Request for Proposal - Boise State ENS
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BOISE STATE UNIVERSITY
REQUEST FOR PROPOSAL
RFP #LF-108
Web Redesign for Boise State University
July 11, 2017
LF17-108 Page 1 of 47 4/6/2018 TABLE OF CONTENTS
Page 1. ADMINISTRATIVE AND BACKGROUND INFORMATION 3 2. SUBMISSION - PROCESS, FORMAT & REQUIREMENTS 6 3. CONTRACT 14 4. BUSINESS INFORMATION 17 5. SPECIAL TERMS AND CONDITIONS 18 6. SCOPE OF WORK 22 7. PROPOSAL REVIEW AND EVALUATION 25 8. COST PROPOSAL 28
APPENDIX A--SCOPE OF WORK RESPONSE TEMPLATE (SEE EXCEL SPREADSHEET) 30 ATTACHMENT 1--SIGNATURE PAGE 31 ATTACHMENT 2--OFFEROR QUESTIONS 32 ATTACHMENT 3 AGENCY TEMPLATE 34 ATTACHMENT 4 TEAM MEMBER TEMPLATE 35 ATTACHMENT 5 REFERENCES 36 ATTACHMENT 6 SERVICE LEVEL AGREEMENT 40 ATTACHMENT 7 STYLE GUIDE 42 ATTACHMENT 8 TIMELINE 43 ATTACHMENT 9 RISK MITIGATION 44 ATTACHMENT 10 COST PROPOSAL 45 APPENDIX B--APPROVED PLUGINS LIST 47
LF17-108 Page 2 of 47 4/6/2018 1. ADMINISTRATIVE AND BACKGROUND INFORMATION
1.1 RFP Administrative Information
RFP Title: RFP LF17-108 Web Redesign for Boise State University RFP Project Description: Web Redesign per the specifications listed in this RFP.
RFP Lead/Address to deliver Lori Farris, Senior Buyer response: 1910 University, MS-1210 Boise, ID 83725-1210 [email protected] Phone: (208) 426-5449 University Purchasing Dept. (all https://vpfa.boisestate.edu/process/review/purchasing_ RFP information and updates bidopportunities.php will be posted to this website):
Optional Pre-Proposal July 18, 2017 12:00 pm (noon), Mountain Time (Details will Conference: be provided upon RSVP)
Location: Teleconference (Details will be provided upon RSVP)
Deadline To Receive Questions: July 19, 2017, 11:59 am, Mountain Time
Anticipated Release of Answers July 20, 2017 to Questions: https://vpfa.boisestate.edu/process/review/purchasing_ bidopportunities.php RFP Closing Date: August 4, 2017, 5:00 pm, Mountain Time - Late responses will not be accepted. RFP Opening Date: 10:30 a.m. Mountain Time in Purchasing Department on the first work day following the Closing Date. Demonstration/Oral TBD Presentations:
Validity of Proposal: Proposals are to remain valid for one hundred twenty (120) calendar days after the scheduled RFP Closing Date. Proposals submitted with a validity period of less than this will be found non-responsive and will not be considered. Initial Term of Contract and Initial term of the Contract will be Approximately: September Renewals: 2017 – January 2018 (redesign portion of contract). After completion of web redesign, acceptance, final approval and live implementation, the redesign portion of the contract shall end and the warranty shall begin. The SLA portion of the contract shall begin immediately upon live implementation and continue for two (2) calendar years from end of the warranty period. The parties may extend the Contract, under the same terms and conditions, on an annual basis, upon mutual written consent. At the time of extension, the annual renewal pricing for the hourly rates for services listed in the Cost Proposal, will not exceed two (2) percent over the previous year’s renewal term without nullifying the contract.
LF17-108 Page 3 of 47 4/6/2018 1.2 BOISE STATE UNIVERSITY OVERVIEW AND HISTORY The students, faculty and staff at Boise State University are known for their grit and ambition. While we may be most famous for our iconic Blue Turf, we have built a metropolitan research university of distinction in the Northwest, with our faculty and student researchers working to answer some of the most intriguing questions facing us today. Boise State University is a public, co-educational institution located in Boise, Idaho. Serving approximately 22,200 students and employing nearly 2690 faculty and staff, the University offers undergraduate, graduate, and non-degree programs.
We never stop. We are relentless, tenacious and transformative. We seek today’s answers and tomorrow’s questions. We are creative, inquisitive and adventurous. Our community is a place to innovate, create and thrive. We are strong, distinctive and respectful. Our focus is students. We are distinctive, nimble and responsive. Our trajectory is unrivaled, our outlook is unlimited. We envision new connections between the university and the region we serve everyday.
1.3 STATEMENT ON ACCESSIBILITLIY Boise State values inclusiveness and full access to educational opportunities and benefits. For this reason, the University takes continual steps to increase programmatic and physical access to people with disabilities, as well as incorporating standards for accessibility into information technologies used throughout the campus community.
1.4 MISSION STATEMENT Boise State University is a public, metropolitan research university providing leadership in academics, research and civic engagement. The university offers an array of undergraduate degrees and experiences that foster student success, lifelong learning, community engagement, innovation and creativity. Research, creative activity and graduate programs, including select doctoral degrees, advance new knowledge and benefit the community, the state and the nation. The university is an integral part of its metropolitan environment and is engaged in its economic vitality, policy issues, professional and continuing education programming, and cultural enrichment. Additional information about Boise State University can be found at https://www.boisestate.edu
1.5 SCOPE OF PURCHASE
Boise State University (“University”) is soliciting a quote for design and development of a large scale enterprise multi-site enabled WordPress theme for our institutional website https://www.boisestate.edu
LF17-108 Page 4 of 47 4/6/2018 Please take a moment to review our Business and Technical Goals. This will provide context as you create your responses. As you answer the questions within this document, illustrate how your organization’s capabilities allow us to reach our goals and expectations.
1.6 BUSINESS GOALS
The University wishes to raise the overall profile of Boise State University, enhance our academic reputation, and gain recognition for our University’s learning and career outcomes, research achievements and centers of innovation.
We wish to increase and measure digital engagement with prospective students, driving recruitment, increasing admissions and retention of undergraduate, graduate, international and online students.
Further, we wish to intensify pride among current students, faculty, staff, alumni, donors and the community inspiring personal, professional, and financial connections to our vision and mission, resulting in more significant giving and lifelong affinity and involvement.
1.7 TECHNICAL GOALS
Details and requirements for the technical goals are documented in the scope of work below. The highest priority goals are listed here for reference. Accessibility Improved User Experience - Mobile/Desktop (Navigation, Search, Site Speed) Modern World-class Design
1.8 CURRENT ENVIRONMENT
The University currently hosts 160+ multisite enabled WordPress instances each with a separate hostname for the parent site and associated subsites in directories. The University is currently in the process of migrating all multisites to a single multisite instance under www.boisestate.edu on a new AWS Cloud infrastructure. The University currently supports a primary parent theme for the vast majority of sites, and child themes for the Campus News news.boisestate.edu/update , Alumni Association alumni.boisestate.edu, and Giving giving.boisestate.edu/ sites. We would like to migrate/merge all sites to a single parent theme.
LF17-108 Page 5 of 47 4/6/2018 2. SUBMISSION - PROCESS, FORMAT, & REQUIREMENTS
2.1 Pre-Proposal Conference and Questions and Answers
2.1.1 A non-mandatory pre-proposal conference will be held at the location and time as indicated in Section 1.1 of this RFP. This will be your opportunity to ask questions of the University staff. All interested parties are invited to participate, restricted to two (2) incoming phone lines from each prospective Offeror as the number of telephone lines is limited. Those choosing to participate must pre-register via email with the name and contact information of participants to the RFP Lead to receive meeting details. This conference will be used to explain, clarify, or identify areas of concern in the RFP. Those asking questions during the pre-proposal conference will be asked to submit those questions to the University in writing by the designated “Deadline to Receive Questions” period as indicated in Section 1.1 of this RFP. Any oral answers given by the University during the pre-proposal conference are to be considered unofficial. Conference attendance is at the Offeror’s own expense. For simplicity’s sake, Offerors are strongly encouraged to submit just one, final set of questions, after the pre-proposal conference but prior to the question deadline, rather than multiple sets of questions.
2.1.2 All questions regarding the proposed product or service must be submitted to the RFP Lead by the “Deadline to Receive Questions” noted in Section 1.1. Questions must be submitted using Attachment 2, “Offeror Questions,” via email to the RFP Lead at the address listed in Section 1.1 for the RFP Lead. Official answers to all questions will be posted on the University’s website as an amendment as indicated in Section 1.1, of this RFP.
2.1.3 All questions regarding the Boise State University’s Standard Terms and Conditions found at: https://vpfa.boisestate.edu/process/procurement/BoiseStateStandardTerms.pdf and as may be amended from time to time, and incorporated in this RFP by reference (collectively, the Terms and Conditions) must also be submitted in the same form as provided in 2.1.2 and should be submitted by the deadline to receive questions as stated in Section 1.1. Questions regarding these requirements must contain the following:
2.1.3.1 The term or condition in question;
2.1.3.2 The rationale for the specific requirement being unacceptable to the Offeror (define the deficiency);
2.1.3.3 Recommended verbiage for the University’s consideration that is consistent in content, context, and form with the University’s requirement that is being questioned; and
2.1.3.4 Explanation of how the University’s acceptance of the recommended verbiage is fair and equitable to both the University and the Offeror.
2.1.4 In response to questions regarding the Terms and Conditions, the University will, in its sole discretion (i) accept the proposed modification or a proposed alternative as an amendment to the RFP, or (ii) reserve the question to be negotiated in accordance with Section 3.4 hereof.
LF17-108 Page 6 of 47 4/6/2018 2.1.5 Proposals received that qualify the offer based upon the University accepting other terms and conditions not found in the RFP or which take exception to the University’s terms and conditions may be found non-responsive, and no further consideration of the proposal will be given.
2.1.6 Any Offeror proposed modifications will be incorporated into the contract only if specifically accepted by University in an amendment to the RFP or otherwise as expressly accepted in writing by the University.
2.1.7 From the date of release of this RFP until an Intent to Award Letter is issued, all contact and requests for information shall be directed to the RFP Lead, only. Regarding this RFP, all contact with other personnel employed by or under contract with the University is restricted. During the same period, no prospective Offeror shall approach personnel employed by, or under Contract to the University, on any other related matters. An exception to this restriction will be made for Offerors who, in the normal course of work under a current and valid contract with the University, may need to discuss legitimate business matters concerning their work with the University. Violation of these conditions may be considered sufficient cause by the University to reject an Offeror’s proposal, irrespective of any other consideration.
2.1.8 Proposals should be submitted on the most favorable terms from both a price and technical standpoint as well as with regard to legal terms and conditions. The University reserves the right to accept any part of a proposal, or reject all or any part of any proposal received, without financial obligation, if the University determines it to be in the best interest of the University to do so.
2.1.9 No verbal proposals or verbal modifications will be considered. An Offeror may modify its proposal in writing prior to the RFP closing time. A written modification must include the date and signature of the Offeror or its authorized representative.
2.1.10 All data provided by the University in relation to this RFP represents the best and most accurate information available at the time of RFP preparation. Should any data later be discovered to be inaccurate, such inaccuracy will not constitute a basis for Contract rejection or Contract amendment by an Offeror.
2.1.11 All proposal concepts and material submitted becomes the property of the University and will not be returned to Offeror. Award or rejection of a proposal does not affect this right. Proposals and supporting documentation may be available for public inspection upon written request following the announcement of a Contract award, except for information specifically labeled on each separate page as a “trade secret” under the Idaho Public Records Act, Section Title 74, Chapter 1, Idaho Code (“the Act”). Alternatively, information may be specifically labeled “exempt” from public records under another exemption found in the Act. Information specifically labeled as trade secret or otherwise exempt may be protected from disclosure, but only to the extent consistent with the Act or otherwise applicable federal or state law or regulation. Accordingly, the University cannot guarantee its confidentiality.
2.1.12 An appeal by an Offeror of a specification, a non-responsiveness determination, or the award is governed by the Boise State University Purchasing Appeals Process, and must be filed in accordance with that process, which can be found on the Internet at
LF17-108 Page 7 of 47 4/6/2018 http://vpfa.boisestate.edu/purchasing/purchasing-procedures/
2.1.13 Proposal opening will be held at the location and time as indicated in Section 1.1 of this RFP. All Offerors, authorized representatives and the general public are invited, at their own expense, to be present at the opening of the proposals. During the proposal opening only the names of the Offerors will be provided.
2.2 Proposal Format
2.2.1 These instructions describe the format to be used when submitting a proposal. The format is designed to ensure a complete submission of information necessary for an equitable analysis and evaluation of submitted proposals. There is no intent to limit the content of proposals. Evaluation points may be deducted from the Offeror’s possible score if the following format is not followed.
2.2.2 Any qualified Offeror may submit a proposal. All Offerors are qualified unless disqualified. Those Offerors presently on the General Service Administration’s (GSA) “list of parties excluded from federal procurement and non-procurement programs” may be disqualified. Information is available on the Internet at: https://www.sam.gov/portal/SAM/##11
2.2.3 Offerors must adhere to all requirements of this RFP to be considered responsive. The determination of whether a proposal is responsive is a determination made solely by the University. The University reserves the right to waive any nonmaterial variation that does not violate the overall purpose of the RFP, frustrate the competitive bidding process, or afford any Offeror an advantage not otherwise available to all Offerors.
2.2.4 Proposals must demonstrate that Offerors have the ability to complete the described functions of this RFP.
2.2.5 Sections of the format may be listed with an Evaluated Requirement.
Evaluation Code - The codes and their meanings are as follows:
(M) Mandatory Specification or Requirement - failure to comply with any mandatory specification or requirement may at the sole discretion of the University render Offeror’s proposal non-responsive and no further evaluation will occur. Offeror is required to respond to each mandatory specification.
(ME) Mandatory and Evaluated Specification - failure to comply/respond may render Offeror’s proposal non-responsive and no further evaluation will occur. Offeror is required to respond to this specification with a statement outlining its understanding and how it will comply. Points will be awarded based on predetermined criteria.
(E) Evaluated Specification - a response is desired and will be evaluated and scored. If not available, respond with “Not Available” or other response that identifies Offeror’s ability or inability to supply the item or service. Failure to respond will result in zero (no) points awarded for this item.
LF17-108 Page 8 of 47 4/6/2018 2.2.6 (M) In order to be considered for award, the sealed proposal must be delivered to the location and attention of the buyer specified in Section 1.1 of the RFP, no later than the date and time specified in Section 1.1 of the RFP. No late proposals will be accepted. A proposal received at the office designated in this RFP after the RFP closing date and time will not be accepted.
2.2.7 The proposals must be addressed to the RFP Lead and clearly marked “RFP LF17-108 Web Redesign”.
2.2.8 All costs incurred in the preparation and submission of a proposal in response to this RFP, including, but not limited to Offeror’s travel expenses to attend the pre-proposal conference, proposal opening and presentation or negotiation sessions, shall be the sole responsibility of Offerors and will not be reimbursed by the University.
2.3 Submission Requirements
2.3.1 (M) The proposal must be submitted with the University–supplied signature pages in the form provided, without modification. The Signature Page (ATTACHMENT 1) must contain an original, handwritten signature and be returned with the relevant RFP documents. PHOTOCOPIED SIGNATURES or FACSIMILE SIGNATURES are NOT ACCEPTABLE. Failure to include a signed, complete, unmodified, original University Signature Page will result in a finding that the proposal is non-responsive, and no further consideration will be given to the proposal.
2.3.2 Each proposal must be submitted with one (1) original and one (1) copy of the Business and Scope of Work Proposal and one (1) original and one (1) copy of the Cost Proposal.
2.3.3 In addition, Offerors must submit one (1) electronic copy of the entire proposal: Business and Scope of Work Proposal and Cost Proposal (separate files) on USB device. Word or Excel format is required. The only exception will be for financials or brochures. The format and content must be the same as the manually submitted proposal. The electronic version must NOT be password protected or locked in any way. Please attach the USB device to the original version of the Business and Scope of Work Proposal. The USB device may contain the original electronic copy in Word or Excel format, as well as the redacted version as requested in Section 2.3.5 and 2.3.6 of the solicitation. The electronic file name of the redacted version should contain the word “redacted.”
2.3.4 The Idaho Public Records Law, Idaho Code Sections 74-101 through 74-126, allows the open inspection and copying of public records. Public records include any writing containing information relating to the conduct or administration of the public's business prepared, owned, used, or retained by a State Agency or a local agency (political subdivision of the state of Idaho) regardless of the physical form or character. All, or most, of the information contained in your response will be a public record subject to disclosure under the Public Records Law. The Public Records Law contains certain exemptions. One exemption potentially applicable to part of your response may be for trade secrets.
LF17-108 Page 9 of 47 4/6/2018 Trade secrets include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy. If you consider any material that you provide in your Bid, Proposal or Quotation to be a trade secret, or otherwise protected from disclosure, you MUST so indicate by marking as “exempt” EACH PAGE containing such information. Marking your entire Bid, Proposal or Quotation as exempt is not acceptable or in accordance with the Solicitation or the Public Records Law and WILL NOT BE HONORED. In addition, a legend or statement on one (1) page that all or substantially all of the response is exempt from disclosure is not acceptable or in accordance with the Public Records Law and WILL NOT BE HONORED.
Prices that you provide in your Bid, Proposal or Quotation are not a trade secret. The State, to the extent allowed by law and in accordance with these Solicitation Instructions, will honor a designation of nondisclosure. Any questions regarding the applicability of the Public Records Law should be addressed to your own legal counsel PRIOR TO SUBMISSION of your Bid, Proposal or Quotation.
2.3.5 If your Bid, Proposal or Quotation contains information that you consider to be exempt, you must also submit an electronic redacted copy of the Proposal with all exempt information removed or blacked out. The State will provide this redacted Bid, Proposal or Quotation to requestors under the Public Records Law, if requested. Submitting Offerors must also:
2.3.5.1 Identify with particularity the precise text, illustration, or other information contained within each page marked “exempt” (it is not sufficient to simply mark the entire page). The specific information you deem “exempt” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise be clearly distinguished from other text or other information and be specifically identified as “exempt.”
2.3.5.2 Provide a separate document with your Bid, Proposal or Quotation entitled “List of Redacted Exempt Information,” which provides a succinct list of all exempt material noted in your Bid, Proposal or Quotation. The list must be in the order in which the material appears in your Bid, Proposal or Quotation, identified by Page#, Section#, Paragraph#, Title of Section/Paragraph, specific portions of text or other information; or in a manner otherwise sufficient to allow the University to determine the precise material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure.
2.3.5.3 Offeror shall indemnify and defend the University against all liability, claims, damages, losses, expenses, actions, attorney fees and suits whatsoever for honoring a designation of exempt or for the Offeror’s failure to designate individual documents as exempt. The Offeror’s failure to designate as exempt any document or portion of a document that is released by the University shall constitute a complete waiver of any and all claims for damages caused by any such release. If the University receives a request for materials claimed exempt by the Offeror, the Offeror shall provide the legal defense for such claim.
LF17-108 Page 10 of 47 4/6/2018 2.3.6 Alternately, if there is no redacted information in the proposal, please note that with the proposal.
2.3.7 The proposal must be separated into two (2) distinct sections:
1) Business and Scope of Work Proposal (THIS IS COMPRISED OF: APPENDIX A SCOPE OF WORK RESPONSE TEMPLATE and ATTACHMENTS 1, 2, 3, 4, (5 REFERENCES come directly from References) 6, 7, 8, 9, and VPAT (Section 6.1.19)
2) Cost Proposal (ATTCHMENT 10).
2.3.7.1 The Business and Scope of Work Proposal must be sealed, identified “Business and Scope of Work Proposal – RFP LF17-108 Web Redesign” and include a cover letter (see Section 2.3.10) and all other documentation related to this response, except the Cost Proposal.
2.3.7.2 The Cost Proposal must be sealed and identified “Cost Proposal – RFP LF17-108 Web Redesign” The only document that should be included with this section is the Cost Proposal itself, ATTACHMENT 10.
2.3.8 Include in the Business and Scope of Work Proposal a Table of Contents; adequately identify the contents of each section, including page numbers of major subsections. The Table of Contents is not evaluated, and is for reference purposes only.
2.3.9 Include in the Business and Scope of Work Proposal an Executive Summary, which provides a condensed overview of the contents of the Business and Scope of Work Proposal submitted by the Offeror, which shows an understanding of the services to be performed. The Executive Summary is not evaluated, and is for summary purposes only.
2.3.10 (M) The Business and Scope of Work Proposal must include a cover letter on official letterhead of the Offeror, the Offeror’s name, mailing address, telephone number, facsimile number, and name of Offeror’s authorized agent, including an email address. The cover letter must identify the RFP Title, RFP number and all materials and enclosures being forwarded collectively as the response to this RFP. The cover letter must be hand signed, in ink, by an individual authorized to commit the Offeror to the work proposed. In addition, the cover letter must include:
2.3.10.1 Identification of the Offeror’s corporate or other legal entity. Offerors must include their tax identification number. The Offeror must be a legal entity with the legal right to contract.
2.3.10.2 A statement indicating the Offeror’s acceptance of and willingness to comply with the requirements of the RFP and attachments, as may be amended.
2.3.10.3 A statement of the Offeror’s compliance with affirmative action and equal employment regulations.
2.3.10.4 A statement that the proposal was arrived at independently by the Offeror without collusion, consultation, communication, or agreement with any other Offeror as to any matter concerning pricing.
LF17-108 Page 11 of 47 4/6/2018 2.3.10.5 A statement that Offeror has not employed any company or person other than a bona fide employee working solely for the Offeror or a company regularly employed as its marketing agent, to solicit or secure this Contract, and that it has not paid or agreed to pay any company or person, other than a bona fide employee working solely for the Contractor or a company regularly employed by the Contractor as its marketing agent, any fee, commission, percentage, brokerage fee, gifts or any other consideration contingent upon or resulting from the award of this Contract. The Offeror must affirm its understanding and agreement that for breach or violation of this term, the University has the right to annul the Contract without liability or, in its discretion, to deduct from the Contract price the amount of any such fee, commission, percentage, brokerage fee, gifts or contingencies.
2.3.10.6 A statement naming the firms and/or staff responsible for writing the proposal.
2.3.10.7 A statement that Offeror is not currently suspended, debarred or otherwise excluded from federal or state procurement and non-procurement programs.
2.3.10.8 A statement affirming the proposal will be firm and binding for one hundred twenty (120) days from the proposal opening date.
2.3.11 (M) Offeror should submit with its response all documents and/or agreements that the Offeror proposes to have incorporated into any resulting Contract including any proposed modifications to the Terms and Conditions reserved for further negotiation, in accordance with Section 2.1.4. If Offeror expressly conditions its proposal upon the University’s acceptance of its additional documents and/or proposed agreements or modifications to the Terms and Conditions, its proposal may be deemed non-responsive. The terms of such additional documents and proposed agreement and modifications to the Terms and Conditions the University reserved for negotiation may be considered in accordance with Section 3.4 of this RFP, but no additional or modified terms shall be binding on the University until expressly accepted in writing by the University.
Alternately, if the offeror has no additional documents or proposed agreements they wish to submit for consideration, please note that in response to this specification.
The University may not accept any documents and/or proposed agreements submitted after the Solicitation’s closing date. The University may not accept any additional proposed modifications to the Terms and Conditions or terms that conflict with the Terms and Conditins after the Solicitation’s closing date. If Offeror attempts to submit additional documents and/or proposed agreements after the Solicitation closing date, and conditions its Proposal upon the University’s acceptance of those additional documents and/or proposed agreements, its Proposal may be deemed non-responsive and given no further consideration.
The University will not accept terms that allow Offeror to make unilateral amendments to any resulting Contract or terms that require the University to indemnify another party.
2.3.12 (M) If the RFP is amended, including through the question and answer process, the Offeror must acknowledge each amendment with a signature on the acknowledgement
LF17-108 Page 12 of 47 4/6/2018 form provided with each amendment. Failure to return a signed copy of each amendment acknowledgement form with the proposal may result in the proposal being found non-responsive. See the Boise State University Purchasing website (http://vpfa.boisestate.edu/purchasing/) and “Bidding Opportunities” for any amendments and the required amendment confirmation document.
LF17-108 Page 13 of 47 4/6/2018 3. CONTRACT
3.1 The RFP, all attachments, appendices, and amendments, the successful Offeror’s Proposal submitted in response to the RFP and any Resource Requests together comprise the Contract (hereinafter referred to as the “Contract”) and will be formalized by the creation of a Purchase Order (PO) that ties these documents together.
3.2 Boise State University’s Standard Terms and Conditions are incorporated by reference into and shall apply to this solicitation and any contract resulting from this solicitation. Offerors are encouraged to review these documents at the following website.
https://vpfa.boisestate.edu/purchasing/ (then select “Vendor Information”)
3.3 All terms should be reviewed carefully by each prospective Offeror as the successful Offeror is expected to comply with those terms and conditions.
3.4 The apparent successful Offeror will be asked to engage in discussions to finalize the agreement. This may include meeting with key campus stakeholders to discuss project details. These discussions will occur either remotely or in person (all travel costs will be the responsibility of the apparent successful Offeror) as mutually agreed upon by Boise State University and the apparent successful Offeror. Such discussions will include discussion of the legal terms and conditions, including any additional agreements submitted by the Offeror as required by Section 2.3.11 and any proposed modifications to the Terms and Conditions, submitted in accordance with Section 2.1.3 during the question and answer period. Should the apparent successful Offeror and the University fail to reach an agreement within a reasonable timeframe, the University may elect to end the discussion with the top scoring Offeror and begin a discussion with the Offeror whose response ranked second. Upon successful completion of the discussions and successful development of a Project Management Plan (Section 3.9), the winning Offeror will be required to execute a contract with the University, and immediately begin preparations to undertake its requirements.
3.5 Where Offeror agreements and assumptions specified in the Offeror’s response, differ from the Terms and Conditions, or the terms and conditions of this Solicitation, the Terms and Conditions and the terms and conditions of this Solicitation shall apply and supersede, unless such different terms are expressly agreed to by the University in writing. Where Offeror agreements and assumptions supplement the Terms and Conditions or the terms of this Solicitation, the supplemental terms and conditions shall apply only if specifically accepted by the University in writing. Where unsolicited supplemental documents, including unsolicited pricing sheets, are submitted, the University reserves the right to deem the Proposal non-responsive if the supplemental documents conflict with the specifications of this solicitation. Supplemental documents shall be considered as reference materials only, and nothing contained within a supplemental document shall be deemed as accepted by the University, unless accepted by the University in writing. Offerors are cautioned against the use of supplemental documents. Conflicting supplemental documents may lead to the response being deemed non-responsive, and no consideration of the response given. It is recommended that Offerors review the Boise State University Solicitation Instructions to Vendors, Section 18 at the following website.
https://vpfa.boisestate.edu/purchasing/ (then select “Vendor Information”)
LF17-108 Page 14 of 47 4/6/2018 To the extent the terms of such agreements, once accepted by the University, conflict with terms and conditions of this RFP, any conflict or inconsistency shall be resolved in accordance with Section 37 of the Boise State University Standard Contract Terms and Conditions.
3.6 The Contract, in its incorporated composite form, represents the entire agreement between the Contractor and University and supersedes all prior negotiations, representations, understandings, or agreements, either written or oral.
3.7 Finalization of the Contract documents may require additional time for review from the Office of Information Technology and Office of General Counsel. Additionally, the Office of General Counsel may review and negotiate agreements, prior to the finalization of a contract in accordance with Section 3.4.
3.8 The Contract is not effective until Purchasing has issued a purchase order specifying a commencement date (the “Effective Date”), and that date has arrived or passed. The Contractor will not provide or render services to the University under this Contract until the Effective Date. The University may determine, in its sole discretion, not to reimburse the Contractor for products provided or services rendered prior to the Effective Date.
3.9 Prior to the release of the Contract, University and the apparent successful Offeror will clarify expectations and develop a Project Management Plan for the implementation of the service.
3.9.1 The Project Management Plan shall include a project schedule/timeline, (tasks that require more than 20 hours of work), and major deliverables.
3.9.2 The Project Management Plan shall include a description for each task and a designation of whether Boise State or the Offeror is responsible for the task.
3.9.3 Additionally, the Project Management Plan will contain all points of clarification, an agreed upon Project Schedule for the implementation of the service, and other clarifying supporting documents. Examples of points of clarification are clarification of requirements and legal clarifications. Examples of other clarifying supporting documents are risk management plan, change management plan, configuration management plan, and project closure plan.
3.9.4 Upon a mutually agreed upon Project Management Plan, an award will be made, a Contract put in place, and implementation of the System can begin.
3.9.5 Once the Contract is in place, all modifications to the Project Management Plan must be reviewed and approved by the University in writing.
LF17-108 Page 15 of 47 4/6/2018 3.10 By responding to this RFP, you certify, represent and warrant that providing the services herein described, and as described in your response, including the provision of services by the individuals named in your response or by representatives providing services under the RFP at any time following award, will not violate any existing or future contract, obligation, or non-compete covenant that you or your representatives are bound by now or hereafter. This includes, but is not limited to, those named in your response to ATTACHMENT 4: TEAM MEMBER TEMPLATE.
3.11 In addition to the acceptance terms detailed in Boise State University’s Standard Terms and Conditions,acceptance from the University will be based upon the completion of tasks and deliverables as agreed upon by the University and Contractor in the Project Management Plan.
3.12 End of Life/Termination of Contract shall be in accordance with Boise State University Standard Terms and Conditions.
3.13 Upon any termination of the Contract, Contractor shall return to the University all copies of the confidential information or other materials incorporating confidential information in the possession of Contractor or its employees. Contractor agrees to:
3.13.1 Return all data that is the property of the University in a reasonable format specified by the University;
3.13.2 Return all property in any form belonging to the University;
3.13.3 Return all confidential information that may have been received from the University. Provide the ability for University to electronically retrieve data and documents from Contractor’s system, as this data is owned by University.
3.13.4 Deliver to Boise State, within 6 weeks, all data and documents from Contractor’s system that pertain to Boise State. This data must be delivered in an electronic format.
3.13.5 The University will verify receipt of that data.
LF17-108 Page 16 of 47 4/6/2018 4. BUSINESS INFORMATION
4.1 (ME) Agency Experience - Describe in detail your knowledge and experience in providing services similar to those required in this RFP. See the instructions listed on ATTACHMENT 3: AGENCY TEMPLATE for your response. USE ATTACHMENT 3 only for your response.
4.2 (ME) Qualifications - Describe your qualifications for successfully completing the requirements of the RFP. To demonstrate your respective qualifications, the following are required:
4.2.1 (ME) TEAM MEMBERS – See Instructions listed in ATTACHMENT 4: TEAM MEMBER TEMPLATE. Use ATTACHMENT 4 only for your response.
4.2.3 (ME) Project Schedule – See Instructions listed in ATTACHMENT 8: PROJECT TIMELINE. Use ATTACHMENT 8 only for your response.
4.3 (E) References - See Instructions listed in ATTACHMENT 5.
Offerors must follow the instructions in ATTACHMENT 5: REFERENCES to obtain those references. Offerors may email the RFP Lead prior to the reference submittal deadline to verify receipt of references.
LF17-108 Page 17 of 47 4/6/2018 5. SPECIAL TERMS AND CONDITIONS
5.1 Notwithstanding any other term in Boise State University’s Standard Terms and Conditions at: https://vpfa.boisestate.edu/process/procurement/BoiseStateStandardTerms.pdf and/or the Offeror’s Proposal, the following warranties shall apply to the Contract. Offeror represents and warrants that:
5.1.1 Contractor has the full power and authority to enter into the Contract, grant the University any license offered in its proposal, and has the full power and authority to grant to the University access to the System, and to produce all required functionality as specified in the Contract.
5.1.2. The System and required services are fit for the particular purpose of providing the requirements specified within the Contract, and all amendments to the Contract as agreed to and accepted by both the University and the Contractor. Furthermore, the Contractor warrants that the System is merchantable.
5.1.3 The System is compatible with the software, hardware, and telecommunications environment specified within the Contract, and all amendments to the Contract as agreed to and accepted by both the University and the Contractor. Incompatibility will include but not be limited to, the creation of errors in data, the loss of data, the inability to access data, and delays and stoppages in performance of work by the Contractor or the University arising from the System.
5.1.4 The System, in whole and in part, will operate within the defined hardware and telecommunications environments of the Contract and in accordance with the specifications of the Contract established by the University, and be free from defects during the term of the Contract.
5.1.5 The System will perform without the creation of errors in University data, the loss of University data, the inability to access University data, the inability to input University data, and delays and stoppages in performance due to data collection, data corruption, or loss.
5.1.6 Contractor shall repair or replace, within a commercially reasonable time unless otherwise specified in this solicitation and at its sole cost and expense, any portion of the System failing to comply with the warranties granted in this section during the warranty period offered by Contractor. If the Contractor fails to repair or replace such portion of the System within the required time, the University may, in its sole discretion, act to repair or replace all or a portion of the System or re-perform the services and the Contractor shall reimburse the University for all costs incurred by the University to repair or replace the System or to re-perform the services.
5.1.7 Contractor will perform all services required pursuant to the Contract in a professional manner, and with high quality.
5.1.8 The System, in whole or in part, does not infringe upon an enforceable patent, copyright, trade secret, trademark or other proprietary right. The Contractor knows of no action or proceeding of any kind pending, or to its knowledge,
LF17-108 Page 18 of 47 4/6/2018 threatened against, by or affecting it or the software used to provide the service or any documentation, which if decided, is adverse to the Contractor, and could adversely affect the Contractor’s ability to perform or complete its obligations under this Contract.
5.2 Boise State University’s registered trademarks, as well as other names, seals, logos, college colors and other indicia (“University Marks”) that are representative of the University may be used solely with permission of Boise State University. Notwithstanding the foregoing, the University logo may be used in the RFP response for illustrative purposes only. No use may be made of University Marks in any document which implies any association with or endorsement of the services of the Offeror or any other third party.
5.3 The University shall own and retain all rights to information, techniques, processes and data developed, documented, derived, stored, installed or furnished by the University under the Contract.
5.4 The Contractor and System must comply with all federal, state and local laws and regulations, statutes and codes. The System must comply with the federal, state and local laws and regulations governing the privacy and protection of educational records, including but not limited to the Family Education Rights and Privacy Act (FERPA).
5.5 The Contractor shall comply at all times with appropriate data security of information, as applicable, as defined by the Family Education Rights and Privacy Act (FERPA) and the Health Insurance Portability and Accountability Act (HIPAA).
5.6 The Contractor warrants that at all times, for the term of the Contract, Contractor will comply with all posted and applicable, active Idaho Executive Orders as posted at http://gov.idaho.gov/mediacenter/execorders/. Contractor further warrants that at all times for the term of the Contract, Contractor’s offered property as defined by Idaho Code will comply with all applicable Idaho Technology Authority Standards as posted at http://ita.idaho.gov/resources.html/.
5.7 If there is theft or misappropriation of the University’s confidential information which is due to the negligence or intentional misconduct of Contractor or due to the Contractor’s failure to comply with applicable provisions of HIPAA, FERPA or corresponding regulations, Offeror shall provide the University written notice of theft or misappropriation within 24 hours of when theft or misappropriation becomes known to Offeror. In the event of a breach of any of the Contractor’s data security obligations or other event requiring notification under applicable State and Federal law, the Contractor must assume total financial liability incurred by such breach and subsequent notifications. In addition the Contractor must assume responsibility to indemnify, hold harmless and defend Boise State University, its officials, and employees from and against any claims, damages, or other harm related to such theft or misappropriation. Boise State will have six (6) months from the date of receipt of written Notice from Offeror of the theft or misappropriation to provide written notice to the Offeror of its intent to terminate, and to terminate, this Contract. If the University elects to terminate this Contract pursuant to this section, Offeror will have no right to cure the breach of this Contract in order to prevent Boise State from terminating the Contract.
LF17-108 Page 19 of 47 4/6/2018 5.8 Unless otherwise allowed by the University in this Contract, the Contractor shall not, without written approval from the University, enter into any subcontract relating to the performance of this Contract or any part thereof. Approval by the University of Contractor’s request to subcontract or acceptance of or payment for subcontracted work by the University shall not in any way relieve the Contractor of any responsibility under this Contract. The Contractor shall be and remain liable for all damages to the University caused by negligent performance or non-performance of work under the Contract by Contractor’s sub-contractor or its sub-contractor.
5.9 The Contractor hereby agrees to be bound by the terms and conditions of Section 504 of the Rehabilitation Act of 1974 and to the applicable provisions and requirements of the Americans with Disabilities Act of 1990, as may be amended or modified from time to time, and as such provisions are applicable to the University. The Contractor shall comply with pertinent amendments to such laws made during the term of the Contract and with all federal and state rules and regulations implementing such laws. If applicable, the Contractor must include this provision in every sub-contract relating to this Contract. Specifically, Contractor hereby agrees to use good faith efforts to ensure that the System is fully accessible for individuals with disabilities and enables the University to fully comply with all applicable requirements of the aforementioned laws, regulations, and requirements.
In the event the System fails to meet the requirements of this section, the University shall provide written notice to Contractor detailing requirements to bring System into compliance. If Contractor fails to correct the deficiency and enable the University to fully comply with the laws, regulations and requirements set forth herein as detailed in such notice within thirty (30) days of receiving such notice, the University may elect to terminate this Contract without further notice and without penalty. In the event the University terminates the Contract under this section, Contractor agrees to compensate the University for all costs associated with securing a replacement that fully complies with the requirements set forth herein, payable upon receipt of an invoice from the University detailing such costs.
5.10 The Contractor is required to carry the types and limits of insurance shown at http://rmi.boisestate.edu/wp-content/uploads/2014/11/CertificateInsRqmts_3rdParty.pdf on the Boise State University Office of Risk Management & Insurance web page. Contractor is required to provide the University with a Certificate of Insurance within ten (10) days of Contract signing.
5.11 (ME) Offeror must be in complete compliance with Section 508 Amendment to the Rehabilitation Act of 1973. Complete and return the Volunteer Product Accessibility Template (VPAT) located at http://www.state.gov/m/irm/impact/126343.htm with your completed response. See Section 6.1.19 APPENDIX A: SCOPE OF WORK RESPONSE TEMPLATE.
5.12 The Software and any media used to distribute it must contain no computer instructions, circuitry or other technological means (“Harmful Code”) whose purpose is to disrupt, damage or interfere with University’s use of its computer and telecommunications facilities for their commercial, test or research purposes. Harmful Code shall include, without limitation, Viruses, Worms, Trap Doors, Trojan Horses, bombs, and any other
LF17-108 Page 20 of 47 4/6/2018 instrumentality that will cause the Software to cease to operate or to fail to conform to its specifications upon (i) use by more than the licensed number of users or (ii) termination or expiration of this Contract; unless otherwise expressly provided herein. Licensor shall indemnify Boise State and hold Boise State University harmless from all claims, losses, damages and expenses, including attorneys’ fees and allocated cost of internal counsel, arising from the presence of Harmful Code in or with the Software or contained on media delivered by Licensor.
5.13 Ownership of Work Product: All Deliverables shall be exclusively owned by Boise State University and shall be considered works made for hire by Contractor for Boise State University.
LF17-108 Page 21 of 47 4/6/2018 6. SCOPE OF WORK
All responses MUST be on the “APPENDIX A: SCOPE OF WORK RESPONSE TEMPLATE” or on the indicated ATTACHMENTS as noted.
Fill out RESPONSE TEMPLATE and ATTACHMENTS, do NOT submit your responses in any other format.
Numbering corresponds to “APPENDIX A: SCOPE OF WORK RESPONSE TEMPLATE”. Applicable evaluation codes are listed in APPENDIX A.
What appears below is an overview to the information found on “APPENDIX A: SCOPE OF WORK REPSONSE TEMPLATE”
6.1 Accessibility The website MUST be designed so that it is accessible to all users. Refer to Boise State University Policy #8140 Information Technology Accessibility. The website must comply with this policy. https://policy.boisestate.edu/information-technology/policy-title- information-technology-accessibility/
6.2 Analytics This category includes analytics requirements
6.3 Capabilities (SEE ATTACHMENTS: 3, 4 &5)
6.4 CMS This category includes CMS requirement
6.5 Design A cohesive, responsive, modern world-class design that reflects Boise State’s brand and values is key to the success of this project.
6.6 Post-Project Support/Enhancements and SLA (SEE ATTACHMENT 6) General maintenance and support services are required to be provided by the company who designs and develops the web redesign, as outlined in the complete specifications
6.7 Information Architecture, Navigation and Search This category includes requirements for information architecture, navigation and site search
6.8 Media This category includes requirements for media.
6.9 Performance, Quality and Validation This category includes requirements for performance, quality and validation.
6.10 Plugins Review and provide feedback on approved list of plugins (Appendix B)
LF17-108 Page 22 of 47 4/6/2018 6.11 System
System Specifications (M) Compliance with all listed below is Mandatory. CMS Single WordPress Multisite
Operating Systems Supported Windows 7+ iOS 9+
Browsers Supported Chrome 51+ Safari 9+ Firefox 46+ IE 11+ Edge 13+
Mobile Supported iOS 9+ Android 5+ Windows 8+
Browser Extensions The website must not require site visitors to install browser extensions
Pre-production and Production Environments (Provided and supported by Boise State Office of Information Technology) Amazon Web Services (AWS) All HTML pages and assets will be served securely over https System will include a CDN Single Sign-on Authentication - Disallow local users Infrastructure Diagram
6.12 Templates, Modules and Widgets The WordPress Theme must include a suite of flexible, modular page templates and modules/widgets to support features and functionality, multiple content types, styles, and flexible layout options.
6.13 Training, Documentation and Style Guide Due to the number of users involved in maintaining and developing content for the Boise State web presence a robust and sustainable training and documentation plan is key to the long term success of this project.
6.14 Value Add - Desired / Optional Items / Other Capabilities & Future Enhancements This category contains desired or optional functionality. Using the response template, provide a brief description of other products or services listed or not specifically detailed or requested in this document that you feel are or may become relevant to Boise State. Discuss any additional costs or technical requirements associated with these features. Though costs for these optional services will not be evaluated in the cost evaluation
LF17-108 Page 23 of 47 4/6/2018 portion of this solicitation, it is expected that the Vendor will hold these prices for 12 months from the website implementation date, in case the University decides to procure any of these optional services.
6.15 Project Timeline (SEE ATTACHMENT 8) Please include a proposed Project Schedule identifying a critical path timeline, critical path tasks, milestones and major deliverables. The schedule must describe the timeline for this project and responsibilities for certain tasks to be performed in connection with this Agreement.
6.16 Risk Mitigation (SEE ATTACHMENT 9) Based on the Scope of Work detailed in this RFP, identify any risks or constraints that you will need to address prior to or during the performance of the Work, as well as a description of how you will address each one. Provide your response in no more than one printed page.
6.17 Out of Scope Content Migration Website and content migration will be managed internally.
Site Hosting/Infrastructure Pre-production and production web environment and infrastructure using Amazon Web Services (AWS) will be provided and managed by the Boise State University Office of Information Technology (OIT)
Campus Map Platform Design and development of the Campus Bird Campus Map https://maps.boisestate.edu is out of scope for this project.
Customer Relationship Management Systems (CRMS) CRM functionality is out of scope for this project however CRMs may utilize static template and styles and be from web pages within the site. Site traffic from the website funneling to these systems will be tracked using Google Analytics and Google Tag Manager. Hobsons (Admissions CRM) Blackbaud Raisers Edge and NetCommunity (Advancement and Alumni CRM) Taleo (HR CRM) Peoplesoft (Enterprise CRM)
LF17-108 Page 24 of 47 4/6/2018 7. PROPOSAL REVIEW AND EVALUATION
7.1 The objective of the University in soliciting and evaluating proposals is to ensure the selection of a firm or individual that will produce the best possible results for the funds expended.
7.2 The proposal will be evaluated first as either “pass” or “fail,” based on compliance with Mandatory (M) and Mandatory/Evaluated (ME) requirements. All proposals that meet the Mandatory and Mandatory/Evaluated requirements will continue in the evaluation process. Proposals not meeting the Mandatory and Mandatory/Evaluated requirements may be found non-responsive.
7.3 The University will establish an evaluation team, who may consult with subject matter experts to review and advise on any portion of the response, to evaluate responses. Upon opening the responses, the Boise State University Purchasing Department will inspect the proposal for responsiveness. Under the facilitation of the Purchasing Department, the evaluation team will score the responsive proposals. The University may request online or other electronic style demonstrations and interviews from the top several scoring Offerors. If demonstrations are requested, the University may submit demonstration scenarios to Offerors. The team will discuss and finalize their scoring with the Purchasing Department. Prior to award, the apparent successful Offeror’s response may be forwarded to a representative(s) of the Office of Information Technology and/or General Counsel to confirm that the System will work within the University’s infrastructure and policies.
7.4 The criteria described below will be used to evaluate and score the proposals for the purpose of ranking them in relative position based on how fully each proposal meets the requirements of this RFP. Particular emphasis will be placed on the Offeror’s understanding of the RFP, quality of product/service, and the description of how the activities will be performed.
7.5 The scores for the Business and Scope of Work Proposal (see Section 7.12 and APPENDIX A), will be normalized as a whole, or by category, at Boise State University’s sole discrection. Excepting cost, the proposal with the highest raw score will receive all available points in total or by category total. Other proposals will be assigned a portion of the maximum available points, using the formula:
(Raw score of proposal being evaluated / highest raw score) x total possible points
7.6 The Cost evaluation will be based on the sum of the fully burdened “Total Project Cost” found in ATTACHMENT 10: COST PROPOSAL. This “Total Project Cost” includes: Licensing costs, Warranty, all Software, including third-party software, necessary for system operation, technical support based on SLA, and any other costs required to fulfill the requirement of this RFP.
The scores for the Cost Proposal will be normalized as follows: The proposal with the lowest overall total cost proposed will receive all the cost points as assigned in the Evaluation Criteria below. Other proposals will be assigned a portion of the maximum score using the formula:
Lowest cost / other proposal cost x total possible cost points.
LF17-108 Page 25 of 47 4/6/2018 7.7 At the discretion of the University, demonstrations may be required. Offerors who do not make the Evaluated Demonstration portion of the evaluation may not be further evaluated.
7.8 Demonstrations (E) will be conducted before the Notice of Intent to Award is issued. Demonstrations will be via web conference, set up by the Offeror and provided at no cost to the University. It is possible that an Offeror will have only a couple of days of notice that they have been selected for a demonstration, so its suggested that the Offeror have the ability to quickly set up a web conference and be prepared to exhibit their product.
Demonstrations may include hypothetical scenarios, real life test samples, quality assurance issues, reporting and/or anything else the University is specifically interested in seeing or hearing about. The demonstration becomes an official part of the response. Demonstration will be requested from a few of the top scoring vendors, at the University’s sole discrection.
Demonstrations will be required to include interviews of key team members assigned to the project: Web Developer, Web Designer, User Experience Specialist, Project Manager, and Quality Assurance Specialist. (These must be the same team members that proposer has identified in ATTACHMENT 4 TEAM MEMBER TEMPLATE) Interviews will be conducted via web conference at the same agreed upon time as the scheduled demonstration. Boise State University requires that no other individuals (from the Respondents) be allowed to sit in or participated during the interview process; only the proposed team member. Boise State University may request additional information prior to interviews.
Results of the demonstrations and interviews may result in adjustment of points awarded in the Business and Scope of Work Proposal (APPENDIX A), as the evaluation committee deems appropriate. Failure to successfully demonstrate functions of the project listed as mandatory in this RFP, may result in rejection of the proposal.
7.9 For those proposals making it to the demonstrations, the total evaluation points will be summed with the cost points and demonstration points and the proposals will be ranked by final total score.
7.10 Award will be made to the responsive, responsible Offeror whose Proposal receives the highest number of points and is within the budget for the web redesign and continuing support. If the Proposal is not within the budget, the Offeror’s proposal may be eliminated and the Proposal which has received the second highest points will be considered, according to the same method.
7.11 Offeror will be notified of the result of the solicitation process in writing. Written notification will be sent to the authorized signer designated on the signature page.
LF17-108 Page 26 of 47 4/6/2018 7.12 Evaluation Criteria:
Technical Proposal:
Mandatory (M, ME) Submission Requirements Met Pass/Fail
Scope of Work/RESPONSE TEMPLATE (Appendix A) 1400 points
Cost Proposal:
Cost Proposal (Section 8 & Attachment 10) 600 points
Total Points 2000 points
Demonstration & Interviews: (Section 7) 600 additional points
7.13 Response checklist reminder: This checklist is not intended as a complete list of requirements to respond to this proposal, but merely as a reminder of some of the required items. Failure to submit any of the following items or late submission of any of the following items may result in disqualification of your proposal. Mail your hard copy response to the buyer to be received by the closing time and date as specified in Section 1.1.
APPENDIX A SCOPE OF WORK RESPONSE TEMPLATE ATTACHMENT 1 SIGNATURE PAGE ATTACHMENT 2 OFFEROR QUESTIONS ATTACHMENT 3 AGENCY TEMPLATE (Section 6.3.1) ATTACHMENT 4 TEAM MEMBER TEMPLATE (one for each team member, Section 6.3.2) ATTACHMENT 5 REFERENCES (Section 6.3.3) submitted by references ATTACHMENT 6 SERVICE LEVEL AGREEMENT (Section 6.6.2) ATTACHMENT 7 STYLE GUIDE (Section 6.13.2) Provide link On USB ATTACHMENT 8 TIMELINE ATTACHMENT 9 RISK MITIGATION ATTACHMENT 10 COST PROPOSAL Section 6.1.19 VPAT Confirmation of all Amendments to the RFP (if applicable)
LF17-108 Page 27 of 47 4/6/2018 8. COST PROPOSAL
Pricing will be evaluated using a cost model that offers the University the best possible value over the initial term of the Contract.
8.1 (ME) Use the format established in ATTACHMENT 10 as your response to the Cost Proposal of this RFP. Altering the format may result in a finding that your proposal is non-responsive.
8.2 All costs associated with the specifications of the RFP must be included in the mandatory Cost Proposal. All proposed pricing will be firm/fixed and fully-burdened with all direct and indirect costs, and must include (but not be limited to), all operating, administrative, and personnel expenses, such as overhead, salaries, profit, supplies, per diem, travel (airfare and/or mileage), lodging, and quality improvement.
8.3 Warranty period shall be for a least 90 days and shall commence immediately after live implementation. Warranty must be included in total Cost, See ATTACHMENT 10 COST PROPOSAL.
8.4 Standard, basic maintenance and support hourly costs must be included on the Cost Proposal. For budgetary reasons, maintenance and support costs must be broken out from the rest of the costs, as a separate line item, on the Cost Proposal.
8.4.1 Licensing and maintenance/support costs are to include all software, including 3rd party software necessary for System operation.
8.5 At the time of contract extension, if any, the annual licensing and maintenance and support hourly costs will not exceed two (2) percent over the previous year’s costs without nullifying the Contract. No subcontractors will be allowed to fulfill any services listed in this RFP.
8.6 Proposal must include any applicable freight charges.
8.7 Prices must be FOB Boise State University.
8.8 Contractors are not allowed to direct bill expenses or to receive advance payments for services not rendered.
8.9 Payment terms shall be NET 30. All invoicing is to be directed to the University Purchasing Department, Attn: Lori Farris, or other as designated by Boise State University
8.10 Boise State University doesn’t pay until a product/service is received, and will hold a portion of the total payment until acceptance. The University intends to pay per the finalized project management plan (including milestones and/or deliverables) as mutually agreed upon between Contractor and University.
Payment terms shall be NET 30.
8.11 In addition to the acceptance terms detailed in the Boise State University Standard Terms and Conditions, acceptance from the University will be based upon the
LF17-108 Page 28 of 47 4/6/2018 satisfactory performance and deliverance of the milestones listed and agreed upon by University and Contractor in the Project Management Plan.
LF17-108 Page 29 of 47 4/6/2018 APPENDIX A
SCOPE OF WORK RESPONSE TEMPLATE (ME)
SUMBIT YOUR RESPONSES ON THE TEMPLATE PROVIDED. The University will not accept proposals that address the items in the template in any other form.
LF17-108 Page 30 of 47 4/6/2018 ATTACHMENT 1 - SIGNATURE PAGE (M)
THIS SHEET MUST BE FILLED OUT, SIGNED AND RETURNED WITH PROPOSAL. THIS SIGNATURE PAGE MAY NOT BE MODIFIED AND MUST BE HAND SIGNED IN BLUE INK. MODIFICATIONS TO THIS PAGE WILL DEEM THE ENTIRE QUOTE NON-RESPONSIVE AND NO FURTHER CONSIDERATION WILL BE GIVEN.
BY SUBMISSION OF THIS PROPOSAL TO BOISE STATE UNIVERSITY, THE UNDERSIGNED HEREBY OFFERS TO SELL TO BOISE STATE UNIVERSITY THE SPECIFIED PROPERTY AND/OR SERVICES, IF THIS PROPOSAL IS ACCEPTED WITHIN A REASONABLE TIME FROM DATE OF CLOSING, AT THE PRICE SHOWN IN OUR PROPOSAL AND UNDER ALL THE SPECIFICATIONS, TERMS AND CONDITIONS CONTAINED IN, OR INCORPORATED BY REFERENCE, INTO THE BOISE STATE UNIVERSITY’S RFP, AS MAY BE AMENDED PRIOR TO THE DATE HEREOF IN ACCORDANCE WITH THE TERMS OF THE SOLICITATION.
AS THE UNDERSIGNED, I ALSO CERTIFY I AM AUTHORIZED TO SIGN THIS PROPOSAL FOR THE OFFEROR AND THE PROPOSAL IS MADE WITHOUT CONNECTION TO ANY PERSON, FIRM, OR CORPORATION MAKING A PROPOSAL FOR THE SAME GOODS AND/OR SERVICES AND IS IN ALL RESPECTS FAIR AND WITHOUT COLLUSION OR FRAUD.
NO LIABILITY WILL BE ASSUMED BY BOISE STATE UNIVERSITY FOR AN OFFEROR’S FAILURE TO OBTAIN THE TERMS AND CONDITIONS IN A TIMELY MANNER FOR USE IN THE RESPONSE TO THIS RFP OR ANY OTHER FAILURE BY THE OFFEROR TO CONSIDER THE TERMS AND CONDITIONS IN THE RESPONSE TO THE RFP.
ADDITIONAL OR SUPPLEMENTAL TERMS AND CONDITIONS MAY BE CONSIDERED FOLLOWING THE DATE HEREOF ONLY IN ACCORDANCE WITH THE TERMS AND CONDITIONS OF THE SOLICITATION. (See Sections 2.1.3, 2.1.4, 2.3.11 and 3.4)
Failure to comply with these requirements may result in disqualification and your entire response will be deemed nonresponsive.
Respond by to: [email protected]; Lori Farris, phone (208) 426-5449
Please complete the following information:
OFFEROR (Company Name)______
ADDRESS______
CITY ______STATE ______ZIP CODE ______
TOLL-FREE #______PHONE #______
FAX #______EMAIL______
FEDERAL TAX ID / SSN #______
SIGNATURE PAGE MUST BE SIGNED & RETURNED FOR PROPOSAL TO BE CONSIDERED.
______Signature Date
______Please type or print name Title
LF17-108 Page 31 of 47 4/6/2018 ATTACHMENT 2 OFFEROR QUESTIONS
PLEASE DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME OR PRODUCT NAMES OF INTELLECTUAL PROPOERTY IN YOUR QUESTIONS.
ADD ROWS BY HITTING THE TAB KEY WHILE WITHIN THE TABLE AND WITHIN THE FINAL ROW.
The following instructions must be followed when submitting questions using the question format on the following page. 1. Questions must be received by the Deadline to Receive Questions noted in Section 1.1 of the RFP or will be rejected and not considered. 2. DO NOT CHANGE THE FORMAT OR FONT. Do not bold your questions or change the color of the font. 3. Enter the RFP section number that the question is for in the “RFP Section” field (column 2). If the question is a general question not related to a specific RFP section, enter “General” in column 2. If the question is in regards to a State Term and Condition or a Special Term and condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment A”) in the “RFP Section” (column 2), and the attachment page number in the “RFP page” field (column 3). 4. Do not enter text in column 5 (Response). This is for the University’s use only. 5. Once completed, this form is to be emailed per the instructions in the RFP. The email subject line is to state the RFP number followed by “Questions.”
LF17-108 Page 32 of 47 4/6/2018 RFP LF17-108, Web Redesign for Boise State University Offeror Questions are due by 5:00 PM MT, per the date listed in Section 1.1 RFP Administrative Information. Question RFP Section RFP Question Page 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20
LF17-108 Page 33 of 47 4/6/2018 ATTACHMENT 3 AGENCY TEMPLATE (ME) See Section 6.3.1 Capabilities
Instructions: Please answer each question below. Agency response must be no more than a single page in length. “ATTACHMENT 3 AGENCY TEMPLATE” should appear at the top of your single page submission.
Due to the size, scope and complexity of this project we desire to award this contract to a web agency or company whose primary business is designing, developing and supporting websites rather than an assembled group of consultants and contractors/subcontractors. We believe a web agency is best positioned to provide a cohesive team with shared processes, oversight and continuity throughout the length of the project and maintenance phases.
Is your company in the primary business of designing, developing and supporting websites? Yes | No
Note: NO contractors/subcontractors are allowed to fulfill any requirements of the Web Redesign, as outlined in this RFP.
Does your company have experience developing enterprise WordPress sites for higher education 4500 pages or more? Yes | No
If Yes, list below: 1. Institution, URL 2. Institution, URL 3. Institution, URL
Provide a brief overview of your company including organization, products and services, core competencies, and approach to large scale web projects.
Number of Employees
Number of Years in Industry
Awards Received (Past 2 Years)
Vertical Markets Served (Active)
Average Project Size in USD
Number of Higher Education Clients
LF17-108 Page 34 of 47 4/6/2018 ATTACHMENT 4 TEAM MEMBER TEMPLATE (ME)
See Section 6.3.2 Capabilities
Response for each team member should be no more than a single page in length. “ATTACHMENT 4 TEAM MEMBER TEMPLATE” should appear at the top of each single page (one page per team member)
NO contractors/subcontractors are allowed to fulfill any requirements of the Web Redesign, as outlined in this RFP.
Role: (Include all the following roles): Web Developer Web Designer User Experience Specialist Project Manage Quality Assurance Specialist
List number of years experience for each team member in the listed role: (Min 5 Years of experience in that role is required)
Does this team member have direct experience with higher ed web projects? Yes | No
Describe this team member's experience with WordPress including involvement and contributions to the WordPress community including events, awards, contributions, presentations, books, articles, themes and plugins.
Please provide details for at least three projects similar to this project (higher ed preferred) that this team member has been directly involved in.
Client Industry URL Role Description
Client Industry URL Role Description
Client Industry URL Role Description
LF17-108 Page 35 of 47 4/6/2018 ATTACHMENT 5 REFERENCES (ME) See Section 6.3.3 Capabilities
INSTRUCTIONS TO THE OFFEROR:
Offerors will be scored on three (3) completed reference questionnaires. If more than the minimum number are received, the first three (3) received will be scored. If fewer than the minumum number of references are received prior to the closing date, the offeror will receive a zero (0) for all questions not scored and questionnaires not received. If multiple references are received from the same company only the first received will be accepted. Scores from reference questionnaires will be averaged.
The reference questionnaires must be from individuals, companies or agencies for whom the Offeror provided products or services that are similar in nature and scope to those requested by this solicitation, and within the last two years from the posting date of this solicitation. References from other institutions of higher education, for whom the offeror provided products or services that are similar in nature and scope to those requested by this solicitation, are preferred References outside the requisite number of years and references determined by the University, in its sole discretion, to be not of a similar nature and scope to the products or services requested here will receive a score of zero (0). Determination of “similar” will be made by using the information provided by the reference in Section II General Information and any additional information provided by the reference, or otherwise obtained by the University. Only one (1) reference will be received/qualified per reference company. Boise State University may not be utilized as a reference.
REFERENCES MUST BE RECEIVED BY THE RFP LEAD (preferably by email), DIRECTLY FROM THE REFERENCE, IN ORDER TO BE CONSIDERED.
1. Offerors must complete the following information on page 2 of the “Reference’s Response To” document before sending it to the Reference for response.
a. Print the name of your reference (company/organization) on the “REFERENCE NAME” line.
b. Print the name of your company/organization on the “OFFEROR NAME” line.
c. Be certain that the RFP Closing Date and Time in Instruction 5, on the following page, is correct.
2. Send the “Reference’s Response To” document to your references to complete.
NOTE: It is the Offerors responsibility to follow up with their references to ensure timely receipt of all questionnaires. Offerors may email the RFP Lead prior to the RFP closing date to verify receipt of references.
LF17-108 Page 36 of 47 4/6/2018 REFERENCE QUESTIONNAIRE REFERENCE’S RESPONSE TO: RFP Number: LF17-108 RFP Title: Web Redesign
REFERENCE NAME (Company/Organization):______
OFFEROR (Vendor) NAME (Company/Organization): ______has submitted a proposal to Boise State University to provide the following services: Web Redesign. We’ve chosen you as one of our references.
INSTRUCTIONS
1. Complete Section I. RATING using the Rating Scale provided.
2. Complete Section II. GENERAL INFORMATION (This section will be used to determine the similarity of the reference’s system to the proposed solution.)
3. Complete Section III. ACKNOWLEDGEMENT by manually signing and dating the document. (Reference documents must include an actual signature.)
4. Email THIS PAGE and your completed reference document, Sections I through III to:
RFP Lead: Lori Farris, Senior Buyer
Email: [email protected]
5. This completed document MUST be received by 8/4/2017 at 5 p.m. (Mountain Time). Reference documents received after this time will not be considered. References received without an actual signature will not be accepted.
6. Do NOT return this document to the Offeror (Vendor).
7. In addition to this document, the University may contact references by phone or email for further clarification if necessary.
LF17-108 Page 37 of 47 4/6/2018 Section I. RATING
Using the Rating Scale provided below, rate the following numbered items by circling the appropriate number for each item:
Rating Scale Category Score
Poor or Inadequate Performance 0
Below Average 1 – 3
Average 4 – 6
Above Average 7 - 9
Excellent 10
Circle ONE number for each of the following numbered items:
1. Rate the overall quality of the vendor’s services:
10 9 8 7 6 5 4 3 2 1 0
2. Rate the response time of this vendor:
10 9 8 7 6 5 4 3 2 1 0
3. Rate how well the agreed upon, planned schedule was consistently met and deliverables provided on time. (This pertains to delays under the control of the vendor):
10 9 8 7 6 5 4 3 2 1 0
4. Rate the overall customer service and timeliness in responding to customer service inquiries, issues and resolutions:
10 9 8 7 6 5 4 3 2 1 0
5. Rate the knowledge of the vendor’s assigned staff and their ability to accomplish duties as contracted:
10 9 8 7 6 5 4 3 2 1 0
6. Rate the accuracy and timeliness of the vendor’s billing and/or invoices:
10 9 8 7 6 5 4 3 2 1 0
LF17-108 Page 38 of 47 4/6/2018 7. Rate the vendor’s ability to quickly and thoroughly resolve a problem related to the services provided:
10 9 8 7 6 5 4 3 2 1 0
8. Rate the vendor’s flexibility in meeting business requirements:
10 9 8 7 6 5 4 3 2 1 0
9. Rate the likelihood of your company/organization recommending this vendor to others in the future:
10 9 8 7 6 5 4 3 2 1 0
Section II. GENERAL INFORMATION
1. Please include a brief description of the services provided by this vendor, including the version number of the System in use:
2. During what time period did the vendor provide these services for your business?
Month:______Year:______to Month:______Year:______.
Section III. ACKNOWLEDGEMENT
I affirm to the best of my knowledge that the information I have provided is true, correct, and factual:
______Signature of Reference Date
______Print Name Title
______Phone Number E-mail Address
LF17-108 Page 39 of 47 4/6/2018 ATTACHMENT 6 SERVICE LEVEL AGREEMENT (ME) See Section 6.6.2 Label your response ATTACHMENT 6 SERVICE LEVEL AGREEMENT
Describe the following: Escalation Procedures Reporting Methods (How are issues reported and how can we follow?) Contact Information including after hours. Monitoring Services (if offered)
The following represents Boise State University’s preferred service response time commitment. Describe your ability to meet the requirements listed below and in the two tables (see page 41 also). If you cannot meet the requirements listed below and in the tables, please describe your hours of operation, response times and issue resolution timeframes.
During the Support Period (to begin at live implementation), Boise State University will be entitled to receive support seven (7) days a week 7:30 AM to 5:00 PM Mountain Time for Critical Issue (P1) cases. Response time commitment for a first live conversation with Contractor Representative after Boise State University contacts Contractor with a request for support on a Critical Issue case is less than 2 hours.
Boise State University will be entitled to receive support for all other Issues M-F during business hours (7:30 AM to 5:00 PM, Mountain Time). Response time commitments and communication update intervals for each Issue are detailed in the “Response Time Commitment” Table, below. Business Impact Guidelines for each Client Priority Level are detailed in the “Business Impact Guidelines” Table.
Response Time Commitment Table
Issue Client Priority Contractor Initial Response Client Communications Update Severity Level Commitment Commitment
Critical Priority 1 2 Business Hours Every 4 Elapsed Hours Issue
Serious Priority 2 2 Business Hours Every 6 Business Hours Issue
Standard Priority 3 1 Business Day Every 5 Business Days Issue
Q&A Priority 4 1 Business Day As Appropriate
LF17-108 Page 40 of 47 4/6/2018 Business Impact Guidelines Table
Client Business Impact Guidelines Priority Level
Priority 1 Issue where a supported Covered Product is completely unavailable to users or is working at a severely degraded capacity / performance level for multiple users that makes Covered Product unusable; or Issue has a major impact to external client / customer; or Issue is impacting revenue or time sensitive regulatory compliance AND no acceptable workaround exists.
Priority 2 Issue where a supported Covered Product’s functionality has become limited or is working at marginally degraded capacity or performance for multiple users AND no acceptable workaround exists; or Issue where a Covered Product component is unavailable or is working at a severely degraded capacity / performance AND an acceptable workaround exists.
Priority 3 Issue where a single user is unable to use a Covered Product or a component of a Covered Product that is necessary for the user to perform their primary work activities; or Issue that is not critical is encountered with the Covered Product that leads to a minimal loss of functionality, capacity or performance; or A feature is unavailable where another can be readily used.
Priority 4 General request for information or “how to” (Q&A); or Report of event not causing impact to work operation or production.
LF17-108 Page 41 of 47 4/6/2018 ATTACHMENT 7 STYLE GUIDE (ME) See Section 6.13.2 Provide an example of an online theme style guide your company has developed. Style guide should include a demonstration of each style, typography, color, and feature included in the theme. This theme style guide must be provided on USB, label the file “ATTACHMENT 7”. Provide a link that is open and viewable.
LF17-108 Page 42 of 47 4/6/2018 ATTACHMENT 8 PROJECT TIMELINE (ME) Section 6.15.1 This attachment must outline a proposed Project Schedule identifying a critical path timeline, critical path tasks, milestones and major deliverables. The schedule must describe the timeline for this project and responsibilities (owner) for certain tasks to be performed in connection with this Agreement. Label your response as “ATTACHMENT 8 PROJECT TIMELINE”.
LF17-108 Page 43 of 47 4/6/2018 ATTACHMENT 9 RISK MITIGATION (ME) Section 6.16.1 Based on the Scope of Work detailed in this RFP, identify any risks or constraints that you will need to address prior to or during the performance of the Work, as well as a description of how you will address each one. Label your response as “ATTTACHMENT 9 RISK MITIGATION” Provide your response in no more than one printed page.
LF17-108 Page 44 of 47 4/6/2018 ATTACHMENT 10 COST PROPOSAL (ME) See Section 8 for requirements related to Cost Proposal
Part 1. Cost Proposal: The completion and submission of this Cost Proposal is mandatory. No other proposer supplied pricing shall be evaluated for award. No other proposer supplied pricing shall constitute the pricing for any resulting Agreement.
All costs associated with the mandatory specifications listed in this RFP must be included. All proposed pricing will be firm/fixed and fully-burdened with all direct and indirect costs, and must include (but not be limited to), all operating, installation, training, administrative, and personnel expenses such as overhead, salaries, profit, supplies, per diem, travel (airfare and/or mileage), lodging, and quality improvement.
Licensing costs are to be included in Total Cost below (include all software, including third-party software, necessary for system operation).
A minimum 90 day warranty must be included in the Total Cost listed below.
Warranty term: ______Warranty to begin after live implementation.
Total Project Cost (not to exceed, fully burdened, firm fixed rate): $______
Payments will be milestone and/or deliverable based, paid net 30 of receipt of invoice.
The University intends to pay per the finalized project management plan (including milestones and/or deliverables) as mutually agreed upon between Contractor and University.
OPTIONAL ITEMS: Please include hourly rates, provided for optional services
Project management Future maintenance Enhancements Updates WordPress version theme upgrades
Optional services to be implemented upon mutual agreement by both parties.
The rates for optional services, listed above, must be firm fixed and effective for two (2) years after the live implementation of the web redesign.
Identify hourly rate for each optional service by the name of that service (Project Mgt., Future maintenance, etc.)
LF17-108 Page 45 of 47 4/6/2018 SECTION 2 – COST PROPOSAL OF VALUE-ADDED OPTIONS Provide the information below for potential Value-Added Options listed in Sections 6.14.1 – 6.14.7 Indicate the fully-burdened Total Cost for Services for the items below:
No CRITERIA Total Cost
6.14.1 Semantic Headings $ 6.14.2 Email Subscription by Category $ 6.14.3 Woo Commerce Style $ 6.14.4 Siteimprove API Integration $ 6.14.5 Vendor Recommended Products or Services $ 6.14.6 Responsive Preview $ 6.14.7 WordPress Dashboard Search $ 6.14.8 Geographic Identifier $
Part 2. Billing Procedure: RFP LF17-108 The invoice must include, but not be limited to:
1. Contract/PO number. 2. Total amount billed for the billing period. 3. All services delivered during the billing period, identified by each item as reflected in the cost matrix and the total for each.
Invoices are to be submitted to:
Boise State University Attn: Lori Farris MS 1210 (or other as indicated by University) 1910 University Drive Boise, ID 83725-1210
LF17-108 Page 46 of 47 4/6/2018 APPENDIX B
Approved Plugins List
Plugin Author Description Akismet Matt Mullenweg http://wordpress.org/extend/plugins/akismet/ http://wordpress.org/extend/plugins/enable-media- Enable Media Replace Mans Jonasson replace/ Gravity Forms Rocket Genius http://www.gravityforms.com/ GravityForms Extension - BSU HS Boise State Custom - connects Gravity Forms to Upay Payment UPay University Processing GravityForms Extension - BSU Boise State Custom - connects Gravity Forms to Upay Payment LSAMP UPay University Processing GravityForms Add On WCAG 2.0 https://wordpress.org/plugins/gravity-forms-wcag-20- form Fields for Gravity Forms Adrian Gordon form-fields/ Hobsons Radius Live Chat Hobson's https://admissions.boisestate.edu/ MailChimp for WordPress Ibericode https://wordpress.org/plugins/mailchimp-for-wp/ Siteimprove Plugin Siteimprove https://wordpress.org/plugins/siteimprove/ TablePress Tobias Bathge http://wordpress.org/plugins/tablepress/ http://wordpress.org/extend/plugins/tinymce- Tiny MCE Advanced Andrew Ozz advanced/ WP Migrate DB Pro Delicious Brains https://deliciousbrains.com/wp-migrate-db-pro/ Yoast SEO Joost de Valk https://wordpress.org/plugins/wordpress-seo/ Zendesk Chat Zopim https://wordpress.org/plugins/zopim-live-chat/
Boise State Brand Standards
Navigation Plan
Infrastructure Diagram
LF17-108 Page 47 of 47 4/6/2018