WIXLIB

Request for ProposalsCity of QuesnelTourism Quesnel Website RedesignCLOSING DATE AND TIME:4:00 pm, Monday, January 4, 2021Contact Person:Jennifer ReedEconomic Development Coordinator250 991-7480jreed@quesnel.ca410 Kinchant Street, Quesnel, BC V2J 7J5 · 250-992-2111 · quesnel.ca

1. PurposeThe City of Quesnel invites proposals from experienced website developers toredesign the Tourism Quesnel website to improve functionality, update content,and exemplify brand guidelines.The current website is becoming slow and cumbersome for users and lacks theability to add new features, keeping a consistent look and function. The City ofQuesnel is working towards being a hosting community. The new tourismwebsite will act as a tool for event organizers, businesses, and residents, inaddition to visitors. The new website will be mobile-friendly.The new website must be attractive, intuitive, and accessible for our audiences,and easy to manage for our staff.This project is funded by Northern Development Initiative Trust and the Provinceof BC.2. Submission DetailsSubmit proposals by email to Jennifer Reed, Economic Development Coordinatorjreed@quesnel.ca. Email subject line should read: Tourism Quesnel WebsiteRedesignProposals may be withdrawn by written notice to Jennifer Reed, EconomicDevelopment Coordinator jreed@quesnel.ca.Any interpretation of, additions to, deletions from, or any other corrections to theProposal document, will be issued as written addenda by the City of Quesnel. Itis the sole responsibility of the potential Bidders to check with the City ofQuesnel’s website, and/or BC Bid to ensure all information has been receivedprior to submitting a proposal.No addenda will be issued after December 11, 2020.The successful proponent by its acceptance of a negotiated agreement andpurchase order, agrees to indemnify and hold harmless the City, its electedofficials, agents and employees, from and against all loss or expense that maybe incurred by the City, its officials, officers, employees and agents as a result ofbodily injury, including death sustained by any person or persons, or on accountof damage to property including loss of use thereof arising out of or as aconsequence of the performance of the work stipulated in the RFP and anynegotiated agreement.3. Rights Reserved by the City:The City is not liable for any costs incurred by interested parties in the

preparation of their response to this request or interviews if held. Furthermore,the City shall not be responsible for any liabilities, cost, loss or damage incurred,sustained or suffered by any interested party, prior or subsequent to, or by reasonof the acceptance or non-acceptance by the City of any response, or by reason ofany delay in the acceptance of the response.The City reserves the right to reject any or all proposals and to accept theproposal deemed most favorable in the interests of the City.The City may, in its absolute discretion, reject a proposal submitted by theproponent, if the proponent, or any officer or director of the proponent is or hasbeen engaged either directly or indirectly through another corporation in legalaction against the City, its elected or appointed officers and employees inrelation to any other Contract for works or services or any matter arising from theOwner’s exercise of its powers, duties or functions.The RFP process does not commit the City in any way to select a proponent, oraward or negotiate any contract. The City reserves the right to cancel this projectfor any reason whatsoever without any future obligations.The City may accept or waive a minor and inconsequential irregularity wherepracticable to do so. The City may, as a condition of acceptance of the Proposal,request a Proponent to correct a minor and inconsequential irregularity with nochange in the Proposal.The determination of what is or is not a minor and inconsequential irregularity,the determination of whether to accept, waive, or require correction of anirregularity, and the final determination of the validity, will be at the solediscretion of the City.4. InquiriesAll inquiries should be made in writing, directed to:Jennifer Reed, Economic Development CoordinatorE-mail: jreed@quesnel.ca5. NegotiationsThe award contract is subject to negotiations with the Proponent that offers, inthe City’s opinion, the best value Proposal. Such negotiations include, but are notlimited to, the following:a) Changes or refinements in the service requirements or scope of workproposed by the Lead Proponent;b) Price – if directly related to a change or refinement in the proposed scopeof work proposed by the lead proponent; and

c) Specific contract details as deemed reasonable for negotiation by the Cityof Quesnel.6. BackgroundDestination Development and Resident and Investment Retention and Attractionare key pillars in our Economic Development Transition Strategy. The TourismQuesnel website should be attractive and intuitively navigable for visitors.7. Scope of Worka. Website Designi. Must have an intuitive design, logical menus, and follow City ofQuesnel brand guidelines.ii. Must be compatible with all common browsers, including: Firefox,Explorer, Edge, Chrome, and Safari.iii. Must have a complete mobile version that displays well on allcommon smartphones.iv. Develop website with a user-friendly, open source ContentManagement System such as Drupal or WordPress.v. Transfer existing content from tourismquesnel.com to newwebsite.b. Website Hostingi. Recommend and switch over to a Canadian-based website host.We are currently using GreenGeeks which is based in the USA.c. Website Contenti. Provide guidance and expertise in developing and organizingcontent based on audience needs.ii. Provide the ability to delegate editing ability of specific pages tospecific people, with a central authorization control prior topublishing.d. Website Functionalityi. Implement a search function that will spell-check the terms,include different endings for the terms (stemming), and allow forthe use of different terminology (synonyms) as well as an advancesearch option which includes search by keyword match, file type,website, date range and subject.ii. Include Google translator or similar feature to allow non-Englishspeakers to read and understand content on all pages.iii. Include font size adjustment and other features that allowuniversal accessibility of the website without compromisingwebsite design and structure.iv. Allow for the ability to integrate video content through platformssuch as YouTube into the website.

v. Allow for the ability to integrate Instagram content into thewebsite.vi. Include an easy and efficient method of assessing and improvingsearch engine optimization (SEO).vii. Create “templates” or “content types” for the following types ofpages and content:1. Forms - used for contest entries, surveys, newslettersubscriptions, 3rd party event submissions, and businesspromotion entries. Include ability to activate an onlinepayment option and image upload.2. Listings (photo and written content) – used for businesslistings, itineraries and indoor and outdoor recreationactivities.3. Events – event entries to populate events calendar.4. Blog post (photo and written content) – used for new andexisting articles. User will have option to share articles tosocial media.viii. Include events calendar to include filters for event types. Multipleviews (day, week, month), social media sharing options, option tosell event tickets, compatible with Canadian-based emailmarketing platform to easily generate events newsletter.ix. Mobile events “widget” on home page to show upcoming eventcountdown.x. Google map (in our brand colours) with filter to show differentbusinesses and activities. Same function as map on currentwebsite homepage: https://tourismquesnel.com/xi. Include a Plan Your Trip function that allows the user to addactivities and businesses to their “shopping cart” to create anitinerary that can be emailed, downloaded for print or shared onsocial media. http://tourismquesnel.com/plan-your-trip/xii. Include an itinerary tool similar to the existing Suggested Itineraryfunction on our website. https://tourismquesnel.com/#itinerariesxiii. Include event planning tool, including venue, catering, rental,accommodations, restaurant, business, activities and attractionslistings.xiv. Include ability to populate a landing page from content submittedby a form. For example: businesses enter promotions using aform. Content submitted (once approved by City staff) willpopulate a business promotions landing page. Landing pagecontent can be printed.e. Trainingi. Provide group training for up to three people prior to websitelaunch. Training to include a walk-through of all types of pages,

creating new content, managing existing content, formsubmissions, and calendars.8.BudgetA 32,000 budget has been approved for this project, including all optionalfeatures.9. Submission RequirementsAll proponents are required to submit the following in their proposal:a. Identify company name, lead contact, and key personnel that will work onthis project.b. Identify roles assigned to personnel related to this project, and theirbackground experience/qualifications.c. Describe related experience of the company and provide examples ofrecently completed projects. If possible, provide examples of recentlycompleted tourism websites using the same platform.d. Provide a detailed project plan, including time and resources allocated tothe outlined tasks, a rationale for this approach, key milestones, and anyadditional products or services that will result from this approach.Describe the role and expectation of contributions required from City ofQuesnel staff through each stage of the project.e. Include a rationale for the CMS used, integrated applications andadditional features, and hosting site.f. Detailed project budget, with a breakdown of each task in the project.The budget should include a base cost and any extra costs for additionalservices.g. Provide a quote, separate from the website design budget, for monthlywebsite maintenance, detailing the services included.h. Provide details regarding any additional functionality you can offer withinthe budget.i. Provide a minimum of three references.Proposals must be 25 pages or less. Proposals that exceed 25 pages will not beconsidered.10. Other Requirementsa. Business Licensei. The successful proponent must possess or be willing to purchasea City of Quesnel business license and will be required to provideevidence of same at contract start.b. Insurancei. The proponent shall, at his own expense, provide and maintain tothe Municipality until the completion of the contract the following