Request for Proposals

Project Overview

The American Society for Engineering Education (ASEE) is seeking qualified vendors to support a comprehensive website refresh project. This two-phase initiative will focus on content cleanup, governance establishment, and empowering internal stakeholders to maintain website content effectively.

About ASEE

The American Society for Engineering Education is a non-profit organization dedicated to advancing innovation, excellence, and quality at all levels of engineering education. ASEE serves as a hub for engineering educators, administrators, and industry professionals, providing resources, professional development, and advocacy for the engineering education community.

Current Technical Environment

• Content Management System: Kentico v 12.0.95

• Website Structure: Multi-level organizational hierarchy reflecting ASEE's governance and membership structure

• Current Challenge: Lack of clear content ownership and maintenance processes

Project Scope

Phase 1: Website Audit and Content Governance (Estimated 3-4 months)

Deliverables:

• Comprehensive website audit including:

  • Content inventory and analysis

  • Identification of outdated, duplicate, or irrelevant content

  • Technical performance assessment

  • Accessibility compliance review

  • SEO analysis and recommendations

• Content cleanup and optimization:

  • Remove outdated content

  • Consolidate duplicate pages

  • Update navigation and site structure as needed

  • Improve content organization and findability

• Page ownership mapping:

  • Identify appropriate content owners for each section/page

  • Document content ownership hierarchy

  • Create content governance framework

  • Establish approval workflows

Phase 2: Documentation and Training Development (Estimated 2-3 months)

Deliverables:

• Comprehensive documentation suite:

  • Kentico CMS user guides tailored to ASEE's implementation

  • Content creation and editing standards

  • Image and media management guidelines

  • SEO best practices for content creators

  • Brand and style guide implementation

• Training program development:

  • Role-specific training modules for different user types

  • Video tutorials for common tasks

  • Quick reference guides and checklists

  • Troubleshooting resources

• Training delivery:

  • Live training sessions for identified page owners

  • Train-the-trainer sessions for internal champions

  • Post-training support period

Required Qualifications and Experience

Technical Requirements

• Kentico Expertise: Demonstrated experience with Kentico CMS, specifically version 12.x

• Web Development: Proficiency in web technologies, SEO, and accessibility standards

• Content Management: Experience with large-scale content audits and migrations

• Documentation: Proven ability to create clear, user-friendly technical documentation

Industry Knowledge Requirements

• Higher Education Experience: Understanding of academic organizational structures and processes

• Association Management: Familiarity with professional association governance, membership structures, and stakeholder management

• ASEE Knowledge: Understanding of or willingness to learn about:

  • ASEE's organizational structure (Board of Directors, divisions, committees, etc.)

  • Membership categories and constituencies

  • Key programs and initiatives

  • Annual conference and events

  • Publications and resources

Team Qualifications

• Project manager with higher education or association experience

• Kentico-certified developers/consultants

• Content strategist with academic sector experience

• Technical writer/instructional designer

• UX/accessibility specialist

Proposal Requirements

Company Information

• Company overview and relevant experience

• Team member profiles and certifications

• Client references (minimum 3, preferably in higher education or associations)

• Kentico partnership status and certifications

Technical Approach

• Detailed methodology for Phase 1 audit and cleanup

• Content governance framework recommendations

• Training strategy and delivery methods

• Quality assurance processes

• Risk mitigation strategies

Project Timeline

• Detailed project schedule with milestones

• Dependencies and assumptions

• Resource allocation plan

• Availability and start date

Cost Proposal

• Fixed-price quotes for each phase (may be awarded separately)

• Breakdown by deliverable/activity

• Travel expenses (if applicable)

• Assumptions and exclusions

• Payment schedule recommendations

References and Portfolio

• Minimum of 3 client references with similar project scope

• Case studies demonstrating Kentico expertise

• Examples of training materials and documentation created

• Higher education or association project examples

Evaluation Criteria

Proposals will be evaluated based on the following weighted criteria:

• Technical Expertise (15%): Kentico experience, web development skills, content management capabilities

• Industry Knowledge (15%): Understanding of higher education, associations, and ASEE specifically

• Project Approach (10%): Methodology, timeline, risk management

• Team Qualifications (15%): Relevant experience, certifications, availability

• Cost (35%): Competitive pricing, value proposition

• References (10%): Client satisfaction, project success, similar scope

Submission Requirements

Proposal Format

• Maximum 20 pages (excluding appendices)

• PDF format with bookmarked sections

• Include executive summary (2 pages maximum)

Required Documents

• Complete proposal addressing all requirements

• Team resumes and certifications

• Company credentials and insurance certificates

• Signed non-disclosure agreement (will be provided)

• Client reference contact information

Submission Details

• Deadline: September 15, 2025

• Delivery Method: A single pdf document with required information as described above.

• Required Subject: "ASEE Website RFP Response". Please use this subject in the submission email. 

• Selected participants will be invited to participate in a 30 minute presentation + 30 minute Q+A session.  An invitation will be sent on September 16th with several times available listed.  

• Questions will be responded and posted here by COB September 11, 2025. 

• Contact: j.roy@asee.org

Project Timeline

• RFP Release: September 1, 2025

• Questions Due: September 10, 2025

• Proposal Submission Deadline: September 15, 2025

• Vendor Presentations (if selected): September 18^th and 19^th

• Contract Award: October 3, 2025

• Project Start: October 17, 2025

Questions and Clarifications

All questions regarding this RFP must be submitted in writing to j.roy@asee.org by September 10, 2025. Questions and answers will be shared with all potential vendors.

Terms and Conditions

• ASEE reserves the right to reject any or all proposals

• ASEE may negotiate with selected vendors

• Phases may be awarded to different vendors

• Standard contract terms will apply

• Vendor must maintain confidentiality of ASEE information

Additional Information

Selected vendors will be required to:

• Sign a comprehensive services agreement

• Provide appropriate insurance coverage

• Comply with ASEE's data security requirements

• Work collaboratively with ASEE staff and stakeholders

• Provide ongoing support during transition periods

This RFP represents ASEE's current understanding of project requirements. Final scope may be refined during contract negotiations based on vendor recommendations and organizational needs.