ESBD_503389_1775666616017_Addendum #1.pdf

Procurement Services - Purchasing

Addendum #1

Scope of Work Enhancement RFO # 717-26-742 Website Redesign Services

This Addendum Replaces Section II of the RFO.

1. Project Overview

The University is seeking proposals from qualified firms to provide professional consulting services to support Phase 1 of a comprehensive website redesign initiative. Phase 1 will focus on discovery, assessment, and strategic planning activities to evaluate the University’s current website environment and provide recommendations for future phases of redesign and redevelopment.

The selected Respondent will conduct a comprehensive review of the University’s existing website, including content, user experience, accessibility, technical architecture, analytics, and governance practices. The outcome of this engagement will be a set of strategic recommendations and an implementation roadmap to guide subsequent phases of the website redesign project.

Phase 1 shall explicitly support the University’s Centennial communications priorities, including preparation for a targeted “Centennial-ready” website launch to occur on or about January 1, 2027. All discovery, recommendations, and planning activities must align with this milestone and define the necessary scope, sequencing, and requirements to achieve it.

2. Scope of Services The selected Respondent shall provide professional services that include, at a minimum, the following tasks.

2.1 Project Initiation

The Respondent shall:

2.1.1 Conduct a project kickoff meeting with University stakeholders.

2.1.2 Confirm project objectives, scope, schedule, and communication protocols.

2.1.3 Develop a detailed work plan and project schedule for Phase 1 activities.

2.2 Stakeholder Discovery

The Respondent shall gather input from key stakeholders to understand institutional priorities, user needs, and operational considerations.

2.2.1 Structured stakeholder survey

2.2.2 Facilitated stakeholder interviews and/or workshops (virtual or in-person)

2.2.3 Engagement with executive leadership, including President’s Office

2.2.4 Sessions focused on enrollment, advancement, and communications priorities

2.3 Current Website Assessment

The Respondent shall conduct a comprehensive evaluation of the University’s existing website, including but not limited to the following components:

2.3.1 Content Audit

• Inventory and evaluate existing website content.

• Identify outdated, redundant, or low-value content.

• Assess content structure, readability, and alignment with institutional goals.

2.3.2 User Experience and Navigation Review

• Evaluate the usability, navigation structure, and information architecture of the current website.

• Assess the effectiveness of the site for key user groups, including prospective students, current students, faculty, staff, and external stakeholders.

• Review mobile responsiveness and general usability.

2.3.3 Accessibility Assessment

• Evaluate the current website for compliance with applicable accessibility standards, including the Web Content Accessibility Guidelines (WCAG).

• Identify accessibility gaps and provide recommendations for remediation.

2.3.4 Technical and Platform Assessment

• Review the existing content management system, hosting environment, integrations, and overall technical architecture.

• Identify limitations, risks, and opportunities for improvement.

2.3.5 Analytics and Performance Review

• Analyze website analytics and performance metrics to understand user behavior, traffic patterns, and engagement trends.

2.3.6 The assessment shall include multiple University-affiliated web properties, including but not limited to:

• Primary institutional website (tsu.edu)

• News and storytelling platforms

• Athletics website

• Auxiliary or affiliated digital properties

The Respondent shall evaluate opportunities for consolidation, alignment, or unified governance across these properties.

2.4 Benchmarking and Best Practices

The Respondent shall evaluate comparable higher education and peer institution websites to identify best practices, emerging trends, and opportunities for improvement.

2.5 Strategic Recommendations

Based on the results of the discovery and assessment activities, the Respondent shall develop strategic recommendations addressing, at a minimum:

2.5.1 Website goals and performance metrics

2.5.2 Recommended information architecture and navigation strategy

2.5.3 Content strategy and governance model

2.5.4 Accessibility compliance strategy

2.5.5 Recommended technology platform and architecture

2.5.6 Search engine optimization considerations

2.5.7 A recommended website governance framework, including:

• Roles and responsibilities

• Content ownership model

• Workflow and approval processes

• Training and sustainability recommendations

2.5.8 Recommendations must explicitly address:

• Alignment to Centennial positioning and institutional brand narrative

• Support for enrollment growth and prospective student engagement

• Executive visibility and presidential communications strategy

2.6 Implementation Roadmap

The roadmap shall:

2.6.1 Be sequenced to support a January 2027 Centennial-ready launch

2.6.2 Identify the minimum viable launch scope and subsequent phases

2.6.3 Include prioritization of high-impact user journeys (especially prospective students)

2.6.4 Define dependencies, risks, and resource requirements

2.7 Centennial Minimum Viable Launch (MVL)

The Respondent shall define and document a minimum viable scope required to support a Centennial-ready website launch (target: January 2027). At a minimum, this scope shall include:

2.7.1 Redesigned homepage experience

2.7.2 Strategic plan presentation and storytelling framework

2.7.3 Presidential presence (including voice, priorities, and visibility)

2.7.4 Prospective student journey (entry points, conversion pathways, and key content)

2.7.5 Centennial content hub or campaign landing experience

2.7.6 The Respondent shall provide:

• Definition of required components

• Functional and content requirements

• Dependencies and sequencing

• Recommendations for phased delivery if full implementation cannot be achieved within the required timeline.

3. Deliverables At a minimum, the Respondent shall provide the following deliverables:

3.1 Project Work Plan and Schedule

3.2 Stakeholder Discovery Summary

3.3 Website Content Audit Report

3.4 User Experience and Navigation Assessment

3.5 Accessibility Assessment Report

3.6 Technical and Platform Assessment

3.7 Website Analytics and Performance Review

3.8 Benchmarking and Best Practices Summary

3.9 Strategic Recommendations Report

3.10 Website Redesign Implementation Roadmap

3.11 Centennial Web Experience Roadmap, including:

• Minimum viable launch definition

• Timeline aligned to January 2027

• Priority content and feature requirements

4. Final Report and Presentation The Respondent shall provide a comprehensive Phase 1 Discovery and Strategic Planning Report summarizing all findings, assessments, and recommendations. The Respondent shall also present the results and recommended roadmap to University stakeholders.

5. Term of Services

The anticipated duration for Phase 1 services is approximately 8–12 weeks; however, all deliverables must be structured to support downstream execution toward a January 2027 Centennial-ready launch.

6. Additional Considerations

Respondents shall demonstrate experience with website strategy, digital user experience, accessibility compliance, and content management systems within complex organizations, preferably in higher education or comparable public-sector environments.

The University reserves the right to utilize the results of this Phase 1 engagement to inform future solicitations or subsequent phases of the website redesign project.

Please sign this Addendum and include it in your response. Your signature will signify your acknowledgement / receipt of this Addendum.

Printed Name_____________________________________

Signature Date__________