Website RFP

WIL Employment Connections

Request for Proposal:
Website Development

 

Overview

WIL Employment Connections (WIL) is seeking proposals from experienced web design/development firms to replace the current WIL website. Critically important to the website is the capacity for ongoing user-friendly management by non-technical staff responsible for the day-to-day maintenance and content management.

WIL is a non-profit community organization that has been providing quality employment support services and career development solutions to the London community since 1984. WIL offers employment counselling and career development programs to all unemployed adults. We help clients identify career goals, provide programs designed to achieve employment, and offer educational upgrading tools to develop employment options. WIL also offers a full range of employment programs and services that are specifically tailored to meet the needs of immigrants and newcomers to Canada. Finally, WIL offers many cost-effective solutions to employers looking to recruit and retain qualified talent. We work with a divers group of men and women from Canada and from all around the world and match these talented individuals to meaningful employment.

Terms of Reference

Proposal Specifications

Submission Requirements

Proposal deadline is Friday, March 23, 2018, at 4:00 pm. Late proposals will not be considered. Proposals must be sealed and include a return address. Proposals will be considered final as submitted and may not be altered unless requested by the review committee. One electronic copy of the proposal should be submitted to rfp@wil.ca with the subject “Website Development”, and three hard copies should be submitted to:

WIL Employment Connections

ATTN: RFP Review Committee

141 Dundas St., 4th floor

London, ON N6A 1G3

A cover letter should include the following information: name, title, telephone number and email address. The cover letter must be signed by an officer of the company confirming management approval of the bid.

Questions regarding the RFP should be directed to brettm@wil.ca. A summary of all questions and responses as well as any adjustments regarding the scope of the RFP will be prepared and posted at wil.ca This is an open and competitive process. Alternate solutions are acceptable. Bidders must disclose any relevant conflicts of interest.

Technical Specifications

  1. The Website will be hosted on a server at WIL Employment Connections. We are not open to discussing outsourced hosting locations.
  2. A safe and secure site—HTTPS.
  3. WIL will require help with front- and back-end development.
  4. The website should exemplify modern web design principles, with an emphasis on User Experience: as few clicks as possible before a user finds what they’re looking for.
  5. The Website should allow for user-friendly management by non-technical staff responsible for day-to-day maintenance and content updates on the site. Drupal is the preferred Content Management System, but we are open to other options.
  6. Three year(s) of website maintenance should be factored into the budget.
  7. Mockups will be expected during the implementation process, but are not required as part of the proposal.
  8. There will be two contact forms required on the site as built, but we would like the ability to add more as needed. It is possible that the CSV form produced will need to be compatible with our CRM.
  9. The website will include a blog and a news page. The blog from the current site is to be ported to the new site.
  10. Content on the site will not be migrated. WIL will provide content for the website.
  11. The website must comply with AODA guidelines for business and non-profit.
  12. The logos of our major funders must be featured prominently on the homepage.
  13. WIL would like the ability to move forward with electronic versions of our annual report; a microsite within the site: with highlights, embedded video, and a PDF version of the hard copy of the annual report.

Proposal Format

Proposals should include a detailed response to all aspects of the evaluation criteria including detailed responses to the questions that follow. Proposals should include a summary of your company’s proposed approach to the project, and proposed timeline and scope. Any additional information that you deem important to the representation of your team may be submitted as appendices to the proposal.

Technical/Creative

  1. Describe your experience, providing examples, in successfully completing similar projects. Please include sample URLs designed and developed by your organization.
  2. Provided profiles of personnel who would be working on this project, including education, training, and years of experience.
  3. Please describe what needs to be done to complete this project and how you would approach it. Include what platforms and software you would use.
  4. Based on your answer to the previous question, what specifications need to be considered to ensure successful hosting of the new website in our current environment (i.e., software requirements)?
  5. What training do you provide for end users?
  6. Who will be the project manager?
  7. Who will be the point of contact?
  8. How many team members will be on this project?
  9. How many employees do you have?
  10. How long have you been in business?
  11. What core services does your company provide?
  12. What core services does your company contract out?
  13. Do you anticipate being able to meet the needs of this project in-house, or do you anticipate the need to contract with other vendors? If so, please provide full details of any entity that will be undertaking work on your behalf in meeting the needs of this project.
  14. Please provide three customer references from recent projects undertaken. These references should support creative and technical elements of your work.
  15. Proposals should include details of relevant experience including three examples of related projects.
  16. What is your experience with publicly funded non-profit organizations, particularly in the employment and training sector?
  17. What is your experience with organizations advancing opportunities for internationally trained individuals?

Vendor Information

References/Experience

Budget

Proposals must include details of all relevant costs. An estimated budget, including all fees required to complete this project and any associated and recurring costs, such as support, maintenance, training, licensing, travel, accommodation, and any out-of-pocket and consulting fees, shall be included in the proposal. Please indicate the rates you charge for labour and your regular terms of payment for invoices, as well as any terms of the contract, such as notice of termination or penalties. If, during the course of the project, any unanticipated needs, unknown conditions, or other changes to the project scope occur, the completion of this work will be done by mutual agreement. Please identify your professional fees on an hourly or per diem basis.

RFP Timeline

Proposal deadline is Friday, March 23, 2018 at 4:00 p.m. Short-listed bids will be invited to present the week of Monday, April 9, 2018. The successful bidder will be notified by Monday, April 30, 2018.

Project Timeline

The successful bidder will complete the project by Monday, October 29, 2018.

Evaluation Criteria

Submissions will be evaluated by a review committee against a quantitative and qualitative assessment with criteria focussing on thoroughness of proposal, cost, depth of technical knowledge, depth of creative knowledge, demonstrated ability to complete the work within the specified time parameters, and demonstrated experiences with similar projects.

WIL Employment Connections reserves the right to accept or reject any proposal regardless of cost, or to reject all proposals received. All proposals will be retained by WIL Employment Connections.

WIL Employment Connections Specifications

Organization Background

WIL Employment Connections has been in operation for over 33 years, bringing people and employers together to fill job opportunities with highly trained, skilled, and dynamic job seekers. Founded in 1984 as Women Immigrants of London to facilitate the integration of immigrant women in London, today, WIL works with immigrants to develop job readiness skills and seek employment. WIL provides several programs and services and also works with other programs such as Immploy and the Access Centre for Regulated Employment to provide support for immigrants entering the Canadian workforce. Though most of our clients were born outside Canada, we help anyone who is eligible to work and is currently unemployed. Our programs and services are designed to help our clients find not a job, but the right job.

Current Website

WIL Employment Connections currently has a website at wil.ca. The site was developed by an external firm and modified later, and is currently maintained by WIL staff. The website has three main purposes: to provide information about WIL and its programs, services and partner projects, to recruit new clients, and to reach out to employers to provide employment opportunities to our clients. In short, the website should increase intake numbers, and increase throughput.

Required Features and Functionality

The new site must include:

  1. A landing page with an overview of WIL and the services and programs we offer.
  2. Content divided to reach our two main target audiences: potential clients and potential employers.
  3. Pages for partner projects, giving an overview of their services and programs.
  4. A blog (with the current blog content to be ported over).
  5. A news page.
  6. A page listing our Board of Directors.
  7. A contact form and an online registration form (and the ability to create additional webforms if necessary).
  8. The ability to create online/electronic annual reports, with text, infographics, and embedded video and/or audio, and the ability to host PDF versions of the hard copy of the annual report.

Website Design

This project calls for a dramatic change in graphics and design on the WIL website. The logo and colours will remain as they are (Pantone values to be provided); WIL has a corporate design standard guide for reference by the successful vendor. Content will be provided by WIL. The website should allow for non-technical staff to update the content as needed.