REQUEST FOR PROPOSAL. Canadian Sport Institute Ontario Website Development. Issue Date: February 17, 2015

Transcription

1 REQUEST FOR PROPOSAL Canadian Sport Institute Ontario Website Development Issue Date: February 17, 2015 Canadian Sport Institute Ontario 875 Morningside Avenue, Toronto, ON, M1C 0C

2 TABLE OF CONTENTS 1. INTRODUCTION 1.1 WHAT IS CSIO? PROJECT SUMMARY CURRENT WEBSITE KEY DATES COMMUNICATION & SUPPORT DURING THE RFP RESPONSES TO THE RFP 6 2. WEBSITE REQUIREMENTS 2.1 WEBSITE REQUIREMENTS 6 3. BUDGET AND TIMELINES 3.1 BUDGET TIMELINE 8 4. SUBMISSION FORMAT AND REQUIREMENTS 4.1 SUBMISSION FORMAT FOR PROPOSALS 9 5. EVALUATION 5.1 RFP EVALUATION CRITERIA LEGAL TERMS 11 2

3 1 INTRODUCTION 1.1 WHAT IS CANADIAN SPORT INSTITUTE ONTARIO? Located at the new Toronto Pan Am Sports Centre, a legacy facility of the Toronto 2015 Pan/Parapan American Games, Canadian Sport Institute Ontario (CSIO) is committed to the pursuit of excellence by providing world-class programs, services, and leadership to high performance athletes and coaches to enhance their ability to achieve international podium performances. CSIO offers athletes a range of sport science and sport medicine services including nutrition, physiology, biomechanics, strength & conditioning, mental performance, sport therapy and life services. CSIO also delivers programming and services to National and Provincial Sport Organizations and coaches to work towards building a stronger sport system in Ontario and Canada. CSIO services approximately 700 high performance athletes and 250 coaches, at its main facility at the Toronto Pan Am Sports Centre, its satellite location at the Mattamy National Cycling Centre in Milton, and in daily training environments across Ontario. CSIO is part of a larger network of 4 institutes and 3 multi-sport centres across the country known as the Canadian Olympic and Paralympic Sport Institute Network, working in partnership with the Canadian Olympic Committee and Canadian Paralympic Committee. CSIO is further supported by the Ministry of Tourism, Culture and Sport, Sport Canada, Own the Podium, and the Coaching Association of Canada, along with the National and Provincial Sport Organizations within the sector. 1.2 PROJECT SUMMARY CSIO is launching a project to create a new website that is professionally designed and developed to be user friendly and easy to navigate, both on the front and back ends. We are looking for expertise in the development of a website strategy, site design and structure, and the implementation of a new, robust and flexible content management system (CMS). It is important to note that the website solution provided must be bilingual, and offer users the ability to navigate content in both English and French. CSIO, as mandated by our funding partner Sport Canada, must, to the best of our ability, make all content available simultaneously to users in both languages. CSIO currently utilizes a third party translator to assist in facilitating this requirement. One of the main objectives of the website project is to have the Bidder address current issues regarding outdated technology and how to best move our website forward to current standards and in a way that offers true value to our stakeholders, in particular the high performance athletes and coaches that we work with. We want the new website to be our number one vehicle to deliver a wide variety of content to, and engage, our diverse group of stakeholders, including but not limited to: 1,000+ High Performance Athletes and Coaches National and Provincial Sport Organizations and their Administrators Facility Partners CSIO Staff and Board of Directors Sponsors and Funding Partners Media External Clientele 3

4 The new website must be easy to navigate to enable site visitors to find information without difficulty, including: Program information Sport science and sport medicine discipline information Integrated social media platforms, including video News stories and press releases Contact information Job Postings Event Calendar And new functionalities: Online Store Online Event Registration (currently utilizing Eventbrite online registration system) Two other functionalities that CSIO is looking to include in this project are a Staff Intranet Portal and an Integrated Training Portal. The Staff Intranet should include, but is not limited to, the ability for staff to post/share/utilize: News Stories Social Media Content/Videos Documents and File Sharing Document Editing and Collaboration Instant Messaging/Communication Tools/Forum The Integrated Training Portal would be for CSIO staff to share training data and information with athletes and coaches that they work with in a secure, password protected setting. As well, it would be for athletes and coaches to share information back to their practitioners. The Integrated Training Portal should include, but is not limited to: User Profiles Results Tracking Professional Development Tracking Share Files and Documents Instant Messaging/Communication Tools/Forum Post and Access Videos Online Form Creation/Submission The ability and option to integrate these portals with CSIO s existing Microsoft Dynamics CRM would be ideal, but not required as we seek to find the best solution for functionality and ease of use for all users. Note, the Staff Intranet and Integrated Training Portals may be quoted separately in your proposal and can be looked at as separate phases of the project if needed. 1.3 CURRENT WEBSITE The current design of the CSIO website was developed and put in place in While the existing site functions adequately for front end users, as web technologies and CSIO s needs have developed the website has become outdated both in terms of design and functionality, and is not a 4

5 responsive design. As well, the administrative back-end is difficult to manage providing workflow challenges for staff. Currently, CSIO s Senior Communications Coordinator is the primary administrator responsible for updating the site content on a regular basis. The only other staff person that has access and can make updates is the Manager, Business Operations. While much of the content is static, there are frequent updates required and news stories and releases added on a daily basis. As mentioned previously, the CSIO website is bilingual in English and French, as mandated by our funding partner Sport Canada. To the best of our ability all content is available simultaneously to users in both English and French. CSIO utilizes a third party translator to assist in facilitating this requirement. The administrative back-end of the existing website is divided in to two dashboards, one for English content and the other for French content. Thus, the site administrator currently has to post each content update twice. CSIO s current CMS system is WordPress - Version 3.6.1, however, we are open to moving to a new CMS system and welcome the opportunity to find a new system that better meets our needs. The current CSIO website has a few integrated platforms that will need to be transferred over to the new website: CSIO E-newsletter posting and sign up (through Mail Chimp) Social Media (Facebook, Twitter, YouTube, LinkedIn) Google Analytics Google Maps With regards to existing database management software for our athletes and coaches, CSIO currently utilizes Microsoft Dynamics CRM For internal document sharing, CSIO staff currently uses a shared drive which is only accessible on the CSIO network in the main CSIO office. This is not ideal for staff trying to access files while working in the field or abroad. As well the shared drive has become a complex, disorganized group of files that is not easy to navigate or find items. Staff also utilize Dropbox online file sharing, which is not ideal because files can easily be overwritten and no collaboration options exist. 1.4 KEY DATES The following is the schedule to be followed for this process: February 17, 2015 February 24, 2015 March 11, 2015 March 16, 2015 March 25 & 26, 2015 April 3, 2015 RFP Issued Deadline to Submit Letter of Intent to Bid Deadline to Submit Proposal Shortlist Candidates Notified Interviews with Shortlist Candidates Probable RFP Selection/Notification Shortlisted candidates will be required to come to the Canadian Sport Institute Ontario offices to present their proposals to a selection committee for 1 hour on either March 25 or March 26,

6 1.5 COMMUNICATION & SUPPORT DURING THE RFP PROCESS The contacts for this project are: Laura Albright John Grootveld Senior Communications Coordinator Director, Business Development (416) Ext. 238 (416) RESPONSES TO THE RFP Letters of Intent to Bid are due to the Senior Communications Coordinator by 4:00pm on Friday February 24, 2015 via to Proposals will be received by the Senior Communications Coordinator, before noon (12:00PM) on March 11, 2015, at the CSIO Head Office located at 875 Morningside Avenue, Suite 100, Toronto, ON, M1C 0C7. Submissions received after the noted due time will not be considered. It is the sole responsibility of the vendor submitting to deliver the Proposal to Head Office before the closing date and time. Submission method: Via hard copy: One (1) hard copy and one (1) electronic version in MS Word/PDF format submitted in the form of a CD/DVD or flash drive in a sealed envelope delivered to Canadian Sport Institute Ontario, C/O Laura Albright, 875 Morningside Avenue, Suite 100, Toronto ON M1C 0C7. Proposals should include a letter signed by an officer of the vendor in a position to legally bind the company to the statements contained herein. Revisions to a submitted Proposal must be in writing and received by the Senior Communications Coordinator before the closing date & time. A vendor may withdraw their Proposal upon written request received by the Senior Communications Coordinator at any time. 2 WEBSITE REQUIREMENTS 2.1 WEBSITE REQUIREMENTS The purpose of this RFP is to select a vendor to provide the following website development and design requirements for CSIO. Bids unable to fulfill the requirements in their entirety WILL NOT be considered. Exception: CSIO will accept Bids that do not include details regarding the Staff Intranet and Integrated Training Portal requirements outlined in the list below. However it is requested that if these requirements are within the scope of your business that details are included in the bid, either as part of the primary bid, or as special projects and quoted accordingly. Third party solutions for the Intranet and Integrated Training Portal are also welcome. 6

7 Website User Interface Design Clean, professional, modern, clutter-free page design Effective page layouts for a variety of content types Good use of whitespace Consistent web font style and font size Site colour palette in line with the CSIO brand standards and style guides Site background that doesn t detract site usability Minimize distractions and animated graphics Website Navigation Flat navigation structure Avoid excessive layering of fly-out menus Avoid horizontal scrolling Consistent use of breadcrumb navigation Home page used to provide quick site overview Clear page headings Interactive features Browser Compatibility (at minimum) Internet Explorer 8.0 Firefox 5.0 Chrome 8.0 Safari Optimized for mobile devices Operating System Compatibility (at minimum) Windows 7 Windows XP MAC OS X v10.7 Screen Resolution Resolution to be reflective of fluid design for various screen sizes and responsive for mobile devices Site URL Create CSIO favicon Content Management System Robust, flexible CMS tool WYSIWYG editing capability Content modules and integration platforms, i.e., News, Social Media, Event Calendar, Videos, Photo Gallery, etc. Style guide for content editors Integration capabilities Functions Printable version of pages Integration: o Integrated Training Portal creation/existing Customer Relationship Management (CRM) integration with Microsoft Dynamics CRM o Intranet for internal staff access 7

8 o Social media integration (Facebook, Twitter, LinkedIn, YouTube, CSIO monthly E- newsletter through MailChimp, etc.) o E-commerce solution integration with our current Square management tool for possibly selling merchandise through a CSIO online store and event registration system o Video and photo gallery capabilities Avoid pop-ups Redirect external links to a new window or browser tab (I.e. sponsor pages) Full site search capability Site map Forms (i.e. feedback form) Rotating banners Quiz, surveys and voting mechanisms Ability to sign up for the CSIO E-newsletter through MailChimp Development Full AODA Compliance and Testing Implementation of security measures Implement analytics for site use tracking (i.e. Google Analytics) Validate HTML and CSS Responsive design for mobile devices Home Screen icon for mobile devices 3 BUDGET AND TIMELINE 3.1 BUDGET CSIO s project budget for the development and design of the website is limited to approximately $20,000 - $30,000 (excluding applicable taxes). An additional $10,000 - $15,000 (excluding applicable taxes) is available for both the Intranet and Integrated Training Portals. While CSIO is limited to this budget, we welcome bids outside of these financial parameters as financial considerations are one of six (6) weighed evaluation criteria outlined in Section 5 of this document. As well, CSIO recognizes that the Integrated Training Portal and Intranet may be quoted separately outside of the scope of this budget. Please include quotes on the Integrated Training Portal and Intranet functions as well, if they are within your business expertise (including third party options, if appropriate). 3.2 TIMELINE It is the intention of CSIO to have the new website launched by November 2, As outlined in Section 4 below, please provide a Schedule of Deliverables indicating key dates and milestones of the project reflective of our ideal launch date. CSIO understands that there may be a multi-phase approach required (i.e. launch of new website, followed by Integrated Training Portal and/or Intranet launch at a later date). 8

9 Please note: The migration of content (text, photos, etc.) from the current site to the new site will be done by CSIO staff. The coordination of training and launch plans will need to include the site migration timeline as a constraint. 4 SUBMISSION FORMAT AND REQUIREMENTS 4.1 FORMAT FOR PROPOSALS 1. Executive Summary 2. Technical Volume & Expertise - We re looking to understand your approach to all aspects of website provision and support. a. Online Strategy - Please let us know how you would help facilitate the definition of our online strategy. b. Website Development Process - Please let us know about your services, expertise and process (including major milestones) for the following: Requirements Discovery and Consultations Design Development Security Implementation Testing CMS Training and User Guides Launch and Hand-Off Process Evaluation c. Address any important technology information and specifications used in your solution (languages, platform, etc.) d. Address bilingual (English and French) development requirement e. Address AODA compliance standards and testing f. Content Management System: Please describe the tools you would use and how our needs would be met by the CMS you recommend for us. g. Potential Integrated Training Portal Please describe a system you would use to track athlete/coach development and share records and documents with athletes and coaches h. Potential Staff Intranet Portal: Please describe a system you would use to set-up a portal for staff to share documents and information easily i. Responsive design component j. Integration matters for an online store, event registration, social media, e- newsletter, google analytics, google maps, and other widgets as needed k. Ongoing Support & Maintenance: Please list the services that you or a third party you recommend provide, if applicable, including: Hosting Options Support and Service Timelines Back-up and Recovery Storage Maintenance Fixes & Enhancements Additional Training and User Guides l. Project evaluation 9

10 3. Management Volume a. Organizational structure: communication process; including lines of reporting and any special tools used b. Schedule of deliverables; include major milestones and testing proposal 4. Budget a. Break down cost by production hours, tools and functionalities b. Maintenance and support: Identify any costs that should be assumed as part of the site and ongoing costs for maintenance and support we need in the future c. License Fees: Identify the costs we will need to pay to develop or host the site d. Hosting: Identify what hosting options you or a third party you recommend offer and the correlating pricing options. Note: CSIO reserves the right to stay with their existing host if they so choose. e. Training and Style Guide: Identify costs to train our staff to use site tools and provide a style guide f. Other Charge Areas: Please identify whether there will be other expenses, consulting fees, future work, etc. to complete this project 5. Attachments a. Qualifications and Experience: relevant case histories with information on accessing online demos or examples b. Example sites - Please provide up to three (3) sample sites including a listing of which parts of the work (strategy, CMS, requirements, design, development, testing, training, launch, support, and maintenance) were provided/completed by your firm. Please note: we will not be contacting these companies for references. c. Names, titles, and biographies of all who will work on account d. Minimum of three (3) references of similar current or past contracts, including contact names and telephone numbers for each client 5 EVALUATION 5.1 RFP EVALUATION CRITERIA The following criteria, shown in order of importance, form the basis upon which the CSIO will evaluate proposals. Financial Considerations - 30% Technical Expertise - 25% Proposal (ability to address outlined requirements) - 25% Sample Sites Provided/References 10% Deliverable Schedule - 5% Additional Value Added - 5% 10

11 6 TERMS AND CONDITIONS You must follow these guidelines and requirements when preparing and submitting your proposal: A. Proposals received after 12:00PM, March 11, 2015 will not be accepted. Late proposals will not be opened or read, under any circumstances. CSIO will not grant any exceptions to this requirement. B. Once the CSIO is in receipt of a vendor proposal, CSIO will only accept revisions and/or changes in writing and received by the Senior Communications Coordinator before 12:00PM, March 11, C. Once submitted, a vendor s proposal can be withdrawn at any time. D. Any costs associated with preparing and presenting proposals in response to this RFP and for providing any additional information required by the CSIO to facilitate the evaluation process are the sole expense and responsibility of the vendor and will not be reimbursed or paid by the CSIO. The CSIO also reserves the right to discontinue this procurement process at any time, and makes no commitments, implied or otherwise, that this process will result in a business transaction with one or more parties. All supporting documents and manuals, submitted with this proposal, become the property of CSIO, unless explicitly requested, in writing, by the vendor and approved by the CSIO. E. The statements made in a vendor proposal are binding to the reliance of CSIO; therefore a representative of the vendor that is authorized to do so, preferably an officer of the company, must sign the vendor proposal. F. If a vendor wishes to submit alternate solutions, they may do so. Alternate solutions should be treated as separate proposals. G. A vendor is required to provide CSIO with exact prices quoted in the proposal for at least 90 days from the date of submission. The price quoted should be inclusive. If the vendor price excludes certain fees or charges, the vendor must provide a detailed list of fees with a complete explanation of the nature of those fees. H. If the execution of work to be performed by the vendor requires the hiring of sub-partners, the vendor must clearly state this in their proposal. Sub-partners must be identified and the work they will perform must be defined. In the vendor proposal, a vendor must provide the name, address, telephone number & expertise of the sub-partner. The CSIO will not refuse a proposal based upon the use of sub-partners; however we retain the right to refuse the subpartners selected. I. By submitting a proposal, a vendor agrees to all the terms and conditions of this Request for Proposal. J. The CSIO and vendor agree that all details of this Request for Proposal process, including both financial information and proposal concepts, shall be confidential during this process, and thereafter, and do whatever is reasonably necessary to preserve such confidentiality. The contents of all media announcements, if any, regarding the selection of the CSIO s vendor shall be agreed upon by both parties prior to being released or published. Neither party shall unreasonably withhold its agreement to an announcement. 11

12 K. CSIO does not bind itself to accept either the lowest cost tender or any tender submitted. L. CSIO will not be liable for any costs or expenses incurred in the preparation of a tender. M. The vendor, if chosen, shall undertake to indemnify the CSIO against claims and litigation (including legal fees) related to/arising from the activities of the vendor. N. The vendor, if chosen, shall undertake to disclose any conflicts of interests in the provision of the services. O. The CSIO reserves the right to and may exercise any or all of the following rights and options with respect to this RFP: To reject any and all proposals, to seek additional proposals, to enter into negotiations and subsequently contract with more than one vendor if such action is in the best interests of the CSIO. The CSIO will not be required to provide reasons for accepting or not accepting any particular proposal; To evaluate separately the individual components of each proposal and decide to contract with such vendors for any such individual component(s); At its sole discretion to cancel or withdraw this Tender with or without the substitution of another Tender, to alter the terms and conditions of this Tender (including, without limitation, extending the times and deadlines referred to in this document), and to conduct investigations as to the qualifications of each vendor at any time; To alter the proposed implementation schedule at its sole discretion. To not be bound at any time to the acceptance of any Tender and in no way does this invitation to treat process bind the CSIO into any contractual relationship whatsoever. To contact vendor(s) to clarify or confirm information, without obligation to other vendors; Invite vendors to provide brief presentations. Negotiate with one or more vendors. P. The selection of any vendor is conditional upon the negotiation and execution of a satisfactory contract between CSIO and the vendor(s). Q. CSIO may, in its sole and absolute discretion, enter into discussions or negotiations with one, some or all of the vendors. Without limiting the generality of the foregoing, such discussions and negotiations may deal with terms which are different or in addition to those in this Tender or in a proposal. CSIO shall not be required to enter into discussions or negotiations on similar or other terms or offer any modified terms to any vendor. CSIO shall incur no liability to any vendor as a result of these discussions, negotiations or modifications. Such discussions and negotiations shall not affect the irrevocability of the proposals as specified, which irrevocability shall remain in full force and effect until such time as the proposal is accepted or the proposal expires or the vendor and CSIO mutually agree in writing on any modified terms as a condition to CSIO s acceptance of the proposal. R. The vendor(s) will indemnify and save harmless the CSIO, its agents, employees and elected officials from and against any and all liability whatsoever for losses, liens, charges, claims, demands, payments, suits, actions, recoveries, and judgments including legal fees and expenses of every nature and description brought or recovered against either the CSIO, its agents and employees, or the contractor by reason of an act, error or omission of the vendor, its agents employees or licenses in providing the services, including, without limiting the generality of the foregoing, loss or damage to property, injury to or the death of any persons, 12

13 alleged copyright, patent or other intellectual property rights infringement or interference, defective design or damage to the environment. S. A successful vendor shall obtain and maintain for the duration of the services, at its own cost, the following insurance, amounts to be approved by CSIO, on terms and from insurers satisfactory to the CSIO: a) Comprehensive General Liability coverage, covering premises and operations liability; b) Completed Operations Liability coverage; c) Contractual Liability coverage; and d) Owned and Non-owned Automobile Liability Insurance coverage. 13