Website & Database Proposal

NOTE: We now have six people with relevant skills interested in working on the website and database.

08/08/2008

Two people have expressed an interest in working on the Plants for a Future (PFAF) website and plants database, and we have written to them to say we would like to explore this possibility with [them], either jointly or separately. The following is a version of the text of that letter:



PFAF would like to have a formal contract with an organisation or one or more individuals to:



(a) manage all technical aspects of the website and database; and



(b) update and improve the content by encouraging and examining/ moderating input from contributors, both known experts and occasional website users.



On the face of it you (the two people who have expressed an interest) have complementary skills and knowledge, and you may like to work together on a proposal covering both (a) and (b) above. In principle PFAF would prefer to have one contract for both elements, but, alternatively, please feel free to submit your own proposals for either or both elements.



The proposal for (a) should include a description of the activities necessary to keep the website and database viable and available on the internet, any assumptions you are making, and the estimated costs of all the elements involved, including administration, technical support and hosting services.



The proposal for (b) should include sourcing and adding whatever additional information is proposed to enhance the content, organising an expert group of contributors/ moderators, managing a discussion forum or equivalent, updating the database regularly with whatever material has been approved for inclusion, and responding to queries from database/ website users.



You may wish to incorporate into your proposal improvements to the database, such as the addition of scientific information, and photographs of the plants. There should be a facility to enable database users to suggest additions or changes to the content, for consideration by an expert panel prior to inclusion. It should also be possible, as now, for customers to purchase copies of the database for their own use, and for database users to make voluntary donations. Ideally, in future the database should be available for Windows, Linux and Mac users.



In order to work up a proposal you will need to obtain from [the current web author] an understanding of current procedures, costs and revenues, and technical requirements. I have sent a copy of this letter to him; I am sure he will provide everything you need.



We are prepared to pay you [a small fee] to undertake this initial piece of work. It would be helpful to receive your proposal/s for consideration by mid September, please let me know if this is possible.



If your proposal is acceptable, we would want you to start providing services as soon as possible. However at this stage PFAF must reserve the right not to accept your proposal, and to seek proposals from alternative suppliers if necessary.



If you have any queries, please get in touch.



Yours sincerely


Chris Marsh, Trustee