WOL002-2021 RFP - Website Redesign - March 17, 2021 A cultivated experience for the mind, body, and soil - Town of Wolfville
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WOL002-2021
RFP – Website Redesign
March 17, 2021
A cultivated experience for the mind, body, and soil
Town of Wolfville
WOL002-2021 Website Redesign March 17, 2021
Request for Proposal
Website Redesign
The Town of Wolfville is accepting Website Redesign proposals. The full RFP and Forms are available
electronically from Vanessa Pearson at the Town of Wolfville, by emailing vpearson@wolfville.ca.
Due to Covid-19 precautions, submissions for this RFP will only be received by email. RFP’s must be submitted
CLEARLY MARKED as follows:
Email subject line: WOL002-2021 Website Redesign
All proposals must be submitted by Closing at 2:00 p.m., local time, Wednesday April 14, 2021.
All inquiries related to this RFP shall be addressed by email to Vanessa Pearson, vpearson@wolfville.ca.
Information obtained from any other source is not official and is not binding upon the Town of Wolfville.
The lowest of any proposal will not necessarily be accepted. The Town reserves the right to accept or
reject any or all proposals. The Town further reserves the right to award the proposal in whole or in part.
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Town of Wolfville
WOL002-2021 Website Redesign March 17, 2021
TABLE OF CONTENTS -
Table of Contents
Request for Proposal …………………………………………………………………………………………………………. 2
Project Overview ……………………………………………………………………………………………………..……….. 4
Project Requirements ………………………………………………………………………………………………………. 5
Vendor Requirement ………………………………………………………………………………………………..………. 5
Information to Vendors …………………………………………………………………………………………………….. 6
Timelines …………………………..……………………………………………………………………………………………… 7
Submission Acceptance …………………………………………………………………………………………………….. 8
Selection Criteria ……………………..……………………………………………………………………………………….. 8
Contract Cancellation …………………………………………………………..…………………………………………… 9
Conflict of Interest …………………………………………………………………………………………………………….. 10
Appendix A – Proposal Application Form ………………………………………………………………………….. 11
Appendix B – Corporate Identity information ………………………………………………………………….. 12
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Town of Wolfville
WOL002-2021 Website Redesign March 17, 2021
1. PROJECT OVERVIEW
Overview
Proponents are encouraged to visit the current website www.wolfville.ca to gain familiarity with
the Town to prepare a response to this RFP.
Project Background, Goals and Objectives
Wolfville’s current website was created by an external organization, the Association of Municipal
Administrators (AMA). The Town is considering a new website design for the following reasons:
a. Wolfville’s corporate identity, Bloom, will be fully incorporated into the site;
b. Wolfville needs a fully accessible website in order to engage users with visual, hearing
and manual impairments to meet provincial standards and to ensure we are accessible
to all;
c. Wolfville needs a contemporary site with a distinct path for those visiting the Town and
those working and living in the Town. The site should hold all public content at the
same time maintaining a fresh and vibrant site for those just visiting
d. Wolfville needs a site that is easily accessed and readable from a mobile phone
Current website content will be migrated to the new website by the vendor in consultation with
Municipal Staff.
The Town is seeking the services of a qualified web development firm for the design and creation
of a new dynamic and modern municipal website that not only delivers information but invites
engagement and showcases Wolfville’s assets and outstanding programs and services. The
proposal is expected to show a clear understanding of the final product and indicate a fixed price
for the project completion.
The objectives of the redesign would provide a website that is:
a. A comprehensive resource of information for residents , visitors and businesses
b. A brand-compliant channel for online services (see Appendix B for Corporate Identity)
c. A tool for marketing to and attracting tourists.
d. A platform for Public Engagement
e. Easily maintained by Town staff
f. Simple to navigate and search
g. Compliant with accessibility requirements, specially WCAG 2.0 and Level A (minimum)
h. Owned and copyrighted by the Town
i. Easily viewed on a mobile phone
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Town of Wolfville
WOL002-2021 Website Redesign March 17, 2021
Project Responsibility and Key Contact
a. Vendor will be responsible for the following:
I. Design, planning, project management, implementation of new website
II. Facilitate a meeting of key staff at the Town at the beginning of the process for
needs assessment
III. Provision of staff training
IV. Ongoing support services as requested over one-year contract period, including
troubleshooting by phone or email
V. Work with key staff to populate/migrate content to the new website
b. Key Municipal contact for this RFP process will be Vanessa Pearson.
2. PROJECT REQUIREMENTS
Mandatory Requirements
The proposal must include a detailed description of how you will achieve each of the following
mandatory requirements:
System Requirements
● Meet or exceed compliance with the Accessibility Standards outlined above.
● Ability for staff to edit, add or delete content 24 hours a day with a user-friendly content
management system and ability for Town staff to add new sections and/or pages and
manage photos/images/videos and documents in different formats.
● Easy for end-users to navigate around the site through such features as a user-friendly
search tool, a user intuitive site structure and a detailed site map.
● Must support easy browsing via mobile and tablet devices(responsive design)
● Easily adaptable CMS that will allow customization and expansion over time
Target Audiences
The Vendor shall explain and outline how the project and proposal satisfy the Town’s objective of
informing local and potential residents, businesses, and visitors to the area. Internal audience
includes staff members who have a responsibility for information and documents to be published
on the website.
3. VENDOR REQUIREMENTS
● Previous experience of at least three projects in designing municipal government websites
and/or projects of similar size and scope. (Two references and links to similar work are to be
provided).
● Train key staff in use of the content management system and provide a manual for reference.
● A detailed work plan, including a step-by-step description of the process (with timelines and
responsibilities assigned) the proponent would undertake in partnership with the Town of
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Town of Wolfville
WOL002-2021 Website Redesign March 17, 2021
Wolfville to successfully complete the website redesign. The work plan should also clearly
define the members of the proponent’s project team and their experience, where applicable.
● A firm quotation cost. The proposal shall provide an all-inclusive total project cost. Cost
proposals are to be all-inclusive and are to include cost of all meetings and related items to
complete this project.
● A separate cost proposal for ongoing support and hosting fees with hourly, monthly and annual
rate options. If hosting is not an option, provide a recommended hosting service with costs.
Preferred Requirements
If chosen as the successful bidder, vendors must include a detailed description of how the following
preferred requirements would be achieved:
● Twitter, Facebook and Instagram plugins
● News feed
● Subscriptions
● Website analytics (Google)
● Community event calendar
● Searchable business directory, which can be updated
● Document Management functionality
● Application forms
● Ability to support video content
● Other features and technology available at the developer’s discretion.
4. INFORMATION TO VENDORS
RFP Closing and Submission
Following the selection of the successful proponent, this RFP and the successful proposal will serve
as the basis for discussion between the Town and the proponent. It is intended that these
discussions will produce a more detailed description of work to be incorporated into a contract for
services.
Please submit RFPs to vpearson@wolfville.ca. Proposals must be received via email, no later than
2:00pm, Wednesday April 14, 2021. The Town of Wolfville reserves the right to accept any
proposal submitted or to reject all proposals.
All submissions will be formally opened to identify and record respondents at the Town Hall, 359
Main Street, Wolfville, on the same day and time as the closing date. Due to COVID regulations
proponents will not be able to attend the opening of proposals.
Presentations
One or more proponents may be selected for an interview/presentation session prior to making a
final selection.
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Town of Wolfville
WOL002-2021 Website Redesign March 17, 2021
Timeline:
March 17, 2021 Call for Proposals issued
April 14, 2021 Final RFP Submissions completion
April 28, 2021 Notification of Shortlisted Candidates
May 12, 2021 Presentations by selected vendors
May 19, 2021 Contract Award
June/July 2021 Contract is completed
August 2021 Website Soft Launch
September 2021 Website Official Launch
Clarification of Documents
Vendors who find any discrepancies or omissions in this Request for Proposal, or who have any
doubt as to the intent or meaning of anything contained therein, shall direct questions by email to:
vpearson@wolfville.ca
All questions/discrepancies identified must be sent to the Town before the Final Submission date.
Copies of all questions and answers and any addenda will be uploaded to the Town website no later
than three(3) business days prior to the Final Submission date. Only formal written responses to
properly submitted questions will be binding on the Town. All responses by the Town (addenda)
will form part of the Request for Proposal Process.
Addenda
Vendors may be advised by addenda, via the website at www.wolfville.ca and the Province of Nova
Scotia Procurement (tender) website www.novascotia.ca/tenders/ of required additions, deletions
or alterations in the requirements of the Request for Proposal documents. It is the responsibility of
the vendor to check the website to ensure all information has been obtained. All such changes
shall become an integral part of the Request for Proposal documents and shall be allowed for in
arriving at the total submission price.
Withdrawal
A submission may be withdrawn at any time prior to the closing date and time at the Vendor’s
discretion. Withdrawal notification must be in written letter form, signed and submitted to
vpearson@wolfville.ca in pdf format. Hardcopy, facsimile and telephone calls will Not be accepted.
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Town of Wolfville
WOL002-2021 Website Redesign March 17, 2021
HST
The quoted prices must clearly show the Harmonized Sales Tax as a separate item from the total
price submission.
Submission Acceptance
The Town reserves the right to reject an offer to supply goods and/or services or RFPs presented.
Unless otherwise specified in this RFP, this RFP constitutes an irrevocable offer to provide the goods
and/or services described herein for a period of one hundred & twenty (120) calendar days from
the closing date of the receipt of RFP.
The Town reserves the right to award by item, or part thereof, groups of items, or parts thereof or
all items of the submission, and to award contracts to bidders in whole or in part, or to waive
irregularities or omissions. If in so doing, the best interests of the Town will be served. No liability
shall accrue to the Town for its decision in this regard. The acceptance of any submission is subject
to appropriate funding acceptable to the Town. Lowest, or any RFP, will not necessarily be
accepted.
Selection Criteria
Criteria Value
Compliance by the Bidder with the RFP Pass/fail
Suitability and Fit 5%
Company Profile and Experience 20%
Design and Features 40%
Timeline/PM, Accessibility, Audience 10%
Fee Structure:
Website Redesign 15%
Ongoing support/hosting 10%
Total Score 100%
Proposal Layout
● Appendix A (see Form at the end of the RFP)
● Cover Letter
● Company Profile and Experience
● Design and Features (Platform/Mandatory and Preferred/Optional Requirements)
● Timeline and Project Management Plan
● Accessibility Compliance
● Fee Structure
● Other Professional Features and Costs
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Town of Wolfville
WOL002-2021 Website Redesign March 17, 2021
Contract Cancellation
The Town shall have the right, which may be exercised from time to time, to cancel any
uncompleted or unperformed portion of the work of part thereof. In the event of such cancellation,
the Town and the Vendor shall negotiate a settlement. The Town shall not be liable to the Vendor
for loss of anticipated profit on the cancelled portion of the work.
Health & Safety
The Vendor assumes full responsibility for conforming to all legislation regarding the safety of
their employees and the public on this Contract and all notices required to comply with the
legislation.
Responsibility
The Town shall not be responsible for any liabilities, costs , expenses, loss or damage incurred,
sustained or suffered by any Vendor prior to, after, or due to the acceptance or the non-
acceptance of an RFP save as provided in the Contract. The Town reserves the right to reject any
or all RFP’s and to waive formalities as the interest of the Town may require without stating reasons,
therefore, and the lowest or any RFP will not necessarily be accepted.
Payment
Unless otherwise negotiated, the Town shall pay a 35% progress payment once a prototype has
been approved and 45% after soft launch with the balance 15 days after satisfactory completion of
the Project with the official launch as approved by the IT Manager. The Town shall have the right
to withhold, from any sum otherwise payable to the Vendor, such amount as may be sufficient to
remedy any defect or deficiency in the work, pending correction of the same.
Optional Contract Extension
The Town reserves the option to extend the Contract. Any renewal will be based upon the
quality of service, mutual agreement and annual price negotiations between the Vendor and the
Town.
Confidentiality and Freedom of Information
The Town complies with the Personal Information International Disclosure Protection Act (S.N.S
2006, c.3). This Act creates obligations for the Town and its service providers when personal
information is collected, used or disclosed. Requirements include limiting storage, access and
disclosure of personal information to Canada, except as necessary or otherwise required by law.
All records submitted to the Town become the property of the Town and are governed by the
Freedom of Information and Protection of Privacy (FOIPOP) provisions defined in Part XX of the
Municipal Government Act. The records will not be returned after the selection process is
completed.
The Town will release the following information upon request by any interested party:
Total value of the contract
The list of those who submitted a proposal
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Town of Wolfville
WOL002-2021 Website Redesign March 17, 2021
This information may also be posted on the website of the Town.
FOIPOP allows persons a right of access to all records in the custody or under the control of the
Town, including other information contained in a bidder’s submission. The Part prohibits the
Town from disclosing information that would significantly harm business interests or would be
an unreasonable invasion of personal privacy of a third party.
If the Town receives a request under FOIPOP for access to records in the bidder’s submission the
bidder will be given a notice allowing it to consent to disclosure, or to explain why the disclosure
would significantly harm the bidder’s business interests or would be an unreasonable invasion
of personal privacy. The bidder will bear any costs incurred in responding to this invoice.
Conflict of Interest
By submitting a proposal, the Vendor confirms that:
No person, firm, or corporation, other than the Bidder, has any interest in this Proposal in the
proposed contract. The Proposal is made without any connection, comparison of figures or
arrangements with or knowledge of any other corporation, firm or person making a proposal
for the same work and is in all respects fair and without collusion or fraud. No member of Council
and no officer or employee of the Town is or will become interested directly or indirectly
as a contracting party, partner, shareholder, surety or otherwise in nay portion of the profits
thereof, or in any of the monies to be derived there from.
10Town of Wolfville
WOL002-2021 Website Redesign March 17, 2021
APPENDIX “A” – Proposal Application Form
WOL002-2021 Town of Wolfville Website Redesign
General Information
This form must be signed by a person authorized to make proposals and enter into contract
negotiations on behalf of your organization. To be considered for this project, the submittals must
be completed in accordance with this RFP and this cover sheet attached.
Submitted by: ______________________________________________________
Company Name
__________________________________________________________
Mailing Address Postal Code
__________________________________________________________
Phone number Fax Number
___________________________________________________________
E-mail Address
___________________________________________________________
Contact Person
____________________________ __________________________
Title Cell Phone
___________________________________ ________________________________
Signature Date
___________________________________
Print Name
The lowest of any proposal will not necessarily be accepted. The Town reserves the right to accept or reject
any or all proposals. The Town further reserves the right to award the proposal in whole or in part.
11Town of Wolfville
WOL002-2021 Website Redesign March 17, 2021
APPENDIX “B”
– Town of Wolfville Corporate Identity Communications Plan and Brand Standards
See following pages.
12A cultivated experience for the mind, body, and soil.
Brand StandardsHow to use our brand A common voice The purpose of this brand standards manual is to ensure the proper usage and consistency of Wolfville’s identity throughout all applications. Following these guidelines will provide Wolfville with a consistent and highly recognizable image of our proud town. Who is this manual for? Anyone designing, supplying or working with the town of Wolfville’s marketing intiatives and/or communications. When should the standards be applied? Everywhere the Wolfville logo appears: stationery, faxes, advertising, publications, displays, signage, clothing, and so on. Wolfville Brand Guidelines 2
LOGO Wolfville logo The “Bloom” logo is a symbol of the vibrant, growing community of Wolfville. The new identity should not be re-drawn, re-scaled or modified in any manner for any reason. This will detract from the integrity and marketability of the mark and will destroy the overall brand consistency that has been developed. Wolfville Brand Guidelines 3
COLOUR application
PMS 392C C7 M0 Y100 K49
PMS 206C C0 M100 Y38 K3
PMS 327C C100 M0 Y44 K17
PMS 462C C50 M58 Y100 K45
Colour application
The logo can be reproduced in four colour spot or process and the mixes are
specified in the colour swatches above. As the overall effectiveness of the identity
will depend on colour use and application, only the specified colours should be used.
Wolfville Brand Guidelines 4black & white application
K60
K30
K40
K100
Wolfville Brand Guidelines 5WHAT NOT TO DO
Do not alter the colour of the logo
Do not distort or stretch the logo
Do not distort any logo element
Do not separate/move logo elements
Wolfville Brand Guidelines 6backgrounds Logo application Plain white is the preferred background colour. Other background colours are not recommended as they will detract from the aesthetics, readability and consistency of the identity. If the logo must appear on a coloured background, the background should be more than 50% black with the logo reversed out or placed within a white rectangle. The samples above show some appropriate colour applications. Wolfville Brand Guidelines 7
minimum size & space
1”
The logo should always have an appropriate amount of breathing room and
appear at a size that guarantees its legibility. The minimum size is 1” wide.
The space between the logo and other objects should be equal to or more
than the height of the icon.
Wolfville Brand Guidelines 8typography Corporate Typography Today SBOP (available from www.myfonts.com) Today SBOP Light ABCDEFGHIJKLMNOPQRSTUVWXYZabcdefghijklmnopqrstuvwxyz Today SBOP Regular ABCDEFGHIJKLMNOPQRSTUVWXYZabcdefghijklmnopqrstuvwxyz Today SBOP Medium ABCDEFGHIJKLMNOPQRSTUVWXYZabcdefghijklmnopqrstuvwxyz Today SBOP Bold ABCDEFGHIJKLMNOPQRSTUVWXYZabcdefghijklmnopqrstuvwxyz General Typography For general word-processed text in such items as memos, letters, envelopes, address labels, etc., Times New Roman is the preferred typeface. This font provides a contrasting but clean and highly legible serif style to the Today SBOP. The recommended sizes for general text applications are 8-11 point. Please take note that Times New Roman should not be used for specific corporate identity applications. Times New Roman (available from www.adobe.com) Times New Roman ABCDEFGHIJKLMNOPQRSTUVWXYZabcdefghijklmnopqrstuvwxyz Times New Roman Italic ABCDEFGHIJKLMNOPQRSTUVWXYZabcdefghijklmnopqrstuvwxyz Times New Roman Bold ABCDEFGHIJKLMNOPQRSTUVWXYZabcdefghijklmnopqrstuvwxyz Times New Roman Bold italic ABCDEFGHIJKLMNOPQRSTUVWXYZabcdefghijklmnopqrstuvwxyz Wolfville Brand Guidelines 9
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