Phase 1 Proposal
Member Directory Platform
A comprehensive digital platform for Wallace McCain Institute and the Order of the Wallace McCain Institute to connect, engage, and empower your alumni community.
Phase 1 Proposal
A comprehensive digital platform for Wallace McCain Institute and the Order of the Wallace McCain Institute to connect, engage, and empower your alumni community.
This proposal outlines the development of a comprehensive member directory platform designed specifically for the Wallace McCain Institute and The Order of Wallace McCain. The platform will serve as a central hub for your alumni community, providing the tools and features necessary to foster meaningful connections, streamline operations, and enhance member engagement.
Secure Access & Member Management. Members will enjoy a modern, secure login experience with the flexibility to sign in using their existing Google or LinkedIn accounts, or a traditional email and password. Role-based access ensures that alumni, operations staff, board members, speakers, and other stakeholders each see the information and features relevant to them.
Intelligent Member Discovery. The platform features a rich, searchable member directory with detailed profiles capturing professional backgrounds, expertise areas, and contact preferences. An intelligent search capability allows members to find connections naturally—whether searching by industry, location, cohort year, or area of expertise. A conversational assistant further simplifies discovery by allowing members to ask questions in plain language.
Speaker Bureau. A dedicated speaker directory showcases members available for speaking engagements, complete with their topics of expertise, past engagements, availability, and media samples. Organizations seeking speakers can easily browse, filter, and submit booking requests.
Events & Calendar Integration. A full-featured events calendar supports in-person, virtual, and hybrid gatherings. Members can browse upcoming events, register with a single click, and add events directly to their personal calendars. Capacity limits, waitlist management, and attendance tracking are built in to simplify event coordination.
Resource Library. A centralized content hub provides access to valuable alumni resources including documents, presentations, fireside chat recordings, and educational materials. Content is organized by category and easily searchable, with access controls to ensure the right materials reach the right audience.
Flexible Application Forms. A powerful form builder enables administrators to create custom application forms for new programs, nominations, surveys, and other intake needs—without requiring any technical expertise. Multi-step forms with validation ensure a smooth experience for applicants.
Administration & Insights. A comprehensive admin portal provides operations staff with the tools to manage members, approve registrations, coordinate events, organize resources, and monitor engagement across the platform.
Data Migration. This phase includes complete migration and cleanup of your existing membership data, including deduplication, normalization, and data hygiene to ensure a clean foundation for the new platform.
$1,320
CAD
Secure portal providing role-based access for WMI alumni, operations staff, board members, speakers, and other stakeholders. Single sign-on with Google, LinkedIn, and email authentication. Self-service password recovery and admin-controlled registration with approval workflow.
Single sign-on with Google, LinkedIn, and email authentication
$2,992
CAD
Comprehensive member profiles with unlimited custom fields to capture current and future alumni information. AI-powered semantic search to find members by expertise, industry, skills, or any profile attribute. Conversational chatbot to explore alumni data naturally.
Demo: AI-powered chatbot exploring alumni data
$1,056
CAD
Showcase member speakers with their topics, expertise areas, past speaking engagements, availability, fee structures, and media samples. Dedicated speaker search with filters and a booking request workflow.
$2,376
CAD
Full-featured events calendar supporting in-person, virtual, and hybrid events. RSVP management with capacity limits, waitlists, and guest registration. iCal subscription for seamless integration with Google Calendar and Outlook.
Demo: Interactive calendar with multiple views and event management
$2,024
CAD
Centralized hub for all alumni content including documents, videos, fireside chat recordings, presentations, and external links. Organized by categories with search, featured content sections, and access controls.
$2,464
CAD
Complete administration portal for managing members, approving registrations, creating events, uploading resources, customizing organization branding, and viewing engagement reports.
Demo: Member management with search, filtering, and bulk operations
$1,650
CAD
Powerful schema-driven form system allowing administrators to create simple to complex multi-step application forms for new programs, nominations, surveys, and more—without any coding required.
Demo: Multi-step application form with validation and progress tracking
$2,552
CAD
Comprehensive project delivery including quality assurance testing, user documentation, production deployment, and 3 months of post-launch support to ensure a smooth transition.
Total Investment
168 hours of development
$16,434
CAD + applicable taxes
Week 1
Project setup, database schema, authentication integration
Week 2
Profiles, directory views, search functionality
Week 3
Semantic search, chatbot integration, embeddings
Week 4
Speaker profiles, topic tagging, booking workflow
Week 5
Calendar views, RSVP system, iCal integration
Week 6
Content management, uploads, categorization
Week 7
Admin tools, settings, analytics
Week 8
QA, deployment, documentation, training
Estimated Total Duration: 8 weeks
The platform requires the following monthly services to operate. These costs are estimates and may vary based on usage.
| Service | Monthly Cost |
|---|---|
| API Hosting | $38 |
| Database | $8 |
| File Storage * Does not include storage of recorded video, podcasts, or other large media files | $40 |
| Authentication | $38 |
| AI Services | $30 |
| Web Hosting | $30 |
| Estimated Monthly Total | ~$184/mo |
* Costs may increase with higher usage. AI features (chatbot, semantic search) usage is estimated for typical member directory queries.
4 equal monthly payments of $4,109
Payments due on the 1st of each month following project kickoff.
1. Scope of Work. This proposal covers only the deliverables explicitly listed above. Any additional features, modifications, or scope changes will be quoted separately and require written approval before work begins.
2. Payment Terms. All invoices are due within 14 days of receipt. Late payments may incur a 1.5% monthly interest charge. Work may be paused if payments are more than 30 days overdue.
3. Intellectual Property. Upon full payment, Client receives full ownership of all custom code, designs, and deliverables created specifically for this project. Third-party libraries and frameworks remain under their respective licenses.
4. Client Responsibilities. Client agrees to provide timely feedback, content, assets, and access credentials as needed. Delays in client deliverables may extend the project timeline.
5. Post-Launch Support. The 3-month support period covers bug fixes and minor adjustments to delivered features. New features, enhancements, or changes beyond the original scope will be billed at the hourly rate of $220 CAD/hour.
6. Confidentiality. Both parties agree to keep confidential any proprietary information shared during the project. This includes but is not limited to business strategies, member data, and technical implementations.
7. Limitation of Liability. Total liability is limited to the amount paid for services. Neither party shall be liable for indirect, incidental, or consequential damages.
8. Termination. Either party may terminate with 14 days written notice. Client will be invoiced for all work completed up to the termination date.
9. Warranty. Deliverables are warranted to function as specified for 90 days post-launch. This does not cover issues caused by third-party services, client modifications, or factors outside our control.
10. Acceptance. By accepting this proposal, Client agrees to these terms and conditions. This proposal is valid for 30 days from the date shown below.
Prepared by Brian Dunphy | January 7, 2026 | Valid for 30 days