Website RFP for Common Defense

Request for Proposals (RFP) Design and Development of Three Websites for Common Defense

Issued By:​ Common Defense

Proposal Submission Deadline:​ February 28, 2025

Issued On:​ February 11, 2025

Send Proposals To:​ jacob@commondefense.us

I. Overview Purpose of the RFP: We are seeking proposals for the design, development, and launch of three distinct, professional websites for Common Defense entities and programs.

Project Budget: The total project budget for all three websites is up to $45,000.

Timeline: Our goal is to launch barebones landing pages with sign-up forms for each website

by April 2025 with full completion target of mid to late summer 2025.

II. Organizational Background About Common Defense: Common Defense is the nation’s largest veteran-led grassroots organization.. Our multiracial, multigenerational movement is dedicated to empowering veterans, advancing local solutions for our communities, and building a unified voice for our shared values: equity, justice, progress, and building grassroots power.

Our family of organizations operates across multiple distinct entities, each with a unique role in fulfilling our mission: ●​ Common Defense Education Fund (501(c)(3)): Focused on education and empowerment, this nonprofit provides veterans and their communities with leadership training, tools for civic engagement, and resources to promote public understanding of key issues.

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●​ Common Defense Civic Engagement (501(c)(4)): Through advocacy and policy initiatives, this arm drives impactful campaigns and mobilizes veterans to participate in the democratic process, advancing the solutions our communities need. ●​ Common Defense Action Fund (527 PAC): This political action committee identifies and supports candidates who align with our core values. By endorsing and investing in leaders who champion equity, justice, progress, and power, we ensure veterans' voices influence the political landscape.

New Program - Veterans Power America:​ Veterans Power America is a new program under the Common Defense Education Fund, dedicated to addressing climate change through veteran-led advocacy and workforce development initiatives. The program aims to mobilize veterans to overcome community opposition to clean energy siting projects, advocate for clean energy solutions, and promote workforce pathways for veterans—particularly underrepresented groups—into the renewable energy sector. Veterans Power America emphasizes themes of self-sufficiency, energy independence, and environmental stewardship as patriotic and essential endeavors.

III. Project Objectives We aim to achieve the following: 1.​ Modernize and Optimize Online Presence: ○​ Replace the current joint Common Defense website to be solely Common Defense Civic Engagement’s 501(c)(4) work. ○​ Launch a new website for Common Defense Education Fund (501(c)(3)). ○​ Establish a branded website for Veterans Power America, a program under Common Defense Education Fund.

2.​ Integration and Optimized Conversion: ○​ Ensure all websites integrate with our CRM (currently EveryAction, likely migrating to Action Network) and donation platform (ActBlue). ○​ Design websites optimized for search engines and conversions (e.g., sign-ups, donations, engagement).

3.​ Content Management: ○​ Build user-friendly systems for staff to easily add, edit, and update content without coding.

4.​ Metrics for Success: ○​ Each website should include tools to track and measure user engagement, such as conversion rates, time spent on pages, and bounce rates, to assess their impact over time.

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IV. Scope of Work 1. Design and Development ●​ Create three distinct, branded websites: ○​ Common Defense Civic Engagement (501(c)(4)): Replace current website at commondefense.us. ○​ Common Defense Education Fund (501(c)(3)): New domain to focus on past training and community engagement work. ○​ Veterans Power America: New website highlighting clean energy siting advocacy and workforce development. ●​ Ensure consistent branding across all websites while maintaining unique identities for each.

2. Features and Functionality CRM integration for sign-ups, email lists, and donations.

Mobile responsiveness and cross-browser compatibility.

SEO best practices and analytics integration (e.g., Google Analytics).

Accessibility compliance (WCAG 2.1 or equivalent).

Easy-to-use CMS (e.g., WordPress, Drupal) for staff to update pages and add content without coding. ●​ Scalability for future needs (e.g., additional pages, plugins). ●​ ●​ ●​ ●​ ●​

3. Technical Requirements ●​ ●​ ●​ ●​ ●​

GDPR compliance Optimized for fast load times and high performance.

Secure hosting and SSL setup.

Backup and recovery solutions.

Robust security measures, including data encryption, secure user authentication, and compliance with data protection standards.

4. Collaborative Process ●​ Describe how you will collaborate with our internal team to ensure timely communication and alignment during the design and development process.

5. Maintenance and Support ●​ Outline post-launch support options, including regular updates, security patches, and feature expansions. Provide pricing or packages for ongoing maintenance services.

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V. Project Budget The total project budget for the design and development of all three websites is up to $45,000.

Proposals should provide a detailed, itemized cost breakdown for each website and include all associated services, such as design, development, CRM integration, and initial support. While the maximum budget is listed, we encourage vendors to propose cost-efficient solutions that meet the project requirements without exceeding the allocated funds.

VI. Timeline Our goal is to launch barebones versions of the websites by April. These initial launches should include: ●​ Professionally branded landing pages for each site. ●​ Basic information about the organization/programs. ●​ Fully functional sign-up forms integrated with our CRM. Additional content and features will be added over time in collaboration with our team. Proposals should outline a phased approach, including: 1.​ Phase 1 (Initial Launch): ○​ Creation and deployment of branded landing pages with essential functionality.

2.​ Phase 2 (Post-Launch Additional Content): ○​ Development of additional features, pages, and extended functionality based on feedback and evolving needs.

3.​ Phase 3 (Ongoing Support): ○​ Continuous technical support, including regular updates, security monitoring, and periodic feature enhancements. ○​ Optional service agreements for long-term maintenance, user training, and troubleshooting as needed.

VII. Proposal Submission Requirements 1. Company Information: ●​ Background and relevant experience. ●​ Examples of similar projects, particularly for nonprofit, advocacy, or political organizations. ●​ Demonstration of alignment with Common Defense’s organizational values and commitment to equity, justice, progress, and power.

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2. Proposed Approach and Timeline: ●​ Your approach to design, development, and CRM integration. ●​ Detailed timeline based on our project needs.

3. Cost Proposal: ●​ Itemized budget for each website and services, including design, development, integration, and any additional costs (e.g., hosting, maintenance).

4. References & Portfolio: ●​ Contact details for previous clients as well as examples of previous work.

5. Deliverables: ●​ Specify expected deliverables at each stage of the project.

VIII. Evaluation Criteria Proposals will be evaluated based on: ●​ ●​ ●​ ●​ ●​ ●​ ●​

Alignment with organizational goals and project scope.

Quality, creativity, and relevance of portfolio.

Cost-effectiveness and adherence to budget.

Clear and realistic timeline and project approach.

References and client testimonials.

Design concepts that ensure representation of our diverse grassroots membership.

Demonstration of alignment with Common Defense’s values.

IX. Equal Opportunity and Diversity Commitment Common Defense is committed to fostering an inclusive and equitable environment in all aspects of our work. We strongly encourage proposals from individuals and firms that reflect the diversity of the communities we serve, including but not limited to women, ethnic and racial minorities, LGBTQ+ individuals, veterans, and other historically underrepresented groups.

We believe that a diverse and inclusive approach strengthens our mission and enhances the quality of our partnerships. All qualified applicants will receive consideration without regard to

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race, color, religion, gender, sexual orientation, gender identity or expression, national origin, disability, veteran status, or any other protected characteristic.

Common Defense is dedicated to ensuring that our contracting and procurement practices reflect our values of equity, accessibility, and opportunity for all.

X. Contact Information Jacob Thomas Communications Director jacob@commondefense.us Submission Instructions:​ Proposals must be submitted electronically to jacob@commondefense.us on or before February 28, 2025.

XI. Terms and Conditions ●​ Common Defense reserves the right to reject any or all proposals and/or end the search for proposals prior to the final submission deadline date. ●​ Proposals will remain confidential. ●​ All work will be the property of Common Defense.

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