SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSAL NO. 26-006

DESCRIPTION OF PROJECT

The Salem Area Mass Transit District (SAMTD) seeks a website designer to provide the services as described in Section 2 of this Request for Proposals

(RFP).

SAMTD utilizes the State of Oregon’s e-procurement system OregonBuys.

Proposers are asked to register online at https://oregonbuys.gov/bso/view/login/login.xhtml. In the event solicitation addenda are issued only registered Proposers will be notified via email of the availability of addenda for download. Acknowledgement of addenda will be required for proposals to be considered responsive.

All communications, including any requests for clarification, additional information, questions about the scope of work, final contract or anything else concerning this RFP must be addressed in writing to the Procurement Department procurement@cherriots.org. Failure to follow this requirement may result in SAMTD determining the proposal to be non-responsive.

Proposers are advised that this project is funded by the Federal Transportation Administration. As such, all Federal rules and regulations will apply to the procurement and final contract. SAMTD is limited in its ability to approve any deviations to the contract terms outlined in Appendices A through C.

SALEM AREA MASS TRANSIT DISTRICT

By: Oscar Amador Procurement Issue Date:

Procurement/Contracts Analyst Procurement & Contracts Department

Salem Area Mass Transit District (SAMTD)

Contents Part 1 – Introduction 2

Part 2 – Scope of Work 4

Part 3 – Submission Guidelines 16

Part 4 – Proposal Evaluation 27

Part 5 – Special Terms and Conditions 33

Part 6 – Confidentiality 39

Part 7 – Proposers Checklist 40

Included as separate attachments Appendix A – General Terms and Conditions Appendix B – Federal Terms and Conditions Appendix C – Sample Contract Appendix D – Invoicing

Included as a single separate file Exhibit 1 – Proposal Form Exhibit 2 – Non-Collusion Affidavit Exhibit 3 – Organizational Conflict of Interest Exhibit 4 – DBE Determination of Good Faith Effort Exhibit 5 – Proposer’s Representations & Warranties Certification Exhibit 6 – Federal Debarment & Suspension Certificate Exhibit 7 – Certification Regarding Lobbying

Included as a separate Excel file Exhibit 8 – Price Proposal Form

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Part 1 – Introduction to Cherriots

SALEM AREA MASS TRANSIT DISTRICT (“SAMTD” or “Cherriots”) is a public transportation agency operating fixed-route transit and paratransit service within the urban growth boundary of Salem and Keizer, and regional express service between communities in Marion, Polk, and Linn counties. Other SAMTD services include Cherriots Shop and Ride, travel training and rideshare (Cherriots Commuter Options) information including carpool and vanpool matching.

SAMTD operates 68 Cherriots local buses, 36 Cherriots LIFT (paratransit service), 14 Cherriots Regional express buses and 3 Cherriots Shop and Ride buses (shopper shuttle and dial-a-ride). In addition, Cherriots Route 1X is a commuter service that connects Salem with Wilsonville and the Portland Metro area to the North. SAMTD also manages ride share services called Cherriots Commuter Options.

SAMTD Locations:

Administrative Offices The Cherriots General Manager, Communication, Finance, and Human Resources departments are located at:

555 Court St NE, Suite 5230, Salem, OR 97301.

Operations, Contracted Services, and Maintenance The Transportation, Maintenance, and Planning and Development Departments are located at the Del Webb Operations Headquarters. The Del Webb facility also includes the parking area for buses not in service:

3140 Del Webb Ave NE, Salem, OR 97301.

Keizer Transit Center 5860 Keizer Station Blvd., N.E.

Keizer, OR 97303

Additional information about SAMTD can be found at www.cherriots.org

SAMTD is soliciting proposals from qualified website designers with hosting capabilities.

Proposers are required to adhere to the terms and conditions of the solicitation packet. SAMTD may choose to not negotiate any aspect of the required service or Contract once the Notice of Intent to Award is issued. SAMTD will not make any concessions for Proposers who are not completely familiar with the scope or Contract requirements.

All submittals become the property of SAMTD and are subject to public disclosure after award.

Equal Opportunity: Small, race, veteran, and Disadvantaged Business Enterprises (DBE), as defined by 49 CFR Part 26, are encouraged to submit Proposals in response to this solicitation. SAMTD ensures non-discrimination in the award and administration of all Contracts, creates a level playing field where businesses can compete fairly and removes barriers to participation in our contracts.

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End of Part 1 - Introduction

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Part 2 – Scope of Work

2.A Introduction & Background

SAMTD seeks to partner with a capable, innovative web developer to create a user-friendly, customer focused, visually appealing, hosted website which meets SAMTD brand standards using leading edge, but trusted and tested web building technology. The successful Proposer’s responsibilities include, but are not limited to: Migration of the current website information, design of a new website, provide SAMTD staff and website administrator training, conduct testing, manage the final implementation, and provide ongoing maintenance. The platform shall be non-proprietary and hosted by the selected Proposer.

These bullet requirements are further defined below in Section 2.B.

● Intentionally designed accessible functionality

● Mobile device users may easily navigate the site

● Accessible to individuals with disabilities

● Multiple language options

● Adoptable by individuals with a wide range of comfort with technology

2.A.1 Contract Structure, Timeline, and Fiscal Constraints

To ensure agency efficiency, a smooth deployment, and long-term stability, SAMTD requires this contract to be executed over a five (5) year initial term, with up to three (3) additional one-year options for a maximum total length of eight (8) years. Performance under this contract is divided into two distinct sequential phases:

a) Phase I: Redesign & Launch Phase (Year 1 Target): SAMTD’s target expectation is for the core website discovery, design, development, content migration, testing, and public deployment to be completed within the first twelve

(12) months of contract execution. However, to ensure a high-quality product, a flexible launch window may be permitted based on the approved project schedule. SAMTD reserves the right to review, negotiate, and approve an extended launch window during contract negotiations. Pricing for Phase I must remain firm and fixed regardless of the final launch month.

b) Phase II: Service & Maintenance Phase (Years 2–5): Formal transition into the ongoing service, hosting, licensing, and technical maintenance phase will trigger immediately upon successful public launch and written acceptance of the website by SAMTD. This phase covers the remainder of the initial five-year contract term and any exercised option years under a fixed annual maintenance fee.

● In-Scope Maintenance: This fee fully covers standard, routine operations including server hosting administration, security patch installations, CMS software upgrades, plugin updates, resolving broken links or layouts, repairing existing API connections, and providing technical troubleshooting for existing features.

● Out-of-Scope Significant Changes: Any significant post-launch changes or major feature additions fall outside this standard agreement and will be treated as independent projects requiring a separate scope of work, timeline, and budget review. Examples of significant changes include major functional additions (such as a custom online transit-fare webstore, 26-006 RFP Website Design Final Page 4 of 42 public survey portals, or AI chatbots), new third-party core integrations (such as swapping to a net-new CAD/AVL vehicle tracking vendor), agency-wide structural or aesthetic rebranding overhauls, and custom application development requiring entirely new code architecture.

c) Fiscal Appropriations Clause: All obligations of SAMTD under this multi-year contract—including the Phase I implementation and the Phase II ongoing support and maintenance—are expressly subject to the availability and annual appropriation of fiscal funds by the SAMTD Board of Directors. In the event that funding is not appropriated or is reduced for any subsequent fiscal year, SAMTD reserves the right to terminate this contract or reduce the scope of Phase II services without penalty or further liability.

2.B Scope Of Work – Development Guidelines

Development of an updated and more robust website for Salem Area Mass Transit District (SAMTD) will include migration of SAMTD current information, design of an architecturally sound, user-centric website with a responsive design, and SAMTD staff training that includes, but is not limited to, train the trainer, webpage development, editing, and archiving to meet the needs of a public transportation agency. The key project goal is a functional website that is intentionally designed to be accessible and easy to navigate by:

● Mobile device users,

● PC and Mac user’s,

● People with disabilities,

● Users who speak languages other than English, and

● Users that span a wide range of comfort levels with technology.

SAMTD requires the Proposer to perform regular back-end maintenance to the website on an as needed basis with a 24-hour post-launch service agreement.

SAMTD requires the Proposer to provide support service for front-end users’ post-launch. The Proposer will Provide an uptime of 99.9%, not including maintenance windows.

The Proposer will work with SAMTD’s Chief Planning and Development Officer, Project Management Office (PMO) Representatives, Marketing and Communications staff, and IT Manager designated to provide updates on the progress of project and associated deliverables.

The final website will include the following:

2.B.1 Intentional Design

a) It is clear how webpages are connected as part of a hierarchy of information, outlined in an easy to navigate sitemap.

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b) Design of Primary, Secondary and Tertiary Pages including wireframes and schematic representations, are edited as SAMTD feedback is provided.

c) Web Content Accessibility Guidelines (WCAG) 2.2 AA are incorporated into the early planning stages of website development and throughout the process.

d) A custom theme, or pre-made but customizable theme is developed or selected by SAMTD. The theme will support a variety of functions such as for the Home, Route, System map, News release feed, Calendar, Blog, and Service Alert pages.

2.B.2 User Friendly

a) It is clear how webpages are connected as part of a hierarchy of information, outlined in an easy to navigate sitemap.

b) Important navigational elements are consistent, intuitive, and predictable.

c) The number/level of clicks to find important information is kept to the lowest number feasible.

d) The user experience is consistent on desktop, tablet, and mobile devices.

2.B.3 Visually Appealing

a) Incorporates a mix of text, multimedia content and other graphics.

b) Color is used strategically and has adequate contrast for readability and ADA compliance.

c) Plug-ins or other tools, such as Google Translate, are available to users to translate into other languages.

2.B.4 Accessible

a) The design shall incorporate a judicious blend of text, multimedia content, and other graphics.

b) Color selection and application must be strategic, ensuring adequate contrast for optimal readability and full compliance with ADA accessibility standards.

c) Users must have access to plug-ins or other necessary tools, such as

Google Translate, to facilitate translation into various other languages.

d) Users have the option to control settings such as large print with reflow, high contrast, stop animations, and audio control.

e) Plug-ins or other tools, such as Google Translate, are available to users to translate into other languages.

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2.B.5 Performance & Reliability

a) Webpages are optimized to load in 3 seconds or less so that users with slower data connections are not disadvantaged.

b) Regular maintenance is planned in advance, during off-peak hours, and for brief periods of time by the Proposer. The expectation is that the consultant will maintain the back-end hosting and maintenance of the new website after the project. SAMTD staff would continue to own the front-end of the website editing content as needed. The length of that initial contract may depend on cost.

2.B.6 Compliance

a) Website must enable SAMTD staff to follow federal and State of Oregon laws and regulations for the posting of SAMTD Board of Directors communications (minutes and agendas), Freedom of Information Act (FOIA) information, Title VI information, Disadvantaged Business Enterprise (DBE) information and other information that may be required in the future by having a location available for those postings.

b) The website must enable SAMTD staff to comply with federal and State of

Oregon laws and regulations for posting of all financial reports and information by having a location available for those postings.

c) The website must be in full compliance with the Americans with

Disabilities Act (ADA) standards, Information and Communication Technology (ICT) Accessibility 508 Standards and 255 Guidelines, conforming to Level A and Level AA Success Criteria and Conformance Requirements in WCAG 2.2. The Proposer will provide SAMTD a report detailing how the new website design meets these standards.

d) Users will be notified when following external links to third-party content.

2.B.7 API Integration

a) The website is connected to Google Analytics, Google Search Console, Google Ads, Meta Business Suite Pixel, and Microsoft Clarity for data tracking and analysis.

b) Goals, events, and custom reports are defined and set up before implementation.

c) The website is tagged and connected correctly for integrations to external platforms including but not limited to those listed in bullet a) of this section.

d) The website is connected to social media to share feeds.

e) The website is connected to tools pending implementation (SMS Alerts, archiving, Email marketing).

26-006 RFP Website Design Final Page 7 of 42 https://www.w3.org/WAI/WCAG22/quickref/?versions=2.1

f) The website is connected to GTFS data and integrates with current industry standard map tools (TransitApp, Google Maps, etc.) for interactive user experiences.

g) The website is connected to SAMTD’s Avail CAD/AVL system for vehicle locations and status.

2.B.8 Technically Sound

a) Technical and vital elements are able to be modified only by users with certain permissions. These elements will be identified by SAMTD staff.

b) While being edited, the pages will have an easily distinguishable ‘check in/check out’ status.

c) Proposer will integrate Search Engine Optimization (SEO) best practices throughout the redesign to preserve and improve organic traffic. This should include:

● Conducting pre-launch SEO audit (technical, content, backlink analysis, keyword mapping) with GA4/Search Console baselines.

● Developing 301 redirect plan for all URL changes and site architecture/URL mapping to preserve rankings.

● Optimizing on-page elements (titles, meta descriptions, H-tags, alt text, schema for routes/services) and Core Web Vitals.

d) The metadata is defined for, at a minimum, top level pages (title tag, meta description tag, header tags, alt text).

e) Canonical tags are applied to primary pages.

f) The Proposer will use a content management system that automatically generates a XML site map and submits it to major search engines, including but not limited to Google and Bing.

g) Map integrations are tested to ensure service updates posted to GTFS feeds are accurately reflected.

2.B.9 Information Technology Requirements

a) SSL Encryption will be enforced on internet traffic.

b) Proposer owned backend will be encrypted in transit and at rest.

c) A single tenant environment is desired.

d) Able to validate user identity for use in website configuration changes

e) Able to monitor traffic surges.

f) Able to validate site software is kept up to date and secure.

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g) Intrusion Prevention Service capable and regular scans for website security weakness.

h) Multi-Factor Authentication for backend access to the site.

i) SSO support through Google Enterprise.

j) The Proposer will ensure regular protected/separate backups of the site.

These backups will occur daily for the first 30 days. After the first 30 days, the Proposer will maintain a regular 6-month back up database that updates monthly. Once 6-months of the backup data is stored, the oldest month will be replaced with the newest month on a recurring basis with daily backups for the first 30 days and then ongoing rolling 6-month backups thereafter. SAMTD aims to perpetually have 6 months of backup data available after the first monthly backups for each of the next 6 months. SAMTD also requires the ability to request or initiate ad-hoc backups when needed.

k) All primary and backup data must reside on the Proposer’s servers located within the continental United States.

l) Back-end dashboard interface provides reports on the following:

● month to month comparisons of page views and visitors,

● average time spent by users on website,

● average number of pages visited per user session,

● number of webpages edited this month,

● number of webpages in draft,

● number of webpages that need approval,

● recently published activity and general site health stats,

● provide for initial and ongoing site vulnerability assessments on a quarterly basis.

2.B.10Testing

The Proposer will provide a series of quality assurance and functionality tests for the website before the public website launch. These tests must be performed on both the back-end and front-end of the website and across all device platforms and screen sizes to ensure responsible design is functional for all internal and external users.

a) To guarantee a complete and operational end product, SAMTD personnel will evaluate the integration of the trip planning tools during the build-out phase and provide necessary input and ensure the final product is fully functional.

b) SAMTD staff will test the CMS components during conditional acceptance testing to offer feedback and ensure the final product is fully functional.

2.C Scope of Work-Design Features

2.C.1 Design & User Interface Functions

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a) The website will have a modern and compelling user interface to engage users and effectively find information they need regarding SAMTD services. Some desired features include:

● Expandable/accordion style text boxes.

● Navigational functions, such as expandable menus, sidebar menus, breadcrumbs, and footer menus.

● Use design templates that are flexible and allow the ability for SAMTD

Administrative staff to create new templates.

b) Display Dynamic bus route tables based on public GTFS feed URL

c) Through the information provided via the Avail CAD/AVL system, provide directional arrows for real time bus information on the interactive maps.

● Real time information lists by route/stop or address/landmarks.

● Real time arrivals for bus routes are shown and provided for every bus stop in the Cherriots Local and Cherriots Regional networks.

● Alert symbols that signify Alert, Advisory, and Detour with different graphics and colors.

● Service Alert pages integrated with SAMTD’s Avail service planning software via API.

● Ability for users to subscribe to service alerts and notifications (email or mobile).

● Time tables for routes using GTFS data, where the data is updated multiple times a year.

● Real Time tracking of bus locations using GTFS-RT feed information.

d) The new website will allow SAMTD marketing staff to include internal photos on webpages.

e) Include reusable templates for service disruptions and major announcements that maintain consistent SAMTD branding and support rapid publishing without back-end development to push out.

2.C.2 Development

a) Migrate all existing website data to the new platform. SAMTD staff will provide assistance with any data cleansing required.

b) Provide or implement a high-quality web-based Content Management

System (CMS) with an Application Programming Interface (API) feed such as WordPress that has been widely and reliably used and meets the security needs of SAMTD (found in section 2.B.9 Information Technology Requirements) while not being a proprietary system. The CMS will make it easy for front end users to update and maintain website content on a regular basis.

● Permission hierarchy for Administrator(s) will have a permission hierarchy to edit vs create new page templates or modify existing ones.

c) Proposer will ensure users have access to search functionalities within the new website.

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d) The website will have the ability to allow form submissions with customizable box functions.

e) Provide the capability to embed content hosted on other sites, such as

YouTube, TikTok, Instagram, and Facebook.

f) The website will have its own news feed with ability to post, and schedule the posting of news releases at a frequency up to multiple times per day, set various categories, and attach different media types.

g) SAMTD also desires a Blog feature or page with the ability to:

● post and schedule blogs with multimedia content, set various categories, and capability for users to subscribe to updates.

● integrate with any email marketing service to automatically post content email campaigns to the blog.

h) Administration capabilities will include an internal system for clearing and managing the cache for the site.

i) OPTIONAL: Development of an SAMTD internal secured site (employee portal), which may be quoted at an additional cost.

j) Calendar capabilities to make events recurring and attach items to events such as agenda and presentation files.

k) File library database with ability to link and embed files from cloud storage locations including, but not limited to, Google Drive.

2.C.3 Analytics

a) The website needs to have the capability to connect to Google Analytics in order to monitor performance and reliability

b) Each page and post on the website must have Google Analytics tracking codes.

c) Allow for reporting and tracking per 2.B.9 L

2.C.4 Implementation

a) Soft launch option two (2) months prior to public/full launch with a comprehensive testing phase.

2.C.5 Support

a) The Proposer will be responsible for website upgrade project management.

b) The Proposer will provide SAMTD two (2) Administrative training sessions for administrative staff pre- public/full launch. Proposals should outline the cost of holding all training sessions in-person and all sessions virtual.

2.C.6 User Experience/Service Maps and Route Schedule

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a) Interactive Maps with real-time route schedule information. Interactive system map with ability to select/deselect routes and/or stops.

b) Riders will have offline access to maps and schedules.

c) Use of various non-google mapping tools including Map box, OpenStreetMap, Leavelet, TomTom and Microsoft.

2.C.7 Trip Planner

a) Real-time trip planning with walking, transit, and other available service directions.

b) Ability to see service alerts for routes and stops in the trip planner. Trip plans shall reflect route cancellations and stop closures.

c) Ability to specify origin and destination, as well as current location.

d) Users can view Recently Visited Schedules for routes they have viewed.

2.C.8 Project Deliverables/Communication

The selected Proposer shall communicate with the SAMTD Project Advisor throughout the project, except as otherwise explicitly stated in this RFP or any attached exhibits.

2.D Project Management

The Proposer’s Project Manager (PM) shall be responsible for managing the level of effort associated with this Scope of Work. The Proposer will designate one person to serve as their Project Manager/Point of Contact. The PM will provide SAMTD PMO with a complete and detailed project plan, which describes the tasks, activities, milestones, and timelines associated with this project. The Project Manager will work with SAMTD’s internal Project Advisor, PMO Representatives, and other designated staff members to provide updates on the progress of deliverables for the project. In addition, the Project Manager will record and report on project progress in the form of bi-weekly reports submitted to the SAMTD project team. The Project Manager will collaborate with SAMTD to update a risks/issues log that is maintained by SAMTD staff.

To ensure quality throughout the implementation, the work will include, at a minimum, the following deliverables. Each deliverable will be the responsibility of the Proposer’s PM and will be formally presented for review and sign off:

a) Project Plan – Detailed listing of tasks for the entire project that includes the following for each task: due date, responsibility, and predecessors.

Tasks to itemize on the project plan will include all implementation activity, deadlines, milestones, sign offs, review periods, and deliverables. Work product that identifies both the business process decisions as well as system configuration decisions for each in-scope business process and system feature. System design documentation will be organized by

26-006 RFP Website Design Final Page 12 of 42 business process and contain recommendations and detailed process and system documentation.

b) Testing Plan(s) – Test plan strategy should include test scripts based on functional requirements, technical requirements, and system design documentation, code testing approach, tools, and reports, UAT procedure, and the Go-live plan.

c) Training Documentation – Complete system manual detailing how to use the configured system. Proposers should propose services to train one primary SAMTD employee to train the end-users on how to use the software and operate within new business processes, as necessary.

2.D.1 Supplemental Agreements

Any and all supplemental agreements (Hosting and Support, Service Level Agreement, licensing, User, etc.), associated with the project, solution or products to be proposed with terms and or conditions in that conflict with SAMTD’s Contract, must be identified, and submitted as specific questions during the Question/Answer period for review, consideration and response by SAMTD. In the event Proposer neglects to identify and submit questions regarding terms and conditions of supplemental agreement in conflict with SAMTD terms and conditions during this period, the Proposer considers all supplemental agreement terms and conditions in compliance with SAMTD Terms and Conditions (Appendix A & B). SAMTD reserves the right to negotiate any supplemental agreements as part of the Contract award.

2.D.2 Quality Assurance

The Proposer shall identify what specific testing requirements the project will require in the form of a test plan that specifically identifies resources needed, schedule, and test workflows. The Proposer will be responsible for conducting product security, immunity, and load testing prior to delivery. Representatives of the project team will have the option to witness the test results and the summary reports will be made available. Testing should be performed for the production code as delivered. Documentation of the test results and any corrective actions should also be provided with each code release.

2.D.3 Comprehensive Website Development Project - Product/Service/System

Acceptance:

The project team will use the following definitions for evaluating a selected solution delivery for purpose of system acceptance in the resulting Contract in relation to the key dates in the project schedule noted above:

a) “Conditional Acceptance” will occur at or prior to go-live. SAMTD will require up to sixty (60) days to test the system (“pre-live testing”) before going live. This will occur using a test environment on a separate server from the live website.

b) SAMTD will have a 60-day period after Conditional Acceptance to “live test” the system. Live testing is SAMTD’s opportunity to verify that the system complies with the functional requirements and any other written

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c) If after the live testing, the system performs in accordance with the system specifications (including the design document and functional requirements), and all services identified in the Statement of Work are completed, SAMTD will issue “Final Acceptance.”

2.D.4 Proposer Performance Reviews

SAMTD may, at its sole option, conduct a performance review while the Contract is in effect1. These reviews may be completed by SAMTD’s Project Advisor and other internal stakeholders. Any completed evaluation form will be shared with the Proposer and become a permanent part of the Contract administration file.

The results of these evaluations, if any, will be considered for Contract extensions, price adjustments, and in the evaluation of any future applications to SAMTD solicitations for services.

a) Communication

Communicates regularly and openly with staff assigned to projects. This can be done face to face, via phone conferences, one-to-one, or group meetings. Project Managers are visible and available when needed.

Answers emails and phone calls in a timely manner. Provides timely follow through. Verbal and written communication is concise and easy to understand for individuals not on the project teams.

b) Quality and Timeliness of Deliverables

Completed reports accurately represent deliverables outlined in 2.C above, follows contract requirements, and meets or exceeds proposed deadlines as applicable. Deliveries are timely and meet SAMTD’s specifications. The Proposer has a quality assurance process in place to reduce errors and ensure accuracy of information.

c) Interpersonal Skills with SAMTD Staff

Effectively coordinates and cooperates with SAMTD staff on scope performance and required deliverables. Actively engages stakeholders in scope performance and contract administration. Collaborates with all stakeholders and is conscious of how workflows intersect. Respectful of SAMTD culture, mission, vision, and values. Seeks feedback to improve relationships and improve stakeholder commitment towards quality deliverables.

d) Vendor/Proposer Interaction and Relationships

Is courteous with all stakeholders and mindful of existing and future relationships between vendor & SAMTD. Cooperates with vendors while being mindful of SAMTD’s requirements. Assertive with SAMTD’s needs and requirements while being respectful. Represents SAMTD appropriately at meetings and discussions.

1 2 CFR 200.301, 2 CFR Part 200.318 (b), 26-006 RFP Website Design Final Page 14 of 42

2.E Intellectual Property and Source Code Ownership

a) Ownership of Work Product

Upon full payment of fees due, all deliverables, custom source code, website designs, graphics, documentation, and digital assets created under this project will become the sole and exclusive property of SAMTD.

The selected vendor retains no rights to the custom work product created specifically for this project.

b) Open-Source and Third-Party Components

Any third-party or open-source software, plugins, or libraries integrated into the website must be explicitly disclosed in the vendor's proposal.

SAMTD must be granted perpetual, royalty-free, non-exclusive licenses to use any proprietary vendor tools required to run the website.

c) Code Escrow and Business Continuity

In the event of vendor dissolution, bankruptcy, cessation of business operations, or material breach of contract, all rights, titles, and interests in the website's source code, databases, and operational documentation will immediately transfer to SAMTD..

To ensure business continuity without disrupting vendor operational management, the vendor must:

● Provide Regular Backups: Deliver a complete, independent copy of the website's custom source code and full database to [Your Company Name] upon project completion and immediately following any subsequent major updates or deployments.

2.F Out of Scope and Future Adjustments

a) Standard Maintenance Boundaries: Routine, standard maintenance and support activities (including but not limited to server hosting, security patches, minor text/image updates, broken link fixes, and plugin updates) shall be fully captured and covered under the fixed-fee Phase II Maintenance Agreement.

b) Significant Post-Launch Changes: Any significant changes, major feature additions, completely new functional modules, or architectural redesigns requested by SAMTD after the formal public website launch are considered outside the scope of the standard maintenance agreement. Such requests will be treated as a separate, independent project. When the need arises, SAMTD may request a separate scope of work and price quote from the Contractor, or issue a new solicitation, subject to the availability and allocation of future funding.

End of Part 2 – Scope of Work

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Part 3 – Submission Guidelines

3.A Procurement Schedule

Dates preceded by an asterisk (*) are estimated dates and provided for information only. Estimated dates may change after proposal submission and not be part of any addenda.

Procurement Activity Date – 2026

Procurement Request Released Update when posted on Oregon Buys Pre-Proposal Conference 7/14/2026 To join virtually:

https://meet.google.com/rnq-psyd-htd ?authuser=0

To join via phone: (US) +1 510-937-0087 Pin: 613 813 361#

Clarification Deadline 7/17/2026 No later than 5:00 PM PST *SAMTD Clarification Response 7/24/2026 3:00 PM PST Submissions Due 9/1/2026 No later than 5:00 PM PST *Interviews/Demonstrations Week of 9/7/26 *Notice of Intent to Award 9/14/26 *Estimated Award Date Board meeting 9/25/2026

SAMTD reserves the right to modify the Procurement Schedule through written addenda.

Submissions are not reviewed or considered after the due date has passed.

SAMTD reserves the right to award a contract without a Best and Final Offer.

Issuance of a Notice of Intent to Award is not a substitute for a Contract and can be revoked.

SAMTD may invite the top firms (competitive range) for a semifinal interview/presentation. SAMTD provides requirements for the interview when the interview is scheduled. SAMTD will not be responsible for any costs for preparing submissions, attending a pre-proposal conference, or participating in interviews including but not limited to travel expenses, preparation costs, or materials.

3.B Pre-Proposal Conference

A pre-proposal conference will be held virtually via Google Meet at the date and time provided in the Procurement Schedule. Interested proposers are encouraged to attend as a means of gaining clarity for the requested scope of work and ensuing contract.

To join virtually: https://meet.google.com/rnq-psyd-htd?authuser=0

To join via phone: (US) +1 510-937-0087 Pin: 613 813 361#

3.C Proposal Guidelines

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a) The proposer should fully inform themselves of the conditions, requirements, and specifications before submitting a Proposal. The submission of a Proposal constitutes Proposer’s acceptance of the terms and conditions of this solicitation request, including the underlying Contract terms and conditions which are set out herein.

b) The Proposer is responsible for all costs related to the preparation of the

Proposal, demonstrations or interviews. Any costs associated with the project not specifically set forth in this Request for Proposal will be the responsibility of the Proposer and will be deemed included in the fees and charges proposed.

c) SAMTD reserves the right to:

● Award to one or more vendors at SAMTD’s sole option

● Accept or reject any or all Proposals and their Proposers

● Reject this solicitation and issue a new one for any reason

● Waive deviations from the requirements

● Waive any informality or minor irregularity in Proposals received

● Issue changes to the solicitation in the form of written addenda

● Request additional information to fully evaluate a Proposal

d) A Proposal may be rejected when:

● It is late

● The Proposer fails to meet the minimum qualifications listed in Part

3.D

● The Proposer is determined to be not responsible as described in Part

4.D

● Any required form/exhibit is not signed

● Vendor information, references, or any other form/exhibit is incomplete or incorrect

● Any other reason determined to be in the best interest of the SAMTD

● It does not meet required terms and conditions

● The details of the Proposal have been altered

● A Proposer fails to timely respond to a request for additional information

● It fails to contain any of the required information

● A conflict of interest is not properly disclosed or is deemed by SAMTD to disqualify the Proposal as provided by law

● Proposer fails to acknowledge in writing an addenda

e) Proposals may not be modified after opening unless requested by SAMTD. Prior to opening, Proposals may be withdrawn at any time.

f) SAMTD may request that information be displayed differently than presented (for example, request a bundled pricing structure be itemized).

g) Proposal pricing shall be valid for a period of 120 days from Proposal or Best and

Final Offer (BAFO) deadline, if a BAFO occurs.

h) SAMTD may request clarification or additional information, including, but not limited to, financial statements.

3.D Minimum Proposer Qualifications

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At time of submission, Proposer will meet the following minimum requirements.

Proposers will not substitute the experience of any subcontractors for their own.

The proposed Project Manager must have the following minimum:

● Ability to perform work remotely unless otherwise approved.

● Have a State of Oregon Secretary of State registration as well as all other required local government business license(s), registrations, and endorsements.

● Not be suspended or debarred with SAM.gov.

● Not be debarred by any Oregon contracting agency under ORS

279B.130

● Not be disqualified from bidding under ORS 279C.860

● Not in violation of any Oregon tax laws set forth at ORS chapters 118, 314, 316 - 318, 321 and 323; under ORS 320.005-320.150; under ORS 403.200-403.250; and local tax laws administered by the Oregon Department of Revenue under ORS 305.620

3.E Questions, Clarifications, Request for Deviation, Substitution or Approved

Equals

Questions, clarifications, and alternates pertaining to the RFP must be submitted in writing to procurement@cherriots.org no later than the date and time listed in the Procurement Schedule above. The request shall specify the provision of the RFP in question, and, if a change is requested, contain an explanation for the requested change. Where applicable, Proposers are required to provide the value of each proposed modification and a brief explanation as to why the change is requested. SAMTD does not guarantee a response to questions submitted after this date or questions and requests that are not submitted in writing via email.

Any unapproved deviations, exceptions, substitutions, alternates, or conditions contained in a Proposal are cause for the Proposal’s rejection as non-responsive.

Unauthorized contact regarding this RFP with SAMTD employees or agents may result in disqualification. Any oral communications will be considered unofficial and non-binding on SAMTD. Proposers should rely only on written statements issued by Procurement in a formal Addenda (See Part 3.L).

Do not add any SAMTD email address to company marketing email lists.

Any Proposer(s) believing a Contract term or scope requirement is unnecessarily restrictive or wishing to propose an alternative, must submit their request in writing to procurement@cherriots.org by the deadline provided in the Procurement Schedule. Requests submitted after this date, or as a proposal condition will not be reviewed or considered. SAMTD will not agree to terms or conditions to the Contract after Proposals are submitted and conditioned Proposals may be rejected as non-responsive. Any changes or requests pertaining to the Contract must be made evident prior to the close of the procurement.

3.F Submission Packages

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Proposals will be in PDF format submitted to procurement@cherriots.org no later than the due date outlined in the Procurement Schedule. It is the Proposers responsibility to ensure the submission packet is received on time by SAMTD.

SAMTD will not review submissions if the packet or Exhibits are altered in any way.

Submissions must be typed to be legible. Digital signatures are encouraged and preferred. Proposers may submit a wet signature, provided the remainder of the submission is typed.

Failure to include any of the requested information using the provided Exhibits will render the Proposal non-responsive. Marking a Proposal, or portions of the Proposal, as “confidential” or “proprietary” does not automatically exempt it from disclosure under the Oregon State Public Records Act, ORS Chapter 192.

Marketing materials, alternate and unapproved agreements, and any other information not specifically requested or required in this RFP will not be reviewed.

Proposer will NOT add SAMTD to any marketing email lists.

3.G Proposal Content

All Proposals will contain the following information in addition to the Exhibits provided. In addition to all completed exhibits as outlined in Part 7 “Proposers Checklist”, Proposers will submit a technical response addressing the following.

Proposers may emphasize in their narrative any areas of their proposal that they believe exceed SAMTD requirements. Proposers are advised to clearly communicate enough detail and relevant information to ensure effective evaluation by SAMTD’s Evaluation Committee.

3.H Firm Information

a) Introduce the firm and the product being proposed. Provide feedback collected from previous customers regarding your performance. Less than favorable feedback should include steps the firm has taken to remedy any issues, or address the customer’s concerns.

b) Provide a brief (2-page maximum) resume of key project team members including a list of Transit Website Development Projects (if any).

c) List any contracts within the past three (3) years that the firm may have defaulted on or failed to meet contract terms. Identify any past (within the last three (3) years) or pending litigation alleging failure to perform in accordance with contractual obligations and describe present status.

Explicitly state if there is no such litigation.

d) List any projects resulting in time extensions and/or the assessment of liquidated damages against the Firm or sub-contractors during the last five (5) years. Explicitly state if there were no extensions/assessments.

e) Identify any past (within the last three (3) years) or pending liens, claims, infractions, or citations filed or recorded by a County, State or the federal

26-006 RFP Website Design Final Page 20 of 42 government, or filed by subcontractors, suppliers, or materialmen. List with whom, for what, and the amount claimed. Explicitly state if none of these situations apply.

f) Provide a list of contracts in the last five (5) years that may have terminated for reasons other than the natural expiration. Include details about why the contract terminated.

g) Submit no more than five (5) completed relevant project experiences

(within the past three (3) years) that demonstrate successful contract performance similar in size and scope as described in this RFP. Include the following for each reference (include transit or government experience):

● Company name and full address

● Point of contact name, title, e-mail address, and phone number

● Contract title, number, start and completion dates

● Provide a comprehensive project overview that includes a detailed project description, a management process, staffing plan, and a project timeline from inception to completion

Proposer is advised to inform references they will be contacted by SAMTD.

Project Team Members:

h) Provide a brief (2-page maximum) resume of key project team members including a list of Transit Website Development Projects (if any).

i) Provide a list of all position titles or categories utilized on this project, and the hourly rate.

3.I Project Management

a) The Proposer’s Project Manager will provide SAMTD with a draft complete and detailed project plan that includes a timeline for the Scope of Work in Part 2. The draft will be updated during the project kickoff with the selected Proposer, with input from SAMTD’s internal Website Redesign project team. Include in the Project Plan:

● Provide a Proposed Project Plan including:

● Project Phases

● Project timeline

● Specific Details and Milestones for each phase

● Number of weeks per Phase

● SAMTD’S obligations in each phase

● Position title or category and number of hours per phase

● Projected “Soft Launch” date

● Estimated time from “Soft Launch” to “Go Live”

The Proposer’s Project Manager will work with SAMTD’s Chief Planning and Development Officer, Project Management Office (PMO) Representatives, Marketing and Communications staff, and IT Manager designated to provide updates on the progress of project deliverables.

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b) Proposer shall provide 3 references for public transit agencies worked with over the past 5 (five) years.

● Proposer is advised to inform references they will be contacted by

SAMTD.

● Proposers must describe their project management process/overview based on the needs of the above references.

● Proposer shall provide the project management and staffing plan, timeline for each reference, as well as a brief description of the project

3.J.1 Testing Plan

Outline an expanded narrative of the Testing Plan based on the requirements in the Scope of Work including but not limited to: technical design, ADA and other required compliance, transit user and internal SAMTD user interfaces. Include in the Testing Plan descriptions of the following:

a) Testing strategy, quality protocol, and reporting types intended to be used on this specific project.

b) Trouble shooting and solution validation protocols, code testing approach, test scripts based on functional and technical requirements.

c) Plan for setting up a test environment and building the production website. What testing is done before the cutover to the new website. Also, what is the Go-Live plan?

3.J.2 Internal Feedback Plan

Describe how feedback from internal stakeholders during the initial phase of the project is obtained.

● What tools or processes do you have (if any)?

● How will the Proposer gather and present the data to SAMTD?

● How will the Proposer incorporate internal feedback data into relevant phases of the project?

3.J.3 Training Plan

Provide a narrative, based on SOW, of Proposer’s training plan including the creation of:

● SAMTD Administrator User and SAMTD Staff User Training Materials

● SAMTD Administrator User and SAMTD Staff User Virtual Training

● Administrative training sessions

3.J.4 Internal Feedback

The Proposer shall have a process in place for obtaining consistent internal customer input throughout the development process.

● The Proposer shall discuss their methods for the soliciting, analyzing, and implementing internal stakeholder feedback.

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● What survey and testing styles, methods, and types has Proposer used in the past?

● Describe previous successes and opportunities for improvement relevant to internal feedback.

3.J.5 Hosting and Support

The Proposer shall provide a service proposal for website hosting as part of their response to this solicitation.

● Provide maintenance reporting samples.

● Provide information on Proposer’s management of maintenance windows, including turnaround time and escalation levels.

● Proposer to provide hosting and post launch support services with a service level agreement.

3.K PRICE PROPOSAL

3.K.1 General Instructions and Timeline Alignment

SAMTD expects the Phase I core website redesign and public launch to be completed within the first twelve (12) months of contract execution. Proposers should structure their upfront implementation pricing based on this target timeline. However, SAMTD recognizes that complex technical deployments, data migrations, or testing may require additional time. If a proposer requires more than twelve (12) months for a successful redesign and deployment, they must clearly state this and justify the timeline in their technical proposal.

The proposed pricing for Phase I must remain firm and fixed regardless of the final Phase I timeline. Recurring Phase II maintenance and hosting fees will not commence until the website is formally launched and accepted by SAMTD.

3.K.2 Dual-Matrix Submission Requirement (Exhibit 8)

Proposers must submit their final pricing utilizing Exhibit 8 – Price Proposal Form, which is provided as a separate, fillable Excel spreadsheet attachment to this solicitation. Proposers must complete both tabs of Exhibit 8 in their entirety without modifying any pre-existing formulas. Static representations of these two required matrices are provided below for reference purposes only.

Table 1: Primary Price Proposal Matrix

Proposers shall provide firm, fixed pricing for five (5) years of base services and three (3) subsequent option years, structured chronologically as follows:

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Contract Period

Phase & Description of Focus Pricing Structure

Proposed Cost

Year 1 Phase I (Implementation Year): Website discovery, wireframing, design, accessibility testing, and core development. Target launch by Month 12.

Firm…