Request for Proposals: Website Development and Design

A man rides his bike in downtown Vancouver on a two-way cycle track.

HUB Cycling is seeking proposals to build a new website. Our current website, bikehub.ca, was recently upgraded to Drupal 10.4.5, but has not had a design update in over ten years. There are 887 pages and articles on our current site at the time of publishing this RFP that need to be migrated over to the new site. Our sitemap can be viewed here.

Enquiries can be emailed to the Director of Campaigns and Inclusion, Navdeep Chhina, at navdeep@bikehub.ca. 

Closing Date: May 30, 2025. A PDF of the RFP is available here.
 

Introduction
 

HUB Cycling is a charitable non-profit organization that has spent over 25 years removing barriers to cycling in Metro Vancouver, while cultivating active transportation's health, environmental, and economic benefits. HUB has educated thousands, motivated thousands more, and championed improvements such as #UnGapTheMap to create a connected cycling network.

HUB Cycling’s mission is to get more people cycling, more often. We make cycling better through education, action and events. More cycling means healthier, happier, more connected communities. We’re leading the way in making cycling an attractive choice for everyone. Read more about us on our website.

 

Goals
 

Primary Goals:

  • Increase donation revenue
    • peer-to-peer fundraising
  • Increase consulting business revenue
  • Increase engagement
    • advocacy
    • event registration
    • education program participation
  • Showcase HUB’s research
  • Improve accessibility as per Web Content Accessibility Guidelines, as well as for people who speak languages other than English
  • Build a reputation as a trusted and preferred resource for cycling

Secondary Goals:

  • Increase newsletter subscriptions
  • Online merchandise store
  • Deliver online cycling education
     

Key Audiences

 

  1. Primarily people in British Columbia who cycle, but content should be accessible to people outside of B.C. as well
  2. Primarily people in British Columbia who are considering getting into cycling but need help getting started or may have concerns about safety
  3. Government staff and elected officials from municipalities, First Nations, province of BC
  4. Media
  5. Local Businesses
  6. Property managers, real estate developers, stratas
     

Scope and Deliverables
 

The successful proponent will work under the direction of HUB’s Marketing Manager.

We hope to start the project as soon as possible and launch the new website in April 2026.

The successful proponent is expected to deliver and design a website, and:

  • provide input on content organization and navigation.
  • provide a manual and at least two training sessions on the use of the website features, including content creation and management.
  • provide support for up to three months post-launch and make configuration changes if required.
  • any additional recommendations that the proponent wishes to include.

The website redesign should:

  • create a fresh look and feel with a modern, vibrant and engaging design using HUB Cycling’s branding.
  • employ best practices and evidence-based UX strategy to surface key content.
  • deliver a seamless experience across devices and screen sizes through responsive design
  • deliver an accessible website according to the most recent Web Content Accessibility Guidelines (WCAG standards).
  • to the degree possible, migrate legacy content to the new site.
    leverage photography and video supplied by HUB Cycling, to be incorporated into the site design.
    to the degree possible, integration with HUB Cycling’s current platforms:
    • Keela CRM platform, including Raisely, Google Analytics, Groups.io, and Social Media Channels
  • deliver interactive, responsive maps of cycling infrastructure (Google Maps, ArcGIS).
     

Budget
 

The total budget for the project should not exceed $75,000 CAD, including all fees, disbursements and expenses related to the delivery of the scope. This budget should include contingencies for extra time or work needed to complete the project. As a non-profit charity, our budgets are very tight and this sort of work is hard to find funding for.
 

Submission

 

Submissions shall include the following;

  1. Organization profile, including brief history, ownership structure, number of staff by profession, location of office(s) and where this assignment will be carried out.
  2. Previous related experience with developing websites, with a preference for experience working for similar organizations and/or on similar projects.
  3. Organization leadership structure/profiles.
  4. Assignment price as lump sum, in Canadian dollars and exclusive of any applicable sales taxes, but inclusive of all other costs.
  5. Project timeline, including delivery milestones.
  6. Project process, including phases and deliverables.
  7. Any value-add deliverables or options that are deemed useful to add to the project scope. If these carry additional costs, these costs shall be listed as separate line items in the Submission.

Quotations will be reviewed and evaluated by HUB staff. During the evaluation process, any or all of the proponents may be invited to give written or oral presentations and/or participate in interviews.

 

Weighted Criteria for Evaluation of SubmissionsWeight 

Relevant Experience

  • Demonstrated track record in creating websites for similar projects.
  • Familiarity with non-profits or advocacy groups or Indigenous Nations.
  • Proven ability to work with underserved communities, particularly disabled people and nonnative English speakers.
  • Preference will be given to organizations that are led by people who identify as members of racialized and equity-deserving groups or persons with disabilities, particularly those with lived experience relevant to the communities HUB Cycling aims to engage. Learn about our Equity Framework here.
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Approach and Methodology

  • Collaborative Process: A clear, inclusive approach to engaging staff, and potentially others.
  • Turnkey Solution: Ability to incorporate HUB Cycling’s unique context and strategy into existing turnkey solutions.
  • Comprehensiveness: Capability to address all required areas, including user experience and accessibility.
     
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Cost and Value

  • Affordability: Alignment with HUB Cycling’s budget while ensuring high-quality deliverables.
  • Value for Money: Clear demonstration of how the proposed approach will deliver tangible, impactful outcomes within the desired timeframe.
     
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Please submit all material to web@bikehub.ca before May 30, 2025. Use the subject line “Website Proposal from [company name]”.

 

Frequently Asked Questions

 

How committed are you to staying on Drupal? 

We are open to switching to WordPress, provided you (the vendor) are able to make a convincing and viable case for the switch.
 

Are you taking quick discovery calls before we submit a proposal?

As of May 22, we are no longer taking discovery calls. However, we can answer any questions over email. Please contact us here.

 

Are you looking for a long-term partner for maintenance and support as well as the redesign, or do you have a good in-house or contractor for that work?

No, we already have a long-term maintenance and support relationship with Intellect Solutions Inc.
 

Could you please provide more details on the desired functionality for the “maps of cycling infrastructure”?

We plan to embed ArcGIS maps of cycling infrastructure on our webpages.  Here is an example from the City of Vancouver (CoV) website.  The maps used by CoV are lot more complicated than what we hope to use.
 

Would you consider a proposal from a European or Foreign country, or do you expect a preference for local or US-based vendors?


As per our selection criteria, preference will be given in the following order:

  • Indigenous Led Company (based anywhere in British Columbia)
  • Metro Vancouver-based Company
  • Lower Mainland-based Company
  • British Columbia-based Company
  • Canadian-based Company
  • Foreign Company
     

Are you looking for guidance on implementing peer to peer fundraising, or just integration of an existing platform like Raisely?

We are looking for integration with Keela/Raisely.

 

The online merch store and cycling education are identified as secondary goals, but could well be projects in themselves. Do you have preferred platforms or platforms already in use for these? As secondary goals, do you see them as optional or nice to have, or required? 

Merch store: We see this as a nice-to-have, and built using the integration of existing eCommerce platforms, like Shopify. We currently have about five products.
 

Cycling education: Currently we have two online cycling courses that use Moodle. These were developed during COVID and enrollment has declined since then. We would like to have the option of building these courses into our website in the future (instead of using Moodle).

 

What sort of integration do you have in mind for Keela, Raisely, and Groups.io? 

Keela is our CRM, and all online interaction at bikehub.ca, like event registration, donation, etc, should sync with Keela.

Raisely will be used for fundraising efforts on bikehub.ca.

Groups.io is used by our local committees to engage in advocacy conversations. We would like to integrate content, like this page, into our community pages. This is an example of Vancouver/UBC's community page.

 

Why two training sessions on using the website?

To ensure staff are comfortable in adding content on their own.
 

What’s expected in a 3-month post-launch period?

Ensure that website content and features are working as intended and incorporate any new features that we might not have discovered before going live.