Request for Proposal (RFP) for Brand Refresh & Website Redesign & Integration
| rfp_website_redesign_and_brand_refresh.pdf |
1. Introduction
Company Overview: Peachland Community Arts Council (PCAC) was established in 1998. PCAC supports and promotes arts and culture in Peachland and the Central Okanagan. The Peachland Art Galley was opened in 2014 and holds 8 – 10 exhibition each year enjoying 8 – 12 thousand art patron visitors each year. The Arts council provides education and development opportunities to our community and supports local community groups and events. PCAC delivers over 16,000 hours of arts programming each year. The organization is a registered non-profit and completely volunteer run with a small but dedicated core group of leaders.
Project Overview: PCAC has determined that our current website needs a redesign to better support and promote our programs. We need an improved user experience, better SEO, and a modern design. The website needs to be paired with a promotion plan that links email promotion with social media and SEO. In conjunction with the website redesign the Peachland Art Gallery needs a brand refresh to create a unique recognizable brand identity for the art gallery.
We require a clear instruction set for volunteers to manage the promotions process, website and social media updates to achieve consistency across channels and drive attendance, visits and support. PCAC would like to offer sponsorship opportunities to local businesses and website redesign and branding refresh including promotional material design and signage are key elements to this project.
We use Weebly for our website, ecommerce and email promotions. We will not be moving off Weebly so RFP responders must be familiar with Weebly functionality and set up.
2. Project Goals
The goal of this project is to modernize our brand and website to attract a broader audience for our programs and increase support for the art gallery. Key goals are to increase memberships, donations, introduce a sponsorship program and increase attendance at events.
We have divided the project into two phases, the brand refresh to be completed first so that the deliverable can be used in the 2nd phase of redesigning the website with the new brand identity and leveraging Weebly functionality. Work can be done on both phases at the same time as long as the brand identity is fully integrated in the website redesign.
A major component of the project is instruction and training materials (including templates) for volunteers to successfully implement the new branding and follow the promotions plan for consistency.
3. Scope of Work and Deliverables
Phase 1. Brand Refresh including promotional artifacts design
Peachland Art Gallery is recognized as a professional level gallery and valued by the Arts Community in the Okanagan. We would like to create a unique identifiable brand for Peachland Art Gallery to help ensure its continued service to the community.
The new brand identity for Peachland Art Gallery is to be used to develop all marketing artifacts and to be integrated into the redesign of the website, promotional emails and social media.
Key deliverables:
Phase 2. Website Redesign and Integration
Improve website navigation and usability of both desktop and mobile. Penticton Art Gallery website is an example of the look and feel desired.
Peachland Art Gallery’s new brand identity is to be integrated in all aspects of the website redesign, promotional emails, and ecommerce setup.
Key deliverables:
4. Technical Requirements
Must use Weebly.
Only the user interface can be used to design the website (no coding), as it must be able to be updated and maintained by our volunteers.
All artwork must be original or royalty free. No AI generated images please.
Outline security requirements.
5. Budget
PCAC has set aside a total budget of $7000 for this project including the phase 1 brand refresh and phase 2 website redesign. You can submit a proposal for one phase or both. Proposals for each phase must be separate and include full details and breakdown of costs. We will evaluate each phase separately and may select different vendors for each phase. PCAC will promote the individual(s)/company(s) who successfully complete these projects for one year.
6. Timeline
Proposal submission deadline November 6, 2025.
Project start and completion dates November 21, 2025 – January 15, 2026.
7. Proposal Requirements
Please include the following in your proposal:
Company background and experience.
Portfolio of similar projects.
Proposed approach and timeline for each phase. You can provide a proposal for a single phase.
Detailed cost breakdown for each phase.
8. Evaluation Criteria
PCAC will evaluate all proposals on:
Relevant experience
Cost-effectiveness
References and testimonials.
9. Submission Instructions
Submission format - email proposals in PDF, please use the heading in the RFP to structure your proposal and email it to [email protected]
Subject: RFP Response.
Contact person and email address for questions.
Jackie Lingard
[email protected]
Deadline for submission November 6, 2025.
Company Overview: Peachland Community Arts Council (PCAC) was established in 1998. PCAC supports and promotes arts and culture in Peachland and the Central Okanagan. The Peachland Art Galley was opened in 2014 and holds 8 – 10 exhibition each year enjoying 8 – 12 thousand art patron visitors each year. The Arts council provides education and development opportunities to our community and supports local community groups and events. PCAC delivers over 16,000 hours of arts programming each year. The organization is a registered non-profit and completely volunteer run with a small but dedicated core group of leaders.
Project Overview: PCAC has determined that our current website needs a redesign to better support and promote our programs. We need an improved user experience, better SEO, and a modern design. The website needs to be paired with a promotion plan that links email promotion with social media and SEO. In conjunction with the website redesign the Peachland Art Gallery needs a brand refresh to create a unique recognizable brand identity for the art gallery.
We require a clear instruction set for volunteers to manage the promotions process, website and social media updates to achieve consistency across channels and drive attendance, visits and support. PCAC would like to offer sponsorship opportunities to local businesses and website redesign and branding refresh including promotional material design and signage are key elements to this project.
We use Weebly for our website, ecommerce and email promotions. We will not be moving off Weebly so RFP responders must be familiar with Weebly functionality and set up.
2. Project Goals
The goal of this project is to modernize our brand and website to attract a broader audience for our programs and increase support for the art gallery. Key goals are to increase memberships, donations, introduce a sponsorship program and increase attendance at events.
We have divided the project into two phases, the brand refresh to be completed first so that the deliverable can be used in the 2nd phase of redesigning the website with the new brand identity and leveraging Weebly functionality. Work can be done on both phases at the same time as long as the brand identity is fully integrated in the website redesign.
A major component of the project is instruction and training materials (including templates) for volunteers to successfully implement the new branding and follow the promotions plan for consistency.
3. Scope of Work and Deliverables
Phase 1. Brand Refresh including promotional artifacts design
Peachland Art Gallery is recognized as a professional level gallery and valued by the Arts Community in the Okanagan. We would like to create a unique identifiable brand for Peachland Art Gallery to help ensure its continued service to the community.
The new brand identity for Peachland Art Gallery is to be used to develop all marketing artifacts and to be integrated into the redesign of the website, promotional emails and social media.
Key deliverables:
- Create a unique brand identity for Peachland Art Gallery.
- Update marketing material and signage to create consistent recognizable brand
- Signage
- Design gallery indoor signage to help draw visitors to gallery
- Design signage for admission donations at each door
- Design signage templates for sandwich board and poster stands for exhibition, events and information
- Templates – design of templates for presentation and to collect information for each type of marketing artifact for each channel using new brand identity
- Webpages
- Email promotions
- Website postings
- Social media postings (Facebook & Instagram)
- Newsletter
- Ecommerce item setup
- Sandwich board signs for events and exhibitions
- Posters for events by type of event (exhibition, concert, talent show case, fund raiser event, workshop, artist in gallery, exhibition)
- Newspaper ads 1/8 page and ½ page
- Signage
- Update marketing material and signage to create consistent recognizable brand
- Design Marketing Materials and Content
- Develop marketing materials for membership drive.
- Develop sponsorship program materials and integrating sponsorship into marketing artifacts and website and social media design.
- Develop marketing materials for donations and integration into website
- Flow chart and task list for promotional activities
- Recommendation on how to align and manage social media to support promotional activities
Phase 2. Website Redesign and Integration
Improve website navigation and usability of both desktop and mobile. Penticton Art Gallery website is an example of the look and feel desired.
Peachland Art Gallery’s new brand identity is to be integrated in all aspects of the website redesign, promotional emails, and ecommerce setup.
Key deliverables:
- Design and development requirements for website redesign to:
- Improve design and user experience
- Improve Peachlandarts.ca visibility
- Increase website traffic and conversion rate.
- Implement brand identity in Weebly for website, items (ecommerce) and email promotions. Create templates or themes to ensure consistency.
- SEO optimization of site and ecommerce items.
- Integrate email promotion and social media platforms in website
- Enhance ecommerce setup to better promote events and shows
- Gather emails for newsletter sign up and email promotions
- Content migration – current content should be added to site at hand over with historical content to be added by PCAC volunteers where applicable.
- Provide recommendations for website security.
- Testing and quality assurance.
- A complete instruction manual for maintaining and updating site content is required. Ongoing support and maintenance must be done by volunteers so the instruction manual must be written so nontechnical staff can maintain the website, email promotion, item set up, and social media.
4. Technical Requirements
Must use Weebly.
Only the user interface can be used to design the website (no coding), as it must be able to be updated and maintained by our volunteers.
All artwork must be original or royalty free. No AI generated images please.
Outline security requirements.
5. Budget
PCAC has set aside a total budget of $7000 for this project including the phase 1 brand refresh and phase 2 website redesign. You can submit a proposal for one phase or both. Proposals for each phase must be separate and include full details and breakdown of costs. We will evaluate each phase separately and may select different vendors for each phase. PCAC will promote the individual(s)/company(s) who successfully complete these projects for one year.
6. Timeline
Proposal submission deadline November 6, 2025.
Project start and completion dates November 21, 2025 – January 15, 2026.
7. Proposal Requirements
Please include the following in your proposal:
Company background and experience.
Portfolio of similar projects.
Proposed approach and timeline for each phase. You can provide a proposal for a single phase.
Detailed cost breakdown for each phase.
8. Evaluation Criteria
PCAC will evaluate all proposals on:
Relevant experience
- Website redesign: Provide a clear description of the level of knowledge of Weebly website, ecommerce setup, and epromote. Include examples of site you have designed using Weebly and special features you employed.
- Brand Refresh: Provide examples of brand and promotional work you have done and your approach to designing brand identity.
Cost-effectiveness
References and testimonials.
9. Submission Instructions
Submission format - email proposals in PDF, please use the heading in the RFP to structure your proposal and email it to [email protected]
Subject: RFP Response.
Contact person and email address for questions.
Jackie Lingard
[email protected]
Deadline for submission November 6, 2025.