Request for Quotations - Website Redesign Project

REQUEST FOR QUOTATIONS

RFQ# WRP-2026

Five Counties Children’s Centre

Website Redesign Project (WRP) 2026

Issue Date: Sept. 4, 2026

Closing Date: Oct. 20, 2026, by 4 pm EDT

Submit to:

Bill Eekhof

Five Counties Children’s Centre

872 Dutton Road

Peterborough, Ontario K9H 7G1

beekhof@fivecounties.on.ca

705-748-2337, ext. 200, or 705-875-7408

KEY POINTS

Project:

Website redesign and rebuild

Purpose:

Create a simpler, mobile-first, accessible, secure and easy-tonavigate, externally-hosted website that helps key Five Counties stakeholders to quickly find information and take action

Project Duration:

Up to 9 months from contract award to launch of new website (may be extended upon mutual agreement as needed)

Overview and Deliverables:

Please refer to full RFQ document for detailed information

The lowest price of any proposal or any part of any proposal not necessarily accepted. This tender may be awarded in whole or in part.

Five Counties Children’s Centre shall not be obligated in any manner to any vendor whatsoever until a written agreement has been duly executed with said vendor.

PART 1 - INTRODUCTION

1.1. Invitation to Vendors

Five Counties Children’s Centre (“The Centre”) invites qualified website design/development Vendors to submit a proposal for a full redesign and rebuild of the Centre’s public website (www.fivecounties.on.ca). The new website must be simpler, easier to navigate, mobile-friendly first, accessible, visually aligned with

FCCC branding, secure, stable, and hosted on an external server. The successful vendor will help the Centre create a clear overall vision for the site, improve how families, donors, job seekers, staff, partners, and community members find information, and deliver a modern website that can be easily managed by Centre staff after launch.

1.2. Definitions

In this Request for Quotations (RFQ), “Centre” means Five Counties Children’s Centre, “Vendor” means a company or individual submitting a proposal, “Proposal” means the Vendor’s written response to this RFQ, “Deliverables” means the work and materials to be provided through the project, and “Agreement” means the final contract between the Centre and the selected Vendor.

1.3. About the Centre

Five Counties Children’s Centre is a children’s treatment centre serving the communities of Peterborough

City-County, Northumberland County, City of Kawartha Lakes and Haliburton County. Each year, Five Counties provides rehabilitation and developmental services and supports for more than 6,500 children and youth with physical, communication, and developmental needs. Every day, the Centre helps enhance children’s independence, well-being and quality of life, while providing support and empowering families in our region. Our work is summarized by our corporate tagline: Building Abilities For Life. For a more detailed overview of our mandate, programs and services, please visit our current website at: www.fivecounties.on.ca.

While the Centre is government funded, it is also a registered charity. This means we raise funds to augment our publicly-funded services, ensuring we can assist more kids/clients and reduce wait times.

1.4. About the Website Redesign Project

The Centre’s website is its primary communication, service access, recruitment, fundraising, and public information tool. The current website contains valuable information, but users report difficulty in finding relevant services, resources, donation opportunities, career information, and contact points quickly. Any new website will be designed around end-user needs, action-oriented pathways, enhanced searchability, and clear access to services/resources.

While the current website can be used as a reference for existing content and overall site size, the new website should not simply replicate the existing structure. The project must include content review, simplification, improved information architecture, stronger search functions, reduced clutter, and a more visual, accessible, and service-focused experience. The end goal is creating a new site that is dynamic, flexible, informative, responsive, secure and up-to-date.

Key Priorities and Functionality for New Website:

• User experience and navigation: Mobile-first design; simpler home page; fewer top-level menu options; clear action-oriented and audience-based navigation; ideally maximum three-click access to key information wherever practical; intuitive, robust search feature (such as through the use of A-Z listings or filters for greater search capability); clear “Can’t find what you need?” support; and responsive load time for end users.
• Key actions and features: Prominent “Donate Now” and “Request Services” actions; e-commerce for purchased services and fundraising donations; enhanced Careers section; event listings; microhome pages or mirrored landing pages for the Centre’s fundraising team (Fund Development) and early years program (IIQ Peterborough). The new site must also be integrated to the Centre’s social media presence.
• Accessibility and inclusion: Because of the clients and families we serve, accessibility and compliance with the Accessibility for Ontarians with Disabilities Act (AODA) is a must for any redesign, ensuring the new site meets or exceeds AODA requirements. Vendor staff, agents or others involved in the development of the new website will be AODA compliant (or have training in it). Translation, font-size adjustment and other features that enhance site accessibility will be maintained or improved as well.
• Branding and content: The new website will reflect and respect the Centre’s branding, colours, style, visual identity and content, while also incorporating more visual appeal (use of photos and video). The new site should also incorporate best practice for web writing, feature easily scannable content, and include more accessible HTML pages to improve usability, accessibility, and search engine optimization.
• Content Management System (CMS), hosting, and security: A user-friendly CMS for multiple staff users with permission levels, secure external hosting, privacy safeguards, backups, monitoring, maintenance, and clear documentation.
• Timeline: A realistic project duration of up to nine (9) months from contract award to launch of new website. The expectation is that the Vendor will be diligent and responsive in completing this work in a reasonable and timely manner.

The redesign will create a greatly improved experience for public website users by making the site easier to understand, easier to search, easier to maintain, and easier to act on. The Vendor will propose an overall website vision, recommend a clear navigation model, and support the Centre in deciding how the website will best serve families, donors, job seekers, partners, and the broader community.

To guide the Vendor in redesigning the website, the Centre has provided other web sites that Five Counties sees as a good match for the organization:

• FireFly (www.fireflynw.ca)
• KidsAbility (www.kidsability.ca)
• ErinOaksKids (www.erinoakkids.ca)
• Holland Bloorview Kids Rehabilitation Hospital (https://hollandbloorview.ca/)
• Peterborough Regional Health Centre (www.prhc.on.ca) and PRHC Foundation (https://prhcfoundation.ca/)
• Grandview Kids (https://grandviewkids.ca/)
• BGC Kawarthas (www.bgckawarthas.com)

Content Management System

The website must include a user-friendly CMS that allows multiple Centre staff to update content safely and efficiently. The CMS must support different permission levels, approval workflows if recommended, reusable content templates, media management, accessibility-friendly publishing, and training for nontechnical users.

Vendors will identify the recommended CMS approach and explain the pros and cons of options such as a WordPress-based solution, a custom-built platform, or another recommended content management platform. The recommendation will consider cost, security, ease of use, flexibility, long-term support, accessibility, scalability, size and scope of the website, Vendor lock-in, and the Centre’s ability to maintain content over time. The CMS, hosting environment, website architecture, and administrative processes must be well documented. The successful Vendor must provide training, launch support, and plainlanguage documentation so Centre staff can confidently update content, manage pages, upload media, review basic analytics, and maintain the website after launch.

Privacy and Security

The website will be hosted on an external server managed by the successful Vendor or an approved hosting provider (with priority given to one based in Canada). The hosting solution must be secure, stable, scalable, regularly backed up, monitored, and maintained. The Vendor must clearly describe hosting arrangements, server location, whether any data may be stored outside Canada, uptime expectations, data protection practices, privacy safeguards, disaster recovery, software updates, security patching, SSL certificates, domain/DNS support, and ongoing maintenance requirements.

The Vendor must also identify how the proposed solution will protect any personal and/or personal health information collected through forms, e-commerce transactions, donations, or service requests. If thirdparty tools are recommended, the Vendor must describe their privacy, accessibility, security, integration, data storage, and data ownership implications.

1.5. Type of Contract for Deliverables

If a Vendor is selected, the Centre and the Vendor will enter into a written Agreement that confirms the final scope, timelines, responsibilities, pricing, hosting, support, and other terms. The project will not begin until the Agreement is signed by both parties.

PART 2 - REQUIREMENTS

2.1. RFQ Process and Conditions

To keep the process fair and consistent, Vendors will follow these RFQ process conditions:

• All questions must be sent in writing to the RFQ contact listed in this document. The Centre Contact for the purposes of this RFQ is:

Bill Eekhof

Communications Coordinator

Five Counties Children’s Centre

Email: beekhof@fivecounties.on.ca

Ph: 705-748-2337, ext. 200

C: 705-875-7408

Vendors will not contact other Centre staff or, board members, or committee members about this RFP unless invited to do so by the Centre Contact listed above.

• The Centre may issue updates, clarifications, amendments, or addenda to this RFQ.
• The Centre may ask Vendors for clarification, additional information, interviews, presentations, or demonstrations.
• Vendors are responsible for all costs related to preparing and submitting a proposal.
• Proposals and supporting documents submitted to the Centre will become the property of the Centre and will not be returned, except where required by law or agreed in writing.
• Vendors must treat any non-public information received from the Centre as confidential and use it only for the purpose of responding to this RFQ.
• Vendors may withdraw or amend a proposal before the closing deadline by notifying the RFQ contact in writing.
• The Centre may verify information, check references, waive minor irregularities, reject any or all proposals, cancel the RFQ, reissue the RFQ, or negotiate with one or more Vendors.
• The lowest-cost proposal will not necessarily be selected.
• This RFQ does not create a contract or obligation until a written Agreement is signed by the Centre and the selected Vendor.
• This RFQ is governed by the laws of Ontario and applicable federal laws of Canada, as well as the Centre’s own procurement policies.

2.2. RFQ Schedule

The following are the anticipated dates and timing for RFQ. At its discretion, the Centre reserves the right to change timelines if needed and will notify Vendors of any changes.

Event

Date

RFP finalized and issued

Sept. 4 , 2026

Deadline for questions

Sept. 18, 2026, by 4 pm (EDT)

Responses to questions issued, if needed

Questions will be answered and responded to as they are received (ideally within 2 business days)

Any outstanding questions will be answered by Sept. 22, 2026 , by 4 pm (EDT)

Proposal submission deadline

Oct. 20, 2026, by 4 pm (EDT)

Submit to:

Bill Eekhof

Five Counties Children’s Centre

872 Dutton Road

Peterborough, Ontario K9H 7G1

Email: beekhof@fivecounties.on.ca

Ph: 705-748-2337, ext. 200, or 705-875-7408

Follow-up Vendor interviews and presentations (as needed)

November 2026

(specific dates to be determined)

Vendor selection (awarding of contract and notification to Vendors not selected)

By Dec. 10, 2026

Project Start Date (with signing of Agreement)

Dec. 13 , 2026

Website redesign/rebuild

• Building/Approval of Structure
• Content migration

Up to 9 months*

First 1-2 months

Balance of timeline listed in Agreement

Target launch date of new site

September 2027*

(*may be extended longer based on agreement between Centre & Vendor)

2.3. Submission Requirements

To be considered, proposals must include the following:

• A complete written or electronic proposal submitted by the deadline to the Centre contact person that addresses the key points and asks in this RFQ.
• All signed and requested information in the Appendices section, including:
  • Appendix A: Vendor Submission Form (including detailed pricing information provided in Canadian dollars) with a binding/authorized signature o Appendix B: References Form
• Appendix C: Conflict of Interest Declaration o Appendix D: Vendor Statement of Acknowledgement
• An insurance certificate from the Vendor’s Insurer that includes a minimum liability coverage of $1,000,000.
• Proof of AODA compliance (or training) of staff, agents or others involved in the development of the new website (as outlined in this RFQ).

2.4. What Else to Include in Your Proposal

Proposals will be clear, concise, and easy to review. Vendors will include the following information:

• Company profile, history and primary contact information.
• Relevant website design and development experience, including examples of similar website redesign projects.
• Project team members, bios and their respective roles.
• Proposed approach to discovery, strategy, design, development, content migration, testing, training, launch, and post-launch support.
• Recommended CMS approach, including the pros and cons of WordPress, custom-built, or other suitable platforms.
• Recommended external hosting (within Canada is a priority), security, privacy, backup, monitoring, and maintenance approach.
• Accessibility and usability approach, including key consideration and compliance with AODA requirements.
• Approach to navigation, enhanced search function/features (e.g. A-Z listings), “Donate Now,” “Request Services,” e-commerce, careers, and micro-home pages.
• Proposed project timeline and critical path, based on an expected nine-month project timeline.
• Cost proposal, including one-time project costs, hosting costs, maintenance/support costs, licensing costs, optional costs, and applicable taxes.
• Training and documentation plan.
• References from three other website redesign projects that were completed for organizations comparable to Five Counties.

2.5. Key Deliverables

The successful Vendor will be expected to provide the following deliverables:

• Discovery and project planning, including confirmation of goals, audiences, user needs, success measures, and project governance.
• Website vision and strategy that explains the purpose of the new site and how it will support service access, donor engagement, recruitment, public information, and community connection. An integral element to the redesign is sharing how the site will be accessible, inclusive and AODA compliant.
• Information architecture and navigation plan, including simplified top-level navigation, actionoriented pathways, audience-based pathways, and enhanced search capability.
• Content strategy and migration plan, including recommendations to reduce text, limit PDFs, rebuild priority content as HTML pages, strengthen SEO, and increase accessibility.
• Mobile-first visual design that follows the Centre’s branding while improving usability, accessibility, clarity, and visual appeal.
• Development of the externally hosted website, CMS, templates, forms (as needed), search functionality, e-commerce components, micro-home pages, media features, and required integrations.
• Accessibility review and remediation to meet or exceed AODA and other applicable standards.
• Privacy, security, hosting, backup, monitoring, and maintenance documentation.
• Testing across devices, browsers, accessibility tools, forms, search, e-commerce, and CMS user roles.
• Training and documentation for Centre staff, including users with different CMS permission levels.
• Launch support and post-launch stabilization period.
• Following the go-live date of the website, the Centre will also seek a one-year period for light, ongoing technical support of the site (with an option to extend, based on mutual agreement).

The Centre anticipates a realistic project timeline of up to 9 months from contract award to public launch. Vendors must provide a proposed project schedule that includes discovery, website vision and strategy, information architecture, content review and migration planning, design, development, accessibility review, CMS setup, e-commerce setup, testing, training, content population, launch, and post-launch support.

2.6. Vendor Responsibilities

The successful Vendor will be responsible for the following:

• Design and build a robust, responsive, secure and mobile-first public website that aligns with Centre branding and improves ease of use, navigation, accessibility, search, and visual storytelling.
• Coordinate with Centre staff on content migration for the new website.
• Recommend and implement a clear information architecture that supports users finding information in three clicks or less wherever practical.
• Develop action-oriented and audience-based navigation options, supported by robust search function capability
• Implement clear calls to action, including “Donate Now” and “Request Services.”
• Create or support micro-home pages for the Centre’s fundraising team (Fund Development) and its early years program (IIQ Peterborough).
• Implement e-commerce functionality for purchased services and fundraising donations.
• Build or configure a CMS that allows multiple Centre users, at different access levels, to update and manage website content.
• Recommend the best CMS approach and explain the pros and cons of available options, including WordPress-based, custom-built, or other suitable platforms.
• Reduce reliance on PDFs by converting appropriate content into accessible, searchable HTML pages.
• Support the use of more photos and videos throughout the site while reducing unnecessary text and improving readability.
• Maintain or improve translation and font-size adjustment features.
• Set up Google Analytics on the website for site performance tracking purposes
• Embed and integrate the Parent Portal login from AlayaCare (client information system) and CareDove (client referral system)
• Provide secure external hosting, maintenance, documentation, training, and launch support. This will include testing and coordinating the launch of the new website (while retiring the legacy site) for a successful go-live transition of the new site.

PART 3 – REVIEW/EVALUATION OF SUBMISSIONS

3.1. Review/Evaluation Process

All completed submissions will be reviewed and evaluated by Five Counties Children’s Centre. The Centre may request clarification, additional information, interviews, presentations, demonstrations, or follow-up meetings with one or more Vendors as needed.

The Centre will consider overall fit, relevant experience, understanding of the project, proposed approach, website strategy, CMS recommendation, hosting and security approach, accessibility knowledge, timeline, cost, training, support, and ability to work with the Centre after launch. Reference checks to similar projects may also be made. The lowest-cost proposal will not necessarily be selected.

3.2. Contract Award

Following the review process, the Centre may select a Vendor to enter into an Agreement. Selection will be based on the Centre’s assessment of the proposal that best meets the project needs, not solely based on price.

3.3. Notification to Other Vendors

Once an Agreement is executed by the successful Vendor and the Centre, the other Vendors will be notified by the Centre representative in writing of the award of the contract to the successful Vendor within a week of the decision.

3.4. Right to Termination

The Centre may in its sole and absolute discretion and, without incurring any liability, rescind the selection of a Vendor and/or cancel this RFQ (or revise the scope of this RFQ) at any time. Grounds for termination include the selected Vendor failing to execute and follow through on the provision of Deliverables outlined in the Agreement within a reasonable time of starting this project.

PART 4 – RFQ TERMS

By responding to this RFQ, the Vendor agrees that the following terms and conditions will apply:

4.1. Confidentiality of Vendor’s Information

Information provided by a Vendor (and all or a portion of the response itself), even if identified as confidential, may be used, reproduced and disclosed by the Centre and, on a confidential basis, to third parties retained by Five Counties in connection with the subject matter of this RFQ, including without limitation, for the purposes of evaluating the proposal.

Information provided by a Vendor is also subject to disclosure in accordance with the Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. F.31. as amended. Each Vendor is requested to identify in its proposal any information it wishes the Centre to keep confidential. Vendors are advised that the information provided by a Vendor and all or a portion of the proposal itself, may be disclosed by the Centre to third parties where an order by the Information and Privacy Commissioner or a court requires the Centre to do so.

4.2. Data Validity

All data and information in this RFQ has been extracted from sources which the Centre considers reliable. However, the Centre makes no warranties or accepts no responsibility for inaccurate data contained herein.

4.3. Errors and Omissions

The Centre will not be held liable for any errors or omissions in any part of this RFQ. While the Centre has used considerable effort to ensure an accurate representation of information in this RFQ, the information contained in the RFQ is supplied solely as a guideline for potential Vendors. This information is not necessarily comprehensive or exhaustive. Nothing in the RFQ is intended to relieve a Vendor from forming its own opinions and conclusions with respect to the matters addressed in the RFQ. It is the responsibility of a Vendor to submit any questions and seek clarification on anything in this RFQ during the initial question period outlined in RFQ Schedule under Section 2.2.

4.4. Conflict of Interest

Vendors that respond to this RFQ must identify any real or perceived situations where a conflict of interest, past, current or future exists. All instances are to be declared in Appendix C of this RFQ.

4.5. Bankruptcy, Insolvency or Change in Control

Vendors shall notify the Centre if it becomes bankrupt, insolvent, or undergoes a change in control after submission of its proposal, but before the awarding of the contract, in which event, shall constitute sufficient grounds for the Centre to not award the contract to that Vendor.

PART 5- AGREEMENT

5.1. Signing of Agreement

Following the evaluation of bids and completion of the RFQ process, a Vendor will be chosen. The selected Vendor will then be required to enter into a written Agreement with Five Counties Children’s Centre before work begins. The final Agreement will confirm the approved scope of work, deliverables, timelines, project responsibilities, pricing, payment terms, external hosting, privacy and security requirements, insurance, support, maintenance, ownership, confidentiality, and other terms as required by the Centre.

APPENDIX A

RFQ# WRP-2026

VENDOR SUBMISSION FORM

Vendors will complete this form and include it with their proposal. Vendors may attach additional information where needed.

I/WE the undersigned agree to supply and deliver a WEBSITE REDESIGN – completed as per the attached RFQ including all appendices for the price stated below to Five Counties Children’s Centre.

The anticipated start date for the contract is December 13, 2026, following the signing of a written Agreement between the Centre and the selected Vendor.

We hereby certify that the information given in this RFP is correct and that if it is accepted, we will supply the Vendor Services as described for the price quoted herein.

RECEIVED FROM

Vendor Name:

Authorized Representative:

(I have the authority to bind the Vendor organization)

Title:

Date:

Signature:

B

REFERENCE FORM

Please list three (3) references for website redesign projects that you have completed for other organizations comparable to Five Counties. Scope of products and services provided are similar to what is outlined in this RFQ.

Reference #1

Organization Name:

Contact Name:

Contact Phone Number:

Location:

Website:

Date Work Undertaken:

Reference #2

Organization Name:

Contact Name:

Contact Phone Number:

Location:

Website:

Date Work Undertaken:

Reference #3

Organization Name:

Contact Name:

Contact Phone Number:

Location:

Website:

Date Work Undertaken:

C

CONFLICT OF INTEREST DECLARATION

The Vendor and its Affiliates declare that it does not now have and agrees not to have any public or private interest and shall not acquire directly or indirectly any such interest in connection with the work defined in this RFQ, that would conflict or appear to conflict in any manner with the performance of Deliverables under this RFQ or subsequent contract. “Affiliate” means a corporate entity linked to the Vendor through common ownership.

The Vendor and its Affiliates agree not to provide any services to any entity that may have an adversarial interest in a project for which it has provided services to Five Counties. The Vendor and its Affiliates agree to disclose to the Centre all other interests that the Vendor has or contemplates having during each phase of the project. In all situations, the Centre will decide if a conflict of interest exists. If the Centre concludes that a conflict of interest exists, it will inform the Vendor and its Affiliates. If the Vendor and its Affiliates choose to retain the interest constituting the conflict, the Centre may terminate the Agreement for cause in accordance with the provisions stated therein.

Vendor Organization:

Vendor Representative:

(I have the authority to bind the Vendor organization)

Date:

D

VENDOR STATEMENT OF ACKNOWLEDGEMENT

Please complete the following information:

Vendor’s Registered Legal Business Name:

Mailing Address:

Name of Contact Person:

Title:

Contact Person Ph #:

Email:

The Vendor hereby acknowledges that:

• The information it is providing is, to the best of its knowledge, complete and accurate.
• The Vendor has reviewed the RFQ, and the Vendor has authority to submit this proposal on behalf of the organization.
• The information it is providing, and all or a portion of the Proposal itself, even if identified as being confidential, may be used, reproduced, and disclosed by Centre on a confidential basis to third parties retained by FCCC in connection with the subject matter of this RFQ, including without limitation, for the purposes of evaluating the information;
• The information it is providing is subject to disclosure in accordance with the Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. F.31, as amended, that notwithstanding that the respondent has identified in its proposal any information it wishes Five Counties to keep confidential, the information provided by a Proponent and all or a portion of the Proposal itself, may be disclosed by the Centre to third parties where an order by the Information and Privacy Commissioner or a court requires the Centre to do so.
• This bid is made without collusion, connection, knowledge, comparison of figures or arrangement with any other company, firm, or persons making a proposal and is in all respects fair and without collusion for fraud. I/we understand this may result in rejection of the bid.
• The Centre shall not be liable for any costs incurred by the Vendor in the preparation of its proposal.
• All materials submitted to the Centre by the Vendor shall become the personal property of Five Counties and shall not be returned.
• This RFQ is for information gathering purposes only and does not create any legal obligations or restrict the Centre’s rights regarding the procurement of any good or service.
• A benefit has not been conferred of any kind on anyone employed by or connected with the Centre, for the purpose of influencing the outcome of procurement.

Signature of Vendor Representative:

(I have authority to bind the Vendor)

Name:

Title:

Date:

E

CHECKLIST – DID YOU INCLUDE EVERYTHING THAT IS REQUIRED?

Use this checklist to ensure your Proposal includes all the requested information outlined in this RFQ (no need to return checklist; for reference use only):

• Submitted a complete written or electronic Proposal by the deadline to the Centre contact person that addresses the key points and asks in this RFQ (Refer to Section 2.4. for details)
• Completed Appendix A: Vendor Submission Form, with detailed pricing information provided in Canadian dollars that also includes a binding signature from an authorized representative of the organization.
• In Appendix B: Reference Form, provided three references for other website redesign projects that the Vendor has completed for other organizations comparable to Five Counties.
• Read, understand and signed Appendix C: Conflict of Interest Declaration.
• Completed Appendix D: Vendor Statement of Acknowledgement that details (among other things) the information included in this Proposal is complete and accurate to the best of Vendor’s knowledge.
• Included an insurance certificate from the Vendor’s Insurer showing proof of minimum liability coverage of $1,000,000.
• Provided proof of AODA compliance (or training) of staff, agents or others involved in the development of the new website.