REQUEST FOR PROPOSAL FOR WEBSITE DESIGN\REDESIGN DEVELOPMENT AND IMPLEMENTATION RFP Date March 3, 2015

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Request for Proposal – February 18, 2015

Kristen French CACN Website develop, design, implementation

REQUEST FOR PROPOSAL

FOR

WEBSITE DESIGN\REDESIGN DEVELOPMENT

AND IMPLEMENTATION

RFP Date

March 3, 2015

Proposal Submission

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The Kristen French CACN is currently accepting proposals to develop, design, launch, and host a new web site. The pre-existing CACN web site was developed and launched in 2008 with updated name change applied to the site in 2014. In an effort to achieve more contact from the public via the agency web site, the Board has determined that a new platform is needed which is more user-friendly and allows for improved interaction between families, children and the centre. This project will involve utilizing posted information on the existing website as well as the implementation of new information, products, features and community outreach as suggested by the Kristen French Child Advocacy Centre and the firm selected. We envision the website being re-developed over a 3 month time frame following selection of the website developer vendor.

The purpose of this Request for Proposal (RFP) is to solicit proposals from various web design companies, conduct a fair and extensive evaluation based on criteria listed herein, and select the company who best represents the direction KFCACN wishes to go. We wish to expand current usefulness of the website, and future needs and functionality should be demonstrated in the proposal. KFCACN is committed to being available to provide information and support to respondents and will be actively involved in providing information and support throughout the re-design process. The successful candidates must have substantial experience in website design, development and implementation.

KFCACN provides a community based, child-focused multidisciplinary team (MDT) approach to the investigation and treatment of child abuse. Under the umbrella of the Kristen French CACN, three partner organizations streamline and integrate services creating a one-stop, child focused facility for children and their families. Niagara

Regional Police Services and Family and Children’s Services Niagara conduct forensic child abuse investigations on site. Counselling is offered through the Family Counselling Centre Niagara at no cost and without a waiting list. Together with the programs and services provided by the Kristen French CACN Family Advocate and through our Teen Connect program, children and youth who have been physically abused, sexually abused, become the targets of internet luring, or witnessed violence can tell about their experience to professional investigators and receive caring, cooperative support in one location.

Contact Information:

Kristen French Child Advocacy Centre Niagara Attn: Janet Handy, Executive Director

8 Forster Street,

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2. Proposal Guidelines

This Request for Proposal represents the requirements for an open and competitive process. Proposals will be accepted until March 20th_{, 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 all-inclusive to include any

outsourced or contracted work. Any proposals which call for outsourcing or contracting work must include a name and description of the organizations being contracted. 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 winning bidder for this RFP. All contractual terms and conditions will be subject to review by the Executive Committee of the KFCACN and will include scope, budget, schedule, and other

necessary items pertaining to the project.

3. Project Purpose

The purpose of this project is as follows:

To develop, and launch a new Kristen French CACN website by September 2015 anniversary date.

Our current web site (www.kristenfrenchCACN.org) was implemented in 2008 and provides basic information on programming, the centre philosophy, how we function, a description of our partners work and testimonial videos. We are also able to promote events and online donor access through Canada helps and PayPal. We have

determined that it is no longer effective in providing a thorough description of our services enhanced by a user-friendly online environment and creative mobile

applications. The site has not been effective in achieving easy user or client access to the agency as it is more informational than interactive.

KFCACN believes that by using current web-based technologies and a more effective site design, we can provide the public, children and families with more information about the centre, its services and our partners, create a more user-friendly environment, and achieve more access for our target group as well as public awareness of child abuse issues, impacts, signs and symptoms.

We are also aware that there is a 6% increase in the crime of internet luring of children and so we believe this site must respond to this increasing threat with an interact platform that enhances child and youth ability to access information and support to report abuses. We envision a highly interactive and supportive website to combat this predatory use of website technology.

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KFCACN is seeking a provider to utilize the latest web-based technology to create a web site that is user friendly, simple to use, provides detailed information about our services and offerings, and is easy to add or modify content. The site design should incorporate the latest key word search practices and maximize “search-ability” in all current internet search engines and ensure readability on increasingly smaller display platforms.

The finished web site must allow KFCACN staff to easily manipulate the layout and content in order to allow for frequent changes in the dynamic environment in which we work where things constantly change and or provide sufficient support to have the web manager change content quickly and easily if asked by staff.

The web site design and layout should be aesthetically pleasing, use currently agreed upon branding, be simple for users to navigate, provide descriptions of all KFCACN services, manage biographies, and contact information. A separate safe access for children on how to contact authorities and understand their experiences with a “leave site quickly” safe button is critical to the new layout. The site must also be completely secure against intrusion. Social media must be able to be employed safely as a tool for the centre but not be intruded upon. The site should also allow users to submit their contact information in order to be added to our list of potential donors who can receive regular updates and new developments. Easy of donor access to contribute to our work is also critical.

Additionally, the site should include a page which lists current job offerings within the centre and descriptions of our benefits and hiring process in order to improve our ability to attract talented employees. Links to partners and other collaborative agencies is also required.

5. Project Scope

The scope of this project includes all design, development, coding, licensing, and hosting of KFCACN’s new web site. 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 selected bidder will be responsible for planning and conducting a thorough market research portfolio. This portfolio will analyze all current contacts and determine target demographics for future and potential site users

The following criteria must be met to achieve a successful project:

 Cross-reference information should be hyperlinked from page to page within the website with the Home Page link always visible.

 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.

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 Consistency of design across all pages/sections of the web site in a design theme that fits targeted viewers

 User-friendly environment that is easy to navigate

 Ability to migrate current web content to new web site

 Most day to day site functions allow for KFCACN personnel 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 key word searches based on site content

 Prominent display of KFCACN corporate logo, company mission, vision, and strategy throughout all pages of the web site

 Site should be compatible with all current web browsing technology and easily upgradeable

 Ability to work closely with staff and website redevelopment 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 KFCACN staff that will have access to specific content to update their information consistent with a corporate standard and procedure.

 The search engine must be built on the latest technology. This is a critical part of the RFP acceptance and the final web design approval process.

 KFCACN is the sole owner of the web design code, content and graphics.

 Site content management will allow the KFCACN web master to add, delete, or edit the site text and graphics without having to format special pages and upload through File Transfer Protocol. All content is to be stored by file in a simple

database hierarchy. The database content should allow for CACN specific search mechanism that does not require second party programming.

 Hosting of both the web site and database which collects and tracks site visitor information to include:

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

Respondent should list the software that would be used to create the site including all graphics software and recommend software and licenses that the KFCACN will need to purchase for the continued maintenance of the website.

 The site will provide a comprehensive 24/7 KFCACN identity and presence.

Potential future capacity:

 Potential to add a child friendly and safe access portal for children and youths’ interactive use of site for awareness and education on child abuse with developmentally appropriate content

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or NRPS interviews from remote location via phone applications

6. Request for Proposal

Request for Proposal Timeline:

All proposals in response to this RFP are due no later than 5 p.m. March 20th, 2015

 Evaluation of proposals will be conducted from March 20th_{until April 3rd, 2015. 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 April 7th, 2014.

 Notifications to bidders who were not selected will be completed by April 10th_,

2015

7. Project Timeline

Please complete Phase 4 of table in appendix A with the dates, comments and expectations for each phase as you see the project unfolding.

8. Budget

All proposals must include proposed costs to complete the tasks described in the project scope. Costs should be stated as one-time or non-recurring 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 MRC 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.

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 Examples of 3 or more corporate web sites 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 Criteria

KFCACN will evaluate all proposals based on the following criteria. To ensure consideration for this Request for Proposal, your proposal should be complete and include all of the following criteria:

 Overall proposal suitability: proposed 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 web site 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 KFCACN will hold back 30% of the contract amount until the KFCACN is satisfied with functionality of all software, 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 liaising with a KGCACN

representative 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 KFCACN 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 5pm March 20th_{, 2015.}

Janet Handy Executive Director Kristen French CACN

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APPENDIX A

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 5pm March 20th

Phase 2 The selection decision for the winning bidder

by April 3rd

Phase 3 Initial draft website design templates

Complete by April 30th

Phase 4 Project planning phase

BIDDER TO PRIVIDE SCHEDULE OF DESIGN STEPS IN THIS

PROPOSAL

Project planning phase will determine the

timeline/schedule for the remaining phases of the project from Between April 30th_{and July 30th.}

Phase 5 Website completed for

testing

July 30th

Testing period Website tested and

analytics tracked

from July 30th_{to Aug.15}th

Adjustments Any adjustments revealed during analytic phase must be completed along with staff training

from Aug.16th_{to Sept.1}st

Completion Date and Launch

Website must be officially launched

September 16th

REQUEST FOR PROPOSAL FOR WEBSITE DESIGN\REDESIGN DEVELOPMENT AND IMPLEMENTATION RFP Date March 3, 2015