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How to prepare Quotation Call Notice (Letter) for website development ?

If you are planning to developed a website for your organisation, then you must call quotations from various Software and Website development companies for providing their best solutions and  services for the implementation of the website. It is always advisable to ask, the development company, to develop your website with CMS (Content Management System), so that the day to day Updation of the website can be done directly from your end. But here the big question before “How to prepare a solid quotation call letter ? “

Web Development | Rabs Net Solutions.

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Quotation Call Notice (Format)

Quotations from renowned software and website development companies/firms/sellers are invited for the designing, development, deployment and hosting of the official website of the organization.

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Annexure 1 (Our Requirement for the Website)

  1. Registration of Domain for 1 year (.org).
  2. Registration of Server Space 500mb for 1 year.
  3. Registration of SQL Server database.
  4. Designing of the dynamic website powered by Content Management System (CMS)
  5. Development of the front end and back end of the CMS.
  6. Flash Animation
  7. Creation of at least 3 types of user account (a) Administrative (b) Editorial (c) Limited account.
  8. Online Master Scheduler
  9. Online Discussing Forum
  10. Online Intranet and Internet Chatting system
  11. Online Tender Page
  12. Online Advertisement page
  13. Online Event Manager
  14. Online Site Search Engine
  15. Creation of 5 emails id’s as per the requirement.
  16. Creation of online enquiry and alumni registration form.
  17. Creation of online Guest Book.
  18. Creation of Visitor’s Hit-counter.
  19. Creation of Who is online module.
  20. Wrapping of the satellite view of the organization to the official website of the organization through the implementation of frames.
  21. Development of dynamic Photo Album module for the website. The album must allow creating at least 25 categories of photo galleries.
  22. A professional photographer should be send to the organization to take digital pictures of the various department and activities of the organization.
  23. Video Clips
  24. Uploading of files
  25. GZip (Compression of the website for faster loading)
  26. Help and Manual in hardcopies as well as PDF file should be provided to the organization for the operation of the admin panel of the so provided content management system.
  27. Video tutorial CD (Compact Disc) should be also provided to the organization, which should demonstrate a visual tutorial for the effective and efficient management of the website.
  28. Separate power point presentation CD should be also provided to the organization demonstrating the tutorials for the operation of the control panel of the website.
  29. Client side training should be provided to the organization staff for the smooth operation of the control panel of the website.
  30. Connectivity with Offline software.

Vivid Description of Annexure 1

Registration of Domain for 1 year: The registration of the domain name of the website should be done for 1 year and the Domain name Registration Certificate should be provided to the organization.

Registration of 500mb Server Space: Certificate of the registration of server space should be given to the organization. A print screen- shot of the control panel of the server space showing the actual allocation of space should be also submitted to the organization for the better verification of the documents.

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Registration of Database as per the requirement.

  1. User account Management : Administrative , Editorial , Limited user
  2. Creation of online menus and sub menus: The CMS should support creation of Top level menus as well as sub menus.}
  3. Creation of Sections and Categories: The CSM should support easy creation of sections and categories.
  4. Creation, editing and deleting of web pages: The CSM should provide easy management of all the page of the website (Including Home page as well as the inner page.)
  5. One Click Notice Updation: One click facility should be provided for the easy updation of the notice board of the organization website.

Content Management system:

The Content Management system for the website should be only developed in .Net and SQL server. It should also provide the following facilities

Development of the front end and back end of the CMS:

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The Content Management system for the website should also provide interface for the website front end as well as the backend control panel of the website.

Flash animation: Flash animation should be also displayed in the website for increasing the overall outlook of the website.

Creation of at least 3 types of user account (a) Administrative (b) Editorial (c) Limited account:

The administrator should be able to manage all features of the website. Whereas the editorial user should be able to contribute to the website. Lastly, the limited users of the website should be only able to access limited features of the website.

Online Master Scheduler:

It should provide a web enable interface for scheduling.  The Discussing Forum should have all the facilities as per the specification in (http://en.wikipedia.org/wiki/Internet_forum).

Online Intranet and Internet chatting system:

The main purpose behind the online intranet an internet chatting system is to accelerate the medium of communication within and outside the organization.

Online Tender:

A dynamic page should be created for uploading of tender and display of the same in a particular order (Date Wise).

Online Advertisement page:
A dynamic page should be created for uploading of day to day advertisement scanned copies and display of the same in the advertisement page.

Online Event Manager:
A dedicated dynamic page should be created for posting text with images about a various events.

Online Site Search Engine :
A search engine should be created for online site search.

Creation of 5 emails id’s as per the requirement:

Five pop3 email id should be provided to the organization each with 250 mb server space.

Creation of online enquiry and alumni registration form:

Two dynamic forms should be developed for the website (a) Alumni Registration form (b) Enquiry and
feed back form.

Creation of online Guest Book:

A dynamic guest book should be developed for the organization. The guestbook should allow the visitors to post their messages and suggestion in it. All the postings are subjected to verification and approval. A security capcha should be also provided in the guestbook to avoid spammers. The capcha should include both alphabets and numbers. All the postings of the guestbook are subjected to paging and should be arranged in first come first served basic. The email id field of all the visitors who are contributing to the guestbook should be made mandatory.

Creation of Visitor’s Hit-counter:

The hit counter should be displayed at the bottom of the website (Including Homepage as well as inner pages). It should be subject to web-cookies and not to just page refresh. The hit counter should not  have any link to any websites (such as free hit counter give link to there original website)

Creation of Who is online module: This module should display the number of visitors viewing the website at a particular point of time.

Wrapping of the satellite view:

The satellite view of the organization campus should be connected to the official website of the organization through the implementation of frames.

Photo gallery:

Development of dynamic content management system enabled Photo Album page for the website. The album must allow creating at least 25 categories of photo gallery. It should

Professional Photographer:

A professional photographer should be send to the organization to take digital pictures of the various department and activities of the organization. Along with the still photographs the photographer should also take few video clips of the organization campus.

Video Gallery:

A separate video gallery page should be created for the website to display video clips of the organization.

Uploading of files:

The CMS of the website should enable its user to upload files and images to the server. It should support many types of files such as .zip,.doc,.xls.html etc

GZip:

Gzip compression should be enabled in the website for faster loading.

Help and Manuals

In hardcopies as well as PDF file should be provided to the organization for the operation of the admin panel of the so provided content management system.

Video tutorial CD

(Compact Disc) should be also provided to the organization, which should demonstrate a visual tutorial for the effective and efficient management of the website.

Separate power point presentation

CD should be also provided to the organization demonstrating the tutorials for the operation of the control panel of the website.

Connectivity with Offline software:

Provisions should be kept for connecting the offline applications softwares to the website. It should include exporting of MSI reports from the application softwares to the website and vice versa.

Client side training

Should be provided to the organization staff for the smooth operation of the control panel of the website.

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