Request For Proposals: Website Development and Maintenance

Introduction

MAX Ottawa Community Health is a small charity that has been working to improve the health and wellbeing of queer and trans people in the National Capital Region for over 20 years. As a community-based organization with a history in the HIV response, MAX is on the ground, meeting community members where they’re at, and offering social and support services, information, and referrals that meet their needs. MAX also works with healthcare and other service providers to improve the quality of care available in the region. 

MAX invites interested consultants to submit their proposals to support the ongoing management and development of our WordPress website. The successful applicant will be responsible for ensuring our website remains a dynamic, user-friendly, and secure platform. While MAX staff are primarily responsible for managing day-to-day content needs, the successful consultant will be required to support more complex content development from time to time.

The website currently uses the Beaver Builder plugin to manage content, though alternatives may be explored as needed.

Objectives

The primary objectives of this work are:

• To maintain a secure, updated, and fully functional WordPress website.
• To support the re-launch of a French version of the website.
• To improve the website’s performance, accessibility, and user experience.
• To ensure content updates can be made promptly and accurately by members of the MAX team.
• To provide technical support and troubleshooting as needed.
• To enhance the website’s visibility through SEO best practices.

Scope of Work

The consultant will be responsible for the following tasks:

Website Maintenance

• Regular updates to WordPress core, themes, and plugins.
• Routine backups and implementation of security measures.
• Performance optimization to ensure fast loading times and minimal downtime.

Technical Support

• Provide troubleshooting for website issues.
• Resolve any security vulnerabilities promptly.
• Ensure the website is mobile-friendly and responsive.

Enhancements

• Recommend and implement design or functionality improvements.
• Integrate third-party tools or plugins to improve user experience.
• Provide recommendations for improving SEO and analytics tracking.

Content Management (occasional/as needed)

• Upload and format new content provided by MAX Ottawa.
• Ensure all content adheres to web accessibility standards (WCAG 2.2).
• Create new web pages as needed to support MAX Ottawa’s programs and events.

Proposal Requirements

The proposal should not exceed 7 pages in total (using 11 pt font). Applicant CVs or resumes, as well as the sample of work can be included as appendices (with appendices not exceeding 7 pages). 

The proposal should include: 

1. Name and contact information
2. Applicant experience
   • Short description of the applicant’s work, including experience in similar projects and experience
3. A pricing breakdown reflecting the rates of services in addition to any additional costs related to the maintenance and improvement of the MAX website. 
4. Names and contact information of two (2) references for whom the applicant has completed relevant projects. 
5. Three (3) samples of website development related products produced by the applicant. These can be included as appendices, or with links to the sites.

Budget

The budget for this consultancy is flexible based on the scope of services offered. MAX Ottawa invites consultants to provide pricing options that reflect hourly rates, monthly retainers, or project-based fees.

Please note that all costs must be clearly outlined in the proposal. The consultant must also account for any additional costs, such as third-party tools or plugins, which must be approved by MAX Ottawa before purchase.

Assessment Criteria

Proposals will be evaluated based on the following criteria: 

• Agency expertise in website redesign and maintenance
• Portfolio showcasing relevant projects
• Proven experience in optimizing accessibility and user engagement
• Competitive pricing and flexible service options

Instructions for Submission

Proposal Submission Deadline: Wednesday, April 30, 2025

1. Inquiries
   • Questions regarding this RFP should be directed to: applications@maxottawa.ca 
2. Conditions of Proposal
   • All costs incurred in the preparation of a response to this RFP are the responsibility of the bidder and will not be reimbursed by MAX Ottawa. 
3. Submission Instructions
   • Please submit electronically to applications@maxottawa.ca. Each submission will be acknowledged by email. 
4. Conflict of Interest
   • Please indicate if you or your firm has any conflict of interest with MAX Ottawa, including with the leadership team or Board of Directors. 
5. Notification of Selection
   • A selection committee will evaluate and rank proposals and may request interviews with finalists. References will be contacted for all finalists. All applicants will receive written notification of MAX Ottawa’s decision.