Website Design and Development Services
Issued by: Tropicana Community Services (TCS)
Issue Date: September 14, 2026
About Tropicana Community Services
Tropicana Community Services (TCS) is a community-based organization committed to empowering children, youth, families, newcomers, seniors, and diverse communities through culturally responsive programs and services. As part of our digital transformation strategy, TCS’s preference is to engage a Canadian-based web design and development company or digital agency with demonstrated experience delivering websites for Canadian organizations, non-profit organizations, community service organizations, or other comparable institutions.
Project Overview
Tropicana Community Services invites qualified Canadian web development companies and digital agencies to submit proposals for the design, development, implementation, migration, and ongoing support of a new corporate website for TCS.
The primary website will be developed and hosted under:
The objective is to establish mytropicana.ca as the organization’s primary and centralized digital platform, eliminating unnecessary duplication between the existing websites and providing users with a consistent and improved online experience. members, clients, donors, partners, employers, volunteers, and staff.
Scope of Work
The selected vendor will be responsible for planning, designing, developing, testing, deploying, and supporting the new website.
Core Functional Requirements
General Website
- Modern responsive design for desktop, tablet, and mobile devices
- Search engine optimized (SEO)
- Fast page loading
- WCAG accessibility compliance
- Secure SSL implementation
- Content Management System (CMS)
- Compliance with Tropicana Community Services branding guidelines
- Optional multilingual support
Community Engagement
- News and announcements
- Community events calendar
- Event registration
- Photo and video gallery
- Newsletter subscription
- Community discussion forum (optional)
Social Services
- Online service information
- Digital intake/request forms
- Appointment booking
- Resource library
- Emergency contact information
- Administrative case tracking
Fundraising and Donations
- Secure online donations
- One-time and recurring giving
- Campaign management
- Automatic donation receipts
- Donor dashboard
- Fundraising progress indicators
- Optional accounting system integration
Scholarship Management
- Scholarship listings
- Online application portal
- Eligibility information
- Secure document uploads
- Applicant dashboard
- Administrative review portal
- Application scoring and status tracking
- Automated email notifications
- Export reports to PDF
Employment Services
- Online job board
- Employer registration
- Job posting management
- Job seeker profiles
- Resume uploads
- Application tracking
- Career resources
- Administrative moderation
User Management
- Secure user registration and authentication
- Role-based access controls
- User profile management
- Password recovery
- Security management
Administrative Dashboard
- Website content management
- User administration
- Reporting and analytics
- Donation management
- Scholarship administration
- Job posting management
- System audit logs
Technical Requirements
The proposed solution should include:
- Secure architecture following OWASP best practices
- Compliance with applicable privacy legislation, including PIPEDA
- Daily automated backups
- High availability (target uptime of 99%)
- Scalable architecture
- Performance optimization
- Modern development framework
Preferred technologies may include:
- React, Vue.js or comparable frontend technologies
- Laravel, Django or Node.js backend frameworks
- PostgreSQL or MySQL databases
- WordPress or equivalent CMS
- Secure online payment gateway integration
Alternative technologies that meet the project requirements are welcome.
Project Deliverables
The successful proponent will provide:
- Discovery and requirements analysis
- Information architecture and sitemap
- UI/UX design mockups
- Website development
- Functional, security, and performance testing
- Production deployment
- Administrator training
- Technical documentation
- Warranty and post-launch support
Maintenance and Support
Proponents are encouraged to include optional maintenance services such as:
- Security updates
- Software upgrades
- Technical support
- Performance monitoring
- Bug fixes
- Ongoing enhancements under a Service Level Agreement (SLA)
Optional Value-Added Features
TCS welcomes innovative recommendations, including but not limited to:
- AI-powered virtual assistant/chatbot
- SMS notifications
- Volunteer management portal
- CRM integrations
- Microsoft 365 and SharePoint integrations
- Power BI reporting dashboards
- Online appointment scheduling enhancements
Proposal Submission Requirements
Interested proponents should submit a proposal containing:
- Company profile and qualifications
- Relevant experience with similar projects
- Portfolio of completed websites
- Proposed project methodology
- Project timeline
- Team structure
- Technical approach
- Maintenance and support options
- Minimum of three client references
Cost Breakdown
Proponents must provide a detailed cost breakdown for the proposed solution, clearly identifying:
- Website design and development
- Content migration
- Integrations and third-party services
- Hosting and SSL (Already hosting on WPEngine & GoDaddy platforms)
- Software, CMS, and licensing fees
- Training and documentation
- Testing and deployment
- Maintenance and technical support
- Security monitoring and updates
- Optional features and services
- Any other one-time or recurring costs
- Applicable taxes and additional fees
Proponents must clearly distinguish between one-time costs, annual/recurring costs, and optional costs to ensure transparency and avoid unexpected future expenses.
Evaluation Criteria
Proposals will be evaluated based on:
- Organizational experience and qualifications
- Understanding of project requirements
- Technical solution
- User experience and design approach
- Relevant project experience
- Project timeline
- Value for money
- Maintenance and ongoing support
- References
Tropicana Community Services reserves the right to request demonstrations, interviews, or additional information from shortlisted proponents.
Submission Deadline
Proposal Submission Deadline: September 25, 2026
Submission Instructions
Interested proponents should submit their proposal electronically in PDF format to:
Email: itdepartment@tropicanacommunity.org
Subject Line: Website Design and Development Proposal – Tropicana Community Services
Late submissions may not be considered.
Terms and Conditions
- TCS reserves the right to accept or reject any or all proposals.
- TCS is not obligated to select the lowest-priced proposal.
- Submission of a proposal does not create any contractual obligation.
- All materials submitted become the property of Tropicana Community Services unless otherwise agreed.
Contact Information
For questions regarding this Call for Proposals, please contact:
IT Department
Tropicana Community Services
Email: itdepartment@tropicanacommunity.org
Tropicana Community Services thanks all interested proponents for their interest and looks forward to receiving innovative proposals that will help us build a modern digital platform to better serve our communities.
