Request for Proposal

Website Redesign & Support Services

Date of Issue: May 12, 2026

Proposal Submission Deadline: June 19, 2026

Town of Mahone Bay 

493 Main Street

PO Box 530

Mahone Bay, B0J 2E0

Attention: Eric J. Levy, Deputy CAO

Email: eric.levy@townofmahonebay.ca 

Telephone: (902) 6248327

Website: www.townofmahonebay.ca

Town of Mahone Bay

RFP for Website Development & Support Services

SECTION “A” – Project Overview

1. Municipal Overview

Proponents are encouraged to visit the current website www.townofmahonebay.ca to gain familiarity with the Town to prepare a response to the RFP. 

2. Project Background, Goals and Objectives
   
   The Town of Mahone Bay’s current website was launched in 2020 and changes have occurred since.  Current website content will be migrated to the new website in consultation with Town staff.  The new site must function and comply with current web standards and accessibility requirements.

The Town is seeking the services of a qualified web development firm to design and implement a modern, accessible, and user-focused municipal website.  The successful proponent will migrate existing content in collaboration with Town staff and deliver a platform that serves as the community’s primary source of information, encourage public engagement, and highlights the Town’s services and assets. Proponents must demonstrate a clear understanding of the required final product and include a fixed project price and annual support costs. Domain management and cybersecurity services are provided by the Town’s existing entity. 

The objectives of the redesign would provide a website that is:

 

1. A comprehensive resource of information for residents, visitors and businesses

   1. A channel for online services 
   2. Easily maintained by Town Staff
   3. Simple to navigate and search
   4. Compliant with accessibility requirements
   5. Owned and copyrighted by the Town
      
       

    

2. Project Responsibility and Key Contact
   1. Vendor will be responsible for the following:
      1. Design, planning, project management, implementation of new website
      2. Provision of staff training
      3. Ongoing support service as requested over three-year contract period, including troubleshooting by phone or email
      4. Work with key staff to populate/migrate content to the new website
   2. Key Municipal contact will be: 

      1. Eric Levy, Deputy CAO (eric.levy@townofmahonebay.ca)

          

SECTION “B” – Mandatory Project Requirements

1. Mandatory Requirements

 The proposal must include a clear and detailed explanation of how the proponent will achieve each of the following mandatory requirements as outlined in this section:

System Requirements

• Meet or exceed compliance with the Accessibility Standards of the Town, which can be reviewed at https://www.townofmahonebay.ca/plans-reports--studies.html. 
• The system provides Town staff to edit, add or delete content 24 hours a day with a user-friendly content management system and ability. Staff have the capability to create new sections and/or pages and manage photos/images and documents independently.
• Easy for end-users to navigate around the site through such features as a user-friendly search tool, a user-intuitive site structure and a detailed site map.
• Must support easy browsing via mobile and tablet devices (responsive design).

Vendor Requirements

 

• Proponents demonstrate experience completing at least three projects in designing municipal government websites and/or projects of a similar size and scope. Proposals include references and links to completed work.
• The successful vendor provides training for key Town staff on the content management system, along with a comprehensive manual for reference.
• Proposals include a clear, step-by-step work plan outlining the project approach in partnership with the Town. The plan identifies key milestones, timelines, deliverables, and assigned responsibilities. It also identified the members of the proponent's project team and their relevant experience.
• Proposals include a separate cost schedule outlining ongoing support fees, with hourly, monthly, and annual rate options.

Pricing and Fees

Pricing must clearly and separately identify all costs associated with the delivery of the Website Redesign Project and ongoing support services. Proponents are requested to provide pricing on the following as applicable:

• Proposals provide a firm, all-inclusive quotation for the total base project costs. Pricing reflects all work, meetings, and related activities required to complete the website redesign.
• Training Costs for staff, including number of sessions, format, and hourly rates for any training beyond what is included in the base project.
• Ongoing support and maintenance pricing for ongoing support services over a three (3) year contract term, including hosting, maintenance, troubleshooting, and updates.
• A schedule of fees for potential add-on services beyond the scope of the base project. 

Target Audiences

The proponent explains how the proposed approach supports the Town’s objective of informing local and potential residents, businesses, and visitors. The internal audience includes Town staff responsible for preparing and publishing information and documents on the website.

Preferred and Optional Requirements

If chosen as the successful bidder, vendors must include a detailed description of how the followed preferred requirements would also be achieved:

• Facebook plugins
• News feed
• Subscriptions
• Website analytics
• Community event calendar
• Searchable business directory, which can be updated
• Integration with the following third-party tools:
  • OneDrive
  • Brightly
  • Bids and Tenders
  • Emergency Alert System
• Document Management functionality
• Service Request Technology or integration with 
• Other features and technology available at the developer’s discretion

Part “C” – Information to Vendors

1. RFP Closing and Submission

Submit three (3) hard copies of the proposal and one (1) digital copy on a USB drive, in a sealed envelope, clearly marked:

Town of Mahone Bay Website Redesign Services addressed to:

          Eric J. Levy, Deputy CAO

          Town of Mahone Bay

          493 Main Street, PO Box 530

          Mahone Bay, NS

          B0J 2E0

OR submitted via Bids and Tenders https://townofmahonebay.bidsandtenders.ca/ 

Proposals will be received at the tax office during regular business hours only (9:00 a.m. to 4:00 p.m.) and no later than 2:00pm June 19, 2026.

Bidders are solely responsible for the method of conveyance of their proposal to the receiving point. 

No email or faxed submissions will be accepted.

The Town of Mahone Bay reserves the right to accept any proposal submitted or to reject all proposals.

All submissions will be formally opened and reviewed for completeness and costs at the Town Hall, 493 Main Street Mahone Bay at 3:00pm, on the same day and time as the closing date.

2. Presentations

One or more Proponents may be selected for an interview/presentation session prior to making a final selection.

3. Tentative Dates

4. Clarification of Documents

1. Vendors who find any discrepancies or omissions in this Request for Proposal, or who have any doubt as to the intent or meaning of anything contained therein, shall direct questions by e-mail to:  Eric Levy, Deputy CAO – eric.levy@townofmahonebay.ca 
   1. All questions/discrepancies identified must be sent to the Town before the Final Submission date.
   2. Copies of all questions and answers and any addenda will be uploaded to the Town Website no later than three (3) business days prior to the Final Submission date.
   3. Only formal written responses to properly submitted questions will be binding on the Town.
   4. All responses by the Town (addenda) will form part of the Request for Proposal process.

5. Addenda

Vendors may be advised by addenda, via the website at www.townofmahonebay.ca , of required additions, deletions or alterations in the requirements of the Request for Proposal documents.   It is the responsibility of the vendor to check the website to ensure all information has been obtained.  All such changes shall become an integral part of the Request for Proposal documents and shall be allowed for in arriving at the total submission price.

6. Withdrawal

A submission may be withdrawn at any time prior to the closing date and time at the Vendor’s discretion.  Withdrawal notification must be in written letter form, signed and submitted to the Deputy CAO in .pdf format. Hardcopy, facsimile and telephone calls will NOT be accepted.  After the official closing date and time, all submissions received shall be irrevocable.

7. HST

The quoted prices must clearly show the Harmonized Sales Tax as a separate item from the total price submission.

8. Submission Acceptance

The Town reserves the right to reject an offer to supply goods and/or services or RFPs presented.  Unless otherwise specified in this RFP, this RFP constitutes an irrevocable offer to provide the goods and/or services described herein for a period of sixty (60) calendar days from the closing date of the receipt of RFP.

The Town reserves the right to award by item, or part thereof, groups of items, or parts thereof or all items of submission, and to award contracts to bidders in whole or in part, or to waive irregularities or omissions.  If in so doing, the best interests of the Town will be served.  No liability shall accrue to the Town for its decision in this regard.  The acceptance of any submission is subject to appropriate funding acceptable to the Town. Lowest, or any RFP, will not necessarily be accepted.

9. Selection Criteria

10.  Proposal Layout

• Appendix A (See the end of this RFP)
• Cover Letter
• Company Profile and Experience
• Design and Features (Platform/Mandatory and Preferred/Optional Requirements)
• Timeline and Project Management Plan
• Accessibility Compliance
• Fee Structure
• Other Potential Features and Costs

11. Insurance

The Vendor must provide the Town with a copy of a “Certificate of Professional Liability Insurance” prior to commencement of the work.  The General Liability Insurance minimum will be one million dollars ($1,000,000.00) with The Town of Mahone Bay named as additional insured.

The Vendor acknowledges that they are an independent Contractor and shall, indemnify, protect and save harmless The Town of Mahone Bay, its agents and employees from all damages, liabilities and claims of whatsoever nature arising out of the furnishing by the Vendor, its agents or employees of the materials and/or performing of the services covered by this RFP.  The Vendor remains responsible for maintaining the required insurance even if the certificates are never exchanged and/or requested.

12. Contract Cancellation

The Town shall have the right, which may be exercised from time to time, to cancel any uncompleted or unperformed portion of the work or part thereof.  In the event of such cancellation, the Town and the Vendor shall negotiate a settlement.  The Town shall not be liable to the Vendor for loss of anticipated profit on the cancelled portions of the work.

13. Health & Safety

The Vendor assumes full responsibility for conforming to all legislation regarding the safety of his/her employees and the public on this Contract and all notices required to comply with the legislation. 

14. Responsibility 

The Town shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Vendor prior to, after, or due to the acceptance or the non-acceptance of an RFP save as provided in the Contract. The Town reserves the right to reject any or all RFP’s and to waive formalities as the interest of the Town may require without stating reasons, therefore, and the lowest or any RFP will not necessarily be accepted.

15. Payment 

The Proponent shall include a proposed payment schedule tied to key project milestones or deliverables. Payment terms will be subject to negotiation and incorporated into the final contract. 

The Town shall have the right to withhold, from any sum otherwise payable to the Vendor, such amount as may be sufficient to remedy any defect or deficiency in the work, pending correction of the same.

16.  Optional Contract Extension

The Town reserves the option to extend the Contract.  Any renewal will be based upon quality of service, mutual agreement and annual price negotiations between the Vendor and the Town.

17.  Confidentiality and Freedom of Information

     

The Town complies with the Personal Information International Disclosure Protection Act (S.N.S 2006, c.3). This Act creates obligations for the Town and its service providers when personal information is collected, used or disclosed. Requirements include limiting storage, access and disclosure of personal information to Canada, except as necessary or otherwise required by law.

All records submitted to the Town become the property of the Town and are governed by the Freedom of Information and Protection of Privacy (FOIPOP) Act.  The records will not be returned after the selection process is completed. 

The Town will release the following information upon request by any interested party:

• Total value of the contract
  • The list of those who submitted a proposal

This information may also be posted on the website of the Town.

FOIPOP allows persons a right of access to all records in the custody or under the control of the Town, including other information contained in a bidder’s submission. The Part prohibits the Town from disclosing information that would significantly harm business interests or would be an unreasonable invasion of personal privacy of a third party. 

If the Town receives a request under FOIPOP for access to records in the bidder’s submission, the bidder will be given a notice allowing it to consent to disclosure, or to explain why the disclosure would significantly harm the bidder’s business interests or would be an unreasonable invasion of personal privacy. The bidder will bear any costs incurred in responding to this notice. 

18.  Conflict of Interest

By submitting a proposal, the Vendor confirms that:

• No person, firm, or corporation, other than the Bidder, has any interest in this Proposal in the proposed contract.
  • The Proposal is made without any connection, comparison of figures or arrangements with or knowledge of any other corporation, firm or person making a proposal for the same work and is in all respects fair and without collusion or fraud.
  • No member of Council and no officer or employee of the Town is or will become interested directly or indirectly as a contracting party, shareholder, surety or otherwise in any portion of the profits thereof, or in any of the monies to be derived there from.

APPENDIX "A" – Proposal Application Form

Town of Mahone Bay - Website Redesign & Support Services

General Information:

This form must be signed by a person authorized to make proposals and enter into contract negotiations on behalf of your firm. To be considered for this project, the submittals must be completed in accordance with this RFP and this cover sheet attached.

Company Legal Name:  ____________________________________________

Authorized Official (Signature):           _______________________________________

Date:  _________________________________

Title:   _________________________________

Print Name:            _________________________________

Contact Person for Project:      _________________________________

Address:       _________________________________

Phone Number:    _________________________________

Fax Number:                      _________________________________

Email Address:      _________________________________