REQUEST FOR PROPOSAL for WEBSITE DESIGN , DEVELOPMENT AND IMPLEMENTATION RFP Date July 10, ,2015 Proposal Submission Friday July 31, 2015.at 5:00pm local time TABLE OF CONTENTS 1. Introduction and Scope of Project, Contact Information 2. Proposal Guidelines 3. Project Purpose 4. Project Description 5. Project Scope 6. Request for Proposal 7. Project Timeline 8. Budget 9. Bidder Qualifications 10. Proposal Evaluation Criteria
WEBSITE DEVELOPER Coalition to End Child Abuse Niagara The Coalition to End Child Abuse Niagara is a collective of six notforprofit agencies, charities,and educators in the Niagara Region, who provide services and assist victims of child abuse, their families and friends. The collective was formed after a meeting with 25 organizations from all across Niagara. Our mission is to create a website which provides helpful programs and information on Child Abuse to the Niagara Community. Our hope is to aid and inform our community about the programs and services that agencies and educators have available and can help provide to end Child Abuse in Niagara under the following three headings: Awareness, Prevention and Response. We are seeking a webdeveloper to join our effort and to work collaboratively with or coalition to develop a website. Both short and long term in an advisory capacity. The selected candidate(s) will be required to present a 15 minute presentation to the Team Members and to field questions for approximately 15 minutes, after which time a final candidate will be chosen. The successful candidate will have a solid background and knowledge of modern technologies, scripting languages, software, website safety, and data security. Key Deliverables Are: ● Collaborating with the Coalition to End Child Abuse Niagara Team and key designate regularly and as required ● Assisting the group define type of site ie: Open Source or other ● Develop site architecture, determine hardware and software requirements ● Write, modify, integrate and test software code for other internet applications as required, such as video, audio, and interactive elements ● Source, select and organize information for inclusion and design appearance, layout, and flow of the website ● Create and optimize content for the website using a variety of graphics, database animation, and other software ● Ensure security, conduct tests, perform security and quality controls ● Prepare reports, user manuals , operation and maintenance of the software and site ● Assist in the collection and documentation of user’s requirements, may assist with assessment ● Research and evaluate a variety of interactive media products as required ● Train a small team on the updating of the website ● Other deliverables, as may yet be identified ● Other languages could be a requirement to assist families
QUALIFICATIONS: University or college diploma in Computer Science, Web Design, or other related field 35 yrs. proven experience in applying codes to ‘real world’ projects 35 yrs. proven experience in development of web pages and graphic design elements Strong written and communication skills Able to work independently Flexibility with the Coalition’s schedules and requests Satisfactory Criminal Reference Check, Vulnerable Sector HOW TO APPLY, DEADLINE, AND SPECIFIC DATES: Interested Candidates should send a cover letter, resume and proposal outline for the project, with a timeline, including a fee structure, and three related work references to: Andrea Jack, Coalition Chair, ℅ Janet Handy, Executive Director, Kristen French Child Advocacy Centre Niagara 8 Forster Street, St Catharines, On, L2N 1Z9 by July 31, 2015 at 5 PM OR email (preferred) to: Janet Handy Candidates chosen for presentations must be available on August 7th, 2015 from 1:00 – 3:00 p.m. Presentations are 15 minutes with an additional 15 minutes for Q & A. √ Our collective has the ability to offer Charitable Income Tax Receipts for those involved in “Corporate Social Responsibility”. 2. PROPOSAL GUIDELINES: This Request for Proposal represents the requirements for an open and competitive process. Proposals will be accepted until July 31st, 2015. Any proposals received after this date and time will be returned to the sender. All proposals must be signed by an official agent or representative of the company submitting the proposal. If the organization submitting a proposal must outsource or contract any work to meet the requirements contained herein, this must be clearly stated in the proposal. Additionally, all costs included in proposals must be allinclusive to include any outsourced or contracted work. Any proposals which call for outsourcing or contracting
All costs must be itemized to include an explanation of all fees and costs. Contract terms and conditions will be negotiated upon selection of the successful bidder for this RFP. All contractual terms and conditions will be subject to review by the Coalition to End Child Abuse Niagara and will include scope, budget, schedule, and other necessary items pertaining to the project. 3. PROJECT PURPOSE The purpose of this project is to build a website that will serve as a regional hub for information relating to raising awareness, preventing,and responding to child abuse in Niagara. The website should be user friendly for a diverse target audience which will include parents/caregivers, professionals, volunteers, and children/youth. It will provide general information such as community awareness of child abuse issues, impacts and signs of abuse. The website will also provide links connecting community members with the appropriate local organizations for support and education around child abuse. 4. PROJECT DESCRIPTION: The Coalition to End Child Abuse Niagara are seeking a provider to create a website that is user friendly, simple to use,and provides detailed information about Child Abuse Prevention and Awareness programs in the Niagara Region, as well as the organizations who can respond and provide assistance. It will link the available programs that are offered in the Niagara Region with other Agencies and Education institutions affiliated that provide similar support. The site design should incorporate the latest key word search practices and maximize the content to help our clients receive timely information to support program delivery or support to report.
The final website must allow the users to easily manipulate the layout and content in order to allow for frequent changes in the dynamic environment in which we work, and provide sufficient support to have the web manager change content quickly and easily by staff.
The website design and layout should be simple for users to navigate, provide descriptions of all agency services, and contact information. It should provide a separate and safe access for children to assist them on how to contact authorities or other trusted adults. The site must also be completely secure against intrusion. The site should also allow users to submit their contact information in order to be added to our list of potential program providers and donors who can receive regular updates and new developments. Links to partners and other collaborative agencies are also required.
5. PROJECT SCOPE The scope of this project includes all design, development, coding, licensing, and hosting of the Coalition’s new website. All text and copy will be provided to the selected bidder by staff and communication volunteers for inclusion in the design of the new web site. The following criteria must be met to achieve a successful project: . Visually and aesthetically pleasing web site design that uses current branding colors . The site must have an attractive mix of text, photos and graphics that features clean layouts and easy navigation. . Consistency of design across all pages/sections of the web site in a design theme that fits targeted viewers. . Userfriendly environment that is easy to navigate. . Most day to day site functions allow for staff and partner agencies to change/modify easily with minimal effort. . All software and licensing requirements should be included as part of this project. . Site should be searchable with keyword searches based on site content. . Site should be compatible with all current web browsing technology and easily upgradeable. . In conjunction with the main website a mobile version should be created which is easily accessible by the major phone brands and software. . Ability to work closely with staff and website development program committee on coordination of project tasks and resources. . Plan and perform a complete testing process on web site and database in order to ensure functionality. . The proposal should include basic training to enable Coalition staff and partners that will have access to specific content to update their information consistent with a corporate standard and procedure. . Site content management will allow the web master to monitor and edit the site text and graphics. . Site to be compatible with analytic programs to track: o Pages visited o Length of page visit o Visitor trends o Visitor origin URLs o Search tool analysis o Visitor page maps o Site referrals
All proposals in response to this RFP are due no later than 5:00 pm July 31st, 2015. ● Evaluation of proposals will be conducted from July 31st until August 5th. If additional information or discussions are needed with any bidders during this two week window, the bidder(s) will be notified. ● The center reserves the right to refuse any proposal submitted. ● Only proposals being considered will be called and meetings may be needed to make further decisions. ● The lowest bid will not necessarily be the winning bid. ● Upon notification, the contract negotiation with the winning bidder will begin immediately. Contract negotiations will be completed by August 9th, 2014. ● Notifications to bidders who were not selected will be completed by August 12th, 2015 7. PROJECT TIMELINES Please complete Phase 4 of table in appendix A with the dates, comments and expectations for each phase as you see the project unfolding.
Start Date Date 2015 Schedule
Phase 1 Proposal due date July 31st 5:00pm
Phase 2 The selection decision for the winning bidder
By August 5th
Phase 3 Initial draft website design Complete by September 1st
Phase 4 Project planning phase BIDDER TO PROVIDE SCHEDULE OF DESIGN STEPS IN THIS PROPOSAL. Project planning phase will determine the timeline/schedule for the remaining phases of the project from July 31st Phase 5 Website completed for testing October 23 Testing Period Website tested and analytics tracked November 9 23 Adjustments Any adjustments revealed during analytic phase must be completed along with staff training November 23 December 11 Completion Date and Launch Website must be officially launched December 15
8. BUDGET All proposals must include proposed costs to complete the tasks described in the project scope. Costs should be stated as onetime or nonrecurring costs (NRC) or monthly recurring costs (MRC). Pricing should be listed for each of the following items in accordance with the format below: Project Initiation and Planning NRC MRC Market Research NRC MRC Site/Database Development NRC MRC Site/Database Testing NRC MRC Site/ Database Staff Training NRC MRC Site/Database Deployment NRC
Site/Database Hosting NRC MRC NOTE: All costs and fees must be clearly described in each proposal. 9. BIDDER QUALIFICATIONS Bidders should provide the following items as part of their proposal for consideration: . Enclose a section on relevant website development experience and information on the extent of your firm's abilities to meet the needs of this project. Please provide a sample of what you envision as the home page for the site. . List of how many full time, part time, and contractor staff in your organization . Examples of 3 or more corporate websites designed and implemented by your organization . Testimonials from past clients on web site building and hosting work . Anticipated resources you will assign to this project (total number, role, title, experience) . A full testing plan . Ability to meet time frame requested for completion of project . Project management methodology 10. PROPOSAL EVALUATION SCHEDULE The Coalition to End Child Abuse Niagara will evaluate all proposals based on the following criteria. To ensure consideration for this Request for Proposal, your proposal should be complete and meet all of the following criteria. Overall proposal solution(s) must meet the scope and needs included herein and be presented in a clear and organized manner. Organizational Experience: Bidders will be evaluated on their experience as it pertains to the scope of this project. Previous work: Bidders will be evaluated on examples of their work pertaining to website design and hosting as well as client testimonials and references. Value and cost: Bidders will be evaluated on the cost of their solution(s) based on the work to be performed in accordance with the scope of this project. Technical expertise and experience: Bidders must provide descriptions and documentation of staff technical expertise and experience.
Specific Terms of Reference: • The successful bidder will warranty their work for at least 12 months with appropriate technical customer assistance. Thereafter, standard service contracts will apply if requested. • The Coalition to End Child Abuse Niagara will hold back 30% of the contract amount until the team is satisfied with the functionality of all software, the graphic look and feel of content is delivered as part of this proposal and training on content management tools is delivered as part of this proposal. • The successful bidder will be responsible for ongoing liaising with a representative from The Coalition to End Child Abuse Niagara to ensure all web applications and technical requirements of this web development proposal can be managed and are appropriate. • Intellectual property, all content deliverables, and copyrights will be vested with The Coalition to End Child Abuse Niagara as part of this proposal by the successful bidder. • The successful consulting firm(s) must be prepared to sign a contractual agreement. Each bidder must submit 3 copies of their proposal in a sealed envelope to the address below by July 31. 8 Forster Street, St. Catharines, ON L2N 1Z9
