3242AM Addendum 3.pdf

Hanover: People, Tradition and Spirit

BOARD OF SUPERVISORS

SUSAN P. DIBBLE, CHAIR

SOUTH ANNA, DISTRICT

F. MICHAEL HERZBERG IV, VICE-CHAIR

COLD HARBOR DISTRICT

SEAN DAVIS

HENRY DISTRICT

DANIELLE GRIESHABER FLOYD

CHICKAHOMINY DISTRICT

RYAN M. HUDSON

MECHANICSVILLE DISTRICT

FAYE O. PRICHARD

ASHLAND DISTRICT

JEFF S. STONEMAN

BEAVERDAM DISTRICT

HANOVER COURTHOUSE

FINANCE AND MANAGEMENT

SERVICES DEPARTMENT

LAUREN K. NULL

ACTING DIRECTOR

P. O. BOX 470

7507 LIBRARY DRIVE

HANOVER, VA 23069

SHELLY H. WRIGHT

BUDGET DIVISION DIRECTOR

GLORIA J. TAYLOR

PURCHASING DIVISION DIRECTOR

HANOVER COUNTY

ESTABLISHED IN 1720

JOHN A. BUDESKY

COUNTY ADMINISTRATOR

PHONE: 804-365-6015

FAX: 804-365-6100

WWW.HANOVERCOUNTY.GOV

January 3, 2024

ADDENDUM NO. 3 TO ALL OFFERORS

Reference – Request for Proposal: 25-26-3242AM

Commodity Codes: 91596 – Web Page Design, Management and Maintenance Services

Dated: December 5, 2024 Proposals Due: Prior to 2:00 PM, January 6, 2025 January 14, 2025

The following is for the purposes of clarifications, changes, and/or modifications to be incorporated to the RFP documents referenced above:

The following questions have been submitted:

Q We notice 3 implementations of the ZoomProspector tool on the current site. Are there other uses?

A The site uses ZoomProspector (iframes) on various pages in the “Locate Your Business” section (GIS Selection

Tool, Industry Emphasis pages, Strategic Location, Labor & Workforce) and “Explore Hanover” (Labor Statistics, Demographics and Community Summary).

Q The ZoomProspector tools are currently embedded in the site using iframes. Would you be open to different implementation of the ZoomProspector tools that allows for better performance and a better user experience?

A Yes. The County is open to suggestions.

Q Are there any events that you post under the events pages that require payment?

A No.

Q How should metadata be managed and stored for the content provided by the County? Are there specific metadata formats or schemas you expect us to use?

A The Offeror should provide their proposed methodology as well as the advantage(s) this methodology provides in the areas of functionality and maintainability.

Q The current website has “Click to Change Language” in the flag? Should the website support any specific languages, or is it expected to be in English only?

A The site currently uses GoogleTranslate and will continue to utilize it. The default language is English with the ability to translate to those languages currently available with GoogleTranslate.

Q Are subcontractors permitted, and if so, is there a limitation on the percentage of work that can be subcontracted? Is it acceptable for the Prime Contractor to have experience in redesigning, designing, and supporting websites that are not specifically related to Economic Development?

A The Offeror must include in their proposal if subcontractors will be utilized and to what extent. The Contractor should have experience as required in the RFP.

Q Will the County need any data backup services, and if so, how often should backups be performed?

A The Offeror should describe their backup methodology and frequency of backups.

Q Is the contract timeline of March 31, 2030, inclusive of all phases of the project like design, implementation, hosting, maintenance, etc.?

A Yes. Refer to 8.5 for renewal of contract language.

Q Is user experience design and strategy and web design something you all are open to beyond simple aesthetic changes? It is likely needed to materially improve SEO.

A We are looking to enhance user experience of the website by streamlining access to needed information and making it visually appealing.

Q Can you elaborate a little more about what is included in the $175/month? Does that include WordPress and plug-in updates, backups, data usage, uptime monitoring, and security updates – is that correct? Does that include the hosting fee?

A Yes, that is correct. It does not include hosting fees. Our department is currently paying independently for the hosting.

Q Is Hanover County interested in implementing advanced analytics tools such as heatmaps or behavioral tracking for user engagement analysis?

A No.

Q Would Hanover County consider features such as chatbots or AI-based search functionality to enhance user experience?

A No.

Q How many user levels/roles are currently in use (e.g., Super Admin, Admin, Content Creator, Content

Approver? Are there any desired changes?

A Currently there are two - Super Admin and Admin. The County would like to add a backup Administrator.

Q Will Hanover County provide testing resources for User Acceptance Testing (UAT), or is this the contractor's responsibility?

A The Offeror should describe any test plans or other testing resources they will to provide to the County. The

County will be responsible for completing UAT tasks.

Q Can you confirm if there is a maximum hourly limit for project management and consulting services?

A The Offeror should propose the services they will provide based on the RFP and addenda. After evaluation, the committee will invite offerors to present and then negotiate. This would be addressed at that time.

Q Where is Attachment D Remote Access?

A See Attachment D Hanover IT Department Vendor Remote Access Standard attached to Addendum 3.

Q What specific insurance requirements must the Contractor meet?

A If the Contractor provides services on property they must meet the insurance requirements shown in Attachment

E attached to Addendum 3.

Note: A signed acknowledgment of this addendum must be received by this office either prior to the due date and hour or attached to your proposal. Signature on this addendum does not substitute for your signature on the original proposal document. The original proposal document must be signed.

Name of Firm

Signature/Title

Date

HANOVER COUNTY

ISSUED BY:

Angela Melton, Contract Manager Finance and Management Services Department Purchasing Division Email: apmelton@hanovercounty.gov Phone: (804) 365-6061

ATTACHMENT E

INSURANCE REQUIREMENTS

A. The Contractor shall be required to maintain in force such insurance, in amounts and types acceptable to the County, as will protect itself and the County from claims which may arise out of or result from the execution of the work, whether such execution be by itself, its employees, agents, subcontractors or by anyone for whose acts any of them may be liable. All insurance shall be provided by companies allowed to conduct business in the Commonwealth. Insurers shall have a Best’s financial strength rating of “A-” or better, and a Best’s financial size category of Class VII, or better, in the latest evaluation of A. M. Best Company, or as otherwise approved by the County. Hanover County and its elected and appointed officials, officers, consultants, agents and employees shall be named as additional insured on the Contractor’s Commercial General Liability and Umbrella Liability insurance for premises, ongoing operations and products and completed operations on a primary and non-contributory basis. Original certificates of insurance signed and provided by authorized representatives of the insurers or, at the County's request, certified copies of insurance policies, evidencing that the required insurance is in effect, shall be provided to Purchasing prior to award of the contract, and within seven (7) days of any written request for a certificate, and for five (5) years after Final Payment for the Work with respect to products and completed operations liability.

B. The Contractor shall not start work under this contract until the Contractor has obtained at his own expense all of the insurance called for hereunder and such insurance has been approved by the County; nor shall the Contractor allow any subcontractor to start work on any subcontract until all insurance required of the subcontractor has been so obtained and approved by the Contractor. Approval of insurance required of the Contractor for the County will be granted only after submission to the County Purchasing Office of original, signed certificates of insurance or, alternately, at the County’s request, certified copies of the required insurance policies.

C. All insurance policies required hereunder shall be endorsed to include the following provision: “It is agreed that this policy is not subject to cancellation or non-renewal until thirty (30) days prior written notice has been given to the Purchasing Office.”

D. The certificate holder should be listed as: Hanover County School Board and Hanover County.

E. Nothing contained in the specifications shall be construed as creating any contractual relationship between any subcontractor and the County. The Contractor shall be as fully responsible to the County for the acts and omissions of the subcontractors and of persons employed by them as it is for acts and omissions of persons directly employed by it. The County will consider deductible amounts as part of its review of the financial stability of the Contractor. Any deductibles shall be disclosed by the Contractor, and all deductibles will be assumed by the Contractor.

Coverage(s) Required Required

Limit Description

Business Automobile Liability

$1,000,000.00 - Combined Single Limit per Occurrence

Commercial General Liability

$1,000,000.00 $2,000,000.00 $2,000,000.00

- Combined Single Limit per Occurrence

- General Aggregate Limit per Project

- Products and Completed

Operations Aggregate

Personal and Advertising Injury Liability

$1,000,000.00

- Each Offense per Person or Organization

Umbrella Excess Liability

$1,000,000.00 - Per Occurrence and Aggregate as Applicable

Worker’s Compensation & Employer’s Liability

$ 500,000.00 $ 500,000.00 $ 500,000.00

- Per Accident

- Disease per Employee

- Policy Limit Disease