Request for Proposal. Website Development, Implementation and Marketing. For the Northern Rockies Regional Airport (CYYE)

Transcription

1 Request for Proposal Website Development, Implementation and Marketing For the Northern Rockies Regional Airport (CYYE) Please submit one (1) original plus three (3) copies of proposal in a sealed envelope, clearly marked: RFP NRRA Website Development to Heather Cosman, Corporate Manager Northern Rockies Regional Municipality th Ave South Fort Nelson, British Columbia V0C 1R0 Closing Date: 2:00 pm Thursday, May 9th, 2013 Proposals must be received before the above mentioned time and date, and in accordance with the attached RFP. For further information or clarification on the project, please Contact: Eric Desnoyers Business Manager Northern Rockies Regional Airport Phone: Fax: edesnoyers@northernrockies.ca

2 TABLE OF CONTENTS Quotation Form... 3 Instructions to Proponents... 4 Northern Rockies Regional Airport... 5 Request for Proposals... 6 Marketing and Plan Development Expectations... 6 Website Development and Implementation Expectations... 7 Evaluation Criteria... 8 Category 1: Key Team Members and Company Profile... 8 Category 2: Marketing Plan and Strategy... 8 Category 3: Website Design and Functionality... 8 Category 4: Methodology and Project Timelines... 9 Expected Deliverables... 9 Expected Timelines... 9 Category 5: Cost and Proposed Payment Schedule... 9 GENERAL INFORMATION AND SUBMISSION REQUIREMENTS Appendix A Overview of Marketing Plan Requirements Appendix B - Overview of Website Requirements Online Attributes Desired in an NRRA Website Additional Website Considerations, themes, design cues

3 QUOTATION FORM The undersigned proponent, having carefully read and examined the Quotation Form, Instructions to Proponents, Marketing and Website Expectations, and associated Appendices and having full knowledge of the work required does hereby offer to provide all necessary services and materials in strict accordance with the Specifications and to do all therein called for on the terms and condition, and under the provisions therein set forth at the: The design of a comprehensive marketing plan for the NRRA: The design of dedicated NRRA webpages: TOTAL QUOTED PRICE OF $ TOTAL QUOTED PRICE OF $ The implementation and advertising of launched online NRRA content: TOTAL QUOTED PRICE OF $ TOTAL PROJECT QUOTE PRICE OF $ THE ABOVE PRICE INCLUDES ALL CHARGES INCIDENTAL TO AND FORMING PART OF THIS QUOTATION EXCEPT APPLICABLE TAXES. Name of Bidder: Address: Telephone No: Name, Signature, And Title of Signing Officer: Date: 3

4 INSTRUCTIONS TO PROPONENTS Submitted proposals must be in a sealed envelope clearly marked NRRA Website Development, and must be received by the Northern Rockies Regional Municipality Office at the address below by no later than the RFP Closing Time. RFP Closing: 2:00 pm local time, Thursday May 9, 2013 Address: Attention: Corporate Manager NORTHERN ROCKIES REGIONAL MUNICIPALITY PO Bag Service th Avenue South Fort Nelson, BC V0C 1R0 Submissions may also be sent via facsimile transmission prior to 2:00 PM PST on Thursday May 9, 2013 to the Fort Nelson Notary Public, at , with instructions to place the submission in a sealed envelope, clearly marked NRRA Website Development. 1. Proposals must be submitted with the attached Quotation Form, and must be in a format that reflects the Evaluation Criteria and General Information and Submission Requirements set out in the RFP Documents package. Proposals that do not reflect these sections of the document will be rejected. 2. Prices, in Canadian currency, shall be shown for the work specified and shall include all wages and benefits for those personnel engaged on this contract, expenditures for materials, equipment, travel expenses, etc. 3. Proposals received after the above-mentioned time and date (2:00pm May 9, 2013) will be returned unopened. 4. Proposals shall be open for acceptance for 60 days following submission closing. 5. This is a request for proposals and not a call for tenders or request for binding offers. No contractual obligations will arise between the Municipality and any proponent until and unless the Municipality and a proponent enter into a formal, written contract for the proponent to undertake the project contemplated by this RFP. The lowest or any quotation will not necessarily be accepted. The successful Proponent will report to: Eric Desnoyers Airport Business Manager Northern Rockies Regional Airport #30 Piper Road Fort Nelson, BC V0C 1R0 4

5 NORTHERN ROCKIES REGIONAL AIRPORT The Northern Rockies Regional Airport (NRRA) began service in 1941 and has played a unique historical role both locally and globally. Today, it is an important gateway for air travel into and out of Fort Nelson and the region, connecting us to the domestic and international air services in Vancouver, Edmonton and Calgary. The presence of the airport allows for goods and passenger movements to and from the region, and boosts the local and regional economies The Northern Rockies Regional Municipality (NRRM) has sole ownership of the airport and provides its strategic direction. The NRRA is a small regional airport, but it is also one of the fastest growing airports in Canada. There were over 110,000 recorded passenger movements through the NRRA in 2012 a product of several scheduled airlines and the one Regular Scheduled Airline (Central Mountain Air). Given current trends, the NRRA expects annual passenger levels to reach between 250,000 and 275,000 by Likewise, current annual aircraft movements are also expected to increase (from 26,000 to between 35,000 and 62,000 annual movements). The NRRA currently operates with sixteen tenants ranging from fixed and rotary aircraft operations to scheduled and charter passenger services. Furthermore, the BC Forest Service Wildlife Management Branch maintains a seasonal fire center operation at the airport. Northern Rockies Regional Airport Strategic Objectives and Direction 1. To promote the on-going growth and development of the airport for it to become a selfsustaining organization for the Northern Rockies Regional Municipality. 2. To meet the demands of the community and local economy by addressing growth opportunities in tourism, mining, gas and oil industries. 1 Northern Rockies Regional Airport STRATEGIC VISION As Northeast BC s Premier Gateway Regional Airport, we connect British Columbia and Canada to the resilient people, rich resources and abundant opportunities within the Northern Rockies Regional Municipality. 1 The role of the airport will be greater as air service demand increases to support the mining, oil and gas industry that is expected to increase in the Horn and Liard River Basins. As the only airport in northeastern BC serving Fort Nelson and the Northern Rockies Regional Municipality, the airport is a significant transportation hub for domestic travel and connection to international destinations. Regionally, the airport can support air services to the Horn River Basin, northern Alberta, and the southern parts of the Northwest Territories. 5

6 REQUEST FOR PROPOSALS NRRA Website RFP for The Northern Rockies Regional Airport invites proposals on the development, implementation, and marketing of a comprehensive web presence for the NRRA. In accordance with the funding requirements of Northern Development Initiatives Trust through their Marketing Initiatives Program, this RFP process is being held to solicit submission from qualified bidders capable of providing the following for the Northern Rockies Regional Airport: The design of a comprehensive marketing plan; The design of dedicated NRRA webpages; The implementation and advertising of launched content. MARKETING AND PLAN DEVELOPMENT EXPECTATIONS The economic health of the Northern Rockies Regional Municipality is tied very closely to activity levels at the NRRA. As part of the website development and implementation process, the NRRA requires the development of a comprehensive marketing plan for the NRRA. It is anticipated that NRRA website (to be developed) will be a key vehicle for sustaining the momentum of the marketing plan to be developed. It is expected that this plan would maximize the effectiveness of a newly created website by bringing more potential investors and information seekers to it. The strategy would determine ways to attract aviation businesses, airlines, and entrepreneurs to our website, when they are utilizing the Internet to research target markets for new based operations, additional routes, and potential sites for new tourism related ventures. Once at our website, potential investors would then find relevant, informative, and attractive information regarding the Northern Rockies Regional Airport, as it pertains to the industry or topic they were researching. Anticipated Marketing Plan Deliverables: An assortment of high quality electronic advertisements to be utilized upon implementation of the marketing strategy. Increased visibility in the community and aviation industry. Enhanced linkages with site selectors and potential investors. Increased numbers of serious investment prospects. Sustained levels of traffic on the airport website. More foreign investment in the Northern Rockies Regional Airport. Increase amount of tourism in the Northern Rockies Regional Municipality. Recommendations for effectively utilizing social media. For more detail on Marketing Plan expectations, please see Appendix A 6

7 WEBSITE DEVELOPMENT AND IMPLEMENTATION EXPECTATIONS The Northern Rockies Regional Airport wishes to have an internet presence that is useful, informative, relevant, current, attractive, adaptable, and visible to passengers and aviation industry. The website would be used to keep passengers informed and to attract investors and entrepreneurs, as well as be useful for businesses already located in and/or conducting business at the NRRA and within the larger Northern Rockies Regional Municipality. The website would be a regional e-hub, offering easy navigation to other related sites and be a marketing tool to attract new airline partners, new routes and increase tourism to Fort Nelson and the NRRM. The website must be designed to function effectively on smart phones, mobile devices, and personal computers. It is also anticipated that the website would be a tool for local government, business and entrepreneurs to utilize for accessing information and services available on the website, contacts generated from the website, and leads generated from related e-marketing campaigns. As such, the NRRA expects all proposals to include a component relating to website usage and lead tracking it is preferable that these functions be internal to the CMS proposed for the NRRA website. It is essential that this new website enables communication with passengers, airlines and aviation industry to attract interest in their ventures. The website should support the airport s overall strategic vision of attracting additional routes and airline partners to serve domestic regional markets not currently represented at YYE. Equally important is this project s ability to attract new business and investment through e- marketing and the publication of pertinent airport economic development information and links on our website. The website must be in a format that can be easily maintained, updated, and expanded by NRRA Staff - Training sessions for NRRA staff on how to use, manage, fix, and change the website will be required. For more detail on Website expectations, see Appendix B *As part of the marketing and website development process, it is expected that the successful proponent will assist in the writing and presentation of relevant NRRA website content. ** Existing online content for the NRRA is available at: 7

8 EVALUATION CRITERIA NRRA Website RFP for The Northern Rockies Regional Airport invites proposals on the development, implementation, and marketing of a comprehensive web presence for the NRRA. Accordingly, all proposals received will be evaluated according to the following criteria: Category 1: Key Team Members and Company Profile 10 Category 2: Marketing Plan and Strategy 30 Category 3: Website Design and Functionality 30 Category 4: Methodology and Project Timelines 20 Category 5: Cost and proposed payment schedule 10 Note: If cost exceeds the available NRRM budget, the proposal will not be considered. CATEGORY 1: KEY TEAM MEMBERS AND COMPANY PROFILE Provide an outline of your company profile. Detail any relevant experience that your firm has had that is similar in nature to the scope of work outlined in this RFP. Identify the project manager and other key staff members that will be included in your team to complete the scope of work, describing their capabilities, respective roles and qualifications. Proponents may also include curriculum vitae of the key team members. Provide three references including contact name and telephone number for other customers that you have completed similar type work. Any sub-contractors, their capabilities, respective roles and qualifications must be identified. CATEGORY 2: MARKETING PLAN AND STRATEGY Provide an outline of how you would go about developing an appropriate marketing plan and strategy. What provisions would you include for branding and the development of a strong online visual identity for the Northern Rockies Regional Airport? Proposals will be evaluated according to how closely submitted outline reflect the stated priorities of the NRRA Strategic Plan ( and NRRA Business Plan ( as well as identified outcomes and expectation for implementation of any plan that gets developed. CATEGORY 3: WEBSITE DESIGN AND FUNCTIONALITY Please describe your philosophy with regard to promoting usability and effective information management in website design, and how you would address the items that we would like to see in the design. Proposals will be evaluated according to how closely they reflect, or enhance the basic functionality and design requirements that have been outlined by the NRRA within the Website Development and Implementation Expectations section (on page 7) and Appendix B Overview of Website Requirements (on page 16). 8

9 CATEGORY 4: METHODOLOGY AND PROJECT TIMELINES Provide an outline of how each key task will be accomplished, and what sort of monitoring system will be utilized to document the accomplishment of each key task and milestone outlined below: EXPECTED DELIVERABLES 1. The Northern Rockies Regional Airport requires the following project deliverables: An interim report at mid-point to identify the project works to date; A comprehensive final Marketing Plan for the NRRA; An interim demonstration of the development website; Training sessions on the website and CMS; A final demonstration of the website. 2. Also, the success proponent should anticipate the following project meetings: Monthly conference calls with NRRM staff to discuss the project, go over the work to date, confirm or adjust design ideas and decisions, etc. The contractor should keep in weekly contact with the Airport Business Manager to ensure the project is going to everyone s satisfaction. EXPECTED TIMELINES The project is to be initiated and completed during the 2013 calendar year and should be conducted from May to September. The deadline for the project is October 1 st, 2013 with an interim report to be submitted at the mid-point of the contract. CATEGORY 5: COST AND PROPOSED PAYMENT SCHEDULE The Northern Rockies Regional Municipality (NRRM) would like to recommend being invoiced 3 times during the project; at start, mid-point and at the end of the work completed. Each invoice is subject to terms due to funding requirements; the successful bidder will coordinate with the NRRM on the terms before the start of the project. In consideration of the statement, bidders shall include their payment terms within their submission, understanding that the payment schedules are subject to negotiation and final approval by the Northern Rockies Regional Municipality (NRRM). Bidders shall provide a breakdown of the lump sum costs including taxes. breakdowns should include the following: The costing applicable hourly rates x number of hours to complete tasks as outline; per diem rates, travel, meals, out-of-pocket expenses, etc.; written reports, copying, administrative costs, etc.; meeting costs; and all other fees that are built into the lump sum costs. *All prices shall be provided in Canadian dollars. **The NRRA is not obligated to award the project to the lowest bidder. 9

10 GENERAL INFORMATION AND SUBMISSION REQUIREMENTS Bidders Responsibility NRRA Website RFP for Bidders shall carefully examine all documentation that encompasses this request including but not limited to specifications, addenda and drawings in order to satisfy themselves as to all conditions affecting the scope of work. No claim for additional costs will be entertained on the grounds of misrepresentation, or on the grounds that any promise or guarantee was given or provided by the Northern Rockies Regional Municipality (NRRM) or the Northern Rockies Regional Airport (NRRA). Collusion Submission from an individual firm, partnership, corporation or association under the same or different names will not be considered. Collusion between bidders will be sufficient cause for rejection of all bids affected. Conduct of Work The successful bidder shall carry out the work in a diligent and efficient manner, ensuring the work is of proper quality, material and workmanship. Copyrights or Patent Rights The bidder warrants that there has been no violation of copyrights or patent rights in manufacturing, producing or selling the goods shipped or ordered as a result of the bid. The bidder agrees to hold the Northern Rockies Regional Municipality (NRRM) harmless from any and all liability, loss or expense occasioned by any such violation as applicable to this request. Disputes In cases of dispute as to whether or not a product or service bid or delivered meets the condition in the accepted bid, the decision of Heather Cosman, Corporate Manager for the NRRM, as outlined in this document shall be final and binding on all parties. In the event of any disagreement between the Northern Rockies Regional Municipality and bidder regarding the interpretation of the provisions of the RFP, the Director of Community Development and Planning for the Northern Rockies Regional Municipality (NRRM) or an individual acting in that capacity, shall make the final determination as to interpretation. Freedom of Information and Protection of Privacy Act (FOIPPA) NRRM is subject to legislation governing the protection of personal privacy and as such, NRRM records are subject to access under this Act. This Act governs the collection, use, retention, security and disclosure of personal information managed by public organizations. The Act also applies to all electronic information accessed or returned by the Proponents. In the event that documents submitted contain protected, proprietary, or confidential information, please identify 10

11 the specific issue or information and provide supporting reasons why NRRM should not release this information if requested by a FOIPPA inquiry. Indemnification The successful bidder will indemnify and hold harmless the Northern Rockies Regional Municipality (NRRM), its officers, employees and agents from all claims, demands, actions or other proceedings initiated by others arising out of, or attributable to anything and against all liability resulting from any and all failures to meet the responsibility referred to in this request. Laws and Regulations Bidders are assumed to have made themselves familiar with and will abide by all Municipal, Provincial and Federal laws, rules and regulations which in any way affect the work. No plea of misunderstanding will be considered on account of ignorance. This request shall be construed and interpreted in accordance with the laws of the Province of British Columbia, Canada. Rights of the Northern Rockies Regional Municipality (NRRM) and NRRA The Northern Rockies Regional Municipality (NRRM) shall not be responsible for any costs incurred by any bidder for preparation and/or submission of a bid. Furthermore, the Northern Rockies Regional Municipality (NRRM) shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any bidder, prior or subsequent to, or by reason of the acceptance, or non-acceptance, withdrawal by the Northern Rockies Regional Municipality (NRRM) of any proposal, or by reason of any delay in the award of the proposal. In its sole discretion, the Northern Rockies Regional Municipality (NRRM) reserves the right to cancel this request at any time and/or reissue the request in its original form, without penalty or cost to the Northern Rockies Regional Municipality (NRRM). The Northern Rockies Regional Municipality (NRRM) reserves the right to inspect any or all bidders equipment, certificates, references, etc. prior to or after award as applicable to the product/service included as part of this request. The Northern Rockies Regional Municipality (NRRM) reserves the right to modify any and all requirements stated in the RFP at any time prior to the possible awarding of a contract. All submissions become the property of the Northern Rockies Regional Municipality (NRRM) and will not be returned. Subcontractors If requested in this document, the bidder shall name any subcontractors who will be carrying out any part of the work required in the request. The successful bidder shall be responsible for the 11

12 quality of work and coordination of their subcontractors. The Northern Rockies Regional Municipality (NRRM) has the right to reject any of the subcontractors so named. The successful bidder shall not assign or reassign any awarded portion of the work without prior written consent of the Northern Rockies Regional Municipality (NRRM). Term of Agreement The term of the agreement will be determined and negotiated with the successful bidder based upon the award and agreement of the deliverables. Either party will reserve the right to cancel the agreement providing a minimum of thirty (30) days written notice to the other party. The Northern Rockies Regional Municipality (NRRM) will retain and have full ownership of all materials and information produced under the agreement with the successful bidder, regardless of any agreement cancellation or agreement expiration. Work Approval The successful bidder shall keep confidential all information in connection and developed as part of the work until the necessary approvals are provided by the Northern Rockies Regional Municipality (NRRM). 12

13 APPENDIX A OVERVIEW OF MARKETING PLAN REQUIREMENTS NRRA Website RFP for The NRRA is a regional transportation hub. Some key audience groups and operation sectors that the NRRA anticipates will be implicated by, or even directly involved in the future growth of the NRRA include: The Natural Gas Sector: Air services into the region and between the airport and key exploration and development activity centres is critical. The region cannot grow in a quickly changing economy without access to specialized workers, equipment, spare parts, managerial expertise, and the other things which the airport supports. The Tourism Sector: While the majority of tourism now appears to be highway related, the opportunities for significantly expanded revenue from tourism will relate to aviation and the ability to attract people looking for outdoor adventures to the region. This could include wildlife photography, hunting, fishing, skiing, snowmobiling, camping, birding and a wide variety of other activities. Local First Nations and First Nations Development: The development and goals of First Nations in the region will also be related to aviation. Local Community Growth and Socio-Economic Health: For relatively remote communities like Fort Nelson, access to education and medical opportunities via aviation are particularly important. For example, people who require specialized medical treatment, fly. Workers, who require updates to their professions or trades, fly. Aviation is critical to the development of the community and its social, as well as economic, development. The purpose of this RFP is invite proposals on how the NRRA can best market itself to these and other groups, going forward. The NRRA anticipates that a key component of this marketing plan will be the development of a strong Brand Identity and LOGO for the NRRA. It is essential that this LOGO will be a strong LOGO that communicates well to users and projects an image of stability, strength, prestige and professionalism. The LOGO must have the ability to be replicated without distortion and without manipulation and ensure that it is in the right format for all media as necessary. **In an effort to build the most effective and professional visual identity possible for the NRRA, it is expected that all proposals received will include a budget item for professional photography in and around the grounds of the Northern Rockies Regional Airport. 13

14 APPENDIX B - OVERVIEW OF WEBSITE REQUIREMENTS Site Map Home - Location & Directions* - Fort Nelson Area* - News* - Contact* - Current Weather* - Arrivals/Departures (live flight stats) - * to be displayed as header on every page About us - Parking - Rates and Fees - Airport Hours - Airport News/Reports - Airport Amenities - Development Possibilities - Airport Authority - History - Safety Management System (SMS) Web based Form - Tenants Passenger Information - Airlines/Charter info - Know before you go - Ground Transportation - Hotels and Accommodation Pilot Information - Airport Specification - NAV Canada (quick intro with link through) - Rates and Fees - FBO Contact us - Location, address, phone, fax and basic contact form with - Web bases form with spam protection. NRRA Website RFP for **As part of the marketing and website development process, it is expected that the successful proponent will assist in the writing and presentation of relevant NRRA website content. 14

15 ONLINE ATTRIBUTES DESIRED IN AN NRRA WEBSITE A clean and professional look o Easy To navigate o 3-D layered website o External links clear and easy to use o Quicklinks on each page, clear and easy to use, in the same place on each page. Assorted live Home page features o Interactive Home page (rotating story and image) o Flight Information live feed Weather (Live Feed) on every page All images and information easily changed Easily resizable window useable at half screen (400 pixels) o A CMS with a built in mobile display Branding/Colours compatible with our logo Social Media (Facebook & Twitter) to follow cue from Main website Capacity to integrate advertising in the NRRA website Design determined by website best practices in the airport industry o Safety Management Systems incident reporting sub-tab Vision text included in footer: As Northeast BC s Premier Gateway Regional Airport, we connect British Columbia and Canada to the resilient people, rich resources and abundant opportunities within the Northern Rockies Regional Municipality. ADDITIONAL WEBSITE CONSIDERATIONS, THEMES, DESIGN CUES Websites and attributes of websites that the Northern Rockies Regional Municipality admires: Barrie Very professional look Prince George - The finesse and the design flow Waterloo - Well designed and lots of good info Fort St john - Nicely designed layout Kelowna Strength of joint branding with the City and Airport 15