REQUEST FOR PROPOSAL (RFP)
Position: Web/IT Coordinator
Organization: Toronto Coalition for Active Transportation (TCAT)
Application deadline: August 30
Start date: September 2007
Location: Toronto
Maximum project cost: approximately $7,000
(Proponents may propose additions, substitutions or subtractions from the requirements if they feel they are advisable within the budget)
SECTION I – REQUEST FOR PROPOSAL
The Toronto Coalition for Active Transportation (TCAT) is requesting proposals from qualified firms or individuals for Web/IT Development Services.
SECTION II – PURPOSE OF THE RFP
- Background Information
Formed in 2006, TCAT provides a unified voice for more than 25 community organizations working for a better cycling and pedestrian environment in the City of Toronto. For more information about TCAT, visit our web site at www.torontocat.ca
The purpose of this project is to create information technology infrastructure (website/database) with the capability for information delivery, e-mail communications; and sufficient ease of use to enable on-going maintenance and updates of the site without the need for specialized technical skills.
- Project Purpose and Expectations
TCAT’s web presence will play an important role in achieving our platform goals. The purpose of this RFP is to select an approved IT/Web developer who will provide consistent and functional deliverables that adhere to the needs, standards and specifications of TCAT.
The Web/IT Coordinator deliverables should:
- Include a web site that provides information on TCAT and its platform
- Have an attractive design/look
- Be easy to use for visitors to the site
- Be easy for administrators who do not possess technical knowledge to manage the content and functions of the site, including the ability to add, change and remove content and navigation. The site structure should be flexible and expandable.
- Be searchable
- Have a news section, with tagging feature, and an events calendar. Items from both can be designated to appear on the home page.
- Provide E-mail list registration, email list management (of multiple lists) by administrators, including the ability to send messages directly from the site, and the ability to associate email addresses with additional information (e.g.
- postal code or ward number) and use this information in email management. As well, administrators should be able to set up the ability for visitors to send emails to designated addresses (e.g. their Councillor, all Councillors).
- Include an interactive City Ward database, which brings together maps, news items, events, documents, supporters and site visitors associated with specific wards of the city. It should integrate with the email list system.
- Have an internal web page feature to circulate web page drafts to steering committee members for comment and to store non-public documents
- Provide e-mail service, including webmail access for TCAT e-mail addresses
Proponents may propose additions, substitutions or subtractions from the requirements if they feel they are advisable within the budget
- Term of Contract
The term will run no later than March 31st, 2008 with the expectation that functionality of phase 1 of the web site design will be ready by September 26th, 2007 and phase 2 by October 31st, 2007, and that all expenditures will occur prior to March 31st, 2008.
SECTION III – INSTRUCTIONS TO PROPONENTS
- You must submit your proposal electronically to info@torontocat.ca.
- Proposals received after the time and date for closing may not be reviewed.
- Proposals should be submitted as one complete electronic document only (PDF preferred).
- TCAT reserves the right to conduct discussions with proponents, and to accept revisions of proposals, and to negotiate price changes.
- Proponents submitting proposals which meet the selection criteria and which are deemed to be the most advantageous to TCAT will be invited for an interview, which may include an oral presentation of the proposal to the selection committee.
- The award shall be made to the responsible proponent whose proposal is determined to be the most advantageous to TCAT based on the evaluation factors set forth in this RFP.
- Your proposal should be submitted in the format shown in Section VIII.
- All responses and accompanying documentation will become the property of TCAT at the time the proposals are received.
SECTION IV – SPECIFICATIONS/ SCOPE OF WORK
TCAT is looking for website/database design and integration services and components that meet the following requirements.
Phase 1 (Sept. 26)
- Content Management System
- Attractive Design
- External web site
- Hosting (or recommended host)
Phase 2 (Oct. 31)
- Internal web site
- News feed
- Events calendar
- E-mail service, with webmail
- E-mail list management
- Interactive Ward database
TCAT expects regular communication with the developer, with ongoing opportunities to comment on and test the design and functionality of the website before the final product is delivered by the deadline.
TCAT is looking for website/database design and integration services that meet the specifications listed below. The final website design product must:
- Be consistent in its technological framework
- Be browser and platform independent
- Be able to scale to all screen resolutions
- Meet accessibility requirements
- Be usable on slow speed and broadband connections
- Be integrated with an effective search engine such as Enterprise Level Google Search Appliance
- Adhere to Web Standards
- Integrate web site, news feed, calendar, data, communication and contact management
- Provide accessible on-site content management
- Be delivered by due date
Other specifications include:
- Bug-fixing and technical support for the period ending December 31, 2007
- Training and documentation
All deliverables produced on contract with TCAT become the property of TCAT.
The proponents must state if they have on-site design capability (or subcontract/ partner with another individual or firm). Please present key designers/developers résumés, computer equipment and application software list and a list of similar projects (with screenshots and/or web addresses of sample web sites), which you have successfully completed.
SECTION V – PROPONENT QUALIFICATIONS
TCAT is soliciting proposals from individuals or firms, which are in the business of providing services as listed in this RFP. Your proposal shall include, at a minimum, the following information. Failure to include these items may be grounds for rejection of your proposal.
- The proponents shall present evidence that the individuals or firm have sufficient recent experience in providing services as listed in this RFP.
- The proponents shall present three client or customer references. References should include the name, position, telephone number, and e-mail address of a contact person.
SECTION VI – EVALUATION CRITERIA
Proposals will be evaluated on the following criteria, listed in order of their relative priority with most important listed first:
- Proponent qualifications, experience and references
- Ability to provide a wide range of website design services; response to all requirements and desired specifications in Section IV
- Pricing schedule
- Samples of work
- Additional resources or benefits to TCAT
SECTION VII – PRICING SCHEDULE
Please provide a proposal quote for the work and deliverables described in this RFP.
Please break down this pricing in terms of the individual services provided (e.g. design, programming, testing, and training).
SECTION VIII – FORM OF PROPOSAL / SPECIAL INSTRUCTIONS
To facilitate direct comparisons, your proposal shall be submitted in the following format and include the following information, listed in order. If the proponent fails to provide any of the following information, TCAT may, at its sole discretion, ask the proponent to provide the missing information or evaluate the proposal without the missing information.
- Complete Proponent contact information
- Management summary and qualifications (and/or résumé), to include references per Section V
- Pricing Schedule, Section VII
- Specific proposal for how vendor will address the requirements (e.g. languages and programs used).
- Samples of work product as requested in Section IV
- A description of special skills, services or resources that the firm possesses that are not addressed in this RFP that would be made available as part of the contract
Include any additional information or benefit to be realized by TCAT as a result of contracting with you
Please also include a short description of the following:
- How you work with clients
- A description of your project development and project management approach
- A description of your development process, your milestones schedule, your asset delivery methods and review process
- Your testing methodology
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