REQUEST FOR PROPOSAL WEBSITE DESIGN, DEVELOPMENT AND HOSTING SERVICES FOR FIRST NATIONS HEALTH MANAGERS ASSOCIATION (FNHMA)
TABLE OF CONTENTS PART A INTRODUCTION Pages 3 5 1.0 Introduction 2.0 Scope of Contract 3.0 Overview 4.0 Key Dates PART B - INSTRUCTIONS TO PROPONENTS Pages 6 9 1.0 Administrative Requirements 2.0 Conduct of RFP Inquiries and Clarifications 3.0 Pricing 4.0 Submission of Proposal 5.0 Format of Proposal 6.0 Conflict of Interest/Solicitation 7.0 Evaluation of Proposals 8.0 Proposal Approval 9.0 Personal Information Protection and Electronic Documents Act 10.0 Confidentiality 11.0 Advertising 12.0 Website Ownership 13.0 Duration of Agreement APPENDIX Page 10 RESPONSE NOTIFICATION FORM RFP Website Design, Development and Hosting Page 2 February 2014
REQUEST FOR PROPOSAL PART A - INTRODUCTION 1.0 Introduction The First Nations Health Managers Association (FNHMA) currently has a web presence that is somewhat outdated in appearance, structure and in the presentation of content. An opportunity exists to re-engineer the site to better reflect the mission of FNHMA (see section 1.1), and incorporate the latest web technology. Upon completion of the development and implementation of the website, FNHMA will assume full responsibility for website content management and administration. All content, coding and graphics will become the sole property of FNHMA. The purpose of this Request for Proposal (RFP) is to assist FNHMA in selecting a Proponent with the capability and experience to efficiently and cost-effectively provide the service requirements outlined. The requirements stated are as envisioned by FNHMA at the time of writing, but may change or be refined in the course of the evaluation and negotiation process. 1.1 About FNHMA The First Nations Health Managers Association (FNHMA) mission is to provide leadership in health management activities by developing and promoting quality standards, practices, research, certification and professional development to expand capacity for members and First Nations. First Nations Health Managers are leaders who honour, maintain and uphold inherent ways of knowing while balancing management principles to bring excellence to their communities and health programs. 2.0 Scope of Contract FNHMA is seeking proposals for the design, development and hosting of its website (www.fnhma.ca) including: 2.1 Discovery Phase An assigned project manager will be made available to: View existing database and discuss with FNHMA staff objectives, graphic look and feel, navigation, site marketing, technology issues and assumptions, required functionality, phasing, and budgetary constraints Coordinate with FNHMA staff, (including a reasonable number of meetings) to present design and development solutions. Demonstrate how the current content will be migrated to the new website RFP Website Design, Development and Hosting Page 3 February 2014
2.2 Website Design Upgrade and revamp the website Graphic design of website shall use existing branding (i.e. logo) and promotional materials Provide a more dynamic way to deliver information to key audiences Design must include option of posting photos, videos and potential online advertising Social Media Tools o Automatic Facebook/twitter/LinkedIn/google+ updating RSS Broadcasting Capabilities of any content contained/uploaded/created on the site Designated web-space for content for immediate release Top level searching capabilities of documents (Word and PDF), webpages, keyword tags o Advanced searching capabilities Site map Tablet and smart phone friendly mobile website Fully bilingual capabilities (English and French) Ability to access website on any browser seamlessly Website analytics to learn user s behaviours and browser/device usages Content must be search engine optimized (such as HTML doctype, page headers, metadata, alt text, etc.) A content management system that will allow multiple users to modify the web content 2.3 Membership Management and Administration Integration of website and membership database The ability to view all activity for a particular member for example: all transactions, registrations, conference participation, etc. via a browser Workspaces for subsets of members (such as committees, board members) in which they can collaborate, share documents etc. Online payments for membership renewals, dues, conferences, etc. including email reminders and confirmation of payment A broadcast email system which allows distribution based on filters such as member type, member preferences etc. Online members only area where members can search the database for other members and update their profiles. Access to information in this area would be determined by membership level Ability for members to register/record their professional development activities (20 hour requirement) Posting of newsletter, job postings and other timely announcements Posting of other relevant documents to both public and members only areas with the ability to define expiration dates Survey tools that can create, broadcast, analyze and archive questions and responses Capability to print single or groups of labels for mailing from database 2.4 Support Requirements Training for staff Ability to monitor website traffic Integrated tool to check for broken links or missing documents Ongoing technical support as required RFP Website Design, Development and Hosting Page 4 February 2014
2.5 Hosting The proposal should answer the following hosting questions: How often do you backup? How often do you have down time? How often do you upgrade software/hardware? Describe your technical support Describe your security Describe your methodology and service level agreements Pricing, terms and conditions 2.6 Location It is preferable (an asset) that the vendor have a physical presence located in or close to Ottawa, Ontario. The Proponent will have to be able to meet at the FNHMA office in Ottawa during this project and for future training and other meetings. 3.0 Overview FNHMA is looking for Proponents to clearly describe how they intend to provide services. A Proponent who chooses to respond to one or more but not all of components of FNHMA s requirements must demonstrate how integration or partnering with other service providers will be accomplished. FNHMA has a strong preference for a total solution with an identified lead party responsible for services overall. Qualified and experienced Proponents are invited to submit proposals and FNHMA will consider proposals meeting either all or part of the requirements. However, the successful Proponent will be the one who offers a high level of service, demonstrates proficient knowledge and experience in website and database development, hosting and maintenance and best overall value to FNHMA. 4.0 Key Dates Event Date Release of RFP February 19, 2014 Deadline for Response Notification February 28, 2014 Deadline for Enquiries February 28, 2014 RFP Closing March 7, 2014 RFP Website Design, Development and Hosting Page 5 February 2014
REQUEST FOR PROPOSAL PART B INSTRUCTIONS TO PROPONENTS 1.0 Administrative Requirements Immediately prior to February 28, 2014, please indicate whether a proposal will be submitted prior to the closing time by sending the Response Notification Form (see Appendix). This will ensure that the Proponent receives all pertinent information and any amendments or addenda relating to the RFP. The Proponent is to submit a proposal in accordance with instructions provided within this Part B section. 2.0 Conduct of RFP Inquiries and Clarifications All communications are to be directed to James Milne, at james@amces.com. It is the responsibility of the Proponent to thoroughly examine these documents and satisfy itself as to the full requirements of this RFP. Inquiries are to be in written form only and e-mailed to James Milne at james@amces.com before February 28, 2014. If required, an addendum will be issued to all registered Proponents. 3.0 Pricing Prices quoted are to be excluding HST. 4.0 Submission of Proposal Proponents are to submit proposals electronically to James Milne at james@amces.com prior to 5:00pm EST, March 7, 2014. All proposals must be provided in English. Proposals received after the closing time may not be accepted and may or may not be returned. FNHMA may or may not elect to extend the closing time. Proposals may be withdrawn at any time before or after the closing time and are to be withdrawn by written notice to james@amces.com. All costs associated with the preparation and submission of the proposal, including any costs incurred by the Proponent after the closing time, will be borne solely by the Proponent. RFP Website Design, Development and Hosting Page 6 February 2014
REQUEST FOR PROPOSAL PART B INSTRUCTIONS TO PROPONENTS 5.0 Format of Proposal Unnecessarily elaborate proposals, beyond that sufficient to present a complete and effective response, are not required and unless specifically requested, the inclusion of corporate brochures and narratives is discouraged. Proponents are to attach any additional appendices that may be required. Proposals are to be arranged as follows: 5.1 Title Page The title page will show the RFP title, closing time and date, proponent name, address, telephone number and the name and title and email address of the contact person. 5.2 Supplier Profile 5.2.1 Vision and Objectives 5.2.2 Size and location 5.2.3 Number of years in operation 5.2.4 Services offered 5.2.5 Market segments (especially association and not-for-profit) 5.2.6 Examples of five other web sites that are similar to the requirements by FNHMA 5.3 Experience 5.3.1 Number of years providing solutions to the association/not-for-profit sector 5.3.2 Outline of how resources would be assigned to this project and the profile of each resource 5.3.3 Number and location of customers 5.3.4 Length of Customer relationships 5.3.5 Customer reference sites 5.4 Proposed Solution 5.4.1 Approach to the project 5.4.2 Outline of how training will be provided 5.4.3 Documentation that will be provided 5.4.4 Ongoing support 5.4.5 Pricing 5.4.6 Value-added services (what makes your company stand out amongst your competition) RFP Website Design, Development and Hosting Page 7 February 2014
6.0 Conflict of Interest/Solicitation REQUEST FOR PROPOSAL PART B INSTRUCTIONS TO PROPONENTS Proponents are to ensure that any and all conflicts or potential conflicts and any and all collusion, or appearance of collusion is fully and properly disclosed in the proposal. Failure to disclose this information may result in the rejection of the proposal, the associated entity s proposal, and/or the immediate cancellation of any contract should one be concluded in reliance on the information contained in the submitted proposal. If any director, officer, employee, agent or other representative of a Proponent makes any representation or solicitation offering a personal benefit of any kind, directly or indirectly, to any officer, employee, agent or volunteer of FNHMA with respect to the proposal, whether before or after the submission of the proposal, FNHMA will automatically disqualify such Proponent. 7.0 Evaluation of Proposals Proposals will be evaluated on the basis of the overall best value to FNHMA based on quality, service, price and any other relevant criteria set out herein including, but not limited to: the Proponent's ability to meet the requirements the Proponent s ability to deliver the requirements when and where required financial offer and value added services experience working with an Aboriginal association or organization the Proponent's business and technical reputation and capabilities; experience and where applicable, the experience of its personnel and references quality of and completeness of the submission any other criteria set out in the RFP or otherwise reasonably considered relevant FNHMA may elect to short list Proponents in stages as deemed necessary. Short-listed Proponents will be asked to provide additional information or details for clarification, which may include the Proponent attending interviews, making a presentation, supplying samples, performing demonstrations, and/or furnishing additional technical data. RFP Website Design, Development and Hosting Page 8 February 2014
REQUEST FOR PROPOSAL PART B INSTRUCTIONS TO PROPONENTS 8.0 Proposal Approval Proposal approval is contingent on funds being approved and the proposal being approved by the FNHMA Board. Only then may the successful Proponent and FNHMA proceed to settle, draft and sign the necessary legal agreements. FNHMA will notify the successful Proponent in writing that its proposal has been approved in principle and invite the Proponent to proceed to settle, draft and sign the legal agreements. FNHMA is not under any obligation to approve any proposal and may elect to terminate this RFP at any time. 9.0 Personal Information Protection and Electronic Documents Act Proponents should note that FNHMA is in compliance with the Personal Information Protection and Electronic Documents Act which imposes significant obligations to FNHMA s contractors to protect all personal information acquired from FNHMA in the course of providing any services to FNHMA. 10.0 Confidentiality Proponents should note that upon submitting a Response Notification Form, they will be legally bound to confidentiality obligations not to disclose any Client information without FNHMA s prior written consent. This RFP is the property of FNHMA. Except for the purpose of submitting a proposal, copies may not be made or distributed without the prior written approval of FNHMA. 11.0 Advertising The approval of any proposal and the signing of a contract do not permit a Proponent to advertise its relationship with FNHMA, without FNHMA s prior written authorization. 12.0 Website Ownership The Website domain name, graphics, design, and content prepared or caused to be prepared by the Proponent pursuant to or in connection with this project shall be the exclusive property of FNHMA. 13.0 Duration of Agreement The duration of the agreement will be one (1) year with the option for two (2) extensions, each with the length of one (1) year. Either party may terminate this agreement upon ninety (90) days written notice, with or without cause. RFP Website Design, Development and Hosting Page 9 February 2014
Appendix REQUEST FOR PROPOSAL RESPONSE NOTIFICATION FORM (Must be submitted by February 28, 2014) If you will be submitting a proposal please email James Milne at james@amces.com the following information: Company/Organization: Contact Name: Title: Address: Telephone: Email: RFP Website Design, Development and Hosting Page 10 February 2014