RFI – Branding

General

• Will we have access to the Strategic Plan?
  • Yes, it is already on LC’s website and additional copies can be provided. (https://lvpgh.com/about/community-plan/)
• Will Q&A responses from other vendors also be shared?
  • Yes
• How will LC/LU measure the success of this project post-launch.
  • Our biggest goal is name, logo, and clean branding. Then next would be ease of upkeep. Designs like logo can be done in InDesign, but Canva is our day to day platform for other items, so having a brand we can use and design our own things from in Canva is ideal.

Organization Name

• Has LU/LC identified any potential names for the merged organization, or will the naming process be largely starting from scratch?
  • The Strategic Plan was named “Lawrenceville Together.” Some people have started calling us that, but we want to engage the vendor to see if something better emerges. There is a list started, and we asked our members for suggestions, but we want a professional’s guidance.
• How do you envision the final approval of the new name being decided on?
  • Joint Transition Committee input, then put to a final board vote.

Brand Assets and Templates

• Are you looking to copyright the logo and/or name?
  • No
• Do you want to license any typefaces or keep it open source?
  • Keep it open source
• What format would you prefer for brand templates?
  • Static designs can be done in Adobe Creative Suite. We do the majority of our other work in Canva.
• For marketing templates and e-newsletters, do you have a preferred platform?
  • Mailchimp
• Can you expand upon the scope of the marketing materials?
  • logo, branding kit, letterhead, maybe some Instagram templates

Website Development

• Do you have a preferred CMS platform?
  • WordPress
• How many pages/sections do you anticipate launching with?
  • We are thinking about doing a “Coming Soon” New Name/New Brand on LC’s website and then working to merge LU’s items onto our page. Then we would slowly implement a similar website to what LC has now. Most Integral for launch would be About the “new us,” linking to the strategic plan, and current programs.
• Would the awarded vendor be able to use existing website content to build the new site, or will your team be providing new content?
  • You could use the existing content but update the branding with some new program pages.
• Beyond content management, are you looking for any website features not listed in the RFP? This can include third party integrations, video embedding, online maps.
  • We currently have a few on our website that we really like. They are plug-ins, specifically the Business Directory. (https://lvpgh.com/directory-lvbusiness/) We have talked internally about a shared calendar.
• Are program and membership pages informational or do they need user account functionality
  • Internal Use
• Should small business owners be able to update their own listings, or would you prefer staff to manage all updates?
  • Staff will manage all the updates
• Are there any 3rd party integrations that will be required in the new website, such as a connection to a CRM platform?
  • LU uses Salesforce for CRM, LC has Method. We are seeing if we want to integrate to Salesforce or another CRM totally. A payment gateway would be good. LC currently uses Paypal, but there are a lot of fees. We thought about eventually doing some kind of Merchandise, so maybe Shopify makes sense. A Google Calendar of events. Both LC and LU use Mailchimp, I don’t know if that can be integrated somehow.
• Will your team be handling the development of all mandatory/required content for the new website, including text, photos/videos, using the recommended content strategy, or will you be seeking content assistance?
  • We would be good for copy and photos and video, but any kind of design elements we would need help.
• For the content areas identified in the RFP (programs, membership, community development/planning, business directory, event calendar), are those all considered to be standard content types, or are you seeking any advanced functionality or feature set for any?
  • Standard content

Website Training/Backend Use

• How comfortable is your staff with plugins, forms, and e-commerce dashboards today?
  • LC’s staff is comfortable with the backend of WordPress. We currently work with Shift Collaborative if we have a question we can’t figure out, but that doesn’t happen often.
• Would you prefer one central login/dashboard for all functions (even if it means fewer bells and whistles), or are you comfortable managing a couple of separate systems for different needs (e.g., one for events, one for merch, etc.)?
  • We could manage several platforms but one would be easier for staff time.
• Could the training for this project be conducted virtually?
  • Yes.
• Beyond the initial staff training, is there a need for a website maintenance plan or retainer for ongoing support after the project’s completion?
  • We do currently have a team on retainer for LC’s website. My colleague and I handle the website and contact them maybe once every 6 months if there is something we can’t figure out.

Events/Calendar

• Do you want your events to be visible only on the website, or should people be able to subscribe to the calendar (so it feeds into their own Google/Outlook)?
  • Likely just see it, but we may eventually want people to have the ability to subscribe.
• Will events require registration and payment, or just listings with details?
  • We might need both. Right now we do a Google Form if registrants don’t have to pay, and Eventbrite or Zeffy if they do. If there is a way to include both that would be great.
• Are events General admission or do they have unique requirements?
  • Each event has unique requirements

E-Commerce/Donations

• Do you see membership as a one-time manual fee or something you’d eventually want to renew automatically each year?
  • Both options
• For sponsorships and event registrations, do you want everything processed through the same system as membership/merchandise, or are you comfortable with separate payment flows if that keeps things simpler?
  • Every payment should go through one system.
• Do you anticipate recurring donations/sponsorship/memberships that require subscription functionality?
  • We really would like to streamline this. We currently use Paypal for membership/sponsorships, but there are lots of fees. We tried to use PNC’s version of this and it had a lot of glitches. For event registrations we use Eventbrite or Zeffy, or if they don’t need to pay for the event Google forms. So if there is one way to do all this, that would be great. Membership renewals will happen yearly (or as new members join), sponsorships/donations on an as needed basis.
• Does the website need to support credit card payments (Visa, MC, Amex?)
  • See above question, would like to streamline this and our event registrations.
• Would you prefer a native party solution or third-party integration like Shopify.
  • We are looking for the direction of the vendor, but Shopify would work.
• If we introduce a store (Shopify or WooCommerce) for merchandise, would you want donations/membership fees processed there as well, or kept separate?
  • Purchases separate from donations
• How important is merchandise to have ready at launch versus as a “Phase 2” feature?
  • This is a Phase 2 Feature, we don’t currently have most of the merchandise designed.
• Do you anticipate just a handful of items or a growing online shop?
  • Likely just a handful of items. A T-shirt, totebag, hat.
• Would the store include purchasing electronic files / download?
  • No
• Will fulfillment be handled internally, or do you anticipate needing custom fulfillment integration?
  • Internally

Stakeholder Information/Engagement

• Are there any incumbent relationships with LC/LU with any design or branding agencies. If yes, which agencies and what is the nature of those current collaborations?
  • Yes, Daniel Gurwin (Daniel Gurwin Design) is on LC’s board and Keith Knueven (Keith and Co) is on LU’s board. Both have done work for us in smaller ways. Dan has designed a few graphics for Cookie Tour, Lawrenceville Pride, our current Membership Spotlight Template, and a few other things. Keith designed some merch for LU’s farmer’s market and a few other marketing materials. LC’s website is currently maintained by Shift Collaborative, but my colleague Ross and I do most of this with help from them when there is something broken.

Decision-Making/Communication

• How will the merged organization handle decision-making for the work covered by this branding engagement?  Will you be creating a core team that will work closely with the selected agency?  Will a new board of directors be involved?  Members?
  • For the strategic plan we have a “Joint Transition Committee” made up of members of LC and LU staff/board. A few people from this team would be involved in the core decision making and work.
• How often would you like progress check-ins (weekly, biweekly, milestone-based)?
  • Likely milestone based, but would rely on the vendor’s discretion.

Launch Date/Timeline

• Have you identified a target date for the public launch of the merged organization’s branding and new website?
  • Both organizations are currently in the “Due Diligence” phase with our boards. We have a goal of the organization being merged by October/November but that is just on the legal side. We talked about branding and launch for basic items in the new year: name, basic logo. We thought that we could keep LC’s website and internally migrate some LU stuff over and direct people there while we are working on the background stuff so we have a longer lead time for a website.
• Of all the website features we’ve discussed, which ones are non-negotiable for launch?
  • Programs and Content, Membership and Event Registration. Merch and Calendar Second Phase

Budget

• Is the $30,000 budget firm, or is there flexibility depending on scope?
  • There is some flexibility. $30,000 could be phase one with the name, logo, branding, important items. If additional needs arise there can be a phase 2.
• Should proposals include optional pricing for ongoing support/maintenance after launch?
  • Yes.
• Should the design and social media templates be included in the estimate or are these a separate project?
  • They could be included.
• Is Brand Messaging part of the project?
  • Not currently. There could be a phase 2 of the project that would include this, but not for this initial phase.
• Does LC/LU have a preference for working with a single contractor who can complete all aspects of the scope of work, or are you open to awarding the brand identity and website build to different firms?
  • We are open to this but it would change the pricing.