Website Hosting, Maintenance, Accessibility, and Support Services for the A&M Colleges

The Oklahoma State University & A&M System is requesting proposals for website hosting, maintenance, accessibility, and support services for four constituent institutions—Connors State College, Langston University, Northeastern Oklahoma A&M College, and Oklahoma Panhandle State University—under RFP OSUA&M-RFP-001862-2027, with proposals due September 10, 2026, at 3:00 p.m. CDT.

The scope encompasses hosting, daily/weekly/monthly backups with one-year retention, production/test/pre-production environments, content management system and plugin updates, Google Analytics integration, RSS for Rave Alerts, annual penetration testing, vulnerability scanning, Web Application Firewall deployment, malware monitoring, and SSL certificate management. The four institutional websites total approximately 5,239 pages and 7,569 documents. Migration services must preserve existing URLs and SEO rankings. All sites must achieve WCAG 2.1 AA accessibility compliance with annual accessibility assessments and VPAT submissions. Disaster recovery and business continuity are required with a 24-hour Recovery Point Objective, 8-hour Recovery Time Objective, and annual recovery testing. Service levels mandate 99.9% uptime with critical outages addressed within one hour and major issues within four hours.

The contract term is three years with optional two-year renewals, not to exceed five years total. Awards will be made using best-value methodology evaluating technical solution, hosting and security capabilities, support model, accessibility compliance, and relevant experience with similar higher-education projects. Cost will be evaluated against an established baseline determined by averaging all submitted bids. The University reserves the right to conduct demonstrations, request clarifications, and negotiate with selected bidders. The RFP permits cooperative procurement, allowing successful bidders to offer identical prices and terms to other Oklahoma public institutions. As a constitutional entity of the State of Oklahoma, the University is exempt from state and federal taxes; all pricing must exclude such taxes. Bids must remain firm for 120 days beyond the close date. Questions should be directed to Tara Alexander at (405) 744-5984 or tara.d.thomas@okstate.edu. Contact with end users or other parties may disqualify bids. Bidders must disclose any contract terminations for cause within the past 36 months and certify agreement with the attached terms and conditions.