RFP TJPDC-2026-02 - Website Management and DigComms Services - 10.05.2026.pdf

Request for Proposal: TJPDC-2026-02 Website Management and Digital Communications Services

Issued: September 30, 2026 Proposals Due: October 21, 2026

Request for Proposal RFP: TJPDC-2026-02 Website Management and Digital Communications Services

Organizational Overview

Planning District Commissions (PDCs) are established and organized under the Regional Cooperation Act (Code of Virginia, 15.2-4200). The Thomas Jefferson Planning District Commission (TJPDC) was formed in 1972 to provide a forum for discussion of issues that member local governments have in common, or on which there is disagreement, to work to decrease fragmentation in government, to plan cooperatively for the future, and to provide planning services to member local governments as requested. As a public body, the TJPDC strives to include the public in decision-making.

The TJPDC is guided by a locally appointed twelve-member commission, of which at least 51% are local elected officials.

Member localities include the City of Charlottesville and the Counties of Albemarle, Fluvanna, Greene, Louisa, and Nelson. The TJPDC serves our local governments by providing regional vision, collaborative leadership, and professional service to develop effective solutions, often in the form of technical and program services.

Summary of Request

The Thomas Jefferson Planning District Commission (TJPDC) seeks a Website Management and Digital Communication Services firm to provide comprehensive management and ongoing support of TJPDC’s public-facing websites. The role is best understood as a combination of webmaster, WordPress administrator, web developer, website content manager, technical support resource, and web design resource.

The primary responsibility is to provide comprehensive management of TJPDC's websites. This encompasses the technical infrastructure behind the sites, WordPress and related software, security and maintenance, routine content publishing, development of new pages and sections, website redesign and rebranding, troubleshooting, and ongoing recommendations for improvement.

This role requires a provider who can work independently and take responsibility for the websites as a whole. TJPDC staff should be able to communicate what they need to accomplish, while the website manager provides the technical and design expertise necessary to determine how best to accomplish it.

The person/team responsible for the websites must have sufficient technical, development, design, and problem-solving ability to serve as TJPDC's primary web-management resource and to maintain the websites as an ongoing, functioning public information system.

https://law.lis.virginia.gov/vacode/title15.2/chapter22/section15.2-2210/ https://law.lis.virginia.gov/vacode/title15.2/chapter22/section15.2-2210/

Scope of Services

1. Website Portfolio Management The role includes responsibility for the ongoing management and support of multiple TJPDC-related websites and web properties, including:

• Tjpdc.org

• Ca-mpo.org

• Waterstreet.tjpdc.org

• Rideshareinfo.org

• Pathva.org

• Rivannariverbasin.org

The websites vary in size, purpose, content, and functionality. The role involves managing the websites as an overall portfolio rather than simply performing isolated content updates. This includes maintaining consistency, functionality, security, and overall presentation across the sites while also accommodating the individual needs of each program, project, committee, or initiative.

2. Hosting, Domain, and Technical Infrastructure The role includes management of the technical infrastructure supporting the websites. This includes:

• Website hosting accounts

• Domain registrations and administration

• DNS management

• cPanel and related hosting-control functions

• Configuration and management of website-related services

• Coordination with hosting providers or other technical service providers when necessary

3. WordPress and Content Management System Administration The websites are primarily built and maintained using WordPress, with Elementor used as the page-building and design platform. Regular maintenance also includes keeping WordPress and associated software current and addressing compatibility or functionality issues that may arise following updates.

The role includes ongoing administration and maintenance of:

• WordPress core software

• Elementor and associated components

• WordPress themes

• Plugins and extensions

• Website settings and configurations

• User and administrative access, as applicable

• Website functionality and integrations

4. Website Security and Maintenance The role includes active responsibility for maintaining the security and technical integrity of the websites. Website security is an ongoing management responsibility rather than a task performed only when a problem occurs.

This includes:

• Monitoring websites for security issues, malicious activity, and potential breaches

• Maintaining WordPress, themes, and plugins to reduce security vulnerabilities

• Identifying and addressing malware or other malicious activity when encountered

• Monitoring websites for problems that may indicate a security issue.

• Maintaining appropriate security-related configurations and protections

5. Website Content Management and Publishing A significant portion of the ongoing work consists of managing and publishing website content on an as-needed basis.

Routine, straightforward content requests have an expected turnaround of approximately 24 hours. The role is not limited to simply uploading material supplied by TJPDC staff. The person/team managing the website is expected to determine appropriate formatting and presentation and to make reasonable decisions about how supplied information should be structured on the site.

Routine content-management responsibilities include:

• Basic content editing

• Adding and formatting pages

• Posting announcements and public notices

• Posting newsletter links

• Managing event calendars

• Updating committee rosters

• Posting meeting agendas

• Posting meeting minutes

• Updating navigation and menus as content changes

• Formatting supplied materials so they display appropriately on the website

6. Meeting Materials and Document Archive Integration The websites contain substantial amounts of committee, project, and public-meeting information. The role includes managing the publication and organization of materials—including meeting agendas, minutes, and supporting documents—and maintaining the relationship between website content and the associated document archive. This includes working with materials stored on Microsoft OneDrive and maintaining their integration with the websites where applicable. The responsibility includes not only posting individual documents but also maintaining the organization and usability of the archive so that members of the public can locate and access the appropriate materials.

7. Website Development and Enhancements The role includes ongoing website development in addition to routine maintenance and content management. The person/team performing this role must be capable of taking a general objective or description from TJPDC staff and determining the appropriate technical and design solution.

Development responsibilities include:

• Creating new website pages requiring layout or design work

• Building new sections of existing websites

• Developing project-specific pages and areas

• Creating or modifying navigation structures

• Expanding website functionality

• Modifying layouts and page structures

• Implementing new features or integrations as needed

• Reworking existing portions of a website when requirements change

8. Web Design and Technical Leadership An important characteristic of the role is that it functions as a source of technical and design leadership for TJPDC's websites. This is an important distinction between a general website content-posting service and the broader webmaster/developer role needed. The website manager is expected to take ownership of the website environment and its ongoing development, rather than simply waiting for detailed instructions for each individual task.

TJPDC staff are not expected to have extensive expertise in website design, WordPress development, hosting, or web technology. Consequently, the person/team managing the websites must be able to:

• Translate general staff objectives into practical web solutions

• Recommend appropriate approaches to website structure and functionality

• Determine how information should be organized and presented

• Take responsibility for the overall quality and usability of the websites

9. Website Design, Usability, Responsiveness and SEO

• The website manager should be capable of recognizing when a requested change could affect usability, appearance, navigation, or search visibility and applying established web design and development practices, including: Responsive design so websites function appropriately on desktop, tablet, and mobile devices

• User interface and user experience considerations

• Consistent navigation and page structure

• Clear presentation and organization of information

• Appropriate use of headings, formatting, images, links, and other web content

• Search engine optimization (SEO) considerations

• Consistent visual presentation and branding

• Appropriate use of website features and functionality based on the purpose of each site

10. New Website Development and Rebranding The role includes the ability to construct new websites when TJPDC establishes a new program, project, initiative, or organizational need. The person/team performing the role is therefore capable of working from the initial concept through design, development, implementation, and ongoing maintenance.

It also includes significant redevelopment of existing sites, including:

• Rebranding

• Redesigning the appearance and structure of an existing website

• Reorganizing content and navigation

• Creating new sections

• Migrating or restructuring content as necessary

• Implementing new functionality

• Establishing a consistent design and technical framework

11. Troubleshooting and General Technical Support Because the role encompasses overall website responsibility, it also includes troubleshooting issues as they arise, including those involving WordPress, themes, plugins, Elementor, hosting, or the interactions among those components.

The expectation is that the website manager will investigate the issue, determine the likely cause, and either resolve it directly or coordinate with the appropriate outside provider when necessary.

Examples include:

• Website errors

• Broken pages or links

• Plugin or theme conflicts

• Formatting problems

• Problems caused by software updates

• Hosting or configuration issues

• Domain or DNS-related problems

• Website functionality that stops working as expected

• Problems with embedded or integrated content

• Other unexpected technical issues affecting website operation

12. Service Responsiveness The role requires sufficient availability to respond promptly when a website experiences a significant issue affecting its operation. Website support is an ongoing operational responsibility. The person/team responsible for the sites must remain engaged with the websites rather than treating website work solely as occasional project-based development.

13. Email Marketing and Communications Platform Support A secondary component of the role involves support for TJPDC's email marketing and digital communications activities.

This function is related to the broader communications role but is less central to the position than website management, development, and technical support.

This includes management and support of the organization's Mailchimp account and may include:

• Assisting with account setup and configuration

• Assisting with development and formatting of email campaign templates

• Formatting campaign content

• Providing technical assistance with email campaign preparation

14. Graphic Design, Reports and Infographics The role also draws on graphic design and communications experience to provide support for certain TJPDC materials.

These services are a secondary component of the overall role and involve a somewhat different skill set from the primary webmaster/developer responsibilities.

This can include:

• Formatting reports

• Designing or formatting infographics

• Applying consistent styles to large planning documents

• Developing or applying document stylesheets

• Preparing materials for professional presentation

• Supporting the design and production of printed communications when appropriate

Term

The TJPDC is seeking qualified contractors to submit proposals to enter into a term contract for a three-year period, with the option to renew for two (2) three-year periods thereafter at the TJPDC’s sole discretion.

Specific Information Requested Within Proposal

The proposal shall, at a minimum, include the following items:

Business’/Individual’s legal name, address, and telephone number Experience and Qualifications of ‘key’ personnel to be assigned to the project A description of the company’s or individual’s prior experience, including any similar projects A minimum of three (3) references from clients for whom the offeror has completed similar work products in the past, including the time period services were provided. Please provide a summary of the work performed and client contact information

Estimated cost of ‘nonprofessional’ service. (Professional services per VPPA section 2.2-4301 defines ‘professional services’ as “work performed by an independent contractor within the scope of the practice of accounting, actuarial services, architecture, land surveying, landscape architecture, law, dentistry, medicine, optometry, pharmacy, or professional engineering. “Professional services” shall also include the services of an economist procured by the state Corporation Commission.”)

Process and Deadlines

Method of Procurement:

Competitive Negotiation

Date Issued:

September 30, 2026

Date Due:

Proposals must be received by 5:00 pm on Wednesday, October 21, 2026

Questions:

Please direct any questions regarding this RFP to Kate Wythe, kwythe@tjpdc.org, (434) 422-4821 or to Christine

Jacobs, cjacobs@tjpdc.org, (434) 979-1597 by 5:00 pm on Friday, October 9, 2026. An addendum with questions and answers will be posted to eVA and the TJPDC website by 5:00 pm by Wednesday, October 14, 2026.

Proposal Submission:

Offeror must submit all elements requested in this RFP by the due date and time via one of the following methods:

• eVA, Virginia’s eProcurement Marketplace (https://eva.virginia.gov/), in response to the VBO listing titled “TJPDC-2026-02 Website Management and Digital Communications Services.”

• By email to Kate Wythe, kwythe@tjpdc.org and Christine Jacobs, cjacobs@tjpdc.org

• By mail to: Thomas Jefferson Planning District Commission, c/o Kate Wythe, 401 E. Water Street, Charlottesville VA 22902. A copy of the proposal must be in a sealed envelope clearly marked on mailto:kwythe@tjpdc.org mailto:cjacobs@tjpdc.org https://eva.virginia.gov/ https://tjpdc.org/category/rfp/ https://eva.virginia.gov/ mailto:kwythe@tjpdc.org mailto:cjacobs@tjpdc.org the outside with “RFP: TJPDC-2026-02 Website Management and Digital Communications Services.”

• Delivered in person to Thomas Jefferson Planning District Commission, c/o Kate Wythe, 401 E Water Street, Charlottesville VA 22902. A copy of the proposal must be in a sealed envelope clearly marked on the outside with “RFP: TJPDC-2026-02 Website Management and Digital Communications Services.”

Late or incomplete proposals will not be considered.

If an offeror wishes to protect proprietary information within their proposal, the offeror must submit a redacted copy of their proposal before the proposal submission deadline. Justification for the redactions must accompany the redacted proposal. Pricing information cannot be redacted, nor can the entire proposal.

The offeror must adhere to the following terms and conditions:

• Attachment A: Title VI Nondiscrimination Assurance

• Attachment B: US DOT 1050.2A Appendices A-E

• Attachment C: TJPDC General Terms and Conditions. The offeror shall not use their own Terms and

Conditions.

Selection Process:

A selection committee will evaluate proposals within seven business days of the closing date using the selection criteria outlined herein.

Following the evaluation of the proposals submitted, the TJPDC will conduct negotiations with one or more offerors deemed to be fully qualified and best suited among those submitting proposals, on the basis of the factors involved in this Request for Proposal. The TJPDC will then select the offeror which, in its opinion, has made the best proposal and provides the best value, and shall award the contract to that offeror.

Notification of a decision will be made by Wednesday, November 4, 2026.

Notes:

• The TJPDC reserves the right to reject any or all proposals wherever it is in the best interest of the TJPDC. The TJPDC is an Equal Opportunity Employer. Minority and women-owned businesses are encouraged to submit a proposal.

• The Thomas Jefferson Planning District Commission, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d-4) and the Regulations, hereby notifies all bidders and offerors that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

Selection Criteria:

In evaluating proposals, the TJPDC will consider:

1. Experience and Qualifications: The offeror’s team members and any subcontractors have the necessary skills and experience to complete the Scope of Work. (40 points)

2. References: The offeror is able to demonstrate that it has successfully completed similar projects for previous clients. (30 points)

3. Cost: The proposal includes reasonable hourly cost estimates (30 points)

4. MBE/WBE/DBE Participation (3 points)

General Assurance:

In accordance with the Acts, the Regulations, and other pertinent directives, circulars, policy, memoranda, and/or guidance, the recipient hereby gives assurance that it shall promptly take any measures necessary to ensure that:

"No person in the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity," for which the recipient receives Federal financial assistance from the US Department of Transportation (USDOT), including the Federal Highway Administration (FHWA).

The Civil Rights Restoration Act of 1987 clarified the original intent of Congress, with respect to Title VI and other Nondiscrimination requirements (The Age Discrimination Act of 1975, and Section 504 of the Rehabilitation Act of 1973), by restoring the broad, institutional-wide scope and coverage of these nondiscrimination statutes and requirements to include all programs and activities of the recipient, so long as any portion of the program is Federally assisted.

Attachments

Attachment A: Title VI Nondiscrimination Assurance Attachment B: US DOT 1050.2A Appendices A-E Attachment C: TJPDC General Terms and Conditions