ESBD_511117_1777478347587_RFP - Web Design -- Posting Info Attached.docx
DOCX document 56 KB Posted
- Attached to
- WEBSITE DESIGN
- Solicitation number
- 20260001
- Issued by
- Montgomery County, Corpus Christi City, Texas
About this file
This is a Request for Proposal (RFP) issued by the Montgomery Central Appraisal District in Texas for web design services. The District seeks qualified vendors to design, develop, and implement a new public-facing website that modernizes the existing site while improving user experience, accessibility, and transparency. The project encompasses discovery and planning, UI/UX design development, content migration, compliance and security implementation, testing and deployment, staff training, and post-launch support. The District requires vendors to demonstrate five years of business experience and prior involvement with substantially similar projects, preferably in government or public sector technology solutions and property tax or appraisal district systems. Sealed proposals (five copies) must be received by noon on May 29, 2026, with a submission address of 109 Gladstell Street, Conroe, TX (hand delivery) or P.O. Box 2233, Conroe, TX 77305 (mail). Questions may be submitted until May 18, 2026, to vgipson@mcad-tx.org, with responses provided by May 25, 2026. Vendors should propose completion timelines and list blackout days during the contract term.
Proposals must include itemized costs detailing all expenses necessary to complete the scope of work, with pricing remaining firm for the contract duration. Vendors must submit at least five client references, with three being Texas-based businesses or projects, along with case studies demonstrating relevant experience. The District reserves the right to award based on lowest and best bid according to Texas law, reject any or all bids, and terminate the contract for cause with thirty days' written notice. The District is exempt from federal excise, state, and local taxes and will furnish Texas Limited Sales Tax Exemption Certificates upon request. Contract award requires approval by the District Board of Directors, signature by the Chief Appraiser, and issuance of a purchase order before becoming binding; no work may commence without an authorized purchase order.
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REQUEST FOR PROPOSAL (RFP) – WEB DESIGN
Title: Web Design RFP Number: 2026-002 Issue Date: April 29, 2026 Proposal Due Date: May 29, 2026 @ NOON
REQUEST FOR PROPOSAL (RFP) – WEB DESIGN
The Montgomery Central Appraisal District (“District”) is requesting proposals from qualified vendors for RFP 2026-002 – Web Design - for the design, development, and implementation of a new public-facing website. Sealed proposals (five (5) copies) must be received no later than 12:00 p.m. (NOON) on May 29, 2026. Proposals shall be submitted in a sealed envelope conspicuously marked “Attn: RFP Committee – Web Design” and delivered or mailed to: Montgomery Central Appraisal District, Attn: RFP Committee – Web Design, 109 Gladstell Street (hand delivery), P.O. Box 2233, Conroe, TX 77305. Late proposals will not be accepted. Questions regarding this RFP must be submitted by May 18, 2026, to vgipson@mcad-tx.org; responses will be provided by May 25, 2026. The District reserves the right to reject any and all proposals and to waive informalities as permitted by law. More detailed information on the RFP can be found at https://mcad-tx.org/rfp-rfq
INTRODUCTION
The Montgomery Central Appraisal District invites proposals from qualified vendors to provide professional design services for the design, development, and implementation of a new, public-facing website for the District. As its primary objective, the District seeks to modernize its existing website, creating opportunities for better service to the public, property owners, and stakeholders. The new website should enhance usability, improve accessibility, increase transparency, and ensure compliance with all applicable federal and state laws, rules, and requirements. The selected vendor will partner with the District to deliver a user-friendly, secure, and scalable website that reflects current and evolving best practices in government digital services.
This RFP outlines the District’s requirements and expectations. The District will evaluate proposals based on a variety of data and criteria, including, but not limited to, vendor experience and professional references, pricing and cost effectiveness, quality of work and past performance, functionality, adherence to specifications such as implementation methods and timelines, and security and compliance standards. As used herein, the terms “vendor,” “seller,” “contractor,” “bidder” or any similar terms used to reference the bidder shall mean the person or entity offering a proposal in response to this request for proposal.
1.0 GENERAL REQUIREMENTS:
| 1.1 | Read this entire document carefully. Follow all instructions. You are responsible for fulfilling all requirements and specifications. Be sure you understand them. |
| 1.2 | General Requirements apply to all advertised bids; however, these may be superseded, in whole or in part, by the scope, special requirements, specifications or other data contained herein. |
| 1.3 | Governing Law: The laws of the State of Texas fully govern these requirements. The Montgomery Central Appraisal District (District) may request and rely on advice, decisions, and opinions of the Attorney General of Texas and the District’s attorney concerning any portion of these requirements. |
| 1.4 | Bid Proposal Completion: Complete, sign, and return to the District’s Chief Appraiser FIVE (5) complete bid proposals containing information requested herein and any other information applicable to the Vendor’s proposal. An authorized representative of the bidder must sign the proposal. The terms of the winning proposal reduced to a written contract will be binding only when signed by the Chief Appraiser and a purchase order authorizing the products or services has been issued. |
| 1.5 | Bid Returns: Bidders must return five (5) copies of the completed bid to the District at 109 Gladstell Street Conroe, Texas (physical address for hand-delivered bids) no later than NOON on the date specified. Late bids will not be accepted. Submit bids in a sealed envelope conspicuously marked Attn: RFP Committee – Web Design. Address mailed bids as follows: |
| Montgomery Central Appraisal District | |
| Attn: RFP Committee – Web Design | |
| PO BOX 2233 | |
| Conroe, Texas 77305 | |
| 1.6 | Governing Principles: In the event of any conflict between the terms and provisions of these requirements and any other specifications, the specifications shall govern. In the event of any conflict of interpretations of this document, the Montgomery Central Appraisal District’s interpretation shall govern. |
| 1.7 | Addendums: If the District revises specifications, the District’s Chief Appraiser will issue an addendum addressing the nature of the change. Bidders must sign and include it in the returned bid package. |
| 1.8 | Hold Harmless Agreement: Contractor shall indemnify and hold the District harmless from all claims for personal injury, death and/or property damage arising from any cause whatsoever, resulting directly or indirectly from contractor’s performance. Contractor shall procure and maintain, with respect to the subject matter of this bid, appropriate insurance coverage including, as a minimum, public liability and property damage with adequate limits to cover contractor’s liability as may arise directly or indirectly from work performed under terms of this bid. Vendor must provide certification of such coverage to the District upon request. |
| 1.9 | Waiver of Subrogation: Bidder and bidder’s insurance carrier waive any and all rights whatsoever with regard to subrogation against the District as an indirect party to any suit arising out of personal or property damage resulting from bidder’s performance under this agreement. |
1.10 Severability: If any section, subsection, paragraph, sentence, clause, phrase or word of these requirements or the specifications shall be held invalid, such holding shall not affect the remaining portions of these requirements and the specifications and it is hereby declared that such remaining portions would have been included in these requirements and the specifications as though the invalid portion had been omitted.
| 1.11 | Bonds: If this bid requires submission of bid guarantee and performance bond, there will be a separate page explaining those requirements. Bids submitted without the required bid bond or cashier’s checks are not acceptable. |
| 1.12 | Taxes: Montgomery Central Appraisal District is exempt from all federal excise, state and local taxes unless otherwise stated in this document. The District claims exemption from all sales and/or use taxes under Texas Tax Code Chapter 151, as amended (formerly, Chapter 20, Title 122A, Vernon’s Texas Civil Statutes). The District will furnish Texas Limited Sales Tax Exemption Certificates when requested in writing. |
1.13 Fiscal Funding: A multi-year lease or lease/purchase arrangement (if requested by the specifications), or any contract continuing because of an extension option, must include a fiscal “funding out” clause. If, for any reason, funds are not appropriated to continue the lease or contract, said lease or contract shall become null and void. After expiration of the lease, bidder shall remove leased equipment from its place of use without penalty of any kind or form to the District. All charges and physical activity related to delivery, installation, removal, and redelivery shall be the responsibility of the bidder.
1.14 Pricing: Prices for all goods and/or services shall be firm for the duration of this contract and stated on the bid sheet. Prices shall be all inclusive. No price changes, additions, or subsequent qualifications will be honored during the contract. All prices must be written in ink or typewritten. Pricing on all transportation, freight, and other charges must be prepaid by the contractor and included in the bid prices. If there are any additional charges of any kind, other than those mentioned above, specified or unspecified, bidder MUST indicate the items required and attendant costs or forfeit the right to payment for such items.
1.15 Silence of Specifications: The apparent silence of specifications as to any detail, or the apparent omission from it of a detailed description concerning any point, shall mean only the best commercial practice is to prevail and only materials and workmanship of the finest quality are to be used. All interpretations of specifications shall be based on this statement. The items furnished under this contract shall be new, unused, of the latest product in production to commercial trade, and shall be of the highest quality as to materials used and workmanship. The manufacturer furnishing these items shall have experience in design and construction of such items as an established supplier of the item bid.
1.16 Supplemental Materials: Bidders are responsible for including all pertinent data in the returned bid package. The bid should include literature, brochures, data sheets, specification information, completed forms requested as part of the bid package and any other facts which may affect the evaluation and subsequent contract award. Materials such as legal documents and contractual agreements, which the bidder wishes to include as a condition of the bid, must also be in the returned bid package. Failure to include all necessary and proper supplemental materials may result in rejection of the entire bid.
1.17 Evaluation: The District shall us evaluations as a determinant for which bid items or services are the most efficient and/or most economical and shall base evaluations on all factors which have a bearing on price and performance of the items in the user environment. All bids are subject to tabulation by District Administration and recommendations to the District Board of Directors. Compliance with all bid requirements, delivery, and needs of the using department are considerations in evaluating bids. Pricing is NOT the only criteria for making a recommendation. The District reserves the right to contact bidder, at any time, to clarify, verify or request information on the bid.
1.18 Disqualification of Bidder: Upon signing this bid document, a bidder offering to sell supplies, materials, services, or equipment to the District certifies that the bidder has not violated the antitrust laws of this state codified in section 15.01, et seq., of the Texas Business & Commerce Code, or the federal antitrust laws, and has not communicated directly or indirectly the bid made to any competitor or any other person engaged in such line of business. The District may reject any and all bids if the District believes that collusion exists among the bidders. The District may reject bids in which the prices are obviously unbalanced. If bidder submits multiple bids and then withdraws a bid after bids have been opened, all the vendor’s bids will be withdrawn; however, nothing herein prohibits a vendor from submitting multiple bids for different products or services.
1.19 Awards: The District reserves the right to award this contract based on lowest and best bid in accordance with the laws of the State of Texas, to waive any formality or irregularity, to make awards to more than one bidder, and to reject any or all bids. In the event the District does not award a contract to the lowest dollar bidder meeting specifications, the bidder may appear before the Board of Directors and present evidence concerning his proposal and qualifications. The District reserves the right to withdraw any award until execution by the proper authority.
| 1.20 | Assignment: The successful vendor may not assign, sell, or otherwise transfer this contract without written permission of the District Board of Directors. |
| 1.21 | Term Contracts: Contract time specifications, including term lengths, are in the specifications under scope of work when applicable to the request for proposal. |
| 1.22 | Contract Obligation: The District Board of Directors must award the contract, and the Chief Appraiser must sign the contract before it becomes binding on the District or the bidders. Department heads are not authorized to sign agreements for the District. Binding agreements shall remain in effect until vendor successfully delivers all products and service covered by the contract, and the District accepts all products and services as delivered. |
| 1.23 | Purchase Order and Delivery: The successful bidder shall not provide services without a District Purchase Order signed by an authorized agent of the District Administration. |
1.24 Contract Extension: The District’s Board of Directors must approve any extensions, and the District and vendor shall reduce the terms of the extension to a written agreement signed by all parties. Any price escalations are limited to those stated by the bidder in the original bid.
1.25 Termination: The District reserves the right to terminate the contract immediately for default if Vendor breaches any of the terms therein, including warranties of bidder or if the bidder becomes insolvent or commits acts of bankruptcy. Such right of termination is in addition to and not in lieu of any other remedies, which the District may have in law or equity. Default includes, but is not limited to, the following: failure to deliver the proper goods and/or services within the proper amount of time, and/or failure to properly perform any and all services required to the District’s satisfaction and/or failure to meet all other obligations and requirements. Unless otherwise specified, either party may terminate the contract without cause upon thirty (30) days written notice to the other party.
1.26 Escalation Clause: Successful bidder may apply for a price increase to the District. The price increase will be the amount of any increase to the vendor from his supplier. Vendor must provide written documentation of the increase to the Chief Appraiser at least 45 days in advance of any increase. Vendor may not apply for a price increase within the first six (6) months of this contract. The District will not consider increases of more than 20% of the original bid price.
2.0 TERMS AND CONDITIONS:
2.1 Warranty/Price:
Montgomery Central Appraisal District Request for Proposals — December 2019
MONTGOMERY CENTRAL APPRAISAL DISTRICT
REQUEST FOR PROPOSALS — APRIL 2026
Initials of Bidder: _______
| Two | Initials of Bidder: | |
| Page 1 of 2 | Initials of Bidder: _______ | |
| A. | The price paid by the District shall be the price contained in Seller’s quote or bid which Seller warrants to be no higher than Seller’s current prices on orders by others for products or services of the kind and specifications covered by a similar order under similar or like conditions. In the event Seller breaches this warranty the prices and costs shall be the Seller’s current costs on orders by others. The District may cancel this contract without liability for breach of this warranty. | |
| B. | The Seller warrants that no person or selling agency has been employed or retained to solicit or secure any District order based upon any agreement or understanding for commission, percentage, brokerage, or contingent fee excepting bona fide employees of bona fide established commercial or selling agencies maintained by the Seller for the purpose of securing business. A breach or violation of this warranty gives the District the right, in addition to any other rights, to cancel this contract without liability. | |
| 2.2 | Warranty: Seller shall not limit or exclude any implied warranties and any attempt to do so shall render an order voidable at the option of the District. Seller warrants that the services furnished will conform to the specifications and description listed in the bid invitation and purchase order as applicable. | |
| 2.3 | Cancellation: The District shall have the right to cancel for default all or any part of the undelivered portion of an order if Seller breaches any of the terms hereof including warranties of Seller, or if the Seller becomes insolvent or files for protection under the bankruptcy laws. Such rights of cancellation are in addition to and not in lieu of any other remedies, which the District may have in law or equity. | |
| 2.4 | Termination: The District may terminate the performance of work under a Purchase Order, in whole or in part, in accordance with this provision. Work shall terminate on the delivery to the Seller of a “Notice of Termination” specifying the extent to which performance of work under the order shall stop and the date on which the termination becomes effective. This right of termination is in addition to the other rights of the District herein. | |
| 2.5 | Force Majeure: Force Majeure means a delay encountered by a party in the performance of its obligations under this Agreement, caused by an event beyond the reasonable control of that party. Without limiting the generality of the foregoing, “Force Majeure” includes, but is not restricted to, the following types of events: acts of God or public enemy; acts of governmental or regulatory authorities; fires, floods, epidemics, or serious accidents; unusually severe weather conditions; strikes, lockouts, or other labor disputes; and defaults by subcontractors. In the event of a Force Majeure, the affected party shall not be deemed to have violated its obligations under this Agreement, and the time for performance of any obligations of that party shall be extended by a period of time necessary to overcome the effects of the Force Majeure, provided that the foregoing shall not prevent this Agreement from terminating in accordance with the termination provisions. If any event constituting a Force Majeure occurs, the affected party shall notify the other parties in writing, within twenty-four (24) hours, and disclose the estimated length of delay, and cause of the delay. | |
| 2.6 | Assignment-Delegation: The Seller may not assign or delegate any obligation, right or interest in an order without the written permission of the District. Any attempted assignment or delegation by Seller shall be wholly void and ineffective for all purposes unless made in conformity with this paragraph. | |
| 2.7 | Waiver: A waiver or renunciation of a claim or right arising out of a breach of contract cannot discharge, in whole or in part, the claim or right unless the breaching party provides consideration for the waiver or renunciation and the parties commemorate the waiver or renunciation in a written document signed by the aggrieved party. | |
| 2.8 | Modification: The parties may only modify or rescind a Purchase Order in writing, signed by both parties, or their duly authorized agents. | |
| 2.9 | Parol Evidence: This writing is intended by the parties as a final expression of their agreement and as a complete and exclusive statement of the terms of this agreement. No course of prior dealings between the parties nor any usage of trade shall be relevant to supplement or explain any terms of this agreement or to determine the meaning of this agreement even though the accepting or acquiescing party has knowledge thereof and opportunity for objection. Terminology in this this agreement, if defined by the Uniform Commercial Code, (the “UCC”), shall have the UCC definition. | |
| 2.10 | Applicable Law: The laws of the State of Texas in effect on the date of the purchase order shall govern this agreement. |
2.11 Advertising: Seller shall not advertise or publish, without the District’s prior consent, the fact that the District has entered into any contract, except to the extent necessary to comply with proper requests for information from an authorized representative of the federal, state, or local government.
2.12 Right to Assurance: Whenever the District in good faith has reason to question the other party’s intent to perform, the District may demand that the other party give written assurance of his intent to perform. In the event that a demand is made and no assurance is given within five (5) days, the District may treat this failure as an anticipatory repudiation of the contract.
| 2.13 | Venue: Both parties agree that venue for any litigation arising from this contract shall lie in Conroe, Montgomery County, Texas. |
| 2.14 | Prohibition Against Personal Interest in Contracts: No officer or employee of the District shall have a financial interest, direct or indirect, in any contract with the District, or shall be financially interested, directly or indirectly, in the sale to the District of any land, materials, supplies, or service, except on behalf of the District as an officer or employee. Any willful violation of this section shall constitute malfeasance in office, and any officer or employee guilty thereof shall be subject to disciplinary action under applicable laws, statutes, and codes of the State of Texas. Any violation of this section, with the knowledge, expressed or implied of the person or corporation contracting with the District shall render the contract involved voidable by the Montgomery Central Appraisal District Board of Directors. |
3.0 SCOPE OF WORK:
The District intends to engage the services of a proven web design profession for this project. Project objectives include:
· Improving the website’s overall user experience and navigation.
· Ensuring compliance with ADA accessibility standards (WCAG 2.1 or latest).
· Enhancing transparency and public access to information.
· Providing mobile-responsive and device-compatible design.
· Strengthening security and data protection.
· Enabling efficient content management by District staff.
· Aligning with applicable Texas public information and web standards.
Vendor may not subcontract or outsource any portion of this solicitation unless agreed to in writing by the parties. The proposed solution must meet industry standards for data protection and security. At a minimum, the vendor must provide the following:
3.1 Functional Requirements:
A. Discovery and Planning – The selected vendor will undertake stakeholder interviews and assessments to establish baseline needs of the District in relation to the improvement of website functionality. The vendor will review current website content, functionality and performance and propose a solution through the development of a sitemap and information architecture.
B. Design – The selected vendor shall develop a web design to include an improved user-centered interface (UI) and user experience (UX) design concepts. Solutions should align with District identity and branding. Vendor and District stakeholders will participate in a proto-typing and design approval process choregraphed by the vendor with input from District representatives.
C. Development – Development of an approved design shall utilize a modern, secure platform (CMS preferred) and emphasize a mobile first responsive design strategy. Implementation shall integrate search functionality and public-facing tools. The final product shall fully comply with WCAG 2.1 AA or higher accessibility standards.
D. Content Migration and Optimization – Vendor services must include migration of existing web content to the new site and restructuring of content for optimization and usability.
E. Compliance and Security – The end product must ensure accessibility and ADA compliance and should also consider the facilitation of the District’s Public Information Act compliance requirements through website functionality and capabilities. The website must comply with data protection and security best practices in a verifiable manner.
F. Testing and Deployment – Prior to final deployment of the new website, vendor and District’s representatives must test functionality, usability, and accessibility of the final product. The end product must verifiably demonstrate a broad range of web browsers and device compatibility. Final deployment of the website should entail product launch support from the vendor.
G. Training and Support – The selected vendor will provide training for District staff as applicable to the new website’s functionality, including training on content management systems. Vendor must provide documentation and user guides, as applicable. Vendor’s proposal should detail post-launch support and maintenance options contemplated or made available.
H. Reporting and Meetings – The proposed solution must accommodate meetings between vendor and a District representatives, as needed.
3.2 Pricing Structure:
Price quotes must include itemized costs and detail all costs necessary to complete the Scope of Work.
3.3 Quality Assurance:
Vendor and its employees and agents must maintain a high level of quality, professionalism, and workmanship. Proposals should include vendors approach to security and compliance.
4.0 PERIOD OF CONTRACT:
Vendor should propose a timeline for completion of the scope of work. The District reserves the right to terminate a contract for cause by giving thirty (30) days written notice of the intent to terminate.
5.0 PROPOSAL FORMAT AND SUBMISSION REQUIREMENTS:
Submit proposals in the format outlined below. Incomplete proposals may not be considered.
Proposal Sections:
5.1 Cover Letter and Executive Summary: Provide vendor data, including the vendor’s full legal name and contact information, and a summary of the proposal.
5.2 Company Background: Outline your company’s history, services offered, and relevant experience, including qualifications, sample reports, analysis, or case studies from other projects, as applicable.
5.3 Technical Approach: Describe your approach to fulfilling the scope of work, including methodology and technology utilized, security and compliance protocols, and a detailed description of the proposed solutions with support and maintenance plans.
5.4 Project Timeline: Estimate delivery and implementation timelines.
5.5 Pricing: Present a detailed pricing structure.
5.6 References: Submit at least five references from clients with similar requirements, of which three must be Texas-based businesses or projects.
5.7 Compliance Statements: Confirm your understanding and compliance with all terms and conditions outlined in this RFP. Detail and explain any exceptions or deviations.
An authorized representative of the bidder MUST sign the proposal. The contract will be binding only after it has been approved by the District’s Board of Directors, signed by the Chief Appraiser, and documented by a purchase order authorizing the products and services.
6.0 CONTRACTOR QUALIFICATIONS:
To qualify for bidding on this project, bidder must have been in business at least five (5) years and have prior experience with projects substantially similar to the Scope of Work described herein. Vendors should demonstrate: (1) Proven experience in government or public sector technology solutions, (2) Experience with property tax or appraisal district systems, (3) Successful implementation of similar platforms, (4) Knowledge of data security standards and compliance requirements, (5) Financial stability and organizational capacity, and (6) Ability to meet project timelines and deliverables. Bidder must provide references for similar jobs as required in the solicitation.
All bids must include a list of any “blackout days” for the expected term of this contract and the expected delivery time in workdays per task. “Blackout days” are defined as days reserved for work other than the work required by this solicitation.
The District may utilize a Dun and Bradstreet analysis in reviewing bidder’s history and qualifications.
7.0 POINT OF CONTACT
Submit any questions regarding this RFP to vgipson@mcad-tx.org no later than May 18, 2026. Responses will be provided by May 25, 2026.
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