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REQUEST FOR PROPOSALS
The Canadian Council for Aboriginal Business (CCAB) is seeking an
experienced website design firm (“vendor”) to redesign and redevelop
CCAB’s current website, www.ccab.com. This project will involve utilizing
posted information on the existing website as well as the implementation of
new information and features as suggested by CCAB and the vendor
selected.
This strategic initiative is being undertaken to strengthen the organization
during a growth period.
ISSUE DATE: January 23, 2015 CLOSING DATE: February 6, 2015 5:00 PM (EDT) TENDERING ORGANIZATION: The Canadian Council for Aboriginal Business (CCAB) CONTACT:
Jarret Leaman Director, Programs and Strategic Initiatives Canadian Council for Aboriginal Business 2 Berkeley Street, Suite 310 Toronto, Ontario M5A 4J5
416-961-8663 ext. 223
www.ccab.com
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TABLE OF CONTENTS
1 GENERAL OVERVIEW ...................................................................................................... 3
1.1 INVITATION ............................................................................................................... 3
1.2 TIMELINES ............................................................................................................... 3
2 GENERAL STATEMENT OF WORK ................................................................................. 5
2.1 GENERAL DESCRIPTION OF WORK REQUIRED ............................................................. 5
3 PROPOSAL CONTENT ..................................................................................................... 7
3.1 CONTENT OF PROPOSALS ......................................................................................... 7
3.2 TIMETABLE/WORK PLAN ........................................................................................... 8
3.3 COSTS OF BIDDING ................................................................................................... 8
3.4 SUBMISSION PROCESS ............................................................................................. 8
4 EVALUATION AND SELECTION ...................................................................................... 9
4.1 EVALUATION PROCESS ............................................................................................. 9
4.2 EVALUATION CRITERIA .............................................................................................. 9
4.3 SELECTION OF CANDIDATE FOR NEGOTIATION ............................................................ 9
4.4 AWARDING CONTRACT ............................................................................................ 10
4.5 PAYMENT SCHEDULE .............................................................................................. 10
APPENDIX 1 – SUBMISSION FORM .................................................................................. 11
APPENDIX 2 – SERVICES AGREEMENT .......................................................................... 13
APPENDIX A – SERVICES AGREEMENT TERMS ............................................................ 19
SCHEDULE A – DESCRIPTION OF WORK ....................................................................... 21
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1 GENERAL OVERVIEW
1.1 Invitation The Canadian Council for Aboriginal Business (CCAB) is a national, member-based business organization that fosters sustainable business relationships between First Nations, Inuit, and Métis people and Canada Business. CCAB is currently seeking an experienced website design firm to redesign and redevelop CCAB’s website, www.ccab.com. The successful respondent (“vendor”) will handle all site planning, interface design, and production as required. Although CCAB has some specific requirements, we are also interested in the successful vendors’ ideas on their approach in redesigning the website, and we encourage vendors to consider and propose solutions, recommendations, and improvements. This strategic initiative is being undertaken to strengthen the organization during a growth period. The purpose of redesigning and redeveloping CCAB’s website is to better reflect the mission of CCAB and incorporate the latest web technology. The successful vendor will be required to meet regularly with CCAB’s project manager to discuss and plan the project. The vendor will also work directly with the departments to deal with the specific needs of each department.
1.2 Timelines
It is anticipated this RFP process will be conducted according to the following schedule:
Award of Contract Date Milestone
January 23, 2015 Release of RFP
February 6, 2015 5:00 p.m. EST Deadline date for proposal submissions to CCAB
February 17, 2015 Selection of consultant and notifications
February 20, 2015 Finalization of contract
Deliverables Date Milestone
March 6, 2015 Deadline for development of a work plan and key documents
March 30, 2015 Completion of CCAB staff engagements with each department or with representatives from each department
May 1, 2015 Provision of newly designed and developed webpages and features for staff feedback (Soft Launch)
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June 5, 2015 Testing of site by the vendor on all applicable platforms to ensure website functionality and positive user experience
June 29, 2015 Beta testing with staff, collection of staff feedback, and incorporating changes
July 13, 2015 Training for CCAB staff and provision of online help text/FAQs, manuals, etc.
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2 GENERAL STATEMENT OF WORK
2.1 General Description of Work Required This General Statement of Work Requirements is intended to provide website design firms with a general description of the work that will need to be undertaken in relation to this initiative. The deliverables of this initiative include:
1. Development of a work plan and key documents that include: a. an outline of approach in redesigning and redeveloping the website; b. timelines for all deliverables; and c. specifics including questions, general costs and timelines for the development of
CCAB’s website.
2. Completion of CCAB staff engagements to determine a complete list of information to be
presented, and features and layouts for each department’s webpages. CCAB would also
like the following points considered in redesigning and redeveloping the website, and they include, but are not limited to:
a. Responsive, mobile-friendly design; b. Compatible with all current web browsing technology; c. Attractive mix of text, photos (including carousals on each webpage), videos, and
graphics that features clean layouts and easy navigation; d. Capable to upload videos, podcasts, webinars, and livestreams; e. Consistent user interface across all pages/sections/components; f. Meets AODA standards; g. Searchable with keyword searches based on the site content; h. Incorporates hierarchical menus that tell users how deep they are into a topic or
subtopic; i. Prepares a website that facilitates content to be available in either English or
French; j. Facilitates financial transactions for new and existing members, for event
registrations, and for payment of our programs; k. Allows for interactivity through online application/nomination forms, event
registrations (4 templates will need to be developed by the vendor), and editable PDFs;
l. Cross-references information should be hyperlinked from page to page within the website, and logos should be interactive;
m. Includes a membership login, and a board member login; n. Incorporates a mailing list sign-up mechanism that collects consent information in
a central location and generates an email to outlook; o. Includes a new media page with social media features such as news, twitter
feed, etc., and the ability for external members or CCAB members+ to write and post blogs;
p. Includes a career page under “About CCAB” to post internal and external job opportunities;
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q. Includes a membership directory that is searchable by name and by alphabetical order with 25 listings per page, and a research database to better showcase our library;
r. Includes a dynamic calendar to showcase year-round activities and for providing information. There will be individual department calendars that feed into a central calendar, and another calendar for external events only;
s. Includes an interactive map to illustrate where members are located in Canada, and another map to showcase CCAB’s research on specific regions in Canada;
t. Ability for CCAB to manage majority of content through a well-supported CMS; u. Generates website metrics including web traffic analysis, path analysis, visitor
trends, page views, entry pages, top pages, exit pages, length of stay on pages, etc.;
v. Includes reporting capabilities to pull ad-hoc, detailed, and/or summary reports for all data, including member data, all financial data, event and registrant/attendee information, publication metrics, and website metrics;
w. Hosted on a new server with multiple servers (that currently hosts our programs) that feeds into a central server;
x. Includes necessary software and licenses to maintain site internally or externally, as decided by the vendor; and
y. Other possible features collected by the vendor from staff engagements.
3. Provision of newly designed and developed webpages and features for staff feedback. This will be a soft launch.
4. Testing of site by the vendor on all applicable platforms to ensure website works as promised.
5. Beta testing with staff, collection of staff feedback, and incorporating changes. A beta testing period and subsequent acceptance testing period, either period not to exceed 15 business days, shall be provided, during which CCAB may evaluate the website functions and conformance with the RFP. Items requiring correction at either beta testing period must be corrected within 15 calendar days by the vendor.
6. Training for CCAB staff, customized to CCAB’s needs based on the final specific product. Also the provision of online help text/FAQs, manuals, etc.
Please note: Archiving of older content will be required. Separate from this RFP, CCAB would like to establish/reestablish an ongoing relationship with the website design firm around maintenance.
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3 PROPOSAL CONTENT
In order for CCAB to conduct a thorough evaluation of all proposals received, proposals must be well ordered, detailed, and concise. While CCAB reserves the right to clarify any proposal during the evaluation process, CCAB shall not be bound to do so and website design firms should not assume they will have any further opportunity to clarify their proposal following the close of bidding. Website design firms must have the requisite experience, resources, and qualifications to successfully meet the objectives of this RFP. Website design firms are requested to provide information that clearly demonstrates their qualifications, relevant experience, and resources available to deliver exceptional results to CCAB within the requisite timeframe. 3.1 Content of Proposals Applicants should provide a summary of their understanding of the objectives and requirements of this RFP and describe how those objectives and requirements will be addressed, should they be the selected vendor. This Statement of Work will form the basis of the contract between the Canadian Council for Aboriginal Business (CCAB) and the successful vendor. The candidate will be evaluated on the basis of:
• relevant skills and experience (25%); • methodology (15%); • understanding of the requirements of the project (20%); • knowledge of and previous work with Aboriginal, Non-Profit, Charity, and/or Membership
based organizations (15%); and • other relevant experience (15%); and • CCAB Certified Aboriginal Business considered and assets (10%).
Preference will be given to applicants who have demonstrated experience with or have a focus on Aboriginal, Non-profit, and/or Membership based organizations. If Aboriginal content is not the focus of the firm, they must be willing to work jointly with individuals outside of the firm who have a focus on Aboriginal content. This requirement must be demonstrated in the proposal. The proposal should also include the following: Vendor: Experience and Qualifications
a. Client Information: Provide a description of any comparable services performed by your firm during the most recent five (5) year period. In particular, you should highlight any experience with institutions like CCAB, or other charitable, non-profit, member-based organizations, and in working with the Aboriginal community. If your firm has provided services comparable to those specified in this RFP, you are to provide a minimum of two (2) references. For each reference, company name, address, and description of work provided, as well as the name, title and telephone number of a contact should be provided.
b. Any other information considered relevant.
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3.2 Timetable/Work Plan Applicants are required to provide a specific timetable and work plan including proposed timelines for completion of specific tasks identified in 1.2. 3.3 Costs of Bidding All costs directly or indirectly incurred by the consultant in responding to this RFP shall be at the sole cost of the vendor. 3.4 Submission Process Questions about the initiative or RFP process, please contact the Director, Programs and Strategic Initiatives by 5:00 p.m. (EDT) January 30, 2015. Applicants are required to submit their proposal electronically, bearing the name and address of the applicant(s) and position titles. Proposals should include a cover sheet that contains the information outlined in Appendix 1, Appendix 2, and Appendix A. It must be received at the email address below no later than 5:00 pm (EDT) February 6, 2015: Jarret Leaman Director, Programs and Strategic Initiatives Canadian Council for Aboriginal Business 310-2 Berkeley Street Toronto, ON M5A 4J5 E: [email protected] TEL: 416-961-8663 ext. 223 Website: www.ccab.com And cc your proposal to: Michelle Ing Project Coordinator, Programs and Strategic Initiatives Canadian Council for Aboriginal Business 310- 2 Berkeley Street Toronto, ON M5A 4J5 E: [email protected] TEL: 416-961-8663 Website: www.ccab.com Proposals received after the closing date and time shall not be accepted or considered. No amendments or changes to proposals shall be made or accepted after the closing date and time.
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4 EVALUATION AND SELECTION
4.1 Evaluation Process The proposals will be evaluated by the Director, Programs and Strategic Initiatives and those with a vested interest and involvement in the selection process. All proposals will be subject to a comprehensive analysis and evaluation, based upon the best overall value to CCAB. CCAB is not obliged to select any proposal or the proposal with the lowest fee structure. 4.2 Evaluation Criteria Applicants should provide a summary of their understanding of the objectives and requirements of this RFP and describe how those objectives and requirements will be addressed, should they be the selected vendor. This Statement of Work will form the basis of the contract between the Canadian Council of Aboriginal Business and the successful vendor. The candidate will be evaluated on the basis of:
• relevant skills and experience (25%); • methodology (15%); • understanding of the requirements of the project (20%); • knowledge of and previous work with Aboriginal, Non-Profit, Charity, and/or Membership
based organizations (15%); and • other relevant experience (15%); and • CCAB Certified Aboriginal Business considered and assets (10%).
Preference will be given to applicants who have demonstrated experience with or have a focus on Aboriginal, Non-profit, and/or Membership based organizations. If Aboriginal content is not the focus of the firm, they must be willing to work jointly with individuals outside of the firm who have a focus on Aboriginal content. This requirement must be demonstrated in the proposal. 4.3 Selection of Candidate for Negotiation CCAB reserves the right in its discretion to negotiate modifications to any proposal received without becoming obligated to offer to negotiate with any other vendor(s). Following evaluation of all proposals, CCAB may enter into negotiations with the vendor who offers the best overall value to CCAB. During such negotiations, the scope of work may be refined, responsibilities may be delineated, and implementation issues may be clarified. The selected consultant will be required to enter into a contract with the Canadian Council for Aboriginal Business based on the contract attached as Appendix 2 (A). If negotiations with the selected vendor are unsuccessful, CCAB reserves the further right to enter into negotiations with any other vendor(s).
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4.4 Awarding Contract If accepted, CCAB will issue a written award to the selected vendor. Note: the evaluation process may include a meeting or teleconference with responding applicants. Not all respondents will necessarily be contacted for a meeting. 4.5 Payment Schedule Vendors are invited to propose a payment schedule. Please note it is preferred that the payment schedule be tied to deliverables, and amounts are typically net 30 days upon submission of invoices to CCAB.
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APPENDIX 1 – SUBMISSION FORM
CCAB reserves the right in its discretion to negotiate modifications to any proposal received without becoming obligated to offer to negotiate with any other vendor(s). PROPOSAL IS SUBMITTED BY: _____________________________________
ADDRESS: _____________________________________
______________________________________ ______________________________________
TELEPHONE NO: ______________________________________
FACSIMILE NO: ______________________________________
NAME AND CONTACT INFORMATION OF AUTHORIZED REPRESENTATIVE(S):
NAME: ______________________________________ (print) POSITION: ______________________________________ (print)
TELEPHONE NO: _______________________________________
FACSIMILE NO: _______________________________________
E-MAIL ADDRESS: _______________________________________
I/We the undersigned HEREBY DECLARE AND ACKNOWLEDGE:
THAT I / WE have examined the documentation and information contained in this RFP and its appendices, and acknowledge the requirements and conditions contained therein;
THAT I / WE are compliant with the conditions contained in the RFP;
THAT all statements in this Proposal are true and accurate in all respects;
THAT full disclosure has been made of any conflict of interest or potential conflict of interest;
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THAT I / WE do hereby offer to enter into a contract to do all the work as described in the RFP and to complete the work to the full and complete satisfaction of CCAB for the sum bid;
THAT my / our proposal is irrevocable after close of bidding for a period of not less than thirty (30) calendar days from that date; THAT the undersigned are duly authorized to execute this Proposal on behalf of: Name of Vendor
Authorized Signature
Position Contact Telephone # Dated at
City / Province This Day of , 2015.
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APPENDIX 2 – SERVICES AGREEMENT
Services Agreement Between
Canadian Council for Aboriginal Business (hereinafter “CCAB”)
and
XXX (hereinafter “the Vendor”)
A. Services and Performance Schedule:
The term of this Agreement, the services to be provided under this Agreement and the schedule which has been set for the provision of those services are specified at Appendix A to this Agreement.
B. Independence: The parties acknowledge that the Vendor is an independent contractor. Neither the Vendor, nor the Vendor’s employees, nor any subcontractors it engages are the employees of the Canadian Council for Aboriginal Business (CCAB). CCAB acknowledges that the Vendor is free to provide services to other organizations insofar as those do not interfere with the Vendor’s provision of services under this Agreement and are consistent with its obligations to CCAB. This Agreement does not create an agency, joint venture, or partnership agreement between CCAB and the Vendor. The Vendor will supply at its own expense all equipment necessary to provide the services. The Vendor expressly agrees that CCAB has the right but not the obligation to supervise the Vendor’s compliance with safety and environmental laws, regulations, and guidelines. C. Compensation: The Vendor will be paid a fee (plus HST) as specified at Appendix A to this Agreement, for the services provided under this Agreement. The fee shall be payable upon submission of invoices to CCAB, in accordance with the payment schedule specified at Appendix A to this Agreement. In addition to the fee, the Vendor will be reimbursed for reasonable out-of-pocket expenses approved by CCAB in advance and incurred in the performance of this Agreement. D. Property in Work Product:
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All work product of every kind developed by the Vendor under this Agreement, whether alone or in conjunction with others, shall be the sole and exclusive property of CCAB. Such work product may include ideas, discoveries, designs, technology, software, programs, improvements, and innovations and shall hereinafter be referred to as the “Work Product”. The Vendor hereby assigns CCAB all interests of the Vendor in and to the Work Product. This assignment includes all patents and other intellectual property interests that may be obtained on, in or to the Work Product or any part of it, in Canada or any other country. At the request and expense of CCAB, but without further compensation, the Vendor shall execute in favour of CCAB or as it may direct, specific assignments of work product and take such other action and execute in favour of CCAB such other documents as it may deem necessary to obtain or defend any patent, copyright or other intellectual property right on the work product or any part of it in any country or obtain for CCAB any other legal protection it may require. The Vendor hereby waives any moral rights the Vendor may have or may acquire in the Work Product or any part of it. E. Disposal of Documents: Upon the completion of this Agreement, the Vendor shall assemble all data, reports, studies, designs, illustrations, notes and other documents and things relating to this Agreement or to the business of CCAB whether prepared by the Vendor or not in the possession or under the control of the Vendor (“the documents”). The assembled documents shall be promptly dealt with in accordance with CCAB written instructions. The Vendor shall not retain copies of the documents or any of them, except with the written approval of CCAB. F. Representations, Warranties and Indemnities: The Vendor acknowledges its obligations under the Workplace Safety and Insurance Act, and agrees to maintain registration with the Workplace Safety and Insurance Board and to maintain WSIB coverage for its employees. The Vendor shall deliver proof of such registration and coverage to CCAB upon request. In addition, the Vendor shall carry the liability insurance coverage specified at Appendix A and shall deliver proof of such coverage to CCAB upon request. The Vendor shall comply with all applicable laws pertaining to workplace safety. The Vendor agrees to save harmless and indemnify the Canadian Council for Aboriginal Business and their respective directors, officers, agents, employees, affiliates and assigns against any and all expenses (including, without limitation, reasonable legal fees and costs), liabilities and losses incurred or suffered by them or any of them in connection with or on account of (i) any breach by the Vendor of any term of this Agreement; (ii) any claim, suit or proceeding (whether pending or threatened) relating to any reckless or willful misconduct or any negligence on the Vendor’s part in performing
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services under this Agreement; or (iii) any tax or other amount assessed or levied against them due to the Vendor’s failure or delay in making any payment or filing any return that may be required. The Vendor agrees that during the term of this Agreement and for a period of one year thereafter, the Vendor shall not directly or indirectly (i) interfere with the relationship between CCAB and any employee of CCAB; (ii) hire or cause to be hired any employee of CCAB to work for the Vendor or for any organization of which the Vendor is an officer, director, employee, consultant, independent contractor or owner of an equity or other financial interest; or (iii) interfere or attempt to interfere with any transaction or relationship with which CCAB has been involved. G. Additional Representations and Warranties: The Vendor agrees to disclose to CCAB any situation or relationship with or pertaining to a CCAB member or the Canadian Council for Aboriginal Business, including their respective governors, affiliates, agents and employees, which could (in the opinion of CCAB) be apprehended to influence or provide special consideration with respect to the awarding or conduct of this Agreement. The Vendor agrees that there shall be no involvement of any kind in the project described in this Agreement by an employee of a CCAB member, or their related and affiliated entities, without the prior written approval of CCAB. The Vendor shall not engage in any activity or provide any services where such activity or the provisions of such services interferes or conflicts (in the opinion of CCAB) with its provisions of services pursuant to the Agreement. The Vendor shall not have, and shall not hold itself out to have, any authority to enter into any contract or undertake any commitment on behalf of the Canadian Council for Aboriginal Business, except as may be expressly authorized within Appendix A. The Vendor warrants that no person, firm or corporation other than the Vendor has any interest in the project described in this Agreement and that there has been no collusion of any kind with any other person or persons making a submission for the same work. The Vendor warrants that no lobbying has been conducted on its behalf with regard to the selection process or the evaluation of proposals for the conduct of this project. The Vendor recognizes that while performing its obligations under this Agreement, it may be granted access to proprietary and/or confidential information concerning CCAB and/or its members. The Vendor shall not directly or indirectly, use or disclose confidential information to any person, corporation or entity except in fulfillment of the Vendor’s obligations under this Agreement. Confidential information includes all information obtained by the Vendor in the course of the Vendor’s obligations under this Agreement, and which is not publicly available. Additional representations and warranties may be recorded in Appendix A.
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H. Assignment: The Vendor shall not assign any of its rights under this Agreement, nor shall the Vendor subcontract or otherwise delegate the performance of any of its obligations hereunder, without the prior written consent of CCAB. I. Termination: CCAB may terminate this Agreement at any time by fourteen (14) days’ written notice to the Vendor. In addition, if the Vendor is convicted of an offense, makes a general assignment for the benefit of creditors or a proposal under applicable bankruptcy legislation, fails or refuses to comply with any written policy or reasonable directive of CCAB, is guilty of serious misconduct in connection with its performance hereunder, or materially breaches any provision of this Agreement, CCAB may terminate the engagement of the Vendor immediately with cause upon written notice to the Vendor. CCAB shall pay all reasonable costs incurred by the Vendor in performance of this Agreement up to the date of termination, less any excess costs incurred by CCAB in re-procuring and completing the work where the termination is for cause. However, in no event shall the Vendor be paid any amount that exceeds the fee specified at Appendix A to this Agreement. The Vendor will not be reimbursed for any profits which may have been anticipated but which have not been earned up to the date of termination. J. General Provisions: This Agreement (including the Appendix) constitutes the entire agreement between the parties and supersedes any previous agreement or understanding with respect to the subject matter of this Agreement, whether written or oral. There are no representations or warranties made by either party and there are no assurances given by either party except as specifically stated in this Agreement. The parties’ representations, warrantees and indemnities made in this Agreement shall survive the termination of this Agreement. Any waiver of a right or power under this Agreement by either party at one or more times shall not be deemed a continuing waiver or relinquishment of a right or power at any other time. This Agreement shall be binding upon and enure to the benefit of the parties hereto and their respective heirs, personal representatives, successors and permitted assigns. Except as otherwise specifically provided, this Agreement is not intended and shall not be construed to confer upon or to give any person other than the parties any rights or remedies. If any provision of this Agreement or part thereof is for any reason unenforceable or void, such provision shall be severed from the balance of this Agreement to the extent required to eliminate only such portions or applications which are unenforceable or void, and the remaining portions of this Agreement shall remain in full force or effect.
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The Vendor agrees and acknowledges that in the event of a breach by the Vendor of any restriction contained in this Agreement, CCAB will suffer irreparable harm and shall be entitled to injunctive relief in addition to any other rights and remedies available to it. The use and reproduction of names, logos and trademarks of CCAB or of their respective affiliates, shall be approved by CCAB in advance of their use by the Vendor. The Vendor must comply with any law, including all legislation and regulations, which may be applicable to the services provided subsequent to the RFP. This Agreement shall be governed by the laws of Ontario. K. Written Notice: Any written notice under this Agreement shall be delivered personally or by facsimile, overnight courier or registered mail. Notice shall be addressed, in the case of CCAB, to: Anne Quianzon Finance Manager Canadian Council for Aboriginal Business 310- 2 Berkeley Street Toronto, ON M5A 4J5 E: [email protected] TEL: 416-961-8663 ext. 228 Website: www.ccab.com And in the case of the Vendor, notice shall be addressed as specified at Appendix A. Notice given personally shall be deemed given only if acknowledged in writing by the person to whom it is given. Notice by facsimile shall be deemed given when transmitted, provided that the sender obtains documentary confirmation that the transmission was sent. Notice sent by overnight courier shall be deemed given 24 hours after being sent. Notice sent by registered mail shall be deemed given five (5) days after it is mailed. L. Modification of Agreement: No amendment, change, or modification of this Agreement (including the Appendix) shall be valid unless presented in writing and signed by the parties hereto. The parties hereto agree that facsimile signatures shall be as effective as if originals.
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Signed by: Print: ______________________________ ______________________________ Signature: ______________________________ ______________________________
Anne Quianzon Finance Manager Canadian Council for Aboriginal Business
[Vendor]
Date: ___________________________
Date:__________________________
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APPENDIX A – SERVICES AGREEMENT TERMS
Appendix A to a Services Agreement made _TBD_ between the Canadian Council for Aboriginal Business (hereinafter “CCAB”) and XXX (hereinafter “the Vendor”): A. Term of the Agreement: The agreement shall be in effect from the time of signing until its completion on July 13, 2015 or until such alternate date of completion which may be mutually agreed to by the parties. B. Services to be Performed: Refer to Schedule A, Description of Work, attached. C. Fee: D. Schedule for the Performance of Services:
Deliverables Date Milestone
March 6, 2015 Deadline for development of a work plan and key documents
March 30, 2015 Completion of CCAB staff engagements with each department or with representatives from each department
May 1, 2015 Provision of newly designed and developed webpages and features for staff feedback (Soft Launch)
June 5, 2015 Testing of site by the vendor on all applicable platforms to ensure website functionality and positive user experience
June 29, 2015 Beta testing with staff, collection of staff feedback, and incorporating changes
July 13, 2015 Training for CCAB staff and provision of online help text/FAQs, manuals, etc.
CCAB reserves the right to modify the process and schedule as events warrant. E. Payment Schedule:
F. Vendor’s Obligation to Hold Liability Insurance Coverage:
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The Vendor shall carry liability insurance coverage in the amount of $1,000,000 per occurrence, unless waived by CCAB in writing.
G. Vendor’s Address for Notice: Notice shall be addressed, in the case of the Vendor, to:
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SCHEDULE A – DESCRIPTION OF WORK
Appendix A to a Services Agreement made _TBD_ between the Canadian Council for Aboriginal Business (hereinafter “CCAB”) and XXX (hereinafter “the Vendor”):
Description of Work
The deliverables of this initiative include:
1. Development of a work plan and key documents that include: d. an outline of approach in redesigning and redeveloping the website; e. timelines for all deliverables; and f. specifics including questions, general costs and timelines for the
development of CCAB’s website.
2. Completion of CCAB staff engagements to determine a complete list of
information to be presented, and features and layouts for each department’s
webpages. CCAB would also like the following points considered in redesigning and redeveloping the website, and they include, but are not limited to:
a. Responsive, mobile-friendly design; b. Compatible with all current web browsing technology; c. Attractive mix of text, photos (including carousals on each webpage),
videos, and graphics that features clean layouts and easy navigation; d. Capable to upload videos, podcasts, webinars, and livestreams; e. Consistent user interface across all pages/sections/components; f. Meets AODA standards; g. Searchable with keyword searches based on the site content; h. Incorporates hierarchical menus that tell users how deep they are into a
topic or subtopic; i. Prepares a website that facilitates content to be available in either English
or French; j. Facilitates financial transactions for new and existing members, for event
registrations, and for payment of our programs; k. Allows for interactivity through online application/nomination forms, event
registrations (4 templates will need to be developed by the vendor), and editable PDFs;
l. Cross-references information should be hyperlinked from page to page within the website, and logos should be interactive;
m. Includes a membership login, and a board member login; n. Incorporates a mailing list sign-up mechanism that collects consent
information in a central location and generates an email to outlook; o. Includes a new media page with social media features such as news,
twitter feed, etc., and the ability for external members or CCAB members to write and post blogs;
p. Includes a career page under “About CCAB” to post internal and external job opportunities;
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q. Includes a membership directory that is searchable by name and by alphabetical order with 25 listings per page, and a research database to better showcase our library;
r. Includes a dynamic calendar to showcase year-round activities and for providing information. There will be individual department calendars that feed into a central calendar, and another calendar for external events only;
s. Includes an interactive map to illustrate where members are located in Canada, and another map to showcase CCAB’s research on specific regions in Canada;
t. Ability for CCAB to manage majority of content through a well-supported CMS;
u. Generates website metrics including web traffic analysis, path analysis, visitor trends, page views, entry pages, top pages, exit pages, length of stay on pages, etc.;
v. Includes reporting capabilities to pull ad-hoc, detailed, and/or summary reports for all data, including member data, all financial data, event and registrant/attendee information, publication metrics, and website metrics;
w. Hosted on a new server with multiple servers (that currently hosts our programs) that feeds into a central server;
x. Includes necessary software and licenses to maintain site internally or externally, as decided by the vendor; and
y. Other possible features collected by the vendor from staff engagements.
3. Provision of newly designed and developed webpages and features for staff feedback. This will be a soft launch.
4. Testing of site by the vendor on all applicable platforms to ensure website works as promised.
5. Beta testing with staff, collection of staff feedback, and incorporating changes. A beta testing period and subsequent acceptance testing period, either period not to exceed 15 business days, shall be provided, during which CCAB may evaluate the website functions and conformance with the RFP. Items requiring correction at either beta testing period must be corrected within 15 calendar days by the vendor.
6. Training for CCAB staff, customized to CCAB’s needs based on the final specific product. Also the provision of online help text/FAQs, manuals, etc.
Please note: Archiving of older content will be required. Separate from this RFP, CCAB would like to establish/reestablish an ongoing relationship with the website design firm around maintenance.
