Working with External Vendors

Because EMU does not have a full staff of web developers to build departmental and program web sites, we recognize the need for external resources. If your department or program has funding available and there is no one on your staff who is qualified to develop your web site, you may consider hiring an external vendor to develop your site. In many cases, we recommend this solution. Contact the director of Web Communications and New Media, 734.487.5376, for details.

What you need to know about working with external vendors

EMU has a list of approved vendors whom you may hire to develop your web site. This list is available from the director of Web Communications and New Media on request by current EMU faculty or staff members who have official responsibility for creating/maintaining an official EMU web site. To request this list, send an e-mail message in which you identify your position at EMU, and detail which official EMU web site you would like an external vendor to develop.

You will then need to fill out the Specifications for Web Development form (pdf download), along with a project scope document, and send these to Purchasing. Identify at least three approved vendor(s) from whom you want to receive bids for your project. (The pre-approved vendors have already agreed to develop proposals based on the Specifications form.) The accompanying scope document includes background, detailed expectations, and additional information necessary for a complex project. If you require assistance in developing this document or completing the Specifications form, contact the director of Web Communications and New Media.

Please note that you MUST have a Purchase Order on file with the Purchasing Department before authorizing any external work on your web site. Your department will be solely responsible for all expenses incurred in working with external vendors.

Qualifying additional approved vendors

If you would like to recommend a professional web services vendor that is not on the list of approved web development vendors at EMU, you may submit the vendor's name and contact information to the director of Web Communications for consideration as an approved vendor. The vendor will need to fill out the Web Vendor Qualification Form (PDF). Please note that approved vendors must meet the following criteria:

1. They must submit an online portfolio or URL references that demonstrate a proven capability to create fully-functional, professional web sites. (URLs should be submitted to the director of Web Communications).
2. They must submit references who can speak to their qualifications in professionalism and customer service.
3. They must be able and willing to work within the EMU template structure and concepts using programs such as Macromedia Dreamweaver and related applications (such as Photoshop, Flash, etc.). They must purchase their own licensed copies of the required software. (NOTE: With approval from the director of Web Communications for specific projects, vendors are encouraged to develop custom designs based on the EMU template concepts, rather than using the exact templates themselves. This allows for additional creativity while still working within a coherent and integrated web design structure. This process takes place in direct consultation with the director of Web Communications.)
4. They must be able to develop css-based web sites that meet industry standards for accessibility and multi-platform compatibility.
5. They must deliver all applicable site files, including original, fully functional, editable graphics such as .psd files with intact layers and Flash files, web files, animations and templates, to EMU upon completion of the project.
6. They must accommodate all of the standards in the EMU Web Standards Guide (this web site), including accessibility/usability requirements, etc.
7. They must develop sites that are fully compatible with the EMU servers, network structure and technologies, so that when the completed sites are delivered, they will function properly and in their entirety on EMU servers. (With approval of the Director of Web Communications, specific web sites may be hosted off campus under limited circumstances. In such a case, some of the requirements of this point can be waived).
8. They must be willing to submit a valid project proposal based on the Specifications for Web Development form (which is completed by the EMU requesting department).
9. They must express a willingness to establish competitive pricing for a non-profit educational institution.
10. They must agree to adhere to all applicable EMU Purchasing Department policies/standards, including submission of complete proposals, and project billing based on purchase orders.
11. They must purchase their own licensed copies of all fonts used to create graphics or other site files.
12. They must agree not to use the EMU templates, designs, or any components of the templates or designs, for any client other than EMU. They also agree not to use EMU templates, derivations or EMU custom web page designs for advertising or promotional purposes, except in specific, pre-approved circumstances agreed in writing by the director of Web Communications and New Media.
13. They must agree that, unless otherwise specified and agreed in writing prior to undertaking a project, the products of their work on behalf of EMU (including web sites, site files and all site components) are and will remain the sole property of EMU.

EMU employees as "vendors"

If you are a paid employee of EMU who has extensive experience in professional web development and would like to provide external (fee-based) web development services as a vendor to EMU colleges, programs or departments--not as part of your regular job--you must meet all of the above criteria for vendors, PLUS the following:

1. You must demonstrate that your external, paid development services would not create a conflict of interest with the work that comprises your regular EMU responsibilities. Specifics:
   • You must obtain express, written permission from your direct supervisor to do paid web development work for EMU on your own time.
   • You may not undertake web development work for your own department/college/unit as an outside vendor; i.e. you may not charge your own department for work you do on its web site.
   • You may not do paid web development work for your direct supervisor or for anyone whom you supervise.
   • You must undertake ALL your fee-based work outside EMU work hours, off-campus, using your own hardware, software and other equipment, etc. See #4 and #5 below.
2. You must agree not to actively solicit clients or "advertise" your services on campus (i.e. the only permissible means of spreading the word about your work are listing your name under "approved vendors," and word-of-mouth).
3. You must agree to comply with and participate in the regular bid process that is used for external vendors, not using "insider" knowledge or existing relationships to gain an unfair advantage in the project bidding process.
4. You must agree to do ALL of your paid web development work on your own time, off campus. This includes project planning and consultation. (It is understandable that some communications/phone calls/e-mails may need to take place during regular business hours. In these cases, you must ensure that any time away from your regular job takes place during your regular lunch hour, or that the time is promptly made up with no disruption to your regular responsibilities.)
5. You must agree not to use any Eastern Michigan University computers or related hardware/software/media in your fee-based web development work. You must personally purchase and use your own computer system and all necessary software for web development work.
6. You must agree not to use any component of the EMU web site design, standards, templates or guidelines to advertise or promote your web development services to clients or potential clients.
7. You must agree to complete your paid development work in good faith even if your regular employment status at EMU changes during your work on an outside web project.
8. You must agree to provide brief and reasonable (1 or 2 sessions) site-maintenance training to a designated EMU employee upon completion of your project, upon your departure from EMU, or upon reasonable request (option to be selected by EMU).
9. You must have a signed copy of the EMU Employee-Vendor Agreement on file with the director of Web Communications before bidding on any EMU web projects.

Questions about this site should be referred to the director of Web Communications.