We received hundreds of questions about the Club’s brand refresh and website RFPs and have compiled this list of recurring questions and answers to help proponents prepare their submissions. Both projects are intended to be completed by summer 2027. 

• Website redesign
• Logo redesign and brand refresh

Budget and proposal submissions

1.  What pricing and scope options may proponents offer, and is a budget range available?

As a small non-profit organization, we will give significant consideration to pricing. We encourage proponents to provide tiered pricing, including core and extended scope options, so that we can select an approach suited to our budget. Proponents bidding on both projects are welcome to offer a combined discount. We have not specified a budget range for either project or a combined budget for both.

2.  Are joint bids welcome, and how should proposals for both projects be submitted?

We welcome joint proposals, including collaborations between a technical development studio and a lead or brand partner. Proponents bidding on both projects may submit a single combined document or two separate documents. We have no preference between these formats.

3.   Are suppliers based outside Canada eligible to submit?

Given the Club’s history, we have a preference for a Canadian supplier.

4.  Are there specific requirements for proposal length, file format, currency, or taxes?

We have not established specific requirements for proposal length or file format, etc. However, all fees should be in Canadian Dollars.

Timeline and evaluation

5.  Can both projects be delivered as one engagement, and when must they be completed?

If one firm is selected for both projects, we would consider delivering them as a single engagement with a coordinated schedule. Both projects are intended to be completed by summer 2027.

6.  How will coordinated bids be evaluated against individual project bids?

We will evaluate coordinated proposals using the same scale as proposals for individual projects. We will not disclose the detailed scoring structure. Our decision will take into account each proponent’s ability to deliver the work on time and at a reasonable price.

7.  What role will RKESTRA play in evaluation or project delivery?

RKESTRA is the Club’s manager and event producer. We will consult the RKESTRA team for its subject matter expertise during the evaluation process and project delivery.

8. What is the submission deadline, and can the Board presentation take place by video call?

Proposals must be submitted by 11:59 p.m. Eastern Daylight Time (EDT) on October 21. Proponents may deliver the November 19 Board presentation by video call.

 Website platform and integrations

9.  What platforms are currently used, who owns the accounts, and may alternatives be proposed?

We currently use Shopify with the Guest Manager plugin for event ticketing, and sponsorship payments are also processed through Shopify. The Club directly owns its domain and Shopify account. We are open to recommendations for alternative platforms and ticketing services, including Eventrise.

10. Which existing systems must connect to the website at launch?

The website must integrate with Mailchimp and QuickBooks at launch.

11.  What archive functionality and migration are expected, and where are recordings currently hosted?

We would like the new website to include photo and video archive functionality, with existing archives available on the new site. The current hosting location for recordings remains to be confirmed.

Website content and functionality

12.  How large is the current website, and are copywriting and content strategy in scope?

Our current website contains approximately 10 to 15 pages. Copywriting and content strategy are outside the scope of this RFP and do not need to be included in the proposed scope of work.

13.  Are bilingual functionality and WCAG 2.1 AA accessibility compliance required at launch?

A bilingual English and French website is not required at launch, but we would welcome it as an optional addition. WCAG 2.1 AA accessibility compliance is also not a requirement of this RFP. Proponents may include either or both features as optional components of their proposals for our consideration.

14.  Should events be displayed in a calendar or a list?

We have no preference between a calendar view and a list view for events. We welcome proponents’ recommendations on the most suitable approach.

15.  Does the Club have memberships or a members’ area, and what else is sold online?

The Club is not a membership organization, and our events are open to everyone through ticket sales. We do not currently sell other items on the website, but we would like the option to do so in the future. Sponsorship payments are also processed through Shopify.

16.  How will launch priorities and detailed registration requirements be decided?

We will discuss launch priorities with the selected proponent during the design stage, including event discovery, archives, Club history, and sponsorship. We will also discuss the registration process and the questions raised about season passes and member-only events at that stage. The Club is not a membership organization, and references to membership features should be considered in that context.

 Brand and additional services

17.  What level of brand change is intended, and are bilingual or anniversary logos required?

We are seeking a brand refresh and welcome tiered proposals that set out different scope and pricing options. We will discuss bilingual logo requirements and the possibility of a distinct 125th anniversary logo with the selected proponent during the design stage.

18.  What background information and existing brand assets are available?

We invite proponents to visit the Club’s website for information about our history. Vector source files for the existing logos are available.

19.  Is Google Ad Grant qualification or campaign setup in scope?

Google Ad Grant qualification and campaign setup are outside the scope of this RFP.