J-\ 0Yl ~ ttlte-t1 K.Lt ~~ 1.-' ~5 PEL LIQUOR -~ ALCOOL I.-P-E. Request for Proposal Website Development June 23 J 2015 Closing Date: July 03,2015 Closing Time: 2 p.m. Noon (AST) Submit RFP Responses to: Ian Burge Manager, Procurement Services Second Floor South, Shaw Building 95 Rochford Street P.O. Box 2000, Charlottetown, PE CIA 7N8 General Inquiries: (902)368-4040 PEL LIQUOR -.1A-. ALCOOL T.-P.-E.
2 _Purpose of Request for Proposal; :. ;. ~ The PEl Liquor Control Commission (herein called PEl Liquor or PEILCC) requests proposals from interested and qualified bidders (herein called Proponents) for the redevelopment of the PEl Liquor website. Please refer to Scope of Work for detailed information regarding this project. '. ", Contents'., i 1.0 Overview of PEl Liquor 3 2.0 Scope ofwork 4 3.0 Terms & Conditions 6 4.0 Proposal Submission Requirements 8 5.0 Evaluation Criteria 10 6.0 Schedule of RFP Process 11 Appendices A: Proponent's Response Sheet 13 PEl LIQUOR _ ia _
3 '1.0 Overview of PEl Liquor, The Prince Edward Island Liquor Control Commission (PEILCC) is a crown corporation responsible for the administration of the PEl Liquor Control Act and Regulations, along with the purchase, control, and sale of all beverage alcohol in the province. 1.1 Mission Statement The PEILCC regulates the sale of beverage alcohol under the authority of the Liquor Control Act. It manages the distribution ofalcohol by: operating in a socially responsible manner; achieving the revenue goals of the Provincial Government; providing suppliers with controlled access to the marketplace on a fair basis from modern, attractive venues; encouraging responsibility and moderation in the consumption of beverage alcohol; and providing its employees with equality ofopportunity and increased training programs that assist in the individual's personal development and in the commission's overall customer service strategy. 1.2 Corporate Vision The Prince Edward Island Liquor Control Commission will be recognized as a truly superior retailer in Prince Edward Island. We will achieve this through quality products, modern technology and increased services. We will be the provincial leader in relationships with our partners, customers, and suppliers. We will always strive for the best possible value for our customers, staffand other stakeholders. 1.3 Corporate Values Moderation - We promote responsible use as a way oflife. Quality Service - We take pride in the quality ofour work. We strive for excellence in caring for our customers, suppliers and one another. Continuous Improvement - As a retailer, we welcome change. We are committed to continuous improvements to all our services. Integrity and Fairness - We take responsibility and are fully accountable for our actions, decisions and behaviour. We meet our commitments and obligations to co-workers, customers and business partners. We are open, honest and fair. Importance ofpeople - We are committed to fostering a positive workplace that builds teamwork and mutual respect and encourages individual development. Focus on Results - We are committed to getting the job done and improving our productivity levels. PEl LIQUOR -ia
4.: 2.0 Scope of Work, 2.1 Website Development Project Scope PEl Liquor requires the provision ofservices to design and develop an updated PEl Liquor website. 2.1.1 Mandates a. Language: The website is required in English only at this time; however please note the requirement to build on a platform that would allow language additions in a later phase. b. Mobile: Website must be mobile compatible (i.e. the new site design and layout should leverage responsive coding at standard breakpoints - desktop, tablet and mobile). c. Plat/arm/System: Website development must be open-source, preferably Wordpress based, and the platform must have the ability to import data from relevant external inventory systems in the form of CSV, XLS, etc. d. Hosting: Website hosting may be required. The successful proponent should have the ability to host the website in the event that this is deemed necessary by PEILCC. The hosting platform/environment will be determined based on the selected website solution. e. Policies: Please note the website will operate independently, and outside of specific provincial government policies and regulations. f. Budget: Project approach and scope to work within an overall (pre-tax) budget of $49,000. 2.1.2 Project Goal The overall goal of the website redevelopment project is to create a modern, userfriendly and primarily customer-focused website to help the PEILCC showcase the products offered to consumers, better communicate with its audiences and deliver on its corporate vision. The new website will not require e-commerce functionality but must have the ability to deliver a level of product detail that would include: product image; sale price; taste notes; and potential for accompanying drink and food recipes. Product information will come from Oracle Financials or other database containing items such as recipes for drinks and food. Audience prioritization for the new website will be as follows: 1. Consumers 2. Other stakeholders The Proponent is expected to deliver on this goal through all aspects from planning through development, as follows: PEl LIQUOR _ ra _
5 2.1.3 Planning & Strategy a. Audit ofcurrent website (www.peilcc.ca). competitive analysis and resulting insights and recommendations b. Determination of Project Objectives and Key Performance Indicators c. Development of Requirements Document to fully outline all website scope details and requirements d. Persona Development e. Preliminary Information Architecture (IA) f. Content Audit (against Goals & Objectives and Preliminary IA to determine requirements) 2.1.4 Development a. Finalization of Information Architecture b. Page Wireframing c. Creative Design d. Content Development (New & Existing Modifications) e. Front-End Development f. CMS Development and Integration g. Custom Programming as required h. Testing & Implementation i. Search Engine Optimization j. Training 2.1.5 Project Timeframe The work is anticipated to begin July 20,2015, with the new website launching November 09,2015. 2.2 Ongoing Maintenance Separate from the Website Development project is the opportunity to provide ongoing maintenance services, including: a. Analytics Review, Reporting and Recommendations b. Ongoing Search Engine Optimization c. Ongoing Content Development We invite Proponents to submit, in addition to and separate from the budget for the website development project outlined above, quotes for these ongoing maintenance services: as a monthly project fee for items 2.2.a and 2.2.b, and as hourly rates for 2.2.c. PEl LIQUOR _.i!j.-
6-3.0 Terms & Conditions \ 3.1 Terms & Conditions a. Any terms or conditions, which cannot be fulfilled, should be clearly stated in the proponent's submission. b. Proponent's financial stability will be assessed based on supporting evidence as supplied byyour financial institution. See 4.3.b for direction onwhereto include in proposal. c. The successful proponent shall not assign or sub contract any portion of its contract without the written consent of PEILCC. d. All documents, including proposals, submitted to PEILCC become the property of PEILCC. e. All plans, materials and electronic or digital files paid for by PEILCC are the property of PEILCC. f. The proponent shall treat the contract and all documents, drawings, specifications and information connected with this RFP as confidential and shall not disclose any information or documents acquired by it or its employees, agents or sub-contractors to any third parties, nor use, or copy the information, except as required to perform the proponent's obligations in fulfilling the terms of this contract. g. Submitted Proposals shall be valid for a period ofsixty (60) days following the RFP Closing Date. h. Any costs or damages incurred by a Proponent in preparing and submitting a response to this RFP, or arising from or in any way connected with this RFP shall be the responsibility ofthe Proponent. PEILCC will not be liable for any claims. i. This RFP and related RFP communications are an invitation only for Proponents to submit a Proposal for this project, and does not constitute a legal offer or agreement to purchase goods or services. PEILCC will have sole discretion to: i. accept any Proposal or reject any or all Proposals, as well as the right to accept or reject only part ofa Proposal; ii. accept any Proposal at any time, including without limitation, a Proposal that is received by PEILCC after the RFP Closing Date; iii. accept any Proposal it considers advantageous; iv. withdraw or modify this RFP in whole or in part at any time; v. waive any ofthe stated requirements set out in this RFP, or to request non-compliant Proponents to rectify any non-compliance within such time PEILCC may require; vi. use any or all concepts presented in any Proposal, whether the Proposal is accepted or rejected. PEL LlQUOR --ia
7 j. It is the Proponent's responsibility to inform itself of all aspects ofthe requested services and nature ofwork, as well as all requirements, terms and conditions outlined in this RFP. k. The Proponent shall indemnify and hold harmless PEILCC, its directors, employees, and agents from and against all actions, suits, claims, causes of action, demands, penalties, fines, costs and expenses including legal fees or other proceedings of any kind or nature directly or indirectly arising out of performance of the Work or Supply of Goods, including but not limited to personal injuries to anyone, breach or alleged breach of intellectual property laws, environmental non-compliance, product liability or property damage. \. The acceptance of the successful proponent's bid and the subsequent awarding of the contract contemplated by this document are subject to PEILCC's internal approval processes and approval ofbudgets. m. Upon receiving notification ofacceptance ofits proposal, the successful proponent will be required to sign the standard Services Agreement with PEILCC. No respondent will acquire any legal or equitable rights or privileges relative to the goods or services until such time as the Service Agreement has been fully executed. The contract will include the following provisions. 1. Registration with Workers Compensation Board of PEl 2. Indemnification 3. Registration to do business in PEl 4. Compliance with Laws 5. Insurance i. Comprehensive Automobile Liability Insurance: $1 million per occurrence ii. Comprehensive General Liability Insurance: $5 million per occurrence 3.2 Contract Duration The contract for website development ends at project completion. Maintenance services would be evaluated on an ongoing basis. Both website development and ongoing maintenance services will be subject to cancellation on 30 days written notice by either party with payment ofcosts to date being the only financial liability owing. PEl LIQUOR --ra--
8,4.0 Proposal Submission Requirements. ' < 4.1 Statement of Interest Proponents are to declare statement of interest in responding to this RFP by submitting a completed version of the Proponent's Response Sheet (Appendix A) by June 30. Form is to be submitted via email atcjadams@goy.pe.ca with subject line, 'Website RFP Response Sheet'. 4.2 Proposal Format Proposals will be received up to the stated Closing Date and Time (July 03,2015,2 pm), and may be submitted electronicallyor in printed form, notingthe following terms: a. Electronic submissions are to be formatted to 8.5" x 11" paper size printing and provided in Portable Document Format (PDF), with 'Website Development RFP Response' as email subject line, sent to the following email address: cjadams@gov.pe.ca. The PEILCC cannot guarantee its ability to receive email at all times up to the RFP Closing Time and Date, and Proponents submitting electronically do so at their own risk. b. Printed submissions can be sent by mail or by courier, contained in a sealed envelope with 'Website Development RFP Response' included on the label. Proponentassumes responsibility for delivery byclosing Date andtime. The shipping address is as follows: Procurement Services Second Floor South, Shaw Building 95 Rochford Street P.O. Box 2000, Charlottetown, PE CtA 7N8 c. Printed submissions maybe delivered in person to the following location. Please allow sufficient time to pass through the new security requirements for entry to the building. Procurement Services Second Floor South, Shaw Building 95 Rochford Street 4.3 Content Proposal submissions shall include, but not be limited to, the following: a. Authorization: The proposal must be signed by an authorized officer of the company. b. Company Background: Please provide an overview of the Company's (and all Subcontractors') business history, number ofyears in operation, membership/affiliation with professional associations, financial stability (with PEl LIQUOR _.r(a.-
9 third-party validation from financial institution), number of personnel employed, and any notable awards or recognition relating to website development and digital marketing. c. Company Qualifications & Experience: Provide in detail, the company's qualifications in the field of digital marketing and specifically website development. Also highlight past projects which demonstrate successful and reliable experience in projects similar or identical to the requirements of this RFP, completed within the past three years. Qualified Proponents are expected to demonstrate significant experience in website development, and note experience in digital media applications and various digital platforms (i.e. web, mobile, social media etc.). Lastly, also cite any relevantexperience in retail, liquor and crown corporation sectors. d. Client References: Please provide two client references with full contact information (name, title, address, telephone and email) and a summary ofthe relevant work/project completed. e. Project Team Qualifications and Experience: Proponents shall identify the names and job titles of key team members, along with their respective planned roles and responsibilities for this project. Identify project lead and main client contact. It is expected that team presented will be the team working throughout the project. Please note any subcontractors must also be profiled. Each person's information is to include education, professional development and training, related work experience, length of employment with Proponent, memberships/affiliations with professional associations, and any notable awards/recognition personally achieved in the field ofdigital marketing and website development. f. Project Approach: Provide detailed information regarding Proponent's proposed methodology to complete the work described in this RFP. Please also note any proposed technical specifications you would be working with (ex. platform used). In addition, Proponents should demonstrate their vision for how the website could be built upon in the future should new functionality be required (ex. adding languages, user profiling/direct marketing, e-commerce etc.). Proponents are to provide a clear, graphic work plan that outlines the steps, tasks and deliverables required to complete this project. Responsibilities of PEILCC vs Proponent are to be clearly identified where needed. Proponents are also invited to identify any challenges foreseen with this project and how they propose to address them through the Project Approach. g. Timeline: Schedule relating to steps outlined in Project Approach, indicating timelines for each step, and when approvals or meetings are required. h. Budget: Provide total cost to complete the scope ofwork described in this RFP, and breaking down the costs for all fees vs. disbursements as well as any required subcontractor costs. Tax to be included as a separate line item as well. Pricing to include all costs, including travel and related expenses. PEL LIQUOR --'/A._-
10 ',. ~. 5.Q. Evaluation Criteria. ~. Evaluation Criteria CqmllanltBackg[ound! Company Qualifications and Exp-erience Clien.tR-mren~. '., ',' Pro'ect Team Qualifications and Exp-erience Project ARproac Timeline Budget Total Mandato Re uirements Checklist Pro~osal submittedton tim~f,.iis1f,~~~~~~~~~~~~~~~~iitoi~t~ Proponent's Response Sheet p-rovided...;p:..;r:..:o:.ep;.::o=sal=.::s::ligp:a:::::e;.:d~ti;"t)~-='a:.;:u:.=th::.;:o~~:.=. ::.::e~o:.::.m:::c::;::e:.::.m;::~:::~~~~~f!::::!:~~-=-..;:;:...::;...;i~~~~]).:, 6.0 Schedule of RFP Process- The following indicates intended milestone dates for this RFP process, which may be modified by the PEILCC at its own discretion. RFP Milestone Date Releas"elof\REe 1 -- 1 o-ciidi"eif... os,,~ una 23 to:tlr ~s'. '. "'01.~.,...~...-.---...~..._..._,r.,... ~.0'..-..'\;;..._...,...-...... ~ J~.._... ~..~._. :;,,11\ ~ Deadline for submitting Proponent Response Sheet June 30, 2015 ~.:b.1r{c!lmit9a~cm~bfjmmm~{@~~}lq~,~i1[~ Proposal evaluation Week ofjuly' 03,2015 ]l~imr~~miffi1)'ij'ft~9._~~~~i Contract negotiations completion date July 13, 2015 PEL LIQUOR --ra _
11 7.0 Contact Information I For questions or clarification on the terms of the RFP please contact the PEILLC directly: Carl Adams CFO PEILCC cjadams@gov.pe.ca 902-368-5718 PEL LIQUOR -ra
12 Appendices PEL LIQUOR ~_ ia~-
Request for Proposal - Website Development 13, Appendix A: Proponent's Response Sheet Proponent Name: Address: Main Telephone #: Website: Contact Person: Title: Email Address: Telephone #: Authorized Signature: Date: PEl LIQUOR -_ cta _