Request for Proposal – Web Developer of Record
The Ontario’s Highlands Tourism Organization is seeking to engage a web developer to provide on-going services on a needs basis.
Web Developer
The OHTO requires the contract for the ongoing services of a web developer on a needs basis. The contracted web developer, who may be an individual or a company, must be able to perform maintenance and enhancements to the OHTO family of websites, which are built on the WordPress CMS platform. Projects may include, but are not limited to:
Widget creation;
Online booking enhancements (experience with secure transactions and eCommerce required);
Creation of mobile sites; Adding blogging functionality; Mapping using Google Maps; Web design;
Social sharing;
SQL database management; and
The creation of unique websites and microsites.
The selected developer must also be available to troubleshoot technical issues with the websites in a timely manner. The developer is required to liaise with the Marketing and Communications Coordinator on content and design specifications on a per-project basis.
Ontario’s Highlands Tourism Organization (OHTO) is a Destination Marketing and Management Organization (DMMO) established October 2010, pursuant to the Ontario Ministry of Tourism and Culture’s request to create an independent, industry-led, not-for-profit organization responsible for working with tourism partners to
enhance and grow the region’s tourism products and marketing activities. The OHTO services provincial tourism Region 11 which encompasses six counties including Haliburton, Lanark, and Renfrew, and parts of Frontenac, Hastings, and Lennox and Addington.
Mission
Ontario’s Highlands Tourism Organization (OHTO) will be an industry led collaborative organization whose mandate is to support and grow tourism through organizational development, destination development and marketing.
Web Development Requirements
Ensure development projects are smoothly integrated within the OHTO family of websites through the WordPress CMS. Ensure web design materials are consistent with OHTO industry and the Ontario’s Highlands consumer brands. Work must be designed to be manageable by OHTO staff. Technical support issues must be addressed and
resolved in a timely manner. Experience with customization of mailing list management through MailChimp and eCommerce solutions with Moneris are assets.
Technical Requirements
OHTO web development projects will be assigned on an as-needed basis and the contracted web developer must be able to produce quality results, on-demand, to the specifications of each project. Expected turn-around depends on the scope of the project. The web developer would also be expected to be available for time-sensitive technical support issues.
Estimated Project Duration
The contract will begin immediately upon selection of the successful bidder and will continue until March 31, 2013, with an option to extend if both parties agree.
Scope of Work
The functional requirements of the contract may vary in length from month to month dependent upon the development projects required from OHTO. Flexibility and
readiness are expected when technical support issues arise and the successful bidder must have the ability to provide it in a timely manner on short notice.
Submission Criteria
To assist in the selection process, your proposal should address the following questions and requests for information in the order provided:
A. Description of services
1. Describe how you would address the requirements outlined in this RFP. 2. Describe your project management process.
3. Describe your testing and support plan.
4. Describe any other services you could offer to the OHTO on an as-needed basis. B. Experience
1. Detail your experience as a web developer and how it can be applied to the OHTO. Please include details about your previous work with WordPress and eCommerce solutions. If you are part of a company, also list the names, job titles, and relevant experience of the other members of your team that would be working with the OHTO. 2. Detail your web design experience, or the experience of the web designer on your team.
3. Provide the names of three references and supporting information that will confirm your experience in providing web development, design, and technical support services.
4. Please provide a portfolio with 3 to 5 examples of your web development and design experience.
C. Fee structure and service levels
1. What is your hourly rate for your services?
2. What service levels and availability can you provide for technical support services and in meeting deadlines on projects?
3. Under what circumstances would additional fees be charged? Basis for Award of Contract
Method of Evaluation/Ranking System: 1. Description of Services /25
2. Experience /50
3. Fee Structure and Service Levels /25 Total /100
Submission Information
Submissions, including cover letter stating interest and suitability, must be submitted no later than 4 pm (EST) on Friday, February 10, 2012.
Submissions should be sent via email to the attention of:
Leah Piltz, Marketing & Communications Coordinator Ontario’s Highlands Tourism Organization
Inquiries and Questions
Inquiries are welcomed up to and including Wednesday, February 1, 2012. Inquiries should be made to Leah Piltz as identified above. Inquiries must be sent by email. Responses will be shared with all bidders at www.ohto.ca and will be posted by Friday, February 3, 2012 by close of day.
Appendix: General Terms and Conditions A) Acceptance of Proposals
This RFP neither expresses nor implies any obligation on the part of the OHTO to enter into a contract with any Vendor submitting a proposal.
B) Rejection of Proposals
The OHTO reserves the right to reject any or all proposals for failure to fully satisfy the selection team that the specifications and the requirements for the RFP have been adequately met. Any award resulting from this RFP is subject to the successful completion of a contract between the Vendor and the OHTO.
C) Right to Amend
The OHTO reserves the right to amend or supplement the RFP, giving equal
opportunities to all consultants who have been invited to bid, by way of an issued addendum.
D) Acceptance or Non-Acceptance of Proposal
Neither the lowest priced nor any proposal shall necessarily be accepted, and the decision of the OHTO is final. If the OHTO decides to accept a proposal, then this acceptance and the making of an award will be in writing and only in writing. Unless and until such written notification has been given, there is no successful Vendor and no award has been made.
E) Associated Costs
There will be no payment to Vendors for the work related to and material supplied in the preparation of responses to this RFP.
F) Information
All information collected in report or digital form by the Vendor shall be then provided to the OHTO, and will become the sole property of the OHTO.
G) Previous Communications
This RFP document contains the entire requirements relating to this RFP. Other information or documentation provided to a prospective Vendor or obtained by a prospective Vendor prior to the release of this RFP or any other time shall not have any force or effect.
H) Conflict of Interest
It is the Vendor’s responsibility to ensure that no perceived or real conflict of interest exists for any of the company’s personnel involved in the project.
I) Cancellation of RFP
Due to unanticipated expenditure constraints, this RFP may be cancelled at any time without liability by the OHTO to prospective Vendor or to any other entity.
J) Authorization
To be considered a valid response, a Vendor’s submission must be completed and signed by an authorized company official.
K) Irrevocable
Bid submissions will be irrevocable for a period of sixty (60) days from the closing date. L) Canadian Funds
Prices are to be provided in Canadian funds. M) Liability and Insurance
The successful Vendor shall secure and maintain during the terms of the Agreement the following:
Comprehensive general liability insurance on an occurrence basis for an amount not less than Two Million ($2,000,000) Dollars.
Automobile Liability Insurance for an amount not less than Two Million ($2,000,000) Dollars.
Professional Liability – A Professional Liability Insurance Policy, in an amount not less than One Million Dollars ($1,000,000).
Errors and Omissions Liability Insurance: The Successful Respondent Errors and Omissions Liability Insurance, in the amount not less than One Million Dollars ($1,000,000).
Other Insurance – Any other type, (including special and specific project
professional liability insurance) form or as otherwise may be required from time to time.
The OHTO, its employees, agents, and consultants expressly disclaim any and all liability for representations, warranties expressed or implied or contained in, or for omissions from this RFP package or any written or oral information transmitted or made available at any time to a bidder by or on behalf of the OHTO. Nothing in this RFP is intended to relieve bidders from forming their own opinions and conclusions in respect to this RFP.
