Request for Proposals (RFP): Website & Marketing Services (URCI website)

Request for Proposals (RFP): Website & Marketing Services 

Issued by: Union River Center for Innovation (URCI)
Location: Ellsworth, Maine
Submission Deadline: May 16, 2025, by 5 p.m. 

1. Introduction & Background

1.1 About the Union River Center for Innovation (URCI) 

The Union River Center for Innovation (URCI) is located on the Union River in downtown Ellsworth, Maine. The Center is owned by the City of Ellsworth and operates under the oversight of the Ellsworth Business Development Corporation. For the past 10 years, URCI has provided: 

• • Community lab space 

• • Private office and co-workspace rentals 

• • Business incubator support 

• • Resources for startups and entrepreneurs 

As the economic landscape evolves, URCI is exploring a strategic shift to better align with the City of Ellsworth’s economic development priorities. This may include refining our mission, expanding service offerings, and repositioning the Center’s branding and digital presence. 

1.2 Project Overview 

The URCI website (unionriverinnovation.com) is built on WordPress and serves as a hub for: 

• • Event & training listings 

• • Blog content 

• • Business support resources 

• • Program and rental information 

Currently, a consultant manages the site’s hosting, maintenance, a monthly e-newsletter, and social media (Facebook & LinkedIn), including content creation for web, social, and print materials. 

However, the website is outdated and in need of: 

• • Reorganization to improve UX/navigation 

• • Content updates to better reflect services 

• • Design refresh for modern branding 

To address this, URCI is seeking proposals for: 

1. Day-to-day website hosting and maintenance 
2. A strategic refresh of the existing site 
3. An optional full rebrand & new website build 

Vendors may bid on any or all components, with pricing provided separately for each. Vendors providing pricing for all three elements will be treated with preference. 

 2. Scope of Work & Deliverables

2.1 Ongoing Website & Marketing Services 

Web Hosting & Maintenance 

• • Provide hosting  

• • Security updates, monitoring, troubleshooting 

• • Routine backups and uptime management 

Content & Design Updates (2-4 hours/month) 

• • Webpage edits, minor design tweaks 

• • SEO optimization 

 2.2 Website Refresh (Existing Site Reorganization & Design Updates) 

UX/UI Enhancements (see Attachment A) 

• • Improve site navigation, consolidate content 

• • Optimize for mobile and accessibility compliance 

• • Performance improvements (speed, SEO, security) 

Content Reorganization 

• • Update page structure for better clarity 

• • Implement new menu structure 

Visual & Branding Updates 

• • Improve homepage layout & visuals 

• • Update outdated imagery and formatting 

See Attachment A for specific content changes. Vendors are encouraged to suggest additional improvements based on industry best practices. 

2.3 Add-Alternate: Full Rebrand & New Website 

Brand Identity Overhaul 

• • Develop new logo, typography, color palette 

• • Update branding across web, social, and print 

 New Website Design & Build 

• • Custom WordPress site 

• • Modern, scalable UX/UI 

• • Fully mobile-responsive 

• • SEO & accessibility best practices 

Content Strategy 

• • Refinement of messaging to align with URCI’s evolving mission 

• • SEO-optimized copywriting 

 3. Technical Requirements

• • Platform: WordPress (preferred) 

• • Mobile-friendly & responsive 

• • SEO optimized (technical & content-level) 

• • ADA Compliance ADA compliant by 2027, (WCAG 2.1 Level AA) 

• • Security protocols & data protection 

 4. Proposal Submission Requirements

4.1 Proposal Format 

All proposals should be submitted electronically as a PDF and include: 

Cover Sheet: 

• • Company name & contact details 

• • Primary & secondary contacts (if applicable) 

Company Background: 

• • Relevant industry experience 

• • Overview of past website/marketing work 

Understanding of Project Goals: 

• • How your approach aligns with URCI’s needs 

• • Any strategic insights or recommendations 

Proposed Approach & Timeline: 

• • Work plan for each project component 

• • Estimated timeframes for execution 

Cost Breakdown: 

• Separate pricing for:  

1. 1. Day-to-day website hosting and management 
   2. Website refresh 
   3. New website & rebrand (if bidding) 

Client References & Case Studies: 

• • 3 references 

• • Portfolio samples of relevant work 

Submission Instructions: 

• • File Format: PDF (preferred) 

• • Naming Convention: URCI_RFP_[VendorName].pdf 

• • Send to: tracy@unionriverinnovation.com 

• • Proposal Deadline: May 16, 2025, 5 PM 

 5. Evaluation Criteria

URCI will evaluate proposals based on the following weighted criteria: 

Scoring Breakdown: 

• • Experience & Expertise (30%) – Demonstrated success with incubators, economic development orgs, or similar projects. 

• • Understanding of Project Goals (20%) – Clear strategic vision & ability to align with URCI’s evolving mission. 

• • Technical Execution (20%) – UX/UI expertise, SEO capabilities, security knowledge. 

• • Cost & Value (20%) – Competitive pricing with clear ROI. 

• • Client References & Portfolio (10%) – Strong testimonials and past work examples. 

Shortlisted vendors may be asked to participate in follow-up interviews before final selection. 

6. RFP Timeline & Selection Process

 Timeline 

• • RFP Release Date: April 18, 2025 

• • Intent to Bid Notice Due: April 23, 2025 

• • Vendor Questions Due: April 28, 2025 

• • Responses Provided By: May 1, 2025 

• • Proposal Submission Deadline: May 16, 2025, by 5 PM 

• • Interviews (if needed): TBD 

• • Final Selection Notification: June 5, 2025 

Please send intent to bid and any questions to Tracy@unionriverinnovation.com 

URCI reserves the right to select a vendor based solely on written proposals or to conduct interviews as needed. 

 

Attachment A (PDF)