Website Reconstruction RFP

REQUEST FOR PROPOSALS (RFP) - WEBSITE REDESIGN General Purpose: Women in Film and Television - Atlantic (WIFT-AT) is seeking a complete overhaul and rebuild of our current website, and improved integration with our membership database system and social media platforms. WIFT-AT has initiated a Request for Proposal (RFP) process to find a vendor qualified to construct and design a new website for the organization.


The following RFP includes a background of our organization and describes the purpose of the redesign, its desired functionality, and an outline for project proposals.


How to apply: All proposals should be received by 5:00 P.M. AST on Monday, March 1, 2021. Please submit your proposal in a single PDF by email to info@wift-at.com with the subject: “WIFT-AT Website Design Proposal”. Questions related to this RFP can be directed to Jayde Tynes at info@wift-at.com.


Background: Founded in 2009, Women in Film & Television - Atlantic (WIFT-AT) is a non-profit professional association that advances the careers of women and all people facing gender-based oppression working in screen-based media based in Atlantic Canada. Our mission is to celebrate, grow, and leverage the skills, talents, and potential of our 220+ members across Canada’s four easternmost provinces: Nova Scotia, New Brunswick, Prince Edward Island, and Newfoundland and Labrador. Primary Website Audiences: ● WIFT-AT members and potential WIFT-AT members ● Film and television industry organizations ● Sponsors and potential sponsors ● Journalists New Website Objectives: Our primary objective for our website is to inform and engage our audience. The website should make it easy for website visitors to find resources and information about our programming. Project Overview: Our goal with this project is to not only improve functionality, database/platform integration, and navigation, but for its design to best reflect our values as a welcoming and inclusive organization. It is important for the website to utilize best practices in accessibility and UX. The website also must be mobile-friendly. Currently, our website platform is WIX and the web host is GoDaddy. However, as the organization has grown over its 10-year history, we feel the WIX platform is no longer able to perform to our standards or allow us to achieve the level of integration we desire. Important to note: our organization uses Wild Apricot, a membership management software. Demonstrated experience with this database and integration into websites will be viewed favourably. We also desire a more robust and active “Members Only” area using Wild Apricot, bringing more value to our members. WIFT-AT had a brand refresh in 2020 and it is important that the new website align with the organization’s new visual identity. The website overhaul will include importing applicable content from WIFT-AT’s current website as well as new content development. As such, you will be working closely with the communications team and consultants as we develop the new material in collaboration with the successful designer. Work, including training, must be completed by June 15, 2021. Scope of Work: ● Consultation with committee members and stakeholders on desired site roadmap, content architecture (how the menus are structured, how the pages are nested), visual design, UX design, etc. ● Content development in collaboration with key team members. ● Designing and constructing the website, including membership database integration, programming calendar integration, social media and video integration and archives, photo carousels, event highlights, etc. ● Conducting environmental scan and making recommendations for web platforms, analytics reporting, SEO/SEM, and other technical backend needs. ● Provide guidance to staff and board members on how to use the new website. Project Timeline: RFP Sent: February 2, 2021 Responses Due: March 1, 2021 at 5:00 P.M. AST Winner Selected and Contacted: March 10th, 2021 Project Kick-off: Immediately New Website Launch Date: June 15, 2021. Project Budget: Women in Film and Television - Atlantic’s budget for this project is $8,000.00 up to $15,000.00 CAD.


Proposal Requirements: Proposals must address each of the following areas: 1. Qualifications · Statement indicating an understanding of the needs of WIFT-AT and demonstrated ability of the proposed team to meet them. Please highlight understanding of UX and accessibility best practices, technical recommendations, any experience with Wild Apricot or other membership database software, and experience working with non-profits, volunteer boards, or other similar organizations. 2. Service Team · Names of the core service team and relevant experience. 3. Portfolio · Please provide samples of previous works, including active website links. 4. Approach · Describe your design strategy, including up-front consultation with key stakeholders, plan for content development, and regular reporting to the Communications Committee. 5. Timeline · Include timeline of proposed activities/milestones for completion of the project by June 15, 2021. 6. Additional Services or Firm Differentiators · Description of other services or differentiators of interest to WIFT-AT. 7. Fees · Competitive fee quote to completion of the proposed design services. · Please provide and breakdown of the total budget, including payment schedule as it relates to project milestones. · Please include HST, if applicable. 8. References · Provide contact information for at least three references that are current or former clients (within the last two years) that have used the services. All proposals should be received by 5:00 P.M. AST on Monday, March 1, 2021. Please submit your proposal in a single PDF by email to info@wift-at.com with the subject: “WIFT-AT Website Design Proposal”. Thank you for your interest in responding to this RFP for a proposal for our new website. We look forward to your response.


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