NWSDS Website Redesign RFP.pdf

Requests for Proposals

Website Redesign

For

NorthWest Senior and Disability Services

Date of Request: October 19, 2023 Date Proposals Due: 5:00 PM, November 17, 2023

Request for Proposals

Requests for Proposals for Website Redesign

Notice is hereby given that the NorthWest Senior and Disability Services(“NWSDS”) is currently soliciting written proposals from qualified vendors to provide Website Redesign services.

A copy of the “Website Redesign Requests for Proposals” will be available at no charge from the OregonBuys website or by sending a request via email to kim.hunt@nwsds.org.

Responsive Proposals for Website Redesign Services must be emailed to: kim.hunt@nwsds.org no later than 5:00 p.m. local time on November 17, 2023.

Questions regarding this RFP should be addressed to Kim Hunt, Advisory Council and Public Affairs Specialist at kim.hunt@nwsds.org or (503) 967-1848

Section A: Overview

1. Background

NWSDS is an inter-governmental agency created by charter and agreement pursuant to Oregon Revised Statutes (ORS) Chapter 190. The Agency administers programs for seniors and people with physical disabilities in Clatsop, Marion, Polk, Tillamook and Yamhill counties. Agency offices are located in Dallas, McMinnville, Salem, Tillamook, Warrenton and Woodburn.

The current NWSDS website was developed in-house approximately 5 years ago and worked well for the time. However, our website has outlived its useful lifecycle and it is time for a refresh. Issues with the current website for NWSDS include an outdated site design both functionally and aesthetically. The website does not possess features that would allow citizens to conveniently access information or download and submit documents and forms. The homepage and department pages are cluttered with information, and current breadcrumbs are inadequate which all contribute to difficulty in navigating the site. Over time the use of custom images for buttons has created an inconsistency of look and feel across the site. The current site is difficult to update and maintain information, and it is a laborious process that is mainly the sole responsibility of the Information Technology department.

Currently we use Wordpress, for both intranet and internet sites o On the internet site (NWSDS.org) specifically Divi as the themebuilder o On the Intranet we use the Weaver 2.2.9 theme with the indie ave sub theme

Currently we use Linux-based operating systems for both our external website and intranet Our external website uses HostPapa as a webhost Our intranet is hosted on a server internally and has no external webhost

2. Project Description

NWSDS is seeking the aid of a knowledgeable vendor who has experience in partnering with government agencies to enhance its online capabilities. Specifically, NWSDS needs an updated website (www.nwsds.org) to enhance the user experience, simplify content management, and provide improved consumer-centric information, while meeting high standards for design quality and visual appeal within NWSDS branding standards. At a minimum, the new website must be developed with a responsive design that will adjust to all devices and built to be accessible to the consumers we serve.

Further, the site must be easily maintained by NWSDS staff without requiring extensive HTML knowledge.

In addition, the vendor should have experience in building an intranet with extensive document management to manage multiple different departments. NWSDS is open to ideas on the best organization model and platform. It will need to be searchable with indexing for documents and have the ability for multiple logins for document management by each department. The vendor should be prepared to work with a focus group of NWSDS staff from different departments to identify the needs around functionality and organization for the intranet.

The new website and intranet will have the depth of functionality and security that will enable NWSDS’s staff to streamline processes and provide the best user experience for our citizens, more specifically described in Section B.1.

Ideally, the vendor would design and build both the nwsds.org website and intranet. However, we are open to splitting the projects up. Upon completion, the vendor must surrender root and admin access to the servers and websites as well as all source code and copywrite.

NWSDS seeks a vendor that has the capability of integrating additional features and functionality that may be identified in the future. NWSDS would like the vendor to ensure website meets all security protocols for now and into the future.

3. Questions and Requests for Clarification

All questions and requests for clarification shall be made in writing and sent via email to the following individual no later than the deadline to submit questions identified in the Schedule of Events.

Contact: Kim Hunt, Advisory Council and Public Affairs Specialist

Email: kim.hunt@nwsds.org

4. Addenda

NWSDS will answer all questions and requests for clarification in the form of an addendum that will be published in OregonBuys. It is the responsibility of the vendor to check for any issued addenda in OregonBuys before submitting a response.

5. Modification or Withdrawal of Proposal

Prior to the scheduled closing time for receiving proposals, any vendor may withdraw their proposal.

Only written requests for the modification or correction of a previously submitted proposal received by NWSDS prior to the RFP due date and time will be accepted. Oral, telephone, or fax modifications or corrections will not be recognized or considered. After the scheduled closing date and time for receiving proposals, no proposal may be withdrawn.

6. Public Record/Confidential or Proprietary Information

All information submitted by a proposer shall be public record and subject to disclosure pursuant to the Oregon Public Records Act (ORS 192.410 et seq.), except such portions of the proposals for which proposer requests exemption from disclosure consistent with Oregon law. If a proposer believes that any portion of its proposal contains any information that is a trade secret under ORS Chapter 192.501(2), or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.311 through 192.478), the proposer shall complete and submit the Affidavit of Trade Secret (Exhibit A) and a fully redacted version of its proposal.

If a proposer fails to identify the portions of its proposal that proposer claims are exempt from disclosure, the proposer has waived any future claim of non-disclosure of that information. Identifying the proposal, in whole, as exempt from disclosure is not acceptable.

The fact that a proposer marks and segregates certain information as exempt from disclosure does not mean that the information is necessarily exempt. Any portion of a proposal that the proposer claims constitute a “trade secret” or is “confidential” must meet the requirements of ORS 192.501(2) and ORS 192.502(4).

NWSDS will make an independent determination regarding exemptions applicable to information that has been properly marked and redacted. Unless expressly provided otherwise in this RFP or in a separate communication, NWSDS does not agree to withhold from public disclosure any information submitted in confidence by a Proposer unless the information is otherwise exempt under Oregon law.

If NWSDS refuses to release the records, the proposer agrees to provide information sufficient to sustain its position to the Marion County District Attorney, who currently considers such appeals. If the District Attorney orders that the records be disclosed, NWSDS will notify the Proposer in order for the proposer to take all appropriate legal action. The proposer further agrees to hold harmless, defend and indemnify NWSDS for all costs, expenses and attorney fees that may be imposed on NWSDS as a result of appealing any decision regarding the proposer’s records.

7. Schedule of Events and Submittal Requirements

Date of Request: __October 19_________

Questions due by: __November 9________

Proposals due: __November 17_______

Proposals due: 5:00 p.m. local time, Friday, November 17, 2023

Submit proposals by email to kim.hunt@nwsds.org

Submittal Information

Submittals not received on or before the specified deadline stated in the Schedule of Events will not be accepted (no exceptions). Proposals submitted in response to this RFP shall be valid for 180 days from the submittal due date. NWSDS reserves the right to request follow-up information or clarification from vendors in consideration. Vendor is responsible to ensure delivery by the date and time included.

Section B: Minimum Requirements

The information in this section represents required functional capabilities necessary to meet NWSDS’s goals for a website redesign. The items listed are not all-inclusive, and other items may be recommended or added that would benefit NWSDS. NWSDS's new vendor must be able to provide, at a minimum, the components shown.

1. Website Redesign & Content Management System

Minimum functional requirements must include:

NWSDS Website - Specific Clean and easily navigable Maintain the ability to use subdomains Calendars - Update/publish calendars for departments, counties, and offices with a main calendar to display all events Secure and HIPAA compliant chat functionality for the Aging and Disability Resource Department and Adult Protective Services Department ADA Accessibility - checker/auditor built natively within editor Translation plugin - Include a translation program that allows other languages and takes into account grammar and proper slang translations – meaning, not Google translate or similar translation programs

Online Donation Page for our Nutrition Program and Consumer and/or Provider payments for medical and/or training programs in a secure transaction

Printable Pages - Print-friendly function Responsive Web Design - Fully mobile responsive design - site adjusts to the screen size of all devices it’s being view on, includes forms, calendars, etc.

Site Statistics - Analytics and site audit reports that are HIPAA compliant with our ADRC chat function and fillable forms

Intranet - Specific Clean and easily navigable Site Search - Internal site search engine and log of search terms Multiple logins to manage departments Staff Directory

Document Management Document Storage - Upload/download capability for files up to 1GB, back-end ability to search within published and unpublished documents Online Forms – Create unlimited customizable forms, track and export results – we would like to explore options to maintain security HIPAA compliance with these forms

Image Repository - Store images in a central location on website

Rotating Photos/Banners - Slideshow capabilities (more important for website than intranet, but would be a nice feature on the intranet)

Administrative Features

Browser Based Administration - Update, delete and create content from any device with internet access

Permissions - Allow system administrators to establish levels of rights for staff to update/manage/access content based upon roles

WYSIWYG Live Editing - Add, edit, and move content directly on the front end of the site without the need to utilize or be trained in writing HTML or CSS code

Optional Functionality ADA accessibility with automated remediation and accommodation processes allowing a

WCAG 2.1 or higher certification.

Ability to offer departments their own themed homepage within the intranet including menu structure and search priority while within department content

2. Project Management & Implementation

The chosen vendor will supply a professional project team to oversee and provide the implementation services needed for a successful implementation of NWSDS’s new website. The vendor’s project team shall be responsible for developing a comprehensive project management plan to include outlining methods of communication for implementation, supplying a detailed project timeline, and identifying tasks and deliverables.

3. Stakeholder Outreach

The chosen vendor will be required to conduct stakeholder outreach to identify and refine objectives and criteria of website and meet with staff to review and select design and function alternatives for website.

4. Training

NWSDS expects the vendor to provide in-depth, professional training services which will educate NWSDS staff on functionality, features, processes, and best practices. After training sessions, NWSDS’s staff should be confidently prepared to maintain the new website after launch.

5. Continuing Services

NWSDS anticipates a maintenance service agreement with the chosen vendor after launch of the system with pre-agreed upon cost levels, which shall include:

Technical Support & Services

Technical Support – The vendor shall provide U.S.-based, live technical support. Technical support shall be available through multiple communication channels, including phone, email, and chat. Self-service training (video tutorials, documents, or webpages) shall be available for NWSDS staff to access at any time. This does not have to be created by the vendor; something just needs to be available for the NWSDS Team to access at any time.

Maintenance – The vendor shall continually work to enhance and update the systems. This should include, at a minimum, development, testing, backups, and regularly scheduled fixes, patches, and other enhancements.

Section C: Submittal Format & Requirements NWSDS will evaluate vendor experience, qualifications, and capabilities for developing and implementing the technology requested in this RFP. The narrative portion and the materials presented in response to this Request for Proposals should be submitted in the same order as outlined and must contain, at a minimum:

1. Executive Summary

Provide a short overview of how vendor will assist NWSDS in achieving the goals outlined in this

RFP

2. Company Profile

Include an overview of vendor’s company, which encompasses a brief company history highlighting your experience working with government agencies, the length of time the company has been in business, how many websites you have designed and the number of current employees

Name the vendor’s main point of contact for the RFP process, including their email address and telephone number

Describe any differentiators that set vendor and vendor’s systems apart from your competitors One-source vendors are preferred. If utilizing subcontractors for any portion of the RFP requirements, provide subcontractor company information and key personnel involved

3. Experience

Provide a minimum of three local government references, and include the following information for each:

o Client name o Website URL o Client contact person and title o Phone o Email address

Provide a portfolio of 4-6 examples of vendor’s website design experience

4. Project Team

Identify and define vendor’s project team roles for implementation Include a project team organization chart showing the relationship of each role Include resumes at the back of the proposal which reflect education and experience of key staff

5. Features & Functionality

Provide a brief description of how vendor’s solution meets the minimum functional requirements as identified in Section B.1

Identify any functional requirement vendor’s solution cannot provide as described in Section B.1 Complete and include Functional Requirements table (Exhibit B)

6. Implementation Plan

Provide a typical phased implementation timeline including major tasks and deliverables Provide a description of the vendor’s implementation approach including methodology for data migration Outline what role NWSDS will play in the implementation of the new website

7. Ongoing Services

Technical Service & Support o Describe vendor’s technical support services, including hours of support, methods to access support, and the availability of emergency support o Identify any online, self-service training, and support resources available after launch o Describe provided maintenance, including system releases, patches, and enhancements

Hosting & Security o Describe proposed hosting and security services that meets the requirements in Section

B.4 o Describe security, backup, and disaster recovery processes

8. Cost Proposal

Provide a cost proposal that includes a detailed breakdown of the costs for the scope of work and services listed in Section B as well as for the following:

o One-Time Implementation Services Include specific details and amounts of any content or data migration, training hours, stakeholder outreach, and any included enhancements and functionality to meet the requirements o Annual Services Include details on, technical support and maintenance o Fees Total first year cost (combined one-time fees and first year annual fees) Annual fees beginning year 2

Provide separate cost proposals as outlined in the above bullet point for the NWSDS Website and intranet.

Separately list any deviation from the listed scope of work that would significantly affect costs or optional enhancements that vendor believes will benefit NWSDS’s project.

The format for the cost proposal is to be selected by the vendor.

9. Insurance Requirements

Identify the professional liability coverage that the company carries.

10. Exceptions

Identify any exceptions to the specifications of this RFP and attachments. Exceptions must reference the relevant section(s) and an alternate solution or substitute language in lieu of such requirement or specification.

Section D: Proposal Contents

Proposals will be evaluated and scored from 1-5 points on each category, for a maximum potential score of 20 points, as noted below:

1. Functionality (5 points)

Proposed solution(s) must meet the scope, requirements and needs included herein and be presented in a clear and organized manner.

2. Approach (5 points)

Bidders will be evaluated on their understanding and methodology for accomplishing the project’s objectives and tasks.

3. Value and Cost (5 points)

Bidders will be evaluated on the cost of their solution(s) based on the work to be performed in accordance with the scope of this project.

4. Experience and Technical (5 points)

Bidders will be evaluated on their experience as it pertains to the scope of this project.

Bidders must provide recent project examples specific to this type of work and descriptions, as well as documentation, of staff technical expertise and experience.

Section E: Evaluation Process and Selection Criteria

1. General

NWSDS will appoint a committee to evaluate the proposals received in response to this RFP. The evaluation committee will be comprised of NWSDS staff. The evaluation committee will evaluate and rank proposals in accordance with the evaluation criteria set forth herein. Proposals submitted that do not meet the requirements of this Request for Proposals will not be evaluated and will be returned to the respective proposer. NWSDS reserves the right to (i) reject any and all proposals if it determines rejection of the proposals is in the best interest of NWSDS and (ii) waive any and all minor informalities.

2. Evaluation Process

a. The evaluation criteria which will be applied by the evaluation committee are set forth in this subsection.

b. Proposals received prior to closing will be reviewed for responsiveness to all RFP requirements. Additionally, NWSDS may, any time prior to award, reject a proposal found to be not responsible in accordance with ORS 279B.110. In doing so, NWSDS may investigate the proposer and request information in addition to that already required in the RFP, when NWSDS, in its sole discretion, considers it necessary or advisable.

c. Each member of the evaluation committee will review the proposals from each responsive qualified proposer. NWSDS has the right to determine the number of proposers, if any, to interview. All interviewed proposers, if any, shall be asked the same sets of questions and shall be individually evaluated by each committee member. Records of final interview questions and evaluation shall be retained in the RFP file.

d. Final evaluation of the interviewed proposers will not take place until final interviews have taken place. The NWSDS evaluation committee will decide as a team on the basis of consensus and the winning proposal will be invited to enter contract negotiations with NWSDS. If contract negotiations do not result in a contract acceptable to both parties, NWSDS will invite the second ranked proposer to enter contract negotiations. If negotiations are not successful, NWSDS will negotiate with the third, etc. until negotiations are successful with a proposer or the solicitation is canceled.

Section F: Protests

A protest must be submitted in writing to NWSDS and shall state the basis for the protest and the course of action that the protesting party desires NWSDS take. A protest based upon restrictive specifications or other provisions of the Request for Proposal must be received by NWSDS not later than seven (7) business days prior to the date set for receipt of proposals. A protest based upon any other grounds must be received by NWSDS not later than seven (7) business days after the date NWSDS provides notice of highest scoring proposer, or within seven (7) business days after the time the protesting party first became aware of, or reasonably should have become aware of the notice, whichever is sooner.

If the protest does not meet these requirements, NWSDS may, at NWSDS’s option, reject the protest or allow the protesting party a reasonable time to correct the deficiencies in the protest documentation. NWSDS shall not be obligated to postpone a contract award in order to allow a proposer to correct a deficient protest, unless otherwise required by law. Upon receipt of a properly submitted protest, NWSDS shall review the protest and provide a written decision to the protesting party.

NWSDS shall not be obligated to postpone selection of a proposer pending resolution of a protest, unless otherwise required by law.

Section G: Rejection of RFP Proposals

1. Rejection; Investigation

NWSDS reserves the right to reject any and all proposals if it determines rejection of the proposals is in the best interest of NWSDS. In addition, NWSDS may conduct its own independent evaluation of persons or entities listed in a proposal to verify that the proposer is qualified to provide services for this project. A proposer shall provide all requested information as requested by NWSDS to verify that it can complete this project. Failure to provide the requested information shall be grounds for disqualification.

2. Examples of Grounds for Rejection

The following listed grounds are examples of grounds for which NWSDS may elect to reject a proposal. The list is not exclusive:

The proposal is conditioned in whole or in part upon the addition, revision, or deletion of any requirement or provision in any part of the Request for Proposal.

The proposal does not provide the experiences needed.

The proposer does not have experience necessary to qualify as an agent of record.

The proposer does not have key personnel available of sufficient experience to perform the contract.

The proposer has breached contractual obligations to public or private contracting agencies.

Section H: Cancellation NWSDS reserves the right to decline to select a proposer if NWSDS deems it in its best interest to do

so. NWSDS may cancel this RFP or reject any or all proposals in accordance with ORS 279B.100. In no event shall NWSDS have any liability for refusal to select a proposer. The proposer assumes the sole risk and responsibility for all expenses connected with the preparation and submission of their proposal.

Section I: Notice of Intent to Award

1. Award Consideration.

NWSDS, if it awards a contract, shall award a contract to the highest ranking “Responsive” and “Responsible” proposer(s) based upon the scoring methodology and process described herein.

NWSDS may award less than the full scope defined in this RFP.

2. Intent-To-Award Announcement.

NWSDS will notify all proposers in writing that NWSDS intends to award a contract to the selected proposer(s) subject to successful negotiation of any negotiable provisions. NWSDS reserves the right to announce its Intent-to-Award Announcement by letter, email, or fax. The Intent-to-Award Announcement shall serve as notice to all proposers that NWSDS intends to make an award.

Section J: Contract Requirements

1. Indemnification

Proposers shall indemnify and hold harmless NWSDS and each of its officers, agents, and employees from and against claims, damages, losses and expenses, including but not limited to attorneys’ fees, arising out of or resulting from performance of the subject work and created by any act or error of a vendor, subcontractor or anyone directly or indirectly employed by the proposer; provided, however, that nothing herewith shall be constructed to require indemnification of NWSDS for liability attributable to NWSDS’s sole negligence.

2. Non-Discrimination

All proposers will recruit, select, train, promote, transfer and release its personnel, as contemplated here under, without regard to any protected class, e.g. race, color, religion, national origin, disability, age or sex (except where the class is a bona fide occupational qualification). Further, proposers will administer its other personnel policies such as compensation, benefits, layoff, returns from layoff, company sponsored training, education, and tuition assistance without regard to any protected class.

By submitting a proposal hereunder, proposer certifies that they have not discriminated and will not discriminate, in violation of ORS 279A.110(1), against a disadvantaged business enterprise, a minority owned business, a woman-owned business, a business a service-disabled veteran owns or an emerging small business in awarding a subcontract.

3. Compliance with Tax Laws

By submitting a proposal, proposer certifies compliance with the tax laws of the State of Oregon or a political subdivision of the state, including ORS 305.620 and ORS Chapters 316, 317 and 318.

Section K: Contract

In addition to the contractual requirements detailed in Section I, the remaining contract terms and conditions shall be negotiated with the successful proposer once they have been selected and contract negotiations are underway. Final contract language will be determined by mutual consent.

(END OF RFP)

EXHIBIT A: Affidavit of Trade Secret

_________________ (Affiant), being first duly sworn under oath, and representing [insert Proposer Name] (hereafter “Proposer”), hereby deposes and swears or affirms under penalty of perjury that:

1. I am an employee of the Proposer, I have knowledge of the Request for Proposals referenced herein, and I have full authority from the Proposer to submit this affidavit and accept the responsibilities stated herein.

2. I am aware that the Proposer has submitted a Proposal, dated on or about [insert date] (the “Proposal”), to Yamhill County in response to Request for Proposals for Website Redesign and I am familiar with the contents of the RFP and Proposal.

3. I have read and am familiar with the provisions of Oregon’s Public Records Law, Oregon Revised Statutes (“ORS”)

192.410 through 192.505, and the Uniform Trade Secrets Act as adopted by the State of Oregon, which is set forth in ORS 646.461 through ORS 646.475. I understand that the Proposal is a public record held by a public body and is subject to disclosure under the Oregon Public Records Law unless specifically exempt from disclosure under that law.

4. I have reviewed the information contained in the Proposal. The Proposer believes the information listed in Exhibit A is exempt from public disclosure (collectively, the “Exempt Information”), which is incorporated herein by this reference. It is my opinion that the Exempt Information constitutes “Trade Secrets” under either the Oregon Public Records Law or the Uniform Trade Secrets Act as adopted in Oregon because that information is either:

A. A formula, plan, pattern, process, tool, mechanism, compound, procedure, production data, or compilation of information that:

i. is not patented,

ii. is known only to certain individuals within the Proposer’s organization and that is used in a business the Proposer conducts,

iii. has actual or potential commercial value, and

iv. gives its user an opportunity to obtain a business advantage over competitors who do not know or use it.

Or

B. Information, including a drawing, cost data, customer list, formula, pattern, compilation, program, device, method, technique or process that:

i. Derives independent economic value, actual or potential, from not being generally known to the public or to other persons who can obtain economic value from its disclosure or use; and

ii. Is the subject of efforts by the Proposer that are reasonable under the circumstances to maintain its secrecy.

5. I have and read and understand the provisions provided in Section A.6 of the RFP, and I agree to be bound by those terms. I further understand that disclosure of the information referenced in Exhibit A may depend on official or judicial determinations made in accordance with the Public Records Law.

Affiant’s Signature State of _________ )

) ss:

County of ________ )

Signed and sworn to before me on _________ (date) by _____________________ (Affiant’s name).

Notary Public for the State of My Commission Expires: _

EXHIBIT B: Function Requirements Table

Number Feature

Offered by Vendor

(Indicate:

Yes/No)

Vendor Comment

1 Manage and upload meeting agendas

2 Intuitive and audience-based navigation

Maintain use of subdomains

4 WYSIWYG live editing

Browser-based administration that allows users to update, delete, and create pages

Calendar feature with categories that allow for multiple display options

7 "Contact Us" form and features

Cascading Style Sheet (CSS) which allows for customizable templates

9 Secure and HIPAA compliant chat

10 Rotating Photos/Banner Ads

Document repository to upload, store, and retrieve documents in PDF and Word format

12 Responsive web design for screen size of all devices

Online donation page and consumer payment options within a secure transaction

HIPAA compliant site traffic information with analytics and site audit reports

Ability to track changes made to the website with a reviewable history log

16 Multiple levels of user roles and permissions

17 Ability to place links throughout the site

Ability for password-protected pages

Ability to translate to other languages with a multi-lingual tool, Google translate is not acceptable.

A dynamic tool to showcase news & announcements

Compliant with ADA/WCAG accessibility guidelines

Access to HIPAA compliant customizable, fillable forms with the ability to track submissions

Image Center to hold images and dynamically showcase them throughout the site

24 Print-friendly pages

25 Ability to create friendly URL redirects

26 Ability to play/host videos

A powerful internal site search with filtering options and predictive search to enable consumers to find exactly what they need

Site indexing for searchable page titles, keywords, descriptions, page and module content and machine-readable documents

Technical support available through multiple contact channels at a contracted rate

Multiple logins to manage departments (intranet)

Staff Directory (intranet)

32 Department home pages (Optional for Intranet)