REQUEST FOR PROPOSALS
Web Migration Project
CLIENT: Edmonton Heritage Council
The Edmonton Heritage Council (EHC) was established in 2009 as an independent not‐for‐profit organization incorporated under the Societies Act of Alberta and a recognized Registered Charity under the Federal Income Tax Act.
We connect people to the stories of our city through our leadership, support, and programs. We do this by helping Edmontonians research, preserve, interpret, and advocate for our heritage.
Prince of Wales Armouries Heritage Centre
Edmonton, AB T5H 3Z9
(780) 429-0166 ext. 232
BID AND APPOINTMENT SCHEDULE
This information is current at the time of writing and may be adjusted by EHC if warranted.
RFP Release Date February 6, 2020
Proposal Submission Deadline February 22, 2020
Approval of recommendation by Board of Directors March 4, 2020
Duration 4 months (March 6, 2020 – July 6, 2020)
PURPOSE OF THE RFP
EHC is seeking an external web developer and designer to complete a complex website adaptation and migration from a Squarespace environment to our own WordPress domain.
WEB DEVELOPER SERVICES
The proposal is expected to cover the following services, including but not limited to:
- Redevelop and rebuild the Armistice 100 yeg website to exist under the EHC umbrella;
- Transform the event-based website into a permanent and evergreen resource which houses the Armistice 100 film and the content and information collected and developed with it;
- Create an active and engaging website which is structured and designed in consideration of the users’ needs;
- Assess existing website and migrate and update relevant content.
TECHNICAL OBJECTIVES OF THE PROJECT:
- Use a modern, secure, and extendable CMS to drive the new website;
- Undertake a mobile-first approach to the website execution;
- Ensure the site is optimized for security and safety of data;
- Provide a visually consistent presentation of branding, typography, interface, buttons, etc.;
- Provide a coherent and appropriate user experience on different screen sizes and devices;
- As much as possible, retain existing site addresses (permalinks), but in cases where pages change, redirect users to new, appropriate pages (301 redirects).
Proposals are to be clearly written and concise. Where appropriate, use of point‐form format is welcome.
The Proponent is fully responsible for obtaining all information required for the preparation of its Proposal. The EHC shall not be responsible for any costs, expenses, losses, damages or liability incurred by Proponents in responding to this RFP.
Proposals will be received until 2:00 PM (MT) February 22, 2020. Proposals received after this time will not be considered.
Packages with the proposals should be clearly identified and must be submitted to David Ridley via courier or electronic PDF at the address provided on the Cover Page. Electronic submissions are not considered to be received until a reply email is sent from EHC confirming receipt.
Proposals shall be valid until March 31, 2020 or such other period as may be agreed by the Proponent and the EHC.
Proposals should be organized in the following format. Materials should be sequenced in the order listed below and include the information as specified to facilitate evaluation, and to ensure each proposal receives full consideration:
- Letter of Introduction
- Part 1: Qualifications
- Part 2: Web Development Services
- Part 3: Proposed Fees and Costs
Letter of Introduction. The letter of introduction must be signed by an authorized representative of the Proponent and be placed as the first page of the Proposal. This letter of introduction should include a confirmation of full compliance to all the requirements and terms and conditions contained within the RFP. The letter should also provide a Proponent contact including the person’s name, title, address, telephone number and email address for all questions and clarifications arising from the Proposal.
PART 1 — Qualifications and Experience
- Provide a summary of the resources and organization of your firm and office;
- The firm’s experience working with nonprofit charitable organizations of a size similar to the EHC. Include the name and contact information for at least three (3) nonprofit charitable organizations for whom the firm has performed similar web development projects within the last two years;
- Demonstrated knowledge and expertise related to nonprofit charitable organizations.
PART 2 — Web Development Services
- The process the client service team will follow to acquire an understanding of EHC’s programs and services to support migration project understanding and add project value;
- Description of how your firm will approach this project, including the use of technology and the areas that will receive primary emphasis;
- Information and documentation the EHC will be expected to provide to the firm;
- Project related activities proposed to be carried out at the EHC office;
- The communication process used by the firm to discuss issues and/or changes in project process or plan and reporting requirements with management, the EHC Accountability and Audit Committee and the EHC Board of Directors;
- List of individuals in the firm that will be directly responsible for the project work, their qualifications and experience working with nonprofit charitable organizations;
- Presentation of project status to the Audit Committee and/or Board of Directors, as necessary;
- Presentation of final web migration at EHC’s annual general meeting (held in May);
- If applicable, information on relevant education sessions and/or resources your firm may provide to the organization.
PART 3 — Proposed Fees and Costs
- Fee structure for web development services, with whatever guarantees can be given regarding increases during the term of the contract;
- Annual person hours available to the management, the EHC staff for consultation or advice provided for within the fee structure.
All aspects of the submissions will be taken into consideration when evaluating the proposals.
This includes the following:
- proposed fees and costs;
- the firm’s understanding of the scope of the proposed professional services as evidenced by the proposal submitted, including the firm’s standards and development approach;
- the background and experience of the firm in providing similar services as well as specific background, education, qualifications and relevant experience of key personnel to be assigned to the account;
- the firm’s completeness and timeliness in its response to the EHC;
- the ability of the firm to commit time to the account and provide other value-added services;
- information obtained from firm’s references or other clients;
- interviews with senior engagement personnel to be assigned to the project;
- the overall best interests of the EHC.
Edmonton Heritage Council website https://edmontonheritage.ca/
Information about our programs and services https://edmontonheritage.ca/about/
Annual Reports https://edmontonheritage.ca/reports/
Website in question https://www.armistice100yeg.ca/