request for proposal july 20th, 2012 community branding, image … · 2013-12-16 · request for...

Request for Proposal July 20th, 2012

Community Branding, Image Bank, Visitor Guide, Website

Similkameen Valley Planning Society

Tourism Advisory Council (TAC)

c/o

Thompson Okanagan Tourism Association Contact:

Simone Carlysle-Smith, Community Development Specialist

2280-D Leckie Road, Kelowna, BC V1X 6G6

Phone 250-860-5999 ext 214

Email [email protected]

Provide an email notification if you intend to submit a proposal ASAP to: [email protected]

Proposal Closing Date: August 10, 2012

_____________________________________________________________________________

mailto:[email protected]


Similkameen Valley Planning Society – Tourism Advisory Council (TAC)

__________________________________________________________________________________________________________________ Contact: Simone Carlysle-Smith, TOTA Community Development Specialist Similkameen Valley RFP 2012 - Page 1

Table of Contents

INTRODUCTION AND BACKGROUND ............................................................................................................................ 2

OBJECTIVE ............................................................................................................................................................................. 2 INTRODUCTION ...................................................................................................................................................................... 2 BACKGROUND ....................................................................................................................................................................... 2

Study Area ........................................................................................................................................................................ 3

INTENT TO SUBMIT ............................................................................................................................................................ 4

CLOSING DATE, LOCATION, COSTS .............................................................................................................................. 4

ENQUIRIES ............................................................................................................................................................................. 4

DEFINITIONS ......................................................................................................................................................................... 4

OWNERSHIP AND COPYRIGHT ....................................................................................................................................... 4

PROPOSAL REQUIREMENTS ............................................................................................................................................ 4

PROPONENT INFORMATION ............................................................................................................................................ 7

TIMELINE ............................................................................................................................................................................... 7

BUDGET .................................................................................................................................................................................. 7

PROPOSAL EVALUATION, SELECTION AND AWARD PROCESS ........................................................................... 8

CONTRACT TERMS AND CONDITIONS ......................................................................................................................... 9

PROJECT COMPONENTS ................................................................................................................................................... 9

BRANDING ............................................................................................................................................................................. 9 Objective .......................................................................................................................................................................... 9

IMAGE BANK ......................................................................................................................................................................... 9 Objective .......................................................................................................................................................................... 9

VISITOR GUIDE .................................................................................................................................................................... 10 Objective ........................................................................................................................................................................ 10

WEBSITE .............................................................................................................................................................................. 11 Objectives ....................................................................................................................................................................... 11 Website Functionality - Required ................................................................................................................................... 11 Website Functionality - Optional ................................................................................................................................... 13 Website Components ...................................................................................................................................................... 14

ADDITIONAL INFORMATION ......................................................................................................................................... 16

RESOURCES AND SUPPORT FILES ............................................................................................................................... 16

IN CLOSING ......................................................................................................................................................................... 17



Introduction and Background

Objective

The objective of this document is to provide potential suppliers adequate information to respond to this

Request for a Proposal to deliver some or all of the project components for branding, image bank,

visitor guide and a Content Management System (CMS) website.

Introduction

The Similkameen Valley Planning Society (SVPS) is seeking a firm with a strong track record in

community branding that can work with a project committee and community stakeholders to develop a

marketing communications tool kit for the Similkameen Valley, specifically a destination brand, image

bank and website. While the visitor guide is a future project, planning is included in this proposal.

The Similkameen Valley Planning Society is a non-profit society and has membership from both

municipal governments (Town of Princeton and Village of Keremeos), regional government

(Okanagan-Similkameen Regional District areas B, G and H) and both the Upper and Lower

Similkameen First Nations. A Tourism Advisory Council (TAC) has been established as a sub-

committee of SVPS, advising on strategic planning and development matters as well as implementation

of key tourism projects.

Background

The SVPS TAC is working with the Thompson Okanagan Tourism Association, to implement projects

identified in the recently completed Tourism Plan for the Valley, which was produced by Tourism

British Columbia, part of the Ministry of Jobs, Tourism and Innovation. The Community Tourism

Foundations program provides research, customized destination and marketing assistance and

dedicated resources to communities for strengthening their tourism economy. The basis of the program

is a one-day workshop designed for communities that are at a relatively early stage in their tourism

development. The workshop provides an opportunity for tourism stakeholders to become involved in

shaping the direction of future growth and to gain a fuller appreciation of the potential role in

strengthening regional tourism. While all aspects of the planning cycle are engaged, the primary

output from the workshop is an action plan that focuses on initiatives the community can pursue

over the next 12 to 18 months.

The Tourism Plan is the first Valley-wide plan for tourism and immediate needs include a brand for the

Similkameen Valley and subsequent marketing communications toolkit. The SVPS TAC is also

seeking a contract project manager to support the project implementation. Thompson Okanagan

Tourism will be active in supporting the SVPS TAC, project manager and successful proponent,

supplying resources and expertise for alignment of provincial and regional strategy integration.

http://www.jti.gov.bc.ca/industryprograms/

http://www.jti.gov.bc.ca/industryprograms/

http://www.gov.bc.ca/jti/

http://www.jti.gov.bc.ca/industryprograms/BuildingAndGrowingYourBusiness/Community_Tourism_Programs/CommunityTourismFoundations.htm

http://www.jti.gov.bc.ca/industryprograms/BuildingAndGrowingYourBusiness/Community_Tourism_Programs/CommunityTourismFoundations.htm



Study Area

The Similkameen Valley is located in the southern interior of British Columbia, extending from Richter

Pass in the east to the Similkameen River’s headwaters in Manning Park in the west. Primary access is

along the Highway 3 (Crowsnest). Communities, parks and hamlets include Cawston, Chopaka,

Coalmont, Eastgate, Hedley, Keremeos, Olalla, Manning Park, Princeton, Tulameen and the Upper and

Lower Similkameen Indian Bands. For travellers heading east from Vancouver and the Fraser Valley,

Similkameen Country is the gateway to the Okanagan Valley and the Kootenay Rockies.

The landscape is dominated by the Similkameen River, whose headwaters are in Manning Park, and the

rugged mountains of Cathedral Park in the south, a diverse topography varying from arid valleys to

soaring snow-capped mountain peaks. This landscape supports a vibrant outdoor recreation and nature-

based tourism sector.

The Valley is equally rich in First Nations’ heritage as well as western, mining and agricultural history.

The warm, sunny climate makes the lower part of the Valley one of the finest fruit, vegetable and wine

growing areas in North America. An active livestock industry exists and there is a high concentration

of organic farms.



Intent to Submit

Provide an email notification if you intend to submit a proposal ASAP to: [email protected]

Closing Date, Location, Costs

To be considered, proposals must be received in a sealed envelope no later than 4:00pm (PST), August

10th

, 2012 (the “Closing Deadline”), to SVPS TAC c/o Thompson Okanagan Tourism Association

Attention: Simone Carlysle-Smith, Community Development Specialist 2280-D Leckie Road,

Kelowna, BC V1X 6G6.

Proposals and their envelopes must be clearly marked with the name and address of the proponent and

the name of the Project: “Request for Proposal: Similkameen Valley”. Your proposal package must

include two hard copies, along with one digital copy, in PDF format on USB flash drive of your

submission. Proposals will not be accepted by facsimile.

Proposals received after the closing deadline will not be accepted and returned unopened. All costs

related to the preparation and delivery of the RFP is the sole responsibility of the proponent.

Enquiries

All questions related to the RFP can be directed to Simone Carlysle-Smith, TOTA Community

Development Specialist. Any questions posed and responses to questions will be forwarded to all

known proponents. Any changes or amendments to the RFP guidelines will be forwarded to all

proponents who have notified the RFP issuer of their intent to submit a proposal.

Copies of the Request for Proposals are available by email, contact: [email protected]

Definitions

For the purposes of this RFP the following definitions apply:

Organization means the client, and

Proponent means the lead firm responsible for submitting and delivering the services outlined in

the proposal in response to this RFP.

Contract means the written agreement resulting from the Request for Proposal executed by the

successful proponent and the organization.

Ownership and Copyright

RFP submissions become the property of the organization. As well, the Similkameen Valley Planning

Society will own and retain the copyright and ownership for all content of the deliverables, including

source files where applicable. Acknowledgement of this fact is a requirement in the proposal.

Proposal Requirements

Proposals must be in English, and the Proposal must be submitted by the appropriate date and

time;

The proposal must be signed by the person authorized to sign on behalf of the firm;





Proposals must contain responses to information requested, based on the criteria of this Request

for Proposal document to demonstrate ability to carry out the terms of the contract, delivery of a

quality product and/or service within an appropriate budget.

Proposals must clearly list, in detail, what services will be provided with the associated costs for

each component.

Responses must contain a list of references of past projects and work of this nature, with contact

names and telephone numbers.

The proponent acknowledges that the offers contained in their proposal shall remain open for

acceptance by the organization for a period of one hundred and twenty days from the closing

date for the receipt of proposals.

The consultant may not proceed to the next stage without approval of the organization and the

organization shall not pay invoices submitted by the consultant until the stage is completed to

the satisfaction of the organization.

The organization reserves the right to cancel the consulting contract at any time with

appropriate compensation for authorized work completed up to the date of notice.

By submitting a proposal the Proponent agrees to all the terms and conditions of this Request

for Proposal. Proponents who have obtained the Request for Proposal must not alter any portion

of the document, with the exception of adding information requested. To do so will invalidate

the proposal.

A proponent may request that their proposal be withdrawn prior to the submission deadline. A

signed written request must be submitted via email. Proposals will not be returned.

Proposal Content

Each of the following sections requires a written response as to how your firm will address each area of

the project. Concise, simple responses are preferred, with minimal technical terms, but offer an

explanation where required to help those reviewing the proposals who may not have a technical

background.

If more than one firm will form the team to deliver some or all of the project deliverables, profile the

lead firm and provide a brief bio of each team participant with area of expertise.

Indicate the willingness of your firm to work with other suppliers to form the project team.

While a full-service approach by a team is ideal, willingness to work with other project suppliers, e.g.

graphic designer, copywriter, editor, printer, web developer, web-marketer, etc. is acceptable if you are

only supplying services for part of the proposal.

The contractor's proposal must convey a clear understanding of the work to be undertaken as described

in the Request for Proposal. The proposal must specifically address all requirements of this project.

Clarity, style, organization, visual impact and scope are factors that should be considered in its

preparation.



Organize your proposal in the following order:

1. Cover letter

2. Proposal Title page

3. Table of Contents

4. Project Methodology

5. Project Schedule by Milestone and Timeline

6. Team bio and relevant experience

7. Financial Proposal

8. Samples of work and references

9. Optional content by proponent

Cover Letter

Include a signed letter briefly stating an understanding of the work, the commitment to perform the

work within the time period, the benefits your firm brings to the project and why your firm believes

itself to be the best qualified to perform the work.

Title Page

Reference the Request for Proposals title, the firm name, address, contact information and date of

proposal.

Table of Contents

Show the title of each subsection referenced to a numbered page and also list the title of any appendices

and supplementary information.

Project Methodology

Summarize the process your team will undertake by project and indicate the willingness of your firm to

work collaboratively with other suppliers whether full services form all or part of your proposal.

Identify the role of the organization vs. the proponent.

Include the following components:

Project management (any or all components of the deliverables)

Conceptual development (creative thinking and problem solving process)

Content development (understanding EQ and applying a storytelling framework)

Copywriting/editing (website and visitor guide)

Database content (website, business listings required)

Database design (website, classifications provided by Thompson Okanagan Tourism)

Graphic design (website and visitor guide; approach for branding and website/mobile device

Respective Design requirements)

Image Bank (acquisition and selection process, inventory process and identify gaps)

Internet marketing (SEO for website launch)

Software modules (site features list, based on budget allowance)

Future software upgrades (open source, future upgrades and costs if applicable)

Testing / offline production (website)

Training (website)

Support (30 days after project completion)

Maintenance (recommendations)



Project Schedule by Milestone and Timeline

Outline the project schedule by milestone and timeline. This will include scheduling from the initial

meeting, to submission of final documents and electronic source files on USB stick at the conclusion of

the deliverables prior to any support services.

Team bio and Relevant experience

Provide information on specific experience related to this project for the firm, team participants and

project manager.

Financial Proposal

Provide final pricing based on a set of deliverables with required features. All travel costs, incidentals,

WCB and any other associated costs must be included. Break out total fees/expenses/taxes by project

type and indicate payment schedule. Note: Final payment will not occur until a USB drive with all

source files and PDF files of all projects have been submitted and files reviewed by Thompson

Okanagan Tourism for program compliance.

Samples of work and references

Provide samples of work in PDF and online sources and a list at least three references from similar type

of work.

Optional content by proponent

Provide any additional information your firm thinks is relevant to the project that has not been

identified by the RFP requirements.

Proponent Information

The proponent submitting the proposal is ultimately responsible for the deliverables and has the option

to engage sub-contractors; however, all subcontractors are the responsibility of the lead firm. No sub-

contractors can be replaced without prior written consent of the organization.

Provide contact and legal company information of the lead proponent

One firm will submit the proposal on behalf of the team

Provide a bio and relevant work experience section for each member of the project team

Provide three references and samples of similar work completed by the project team

Timeline

The timeline for the project completion including final invoices and USB drive with source files is

February 8, 2013; this is not negotiable due to government funding. Project commencement is

estimated for August 20th

, 2012.

Budget

The budget cannot exceed $8,000 Branding (includes image bank and visitor guide planning); $14,000

website (including maps); Copywriting $2,000 for a total contract maximum of $24,000 plus HST.

Image bank forms a separate proposal but cannot exceed $5,000.



The costs and deliverables for the following may not be required but can be commented for this

proposal. Website maintenance costs, e.g. hosting, backup, content updates, Internet marketing,

periodic design updates and ongoing support for the annual maintenance budget.

In order to assist in the evaluation process, estimate the budget by the following major categories and

add anything else appropriate to justify the costs.

Branding

Image Bank

Visitor Guide

Website (with maps)

Proposal Evaluation, Selection and Award Process

This request for proposal has been distributed to known suppliers in the Tourism Industry as well as

placed on BC Bid and Civic BC websites. Referral of this opportunity to qualified firms is encouraged.

In addition to the RFP guidelines, proposals will be evaluated based on weighted criteria.

CRITERIA WEIGHTING

Related experience and skills, qualifications 50%

Portfolio samples 20%

Knowledge of the area 10%

Local/regional supplier 10%

Familiar with Thompson Okanagan tourism regional

strategy and adoption of EQ

10%

This Request for Proposal process is not an offer for contract and any or all proposals may be rejected

and another Request for Proposal process may be conducted.

Depending on the team approach and methodology, multiple proposals will be accepted or options

within one proposal will be accepted, provided options are clearly defined in the budget and proposal

description.

Initial proposals will be evaluated by a selection committee and initial interviews will be conducted by

conference call. Follow-up interviews may be conducted by phone or in person. Any costs associated

with in-person interviews with proponents within the community will be at the cost of the proponent.

All submissions received will be considered eligible for evaluation provided they meet the criteria for

submissions.

Proponents may withdraw their proposal at any time as no obligation will be assumed between the two

parties unless a contract for services has been finalized.

All proponents will be contacted by the organization at the conclusion of this process and informed as

to whether the contract is awarded or another process is to be undertaken.



Contract Terms and Conditions

The RFP will serve as the basis for contract negotiations between the proponent and the organization.

The proponent and the organization will enter into contract negotiations when a proponent has been

selected by the organization.

Any terms required by the proponent must be included in the proposal.

The proponent will develop the contract with final approval from the organization before binding

signatories from each party sign the document and initial each page.

Project Components

Branding

Objective

The objective of a community brand is to develop a unique identity for the community that is clearly

distinguishable from that of other destinations. By consistently using the brand identity throughout all

communication applications, the result is brand awareness, recognition and ultimately creating a place

in the mind of the consumer that represents positive aspects of the destination and visitor experience.

While the logo and artwork create the visual representation of the brand, the community must deliver

on the brand promise by creating visitor experiences represented by the brand. All communications

tools developed must follow after the branding process.

Scope and deliverables

Required: Research based methodology to define the brand for the area

Required: Basic brand suite with brand promise, positioning statement, tagline, logo in black

and white and color variations, brand book and guidelines for use. PDF and source files in

suitable formats for all types of media, Jpeg, EPS, etc. on a USB drive. Image recommendations

for signature photography based on Canadian Tourism Commission’s Explorer Quotient (EQ)

program and Tourism BC Thompson Okanagan brand guidelines.

Optional: Design costs for components as determined as necessary, which may include but are

not limited to: e-stationary (Word), stationery designs for print (business cards, letterhead,

envelope); presentation folder, newsletter template, Power Point template, brochure design, ad

design, trade show retractable banners, way finding signage, promotional materials (pens, pins,

mugs, etc.).

Image Bank

Objective

The objective of the image bank is to develop an inventory of low and high resolution digital imagery

that represents the brand for the area that is used consistently in all marketing communications. The

image style will appeal to the target markets as defined in the Canadian Tourism Commission’s

Explorer Quotient (EQ) program for the Thompson Okanagan region. Resources for image bank

guidelines include the Tourism BC Thompson Okanagan brand guidelines and the CTC EQ Asset

Development Guide.



http://www.totabc.org/corporateSite/index.php?cID=182

These images (both still and video) will be utilized in appropriate formats and resolution for branding

applications including but not limited to online, print and broadcast media.

While the image bank will be developed in conjunction with the branding process, professional

photographer (s) will be contracted to deliver imagery through usage rights of existing images and or

photo shoots. The image bank budget is separate from this proposal and the recruitment of

photographer’s is outside the scope for the proponent.


Required: Methodology to develop the image bank inventory in conjunction with the branding

process and recommendations for asset management. Include any images utilized for the

branding process with file submission at close of the project on USB drive (source files

required).

Visitor Guide

Objective

As part of the integrated communication suite, a print guide forms part of the communications tool kit

to support the visitor throughout the purchase cycle. The objective of the print guide is to provide

consumers summary information about the area as a destination and to work in conjunction with a map

and online presence, specifically the website. The guide requires two phases: conceptual development

and design / sales, production and distribution.

Key considerations for the guide include:

Unique selling proposition as identified through the branding process

Use of imagery and copywriting to EQ requirements

Local area content and context to circle routes and corridors to/from the area

Format: 8x9" format expands to 16x9", providing ample opportunity for double-page editorial

and photographic spreads; the soft-fold option for part of the print run allows for standard rack-

size format of 4x9".

Map component (pull-out centre-spread / overrun or gate fold options, used for print and web

use)


Required: Methodology to develop the guide in conjunction with the branding process

Required: Guide concept and design costs, page layout costs, copywriting, editing, sales

process options, production coordination, print costs based on variables (page count, quantity,

etc.).

Distribution does not form part of the proposal but will be estimated by the client for overall budgeting

purposes.

http://www.totabc.org/corporateSite/index.php?cID=182



Website

Objectives

The primary objective of the website is to promote the area as a desirable place to visit. It is intended to

support the visitor throughout the purchase cycle, including fulfillment (responding to visitor

inquiries). In addition to providing a resource for the consumer, the website will serve as an

administrative support tool for the organization utilizing one database. The website will be a database

driven with a content management system (CMS) for ease of updates by the client. Provide rationale

for your recommendation for software solution. E.g. open source vs. alternative software solutions.

The website will have no less than the following major sections and industry standard sub-sections

associated with a tourism destination website: About, Adventure/Recreation, Activities, Attractions,

Events, Accommodations/Business Directory, Services, Food & Beverage, Getting

Here/Transportation, Tours, Privacy Policy, Disclaimer, Site Map, Industry Resources. Others to be

determined.

Thompson Okanagan Tourism will supply the classification list that can be customized for the

communities’ needs.


Required: Methodology to develop the website with integrated database in conjunction with

the branding process in consideration of Respective Design requirements for multiple devices.

Required: Functioning website with content developed and loaded for display pages and links

active (15-20 main pages; up to 40 secondary pages); business directory functionally and

populated (number of businesses will be determined through the budgeting process based on

quantity, estimate for 100 and quote additional costs per 100). Broadcast email communications

possible by groups. News Centre concept (web page section) vs. third-party Newsletter.

Comment of what functions from the list below will be incorporated into the deliverables.

Justify the recommendations for software solution. Must be Content Management System

(CMS). Open source web bases platform preferred.

Required: Copy writing up to 60 pages compatible for web use and print

Required: Map component compatible for web use and print

Required: Quote on-going costs after the launch.

Note: The Business Directory will include basic contact information, sector and sub-sector

classifications, up to 50 word description, two images. Content will be supplied to the proponent for

upload.

Website Functionality - Required

For each of the following functions, indicate if the software recommended can accommodate these

functions or if third-party software add-ons are required. So long as the system is integrated and

appears seamless the use of third-party add ons is acceptable.

Content Management System (CMS)

The system must provide integrated content management. The generated code should be standards

compliant and should validate. It should allow the creation of new pages, and the uploading of images



and files. The client requires content management functionality. Specify if content can be restricted for

viewing by date and/or user group/category.

Database

The system must provide a database component that allows for a business and natural features

inventory. Reports would be generated from the data as well as display functions on web pages by

database classifications. Indicate whether the software to be used will house the data for the database

over the Internet versus in-house with the organization uploading to the website. Describe

import/export capabilities, e.g. Excel, SQL, other.

Reporting Functions

Indicate the types of reporting possible from the database. E.g. online, export to Excel, tourism product

inventory, etc. Specify what types of reports are provided and what GIS components are provided to

realize mapping of the listings.

Tourism Inventory

The system must provide an inventory of tourism businesses (listings). Users identified as the primary

contact for each business should be able to update their own listing. The system should provide reports

that categorize businesses based on administrative settings and the inventory data should have the

ability to be customized on a per-category and sub-category basis. E.g. Accommodation, Bed &

Breakfast (then further sub-sets such as Lakeview, pet-friendly, etc.).

User Management

The system must possess the ability to manage users and allow them to log in to the website through a

user name and password, including administrative functions, broadcast emails, and data export

capability, content updates, records management.

Security

The system must possess the ability to manage user access to the website and its components, including

audit trails, user access blocking, and function versus area access management. Describe the security

features of the system.

Search Capability

The system must provide a search function, by search word, groups of words and through a check box

system of top search criteria. E.g. Accommodation/Bed&Breakfast/Pet-friendly/etc.

Web Statistics

Comment on traffic stats and analysis. When specifying the statistics provided, distinguish between

integrated statistics and those provided by the web host or Google Analytics.

Branded Newsletters vs. Online New Centre Options

The system must supply a news feature which could be an integrated newsletter module that allows

custom design set-up and maintenance by the organization. Broadcast email ability must be linked to

the database and allow for customization by newsletter type and database categories. Indicate tracking

of the newsletter by recipient and links or sections. ALTERNATIVELY, consider a news centre section



that is web based and the content is created within the News Centre and the broadcast email is used to

direct recipients to the appropriate section of the website. Indicate RSS feeds for this section.

Broadcast Email Capability

Indicate the ability for instant broadcast email capability by categories and subcategories from the

database.

Social Media

Provide recommendations for social media components for the site and requirements for maintenance.

RSS Feed

Indicate the ability for RSS feed capability. Really Simple Syndication feeds create the ability to

subscribe to sections on the website.

Video Display

Describe options for video display and share capabilities. Options for video to appear on the website

and not displayed on an external site is required.

Image Bank Management

Images for content uploads need to be stored on the site. Indicate what options are available to upload,

store, view and retrieve images.

Internet Marketing Services

Indicate Internet marketing services and site optimization or whether these services may be provided by

a third party. Indicate the type of services included and estimated costs for enhanced services.

Website Functionality - Optional

Interactivity

Indicate the option for interactive components of the website including Forums, Polling, Chat,

Blogging and other areas where users contribute and interact.

Press Release Module - Optional

Indicate the option for a press release service that houses pre-determined contact information for key

media to expedite press releases.

eCommerce - Optional

Indicate the option for eCommerce. Specify what payment types are supported and if this is a shopping

cart and/or custom order form based system. Also specify if the eCommerce components automatically

integrate with the other components of the site and whether the software is third party e.g. Pay Pal.

Advertising Module - Optional

Indicate the option for advertising options that create designs in a set format (for placement).

Slide Show Capability - Optional

Indicate the option to create slide shows.



Trip Planner Module - Optional

Indicate the option of whether a trip-planner feature is possible, with sections of the website being

copied to a single page where the consumer can print the trip information they are interested in.

Indicate whether the user is required to log on to the site to access this feature.

Realtime Accommodation Availability - Optional

Indicate the option to track accommodation availability online, utilizing the database by date and

feature list, showing through a search feature what properties are available through search criteria.

Indicate whether this feature can include tours.

Online Reservation System Capability - Optional

Indicate the option of an online reservation system capability and whether this is an integrated

component or third-party software. Describe how this system would work and what is required by the

industry to support its function.

Other Optional Functions

Specify any functionality that will be provided by the system that has not been identified in the

proposal requirements. Include optional functionality that is available and, in your opinion, would

benefit the project, including mobile devices.

Website Components

The website will be completed based on a collaborative process between the organization and the

proponent, and may include a team of individuals. The following has been provided for consideration.

Indicate whether your firm will provide any or all services and your willingness to work with other

suppliers, as the organization may choose to combine the services of more than one firm.

Conceptual Development

The website needs to demonstrate industry standards for content and technology while fulfilling the

needs of the both the consumer and the client. Indicate how your firm will work to fulfill the objectives

and create a conceptual overview of the project including the site plan and the navigation. This would

be addressed in the Methodology section of the proposal.

System Requirements

Specify Information Technology requirements (if applicable) for all components of the proposal,

including:

High-speed internet connection required

Server operating system (s)

Server software (all required components and versions)

Recommended server hardware

Client operating systems support

Client web browser support

Client browser plug-ins and/or components required

Any client software required (e.g. ability to create PDF files)

Recommended client hardware



Software / Hardware

Existing

The organization would need to purchase or make use of existing limited resources to support the

system. E.g. PDF writer of some kind. The SVPS currently does not have an office environment and

online resources are ideally suited.

Your Proposed System Software

Indicate the type of software being used for the website and whether it is custom programming, retail

and/or a combination of third-party software integrated into your system, open source, etc. Compare

and contrast the main software options and indicate why your recommendation is most suitable.

Software Licensing/Usage rights

Describe in detail the license/subscription or other usage rights under which this system would be

provided. Identify any third-party components that would have specific/separate license requirements.

Specify in particular if the code can be modified after completion of the project and if the source code

is available and/or included, and if there is any extra cost. Indicate any ongoing fees related to the use

of the software. Indicate any updates to the software and what projected costs may be involved.

Software Upgrades

Indicate how the supplied software will be updated over time, and describe how updates are provided

and implemented along with their cost. Indicate whether basic upgrades are provided at no charge and

periodic upgrades for a fee.

Graphic Design

Indicate whether your firm is willing to work in collaboration with an independent graphic designer

and/or whether you supply graphic design services. Graphic design must extend to Responsive Design

for web and mobile applications.

Content Development

Content will need to be developed based on the unique selling proposition as identified in the branding

process and copy written and images styled according to EQ and Tourism BC Thompson Okanagan

branding guidelines.

Content Transfer

Currently there is no existing content that would transfer to the website, all content would be generated

for this project. References to existing sites include.

http://similkameencountry.org

http://similkameenwine.com

Database Design

The major categories and most subcategories of the database have been identified and will be provided

in Excel format. Refinement of categories is required as part of the conceptual development process in

preparation for the site map (content outline). Describe the database module, functionality and ability to

create sub-categories.

http://similkameencountry.org/

http://similkameenwine.com/



Sample:

Accommodations: Bed & Breakfast, Cabins & Cottages, Campground & RV park, Farm Stay, Hostel,

Hotel Motel, etc. Sub-categories: General attributes list, Price, Location, Rates, etc.

Training and Support

Training

Specify what training and documentation is included and estimate training requirements for this

system, including estimated times and cost.

Support

Indicate what support services are included with the system. Specify ongoing support and maintenance

options, including their cost. Identify any third-party components that would have specific/separate

support and maintenance arrangements.

Domain Name – Not required

The organization will be responsible for the domain name registration therefore no services are

required.

Website Hosting- Recommend

Recommend a hosting service that includes email forwarding features (e.g. info@domainname), other

services and costs. Break out site backup services from hosting services.

Website Backup - Recommend

The system should provide a facility with an off-site backup of both the database and all uploaded

content. Specify who provides this service and the cost. Indicate any risks associated with web-based

solutions and the location of the back-up server.

Content Maintenance

The organization will maintain the content based on a maintenance program identified as part of the

conceptual development and site-plan process. Provide any costs for maintenance program.

Periodic Website Design Updates - Optional

Over time, as part of the content maintenance process, new images and seasonal changes may be

reflected in the design pages of the main sections of the site. Indicate ongoing design services and their

costs.

Additional Information

Provide any additional information your firm thinks is relevant, that has not formed part of the RFP

content.

Resources and Support Files

Refer to the Request for Proposals for photographers re: imager bank and Tourism Marketing Project

Manager to understand the scope and deliverables of the team.




The following resources and documents will be provided to the proponent to assist in their research

with the project.

Expertise of Thompson Okanagan Tourism

Online resource of program history with Tourism BC and Thompson Okanagan Tourism

(private URL)

Community Tourism Foundations Tourism Plan – Similkameen Valley – June 2012

Image Bank EQ full document set

Draft inventory (Excel format) and unique features list

Database classification list

Regional maps

In Closing

Thank you for your interest in submitting a proposal. Proponents are encouraged to ask questions for

clarity of the project. The Request for Proposal is not intended to rule out innovation on the part of the

contractor. If contractors believe a more desirable end result can be achieved by deviating from specific

details, this should be outlined in the proposal. This will be reviewed with the contractors and finalized

prior to starting the project. Formal lines of communication and reporting schedules shall be

established to maintain a sufficient level of information exchange for decision making and successful

project completion.

request for proposal july 20th, 2012 community branding, image … · 2013-12-16 · request for...

Documents