ISO: Freelance for Website Overhaul

Request for Proposal (RFP)

HubSpot: Research Website Redesign Project

Issue Date: November 5th, 2025
Proposal Deadline: Wednesday, November 19th 11:59PM EST
Project Name: Archimedes Website Refresh

1. PROJECT OVERVIEW

1.1 About Archimedes

Archimedes Center for Healthcare and Device Security, established in 2013, is a global research and development center based out of Northeastern University. This center focuses on protecting healthcare delivery and medical devices from cybersecurity threats through (1) research, (2) experiential engineering education, and (3) partnerships with industry, hospitals, and global government regulators. We help manufacturers and industry experts navigate the operational hazards of cybersecurity implementation and prepare them for future challenges of FDA requirements and global threats. 
 
We have produced the most highly cited research on cybersecurity of medical devices. We are a multidisciplinary team of medical and computer science experts who focus on research, education, and on advising industry leaders on methods for improving medical device security.

We’re proud to be built on a foundation of personal trust, sound science, and solid engineering. At Archimedes, we offer the ideal conditions for situational and operational awareness of emerging issues pertaining to cybersecurity. Better yet, we teach you how to separate signal from noise.

1.2 Project Background

Archimedes is seeking proposals from qualified HubSpot designers/agencies to redesign and optimize our existing website. Our current website lacks mobile responsiveness, has outdated design, poor user navigation, and increase traffic to our website

Current Website: SECURE-MEDICINE.

1.3 Project Goals

• Deliver a modern, user-friendly, and visually compelling web experience
• Ensure mobile responsiveness and accessibility compliance
• Improve site performance and SEO optimization
• Better align website with current branding and communication goals
• Enhance lead generation and user engagement capabilities

1. SCOPE OF WORK

2.1 Deliverables

Phase 1: Discovery & Planning (Week 1)

• Review current website and content audit
• Site architecture and navigation recommendations
• Project plan with detailed timeline

Phase 2: Design (Weeks 2-3)

• Wireframes for pages (desktop and mobile)
• Visual design mockups for unique page templates
• Design system/style guide showing HubSpot module specifications
• Up to 5 rounds of revisions per design phase

Phase 3: Development (Weeks 4-5)

• Custom HubSpot CMS templates for:
• Homepage,
• See current website pages
• Total of ~30pages to be redesigned/built
• HubSpot module development (for webpage refresh)
• Form creation and integration (Google forms)
• HubSpot workflow configuration for specific workflows
• Integration of existing graphics, video, and multimedia content

Phase 4: Testing & Launch (Weeks 6-7)

• Cross-browser testing (Chrome, Firefox, Safari, Edge)
• Mobile responsiveness testing (iOS and Android)
• Accessibility testing and WCAG 2.1 AA compliance certification
• Page speed optimization (target: under 2.5 seconds load time)
• SEO audit and on-page optimization
• QA testing and bug fixes
• Staging environment review and approval
• Production launch and DNS management support

Phase 5: Post-Launch Support (Week 😎

• 40 hours of post-launch support for bug fixes
• Analytics setup and baseline reporting
• 10 hours of training for the Archimedes and Northeastern teams on HubSpot CMS management
• Documentation including:
• CMS editing guide
• Template and module usage guide
• Maintenance recommendations

2.2 Technical Requirements

HubSpot Environment:

• HubSpot Portal Tier: Professional
• HubSpot CMS Hub

Browser Support:

• Latest 2 versions of Chrome, Firefox, Safari, Edge

Accessibility Standards:

• WCAG 2.1 AA compliance required
• ADA compliance

Performance Standards:

• Page load time:  Under 2.5 seconds on 3G connection
• Google Page Speed score: 90+ (mobile and desktop)
• Mobile-friendly test: Pass

SEO Requirements:

• SEO-optimized meta tags for all pages
• Schema markup implementation
• XML sitemap configuration
• 301 redirect mapping from old URLs (if applicable)

Integrations:

• HubSpot CRM: Yes
• Marketing automation workflows: Yes
• Analytics: Google Analytics 4, HubSpot Analytics

2.3 Content & Assets

Provided by Archimedes:

• Brand guidelines: Northeastern University, the National Science Foundation, and other sponsor brand guidelines, to be provided upon contract execution.
• Logo files and brand assets: To be provided
• Written content: Ready/Needs copywriting support
• Photography: Stock library available
• Video content: Stock library available
• Existing graphics: Available on current website and in repo

To be Created by Contractor:

• Contractor is responsible for any content creation, image sourcing, etc.

2.4 Out of Scope

The following items are explicitly out of scope for this project:

• Custom CRM development
• Email template design beyond standard
• Ongoing content creation

1. PROJECT TIMELINE

RFP Timeline:

• RFP Issue Date: Wednesday, November 5th, 2025
• Proposal Submission Deadline: Wednesday, November 19th, 2025, at 11:59PM
• Interviews Notification and Scheduling: Between November 20-25
• Finalist Interviews Week of: December 8th
• Contract Award Notification: Friday, December 12th
• Project Kick-off: Monday, January 5th, 2026

Project Timeline:

• Project Duration: 6-8 weeks
• Anticipated Start Date: Monday, January 5th, 2026

1. BUDGET

Budget Range: $10-15k
Budget Type: Fixed-price

Payment Schedule:

(a) As compensation for satisfactory performance of the Services provided pursuant to this Agreement, Northeastern shall pay Consultant the amount(s) set forth in the applicable SOW.  Unless otherwise set forth in the applicable SOW, Consultant shall submit to Northeastern, by the 10th day of the month following the month in which Services were rendered, a statement setting forth in reasonable detail the Services performed during such month.  Such statement or invoice shall be submitted as Northeastern shall direct.  Within sixty (60) days after receipt of such documentation, Northeastern shall pay to consultant the undisputed fees for the Services reflected thereon, subject to the terms and conditions of this Agreement.  Northeastern shall have no obligation to make any payment or reimbursement for any expenses or fees incurred in connection with the performance of Services pursuant to this Agreement except as provided in the applicable SOW.

(b) Consultant shall not charge taxes to Northeastern.  Northeastern is a non-profit organization with tax-exempt status under Internal Revenue Code 501(c)(3) (EIN 04-1679980).

(c)  Service Provider must register in and follow the applicable procedures of Northeastern’s procurement payment system in order to receive payment.

Not Allowed Costs:

• HubSpot marketplace modules or add-ons
• Premium stock photography
• Third-party integrations
• Travel expenses

1. PROPOSAL REQUIREMENTS

5.1 Required Submission Materials

1. Cover Letter (1-2 pages)

• Brief introduction to your firm/individual
• Why you’re qualified for this project
• High-level approach summary

1. Company/Individual Profile

• Years in business
• Team size and structure
• HubSpot certifications: SEO, In-Bound Certification, Context Marketing, CRM Mitigation, HubSpot CMS for Developers, HubSpot Solutions Architecture
• Knowledge of: HubL, API Development, Traditional skills (HTML, CSS, Javascript)

1. Relevant Experience & Portfolio (Required)

• Minimum of 10 HubSpot CMS website projects
• Include for each sample:
• Client name (if permitted)
• Project scope and your role
• Website URL (if live)
• Screenshots
• Results/metrics achieved
• Specify if your team has academic/research/technical experience, this is preferred but not required.

1. Proposed Approach & Methodology

• Your process for discovery and planning
• Design approach and revision process
• Development methodology
• QA and testing procedures
• Communication and project management approach

1. Project Timeline

• Detailed timeline with phases and milestones
• Key dependencies or assumptions
• Team availability

1. Detailed Cost Proposal

• Itemized breakdown by phase or deliverable
• Hourly rates (if applicable)
• Any additional costs or optional services
• Payment schedule

1. Team & Staffing Plan (If applicable)

• Key personnel and their roles
• Relevant experience for each team member
• Resumes or bios
• Anticipated time allocation

1. References

• Minimum 3 references from similar projects
• Include: client name, contact person, email, phone, project description, dates

1. Technical Capabilities

• HubSpot CMS experience level
• Development tools and technologies used
• Quality assurance process
• Accessibility testing approach

1. Assumptions & Exclusions

• Any assumptions made in your proposal
• Services or deliverables explicitly excluded

5.2 Submission Format

• File Format: PDF
• File Name: Archimedes_HubSpot_RFP_[Your Company Name].pdf
• Page Limit: 12 pages maximum (excluding portfolio samples)
• Submission Method: Email to: KF Flynn, k.flynn@northeastern.edu

5.3 Questions & Clarifications

Questions regarding this RFP must be submitted to KF Flynn (k.flynn@northeastern.edu).

1. EVALUATION CRITERIA

Proposals will be evaluated based on the following weighted criteria:

6.1 Minimum Qualifications

To be considered, proposers must meet the following minimum requirements:

• 3 years of experience with HubSpot CMS
• Portfolio demonstrating 6 completed HubSpot website projects
• SEO, In-Bound Certification, Context Marketing, CRM Mitigation, HubSpot CMS for Developers, HubSpot Solutions Architecture

• Proven accessibility compliance experience (WCAG 2.1 AA)

6.2 Selection Process

1. Initial review for completeness and minimum qualifications
2. Evaluation committee scoring based on criteria above
3. Finalist interviews with programmatic staff
4. Reference checks for finalists
5. Final selection and contract negotiation

1. CONTRACT TERMS & CONDITIONS

7.1 Contract Type

Fixed price; Professional Service Provider Agreement

7.2 Contract Period

• Start Date: As soon as it is approved
• End Date: Upon project completion with sign off approval
• Post-launch support period: up to 3 months

7.3 Intellectual Property

• All deliverables, including designs, code, templates, and documentation, will become the property of Archimedes and Northeastern University upon final payment
• Contractor may showcase work in portfolio with prior written approval
• Specific IP provisions: Automation in Cloud Environments, Security and Access Control, Monitoring and Management

7.4 Confidentiality

The contractor agrees to maintain confidentiality of all proprietary information, data, and materials provided by Archimedes during the course of this project.

Unless required by applicable law or necessary to perform the Services, Consultant shall not use or disclose Confidential Information without Northeastern’s prior written consent. If Consultant is required to disclose Confidential Information pursuant to a valid subpoena, court order or other requirement of applicable law, Consultant shall (i) notify Northeastern (if not prohibited from doing so) prior to complying with such requirement, and (ii) disclose Confidential Information only to the limited extent required, as advised by counsel.

7.5 Warranties

• Contractor warrants all work will be original and free of copyright infringement.
• 120-day warranty period for bug fixes post-launch

• (a) Consultant represents, warrants and covenants to Northeastern that Consultant and its Subcontractors: (i) possess the requisite training, knowledge, skills, experience and expertise to provide the Services; (ii) shall provide the Services in accordance with the standards of care, skill and diligence consistent with recognized and prudent industry practices, all documents and procedures applicable to the Services, and with the degree of knowledge, skill and judgment normally exercised by professionals with respect to services of the same or similar nature; (iii) will not perform the Services or develop the Work Product (as defined in Section 7 (Intellectual Property) below) in a manner that infringes any copyright, patent, trade secret or other proprietary right held by any third party; (iv) shall comply with all applicable federal, state, local and other laws and regulations in connection with the performance of their obligations under this Agreement; and (v) have and will maintain all necessary permits, licenses, approvals and other authorizations applicable to the performance of their obligations under this Agreement.
• (b) Each party represents, warrants and covenants that (i) it has the right, power and capacity and is duly authorized and empowered to execute, deliver and perform this Agreement; (ii) this Agreement, upon execution by its duly authorized representative as indicated on the signature page below, will be the legal, valid and binding agreement of such party, enforceable against such party in accordance with its terms and applicable law; and (iii) its performance of its obligations hereunder does not violate any existing agreement or obligation with or to any third party.

7.6 Termination

Either party may terminate this Agreement or any SOW at any time by providing no less than thirty (30) days’ written notice to the other party.  At the time of such notice of termination, if requested by Northeastern, Consultant shall continue and/or complete all Services then in progress as if such notice of termination had not been given, up to the effective date of termination set forth in such notice.  Northeastern may terminate this Agreement or any SOW immediately if Consultant fails to perform any term or condition under this Agreement or such SOW and such failure continues for fifteen (15) days after Northeastern provides written notice thereof.  Northeastern shall have no liability to Consultant beyond payment pursuant to this Agreement for the Services rendered to and accepted by Northeastern prior to the effective date of termination.  If this Agreement or any SOW is terminated due to (a) Consultant’s uncured failure to perform any term or condition under this Agreement; or (b) Consultant’s termination for convenience, then, in either event, Consultant shall provide a prompt refund of any prepaid amounts hereunder to the extent attributable to Services that would have been performed after the date of such termination.

7.7 Insurance Requirements

Contractor must maintain:

• Comprehensive general liability insurance covering the following:  premises and operations, bodily injury and property damage, products and completed operations, personal injury and advertising injury, liability assumed in an insured contract and independent contractors.  Such policy must have limits of not less than $1,000,000 per occurrence and not less than $3,000,000 in the aggregate.
• If Consultant makes use of vehicles in connection with the Services, automobile liability insurance in an amount not less than $1,000,000 combined single limit,
• If Consultant has employees, statutory workers’ compensation insurance and employer’s liability coverage of $1,000,000 for each coverage part.

7.8 Independent Contractor Status

The selected contractor will work as an independent contractor, not as an employee of Archimedes. Contractor is responsible for all taxes, benefits, and business expenses.

1. PROJECT MANAGEMENT & COMMUNICATION

8.1 Archimedes Team

Primary Contact: Veronica Estrella
Project Sponsor: Kevin Fu
Additional Stakeholders: Mira Collins, KF Flynn

8.2 Communication Requirements

• Status meetings: as needed
• Status reports: weekly
• Primary communication channel: email
• Response time expectations: 48 hrs. During business week

8.3 Approval Process

• Design approvals required from: Program Sponsor and Staff
• Development approvals required from: Program Sponsor and Staff
• Number of business days for review: 2
• Revision request process: After review, the team will email the consultant with the feedback (acceptable or revision)

1. ADDITIONAL INFORMATION

9.1 Site Visit/Discovery Session

Virtual only

9.2 HubSpot Portal Access

• Contractor will be provided Admin-level HubSpot portal access
• Access will be provisioned within 5 days of contract signing

9.3 Hosting & Domain

• Website hosting: HubSpot CMS
• Domain management: Northeastern University

CONTACT INFORMATION

Primary RFP Contact:
Name: KF Flynn
Title: Research and Communications Support Specialist
Organization: Northeastern University, College of Engineering
Email: k.flynn@northeastern.edu    
Phone: 1 617-373-5409

Submission Address:
Please submit all applications to KF Flynn, k.flynn@northeastern.edu

Archimedes and Northeastern University reserves the right to:

• Reject any or all proposals
• Waive minor irregularities in proposals
• Request additional information from proposers
• Negotiate final terms with the selected contractor
• Cancel this RFP at any time

Equal Opportunity: Northeastern University is committed to equal opportunity and encourages proposals from diverse firms, including minority-owned, women-owned, and small businesses.