Kicking Horse Country Chamber of Commerce Website Redesign RFP # Released by: Opening Date: April 13, 2017 Closing Date: May 19, 2017

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1 Kicking Horse Country Chamber of Commerce Website Redesign RFP # Released by: Ruth Hamilton KHCCC Executive Director Opening Date: April 13, 2017 Closing Date: May 19, 2017 ~ 4:00 pm Table of Contents Title and Reference Number of RFP A. Definitions B. Introduction C. General Objectives D. Proposal Requirements E. General RFP Policies and Procedures F. Terms and Conditions G. Appendices Affidavit and Signature Page A. Definitions Agreement means the document executed by the Kicking Horse Country Chamber of Commerce or KHCCC and the Contractor containing the terms and conditions governing the website project, including any Appendices as it or they may be amended or supplemented from time to time. Contractor or a pronoun in place thereof means the Seller selected by the KHCCC, and upon execution of the Agreement; will complete the Work as per the terms and conditions agreed upon. Respondent means a vendor that the KHCCC have invited to submit a response to its Request for Proposal titled Website Project; Respondents means every Respondent. Subcontractor means a person, partnership, or company undertaking the execution of a part of the Work by virtue of an agreement between himself/herself and the Contractor, and who has independent control over and who is paid either by a lump sum or by stated unit prices for the Work to be done under such agreement. Work means the work undertaken by the Contractor and its Subcontractors pursuant to the provisions of the Agreement. Work includes (i) all labour, materials, equipment, services and any other items used by the Contractor or its Subcontractors in the prosecution of the Agreement and (ii) all related items which are required by the Contractor and its Subcontractors which are necessary for the Website and/or any part thereof to function in accordance with all applicable laws and permits, and provide the building components required pursuant to the Agreement. B. Introduction Purpose: Kicking Horse Country Chamber of Commerce (KHCCC ) mission is; Kicking Horse Country Chamber of Commerce "Helping Business Thrive. Vision Kicking Horse Country is rapidly changing and has potential for immense growth providing many diverse business opportunities. The Kicking Horse Country Chamber of Commerce works to grow the local economy, to serve as a voice for business and to deliver value in order to ignite success for the members of the Kicking Horse Country Chamber of Commerce. 1) The KHCCC s existing website, has been identified as a need for an updating. As a not-forprofit organization, the KHCCC s goal is to end up with a professional, well built website, at a fair and reasonable price. It is the intent of the RFP to obtain proposals from the required technical organizations and/or people in order to build a notfor-profit website. 2) Overview: This RFP covers the framework for submission of specific proposals by web design firms for a not-for-profit website with approximately 15 web pages using a website content management system (WCMS). The KHCCC is happy with an off the shelf website that can be customized to meet our needs. Along with the site set up and content inclusion, a

2 training and support should be included for the Executive Director and select KHCCC user group (all non-technical administrators). Ongoing upgrades & support costs with hourly rate should be included in the additional notes. The requirements for the new website include: 1) Design of KHCCC -branded page template.- Note the KHCCC is not planning a full re-branding, however open to creative idea's on improving the KHCCC image and tie in with the local community partners. 2) Integration of approximately 15 pages of content (content supplied by KHCCC). 3) Contact us page with spam filter. 4) Online community calendar skinned for website or a hosted alternative skinned for the new KHCCC web site; KHCCC currently uses Calendar Wiz calendar of events. 5) This website should focus on driving business to the businesses of Golden and encourage them to become a member of the KHCCC. 6) Enhance the existing Search Engine Optimization. 7) "Creative" ability to sell advertising space and enhanced listing to assist in cost recovery. 8) Web hosting, domain registration, and hosting proposals can be included in addition to the website proposal. This will allow the KHCCC to determine if it makes sense to maintain their existing relationships or move to a one stop shop. 8) Ability to post custom newsletters through a CMS as used now or a similar product with automatic mobile, tablet, desktop recognition. The news item is to be displayed on the website for later review/ event advertising and the ability to share on social media. 9) Online system for setup of new memberships, with a possible online payment option, we are currently using the book keeping system Quick Books Online. 10) Automatic mobile, tablet, desktop recognition with the website displayed accordingly to the devices used. 11) Social media presence and integration 3) General Expectations: It is expected that the proposals from the various designers/techs will each contain a detailed breakdown of all work to be done in their defined area as well as the associated cost of the required work. There is an expectation that all contracted work in each of the trade/technology areas will be done professionally and according to the appropriate specifications. C. General Objectives Objectives: The general objectives are listed in this section. To increase revenue generation through enhanced membership listings To increase revenue generation through home page advertising Improve user experience with easier navigation Automatic recognition of all forms of user devices and website to function accordingly ( mobile, tablet, desktop) Improve current Website Search engine optimization (SEO). More pages visited and longer stays. Increased visit to members pages D. Proposal Requirements This section can potentially include any information related to the requirements of the solution being requested by the RFP, such as: 1) Introduction: It is to the Respondent s advantage to provide information for each requested requirement in a clear and concise manner that will allow the KHCCC the opportunity to fully understand and evaluate what the Respondent is offering for a given area/task. In order to effectively and efficiently evaluate proposals, Respondents are required to structure their Proposal in the format given in Section D. 2) below.

3 2) Proposal Submission Format and Structure: The format for the proposal submission is detailed in this section. Executive Summary: Give a brief description of the Respondent s understanding of the Scope of Work for their given trade area. Corporate Profile: Provide a brief description of the Respondent s company, including information on its history, number of years in business, examples of work undertaken in the last two years (portfolio), number of employees (broken down by skill types), and references from previous contracts. Work Being Proposed: Give a detailed breakdown of the specific trade tech work being proposed, along with the time required for the work and the corresponding charges. Indicate your ability to meet the draft schedule (as attached to this RFP). Assigned Staff and Supervisor: Identify the staff who will be assigned to do this proposed work, indicate the details for communication and contact methods for these people. Quality Procedures: Identify what measures will be taken to ensure the quality of the work being done and the process for coordination of inspections of end results. Warranty Information: Indicate the warranty period for the work and method for resolving any issues with the work results. Payments: Identify the method and timing of payment for the contracted work. 3) Budget Overview: Total project budget is $ and proposals need to be presented with a financial break down on the key elements of the project. Please include any additional upgrade options and costs that you would recommend beyond the budget, whether they need to be completed immediately or at a later date. E. General RFP Policies and Procedures This section documents any policies and procedures related to the RFP itself. 1) RFP Schedule of Events: The following schedule will be followed (as of the date this RFP was received): April 13, 2017: Release of the RFP April 13 May 19, 2017: Preparation of submissions by each design/tech firm. May 19, :00PM: All submissions to be received by the KHCCC. May 23 May 31, 2017: Evaluation of proposals by the KHCCC. June 1, 2017: Finalize tentative contract with chosen company. September 15, 2017: As funding permits work to begin as per schedule in contracts. October 15, 2017: First draft of website available for committee viewing October 21, 2017: Start up view of website at Business Excellence Awards with examples enhanced options & advertising November 1, 2017: Soft launch of website November 15, 2017: Official launch of website 2) Clarification: If additional information is needed to interpret the RFP requirements, written questions will be accepted by the Executive Director. KHCCC PO Box 1320 Golden, BC V0A 1H0 Phone: ruth@goldenchamber.bc.ca 3) Acceptance of Proposal Content: The submission of a proposal shall be considered as a representation that the prospective seller has carefully investigated all conditions that affect, or may at some future date, affect the performance of the services covered by this RFP; the entire area to be serviced as described in the technical specifications and other documents; and that the prospective seller is fully informed concerning conditions to be encountered, the character, quality and quantity of work to be performed and the materials to be supplied. 4) Proposal Submission: Respondents mailing their submissions must allow sufficient time to insure delivery by the date specified. Responses which are not submitted on time will not be considered and will be returned unopened.

4 All submission packages must be ed to: Each submission package shall contain the following: Signed and completed cover sheet as provided at the end of this RFP The Respondent s proposal with detailed and confirmed pricing Notice of any limitations or restrictions to proposal 5) Award Process and Evaluation Criteria: All submission packages will be evaluated on the following key criteria: Submission of proposal no later than the due date stated. Clarity of contents within the proposal, showing strong evidence that all work required is confirmed and priced. Validated references with evidence of viewable quality work; preference will be given to work that is leading-edge, has been completed within the last two years and has stood the test of time. Competitive pricing on work proposed and not-for-profit prices quoted. Clear breakdown (effort and price) of work being proposed; large amount figures in either effort or price will not be accepted in the winning proposal; specific validation and/or confirmation, with necessary additions, against the attached Statement of Work will be positively received. The funding for the website is dependent on funding, start & finish time may need to be adjusted 7) Contents of Proposal: Evaluation and selection of proposals, as well as subsequent negotiations, will be based on the information called for in this RFP. Brochures or other promotional presentations beyond that sufficient to present a complete and effective proposal are not desired. Elaborate art work, expensive paper and visuals are not necessary. All submissions must be clear and readable. F. Terms and Conditions 1) Introduction: It is the responsibility of the Respondent to familiarize themselves with all identified terms and conditions of this RFP prior to submission of a proposal. 2) Compliance with the Laws: All proposed products, services and results must comply with applicable laws, safety and design codes and standards in Canada. 3) Purchasing Office: This Request for Proposal (herein called RFP) is issued on behalf of the KHCCC, which is the sole point of contact during the procurement process and subsequent work. 4) Contracting Agency: The contract resulting from this request for proposal will be administered by the KHCCC. The contract administrator will be the Executive Director. 5) Contract Terms: Anticipated start-up date and length of the contract including any option for renewal (see below also). 6) Renewals and Extensions: The terms and provision for renewal or extension must be included in the original specifications and contract document. The difference between renewal and extension should be Described. The material on renewal should contain a clause subject to availability of funds. 7) Response: The detailed requirements set forth in sections D. 2) and D. 3) are mandatory. Failure by a prospective seller to respond to a specific requirement may result in disqualification. The KHCCC reserves the right to accept any or reject all proposals. 8) Deviations and Exceptions: Deviations and exceptions from terms, conditions or specifications shall be described fully on the prospective seller letterhead. In the absence of such statement, the proposal shall be accepted in strict compliance with all terms, conditions and specifications. 9) Seller Cost: The KHCCC is not liable for any cost incurred by the prospective seller in responding to this request for proposal. 10) Proprietary Information: If responders require any restrictions on the use of data contained in their responses, these restrictions must be stated clearly in the submission. Any information identified as proprietary information will be handled in accordance with applicable laws and regulations. 11) Insurance Responsibility: All contractors and their workers who are engaged to perform the agreed upon activities must show evidence they have the required Employment Insurance and Work Safe BC coverage in place. They will also need to have public liability and property damage coverage. 12) Prices: All prices, costs and conditions shall remain firm and valid for a 180-day period commencing on closing date.

5 13) References: The prospective seller shall include in their response a list of organizations with the name of a contact person who can be used as a reference for performance of similar products, services or results. 14) Bid and Performance bonds: All contractors shall show evidence that they have a current performance bond in place equal to or greater than the amount of the negotiated contract if they are successful in the award. 15) Copyright Infringement: None of the installations and work shall infringe on any valid patent or violate and copyright. 16) Taxes: All required TAXES should be included in the quote. 17) Other Terms and Conditions: Target date of September 15, 2017 for the website project is subject to funding. Specific contract dates anticipated for each milestone can be found in the draft schedule above. These dates are subject to confirmation during actual contract negotiations. G. Appendices Refer to the following attachments to assist you in your response: 1) Website Content Example: Refer to the present website and additional websites Affidavit and Signature Page: Please attach this completed form as the cover sheet for your proposal. Kicking Horse Country Chamber of Commerce Website Redesign RFP # Release by: Ruth Hamilton KHCCC Executive Director Opening Date: Monday, May 1, 2017 Closing Date: Friday, May 19, 2017 ~ 400PM Respondent Date of Submission The undersigned wishes to make a formal submission for the RFP named above. The Authorized Signature below signifies agreement with the Terms and Conditions laid out in the said RFP. All information contained in the submission from the undersigned is believed to be true and correct as of the time of submission. If anything should cause a change to the information contained herein, the undersigned will communicate these changes in writing within one week of the change. Company Name Street Address City Postal Code Contact Name Authorized Signature _ Telephone Number Address

6 These are some Chamber websites we reviewed, none were perfect but we made notes. Bow Valley Chamber Brand new site and organization I like the lay out. The Category Select sidebar is handy. Edmonton Chamber Good use of ads and member directory is easy to use. Could be better by only being able to select one category at a time. Directory is easier than others to find, has ads Lethbridge Chamber Vernon Chamber Scrolling list of new members and events. Clean look, links to the chambers social media sites. Uses ads minimally. Has few ads. These are Chambermaster websites and would cost us $270 us per month to participate. Tulsa Chamber Clean look of the front page, difficult member directory but attractive colours and like the look of the menus. Might have ads. Cranbrook Chamber Best member directory, clean look, very easy to find membership listing, no ads Kimberley Chamber of Commerce Clean look, okay membership guide, easy to find, has ads Columbia Valley This is not a chamber website but we like the layout of the business directory and the look of the enhanced version listing vs the free listing.