4-RFP STECH Website Redesign MIrgration Proj (1).pdf

Request for Proposals (RFP) For: Website Migration/Redesign

Issued by: Southwest Technical College

Key Dates & Submission Details

Deadline for Questions: February 28, 2026

How to Submit Questions:

● All questions must be submitted via email to Karyn Keanaaina at kkeanaaina@stech.edu by the deadline above.

Proposal Due Date: March 1, 2026

Proposal Submission Instructions AI-Generated Submissions:

We've noticed a rise in vendors submitting responses that are clearly written by AI and don't actually address our requirements. As a result, we are now rejecting any submissions that are found to be

AI-generated.

To ensure your proposal is accepted, it's essential that your personnel carefully review and respond to all requirements with accurate information about your company.

How to Submit Your Proposal:

● Proposals must be submitted via email to Karyn Keanaaina at kkeanaaina@stech.edu by the

Proposal Due Date.

A. Background/Purpose Statement

This Request for Proposals (RFP) is issued in accordance with the Utah Procurement Code and applicable administrative rules of the Utah Administrative Code (update as necessary if your entity has adopted its own code and rule and/or policy – marked green throughout). If any provision of this RFP conflicts with the Utah Procurement Code or Utah Administrative Code, then the Utah Procurement Code or Utah Administrative Code will take precedence.

The purpose of this RFP is to migrate all data and redesign the website for Southwest Technical College

(Procurement Unit).

B. Term

The contract resulting from this RFP will be for the length of time it takes to create, migrate data, and deploy the website.

C. Communications and Question and Answer Period

1. Offerors must not communicate about this RFP with anyone other than the designated Procurement Officer. This includes all other Procurement Unit staff, evaluation committee members, and associated individuals.

2. The Question and Answer period ends on the date and time specified above. Please submit all questions as described above during this period.

We encourage you to ask questions, including those that point out any ambiguity, inconsistency, scope exceptions, overly restrictive requirements, or other errors in this

RFP.

The Procurement Officer will respond to all inquiries via the email address listed above.

Questions will be answered individually. Be aware that an answered question or an addendum can modify the specifications or requirements of this RFP.

It is your responsibility as an Offeror to submit proposals that meet all requirements, including those found in answered questions and addenda.

D. Instructions to Offeror

1. This RFP doesn't aim to limit the content of your proposal or exclude essential information. In fact, we encourage you to elaborate on the specifications to demonstrate your service capabilities clearly.

2. The Procurement Unit may reopen this solicitation or issue a new one if it believes doing so could increase competition for the goods or services being procured.

3. The Procurement Unit may opt to hold interviews or presentations if it's deemed to be in their best interest.

If scheduled, the Procurement Unit will set the date, time, and procedures, and will notify eligible

Offerors. Only Offerors who meet the RFP's minimum requirements and technical score threshold will be invited.

Any statements made during interviews or presentations will be documented as an addendum to your proposal. These statements must align with your original proposal and can only be used to clarify or fill gaps.

Please note that all costs for interviews and presentations will be the Offeror's responsibility.

4. If this RFP defines an item by a trade name, brand name, manufacturer, or model number, assume "or equivalent" applies. We welcome proposals that include equivalent products.

5. You might need to submit product samples so the Procurement Unit can evaluate if an item meets the RFP's specifications.

Unless stated otherwise in the solicitation, samples must be provided free of charge. If a sample isn't destroyed during testing, we can return it at your expense upon your written request, provided it's within any specified deadline.

All samples must be clearly labeled or identified as the Procurement Unit specifies in the solicitation.

F. Scope of Work

1. Introduction

a. Southwest Technical College (Procurement Unit) is seeking a qualified vendor to redesign and migrate its current website (stech.edu) to a modern, accessible, and easy-to-maintain platform. The redesigned website will be hosted on Amazon Web

Services (AWS) and built using a major Content Management System (CMS), such as

WordPress, Wix, or Squarespace. This project aims to improve usability, accessibility, and performance while ensuring long-term sustainability with internal staff. Deliverables will include: 3-5 suggested themes that are native to the CMS system of choice, transfer of all pertinent data from the original website, ensuring responsiveness and compatibility across all browsers and devices, assisting with implementing WCAG 2.1 standard compliance, security configurations, third party integrations, and any hand-over training to endure the website can be maintained by the school independently post-contract.

2. Background

a. The current stech.edu website no longer meets the evolving needs of the Procurement

Unit’s stakeholders. The site requires a modern design, enhanced accessibility, better performance, and ease of content management. This project will directly support the

Procurement Unit’s mission of providing accessible and effective technical education by improving user experience and information delivery. The need for this project arose from feedback received from users and staff, as well as technological limitations of the current system.

3. Scope of Work

a. Project Objectives:

i. Redesign the college website with a modern, responsive design and a user-friendly interface.

ii. Migrate existing content and ensure proper SEO and accessibility compliance.

iii. Host and configure the new website on AWS with enhanced security and performance.

iv. Provide training and documentation to allow internal staff to maintain the website.

b. Tasks:

i. Website Redesign

1. Present 3–5 theme options through the chosen CMS.

2. Customize the selected theme per branding and functional requirements.

3. Ensure the site is responsive and WCAG 2.1 compliant.

ii. Data Migration:

1. Transfer all content, images, and data from the current site.

2. Maintain URL structures where possible.

3. Backup and validate data; convert all migrated data to WCAG 2.1 standards.

iii. Hosting & Configuration:

1. Deploy the site on AWS.

2. Implement security, SSL, access controls, and speed optimizations.

3. Set up third-party integrations if applicable.

iv. Handover & Training:

v. Provide documentation and conduct training on the CMS’s native editor.

vi. Ensure the final website is standalone and manageable by in-house staff.

c. Estimated Timeline:

d. Requirements

i. Offerers must:

1. Provide 3–5 references from similar projects.

2. Submit itemized pricing and proposed timeline.

3. Deliver all training materials and documentation.

ii. The Procurement Unit will:

1. Provide access to current website resources and branding guidelines.

2. Participate in milestone approvals and content validation.

iii. Key Milestones:

1. Theme Presentation – 10% Completion

2. Theme Implementation Complete – 30% Completion

3. Data Migration Complete – 50% Completion

4. Hosting & Security Setup – 70% Completion

5. Project Handover – 100% Completion

4. Compliance

a. Project standards include:

i. WCAG 2.1 accessibility standards.

ii. AWS best practices for hosting and security.

Task Start Date End Date

Theme Development 03/02/26 03/20/26

Theme Customization 03/20/26 03/30/26

Content/Data Migration 04/01/26 04/10/26

AWS Hosting Setup 04/06/26 04/17/26

Testing & Optimization 04/15/26 04/24/26

Staff Training & Handover 04/24/26 05/01/26

iii. SEO guidelines for URL and metadata management.

Progress will be tracked via weekly status meetings and milestone reviews. All deliverables must be reviewed and approved by the Procurement Unit’s marketing team before they can be accepted.

5. Project Deliverables

a. Website Redesign: 3–5 CMS theme mockups; implemented, customized CMS site

b. Data Migration: Migrated website data; validated content structure and functionality

c. Hosting Setup: Deployed secure, optimized AWS-hosted site

d. Training & Documentation: User manuals; recorded training sessions; one in-person/virtual training

e. Final Product: Fully operational, accessible website with CMS ready for internal maintenance

6. Project Timeline

a. Estimated Timeline:

7. Project Budget

a. To be completed by the vendor in the bid submission: must include line-item costs for:

i. Theme development and customization

ii. Data migration

iii. Hosting setup

iv. Training and documentation

v. WCAG 2.1 Accessibility Standard Compliance

vi. Optional services/add-ons

G. Mandatory Minimum Requirements

Offerors must demonstrate the ability to meet or exceed the mandatory minimum requirements outlined below by providing a narrative point-by-point response, in the order listed, to each requirement.

Task Start Date End Date

Theme Development 03/02/26 03/20/26

Theme Customization 03/20/26 03/30/26

Content/Data Migration 04/01/26 04/10/26

AWS Hosting Setup 04/06/26 04/17/26

Testing & Optimization 04/15/26 04/24/26

Staff Training & Handover 04/24/26 05/01/26

The following mandatory minimum requirements must be met for a proposal to be considered responsive:

1. Line-item costs for:

a. Theme development and customization

b. Data migration

c. Hosting setup

d. Training and documentation

e. WCAG 2.1 Accessibility Standard Compliance

f. Optional services/add-ons

All of the items described in this section are non-negotiable. However, if a manufacturer's specification is used or identified above, then a proposal may include, in sufficient detail, that its proposal contains an equivalent brand.

If it is determined that a proposal does not meet these requirements at any time during the solicitation process, the proposal will be deemed non-responsive and disqualified from further consideration.

H. Technical Criteria

1. The subjective criteria that will be used to evaluate proposals are:

a. Technical Category #1 (1000 Points): Proposed Work Plan/Timeline

b. Technical Category #2 (1000 Points): Hosting & Security Setup

c. Technical Category #3 (500 Points): Quality of Designs Proposed

d. Technical Category #4 (1000 Points): Ease of Use - Back End User

e. Technical Category #4 (500 Points): Quality of Training

For ease of evaluation, the proposals must provide a point-by-point response, addressing in detail each area of the evaluation criteria, including addressing how the point-by-point response addresses the issues discussed in this RFP.

I. Cost Submission/Price Guarantee

1. PAs required by Utah Code Annotated (UCA) § 63G-6a-707(7), your cost proposal will be evaluated separately from your technical proposal. Therefore, you must submit them as distinct documents.

Do not include any costs or pricing data within your responses to the mandatory minimum requirements or the technical proposal sections.

Failure to submit a complete cost proposal will result in your entire proposal being deemed non-responsive and rejected.

Furthermore, failure to submit cost or pricing data separately from your technical proposal will also lead to your proposal being judged as non-responsive and ineligible for a contract award.

2. Price Guarantee

Offeror must guarantee its pricing for one (1) year.

If this RFP allows price adjustments, you must submit any request at least 30 days before the proposed effective date. Your request needs to include sufficient supporting documentation, such as a market analysis.

No price adjustment will take effect unless the Procurement Unit approves it. Any approved price adjustment will be guaranteed for the same duration as the original price guarantee. The

Procurement Unit will immediately benefit from any market price decreases or allowable discounts.

3. Price Instructions to Offeror

Offeror must submit a completed Attachment # - Cost Sheet.

J. Evaluation Process

1. Stage 1: Initial Review

In the initial phase of the evaluation process, the Procurement Unit will review all proposals received on time. Non-responsive proposals not conforming to RFP requirements or unable to meet the mandatory minimum requirements will be eliminated from further consideration.

2. Stage 2: Technical Proposal Evaluation Responsive proposals will then be evaluated by an evaluation committee appointed by the

Procurement Unit against the proposal technical criteria noted in this RFP. Proposals will be assessed against the technical criteria as follows:

a. Technical Criteria:

i. Technical Category #1 (1250 Points): Proposed Work Plan/Timeline

ii. Technical Category #2 (750 Points): Hosting & Security Setup

iii. Technical Category #3 (750 Points): Quality of Designs Proposed

iv. Technical Category #4 (1000 Points): Ease of Use - End-User

v. Technical Category #4 (750 Points): Quality of Training Proposed

vi. Total Technical Points Possible: 4500 Points

Offerors that achieve a minimum score threshold of 2400 points will proceed to the Final

Stage: Cost Proposal Evaluation. Offerors with a score of less than the minimum required technical points will be deemed non-responsive and ineligible for further consideration.

The evaluation score sheet has been attached to this RFP. The attached evaluation score sheet outlines the relative weight assigned to each evaluation criterion.

The evaluation committee, for this RFP, will tally the final scores for criteria other than cost to arrive at a consensus score by the following method: an average of the individual scores.

3. Final Stage: Cost Proposal Evaluation

Offerors successful in the technical evaluation will advance to the Final Stage: Cost Proposal

Evaluation.

The Offeror with the lowest total cost will receive the maximum points of 1,500 Points. Points will be assigned to each Offeror’s cost proposal based on the lowest proposal price.

The Offeror with the lowest total cost will receive 1,500 points, or 100% of the total cost points.

All other Offerors will receive a portion of the total cost points based on what ratio higher their

Proposed Price is than the Lowest Proposed Price.

The formula to compute the points is: Cost Points x (Lowest Proposed Price/Proposed Price).

K. Protected Information

If you want to protect parts of your proposal, you must submit a Claim of Business Confidentiality Form. Please note that pricing cannot be confidential and will always be public.

How to Request Non-Disclosure:

To protect information, you need to complete the Claim of Business Confidentiality form when you submit your proposal. This form requires:

● A clear explanation of why your claim of confidentiality is valid (as per Subsection

63G-2-309(1)).

● An electronic "redacted" copy of your proposal, clearly marked "Redacted Version". This copy should exclude all protected information.

You can find the form here:

https://purchasing.utah.gov/wp-content/uploads/Business-Request-for-GRAMA-Business-Confide ntiality-Claim.pdf

Important: You cannot mark your entire proposal as "PROTECTED," "CONFIDENTIAL," or

"PROPRIETARY."

Submitting Your Proposal:

If your proposal contains confidential information, you must submit two separate versions:

1. A "Redacted Version" for public release, with all confidential business information blacked out or removed.

2. A "Protected Business Confidential" version for evaluation purposes, containing all information.

All submitted materials become the property of the Procurement Unit. They may be reviewed by anyone on the evaluation committee and will only be returned at the Procurement Unit's discretion.

L. Award

To determine which proposal provides the best value to the procurement unit, the evaluation committee shall evaluate each responsive and responsible proposal that has not been disqualified from consideration under the provisions of Part 7 of Utah Code 63G-6a, using the criteria described in this RFP.

It is anticipated that this RFP will result in a single contract award to the responsive and responsible Offeror with the highest score justified by the procurement code.

M. Terms and Conditions

Any contract awarded from this RFP will include, but not be limited to, the Standard Terms and

Conditions (see Attachment A in the Bonfire Files section).

We strongly discourage exceptions or additions to these Standard Terms and Conditions.

However, if you must propose changes, you must submit them with your proposal. Changes submitted after the proposal deadline will not be considered. Do not submit requests for exceptions or additions by referencing a website or URL; doing so may lead to your proposal being rejected. You may submit questions about the Standard Terms and Conditions during the

Question and Answer period.

The State may refuse to negotiate exceptions or additions if they are:

● Deemed excessive.

● Inconsistent with similar contracts of the procurement unit.

● Related to warranties, insurance, or indemnification provisions necessary to protect the procurement unit (after legal consultation).

● Specifically prohibited by the solicitation.

● Not in the best interest of the procurement unit.

For any proposed changes, you must provide Attachment A's Standard Terms and Conditions in

Microsoft Word format with redline edits. Any additional terms or documents should be in separate Microsoft Word files. You must also provide the name, contact information, and access details for the person(s) directly involved in legal negotiations.

Be aware that any mandatory acceptance of your company's terms and conditions may result in your proposal being deemed non-responsive.

Any award from this RFP is contingent upon successful negotiation of contract terms and conditions (if required). The State may reject a proposal if the awarded offeror fails to sign a contract within 90 days of the award.

N. Attachments:

Scope of Work

Cost Sheet

Score Sheet