2019-GA-04 Web Hosting and Development RFP v2~3.pdf

Request for Proposals for Web Hosting and Development

RFP No. 2019-GA-04

Massachusetts Technology Collaborative 75 North Drive

Westborough, MA 01581-3340 http://www.masstech.org

Procurement Team Leader: Brett Campbell

RFP Issued: April 4, 2019 Questions Due: April 17, 2019 Answers to Questions Posted: April 23, 2019 Responses Due: May 7, 2019 by 3PM http://www.masstech.org/

Web Hosting and Development RFP No 2019-GA-04

1. INTRODUCTION

Massachusetts Technology Collaborative (“Mass Tech Collaborative” or “MassTech”) is issuing this Request for Proposals for Web Hosting and Development (RFP No. 2019-GA-04) (the “RFP”) to solicit responses from qualified contractors (“Applicants”) with experience in Drupal-based coding development and web hosting services. Applicants will be competing against each other for selection to provide the services set forth herein (the “Services”). The submissions of all Applicants shall be compared and evaluated pursuant to the evaluation criteria set forth in this RFP, Mass Tech Collaborative may select and award one or more Respondents depending on the need to contract for all services listed in Scope of Services section 2.2.

Mass Tech Collaborative will enter into a Services Agreement and Statement of Work with selected Applicants containing certain standard provisions (the “Agreement”), located at https://www.masstech.org/procurements.

Mass Tech Collaborative reserves the right to amend the Agreement at any time prior to execution.

Applicants should review the Agreement as they are required to specify any exceptions to the Agreement and to make any suggested counterproposal in their Application. A failure to specify exceptions and/or counterproposals will be deemed an acceptance of the Agreement’s general terms and conditions, and no subsequent negotiation of such provisions shall be permitted.

2. SERVICES REQUIRED

2.1 General

Respondents may submit proposals for one or more of the service categories described herein, namely web development and/or web hosting. Responding firms should clearly indicate the category or categories for which they wish to be considered for selection.

2.2 Context

As part of Mass Tech Collaborative’s mission to support the vibrant, growing innovation economy across Massachusetts, it is critical that we manage and maintain our website properties to communicate information and resources to our stakeholders, which include citizens, businesses, academic and research institutions, and non-profit organizations across the Commonwealth. MassTech has been appointed to serve a role in numerous governmental initiatives which requires partnering with other agencies that may require new web tools or sub-sites.

Given that broad public mission, Mass Tech Collaborative strives for its web properties to be a resource for the agency’s many stakeholders. This requires a variety of content from directories, educational materials and toolkits, to public notices, procurements, templates and guides, programmatic resources, news and stories, and more. Some of our sites also serve as an aggregator of information for a particular sector of innovative technology to promote Massachusetts’ assets.

MassTech’s Communications Team has working knowledge of the backend user interfaces for our web properties and manages content and menu structure. MassTech is seeking a service provider who can build user interfaces and provide instruction to increase MassTech’s self-sufficiency for web management.

MassTech’s Information Technology team has proficiency in web servers and security along with some Drupal code-based working knowledge. However, there is a need to augment our existing team’s skill sets with strong professional Drupal-based expertise in development and hosting services.

Vendors ideally suited for this work will have a strong background in building, maintaining, and/or hosting https://www.masstech.org/sites/mtc/files/documents/Legal/Services%20Agreement%20and%20SOW%20Final%20with%20watermark.pdf

Drupal-based web properties with particular experience in working with non-profit organizations. Search Engine Optimization and analytics expertise is preferred and would provide additional benefits to our marketing strategies.

The ideal vendor for this work will provide a high level of responsiveness to Mass Tech Collaborative’s requests. We are seeking proposals that can provide a flexible and nimble process for reasonable, prioritized on-call tech support services (24-48 hours). Hosting services should have a 24/7 response system to quickly address critical issues such as website down-time or urgent security patches or breeches.

Vendors should possess a strong track record of client/vendor communication with the ability to clearly identify technical challenges, outline and recommend potential solutions, estimate hours to implement approved solution, execute on the solution within schedule and budget, and record any steps taken to resolve technical issue(s).

MassTech’s various divisions and program teams have different sets of stakeholder groups and therefore different business needs. There are three website databases, two of which have multiple sub-sites (see Attachment C for a listing of sites and subsites). There will be one point of contact for the Vendor(s) at MassTech for each of the service lines and those MassTech contacts will be responsible for receiving, prioritizing, and communicating any development or tech support requests from the divisions and programs to the Vendor. New development for features or functionality typically arise without a long lead time, so flexibility to engage in new project plans within a contract year is expected and it’s our usual course of business to adjust to market and program needs.

MassTech is also committed to managing website properties that are accessible to all citizens of the Commonwealth, including those with sensory, physical, learning or other disabilities. A general understanding of website accessibility, including best practice and standards such as those published by the Information Technology Division of the Commonwealth of Massachusetts is required.

2.3 Scope of Services

Applicants must indicate which of the two categories below they wish to be considered for, and their expertise therein. Applicants may also submit one proposal to be considered for both services if they believe they are qualified.

Web Development and Associated Professional Services

Provide project-based web development; occasional technical, security, and diagnostic support; and perform system updates and upgrades. Some activities under these topics include, but are not limited to:

Address specific website technical issues such as user interface errors, problems with Drupal code, deployment bugs;

Provide alternative solutions along with comparisons and estimates on the required level of effort to solve business needs;

Build new page design templates, content types, web tools, as needed;

Integrate third-party web applications if specifications allow;

Execute on enhancements to existing web features and tools;

Research, project plan, and execute on a migration project to Drupal 8;

Work collaboratively with MassTech Collaborative’s Communications and IT staff as well as other web contractors (awarded under this contract);

Actively participate in transition activities from existing contractors such as conference calls and planning meetings;

Provide documentation of new web-based, digital features, and modules – both technical and instructional;

Support Drupal functionality or content created by MassTech Collaborative or other third party vendors doing work on behalf of MassTech Collaborative;

Create and maintain a team learning environment for the Mass Tech Collaborative staff to enable smooth flow of knowledge transfer between consultant and MassTech staff.

Through project work, engage MassTech Collaborative staff in discussions of new development and concepts via round table discussions, online demonstrations, or documentation.

Offer Search Engine Optimization techniques and strategies to improve our websites’ rankings (not required but preferred);

Support or exhibit proficiency in web design and/or web analytics (not required but preferred);

Web Hosting Services

MassTech seeks a vendor to host multiple website properties and provide the additional support services as listed:

Assistance with SSL certificates;

Automation services for back-ups and archiving;

Assistance with performing Drupal upgrades, updates, and patching;

Performance of necessary functions and to support the migration process from Drupal 7 to 8;

Provide ample and high availability storage for Drupal assets and a disaster recovery system;

Provide a standard Remote Administration site for security patch testing, system updates, etc.

Provide a Secondary Code Base

24/7 tech support with high response rates (critical issues within an hour);

Advisory support to assist with administrator problem solving; and

Educational training services whether it is on-demand, webinar tutorials, or otherwise to assist our staff in developing and maintaining our own internal Drupal knowledge.

3 VENDOR REQUIREMENTS & EVALUATION PROCESS AND CRITERIA

3.1 Vendor Requirements

The Respondent selected for this role shall be required to meet the following minimum requirements:

Possess a clear understanding of Drupal-based websites similar to Mass Tech Collaborative’s, including its overall web design, structure, and layout;

Receive Drupal notices regarding security patches, upgrades, standards, issues/changes to stay up to date with site maintenance;

Possess technical certifications or degrees related to Drupal development, website support, hosting, cybersecurity, SEO, analytics, (all that apply);

Proven record of successful completion of a system migration (specifically Drupal 7 to 8);

3.2 Process

The Mass Tech Collaborative shall evaluate each Application that is properly submitted. As part of the selection process, Mass Tech Collaborative may invite finalists to answer questions regarding their Application in person or in writing. In its sole discretion, Mass Tech Collaborative may also choose to enter into a negotiation period with one or more finalist Applicant(s) and then ask the Applicant(s) to submit a best and final offer.

3.3 Criteria

Selection of an Applicant(s) to provide the services sought herein may be based on criteria that include but are not limited to:

Expertise in the development, maintenance, and troubleshooting of Drupal open-source content management platform, specifically in a multi-site environment;

Experience level of staff listed in the proposal

Indication of the commitment to delivering a high-level of customer service;

Service Level Agreement offered that meets or exceeds RFP requirements

Competitive rates;

Proposed mechanisms and processes to manage communications, projects, and requests;

Lack of debarment status by either the state or federal government is also required.

The order of these factors does not generally denote relative importance. The goal of this RFP is to select and enter into an Agreement with the Applicant that will provide the best value for the Services to achieve MassTech Collaborative’s goals. Mass Tech Collaborative reserves the right to consider such other relevant factors as it deems appropriate in order to obtain the “best value”.

4 APPLICATION PROCESS

4.1 Application and Submission Instructions

Applicants are cautioned to read this RFP carefully and to conform to its requirements. Failure to comply with the requirements of this RFP may serve as grounds for rejection of an Application.

a. All Applications must be submitted in writing, in Microsoft Word format, on 8 ½ x 11 paper (including all Required Submissions, see below), with 1 unbound original; and 1 bound copy (no three ring binders); and one electronic version thereof.

b. Required Submissions- All Applications must include the items listed below:

Application Cover Sheet (Attachment A)

Application, which shall include:

o A description of the firm responding to the RFP (including descriptions of proposed subcontractors, if any) and the firm’s qualifications to perform the Services.

o Resumes or Bios of Staff that would be involved in providing the services o The proposed approach to providing the Services which should include:

Describe the support process in which clients submit tech support requests, Describe the anticipated response time and how prioritization is managed

List any project management tool systems that would be used for tracking development projects;

Provide a plan of how services would be transitioned from current vendor and any initial considerations based upon the review of the information provided in Attachment C.

o Include Service Level Agreement (SLA) that meets or exceeds the criteria set forth in Section 2.3 for Hosting Services as well as any additional products or services included with the Hosting Services not listed in the scope.

o A cost proposal the provides the following:

o Development Services:

Established, competitive rates for routine/business hour project work; and

Established, competitive rates for non-routine or emergency/off-hour support.

MassTech anticipates entering into an agreement based on time and materials costs but is willing to consider alternative pricing for the development services. To the extent Time and Materials is not the preferred structure, please explain basis and projected costs.

o Hosting Services Monthly/annual rates for Hosting Provide any additional fees for costs associated with hosting or any alternative hosting fee considerations (i.e. onsite vs. offsite) o List any additional fees, overhead charges, or reimbursable expenses, if any. As a general policy, the Mass Tech Collaborative does not pay mark-ups on reimbursables or out-of-pocket expenses. For travel costs, the Mass Tech Collaborative pays the IRS rate per mile.

o Provide information on any discounts for costs or rates that would be offered at different service levels and provide information on rates beyond the initial year of the agreement.

o Additionally, Applicants are invited to propose alternative(s) which provide substantially better or more cost-effective performance than achievable under the stated RFP scope of services.

o Three references for work previously performed by the Applicant that is substantially similar to the Services. If responding to both Development and Hosting Services, please provide three references for each. References should include a contact person, address and phone number and a brief description of the services provided.

Authorized Application Signature and Acceptance Form (Attachment B). By executing the Authorized Applicant’s Signature and Acceptance Form and submitting a response to this RFP, Applicants certify that they (1) are in compliance with the terms, conditions and specifications contained in this RFP, (2) acknowledge and understand the procedures for handling materials submitted to the Mass Tech Collaborative as set forth in subsection d. below, (3) agree to be bound by those procedures, and (4) agree that the Mass Tech Collaborative shall not be liable under any circumstances for the disclosure of any materials submitted to the Mass Tech Collaborative pursuant to this RFP or upon the Applicant’s selection.

Exceptions to the Services Agreement and Statement of Work, located at http://www.masstech.org/procurements, if any.

c. Applications must be delivered as follows:

Hardcopy applications must be submitted to-

RFP No. 2019-GA-04

75 North Drive Westborough, MA 01581

With the electronic version submitted to-proposals@masstech.org (please include the RFP number in the subject heading).

d. Any and all responses, Applications, data, materials, information and documentation submitted to Mass Tech Collaborative in response to this RFP shall become Mass Tech Collaborative’s http://www.masstech.org/procurements property and shall be subject to public disclosure. As a public entity, the Mass Tech Collaborative is subject to the Massachusetts Public Records Law (set forth at Massachusetts General Laws Chapter 66). There are very limited and narrow exceptions to disclosure under the Public Records Law. If an Applicant wishes to have the Mass Tech Collaborative treat certain information or documentation as confidential, the Applicant must submit a written request to the Mass Tech Collaborative’s General Counsel’s office no later than 5:00 p.m. fourteen (14) business days prior to the required date of Application submission set forth in Section 4.2 below.

The request must precisely identify the information and/or documentation that is the subject of the request and provide a detailed explanation supporting the application of the statutory exemption(s) from the public records cited by the Applicant. The General Counsel will issue a written determination within ten (10) business days of receipt of the written request. If the General Counsel approves the request, the Applicant shall clearly label the relevant information and/or documentation as “CONFIDENTIAL” in the Application and shall only include the confidential material in the hard copy of the Application. Any statements in an Application reserving any confidentiality or privacy rights that is inconsistent with these requirements and procedures will be disregarded.

4.2 Application Timeframe

The application process will proceed according to the following schedule. The target dates are subject to change. Therefore, Applicants are encouraged to check Mass Tech Collaborative’s website frequently for updates to the schedule.

Task Date:

RFP Released April 4, 2019

Questions Due April 17, 2019 @ 5 PM EST Question and Answer File Posted April 23, 2019 @ 5 PM EST Applications Due May 7, 2019 @ 3 PM EST

4.3 Questions

Questions regarding this RFP must be submitted by electronic mail to proposals@masstech.org with the following Subject Line: “Questions – RFP No. 2019-GA-04“. All questions must be received by 5:00 p.m.

EST on April 17, 2019. Responses to all questions received will be posted on or before 5:00 p.m. on April

23, 2019 to Mass Tech Collaborative and Comm-Buys website(s).

5.0 GENERAL CONDITIONS

5.1 General Information

a) If an Application fails to meet any material terms, conditions, requirements or procedures, it may be deemed unresponsive and disqualified. The Mass Tech Collaborative reserves the right to waive omissions or irregularities that it determines to be not material.

b) This RFP, as may be amended from time to time by Mass Tech Collaborative, does not commit Mass Tech Collaborative to select any firm(s), award any contracts for services pursuant to this RFP, or pay any costs incurred in responding to this RFP. Mass Tech Collaborative reserves the right, in its sole discretion, to withdraw the RFP, to engage in preliminary discussions with prospective Applicants, to accept or reject any or all Applications received, to request supplemental or clarifying information, to negotiate with any or all qualified Applicants, and to request modifications to Applications in accordance with negotiations, all to the same extent as if this were a Request for Information.

c) On matters related solely to this RFP that arise prior to an award decision by the Mass Tech mailto:proposals@masstech.org

Collaborative, Applicants shall limit communications with the Mass Tech Collaborative to the Procurement Team Leader and such other individuals as the Mass Tech Collaborative may designate from time to time. No other Mass Tech Collaborative employee or representative is authorized to provide any information or respond to any questions or inquiries concerning this RFP. Applicants may contact the Procurement Team Leader for this RFP in the event this RFP is incomplete.

d) The Mass Tech Collaborative may provide reasonable accommodations, including the provision of materials in an alternative format, for Applicants with disabilities or other hardships. Applicants requiring accommodations shall submit requests in writing, with supporting documentation justifying the accommodations, to the Procurement Team Leader.

The Mass Tech Collaborative reserves the right to grant or reject any request for accommodations.

e) Applicant’s Application shall be treated by the Mass Tech Collaborative as an accurate statement of Applicant’s capabilities and experience. Should any statement asserted by Applicant prove to be inaccurate or inconsistent with the foregoing, such inaccuracy or inconsistency shall constitute sufficient cause for Mass Tech Collaborative in its sole discretion to reject the Application and/or terminate of any resulting Agreement.

f) Costs that are not specifically identified in the Applicant’s response and/or not specifically accepted by Mass Tech Collaborative as part of the Agreement will not be compensated under any contract awarded pursuant to this RFP.

g) Mass Tech Collaborative’s prior approval is required for any subcontracted services under any Agreement entered into as a result of this RFP. The selected Applicant will take all appropriate steps to assure that minority firms, women’s business enterprises, and labor surplus area firms are used when possible. The selected Applicant is responsible for the satisfactory performance and adequate oversight of its subcontractors. Subcontractors are required to meet the same requirements and are held to the same reimbursable cost standards as the selected Applicant.

h) Submitted responses must be valid in all respects for a minimum period of sixty (60) days after the deadline for submission.

5.2 Posting of Modifications/Addenda to RFP

This RFP has been distributed electronically using the Mass Tech Collaborative and COMMBUYS websites. If the Mass Tech Collaborative determines that it is necessary to revise any part of this RFP, or if additional data is necessary to clarify any of its provisions, an addendum will be posted to the websites. It is the responsibility of each potential Applicant to check the Mass Tech Collaborative, MBI and COMMBUYS websites for any addenda or modifications to the RFP. The Mass Tech Collaborative accepts no liability and will provide no accommodation to Applicants who submit a response based on an out-of-date RFP.

Attachment A

Application Cover Sheet

Name of Respondent

Mailing Address City/Town State Zip Code

Telephone Fax Web Address

Primary Contact for Clarification Primary Contact E-mail Address

Authorized Signatory Authorized Signatory E-mail Address

Legal Status/Jurisdiction (e.g., a Massachusetts Corporation, LLC, LLP, etc.)

Respondents DUNS No.

Proposal Includes Hosting Services (Yes/No): Proposal Includes Development Services (Yes/No):

Attachment B

Authorized Applicant’s Signature and Acceptance Form

The undersigned is a duly authorized representative of the Applicant listed below. The Applicant has read and understands the RFP requirements. The Applicant acknowledges that all of the terms and conditions of the RFP are mandatory, and that Applicant’s response is compliant with such requirements. The Applicant specifically acknowledges the application of the procedures regarding disclosure of sensitive information as set forth in Section 4.1 (d) of the RFP, and specifically agrees that it shall be bound by those procedures.

The Applicant understands that, if selected by the Mass Tech Collaborative, the Applicant and the Mass Tech Collaborative will execute an Agreement specifying the mutual requirements of participation. The undersigned has either (please check one):

specified exceptions and counter-proposals to the terms and conditions of the Agreement; or agrees to the terms and conditions set forth therein;

The undersigned acknowledges and agrees that the failure to submit exceptions and counter-proposals with this response shall be deemed a waiver, and the Agreement shall not be subject to further negotiation.

Applicant agrees that the entire bid response will remain valid for sixty (60) days from receipt by the Mass Tech Collaborative.

I certify that Applicant is in compliance with all corporate filing requirements and State tax laws.

I further certify that the statements made in this response to the RFP, including all attachments and exhibits, are true and correct to the best of my knowledge.

Applicant:

(Printed Name of Applicant)

By:

(Signature of Authorized Representative)

Name:

Title:

Date:

https://www.masstech.org/sites/mtc/files/documents/Legal/Services%20Agreement%20and%20SOW%20Final%20with%20watermark.pdf

Attachment C

Division and Website Details

Three main websites and two of them consist of ‘subsites’ with their own DNS (domains):

Site 1

MassTech.org

M2I2.masstech.org (M2I2.org)

Innovation.masstech.org

MassCyberCenter.org

Site 2

MeHI.MassTech.org

MassDigitalHealth.org

Site 3

Broadband.masstech.org

We have development and staging sites for all three as well.

https://www.masstech.org/ http://m2i2.masstech.org/ https://innovation.masstech.org/ https://innovation.masstech.org/ https://masscybercenter.org/ https://mehi.masstech.org/ https://massdigitalhealth.org/ https://broadband.masstech.org/