COMPETITIVE CONTRACTING RFP #15-20 FOR WEBSITE DESIGN, HOSTING & MAINTENANCE SERVICES
Notice is hereby given that the Board of Chosen Freeholders of the County of Camden, New Jersey, is requesting sealed proposals for Competitive Contracting RFP, #15-20, Website Design, Hosting & Maintenance Services for the County of Camden. Copies of the Request For Proposals are available in the Division of Purchasing, COUlihouse, 17th Floor, 520 Market Street, Camden, NJ 08102, during regular business hours or vendors can register to download all documents from the Camden County website: http://www.camdencounty.com/govenul1ent/offices-departments/division-purchasing Proposals must be submitted to the Camden County Division of Purchasing, Courthouse-17"' Floor, 520 Market Street, Camden, New Jersey 08012. Proposals are scheduled to be opened on Wednesday June 24, 2015 at 11:00 a.m. prevailing time by the Camden County Purchasing Agent or her designee. Any proposals received after said opening, whether by mail or otherwise will be returned unopened. No proposals will be accepted after the above referenced date. Proposals must be submitted in sealed envelopes with the name of the CCRFP clearly marked on the outside of the envelope. Proposals may not be e-mailed, faxed or transmitted over the telephone. Proposers are strongly urged to attend a pre-proposal conference to be held on Monday June 1, 2015 at 2:30 P.M. at the Camden County Department of Parks, 1301 Park Boulevard, Cheny Hill, New Jersey 08002.856216-2117. Proposers are required to comply with the requirements ofPL 1975, c.127 (NJ.A.C. 17:27) and N.J.S.A. 10:531. Proposers are required to comply with the requirements ofP.L. 1999. C.238, where applicable. All proposers are responsible for obtaining complete Competitive Contracting RFP documentation from the County at the address listed above. In the event of any inconsistencies between the adveliisement as published, and the Competitive Contracting RFP documentation, the Competitive Contracting RFP documentation shall control. By order of the Board of Chosen Freeholders of Camden County, New Jersey. Anna Marie Wright Camden County Purchasing Agent
COMPETITIVE CONTRACTING REQUEST FOR PROPOSALS, #15-20, FOR WEBSITE DESIGN, HOSTING AND MAINTENANCE SERVICES FOR THE COUNTY OF CAMDEN PART I Instructions To Vendors This is a 30 page document. Please be sure to read each and every page, including, without limitation, all attachments. Please note: the terms "firm", "provider", "contractor", "proposer", "vendor" and "respondent" may be used interchangeably throughout this document. 1.0
PURPOSE
The intent of this Competitive Contracting Request For Proposals and resulting contract is to obtain a professional firm to provide website design, hosting and maintenance services for the County of Camden. Firms responding to this Request For Proposals should have extensive experience and a knowledgeable background and qualifications in the provision of the services described herein. Despite any language contained herein to the contrary, this Request For Proposals does not constitute a bid and is intended solely to obtain competitive proposals from which the County may choose a contractor(s) that best meet(s) the County's needs. The County intends to award this contract pursuant to N.J.S.A. 40A:11-4.1 et seq., and N.J.A.C. 5:34-4.1 et seq. Official County RFP documents are available from the County as described herein at no cost to the vendor. Potential proposers are cautioned that they are proposing at their own risk if a third party supplied the RFP document that mayor may not be complete. The County is not responsible for third party supplied RFP documents. 2.0
BACKGROUND INFORMATION
The County seeks an experienced website design firm to evaluate, redesign, develop, and implement a new, enhanced web environment for the benefit of the County and its residents. The specific extent and character of the services to be performed shall be subject to the general control and approval of the Director of the Camden County Department of Events and Community Outreach or her designee. 1
3.0
COMPLIANCE WITH LAWS
The successful firm(s) shall comply with all applicable federal, state and local statutes, rules and regulations. Specifically, it is the vendor's responsibility to be familiar with all federal, state and local statutes, and court rules and regulations applicable to the services to be provided. 4.0
PROCEDURE FOR RESPONDING TO REQUEST FOR PROPOSALS 4.1
PRE-PROPOSAL CONFERENCE
All proposers are strongly urged to attend a pre-proposal conference to be held on Monday June 1st at 2:30 p.m. at the Camden County Department of Parks, 1301 Park Boulevard, Cherry Hill, N.J. 4.2
SUBMISSION OF PROPOSALS
Five (5) copies of the Proposal, INCLUSIVE OF ALL INFORMATION required in Part I and Part II, Proposal Requirements should be provided. Proposals must be provided to the Camden County Division of Purchasing, Courthouse - 17th Floor, 520 Market Street, Camden New Jersey, 08102. Proposals are scheduled to be opened Wednesday June 24. 2015 at 11 :00 a.m. Any proposals received after said opening, whether by mail or otherwise, will be returned unopened. Proposals should be provided in a sealed envelope with the title of the RFP clearly marked on the outside. It is recommended that each proposal package be hand delivered. The County assumes no responsibility for delays in any form of carrier, mail, or delivery service causing the proposal to be received after the above-referenced due date and time. Submission by fax, telephone, or e-mail is NOT PERMITTED. Final selection of firm(s) shall be made by the Camden County Board of Chosen Freeholders by formal resolution. Contract(s) for services will be provided by the Office of County Counsel. 4.3
QUESTIONS REGARDING REQUEST FOR PROPOSALS
Any questions regarding this Request For Proposals must be made in writing to Anna Marie Wright, 520 Market Street, 17th Floor, Camden, NJ 08102 no later than Wednesday June 3 2015 at 4:00 p.m. Kindly email all questions to
[email protected]. Please request a "read receipt" to ensure that your questions were received if sent via email, which is the preferred method for submitting questions.
2
4.4
ADDENDA/REVISIONS TO REQUEST FOR PROPOSALS
Addendalrevisions to this Request For Proposals shall be provided to all firms who have received this Request For Proposals.
5.0
INSURANCE
Prior to commencing services, the successful firm(s) shall furnish the County with a certificate of insurance as evidence that it has procured the insurance coverage required herein. This coverage must be provided by a carrier approved by the County and rated appropriately through A.M. Best. Firms must give the County a sixty day notice of cancellation, non-renewal or change in insurance coverage. Professional Liability and General Liability policies written on a "Claims Made" basis must continue the coverage for a period of three years from the expiration/termination date of the vendor's contract with the County The successful firm(s) shall provide and maintain the following minimum limits of insurance coverage during the period of performance required under the contract resulting from this Request For Proposals:
5.1
PROFESSIONAL LIABILITY
$1,000,000.00 for errors and omissions/malpractice.
5.2
WORKERS COMPENSATION AND EMPLOYERS' LIABILITY
Statutory coverage for New Jersey; $500,000.00 Employer's Liability; Broad Form All-States Endorsement.
5.3
GENERAL LIABILITY
$1,000,000.00 per occurrence! $2,000,000.00 aggregate for bodily injury and property damage. The County shall be named as additional insured with respect to general liability. 5.4
AUTO LIABILITY
$1,000,000.00 per occurrence. This coverage is required if the operation of any vehicle is required in the performance of the services detailed herein.
6.0
INDEMNIFICATION
The contractor shall assume all risk of and responsibility for, and agrees to
3
indemnify, defend, and save harmless the County of Camden and its officials and employees from and against any and all claims, demands, suits, actions, recoveries, judgments and costs and expenses in connection therewith on account of the loss of life, property or injury or damage to the person, body or property of any person or persons whatsoever, which shall arise from or result directly or indirectly from the work and/or materials supplied under this contract. This indemnification obligation is not limited by, but is in addition to the insurance obligations contained in this agreement. 7.0
MISCELLANEOUS REQUIREMENTS
7.1 Camden County will not be responsible for any expenses incurred by any firm in preparing or submitting a proposal. All proposals shall provide a straightforward, concise delineation of the firm's capabilities to satisfy the requirements of this Request For Proposals. Emphasis should be on completeness and clarity of content. 7.2 The contents of the proposal submitted by the successful firm(s) and this Request For Proposals may become part of the contract for these services. The successful firm(s) will be expected to execute said contract with the County of Camden. 7.3 Proposals shall be signed in ink by the individual or authorized principal of the responding party. Proposals submitted shall be valid for a minimum of 60 days from the date of opening. 7.4 The County of Camden reserves the right to reject any and all proposals received by reason of this Request For Proposals, or to negotiate separately in any manner necessary to serve the best interests of Camden County. Firms whose proposals are not accepted will be notified in writing.
7.5 Any selected firm is prohibited from assigning, transferring, conveying, subletting or otherwise disposing of this agreement or its rights, title, or interest therein or its power to execute such agreement to any other person, company or corporation without the prior written consent of the Camden County Administrator. 7.6 The selected firm(s) shall be required to comply with the requirements of P.L. 1975, c. 127 (see attached affirmative aCtion language) and submit an employee information report or certificate of employee information report approval. This requirement will be addressed upon execution of agreement. 7.7 The selected firm(s) shall be required to complete the Certification Regarding the Debarment, Suspension, Ineligibility and Voluntary Exclusion - Lower Tier Covered Transactions (see attached certification) prior to the
4
commencement of services. execution of agreement.
This requirement will be addressed upon
7.8 All responses to this Request For Proposals shall be subject to public scrutiny in accordance with New Jersey statutes, rules, and regulations. 7.9 Any contract for services shall be subject to the availability and appropriation of sufficient funds for this purpose annually. 7.10 Contracts awarded pursuant to this Request For Proposals may be amended to provide for closely related services, the need for which may arise or become apparent after the original contract award. Any contract amendment for closely related services must be approved by resolution of the Board of Chosen Freeholders. 7.11 Where applicable, the selected firm(s) shall be prohibited during the term of its contract from representing any individual or entity in any matter in which an adverse party is the County of Camden, the County Board of Chosen Freeholders, the County Prosecutor, the County Sheriff, any County Row Officer or any officers, employees, departments or subdivisions of any of the aforementioned or in any matter which, in the sole discretion of the County, shall constitute a conflict of interest or shall have the appearance of impropriety. 7.12 All Firms are advised that, pursuant to N.J.S.A. 19:44A-20.13, it is their responsibility to file an annual disclosure statement with the New Jersey Election Law Enforcement Commission ("ELEC") if, during the calendar year, they receive a contract(s) in excess of $50,000 from public entities, including Camden County. It is the firm's responsibility to determine if such filing is necessary. Additional information on this requirement is available from ELEC at 888-313-3532. 7.13 All firms are further advised that effective September 1,2004, P.L. 2004, c.5? expanded the State Contractor Business Registration Program to contracting units as defined in the Local Public Contracts Law. Effective January 18,2010, P.L. 2009, c.315 revises the State Contractor Business Registration requirement and permits filing a BRC prior to award of contracts if not filed with bid or RFP. ALL BIDDERS (AND THEIR SUBCONTRACTORS COMPETING FOR COUNTY CONTRACTS MUST PROVIDE A COPY OF THEIR BUSINESS REGISTRATION CERTIFICATE BY THE DATE THE BID OR RFP IS AWARDED. FAILURE TO DO SO WILL RESULT IN A REJECTION OF YOUR BID OR PROPOSAL. (See also Part II, Section I, herein).
5
7.14 APPROVAL AND CERTIFICATION OF BILLING STATEMENT: Authorization for payment of periodic billing, final payments or retainage monies require approval and certification by formal resolution of the Camden County Board of Chosen Freeholders. Pursuant to P.L. 2006, c. 96, all billing amounts due under a contract with the successful bidder and all required purchasing documents must be received at least ten (10) days in advance of the next scheduled public meeting of Board of Freeholders for the month in which payment is requested. Approved and certified amounts due will be paid during the County's subsequent payment cycle. 7.15 Regardless of any language to the contrary, the County of Camden shall not be responsible for the payment of any interest or late fees. 7.16 N.J.A.C. § 17:44-2.2 AUTHORITY TO AUDIT OR REVIEW CONTRACT RECORDS: (a) Relevant records of private vendors or other persons entering into contracts with covered entities are subject to audit or review by OSC pursuant to N.J.SA 52:15C-14(d). (b) As of November 15, 2010, all covered entities shall insert the following language in any new contract: "(The contract partner) shall maintain all documentation related to products, transactions or services under this contract for a period of five years from the date of final payment. Such records shall be made available to the New Jersey Office of the State Comptroller upon request." 8.0
CRITERIA FOR EVALUATION OF PROPOSALS The Competitive Contracting RFP Committee will independently evaluate each submission and selection will be made upon the basis of the criteria listed below (100 points possible): 8.1 Technical Criteria (30 Points) including but not limited to such things as:
i. Proposed Methodology (1) Does the Bidder's proposal demonstrate a clear understanding of the scope of work and related objectives? (2) Is the Bidder's proposal complete and responsive to the County's general and specific requirements in the scope of services? (3) Has the past performance and experience of the Bidder's proposed methodology been documented? (4) Any other criteria deemed relevant and appropriate by the Competitive Contracting RFP Committee. 6
8.2 Management Criteria (40 points) including but not limited to such things as: i. Program Management: (1) Is there a management plan? Does it meet the County's needs? ii. History and experience in peliorming the work. (1) Does the Bidder document a record of on-time, on-budget and contract compliance peliormance? (2) Does the Bidder demonstrate a track record of service as evidenced by service history, including references? iii. Availability of personnel and other resources: (1) To what extent does the Bidder rely on in-house resources vs. contracted resources? (2) Are the availability of in-house and contract resources documented? (3) Is the operating office located in the Camden County Region and, if not, is the ability to function elsewhere clearly documented? iv. Qualification and experience of personnel: (1) Are the personnel qualifications of employees documented, as to their experience in peliorming similar work? i.e. Resumes (2) Is the current level of staff available for the needs of the County adequate, or is there a plan to recruit, screen, and hire additional employees? v. Assurances of peliormances: (1) Does the bidder have the required insurance, warranties, or guarantees according to the proposal? vi. Bidder's financial stability and strength: (1) Does the bidder have sufficient financial resources to meet its obligations according to the proposal? 8.3
Cost Criteria (30 points) including but not limited to such things as:
i. Cost of goods to be provided or services to be peliormed: (1) Relative cost: How does the cost or fees compare to other similarly scored proposals? (2) Full explanation: Is the price and its component charges for each phase of the project adequately explained or documented? (3) Reasonableness and completeness of proposed fees: Are Bidder's fees fair and reasonable? Pursuant to N.J.A.C. 5-34-4.3(c), and at the County's sole option, after proposals are received, but prior to the completion of the evaluation of proposals, vendors may be invited to provide clarification regarding their submission. Clarifications, if any, shall address only those matters specified 7
by the County and shall not Qe used for negotiation of the contract. 9.0
TERM
The term of the contract(s) that result from this RFP shall be for a period of three years: from 8/1/2015 to 07131/18 with two (2) one-year options to renew. The option(s) to renew shall be at the sole discretion of the County of Camden. 10.0 PUBLIC DISCLOSURE Following selection of a contractor(s), all proposals, properly identified proprietary information excepted, shall be subject to public scrutiny. Each firm submitting a proposal must therefore clearly designate any information it provides that it deems to be proprietary. Any such designation must be both reasonable and limited in scope. In any case, disclosure or non-disclosure of such information shall be subject to applicable state statutes. 11.0 STATEMENT OF OWNERSHIP Chapter 33 of the Public Laws of 1977 (N.J.SA 52:25-24.2) provides that no Corporation or partnership shall be awarded any County contract for the performance of any work or the furnishings of any materials or supplies, unless, prior to the receipt of the proposal or accompanying the proposal of said corporation or partnership, there is submitted a statement setting forth the names and addresses of all stockholders in the Corporation or partnership who own ten percent or more of its stock or any class, or of all individual partners in the partnership who own a ten percent or greater interest therein. Accordingly, each proposal must be accompanied by a completed Ownership Statement in the form attached hereto as Exhibit A. Failure to submit Statement of Ownership prior to or with proposal shall be cause for immediate rejection.
PART II PROPOSAL REQUIREMENTS FORMAT To assure consistency, responses must conform to the following format:
A. B. C. D.
E.
Scope of Services Resume Facilities Conflict of Interest Fees
8
F. G. H. I.
J. K. L. M.
Form of Contract Other Information MBEIWBE Tracking Information State Contractor Business Registration Program Certification of Debarment Statement of Allowable/Unallowable Expenses - Not applicable Disclosure of Investment Activities in Iran - must sign and return with Proposal Exhibit A, Statement of Corporate Ownership - must sign and return with Proposal
All sections are to be addressed and specifically referenced. The following explains what we expect in each of the major sections. SECTION A - SCOPE OF SERVICES A. General Requirements The contractor shall be an experienced website design firm that will evaluate, redesign, develop, and implement a new, enhanced web environment. 1. Develop a highly functional, easy-to-use, interactive website that will meet the County's needs for a minimum of five (5) years that covers all aspects present in the County's current website, but also implements new information, products, services and functions for citizens and businesses. Need to greatly enhance the County's existing website to be resourceful, informative, and serve as a marketing asset that provides a resident friendly environment which emphasizes access to County events and news, services, and departments. The site must be visually appealing with an attractive mix of text, photos and graphics. 2. A website that is easily accessed and navigated by the general public and internal users. 3. Create a consistent and standardized format and enhanced graphical look for all pages; thereby establishing a unified theme throughout the County's website, including use of the County's logo and design standards. However. the established theme should also provide the flexibility to allow for different County functions. regional partnerships and some level of individuality and/or functionality between County functions and departments. 4. Provides an overall architecture that is conducive to future growth of information, services and functions that is easily maintained by the County's departmental personnel.
9
B. Specific Requirements Vendors should provide specific approach in re-designing the style and navigation of the County's website. Vendors are encouraged to consider and propose alternative solutions, recommendations and improvements. The County is extremely interested in utilizing the website to create a unified marketing theme and approach that will "connect" with users in all age groups and demographics and further promote the County as a high quality agency. 1. Web-hosting for the main website (50K users, 78K sessions, 185K page views a month), as well as additional sites as needed (Shop Camden County, Camden County Improvement Authority, Sustainable Camden County, Boathouse). 2. The County's required website model calls for authorized County staff to have the ability to perform routine content management related to routine information such as the posting of meeting dates, agendas, minutes, departmental events, removing old and outdated information and general noticing. 3. A staff webmaster(s) should have more comprehensive ability to provide quality control and the ability to update non-routine information. Therefore, a Content Management System (CMS) needs to be structured for maintenance and updating capabilities by non- technical staff. The County is interested in a content management process and is open to ideas on how best to accomplish this aspect of the website. 4. Provides pages for all County programs, services and functions. 5. Responsible for moving all current content identified by county staff to new site. 6. Allow for interactivity, including but not limited to email sign-up forms (Mailchimp), surveys (Wufoo), feedback, forms and access to various County calendars. 7. Fully integrated and shareable (social media) dynamic event calendar with the ability to add recurring events, categorization, tags, Outlook and iCal compatibility, and Google Map Directions functions. 8. Fully integrated and shareable (social media) news function with categorization, tags, removal & archival abilities. 9. Implementation of existing databases into an easy to use format. Examples include Surrogate Court document search and election results. 10. Reservation calendar for park and marina reservations and permits. 10. Graphic files should be relative to site, designed with simpliCity to allow for quickest loading. Web pages should be tested to ensure each webpage can be accessed timely.
10
11. Allow for extensive search capabilities. Use existing search engines and/or create County database within home site, with the ability to do advanced searches. i.e. by category, date, topic, etc. 12. Provide security for users of e-government services and protection against common interest problems. 13. Form printing. A number of static forms will be available for printing. Website must have links or embedded plug-ins as Java and Adobe for opening and viewing these documents. 14. The website must provide for high-speed upload/download response times for both low and high speed computers that are used by the average citizen. 15. As per the Americans with Disabilities Act, the County must provide the same level of service to individuals with visual, hearing, motor, or cognitive disability that we do to the general public. The County expects respondents to offer suggestions regarding accessibility. 16. The site must be designed to function effectively with common versions of software and hardware, which must be identified in your proposal. This includes a mobile version of the site designed specifically for smaller screens and touchscreen interfaces. 17. The site must be compatible with current versions of commonly used Internet browsers. Please identify proposed compatibility with your response. 18. The site must have the ability to overlay emergency messages. Capability to maintain an archive of existing and past records such 19. as agendas, minutes, press releases, newsletters, etc. in a user friendly format. 20. A detailed work plan is a requirement of the proposal describing your overall approach to evaluating, designing, developing and implementing the website. 21. The proposal should identify what is required of the County in completing this project. 22. Ability to translate website to Spanish 23. Technologies to be utilized for the website (backend, frontend, CMS and design) should be identified within the proposal. 24. The proposal should include basic training for a minimum of ten (10) employees including user manuals, training plan and timeline. 25. Ongoing support for the term of the contact, concurrent with hosting contract.
11
C.
Vendor Qualifications
The successful firm will demonstrate the following qualifications: • Extensive experience in website design, development, hosting and implementation for large, high volume enterprise sized websites (5DK users, 78K sessions, 185K page views a month) • Significant experience in website design for the public sector - primarily County's similar to the complexity, size and service offerings of Camden County. • The ability to provide an innovative, unique, flexible design that meets the requirements of the County. • Has the company depth and knowledge of the latest technical tools available in the marketplace that will allow the County to achieve its goals and objectives with its website re-design. • Adequate staffing and ability to assign to meet the needs of the County, including an overall project manager. The contractor will be required to meet regularly (on-site) with the County's project manager and/or representatives to discuss and plan the project(s) and provide progress reports as determined by the County. • Ability to meet schedules and deadlines as evidenced by references of similar projects.
D. Response to Requirements The respondent shall describe in their response its approach to meeting the specifications listed in this Request for Proposal as well as address the five (5) phases of the project listed below. The Respondent's overall work plan should be presented. Phase 1 - Needs Assessment Phase 2 - Conceptual Design of Website Phase 3 - Development Phase Phase 4 - Conversion of Existing Website and Implementation Phase 5 - Training and Initial Support 1. Overall Timeline - Provide the recommended timeline for overall project and each phase as noted above. 2. Sample Work - Please provide a minimum of three (3) samples of similar work that you believe represent the quality, scope and approach you are offering to the County. Include web addresses.
12
E.
Post-contract Requirements: •
•
Initial draft website design templates and site maps will be provided to the County no later than eight (8) weeks from the date of the fully executed contract for review and approval by the County prior to implementation. A testing period and subsequent acceptance testing period, either period not to exceed thirty (30) business days, shall be provided, during which the County may evaluate the website on County property to ensure satisfaction with the website functions and conformance with the RFP specifications and agreed upon design. At the completion of each testing period, a letter of acceptance or failure will be provided by the County to the contractor. Items requiring correction at either testing period must be corrected by the Contractor within fifteen (15) calendar days unless otherwise agreed to in writing by both parties.
END OF SECTION A - SCOPE OF SERVICES
SECTION B - RESUME
This section shall address areas as outlined: 1.
Name and address of your firm and the corporate officer authorized to execute agreements.
2.
Briefly describe your firm's history, ownership, organizational structure, location of its management, and licenses to do business in the State of New Jersey.
3.
Describe in general your firm's regional, statewide, and local service capabilities.
4.
Provide and identify the names, experience, qualifications, and applicable licenses held by the individual primarily responsible for servicing the County and any other person(s), whether as employees or subcontractors, with specialized skills that would be assigned to service the County.
5.
Provide a listing of local governmental clients with which you have similar contracts; include the name, address and telephone number of the contact person.
13
6.
Provide your firm's insurance coverage as set forth in Part I, Section 5 of this RFP.
7.
Provide a statement of assurance to the effect that your firm is not currently in violation of any regulatory rules and regulations that may have an impact on your firm's operations.
SECTION C - FACILITIES
This section should address areas as outlined:
1.
OFFICE LOCATIONS
a.
For your firm's facilities which are located closest to Camden County, New Jersey, provide: 1. 2. 3.
b.
The location. Firm personnel assigned to this location. The activities of the firm performed at this location.
For those facilities and activities located elsewhere, please explain the activities performed elsewhere and why these are best performed at a different office. Firms where all activities are performed at one location should leave this paragraph blank.
SECTION D - CONFLICT OF INTEREST
This section should disclose any potential conflicts of interest that the firm may have in performing these services for Camden County. SECTION E - FEES
The respondent is responsible for reviewing the County's current website and analyzing the scope of the project. The proposal should contain the total project cost, as well as detailed "line item" costs for components of the project. Please specify: • •
Cost to complete the entire project. A breakdown of proposed costs by phases showing time, material and expenses. • Phase 1 - Preliminary I Perform Needs Assessment • Phase 2 - Conceptual Design of Website • Phase 3 - Development Phase
14
