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REQUEST FOR PROPOSAL WEBSITE REDESIGN

July 2, 2019

S.U.C.C.E.S.S. is seeking proposals from highly qualified, experienced website development companies to redesign and develop our website. We want to partner with a consultant to build a new site that is easy to navigate, modern, interactive and has responsive web design. The current S.U.C.C.E.S.S. corporate site is at www.success.bc.ca.

The following Request for Proposal (RFP) outlines a background of our organization, challenges with the existing website, desired functionalities and technologies, and project timeline. Although S.U.C.C.E.S.S. has these specific requirements, we invite you to share your recommendations that can help us achieve our goals and is realistic within our available budget.

This is not a tender. This is a non-binding Request for Proposals (RFP). S.U.C.C.E.S.S. reserves the absolute right to negotiate with one or more Proponents as it sees fit. Nothing in this RFP shall obligate S.U.C.C.E.S.S. to enter into a contract with any person.

This RFP is scheduled to close at:

RFP Closing Time: 3:00 p.m. pacific standard time

RFP Closing Date: August 2, 2019

Delivered to: S.U.C.C.E.S.S.

28 West Pender Street

Vancouver, B.C. V6B 1R6

ATTN: Nicole Wu, Project Manager-Website Redesign

Enquiries: Nicole Wu, Project Manager-Website Redesign

Email: nicole.wu@success.bc.ca

All enquiries must be made in writing. In-person or telephone enquiries are not permitted.

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Contents A. INSTRUCTIONS TO PROPONENTS .......................................................................................................... 3

1. Submission Requirements .................................................................................................................. 3

2. Definitions ........................................................................................................................................... 4

3. Confidential Information ..................................................................................................................... 4

4. Pricing .................................................................................................................................................. 4

5. Cancellation......................................................................................................................................... 5

6. Accuracy of Information ..................................................................................................................... 5

7. Responsibility of Proponent ................................................................................................................ 5

8. Enquiries.............................................................................................................................................. 5

9. RFP Timeline ........................................................................................................................................ 6

10. References ...................................................................................................................................... 6

11. Indemnification ............................................................................................................................... 6

12. Insurance, Licenses, and Permits .................................................................................................... 7

13. Declarations .................................................................................................................................... 7

14. Timing .............................................................................................................................................. 7

15. Regulations of Authorities Having Jurisdiction ............................................................................... 8

16. Evaluation Criteria & Process .......................................................................................................... 8

B. TERMS OF REFERENCE ............................................................................................................................ 9

1. Introduction ........................................................................................................................................ 9

2. Project Overview ................................................................................................................................. 9

3. Project Goal ....................................................................................................................................... 10

4. Priority Audiences ............................................................................................................................. 11

5. Proposed Sitemap ............................................................................................................................. 12

6. Project Scope .................................................................................................................................... 12

7. Technical Requirements .................................................................................................................... 13

8. Project Timeline ................................................................................................................................ 17

9. Proposal Submission Requirements .................................................................................................. 18

APPENDIX 1 ............................................................................................................................................... 19

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REQUEST FOR PROPOSAL WEBSITE REDESIGN

A. INSTRUCTIONS TO PROPONENTS

1. Submission Requirements

1) Proposals submitted to S.U.C.C.E.S.S. should include three (3) identical copies, in an 81/2-inch x 11-inch format along with one (1) identical copy sent via email in Adobe PDF format. No three-ring binders.

2) Hard copies of proposals must be submitted in a sealed envelope and addressed to: S.U.C.C.E.S.S. 28 West Pender Street Vancouver, B.C. V6B 1R6 ATTN: Nicole Wu, Project Manager-Website Redesign Ensure that the RFP name, company name and return address is labelled on the outside envelope. Proposals submitted via email are to be sent to nicole.wu@success.bc.ca. Ensure to state the RFP name and use “Submission: Website Redesign” in the Subject Line. Email submissions should be consolidated into one (1) Adobe PDF virus-free file.

3) The proposal must include an executive summary (maximum two page) and the total proposal is not to exceed 20 pages (including the executive summary). S.U.C.C.E.S.S. reserves the right to ask for additional information as deemed necessary.

4) Proposals should be received by 3:00pm pacific standard time on August 2, 2019. Proposals will NOT be opened to the public.

5) Proposals received and not conforming to the above may, at S.U.C.C.E.S.S.’s discretion, be returned (unopened) to the Proponent(s) without consideration.

6) Proponents assume the entire risk when submitting a Proposal via email. S.U.C.C.E.S.S. will not be liable for any delay or rejection for any reason, including but not limited to, technological delays or issues caused by any network or email program, rejected as suspected junk mail, virus, spam, malware, or email not identified in the Subject Line as a submission. S.U.C.C.E.S.S. will not be liable for any damages associated with Proposals not being received or being missed.

7) All submissions should include Appendix 1, as attached, to clearly show the legal company name, address, telephone number, e-mail address, and name and contact information of the primary contact person(s).

8) All prices proposed should be in Canadian (CAD) dollars and include all taxes, including provincial sales taxes, except GST, which shall be shown separately.

9) Proponents are solely responsible for any costs or expenses related to the preparation, submission, and presentation of proposals.

10) Proposals, rather than tenders, have been requested in order to afford Proponents a more flexible opportunity to employ their expertise and innovation, and thereby satisfy S.U.C.C.E.S.S.'s needs in a more cost-effective manner. Proposals should be based on these Instructions and any Appendices issued.

11) After the closing time and date, all documents received by S.U.C.C.E.S.S. become the property of S.U.C.C.E.S.S. The successful Proponent will be required to assign any

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copyright to S.U.C.C.E.S.S. S.U.C.C.E.S.S. will have the exclusive rights to copy, edit and publish the material.

12) The awarding of a contract as a result of this Request for Proposal will not permit the successful Proponent to advertise the relationship with S.U.C.C.E.S.S. without S.U.C.C.E.S.S.’s prior authorization.

13) Under no circumstances may the Work or any part thereof be subcontracted, transferred, or assigned to another firm, person, or company without the prior written authorization of S.U.C.C.E.S.S.

14) If any director, officer or employee agent or other representative of a Proponent makes any representation or solicitation to any officer or employee of S.U.C.C.E.S.S. with respect to the Proposal, whether before or after the submission of the Proposal, S.U.C.C.E.S.S. shall be entitled to reject or not accept the Proposal.

2. Definitions

1) “Consultant” means the successful “Proponent”. 2) “Proponent” means the entity submitting a proposal. 3) “Work” means and includes anything and everything required to be done for the

fulfilment and completion of this agreement.

3. Confidential Information

1) Your proposal should clearly identify any information that is considered to be of a confidential or proprietary nature (the “Confidential Information”). The confidentiality of such information will be maintained by S.U.C.C.E.S.S., except as otherwise required by law or by order of court or tribunal. Proponents are advised that their proposals will, as necessary, be disclosed on confidential basis, to any advisers retained for the purpose of evaluating or participating in the evaluation of their proposals. If a proponent has any questions about the collection and use of personal information pursuant to the RFP, questions are to be submitted to the S.U.C.C.E.S.S. contact.

4. Pricing

1) The items listed in the attached Terms of Reference are minimum features to be provided.

2) Payment will be made to Consultant on satisfactory completion of the project. 3) All invoices paid as a result of this Request for Proposal will be paid as per the

S.U.C.C.E.S.S.’s standard payment terms "current month's invoices will be paid net 30 days”.

4) The maximum price proposed should not exceed $55,000 (including applicable taxes). Proposals will be evaluated on their proposed pricing. Proponents should outline in their proposal opportunities for cost efficiencies and to maximize value.

5) All prices proposed should be in Canadian (CAD) dollars and include all taxes, including GST, which shall be shown separately.

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5. Cancellation

1) S.U.C.C.E.S.S. reserves the right to cancel this Request for Proposal at any time and for any reason, and will not be responsible for any loss, damage, cost or expense incurred or suffered by any Proponent as a result of that cancellation.

2) S.U.C.C.E.S.S. reserves the right to terminate the Contract, at its sole and absolute discretion, on giving 30 days written notice to the Consultant of such termination and the Consultant will have no rights or claims against S.U.C.C.E.S.S. with respect to such termination. Cancellation would not, in any manner whatsoever, limit S.U.C.C.E.S.S.'s right to bring action against the Consultant for damages for breach of contract.

6. Accuracy of Information

1) S.U.C.C.E.S.S. makes no representation or warranty; either expressed or implied, with respect to the accuracy or completeness of any information contained or referred to in this RFP.

7. Responsibility of Proponent

1) Each Proponent is responsible for informing themselves as to the contents and requirements of this RFP. Each Proponent is solely responsible to ensure that they have obtained and considered all information necessary to understand the requirements of the RFP and to prepare and submit their proposal. S.U.C.C.E.S.S. will not be responsible for any loss, damage or expense incurred by a Proponent as a result of any inaccuracy or incompleteness in this RFP, or as a result of any misunderstanding or misinterpretation of the terms of this RFP on the part of any Proponent.

2) S.U.C.C.E.S.S. may at any time prior to the closing date and time issue additional information, clarifications, or modifications to the RFP by written addenda via S.U.C.C.E.S.S. website. Information provided in the addenda shall supersede all previous information provided.

3) By submitting a proposal, the Proponent represents that it has the expertise, qualifications, resources, and relevant experience to perform the Work.

8. Enquiries

1) All enquiries regarding the RFP must be addressed to: Nicole Wu - Project Manager-Website Redesign Email: nicole.wu@success.bc.ca

2) All enquiries must be made in writing. In-person or telephone enquiries are not permitted.

3) All questions and enquiries should be submitted in writing by 3:00pm pacific standard time on July 17, 2019.

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9. RFP Timeline

Proponents should note the following key dates:

Schedule of Events Date/Time

RFP release July 3, 2019

Deadline for questions from interested proponents July 17, 2019 at 3:00 pm (PST)

Response to proponent questions July 23, 2019

Deadline for proposals August 2, 2019 at 3:00 pm

Completion of proposal evaluations August 16, 2019

Presentations by shortlisted proponents August 26 – 30, 2019

Confirm successful proponent September 13, 2019

S.U.C.C.E.S.S. reserves the right to modify the schedule above at its discretion.

10. References

1) Your proposal should identify other projects for which your company has provided similar services. Please provide a summary of the relevant projects and references for each listed project, stating organization name, contact name, e-mail, and phone number.

2) S.U.C.C.E.S.S. shall have the right, but not the obligation, to contact any references.

11. Indemnification

1) The successful Consultant hereby releases and shall indemnify and save harmless S.U.C.C.E.S.S., its officers, employees, Consultants and representatives from and against any and all claims, costs, damages, actions, causes of action, losses, demands, payments, suits and expenses, legal fees or liability arising from:

a. errors, omissions or negligent acts of the Consultant, its officers, agents, members, employees, Consultants or subcontractors, or any other person for whom the Consultant is in law responsible in the performances of the Services;

b. the breach, violation or non-performance of this Agreement by the Consultant, its officers, agents, members, employees, Consultants or subcontractors, or any other person for whom the Consultant is in law responsible in the performance of the Services;

c. personal injury including death, property damage and loss arising out of, suffered or experienced by any person in connection with or during the provision of the Services under this Agreement, including without limitation WorkSafeBC claims and assessments.

2) The release and indemnity contained in section 11.1 shall apply except to the extent that the claims, costs, damages, actions, causes of action, losses, demands, payments, suits, expenses or legal fees or liability arise from the negligence of S.U.C.C.E.S.S., its officers, employees, Consultants, or representatives.

3) The Consultant is solely responsible for and shall promptly pay all WorkSafeBC premiums and assessments relating to the performance of the Services under this Agreement, whether by the Consultant, its officers, agents, members, employees, Consultants or subcontractors, or any other person for whom the Consultant is in law responsible.

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4) The release and indemnity contained in section 11.1 shall survive the termination of this Agreement.

12. Insurance, Licenses, and Permits

1) The Consultant must submit to S.U.C.C.E.S.S., upon acceptance of its proposal, the following:

a. Comprehensive General Liability Insurance in an amount not less than $2,000,000 with a provision naming S.U.C.C.E.S.S. as an additional insured and a Cross Liability clause;

b. A provision requiring the Insurer to give S.U.C.C.E.S.S. a minimum of 30 days' notice of cancellation or lapsing or any material change in the insurance policy;

c. Professional Liability Errors and Omissions Insurance in the amount of not less than $500,000 per occurrence and a minimum $2,000,000 aggregate for all claims;

d. A copy of your current Certificate of Clearance from WorkSafeBC; 2) The Consultant shall provide and pay for all necessary insurances, licenses, permits, and

approvals from authorities having jurisdiction required for the performance of the Work and is responsible for any deductible amounts under the policies.

3) All insurances, licenses, and permits must remain valid for the term of the Work. 4) The consultant shall provide security clearance from government of Canada.

13. Declarations

In submitting a proposal the Proponent declares that:

1) I (we) do not (or any related company) have any family, ownership, and operating relationships with S.U.C.C.E.S.S., or any elected official, staff or other officials holding public office in S.U.C.C.E.S.S. and agree that S.U.C.C.E.S.S. reserves the right to reject any proposal that may be perceived to be in a conflict of interest.

2) I (we) am (are) not or have not:

a. an individual who has; or b. an individual who was a shareholder or officer of a company that has; or c. a company that has; or d. a company with a shareholder or officer who has; or e. a company that is, or was a shareholder of a company that is, or was a

shareholder of a company that has; or f. a company that has a shareholder or officer who is also a shareholder or officer of

another company that has; g. had a bid bond retained.

14. Timing

1) Time is of the essence in carrying out the Work. The Consultant must commence the Services in a timely manner and carry out the Services in accordance with the completion dates set out in the work plan, or as mutually amended in writing by the Consultant and S.U.C.C.E.S.S. from time to time.

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15. Regulations of Authorities Having Jurisdiction

1) All Work provided must be in accordance with all laws and regulations pertaining to the Work. The laws of the Province of B.C. shall govern this proposal and any subsequent Agreement resulting from this proposal.

2) The Consultant will be required to enter into an Agreement with S.U.C.C.E.S.S., refer to the attached Draft Agreement.

16. Evaluation Criteria & Process

1) S.U.C.C.E.S.S. reserves the right to conduct pre-selection meetings with Proponents. Proponents may be requested, as part of the evaluation process, to provide a presentation, which may include a demonstration of their products.

2) S.U.C.C.E.S.S. reserves the right to conduct pre-selection meetings in order to correct, change or adapt the selected proposal to the wishes of the selection committee.

3) Award of any contract resulting from this RFP may be subject to available funding, S.U.C.C.E.S.S. approval, and other budget considerations.

4) An evaluation committee made up of S.U.C.C.E.S.S. staff who will be reviewing proposal submissions. S.U.C.C.E.S.S. is entitled to accept for consideration any or none of the proposals submitted and will evaluate proposals based on the proponent’s proposal assessment score, best value, references, and the proponent’s presentation. The following are some of the key considerations that S.U.C.C.E.S.S. expects to take into account to determine best value:

Description Weight

1 Technical Expertise

Specialists of web development, graphic design, digital strategy and stakeholder engagement

20%

2

Project Plan

Project timeline

project management process

Features and functions of CMS

20%

3

Experience

Experience of website design.

Experience of working with not-for-profit organizations.

15%

4

Customer Service

Warranties and guarantees for any service or materials.

Post-launch support.

Location of proponent

10%

5 Value Added

Suggestions from proponents regarding innovative approaches that would be of material benefit if implemented

10%

6 Budget

Full cost of services, including estimated Expenses 25%

100%

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B. TERMS OF REFERENCE

1. Introduction

S.U.C.C.E.S.S., a non-partisan and not-for-profit organization, was founded in 1973 and incorporated in 1974 for the purpose of promoting the well-being of Canadians and newcomers.

Over the past 46 years, S.U.C.C.E.S.S. has since developed into one of Canada’s largest social service agencies. Today, S.U.C.C.E.S.S. serves more than 61,000 clients from 150 countries annually. Across our 30 service locations in Canada and Asia, we provide in-person, outreach and online services in 45+ languages in the areas of newcomer settlement, English language training, employment, entrepreneurship, family, youth and seniors programming, health education, community development, affordable housing and seniors care. Through advocacy, S.U.C.C.E.S.S. is also recognized as a prominent voice for positive social change.

S.U.C.C.E.S.S. fosters a culture of diversity and inclusion in its service environments. Guided by the core values of caring, respect, ethical, integrity, open, inclusive, and innovation, its 500+ staff and 1000+ volunteers work collaboratively to create positive impacts in the community.

The majority of our funding comes from the three levels of government. Remaining funds come from donations, membership dues, cost recovery programs, corporate sponsorships and other contributions from the S.U.C.C.E.S.S. Foundation.

2. Project Overview

The current S.U.C.C.E.S.S. website www.success.bc.ca design was built in early 2014 by our in-house IT team. Next, it was modernized with a new platform, WordPress, in March 2019 for better security. Although the site looks different, the content and most of the navigational functions remain the same. Our in-house IT team currently oversees the overall maintenance of the site, and handles content updates as requested by staff.

Over the years, the content has been added to the site without a lot of consideration as to where the information should sit. As a result, many stakeholders find the current site difficult to navigate and they cannot easily find the information they need. There are a number of key issues that we are looking to solve with the launch of a new website, which are outlined below:

Some of the content is outdated and redundant.

Navigation hasn’t been built from the user (client) perspective.

Results from the site search feature are not comprehensive.

Some terms on the website are confusing. For example, we use the terms seniors’ services, health services, senior health services and Multi-level care services on the website but users don’t know the difference between them.

The current website does not have a permission module. Only the IT team is authorized to manage the pages.

The pages of Contact Us and Events are complicated to use. There are too many pages and options that users don’t know which one they should choose.

The Careers page does not promote the brand of S.U.C.C.E.S.S.

Calls-to-action such as donate, become a volunteer, and apply to be a member are not prominent or effective.

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The e-book reader app for Annual Report and Evergreen News, a free monthly Chinese newspaper published by S.U.C.C.E.S.S., is not user-friendly and trackable.

Only English and Traditional Chinese versions are provided, and navigation for the Traditional Chinese pages is limited.

The layouts of content pages are not consistent.

Overall look and feel of the website is a bit out-of-date.

In addition to its main corporate site, S.U.C.C.E.S.S. has other independent, stand-alone sites for various programs and services that have different designs and layouts.

o Community Airport Newcomers Network (CANN) - www.cannyvr.ca

o Active Engagement & Integration Project (AEIP) - www.aeipsuccess.ca

o Action, Commitment, Transformation (ACT) Program: https://act.successbc.ca/

o S.U.C.C.E.S.S. Immigrant Settlement & Integration Program (ISIP) -

www.isiponline.ca

o Problem Gambling (in Chinese) – http://problemgambling.successbc.ca/

o Foreign Credential Recognition Loan Project - www.fcrloan.ca

o Self-Employment Training (SET) - www.successbiis.ca

o BC Settlement and Integration Services (BCSIS) - https://www.successbcsis.com/

o Volunteer Portal - https://app.betterimpact.com/PublicEnterprise/c2ee653d-

cda4-44e8-892e-25e1f885f432

o Membership - https://membership.successbc.ca/

o S.U.C.C.E.S.S. Foundation - www.successfoundation.ca

o Youth Leadership Millennium (YLM) - http://successylm.org/

3. Project Goal

The goals of this project are to create a brand new website for S.U.C.C.E.S.S. that is easy to navigate, visually attractive, comprehensive, and has up-to-date and relevant content for all of our priority audiences.

In order to achieve these goals, the project will accomplish the following:

Branding

o Provide a neat, modern, user-oriented and visually engaging look that is aligned with S.U.C.C.E.S.S. brand guidelines.

o Highlight S.U.C.C.E.S.S.’s uniqueness – we provide services for all ages and life stages, from childhood development programs and pre-arrival services for newcomers to seniors care.

o Convey the values, principles and career pathing at S.U.C.C.E.S.S. on the Careers pages to help S.U.C.C.E.S.S. attract the right talents. These pages include the Careers homepage, job listings and onboarding pages.

Navigation

o Use AI or other technologies that will allow users find the information they need on the website easily.

o Provide a comprehensive site search feature that includes the news, events, stories, and careers pages.

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o Highlight calls-to-action such as donate, apply for a job, apply for housing, register for an event, become a member, subscribe to e-newsletter etc.

Content

o Provide engaging content such as infographics, stories, videos, events on the services/programs pages.

o Need an easy way for staff to easily and quickly update content moving forward so that it doesn’t becoming outdated and redundant.

o Create an easy-to-use Contact Us page. It can be only one page with accordion sections for all, and/or an interactive map of our offices.

o Make the events calendar easy to search, view, register and export. o Ensure that S.U.C.C.E.S.S. fully complies with all Accessibility for Ontarians with

Disabilities (AODA) requirements, such as accessible format, announcement feature, feedback form, a page for the policy etc.

Consistency

o Standardize design and format of content across all pages. o Consolidate various independent S.U.C.C.E.S.S. program and service sites below

into the new corporate site: Membership - https://membership.successbc.ca/ S.U.C.C.E.S.S. Foundation - www.successfoundation.ca Youth Leadership Millennium (YLM) - http://successylm.org/

Multilingual experience

o Provide a seamless multilingual experience for users in languages in addition to English.

Performance

o Improve search engine optimization (SEO) and local ranking on Google, and set up Google for Nonprofits.

o Optimize and speed up the new corporate site.

Online services

o Create new pages for online services, including donations, membership applications and Evergreen News hard copy subscriptions with payment gateway, as well as for e-newsletter signups and management of subscription.

4. Priority Audiences

Current and potential clients o Immigrants o Refugees o Youth o Women o Seniors o Employers/Businesses o Temporary workers o International Students o Refugee Claimants o Job Seekers o Families

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Current and potential donors – corporate, individuals, foundations

Current and potential volunteers

Funders, including government officials and workers

S.U.C.C.E.S.S. members

Job seekers and potential future employees of S.U.C.C.E.S.S.

Community partners and organizations

Media

General public

5. Proposed Sitemap

We are aware of the importance of the site structure. We would like to work through this particular task with the consultant to ensure that the new site provides good user experience.

6. Project Scope

The Scope of Services will include but is not limited to the following:

Project management o Include project initiation, planning, execution, monitoring and closure.

Content strategy consultation and recommendation o Collect all the final specifications of the project. o Establish the strategy to best accomplish S.U.C.C.E.S.S.’s goals within budget

and timeframe.

Architecture and visual design o Conception of the user interface and user experience. o Design of website consisting of a website template, graphics, images, and color

scheme.

Back-end coding o Set up Content Management System (CMS) o Provide third-party integration

Content migration and integration o Support migration of data from existing website. o Consolidate some independent S.U.C.C.E.S.S. program and service sites.

Website speed optimization o Optimize JavaScript, CSS, images and so on to ensure the website speed is

acceptable.

Search engine optimization (SEO) o Consider how to redesign and integrate the websites without losing SEO. o Improve search engine optimization (SEO) and local ranking on Google, and set

up Google for Nonprofits.

Security, quality assurance and Launch o Test and implement the CMS, new corporate site, workflow and security. o Migrate the new site to the live server and launch.

Training and transferring o Provide training for IT staff (Administrator) and not-IT staff (Editor)

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Deliverables o Project brief o Functional requirement o Sitemap and Userflow o Mock up and Prototype o Content Management System (CMS) o Progress report and Testing report o Training and manual

CMS training: how to use CMS as IT staff (Administrator) and not-IT staff (Editor)

CMS manual: lay out all the specs AODA: how to create content which meets the AODA requirements. Google for Nonprofits: how to use this service

7. Technical Requirements

Content Management System (CMS)

We require a content management system (CMS) that has a user-friendly interface and will allow non-technical content contributors to update and maintain content easily. It will also need to be easy to manage by our in-house IT team for further change and/or expansion.

The CMS should have the features of WYSIWYG HTML editor, content preview, content scheduling and iFrame functionality.

Services Content Pages

Pages should include the capability to have a banner, content, gallery, videos, virtual tour, upcoming events, social media, client stories, related resources (documents or links), and a Contact Us form on service pages. Not every page will need all of these features but each should have the capability to expand and include the features if needed.

Administrators should have the ability to indicate categories and tags to events and stories so that related content can be pulled to different pages as appropriate.

Content Migration & Integration

The new website will include content migrated from the existing website, as well as new and rewritten content. The amount of content on the new website will be similar to that of the current website.

Below are the websites that need to be consolidated into the new corporate site. The URLs need to remain active and be redirected to the new pages without losing SEO:

S.U.C.C.E.S.S. membership - https://membership.successbc.ca/

S.U.C.C.E.S.S. Foundation - www.successfoundation.ca

S.U.C.C.E.S.S. Youth Leadership Millennium (YLM) program - http://successylm.org/

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SEO Transition Plan

The solution should consider how to redesign and integrate the websites without losing SEO.

Site Search

The solution should provide a comprehensive site search feature that includes the news, events, stories, jobs and service pages. Users will need to be able to filter by the types.

The feature should have capability to handle typos, synonyms, fuzzy matches, etc.

Administrators should have access to the site search statistics, including the ability to filter searched terms by date and time, and produce a report of queries that were performed by users with no search results or matches. The report will need to be exportable.

Third Party Integration

The ability to integrate with existing third party applications below is required:

iATS

AcyMailing (WordPress plug-in)

Events of AEIP website

Events of ISIP website

Events of SET website

Events of BCSIS website

There may be other additional integrations required upon further discussion with our program managers.

Security Requirements

The solution should include but is not limited to the following: protection of SQL injection, Session / Cookie hijacking, Files upload abuse, URL Encoding abuse, E-mail injection and User input validation.

Accessible and Responsive Web Design

The new website must meet all Accessibility for Ontarians with Disabilities (AODA) requirements, and support a variety of devices, including computers, tablets and smartphones.

Browser Support

The new website has to support all modern browsers including IE11.

Online Donation

The solution should integrate with our current online donation function. The “Donate” button will appear on the header and users will choose the area they wish to support from a list of

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options. The donation frequency should include one-time and monthly. There is no recurring payment option available on the current website.

Events Calendar / Listings

The calendar should be filterable by category, language, city and month, as well as give users the ability to search for keywords. Users can view a list of events in a specified month or use a calendar view to see all the events happening in that month, register online and export events and subscribe to the RSS feed.

The platform should also give administrators the ability to set up calendar events as one-time or recurring events, with options for daily, weekly, monthly and annual recurrences.

Events from S.U.C.C.E.S.S.’s program ISIP, BCSIS and SET that are posted to the new corporate site will need to be synchronized with the existing database of the websites below:

S.U.C.C.E.S.S. Immigrant Settlement & Integration Program (ISIP) - www.isiponline.ca

Self-Employment Training (SET) - www.successbiis.ca

BC Settlement and Integration Services (BCSIS) - https://www.successbcsis.com/

Language Translation

Most of the content on the current website is in English, while some is in both English and Traditional Chinese, and a small part is in Traditional Chinese only. The solution should have a multi-language translation function (e.g. Google Translate) so that users can translate the English content into other languages. A few select pages will have specially translated Chinese content.

Career Pages

The Careers pages should convey the values, principles, and career paths at S.U.C.C.E.S.S. to help the organization attract the right talents. The pages include the Careers homepage, job listings and onboarding page.

The pages should be visually engaging, including text, photos and videos. Applicants can search and learn all open positions by Department/Program, and also by an interactive map of offices around the world (linking to positions by location).

Job Listings

The solution should provide a form for applicants to fill out their basic info and attach their resume and CV to apply for a S.U.C.C.E.S.S. job opening. The applications should be collected in the CMS.

Job applicants should be able to filter available positions by location, city, job field and job schedule (e.g. full-time vs. part-time), and subscribe to the RSS feed. Administrators should be able to define the various categories related to a job posting, such as location and program area, through a drop-down menu of options. The page also needs to include subsections such as FAQs.

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Online Sign-up Membership Applications

We have two different memberships: S.U.C.C.E.S.S. membership and the Evergreen News Club membership. Users can obtain one year of S.U.C.C.E.S.S. membership when they become an Evergreen News Club member.

We currently have an online application form to handle sign-ups and renewals for S.U.C.C.E.S.S. membership. The new solution should integrate with the current application function, and provide another online sign-up membership application for our Evergreen News Club membership. Sending a notification and Excel file containing the application information to a specified email address is required.

We would also like to consolidate the sign-up process for our Evergreen News Club membership and Evergreen News subscription (for readers to receive mailed copies of the newspaper). These functions are separate on the current website.

Online Registration for the Income Tax Clinic

The solution should provide an online registration form for our Income Tax Clinic to enable the effective scheduling of appointments by our staff and clients and avoid scheduling conflicts. Here are the functions/fields required:

1) Check if the client is a current S.U.C.C.E.S.S. member or is willing to become a member. 2) Number of people at the appointment: if one person, appointment time is one hour; for

two or more people, appointment time is two hours. 3) Appointment location and date: Display as a calendar. 4) Membership verification or application. 5) Provide a confirmation number to clients who have successfully registered. 6) Send a notification to a specified email address. 7) Specified S.U.C.C.E.S.S. staff and users can reschedule and cancel appointments.

E-Newsletter

The solution should provide subscribe and unsubscribe features, and e-newsletter content will need to be published on the corporate site as well. We are using AcyMailing, a WordPress plug-in, as the platform.

E-Book Reader

The solution should provide an e-book reader that tracks and provides statistics such as the number of page views and duration of visit, for the Annual Report and S.U.C.C.E.S.S. Evergreen News.

Social Media Integration

The new site should offer better integration between the website and our social media channels (Facebook, Twitter, LinkedIn and YouTube) such as embed the program/service social media

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content into each program’s webpage, and provide share buttons on each program’s webpage and follow buttons on the header and/or footer.

Some of our services/programs have their own social media accounts which can be embedded into their landing pages.

Site Analytics

The new website should integrate appropriate analytics tracking (e.g. Google Analytics).

Automatic Sitemap

The CMS should automatically create and update a sitemap when content is added, edited or removed from the site.

Image Management

Including the ability to resize, flip, crop, rotate and change the opacity of images.

Approval Workflow and Permission System

The solution should provide the ability to manage administrative access to the site through a permission system that defines in-system rights and workflows, including content approval for both general content and modular applications.

Administrators should be able to define the approval workflow and assign users to workflow rules. The system should support two or more approval levels.

Embed Events

The upcoming events on the AEIP website https://aeipsuccess.ca/view-workshops can be embedded on AEIP’s landing page on the main corporate site. When a user clicks on a workshop, they can be directed to the AEIP website.

Apply jobs with LinkedIn Integration

Allow users to apply to job opportunities at S.U.C.C.E.S.S. using their LinkedIn profiles.

8. Project Timeline

The aimed project timeline is below, but it may be changed through discussions between S.U.C.C.E.S.S. and the consultant.

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Schedule of Events Date/Time

Confirm requirements and project scope with the consultant

October 7, 2019

Approval of architecture and wireframes November 1, 2019

Design and develop website November 4, 2019 – January 31, 2020

Initial photography and content completed November 29, 2019

Testing across devices, screen sizes and web browsers

January 6, 2020 - February 14, 2020

Website target launch date February 17, 2020

Quality assurance and follow-up February 17, 2020 - March 13, 2020

Project completed March 13, 2020

9. Proposal Submission Requirements

Proposals should include at minimum the information requested within this RFP along with:

1) Appendix 1 2) Executive Summary

o Summary of the proposed work demonstrating your understanding of S.U.C.C.E.S.S.’s requirements, overall intent of the project, and any recommendations to improve the project outcomes.

3) Technical Expertise o Identify who will be on the proposed project team, and their relevant roles,

experience and qualifications. 4) Project Plan

o A proposed project timeline with major tasks and milestones. o Details regarding the proponent’s website project management process. o The proponent’s approach to website design and development process.

5) Experience o A summary of the proponent’s applicable website design experience. o Identify other projects for which your company has provided similar services.

Please provide a summary of the relevant projects and references for each listed project, stating organization name, contact name, e-mail, and phone number.

6) Customer Service o Indicate any warranties and guarantees for any service or materials that the

proponent’s firm provides. o An indication of how long the proponent, if selected, will be available to support

any post-launch issues. 7) Value Added

o Provide innovative approaches that would be of material benefit if implemented. 8) Budget

o Provide a total cost and price breakdown by major activity, such as project management, CMS setup, testing, etc.

o All prices proposed should be in Canadian (CAD) dollars and include all taxes, including provincial sales taxes, except GST, which shall be shown separately.

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REQUEST FOR PROPOSAL WEBSITE REDESIGN

APPENDIX 1

Date: ______________________________

Name of Company: ______________________________________________________________

Primary Contact: _______________________________________________________________

Title: __________________________________________________________________________

Address: ________________________________________ Postal Code: ___________________

Telephone No.: ___________________________________ Fax No.: ______________________

Email: _________________________________________________________________________

Signature: ______________________________________________________________________