Total 35

References for like sized K-12 institutions. All references were good(20 pts)

Some references weregood (10 pts)

Few references were good(0 pts)

Total 0

Graphical excellence of websites designed previously byvendor.

Body of work isprofessional and

innovative. Previousexamples of work

highlight creative andintuitive websites. (20

pts)

Body of work is average.While the work is good,

there seems to be limitedcreativity and sites are notcreated to meet the uniqueneeds of the customer. (10

pts)

Body of work is poor. Lackscreativity and unique designsthe higlight the differentiated

needs of the customer. (5 pts)

Total 20

Ability to meet the project’s established deadline.Timeline for project

completion is within therequirements set in the

RFP (15 pts)

Timeline for projectcompletion is slightly

outside the requirementsset in the RFP (7 pts)

Timeline for project completionis not within the requirements

set in the RFP (0 pts)

Total 15

Overall project cost. $36,500. Total cost of ownershipis the lowest of the bids.

(10 pts)

Total cost of ownership isthe middle of the bids. (5

pts)

Total cost of ownership is thehighest of the bids. (0

pts)

Total 0

VendorGlobal Reach High Middle Low Rubric Total

This vendor meets all the requirements set forth in theproposal.

All requirements met (35pts) N/A Some/All Requirements Missing

(0 pts)70Total 35

References for like sized K-12 institutions. All references were good(20 pts)

Some references weregood (10 pts)

Few references were good(0 pts)

Total 10

Graphical excellence of websites designed previously byvendor.

Body of work isprofessional and

innovative. Previousexamples of work

highlight creative andinntuative websites. (20

pts)

Body of work is average.While the work is good,

there seems to be limitedcreativity and sites are notcreated to meet the uniqueneeds of the customer. (10

pts)

Body of work is poor. Lackscreativity and unique designsthe higlight the differentiated

needs of the customer. (5 pts)

Total 0

Ability to meet the project’s established deadline.Timeline for project

completion is within therequirements set in the

RFP (15 pts)

Timeline for projectcompletion is slightly

outside the requirementsset in the RFP (10 pts)

Timeline for project completionis not within the requirements

set in the RFP (0 pts)

Total 15

Overall project cost. $23,500. Total cost of ownershipis the lowest of the bids.

(10 pts)

Total cost of ownership isthe middle of the bids. (5

pts)

Total cost of ownership is thehighest of the bids. (0

pts)

Total 10

services agreementThis is an agreement for services provided by Juicebox Interactive to the Ames Community School District. Juicebox is pleased to provide the services outlined in this agreement and the Ames Community School District is obligated to pay Juicebox for work performed. The total cost of the project will not exceed $35,000. You may remove any items from the project at any time during the discovery process.

Signature

Title

Printed Name

Date

Project components

District website

Site design mock-ups (home, interior landing page, general interior page)

Implementation and programming of these design templates

News system

Activities & events calendar system

Website search

Discovery process

Set up website visitor tracking (using Google Analytics)

Project management, meetings and teleconferences (including process review)

Interactive feature for the home page

YouTube video display integration

Multiple levels of permission for content administration

Place the website into WordPress

Perform all necessary programming

Content management training (up to six hours)

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Stock photography (budget allowance of $300)

Factoids

Page replication

School delay or cancellation alert message

Assistance in deployment (if needed)

Site administration guide

Subtotal

Beta site setup and migration planning

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Ongoing guidance + strategy

$18,450

Additional Detail about district website Components

Site Design

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News System

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Activities & Events Calendar System

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Website Search

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Discovery process

Includes meetings with your team to understand the district, your brand, as well as the QHHGV�DQG�REMHFWLYHV�RI�YDULRXV�GHSDUWPHQWV��7KHVH�GLVFRYHU\�VHVVLRQV�ZLOO�EH�KHOG�DW�\RXU�RɝFH�

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Content Management Training

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Factoids

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Page Content Replication

For easier management of shared pages, you’re able to create a single “master” page and then have the content from that page display on multiple areas of the website DXWRPDWLFDOO\��)RU�H[DPSOH��LW�ZRXOG�DOORZ�\RX�WR�GLVSOD\�D�SDJH�ZLWK�WKH�VWXGHQW�KDQGERRN�RU�PHDO�FDOHQGDU�ZLWKLQ�WKH�QDYLJDWLRQ�RI�DQ�LQGLYLGXDO�VFKRRO�EXLOGLQJȇV�QDYLJDWLRQDO�DUHD�LQVWHDG�RI�MXPSLQJ�RYHU�WR�D�GLHUHQW�VHFWLRQ�RI�WKH�ZHEVLWH�

School Delay or Cancellation Alert Message

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Site Administration Guide

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Beta Site Setup and Migration Planning

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Ongoing Guidance + Strategy

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&RVW�WR�FUHDWH�XQLTXH�GHVLJQ�WHPSODWHV�IRU�WKUHH�OHYHOV� of schools and implement once for each level of school

$4,000

ΖQ�WKLV�VLWXDWLRQ��ZH�ZRXOG�FUHDWH�D�VLQJOH�GLVWULFW�ZHEVLWH�GHVLJQ�DQG�WKHQ�FUHDWH�D�GLHUHQW�page template variation for each level of school (elementary, middle, high). Each school would KDYH�D�GLHUHQW�ODQGLQJ�SDJH�DQG�XQLTXH�GHVLJQ�EDFNJURXQG�RU�FRORU�IRU�WKHLU�VFKRRO�EXW�WKH�school’s content would live within the district’s website. You would need to purchase scenar-LR���DQG�DGG�LWHPV�LQ�VFHQDULR���WR�FUHDWH�WKH�XQLTXH�ORRN�IRU�HDFK�VFKRRO�WKDW�ZRXOG�UHVLGH�within the district website.

Optional Items

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Online Form Engine

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Form Creation

If you would prefer to have us create additional forms for you, the FRVW�ZLOO�Y�DU\�EDVHG�RQ�WKH�TXDQWLW\�RI�ȴHOGV�

Photo Gallery

We can create a custom photo gallery or integrate your website with DQ�H[WHUQDO�SKRWR�VRXUFH�VXFK�DV�)OLFNU�RU�3LFDVD�

$3,300

$400

$650

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Digital Backpack

We will create a system that will include information that would W\SLFDOO\�EH�SDVVHG�DORQJ�LQ�DQ�HOHFWURQLF�EDFNSDFN�V\VWHP��6LWH�YLVLWRUV�ZLOO�EH�DEOH�WR�SLFN�ZKLFK�JUDGH�V��WKHLU�FKLOGUHQ�DUH�LQ�VR�WKDW�RQO\�UHOHYDQW�GLJLWDO�EDFNSDFN�LWHPV�ZRXOG�EH�GLVSOD\HG�

Page Creation

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Allowance for Additional Items

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Budgeted amount $500�����������SHU�SDJH�

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HOSTING:H�DUH�DQ�DSSURYHG�H�5DWH�SURYLGHU�DQG�ZLOO�ZRUN�ZLWK�WKH�GLVWULFW�RQ�\RXU������DSSOLFDWLRQ��2XU�hosting environment is a dedicated virtual private server. The environment is cloud-based and can be instantly upgraded should we need additional storage capacity. We also feature a Content Delivery Network (CDN) for ultra-fast delivery of images, media and documents from the website.

ȏ� Managed server environmentȏ� Cloud based for unrivaled redundancyȏ� Automatic server security patches and upgradesȏ� Automatic CMS security patches and upgradesȏ� 50GB storageȏ� ����7%�GDWD�WUDQVIHUȏ� Content Delivery Network (CDN)ȏ� Daily backupsȏ� 99.99% Uptimeȏ� �����VLWH�PRQLWRULQJ�DQG�DQDO\WLFVȏ� �����VXSSRUW�IURP�WLHU���SHUVRQQHO

We don’t believe in holding people hostage with long-term hosting contracts. We believe that if you give people a good product or service you don’t have to lock them into a long term contract. Since we don’t have long-term hosting contracts, you don’t have to worry about any type of early termination fees.

We do not anticipate ever having to increase our hosting costs. However, should be ever increase hosting costs, we guarantee that any annual increase will not exceed 5%.

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HOW WE’LL WORK TOGETHER You’ll have a dedicated project manager that will serve as your primary contact for the project. The person that will manage your project previously managed website implementations for six VFKRRO�GLVWULFWV��ΖQ�DGGLWLRQ��\RX�ZLOO�DOVR�KDYH�GLUHFW�FRQWDFW�ZLWK�GLHUHQW�PHPEHUV�RI�RXU�WHDP�when it’s important for them to work with you. We’ll meet in person, via conference call and also via video conference.

At a minimum, we’ll have these meetings for your project. We expect to hold each of these meet-LQJV�DW�WKH�GLVWULFW�RɝFHV��0RVW�PHHWLQJV�ZRXOG�WDNH�EHWZHHQ�RQH�DQG�WZR�KRXUV��ΖQ�WKH�GLVFRY-ery sessions, it’s ideal that anyone who would need to approve the design would participate in WKH�SURFHVV��)RU�WKH�RWKHU�PHHWLQJV��\RX�PD\�ȴQG�LW�HDVLHU�WR�KDYH�IHZHU�VWD�PHPEHUV�DWWHQG��(DFK�RI�WKH�GLVWULFWV�ZH�KDYH�ZRUNHG�ZLWK�KDV�EHHQ�XQLTXH�LQ�KRZ�PDQ\�SHRSOH�DUH�LQYROYHG�DQG�WKHLU�OHYHO�RI�SDUWLFLSDWLRQ�VR�ZHȇYH�IRXQG�WKDW�LW�ZRUNV�EHVW�WR�DGDSW�WKH�SURFHVV�WR�\RXU�XQLTXH�needs.

ȏ� ����'LVFRYHU\�PHHWLQJ����RU���VHVVLRQV�ȏ� Wireframe presentationȏ� Design presentationȏ� Design revisions presentationȏ� Content planning (may be multiple sessions)ȏ� Training

ΖI�DGGLWLRQDO�PHHWLQJV�DUH�UHTXLUHG�GXULQJ�WKH�SURMHFW��WKRVH�DUH�LQFOXGHG�LQ�WKH�FRVW�RI�WKH�SURM-ect. We work until the work is done!

Project Benchmarks

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If we’re working with you, rest assured our work will be done on time. In fact, we’ll put our pocket book on the line. If we don’t meet your deadline we’ll discount the cost of the project by 5%. Since we’re not writing content, we can’t assume responsibility for how timely that content is written but we’ll put a schedule together of when we deliver our work to you. If we miss the deadline, you FDQ�KROG�XV�DFFRXQWDEOH��:H�ZLOO�KDYH�WKH�GLVWULFW�VLWH�FRPSOHWHG�E\�2FWREHU����������SURYLGHG�WKDW�WKH�ERDUG�DSSURYHV�WKH�SURMHFW�DW�WKHLU�-XQH����ERDUG�PHHWLQJ��7R�KDYH�WKH�SURMHFW�FRPSOHW-HG�E\�WKDW�GDWH��ZHȇOO�QHHG�WR�KDYH�DSSUR[LPDWHO\�����RI�WKH�ZHEVLWHȇV�FRQWHQW����GD\V�SULRU�WR�launch so that we are able to create all of those pages prior to launch. In addition, we’ll need to KDYH�UHDVRQDEO\�TXLFN�WXUQDURXQG��ZLWKLQ�RQH�ZHHN��RI�DSSURYDOV�IRU�WKH�GHVLJQ�DQG�DQ\�RWKHU�related items that we’ll need you to approve.

PROJECT EXPENSESb

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We don’t believe in nickel-and-diming our clients (see House Rule #5). We’ve got the cost of stock SKRWRJUDSK\�FRYHUHG�LQ�RXU�SURSRVDO��ZHȇYH�DOORFDWHG�D�EXGJHW�RI������WR�SXUFKDVH�VWRFN�SKR-WRJUDSK\���0RVW�RWKHU�ȴUPV�ELOO�\RX�IRU�VWRFN�SKRWRJUDSK\�DIWHU�WKH�SURMHFW�LV�GRQH��7KDWȇV�QRW�D�fun surprise to get in the mail!

No billing surprises and complete transparency are core values of Juicebox. By the way, we don’t charge for mileage either.

TrainingTraining is critically important to the success of the project. It’s vital that we impart our knowledge to you, empowering your team with knowledge to maintain and oversee your website. To prepare \RX��ZH�SXW�WRJHWKHU�D�FXVWRPL]HG�GRFXPHQW�WKDW�RXWOLQHV�DOO�RI�WKH�NH\�WKLQJV�\RX�QHHG�WR�NQRZ�WR�PDQDJH�\RXU�ZHEVLWH��)RU�WUDLQLQJ��ZHȇYH�IRXQG�LW�EHVW�WR�FXVWRPL]H�WUDLQLQJ�WR�WKH�QHHGV�RI�\RXU�RUJDQL]DWLRQ��:KHUH�RUJDQL]DWLRQV�KDYH�D�VPDOO�JURXS�RI�SHRSOH�WR�WUDLQ��ZH�W\SLFDOO\�KROG�one or two training sessions with that group to teach them how to manage content. For larger groups, we’ve typically broken the training into smaller groups or we’ve put in place a train-the-trainer program. When we’ve encountered a situation where more technical people want to get under the hood even more, we’ll hold a separate session with them where we’ll get deeper into technical details. Our proposal includes four hours of training. We plan to hold all training ses-VLRQV�DW�\RXU�RɝFH�WR�PLQLPL]H�WKH�LQWHUUXSWLRQ�WR�\RXU�VWD�

remedies for dissatisfactionDistrict will report any dissatisfaction with Juicebox’s services in writing as soon as possible. The District will ask Juicebox to re-perform the work to the District’s satisfaction within an agreed upon timeframe. If reperformance of work causes Juicebox to miss any of the deadlines given DERYH��-XLFHER[�ZLOO�GLVFRXQW�WKDW�SRUWLRQ�RI�ZRUN�E\���SHUFHQW��ΖI�-XLFHER[�PLVVHV�2FW����GHDGOLQH��cost of work is discounted by 5 percent. District may cancel for a full refund during the design process. District would pay for and own the design and programming work if the District cancels DIWHU�WKH�GHVLJQ�SKDVH�DQG�DFTXLUH�DOO�ZRUN�SHUIRUPHG��'LVWULFW�ZLOO�UHSRUW�WR�-XLFHER[�LQ�ZULWLQJ�its intent to cancel.

ellsworth school district Ȃ�GLVFRYHULQJ�D�ZRUOG�RI�GLHUHQFH

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We sought to portray the Ellsworth School District as a modern, progressive district emphasizing discovery-based learning while maintaining a connection to the rich tradition of education. We achieved this by mixing traditional elements such as a chalkboard with interesting photos and subtle modern visual elements.

South bay school district – teaching for a brighter tomorrow

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