GOVERNMENT COMMUNICATIONS

AND PUBLIC ENGAGEMENT

REQUEST FOR STANDING OFFER

Website Solutions &
Web Design Services
REQUEST FOR STANDING OFFER NO. ON-002094

Issue date:
MAY 30, 2011

Closing location:
MAIL ONLY:
Purchasing Services Branch
P.O. Box 9476, Stn. Prov. Gov’t.
Victoria, B.C. V8W 9W6
Attention: Cheryl Akey
COURIER/BY HAND:
Purchasing Services Branch
c/o 2nd Floor 563 Superior Street
Victoria, B.C. V8V 1T7
Attention: Cheryl Akey

Closing date and time:

A. Three (3) complete paper copies and 1 electronic copy on CD (MS Word format) of
each Response must be received before 2:00 PM Pacific Time on June 28, 2011
OR
B. If electronic delivery on BC Bid is the delivery method selected, one complete
electronic Response must be received before 2:00 PM Pacific Time on June 28,
2011 in accordance with BC Bid instructions. Only pre-authorized e-bidders
registered on BC Bid can submit an electronic Response.

Contact person:
Cheryl Akey, Procurement Specialist
Fax: (250) 387-7309
purchasing@gov.bc.ca
 TABLE OF CONTENTS

1.0   SUMMARY OF THE REQUIREMENT...............................................................................4  

2.0   REQUEST FOR STANDING OFFER PROCESS ................................................................6  
3.0   RESPONSE PREPARATION ...............................................................................................8  
4.0   ADDITIONAL REQUEST FOR STANDING OFFER TERMS ..........................................9  
5.0   SAMPLE STANDING OFFER .............................................................................................9  
6.0   MINISTRY/SITUATION OVERVIEW ................................................................................9  
7.0   EVALUATION CRITERIA ................................................................................................15  
8.0   RESPONSE SECTION ........................................................................................................17  
APPENDIX A: RESPONSE COVERING LETTER  
APPENDIX B: RESPONDENT SUMMARY  
APPENDIX C: SAMPLE STANDING OFFER  

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1.0 SUMMARY OF THE REQUIREMENT

Government Communications and Public Engagement (GCPE) invites interested firms to

submit responses for the provision of Website Solutions and Web Design Services.

The purpose of this Request for Standing Offer (RSO) is to select organizations to supply
website solutions and web design services to GCPE on an as needed basis.

These services may include, but are not limited to development of websites or other web-
based applications from conception to implementation and to support all of the services,
functionality and components associated with the sites, and providing leading edge website
solutions, which includes complete website services, new media solutions, and web operations
and hosting services.

The term of the Standing Offer will be for two (2) years with an option to renew for two (2)
additional one year terms at the sole discretion of GCPE. The agreement may be subject to an
annual performance review.

Successful Respondents will supply the Services on an as, if and when requested basis. GCPE
anticipates issuing multiple Standing Offers for these Services.

Offerors with a valid Standing Offer (as defined in this RSO) will be selected for each
Contract using the following process:
• Specifics regarding the project or assignment will be sent to one or more Offeror(s), at
the discretion of GCPE. The criteria for selecting an Offeror(s) will vary, depending
upon the requirements of the applicable project or task and could involve requiring an
Offeror to have a certain demonstrated experience and proficiency level in one or more
service areas depending on the specific requirements of the project or assignment;
• The Offeror(s) will provide a completed work order outlining the work effort and
costing of the project (costing to be based on the rates included in the Standing Offer);
• A drawdown will be issued to the Offeror proposing the best solution (i.e. lowest price,
availability, etc.), subject to satisfactory performance during the term of the Standing
Offer. Note that GCPE may not necessarily select the Offeror offering the lowest
price, and may also review the qualifications or other criteria required for a specific
project.

The establishment of Standing Offers is intended on simplifying the contracting process for
both GCPE and vendors, and enable GCPE to access services in a timely manner.
REQUEST FOR STANDING OFFER TERMINOLOGY

Throughout this Request for Standing Offer, terminology is used as follows:

a) "Client" will mean GCPE client;
b) “CMS” means Content Management System;
c) "Contract" means the Contract entered into by the Offeror and the Ministry (GCPE) by
means of the written draw-down against the Standing Offer, for the provision of a
specified quantity of the Service set out on the Draw Down Form, for the prices set out in
the Standing Offer, and which is on the terms and conditions set out in the Province’s
General Services Agreement, a copy of which may be found at
http://www.pss.gov.bc.ca/psb/gsa/gsa_index.html and Schedules A to G (refer to
Schedule G of the Province’s IT Service Contract). The Contract is formed on receipt of
the Draw Down Form;
d) "Contractor" means the Offeror who is in receipt of a Draw Down Form requesting supply
of a portion of the Service from the Standing Offer;
e) "Draw Down Form" means any form of the Ministry that lists the Service set out in the
Standing Offer and is sent to the Offeror;
f) "Ministry" means Government Communications and Public Engagement of the Ministry
of Labour, Citizen Services and Open Government;
g) "must", "mandatory" or "required" means a requirement that must be met in order for a
Standing Offer to receive consideration;
h) "Offeror" means the offeror who is successful in response to this Request for Standing
Offer;
i) “GCPE” means Government Communications and Public Engagement;
j) "Province" means Her Majesty the Queen in Right of the Province of British Columbia
and includes the Purchasing Services and the Ministry;
k) "Purchasing Services" means the Purchasing Services Branch (PSB) within the Shared
Services division of the Ministry of Labour, Citizen Services and Open Government;
l) "Respondent" means an individual or a company that submits, or intends to submit, a
response to this "Request for Standing Offer (RSO)";
m) “RSO” means Request for Standing Offer;
n) "Service(s)" means a range of Website Solutions and Web Design Services;
o) "should" or "desirable" means a requirement having a significant degree of importance to
the objectives of the Request for Standing Offer;
p) "Standing Offer" means an Offeror’s offer to provide the Service at pre-arranged prices, is
issued by the Offeror to the Ministry on the basis of a response to this Request for
Standing Offer and in a form acceptable to the Ministry; and

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q) “Web 2.0” means the website solutions and website design services described in this
RSO;

2.0 REQUEST FOR STANDING OFFER PROCESS

2.1 STANDING OFFER EXPLANATION

A Request for Standing Offer is issued to solicit responses from suppliers. The
responses are evaluated and the supplier(s) with the best responses are issued a
Standing Offer to be signed and submitted to the Province. The Standing Offer is an
offer from the potential supplier to sell goods and services to the Province as, if and
when requested. When a supplier signs a Standing Offer, that entity (the "Offeror") is
offering to provide certain products or services at specified prices over a specified
period of time. If and when the Province makes a draw-down against that Standing
Offer, only then does the Offeror have a Contract for the amount drawn down or
ordered.

2.2 CONTRACTUAL OBLIGATION

There is no contractual obligation on either party until a draw-down is made. The
Standing Offer lays out the terms of the offer, including the terms and conditions that
will govern any subsequent draw-downs. A Standing Offer is not a contract and an
Offeror may withdraw a Standing Offer by notification to the Province or the Province
may set aside a Standing Offer at any time. However, all draw-downs received by an
Offeror prior to withdrawing are legally binding and must be honoured. No Offeror
will acquire any legal or equitable rights or privileges relative to the goods or services
until the Draw Down Form is received. The terms and conditions laid out in the
Standing Offer will apply to the draw-down. A separate contract is created into each
time a draw-down is made against a Standing Offer.

2.3 ACCEPTANCE OF STANDING OFFERS

a) This Request for Standing Offer is not an agreement to purchase goods or services.
The Province is not bound to accept the lowest priced or any response of those
submitted. Responses will be assessed in light of the evaluation criteria described
in Section 7. The Province will be under no obligation to receive further
information, whether written or oral, from any Respondents.

b) Neither acceptance of a response nor receipt of a Standing Offer will constitute

approval of any activity or development contemplated in any Standing Offer that
requires any approval, permit or license pursuant to any federal, provincial,
regional district or municipal statute, regulation or by-law.

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2.4 ADDITIONAL INFORMATION
Subsequent information regarding this Request for Standing Offers will only be posted
on the BC Bid Website (www.bcbid.ca).

Respondents are strongly encouraged to select "Send Me Amendments" that is

included as an option on the Opportunity Notice published on BC Bid(r) for this RSO.
By selecting this option a registered Respondent will be automatically notified of any
amendment that may be issued. Respondents that are not registered with BC Bid(r)
may register by selecting Start your e-Service, Supplier Registration on the BC Bid(r)
home page.

2.5 ENQUIRIES
All enquiries related to this Request for Standing Offer are to be directed, in writing, to
the following person. Information obtained from any other source is not official and
should not be relied upon.

Purchasing Services Branch

2nd Floor, 563 Superior Street
PO Box 9476 STN PROV GOVT
Victoria, BC, V8W 9W6
Contact Person: Cheryl Akey
Fax #: (250) 387-7309
Email: purchasing@gov.bc.ca

2.6 CLOSING DATE

Three (3) complete paper copies plus 1 electronic copy on CD (MS Word format) of
each Response must be received before 2:00 p.m., Pacific Time, on June 28, 2011 at:

MAIL ONLY: COURIER/BY HAND:

Purchasing Services Branch Purchasing Services Branch
Box 9476, Stn. Prov. Govt. c/o 2nd Floor 563 Superior Street
Victoria, B.C. V8W 9W6 Victoria, B.C. V8V 1T7

OR

One complete electronic proposal must be received in accordance with BC Bid

instructions for e-bidding. Only pre-authorized e-bidders registered on the BC Bid
system can submit electronic bids.

Responses will not be accepted by facsimile or email. All responses should be clearly
marked with the name and address of the Respondent, the RSO number, and the
project or program title.

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2.7 LATE RESPONSES
Late responses will not be accepted and may be returned to the Respondent.

2.8 EVALUATION AND SELECTION

The evaluation committee will check responses against the mandatory criteria.
Responses not meeting all mandatory criteria will be rejected without further
consideration. Responses that meet the mandatory requirements will be evaluated on
criteria outlined in Section 7.2.

3.0 RESPONSE PREPARATION

3.1 SIGNED RESPONSES

The Response must include a cover letter substantially similar to the cover letter set
out in Appendix A and the cover letter must be signed by a person authorized to sign
on behalf of the Respondent.

If the Response is submitted electronically on BC Bid, the Response must be submitted

by a person authorized to submit the Response on BC Bid and to use the Respondent’s
e-bidding key as signature on behalf of the Respondent.

3.2 CHANGES TO OFFER WORDING

The Respondent will not change the wording or pricing of its response after closing
and no words or comments will be added to the response unless requested by the
Province for purposes of clarification.

3.3 WORKING LANGUAGE OF THE PROVINCE

The working language of the Province of British Columbia is English and all responses
to this Request for Standing Offer must be in English.

3.4 RESPONDENTS’ EXPENSES

Respondents are solely responsible for their own expenses in preparing a response and
for subsequent negotiations with the Province, if any, and the Province will not be
liable to any Respondents or Offerors for any claims arising from this Request for
Standing Offers.

3.5 CURRENCY AND TAXES

Prices quoted are to be:
a) in Canadian dollars;
b) inclusive of duty, where applicable;

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 c) FOB destination, delivery charges included where applicable; and
d) exclusive of applicable taxes.

4.0 ADDITIONAL REQUEST FOR STANDING OFFER TERMS

4.1 MODIFICATION OF TERMS

The Province might modify the terms of the Request for Standing Offer at any time at
its sole discretion, including cancelling this Request for Standing Offer at any time.

4.2 OWNERSHIP OF OFFERS AND FREEDOM OF INFORMATION

All documents, including responses and Standing Offers submitted to the Province
become the property of the Province. They will be received and held in confidence by
the Province, subject to the provisions of the Freedom of Information and Protection
of Privacy Act.

4.3 SUB-CONTRACTING
Sub-contracting for specialized services is permissible with the prior approval of
GCPE; however, sub-contractors cannot be wholly owned or partially owned by the
contractor. In cases where the Contractor has subsidiaries, partially or wholly owned,
services provided by these subsidiaries will bill according to contracted rates.

5.0 SAMPLE STANDING OFFER

Offerors will be requested to sign a Standing Offer similar to the sample attached as
Appendix C. At the conclusion of the evaluation, Offerors deemed successful will be
provided a copy of the Standing Offer, prepared using the sample and the contents of
their response. Offers will be required to review and confirm that the standing Offer
accurately reflects their response, sign and return a copy to the Purchasing Services
Branch at the address identified. Only then will the Standing Offer be considered valid
and capable of being drawn down from.

6.0 MINISTRY/SITUATION OVERVIEW

6.1 OVERVIEW
Government Communications and Public Engagement (GCPE) ensures that
information about government programs and services is accessible to British
Columbians. GCPE also has the responsibility for leading and co-ordinating
communications with internal and external stakeholders.

Government Communications and Public Engagement provides the following services:

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 • co-ordinating cross-government initiatives;
• communications research;
• strategic communications planning and advice;
• issues management;
• media relations and media monitoring;
• event planning and event management;
• writing and editorial services;
• graphic design;
• advertising and marketing;
• online communications services and management of web content;
• distributing news releases and backgrounders; and
• technical support to the Press Theatre in the Legislature.

6.2 TERM OF STANDING OFFER

This Standing Offer is anticipated to start at date of receipt of the Standing Offer and
expire after two years. Offerors will be provided an option to renew, at the sole
discretion of the Province, for up to two (2) additional one (1) one-year terms. Offerors
will be provided an option to upgrade their rates at each renewal point.

6.3 REQUIREMENTS
The following requirements for this Standing Offer relating to the Services to be
provided are described in detail throughout this section.

Offerors will work with GCPE on an as, if and when requested basis on specific
projects.

6.3.1 WEB 2.0 SERVICES

The Contractor will provide, but not be limited to, the following Web Solutions and Web
Design Services:
• strategic planning, based on GCPE-developed marketing briefs;
• website research (including surveys of customers of Ministry websites and
comparative analyses of other websites);
• project management;
• business analysis requirements gathering and documentation;
• creative advice;
• converting and applying creative concepts developed by the Contractor and/or
GCPE into:

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  online ads;
 social media (blogs, Twitter, Facebook pages, etc.);
 Mashups (e.g. Google Maps & Facebook for apps);
 iPad, smart phone and mobile applications;
 web applications; and
 websites, web pages and/or specific areas of web pages;
• website development:
 graphic design;
 writing services;
 branding;
 online and interactive marketing, promotion, and optimization;
 incorporate provided photography, film, video production, and/or other
emerging media content into the web design;
 create photography, film, video production, and/or other emerging
media;
 develop multilingual web pages and/or sites;
 create mobile versions of existing government websites;
• social media:
 develop skins, applications and specialized pages, etc. for major social
media channels (e.g. customized landing pages in Facebook);
 relationship management in social media (e.g. creating and responding to
tweets, direct messages and posts in Twitter, Facebook, YouTube,
Flickr);
• search engine optimization and marketing (e.g. ensuring GCPE campaigns
receive traffic through organic searches and Google AdWords or other Search
Engine Marketing (SEM) programs);
• usability testing;
• website security;
• website maintenance and enhancements, including changes to information
architecture of existing websites;
• web analytics;
• providing training on new software/mobile platforms;
• keeping current with changes in the online marketplace and identifying and
recommending new opportunities for online marketing and social media
communications;
• server maintenance and upgrades if hosting application(s); and/or
• providing professional level documentation for all written code, and user
guide/help files for any content management systems or business processes.

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6.3.2 WEB TECHNOLOGIES
The Contractor will design, develop, and/or host some or all of the following, and may be
expanded as new technologies become available:
• blogs;
• XML feeds;
• podcasts;
• streaming audio and videos – for desktop and portable devices, etc.;
• web templates;
• messaging – text, government internal, IM, etc.;
• media content;
• creating and integrating iPad and iPhone applications;
• API’s;
• Smartphone apps and device rendering;
• SQL Server Reporting;
• Wiki; and
• any other evolving media or web technology.

6.3.3 WEB OPERATIONS AND WEB HOSTING

The Contractor will be required to provide a robust, stable and secure hosting
environment for any government sites hosted. The Contractor will be required to host
all data, including backup, in Canada. This secure hosting environment should contain
features that reduce the risk to website security and stability.

Preference is for Offerors to have servers available that will be dedicated to the
Province.

Any Contract for hosting services will be expected to include representations and
warranties from the Contractor that the site and services will meet required
performance levels and that there is compatibility with the Province's web browsers
and other interfacing software.

GCPE may require that any sites developed by a Contractor be portable into or hosted
in the Province’s environment or in the environment of another service provider (i.e.
seamless migration of the application into the Province’s infrastructure).

Contractors will be required to adhere to the Province’s IM/IT Standards, which can be
found at: http://www.cio.gov.bc.ca/cio/standards/standards_manual.page

6.3.3.1 DISASTER RECOVERY PLANNING

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 The Contractor should have a detailed disaster recovery plan in place to ensure
business continuity. This plan should include data backup and recovery procedures in
the event of system crashes. The plan should also contain processes, procedures and
response times for recovery of data and software (i.e. be up and running within 8 to 16
hours after a disaster). This plan should ensure the availability of redundancy features
and failover safeguards for network and servers. GCPE prefers that the Contractor have
database and application servers mirrored or clustered off site.

6.3.3.2 SERVICE LEVELS

The Contractor will minimize down times by conducting regular maintenance and
providing GCPE with the necessary service and support to minimize hosting services
down time. The Contractor should have 24/7/365 application availability, 24 hour
technical support and have an escalation process that is tested, logical and reasonable.

6.3.3.3 PRIVACY & SECURITY

The Contractor will ensure the privacy and security of all data. The Contractor will be
required to agree and adhere to the obligations set out in the Privacy Protection
Schedule of the Agreement (see Appendix C).

6.3.4 GENERAL RESPONSIBILITIES

GCPE is seeking Offerors who are:
• leaders in new and advanced web technology solutions;
• creative (i.e. willing or open to explore ideas and develop solutions without
preconceptions or prejudice);
• client focused (i.e. recognizes the uniqueness of each client and ensures
proposed solutions are applicable to the client);
• punctual (i.e. meets time commitments); and
• accurate (i.e. ensures output meets client expectations).

The Offeror will be required to work with a variety of Content Management Systems
(e.g. Wordpress, Moveable Type, Interwoven); and therefore, should not be dependent
on any single proprietary software.

Documentation will be provided for any CMS that has been customized to the
requirements of the Province.

Offerors will be technically proficient and will be capable of providing highly

sophisticated on-line animations and transitions for complex ads and page dominations.
Offerors should be comfortable with video coding and integrating video and other
multimedia into Government websites.

Offers will have proven experience with social media dashboard utilities such as
Radian6, Hootsuite, or similar; and experience with CoverItLive and Livestream;

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 Offerers will be fluent with technologies such as CSS, HTML5, FBML, Java,
Javascript, PHP, Drupal, Sharepoint 2010, and will adhere to W3C standards.
Contractors will be expected to:
• work in a very fast paced environment with extremely tight deadlines, short
notice and/or rigorous work schedules;
• work under conditions of high-confidentiality for critical government services;
• guarantee sufficient number of staff to sustain social media pages and provide
back-end support to Province staff as needed;
• be responsible for providing their resources(s) with the tools necessary to
complete the requested Services;
• ensure that the Contractor’s resources are prepared to work at their own off-site
work location and are able to be contacted by telephone, and e-mail by GCPE;
and
• be responsive to GCPE’s needs and be able to respond in a timely manner (i.e.
ability to liaise with GCPE either in-person, or via other means as necessary).

6.3.5 CREATIVITY AND FUNCTIONAL CAPABILITY

The Contractor will be required to create dynamic websites that are leading edge using
leading technology that meets GCPE’s needs as follows:
• provides essential content with functionality that targets users;
• aligns with business and customer website goals;
• provides easy navigation: menu structure, categories, sub-categories are plain
languages; text legibility;
• supports branding position;
• support and use of social media and emerging channels; and
• engagement monitoring.

6.3.6 CORPORATE PROFILE

Respondents should have a minimum two (2) years of experience providing Web 2.0
professional website applications and solutions. Respondent’s mission, vision, goals
and objectives should be compatible with the Province’s requirements for service
providers who are leaders in new and advanced web technology solutions, creative,
client-focused, punctual, and accurate.

The Contractor will be required to provide qualified resources (i.e. senior and
intermediate) capable of researching, analyzing designing, developing and
implementing Web 2.0 services.

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 In addition to the above experience, resources are required to have the following skills:
a) Service Orientation: resource understands the service needs of a
client/customer (internal or external) and actively focuses on anticipating,
meeting and exceeding the needs in a timely and appropriate manner;
b) Results Focus: resource takes action to achieve challenging goals or high
standards. That is, the resource is focused on the desired outcomes, setting
challenging goals, and taking action to meet or exceed them; and
c) Teamwork and Co-operation: resource works co-operatively with diverse
teams, work groups and across the organization to achieve group and
organizational goals. This includes communicating effectively and
collaboratively with others.

7.0 EVALUATION CRITERIA

Up to six (6) of the highest scoring Respondents that have demonstrated in their response, to
the satisfaction of GCPE, an ability to meet the requirements identified in this RSO, will be
awarded a Standing Offer for Research Consulting Services.

7.1 MANDATORY CRITERIA

The following are mandatory requirements. Responses not clearly demonstrating that
they meet them will receive no further consideration during the evaluation process.

Mandatory Criteria

(a) The Response must be received at the closing location by the specified
closing date and time on the title page of this Request for Standing Offer.

(b) The Response must be in English and must not be sent by facsimile or e-mail.

(c) Three (3) complete copies plus one (1) electronic copy on CD/DVD (MS Word
format) of each Response must be submitted
OR One complete electronic response must be received in accordance with
BC Bid instructions for e-bidding.

(d) The Response must include a cover letter substantially similar to the cover letter
set out in Appendix A and the cover letter must be signed by a person
authorized to sign on behalf of the Respondent.

(e) The Response must include a completed form, in substantially the same form
as Appendix B in order to be considered.

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7.2 DESIRABLE CRITERIA
Responses meeting the mandatory requirements will be further assessed against the
following desirable criteria. A Respondent not achieving the minimum score in a
given category (if applicable) will receive no further consideration during the
qualifications review.
Desirable Criteria Points Minimum
Available score (if
applicable)
Experience and Qualifications (Appendix B) 48
• Corporate Overview 20
• Website Solutions and Web Design Services 40
Experience
• Portfolio 20

Pricing 20

TOTAL POINTS AVAILABLE 100

7.3 PRICING EVALUATION

Responses that have satisfied the requirements of the RSO will be assessed on prices
provided in Appendix B. Travel expenses, if required, will be reimbursed separately,
at the current government travel rates.

7.4 EVALUATION PROCESS

Stage 1
Responses will be checked for compliance with the Mandatory Criteria. Responses
that do not meet the mandatory requirements will receive no further consideration.

Stage 2
The Experience and Qualifications of the Respondent will be assessed on the
information provided in Appendix B. Responses that do not meet the minimum scoring
will receive no further consideration.

Stage 3
Pricing will be assessed on a comparative basis between responses and a score
assigned according to the following formula:
$ Lowest Qualified Respondent’s Price
_____________________________ X Maximum Points Available = Points Awarded

$ This Respondent’s Price

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 Reference checks may be done by the Province during the qualifications review to
confirm any submitted Appendix B information about the Respondent. The Ministry
reserves the right to contact any clients of the referenced projects or work provided
throughout the Response to verify statements made, in additional to the corporate
references provided by the Respondent. If any of the references are unsatisfactory to
the Province, the Respondent may be excluded from further consideration.

8.0 RESPONSE SECTION

8.1 RESPONSE FORMAT

The following format and sequence should be followed in order to provide consistency
in responses and ensure each response receives full consideration. GCPE is not
obligated to review information other than that requested below. All pages should be
consecutively numbered.

To be included in the Response:

 a signature of a person authorized to sign on behalf of the Respondent in a format

similar to that of Appendix A Response Covering Letter.

 a completed Appendix B Respondent Summary, including a corporate overview of

the Respondent firm and a list of corporate references.

 Samples of websites and interactive modules:

1. Respondents are to identify three (3) websites they have developed in the past
two (2) years that collectively demonstrates ability to solve complex business
processes, creativity, branding, usability, use of new and emerging media and
technologies, and back-end technical complexity. Respondents are to provide
the following for each referenced website:
a) the website address;
b) launch date of the current design (month/year);
c) technology specifications used in the development of the website;
d) the degree of accessibility compliance of the site;
e) a description of a typical user who would come to the site and a primary
goal he/she would be trying to accomplish;
f) a statement on the business objectives for the site and the actual measured
results;
g) a description of the website’s branding position and a list of competitors for
this brand;
h) explanation as to why the site best demonstrates the Respondent’s
capabilities; and
i) listing of any subcontractors used in providing this website.

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2. For each of these reference sites, Respondents are to also provide a contact that
is in a position to confirm details of the project and the Respondent’s
involvement. Reference details should include sufficient information for the
Province to contact the reference including:
a) reference person’s name, and position title,
b) organization name,
c) office address,
d) telephone number, facsimile number, and e-mail address.
3. In addition, Respondents are to provide in their Response:
a) a description of how the Respondent helps clients monitor, participate, and
encourage end user participation in brand discussions in social media;
b) a description of what skills the Respondent has dedicated to identifying and
executing programs in emerging media; and whether any of the above
referenced sites required the understanding of, use of, and experience with
social media and emerging channels. If the reference sites did not require
these requirements, provide a contact for a project whereby the Respondent
provided these services.

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APPENDIX A: RESPONSE COVERING LETTER

Letterhead or Respondent’s name and address

Date:

[NAME OF MINISTRY]
[ADDRESS]

Attention: [Name]

Subject: Website Solutions & Web Design Services

Request for Standing Offer No. ON-002094 including any amendments or
additions (the “Request for Standing Offer”)

NOTE: amendments and additions will be posted to the BC Bid website at

www.bcbid.ca. It is the Respondent’s sole responsibility to check for amendments and
additional information.

The enclosed Response is submitted in response to the above-referenced Request for

Standing Offer.

We have carefully read and examined the Request for Standing Offer and have conducted
such other investigations as were prudent and reasonable in preparing the Response. We
are authorized to submit this Response on behalf of the Respondent.

Yours truly,

_________________________________________
Signature

Name:

Title:

Telephone Number:

e-mail address:

Legal name of Respondent:

Date:
APPENDIX B: RESPONDENT SUMMARY
The Response must include a completed form, in substantially the same form as Appendix B.

Respondent’s Legal Name:

Office Address:

Contact Name for this RSO

process:
Phone Fax e-mail
Contact Information:

Professional Memberships / Associations

Please detail any professional memberships / associations that you are affiliated with and/or belong to (e.g. Graphic
designers of Canada, Java User Group, etc.)

Overview of the Respondent Organization

Provide a brief overview of the Respondent organization, including the following details:
• website address;
• mission and vision statements;
• goals and objectives;
• number of years in business, and if different, the number of years providing Web 2.0 solutions;
• number of offices, their locations, and services provided at each location;
• number of employees and number of contractors; and
• number of clients and industry they represent during the last two (2) years.

Experience working with Government

Detail your experience working with Government (Ministry, Crown, local area governments, agencies, etc.) in the last
5 years.

Experience working with Multilingual Projects

Describe your capacity and/or experience in designing and developing websites with multilingual components or
multilingual micro-sites (maximum ½ page).

Confidentiality and Security

Describe your approach to ensuring confidentiality and data security, including the ability to enter into specific
confidentiality agreements required by the Province and ability to do secure data file transfers. Note: Offerors will
adhere to the terms of the Province’s Privacy and Protection Schedule (see Appendix C), which includes the
requirement for all personal data to reside in Canada.

Strategic Planning
Describe your approach to the preliminary planning of a website’s development (maximum ½ page). In addition,
provide a sample of a website “discovery session” plan or brainstorming blueprint, and an example of an agenda from
a recent strategic planning session.

1
Quality and Contingency Planning
Describe your quality and contingency planning, including quality management programs/systems in place to ensure
successful project outcomes, and your ability to provide additional backup and support.

Creative Development and Feedback

Describe the process by which you brief the client and respond to feedback throughout a website’s development
(maximum ½ page). In addition, provide a sample of original wireframes, edited versions after client feedback, and
screen captures of the final website from a recent project.

Experience working under severe time constraints, and meeting time and budget demands.
Describe your ability to complete projects of this nature under severe time constraints, on time and on budget.

Value Added Services

Describe any other value-added services that would enhance the Respondent’s ability to deliver the Services.

References
Provide the name, corporate affiliation, title and telephone number of three clients who can attest to the Respondent’s
corporate professionalism and ability to provide the Services. State the number of years that services have been
provided to each client. GCPE may contact these references without notifying the Respondent. GCPE reserves the
right to not award a Standing Offer to any Respondent who has references that are deemed to be unsatisfactory, in
GCPE’s sole opinion.
First Client Name of Client:
Reference
Title or Position
Firm Name

Telephone Number ( ) - City

Nature of Services Provided

Date(s) Services Provided

Second Client Name of Client:

Reference
Title or Position
Firm Name
Telephone Number ( ) - City
Nature of Services Provided
Date(s) Services Provided
Third Client Name of Client:
Reference
Title or Position
Firm Name
Telephone Number ( ) - City
Nature of Services Provided
Date(s) Services Provided

2
WEB SERVICES EXPERIENCE

Web 2.0 Experience

Describe your experience providing Web 2.0 professional website applications and solutions, including project
management capabilities. Include examples (i.e. web shots, links, etc.) of your experience with the following:
• blogs;
• XML feeds;
• podcasts;
• streaming audio and videos – for desktop and portable devices, etc.;
• web templates;
• messaging – text, government internal, IM, etc.;
• media content;
• creating and integrating iPad and iPhone applications;
• API’s;
• Smartphone apps and device rendering;
• SQL Server Reporting;
• Wiki; and
• any other evolving media or web technology.

Concept Design and Execution

Describe your ability and experience converting concepts that came from the client into the following products:
• online ads;
• websites;
• social media (blogs, Twitter, Facebook pages, etc.);
• Mashups (e.g. Google Maps & Facebook for apps);
• iPad, smart phone and mobile applications;
• web applications.

Social Media
Describe your experience developing skins, applications and specialized pages, etc. for major social media channels
(e.g. customized landing pages in Facebook).

Search Engine Optimization

Describe your experience designing websites that fully exploit Search Engine Optimization best practices. Include
information on marketing techniques used.

Additional Web Services

Describe your experience offering additional web services such as reputation management and web analytics.

Content Management Systems (CMS) Experience

Detail the CMS systems you have worked with in the past. In addition, detail your experience and level of service
providing documentation for all written code, and use guide/help files for any CMS or business processes.

3
Media Content
Describe your experience and ability to incorporate provided photography, film, video production and/or other
emerging media content into web design. Also, include a description of your experience and ability to create your own
photography, film, video production and/or other emerging media to be used as website content.

Strategic Planning
Describe your experience developing online communication strategies for a wide range of web products.

Web Maintenance / Enhancements

Describe your experience providing web maintenance and enhancement services to your clients, including advising
your clients how to better organize information and architecture of existing sites and sites in development.

Training
Describe your process for providing training to your clients on new software/mobile platforms.

Client Relations
Describe how you meet the following characteristics:
• leaders in new and advanced web technology solutions;
• creative (i.e. willing or open to explore ideas and develop solutions without preconceptions or prejudice);
• client focused (i.e. recognizes the uniqueness of each client and ensures proposed solutions are applicable to
the client);
• punctual (i.e. meets time commitments); and
• accurate (i.e. ensures output meets client expectations).

New Media Solutions

Describe your experience and ability to keep current with changes in the online marketplace and identify and
recommend new opportunities for online marketing and social media communications.

4
WEB HOSTING
Hosting Environment
Describe the data centre technical environment, including:
a. the servers that would be available to host sites;
i. type of server (database, web server, etc.);
ii. operating system and version;
iii. support software and version (e.g. database, reporting software);
iv. if it will be shared with other clients or dedicated to the Province;
v. if websites/applications will be in unique application pools and database in unique instances; and
vi. software update frequency;
b. description of additional software required to operate the websites;
c. the firewalls or other security appliances;

Disaster Recovery Planning

Describe your redundancy features and failover safeguards for network and services and any disaster recovery
services in place to provide business continuity.

Service Levels
Describe your ability to minimize hosting services downtimes, including a description of your application availability,
technical support, and escalations processes in place.

Privacy and Security

Describe how you will safeguard data and how you will integrate applications with the Province’s authentication
mechanism.