Request for Proposals

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1 RFP FOR WEBSITE RE-DESIGN 1. GENERAL INFORMATION Intent/Purpose: The purpose of this RFP is to invite prospective bidders to submit a proposal to update and transform Owl s current website to a responsive web design, that is not only visually appealing but also conforms to the World Wide Web Consortium Web Content Accessibility Guidelines (WCAG) 2.0, Level A. By issuing this RFP, the Customer aims to evaluate: Bidders on their capabilities to deliver the scope of work within required timeframes; Value added capabilities; and Pricing Please refer to Appendix for a background on Owl Child Care. 2. PROJECT SCOPE / KEY DELIVERABLES A. Overall Goals: A complete redesign of the website s content and organization is necessary to improve functionality, look and effectiveness. The selected vendor will collaborate with Owl to develop a website that: Promotes the education of Owl brand and services, increases communication and supports member recruitment and retention Is visually appealing and reflective of Owl s current brand identity Easy to navigate, accommodating various levels of expertise B. Communication Objectives: Strengthen the Owl brand by clearly conveying the purpose, mission and vision of Owl Clearly communicate key services and actionable steps Serve as an information clearinghouse to provide and facilitate dissemination of reports, forms and resources to current members Serve as a tool to recruit new member families to Owl Highlight centre activities

2 C. User Functionality and Interactivity Objectives: Appearance/design A simple and intuitive design with a clean look and feel o Full color images, video, and other rich media should be incorporated into the design, especially on the homepage. o Overall the website should reflect and improve upon Owl s current brand identity across all pages. Separate intranet/secure login sections for staff and board of directors o Housing all necessary documents Search engine optimization (SEO) best practices (keywords, meta tags and use of best practices in coding standards), including Google Analytics Integration of social media platforms Searchable database using keywords o Pull up documents, files and information across the entire website Testimonial form that allows approval via prior to automatic publishing Contact form with the ability to to various employees based on inquiry type Document upload capabilities including PDF files, photos, audio, and videos and the ability to organize files by category Include Flash Introduction software or alternative to incorporate interactive multimedia (May include scrolling web banner or similar suggestion on the home page that links to internal and external pages. In this case, banner uploads should be customizable.) Multimedia functionality ability to embed videos Integration of maps on centre location pages D. Website Requirements and Functionality: A responsive design via all platforms, including, desktop, mobile, and tablet Incorporates an easy to use, user interface Content Management System that addresses the need for frequent in-house updates o The system must be easy for non-technical staff to add, change, and delete content on a regular basis o Role based access for multiple administrators/users with different security and access levels o Content can be edited in CMS, including but not limited to font size, font type, font color, table creation, hyperlinks, image placement, paragraph format, etc. o Ability to view and edit content in HTML format Ability to assign unique URLs to sub-pages Available website analytics data to measure and maximize site effectiveness

3 Quick responding website maintenance services E. Website Accessibility: Meet or exceed compliance of Web Content Accessibility Guidelines (WCAG) 2.0, Level A requirements of the Accessibility for Ontarians with Disabilities Act (AODA) Must meet the following success criteria for Level A The completed website must be fully accessible, and pass the WCAG Level A compliance test on Include planning to achieve WCAG 2.0 Level AA as part of future website design F. Project Deliverables: Owl is a small non-profit with a very lean budget that has currently budgeted a range of $12,000 - $15,000 to re-design the organization s website. Fees for site hosting are not included. Project deliverables include but are not limited to: Project Management An audit of the current site, including information architecture, design, and technology Clearly defined website redesign strategy using responsive technologies Detailed production schedule with listed milestones Technology strategy/technical specifications for hosting new CMS, database server(s), and multimedia content Method of communication for tracking project deliverables, status, and reporting bugs Develop a strategy for improving access to resources Merge predetermined data from the current site to the new site to avoid the loss of key information Design and Creative Process New design including original artistic elements, graphics, wireframes, and three site design concepts based on Owl s brand identity Design and respective coding for homepage and interior, lower-level pages Create and deliver wireframe to detail all elements to be included on key pages, and site navigation. Information design and site architecture: o Analyze and recommend improvements as to how information is currently organized, updated, and maintained.

4 o Deliver scalable information architecture to help better organize current content, optimize current tasks, improve overall usability, and accommodate future growth, including either new content and/or potential sub-sites. Deliver design concepts that will facilitate access for users who rely heavily on visual cues, i.e. low literacy and potentially visually impaired users. Develop and deliver a comprehensive, usable, and forward-looking visual design Style guide that internal Owl staff can utilize to maintain and grow the site. Documentation and Training Provide user guide for the backend operation of the CMS, including detailed descriptions of any modifications, customizations and custom code. Deliver training on operating the new CMS for Owl staff Website Hosting The successful firm or consultant will provide long term site hosting or advise and make arrangements for hosting the new website. The vendor will provide three rounds of design comp reviews and final products. 3. RFP PROCESS / KEY DATES: RFP issued January 13, 2016 Deadline for Questions* January 20, 2016 at 12 noon Response to Questions sent out January 22, 2016 Bidder response submission due January 29, 2016 by 4pm Deliverable Due Dates: A. Comp #1 due March 30, 2016 B. Soft launch August 26, 2016 C. Remaining fixes by September 15, 2016 D. Final launch by September 30, 2016

5 4. SUPPORTS AVAILABLE Supports are available to assist the Consultant in meeting deliverables. These include (but are not limited to): Owl will provide requirements, branding materials, editorial guidelines, and platform input. Logos, brand colours and guidelines to be provided to the successful bidder A variety of pictures (stock and authentic, taken by staff in our various programs), some videos are available Engagement of Marketing Communications Coordinator and Executive Director in supporting the project and providing any additional background information needed. 5. PROPOSAL REQUIREMENTS: You must reference past performance, technical approach (how the applicant(s) proposes to perform the Scope of Work), project personnel, fee for proposed services. Please include the following information in a concise proposal: A. Applicant Experiences and Abilities Resume Experience and qualifications of the applicant(s) on similar, small-scale sites. The selected vendor will demonstrate past success in developing extensible design/identity systems and optimizing information design across a site. Include responses to the following questions: o Are you familiar with WCAG 2.0, Level A and AA? o Have you developed/refreshed an accessible website (WCAG 2.0, Level A or higher)? Do you have links or references for these sites? o Do you code manually or with the assistance of a program? If you use a program, does it support accessibility? o Do you test the website for accessibility using automated and manual assessments and assistive technology? Two (2) example websites (publically accessible URLs) designed and developed by the bidder that demonstrates ability to handle this project. Examples should meet the WCAG 2.0, Level A requirements (AODA Web Accessibility Requirements). Two (2) references that we may contact from sources that can address how the vendor has successfully executed similar projects

6 B. Design and Functionality Description of how account management, project management, and creative processes will be addressed. Explain how website requirements and functionality in Section 2.B will be fulfilled: o Detailed description of responsive design (and/or samples) o Detailed description of capabilities of the suggested CMS o Detailed description of work plan to comply with WCAG) 2.0, Level A requirements Description of how your approach will fulfill the goals of the project C. Work Plan and Deliverables Detailed production schedule with listed milestones for development and implementation taking into account deliverable deadlines noted in Section 4 Description of how account management, project management, and creative processes will be addressed. D. Budget and Fees An estimated budget, with as much detail as possible, and payment terms and schedule. The proposal should include itemized list costs for site architecture, redesign, new CMS, content migration, system testing, project management, etc. The total price quoted must include all labour, materials, disbursements and any/all operational costs and fees associated with the services. Owl shall not be responsible for any additional costs. Please note discount for registered charities, if applicable. 6. SELECTION CRITERIA will be evaluated on: Prior experience, references and qualifications Completeness and quality of the proposal in demonstrating an understanding of the purpose and the scope of the project Original and creative approach Expected timeline for completing the project Proposed price including any charitable discounts Owl may, at its discretion, request additional information from any respondents as deemed necessary to clarify or negotiate modifications to the proposal. Once shortlisted based on the above criteria, a minimum of 2 vendors will be selected to provide an in-person presentation.

7 7. BIDDER QUALIFICATIONS: Proven experience in developing high-quality website design Time management/organizational skills Focus on achieving objectives and able to meet timelines Can work within prescribed budget Excellent research skills and attention to detail General knowledge and awareness of child care within Ontario or a local region is an asset. 8. PRICING AND PAYMENT It is expected that the project will not exceed $15,000 CDN (inclusive of any taxes or other fees). Proposal will include an overall anticipated cost for the project that is clearly detailed and includes an itemized breakdown of the individual elements including, but not limited to, site architecture, redesign, new CMS, systems testing, project management, etc. The successful bidder will be asked to invoice upon completion of each project deliverable or as otherwise agreed upon. Invoices will itemize the activity and time spent to complete the task. Invoices will include applicable taxes. Payment will be made upon satisfactory acceptance of the deliverables. 9. PROPOSAL SUBMISSION should be sent electronically on or before February 2, 2016 to: Kristen George Marketing Communications Coordinator Owl Child Care Services of Ontario 2-10 Washburn Drive Kitchener, ON N2R 1S2 [e] should be in MS Word or PDF format. Budget may be a separate submission in MS Excel.

8 Terms and Conditions All costs associated with the preparation and presentation of the proposal will be borne by participating vendors. and their accompanying documentation will not be returned. Respondents must disclose any relevant or perceived conflicts of interest Owl reserves the right to accept or reject any and all proposals. Owl will award a contract to the vendor that provides the best website redesign proposal that meets Owl s requirements as requested in the RFP, at a reasonable cost. Owl reserves the right to waive minor irregularities in the proposal review process 10. SIGNED AGREEMENT The successful bidder will be required to enter into an Agreement with Owl Child Care whereby - among other things the vendor of record will acknowledge that neither the vendor nor any person the vendor engages with to provide services pursuant to this Agreement is an employee of Owl and that the vendor accepts the responsibility for paying all applicable payments under any federal or provincial legislation with respect to the Services.

9 Appendix BACKGROUND OF OWL CHILD CARE: Owl Child Care Services has proudly served the Waterloo Region for 30 years. A nonprofit, registered charity, Owl is one of the largest centre-based licensed child care agencies in the Region. We provide care for children 3 months to 10 years of age and serve over 800 children a day through seven (7) centres in Kitchener, Waterloo and Cambridge. Our Vision: A part of your family - for this generation and the next. Our Mission: Owl Child Care provides nurturing, play-based early learning to support each child in realizing their potential while giving families peace of mind. We value... Acceptance: a sense of belonging for each child. Play: as an integral part of early learning to develop the whole child. Potential: of each child and staff. Partnerships: with families, staff and our community We believe that... every child is valued and has a right to a caring, safe and stimulating environment. early learning experiences have a significant effect on later life and that diverse experiences develop well-rounded individuals. staff have a right to a respectful, safe and healthy work environment. quality of care is positively influenced by staff who are well-educated and supported in their life-long learning Owl has a strategic priority to Explore our Potential by assessing opportunities for growth and expansion. The Board of Directors has directed that we look at expansion opportunities within Southwestern Ontario as a starting point. To date, Owl s history of growth has been to open co-located child care centres alongside our Catholic school system although we are not affiliated from a religious point of view.

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