RFP Website Design/Content Management System

TOWN OF SOUTH BRUCE PENINSULA

REQUEST FOR PROPOSALS

WEBSITE DESIGN AND CONTENT MANAGEMENT SYSTEM

April 2009

Closing Date: April 24, 2009
Table of Contents

1.0 Introduction ..........................................................................................3
1.1 Proposal Overview ............................................................................3
2.0 Proposal Guidelines and Requirements ...........................................................4
2.1 Contact ...........................................................................................4
2.2 Submissions .....................................................................................4
2.3 Price Quotes .................................................................................4
2.4 Confidentiality ...............................................................................5
2.5 Contract Terms .............................................................................5
3.0 Scope and Guidelines .............................................................................5
3.1 Project Scope ...............................................................................5
3.2 Design Guidelines .........................................................................5
3.3 Project Management ......................................................................6
3.4 Testing ........................................................................................6
3.5 Delivery .......................................................................................6
3.6 Tracking .......................................................................................6
3.7 Time Frame for Completion ..............................................................6
4.0 Qualifications ..........................................................................................6
5.0 Evaluation Criteria ....................................................................................7

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1.0 Introduction
The Town of South Bruce Peninsula is a four season recreational paradise situated at the gateway to
Ontario's spectacular Bruce Peninsula. The municipality is home to Sauble Beach, the second longest
freshwater beach in the world and internationally renowned Wiarton Willie and the Wiarton Willie Festival.
It has many points of interest that attract a growing number of visitors to the area each year including the
Bruce Trail, Spirit Rock Conservation Area, Bruce Peninsula Mountain Bike Adventure Park, four beautiful
Golf Courses, the Oliphant Fen and breathtaking views at Bluewater Park in Wiarton, just to name a few.
People come to the Town of South Bruce Peninsula (TSBP) to hunt, fish, hike, camp, snowmobile, and
relax on the miles of sandy beach, and to partake in the many festivals and events.

1.1 Proposal Overview
The Town of South Bruce Peninsula is accepting proposals from qualified web design firms to design,
develop and implement a website and Content Management System (CMS). A firm that can handle all site
planning, interface design and production is required. The purpose of this RFP is to provide a fair
evaluation for all respondents and to provide the respondents with the evaluation criteria against which they
will be judged.

It is anticipated that the new website will accomplish the following goals:

· Build a strong relationship with existing residents by providing them with up-to-date and
accurate information regarding the community.

· Boost economic activity by successfully and professionally marketing the community to
prospective residents and visitors.

· Increase business investment by providing a way for entrepreneurs, business owners and site
selectors to quickly find relevant and precise information about investing in the Town.

It is expected that the Content Management Systems will accomplish the following goals:

· Improve operational efficiency of the Town by implementing a content management system
that allows TSBP staff to update and maintain the website.

· Allow less technical skilled employees to make new web pages by using standardized
templates that ensure that pages have a consistent `look and feel'.

· Appeal to various online visitors by having each section of the website have its own unique
design and style while maintaining some consistency (Residents, Visitors, Business, etc...).

· Make interaction with website visitors more rewarding by having several modules that enhance
the user's online experience.

· Enhance TSBP's long-term online presence by making the website and CMS scalable so that
additional components can be added as necessary.

TSBP Website Design and Content Management System RFP April, 2009 3
2.0 Proposal Guidelines and Requirements

2.1 Contact
The Town of South Bruce Peninsula contact, for the purpose of this project shall be:

Danielle Mulasmajic, EDO
519-534-1400 ext. 123
Fax: 519-534-4976
Email: tsbpecodev@bmts.com

2.2 Submissions
Respondents are responsible for the proper delivery of their submission. TSBP will not be responsible for
any costs incurred by a respondent in preparing, submitting, presenting, arranging site visits, nor for any
other costs which are incurred relating to the submission. Requests for extensions of time will not be
granted. Any submissions or modifications and additions to the submissions received after the closing date
and time will not be considered and will be returned to the respondent.

The respondents will provide six bound copies of the proposal as well as an electronic version via email or
on a CD. Be sure to include full address and contact information. Submissions will be accepted by mail,
courier, in person and electronically in pdf format.

Submissions will be accepted no later than 12pm on April 24, 2009. Package must clearly indicate
Proposal ­ Website Design and CMS RFP and should be sent to:

Danielle Mulasmajic, EDO
Town of South Bruce Peninsula
315 George St. PO Box 310
Wiarton, ON N0H 2T0
Email: tsbpecodev@bmts.com

2.3 Price Quotes
The price quoted should be inclusive of the provision of the services as identified with the exception of
taxes which should be excluded and shown separately. If the price excludes certain fees or charges, you
must provide a detailed list of excluded fees with a complete explanation of the nature of those fees. All
quotations must be in Canadian dollars.

2.4 Confidentiality
All correspondence, documentation and information provided by TSBP to any proponent in connection with,
or arising out of, this RFP and/or acceptance of any proposal(s):

· Remains the property of the Town of South Bruce Peninsula
· Must be treated as confidential;
· Must not be used for any purpose other than for replying to this RFP, and for fulfillment of any
subsequent contracts.

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In accordance with the Municipal Freedom of Information and Protection of Privacy Act, proponents are
reminded to identify in their proposal, any specific scientific, technical, commercial, proprietary, or similar
confidential information, the disclosure of which would cause them injury.

2.5 Contract Terms
TSBP will negotiate contract terms upon selection. All contracts may be subject to review by TSBP Council
and projects will be awarded upon signing of an agreement which outlines terms, scope, budget and other
necessary items. TSBP may initiate negotiations with the preferred respondent prior to issuing an award.

TSBP reserves the right to add terms and conditions during negotiations. These terms and conditions will
be within the scope of the RFP and will not affect the proposal evaluations. Upward price negotiation will
not be permitted.

TSBP reserves the right to terminate negotiations if terms cannot be met and may then recommend, award
to or negotiate with another respondent or conduct a subsequent RFP process. The Town reserves the
right not to award the contract to any or all responders.

Supplemental terms and conditions may be accepted at TSBP's discretion, provided the respondent
identifies said provisions explicitly in its proposal.

3.0 Scope and Guidelines

3.1 Project Scope
The scope of this project is to re-develop the TSBP website (www.southbrucepeninsula.com) incorporating
the associated Wiarton Willie website (www.wiarton-willie.org). The successful candidate will be
responsible for re-confirming audiences and objectives, developing a graphic look and feel, navigation and
content management system, site marketing, technology issues and assumptions, required functionality,
phasing, and budgetary constraints, resulting in a creative brief to be delivered to appropriate staff and
Council.

3.2 Design Guidelines
The website designed by the successful candidate must meet the following criteria:

· Create a content management system that will permit designated, non-technical staff to
instantly update website content on specific pages.

· Easily managed and updated by TSBP staff ­ Once the site has been completed and accepted
by TSBP, it site will be maintained by TSBP staff.

· Convert substantial amounts of existing content to new website, we will use much of our
existing web content ­ any additional content/copy or photography will be provided by TSBP.

· Website design must be visually appealing while in accordance to the Web Content
Accessibility Guidelines.

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· Each section of the site should have a common theme and design. TSBP logo should be
prominently displayed on every page as a common header. The use of photographs, fonts and
layouts should be consistent throughout the site. Must be designed with a balance of text and
graphics such that each page loads in 8 seconds or less on the average computer (using a 56k
modem).

· Website needs to be easy to navigate with information grouped and presented in a logical
manner and be able to function equally for municipal and visitor information.

· Successful candidate to provide necessary software and licenses to maintain site internally.

· Desired features and capabilities include but are not limited to: automated job posting, event
calendar/submission, key word search, subscription, directories, multi-media (video/slideshow),
e-commerce and tracking,

3.3 Project Management
An assigned project manager will be made available to present information and coordinate with TSBP staff,
including a reasonable number of meetings to present design and development solutions.

3.4 Testing
Testing of site on all applicable platforms to ensure website works as promised. Explain testing plan
through development process.

3.5 Delivery
Delivery and uploading of new website will be to TSBP for internal hosting, to an outside third party, or
hosting by consultant (to be determined).

3.6 Tracking
Implementation of tracking software to produce user defined site long reports. Need capability of
measuring web visitor behaviour to monitor website performance and availability (web traffic analysis, path
analysis, visitor trends, page views, entry pages, top pages, exit pages, length of stay, browsers and
platforms (this may be offered through hosting service).

3.7 Time Frame for Completion
The time frame for completion of the project will be evaluated. In addition, time frames will be part of the
contractual agreement; therefore, a realistic time frame for completion is requested.

4.0 Qualifications
Proposal submissions must include:

· A list of five websites your firm has produced that best reflect your work and relevancy to this
project. Briefly list the role your firm played in each project and include URL. Only sites that are
live will qualify during evaluation. Include a company profile, length of time in business and core
competencies.

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· Describe your experience in producing websites for municipal-focused projects and provide current
reference information for three former or current clients.

· Briefly describe your firm's organizational capacity to produce our website (staff, equipment,
software, physical space, office locations, etc.). Include the number of full-time staff your firm
employs and describe the percentage of staff that would work on this project relative to your entire
staff (using full-time equivalents).

5.0 Evaluation Criteria
The following criteria will form the basis upon which TSBP will evaluate proposal:

· Suitability of the proposal, the proposed solution meets the needs and criteria set forth in the RFP

· Expertise in recommending and communicating appropriate technical and aesthetic solutions as
evidenced by the proposal and references.

· Prior work demonstrates artistic and innovative, user friendly interfaces that engage communities
and viewers.

· Candidate has successfully completed similar projects and has the qualifications necessary to
undertake this project.

· The price is commensurate with the value offered within the proposal.

· The candidate firm has the appropriate staff to develop the site in a reasonable time frame.

· The information is presented in a clear, logical manner and is well organized.

· Demonstrated commitment to high service level agreements.

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