REQUEST FOR PROPOSALS (RFP) Website Redesign, Development & Implementation Project for Scott County, Minnesota
Proposals Due: Monday, February 9, 2015 By 2:00 p.m. (CST) Scott County Jennifer Schultz, Procurement Manager Government Center 200 Fourth Avenue West Shakopee, MN 55379 (952) 496-8568
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SCOTT COUNTY BUDGET/PURCHASING REQUEST FOR PROPOSALS THIS REQUEST IS ISSUED TO ESTABLISH A CONTRACT TO SUPPLY SCOTT COUNTY WITH A COMMODITY OR SERVICE IN ACCORDANCE WITH THE ACCOMPANYING SPECIFICATIONS. SPECIFICATIONS FOR:
DUE DATE: February 9, 2015
CONTRACT PERIOD: SUBMIT PROPOSALS BEFORE PROPOSAL OPENING TIME TO:
Jennifer Schultz, Procurement Manager Scott County, Government Center 200 Fourth Avenue West Shakopee, MN 55379-1220 952-496-8568
STANDARD TERMS AND CONDITIONS:
Enclosed in Proposal
SPECIAL TERMS AND CONDITIONS:
The successful vendor shall be required to sign a Scott County standard contract (see exhibit A)
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TABLE OF CONTENTS 1.0
GENERAL INTENT OF THE REQUEST FOR PROPOSALS
2.0
INTRODUCTION 2.1 Introduction
3.0
SCOPE OF WORK 3.1 Background 3.2 Site Design and Creation 3.3 Content Management System 3.4 Site Administration, Analytics, and Reporting 3.5 Desired Functionality 3.6 Additional County Websites 3.7 Target Audience
4.0
PROPOSAL CONTENT 4.1 Required Information 4.2 Technical Requirements 4.3 Vendor Requirements
5.0
CONDITIONS FOR PROPOSAL SUBMITTAL 5.1 Proposal Format 5.2 Questions 5.3 Proposal Submission/Deadline 5.4 Retention of Proposals
6.0
PROPOSAL EVALUATION 6.1 Method of Award 6.2 Cancellation of Award 6.3 Evaluation Procedures 6.4 Criteria for Evaluation 6.5 Review/Selection Schedule 6.6 Negotiation Procedures 6.7 Oral Presentation 6.8 Rejection of Proposals
7.0
MISCELLANEOUS PROVISIONS 7.1 Contract Terms 7.2 Provisions for Joint Venture 7.3 Provisions of Sub-Contract 7.4 Non-Discrimination 7.5 Funding Restrictions 7.6 Lobbying 7.7 Limitations
EXHIBIT A: Sample Contract EXHIBIT B: Policy Statement EXHIBIT C: Proposal Form 3
EXHIBIT D: Contract Fact Sheet
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REQUEST FOR PROPOSALS
1.0
2.0
GENERAL INTENT OF THE REQUEST FOR PROPOSALS 1.1
Scott County is seeking a vendor who is experienced in designing websites and providing a dynamic Web Content Management System (CMS) for government agencies which is either hosted externally or as Software as a Service (SaaS) to replace our existing website installation and act as a long-term partner in the development of long-term content strategies and delivery of content via multiple channels.
1.2
Pursuant to Minn. Stat. §§ 382.18; 471.87 and 10A.07, no county official, deputy, clerk or employee may be directly or indirectly interested in any contract or business in which the County is a party and no public officer may have a personal financial interest in a contract, or benefit financially from a County contract.
1.3
Thus any vendor or vendor with principals, spouses of principals, or any other stakeholders who are also employed by Scott County, shall be deemed not eligible to submit proposals on this project. The County reserves the right to disqualify any proposal that it determines does not comply with the law, policies of the County or creates a conflict, or the appearance of a conflict, of interest for the County.
Introduction 2.1
Goals and Purpose Scott County is soliciting proposals from qualified, experienced website development companies to design, develop, and implement and follow-through on post-implementation issues on its public facing main website and ancillary websites. The County is seeking a strategic web development partner that will work with County staff on improving services to the public in the most cost-effective manner. The County Board, through an initiative called ‘Delivering What Matters’, is committed to embracing new ways providing services and doing business. The Board considers the enhancement and ongoing maintenance of its web site as a key strategy. From a visitor’s perspective, the high level goals of the redesign are to serve as the public communications tool that incorporates up-to-date design and navigation practices; improve transparency and communications; provides greater accessibility to County services; provides simple and intuitive electronic access to public services; improve efficiency of transactions with the public; streamlines business operations; and generate interest among residents, visitors, and businesses in the resources Scott County has to offer. From an organizational perspective, the high level goals of the redesign are to provide a externally hosted solution; utilize responsive design and function effectively on all devices (PC, tablets, smartphones, etc.), provide a user-friendly interface for content contributors that enforces adherence to guidelines, reduce 5
the amount of time that IT spends on enhancing and maintaining the site, includes an approval workflow, and is scalable to incorporate new technologies and trends as they develop. 3.0
SCOPE OF WORK 3.1
Background Scott County is interested in partnering with a vendor that can best meet the services and requirements outlined in this RFP. The goals and purpose section above in addition to the requirements listed in section 4.1 identify the core functionality the County is looking for. The County would prefer a solution that leverages the “Software as a Service” (SaaS) model, but will also consider offerings for vendors hosting government websites and the associated content management systems. The new website will be used by the general public as the primary starting point for accessing government services on-line. The estimated population of Scott County in 2014 was over 138,000. Additionally the website will be leveraged by members of the general public who are not residents of Scott County, but need access to resources.
3.2
Site Creation and Design Propose a site design that presents the Scott County brand in an aesthetically pleasing, modern, positive and consistent manner. Include site navigation that is user-centric and task-centric and incorporates current industry standards and best practices. Incorporates responsive design and is platform agnostic providing the user an effective experience regardless of the platform. Search is a predominant method of locating information on the site. Promotes use of multi-media and multi-channel content. Includes a what-you-see-is-what-you-get (WYSIWYG) web editor that nontechnical users find easy to use without the need for frequent IT assistance. Ability to preview the page before publishing. Allows for direct copy-n-paste from MS-Word into the web editor with code cleanup provided.
3.3
Content Management System (CMS) Provide a secure site that meets emerging industry standard guidelines on privacy and accessibility including Section 508 Standards for Electronic and Information Technology and meet ADA requirements. Allows multiple nontechnical users the ability to manage their information in an easy and complete manner with frequent IT assistance. A set of approximately 15 page templates for displaying various types of page content. Easy to manage approval and other workflows.
3.4
Site Administration, Analytics, and Reporting Easy to manage security – roles and permissions. Web contributors and administrators receive notification, and/or reports of issues such as out-of-date content, content waiting approval, quality assurance, compliance and SEO issues. 6
Analytics such as web site analytics, SEO. Permissions analytics for an individual, group, directory.
3.5
Desired Functionality The ability to manage online services including but not limited to: o User registration and profile management o Subscription and alert based notifications o Online bill pay o Reservations/registrations o Applying for permits o Online community discussion/surveying o Permit tracking o Interactive calendars o Online forms o E-newsletter o Utility billing o Customer service request submittal and tracking o Paying tickets/citations online o Business licensing o Online mapping features o Central event calendar o Vendor request for proposal and bid management Provide a framework and architecture that will permit future expansion and the addition of new online services as the County’s budget, technology needs and demand dictate. The site architecture should be flexible to integrate new technology in the future.
3.6
Additional Scott County Websites Ability to manage additional County websites / sub sites including but not limited to: o SCALE - http://www.scaleinfo.org/ o Regional Public Safety Training Facility http://rtf.co.scott.mn.us/Pages/RTFHome.aspx o Choose Life not Meth http://www.chooselifenotmeth.com/Pages/clnmhome.aspx o Scott County Library http://www.scottlib.org/SitePages/default.aspx
3.7
Target Audience
Residents and potential residents of varying backgrounds, reading and language ability Potential Scott County visitors Businesses operating in Scott County and/or businesses looking to relocate to Scott County State/local governments and non-profit agencies that support and complement county business Elected officials Community members and organizations Local and national media Local school districts and students 7
4.0
Land owners and developers (resident and non-resident) Vendors and contractors doing business with Scott County
REQUIRED INFORMATION NOTE:
4.1
It is to our mutual advantage for a vendor's proposals to be as thorough and detailed as possible so that the County may properly evaluate capabilities to provide the required services. Any additional information, services, or refinement of work efforts that will assist in the completion of this initiative can be added to any submittal.
REQUIRED INFORMATION. The proposal should consist of the following information in the outline indicated. 4.1.1
General Information Identify the following information about your company:
4.1.2
Company name Address Telephone number Fax number E-mail address Name of single point of contact Name of person with binding authority to enter into contracts Name of product Date of first release of product Current release of product Release date of product that customer would implement in the first half of 2015
Qualifications of the Firm 4.1.2.1
An overview of your company’s history. Include information on firm size, number of employees, years in business, location of working office, and philosophy/mission of the company.
4.1.2.2
Provide information on current workload and how this project will be accomplished with staff.
4.1.2.3
Explain your methodology regarding quality and cost control.
4.1.2.4
Provide any partnerships you may have with other related disciplines such as photographers, graphic artists, etc.
4.1.2.5
How many years has your company offered and hosted web content management solutions? How many years has your company offered a SaaS solution?
4.1.2.6
Provide a description on the technology used to create your content management solution. Does your solution embed any 8
other vendor’s software? Are any third-party licenses required to implement your solution?
4.1.3
4.1.4
4.1.2.7
Is your company funded by a venture capital firm? If so who/what is it?
4.1.2.8
Demonstrate your company's financial stability/strength. What are your annual revenues? How much of annual revenue is SAAS solution vs. other services?
Personnel 4.1.3.1
Identify and describe your company’s management team? How long have they been with the company and what is their experience?
4.1.3.2
Describe your internal professional staff available for development, training, implementation, technical and end user support services. Include headcount by discipline and the team’s qualifications, experience, and geographic location.
4.1.3.3
Describe special staffing resources available in the areas of overall website layout and graphic design, content authoring, systems integration, training and project management tasks.
4.1.3.4
Describe the roles and qualifications of the key staff that will be assigned to this project. Provide resumes of essential staff assigned to perform services for this project.
Qualifications Statement 4.1.4.1
4.1.5
Describe general characteristics that differentiate your company from others in the industry. Include any special advantages your services and system provide.
Customer Base 4.1.5.1
Describe your installed base of customers and provide a complete customer list.
4.1.5.2
How many government deployments do you have?
4.1.5.3
What is your customer retention rate?
4.1.5.4
Do you have user groups? How many users are in your user group?
4.1.5.5
Is there a customer advisory council? Would the County be eligible to join? How often do they meet?
4.1.5.6
Describe your license true-up and true-down processes / user audit approach. 9
4.1.5.7 4.1.6
How many SAAS implementations do you have?
Examples of Related Work Experience/References 4.1.6.1
Provide a list of seven (7) customers similar to Scott County where the proposed solution and implementation services are currently utilized, with preference to those in relatively close proximity to our location. Please include the following information:
4.1.7
Customer name Customer contact person Contact phone number Contact e-mail address Public facing URL Date of initial site launch Why you feel this customer best represents your firm
General Functional Requirements 4.1.7.1
Indicate if your solution provides the following: (Y/N)
Provide emergency related alerts on every page? Allow for multiple calendars that “roll-up” from sub-sites to the organizational calendar? Allow for frequently asked questions (FAQs) to “roll-up” from sub-sites to the organizational FAQ? Provide built-in tool to easily create on-line forms with an associated workflow and capture submitted information? Provide built-in tool to easily create surveys and/or opinion polls and complaint submission and capture submitted data? Provide the ability to organize and manage bid postings? Provide the ability to easily translate web page content into various languages and provide the visitor a drop-down to select his/her preferred language? Provide out-of-the-box ability to manage reservations for County facilities? Provide ability to manage subscriptions – ability for visitors to opt-in, authorized administrators to create, and users to send communications? Provide the ability for online payment for County services? Provide a secure portal(s) for sharing information with businesses, cities, or other designated membership groups? Provide a preview of a web page in multiple display formats while editing before the page is published? Provide built-in search capabilities for visitors and users? Provide a visitor with the option to print a user-friendly web page? Allows for communication with visitors via various delivery methods: email, text (SMS) messaging, RSS feeds, and chat? 10
4.1.7.2
Indicate if your solution provides the following functionality within the web editor? (Y/N)
4.1.7.3
The ability to directly post messages to social media sites (Facebook, Twitter, Google+, and other share sites)? Provides embedded GIS mapping capabilities? Provide role based access and authentication? Allows content creators to indicate if information should roll up from a sub-site to the home page for a specific period of time? Provide built-in functionality to easily manage the County Contact information used on pages? Provide built-in functionality to centrally manage core county metadata that can be displayed on all pages (building locations, phone numbers, contact person)? Provide built-in functionality to create page templates? Provide the ability to future schedule changes and expire content? Provide the ability to easily hide or display hidden pages?
What-you-see-is-what-you-get (WYSIWYG) editor? Spell check? Grammar check? Accessibility (ADA) assessment? A ‘find and replace’ function for text or links repeated on multiple pages Enforce adherence established standards e.g. format page headings to designated font size, color, and type? Allow for direct editing of HTML? Allow contributors to easily display content in a grid? Accommodate copy and pasting from Microsoft Word, Excel and other office productivity applications and offering the option to strip out Microsoft formatting? Provide ability to enter a future publish date and expiration date? Easily convert a MS-Word document to a PDF? Allow for archiving and roll-back of web pages for a designated period of time?
Indicate if your solution provides the following functionality out of the box? (Y/N)
User registration and profile management Subscription and alert based notifications Online bill pay Reservations/registrations Applying for permits Online community discussion/surveying Permit tracking Interactive calendars 11
4.1.8
Online forms E-newsletter Utility billing Customer service request submittal and tracking Paying tickets/citations online Business licensing Online mapping features Central event calendar Vendor request for proposal and bid management
4.1.7.4
Explain the Frequently Asked Questions (FAQ) functionality. Explain if/how FAQs can be designated for a sub-site and/or the entire site.
4.1.7.5
Describe how your product accommodates various content types, such as text, HTML, PDF, MS-Word, XML, graphics, audio, rich media, etcetera) in terms of storage and management, and types natively supported.
4.1.7.6
Explain how newsletter and email marketing communications are created and distributed via your solution. Explain any Customer Relationship Management (CRM) functionality your solution provides.
4.1.7.7
Explain how your solution provides a visitor with a robust user experience regardless of the device used to access the site.
Design Requirements 4.1.8.1
Briefly describe how your proposed design meets the following:
4.1.8.2
Consistently presents the Scott County brand in an aesthetically pleasing, positive and consistent manner via the use of your proposed design elements – color scheme, font selection, and etcetera. Enhance the visitor experience via the use of your proposed banners, background images, videos and other design elements while keeping page load time under 1.5 seconds? Provide primary navigation as visitor-centric enabling visitors the ability to quickly locate information and complete tasks. Provide effective secondary navigation? Allows visitors to quickly navigate to desired content? Prominently displays search on the home page and on every page for visitor use? Displays access to Scott County social media channels on the home page and on every page for visitor use?
Describe the design services that are included as part of your standard implementation. 12
4.1.8.3
4.1.9
Explain how your design incorporates the use of responsive design that includes, but is not limited to, the creation of responsive templates, creation of fluid grids, navigation redesign, taxonomy and site maps, and image adjustments.
Content Management Requirements 4.1.9.1
Indicate if your solution provides the following: (Y/N)
4.1.9.2
Allow a user to create a web page based on pre-created page templates? Enforces style guidelines adherence for font size, color etc. for headings, body text, etcetera. Automatically creates and updates a sitemap and on-page breadcrumbs when content is added, edited or removed from the site? While using the web editor, a user can assess the page quality –spelling, grammar, broken links, images not displaying, missing search engine optimization (SEO) elements, and etcetera? Provide the ability to create user-friendly (vanity) URLs? Provide the ability to create an automated breadcrumb trail? Provides the capability to automatically generate and update a “site map” for each web site? Allows for limiting the types and/or sizes of assets that can be uploaded? Allows for limiting the types and/or sizes of assets that can be edited? Allows for global asset size limitation based on type? Allows for default text to be inserted into metadata fields? Provides the ability to set business rules/style formatting globally for the entire site, each micro-site/departmental site, each page and established inheritance and override of inheritance? Provides the ability to designate if a calendar event is a single or recurring event, with options for daily, weekly, monthly or annual recurrences? Allows for images and videos to be associated with calendar items? Allows visitors to view calendar events by a list of events, a week view, or a month view?
Briefly explain/demonstrate a typical web contributor experience while working with the built-in, out-of-the-box editor. Include how one would easily create a page and add/upload content items, links, multi-media items, perform quality checks, display content in a grid, preview content, work with navigation items (if authorized). Be sure to indicate if a wizard is available for the function.
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4.1.9.3
Briefly explain/demonstrate how a web contributor, working within the built-in, out-of-the-box editor would add more advanced content items such as a calendar item, or survey item, or add a FAQ, etcetera.
4.1.9.4
Briefly explain/demonstrate how a person with proper authorization and training can create a survey, subscription, online form, calendar, and other enhanced functional items.
4.1.9.5
Briefly explain/demonstrate the workflow process for content approval from both the web contributor and approver perspective. Be sure to include the various methods an approver can be notified/can see if an asset is awaiting approval.
4.1.9.6
Briefly explain/demonstrate the typical approver experience.
4.1.9.7
Briefly explain/demonstrate the typical sub-site administrator experience. Focus on how that experience is different than a website administrator.
4.1.9.8
Is there a dashboard for web administrators? If so, please explain how it centralizes and simplifies a web administration.
4.1.9.9
What reporting is available? Please explain how it centralizes and simplifies a web administration. Be sure to include it your solution provides the ability to identify what roles and group an individual belongs to.
4.1.9.10
Briefly explain/demonstrate how role and group based permissions are created and granted.
4.1.9.11
Briefly explain/demonstrate how the use of multi-channel communications (social media) is maximized. Reuse of content should be highlighted.
4.1.9.12
Briefly explain the capabilities of your workflow functionality. Be sure to include any additional functionality that has not been requested above. Be sure to include if/how notifications are customizable, the actions that can be assigned to a workflow, the content types that can be assigned to a workflow, if the workflow can be extended through scripted events or through an application program interface (API).
4.1.9.13
Briefly explain the form functionality your solution offers. Be sure to address what functionality is included out-of-the box, if/how forms can be categorized, if future and expiration publishing dates can be attached, if forms can be customized to accept and process online payments, method by which form data is stored and exported.
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4.1.9.14
Explain how and if your solution provides the following functionality or integration. Include the solution and the vendor used.
Ability to manage board agendas and minutes Ability to manage subscriptions Ability to integrate with Active Directory Ability to integrate with CodeRED (emergency notifications) Ability to integrate with ESRI GIS (mapping) Ability to integrate with YouTube, Facebook, Twitter (social media)
Ability to integrate with RecordEase (land records) Ability to integrate with Aumentum (property tax) Ability to integrate with LETG (jail records) Ability to integrate with NeoGov (job posting) Ability to integrate with Symphony WorkFlows (library system) Ability to integrate with SirsiDynix Enterprise (library system) Ability to integrate with OverDrive (library system) Ability to integrate with 3M eBooks/Audio (library system) Ability to integrate with One-Click Digital (library system) Ability to integrate with Peak Democracy (forum)
4.1.9.15
Cite commonly used third-party plug-ins/tools/application used with your CMS solution and cite examples of how the thirdparty functionality is integrated.
4.1.9.16
Describe what migration services are provided as part of your proposal. Be sure to indicate if the service is provided at an additional cost. (It is assumed the vendor will provide a vehicle for migrating content and Scott County will approve the date of the migration.)
4.1.9.17
Explain your recommendation on what and how content should be migrated.
4.1.9.18
Explain how your solution provides the ability to incorporate and aggregate content from external sources such as web services, XML, RSS feeds, GIS, etc. Briefly describe the available web services that can interact with external applications.
4.1.9.19
Briefly describe how your CMS solution can be integrated with 3rd party search engines (e.g. Google Custom Search, etcetera)
4.1.9.20
What unique functionality or features does your solution offer that you have not had an opportunity to bring to our attention?
4.1.9.21
Briefly explain how a site administrator can create a new page template. 15
4.1.10 Future Growth Requirements 4.1.10.1
Describe your product management strategy. How is this communicated to customers and how often?
4.1.10.2
Please provide your product road-map and strategy for the next 18 months for all products included in your proposal.
4.1.10.3
How do you accommodate customer requirements into your product strategy?
4.1.10.4
Several web trends are indicated below. Explain the functionality and features that your solution will be offering or enhancing in the next year. Specifically indicate if the web trends indicated below will be included:
4.2
Personalization of content Predictive search answers Customer Relationship Management integration/utilization YouTube as a robust search engine to increase website traffic Leveraging LinkedIn as a social channel for content distribution Interactive customer generated content Location sensing such as beacons to provide contextual information and services Pop-up overlay windows Beacons
TECHNICAL REQUIREMENTS 4.2.1
Hosting Environment 4.2.1.1
Who is the hosting provider and where are their data centers located? Please indicate which locations are primary and which are secondary.
4.2.1.2
Please describe your technology platform including hardware, software, operating systems and storage.
4.2.1.3
Please provide the architecture diagrams for all layers of your solution:
Business Layer Application Layer Integration Layer Data Layer Virtualization Layer Infrastructure Layer
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4.2.2
4.2.1.4
Please list the dates and durations of all outages during the past three years
4.2.1.5
What is the guaranteed bandwidth available to our website?
4.2.1.6
Please describe your ability to scale your processing capacity. How long does it take to implement more processing capacity?
4.2.1.7
Please list the uptime availability of your SAAS implementations for 2014.
4.2.1.8
Please list the number of environments provided in your proposal and how content is migrated between them.
Data Access, Security, Segregation, and Regulatory Compliance 4.2.2.1
Will our solution be hosted in a dedicated or shared environment?
4.2.2.2
If the environment is shared, how are the data segregated from other shared environments?
4.2.2.3
What type of data architecture is implemented? Please provide the diagrams.
4.2.2.4
How is data security managed in the shared environment? What controls are in place?
4.2.2.5
Who has access to the infrastructure, hardware, software, data? Please provide detailed information on the access, roles, and responsibilities of developers, administrators, and others with access?
4.2.2.6
What application and data access audit logs are available? How often are they updated? How are they made available to Scott County?
4.2.2.7
How is the primary data encrypted? What encryption schemes are used? Who has access to the decryption keys? How often is this tested?
4.2.2.8
How are the backup data stored? Are the data in raw files or encrypted format? What locations are the backup data stored? Who has access to this backup data?
4.2.2.9
What type of investigative support is provided in cases of breach?
4.2.2.10
In the case that your company is acquired, sold, or dissolved, what options are available to export the County’s data from your site? What costs are associated with expatriating the data? How does the County verify that our data is removed from your environment? 17
4.2.3
4.3
4.2.2.11
Is the proposed solution PCI and HIPPA compliant? Please provide evidence of the certification.
4.2.2.12
How often are procedures tested and audited? Will you provide access to the audit reports?
Hosting Facility Security, Compliance, and Disaster Recovery 4.2.3.1
Is the hosting facility SAS 70 II compliant?
4.2.3.2
How often is this compliance audited? Please provide date and results from most recent audit.
4.2.3.3
Please provide an overview as to how you enforce SAS 70 II requirements and controls in to your operational processes and SDLC?
4.2.3.4
What type of business continuity and disaster recovery options are included as part of this solution? Is this part of the standard services?
4.2.3.5
Where are the disaster recovery (DR) data centers located?
4.2.3.6
How often is DR testing performed? Please provide the date and results of the latest test.
4.2.3.7
What type of infrastructure exists to replicate and synchronize data between the primary and DR data centers? Is this available in real-time, daily?
4.2.3.8
If the primary environment is down, how quickly can the DR environment be made active either in the primary or the DR data center?
VENDOR REQUIREMENTS 4.3.1
Vendor Support and Service Level Agreements (SLAs) 4.3.1.1
Please describe the proposed solution's Service Level Agreements (SLA's) – reliability, availability, performance, issues, requests, etcetera?
4.3.1.2
What types of credits are available if SLAs are not met?
4.3.1.3
Is there a regular meeting (monthly/quarterly) to review the SLAs, issues, requests?
4.3.1.4
Who will be part of the SLAs meetings?
4.3.1.5
How are the issues escalated if the SLAs are not in compliance? Who can we escalate to in the management team?
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4.3.2
4.3.1.6
What monitoring is in place for the SLA? Is the monitoring automated?
4.3.1.7
How does Scott County generate a support ticket? Self-service, email, phone?
4.3.1.8
What are the standard support times? Is after hours support available?
4.3.1.9
What are the support response times?
4.3.1.10
Who provides the support desk and where are they located? How many employees is part of the support desk? Are they dedicated or shared with other projects?
4.3.1.11
Is there a premium support model?
4.3.1.12
What type of monitoring and alerting do you provide?
4.3.1.13
What type of migration and integration support do you provide?
4.3.1.14
Is there a dedicated support manager and account rep?
4.3.1.15
How are upgrades, patches and other maintenance performed? How is this communicated to the customers?
4.3.1.16
What type of change management and risk management procedures do you follow?
4.3.1.17
Does the customer have any control on applying patches, upgrades, and changes to the SAAS app?
4.3.1.18
Is there a limit to the number of incidents that can be open during a given period of time?
Implementation Approach and Training Services 4.3.2.1
Submit a brief narrative illustrating your understanding of this project. This narrative should include a statement of work to be performed and detailed implementation approach.
4.3.2.2
Describe your implementation management methodology. Address items such as team formation, type and frequency of meetings, communications utilized, testing process and environment, user acceptance testing, follow through, etcetera.
4.3.2.3
Detail your implementation plan or approach: Include the tasks, task description and the timeline for creating the Scott County specific environments, designing new site templates, integrating with required systems and providing access and training.
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4.3.3
4.3.2.4
Detail your transition plan or approach: Include the tasks, task description and the timeline for completion for the tasks in order to transfer from the old site to the new internet site.
4.3.2.5
Scott County may desire to engage additional resources for this project. Please provide a rate card for the professional services your company offers.
4.3.2.6
Describe your training methodology: include number of days, hours, level of staff.
4.3.2.7
What types of training materials are provided?
4.3.2.8
Where is the training typically held? Do you offer on-site training?
4.3.2.9
Do you have a training facility in the Minneapolis/St. Paul, MN metro area? If not, where is your closest training facility?
4.3.2.10
Do you offer "train the trainer" classes?
4.3.2.11
Describe your training staff's qualifications and experience.
4.3.2.12
Provide a plan for 24/7 access to support materials including, but not limited to, online training manuals, support FAQs, customer support forums, instructional videos, information newsletters, information and support-driven webinars (live and archived), request forms, online education courses and supportrelated updates through common social networking media.
4.3.2.13
Will trained content creators of the CMS have access to live support via e-mail or phone during vendor's normal business hours?
4.3.2.14
Explain you firm’s internal controls for quality, cost and meeting deadlines. Give examples.
Pricing and Contract 4.3.3.1
Please provide itemized pricing for all modules included in the proposal. Please itemize initial license fee from ongoing maintenance fees.
4.3.3.2
Please provide itemized pricing for all implementation costs associated with this proposal.
4.3.3.3
Please provide detailed pricing for all training included in this proposal.
4.3.3.4
Are you open to contract negotiations that meet the legal needs and requirements of Scott County? Provide a copy of your standard contract boilerplate. Also, provide any objections to the County’s standard terms and conditions Exhibit A. 20
5.0
4.3.3.5
What is the minimum contract period? Are there any discounts for long-term contract? Is there an option to exit during the contract, and if so, what are the terms and conditions, penalties?
4.3.3.6
Identify any ongoing maintenance costs associated with the new site.
4.3.3.7
Are you willing to engage in revenue sharing for any enhancements made by or on behalf of Scott County?
CONDITIONS FOR PROPOSAL SUBMITTAL 5.1
Proposal Format. The proposal should be submitted on 8-1/2" x 11" soft bound sheets. Include one (1) original and 10 copies in both paper formats. Proposals must also be submitted electronically via email to
[email protected] AND on a CD Rom or thumb drive as a part of proposal submission.
5.2
Questions. Vendors are asked to submit questions related to the specific project requirements and contents of proposal in writing by 4:30 p.m. on January 30, 2015 to: Jennifer Schultz Procurement Manager Scott County 200 Fourth Avenue West Shakopee, MN 55379
[email protected] Questions may be faxed: (952) 496-8551 or emailed to
[email protected]. Written responses to all questions received will be furnished through an addendum to all vendors by February 3, 2015 by 4:30 p.m. Written addendum to the RFP addressing questions will be posted on the Scott County website at www.co.scott.mn.us. No oral questions will be entertained prior to or after the deadline for written questions specified above. Vendors are cautioned not to contact any Scott County staff directly. Evidence of such contact may be cause for rejection of proposal.
5.3
Proposal Submission/Deadline Vendors are required to submit ten (10) copies of their proposal (one (1) original and nine (9) copies) in both paper and electronic formats by Monday, February 9, 2015 at 2:00 p.m. to the follow address: Jennifer Schultz Procurement Manager Government Center 200 Fourth Avenue West Shakopee, MN 55379-1220 952.496.8568
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Late proposals will not be accepted and will be returned to the Vendor unopened. Proposals must be endorsed with the signature of a responsible official having the authority to bind the offer or to the execution of the proposal. Each proposal must be submitted in a sealed envelope prominently marked on the lower left side as follows: SCOTT COUNTY WEBSTIE REDESIGN, DEVELOPMENT, AND IMPLEMENTATION PROPOSAL DUE DATE: no later than Monday, February 9, 2015 at 2:00 p.m. COMPANY NAME: Failure to do so may result in a premature opening of, post-opening of, or failure to open that proposal. Facsimile, oral, telephone, or telegraphic proposals are invalid and will not receive consideration. 5.4
6.0
Retention of Proposals. Upon submission, all proposals become the property of Scott County, which has the right to use any ideas presented in any proposal submitted in response to this RFP, whether or not the proposal is accepted.
PROPOSAL EVALUATION 6.1
Method of Award The County of Scott considers the subject matter of this proposal to be a professional service. As a professional service, it is not subject to the provisions of the County Local Government Budget/Purchasing Act and the award, if made, will not be subject to the provisions of that statute. Although cost will be considered in the award process, emphasis will also be placed upon the quality of the service offered, experience factors, the competency of the prospective vendor, and outside references.
6.2
Cancellation of Award. The County reserves the right, without any liability, to cancel the award of any proposals, at any time before the execution of the agreement documents by all parties.
6.3
Evaluation Procedures It is the intent of the County to review all proposals and judge the merit of those proposals in accordance with the general criteria outlined in 6.4 Criteria for Evaluation in this request. The Website Redesign Working Team will select a vendor which will result in an award and contract to provide the County with a Website Redesign, Development & Implementation services for Scott County, Minnesota. Failure of the vendor to provide in the proposal any information requested in this RFP may result in disqualification of that proposal. 22
6.4
Criteria for Evaluation. The decision on selecting a vendor for the project will be based on the following criteria: 6.4.1
6.4.2
Service Experience 6.4.1.1 6.4.1.2 6.4.1.3
Experience of Vendor Similar Deployments Vendor Stability
6.4.1.4
Overall approach to implementation plan and strategy
Ability/Compatibility 6.4.2.1
6.4.2.3
Understanding and knowledge of web content management systems focused on the needs of government Vendor has a methodology for out-of-the-box implementations in government agencies Meets Scott County’s form/fit/function requirements
6.4.2.4
Response to specifications in sections 4.1.7.1- 4.1.10, 4.2, 4.3
6.4.2.2
6.4.3 6.5
Cost
Review/Selection Schedule The following selection schedule has been established: Distribution of RFP
January 14, 2015
Deadline for written questions
January 30, 2015
Response to written questions
February 3, 2015
Proposal Due
February 9, 2015
Proposal Evaluation
Due date through early March 2015
Oral Presentations as Requested
Tentatively week of March 2 through March 6, 2015
Selection of Vendor
Tentatively early March of 2015
6.6
Negotiation Procedures. The Scott County Website Redesign Working Team will evaluate each proposal based on the information furnished by the vendor and will make a recommendation. In responding to the Request for Proposals, the vendor is cautioned to address each of the evaluation factors in as much detail as possible and in the order that the factors are listed under Section 5.1, Proposal Format.
6.7
Oral Presentation. Vendors may be required to give an oral presentation of their proposal to the Scott County Website Redesign Working Team. This will 23
provide an opportunity for the vendor to clarify or elaborate on specifics within their proposal. 6.8
7.0
Rejection of Proposals. Scott County reserves the right to reject any (or all) proposal(s) based on the evaluation criteria contained in this RFP. The County also reserves the right to cancel or amend this RFP at any time. Any changes in the status of the RFP will be brought to the attention of all parties that have received the same.
MISCELLANEOUS PROVISIONS 7.1
Contract Terms. Proposals submitted in response to the RFP may become a part of any subsequent contract. If for any reason the selected vendor deviates in any way from previous proposed services, the County may reject the proposal and begin negotiations with another vendor.
7.2
Provisions for Joint Venture. Provisions for joint venture will be considered; however, a statement of such an arrangement should be contained in the proposal with qualifications shown for all participating vendors.
7.3
Provisions for Sub-Contract. Vendor shall not subcontract any portion of the work to be performed under this contract nor assign this contract without the prior written approval of the authorized agent of the County. Vendor shall provide the identity of any subcontractor(s) it intends to contract with and the services to be performed by said subcontractor(s). Vendor shall ensure and require that any subcontractor agrees to and complies with all of the terms of this contract and meets all requirements as if they were the primary contractor. Any subcontractor of Vendor used to perform any portion of this contract shall report to and bill Vendor directly. Vendor shall be solely responsible for the breach, performance, or non-performance of any subcontractor.
7.4
Non-Discrimination. The responding vendor must demonstrate that it has agreed not to discriminate in hiring practices on the basis of race, color, creed, religion, national origin, sex, age, marital status, public assistance status, veteran status, disability, or sexual orientation.
7.5
Funding Restrictions. The County reserves the right to reduce estimated or actual amount of services in whatever amount necessary without prejudice or liability to the County if funding is not available or if legal restrictions are placed upon the expenditure of monies for this category of service.
7.6
Lobbying. Any attempt to contact members of the various Divisions, County Board, or department heads involved or affected by the project, including second party contact, will result in immediate rejection of your proposal. Questions regarding this RFP must be forwarded in writing via e-mail, fax, or written letter to Jennifer Schultz, Procurement Manager, Government Center 218, 200 Fourth Avenue West, Shakopee, MN 55379-1220,
[email protected].
7.7
Limitations. Scott County will not be responsible for any costs incurred by applicants in preparing proposals.
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EXHIBIT A: SAMPLE CONTRACT THIS AGREEMENT, by and between Scott County, having its principal office for the transaction of business at 200 Fourth Avenue West, Shakopee, Minnesota 55379-1220, hereinafter referred to as "County", and [ Vendor Name ], having its principal office for the transaction of business at [ Address ], [ City ], [ State ] [ Zip Code ], hereinafter referred to as the "VENDOR". Recitals: 1.
2.
The County has approved the concept of contracting a Website Redesign, Development & Implementation vendor for Scott County, Minnesota and records software system for Scott County, and desires to retain the services of a competent XXXXX software Vendor; and Vendor desires to provide this contract for services to the County according to the terms and conditions stated herein.
NOW THEREFORE, in consideration of the mutual undertakings and agreements contained within this contract, the County and Vendor hereby agree as follows: 1.0
Scope of Services Vendor agrees to furnish ____________________which are listed on Proposal Form, during the term of the contract. These prices will be vendor throughout the term of this contract.
2.0
Compensation and Terms of Payment 2.1
Compensation: Provider shall be compensated at a rate of ________________________. Total compensation under this agreement shall not exceed ___________.
2.2
Provider shall submit duplicate invoices on a [weekly/monthly/quarterly] basis to the authorized agent of the County for payment of work completed. The authorized agent shall have the authority to review the invoices, and no payment shall be made without the approval of the authorized agent. Payments shall be made within thirty (30) days after receipt of invoices for services performed and acceptance of such services by the authorized agent of the County.
3.0
Condition of Payment. All services provided by Vendor pursuant to this agreement shall be performed to the satisfaction of the County, and in accordance with all applicable federal, state and local laws, ordinances, rules and regulations. Payment shall be withheld for all work found by the County to be unsatisfactory, or performed in violation of federal, state, and local laws, ordinances, rules or regulations.
4.0
Effective Date of Contract. This contract shall be effective March X, 20xx, notwithstanding the date of signature by the parties.
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5.0
Term of Contract. This contract shall remain in effect until all obligations set forth in this contract have been satisfactorily fulfilled, or unless earlier terminated as provided, whichever occurs first. The contract period shall be a term of one year commencing [ Start Date ] , 20xx, and ending [ End Date ] 20xx. The contract period may be extended for an additional three (3) one-year periods with the mutual consent of the County and the Vendor. If the County desires to extend the contract the authorized agent of the County will advise the Vendor before expiration of the contract or any extension period.
6.0
Authorized Agents 6.1
Scott County shall appoint an authorized agent for the purpose of administration of this contract. Vendor is notified that the authorized agent of Scott County is: [ Name ], [ Title ] Scott County [ Street Address ] [ City ], [ State ] [ Zip Code ] Phone: [ Number ] Fax: [ Number ]
6.2
Vendor shall appoint an authorized agent for the purpose of administration of this contract. [ Name ], [ Title ] Scott County [ Street Address ] [ City ], [ State ] [ Zip Code ] Phone: [ Number ] Fax: [ Number ]
7.0
Records - Availability and Retention. Pursuant to Minn. Stat. Section 16C.05, Subd. 5, the books, records, documents, and accounting procedures and practices of Vendor relative to this agreement shall be subject to examination by the County and the State Auditor. Complete and accurate records of the work performed pursuant to this agreement, shall be kept by Vendor for a minimum of six (6) years following termination of this agreement for such auditing purposes. The retention period shall be automatically extended during the course of any administrative or judicial action involving the County of Scott regarding matters to which the records are relevant. The retention period shall be automatically extended until the administrative or judicial action is finally completed or until the authorized agent of the County notifies Vendor in writing that the records need no longer be kept.
8.0
Indemnity. Vendor agrees to defend, indemnify, and hold the County, its employees and officials harmless from any claims, demands, actions or causes of action, including reasonable attorney’s fees and expenses resulting directly or indirectly from any act or omission on the part of Vendor, or its subcontractors, partners or independent contractors or any of their agents or employees, in the performance of or with relation to any of the work or services to be performed or furnished by the Vendor or the subcontractors, partners or independent contractors or any of their agents or employees under the agreement.
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Vendor shall be responsible for the professional quality, technical accuracy, and the coordination of all services furnished by Vendor under this agreement. Vendor shall, without additional compensation, correct or revise any errors or deficiencies in Vendor's final reports and services. 9.0
9.1
Insurance. Vendor shall not commence work under this contract until it has obtained at its own cost and expense all insurance required herein. All insurance coverage is subject to approval of the County and shall be maintained by Provider until final completion of the work. Workers' Compensation. 9.1.1 9.1.2
9.1.3
State: Minnesota – Statutory Employer's Liability with minimum limits of: Bodily Injury by Accident: $100,000 each Accident Bodily Injury by Disease: $100,000 each Employee Bodily Injury by Disease: $500,000 policy limit Benefits Required By Union Labor Contracts: As applicable. In the event Provider is a sole proprietor and has not elected to provide workers' compensation insurance, Provider shall be required to execute and submit an affidavit of sole proprietorship in a form satisfactory to the County before entering into the contract.
9.2
Commercial General Liability. Including Premises, Operations, Products, Completed Operations, Advertising and Personal Injury Liability, with the following minimum limits of liability: $2,000,000 Aggregate $2,000,000 Products & Completed Operations Aggregate $1,000,000 Personal Injury & Advertising Injury $1,000,000 Occurrence $ 100,000 Fire Damage Limit $ 5,000 Medical Expense Policy should be written on an occurrence basis and include explosion, collapse and underground.
9.3
Professional Liability (Malpractice) $1,000,000 per Claimant $2,000,000 Aggregate per Year
9.4
Commercial Auto Liability Minimum limits of liability shall be: If split limits: $1,000,000 each person/$1,000,000 each occurrence for bodily injury If combined single limit: $1,000,000 per occurrence Automobile liability should include Hired and Non-Owned, and the County should be named as an additional insured. 27
9.5
10.0
Proof of Insurance. Insurance certificates evidencing that the above insurance is in force with companies acceptable to County and in the amounts required shall be submitted to County for examination and approval prior to the execution of the agreement, after which they shall be filed with County. The insurance certificate shall name the County as an additional insured and specifically provide that a certificate shall not be materially changed, canceled or non-renewed except upon sixty (60) days prior written notice to County. Neither County's failure to require or insist upon certificates or other evidence of insurance showing a variance from the specified coverage requirements, amends Vendor's responsibility to comply with the insurance specifications. Standards and Licenses. The [Service] shall maintain proper certification or licensure as required by the State during the term of this Agreement. The County will only pay for Scott County Website Redesign, Development & Implementation Project for Scott County, Minnesota provided pursuant to such requirement. The [Service] shall comply with all applicable Federal and State statutes, regulation, rules and ordinances now in force or as hereafter enacted.
11.0
Health Insurance Portability and Accountability Act of 1996. The County and Provider mutually agree to incorporate the terms to comply with the requirements of the Health Insurance Portability and Accountability Act of 1996 ("HIPAA") and HIPAA’s implementing regulations, Title 45, Parts 160 and 164 of the Code of Federal Regulations ("Privacy Rule"), dealing with the confidentiality of health or health-related information.
12.0
Subcontracts. Vendor shall not subcontract any portion of the work to be performed under this contract nor assign this contract without the prior written approval of the authorized agent of the County. Vendor shall ensure and require that any subcontractor agrees to and complies with all of the terms of this contract. Any subcontractor of Vendor used to perform any portion of this contract shall report to and bill Vendor directly. Vendor shall be solely responsible for the breach, performance, or non-performance of any subcontractor.
13.0
Force Majeure. County and Vendor agree that Vendor shall not be liable for any delay or inability to perform this contract, directly or indirectly caused by or resulting from strikes, labor troubles, accidents, fire, flood, breakdowns, war, riot, civil commotion, lack of material, delays of transportation, acts of God or other causes beyond reasonable control of Vendor and the County.
14.0
Data Practices. Vendor, its agents, employees and any subcontractors of Vendor in providing all services hereunder, agree to abide by the provisions of the Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, as amended, and Minn. Rules promulgated pursuant to Ch. 13. The Vendor agrees to hold the County, its officers, department heads and employees harmless from any claims resulting from Vendor’s unlawful disclosure, failure to disclose or use of data protected under state and federal laws.
15.0
Access to Premises. The County shall arrange access as necessary to work sites for Vendor for the purpose of performing the work described in this agreement. 28
16.0
Termination. This contract may be terminated by either party, with or without cause, upon thirty (30) days written notice to the Authorized Agents of the parties.
17.0
Independent Contractor. It is agreed that nothing contained in this contract is intended or should be construed as creating the relationship of partnership, joint ventures, or an association with the County and Vendor. Vendor is an independent contractor and neither it, its employees, agents, subcontractors, nor representatives, shall be considered employees, agent, or representatives of the County. Except as otherwise provided herein, Vendor shall maintain, in all respects, its present control over the means and personnel by which this contract is performed. From any amounts due Vendor, there shall be no deduction for federal income tax or FICA payments nor for any state income tax, nor for any other purposes which are associated with an employer/employee relationship unless otherwise required by law. Payment of Federal income tax, FICA payments, state income tax, unemployment compensation taxes, and other payroll deductions and taxes are the sole responsibility of the Vendor.
18.0
Notices. Any notices to be given under this contract shall be given by enclosing the same in a sealed envelope, postage prepaid, and depositing the same in the United States Postal Service, addressed to the authorized agent of the Vendor at the address stated herein, and to the authorized agent of the County at the address stated herein.
19.0
Controlling Law The laws of the State of Minnesota shall govern all questions and interpretations concerning the validity and construction of this agreement, the legal relations between the parties and performance under the agreement. The appropriate venue and jurisdiction for any litigation hereunder will be those courts located within the County of Scott, State of Minnesota. Litigation, however, in the federal courts involving the parties will be in the appropriate federal court within the State of Minnesota. If any provision of this contract is held invalid, illegal or unenforceable, the remaining provisions will not be affected.
20.0
Successors and Assigns. The County and Vendor, respectively, bind themselves, their partners, successors, assigns, and legal representatives to the other party to this contract and to the partners, successors, assigns, and legal representatives of such other party with respect to all covenants of this contract. Neither the County nor Vendor shall assign, sublet, or transfer any interest in this contract without the prior written consent of the other.
21.0
Equal Employment and Americans With Disabilities. In connection with the work performed under this contract, Vendor agrees to comply with the applicable provisions of the state and federal equal employment opportunity and nondiscrimination statutes and regulations. In addition, upon entering into this contract, Vendor certifies that it has been made fully aware of Scott County's Equal Employment Opportunity and Americans With Disabilities Act Policy, attached hereto and incorporated herein as Exhibit B, through both oral and written communications, that it supports this policy and that it will conduct its own employment practices and business operations in accordance therewith. Failure on the part of Vendor to conduct its own employment practices and business operations in accordance with the policy may result in the withholding of all or part of regular payments by the County due under this contract 29
unless or until Vendor complies with the policy, and/or suspension or termination of this contract. 22.0
Changes. The parties agree that no change or modification to this contract, or any attachments hereto, shall have any force or effect unless the change is reduced to writing, dated, and made part of this contract. The execution of the change shall be authorized and signed in the same manner as for this contract.
23.0
Severability. In the event any provision of this contract shall be held invalid and unenforceable, the remaining provisions shall be valid and binding upon the parties unless such invalidity or non-enforceability would cause the contract to fail its purpose. One or more waivers by either party of any provision, term, condition, or covenant shall not be construed by the other party as a waiver of a subsequent breach of the same by the other party.
24.0
Entire Agreement. It is understood and agreed that the entire agreement of the parties is contained herein, and that this contract supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof as well as any previous agreement presently in effect between the County and Vendor relating to the subject matter hereof.
25.0
Exhibits. The Exhibits attached to this agreement are considered a material part of this agreement and are incorporated herein by reference as if fully set forth herein.
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IN WITNESS WHEREOF, the parties have hereunto set their hands as of the dates written below. COUNTY OF SCOTT By: Chair, Scott County Board of Commissioners
Date:
Attest: By: Gary Shelton, County Administrator
Date:
Approved as to form and execution: By: Ronald Hocevar, Scott County Attorney
Date:
[ COMPANY NAME ] By: (authorized signature)
Date:
(typed name)
(title)
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EXHIBIT "B"
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EXHIBIT "C" SCOTT COUNTY REQUEST FOR PROPOSALS
SCOTT COUNTY WEBSITE REDESIGN, DEVELOPMENT & IMPLEMENTATION PROJECT PROPOSAL FORM Addendum Proposer hereby acknowledges receipt of the following addenda: Addendum No: __________________(if any) Addendum No: __________________(if any)
Dated________________ Dated________________
The undersigned hereby submit the following proposal for Scott County XXXXXs: Do you comply with the insurance requirements of the RFP, there will be no exemptions. Yes No By Name and Title (Please Print)
____________________________________________ / _________________ Signature Date Proposer’s Payment Address: ___________________________________ ___________________________________ ___________________________________ ___________________________________ Contact:____________________________
Phone: ____ Fax: E-Mail:
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_____
Exhibit D SCOTT COUNTY REQUEST FOR PROPOSALS 1. Name/address of applicant agency:
2. Please check one of the following:
Name:______________________________
Incorporated for Profit Incorporated for Non-Profit (501-C-3) Partnership Proprietorship Governmental Unit Other, Please describe
Address:_____________________________ Director:_____________________________ Phone:______________________________
__________________________
3. Contact Person, if other than Director: Name:______________________ Title:_______________
Phone___________
4. Names of Persons authorized to sign contracts: Name
Title
Phone
___________________
____________________
______________________
___________________
____________________
______________________
5.
Please indicate tax identification numbers as applicable to your organization:
MN Tax I.D. Number: Federal Employer I.D. Number: Please attach the following items to your proposal:
Annotated Board of Directors roster
Organizational Chart
Provide a minimum of five references including name, address, telephone number and business relationship
Identify any government contracts you currently hold in the State of Minnesota or surrounding States
Brochures, annual report or other information about your organization to aid us in making a decision
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