KALCOM SOLUTIONS

WEBSITE DESIGN PROPOSAL

Prepared for Barpello High School.

Development House, 1st Floor Suite 20 Tel: 0726786742

P.O. BO 55685-00200, Nairobi Email: info@kalcomsolutions.com
Table of Contents
Section 1: Introduction ............................................................................................................................................................. 3

Section 2: The Proposal............................................................................................................................................................. 3

Importance of a website to a school .................................................................................................................................... 3

Goals Identified ..................................................................................................................................................................... 4

Copy Writing ......................................................................................................................................................................... 4

Section 3: Software Platform .................................................................................................................................................... 5

Search Engine Optimization. ................................................................................................................................................. 5

Optimization objectives ........................................................................................................................................................ 5

Section 4: Training & Technical Support. .................................................................................................................................. 6

Technical Details ................................................................................................................................................................... 6

Section 5: Proposed Website Structure .................................................................................................................................... 7

Section 6: Functionality............................................................................................................................................................. 8

Site Navigation ...................................................................................................................................................................... 8

Feedback Forms .................................................................................................................................................................... 8

Hosting and Maintenance ..................................................................................................................................................... 8

Section 7: Proposed Timeline/Schedule ................................................................................................................................... 9

Stage 1 – Planning ................................................................................................................................................................. 9

Stage 2 – Implementation and Testing ................................................................................................................................. 9

Stage 3 –Post Development and Deployment ...................................................................................................................... 9

Stage 4 – Handover and Training .......................................................................................................................................... 9

Section 8: Financial Proposal .................................................................................................................................................. 10

Payment Terms ....................................................................................................................................................................... 10

Acceptance of Proposal .......................................................................................................................................................... 11

Section 9: Services Agreement ............................................................................................................................................... 12

Section 1: Introduction
Kalcom Solutions is an IT company based Nairobi in Kenya, providing top-notch services to
businesses large and small, including Website development, Ecommerce, Content Management
Systems, Website Design, Search engine optimization, Pay Per Click Management, Online Marketing
and ICT Services. We’ve created over 50 websites and carried out SEO & PPC projects for almost
100 institutions/companies. We have a passionate team of programmers and website designers with
great experience in this industry. We provide, Affordable, Reliable and Multiple Web Design and
Hosting Services.
Our contact offices are currently located at Development House along Moi Avenue (Opposite
Afya Centre) in Nairobi.
Our effective and professional design capabilities shall guarantee the overall success of the websites
for our clients, making them more functional and user-friendly.

Section 2: The Proposal

Kalcom Solutions is pleased to submit this proposal to Barpello High School concerning Website Development.
It is our understanding that the school does not currently have a website. Kalcom Solutions seeks to design a
website to improve the overall image and reputation of school to enable staff, students and general public quickly
access information regarding the school in an easy manner. Kalcom Solutions believes we are highly qualified to
assist and guide the school through a comprehensive website development process. We combine strategic
thinking and emerging technologies to provide innovative solutions that consistently break new ground.
Importance of a website to a school
A website is a collection of hyperlinked web pages with related information, meant to create
awareness about something on the internet.
In a school setting, there is a lot of awareness required between the administration, staff, students
and parents.
Below are the major reasons why a school should have a website:
1. Making of a website quickens the publishing of information to the community such as abrupt
announcements, circulars, results, etc. Once uploaded, it will be already accessible to the
targeted readers.
2. Through a website, the school can get feedbacks from the community through online
user comments and questions.
3. Schools use websites to run e-learning programs which aid remote learning and easy
sharing of digital resources.
4. A school website provides motivation and pride of ownership. This can be evidenced
through use of customized email. E.g. surname@schname.sc.ke instead of
surname@yahoo.com
5. Information listed on a school website removes doubt. Information such as school fees, and
everything presented at the site appears in a positive light, as compared to information from
other sites about the school which may be false.
6. If a school has a website, they can use the mail list service to send parents and other
 stakeholders items such as newsletters, remainders etc.
7. A website increases ways of contact. Once you have a website you can list your website
address on your business cards, report cards, and even the school signpost.
8. Internet today is being used 24 / 7 and is accessible from every house. People are becoming
highly dependent on the internet. By having a web presence, the market of the school
expands your significantly.
9. A school website helps students and parents to make wise academic choices after using the
vast quantities of information about it.
In conclusion, a well-designed website is just as important a public relations tool as school catalogs
and brochures. If a school has web presence, it can be listed in web search engines and known
worldwide. Today everything you need is achieved at the click of a button.

A well planned, well presented website will attract and encourage repeat visitors to it. Our effective
and professional design capabilities shall increase the overall success of the site, making it more
functional and user-friendly.

Goals Identified
We propose to create a simple elegant website that:
 Uses dynamic website features to communicate information about your services
 Provides your contact information and links to related/resourceful websites.
 Makes project documents and quick downloads available online format.
 Allows for the delivery of accurate, reliable and timely information about school
background, services, activities, events, support and programs.
 Has a modern effective eLearning portal to facilitate digital education.
 Is dynamic and easy to update, by even non-technical users.
 Links / integrates other company portals and social media platforms.

Copy Writing
Copy writing refers to the text and phrasing that is used throughout your site. The copy on your site is the most
critical component of connecting with a user and moving them to connect with you. We will take the information
you've already provided and write the copy in a personal, yet professional, face-to-face style.
Section 3: Software Platform
We will build the front-end site on WordPress. WordPress is one of the most economical ways to get the benefits
of a Content Management System without the high price tag of a proprietary system. The interface is simple to
use, and is built to be very search engine friendly. For the backend functionality, we'll build a custom portal based
on the goals you provided in our initial requirements.

Search Engine Optimization.

To increase the ranking of your site(s), we will identify the most popular and relevant keywords that will drive
traffic to your site as well as analyzing the keywords that drive visitors to your competitor sites. Our proven
optimization process allows you to target the relevant pages and specific keyword terms for those pages, reducing
the guesswork and increasing visits and sales dramatically. After we establish all of your major keywords we
won’t stop there, always researching for emerging trends, and constantly expanding the keyword sets to increase
category coverage. Once the websites are optimized, they will obtain increased top algorithmic/organic search
placements on search engine results pages (SERP’s), thus helping to increase the amount of targeted visitors to
your site.

Optimization objectives

Discoverable Indexation Coverage Page Rank

• Are all of the •Once the site is •Once the site is • How well do
site pages discovered, are indexed, is there the page’s
discoverable by the proper coverage rank? The
Google? The site URL’s indexed of the proper higher the
should have and unique? An keywords? Google page
proper inbound accurate and Careful rank, the higher
links from comprehensive evaluation the placement
relevant sites. sitemap should and by Google.
be built, placement of
including links to keywords within
dynamic the page content
generated pages. has direct impact
on how Search
Engines
categorize the
page.
Section 4: Training & Technical Support.
1. We want you to know how easy it is to update the content on your site, so we'll train you how to use it.
2. We will include up to 2 hours of phone consultation for all topics relating to your site after it's launched.

Technical Details
1. Optimized for smart phones and tablets, including iPhone and iPad.
2. Accessible for modern browsers, including Safari, Chrome, Firefox, and IE 9 and newer.
3. Built for great search engine visibility by clearly tagging content within a page and/or a post.

(Elsewhere, the terminology might be called SEO or “search engine optimization.”)

4. Includes Google Analytics tracking. (This enables you to measure traffic and effectiveness of marketing
campaigns and measure the rate of conversion to see the most effective ways to convert a visitor to a
customer.) Includes Gravity Forms so you can add as many forms as needed for future expansion.
Section 5: Proposed Website Structure

Home Page
Welcome Message Communication
from Head Teacher Suggestion Box
Photo Slide Show
School Calendar
Brief News and Announcements
Quick Downloads
Webmail links Social

About THE SCHOOL

Vision and Mission

Historical Background
MAIN PAGES ON
School Infrastructure
THE WEBSITE
WITH LINKS TO Administration
THE HOME Information about and Composition of:

PAGE Organization Structure

Board of Governors
PTA Executive

1. Home Staff Members

2. About THE About the Staffing Status of the School
SCHOOL Full list of staff members, photos and contacts

3. Administration
Student Leaders
4. Academic About the Protectorate and the Student Council
Departments Full list of student leaders and their respective posts
5. Staff Members
Photo Gallery
6. Student An organized collection of photo albums covering some of the
Leaders
key views, events and moments at the school and their
7. Photo Gallery
descriptions
8. Visitors, Alumni
& Friends
Visitors, Alumni & Friends
9. Contact Us
Guestbook
Registration of Alumni members, Jobs and Contacts

Contact US
Full official Contacts and Address
Map showing location of the school
Feedback Contact Form

NB: The structure of your website can vary depending on your needs
Section 6: Functionality

Site Navigation
The front-end design of the website will be easily applied to the entire site and will assist in the overall
navigation and usability of the site. The page design will incorporate a consistent set of navigational
tools, menu bars and quick links for accessing the different parts of the site quickly. Our team of
developers shall follow a "Two Click" rule in the development of the website. This rule allows a
visitor to generally get anywhere in the site, from anywhere, with just two clicks of the mouse.

Feedback Forms
Various forms (registries and guest books) on the website will increase customer interaction and can
provide you with valuable information. Forms can be developed for collecting visitor information, i.e.
feedback concerning the website and information requests.
Forms can be incorporated easily and effectively into the design and structure of the site. The
information gathered could be directly sent to a database or to a designated e-mail address. The
database can then be used subsequently to access and evaluate the information.

Hosting and Maintenance

We will provide website hosting and maintenance (see pricing notes).
The Maintenance Agreement will outline our responsibilities on a contract basis.
Section 7: Proposed Timeline/Schedule
Stage 1 – Planning
Day 1-3
 Agreement to proceed with development.
 Website data collection. All required content is to be provided by the school.
 Deliverable: Information provided by the school. Includes relevant material such as, written
messages, documents, articles, logo, media, social media accounts, contact information,
etc.

Stage 2 – Implementation and Testing

Day 3-12
 The team begins design development.
 The team presents sample design for review by the school.
 Deliverable: First sample designs. Comments and reviews by the school.

Stage 3 –Post Development and Deployment

Day 12-18
 The team edits the website in line with the reviews from previous stage.
 Implementation of Website Security measures and Search Engine optimization. Any
final testing and tweaking will be completed.
 A suitable domain name is agreed upon and pre-registered.
 Hosting account also setup as the website is to be developed basing directly on its server
and domain to ensure proper functioning. FTP and webmail accounts are also created.
 The team presents a link with the final designs to the school.
 Deliverable: Final website design accessible online.

Stage 4 – Handover and Training

 Day 19-20
 Developer meets school representative(s) / staff to give basic training/ guidelines on
website usage.
 All login credentials are shared with the school.
 The project is signed off on Day 20.

Schedule Overview
This plan presents an overview of the basic schedule in the development of your website. The
proposed schedule is divided into five stages: Planning, Implementation & Testing, Post-
Development and eLearning and Handover & Training.
Status reports that are provided by Kalcom Solutions will keep the school informed of project
progress.
Section 8: Financial Proposal
Kalcom Solutions provides the following estimates for developing the Website.

Rate Amount
Stage/Activities/Items
Stage 1 – Planning
 System req analysis and design 5,000
 Website data structuring, formatting and
conversions.
5,000 10,000
Stage 2 – Implementation and Testing
 Website setup, Development and Configuration 15,000

15,000
Stage 3 – Post Development and Deployment
 Implementation of Website Security measures 5,000
and backups

 Web Hosting for One year 10,000

20,000
Stage 4 – Handover and Training
 User training session and project sign-off 5,000 5,000

Total 50,000
Note: The Custom Web Design Financial proposal is subject to negotiation.

Website Maintenance (Optional)

The school staff in-charge or web administrator will be given basic training necessary for the school to
keep updating the website by themselves. However, where need arises, Kalcom Solutions will provide
the most flexible maintenance solution, based on monthly needs and requirements.
Quarterly Basis Only (Every 4 Months): KSH 15,000

Payment Terms
We invoice 60% to initiate the project, and 40% upon completion of the project.

When the initial payment is received, we will begin the project.

Once final payment is received, the site will be launched for public access. We accept payment by bank transfer,
company check, or other mutual arrangement.
Pricing Notes This proposal does not include sales taxes, other applicable taxes, software product
upgrades, and travel expenses. All amounts quoted in Kenyan Shillings.

All prices included in this proposal are confidential and should not be disclosed
to other parties without the expressed written permission of Kalcom Solutions.
Any other extra costs will be met by the Client and billed accordingly.

Acceptance of Proposal
Signing the Services Agreement on the next page indicates acceptance
of this proposal.
Section 9: Services Agreement

The undersigned on behalf of the School authorizes Kalcom Solutions to

commence work as outlined in the project described in this document.

The client agrees to pay a commitment deposit in the amount of 60% of the proposal
price. The remaining 40% shall be paid at the commencement of stage 5 of the
Proposed Timeline/Schedule.

Alternatively, the client can choose to pay at once in one installment, or in several
installments at the beginning of each phase.

Dated this day of , 2021

For the School For Kalcom Solutions

 OUR CONTACTS
TEL: 0726 786742
EMAIL: info@kalcomsolutions.com