Request for Information From Web Design and Development Agencies Release Date: May 20, 2014 Submission Deadline: June 9, 2014
INTRODUCTION Statement of Purpose Ontario s Highlands Tourism Organization (OHTO) seeks information from proven, innovative, professional web site design and development agencies with demonstrated capabilities to support, enhance and continuously improve its online presence. We are seeking to identify professional web design and development agencies that, like OHTO, value partnership and listening and can interpret and actualize our vision into compelling and emotive calls to action that will captivate consumers to want to visit, experience, stay, and return to Ontario s Highlands. OHTO has also issued a request for proposals for a marketing agency of record, which can be found on ohto.ca. About OHTO Ontario s Highlands Tourism Organization is a Destination Marketing and Management Organization (DMMO) established October 2010, pursuant to the Ontario Ministry of Tourism, Culture and Sport s request to create an independent, industry led, not for profit Regional Tourism Organization (RTO) responsible for working with tourism partners to enhance and grow the region s tourism products and marketing activities. OHTO is headquartered in Pembroke, Ontario and services provincial tourism Region 11, which encompasses six counties including Haliburton, Lanark, and Renfrew, and parts of Frontenac, Hastings, and Lennox and Addington. OHTO Mission Ontario s Highlands Tourism Organization will be an industry led collaborative organization whose mandate is to support and grow tourism through organizational development, destination development and marketing. RFI Web Design and Development Agency of Record Page 1
Further Information OHTO industry site: ohto.ca Tourism site: ontarioshighlands.ca Regional Tourism: mtc.gov.on.ca/en/regions RFI Web Design and Development Agency of Record Page 2
ABOUT THIS RFI The purpose of this RFI is to identify a short list of qualified web design and development agencies for finalist consideration and solicitation of competitive quotations. This request for Information consists of the following sections: 1. Terms of Reference 2. Terms and Conditions 3. Submission Requirements Please read this document in its entirety and respond to all requirements. Further Information To ensure you are apprised of any supplementary information that may be provided please confirm your intention to respond with a submission via e mail to: Julie Mulligan Marketing Manager RFI Web Design and Development Agency of Record Page 3
Ontario s Highlands Tourism Organization julie.mulligan@ohto.ca Questions About This RFI To preserve the integrity of the procurement process no telephone inquiries or verbal questions or meetings will be entertained. Written questions may be submitted via email only by the stated deadline for submission of questions (see Timeline, below). Answers to questions received by this deadline will be published (without attribution) in a consolidated response that will be made available to all proponents. RFI Web Design and Development Agency of Record Page 4
Timeline The table below illustrates the critical path and key dates for the RFI process. Note: the deadline for RFI response submission is: 12:00 noon EDT, Monday, June 9, 2014. Milestones and Dates (* = not later than target date; all dates 2014) RFI released May 20 Deadline for submission of questions (see above) May 27 Responses to questions published by OHTO May 30 RFI response submission deadline Jun 9 Evaluation of submissions completed, shortlist notifications* Jul 11 Shortlist interviews completed* Jul 31 Request for quotations TBA RFI Web Design and Development Agency of Record Page 5
1. TERMS OF REFERENCE About this RFI The purpose of this RFI is to identify a short list of qualified web design and development agencies for finalist consideration and solicitation of competitive quotations. During the current (2014/15) fiscal year * OHTO is undertaking a procurement process for a marketing agency of record through the issue of a request for proposals (the RFP can found on ohto.ca.) In conjunction with the marketing RFP process, OHTO is seeking information from interested web site design and development agencies in anticipation of finalizing procurement for a web design and development agency of record later in fiscal 2014/15. This will position OHTO and the successful web agency to commence work that will be budgeted for the fiscal year commencing April 1, 2015. Once procurement is finalized, OHTO will enter into an ongoing agreement with the selected web design and development agency of record subject to annual/periodic negotiation of terms of reference, specifications, deliverables and fees. Procurement Objective Ontario s Highlands Tourism Organization seeks information from proven, innovative, professional web site design and development agencies with demonstrated capabilities to support, enhance and continuously improve its online assets, consisting of: Tourism (consumer focused) site (ontarioshighlands.ca). OHTO marketing efforts are decidedly digital, consistent with consumer utilization of online resources for travel planning, and to maximize marketing ROI. Currently we conduct two seasonal campaigns, focused on summer and winter experiences, which primarily target Ontario consumers Industry focused site (ohto.ca). In keeping with our mandate as Regional Tourism Organization 11, OHTO also maintains a site to support communication and collaboration with our tourism industry and stakeholders Social media presence (Facebook, Twitter, Youtube, Google+, Pinterest, Instagram) * OHTO fiscal year end is March 31 st. RFI Web Design and Development Agency of Record Page 6
OHTO Expectations OTHO understands its target markets and audiences, its experiences and products, and has a clear vision about what we need to achieve. We are seeking an agency that, like OHTO, values partnership and listening and can interpret and actualize our vision into compelling and emotive calls to action that will captivate consumers to want to visit, experience, stay, and return to Ontario s Highlands, and that can support collaboration and communication with our tourism industry and stakeholders We seek and expect: Synergy: a strategic working relationship built on respect and mutual understanding Creativity: our message needs to stand out in a competitive marketplace but it must do so authentically, and in a way that resonates equally with consumers and our operators and stakeholders Knowledge: demonstrated knowledge of web best practices, and seamless integration of web, mobile, social media and enterprise support and communication requirements Expertise: a high level of technical acumen in development, maintenance and support of web assets constructed with user friendly, WYSIWIG tools that do not require in house programming or HTML knowledge Proactivity: initiative, attention to detail, and timely follow through based on realistic and agreed deadlines Professionalism: commitment to collaboration, communication, and project management that allows OHTO to delegate with confidence Accountability: results based execution against agreed goals and measureable targets Our assessment of proponent agencies with respect to these attributes and capabilities will be an important consideration in the awarding of this business. RFI Web Design and Development Agency of Record Page 7
Scope of Work OHTO seeks the services of an experienced web developer who will work in close collaboration with OHTO and its partners to ensure that OHTO s marketing and social media efforts are properly supported. OHTO requires robust, dynamic and scalable web sites that reflect high creative and user focused production values consistent with best of breed tourism destination marketing sites, with emphasis on imagery, refreshment of content, and social media. OHTO operates without in house IT resources. Beyond web and social media support, OHTO requires solutions for site hosting and technical support, mission critical enterprise e mail and back end support functions. Requirements The selected web design and development agency will be responsible for delivery of the following required services: 1. Identification and implementation of a stable, robust and user friendly content management system to support OHTO web assets. As, this will involve: 1.1. Selection of a suitable CMS based on a business case for a robust, secure, and stable solution built on HTML5. The solution must be user friendly, i.e., feature WYSIWG interfaces that do not require extensive familiarity with HTML. Note: o o o OHTO sites are currently maintained on WordPress Only open source content management systems or proprietary content management systems supported by a robust reseller market will be considered (i.e., proprietary CMS developed and supported by a single vendor will not be considered) Site optimization for seamless mobile consumption, i.e., based on HTML5 (note: although OHTO currently offers a mobile app, development and support of mobile apps is out of scope). 1.2. Management of site hosting, back up, maintenance, domain registration, database requirements and related functions. RFI Web Design and Development Agency of Record Page 8
1.3. Site development and design, including creation of navigation, templates and style sheets, and design application (optimization and customization as required) of OHTO identity and marketing assets. 1.4. Migration of existing content and features. 1.5. Validation and testing. 1.6. CMS training for OHTO staff. 2. Web site development and support functionality includes: 2.1. Static content (including editorial pages, documents, still and video imagery galleries, etc.). 2.2. Dynamic content (including search, interactive maps, events calendar, blog, and RSS and social sharing feeds). 2.3. Member registration including business/attraction/package data collection and database management (note: OHTO does not require transactional/e commerce features, although this is a potential future consideration, e.g., if a strategic requirement is identified for online reservation functionality). 2.4. Consumer newsletter registration and record/database management. 2.5. Technical and design support for OHTO social media presence (i.e., Facebook, Twitter, YouTube, etc.). 3. Design for web and digital media (note: OHTO marketing agency is responsible for original creative/design concepts, elements and assets, as well as editorial content): 3.1. Application and customization of OHTO identity and marketing assets for digital media. 3.2. Design and implementation of seasonal (summer and winter campaign) and periodic refreshes of site creative and content. 3.3. Development, design and support of microsites and unique site assets. 3.4. Design and maintenance of templates and style sheets. 4. Implementation and ongoing technical support for hosted enterprise e mail solution. 5. Technical and graphic support for push marketing/communication solution (i.e., MailChimp). 6. SEO and analytics support. 7. Initiatives and projects as may be identified from time to time. 8. Project management and regular reporting. RFI Web Design and Development Agency of Record Page 9
2. TERMS AND CONDITIONS 2.1 General Terms and Conditions Ontario s Highlands Tourism Organization (OHTO) reserves the right, at its sole option, and for its convenience, to accept and/or reject any submission, in whole or in part, for any or no reason. By making this request for information (RFI) OHTO does not imply or give any assurance whatsoever that any submission will be accepted. No contractual or other legal obligations arise on the part of OHTO to any proponent by this RFI until such time as a final, written agreement, if any, is subsequently entered into with a proponent. OHTO may or may not award the business that is the subject of this RFI to any proponent or proponents at OHTO s sole discretion. OHTO reserves the right to negotiate with proponents, seek clarification from proponents regarding their submission responses and invite modifications to the submission responses submitted. OHTO retains the right to withdraw or modify this RFI at any time without notice and without obligation to proponents. OHTO may waive compliance with the requirements of this RFI and consider a submission response that does not meet all of the requirements of this RFI. Your submission is provided at your own risk. If, prior to the deadline for submission you fail to notify OHTO of an error and your submission is selected, you shall not be entitled to any compensation or time by reason of the error or its later correction. No part of this RFI will become part of any final agreement between OHTO and the successful proponent unless specifically incorporated into a final, written agreement. Any or all contents of your submission may become part of the final agreement. OHTO shall not be in any way responsible for or liable for any costs associated with your submission and you shall not make claim to OHTO for any such cost or expenses. By responding with a submission, you agree to waive any right to claim damages against OHTO for any reason, cause, or thing arising out of the RFI process. RFI Web Design and Development Agency of Record Page 10
2.2 Potential for Conflicts of Interest OHTO reserves the right to disqualify from further consideration submissions that in OHTO s opinion demonstrate a conflict of interest. A conflict of interest includes any circumstances where any person or personnel involved in your submission who has the capacity to influence OHTO s decisions, has commitments, relationships or financial interests that could, or could be seen to, interfere with OHTO s objective, unbiased and impartial judgment relating to the evaluation of this RFI. You must declare all conflicts of interest or any situation that may be reasonably perceived as a conflict of interest that exist now or may exist in the future. Failure to comply with this requirement will render your submission non compliant and will cause the submission to be rejected. Any contract awarded as a result of this RFI will be non exclusive. OHTO may, at its sole discretion, purchase the same or similar services from other sources during the term of the contract. 2.3 Termination In the event that the successful proponent, in the opinion of OHTO, fails to satisfactorily perform the services in accordance with the terms and conditions of the contract including the instructions to proponents, terms of reference and any other documented terms and conditions, OHTO reserves the right to terminate services without showing cause upon giving at least 10 days written notice. 2.4 Terms of Payment Payment will be made in response to invoices in accordance with the final executed contract, provided the invoices are based on work/deliverables described in the scope of the project and are consistent with the timetable of each negotiated deliverable, are completed to OHTO s satisfaction, and provided there exists no defaults of obligations. RFI Web Design and Development Agency of Record Page 11
2.5 Subcontracting and Assignments It is understood and agreed that the successful proponent will be an independent contractor. Any proposed subcontracting agreements must be approved by OHTO and will not release you from any obligation with respect to the performance of your obligations. 2.6 Errors and omissions OHTO, its employees, Directors and Officers, agents, and consultants shall not be held liable for any errors or omissions in any part of this RFI. While considerable effort has been made to ensure an accurate representation in this RFI, the information contained in the RFI is supplied solely as a guideline for proponents. The information is not guaranteed or warranted to be accurate, nor is it necessarily comprehensive or exhaustive. Nothing in the RFI is intended to relieve proponents from forming their own opinions and conclusions with respect to the matters addressed in the RFI. 2.7 Indemnification The successful proponent shall indemnify and hold harmless OHTO, its employees, Directors and Officers, agents, and consultants from and against all actions, claims, demands, losses, costs, damages, suits, or proceedings whatsoever which may be bought against or made and against all losses, liabilities, judgments, claims, suits, demands or expenses which may sustain, suffer or be put to resulting from or arising, out of the successful proponent s failure to exercise reasonable care, skill, or diligence or omissions in the performance or rendering of any work or service required hereunder to be performed or rendered by the successful proponent, its agents, officials and employees. 2.8 Confidentiality The successful proponent shall not at any time before, during or after completion of any contract entered into with OHTO, divulge any confidential information communicated to or acquired by you or disclosed by OHTO. 2.9 Acceptance of terms By responding with a submission you represent you have read, completely understand, and accept all terms and conditions of the RFI in full. RFI Web Design and Development Agency of Record Page 12
3. SUBMISSION REQUIREMENTS 3.1 Submission guidelines Your submission must: 1. Be received by the specified submission deadline. 2. Be submitted electronically via e mail (only) as a PDF file (including any attachments). 3. Not exceed 25 pages in length, excluding work samples. 4. Be accompanied by a cover letter certifying the accuracy of all information contained in your submission and acknowledging your offer of services according to: the Terms of Reference set out in Section 1; and the Terms and Conditions set out in Section 2. 5. Include responses to all questions in Section 3.4. 3.2 Submission It is your responsibility to seek clarification of any matter that you consider unclear before submitting your response by the deadline specified herein for submission of written questions. OHTO is not responsible for any misunderstanding or misinterpretation of this RFI document or requirements. Responses must be submitted via e mail only to: Julie Mulligan Marketing Manager Ontario s Highlands Tourism Organization julie.mulligan@ohto.ca 3.3 Submission Deadline The deadline for submission is: 12:00 noon EDT, Monday, June 9, 2014. RFI Web Design and Development Agency of Record Page 13
3.4 Questionnaire Please cite each question in framing your responses, and provide clear and concise answers. General 1. Provide a brief overview of your company including legal name, address and web site. Identify the representative authorized to negotiate on behalf of your company and include full contact information. 2. Provide a brief history of your company including years in business. Describe its ownership and management structure, and its lines of business. 3. Provide a representative client list. Identify any past or current relationships with tourism and related businesses or organizations located in the Ontario s Highlands region. 4. Provide three client references from organizations that can speak directly to your expertise and capabilities with accounts and assignments of a similar nature. Include name, title and full contact information. 5. Provide any additional information you believe will be helpful in assessing your capabilities. Expectations In Section 1, OHTO sets out its Expectations with respect to the attributes and capabilities it expects of a partner in marketing (i.e., synergy, creativity, knowledge, expertise, proactivity, professionalism and accountability). 6. Describe your company s values and approach to client relationship and account management. What could OHTO expect from your company? Illustrate your response with examples. 7. What would you characterize as key competitive challenges, opportunities and trends that OHTO should be mindful of relative to its web and digital presence? RFI Web Design and Development Agency of Record Page 14
Required Services 8. Describe your qualifications according to the specific requirements enumerated in Section 1. In your response, highlight relevant experience with similar engagements and provide links to sites and functionality that you have developed. In your response, provide details of your proposed solutions and offerings with respect to: 8.1. Web site hosting and technical support 8.2. CMS platform, training and support 8.3. Enterprise e mail 9. Outline your approach to requirements gathering and your project management methodology. Specify expectations of OHTO, as well as any assumptions. 10. Outline your approach to pricing your services, identifying fixed and variable costs and specifying applicable hour rates for personnel, as well as any assumptions. 11. With reference to OHTO s requirements in Section 1, your experience with similar clients, and your response to Question #11, indicate the level or range of annual fees and costs OHTO could expect to incur. Specify any assumptions. 3.5 Evaluation Methodology Submissions will be evaluated against the following criteria. Proponents shortlisted for further consideration will be interviewed and will be required to make a presentation of their services. Quotations will be requested from firms selected for finalist consideration (date to be advised). Criteria Demonstrated experience and ability to meet requirements as evidenced in thoroughness of proposal and quality of client references Qualifications and expertise as supported by proposed approach and work samples Weight 20% 30% Competitiveness of fee and cost basis 30% Shortlist presentation 20% RFI Web Design and Development Agency of Record Page 15