Vendors with deep experience in WordPress website management are invited to submit proposals to support CitySchools Collaborative with ongoing site maintenance, development, and strategic web support. This engagement will be led by CitySchools Collaborative and the selected vendor will serve as our primary web management partner. The selected vendor must have the expertise to maintain a functionally complex, content-rich WordPress site and the capacity to work collaboratively with our internal team on ongoing priorities and site decisions. Vendors must be available during standard business hours (9am-5pm) Eastern Time. DMV-based vendors are encouraged to apply; vendors outside the region are welcome provided they can accommodate Eastern Time availability. All work will occur between July 1, 2026 and June 30, 2027, with the opportunity for annual renewal up to five years, by mutual agreement.
Characteristics of Website Management Contractor
The selected vendor will work collaboratively with our internal team, maintaining and building on a site that is live, on-brand, and functional. This engagement centers on sustained site performance, ongoing web project support tied to organizational campaigns and updates, and a working relationship that helps us make good decisions about the site over time.
Required Experience
Vendors must have the following experience, described in their proposal narrative:
- Fluency in WordPress
- Track record of ongoing website retainer engagements, including routine maintenance, content updates, and project-based development
- Working knowledge of web accessibility standards (WCAG 2.2 AA) and SEO best practices
- Experience with integrations including CRM, email marketing, donation platforms, and analytics tools
- Strong attention to detail and the ability to anticipate site needs across planning and execution
- A commitment to racial and educational equity, demonstrated in part by experience working with DC-based education nonprofits or similar mission-driven organizations
Current Technical Environment
- Platform / CMS: WordPress
- Hosting: WordPress-managed hosting
- Domain and Redirects: GoDaddy (internally managed)
- Key Integrations: MailChimp, Salesforce, Google Analytics (GA4), GiveButter
Web Management Statement of Work
CitySchools Collaborative is seeking a Web Management Contractor to support the ongoing maintenance, development, and strategic growth of cityschoolscollab.org, as described below:
Website Management Contractor Retainer
cityschoolscollab.org is where our audience encounters our brand, mission, programs, and team, donates to our work, and accesses curriculum, toolkits, a tutor portal, provider directories, and event and campaign pages. Expected time commitment averages 6-10 hours per month, inclusive of check-ins, retainer work, and project support; hours may vary based on active priorities. The retainer covers (and is not limited to):
- WordPress core, plugin, and theme updates, tested in staging before deployment
- Security monitoring, performance monitoring with remediation as needed, and uptime tracking
- Integration and form testing across MailChimp, GiveButter, Salesforce, GA4
- Broken link detection and resolution
- Ongoing maintenance of ZIP code eligibility gating and curriculum access functionality
- Cross-browser and device compatibility monitoring, including interactive site functionality, accessibility maintenance in line with WCAG 2.2 AA standards
- On-page SEO maintenance and search performance monitoring, with attention to regional and national visibility as our work expands beyond DC
- Monthly check-in and site health reporting
Areas on Our Radar
The following are project priorities to be sequenced and addressed collaboratively based on the start-of-contract site review and available budget throughout the year:
- Curriculum Access and ZIP Code Eligibility Ongoing refinement of the eligibility-gated curriculum experience for DMV-area users, ensuring eligible users can access content with ease and clarity.
- User Experience, Navigation, and Site Optimization In year one, the engagement will establish the foundation for understanding how visitors move through the site, including identifying and implementing the right tracking tools and using that data to inform site decisions. The site review will define the approach and realistic scope within our budget.
- Search Engine Optimization The site review will establish our SEO baseline and surface recommendations. On-page updates will be part of the retainer from there.
- Workflow Efficiency and Site Consistency Reusable page templates, simple page duplication, and easy navigation editing within WordPress, with plain-language guidance for staff.
Within the first 30 days, the selected vendor will conduct a structured, comprehensive site review. The review will produce a prioritized working document to inform the collaborative work plan for the year, reviewed together at the month-one check-in, with regular progress update.
Budget
Our annual budget for this engagement is $12,000-$15,000.
Instructions for Proposals
Proposals and associated documents should be submitted in PDF or via shared link by email to communications@cityschoolscollab.org by 5:00 PM EST on Friday, May 16, 2026, with the subject line “Website Management Proposal — [Your Company Name]”.
- Proposal Narrative: Describe your interest in serving as CitySchools Collaborative’s web management partner and your approach to the Statement of Work. Proposal narratives should not exceed two pages, and will be evaluated on their ability to meet each element of the Statement of Work.
- Budget: Attach a detailed budget that includes your total proposed fee and an itemized breakdown of hourly rates and hours expected by deliverable type, including retainer work, the start-of-contract site review, and any project-based work. Proposals may be structured as a monthly retainer, hourly, or hybrid.
- Supplemental Documents | Portfolio: Links to two or three WordPress sites currently supported on retainer, with a brief description of the engagement scope and a reference available on request. We are interested in how vendors maintain visual and brand consistency over time. Vendors are welcome to share engagement context or outcomes if in their practice.
Selection Criteria Proposals will be assessed holistically on all components of the Statement of Work, reasonableness of price, and alignment with the equity principles and vision for this engagement, as well as:
- Relevant experience with comparable nonprofit organizations and portfolio of maintained WordPress sites
- Approach to collaborative partnership and the priority areas described above
- Responsiveness and communication practices
- Pricing and overall value
- Accessibility and SEO competency
Timeline
- Vendor Questions Due: April 24, 2026
- Proposals Due: May 16, 2026
- Finalist Interviews: Week of May 25, 2026
- Vendor Selected: June 8, 2026
- Contract Start: July 1, 2026
About CitySchools Collaborative
CitySchools Collaborative designs, builds, and implements evidence-based models for student success. To date, the organization has served more than 36,000 students through high-impact tutoring, educator support, and mentorship. Its three core programs are High-Impact Tutoring in reading and math, Strategic Staffing to provide greater teacher flexibility and student coverage, and Tutor-to-Teacher pathways to develop and expand educator talent. These programs are research-backed, scalable, and self-sustaining, designed to help schools and education organizations address persistent gaps in student achievement, especially for students furthest from opportunity.
As DC’s trusted partner in citywide initiatives in tutoring, talent, and truancy, CitySchools Collaborative’s mission is to catalyze high-impact tutoring and strategic talent models to serve thousands of students. The organization’s coalition-building approach and innovative solutions improve student well-being, accelerate academic performance, and enhance flexible staffing systems in schools to help create a public education system that serves and empowers all children. To learn more, visit cityschoolscollab.org.