City of Salem

Request for Proposals

No. 26-69-WB

Website Hosting & Digital Marketing Services for the North Shore Workforce Board

June 1, 2026

BIDS DUE:

June 16, 2026

11:00 AM

*Late bids will be rejected

Anthony P. Delaney Chief Procurement Officer

93 Washington Street, 2nd Floor Salem, MA 01970 adelaney@salem.com

(978) 619-5695 mailto:adelaney@salem.com

REQUEST FOR PROPOSALS 26-69-WB

WEBSITE HOSTING & DIGITAL MARKETING SERVICES

COVER SHEET

PLEASE PRINT OR TYPE:

Name of Bidder:

Contact Individual:

Address:

# Street City/Town Zip Code

Phone:

Alternate Phone:

Email Address: Social Security/Federal Tax Identification Number:

Authorized Signature:_______________________________________

CHECKLIST

Submissions:

Completed Cover Sheet Checklist Price Proposal Form Non-Price Proposal o Signed Certificate of Non-Collusion o Signed Tax Compliance Certification o Signed Certificate as to Corporate Bidder (if applicable)

Acknowledgement of Addenda: (if applicable)

Minimum Requirements:

1. The consultant must be experienced in web hosting and digital marketing services.

Minimum combined experience must be three (3) years. This three-year experience must have occurred during the last five (5) years.

2. The Proposal must be complete, accurate and responsive to the RFP’s requirements.

3. Evidence of insurance coverage must be satisfactory, including general and professional liability.

PRICE FORM

This form to be placed in a separate, sealed envelope labeled "price proposal" and with your company name.

Price must be inclusive of all required services for the full contract period. No additional tiers of service or optional services shall be considered.

Monthly rate in figures: $ /month

Monthly rate in words:

x 36 months = Monthly rate Total price proposal

Attach to this form a detailed pricing structure for all proposed services broken down by service category.

SIGNATURE OF AUTHORIZED REPRESENTATIVE

NAME (PRINTED)

COMPANY NAME

DATE

REQUIRED CERTIFICATIONS

FORM A

NON-COLLUSION

The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

(Signature of authorized individual submitting proposal)

(Printed Name)

(Name of Proposer)

(Date)

FORM B

TAX COMPLIANCE

Pursuant to M.G.L. c. 62C, §49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

(Federal Tax Identification or Social Security Number)

FORM C

CERTIFICATE OF CORPORATE AUTHORITY (if applicable):

I, certify that I am the of the corporation named as Bidder in the Bid included herein, that , who signed said Bid on behalf of the Bidder was then of said corporation, that I know his signature, that his signature thereon is genuine and that said Bid was duly signed, sealed and executed for and on behalf of said corporation by authority of its governing body.

(Corporate Seal)

(Secretary-Clerk)

PART 1. GENERAL INFORMATION

1.1 PROCUREMENT DESCRIPTION

1.1.1 INTRODUCTION

The City of Salem ("the City"), on behalf of MassHire North Shore Workforce Board ("MassHire," "Workforce Board" or "WB"), invites proposals from qualified vendors to provide comprehensive website hosting and digital marketing services for two organizational websites: www.masshire-northshorewb.com and www.masshire-nscareers.org.

Any contract resulting from this procurement will be three years in length.

The WB plans to budget $100,000 to cover this contract over the next 3 years.

1.1.2. BACKGROUND

MassHire North Shore Workforce Board is a public workforce development organization serving the North Shore region of Massachusetts. The Workforce Board seeks a qualified vendor capable of hosting, maintaining, and actively developing its digital presence in coordination with MassHire staff. The selected vendor will play a critical role in communicating workforce development resources, career opportunities, and programming to the public, job seekers, and employer partners.

The Workforce Board will supply website templates that include the Board's logos and color scheme to the successful respondent.

1.2 APPLICABLE LAW

This procurement will be conducted pursuant to M.G.L. Ch. 30B, sec. 6.

1.3 APPROVAL

Any contract that may result from the procurement shall be subject to the approval of the Mayor of the City of Salem.

1.4 INCORPORATION BY REFERENCE

All requirements, specifications, terms and conditions described in this Request for Proposals (‘RFP’) shall be incorporated by reference into any contract that may result.

1.5 TIME FOR AWARD

Any contract that may result from the procurement shall be awarded within forty-five (45) days after the proposal due date. The time for award may be extended for up to 45 additional days by mutual agreement between the City and the most advantageous proposer.

1.6 RIGHT TO CANCEL/REJECT

The City reserves the right to cancel this RFP or reject in whole or in part any and all proposals if the City determines that cancellation or rejection serves the best interests of the http://www.masshire-northshorewb.com/ http://www.masshire-nscareers.org/

City.

1.7 TAXATION

Purchases made by the City are exempt from the payment of Federal excise tax and the payment of Commonwealth of Massachusetts sales tax and any such taxes must not be included in the proposal pricing.

Copies of the City’s tax-exempt paperwork shall be available upon request of the selected contractor.

1.8 OBTAINING THE REQUEST FOR PROPOSALS

The RFP shall be available beginning

The RFP and related documents shall be available for free download from the City’s Purchasing Department website at https://www.salemma.gov/bids

Hardcopies of the RFP and related documents may be obtained at the Office of the Purchasing Agent, 93 Washington Street, 2nd Floor, Salem, MA 01970, during regular office hours:

Monday-Wednesday: 8:00 AM – 4:00 PM Thursday: 8:00 AM – 7:00 PM Friday: 8:00 AM – 12:00 PM https://www.salemma.gov/bids

PART 2. INSTRUCTIONS TO PROPOSERS

2.1 REQUIREMENTS AND SUBMISSIONS

Below please find a description of the requirements and submissions that must be included as part of a proposal.

2.1.1 PRICE PROPOSAL FORM

Every proposal must include a completed "Price Proposal Form." See attached. The price proposal shall be separately sealed and labeled as "Price Proposal."

A detailed pricing structure for all proposed services. Pricing should be presented as a monthly rate with itemized breakdowns by service category

2.1.2 NON-PRICE/TECHNICAL PROPOSAL

Each proposal must include a Non-Price/Technical, which shall be separately sealed and labeled as “Non-Price Proposal,” containing:

NON-COLLUSION FORM

Every proposal must include a certification of good faith, certifying that the proposal was made in good faith and without collusion or fraud. See ‘Non-Collusion Form’ attached.

TAX COMPLIANCE FORM

Every proposal must include a written certification that the proposer has complied with all state laws relating to taxes, reporting of employees and contractors, and child support. See ‘Tax Compliance Form’ attached.

CORPORATE BIDDER FORM

If the proposal is being submitted by a corporation the proposal must include a certification that the individual submitting the bid has been authorized to bind the corporation. See ‘Certificate of Corporate Authority’ attached.

PLAN OF SERVICES

Cover Letter A brief letter of introduction identifying the respondent, primary point of contact, and a summary statement of qualifications.

Organizational Overview A description of the responding organization, including years in operation, areas of expertise, and relevant experience with similar clients.

Name(s) of principals in firm; Educational and experiential background of principals and personnel assigned to this project.

Detailed Plan of Services

A description of how the respondent proposes to deliver each category of service outlined in Section 3, including staffing, tools, platforms, and workflow for coordination with MassHire team.

Portfolio/Work Samples Examples of comparable website hosting and digital marketing engagements, including sample websites managed, social media accounts, and design or video work where applicable. Samples should emphasize work for organizations affiliated with relevant industries to the Workforce Board and economic development, preferentially in the North Shore of Massachusetts.

References A minimum of three (3) professional references from current or recent clients for whom similar services have been provided. References should include organization name, contact name, phone number, and email address.

References for non-profit and government organizations in the North Shore region are preferred.

Listing of any actions taken by any regulatory agency or litigation involving the firm or its agents or employees with respect to any work performed;

City Resources Please provide a list of any additional resources or other assistance, which the proposer needs from the City in order to complete each task in the scope of services.

Subcontracting If subcontracting is planned, submit name of the firm(s), address contact person(s), phone number(s), names of responsible operating officers, and evidence of any required insurance, permits, and licensing/authorization of proposal documents. Describe relevant experience.

2.2 PROPOSAL DELIVERY

Below please find a description of the manner in which sealed proposals must be submitted.

Price and Non-Price proposals must be separately sealed and labeled.

2.2.1 DUE DATE AND TIME

Proposals shall be received by the Office of the Purchasing Agent on or before June 16, 2026 at 11:00am.

Any proposal received after that time shall be rejected as non-responsive. For matters of uniformity, the Clock located in the Office of the Purchasing Agent shall be the sole determinant of time.

2.2.2 ADDRESS

Sealed proposals shall be delivered to the Office of the Purchasing Agent, 93 Washington Street, 2nd Floor, Salem, MA 01970.

Facsimile and email submissions will not be accepted.

2.2.3 HOURS OF OPERATION

Proposals must be delivered during the normal hours of operation of the City of Salem:

Monday-Wednesday: 8:00 AM-4:00 PM Thursday: 8:00 AM-7:00 PM Friday: 8:00 AM-12:00 PM

2.2.4 COPIES

Proposers must submit one (1) original copy of the proposal.

2.2.5 LABELING

Price and Non-Price proposals must be separately sealed and labeled. Each proposal shall be labeled with (1) the proposal number and title, (2) the proposal due date, (3) the name of the proposer and (4) price or non-price proposal.

2.3 SIGNATURES

A proposal must be signed as follows: 1) if the proposer is an individual, by her/him personally; 2) if the proposer is a partnership, by the name of the partnership, followed by the signature of each general partner; and 3) if the proposer is a corporation, by the authorized officer, whose signature must be attested to by the clerk/secretary of the corporation, and with the corporate seal affixed.

2.4 QUESTIONS, CHANGES, MODIFICATIONS AND WITHDRAWALS

2.4.1 QUESTIONS

Questions concerning this RFP must be submitted in writing to: Anthony Delaney at adelaney@salem.com at least five (5) days prior to the bid opening date. Written responses will be mailed to all bidders on record as having picked up the RFP.

2.4.2 CHANGES

If any changes are made to this RFP, addenda will be issued. Addenda will be posted in the Office of the Purchasing Agent, on the website and e-mailed to all proposers on record as having picked up the RFP.

2.4.3 MODIFICATIONS AND WITHDRAWALS

A proposer may correct, modify, or withdraw a proposal by written notice received by the City of Salem prior to the time and date set the proposal due date.

Modifications must be submitted in a sealed envelope clearly labeled "Modification No. " to the address listed in part one of this section. Each modification must be numbered in sequence, and must reference the RFP.

After the proposal due date, a proposer may not change any provision of the proposal in a manner prejudicial to the interests of the City or fair competition. Minor informalities will be waived or the proposer will be allowed to correct them.

mailto:%20adelaney@salem.com mailto:%20adelaney@salem.com

2.5 UNFORESEEN OFFICE CLOSURES

If, at the time of the scheduled due date, 93 Washington Street, 2nd Floor, Salem, MA 01970, is closed due to uncontrolled events such as fire, snow, ice, wind, or building evacuation, the due date will be postponed until 11:00 AM on the next normal business day. Proposals will be accepted until that date and time.

PART 3. SCOPE OF SERVICES

SCOPE OF SERVICES

The selected respondent shall provide the following categories of services:

3.1 Website Hosting Services

1. Website hosting with uncapped bandwidth for two (2) websites

2. Website security updates performed at minimum twice monthly

3. Multiple domains (up to 6) registries maintained and annual renewals paid

4. SSL Certificate provisioning and maintenance for all domains

5. Plugin licensing and ongoing maintenance

6. Monthly coordination with MassHire staff via virtual meetings to assess content, determine required changes, and ensure compliance with state and federal requirements

3.2 Web Design & Development

1. Minimum of 20 hours per month of technical assistance and website updates, performed in coordination with MassHire team

2. Graphic design services for new content specific to workforce development initiatives

3. Search Engine Optimization (SEO) and Generative Engine Optimization (GEO) when applicable

4. Execution of one paid digital advertising campaign per month as requested by MassHire team.

3.3 Marketing & Content Services

1. Social media page management and updates on a weekly basis for Facebook, LinkedIn, and Instagram

2. Original content writing for website and social media, developed with MassHire team feedback and approval, consisting of two to four posts per month of approximately 250 words each

3. Email marketing and automation services through the Workforce Board's Constant Contact account. Periodic emails shall be sent four to six times per year in consultation with the MassHire team.

3.4 Photography & Video

1. Photography and videography coverage for five to ten hours of MassHire events per month.

2. Editing of photo and video content for use on website and social media

PART 4. EVALUATION AND SELECTION

4.1 MINIMUM REQUIREMENTS

1. At least three years of experience in website hosting and management for nonprofit, government, or public sector organizations

2. At least three years of experience in web design, development, and digital marketing

3. At least three years of experience managing social media accounts for organizations

4. Ability to produce original graphic design, photography, and video content

5. Familiarity with state and/or federal compliance requirements for public-facing websites (Americans with Disabilities Act, Section 508, etc.)

6. Experience with SEO and GEO strategies

7. Capacity to coordinate with client staff through regular virtual meetings and responsive communication

4.2 COMPARATIVE CRITERIA

The proposal will be reviewed and ranked upon the following criteria:

1. Relevant experience and qualifications

Highly Advantageous Firm demonstrates five or more years of experience conducting web hosting and creating social media content for multiple firms similar to the Workforce Board. Created content is enticing, attractive, and effectively communicates relevant information to a broad audience.

Advantageous Firm demonstrates three or more years of experience conducting web hosting and creating social media content for multiple firms similar to the Workforce Board. Created content is enticing, attractive, and effectively communicates relevant information to a broad audience.

Non-Advantageous Firm demonstrates three or more years of experience conducting web hosting and creating social media content for multiple firms similar to the Workforce Board. Created content is adequate and effectively communicates relevant information to a broad audience.

Un-advantageous Firm demonstrates less than three years of relevant experience, or created content is inadequate or does not effectively communicate with a broad audience.

2. Quality and comprehensiveness of proposed service plan.

Proposed plan of service completely meets all needs of the Workforce Board and dedicates sufficient time and resources to fulfill all required social media posts and photography and videography requirements. Plan of service, employee experience, and past work demonstrate vendor's extensive understanding of current workforce needs and trends, worker education, and the supply and demand side of the labor force.

dedicates sufficient time and resources to fulfill all required social media posts and photography and videography requirements. Plan of service, employee experience, and past work demonstrate vendor's adequate understanding of current workforce needs and trends, worker education, and the supply and demand side of the labor force.

Non- Advantageous dedicates sufficient time and resources to fulfill all required social media posts and photography and videography requirements. Plan of service, employee experience, and past work do not demonstrate vendor's understanding of current workforce needs and trends, worker education, and the supply and demand side of the labor force.

Un-advantageous Proposed plan of service does not meet all needs of the Workforce Board and dedicates sufficient time and resources to fulfill all required social media posts and photography and videography requirements.

3. Demonstrated portfolio and work samples

Portfolio demonstrates a very high level of web design, graphic design, English language composition, and photography and videography capture and editing skills.

Portfolio demonstrates a high level of web design, graphic design, English language composition, and photography and videography capture and editing skills.

Non-Advantageous Portfolio demonstrates an adequate level of web design, graphic design, English language composition, and photography and videography capture and editing skills.

Un-Advantageous Portfolio does not demonstrate an adequate level of web design, graphic design, English language composition, and photography and videography capture and editing skills, or contains obvious spelling, grammatical, or graphic errors.

4. References and client satisfaction

Most Advantageous All references fulfill requirements and indicate a high, consistent level of customer satisfaction and on-time and complete service delivery.

All references fulfill requirements and indicate a consistent level of customer satisfaction and complete service delivery.

Non-Advantageous All references fulfill requirements and indicate a consistent level of customer satisfaction.

Un-advantageous Any reference demonstrates dissatisfaction or failure to complete services.

4.2 RULE FOR AWARD

Any contract that may result from this procurement shall be awarded to the responsible and responsive proposer offering the most advantageous proposal, taking into consideration all evaluation criteria described herein, as well as price.

4.3 SELECTION PROCESS

Following the deadline for receipt of proposals, the Chief Procurement Officer (‘CPO’) will open the non-price proposals and prepare a register of proposals submitted. The non-price proposals will be evaluated by an evaluation committee based on the Minimum Requirements and Comparative Criteria contained in this RFP. The evaluation committee shall notify the CPO which proposal was deemed most advantageous. The CPO will then open and evaluate the price proposals, and award the contract to the most advantageous proposal taking into account the evaluation criteria and price.

PART 5. TERMS AND CONDITIONS

5.1 TERM OF CONTRACT

The term of any contract that results from this RFP, shall commence upon issuance of the Notice to Proceed and terminate one year from that date, with the option to renew for up to two additional years in one-year increments.

5.2 ASSIGNMENT AND SUBCONTRACTING

The selected contractor(s) shall not assign, sell, subcontract or otherwise transfer any interest in this contract without the prior written consent of the City.

5.3 OWNERSHIP OF MATERIAL

All rights, titles to and ownership of all data, material, and documentation resulting from this project and/or prepared for the City pursuant to the Awarded Contract shall remain exclusively with the City. The prospective consultant shall be paid for all services as will be specified in the contract.

5.4 ACCESS TO RECORDS

In addition to terms stated elsewhere in the RFP, the City of Salem or any of its duly authorized representatives, shall have access, upon demand, to any books, documents, papers, and records of the successful Consultant which are directly pertinent to the Awarded Contract, for the purposes of making audit examinations, excerpts, and transcriptions. The successful Consultant shall insert identical rights of access for these parties into any subcontractor agreements the successful Consultant enters into under the Awarded Contract. The City of Salem shall reserve this right for the term of the contract and for three (3) years from the date of final payment.

5.5 CONFLICT OF INTEREST

The consultant agrees that to the extent that such law is applicable to the duties it is to perform hereunder, it will comply with the provisions of Chapter 268A of the General Laws concerning conflict of interest. The consultant covenants that it presently has no interest and shall not require any interest, direct or indirect, which would conflict in any manner or degree with the performance under the agreement.

No employee of the City of Salem and no public official who exercises any function or responsibilities in the review or approval of the undertaking or carrying out of this agreement shall participate in any decision relating to this agreement which affects his personal interest or the interest of any corporation, partnership, or association in which he is directly or indirectly interested or have any financial interest, direct or indirect in this agreement or the proceeds thereof.

5.6 FAIR PRACTICES

The Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, gender or gender identity, age, adults with disabilities, veteran status, familial status, sexual orientation or national origin. The

Consultant shall take affirmative action to ensure that applicants are employed, and employees are treated during employment, without regard to race, color, religion, gender or gender identity, age, adults with disabilities, veteran status, familial status, sexual orientation or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other form of compensation; and selection for training including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notice setting for the provisions of this non-discrimination clause.

The Consultant will, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applications will receive consideration for employment without regard to race, color, religion, sex, age, adults with disabilities, veteran status or national origin. The Consultant agrees to comply with the "Governor's Code of Fair Practices" of January 12, 1966, Chapter 151B of the Massachusetts General Laws, as amended and Executive Orders which prohibit discrimination because of race, color, religion, national origin, age, sex, veteran status or handicap.

5.7 INSURANCE REQUIRMENTS

See attached Contract for all information relative to insurance requirements. If contractor does not have insurance at the time of proposal submission, it can be obtained once notified of contract award. The City of Salem will not execute a contract to a Vendor until such Vendor provides evidence of such insurance coverage.

The city of Salem will be willing to reimburse the contractor for up to $2,000 for insurance costs after successful completion of a minimum of three rehabilitation projects. Such costs must be indicated on the pricing form and will be factored into any award decision.

5.8 INDEMNIFICATION

Unless otherwise provided by law, the Vendor will indemnify and hold harmless the City against any and all liability, loss, damages, costs or expenses for personal injury or damage to real or tangible personal property which the City may sustain, incur or be required to pay, arising out of or in connection with the performance of the Contract by reason of any negligent action/inaction or willful misconduct by the Contractor, its agents, servants or employees.

5.9 FEDERAL AND STATE LAW

The selected contractor shall comply with all applicable Federal, State and Local laws and ordinances.

5.10 SAMPLE CONTRACT

See ‘Sample Contract’ attached.