Request for Quotation (RFQ)

Project: Website Redesign using a modern CMS solution.

PROJECT MANAGEMENT INSTITUTE - PMI

CANADA WEST COAST CHAPTER - CWCC

VANCOUVER, BC

10-FEB-2024

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Dear [Vendor Name],

PMI Canada West Coast Chapter (PMI CWCC) (https://pmi.bc.ca/) has recently approved the Website
Redesign Project to support its strategic plan to enhance marketing and improve operations and
customer service. To provide timely feedback to PMI Chapter Members and improve interaction, the
Website Redesign Project will focus on building a content-rich website which provides a simplified and
more user-friendly approach for existing and potential clients.

It is imperative that PMI CWCC utilizes its website as a platform for communicating new events, client
testimonials, recent news, and other industry-specific information. PMI CWCC also realizes the
importance of working with members to develop tailored community support, which the new website
will allow us to do.

To accomplish this, PMI CWCC is seeking proposals from qualified and experienced web development
companies to recreate and maintain our website. We are looking for a reliable partner who can deliver a
modern and highly functional mobile-first website using a well-known CMS solution within a timeframe
of no more than 3 (three) months.

Project Overview:

1. Objective:

• Recreate and modernize our existing website using a recognized CMS solution.
• Ensure seamless design, implementation, testing, and data migration.

2. Project Timeline:

• The project should be completed within a maximum of 3 months from the project
commencement date.

3. Scope of Work:

• Design:
o Create a visually appealing, user-friendly design that aligns with PMI’s brand identity.
o Incorporate modern design elements to enhance the overall user experience.

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 • Implementation:
o Utilize a well-known CMS solution for website development.
o Implement all agreed-upon functionalities and features as outlined in the provided
document.
o Implement website email marketing tool (we send ~60K messages per month).

Testing:
o Conduct thorough testing to ensure the website is free from bugs, errors, and usability
issues.
o Provide a comprehensive testing report along with the final deliverables.

• Data Migration:
o Migrate existing data from the current website to the new platform seamlessly.
o Ensure data integrity throughout the migration process.

4. Website Functionalities:

• Functional Requirements

The desired features for the new website are:

• Restricted permissions: An authenticated user in a volunteer list can update only

designated parts of the website.
o Users must be authenticated using PMI.org external API.
• Ability to create a new menu item and maintain the page contents.
• Events
o Ability to have custom fields, depending on the event type.
o Ability to show event date-time in users' local time zone.
o Ability to send emails to event participants through the website.
o Ability to automatically send pre-defined email reminders to event participants.
o Ability to have event templates for each event type.
o Ability to have more than one speaker per event (one-to-many).
o Ability to have multiple price tiers.
• E-Commerce / Payment Gateway
o Events. Commented [MI1]: should we consider a 'store' here too?
o Mentorship. (eg. selling speakers books leading up to a dinner or
conference event?)
• Newsletter
o Integrate with email marketing tools. Commented [EA2R1]: @Mel Ifada , I wasn’t considering
selling products on our website, but I’m open to
• Jobs suggestions. My only concern is to add a new feature that
o Create, update, and archive jobs. the chapter doesn’t have a process in place to support it.
o Daily/Weekly job alert notification for members when a new job is posted.

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 o Blog / Articles
▪ Create, update, approve, and archive blog posts.
• Integration with Google Analytics.
• Integration with Social Media feed (LinkedIn, Instagram, X (Twitter), FB, etc.)

• Non-Functional Requirements

The expected new website’s characteristics and behaviours:

o Performance:
▪ Response Time: Define acceptable response times for various actions, such as
page loading, form submission, and database queries.
▪ Throughput: Specify the number of simultaneous users the website should
support without performance degradation.
o Scalability:
▪ Define how the website should scale with increased user loads or data volume,
including horizontal and vertical scalability.
o Reliability:
▪ Availability: Specify the required uptime percentage or maximum allowable
downtime for the website.
▪ Fault Tolerance: Define how the system should handle failures, ensuring minimal
impact on users.
o Security:
▪ Authentication: Specify security measures for user authentication, including
password policies and multi-factor authentication.
▪ Authorization: Define access control mechanisms and permissions for different
user roles.
▪ Data Encryption: Specify requirements for encrypting sensitive data during
transmission and storage.
▪ Compliance: Ensure adherence to relevant security standards and regulations.
o Usability:
▪ The website should follow PMI Global’s design system (https://pmi.org).
▪ Accessibility: Ensure the website is accessible to users with disabilities, following
guidelines such as WCAG (Web Content Accessibility Guidelines).
▪ User Interface Responsiveness: Define acceptable time frames for user interface
responsiveness to ensure a smooth and intuitive user experience.
▪ Mobile-First Interface:
▪ The website must be designed and developed with a "mobile-first"
approach, prioritizing the user experience on mobile devices.

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 ▪ The user interface (UI) should be responsive and adapt seamlessly to
different screen sizes, ensuring optimal functionality and readability on
mobile devices.
▪ All features, functionalities, and content must be accessible and user-
friendly on smartphones and tablets.
o Maintainability:
▪ Code Maintainability: Specify coding standards, documentation requirements,
and practices to facilitate ongoing maintenance.
▪ Upgradability: Ensure that the website can be easily upgraded with new features
or technologies.
o Interoperability:
▪ Browser Compatibility: Specify supported browsers and versions to ensure
consistent performance and appearance.
▪ Integration: Define requirements for seamless integration with third-party
systems, APIs, or services.
o Portability:
▪ Cross-Platform Compatibility: Ensure the website functions consistently across
different operating systems and devices.
▪ Mobile Responsiveness: Specify requirements for the website's behaviour and
appearance on mobile devices.
o Performance Monitoring and Logging:
▪ Define requirements for monitoring tools, logging mechanisms, and
performance analytics to facilitate proactive issue identification and resolution.
o Data Management:
▪ Data Backup and Recovery: Specify backup frequency, storage location, and
recovery procedures for data.
▪ Data Privacy: Ensure compliance with data protection laws and regulations.
o Legal and Compliance:
▪ Copyright and Licensing: Specify legal requirements for content usage and
licensing agreements.
▪ Compliance with Industry Standards: Ensure adherence to industry-specific
standards and regulations.
o Environmental:
▪ Hosting Environment: Specify requirements for the hosting infrastructure,
including server locations and environmental considerations.

Please refer to the document attached for a detailed list of the required website functionalities.

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5. Website Maintenance:
Upon successful completion of the project, the selected vendor will be responsible for ongoing website
maintenance, which includes, but is not limited to, hosting and implementing security updates and
patches, as well as monitoring performance.

Provide details on the maintenance plan, including response times, issue resolution procedures, and any
associated costs.

6. Proposal Submission:
Please submit your proposal in electronic format to Eduardo.Azeredo@pmi.bc.ca
by Feb 19, 2024, 23:59:59 PST.

7. Evaluation Criteria:
Proposals will be evaluated based on the vendor's experience, expertise, proposed CMS solution, project
timeline, and overall cost to deliver the new website and for its maintenance.

Costs related to any external services, such as, but not limited to, website hosting, and email marketing
tools must be listed separately as PMI CWCC will direct pay it.

8. Contact Information:
If you need clarification or additional information, please contact Eduardo Azeredo at
Eduardo.Azeredo@pmi.bc.ca.

We look forward to reviewing your comprehensive proposal and potentially working with your esteemed
company on this exciting project.

Sincerely,

Eduardo Azeredo
Project Manager – Website Team – Volunteer
PMI CWCC
Eduardo.Azeredo@pmi.bc.ca

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Appendix A - PMI CWCC Current website site map

Main Menu
• About us
o Chapter Info
o Meet the Team
▪ Board of Directors
▪ Portfolios and Committees :
▪ Executive Team
▪ Education
▪ Finance
▪ Marketing
▪ Membership
▪ Operations
▪ Outreach
▪ Programs (Monthly Events)
▪ Professional Development
▪ Toastmasters
▪ Volunteers
o Get involved volunteer at PMI CWCC
o Chapter Governance
o Annual General Meeting
• Membership
o New Members Info
o Benefits and Info
o Renewal
o eBlast (Newsletter)
• Annual Conference
o 2023 Conference
o 2022 Conference
o 2021 Conference
o 2019 Conference
o 2018
• Career Development
o Education
▪ PMP / CAPM Exam Preparation Course
• PMI-ACP Exam Preparation
• Project Management Apprenticeship Program
o Mentorship Program
• Timeline
• Details

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 • Principles
• PDU Structure
• Applications and Fees
• Testimonials
• Alumni
• FAQS
o Wideman Education Foundation
▪ Wider Access Program
o PM Volunteers
o PMI Vancouver Toastmasters Club
o Project Management News (Latest News) (Blog)
o Research
o Resources
• Jobs
• Sponsorships
o Our Sponsors
o Sponsorship Info
• Events
o Events Calendar
▪ e-commerce
o Event Speakers
o Claiming PDUs
o Past Events and Claiming PDUs

Secondary menu above the menu

• Search on the website
• Shop
• Contact us
• FAQ
• Login (pmi.org API)
o Admin
o Member
• Join PMI

After member login

• My Calendar
• My Information
• My web conferences
• My invoices
• My Jobs

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Appendix B: Initial list of custom fields

B.1.) Events

o Event name
o Event start date, time, and time zone
o Event end date, time, and time zone
o Event description
o Event Category
o Type of Activity (Power Skills, Ways of Work, Business Acumen, Agile)
o # of PDUs + PDU Type
o Event Code
o Audience Type (Public, Chapter Members, Volunteers)
o Free or Paid
o Event Type
o In-person
▪ Address, City, Province, Zip Code
o Online
▪ URL
o Hybrid
▪ Address, City, Province, Zip Code
▪ URL

B.2.) Events Hosts and Speakers

o Name
o Bio
o Photo

B.3) Team member

o Name
o Title
o Bio
o Photo
o Team name
o Report to
o Start Date
o Status (Active, Archived)

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