RFP # 2026-1100-0138 - ADFG Website Modernization and ADA Compliance.pdf

STATE OF ALASKA

REQUEST FOR

PROPOSALS

OFFERORS ARE NOT REQUIRED TO RETURN THIS FORM.

IMPORTANT NOTICE: IF YOU RECEIVED THIS SOLICITATION FROM THE STATE OF ALASKA’S

“ONLINE PUBLIC NOTICE” WEB SITE, YOU MUST REGISTER WITH THE PROCUREMENT OFFICER

LISTED IN THIS DOCUMENT TO RECEIVE NOTIFICATION OF SUBSEQUENT AMENDMENTS. FAILURE

TO CONTACT THE PROCUREMENT OFFICER MAY RESULT IN THE REJECTION OF YOUR OFFER.

ISSUED BY:

DEPARTMENT OF FISH AND GAME

DIVISION OF ADMINISTRATIVE SERVICES

PRIMARY CONTACT:

ERIC VERRELLI

PROCUREMENT OFFICER

ERIC.VERRELLI@ALASKA.GOV

(907) 465-6178

ADF&G WEBSITE MODERNIZATION AND ADA

COMPLIANCE PROJECT

RFP # 2026-1100-0138

ISSUED 1/21/2026

ADFG IS SEEKING A CONTRACTOR TO REPLACE ITS EXISTING COLDFUSION-BASED WEBSITE

(HTTPS://WWW.ADFG.ALASKA.GOV/) WITH A MODERN, SECURE, AND FULLY ACCESSIBLE CONTENT

MANAGEMENT SYSTEM (CMS).

mailto:eric.verrelli@alaska.gov

STATE OF ALASKA – REQUEST FOR PROPOSALS RFP # 2026-1100-0138

ADF&G Website Modernization and Ada Compliance Project

2 Rev. 8/24

TABLE OF CONTENTS

INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE RFP

SEC. 1.02 BUDGET

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.04 PRIOR EXPERIENCE

SEC. 1.05 REQUIRED REVIEW

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.07 RETURN INSTRUCTIONS

SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY

SEC. 1.09 AMENDMENTS TO PROPOSALS

SEC. 1.10 AMENDMENTS TO THE RFP

SEC. 1.11 RFP SCHEDULE

SEC. 1.12 PRE-PROPOSAL CONFERENCE/TELECONFERENCE

SEC. 1.13 ALTERNATE PROPOSALS

SEC. 1.14 NEWS RELEASES

SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 SCOPE OF WORK

SEC. 3.02 CONTRACT TERM AND WORK SCHEDULE

SEC. 3.03 DELIVERABLES

SEC. 3.04 CONTRACT TYPE

SEC. 3.05 PROPOSED PAYMENT PROCEDURES

SEC. 3.06 PROMPT PAYMENT FOR STATE PURCHASES

SEC. 3.07 CONTRACT PAYMENT

SEC. 3.08 CONTRACT PRICE ADJUSTMENTS

SEC. 3.09 LOCATION OF WORK

SEC. 3.10 THIRD-PARTY SERVICE PROVIDERS

SEC. 3.11 SUBCONTRACTORS

SEC. 3.12 JOINT VENTURES

SEC. 3.13 RIGHT TO INSPECT PLACE OF BUSINESS

SEC. 3.14 F.O.B. POINT

SEC. 3.15 CONTRACT PERSONNEL

SEC. 3.16 INSPECTION & MODIFICATION - REIMBURSEMENT FOR UNACCEPTABLE DELIVERABLES

SEC. 3.17 LIQUIDATED DAMAGES

SEC. 3.18 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS

SEC. 3.19 NONDISCLOSURE AND CONFIDENTIALITY

SEC. 3.20 INDEMNIFICATION

SEC. 3.21 INSURANCE REQUIREMENTS

SEC. 3.22 TERMINATION FOR DEFAULT

SECTION 4. PROPOSAL FORMAT AND CONTENT

SEC. 4.01 RFP SUBMITTAL FORMS

SEC. 4.02 SPECIAL FORMATTING REQUIREMENTS

SEC. 4.03 OFFEROR INFORMATION AND CERTIFICATIONS (SUBMITTAL FORM A)

SEC. 4.04 PROJECT PLAN (SUBMITTAL FORM B)

SEC. 4.05 COST PROPOSAL (SUBMITTAL FORM C)

SEC. 4.06 BID BOND – PERFORMANCE BOND – SURETY DEPOSIT

SECTION 5. EVALUATION CRITERIA AND CONTRACTOR SELECTION

SEC. 5.01 SUMMARY OF EVALUATION PROCESS

SEC. 5.02 EVALUATION CRITERIA

SEC. 5.03 SCORING METHOD AND CALCULATION

SEC. 5.04 PROJECT PLAN

SEC. 5.05 CONTRACT COST (COST PROPOSAL)

SEC. 5.06 ALASKA OFFEROR PREFERENCE

SECTION 6. GENERAL PROCESS AND LEGAL INFORMATION

SEC. 6.01 INFORMAL DEBRIEFING

SEC. 6.02 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSES

SEC. 6.03 SITE INSPECTION

SEC. 6.04 CLARIFICATION OF OFFERS

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SEC. 6.05 DISCUSSIONS WITH OFFERORS

SEC. 6.06 EVALUATION OF PROPOSALS

SEC. 6.07 CONTRACT NEGOTIATION

SEC. 6.08 FAILURE TO NEGOTIATE

SEC. 6.09 OFFEROR NOTIFICATION OF SELECTION

SEC. 6.10 PROTEST

SEC. 6.11 APPLICATION OF PREFERENCES

SEC. 6.12 ALASKA BIDDER PREFERENCE

SEC. 6.13 ALASKA VETERAN PREFERENCE

SEC. 6.14 ALASKA MILITARY SKILLS PROGRAM PREFERENCE

SEC. 6.15 STANDARD CONTRACT PROVISIONS

SEC. 6.16 QUALIFIED OFFERORS

SEC. 6.17 PROPOSAL AS PART OF THE CONTRACT

SEC. 6.18 ADDITIONAL TERMS AND CONDITIONS

SEC. 6.19 HUMAN TRAFFICKING

SEC. 6.20 RIGHT OF REJECTION

SEC. 6.21 STATE NOT RESPONSIBLE FOR PREPARATION COSTS

SEC. 6.22 DISCLOSURE OF PROPOSAL CONTENTS

SEC. 6.23 ASSIGNMENT

SEC. 6.24 FORCE MAJEURE (IMPOSSIBILITY TO PERFORM)

SEC. 6.25 DISPUTES

SEC. 6.26 SEVERABILITY

SEC. 6.27 SUPPLEMENTAL TERMS AND CONDITIONS

SEC. 6.28 SOLICITATION ADVERTISING

SEC. 6.29 FEDERALLY IMPOSED TARIFFS

SECTION 7. ATTACHMENTS

SEC. 7.01 ATTACHMENTS

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INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE RFP

The Department of Fish and Game (ADF&G), Division of Administrative Services (DAS), is seeking a contractor to replace its existing ColdFusion-based website (https://www.adfg.alaska.gov/) with a modern, secure, and fully accessible content management system (CMS). The project will include assessment and migration of existing content, assistance in selecting an appropriate CMS, creation and implementation of a mobile-responsive and ADA/WCAG 2.1-compliant design, and delivery of tools and training for state staff to manage the site independently. The end result will be an improved, user-friendly online presence that meets current accessibility standards and supports future growth.

SEC. 1.02 BUDGET

Payment for the contract is subject to funds already appropriated and identified.

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

Proposals must be received no later than 2:00 PM prevailing Alaska Standard Time on February 11, 2026, as indicated by postmark or email timestamp and late proposals will not be considered.

SEC. 1.04 PRIOR EXPERIENCE

In order for offers to be considered responsive offerors must meet these minimum prior experience requirements:

• Experience Duration – At least five (5) years of demonstrated experience in designing, developing, and launching modern content management system (CMS) websites for public-sector agencies or large-scale organizations.

• Legacy Website Migration – Proven track record of successfully migrating legacy websites (preferably ColdFusion-based) to modern CMS platforms while preserving or improving content structure, navigation, and functionality.

• Accessibility Compliance – Documented experience achieving compliance with the Americans with Disabilities Act (ADA), Section 508, and Web Content Accessibility Guidelines (WCAG).

• Responsive and Mobile Optimization – Demonstrated experience implementing responsive web design and mobile optimization across a variety of devices and browsers.

• Security Expertise – Knowledge and application of secure web development practices and cybersecurity best practices for public-facing websites, including protection against common vulnerabilities.

• Training and Knowledge Transfer – Demonstrated ability to train non-technical staff in CMS use, content management workflows, and accessibility best practices to support ongoing maintenance of the website.

An offeror's failure to meet these minimum prior experience requirements will cause their proposal to be considered non-responsive and rejected. By completing and signing Offeror Information and Certifications (Submittal Form A), you certify you meet the prior experience requirement.

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SEC. 1.05 REQUIRED REVIEW

Offerors should carefully review this solicitation for defects and questionable or objectionable material.

Comments concerning defects and questionable or objectionable material should be made in writing and received by the procurement officer at least ten days before the deadline for receipt of proposals. This will allow time for the issuance of any necessary amendments. It will also help prevent the opening of a defective proposal and exposure of offeror's proposals upon which award could not be made.

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF

PROPOSALS

All questions must be in writing and directed to the procurement officer. The interested party must confirm telephone conversations in writing.

Two types of questions generally arise. One may be answered by directing the questioner to a specific section of the RFP. These questions may be answered over the telephone. Other questions may be more complex and may require a written amendment to the RFP. The procurement officer will make that decision.

PROCUREMENT OFFICER: Eric Verrelli – PHONE 907-465-6178 – eric.verrelli@alaska.gov

SEC. 1.07 RETURN INSTRUCTIONS

Emailed proposal submission is the Department’s preferred method of submission.

If submitting a proposal via email, the technical proposal and cost proposal must be saved as separate PDF documents and emailed to dfg.contracting@alaska.gov as separate, clearly labeled attachments, such as “Vendor A – Technical Proposal.pdf” and “Vendor A – Cost Proposal.pdf”. The email must contain the RFP number in the subject line.

The maximum size of a single email (including all text and attachments) that can be received by the state is 20mb (megabytes). If the email containing the proposal exceeds this size, the proposal must be sent in multiple emails that are each less than 20 megabytes and each email must comply with the requirements described above.

Please note that email transmission is not instantaneous. Similar to sending a hard copy proposal, if you are emailing your proposal, the state recommends sending it with enough time to ensure the email is delivered by the deadline for receipt of proposals.

It is the offeror’s responsibility to contact the issuing agency at 907-465-6178 to confirm that the proposal has been received. The state is not responsible for unreadable, corrupt, or missing attachments.

If submitting a hard copy proposal, Offerors must submit one hard copy of their proposal to the procurement officer in a sealed package. The cost proposal included with the package must be sealed separately from the rest of the proposal and must be clearly identified. The sealed proposal package(s) must be addressed as follows:

DEPARTMENT OF FISH & GAME

DIVISION OF ADMINISTATIVE SERVICES

mailto:dfg.contracting@alaska.gov

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Attention: ERIC VERRELLI Request for Proposals (RFP) Number:

RFP Title: ADF&G Website Modernization and ADA Compliance Project

PO BOX 115526

JUNEAU, AK 99811-5526

If using a delivery service, please use the following address:

1255 W 8TH ST

F&G HQ

JUNEAU, AK 99801

SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY

Offerors with a disability may receive accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the procurement officer no later than ten days prior to the deadline for receipt of proposals.

SEC. 1.09 AMENDMENTS TO PROPOSALS

Amendments to or withdrawals of proposals will only be allowed if acceptable requests are received prior to the deadline that is set for receipt of proposals. No amendments or withdrawals will be accepted after the deadline unless they are in response to the state's request in accordance with 2 AAC 12.290.

SEC. 1.10 AMENDMENTS TO THE RFP

If an amendment is issued before the deadline for receipt of proposals, the amendment will be posted on the State of Alaska Online Public Notice (OPN) website. The link to the posting of the amendment will be provided to all who were notified of the RFP and to those who have registered with the procurement officer after receiving the RFP from the OPN.

After receipt of proposals, if there is a need for any substantial clarification or material change in the RFP, an amendment will be issued. The amendment will incorporate the clarification or change, and a new date and time established for new or amended proposals. Evaluations may be adjusted as a result of receiving new or amended proposals.

SEC. 1.11 RFP SCHEDULE

RFP schedule set out herein represents the state’s best estimate of the schedule that will be followed. If a component of this schedule, such as the deadline for receipt of proposals, is delayed, the rest of the schedule may be shifted accordingly. All times are Alaska Standard Time.

ACTIVITY TIME DATE

Issue Date / RFP Released 1/21/2026 Deadline for Receipt of Proposals / Proposal Due Date 2:00 pm AKST 2/11/2026 Proposal Evaluations Complete 2/18/2026 Notice of Intent to Award 2/18/2026 Contract Issued 3/2/2026

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2026+This RFP does not, by itself, obligate the state. The state's obligation will commence when the contract is approved by the Commissioner of the Department of Fish and Game, or the Commissioner's designee. Upon written notice to the contractor, the state may set a different starting date for the contract.

The state will not be responsible for any work done by the contractor, even work done in good faith, if it occurs prior to the contract start date set by the state.

SEC. 1.12 PRE-PROPOSAL CONFERENCE/TELECONFERENCE

No Pre-proposal conference will be held.

SEC. 1.13 ALTERNATE PROPOSALS

Offerors may only submit one proposal for evaluation. In accordance with 2 AAC 12.830 alternate proposals (proposals that offer something different than what is asked for) will be rejected.

SEC. 1.14 NEWS RELEASES

News releases related to this RFP will not be made without prior approval of the project director.

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SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

The ADFG’s current public website was developed on the ColdFusion platform and has been in service for many years. While functional, the site has reached the limits of its technical lifespan. The outdated technology stack presents increasing challenges in terms of security, maintainability, and compatibility with modern web standards.

In addition, the current site does not fully meet the accessibility requirements of the Americans with Disabilities Act (ADA), Section 508, or WCAG 2.1 guidelines, limiting equal access for all users.

The existing site contains a mix of static pages, dynamic content, and downloadable documents, much of which has been created and updated over time without a unified content strategy. The ColdFusion environment requires specialized technical expertise for updates and changes, resulting in slower turnaround times and increased dependency on IT resources. Mobile usability is inconsistent, and the site’s navigation and search features no longer align with modern user expectations.

This project is needed to modernize the State’s online presence, improve public access to services and information, and ensure compliance with federal and state accessibility laws. The new website will be built on a CMS to be chosen at the beginning of the project, allowing non-technical staff to update content quickly and efficiently. The contractor should anticipate working with existing content owners to review, revise, and migrate material to the new platform.

Potential contractors should be aware that the transition will require careful planning to ensure uninterrupted public access, accurate content migration, and timely delivery to meet accessibility compliance and other department deadlines. Previous website redesigns have been performed internally or through smaller-scale contracts, but this project represents a comprehensive modernization effort aimed at delivering a long-term, scalable solution.

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SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 SCOPE OF WORK

Detailed Description of the Work’s Purpose and Desired Outcomes

The work should result in a modern, user-friendly, and fully accessible website that replaces the ADFG‘s existing ColdFusion-based site. The primary goal is to eliminate the limitations, security risks, and maintenance challenges inherent in the legacy platform by transitioning to a current, supported content management system (CMS) that can be easily updated and expanded over time.

The project should deliver:

1. Improved Public Access and Usability – The new site must provide clear navigation, intuitive layout, and consistent branding, making it easier for residents, businesses, and stakeholders to find information and complete online tasks. The new design must comply with the State of Alaska common look and feel standard.

2. Full ADA/WCAG 2.1 Compliance – The design and functionality must remove existing accessibility barriers, ensuring equal access for all users, including those with visual, auditory, motor, or cognitive disabilities. This includes support for screen readers, keyboard navigation, text scaling, and high-contrast viewing. The non-archived website content should be made WCAG 2.1 Compliant by April 26, 2026.

3. Enhanced Security and Reliability – The platform must address known vulnerabilities associated with outdated ColdFusion code by transitioning to a modern, secure CMS architecture. It should support robust authentication, secure handling of public and sensitive data, and compliance with current cybersecurity standards. The system must also ensure high availability and performance under varying load conditions, with built-in redundancy and monitoring to minimize downtime. Additionally, the migration should include a thorough audit of legacy content and services to identify and mitigate any residual security risks, ensuring a clean and secure transition to the new environment.

All systems, services, hosting environments, and development activities must comply with applicable State of Alaska security policies, standards, and requirements, including but not limited to the State of Alaska Information Security Policies (ISPs).

4. Content Management Efficiency – The CMS must allow non-technical staff to update, create, and publish content without requiring specialized coding skills, reducing dependency on developers for routine changes. It should support a role-based workflow system that enables differentiated permissions—such as content authors, editors, and approvers—ensuring that content undergoes appropriate review and approval stages before publication. This structured approach enhances accountability, maintains content quality, and aligns with organizational governance policies.

5. Mobile Responsiveness – The site should adapt seamlessly to phones, tablets, and desktop devices, ensuring access across a wide range of screen sizes and connection speeds.

6. Future Scalability – The new platform should support easy integration of new features, applications, and digital services to meet evolving needs, without requiring a complete redesign.

7. Preservation and Modernization of Existing Content – All relevant information, documents, and services currently on the ColdFusion site should be reviewed for archive or migration to a presentation that is modern, accessible, and logically organized.

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End Result:

The final product should be a secure, accessible, and adaptable website that meets the state’s operational needs, complies with accessibility laws, and provides an improved digital experience for all users—positioning the state to meet current and future public service demands efficiently.

SEC. 3.02 CONTRACT TERM AND WORK SCHEDULE

The length of the contract will be from the date of award, approximately February 2026, until completion, approximately February 2027.

Hard Deadline:

Full ADA/WCAG 2.1 Compliance – All content added to the new website which is publicly accessible should be ADA compliant no later than April 26, 2026. Approved pages designated as archived per all four of the following points, would not need to meet WCAG 2.1, Level AA:

1. The content was created before the date your government must comply with this rule, or reproduces paper documents or the contents of other physical media (audiotapes, film negatives, and CD-ROMs, for example) that were created before your government must comply with this rule, AND

2. The content is kept only for reference, research, or recordkeeping, AND

3. The content is kept in a special area for archived content, AND

4. The content has not been changed since it was archived.

Unless otherwise provided in this RFP, the State and the successful offeror/contractor agree: (1) that any extension of the contract excluding any exercised renewal options, will be considered as a month-to-month extension, and all other terms and conditions shall remain in full force and effect and (2) the procurement officer will provide notice to the contractor of the intent to cancel such month-to-month extension at least 30 days before the desired date of cancellation. A month-to-month extension may only be executed by the procurement officer via a written contract amendment.

Deliverable / Milestone Timeline

The remaining project schedule and timeline is to be proposed by the vendor and approved by the ADFG. At a minimum it must consist of the following milestones.

Milestone Deliverable Notes / Dependencies

Project Kickoff Kickoff meeting; confirmation of scope, goals, and communication plan

Requires state approval of final project scope

Discovery & Assessment

Discovery & Assessment Report (site inventory, accessibility audit, modernization recommendations)

Needed before CMS configuration begins

Content Migration Plan

Mapping of existing ColdFusion content to new CMS structure.

Informed by assessment report and requires state sign off before CMS tool is finalized.

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Design & ADA Compliance Review

Finalized site design prototypes and accessibility compliance plan. Includes new design look and feel.

Requires state sign-off before development

CMS Build & Development

Configured CMS with implemented design, migrated content (test environment)

Includes accessibility features, mobile optimization, and security setup

User Acceptance Testing (UAT)

Test site available for state review and feedback Feedback incorporated before launch

Final ADA Compliance Verification

Accessibility testing & WCAG 2.1 AA compliance confirmation Performed prior to launch

Go-Live Production launch of new ADA-compliant CMS site

Will require coordination with the Office of Information Technology for DNS and WAF migration

Training Delivery

State staff training sessions & training materials provided

Hands-on sessions plus documentation

Post-Launch Support Summary

Final support report & handoff documentation Concludes warranty/support period

SEC. 3.03 DELIVERABLES

The contractor will deliver the following deliverables to the state:

1. Discovery & Assessment Report – A documented analysis of the current ColdFusion site, including content inventory, accessibility audit findings, and recommendations for modernization and ADA compliance.

2. Content Migration Plan – A detailed mapping of existing site content to the new CMS structure, identifying necessary updates, reorganization, and accessibility improvements.

3. Project Management – End-to-end leadership of the project, guiding all activities from discovery through post-launch support to deliver a secure, accessible, and fully functional website on time and within budget.

4. ADA-Compliant, Fully Functional Website – A live, production-ready site built on a modern CMS, meeting WCAG 2.1 AA accessibility standards, optimized for security, mobile responsiveness, and usability.

5. Training Materials & Sessions – Documentation and instructional resources enabling state staff to maintain, update, and publish content in the new CMS without technical assistance.

6. System Documentation and Security Plan – Comprehensive documentation of the system architecture, configuration, and ongoing maintenance requirements. Documentation must include a Security Plan that complies with applicable State of Alaska Information Security Policies. Documentation shall be submitted to the State for review and approval prior to Go-Live.

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7. Post-Launch Support Summary – A final report detailing the support period activities, bug fixes, performance testing results, and recommendations for ongoing maintenance.

All deliverables will align with the work schedule milestones and be provided in both digital and editable formats.

SEC. 3.04 CONTRACT TYPE

This contract is a time and materials agreement, based off pricing submitted in the proposers cost proposal.

SEC. 3.05 PROPOSED PAYMENT PROCEDURES

The state will make payments based on a negotiated payment schedule. Each billing must consist of an invoice and progress report. No payment will be made until the progress report and invoice has been approved by the project director.

SEC. 3.06 PROMPT PAYMENT FOR STATE PURCHASES

Reserved.

SEC. 3.07 CONTRACT PAYMENT

No payment will be made until the contract is approved by the Commissioner of the Department of Fish and Game or the Commissioner's designee. Under no conditions will the state be liable for the payment of any interest charges associated with the cost of the contract. The state is not responsible for and will not pay local, state, or federal taxes. All costs associated with the contract must be stated in U.S. currency.

Payment for agreements under $500,000 for the undisputed purchase of goods or services provided to a state agency, will be made within 30 days of the receipt of a proper billing or the delivery of the goods or services to the location(s) specified in the agreement, whichever is later. A late payment is subject to 1.5% interest per month on the unpaid balance. Interest will not be paid if there is a dispute or if there is an agreement that establishes a lower interest rate or precludes the charging of interest.

Any single contract payment of $1 million or higher must be accepted by the contractor via Electronic Funds Transfer (EFT).

SEC. 3.08 CONTRACT PRICE ADJUSTMENTS

Fixed price contract based on pricing submitted in proposal.

SEC. 3.09 LOCATION OF WORK

The location(s) the work is to be performed, completed, and managed is at the awarded contractors business office/location(s).

The state WILL NOT provide workspace for the contractor. The contractor must provide its own workspace.

By signing their proposal, the offeror certifies that all services provided under this contract by the contractor shall be performed in the United States.

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If the offeror cannot certify that all work will be performed in the United States, the offeror must contact the procurement officer in writing to request a waiver at least 10 days prior to the deadline for receipt of proposals.

The request must include a detailed description of the portion of work that will be performed outside the United States, where, by whom, and the reason the waiver is necessary.

Failure to comply with these requirements may cause the state to reject the proposal as non-responsive or cancel the contract.

SEC. 3.10 THIRD-PARTY SERVICE PROVIDERS

The contractor must provide, on an annual basis, a Type 2 Statement on Standards for Attestation Engagements (SSAE) SOC 1, SOC 2, OR SOC 3 report(s). Failure to provide these reports may be treated as a material breach and may be a basis for a finding of default.

SEC. 3.11 SUBCONTRACTORS

Subcontractors will not be allowed.

SEC. 3.12 JOINT VENTURES

Joint ventures will not be allowed.

SEC. 3.13 RIGHT TO INSPECT PLACE OF BUSINESS

At reasonable times, the state may inspect those areas of the contractor's place of business that are related to the performance of a contract. If the state makes such an inspection, the contractor must provide reasonable assistance.

SEC. 3.14 F.O.B. POINT

All goods purchased through this contract will be F.O.B. final destination. Unless specifically stated otherwise, all prices offered must include the delivery costs to any location within the State of Alaska.

SEC. 3.15 CONTRACT PERSONNEL

Any change of the project team members or subcontractors named in the proposal must be approved, in advance and in writing, by the project director and the procurement officer. Changes that are not approved by the state may be grounds for the state to terminate the contract.

SEC. 3.16 INSPECTION & MODIFICATION - REIMBURSEMENT FOR

UNACCEPTABLE DELIVERABLES

The contractor is responsible for the completion of all work set out in the contract. All work is subject to inspection, evaluation, and approval by the project director. The state may employ all reasonable means to ensure that the work is progressing and being performed in compliance with the contract. The project director or procurement officer may instruct the contractor to make corrections or modifications if needed in order to accomplish the contract’s intent. The contractor will not unreasonably withhold such changes.

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Substantial failure of the contractor to perform the contract may cause the state to terminate the contract.

In this event, the state may require the contractor to reimburse monies paid (based on the identified portion of unacceptable work received) and may seek associated damages.

SEC. 3.17 LIQUIDATED DAMAGES

Reserved.

SEC. 3.18 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS

During the course of this contract, the contractor may be required to perform additional work. That work will be within the general scope of the initial contract. When additional work is required, the project director will provide the contractor a written description of the additional work and request the contractor to submit a firm time schedule for accomplishing the additional work and a firm price for the additional work. Cost and pricing data must be provided to justify the cost of such amendments per AS 36.30.400.

The contractor will not commence additional work until the procurement officer has secured any required state approvals necessary for the amendment and issued a written contract amendment, approved by the Commissioner of the Department of Fish and Game or the Commissioner's designee.

SEC. 3.19 NONDISCLOSURE AND CONFIDENTIALITY

Contractor agrees that all confidential information shall be used only for purposes of providing the deliverables and performing the services specified herein and shall not disseminate or allow dissemination of confidential information except as provided for in this section. The contractor shall hold as confidential and will use reasonable care (including both facility physical security and electronic security) to prevent unauthorized access by, storage, disclosure, publication, dissemination to and/or use by third parties of, the confidential information. “Reasonable care” means compliance by the contractor with all applicable federal and state law, including the Social Security Act and HIPAA. The contractor must promptly notify the state in writing if it becomes aware of any storage, disclosure, loss, unauthorized access to or use of the confidential information.

Confidential information, as used herein, means any data, files, software, information or materials (whether prepared by the state or its agents or advisors) in oral, electronic, tangible or intangible form and however stored, compiled or memorialized that is classified confidential as defined by State of Alaska classification and categorization guidelines provided by the state to the contractor or a contractor agent or otherwise made available to the contractor or a contractor agent in connection with this contract, or acquired, obtained or learned by the contractor or a contractor agent in the performance of this contract.

Examples of confidential information include, but are not limited to: technology infrastructure, architecture, financial data, trade secrets, equipment specifications, user lists, passwords, research data, and technology data (infrastructure, architecture, operating systems, security tools, IP addresses, etc).

If confidential information is requested to be disclosed by the contractor pursuant to a request received by a third party and such disclosure of the confidential information is required under applicable state or federal law, regulation, governmental or regulatory authority, the contractor may disclose the confidential information after providing the state with written notice of the requested disclosure ( to the extent such notice to the state is permitted by applicable law) and giving the state opportunity to review the request.

If the contractor receives no objection from the state, it may release the confidential information within

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30 days. Notice of the requested disclosure of confidential information by the contractor must be provided to the state within a reasonable time after the contractor’s receipt of notice of the requested disclosure and, upon request of the state, shall seek to obtain legal protection from the release of the confidential information.

The following information shall not be considered confidential information: information previously known to be public information when received from the other party; information freely available to the general public; information which now is or hereafter becomes publicly known by other than a breach of confidentiality hereof; or information which is disclosed by a party pursuant to subpoena or other legal process and which as a result becomes lawfully obtainable by the general public.

SEC. 3.20 INDEMNIFICATION

The contractor shall indemnify, hold harmless, and defend the contracting agency from and against any claim of, or liability for error, omission, or negligent act of the contractor under this agreement. The contractor shall not be required to indemnify the contracting agency for a claim of, or liability for, the independent negligence of the contracting agency. If there is a claim of, or liability for, the joint negligent error or omission of the contractor and the independent negligence of the contracting agency, the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis.

“Contractor” and “contracting agency”, as used within this and the following article, include the employees, agents and other contractors who are directly responsible, respectively, to each. The term “independent negligence” is negligence other than in the contracting agency’s selection, administration, monitoring, or controlling of the contractor and in approving or accepting the contractor’s work.

SEC. 3.21 INSURANCE REQUIREMENTS

Without limiting contractor's indemnification, it is agreed that contractor shall purchase at its own expense and maintain in force at all times during the performance of services under this agreement the following policies of insurance. Where specific limits are shown, it is understood that they shall be the minimum acceptable limits. If the contractor's policy contains higher limits, the state shall be entitled to coverage to the extent of such higher limits.

Certificates of Insurance must be furnished to the procurement officer prior to beginning work and must provide for a notice of cancellation, non-renewal, or material change of conditions in accordance with policy provisions. Failure to furnish satisfactory evidence of insurance or lapse of the policy is a material breach of this contract and shall be grounds for termination of the contractor's services. All insurance policies shall comply with and be issued by insurers licensed to transact the business of insurance under

AS 21.

Workers' Compensation Insurance: The contractor shall provide and maintain, for all employees engaged in work under this contract, coverage as required by AS 23.30.045, and where applicable, any other statutory obligations including but not limited to Federal U.S.L. & H. and Jones Act requirements. The policy must waive subrogation against the State.

Commercial General Liability Insurance: covering all business premises and operations used by the Contractor in the performance of services under this agreement with minimum coverage limits of $300,000 combined single limit per claim.

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Commercial Automobile Liability Insurance: covering all vehicles used by the contractor in the performance of services under this agreement with minimum coverage limits of $300,000 combined single limit per claim.

Professional Liability Insurance: covering all errors, omissions, or negligent acts in the performance of professional services under this agreement. Limits required per the following schedule:

Contract Amount Minimum Required Limits

Under $100,000 $300,000 per Claim/Annual Aggregate $100,000-$499,000 $500,000 per Claim/Annual Aggregate $500,000-$999,999 $1,000,000 per Claim/Annual Aggregate $1,000,000 or over Refer to Risk Management

SEC. 3.22 TERMINATION FOR DEFAULT

a. If the Project Director or Procurement Officer determines that the contractor has refused to perform the work or has failed to perform the work with such diligence as to ensure its timely and accurate completion, the state may, by providing written notice to the contractor, terminate the contractor's right to proceed with part or all the remaining work.

b. The Procurement Officer may also, by written notice, terminate this contract under Administrative Order 352 if the contractor supports or participates in a boycott of the State of Israel.

This clause does not restrict the state's termination rights under the contract provisions of Appendix A, attached in SECTION 7. ATTACHMENTS.

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SECTION 4. PROPOSAL FORMAT AND CONTENT

SEC. 4.01 RFP SUBMITTAL FORMS

This RFP contains Submittal Forms, which must be completed by the offeror and submitted as part of their proposal. An electronic copy of the forms is posted along with this RFP.

Unless otherwise specified in this RFP, the Submittal Forms shall be the offeror’s entire proposal. Do not include any marketing information in the proposal.

Any proposal that does not follow these requirements may be deemed non-responsive.

SEC. 4.02 SPECIAL FORMATTING REQUIREMENTS

The offeror must ensure that their proposal meets all special formatting requirements identified in this section.

Documents and Text: All attachment documents must be written in the English language, be single sided, and be single spaced with a minimum font size of 10. Pictures or graphics may be used if the offeror feels it is necessary to communicate their information, however, be aware of the below requirements for page limits.

Page Limits: Some Submittal Forms listed below have maximum page limit requirements. Offerors must not exceed the maximum page limits. Note, the page limit applies to the front side of a page only (for example, ‘1 Page’ implies that the offeror can only provide a response on one side of a piece of paper). Any pages exceeding the maximum page limit will be discarded and will not be included in the evaluations (for example, the maximum page limit is 3 pages, but the Offeror submits 5 pages for that submittal form. Only pages 1-3 will be evaluated. Pages 4 and 5 would be discarded by the Procurement Officer before sending to the proposal evaluation committee for evaluation.).

Submittal Form Maximum Page Limits

Submittal Form A – Offeror Information and Certifications Submittal Form B – Project Plan 10 Submittal Form C – Cost Proposal

Any Submittal Form submitted as part of a proposal that is not compliant with the instructions above may be a basis for finding the proposal non-responsive and thus rejected.

SEC. 4.03 OFFEROR INFORMATION AND CERTIFICATIONS (SUBMITTAL

FORM A)

The offeror must complete and submit this Submittal Form. The form must be signed by an individual authorized to bind the offeror to the provisions of the RFP.

By signature on the form, the offeror certifies they comply with the following:

a) the laws of the State of Alaska;

b) the applicable portion of the Federal Civil Rights Act of 1964;

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c) the Equal Employment Opportunity Act and the regulations issued thereunder by the federal government;

d) the Americans with Disabilities Act of 1990 and the regulations issued thereunder by the federal government;

e) all terms and conditions set out in this RFP;

f) a condition that the proposal submitted was independently arrived at, without collusion, under penalty of perjury; and

g) that the offers will remain open and valid for at least 90 days.

If any offeror fails to comply with [a] through [g] of this paragraph, the state reserves the right to disregard the proposal, terminate the contract, or consider the contractor in default.

The Submittal Form also requests the following information:

a) The complete name and address of offeror’s firm along with the offeror’s Tax ID.

b) Information on the person the state should contact regarding the proposal.

c) Names of critical team members/personnel.

d) Addenda acknowledgement.

e) Conflict of interest statement.

f) Federal requirements.

g) Alaska preference qualifications.

An offeror's failure to address/respond/include these items may cause the proposal to be determined to be non-responsive and the proposal may be rejected.

SEC. 4.04 PROJECT PLAN (SUBMITTAL FORM B)

Offerors must provide a detailed Project Plan that clearly describes their proposed approach, methodology, and schedule for achieving the objectives outlined in this RFP. The plan should demonstrate the offeror’s understanding of the project scope, deliverables, and challenges.

At a minimum, the Project Plan must include the following:

1. Project Understanding and Approach

• A narrative description demonstrating the offeror’s understanding of the existing ADF&G website environment, modernization objectives, and accessibility compliance requirements.

• Explanation of how the offeror will assess, migrate, and modernize ColdFusion-based content while minimizing disruption to the public.

• Discussion of how the offeror’s approach ensures compliance with ADA, Section 508, and WCAG

2.1 standards.

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2. Methodology and Work Plan

• A clear, step-by-step methodology covering all project phases, including discovery, content audit, CMS selection/configuration, design, development, testing, and post-launch support.

• Description of deliverables, milestone dates, and acceptance criteria for each phase.

• Identification of project management tools, reporting frequency, and communication methods with State staff.

• A methodology to ensure compliance with State of Alaska Information Security Policies throughout development, testing, migration, and post launch operations.

3. Staffing and Roles

• A detailed organizational chart identifying all key personnel, their titles, roles, and level of involvement.

• Resumes for key staff demonstrating qualifications and relevant experience on similar projects.

• Designation of a project manager responsible for day-to-day coordination and communication.

4. Accessibility and Quality Assurance Plan

• Approach to ensuring and verifying WCAG 2.1 Level AA compliance throughout design, development, and content migration.

• Proposed accessibility testing tools, review processes, and corrective action workflows.

• Quality control and user acceptance testing (UAT) process before launch.

5. Risk Management and Mitigation

• Identification of potential risks (e.g., content migration issues, CMS integration delays, accessibility challenges) and strategies to mitigate them.

• Description of contingency plans to meet project milestones and the hard compliance deadline.

6. Training and Knowledge Transfer

• Plan for training non-technical staff to use and maintain the CMS, including documentation and post-launch support.

• Proposed structure and timing of training sessions.

7. Timeline and Deliverables

• A proposed project schedule aligned with the contract term and required milestones (Discovery, Design, UAT, Go-Live, etc.).

• Timeline must ensure full ADA/WCAG 2.1 compliance no later than April 26, 2026.

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Offerors must provide detail on the personnel assigned to accomplish the work called for in this RFP;

illustrate the lines of authority; designate the individual responsible and accountable for the completion of each component and deliverable of the RFP.

Offerors must provide a narrative description of the organization of the project team and a personnel roster that identifies each person who will actually work on the contract along with their titles and location(s) where work will be performed.

Offerors must also provide reference names and phone numbers for similar projects the offeror’s firm has completed.

The offeror shall not disclose their costs in this Submittal Form. Submission forms shall not exceed the page limit (as described in Section 4.02).

Offerors must provide resumes for those personnel with names and title that will be assigned to complete the project as a separate attachment to Submittal Form B.

SEC. 4.05 COST PROPOSAL (SUBMITTAL FORM C)

Offerors must complete and submit this Submittal Form. Proposed costs must include all direct and indirect costs associated with the performance of the contract, including, but not limited to, total number of hours at various hourly rates, direct expenses, payroll, supplies, overhead assigned to each person working on the project, percentage of each person's time devoted to the project, and profit. The costs identified on the cost proposal are the total amount of costs to be paid by the state. No additional charges shall be allowed.

SEC. 4.06 BID BOND – PERFORMANCE BOND – SURETY DEPOSIT

Bid Bond

Reserved.

Performance Bond

Reserved.

Surety Deposit

Reserved.

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SECTION 5. EVALUATION CRITERIA AND CONTRACTOR

SELECTION

SEC. 5.01 SUMMARY OF EVALUATION PROCESS

The state will use the following steps to evaluate and prioritize proposals:

1) Proposals will be assessed for overall responsiveness and responsibility. Proposals deemed non-responsive or non-responsible will be eliminated from further consideration.

2) A proposal evaluation committee (PEC), made up of at least three state employees or public officials, will evaluate the Technical portion of all responsive proposals.

3) The Submittal Forms, from each responsive proposal, will be sent to the PEC. No cost information will be shared or provided to the PEC.

4) The PEC will independently evaluate and score the documents based on the degree to which they meet the stated evaluation criteria.

5) After independent scoring, the PEC will have a meeting, chaired by the procurement officer, where the PEC may have a group discussion prior to finalizing their scores.

6) The evaluators will submit their final individual scores to the procurement officer, who will then compile the scores and calculate awarded points as set out in Section 5.03.

7) The procurement officer will calculate scores for cost proposals as set out in Section 5.08 and add those scores to the awarded points along with factoring in any Alaska preferences.

8) The procurement officer may ask for best and final offers from offerors susceptible for award and revise the cost scores accordingly.

9) The state will then conduct any necessary negotiations with the highest scoring offeror and award a contract if the negotiations are successful.

SEC. 5.02 EVALUATION CRITERIA

Proposals will be evaluated based on their overall value to state, considering both cost and non-cost factors as described below. Note: An evaluation may not be based on discrimination due to the race, religion, color, national origin, sex, age, marital status, pregnancy, parenthood, disability, or political affiliation of the offeror.

Overall Criteria Weight Responsiveness Pass/Fail Qualifications Criteria Weight Project Plan (Submittal Form B) 500

Total 500 Cost Criteria Weight Cost Proposal (Submittal Form D) 400 Total 400 Preference Criteria Weight Alaska Offeror Preference (if applicable) 100 Total 100

TOTAL EVALUATION POINTS AVAILABLE: 1000

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SEC. 5.03 SCORING METHOD AND CALCULATION

Each Proposal Evaluation Committee (PEC) member will individually evaluate and score each responsive proposal using the criteria set out in Sections 5.04 through 5.07 and assign a single score of 1, 5, or 10, with 10 representing the highest score, 5 representing the average score, and 1 representing the lowest score. PEC members should start with a score of 5 on each section. The score may either increase or decrease depending on the offeror’s response to each question for that section.

As an example, if the Offeror provided responses over and above the evaluation questions in a section, they would receive a score of 10. However, if the Offeror’s response fails to address all questions of a section or demonstrates some lack of understanding or competency as it relates to a question for that section, the Offeror would then receive a score of 1.

After the PEC has scored, the scores for each section will be totaled and the following formula will be used to calculate the total amount of points awarded for each section:

Offeror Total Score x Max Points = Points Awarded Highest Total Score Possible

Example (Max Points for the Section = 100):

PEC

Member 1

Score

PEC

Member 2

Score

PEC

Member 3

Score

PEC

Member 4

Score Combined Total Score

Points

Awarded Offeror

1 10 5 5 10 30 75

Offeror 2 5 5 5 5 20 50

Offeror

10 10 10 10 40 100

Offeror 1 was awarded 75 points:

Offeror Total Score (30) x Max Points (100) = Points Awarded (75) Highest Total Score Possible (40)

Offeror 2 was awarded 50 points:

Offeror Total Score (20) x Max Points (100) = Points Awarded (50) Highest Total Score Possible (40)

Offeror 3 was awarded 100 points:

Offeror Total Score (40)

23 Rev. 8/24 x Max Points (100) = Points Awarded (100) Highest Total Score Possible (40)

SEC. 5.04 PROJECT PLAN

This portion of the offeror’s proposal will be evaluated against the following questions:

Understanding of Scope & Objectives (100 Points)

• Does the proposal demonstrate a comprehensive understanding of the ADF&G website modernization goals, the existing ColdFusion environment, and accessibility compliance requirements?

• Does it identify project challenges and present practical strategies for addressing them?

Methodology & Work Plan (100 Points)

• Is the proposed methodology logical, detailed, and clearly sequenced across all project phases?

• Are milestones, deliverables, and acceptance criteria clearly defined and realistic within the project schedule?

• Does the offeror’s approach include effective project management and communication methods?

Accessibility & Quality Assurance (100 Points)

• Does the offeror propose a thorough and verifiable plan for achieving ADA, Section 508, and WCAG 2.1 Level AA compliance?

• Are testing tools, validation processes, and documentation methods well defined?

• Does the plan incorporate user acceptance testing (UAT) and corrective action workflows?

Staffing & Experience (100 Points)

• Are personnel well qualified and appropriately assigned?

• Do resumes demonstrate relevant experience and successful completion of similar projects?

• How well has the firm demonstrated experience in completing similar projects on time and within budget?

• How successful is the general history of the firm regarding timely and successful completion of projects?

Risk Mitigation & Management (50 Points)

• Has the offeror identified project risks and presented reasonable, proactive mitigation strategies?

• Does the risk plan…