Website Hosting and Maintenance Services

Agency: Resa County Educational Service Agency
State: Michigan
Type of Government: State & Local
NAICS Category:
  • 518210 - Data Processing, Hosting, and Related Services
  • 541511 - Custom Computer Programming Services
Posted Date: Dec 22, 2023
Due Date: Jan 22, 2024
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page

Website Hosting and Maintenance Services

Due January 22, 2024 @ 12:00 pm, EST

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Test Title

RFP # WRESA-05-2023-2024-07

REQUEST FOR PROPOSALS
FOR
WEBSITE HOSTING AND MAINTENANCE SERVICES


BID SUMMARY

Commodity/Service Being Requested: Website Hosting and Maintenance Services

Type of Solicitation: Request for Proposals (RFP) – Wayne RESA, in partnership with the Michigan Association of Counties (MAC) CoPro+ Program, is competitively bidding and awarding a Master Agreement to a Contractor or Contractors for Website Hosting and Maintenance Services.

Type of Resulting Contract: Statewide Cooperative Contract – As a result of this RFP, Wayne RESA will work with the Michigan Association of Counties CoPro+ program to market and extend the resulting contract to other public municipalities, non-profit organizations and schools statewide in having access to contract(s) for Website Hosting and Maintenance Services. This contract will enable public municipalities, non-profit organizations, and schools to “piggyback” and purchase commodity/service on an “as needed” basis from the supplier(s). Proposers shall identify any limitations on commodities and/or services areas within their proposal.

Resulting Contract Term: Three with two (2) one-year renewal options. The base term for this Contract is for three (3) years. At the end of the initial term, this Agreement will be evaluated. If the parties agree that it is a mutually beneficial relationship, the Agreement may be extended through a signed Amendment by both parties for up to two (2) additional one (1) years, which may be exercised individually or together.

RFP TIMETABLE

DATE / TIME

RFP Issue Date

December 22, 2023

Submission of Question(s) from Supplier Due

January 10, 2024, by 5:00 p.m. Eastern Time

Answers to Supplier Questions Due

January 15, 2024

Proposals Due*

January 22, 2024, by 12:00 p.m. Eastern Time

Contract Start

March, 2024

*Responses received later than the specified deadline will be disqualified.

Wayne RESA reserves the right to change this schedule as needed and all information provided by Wayne RESA in this RFP is offered in good faith. Individual items are subject to change at any time. Wayne RESA makes no certification that any item is without error.

The Sole Point of Contact During this Solicitation Process is:

Stacey Shaw

purchasing@resa.net

(989) 307-1307

Electronic forms of all bid documents are available online at: Wayne RESA Bid Documents

If you experience any issues downloading the documents, contact Stacey Shaw at purchasing@resa.net

Contacts with Wayne RESA Personnel: All contact with Wayne RESA regarding this RFP or any matter relating thereto must be sent to the following email: purchasing@resa.net


Table of Contents

Solicitation Terms and Conditions can be found at https://www.resa.net/administrative-support/purchasing/request-for-proposal as (DOC) CoPro+ Contract Terms and Conditions”

SECTION 1.0 – PROPOSER RESPONSES TO SCOPE OF WORK AND PRICING

1.1 Minimum Mandatory Requirements

All proposals will be reviewed for compliance with the minimum mandatory requirements. Proposals deemed non-responsive will be eliminated from further consideration.

Interested and qualified proposers that can demonstrate their ability to successfully provide the goods and services requested under this RFP are invited to submit proposal(s), provided they meet the following:

1. Proposer must complete Section 2.2 References and submit with their proposal.

2. Proposer must complete Attachment A – Pricing Schedule and submit with their proposal.

Proposer will enter responses in the “Proposer Response” text boxes provided. There is no minimum requirement or limitation on the amount of words used for responses.

-EXAMPLE-Proposer Response:

1.2 Introduction and Background

The Wayne Regional Educational Service Agency (“WRESA” or “Wayne RESA”), established by the Michigan Legislature in 1960, is the largest of fifty-six (56) such agencies throughout the state. It is governed by a publicly elected Board of Education. WRESA provides a wide variety of services to thirty-three (33) public school districts and approximately ninety-nine (99) public school academies in Wayne County, Michigan; serving more than 261,000 students. WRESA, through various consortium arrangements, provides a variety of services to other educational agencies throughout the state of Michigan.

Selected Suppliers may be required to participate in interviews. Failure of a Supplier to participate on the date scheduled may result in the rejection of the Supplier’s proposal. In addition, Wayne RESA may decide to make site visits to the selected Suppliers’ reference sites or other sites provided by the Supplier.

Award of this proposal is contingent upon the approval of funding from Wayne RESA Board of Education.

1.3 Scope of Work

Wayne RESA is seeking proposals from vendors that have an expertise in cloud-based hosting and supporting K-12 school district websites. WRESA hopes to secure a contract with a vendor that will propose a solution to move the current website, resa.net, to a new cloud-based content management system (CMS) for improved web design capabilities, assist with migration, provide unlimited technical support, provide all necessary training, and ongoing maintenance. The website platform must be responsive in design, attractive and dynamic, yet clean and simplistic in function. It should allow for easy maintenance and creation of website content, without broad technical skills being required by the site and page administrators.

1.4 Deliverables, Requirements, and Specifications

A. Program Requirements

WRESA is requesting proposals from vendors who can provide the best described solution in order to meet the program requirements. Please indicate your organization’s understanding of each item by filling in a description in the far right column. You may provide additional information for each item (as instructed) in the Proposer Response Box below the list.

1.10

Secure - Access Control & Monitoring
The following specifications seek to understand how the system provides login, data controls, audit logs and secure access to data.

1.11

Describe available features to protecting pages with common or shared password before allowing viewing.

1.12

Describe availability and frequency of software upgrades and patches.

1.13

Describe solution's ablility to manage authorized users and support for existing authentication sources such as SAML and/or OAuth and specifically Azure Active Directory and Google Authentication.

Describe permissions structure including support for the following roles and how each role works:

1.14

Web Administrator: manage authorization of roles, permissions for roles, add and delete content in all areas of the site and manage URLs

1.15

Page Manager: create, edit, and approve content to their assigned webpage(s), but who cannot delete content or edit other webpages (unless assigned)

1.16

Content Editor: edit content on already-existing pages to which they are assigned

1.17

Describe available workflow based on roles described above.

1.18

Describe steps for changing a user's role or page permission levels.

1.19

Explain what support and documentation are available for managing permissions.


1.20

Secure - Data Lifecycle Management
The following specifications seek to understand the system supports current storage, retention and destruction standards.

1.21

Describe retention and destruction process for hosted site resources.

1.30

Secure - Data Ownership
The following specifications seek to understand data protection, privacy and ownership rights.

1.31

Describe ownership of site content upon termination of contract.

2.10

Usable - Data Capture Controls
The following specifications seek to understand how the system efficiently enforces quality data capture.

2.11

Site visitors must be able to communicate with individual WRESA staff through a contact form.

2.12

Describe support for anti-spam, captcha, or similar verification tools, to prevent automated submissions with forms.

2.13

Describe support for masking email addresses by crawlers and bots.

2.14

Describe ability to create webforms with conditional logic.

2.20

Usable - Localized Data
The following specifications seek to understand how the system allows for the flexible or localized data elements.

2.21

[Preferred] Describe provisions for ADA compliance training materials for users.

2.30

Usable - Reporting / Redaction

The following specifications seek to understand how the system supports sharing of summary and detailed data.

2.31

Describe quality search capabilities provided for website content.

2.32

Describe ability to provide searchable staff directory, including the following information:

- Full name

- Job title

- Department

- Sub-department (optional)

- Email address

- Phone number

2.33

Describe how notifications work and how they can be configured to notify specified staff members when a webform submission is received.

2.34

Describe the site's ability to add news, announcements, and alerts. Also, describe ability for site visitors to manage subscriptions for email/newsletter groups.

2.35

Describe how accordions work on the site, including capabilities of auto-expanding, nesting sub-accordions within, and/or if accordions can be directly linked using anchor tags.

If applicable, describe additional features such as mobile application capabilities and SMS/Text notifications, voice notifications, etc.

2.36

Describe provision of a mobile application for the iOS and Android operating systems. Describe ability to send District Push, SMS/Text, Email and Voice Notifications on the mobile application.

2.37

Describe the process for how web editors upload images to a page. Include descriptions for adding alt-text to that image, how images can be resized and compressed to save space & speed.

2.38

Describe ability to upload Word, Excel, PowerPoint, and PDF files, and directly linking to those files.

2.39

Describe compliance at the AA level with Web Content Accessibility Guidelines (WCAG) 2.0 accessibility standards (compliance with WCAG 2.1 preferred)

2.40

Usable - Data Integration
The following specifications seek to understand how the system supports data integrations and exports.

2.41

Describe support for high-level calendar integration capabilities through API with multiple ways to show the calendar with events (i.e., a different version on homepage compared with others)

2.42

Describe the websites ability to integrate Google Analytics. Include description on if each page is tracked automatically or if it requires additional steps.

2.50

Usable - Data Relationship Mapping
The following specifications seek to understand any data object-relationship map available that supports conducting a data inventory.

2.51

Describe available documentation for managing site information and relationship of resources created on the site. For example, does a search for resources includes user who uploaded it, file type, size, date of upload or other attributes?

3.10

Trustworthy - Supporting Business Rules
The following specifications seek to understand how the system support district's documented business rules, workflow and processes.

3.11

Describe how pages are published on the website when an editor or manager makes an update. Does it get scheduled, approved? Etc.

3.20

Trustworthy - Data Repair
The following specifications seek to understand how the system allows correcting data with auditing/documentation/proof.

3.21

Describe available activity and audit trails for content changes.

3.22

Describe capability to roll-back or revert content or code changes to the site.

3.30

Trustworthy - Data Restoration

The following specifications seek to understand how the system allows for restoration of incorrectly or improperly changed data.

3.31

Describe the options for frequency and retention period of backups.

3.32

Describe the initiation and turnaround timeframe for any restoration from backups.

3.33

In the event of a security incident, describe notification and response procedure.

4.10

Customer Support and Timelines

YES

NO

4.11

Provide unlimited technical support, provide all necessary training, and ongoing maintenance

4.12

Unlimited phone and email support for all staff

4.13

Responsive and timely technical support including a 12-hour guaranteed response

4.14

Dedicated support manager with support available when requested

4.15

24/7 site monitoring support with emergency website access (editing/publishing) and related costs, or available prepaid time available as needed.

4.16

Ability to upgrade templates or switch templates at a reasonable cost relative to initial setup costs

4.17

Preferred: functioning website within ten (10) weeks of signing contract

5.1

Service Level Agreements (SLAs)
Describe solution's ability to provide and document the following service levels:

5.11

Website Uptime

5.12

Security Issue Resolution

5.13

Website Response Time

5.14

Issue Response and Resolution Time

Proposer Response:

1.4.1 Statewide Cooperative Contract

Wayne RESA is working with the Michigan Association of Counties CoPro+ program on this bid solicitation.  If your bid meets the minimum qualifications, is responsive and responsible and offers competitive pricing you may be considered and approached to extend a term agreement and pricing to other public entities within the county, the region, and the state, in accordance with Michigan Compiled Laws 124.504.  This process is called “piggybacking”; it offers tremendous value to public ordering entities regarding the cost and time to manage an end-to-end purchasing event.  This process also offers exceptional value to selected vendors in terms of their company’s resources and time to respond to multiple solicitations from various public entities who have a similar need for their products or services.

All pricing submitted to Wayne RESA and its participating entities shall include a 2% administrative fee to be remitted to CoPro+ by the contractor on a quarterly basis. Administrative fees will be paid against actual sales volume for each quarter. It is the contractor’s responsibility to keep all pricing up to date and on file with Wayne RESA/CoPro+. All price changes shall be presented to Wayne RESA/CoPro+ for acceptance, using the same format as was accepted in the original contract.

Proposer Response:

Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

1.4.2 Training

Proposer must describe the following:

1. Any on-demand support resources.

2. How you will provide orientation, implementation, training, and ongoing technical support for efficient utilization of offered services.

3. On-going customer service.

4. Key differentiators in service offerings, account management, and value-added services proposed by your company.

5. Your approach to meeting the requirements and a description of any services you are proposing to provide as part of your proposal.

Proposer Response:

1.

2.

3.

4.

5.

1.5 Product Specifications

All products furnished must be in conformity with the participating agency requirements and specifications and will be subject to inspection and acceptance by the individual customers at delivery. The right is reserved to reject and return at the risk and expense of the vendor.

Proposer Response:

Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

1.6 Service Capabilities

1.6.1 Communication Plan/Contract Management

Proposers shall identify their company standards of communication as they relate to contract performance, issue management, and change management. An issue is an identified event that, if not addressed, may affect schedule, scope, service, delivery, quality, or budget. A change is identified as a change in corporate leadership, structure, merger or acquisition.

Proposer Response:

1.6.2 Primary Account Representative

Proposers must identify by name and location the primary account representatives who will be responsible for the performance of a resulting contract, as well as contact persons for reports and bid documents.

Proposer Response:

1.7 Customer Service

It is preferred that the Vendor have an accessible customer service department with an individual specifically assigned to Wayne RESA. Customer inquiries should be responded to with forty-eight (48) hours or two (2) business days unless it is an emergency issue. Describe your company’s Customer Service Department (hours of operation, number and location of service centers, regular and emergency response times, etc.).

Proposer Response:

1.8 Purchase Orders

Requests for quotes will be initiated by participating agencies as specific needs arise. Participating agencies will issue individual detailed specifications to the pre-qualified vendor pool along with specific response information required, deliverables, and any special terms and conditions. The vendors will respond directly to the requesting agency within the timeframe specified in the request for quote. The participating agency will evaluate the responses and determine the vendor that will be awarded a purchase order (PO). Resulting orders are to be shipped and billed directly to these institutions.

Proposer Response:

Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

1.9 Delivery and Acceptance

Proposer must address the following items and costs in their proposal and other items/costs that they are aware of that may not have been requested in this bid.

● All pricing must reflect net 30 payment terms.

● Ordering/customer service capabilities and procedures.

● Policies and procedures for an organization accepting product/service.

Proposer Response:

1.10 Management and Staff

Proposer must provide an organization chart. Please attach as a separate document labeled as “Org Chart”

1.10.1 Staffing and responsibilities

Proposer must describe the qualifications, experience, and training of the website hosting and maintenance services staff.

Proposer Response:

1.11 Pricing Schedule

Respondents will provide pricing information on the price sheet (Attachment A) that will be utilized when evaluating price competitiveness.

1.11.1 RESERVED

1.11.2 Bid Pricing

Proposers have the option to provide high-volume pricing. Proposers who offer high-volume pricing may be evaluated more favorably than those who do not. Proposers should specify this discount option within their cost proposal and at what level.

1.11.3 Quantity Term

Vendor agrees to supply the complete quantity and products that each customer requires.

1.11.4 Tax Excluded from Price

(a) Sales Tax: Wayne RESA and local units of government are exempt from sales tax for direct purchases. The Proposer's prices must not include sales tax.

(b) Federal Excise Tax: Wayne RESA may be exempt from Federal Excise Tax, or the taxes may be reimbursable, if articles purchased under any resulting Contract are used for Wayne RESA's exclusive use. Certificates showing exclusive use for the purposes of substantiating a tax-free, or tax-reimbursable sale will be sent upon request. If a sale is tax exempt or tax reimbursable under the Internal Revenue Code, the Proposer's prices must not include the Federal Excise Tax.

Proposer Response:

Include any comments regarding pricing, discounts being offered, and information on other cooperative contracts held by respondent.

1.12 Price Assurance

The awarded vendor agrees to provide pricing to Wayne RESA and its participating entities that are the lowest pricing available, and the pricing shall remain so throughout the duration of the contract. The awarded vendor agrees to promptly lower the cost of any product purchased through Wayne RESA following a reduction in the manufacturer or publisher's direct cost. If respondent has existing cooperative contracts in place, Wayne RESA requests equal or better than pricing to be submitted.

All pricing submitted to Wayne RESA shall include a 2% administrative/remittance fee to be remitted to CoPro+ by the awarded vendor. It is the awarded vendor’s responsibility to keep all product listings up to date and on file with Wayne RESA/CoPro+.

Proposer Response:

Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

If “NO” was answered on any item in this RFP, please explain:


SECTION 2.0 – PROPOSER INFORMATION AND ACCEPTANCE

1. The undersigned declares that the bid documents, including, without limitation, any RFP Addenda and Exhibits have been read.

The undersigned is authorized, offers, and agrees to furnish the articles and/or services specified in accordance with the Specifications, Terms & Conditions of the bid documents of this RFP.

2. The undersigned has reviewed the bid documents and fully understands the requirements in this bid and that each proposer who is awarded a contract shall be, in fact, a prime contractor, not a subcontractor, and agrees that its bid, if accepted by Wayne RESA, will be the basis for the Proposer to enter into a contract with Wayne RESA in accordance with the intent of the bid documents.

3. The undersigned acknowledges receipt and acceptance of all addenda.

4. The undersigned agrees to the following terms, conditions, certifications, and requirements listed in Section 2.3:

● Contractor’s Employment Eligibility

● Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion

● Certification Regarding Nondiscrimination Under Federally and State Assisted Programs

● Assurance Regarding Access to Records and Financial Statements

● Iran Economic Sanctions Act

● Certificate of Independent Price Determination

● Clean Air and Water Certificate

● Certifications/Disclosure Requirements Related to Lobbying

● U.S. Department of Energy Assurance of Compliance Non-Discrimination in Federally Assisted Programs

5. The undersigned acknowledges that proposer will be in good standing in the State of Michigan, with all the necessary licenses, permits, certifications, approvals, and authorizations necessary to perform all obligations in connection with this RFP and associated bid documents.

6. It is the responsibility of each proposer to be familiar with all of the specifications, terms and conditions and, if applicable, the site conditions. By the submission of a bid, the proposer certifies that if awarded a contract they will make no claim against Wayne RESA based upon ignorance of conditions or misunderstanding of the specifications.

7. Patent indemnity: Vendors who do business with the Wayne RESA shall hold Wayne RESA, its officers, agents and employees, harmless from liability of a nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or unpatented invention, article or appliance furnished or used in connection with the contract or purchase order.

8. Insurance certificates are not required at the time of submission. However, if awarded, the Contractor agrees to meet the minimum insurance requirements posted in the terms and conditions. This documentation must be provided to Wayne RESA, prior to award, and shall include an insurance certificate and additional insured certificate, naming Wayne RESA, which meets the minimum insurance requirements, as stated in the terms and conditions.


2.1 Company Profile

Company Profile

Official Name of Proposer:

Street Address:

City:

State:

Zip Code:

Website:

Primary Contact Name:

Primary Contact Phone Number:

Primary Contact Email Address:

Dun & Bradstreet (D&B) Number (if applicable):

Has your company been debarred by the Federal and/or State Government? ☐ Yes ☐ No

If yes, has it been lifted and if so, when?

Have you ever been in bankruptcy or in reorganization proceedings?

Brief history of your company, including the year it was established:

Signature:

Name and Title of Signer:

Date:


2.2 References

Provide a minimum of three (3) customer references for product and/or services of similar scope dating within the past ten (10) years. Please identify any experience relevant to the services you propose to provide through this RFP. Failure to complete this section may result in the disqualification of your proposal.

Entity Name:

Contact Name:

Title:

City:

State:

Phone Number:

Years Serviced:

Description of Services:

Annual Volume:

Entity Name:

Contact Name:

Title:

City:

State:

Phone Number:

Years Serviced:

Description of Services:

Annual Volume:

Entity Name:

Contact Name:

Title:

City:

State:

Phone Number:

Years Serviced:

Description of Services:

Annual Volume:

2.3 Assurances and Certifications

CONTRACTOR’S EMPLOYMENT ELIGIBILITY

By entering the contract, Contractor warrants compliance with ARS subsection 41-4401, ARS subsection 23-214, the Federal Immigration and Nationality Act (FINA), and all other federal immigration laws and regulations. The Contractor further warrants that it is in compliance with the various state statutes of the states it will operate this contract in.

Participating Government Entities including School Districts may request verification of compliance from any Contractor or subcontractor performing work under this Contract. These Entities reserve the right to confirm compliance in accordance with applicable laws. Should the Participating Entities suspect or find that the Contractor or any of its subcontractors are not in compliance, they may pursue any and all remedies allowed by law, including, but not limited to: suspension of work, termination of the Contract for default, and suspension and/or debarment of the Contractor. All costs necessary to verify compliance are the responsibility of the Contractor.

The vendor complies and maintains compliance with FINA, ARS 41-4401 and 23-214 which requires compliance with federal immigration laws by State employers, State contractors and State subcontractors in accordance with the E-Verify Employee Eligibility Verification Program.

Contractor shall comply with governing board policy of the Wayne RESA Participating entities in which work is being performed.

_________________________________________ ___________________________________

Printed Name of Respondent Signature of Respondent

_________________________________________ ___________________________________

Company Name Date of Signature


Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion

The prospective contractor certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded for from participating in this transaction by any Federal department of agency. Where the prospective contractor is unable to certify to any of the statements in this certification, such prospective contractor shall attach an explanation to this proposal.

Certification Regarding Nondiscrimination Under Federally and State Assisted Programs

The applicant herby agrees that it will comply with all federal and Michigan laws and regulations prohibiting discrimination and, in accordance therewith, no person, on the basis of race, color, religion, national origin or ancestry, age, sex, marital status or handicap, shall be discriminated against, excluded from participation in, denied the benefits of, or otherwise be subjected to discrimination in any program or activity for which it is responsible or for which it receives financial assistance from the U.S. Department of Education or the MDE.

Assurance Regarding Access to Records and Financial Statements

The applicant hereby assures that it will provide the pass-through entity, i.e., the Wayne County Regional Educational Service Agency, and auditors with access to the records and financial statements as necessary for the pass-through entity to comply with 2 CFR, Part 200, Subpart F and Compliance Supplement for the U.S. Department of Education.

Iran Economic Sanctions Act

The prospective contractor certifies that its organization, by submission of this proposal, is not an Iran Linked Business. Please refer to the “Iran Economic Sanction Act” Public Act 517 for clarifications or questions. Wayne RESA as a Michigan public entity is required to follow Public Act 517 of 2012.

Vendor Signature:

Date:

Notary

State of _____________________________________

County of ____________________________________

Sworn to and subscribed before me, a notary public in and for the above state and county, on this ________ day of ___________________________, 20 ______.

...
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